MEDIA RELEASE: Immediate

REGIONAL MUNICIPALITY OF WATERLOO CONSOLIDATED COUNCIL AGENDA Wednesday, June 12, 2002 Closed Session 6:30 p.m. Regular Meeting 7:00 p.m. REGIONAL COUNCIL CHAMBER 150 Frederick Street, Kitchener, ON * DENOTES CHANGES TO, OR 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

a) Mr. Randy Ellis, CEO and Mr. Mike O'Neal, Project Manager, Canada's Technology Triangle re: Connect Ontario Funding Application.

7. PETITIONS

8. DELEGATIONS

a) Mr. Edward de Gale, Executive Director, Share the Warmth re: Deeper understanding of the Share the Warmth Program and its impact on low-income families in Waterloo Region.

b) Mr. Bob McMullen, Chair, and Mr. Don Pavey, Cambridge Trails Advisory Committee re: 401 Townline Road Bridge Project.

* c) Cambridge Area Transit Service Review. Refer Item 3 of PW-020604/S i) Sandy Kempel, Resident of Rosslinn Road, Cambridge ii) Peter Lard, Resident of Rosslinn Road, Cambridge iii) Mary Beth Racine, Resident of Rosslinn Road, Cambridge

9. MINUTES OF PREVIOUS MEETINGS

a) Council - May 22, 2002 b) Special Council Meeting - May 29, 2002 c) Planning & Works - June 4, 2002 d) Community Services - June 4, 2002

10. COMMUNICATIONS

a) Association of Municipalities of Ontario re:

i) Walkerton Inquiry Report Does Not Call For Radical Reform. Received for information. (P1 & P2)

ii) Province Releases New Policy On "Spouse in the House". Received for information. (P3)

b) The Corporation of the City of Cambridge re: Recommendation to Regional Municipality of Waterloo on Provision of Dedicated Pedestrian and Cycling Facilities at Townline Road and Highway 401 Interchange. Refer to Commissioner of Transportation and Environmental Services. (P4)

c) The Corporation of the City of Cambridge re: Cambridge Area Route Selection Study (No Bridge Option). Refer to Commissioner of Transportation and Environmental Services. (P5 - P8)

* d) Federation of Canadian Municipalities re: FCM Confident of Federal Commitments. * Attanched for information. (P9)

e) Ted Arnott, MPP, re: Council's correspondence pertaining to Home Care, Kyoto Protocol and the Region's Growth Management Strategy. Attached for information. (P10 - P13)

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

12. REPORTS

Finance Reports

a) T2002-015 Well K36 Upgrade, City of Kitchener- attached & marked F-02-061

b) T2002-121 Waterloo Regional Housing, Holborn Roof Replacement Kitchener, Ontario- attached & marked F-02-062

c) Tender T2002-123 Full Size Vans - attached & marked F-02-063

d) T2002-020 Installation of Underground Traffic Signal Equipment- attached & marked F- 02-064

e) T2002-018 Regional Road 57 University Avenue Improvements From Fischer-Hallman Road to Resurrection Drive, City of Waterloo- attached & marked F-02-065

f) Proposal P2002-18 Courier Service- attached & marked F-02-066

g) T2002-122 Waterloo Region Emergency Services Training and Research Complex Fire Training Structure and Administration Building - attached & marked F-02-067

Committee Reports

a) Planning & Works - attached & marked PW-020604/S b) Community Services - attached & marked CS-020604/S

Chief Administrative Officer

Regional Chair

Regional Clerk

a) Certificate of Titles Act - Consent & Waiver of Notice - Application by Greengate Village Limited, Main Street & Dundas Street, City of Cambridge - attached & marked CR-CLK-02-006

13. OTHER MATTERS UNDER COMMITTEE OF THE WHOLE

a) Removal of the Private Function Exemption From the Smoking By-law (Deferred from the May 8, 2002 meeting)

"THAT the Regional Municipality of Waterloo remove the private function exemption from the Smoking By-law." [Report CH-02-036/CR-RS-02-015, attached]

* b) Consultant Selection - Electronic Document Management System Communication and Training - attached & marked CR-CA-02-001. NOTE: Due to the cancellation of the June 19th Administration & Finance Committee meeting, this time sensitive report is being brought forward directly to Council.

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

TAKE NOTICE THAT I, COUNCILLOR CARL ZEHR intend to introduce the following motion at the Council Meeting to be held June 12, 2002:

WHEREAS the need for affordable housing continues to increase, and remains in extremely high demand in the Regional Municipality of Waterloo and across Ontario;

AND WHEREAS the Regional Municipality of Waterloo has responded to its own community needs through the establishment of an Affordable Housing Strategy and related homelessness initiatives;

AND WHEREAS recent announcements have confirmed that ongoing investment in affordable housing remains a matter of Federal and Provincial interest;

AND WHEREAS social housing units now owned or overseen by service manager municipalities, including the Regional Municipality of Waterloo, have been transferred with inadequate reserve funds to ensure their longer term structural integrity;

AND WHEREAS the Province of Ontario has downloaded its responsibilities for affordable housing to the municipal level;

AND WHEREAS it is generally acknowledged that the provision of social housing is a form of income distribution and therefore is an inappropriate cost to be funded from the property tax base;

NOW THEREFORE BE IT RESOLVED:

THAT the Province of Ontario fulfil its obligation in making affordable housing available to communities across Ontario through a more substantial and meaningful financial investment, and at a minimum, matching the financial contribution of the Federal Government under the recently signed Canada-Ontario Affordable Housing Program Agreement;

THAT the Federal and Provincial Governments fully meet their respective obligations by financially supplementing the social housing reserves for existing and ageing public, non-profit and co-operative housing units across Ontario;

THAT the Federal and Provincial Governments make ongoing and meaningful commitments to continue investing in affordable housing initiatives as a key strategic element in maintaining and improving community health and economic vitality;

AND THAT copies of this resolution be forwarded to the local M.P.s and M.P.P.s, the Prime Minister of Canada and the Premier of Ontario as a call to action, and to the Federation of Canadian Municipalities, the Association of Municipalities of Ontario and to service manager municipalities with populations over 100,000.

18. UNFINISHED BUSINESS

19. OTHER BUSINESS

20. QUESTIONS

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

a) A By-law to provide for Municipal Housing Facilities.

b) A By-law to amend By-law No. 00-032, as amended, being the Region's Traffic and Parking By-law to reflect a "No Parking Anytime" prohibition on the west side of Regional Road #70 (Trussler Road) from 65 metres north of Waldau Crescent to 45 metres south of Highview Drive in the City of Kitchener/Township of Wilmot.

c) A By-law to expropriate certain lands described as Part 1 on Reference Plan 58R-13249 for the purpose of construction of a regional road known as the Breslau Bypass.

d) A By-law to Amend By-law No. 96-055, as amended, being a By-law to Regulate Smoking in Public Places in the Region, by Removing the Private Function Exemption.

e) A By-law to Confirm the Actions of Council

22. ADJOURN

REGIONAL COUNCIL MINUTES May 22, 2002

The following are the minutes of the Regular Council meeting held at 4:30 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair K. Seiling, J. Brewer, D. Craig*, T. Galloway, J. Haalboom, F. Kent, J. Martens, J. Mitchell, W. Roth, J. Smola, B. Strauss, J. Wideman, L. Woolstencroft and C. Zehr.

Regrets: D. Bergman and S. Strickland

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

DELEGATIONS a) Ruthann Fisher, Waterloo Region World Youth Day Organizing Committee re: Funding for Busing on World Youth Day

R. Fisher appeared before Council requesting re-consideration of the decision by the Grant Committee, supported by the Administration and Finance Committee for funds to cover busing costs for international and local pilgrims to attend the Social Justice Day on Friday, July 19, 2002 in Waterloo Region. R. Fisher suggested Council establish a process whereby faith groups in the community may have access to funding based on specific criteria set out. R. Fisher advised the K-W Council of Churches would be able to assist in setting perimeters for funding requests by faith groups.

Staff advised a report would be forthcoming in the early fall to address how the transit system should provide support for conferences and special events.

MOVED by T. Galloway SECONDED by J. Brewer

THAT the Regional Municipality of Waterloo refuse the request by the Waterloo Region World Youth Day Organization for funding;

And that the Region continue to maintain the Grant Committee's policies with regard to requests by church-based organizations and religious gatherings.

CARRIED

(Refer Item 2 of AF-020515/S) Council - 2 - 02/05/22 b) Mr. Stewart Elkins, Kitchener and Mr. Neil Koebel, property owner, Kitchener re: development and cost of a two way left turn lane on Victoria Street

S. Elkins gave a brief overview of the project proposed for 236-264 Victoria Street, the former Bauer lands. S. Elkins advised his client proposes to renovate the existing building into an office building and construct a new fitness centre. S. Elkins explained a traffic impact study identified the need for left turn lanes in both directions at St. Leger Street and the need for a westbound left turn lane at Ellen Street to address existing traffic conditions. The study also recommended a two-way left turn lane be installed rather than separate left turn lanes. The estimated cost of the two-way left turn lane option is approximately $204,500 and the cost to provide exclusive left turn lanes is approximately $171,500. S. Elkins advised his client is proposing the Region pay $171,500 towards the cost of constructing the two-way left turn lane and the applicant will pay 16% of the cost or $33,000.

L. Kotseff, Commissioner of Planning, Housing and Community Services explained when a project is programmed in the short term capital program, the standard practice has been an equal cost sharing distribution. In this case, since the developer requires two left turn lanes out of five, they would be required to fund 40% of the project which would be approximately $82,000.

Staff responded to questions regarding development charge exemptions/credits and the 1995 site plan approval.

MOVED by C. Zehr SECONDED by F. Kent

THAT the Regional Municipality of Waterloo request the developer of the former Bauer lands located at 236-264 Victoria Street North in the City of Kitchener to contribute 16% (approximately $33,000) for the cost of a two way left turn lane on Victoria Street as a condition of the development of these lands, as outlined in P-02-055, dated April 30, 2002.

CARRIED, as amended

(Refer to P-02-055)

MINUTES OF PREVIOUS MEETINGS

MOVED by L. Woolstencroft SECONDED by J. Smola

THAT the following Minutes be approved: a) Council - May 8, 2002 b) Licensing & Retail - May 13, 2002 c) Planning & Works - May 14, 2002 d) Community Services - May 14, 2002 e) Administration & Finance - May 15, 2002

CARRIED Council - 3 - 02/05/22

COMMUNICATIONS a) Association of Municipalities of Ontario re: AMO Works Hard to See Bill 90, Waste Diversion Bill Clear Another Hurdle was received for information.

MOVED by F. Kent SECONDED by J. Wideman

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

CARRIED

FINANCE REPORTS a) P2002-05 Operation of the Materials Recycling Centre - attached & marked F-02-059

Staff responded to questions regarding revenue from recycling materials and the length and terms of the contract.

MOVED by J. Wideman SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo accept the proposal of HGC Management Inc., for the Operation of the Materials Recycling Centre for a seven year term effective September 1, 2002 at an annual cost of $959,276.40 including all applicable taxes.

CARRIED

(Refer F-02-059)

COMMITTEE REPORTS

Licensing & Retail Committee

The Summary of Recommendations of the Licensing & Retail Committee was presented by J. Mitchell, Vice-Chair of the Committee.

MOVED by J. Mitchell SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo take no action on the request for an amendment to the Taxi By-law, Limousine By-law and Special Transportation By-law to permit the issuance of a Driver Licence with a signed affidavit in lieu of a Driver’s Abstract.

THAT the Regional Municipality of Waterloo take no action on the request to amend the Taxi By-law to increase the taxi ratio for the service area of Kitchener and Waterloo from 1:1500 to 1:1600.

CARRIED Council - 4 - 02/05/22

(Refer Items 1 & 2 incl. of RS-020513/S)

Planning & Works Committee

The Summary of Recommendations of the Planning and Works Committee was presented by F. Kent, Chair of the Committee. F. Kent brought forward two recommendations from the Closed Council Session.

MOVED by F. Kent SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo adjust Route 2 Forest Hill so that the route will travel Greenbrook Drive as per Figure 1 of Report P-02-059, dated May 14, 2002 on the inbound trip only to the downtown terminal, rather than using the existing routing on Stonybrook Drive and Westmount Road, effective June 24, 2002.

THAT the Regional Municipality of Waterloo authorize staff to initiate an amendment to the Regional Official Policies Plan to consider possible deletion of Policy 5.1.4.2 which provides for rural estate residential development in the Beverly Area of the Township of North Dumfries, as outlined in P-02-048, dated May 14, 2002.

THAT the Regional Municipality of Waterloo approve the following with regard to Individual Wastewater System - Advanced Treatment Units, as outlined in Report P-02-056, dated May 14, 2002: a) support the use of Individual Wastewater System - Advanced Treatment Units on existing lots of record; b) request that the Province amend the Ontario Building Code Act and/or associated regulations to require ongoing testing of nitrates for Individual Wastewater System - Advanced Treatment Units; c) not permit reductions in lot sizes during the review of development applications, where such reductions are based on de-nitrification of wastewater associated with the use of Individual Wastewater System - Advanced Treatment Units; and d) reconsider the prohibition on reductions on lot sizes based on de-nitrification of wastewater associated with the use of Individual Wastewater System - Advanced Treatment Units at such time as the Ontario Building Code Act and/or associated regulations have been amended to provide for ongoing testing of nitrates for Individual Wastewater System - Advanced Treatment Units.

THAT the Regional Municipality of Waterloo approve the routing and service hours proposed for Route 19 VICTORIA SOUTH, Route 20 VICTORIA HILLS and Route 22 LAURENTIAN WEST as per Figure 1 and 2 of Report P-02-057, dated May 14, 2002, to be implemented Tuesday, September 3, 2002.

THAT the Regional Municipality of Waterloo approve the proposed transit route and service hour changes for BusPLUS Route 73 NORTHLAKE and a Route 5 EASTBRIDGE Council - 5 - 02/05/22 extension as per Figure 1 in Report P-02-058, dated May 14, 2002, effective Tuesday, September 3, 2002.

THAT the Regional Municipality of Waterloo extend the current Waterloo service area transit shelter agreement with Pattison Outdoor until October 31, 2003 as outlined in Report E-02-057, dated May 14, 2002;

That the Regional Municipality of Waterloo authorize staff to proceed with a Request for Proposal (RFP) process for a single transit shelter program in the Grand River Transit (GRT) urban service area, with the new contract to commence November 1, 2003;

And that the Regional Municipality of Waterloo agrees to terminate its current transit shelter contract with Pattison in the Cambridge service area, effective on the date that a new contract through the Request for Proposals process comes into force.

THAT the Regional Municipality of Waterloo: a) approve the transition plan for the Cambridge Landfill Site as described in Report E- 02-050, dated May 14, 2002; and b) accept the tenders of Strongco Equipment Inc. for the supply of one (1) Hydraulic Wheel Excavator at a cost of $156,194.00 including all applicable taxes and buy back option; and one (1) Articulated Loader at a cost of $164,060.00 including all applicable taxes and buy back option.

THAT the Regional Municipality of Waterloo enter into an engineering agreement as outlined in Report E-02-053, dated May 14, 2002, with Stantec Consulting Ltd. to provide engineering services to undertake the Hydrogeologic Assessment of Municipal Supply Wells Potentially Under the Direct Influence of Surface Water to an upset limit of $263,516.00 plus applicable taxes.

And that $200,000 be advanced from 2003 to 2002 for the completion of this project.

(Refer Items 1 to 8 incl. of PW-020514/S)

THAT the Regional Municipality of Waterloo obtain a Permanent Easement over lands described as part of Lot 38, German Company Tract, City of Kitchener, situated at 1593 Highland Road West, Kitchener, from John Moyer and Doris Moyer for the sum of $12,500.00 plus associated costs.

THAT the Regional Municipality of Waterloo acquire the lands for road widening purposes described as Part of Lot 7, Registered Plan of Subdivision of Lot 15, German Company Tract, City of Kitchener, situated at 825 King Street West, Kitchener, from the Trustees of St. Mark's Lutheran Church at Kitchener for the sum of $8,545.00 plus associated costs.

(Items from Closed Council Session)

CARRIED Council - 6 - 02/05/22

Community Services

*D. Craig left the meeting at 5:45 p.m.

The Summary of Recommendations of the Community Services Committee was presented by J. Brewer, Vice-Chair of the Committee. J. Brewer brought forward a recommendation from the Closed Council Session.

J. Smola asked that Item 10 on the summary - Request to Increase Tobacco Taxation be dealt with separately.

MOVED by J. Brewer SECONDED by J. Smola

THAT the Regional Municipality of Waterloo refer the concept of free transit during the Commuter Challenge day in 2003 to the current Waterloo Region Commuter Challenge Committee,

And that Regional staff develop a communication plan that uses smog days to increase community awareness and promote use of environmental friendly modes of transportation, particularly on smog days.

THAT the Regional Municipality of Waterloo refer the matter of free transit, reduced fares and other similar strategic initiatives to the 2003 Budget process.

THAT the Regional Municipality of Waterloo request an additional 140 unit allocation under the Homelessness Rent Supplement Initiative from the Ministry of Municipal Affairs and Housing as outlined in P-02-052, dated May 14, 2002.

THAT the Regional Municipality of Waterloo authorize staff to pursue options for continuing to offer the Heat Bank program for the 2002/2003 winter heating season;

That the Region contact the Share the Warmth Program to discuss maintaining and sharing data in order to successfully coordinate a response to heating issues within the Region;

And that the Region contact Waterloo North Hydro to determine their participation in a heating program for the 2002/2003 heating season.

THAT the Regional Municipality of Waterloo DEFER the matter with respect to the St. James Place Charity's request for a Purchase of Service Agreement for Emergency Shelter funding to the Community Services Committee meeting of June 4, 2002.

THAT the Regional Municipality of Waterloo support the recommendation in the City of Toronto staff report, Appendix A of Report CH-02-042, dated May 14, 2002 and request the Ontario Ministry of the Environment improve the Air Quality Index and Smog Advisory Notification System as outlined in the City of Toronto’s report, Appendix A of Report CH- 02-042, dated May 14, 2002.

Council - 7 - 02/05/22

THAT the Regional Municipality of Waterloo (also in its legislated capacity as The Board of Health) endorse the position of alPHa, OPHA and the City of Toronto Public Health as outlined in Report CH-02-043, dated May 14, 2002;

And that the Region write the Romanow Commission to inform the Commission that a national Public Health strategy is urgently needed as part of a national Health Care system..

THAT the Regional Municipality of Waterloo authorize Dr. Liana Nolan, Medical Officer of Health to write to the Federal Minister of Health and to the Chair of the Standing Committee on Health with respect to Bill C-53, the Pest Control Products Act, to express the concerns of the Regional Municipality of Waterloo.

THAT the Regional Municipality of Waterloo urge the Government of Ontario to address the shortage of Medical Officers of Health in Ontario by; a) conduct a promotion campaign to increase the number of medical students that enter into the Community Medicine Residency programs in Ontario; b) conduct a promotion campaign aimed to have more graduates of the Community Medicine Residence programs in Ontario choose public health as a profession; c) increase the amount of the bursaries offered to physicians that wish to re-enter school to become qualified Medical Officers of Health; and d) re-evaluate the qualifications of non-Canadian candidates wishing to practice in Canada.

(Refer Items 1 to 9 incl. of CS-020514/S)

THAT the Regional Municipality of Waterloo approve the renewal of the lease of 8,452 square feet for the combined Regional Employment Resource Centre and Human Resources Development Canada (HRDC) program at 73 Water Street, Cambridge subject to the terms and conditions as outlined in Report CR-FM-02-016 and to HRDC entering into a sub-lease for 5,220 square feet.

(Item from Closed Council Session)

CARRIED

J. Smola suggested the recommendation supporting a $10.00 per carton tobacco taxation increase is not within the jurisdiction of Council.

Chair K. Seiling argued it is a public health issue supported by the Association of Local Public Health Agencies and therefore within the jurisdiction of Council. K. Seiling asked for a vote to sustain the Ruling of the Chair and the ruling was upheld.

A recorded vote was requested.

Council - 8 - 02/05/22

MOVED by J. Brewer SECONDED by J. Smola

THAT the Regional Municipality of Waterloo support the proposal by the Medical Officers of Health in Ontario, as outlined in a letter from alPHa, dated April 30, 2002 to Premier Ernie Eves, to increase the per carton tobacco taxation by $10.00;

That the additional $10.00 be used for comprehensive tobacco control programming to reduce smoking;

And that the recommendation be forwarded to the Premier of Ontario, the Minister of Finance, MPPs and alPHa.

CARRIED

(Refer Item 10 of CS-020514/S)

Yeas: J. Brewer, T. Galloway, J. Haalboom, F. Kent, J. Mitchell, W. Roth., K. Seiling, B. Strauss, J. Wideman, L. Woolstencroft and C. Zehr.

Nays: J. Smola and J. Martens (in accordance with Section 41(2) of Procedural By-law 00- 031)

Administration and Finance

The Summary of Recommendations of the Administration and Finance Committee was presented by T. Galloway, Chair of the Committee. T. Galloway brought forward two recommendations from the Closed Council Session. T. Galloway noted Item 2 of the Summary (AF-020515/S) had been dealt with under delegations.

MOVED by T. Galloway SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo approve a grant of up to $50,000 for the 2002 Ontario Summer Games, funded from the unallocated 2001 surplus, subject to a review of the final budget by the Grants Committee and the Chair of the Administration & Finance Committee;

And that the 2002 Ontario Summer Games Committee ensures that the Region receives appropriate sponsorship recognition.

THAT the Regional Municipality of Waterloo approve the grants to voluntary organizations for the year 2002 as proposed by the Grants Committee and listed in Appendix 1 of Report F- 02-054, dated May 15, 2002;

That the request by the Elizabeth Fry Society on behalf of the Sex-Trade Worker Committee be referred to staff in Social Services, Community Health and Police Services for review;

Council - 9 - 02/05/22

And that a report be presented to Community Services Committee on June 18, 2002.

THAT the Regional Municipality of Waterloo undertake the process to consider a Regional Development Charge By-law 99-038 amendment to extend the period for Downtown Exemptions for the life of the current By-law, to July 31, 2004 as outlined in Report F-02- 056, dated May 15, 2002.

THAT the Regional Municipality of Waterloo approve an amendment to the existing Architectural Agreement of $271,600 with Thomas E. Brown Architect Inc. in joint venture with Joe Somfay Architect Inc. to increase the architectural fee by an upset limit of $85,000 plus disbursements and applicable taxes to cover additional work associated with the Waterloo Region Emergency Services Training & Research Complex Administration Building as outlined in report CR-FM-02-017, dated May 15, 2002.

(Refer Items 1 and 3 to 5 incl. of AF-020515/S)

THAT the Regional Municipality of Waterloo enter into all necessary agreements, as approved by the Regional Solicitor, with the Guarantee Company of North America and PM Contracting Ltd. for the completion of Project #T2000-113 - Region of Waterloo Community Health and Social Services Building, Sixth Floor Expansion, pursuant to the performance bond for the project;

And that the Regional Solicitor take such other action as may be necessary to protect the interests of the Region.

THAT the Regional Municipality of Waterloo directs the Regional Solicitor to sign Minutes of Settlement in respect of complaints filed by The Regional Municipality of Waterloo for each of the 1998, 1999 and 2000 taxation years pertaining to the Waterloo Regional Airport; the said Minutes to provide for the runways and operational lands to be apportioned in the tax class of municipal government-exempt from taxation.

(Items brought forward from Closed Session)

CARRIED

REGIONAL CLERK a) Appointments to the Waterloo Regional Heritage Foundation

MOVED by J. Haalboom SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo approve the appointment of Gordon Ambrose, representing the Waterloo Region Branch of the Ontario Genealogical Society; Herb Ratz representing the Waterloo Historical Society; and Rod Rolleman, representing the Heritage Cambridge Branch of the Architectural Conservancy of Ontario to the Waterloo Regional Heritage Foundation for a two-year term, expiring in 2004.

CARRIED Council - 10 - 02/05/22

(Refer WRHF-02-002)

OTHER MATTERS UNDER COMMITTEE OF THE WHOLE a) Information Report, T2002-117 Waterloo Region Housing Deadbolt Replacement - attached & marked CR-FM-02-018 was considered satisfactory and received for information.

MOVED by C. Zehr SECONDED by J. Haalboom

THAT Committee of the Whole rise and Council resume.

CARRIED

MOVED by L. Woolstencroft SECONDED by J. Wideman

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

CARRIED

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

MOVED by C. Zehr SECONDED by F. Kent

THAT a By-law to Confirm the Actions of Council be read a first, second and third time, finally passed and numbered 02-033, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

CARRIED

ADJOURN

MOVED by F. Kent SECONDED by J. Brewer

THAT the meeting adjourn.

CARRIED

REGIONAL CHAIR, K. Seiling

REGIONAL CLERK, E. L. Orth

REGIONAL COUNCIL MINUTES June 12, 2002

The following are the minutes of the Regular Council meeting held at 7:00 p.m. in the Regional Council Chambers, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair K. Seiling, J. Brewer, D. Craig, T. Galloway, J. Haalboom, F. Kent, J. Martens*, J. Mitchell, W. Roth, J. Smola, B. Strauss, S. Strickland, J. Wideman, L. Woolstencroft, and C. Zehr.

Regrets: D. Bergman.

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

F. Kent declared a pecuniary interest with respect to a matter of litigation made earlier at the Closed Session held on June 12, 2002.

J. Smola declared a pecuniary interest with respect to report F-02-066: Proposal P2002-18 Courier Service. J. Smola is related to individuals who own and operate this type of business. He refrained from voting or discussing the item.

T. Galloway declared a pecuniary interest with respect to item number 4 of the Summary of Recommendations for the Planning and Works Committee. T. Galloway is employed by the University of Waterloo. He refrained from voting or discussing the item.

PRESENTATIONS a) Mr. Randy Ellis, CEO and Mr. Mike O'Neal, Project Manager, Canada's Technology Triangle re: Connect Ontario Funding Application.

Randy Ellis and Mike O’Neal presented information on the connect Ontario Funding Application. The funding will be used to implement the following: An Internet Portal, ESD applications and Geographic Information Systems(GIS) applications. M. O’Neal outlined the program objectives and benefits. The project requires a government sponsor and the presenters were asking the Region to take on this role.

Council agreed to review the application and asked staff to prepare a report for a future Council meeting.

DELEGATIONS a) Mr. Edward de Gale, Executive Director, Share the Warmth re: Deeper understanding of the Share the Warmth Program and its impact on low-income families in Waterloo Region.

E. deGale explained the Share the Warmth Program. The program provides energy assistance to families, seniors, disabled and terminally ill people who cannot meet their energy expenditures. Share the Warmth, is a not-for-profit organization who partners with energy providers. E. deGale explained how several social service agencies also partner with the organization. E. deGale asked that the Region partner with Share the Warmth instead of providing a similar program through Social Services in the Cambridge, North Dumfries area. Several energy companies in the area already partner with Share the Warmth. Currently Hydro One, Waterloo North Hydro and Cambridge/North Dumfries Hydro do not.

Council agreed that the opportunities to partner with Share the Warmth should be reviewed. Council asked staff to review the operations in other similar areas such as Sudbury, Guelph, Niagara and report back to Council prior to budget deliberations. C. Zehr noted that Kitchener Wilmot Hydro and Kitchener’s gas utility had done a great deal of research on this topic and would be willing to share the information.

b) Mr. Bob McMullen, Chair, and Mr. Don Pavey, Cambridge Trails Advisory Committee re: 401 Townline Road Bridge Project.

B. McMullen and D. Pavey presented information on the 401 Townline Bridge Project. This is a major structure that links the south west section of Cambridge to the north. The Ministry of Transportation is undertaking the widening of the 401 in this area and the bridge will need to be reconstructed. B. McMullen and D. Pavey noted that the current design for the bridge does not include bicycle lanes or pedestrian walkways. They believe this is a mistake and asked that the Ministry, the Region and the City of Cambridge re-evaluate this situation and provide appropriate funding to develop these facilities.

K. Seiling noted that this item is going back on the Planning and Works Committee agenda on June 18, 2002. Subsequent information will come back to Council. c) Peter Land, Resident of Rosslinn Road, Cambridge re: Cambridge Area Transit Service Review. Refer Item 3 of PW-020604/S

P. Land presented the concerns of the Rosslinn Road residents. The Residents were opposed to the establishment of a bus route along Rosslinn Road for the following reasons: they had not been directly contacted about the establishment of the bus route along their road, no traffic studies had been completed, no alternatives have been explored and safety concerns i.e no sidewalk on Rosslinn. P. Land explained that Rosslinn is only to be a temporary route however no one can define the use of the word temporary.

G. Vincent, Director Transportation Planning, explained an extensive bus route review is being conducted in this area. Mass mailings and open houses have been held. A first class mailing was not sent to Rosslinn Road residents. Rosslinn is being used as a temporary route Council - 3 - 02/06/12 since Westcliff Way is currently not a through street. When the construction of Westcliff is completed it will become the transit route. It is not known when this construction will be completed. Councillors asked that Councillor D. Craig as Mayor of Cambridge take this issue back to Cambridge Council. They asked that Cambridge investigate the timing for the construction of Westcliff Way. Councillors were also concerned that Cambridge was not requiring the installation of sidewalks in their subdivisions. It was noted that Rosslinn Road had been in existence for some time. D. Craig agreed to talk with Cambridge staff and the subdivision developer about the road.

Council was concerned about the establishment of a bus route along a road that did not have sidewalks. Council did not want to stall the establishment of the other routes while this issue is being resolved. They asked that staff meet with the residents of Rosslinn and the residents of any potential alternative routes, in order to resolve the issue.

MOVED by F. Kent SECONDED by J. Brewer

THAT the Regional Municipality of Waterloo approve the implementation of the proposed transit routes in the Cambridge area with the exception of Rosslinn Road, as illustrated by Figure 1 and operating at the level of service outlined in Table 1, effective Tuesday September 3, 2002, as described in Report P-02-066, dated June 4, 2002, and

THAT the Rosslinn Road route BE DEFERRED to the July 10, 2002 Council meeting.

CARRIED

(Refer to Item 3 of PW-02-0604/S)

MINUTES OF PREVIOUS MEETINGS

MOVED by B. Strauss SECONDED by J. Haalboom

THAT the following Minutes be approved: a) Council - May 22, 2002 b) Special Council Meeting - May 29, 2002 c) Planning & Works - June 4, 2002 d) Community Services - June 4, 2002

CARRIED

COMMUNICATIONS a) Association of Municipalities of Ontario re: Walkerton Inquiry Report Does Not Call For Radical Reform was received for information. b) Association of Municipalities of Ontario re: Province Releases New Policy On Council - 4 - 02/06/12

"Spouse in the House". This item was referred to Social Services staff for an update report. c) The Corporation of the City of Cambridge re: Recommendation to Regional Municipality of Waterloo on Provision of Dedicated Pedestrian and Cycling Facilities at Townline Road and Highway 401 Interchange was received for information. d) The Corporation of the City of Cambridge re: Cambridge Area Route Selection Study (No Bridge Option) was referred to the CARRS Committee and the Commissioner of Engineering and Environmental Services for review and information. e) Federation of Canadian Municipalities re: FCM Confident of Federal Commitments was received for information. f) Ted Arnott, MPP, re: Council's correspondence pertaining to Home Care, Kyoto Protocol and the Region's Growth Management Strategy was received for information.

MOVED by S. Strickland SECONDED by C. Zehr

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

CARRIED

FINANCE REPORTS a) T2002-015 Well K36 Upgrade, City of Kitchener

MOVED by S. Strickland SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo accept the tender of Wellington Construction Inc. for Well K36 Upgrade, City of Kitchener at a total price of $283,550.00 including all applicable taxes, subject to approval from the Ministry of Environment.

CARRIED

(Refer F-02-061) b) T2002-121 Waterloo Regional Housing, Holborn Roof Replacement Kitchener, Ontario- attached & marked F-02-062

MOVED by S. Strickland SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo accept the tender of Alliance Roofing & Sheet Metal Ltd. for Waterloo Regional Housing, Holborn Roof Replacement Kitchener, Ontario at a total price of $290,012.80 including all applicable taxes.

Council - 5 - 02/06/12

CARRIED

(Refer F-02-062) c) Tender T2002-123 Full Size Vans

MOVED by S. Strickland SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo accept the tender of Weiland Ford Sales for the supply of three (3) Full Size Vans at a total cost of $102,672.00 including all applicable taxes.

CARRIED

(Refer F-02-063) d) T2002-020 Installation of Underground Traffic Signal Equipment

MOVED by S. Strickland SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo accept the tender of Enasco Limited for the Installation of Underground Traffic Signal Equipment at a total cost of $94,130.00 including all applicable taxes.

CARRIED

(Refer F-02-064) e) T2002-018 Regional Road 57 University Avenue Improvements From Fischer- Hallman Road to Resurrection Drive, City of Waterloo

MOVED by S. Strickland SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo accept the tender of Sousa Concrete for Regional Road 57 University Avenue Improvements from Fischer-Hallman Road to Resurrection Drive, City of Waterloo at a total price of $783,355.77 including all applicable taxes, subject to approval from the Ministry of Environment (MOE).

CARRIED

(Refer F-02-065)

f) Proposal P2002-18 Courier Service

Council - 6 - 02/06/12

MOVED by S. Strickland SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo accept the proposal of Crown Courier for the Regional Courier Service at an annual price of $114,493.21 for a period of three years with two, one year extensions including all applicable taxes.

CARRIED (Conflict: J. Smola )

(Refer F-02-066) g) T2002-122 Waterloo Region Emergency Services Training and Research Complex Fire Training Structure and Administration Building

MOVED by S. Strickland SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo accept the tender of Maple Engineering & Construction Canada Ltd. for the Waterloo Region Emergency Services Training & Research Complex Fire Training Structure and Administration Building at an adjusted price of $5,116,594.48 including all applicable taxes.

CARRIED

(Refer F-02-067)

COMMITTEE REPORTS

Planning & Works Committee

The Summary of Recommendations of the Planning and Works Committee was presented by F. Kent, Chair of the Committee.

MOVED by F. Kent SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo enter into a Consultant Services Agreement with Metropolitan Knowledge International to provide the necessary technical assistance to complete Phase 2 of the Region's Growth Management Strategy with an upset limit of $175,000 as outlined in P-02-063, dated June 4, 2002.

THAT the Regional Municipality of Waterloo approve P-02-064, Monthly Report of Development applications for April 2002, dated June 4, 2002.

Road to Northfield Drive, and on behalf of the City of Waterloo the Class Environmental Assessment and Preliminary Design for Columbia Street from Westmount Road to Fischer- Hallman Road, City of Waterloo, all at an upset limit of $144,113 plus applicable taxes for the combined assignment as outlined in Report E-02-055 dated June 4, 2002.

(Conflict: T. Galloway )

THAT the Regional Municipality of Waterloo enter into a Consultant Services Agreement with Earth Tech Canada Limited of Kitchener for final design, contract administration and construction inspection services for a sanitary sewer and watermain installation on Victoria Street between Shirley Avenue and Regional Road 17 in the City of Kitchener and Township of Woolwich at an upset limit of $96,100 plus GST with $48,050 of the costs to be paid by Thomasfield Homes Ltd. and Forwell Ltd as outlined in Report E-02-059, dated June 4, 2002.

THAT the Regional Municipality of Waterloo approve the installation of traffic control signals at the intersection of Dundas Street (Regional Road #8) and Easton Road, City of Cambridge subject to First Capital Management Inc. funding all costs associated with the installation, and on-going maintenance, operation and modernization of the traffic control signal plant as outlined in Report E-02-063, dated June 4, 2002.

THAT the Regional Municipality of Waterloo amend Traffic & Parking By-law No. 00-32, as amended, to reflect a "No Parking Anytime" prohibition on the west side of Regional Road #70 (Trussler Road) from 65 metres north of Waldau Crescent to 45 metres south of Highview Drive, in the City of Kitchener/Township of Wilmot as outlined in Report E-02- 065, dated June 4, 2002.

THAT, after consideration of the Report of the Inquiry Officer dated May 10, 2002 attached as Schedule “A” to Report CR-RS-02-029, dated June 4, 2002, The Regional Municipality of Waterloo approve the expropriation of the lands legally described as Part 1 on Reference Plan 58R-13249 (the “Subject Lands”) for the purpose of construction of a regional road known as the Breslau Bypass for the following reasons: a) The Region requires ownership of certain lands, including the Subject Lands, for the objective of constructing a Regional Road, to be known as the Breslau Bypass, to provide an alternative route for existing and future traffic demands travelling in a north-south direction in the Breslau area passing through the community known as the Breslau Settlement on Regional Road #17; b) Existing traffic levels on Regional Road #17 are undesirable based on the Road’s width of right-of-way, proximity to adjacent dwellings and amount of heavy vehicle traffic. Future traffic volumes will more than double from existing levels due to potential future development growth in Breslau, Cambridge and adjacent areas. Such traffic demands will exceed the capacity of Regional Road #17 and result in traffic congestion, reduction in safety, and increased noise and emission levels in Breslau; c) The Regional Official Policies Plan contains certain policies which provide for the construction of new roads to, among other things, improve the Regional Road system to provide efficient transportation routes and which routes separate through traffic from local traffic. Certain lands, including the Subject Lands, are designated as a proposed regional road corridor and identified on Map 9 of the Regional Official Council - 8 - 02/06/12

Policies Plan; d) In 1996, the Region completed an environmental assessment study which confirmed the need for and assessed alternative alignments for the Breslau Bypass. In that study, the preferred alignment was selected based on certain evaluation criteria examining the impacts to the natural environment, the economic environment, and the socio-cultural environment. The study was approved in accordance with the Environmental Assessment Act; e) In 2001, the Region completed an addendum to the 1996 environmental assessment study which determined that an overpass of the CN Railway tracks to the west of the Subject Lands was the preferred form of crossing based on a consideration of natural environment, social environment, technical engineering, economic impact and temporary construction criteria. The addendum was approved in accordance with the Environmental Assessment Act; f) The Region has undertaken a careful evaluation of the route alternatives for the Breslau Bypass and CN Railway crossing and has chosen a preferred alignment which is in the public interest; and g) In order to construct the Breslau Bypass in accordance with the preferred alignment and the preferred form of crossing at the CN Railway tracks, as identified in the study and the addendum respectively, the Region requires ownership of the Subject Lands. The taking of the Subject Lands by expropriation is fair, sound and reasonably necessary in the achievement of the objective of the Region to construct the Breslau Bypass in the location and configuration as proposed by the study and the addendum;

And further that Regional Council cause its decision to approve the expropriation of the Subject Lands and its reasons therefor to be served upon the parties to the Inquiry, together with a copy of the Report of the Inquiry Officer;

And further that the Chair and Clerk be authorized to certify the said approval of the Subject Lands in accordance with the Expropriations Act (Ontario);

And further that the Region as the approval authority adopt the recommendation of the Inquiry Officer and order the Region as the expropriating authority to pay the sum of two hundred dollars ($200) to 680230 Ontario Limited for costs of the inquiry under subsection 7(10) of the Expropriations Act (Ontario);

And further that the Regional Solicitor be instructed to: a) Register a plan of expropriation in the proper land registry office pertaining to the Subject Lands; b) Serve the appropriate parties with a Notice of Expropriation, an Offer of Compensation and Appraisal, and a Notice of Possession in respect of the Subject Lands; and c) Do all other things necessary and proper to be done in order to complete the expropriation of the Subject Lands and report to Regional Council in due course. Council - 9 - 02/06/12

THAT the Regional Municipality of Waterloo enter into an agreement with Stantec Consulting Ltd. to assist with the development of a road-salt management master plan at an upset cost of $76,000 plus applicable taxes as outlined in Report E-01-037.2, dated June 4, 2002.

THAT the Regional Municipality of Waterloo enter into a Software License Agreement with MWHSoft for three licenses of H20MAP v3 at a cost of US$44,068 (approximately CAN$71,400) including applicable taxes as outlined in Report E-02-061 dated June 4, 2002.

CARRIED

(Refer Items 1, 2, and 4 to 10 incl. of PW-020604/S)

Community Services

The Summary of Recommendations of the Community Services Committee was presented by S. Strickland, Chair of the Committee. Council agreed to separate the recommendations on the pesticides issue from the other recommendations. S. Strickland also brought forward a recommendation from the closed session.

Council entered into a debate on the regulation of pesticides. J. Smola strongly believed that Council should approve in principle the regulation of pesticides in urban areas. L. Woolstencroft and J. Mitchell supported this concept, and asked that Council show a leadership role as the Board of Health. Council discussed the need for a well defined public process including involvement with the area municipalities before approving anything. Councillors noted a full public process had been undertaken prior to the passage of the smoking by-law.

MOVED by S. Strickland SECONDED by J. Brewer

THAT the Regional Municipality of Waterloo DEFER the following recommendations pending further discussion and input from outside legal council, local municipalities and the public:

"That the Regional Municipality of Waterloo support in principle a by-law to regulate the cosmetic use of pesticides for the urban settlement areas throughout the Region;

That this resolution be forwarded to each of the local municipalities to support and endorse the establishment of such a Regional by-law."

CARRIED

Yeas: J. Brewer, T. Galloway, J. Haalboom, F. Kent, J. Martens, W. Roth, K. Seiling, B. Strauss, S. Strickland, J. Wideman, C. Zehr.

Nays: D. Craig, J. Mitchell, J. Smola, L. Woolstencroft

Council - 10 - 02/06/12

(Refer Item 3 of CS-020604/S)

C. Zehr asked that recommendation on the public meeting process be amended to include involvement of the Municipal Pesticide Working Group.

MOVED by S. Strickland SECONDED by J. Brewer

THAT the Regional Municipality of Waterloo authorizes the Community Health Department continue to work with the Municipal Pesticide Working Group in developing a coordinated Region-wide educational campaign to reduce the non-essential use of pesticides in Waterloo Region.

THAT the Regional Municipality of Waterloo seek an outside legal opinion, in consultation and cooperation with the local municipalities, on the formulation of a by-law to regulate the cosmetic use of pesticides.

THAT the Regional Municipality of Waterloo directs staff to continue to work with the Municipal Pesticide Working Group and report back to Regional Council on a detailed public process and feasibility of the development and implementation of a by-law to regulate the cosmetic use of pesticides;

That Regional Council organize a joint meeting with local municipal councils;

And that the matter be brought to a conclusion prior to the end of December 31, 2002.

(Refer Items 2, 4, and 5 of CS-020604/S)

MOVED by S. Strickland SECONDED by J. Brewer

THAT the Regional Municipality of Waterloo approve the transfer of Mr. Michael Schuster as Commissioner of Social Services from contract employment status to permanent employment status effective immediately.

THAT the Regional Municipality of Waterloo DEFER the request by St. James Place Charity for a Purchase of Service Agreement for Emergency Shelter funding;

And that Staff be directed to meet with members of Community Services Committee and representatives from St. James Place Charity to review the request and provide a report back to Committee.

THAT the Regional Municipality of Waterloo approved the following with respect to the provision of domiciliary hostel services at Marsdale Manor, 25 Linnwood Ave. Cambridge: a) Terminate the purchase of services agreement for the provision of domiciliary hostel services with Lifecare Management Inc. c.o.b. as Marsdale Retirement Residence effective March 1, 2002; and

Council - 11 - 02/06/12 b) Enter into a new purchase of services agreement for the provision of domiciliary hostel services with Marsdale Manor Limited.

THAT the Regional Municipality of Waterloo request a total 2002 allocation of $360,000 from the Province of Ontario for the Provincial Homelessness Initiative Fund; and That the Regional Municipality of Waterloo approve the process for the allocation of the 2002 Provincial Homelessness Initiative Fund as detailed in report SS-02-036, dated June 4, 2002.

THAT the Regional Municipality of Waterloo: a) Terminate the purchase of services agreement for the provision of domiciliary hostel services with Meadowcroft General Partnership Inc. at Meadowcroft Place, 164 Fergus Avenue, Kitchener and Meadowcroft Place, 20 Fieldgate Street, Kitchener effective April 25, 2001; and b) Enter into a new purchase of service agreement for the provision of domiciliary hostel services with Retirement Residences Genpar Inc. at Meadowcroft Place, 164 Fergus Avenue, Kitchener and Meadowcroft Place, 20 Fieldgate Street, Kitchener.

THAT the Regional Municipality of Waterloo approve the following: a) allocate $45,000 in funding to Catholic Family Counselling Centre in support of the Families & Schools Together' (FAST) Project to be funded from 2002 the NCB Early Years Matching Fund as outlined in Appendix A of report SS-02-038; and b) merge the balance of the Early Years Matching Fund ($95,000) and the NCB New Project Development Fund for a total of $295,000 to fund new projects through a request for proposal process.

THAT the Regional Municipality of Waterloo approve the revisions to the First Response Protocol as outlined in Report SS-02-039, dated June 4, 2002.

THAT the Regional Municipality of Waterloo approve the following rate schedule for fees charged in Elmira Child Care Centre, Edith MacIntosh Child Care Centre, Kinsmen Child Care Centre, Christopher House Child Care Centre and Cambridge Preschool Education Centre effective September 2, 2002.

RATE Toddler Preschooler School - Age DESCRIPTION (18 - 30 months of age ) (2.5 - 6 years of age) ( 6-10 years of age)

Six or more hours $38.00 $35.00 $23.00

Four to six hours $28.60 $26.00 $17.25

Two to four hours $22.90 $20.90 $13.75

Less than two hours NA NA $9.25

Integrated rate $15.75 (Sept. 2, 2002) NA ( 2 - 4 hours ) NA $18.25 (Jan. 1, 2003) $20.90 (Sept. 1, 2003)

Council - 12 - 02/06/12

Cambridge NA $13.25 (Sept. 2, 2002) NA Preschool $15.75 (Sept. 1, 2003) Education Centre ( 2 - 4 hours )

THAT the Regional Municipality of Waterloo take the following action with respect to the redevelopment of the Kinsmen Child Care Centre as outlined in CR-FM–02-020 dated June 4, 2002: a) Enter into an Agreement with Zawadzki Armin Stevens Architects Inc. to provide standard architectural and engineering services for the new child care centre in Cambridge for a lump sum fee of $103,200.00 plus applicable taxes and disbursements; and b) Approve the issuance of debentures for the redevelopment of the Kinsmen Child Care Centre in an amount not to exceed $1,678,000 for a term not to exceed ten years.

THAT the Regional Municipality of Waterloo (also in its legislated capacity as The Board of Health) write to the Romanow Commission with regard to the following four points: a) Public health must be included in the Canada Health Act, the Federal Government must contribute to the funding of public health across Canada, and the overall level of funding for public health must be increased. b) A strong independent voice for public health must be established at the provincial and federal levels. At the federal level, a Commissioner of Public Health could be appointed (similar to the Commissioner of Sustainable Development) reporting to Parliament on the state of the public's health and ways to protect and promote health. This position would be independent of Health Canada, and within the Department of the Auditor General, as is the case for the Commissioner of Sustainable Development. c) At the provincial level, a similar arrangement could be created in each province, with an independent Chief Medical Officer of Health, under a provincial board of health, accountable to the legislature (and not the Ministry). d) An independent National Centre for Disease Prevention and Control should be established, at arms-length from the federal government, as is the case in the United States.

And that the recommendation and Report CH-02-050 dated June 4, 2002 be circulated to other Boards of Health in Ontario, to the Association of Local Public Health Agencies, the Ontario Public Health Association and the Canadian Public Health Association, and to the Ontario and Federal Ministers of Health.

THAT the Regional Municipality of Waterloo approve the following policies as outlined in Report P-02-068, dated June 4, 2002: a) Statement of Purpose, attached as Schedule "A"; b) Governance, attached as Schedule "B"; Council - 13 - 02/06/12 c) Provisions for the Dissolution of a Museum's Assets and Liabilities attached as Schedule "C"; and d) Conservation attached as Schedule "D".

THAT the Regional Municipality of Waterloo take the following actions with regard to the Municipal Housing Facilities By-law, as outlined in Report No. P-02-060, dated June 4, 2002: a) Approve the Municipal Housing Facilities By-law attached as Appendix A, including the definition of "Affordable Housing" for the purpose of the Municipal Housing Facilities By-law; b) Approve the eligibility criteria as set out in Report No. P-02-060; c) Approve the types of assistance available to private and non-profit housing developers - capital funding, grants to offset Regional Development Charges, and potential use of Region owned land - as set out in Report No. P-02-060; d) Allocate municipal financial resources through a competitive Expression of Interest process for affordable housing developed by both non-profit and private sectors, and forward individual proposed agreements under the Municipal Housing Facilities By-law to Council for consideration; e) Approve the common provisions to be contained in site specific agreements to be entered into by the Region for the provision of municipal housing project facilities as set out in Report No. P-02-060; f) Direct the Commissioner of Housing, Planning and Community Services to report on any required modifications to the Municipal Housing Facilities By-law within three years of its adoption; g) Request that area municipalities consider participating in specific housing projects to help create affordable housing; and h) Approve the goal that 50% of the 1,000 units of new housing created under the Region's Affordable Housing Strategy have increased affordability to lower income households as set out in Report No. P-02-060.

(Refer Items 1, 6 to 15 incl. of CS-020604/S and Closed Session Item)

REGIONAL CLERK a) Certificate of Titles Act - Consent & Waiver of Notice - Application by Greengate Village Limited, Main Street & Dundas Street, City of Cambridge

MOVED by B. Strauss Council - 14 - 02/06/12

SECONDED by J. Martens

THAT the Regional Municipality of Waterloo Chair and Clerk be authorized to execute documents required for a Consent & Waiver of Notice regarding an Application for First Registration under the Land Titles Act by Greengate Village Limited, Application registered as No. 1535133, Part Lots 4 and 5, Concession 10, City of Cambridge, [Main

Street East (Regional Road No. 97) and Dundas Street South (Regional Road No. 8)].

CARRIED

(Refer CR-CLK-02-006)

OTHER MATTERS UNDER COMMITTEE OF THE WHOLE a) Removal of the Private Function Exemption From the Smoking By-law (Deferred from the May 8, 2002 meeting)

Council debated the removal of the private function exemption. Councillors discussed their preferred options for dealing with this issue.

MOVED by S. Strickland SECONDED by W. Roth

"THAT the Regional Municipality of Waterloo remove the private function exemption from the Smoking By-law."

CARRIED

Yeas: J. Brewer, D. Craig, J. Haalboom, F. Kent, J. Martens, J. Mitchell, W. Roth, K. Seiling, J. Smola, B. Strauss, J. Wideman, L. Woolstencroft, C. Zehr.

Nays: T. Galloway, S. Strickland.

(Refer to CH-02-036/CR-RS-02-015)

* J. Martens left the meeting at approximately 9:45 p.m. b) Consultant Selection - Electronic Document Management System Communication and Training

MOVED by T. Galloway SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo enter into an Agreement with CGI Information Systems and Management Consultants to provide for the design and development of system introduction and change management related communication tools and to deliver in-house training to end-users with respect to the roll-out and Council - 15 - 02/06/12 implementation of an Electronic Document Management System (DOCS Corporate) throughout the organization, to an upset limit of $90,475 and $94,250 respectively, plus applicable taxes.

CARRIED

(Refer to CR-CA-02-001.)

MOVED by B. Strauss SECONDED by J. Wideman

THAT Committee of the Whole rise and Council resume.

CARRIED

MOVED by S. Strickland SECONDED by J. Smola

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

CARRIED

MOTIONS

NOTICE OF MOTION a) Affordable Housing

C. Zehr introduced his motion.

MOVED by C. Zehr SECONDED by J. Wideman

WHEREAS the need for affordable housing continues to increase, and remains in extremely high demand in the Regional Municipality of Waterloo and across Ontario;

AND WHEREAS the Regional Municipality of Waterloo has responded to its own community needs through the establishment of an Affordable Housing Strategy and related homelessness initiatives;

AND WHEREAS recent announcements have confirmed that ongoing investment in affordable housing remains a matter of Federal and Provincial interest;

AND WHEREAS the Province of Ontario has downloaded its responsibilities for ffordable housing to the municipal level; Council - 16 - 02/06/12

AND WHEREAS it is generally acknowledged that the provision of social housing is a form of income distribution and therefore is an inappropriate cost to be funded from the property tax base;

NOW THEREFORE BE IT RESOLVED:

THAT the Federal and Provincial Governments fully meet their respective obligations by financially supplementing the social housing reserves for existing and ageing public, non- profit and co-operative housing units across Ontario;

AND THAT copies of this resolution be forwarded to the local M.P.s and M.P.P.s, the Prime Minister of Canada and the Premier of Ontario as a call to action, and to the Federation of Canadian Municipalities, the Association of Municipalities of Ontario and to Consolidated Municipal Service Managers with populations over 100,000.

CARRIED

2) Lennox Lewis

S. Strickland introduced his motion.

MOVED by W. Roth SECONDED by F. Kent

THAT Council agree to waive the notice requirements for a Notice of Motion.

CARRIED

MOVED by S. Strickland SECONDED by J. Wideman

WHEREAS Mr. Lewis began his boxing career with the Waterloo Regional Police Gym in the City of Kitchener in the Region of Waterloo, under the guidance of Coach Arnie Boehm and has since developed a distinguished boxing career;

AND WHEREAS Mr. Lennox Lewis won the gold medal for Canada at the 1988 Seoul Olympics and is currently the undisputed heavyweight champion of the world; AND WHEREAS Mr. Lewis' accomplishments have been achieved with the greatest Council - 17 - 02/06/12 amount of perseverance, good sportsmanship and commitment to excellence;

AND WHEREAS Mr. Lewis is a positive role model for children growing up in our community and for all people throughout the world;

NOW THEREFORE BE IT RESOLVED:

THAT the Region of Waterloo in co-operation with the City of Kitchener send a congratulatory message to Mr. Lewis on the successful defence of his title, and

FURTHER THAT we encourage local government to determine the appropriate recognition of Mr. Lewis' accomplishments.

OTHER BUSINESS

Dr. Liana Nolan, Chief Medical Officer of Health advised that a press release had been received from the Province on water testing. MDS laboratories in London has not been following proper procedures with respect to the testing. The Region does not use MDS for its testing but residents in the Region may have used their services.

QUESTIONS

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

MOVED by S. Strickland SECONDED by L. Woolstencroft

THAT a By-law to provide for Municipal Housing Facilities be read a first, second and third time, finally passed and numbered 02-035, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

THAT a By-law to Amend By-law No. 96-055, as amended, being a By-law to Regulate Smoking in Public Places in the Region, by Removing the Private Function Exemption be read a first, second and third time, finally passed and numbered 02-036, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

THAT a By-law to expropriate certain lands described as Part 1 on Reference Plan 58R- 13249 for the purpose of construction of a regional road known as the Breslau Bypass be read a first, second and third time, finally passed and numbered 02-037, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

THAT a By-law to amend By-law No. 00-032, as amended, being the Region's Traffic and Parking By-law to reflect a "No Parking Anytime" prohibition on the west side of Regional Road #70 (Trussler Road) from 65 metres north of Waldau Crescent to 45 metres south of Highview Drive in the City of Kitchener/Township of Wilmot be read a first, second and third time, finally passed and numbered 02-038, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

THAT a By-law to Confirm the Actions of Council be read a first, second and third time, Council - 18 - 02/06/12 finally passed and numbered 02-039, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

CARRIED

ADJOURN

MOVED by F. Kent SECONDED by W. Roth

THAT the meeting adjourn.

CARRIED

REGIONAL CHAIR, K. Seiling

REGIONAL CLERK, E. L. Orth

REGIONAL COUNCIL MINUTES Wednesday, May 29, 2002

The following are the minutes of the Special Council meeting held at 9:00 a.m. in the Waterloo County Room, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair K. Seiling, D. Bergman, J. Brewer, T. Galloway, J. Haalboom, F. Kent, J. Martens, J. Mitchell, W. Roth, J. Smola, B. Strauss, S. Strickland, J. Wideman, L. Woolstencroft, and C. Zehr.

Regrets: D. Craig

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

T. Galloway declared a pecuniary interest with respect to the University of Waterloo Research and Technology Park. T. Galloway is employed by the University of Waterloo. He refrained from voting or discussing the item.

PRESENTATIONS a) Bill Brodribb, Director, Design & Construction re: Funding Agreement for the University of Waterloo Research and Technology Park, City of Waterloo. Report CA-02-003

Gerry Thompson, Chief Administrative Officer and Bill Brodribb presented a slide presentation on report CA-02-003 and the research and technology park. G. Thompson noted Dennis Huber, Vice President of the University of Waterloo and Tim Anderson from the City of Waterloo were present. The slide presentation covered the project background, project scope, organization and reporting relationships and the funding partners. B. Brodribb highlighted the location of the project, planned infrastructure improvements, cost of the infrastructure upgrades, community benefits, legal agreements and regional risks. The project funding partnerships were outlined as follows:

· Provincial Government $13.4 million · Federal Government $13.4 million · City of Waterloo $ 7.7 million · Region of Waterloo $ 5.7 million

Total Estimated Cost of Infrastructure $40.2 million

The University of Waterloo will be providing the land with an approximate value of $20,000,000.

The Region will be responsible for managing and implementing the following: Westmount road extension, Northfield Drive improvements, transit corridor acquisition, and the Accelerator Centre. The Region will also be responsible for fully funding the local contributions and the project budgets.

The Region will be entering into a funding agreement with the Province. This funding agreement will indemnify the Federal and Provincial government, put capping on the financial assistance, establish the expiration date for expenditures i.e. 1 year after project complete, March 2007, and establish processes in the event the Region defaults or the Federal/Provincial funding is withdrawn.

The Region in turn will enter into agreements with the University of Waterloo and the City of Waterloo. The City of Waterloo will be responsible for: Columbia Street upgrades, Parkside Dr. improvements, R&T park servicing and environmental reserve improvements. The City will be responsible for fully funding the local contribution, except where the Region is partially funding the partnership projects. The city will be responsible for fully funding the local contribution and is responsible for their project budgets. The agreement with the university includes the 49 year renewable land leases to approved high technology companies, the $1.00 lease for the Accelerator Centre and the obligation to pay for the partnership projects, i.e. 1/3 of the early termination risks, 1/3 of the cost overrun risk.

B. Brodribb explained the various risks and what arrangements had been made in order to mitigate those risks. The financial implications and the impact on the budget and availability of funds for other SuperBuild projects was also reviewed.

B. Brodribb concluded his presentation by outlining the immediate next steps for the project.

L. Woolstencroft announced on behalf of the City of Waterloo Council that the financing for this project had no similarity to the RIM Park financial agreements. Government debentures may be issued and the city auditor has been involved.

J. Martens asked for clarification on the land leases. D. Fisher, Director, Legal Services advised that the Region can enter into leases longer than the 21 years.

Several Councillors asked for clarification on the funding implications. Councillors wanted to ensure the risks would be covered if the Province or Federal government withdrew their financing. Costs for the Accelerator Centre and the marketing program were also discussed.

Council debated the terms for the Accelerator Centre. Councillors wanted to ensure that the Centre operated on a break even basis or that the tax impact was marginal. Gerry Thompson, Chief Administrative Officer noted that the incorporation articles for the Accelerator Centre had not yet been established. Councillors noted the necessity of the Accelerator Centre and the importance of this project for the Federal and Provincial funding. C. Zehr noted he would bring forward a motion on the terms of reference for the Accelerator Centre. Council - 3 - 02/05/29

Staff responded to questions on the membership of various advisory committees. Committee structures are outlined in the staff report. Staff also noted that development charges would be applicable to the project.

Councillors asked how members of the public will be involved in the various road projects. Both the Region and the City intend to follow their normal process with respect to the infrastructure improvements. Public open houses will be held to allow people to voice their concerns on the various road projects.

MOVED by L. Woolstencroft SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo authorize the Regional Chair and Regional Clerk to undertake the following actions with respect to the University of Waterloo Research and Technology Park Project in the City of Waterloo: a) enter into a funding agreement with the Province of Ontario whereby the Provincial Government and the Federal Government will each provide $13,400,000 of capital funding and the Region will provide $5,688,000 of capital funding of the estimated $40,200,000 of infrastructure required to service and support the project; b) enter into an agreement with the City of Waterloo addressing the City's obligations related to the project and including the City's provision of $7,712,000 of capital funding; and c) enter into an agreement with the University of Waterloo addressing the University’s obligations related to the project.

CARRIED

MOVED by C. Zehr SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo establish the principle that the Accelerator Centre, proposed in the Research and Technology Park, be operated on at least a break- even basis, that will result in no net operations and capital cost accruing to the Regional Municipality of Waterloo beyond that which is contemplated in the initial construction costs.

CARRIED

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

MOVED by D. Bergman SECONDED by J. Wideman

THAT a By-law to Confirm the Actions of Council be read a first, second and third time, finally passed and numbered 02-034 signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. Council - 4 - 02/05/29

CARRIED

ADJOURN

MOVED by F. Kent SECONDED by W. Roth

THAT the meeting adjourn.

CARRIED

REGIONAL CHAIR, K. Seiling

REGIONAL CLERK, E. L. Orth

REGIONAL MUNICIPALITY OF WATERLOO

PLANNING AND WORKS COMMITTEE MINUTES

The following are the minutes of the Regular Committee meeting held on June 4, 2002 at 9:00 a.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario.

Members present: Chair F. Kent, D. Bergman, T. Galloway, J. Haalboom, J. Martens, K. Seiling, B. Strauss, J. Wideman and L. Woolstencroft

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

T. Galloway declared a conflict of interest with respect to Item 3 f), the Consultant Selection for the Environmental Assessment Review and Preliminary Design for Westmount Road Extension, due to his participation on the project team on behalf of the University.

2. DELEGATIONS a) Mr. Don Pavey and Mr. Bob McMullen, Cambridge Trails Advisory Committee appeared before committee requesting consideration for the incorporation of safe, designated pedestrian and cycling facilities for the Townline Bridge interchange project. D. Pavey explained Highway 401 is a significant barrier to non-motorized travel within Cambridge and the Region. If pedestrian and cycling facilities are provided on the bridge and the approaches neighbourhoods would be connected to the north and south of the 401.

In response to a question from J. Martens, B. McMullen advised they have contacted the Ministry of Transportation and the local MPP to outline the need for cycling facilities and additional funding.

John Hammer, Director, Transportation advised a report outlining the various options including the design the Ministry of Transportation is currently proposing will be brought forward to the next Planning and Works Committee meeting. b) Barry Green, 137 Woodside Drive, Apt. 108, Cambridge, appeared before committee in support of the proposed transit service improvements, in particular, the restructuring of routes in the Hespeler community and the new Sunday service on routes serving West and North Galt.

3) Sandy Kimpel, 90 Rosslinn Road, Cambridge appeared before committee expressing concerns regarding the use of Rosslinn Road as a temporary bus route until Westcliff Way is completed. S. Kimpel explained sidewalks are not provided on Rosslinn Road and she is concerned for the safety of children.

P & W - 2 - 02/06/04

3. REPORTS - PLANNING, HOUSING AND COMMUNITY SERVICES

TRANSPORTATION PLANNING DIVISION a) P-02-066 Cambridge Area Transit Service Review

John Cicuttin, Manager of Transit Development explained that based on a comprehensive review of transit service improvement options, including an extensive public consultation process, staff is recommending a number of changes to transit service in Cambridge. Staff is proposing the restructuring of routes in the Hespeler community to improve schedule adherence, reduce travel times and improve access to the Bridgecam commercial power centre and the Regional Link (Routes 52 and 61). Other changes include a new peak hour route serving the Lovell Industrial Park from the Cambridge Centre, a new midday route connecting the Hespeler and Preston communities via Eagle Street, the restructuring of routes in West Galt, hours of operation will begin earlier and extend later on selected routes, frequency of service increased on selected routes and new Sunday service provided on routes serving West and North Galt.

In response to a question from J. Wideman regarding the cost of the proposed service improvements, J. Cicuttin advised the net cost of the Cambridge service improvements for September to December will be $77,000.

D. Snow, Director Transit Services responded to questions regarding the increase in costs to Cambridge since assumption of transit service by the Region. Staff will bring forward a comprehensive report detailing the costs.

In response to a question from T. Galloway concerning Rosslinn Road as a temporary bus route, J. Cicuttin explained the completion of Westcliff Way is contingent on the timing of development in the area.

MOVED by D. Bergman SECONDED by J. Wideman

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 3, 2002, as described in Report P- 02-066, dated June 4, 2002.

CARRIED

DELEGATIONS - continued d) Mr. Joe Slezak, Trussler Road, appeared before committee in favour of prohibiting parking on the west side of Trussler Road between Waldau Crescent and Highview Drive. J. Slezak explained residents have difficulty exiting their driveways and parking on the street compounds this problem.

REPORTS - TRANSPORTATION AND ENVIRONMENTAL SERVICES - continued P & W - 3 - 02/06/04

b) E-02-065 Parking Prohibition on the West Side of Regional Road #70 (Trussler Road), City of Kitchener/Township of Wilmot

MOVED by J. Wideman SECONDED by T. Galloway

CARRIED

REPORTS - PLANNING, HOUSING AND COMMUNITY SERVICES

ADMINISTRATION c) P-02-063 Waterloo Region in the 21st Century - Planning Our Future - Status Report

MOVED by K. Seiling SECONDED by J. Haalboom

CARRIED

COMMUNITY PLANNING DIVISION d) P-02-064 Monthly Report of Development Applications for April 2002

T. Schmidt, Director Water Services appeared before committee and responded to questions.

MOVED by B. Strauss SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo approve P-02-064, Monthly Report of Development applications for April 2002, dated June 4, 2002.

CARRIED

e) P-02-067 Fairway Road Extension Environmental Assessment Study - Notice of Public Consultation Centre on June 11, 2002 P & W - 4 - 02/06/04

Graham Vincent, Director Transportation Planning appeared before committee and responded to questions.

Report was received for information.

REPORTS - TRANSPORTATION AND ENVIRONMENTAL SERVICES

T. Galloway did not participate in discussions pertaining to the next item. f) E-02-055 Consultant Selection - The Environmental Assessment Review and Preliminary Design for Westmount Road Extension, and Class Environmental Assessment and Preliminary Design for Columbia Street from Westmount Road to Fischer-Hallman Road, City of Waterloo

In response to a question from J. Martens, B. Brodribb explained the project is a component of the Super Build Application for the University of Waterloo Research and Technology Park with the Federal and Provincial governments funding two-thirds of the project and the local share funded through development charges and the road capital levy.

MOVED by D. Bergman SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo enter into a Consulting Services Agreement with Stantec Consulting Ltd. to provide engineering services for the environmental assessment review and preliminary design of the Westmount Road Extension from Old Post Road to Northfield Drive, and on behalf of the City of Waterloo the Class Environmental Assessment and Preliminary Design for Columbia Street from Westmount Road to Fischer- Hallman Road, City of Waterloo, all at an upset limit of $144,113 plus applicable taxes for the combined assignment as outlined in Report E-02-055, dated June 4, 2002.

CARRIED g) E-02-059 Consultant Selection - Victoria Street Sewer and Watermain Installations, City of Kitchener and Township of Woolwich

MOVED by J. Haalboom SECONDED by D. Bergman

CARRIED TRANSPORTATION DIVISION

P & W - 5 - 02/06/04 h) E-02-063 Installation of Traffic Control Signals - Dundas Street at Easton Road, City of Cambridge

MOVED by T. Galloway SECONDED by J. Haalboom

CARRIED i) CR-RS-02-029 Expropriation of Lands for the Breslau Bypass

MOVED by B. Strauss SECONDED by J. Martens

THAT, after consideration of the Report of the Inquiry Officer dated May 10, 2002 attached as Schedule AA@ to Report CR-RS-02-029, dated June 4, 2002, The Regional Municipality of Waterloo approve the expropriation of the lands legally described as Part 1 on Reference Plan 58R-13249 (the ASubject Lands@) for the purpose of construction of a regional road known as the Breslau Bypass for the following reasons:

(a) The Region requires ownership of certain lands, including the Subject Lands, for the objective of constructing a Regional Road, to be known as the Breslau Bypass, to provide an alternative route for existing and future traffic demands traveling in a north-south direction in the Breslau area passing through the community known as the Breslau Settlement on Regional Road #17;

(b) Existing traffic levels on Regional Road #17 are undesirable based on the Road=s width of right-of-way, proximity to adjacent dwellings and amount of heavy vehicle traffic. Future traffic volumes will more than double from existing levels due to potential future development growth in Breslau, Cambridge and adjacent areas. Such traffic demands will exceed the capacity of Regional Road #17 and result in traffic congestion, reduction in safety, and increased noise and emission levels in Breslau; (c) The Regional Official Policies Plan contains certain policies which provide for the construction of new roads to, among other things, improve the Regional Road system to provide efficient transportation routes and which routes separate through traffic from local traffic. Certain lands, including the Subject Lands, are designated as a proposed regional road corridor and identified on Map 9 of the Regional Official Policies Plan;

(d) In 1996, the Region completed an environmental assessment study which confirmed the need for and assessed alternative alignments for the Breslau Bypass. In that study, the preferred alignment was selected based on certain evaluation criteria examining the impacts to the natural environment, the economic environment, and the socio-cultural environment. The study was approved in accordance with the Environmental Assessment Act; P & W - 6 - 02/06/04

(e) In 2001, the Region completed an addendum to the 1996 environmental assessment study which determined that an overpass of the CN Railway tracks to the west of the Subject Lands was the preferred form of crossing based on a consideration of natural environment , social environment, technical engineering, economic impact and temporary construction criteria. The addendum was approved in accordance with the Environmental Assessment Act;

(f) The Region has undertaken a careful evaluation of the route alternatives for the Breslau Bypass and CN Railway crossing and has chosen a preferred alignment which is in the public interest; and

(g) In order to construct the Breslau Bypass in accordance with the preferred alignment and the preferred form of crossing at the CN Railway tracks, as identified in the study and the addendum respectively, the Region requires ownership of the Subject Lands. The taking of the Subject Lands by expropriation is fair, sound and reasonably necessary in the achievement of the objective of the Region to construct the Breslau Bypass in the location and configuration as proposed by the study and the addendum;

And further that the Chair and Clerk be authorized to certify the said approval of the Subject Lands in accordance with the Expropriations Act (Ontario);

And further that the Regional Solicitor be instructed to:

(a) Register a plan of expropriation in the proper land registry office pertaining to the Subject Lands;

(b) Serve the appropriate parties with a Notice of Expropriation, an Offer of Compensation and Appraisal, and a Notice of Possession in respect of the Subject Lands; and

(c) Do all other things necessary and proper to be done in order to complete the expropriation of the Subject Lands and report to Regional Council in due course.

CARRIED

j) E-02-067 Breslau Bypass

P & W - 7 - 02/06/04

Report was received for information.

WATER SERVICES DIVISION k) E-01-037.2 Road-Salt Management Report

MOVED by J. Wideman SECONDED by J. Martens

CARRIED l) E-02-061 Water Distribution Computer Model Software Selection and Purchase

T. Schmidt appeared before committee and responded to questions. Staff will provide additional information at the Council Meeting regarding yearly maintenance and upgrade fees.

MOVED by B. Strauss SECONDED by J. Wideman

CARRIED

4. OTHER BUSINESS a) T. Schmidt outlined a water efficiency initiative presently underway to distribute door hangers to households in all rural communities. The door hangers provide information and raise awareness of the lawn watering by-law and the importance of outdoor water efficiency. b) Committee members discussed and agreed to holding a public meeting regarding Ira Needles on Tuesday, June 18, 2002 at 7:00 p.m. in the Council Chamber. c) L. Woolstencroft asked members to support Regional Council hosting a meeting with the area municipalities for an overview of transportation or road planning issues.

ADJOURN

P & W - 8 - 02/06/04

MOVED by D. Bergman SECONDED by J. Martens

THAT the Planning and Works Committee adjourn and recess into Closed Session pursuant to Part II, Section 14(1) (e) and (f) of Procedural By-law 00-031, as amended.

CARRIED

COMMITTEE CHAIR, F. Kent

REGIONAL CLERK, E. L. Orth

REGIONAL MUNICIPALITY OF WATERLOO

COMMUNITY SERVICES COMMITTEE MINUTES

The following are the minutes of the Regular Committee meeting held on June 4, 2002 at 1:00 p.m. in the Council Chamber, Regional Administration Building, 150 Frederick Street, Ontario.

Members present: Chair S. Strickland, J. Brewer, D. Craig**, J. Mitchell, W. Roth, K. Seiling, J. Smola* and C. Zehr

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

None declared.

2. DELEGATIONS a) James Deveney representing St. James Place appeared before committee and outlined the application for emergency shelter funding. St. James Place has functioned in the Region for twenty-three years and received charitable status in August of 2001. St. James Place has operated a domiciliary hostel in the past and has requested a purchase of service agreement for emergency services for additional beds on the second floor of the facility.

3. REPORTS - Social Services a) SS-02-034 St. James Place Charity Expression of Interest

Lynn Randall, Director of Social Planning outlined the policies and guidelines approved by Regional Council for requests for agreements for emergency shelter funding.

Mike Schuster, Commissioner of Social Services explained staff need to review the application in light of additional information that has been received. Staff will meet with Mr. Deveney in the next couple of weeks and report back to Committee. Members of the committee expressed an interested in participating in the meeting.

MOVED by J. Brewer SECONDED by D. Craig

THAT the Regional Municipality of Waterloo DEFER the request by St. James Place Charity for a Purchase of Service Agreement for Emergency Shelter funding;

And that Staff be directed to meet with members of Community Services Committee and representatives from St. James Place Charity to review the request and provide a report back to Committee.

CARRIED 2. DELEGATIONS - con't

Regional/Municipal Pesticide Reduction Strategy Update

Chair S. Strickland advised that the Municipal Pesticide Working Group had been formed by the Region to coordinate with local municipalities to consider strategies with respect to a direction to be taken to reduce the use of pesticides. The working group strongly supported a Region-wide education campaign to reduce the non-essential use of pesticides including promoting the use of alternatives. A Region-wide education campaign would maximize existing resources. The Region does not have the authority to pass a by-law regulating the use of pesticides. The jurisdiction to deal with such a by-law rests with the local municipalities by authority under the Municipal Act. b) Susan Koswan, Kitchener, representing GROUP - Get Rid of Urban Pesticides made a presentation. She feels that education is not enough and stated good regulations are effective, enforceable and necessary. She feels there is a need for both education and a by-law that would ban the cosmetic use of pesticides. S. Koswan identified those who are at risk, medical risks, provided examples of other issues where regulation reduced risk, ie. smoking, lead, provided alternatives and listed other agencies who support the regulation of pesticides. c) Penelope Polyzou, Waterloo appeared before committee in support of regulations relating to the use of pesticides. She feels there are links between toxins and human illnesses. She feels there are statistical correlations between exposure to pesticides with higher occurrences of neurological and developmental deficiencies amongst children and higher occurrences of cancer. P. Polyzou feels this is a region-wide issue and supports the use of precautionary methods. d) Patrick O'Toole, owner of O'Toole Lawn Care, appeared before committee representing the Lawn Commodity Group of Landscape Ontario. P. O'Toole agrees with the recommendation in the report to provide public education. He advised that the lawn care industry has reduced pesticide use by 70%. He noted the initiatives of Integrated Pest Management provide proper training, consider the growth and health of the lawn, reduce the need for pesticides, and minimize the concerns of the public about the products used. e) Barbara Hankins from Kitchener expressed concern relating to the use of pesticides on neighbourhood lawns, the impact on the health and safety of children and the environment. f) Shawn Waechter from Breslau indicated he does not support the use of pesticides and complimented the Region on the composting and recycling programs. S. Waechter suggested there are alternatives that could be used in place of pesticides. g) Judy Greenwood-Speers expressed concerns relating to health issues and the use of pesticides. J. Greenwood-Speers requested that the process not be delayed and action be taken before January 1, 2003. J. Greenwood-Speers feels pesticide control is a joint responsibility between the local and provincial governments. She suggested that a request to the Province is the best approach.

h) Shirley Gosselin supports a by-law banning cosmetic pesticide use in the urban areas. S. Gosselin indicated she has a natural yard and does not use pesticides or herbicides. S. CSC - 3 - 02/06/04

Gosselin is concerned about her personal freedom to enjoy her property while neighbours use pesticides which she is able to smell and breathe without any warning. i) Susan Koswan spoke on behalf of Ellen Roy and Kerry Kloiber who had to leave the meeting. Susan Koswan indicated that both Ellen and Kerry supported the position of banning the cosmetic use of pesticides. K. Kloiber indicated in a memo read to committee that pesticides continue to be used given the many harmful effects. K. Kloiber suggested there are alternatives to pesticides. K. Kloiber is concerned about the impacts on the health of her daughter. j) Anne Treadwell from Kitchener indicated she has a natural lawn which stays green without the use of pesticides, fertilizer or chemical applications. She supports the position that the use of chemicals is not necessary in order to have a healthy lawn. Rhoda Reimer joined A. Treadwell and shared a two-part imaginary dialogue between God and St. Francis relating to the issues of maintenance of gardens and lawns.

Share the Warmth k) Edward de Gale, Executive Director, Share the Warmth shared with committee the history and mandate of the program. Share the Warmth provides heat and energy for low- income families through public donations. E. de Gale indicated access to the program is accommodated by application centres in communities across Ontario. Applications can be made online in order to provide instant processing.

On May 22, 2002, Council directed staff to contact Share the Warmth representatives to discuss maintaining and sharing data in order to successfully coordinate a response to heating issues in the Region.

3. INTERDEPARTMENTAL REPORTS b) CH-02-046/CR-RS-02-030 Regional/Municipal Pesticide Reduction Strategy Update

Dr. Liana Nolan, Commissioner of Community Health/Medical Officer of Health provided a brief overview of the report. Dr. Nolan advised the Toronto Public Health review is a reasonable review of the literature. The review used relevant public health studies.

Dr. Nolan advised that staff from each of the local municipalities form the membership of the working committee and provide the valuable communication links in this process. The conclusions of the working committee were based on a 100% consensus from the working group. There is solid support from all parties for proceeding with an educational campaign.

Dr. Trevor Hancock, Acting Associate Medical Officer of Health summarized key points in the report. Dr. Hancock suggested an option would be to advocate to the province to address the issue. Dr. Hancock advised that in regard to the latest research, there is enough evidence to apply precautionary principles in this situation. Dr. Hancock suggested we must weigh the importance of the use of cosmetic pesticides against the importance of protecting vulnerable CSC - 4 - 02/06/04 populations.

Dr. Hancock noted it is essential to understand that the precautionary principle is sound policy because it is based on sound science. There is enough evidence to justify the application of the precautionary principle.

Members of committee discussed the following issues: composition of the working group; process to report back to municipal councils; consensus of working committee for education campaign; existing mechanisms in the community; other options which include a request to the province to provide for an exemption or special legislation to approve a by-law or pass a by-law under the authority in the Municipal Act "...for the health, safety, morality and welfare of the inhabitants..." and let the courts deal with a challenge to the by-law; pesticide use in rural versus urban communities; limitations of a ban on pesticides; discussion on airborne exposure; need for a public process; feasibility of a by-law; importance for outside legal counsel; need to show leadership; provision of a forum for all local municipal councils and members of the public to provide input; and the importance of a formal public process for major policy issues.

After considerable discussion and debate committee considered the following recommendations:

MOVED by J. Smola SECONDED by J. Brewer

CARRIED, Unanimously

MOVED by J. Smola SECONDED by J. Mitchell

That the Regional Municipality of Waterloo support in principle a by-law to regulate the cosmetic use of pesticides for the urban settlement areas throughout the Region;

That this resolution be forwarded to each of the local municipalities to support and endorse the establishment of such a Regional by-law;

That Regional Council seek an outside legal opinion on the formulation of such a by-law;

And that staff report back to Regional Council prior to December 31, 2002 on a detailed public process and feasibility of the development and implementation of such a by-law.

Members agreed to vote on each clause individually, as amended.

MOVED by J. Brewer CSC - 5 - 02/06/04

SECONDED by W. Roth

THAT the Regional Municipality of Waterloo DEFER the following recommendations pending further discussion and input from outside legal counsel, local municipalities and the public:

"That the Regional Municipality of Waterloo support in principle a by-law to regulate the cosmetic use of pesticides for the urban settlement areas throughout the Region;

And that this resolution be forwarded to each of the local municipalities to support and endorse the establishment of such a Regional by-law."

CARRIED

MOVED by J. Brewer SECONDED by W. Roth

CARRIED

MOVED by J. Brewer SECONDED by W. Roth

THAT the Regional Municipality of Waterloo directs staff to report back to Regional Council on a detailed public process and feasibility of the development and implementation of a by- law to regulate the cosmetic use of pesticides;

That Regional Council organize a joint meeting with local municipal councils;

And that the matter be brought to a conclusion prior to the end of December 31, 2002.

CARRIED

**J. Smola left the meeting at 3:55 p.m.

c) SS-02-035 New Ownership of Marsdale Manor

MOVED by J. Mitchell SECONDED by J. Brewer CSC - 6 - 02/06/04

THAT the Regional Municipality of Waterloo approve the following with respect to the provision of domiciliary hostel services at Marsdale Manor, 25 Linnwood Ave. Cambridge: a) Terminate the purchase of services agreement for the provision of domiciliary hostel services with Lifecare Management Inc. c.o.b. as Marsdale Retirement Residence effective March 1, 2002; and b) Enter into a new purchase of services agreement for the provision of domiciliary hostel services with Marsdale Manor Limited.

CARRIED

d) SS-02-036 Provincial Homelessness Initiative Fund

MOVED by J. Brewer SECONDED by D. Craig

THAT the Regional Municipality of Waterloo request a total 2002 allocation of $360,000 from the Province of Ontario for the Provincial Homelessness Initiative Fund; and

That the Regional Municipality of Waterloo approve the process for the allocation of the 2002 Provincial Homelessness Initiative Fund as detailed in report SS-02-036, dated June 4, 2002.

CARRIED e) SS-02-037 Name Change and Amalgamation Related to Meadowcroft Place (Fergus Street) and Meadowcroft Place (Fieldgate Street)

MOVED by C. Zehr SECONDED by J. Mitchell

CARRIED f) SS-02-038 Recommendations for the National Child Benefit - Early Years Matching Funding for 2002

CSC - 7 - 02/06/04

MOVED by J. Brewer SECONDED by J. Mitchell

THAT the Regional Municipality of Waterloo approve the following: a) allocate $45,000 in funding to Catholic Family Counseling Centre in support of the Families & Schools Together' ( FAST) Project to be funded from 2002 the NCB Early Years Matching Fund as outlined in Appendix A of report SS-02-038; and b) merge the balance of the Early Years Matching Fund ($95,000) and the NCB New Project Development Fund for a total of $295,000 to fund new projects through a request for proposal process.

CARRIED

g) SS-02-039 Revisions to the First Response Protocol - Shelter/Lodging, Food, Clothing and Emotional Supports

C. Zehr advised the First Response Protocol was initiated on Monday, June 3 after an explosion in an apartment building on Mooregate Crescent in Kitchener. The Red Cross was contacted and an immediate response was provided to those affected.

MOVED by J. Brewer SECONDED by D. Craig

THAT the Regional Municipality of Waterloo approve the revisions to the First Response Protocol as outlined in Report SS-02-039, dated June 4, 2002.

CARRIED

h) SS-02-040 2002 Per Diem Rates in Directly Operated Child Care Centres

MOVED by J. Mitchell SECONDED by W. Roth

RATE Toddler Preschooler School - Age DESCRIPTION (18 - 30 months of age ) (2.5 - 6 years of age) ( 6 - 10 years of age)

Six or more hours $38.00 $35.00 $23.00

Four to six hours $28.60 $26.00 $17.25

Two to four hours $22.90 $20.90 $13.75 CSC - 8 - 02/06/04

Less than two hours NA NA $9.25

Integrated rate $15.75 (Sept. 2, NA ( 2 - 4 hours ) NA 2002) $18.25 (Jan. 1, 2003) $20.90 (Sept. 1, 2003)

Cambridge NA $13.25 (Sept. 2, NA Preschool 2002) Education Centre $15.75 (Sept. 1, ( 2 - 4 hours ) 2003)

CARRIED

i) CR-FM-02-020 Kinsmen Child Care Centre Redevelopment Architect Selection

MOVED by J. Brewer SECONDED by J. Mitchell

THAT the Regional Municipality of Waterloo take the following action with respect to the redevelopment of the Kinsmen Child Care Centre as outlined in CR-FMB02-020, dated June 4, 2002: a) Enter into an Agreement with Zawadzki Armin Stevens Architects Inc. to provide standard architectural and engineering services for the new child care centre in Cambridge for a lump sum fee of $103,200.00 plus applicable taxes and disbursements; and b) Approve the issuance of debentures for the redevelopment of the Kinsmen Child Care Centre in an amount not to exceed $1,678,000 for a term not to exceed ten years.

CARRIED

REPORTS - Community Health j) CH-02-047 Smog and Heat Alert Response Plans

Report was received for information. k) CH-02-048 Closed/Charged Food Premise

Report was received for information. l) CH-02-049 Recent Trends in HIV/AIDS and STD Incidence CSC - 9 - 02/06/04

Report was received for information. m) CH-02-050 Further Submission to the Romanow Commission

MOVED by J. Brewer SECONDED by J. Mitchell

And that the recommendation and Report CH-02-050, dated June 4, 2002 be circulated to other Boards of Health in Ontario, to the Association of Local Public Health Agencies, the Ontario Public Health Association and the Canadian Public Health Association, and to the Ontario and Federal Ministers of Health.

CARRIED n) CH-020-051 Tobacco or Health in Ontario

Report was received for information.

**D. Craig left the meeting at 4:05 p.m.

REPORTS - Planning, Housing & Community Services o) P-02-068 New and Revised Museum Policies

Tom Reitz, Manager/Curator provided a brief overview of the report.

MOVED by K. Seiling SECONDED by W. Roth CSC - 10 - 02/06/04

THAT the Regional Municipality of Waterloo approve the following policies as outlined in Report P-02-068, dated June 4, 2002: a) Statement of Purpose, attached as Schedule "A"; b) Governance, attached as Schedule "B"; c) Provisions for the Dissolution of a Museum's Assets and Liabilities attached as Schedule "C"; and d) Conservation attached as Schedule "D".

CARRIED p) P-02-060 Municipal Housing Facilities By-law

Larry Kotseff, Commissioner, Planning, Housing & Community Services provided a brief overview and responded to questions. L. Kotseff noted that the municipal housing facilities by-law will provide the region with the tools and mechanisms to provide financial incentives for developers of affordable housing. The mechanisms will allow the Region to achieve our targets and some of our initiatives in a more timely fashion.

Councillor C. Zehr expressed concern with regard to the federal/provincial housing program. He feels that the province should be play a more significant role.

C. Zehr gave Notice of Motion to Regional Council regarding the federal/provincial housing program and the role of the province.

MOVED by K. Seiling SECONDED by J. Brewer

as set out in Report No. P-02-060; f) Direct the Commissioner of Housing, Planning and Community Services to report on any required modifications to the Municipal Housing Facilities By-law within three years of its adoption; g) Request that area municipalities consider participating in specific housing projects to help create affordable housing; and h) Approve the goal that 50% of the 1,000 units of new housing created under the Region's Affordable Housing Strategy have increased affordability to lower income households as set out in Report No. P-02-060.

CARRIED q) P-02-069 Transfer of Maple Heights Non-Profit Housing

Report was received for information.

5. OTHER BUSINESS a) Jane Mitchell advised committee that the Withdrawal Management Centre at the Grand River Hospital will run out of money in July. Staff was asked to write a letter to support the ongoing provision of this service to the community. b) Jane Mitchell asked if the Region could in some way contribute to the celebration of the Queen's Jubilee. J. Mitchell asked if Doon Heritage Crossroads could plan an event. c) Media Release, dated June 4, 2002 regarding legislation introduced last week to ensure trained food handlers are on duty in food premises was received for information.

ADJOURN

MOVED by J. Mitchell SECONDED by W. Roth

THAT the meeting adjourn.

CARRIED

COMMITTEE CHAIR, S. Strickland

REGIONAL CLERK, E. L. Orth

Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-061 of Regional Council File Code: Date: June 12, 2002 Subject: T2002-015 WELL K36 UPGRADE, CITY OF KITCHENER

RECOMMENDATION:

SUMMARY: Nil

REPORT:

Tenders were called for Well K36 Upgrade, City of Kitchener and were opened in the presence of D. Bonsall, S. van de Keere and L. Buitenhuis.

The following tenders were received:

Wellington Construction Inc. Palmerston, ON $283,550.00 H2 Ontario Limited Shakespeare, ON $293,934.52 Enviro-Con Ltd. Guelph, ON $297,567.00 CRA Contractors Ltd. Waterloo, ON $315,893.00 Nadeco Limited Guelph, ON $321,615.24

In November 2001, the Region completed a Class Environmental Assessment (Class EA) to address concerns regarding the aesthetic quality of the water drawn from 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 with Well K36 to be removed from regular water production service and used as a standby well only. The Well K36 upgrades include enhancing the existing disinfection, providing a new structure and providing features to improve operator safety.

CORPORATE STRATEGIC PLAN:

To ensure we spend wisely the dollars that we are entrusted with and maximize their use for those we serve. - 2 - F-02-061

FINANCIAL IMPLICATIONS:

T2002-015 $283,550.00 Engineering - Consultant 66,428.58 Engineering - Regional 15,000.00 Rehabilitation of Well 21,159.25 Approvals (MOE, City of Waterloo) 4,000.00 Advertising & Printing 3,000.00 Sub-Total $393,137.83 Less Municipal Rebate of 4% GST (13,986.46) Total $379,151.37

The 2002 Water Twenty Year Capital Forecast provides $446,000 for the Wells K36 and K34 Upgrade project. Unspent funds will be retained in the Regional Water Capital Reserve Fund and the Water RDC Reserve for future projects.

The final date of acceptance for this tender is July 26, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-062 of Regional Council File Code: Date: June 12, 2002 Subject: T2002-121 WATERLOO REGIONAL HOUSING, HOLBORN ROOF REPLACEMENT KITCHENER, ONTARIO

RECOMMENDATION:

SUMMARY: Nil

REPORT:

Tenders were called for Waterloo Regional Housing, Holborn Roof Replacement Kitchener, Ontario and were opened in the presence of D. Bonsall, S. van de Keere and L. Buitenhuis.

The following tenders were received:

Alliance Roofing & Sheet Metal Ltd. Guelph, ON $290,012.80 Watertight Roofing Services Kitchener, ON $295,855.00 Conestoga Roofing Cambridge, ON $299,187.00 King Koating Roofing Inc. Concord, ON $310,500.00 Trio Roofing Systems Inc. Etobicoke, ON $315,403.90 Aseal Roofing & Sheet Metal Ltd. Woodbridge, ON $336,622.00 Nedlaw Roofing Limited Breslau, ON $362,574.85 Industrial Roofing Services Limited Concord, ON $365,612.58

The work of this contract is to replace approximately 35,000 square feet of flat roof, for the properties located at 45, 47, 49, 51, 53 and 65 Holborn Street, Kitchener. The existing roofing systems consist of a single ply membrane that is 20 years old. The roofs are currently experiencing water penetration and have surpassed their useful life. The purpose of the work is to install a roof with a 25 year life expectancy, prevent further water penetration and reduce operating costs. - 2 - F-02-062

Work is scheduled to commence at the end of June 2002, and be completed by September 30, 2002.

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:

Due to the nature of this work, it is recommended that a construction contingency of $20,000 be allotted to cover unforseen costs, such as, deck replacement, fibreboard leveler and concrete topping replacement. Unit costs were included in the bid to cover these items.

T2002-121 $290,012.80 Construction Contingency 20,000.00 Sub-Total $310,012.80 Less Municipal Rebate of 4% GST (11,588.68) Total $298,424.12

This project is being funded from the approved Waterloo Region Social Housing 2002 Capital Maintenance Program where a balance of $400,000 has been allocated for roofing replacement at the above noted Holborn Drive addresses. The excess funds of $101,575.88 will be retained for future Waterloo Region Housing Capital projects.

The final date of acceptance for this tender is July 26, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-063 of Regional Council File Code: Date: June 12, 2002 Subject: TENDER T2002-123 FULL SIZE VANS

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Weiland Ford Sales for the supply of three (3) Full Size Vans at a total cost of $102,672.00 including all applicable taxes.

SUMMARY: Nil

REPORT:

Tenders were called for the supply of three (3) Full Size Vans and were opened in the presence of I. Wray, D. Detzler, and A. Higginson.

The following tenders were received:

Weiland Ford Sales Kitchener, ON $102,672.00 Forbes Motor Inc. Waterloo, ON $105,797.70 Steve Scherer Pontiac Kitchener, ON $107,704.80

CORPORATE STRATEGIC PLAN:

To ensure we spend wisely the dollars that we are entrusted with and maximize their use for those we serve.

FINANCIAL IMPLICATIONS:

T2002-12 $102,672.00 Less Municipal Rebate of 4% G.S.T. (3,571.20) Total $ 99,100.80

The approved 2002 Transit Capital Program includes $105,000 for the purchase of three vehicles (two replacement and one expansion) to be funded from various Transit Vehicle Reserves.

- 2 - F-02-063

This purchase replaces one 1991 Ford F150 with 232,000 km and one 1994 Ford E350 with 242,000 km, which both have passed their life cycles.

The final date of acceptance for this tender is July 15, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-064 of Regional Council File Code: Date: June 12, 2002 Subject: T2002-020 INSTALLATION OF UNDERGROUND TRAFFIC SIGNAL EQUIPMENT

RECOMMENDATION:

SUMMARY: Nil

REPORT:

Tenders were called for Installation of Underground Traffic Signal Equipment and were opened in the presence of D. Bonsall, S. Van Der Keere and L. Buitenhuis.

The following tenders were received:

Enasco Limited Waterloo, ON $ 94,130.00 Stacey Electric Co. Ltd. Toronto, ON $ 96,995.07 Utility Installation Limited Fort Erie, ON $107,898.83 AGI Traffic Technology Scarborough, ON $115,241.78

The work of this contract is for the installation of new underground traffic signal equipment at the following locations:

- Lexington Road at Dearborn Drive, City of Waterloo (warrants have been met) - Fischer Hallman Road at Activa Avenue, City of Kitchener (warrants have not been met) - Bleams Road at Century Hill Drive, City of Kitchener (warrants have not been met) - Lackner Boulevard at Keewatin Avenue, City of Kitchener (warrants have not been met)

CORPORATE STRATEGIC PLAN:

To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve. - 2 - F-02-064

FINANCIAL IMPLICATIONS:

Based on the low tender, costs are shared as follows:

Regional Transportation Division $23,532.50 City of Kitchener 70,597.50 Total $94,130.00

Region of Waterloo Transportation Division Costs

T2002-020 $23,532.50 Above Ground Traffic Signals* 50,000.00 Regional Engineering 2,500.00 Roads/Sidewalk Restoration 1,250.00 Construction Signing/Street Sign Placement 500.00 Pavement Markings 500.00 Sub-Total $78,282.50 Less Municipal Rebate of 4% GST (2,748.88) Total $75,533.62 * Includes arms, poles, lights and other related material supplied through inventory.

The approved 2002 Transportation Capital Budget includes $80,000 for this work to be funded from the Roads Capital Levy Reserve Fund and the Development Charge Reserve Fund.

City of Kitchener Costs

T2002-020 $70,597.50 Above Ground Traffic Signals* 125,000.00 Regional Engineering 7,500.00 Roads/Sidewalk Restoration 3,750.00 Construction Signing/Street Sign Placement 1,500.00 Pavement Markings 1,500.00 Sub-Total $209,847.50 - 3 - F-02-064

Less Municipal Rebate of 4% GST (7,392.92) Total $202,454.58 * Includes arms, poles, lights and other related material supplied through inventory.

The City of Kitchener has committed an amount of $240,000 for this work in 2002.

Construction is anticipated to commence upon Council's approval and be completed by approximately August 31, 2002. All intersections affected by the works of this contract will remain open to traffic at all times.

The final date of acceptance for this tender is July 26, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-065 of Regional Council File Code: Date: June 12, 2002 Subject: T2002-018 REGIONAL ROAD 57 UNIVERSITY AVENUE IMPROVEMENTS FROM FISCHER-HALLMAN ROAD TO RESURRECTION DRIVE, CITY OF WATERLOO

RECOMMENDATION:

SUMMARY: Nil

REPORT:

Tenders were called for Regional Road 57 University Avenue Improvements from Fischer-Hallman Road to Resurrection Drive, City of Waterloo and were opened in the presence of D. Bonsall, S. van de Keere and L. Buitenhuis.

The following tenders were received:

Sousa Concrete Branchton, ON $783,355.77 Steed & Evans Limited Kitchener, ON $803,772.34 Network Site Services Ltd. Cambridge, ON $809,415.57 Sierra Construction Woodstock, ON $848,716.51 Subterra Inc. Kitchener, ON $863,051.26 J.G. Goetz Construction Limited Guelph, ON $874,380.46

The work of this contract is for the following:

• pavement resurfacing, curb and gutter installation and raised median construction between Glasgow Street and Resurrection Drive; • construction of separate eastbound right-turn lanes, installation of 1.25 metre wide dedicated cycling lanes, installation of 300 mm diameter watermain, installation of a concrete pressure-reducing valve and metering chamber in the north boulevard on University Avenue at Fischer-Hallman Road and - 2 - F-02-065

Resurrection Drive; • parking lot modifications and sidewalk construction; and • installation of one hydrant and lead and a 300 mm diameter connection between the proposed watermain and the existing 300 mm diameter City watermain on Glasgow Street

Construction is scheduled to commence on July 2, 2002 and be completed by August 31, 2002.

University Avenue will be completely closed to through traffic between Fischer-Hallman Road and Resurrection Drive for most of the duration of the contract; however, two-way access will be maintained from Fischer- Hallman Road to Glasgow Heights shopping plaza entrance on University Avenue. Access for emergency response vehicles will be maintained along University Avenue at all times. Access to Resurrection Secondary School will be maintained via Resurrection Drive. While University Avenue is closed, through traffic will be detoured via Highland Road and Erb Street. Local traffic will be permitted to use University Avenue west of Resurrection Drive and will have access to Fischer-Hallman Road via Westvale Drive and the traffic signals at Thorndale Drive.

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:

Regional Transportation Division $361,335.24 Regional Water Services Division 242,016.22 Waterloo Catholic District School Board 149,259.65 City of Waterloo 30,744.66 Total $783,355.77

Region of Waterloo Transportation Division Costs

T2002-018 $361,335.24 Engineering Consulting 48,927.67 Regional Engineering 13,265.00 Detours, Construction Signing, Pavement Markings 5,698.43 Traffic Signal Work by Regional Forces 5,000.00 Materials Inspection & Testing 2,743.79 - 3 - F-02-065

Soils Investigation 2,408.44 Sub-Total $439,378.57

Less Municipal Rebate of 4% GST (15,529.54) Total $423,849.03

The approved 2002 Transportation Capital Budget includes $340,000 for this project to be funded from the Roads Capital Levy Reserve Fund, the Development Charge Reserve Fund and the Roads Rehabilitation Reserve Fund The $83,849.03 shortfall is attributable to scope changes during detailed design after consultation with the School Board which included a raised median and additional curb and gutter to restrict U-turns and student drop-offs on University. The required funding adjustments will be addressed as part of the 2002 Mid-Year Review of the Roads and Transportation Capital Base and Expansion Program scheduled for June 18, 2002.

Region of Waterloo Water Services Division Costs

T2002-018 $242,016.22 Engineering Consulting 38,267.59 Regional Engineering 8,845.00 Detours, Construction Signing, Pavement Markings 3,816.71 Utility Relocations - Hydro 3,210.00 Water Sampling/Testing 2,140.00 Materials Inspection and Testing during Construction 1,837.75 Soils Investigation 1,613.13 MOE Approval 1,200.00 Sub-Total $302,946.40 Less Municipal Rebate of 4% GST (10,806.90) Total $292,139.50

The 2002 Water Services Capital Budget includes $249,000 for this project, to be funded from the Water Development Charge Reserve. The $43,139.50 shortfall in funds is related to an increase in scope for the watermain improvements which included the addition of a pressure-reducing valve and metering chamber. The extra costs will be funded from the Water RDC Reserve Fund. - 4 - F-02-065

Waterloo Catholic District School Board Costs

T2002-018 $149,259.65 Regional Engineering 10,486.00 Materials Inspection and Testing during Construction 535.00 Sub-Total $160,280.65 Less Municipal Rebate of 4% GST (5,991.80) Total $154,288.85

The Waterloo Catholic District School Board has budgeted sufficient funds for this project and has agreed to provide the necessary funds to the Region prior to June 12, 2002, which is well in advance of the construction start date.

City of Kitchener Costs

T2002-018 $30,744.66 Engineering Consulting 4,126.74 Regional Engineering 1,165.00 Detours, Construction Signing and Pavement Markings 484.86 Materials Inspection and Testing during Construction 233.46 Soils Investigation 204.93 Sub-Total $36,959.65 Less Municipal Rebate of 4% GST (1,319.99) Total $35,639.66

The City of Kitchener has budgeted sufficient funds for this project and has asked that we proceed with their share of the work.

The final date of acceptance for this tender is July 26, 2002. - 5 - F-02-065

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-066 of Regional Council File Code: Date: June 12, 2002 Subject: PROPOSAL P2002-18 COURIER SERVICE

RECOMMENDATION:

SUMMARY: Nil

REPORT:

Proposals were called for the provision of courier service for the scheduled runs of the Region’s internal mail and were opened in the presence of C. Bogusat, S. Loker and D. Schmidt.

The following proposals were received:

Crown Courier Kitchener, ON $114,493.21 Dyamex Canada Corp. Cambridge, ON $163,859.80

Request for Proposals were sent out to five courier services, however only two submissions were received. Crown Courier was awarded the last contract in 1997. This contract is for a period of three years with two, one year extensions. The contract allows for an annual price increase not to exceed the Consumer Price Index (CPI).

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 proposal, the total estimated cost for this service is:

P2002-18 $114,493.21 - 2 - F-02-066

Less Municipal Rebate of 4% GST (4,480.12) Total $110,013.09

Prices in the courier service proposals are based on the scheduled runs for the Region’s internal mail throughout the year. The 2002 direct Regional Operating Budget includes $270,000 for courier services and postage costs which is sufficient to cover the costs of this proposal. Police Services have also participated in this proposal and their costs, which will be based on usage, will be charged to the Police Services Budget.

The final date of acceptance for this proposal is July 12, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-067 of Regional Council File Code: Date: June 12, 2002 Subject: T2002-122 - WATERLOO REGION EMERGENCY SERVICES TRAINING AND RESEARCH COMPLEX FIRE TRAINING STRUCTURE AND ADMINISTRATION BUILDING

RECOMMENDATION:

SUMMARY: Nil

REPORT:

Tenders were called for the Waterloo Region Emergency Services Training & Research Complex (WRES T&R Complex) Fire Training Structure and Administration Building and were opened in the presence of K. Noonan, E. Tracy and L. Buitenhuis.

The following tenders were received:

Maple Engineering & Construction Canada Ltd. Cambridge, ON $5,170,923.73 Devlan Construction Ltd. Guelph, ON $5,418,801.00 Nith Valley Construction Ltd. New Hamburg, ON $5,474,506.00 Reid & Deleye Contractors Ltd. Courtland, ON $6,030,707.00

CORPORATE STRATEGIC PLAN:

To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve. - 2 - F-02-067

FINANCIAL IMPLICATIONS:

The low bidding contractor was requested, as part of the tender, to submit a number of separate prices. It is recommended that the following separate prices be accepted and the low tender reduced accordingly:

1. Delete steel burn room fire protection panels $ (62,996.25) credit 2. Add one motorized projection screen 2,675.00 charge 3. Add manual roller shades 5,992.00 charge

Total reduction $ (54,329.25) credit

The fire protection panels in the Fire Training Structure are a vital component of the long-term protection of the concrete structure under multiple training fire events. Two options were assessed by the project team, which included Regional staff, representatives of all local fire departments and fire research experts from the University of Waterloo. The steel panels (Item 1) have a low installation cost, but a shorter life cycle and higher maintenance costs. The alternate system, High Temperature Linings (HTL) has a higher installation cost, but is preferable in terms of longevity, maintenance and protection. It is recommended that the HTL system be installed under separate contract once the Fire Training Structure is complete at an estimated cost of $250,000.00.

The motorized projection screen (Item 2) and manual roller shades (Item 3) will improve the functionality of the training classrooms and office areas of the Administration Building.

It is recommended that the above amount be subtracted from the base price for a total reduced tender price of $5,116,594.48 including all applicable taxes.

Since this is the last significant tender for this project, the total budget including the recommended tender is shown below.

Waterloo Region Emergency Services Training & Research Complex Project Budget:

Construction: T2002-122 Administration Building and Fire Training Structure $5,116,594.48 HTL Fire Protection Panel System (future contract) 250,000.00 T2001-119 Area Grading & Construction of Storm Water Management Facilities 725,693.09 T2001-130 Site Servicing 2,203,088.76 Zone 7 / WRES T&R Complex Pumping Station shared costs 350,000.00

Fees (Preliminary Design, Site Servicing Consulting & Architectural) 964,349.27 - 3 - F-02-067

Regional Engineering 175,000.00

Ancillary Project Costs 500,000.00 Contingency 50,000.00 Sub-Total $10,334,725.60

Less Municipal Rebate of 4% GST (336,812.17) Total $ 9,997,913.43

Ancillary Project Costs include inspection permits, advertising, printing, geotechnical work, specialized consultants, furniture, facility equipment and security systems outside of this contract.

The WRES T&R Complex is a partnership between the Region and area municipalities. The Region's capital funding contribution includes up to $7.0 million in funding as well as the land for the facility. The Cities of Kitchener and Waterloo are contributing $2.0 million and $1.0 million respectively while the City of Cambridge is contributing an "in-kind" contribution through the use of its existing training facilities. Total approved budget for the project is $10.0 million. Based on the breakdown of the project’s budgeted costs above, it is sufficient to cover the costs of this contract.

The project is estimated to come in just slightly under budget. As outlined in Report E-20-00/CA-00-002 in September, 2000, consideration will be given to establishing a reserve fund for near term capital expansion of the facility. Initial funding for the reserve fund could be derived from the remaining project capital account funds, should any arise.

The financing for the Region's share of the costs is one-half of the operating budget surpluses for 1999 and 2000, a portion of the surplus for 2001 and the employer's savings (Direct Regional Departments) resulting from the continuation of the OMERS contribution holiday for 2002. Funding of $5.0 million from the 1999, 2000 and 2001 surpluses is currently in place for this project. The remainder of the Region’s share of the funding for the project will be funded from the 2002 employer's savings from the OMERS contribution holiday as noted above.

The final date of acceptance for this tender is July 26, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer PW-020604/S

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 enter into a Consultant Services Agreement with Metropolitan Knowledge International to provide the necessary technical assistance to complete Phase 2 of the Region's Growth Management Strategy with an upset limit of $175,000 as outlined in P-02-063, dated June 4, 2002.

2. THAT the Regional Municipality of Waterloo approve P-02-064, Monthly Report of Development applications for April 2002, dated June 4, 2002.

3. 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 3, 2002, as described in Report P-02-066, dated June 4, 2002.

C.I. 4. THAT the Regional Municipality of Waterloo enter into a Consulting Services T. Galloway Agreement with Stantec Consulting Ltd. to provide engineering services for the environmental assessment review and preliminary design of the Westmount Road Extension from Old Post Road to Northfield Drive, and on behalf of the City of Waterloo the Class Environmental Assessment and Preliminary Design for Columbia Street from Westmount Road to Fischer-Hallman Road, City of Waterloo, all at an upset limit of $144,113 plus applicable taxes for the combined assignment as outlined in Report E-02-055 dated June 4, 2002.

5. THAT the Regional Municipality of Waterloo enter into a Consultant Services Agreement with Earth Tech Canada Limited of Kitchener for final design, contract administration and construction inspection services for a sanitary sewer and watermain installation on Victoria Street between Shirley Avenue and Regional Road 17 in the City of Kitchener and Township of Woolwich at an upset limit of $96,100 plus GST with $48,050 of the costs to be paid by Thomasfield Homes Ltd. and Forwell Ltd as outlined in Report E-02-059, dated June 4, 2002.

6. THAT the Regional Municipality of Waterloo approve the installation of traffic control signals at the intersection of Dundas Street (Regional Road #8) and Easton Road, City of Cambridge subject to First Capital Management Inc. funding all costs associated with the installation, and on-going maintenance, operation and modernization of the traffic control signal plant as outlined in Report E-02-063, dated PW-020604/S - 2 -

June 4, 2002. 7. THAT the Regional Municipality of Waterloo amend Traffic & Parking By-law No. 00-32, as amended, to reflect a "No Parking Anytime" prohibition on the west side of Regional Road #70 (Trussler Road) from 65 metres north of Waldau Crescent to 45 metres south of Highview Drive, in the City of Kitchener/Township of Wilmot as outlined in Report E-02-065, dated June 4, 2002.

8. THAT, after consideration of the Report of the Inquiry Officer dated May 10, 2002 attached as Schedule “A” to Report CR-RS-02-029, dated June 4, 2002, The Regional Municipality of Waterloo approve the expropriation of the lands legally described as Part 1 on Reference Plan 58R-13249 (the “Subject Lands”) for the purpose of construction of a regional road known as the Breslau Bypass for the following reasons:

(a) The Region requires ownership of certain lands, including the Subject Lands, for the objective of constructing a Regional Road, to be known as the Breslau Bypass, to provide an alternative route for existing and future traffic demands travelling in a north- south direction in the Breslau area passing through the community known as the Breslau Settlement on Regional Road #17;

(b) Existing traffic levels on Regional Road #17 are undesirable based on the Road’s width of right-of-way, proximity to adjacent dwellings and amount of heavy vehicle traffic. Future traffic volumes will more than double from existing levels due to potential future development growth in Breslau, Cambridge and adjacent areas. Such traffic demands will exceed the capacity of Regional Road #17 and result in traffic congestion, reduction in safety, and increased noise and emission levels in Breslau;

(c) The Regional Official Policies Plan contains certain policies which provide for the construction of new roads to, among other things, improve the Regional Road system to provide efficient transportation routes and which routes separate through traffic from local traffic. Certain lands, including the Subject Lands, are designated as a proposed regional road corridor and identified on Map 9 of the Regional Official Policies Plan;

environment, social environment, technical engineering, economic impact and temporary construction criteria. The addendum was approved in accordance with the Environmental Assessment Act; (f) The Region has undertaken a careful evaluation of the route alternatives for the Breslau Bypass and CN Railway crossing and has chosen a preferred alignment which is in the public interest; and

And further that the Chair and Clerk be authorized to certify the said approval of the Subject Lands in accordance with the Expropriations Act (Ontario);

And further that the Regional Solicitor be instructed to:

(a) Register a plan of expropriation in the proper land registry office pertaining to the Subject Lands; (b) Serve the appropriate parties with a Notice of Expropriation, an Offer of Compensation and Appraisal, and a Notice of Possession in respect of the Subject Lands; and (c) Do all other things necessary and proper to be done in order to complete the expropriation of the Subject Lands and report to Regional Council in due course.

9. THAT the Regional Municipality of Waterloo enter into an agreement with Stantec Consulting Ltd. to assist with the development of a road-salt management master plan at an upset cost of $76,000 plus applicable taxes as outlined in Report E-01-037.2, dated June 4, 2002.

10. THAT the Regional Municipality of Waterloo enter into a Software License Agreement with MWHSoft for three licenses of H20MAP v3 at a cost of PW-020604/S - 4 -

US$44,068 (approximately CAN$71,400) including applicable taxes as outlined in Report E-02-061 dated June 4, 2002.

June 4, 2002 CS-020604/S

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 DEFER the request by St. James Place Charity for a Purchase of Service Agreement for Emergency Shelter funding;

And that Staff be directed to meet with members of Community Services Committee and representatives from St. James Place Charity to review the request and provide a report back to Committee.

2. THAT the Regional Municipality of Waterloo authorizes the Community Health Department continue to work with the Municipal Pesticide Working Group in developing a coordinated Region-wide educational campaign to reduce the non- essential use of pesticides in Waterloo Region.

3. THAT the Regional Municipality of Waterloo DEFER the following recommendations pending further discussion and input from outside legal council, local municipalities and the public:

"That the Regional Municipality of Waterloo support in principle a by-law to regulate the cosmetic use of pesticides for the urban settlement areas throughout the Region;

That this resolution be forwarded to each of the local municipalities to support and endorse the establishment of such a Regional by-law."

4. THAT the Regional Municipality of Waterloo seek an outside legal opinion, in consultation and cooperation with the local municipalities, on the formulation of a by- law to regulate the cosmetic use of pesticides. CS-020604/S - 2 -

5. THAT the Regional Municipality of Waterloo directs staff to report back to Regional Council on a detailed public process and feasibility of the development and implementation of a by-law to regulate the cosmetic use of pesticides;

That Regional Council organize a joint meeting with local municipal councils;

And that the matter be brought to a conclusion prior to the end of December 31, 2002.

6. THAT the Regional Municipality of Waterloo approved the following with respect to the provision of domiciliary hostel services at Marsdale Manor, 25 Linnwood Ave. Cambridge:

a) Terminate the purchase of services agreement for the provision of domiciliary hostel services with Lifecare Management Inc. c.o.b. as Marsdale Retirement Residence effective March 1, 2002; and

b) Enter into a new purchase of services agreement for the provision of domiciliary hostel services with Marsdale Manor Limited.

7. THAT the Regional Municipality of Waterloo request a total 2002 allocation of $360,000 from the Province of Ontario for the Provincial Homelessness Initiative Fund; and

That the Regional Municipality of Waterloo approve the process for the allocation of the 2002 Provincial Homelessness Initiative Fund as detailed in report SS-02-036, dated June 4, 2002.

8. THAT the Regional Municipality of Waterloo:

a) Terminate the purchase of services agreement for the provision of domiciliary hostel services with Meadowcroft General Partnership Inc. at Meadowcroft Place, 164 Fergus Avenue, Kitchener and Meadowcroft Place, 20 Fieldgate Street, Kitchener effective April 25, 2001; and

b) Enter into a new purchase of service agreement for the provision of domiciliary hostel services with Retirement Residences Genpar Inc. at Meadowcroft Place, 164 Fergus Avenue, Kitchener and Meadowcroft Place, 20 Fieldgate Street, Kitchener. CS-020604/S - 3 -

9. THAT the Regional Municipality of Waterloo approve the following:

a) allocate $45,000 in funding to Catholic Family Counselling Centre in support of the Families & Schools Together' (FAST) Project to be funded from 2002 the NCB Early Years Matching Fund as outlined in Appendix A of report SS-02-038; and

b) merge the balance of the Early Years Matching Fund ($95,000) and the NCB New Project Development Fund for a total of $295,000 to fund new projects through a request for proposal process.

10. THAT the Regional Municipality of Waterloo approve the revisions to the First Response Protocol as outlined in Report SS-02-039, dated June 4, 2002.

11. THAT the Regional Municipality of Waterloo approve the following rate schedule for fees charged in Elmira Child Care Centre, Edith MacIntosh Child Care Centre, Kinsmen Child Care Centre, Christopher House Child Care Centre and Cambridge Preschool Education Centre effective September 2, 2002.

RATE Toddler Preschooler School - Age DESCRIPTION (18 - 30 months of age (2.5 - 6 years of age) ( 6 - 10 years of age) ) Six or more hours $38.00 $35.00 $23.00 Four to six hours $28.60 $26.00 $17.25 Two to four hours $22.90 $20.90 $13.75 Less than two NA NA $9.25 hours Integrated rate $15.75 (Sept. 2, NA ( 2 - 4 hours ) NA 2002) $18.25 (Jan. 1, 2003) $20.90 (Sept. 1, 2003) CS-020604/S - 4 -

Cambridge NA $13.25 (Sept. 2, NA Preschool 2002) Education Centre $15.75 (Sept. 1, ( 2 - 4 hours ) 2003)

12. THAT the Regional Municipality of Waterloo take the following action with respect to the redevelopment of the Kinsmen Child Care Centre as outlined in CR-FM–02- 020 dated June 4, 2002:

a) Enter into an Agreement with Zawadzki Armin Stevens Architects Inc. to provide standard architectural and engineering services for the new child care centre in Cambridge for a lump sum fee of $103,200.00 plus applicable taxes and disbursements; and

b) Approve the issuance of debentures for the redevelopment of the Kinsmen Child Care Centre in an amount not to exceed $1,678,000 for a term not to exceed ten years.

13. THAT the Regional Municipality of Waterloo (also in its legislated capacity as The Board of Health) write to the Romanow Commission with regard to the following four points:

a) Public health must be included in the Canada Health Act, the Federal Government must contribute to the funding of public health across Canada, and the overall level of funding for public health must be increased.

b) A strong independent voice for public health must be established at the provincial and federal levels. At the federal level, a Commissioner of Public Health could be appointed (similar to the Commissioner of Sustainable Development) reporting to Parliament on the state of the public's health and ways to protect and promote health. This position would be independent of Health Canada, and within the Department of the Auditor General, as is the case for the Commissioner of Sustainable Development.

c) At the provincial level, a similar arrangement could be created in each province, with an independent Chief Medical Officer of Health, under a provincial board of health, accountable to the legislature (and not the Ministry).

d) An independent National Centre for Disease Prevention and Control should CS-020604/S - 5 -

be established, at arms-length from the federal government, as is the case in the United States.

14. THAT the Regional Municipality of Waterloo approve the following policies as outlined in Report P-02-068, dated June 4, 2002:

a) Statement of Purpose, attached as Schedule "A"; b) Governance, attached as Schedule "B"; c) Provisions for the Dissolution of a Museum's Assets and Liabilities attached as Schedule "C"; and d) Conservation attached as Schedule "D".

15. THAT the Regional Municipality of Waterloo take the following actions with regard to the Municipal Housing Facilities By-law, as outlined in Report No. P-02-060, dated June 4, 2002:

a) Approve the Municipal Housing Facilities By-law attached as Appendix A, including the definition of "Affordable Housing" for the purpose of the Municipal Housing Facilities By-law;

b) Approve the eligibility criteria as set out in Report No. P-02-060;

c) Approve the types of assistance available to private and non-profit housing developers - capital funding, grants to offset Regional Development Charges, and potential use of Region owned land - as set out in Report No. P-02-060;

d) Allocate municipal financial resources through a competitive Expression of Interest process for affordable housing developed by both non-profit and private sectors, and forward individual proposed agreements under the Municipal Housing Facilities By-law to Council for consideration;

e) Approve the common provisions to be contained in site specific agreements to be entered into by the Region for the provision of municipal housing project facilities as set out in Report No. P-02-060;

f) Direct the Commissioner of Housing, Planning and Community Services to report on any required modifications to the Municipal Housing Facilities CS-020604/S - 6 -

By-law within three years of its adoption;

g) Request that area municipalities consider participating in specific housing projects to help create affordable housing; and

h) Approve the goal that 50% of the 1,000 units of new housing created under the Region's Affordable Housing Strategy have increased affordability to lower income households as set out in Report No. P-02- 060.

June 4, 2002 Regional Municipality of Waterloo

REGIONAL CLERK'S REPORT

To: Chair Ken Seiling and Members of Report No: CR-CLK-02-006 Regional Council File Code: D24-40/CA Date: June 12, 2002 Subject: CERTIFICATE OF TITLES ACT - CONSENT & WAIVER OF NOTICE - APPLICATION BY GREENGATE VILLAGE LIMITED, MAIN STREET & DUNDAS STREET, CITY OF CAMBRIDGE

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

The subject land adjoins Main Street East (Regional Road No. 97) and Dundas Street South (Regional Road No. 8) and as an abutting landowner, the Region has been requested to give consent to the registration of the application as noted above.

CORPORATE STRATEGIC PLAN:

The report does not directly fall under one or more of the eight Strategic Directions; however, it does support the Region's vision, Mission and Values.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

Transportation Planning staff have reviewed Plan No. 2002-014, dated March 28, 2002 and prepared by MacDonald-Tamblyn Surveying Ltd. The plan appears to correctly illustrate the Main Street and Dundas Street road allowance, therefore we have no concerns. - 2 - CR-CLK-02-006

PREPARED BY: Joan Fidler, Administrative Assistant, Council & Administrative Services

APPROVED BY: Evelyn L. Orth, Director, Council & Administrative Services/Regional Clerk Regional Municipality of Waterloo

COMMUNITY HEALTH DEPARTMENT AND CORPORATE RESOURCES DEPARTMENT REPORT

To: Chair Sean Strickland and Members of Community Report No: CH-02-036 Services Committee CR-RS-02-015 File Code: Date: April 30, 2002 Subject: PRIVATE FUNCTION EXEMPTIONS UNDER THE SMOKING BY-LAW

RECOMMENDATION:

For Discussion

SUMMARY:

On February 27, 2002, Report CH-02-011/CR-RS-02-014 in regard to the Smoking By-law was considered by Regional Council. Council directed staff to further review the Private Function Exemption and report to the Community Services Committee with possible options to resolve the issues raised.

REPORT:

Report CH-02-011/CR-RS-02-014 raised three significant issues with regard to the Private Function Exemption. They are as follows:

1) That the Private Function Exemption is being abused by members of the public and by certain proprietors of designated public places thus undermining the Region’s objective of the Smoking By-law creating a “level playing field”.

2) That Licensing and Regulatory Services and the Community Health Department lack the administrative and enforcement resources to “police” the Private Function Exemption to ensure that it is not being abused.

3) That the Private Function Exemption undermines the objectives of the Smoking By-law by allowing the smoking of tobacco in public places where the health of non-smokers, children and employees is negatively affected.

In responding to these issues, staff have considered three possible options:

Option 1A

Increase the resources available to Licensing and Regulatory Services and the Community Health Department so staff can “police” the Private Function Exemption effectively.

Discussion: - 2 - CH-02-036 CR-RS-02-015

(a) The Community Health Department could hire one (1) full-time Municipal Law Enforcement Officer to inspect Private Functions, ensuring that they are in accordance with the Private Function Exemption application. Further, this Municipal Law Enforcement Officer would assist Licensing and Regulatory Services in reviewing applications for Private Function Exemptions to determine their legitimacy. An additional Municipal Law Enforcement Officer would be required because the current Smoking By-law Municipal Law Enforcement Officers are fully occupied enforcing the By-law in other respects, for example, conducting compliance checks during the normal operation of designated public places. The cost of the additional position would be approximately $50,048 including salary and benefits and would be funded by the Private Function Exemption application fee (see Option 1B below). The position would be required on an indefinite basis.

(b) Even with this additional position, it is likely that abuse of the Private Function Exemption would continue to some degree. The new Municipal Law Enforcement Officer would not be able to monitor all Private Functions or each for its entire duration and applicants for the Exemption would continue to circumvent it.

(c) Further, there are concerns about the consequences when a person abuses the Private Function Exemption. The person could be barred from applying for future Private Function Exemptions. If the person is a proprietor, he or she could be charged with failing to ensure compliance with the Smoking By-law. Either will require the time and effort of a hearing of some sort.

(d) The Smoking By-law is first and foremost about the protection of the health of the public. This option does not reduce the exposure of non-smokers, children and employees to second hand smoke in Private Function events that occur in public places. Second hand smoke causes adverse health effects including heart and lung disease and cancer, and aggravates existing heart and lung disease including asthma.

Option 1B

Amend the criteria for the Private Function Exemption to make it more difficult for persons to abuse it and increase the fee to provide more resources for “policing”.

Discussion:

(a) The Smoking By-law could be amended to set out exactly which events, for example weddings and birthday parties, are eligible for a Private Function Exemption (currently, the Exemption is for any “one- time event”). Before issuing the Exemption, Licensing and Regulatory Services would require evidence that the event is eligible from the applicant.

As a caution, however, persons will argue that the Exemption is unfair if one type of function is permitted and another type is not. For example, persons will likely complain if the Smoking By-law permits the Exemption for weddings but not for family reunions.

As another caution, there may be Municipal Freedom of Information and Protection of Privacy Act implications if the Region requires documentation, such as birth certificates for birthday parties or - 3 - CH-02-036 CR-RS-02-015

marriage licences for weddings, that contain personal information. This could affect the Region’s ability to verify applications for the Exemption.

(b) Further, the fees for Private Function Exemptions could be increased to cover the cost of an additional position (see Option 1A above). Based on the number of Exemptions issued to date (300), the cost of the new position ($50,048) and the cost of administration incurred by Licensing and Regulatory Services ($19,389), it is estimated that a fee of $230 per application would be necessary. Please note that the Municipal Act does not permit a fee which exceeds the municipality's cost for providing a service.

(c) There remains the concern that persons would find new ways to abuse the Exemption, that the new Municipal Law Enforcement Officer would not be able to monitor compliance at all times, that some form of hearing would be required for those who abuse the Private Function Exemption and that non- smokers, children and employees would continue to be exposed to the harmful effects of second hand smoke when attending Private Functions.

Option 2

Amend the Smoking By-law by eliminating the Private Function Exemption.

Discussion:

(a) The primary benefit of this option would be to the health of non-smokers, children and employees who attend Private Functions in the future. In addition, it is important to note that many of the private functions take place in rooms that are in public buildings. This means that second-hand smoke from the private functions is able to filter into the public areas and thus negatively affect the health of other persons.

Another benefit would be the furtherance of the Region’s objective of the Smoking By-law creating a “level playing field” for all individuals and proprietors.

(b) On the other hand, some individuals, including a few proprietors complying with the Smoking By-law, who want Private Function Exemptions in the future may complain that they are being penalized for the abuses of others.

Staff recommend that the Private Function Exemption be eliminated from the Smoking By-law. Staff are not aware of any similar exemptions in other smoking by-laws in the Province of Ontario. It is our experience that most persons in the Region of Waterloo now accept that smoking at weddings, birthday parties and other events should take place outside.

CORPORATE STRATEGIC PLAN:

The Smoking By-law supports the Regional goal of providing appropriate health and social services for our residents since reducing exposure to environmental tobacco smoke is one of the most modifiable risk factors for reducing chronic disease morbidity and mortality. - 4 - CH-02-036 CR-RS-02-015

FINANCIAL IMPLICATIONS:

If Option 1A or 1B is selected, an approximate cost of $69,437 would be incurred on an annual basis for administrative costs and an additional position to monitor Private Function Exemptions. This cost, however, could be off-set by an increase in the application fee for Private Function Exemptions. A fee of $230 may deter some individuals from applying for a Private Function Exemption, reducing the number of Exemptions issued and, as a result, the revenue from fees. If the number of applications is reduced, the total revenue would be insufficient to recover the cost .

OTHER DEPARTMENT CONSIDERATIONS:

Licensing and Regulatory Services were consulted in the preparation of this Report.

PREPARED BY: Brian Hatton, Director of Environmental Health and Lifestyle Resources Richard Brookes, Solicitor

APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health Connie Peterson Giller, Commissioner/Regional Solicitor

Regional Municipality of Waterloo

CHIEF ADMINISTRATOR’S OFFICE DEPARTMENT REPORT

To: Chair Ken Seiling and Members of the Report No: CA-02-003 Regional Council File Code: C-06-60, 7506 Date: May 29, 2002

Subject: FUNDING AGREEMENT FOR THE UNIVERSITY OF WATERLOO RESEARCH AND TECHNOLOGY PARK, CITY OF WATERLOO

RECOMMENDATION:

SUMMARY:

The University of Waterloo, the Region of Waterloo, the City of Waterloo and the Federal and Provincial governments are working together as joint partners for the development of a $210 million Research and Technology Park (R&T Park) located on the University’s North Campus. When fully developed, the Park will consist of up to 1.2 million square feet of floor space in multiple buildings on land leased to research-based high technology companies.

In order to service and support the R&T Park, a $40.2 million investment in infrastructure upgrades is required. Two-thirds of this investment (in the amount of $26.8 million) is being funded by the Federal and Provincial governments; the remaining $13.4 million is being funded by the Region in the amount of $5,688,000 and by the City in the amount of $7,712,000. - 2 - CA-02-003

When fully developed, the R&T Park will bring a number of benefits to the community. Not only will it boost the area’s export potential by an estimated $5.0 to $10.0 billion annually, it will also boost area employment by up to 18,000 jobs. At the municipal government level, it will deliver much-needed local road improvements on Columbia Street, Westmount Road, Northfield Drive and Parkside Drive; it will also provide federal and provincial funding of approximately $6.9 million toward the cost of Region of Waterloo related municipal infrastructure and approximately $15.9 million toward the cost of City of Waterloo related municipal infrastructure.

One of the Province’s conditions associated with the $26.8 million of federal and provincial funding for the R&T Park is to have only one master Funding Agreement between itself and the Region. This requirement necessitated the Region developing its own “parallel” Agreements with the University and with the City.

Regional staff together with City and University staff have spent several months jointly developing and negotiating the terms and conditions of the Region’s Agreement with the Province for the R&T Park, the Region’s Agreement with the City and the Region’s Agreement with the University. Staff are satisfied that the resulting three agreements will deliver the community benefits of developing the R&T Park while mitigating some of the inherent risks that always accompany this type of private-public partnership. Staff are therefore recommending that Regional Council authorize the execution of the Region’s Agreement with the Province, the Region’s Agreement with the University, and the Region’s Agreement with the City of Waterloo.

Currently, there are several prospective technology companies who have expressed considerable interest in commencing building construction as early as summer 2002. In order to meet the needs of these first prospective builders, a first phase of the Park is proceeding at an accelerated pace so that some municipal servicing and roads within the Park can be completed by Fall 2002.

Subject to Council’s approval of the recommendations contained in this report, it is anticipated that all three Legal Agreements will be executed by the parties by June 7, 2002. Meeting this timing will allow the City of Waterloo to award the area grading contract for the Park on June 10, 2002, which in turn will maintain schedule momentum to meet the 2002 building needs of the first prospective tenants within the Park.

REPORT:

1.0 Background

The University of Waterloo Research and Technology Park (R&T Park) is a proposed $210 million high technology development where academia, business, entrepreneurs and innovators will collaborate as a Private Public Partnership in research and high technology. The University of Waterloo, the Region of Waterloo, the City of Waterloo and the Federal and Provincial governments are working together as joint partners for this development. The R&T Park is located on 45 hectares of the University’s North Campus in the City of Waterloo and is generally positioned north of Columbia Street, west of the proposed Regional Transit Corridor, south of Bearinger Road and east of Laurel Creek and Columbia Lake, all as illustrated on the Key Plan in Appendix “A” of this report. - 3 - CA-02-003

When fully developed, the Research and Technology Park will be a fully serviced, environmentally- sound research and technology subdivision where separate building lots will be leased to house research-based companies. Ultimately, the Park will consist of up to 1.2 million square feet of floor space in multiple buildings which will represent $150 million of private sector building investment within the Park. Also within the Park, a proposed Accelerator Centre will be constructed and owned by the Region to nurture emerging and start-up technology companies through the early years of their growth.

An Advisory Committee has been organized to guide and direct the development of the R&T Park. This Advisory Committee reports to the Building and Property Committee of the University of Waterloo Board of Governors. An Infrastructure Project Team and a Marketing and Development Project Team have also been organized for this project. Both these teams report directly to the Advisory Committee. Appendix “B” to this report provides a list of the members comprising the Advisory Committee, the Infrastructure Project Team and the Marketing and Development Project Team.

The R&T Park is to be developed in three separate phases as illustrated in Appendix “A” of this report. Currently, there are several prospective technology companies who have expressed considerable interest in relocating their operations to the Park with some expressing a high degree of interest in commencing building construction as early as summer 2002. In order to meet the needs of these first prospective builders, Phase 1 of the Park is proceeding at an accelerated pace so that roads to base course asphalt can be completed by Fall 2002. In January, 2001, Regional Council hired Stantec Consulting Ltd. to commence engineering design for the development and to maintain project momentum.

2.0 Infrastructure Investment and Funding Sources

In order to service and properly support the R&T Park, a $40.2 million investment in infrastructure upgrades is required. In November 2001, the Province of Ontario announced its commitment of $13.4 million toward these infrastructure upgrades under its Millennium Fund Partnership Program. Later in December 2001, the Federal Government announced its financial commitment of $13.4 million under the Canada-Ontario Infrastructure Program. The remaining $13.4 million investment represents the local municipal contribution to be funded collectively by the Region and the City of Waterloo.

In addition, the University of Waterloo has agreed to grant 49 year land leases ( renewable once) on 45 hectares of its North Campus lands for the R&T Park. This land investment is valued at $20.0 million.

One of the Province’s conditions associated with the $26.8 million of federal and provincial funding for the R&T Park is to have only one master Funding Agreement between itself and the Region. The Province was not interested in administering separate agreements between itself and the University or between itself and the City.

Since January 2002, University, Region and City staff have met with their provincial counterparts to confirm project costs and to jointly develop the terms and conditions of the Funding Agreement between the Region and the Province. This Funding Agreement is now completed and ready for execution by the parties. Based on this Agreement, the $40.2 million infrastructure investment has now been refined resulting in the following breakdown into eight major project elements: - 4 - CA-02-003

Project Element Estimated Cost (000’s) C Infrastructure Servicing and Connectivity within the R&T Park $12,000 C Accelerator Centre within the R&T Park 4,470 C Westmount Road Extension from Old Post Road to Northfield Drive 6,490 C Northfield Drive Widening from Westmount Road to Weber Street 2,820 C Columbia Street Widening from Weber Street to the Central Transit Corridor (CTC) and from Westmount Road to Fischer-Hallman Road 10,450 C Parkside Drive Improvements from Bearinger Road to Weber Street 1,370 C Central Transit Corridor (CTC), Land Acquisition for the Waterloo Spur 1,100 C Improvements to the Environmental Reserve adjacent to Columbia Lake and Laurel Creek 1,500

Total Estimated Infrastructure Costs $40.2 million

Funding arrangements of the $40,200,000 investment between the project partners are as follows:

Federal Government $13,400,000

Provincial Government $13,400,000

Region of Waterloo $5,688,000

City of Waterloo $7,712,000 *

Total Estimated Investment $40,200,000

* Note: In addition to the $20,000,000 land investment, the University of Waterloo is contributing $150,000 to the City’s funding contribution. This $150,000 represents costs paid by the University in 2001 for pre-engineering studies, archaeological investigations and other work related to the R&T Park Site Servicing component.

A further breakdown of this apportionment for each of the eight major project elements is illustrated in the chart attached as Appendix “C” to this report. Also illustrated in Appendix “C” is a column noting which project elements are being managed by the Region and which project elements are being managed by the City.

3.0 Regional Benefits of the University of Waterloo Research and Technology Park

When fully developed, the R&T Park will bring a number of benefits to the City of Waterloo and the Region of Waterloo as follows:

C the completed Park will contain a critical mass of high technology research-based enterprises making this rapidly growing sector a major component of the local economy;

C it will nurture symbiotic relationships between the University and market-leading high technology companies that will accelerate the development of pure science from the research hall to the - 5 - CA-02-003

marketplace;

C the completed Park will be a high quality, cohesive, built environment with a distinct sense of place by incorporating grand landscaped boulevards, distinctive gateway gardens, open spaces, informal gathering places and highly visible trails, pathways, cycling lanes and transit facilities threading throughout and connecting the Park to the City and beyond;

C it will boost the area’s export potential by an estimated $5.0 to $10.0 billion annually;

C it will boost area employment by an estimated 6,000 new jobs in the Park and by another 12,000 indirect jobs created by the development’s success;

C it meets the timing of much-needed local road improvements on Columbia Street, Westmount Road, Northfield Drive and Parkside Drive; and

C it provides federal and provincial funding of approximately $6.9 million toward the $10.5 million cost of Region of Waterloo related municipal infrastructure and approximately $15.9 million toward the $24.0 million cost of City of Waterloo related municipal infrastructure.

4.0 Funding Agreement with the Province of Ontario - Points of Interest

Regional staff believes it has negotiated with the Province of Ontario a satisfactory Agreement related to the funding of the $40.2 million of infrastructure upgrades required to support the R&T Park; however, there are a number of Agreement issues that staff wish to bring to Council’s attention:

4.1 Suspension and Reduction of Provincial and Federal Funding

The reason the provincial and federal governments are providing $26.8 million of funding for this project is because they wish to support the development of a research and technology park that will provide up to 1.2 million square feet of office space to research-based high technology enterprises. In order to ensure that the “build-out” of office space within the Park is proceeding at a satisfactory rate, the Agreement contains a “payment suspension” clause. This clause allows the Province to suspend payment of future financial assistance if joint progress reviews (by the Province and the Region) are not demonstrating satisfactory progress on the public infrastructure elements as well as satisfactory progress on private sector development activity within the Park.

Should one of these joint progress reviews conclude that inadequate progress is being achieved and the development objectives of the R&T Park are not being met, the consequence of the “payment suspension” clause is that the Province may suspend indefinitely federal and provincial funding of future project expenditures. This suspension would remain until such time as the Province is satisfied that the objectives of the project are being met, at which time they would recommence their financial assistance. Should such a payment suspension occur, the Province remains obligated to pay the senior governments’ share of project costs incurred at the time of the suspension as well as the senior governments’ share of such further reasonable (in the opinion of the Province) costs that are associated with the suspension. - 6 - CA-02-003

Another funding condition of the Agreement stipulates that in the event the Province's own Legislative Assembly, or the Parliament of Canada, withdraws its funding for this project, the Province reserves the right to decrease the financial assistance accordingly for future project expenditures or terminate the Agreement.

4.2 Administration of the Accelerator Centre

As mentioned earlier, a proposed Accelerator Centre will be constructed within the R&T Park to nurture emerging and start-up research and technology companies through the early years of their growth. Under the terms of the Agreement, this Accelerator Centre (AC) will be approximately a 21,000 square foot facility to be designed, built and owned by the Region.

A not-for-profit corporation will be established to operate the Accelerator Centre. This not-for-profit corporation will have its own board that will report to the Advisory Committee and will have the responsibility for operating the Accelerator Centre.

The required land for the AC will be leased by the University to the Region for $1.00 per year for a 49 year extendable term. The Region will in turn lease a fully constructed partially fit-out facility to the not-for-profit corporation for $1.00 per year. This nominal lease rate will allow the operation of the AC to strategically rent space at less-than-market rates, and use lease revenues to cover its operating costs and support a program of shared services and shared space. These supportive arrangements will act to accelerate the development and growth of start-up research and technology companies (that meet key criteria) through the early years of their growth.

The Agreement requires the University to not transfer the ownership of the lands comprising the Accelerator Centre for a minimum period of 25 years. Likewise, the Agreement requires the Region to not transfer the ownership of the building for the Accelerator Centre for a minimum period of 25 years. If either of these conditions is not met, the Agreement gives the Province the right to demand repayment by the Region of some or all of the two-thirds financial assistance provided to the project by the two senior levels of government.

4.3 Capping of Provincial and Federal Financial Assistance

Under the terms of the Agreement, the total amount of provincial financial assistance for the project is capped at $13.4 million. Likewise, the total amount of federal financial assistance is capped at $13.4 million. These “caps” put the onus on the local cost-sharing partners (ie. the Region and the City) to manage their respective infrastructure elements so that the estimated $40.2 million overall project cost is not exceeded.

For example, in the event that final infrastructure costs do exceed the estimated $40.2 million project cost and the cost overrun is related to a Region project, the Region would bear the burden of fully funding this cost overrun at its own expense. Likewise, if the cost overrun occurs for a City project, then the City would bear the burden of fully funding the cost overrun at its expense, the only exception being cost overruns associated with the City's R&T Servicing and Connectivity project where it is proposed that the Region, University and City share equally in the overrun risk as presented in Section 6.0 of this report. - 7 - CA-02-003

4.4 Expiration Date for Project Expenditures

In order to meet the requirements of the Millennium Fund Partnership Program and the Canada- Ontario Infrastructure Program, all costs related to the $40.2 million of infrastructure upgrades must be fully expended by March 31, 2006. If this requirement is not met, the Region would lose its right to the two-thirds funding from the federal and provincial governments for any and all expenditures incurred after March 31, 2006 for the Region’s infrastructure projects and would have to fully fund these post-March 31, 2006 expenditures.

This requirement poses little risk to the Region of Waterloo because the Region-managed R&T Park infrastructure components are all scheduled to be completed well in advance of the March 31, 2006 expenditure cut-off date as follows:

Region-Managed R&T Park Infrastructure Scheduled Completion Date

Northfield Drive Improvements June 30, 2004 Westmount Road Extension June 30, 2005 Accelerator Centre Construction December 31, 2004

4.5 Termination of the Agreement Without Cause

As is standard with all Millennium Fund Partnership Agreements, the Agreement contains a clause that allows the Province to terminate the Agreement without cause prior to the March 31, 2006 completion date. Staff were successful in negotiating three mitigative conditions related to this clause. Firstly, the Province must provide the Region with ninety (90) days written notice prior to invoking this clause. Secondly, the Province must honour paying the senior governments’ share of project costs incurred at the time of the termination notice. Thirdly, the Province must consider paying the senior governments' share of such further reasonable costs that are associated with the termination (ie. costs to terminate or complete contracts with third parties such as Waterloo-North Hydro, engineering consultants, construction contractors, etc.).

4.6 In-house Engineering Costs are Ineligible for Federal and Provincial Cost-sharing

Neither the Millennium Fund Partnership Program nor the Canada-Ontario Infrastructure Program will allow in-house staff costs (including in-house engineering costs) to be eligible for the two-thirds funding from the federal and provincial governments. In order to mitigate the consequences of this requirement, Regional staff will be utilizing external engineering consultants for the Region's infrastructure projects associated with the R&T Park, the only exception being the environmental assessment phase of the Northfield Drive project which has already commenced as an in-house assignment. To stop this in- house assignment mid-stream and then commence a consultant selection process to complete the environmental assessment work with external resources would be impractical, confusing to the public and unnecessarily delay the project. - 8 - CA-02-003

Even for consultant-administered projects, there will always be some in-house project management required to review reports, plans and specifications, make decisions and provide over-all coordination and direction of the consultants activities. Therefore, the over-all consequence of in-house engineering costs being ineligible for senior government funding is that an estimated $400,000 out of the $10.5 million of the Region’s project costs will have to be fully funded by the Region and will not receive two- thirds funding from the federal and provincial governments.

4.7 Indemnification of the Federal and Provincial Governments

As is standard with funding agreements with the federal and provincial governments, the Region must agree to indemnify and hold harmless the two senior levels of governments against all losses, damages, claims, actions, suits or judgements arising out of the R&T Park Project and associated public infrastructure projects.

4.8 Remedies in the Event of Default

As is standard with funding agreements with the Province, the Agreement allows the Province certain remedies in the event that the Region should fail to comply with any term, condition or covenant contained in the Agreement. Should such failures occur (which are not expected or envisioned), the Agreement gives the Province the right to terminate the Agreement, terminate its obligation to provide further financial assistance for the project, implement retroactive adjustments to financial assistance previously provided for the project, charge interest on any retroactive adjustments and avail itself of any legal remedies that it may deem appropriate under the circumstances.

5.0 Legal Agreement with the City of Waterloo - Points of Interest

Since the Province of Ontario required a two-party Legal Agreement between itself and the Region of Waterloo for the R&T Park development, the Region has developed a bilateral Agreement between itself and the City of Waterloo outlining the City’s obligations related to the R&T Park as well as the terms and conditions pertaining to those project elements being managed and funded by the City. This Agreement between the Region and the City is now ready for execution.

Under the terms of this bilateral Agreement, the City will be responsible for managing and implementing the following infrastructure elements:

a) Columbia Street Upgrades b) Parkside Drive Improvements c) R&T Park Servicing and Connectivity d) Environmental Reserve Improvements

This means that the City of Waterloo will be awarding and administering consulting assignments and construction contracts for these infrastructure elements.

The balance of the project infrastructure elements, namely the Westmount Road Extension, the Northfield Drive Improvements, the Regional Transit Corridor Component and the construction of the Accelerator Centre will be managed and implemented by the Region of Waterloo. - 9 - CA-02-003

As presented in Appendix "C", the City and Region are jointly funding the local share of the R&T Park Services and Connectivity component with the City contributing $1,500,000 and the Region contributing approximately $800,000. With respect to the City’s responsibility to manage and administer this project, City staff raised issues regarding the implications of the “Termination of the Agreement Without Cause” clause (referred to in Section 4.5 of this report). If this clause were to be invoked by the Province in the early years of the project (prior to March 31, 2005, the completion date for Phase 2 of the R&T Park), the City raised concerns that this would result in the City having provided significant funding toward a $12.0 million project which if terminated prematurely would not bring full benefit to the City. Although quantifying the exact amount of this “termination liability” is difficult at this time, it is possible that the City’s funding commitment towards the R&T Park Servicing and Connectivity component could be as high as $2,400,000 if the Province decided to terminate the project without cause prior to March 31, 2005. Should this scenario unfold, both Region and University staff agreed (in the spirit of partnership) that it would be unfair to place this undue burden on the City of Waterloo. In recognition of this, the Region’s bilateral Agreement with the City and its bilateral Agreement with the University contain clauses that define the R&T Park Servicing and Connectivity component as the “Partnership Project” and which require the University, Region and City to equally share in the local funding for the R&T Park and Connectivity component in the event that the Province invokes the “Termination of the Agreement Without Cause” clause prior to March 31, 2005.

As another point, City staff raised an issue regarding the capping of the provincial and federal financial assistance (referred to in Section 4.3 of this report) and specifically their ability to absorb unforeseeable cost overruns related to the $12.0 million R&T Park Servicing and Connectivity component. Should overruns occur to this project component, both Region and University staff agreed (in the spirit of partnership) that it would be unfair to place the entire burden of such overruns to the Partnership Project (ie. the “overrun risk”) solely on the City of Waterloo. In recognition of this, the Region, the City and the University have agreed to the following approach: a) in the event of a cost overrun to the City’s $12.0 million R&T Park Servicing and Connectivity component, any surplus funds not needed for other City or Region R&T Park infrastructure components will be used to offset the cost of the overrun; b) should there be no surplus funds available from other City or Region R&T Park infrastructure components, the cost overrun will be addressed by exploring ways of scaling back (where possible) on the design guidelines within the R&T Park so as to eliminate or mitigate the impact of the cost overrun; c) should a) and b) not be entirely successful in completely eliminating the cost overrun, the University, Region and City will equally share in providing additional funding to pay for the cost overrun.

When discussing these risk-sharing arrangements with the City and the University for the “termination liability” and the “overrun risk’ associated with the Partnership Project, staff have assessed that the probability of these risks occurring is relatively low and a pessimistic assessment of the Region’s exposure related to these risks might be in the range of $700,000 to $1,000,000. - 10 - CA-02-003

6.0 Legal Agreement with the University of Waterloo - Points of Interest

In addition, the Region has developed a bilateral Agreement between itself and the University of Waterloo outlining the terms and conditions related to the land leasing arrangements for the R&T Park. This bilateral Agreement between the Region and the University is also ready for execution.

As mentioned in Section 5.0 of this report, the University has agreed to pay one-third of the local funding for the R&T Park Servicing and Connectivity component in the event that the Province invokes the “Termination of the Agreement Without Cause” clause prior to March 31, 2005. In addition, the University has also agreed to pay one-third of any cost overruns that might occur on the project component described as “Research and Technology Park Site Servicing and Connectivity.” Both of these University obligations have been incorporated into the bilateral Agreement between the Region and the University.

7.0 Recommendation to Execute the Three Agreements for the R&T Park

8.0 Marketing Strategy for the R&T Park

In order to successfully market the R&T Park locally, nationally and internationally, an effective marketing strategy will be critical. Unfortunately under the term of the Region’s Agreement with the Province for the development of the Park, neither the federal nor provincial government will provide financial assistance for marketing costs. The Marketing and Development Project Team has developed a two phase marketing approach. The first phase will entail the selection of a marketing consultant to develop a comprehensive, strategic Marketing Plan for the R&T Park. It is expected that the cost of this first phase will be $45,000 and it is proposed that this cost be shared equally between the University, the Region and the City so that each partner will contribute $15,000 of funding. The second phase will entail implementation of the Marketing Plan developed in the first phase. Although it is difficult at this time to clearly envision all the elements of the implementation plan, it will involve creating a website for the R&T Park, developing promotional literature, joining the Association of University Research Parks, attending technology conferences and trade shows, and developing a comprehensive communications strategy and outreach program to effectively market the Park nationally and internationally. At this time it is expected the cost of the second phase could approach $240,000 which again is to be shared equally between the University, the Region and the City so that each partner will contribute $80,000 of funding.

Upon the conclusion of the first phase of the marketing strategy, staff will report to Regional Council to outline the general marketing strategy for the R&T Park and provide an update of the funding requirements to launch the second phase of the strategy. - 11 - CA-02-003

Industry Canada is currently administering a federal program known as the Program for Export Marketing Development (PEMD-1) which may provide some financial assistance toward marketing costs for the Park. The Marketing and Development Project Team will be making application for financial assistance under this program, and staff will advise Council of the application status prior to implementing the second phase of the Marketing Plan.

9.0 Immediate Next Steps

As mentioned earlier, Phase 1 of the development is proceeding at an accelerated pace so that the first building permit for the Park can be issued this summer. It is anticipated that the three (3) Legal Agreements (one with the Province, one with the City and one with the University) discussed in this report will be executed by the parties by June 7, 2002. Based on this date, servicing of Phase 1 of the R&T Park is expected to meet the following scheduling challenge:

R&T Park Site Servicing Activity Scheduled Date

Area Grading - Tender Closing May 28, 2002

Execution of Cost-sharing and Legal Agreements June 7, 2002

City Award of Balance of Consulting Assignment June 10, 2002

City Award of Area Grading Contract June 10, 2002

Start of Area Grading Contract June 17, 2002

Completion of Area Grading September 17, 2002

Phase 1 Site Servicing - Tender Call July, 2002

Phase 1 Site Servicing - Contract Award by the City August, 2002

Phase 1 Site Servicing - Construction Start August, 2002

Phase 1 Subdivision Registration September, 2002

Phase 1 Site Servicing - Substantial Completion December, 2002

10.0 Overall Schedule for All Project Infrastructure Elements

In addition to the schedule for servicing Phase 1 of the R&T Park, the over-all construction schedule for all project infrastructure elements is expected to proceed as follows:

Project Element Scheduled Construction

Columbia Street, Regional Transit Corridor to Phillip Street 2002 - 12 - CA-02-003

Columbia Street at King Street Intersection and Columbia Street Approaches 2003

Project Element Scheduled Construction

Parkside Drive, Weber Street to Bearinger Road 2003

Westmount Road, Old Post Road to Bearinger Road 2003

Northfield Drive, Westmount Road to Weber Street 2003

R&T Park Site Servicing, Phase 2 2004

Accelerator Centre 2004

Columbia Street, Phillip Street to King Street 2004

Westmount Road, Bearinger Road to Northfield Drive 2004

R&T Park Site Servicing, Phase 3 2005

Columbia Street, Fischer-Hallman Road to Westmount Road 2005

CORPORATE STRATEGIC PLAN:

The R&T Park Project responds to several Corporate Strategic Plan objectives including the creation and support of economic prosperity, fostering entrepreneurship, promoting partnerships and responding to the needs of our community.

FINANCIAL IMPLICATIONS:

The total cost of the infrastructure components of the project (consisting of the R&T Park Servicing, Accelerator Centre, Environmental Reserve Improvements, City and Regional Road Upgrades, and the Central Transit Corridor) eligible for senior government funding amounts to $40.2 million, with one- third ($13.4 million) to be funded by each of the Federal and Provincial governments, and the other third to be shared among the Region ($5.7 million) and the City ($7.7 million). In addition, the Region and the City will each pay approximately $400,000 in internal engineering costs which are ineligible for senior government funding. The resulting total Regional share of the project is estimated at $6.1 million. The City of Waterloo will pay approximately $8.0 million, with the University of Waterloo contributing a small amount to the R&T Park Servicing project. (The University’s primary contribution to the project is the land, with an estimated value of $20 million.)

The Region’s $6.1 million share of the project will be allocated to the Westmount Road Extension, the Northfield Drive Improvements, the recently-acquired Waterloo Spur line (Central Transit Corridor), the Accelerator Centre, and the Park Servicing Partnership Project. Funding of $10.4 million had previously been budgeted or approved for Westmount Road and Northfield Drive (from Regional Development Charges and Road Capital Levy) and the spur line (one-time capital and debentures). Under the terms of the agreements with the Province and with the City, the Region’s share of these projects will be reduced to approximately $3.8 - 13 - CA-02-003 million resulting in a savings of $6.6 million. Under the financing plan developed for the Region’s share of the project, it is proposed to use $1.5 million of this “freed up” funding (from Roads Capital Levy) from these projects to fund the local partner share of the Accelerator Centre (which has a total budgeted cost of approximately $4.5 million) and to contribute approximately $0.8 million to the Partnership Project. In summary, it is expected that the Region’s share of the R&T Park project can be accommodated within existing budget provisions. The reduction in required Regional funding from the $10.4 million previously budgeted for the Regional projects will eliminate the need to issue debentures (approximately $700,000) for the Waterloo Spur acquisition, resulting in annual debt service reductions of approximately $100,000. It also will create approximately $3.6 million in funding capacity which will be incorporated into the financing plan for other Superbuild projects for which the Region has requested senior government funding as per Report E-01-118 approved by Council on November 28, 2001.

As discussed in the report, under certain circumstances the R&T Park project could be terminated prior to the completion of the full three phases or project overruns could occur. Under the terms of the proposed agreements, the local partners (City and Region ) have each agreed to assume any risks of cost overruns or other liabilities associated with their own projects. For the R&T Park Servicing & Connectivity project, which is considered a “partnership project”, all three local partners (including the University of Waterloo) have agreed to share risks associated with cost overruns on the basis of one-third each. In addition, the three local partners have agreed that should the "partnership project" be terminated prior to March 31, 2005, the local partner share of this project will be cost-shared one-third each. The Agreement with the City requires the parties to manage the project with the intent of minimizing such risks, and Council will be kept fully apprised of any developments which could potentially impact the Region.

In addition, marketing costs in the estimated amount of $285,000 are not eligible for senior government funding. These costs are to be shared equally by the University, the City and the Region so that each partner would pay up to $95,000 each toward marketing costs. It is hoped that these costs would be reduced by a Federal Government contribution from its Program for Export Marketing Development. The Region's share of these marketing costs can be financed from the "freed up" debt service capacity presently budgeted for the Waterloo Spur line acquisition.

OTHER DEPARTMENT CONSIDERATIONS:

Staff of the Transportation and Environmental Services Department, the Legal Services Division and the Finance Department have been involved in the preparation of this report.

PREPARED BY: Bill Brodribb, Director, Design and Construction Division Ron Bronson, Director, Financial and Development Services Don Fisher, Director, Legal Services Division

APPROVED BY: Gerald A. Thompson, Chief Administrative Officer

- 14 - CA-02-003

APPENDIX B CA-02-003

WATERLOO RESEARCH AND TECHNOLOGY PARK ORGANIZATION

Waterloo Research and Technology Park Advisory Committee

Chair: Gerry Thompson, CAO, Region of Waterloo Vice Chair: Tom Stockie, CAO, City of Waterloo Executive Assistant: Wanda Richardson, Regional Planning (non-voting member) Members: Accelerator Greg Barratt, President, Communitech Centre Board Tom Beynon, Partner, McCarter, Grespan, Robson, Beynon, Thompson (to be determined) Ian Bromley, Director, Economic Development Strategy Branch, Ministry of Economic Development and Trade University of Waterloo Board Member Randy Ellis, President, Canada’s Technology Triangle Geoffrey Guy, Executive Vice President and Chief Actuary, Manulife Financial, University of Waterloo Board Dennis Huber, Vice President Administration & Finance, University of Waterloo Larry Kotseff, Commissioner, Planning, Housing & Community Services, Region of Waterloo Ian McPhee, Retired Vice President, Sybase Inc., University of Waterloo Board Technology Company Representative(s) President or designate of Tenants’ Association Manager of Accelerator Centre (non-voting member)

Ex-officio: Ken Seiling, Chair, Region of Waterloo David Johnston, President, University of Waterloo Lynne Woolstencroft, Mayor, City of Waterloo

Infrastructure Project Team Marketing & Development Project Team

Chair: Bill Brodribb, Director, Design & Construction, Chair: Paul Eichinger, Director, Economic Region of Waterloo Development & Marketing, City of Waterloo Vice Chair: Tim Anderson, Team Leader, Roads, Parks & Vice Chair: Greg Barratt, President, Communitech Works Services, City of Waterloo Members: Members: Randy Ellis, President, Canada’s Technology David Bonsall, Sr. Project Manager, Design & Triangle Construction, Region of Waterloo Dennis Huber, Vice President Administration & Jim Fisher, Retired Consulting Engineer Finance, University of Waterloo Graham Vincent, Director, Transportation Planning, Bryan Stortz, Executive Assistant to the CAO, Region of Waterloo Region of Waterloo Derek Yue, Canada-Ontario Infrastructure Program, Martin Van Nierop, Director, Information & Public Industry Canada Affairs, University of Waterloo Tom Galloway, University of Waterloo Representative Ross McKenzie, Ontario Ministry of Economic Ron Griffiths, Ontario Ministry of Environment Development and Trade Barbara Magee Turner, Landscape Architect, City of Waterloo Steven Blake, Ontario Ministry of Economic Development and Trade

Regional Municipality of Waterloo MEDIA RELEASE: Friday, May 31, 2002, 4:30 P.M. PLANNING AND WORKS COMMITTEE AGENDA Tuesday, June 4, 2002 9:00 A.M. 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. DELEGATIONS a) Mr. Don Pavey and Mr. Bob McMullen, Chair, Cambridge Trails Advisory Committee re: Highway 401/Townline Road Bridge Project b) Mr. Barrie Green re: Cambridge Area Transit Service Review See Item 3. c) below

3. REPORTS - PLANNING, HOUSING AND COMMUNITY SERVICES

ADMINISTRATION a) P-02-063, Waterloo Region in the 21st Century - Planning Our Future - Status 1 Report.

COMMUNITY PLANNING DIVISION b) P-02-064, Monthly Report of Development Applications for April 2002. 7

TRANSPORTATION PLANNING DIVISION c) P-02-066, Cambridge Area Transit Service Review. 10 d) P-02-067, Fairway Road Extension Environmental Assessment Study - Notice 23 of Public Consultation Centre on June 11, 2002.

INTERDEPARTMENTAL REPORTS

REPORTS - TRANSPORTATION AND ENVIRONMENTAL SERVICES

DESIGN AND CONSTRUCTION DIVISION e) E-02-055, Consultant Selection - The Environmental Assessment Review and 33 Preliminary Design for Westmount Road Extension, and Class Environmental Assessment and Preliminary Design for Columbia Street from Westmount Road to Fischer-Hallman Road, City of Waterloo. f) E-02-059, Consultant Selection - Victoria Street Sewer and Watermain 40 Installations, City of Kitchener and Township of Woolwich.

TRANSPORTATION DIVISION g) E-02-063, Installation of Traffic Control Signals - Dundas Street at Easton 46 Road, City of Cambridge. h) E-02-065, Parking Prohibition on the West Side of Regional Road #70 (Trussler 48 Road), City of Kitchener/Township of Wilmot. i) CR-RS-02-029, Expropriation of Lands for the Breslau Bypass. 50 j) E-02-067, Breslau Bypass. 63

WATER SERVICES DIVISION k) E-01-037.2, Road-Salt Management Report. 67 l) E-02-061, Water Distribution Computer Model Software Selection and 78 Purchase.

4. INFORMATION/CORRESPONDENCE

5. OTHER BUSINESS

6. NEXT MEETING - See attached schedule

7. CLOSED SESSION (motion required)

Part II, Section 14. (1) e) and f) of Procedural By-Law 00-031 (as amended): a) E-02-060/CR-RS-02-028. (Distributed separately)

8. ADJOURN

Regrets only to Kerri O'Kane Telephone: 575-4450 Email: [email protected] − 3 −

NEXT MEETINGS

Date Time Description Location

Planning and Works Committee

Tues., June 18, 2002 9:00 A.M. Planning and Works Council Chamber Committee 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario

Tues., July 2, 2002 9:00 A.M. Planning and Works Council Chamber Committee 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario

Transportation and Environmental Services

Thurs., July 4, 2002 3:00 P.M.-5:00 P.M. Water Efficiency Room 218 Advisory Committee 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario

Planning, Housing and Community Services

Tues., June 11, 2002 4:00 P.M.-8:00 P.M. Public Consultation Kitchener East Centre Presbyterian Church Re: Fairway Road 10 Zeller Drive Extension, Class Kitchener, Ontario Environmental Assessment Study

Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-063 Planning and Works Committee File Code: Date: June 4, 2002 Subject: WATERLOO REGION IN THE 21ST CENTURY-PLANNING OUR FUTURE - STATUS REPORT

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

On March 20, 2002, Council approved the recommendations contained in Report P-02-030, Waterloo Region in the 21st Century - Planning Our Future. Staff was authorized to proceed on the basis of the Phase 2 Terms of Reference attached as Appendix B to Report P-02-030 in order to obtain the appropriate technical assistance to complete Phase 2 of the Regional Growth Management Strategy. A Request for Letters of Interest from interested consulting teams was subsequently advertised in The Record, the Globe and Mail and the Region's web site. The closing date for submitting the Letters of Interest was 12:00 noon on Wednesday, April 24, 2002.

Six (6) Letters of Interest were received and reviewed. Four (4) teams were selected to be interviewed. The teams were as follows:

1. Hemson Consulting Ltd., Earth Tech Canada, Totten Sims Hubicki, Architects Alliance 2. Metropolitan Knowledge International (Meridian Planning Consultants and McCormick Rankin), CH2M HILL, KPMG and Du Toit Allsopp Hillier 3. The Planning Partnership, Sterling Finlayson Architects, Royal LePage Advisors, Enid Slack Consulting, iTrans Consulting, Marshall Macklin Monaghan 4. Urban Strategies Inc., IBI Group, Pricewaterhouse Coopers, LLP, Stantec Consulting

Interviews were conducted on Tuesday, May 7 and Monday, May 13. The consulting teams were evaluated according to the following consultant evaluation criteria: - 2 - P-02-063

Criteria Weighting 1. Understanding/Approach to the Project 30% 2. Experience of the Project Manager 20% 3. Experience of Key Project Staff 20% 4. Similar Projects and Local Knowledge 25% 5. Price* 5%

* Price only considered after evaluation of other four criteria completed.

All consulting teams were advised of these evaluation criteria. The Metropolitan Knowledge International (MKI) team was judged to be the team that best met the evaluation criteria. MKI has subsequently added Enid Slack Consulting to their consulting team to augment their municipal finance expertise.

Next Steps

Regional staff will meet with the consulting team to review the work that has been done to date and to prepare a detailed work program for Phase 2. This work will coincide with the first meeting (June 7) of the Phase 2 Steering Committee chaired by Larry Kotseff, Commissioner, Planning, Housing and Community Services. The Steering Committee will report to the Council at appropriate intervals. The Phase 2 Steering Committee consists of:

• representation from the local area municipalities • Ian Cook, President, Cook Homes • Ron Donaldson, Chair, Region of Waterloo Ecological and Environmental Advisory Committee • Paul Emerson, CAO, Grand River Conservation Authority • Randy Ellis, CEO, Canada's Technology Triangle • Mike Murray, Commissioner, Transportation and Environmental Services • Ian Rawlings, President, Waterloo Regional Homebuilders Association • Mark Reusser, President, Waterloo Federation of Agriculture • Glenn Scheels, Green Scheels Pidgeon Planning Consultants • Mark Seasons, Assistant Professor, School of Planning, University of Waterloo • John Whitney, President, Whitney and Company

Staff will continue to implement the Communications Plan set out in Appendix A. To date, Regional staff has made presentations to each local area municipal council, various stakeholder groups and media representatives. Also, several community information sessions have taken place (see Appendix B). Other presentations and information sessions are forthcoming. In addition, Phase 1 brochures have been made available at area libraries and staff has distributed numerous brochures to community groups and individuals at their request.

In the near future, a work update report will be presented to Council that will provide more detail regarding the results of the preliminary phase of the stakeholder consultation process and the Phase 2 work program. - 3 - P-02-063

CORPORATE STRATEGIC PLAN:

The proposal to prepare a Regional Growth Management Strategy is consistent with the Regions Corporate Goal #2, 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:

Funding for this project is included in the approved 2002 budget.

OTHER DEPARTMENT CONSIDERATIONS:

The Finance, Transportation and Environmental Services and Community Health Departments will have significant roles in the completion of Phase 2 of the Growth Management Strategy.

PREPARED BY: Kevin R. Curtis, Administrator, Policy Planning

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services

Appendix B

REGIONAL GROWTH MANAGEMENT STRATEGY COMMUNICATIONS PLAN 2002 (May 22, 2002) PHASE 2

Communication Initiatives April May June July Aug Sept Oct Nov Dec

Regional and Local Councillors Information *1 Session Local Council Meetings Steering Committee Meetings * * * * Community Consultation

Distribution of Printed Material *2 * Reports to Committee/Council * * *

1 April 18, 2002 2 "Planning Our Future" Brochure, Appendix H to Report P-02-030 - 4 - P-02-063

Appendix C

List of Waterloo Region in the 21st Century...Planning our Future Presentations (as of May 22th, 2002)

Group/Agency Date & Time

UW Graduate Planners Association Thursday, February 7th, 2002 Heritage Planning Advisory Committee Monday, March 25th, 2002 Area Planners Meeting Wednesday, March 27th, 2002 WLU Teacher’s High School Symposium Friday, April 12th, 2002 Leadership Waterloo Region Thursday, April 18th, 2002 Region and Local Area Municipality Councillors Thursday, April 18th, 2002 Kitchener City Council (with LRT) Monday, April 22nd, 2002 Woolwich Township Council (with LRT) Tuesday, April 23rd, 2002 Woolwich Observer Tuesday, April 23rd, 2002 Waterloo Chronicle Monday, April 29th, 2002 @ 3:45pm Waterloo City Council (with LRT) Monday, April 29th, 2002 @6pm Waterloo Region EEAC Tuesday, April 30th, 2002 @7:30pm Area Planners Meeting Thursday, May 2nd, 2002 City of Cambridge Council Monday, May 6th, 2002 @7pm Cambridge Times Monday, May 6th, 2002 @3pm Waterloo Region Community Health Dept. Wednesday, May 8th, 2002 @1:30pm City of Waterloo Staff Wednesday, May 8th, 2002 City of Kitchener Public Information Session Thursday, May 9th, 2002 @ 2-4 & 7-9 UW School of Planning Pragma Council May 9th, 10th Wilmot Township Council Monday, May 13th, 2002 @7:15pm City of Waterloo Community Consultation Thursday, May 16th, 2002 @ 2-4 & 7-9pm Session City of Kitchener Staff Tuesday, May 21st , 2002 @ 9:00am Wellesley Township Council Tuesday, May 21st, 2002 @ 6:45pm Waterloo Uptown Vision Committee Wednesday, May 22nd , 2002 @ 8:30am

Kitchener Economic Development Advisory Wednesday, May 22nd, 2002 @ 12:00pm Committee Ayr News Wednesday, May 22nd, 2002 @ 1:00pm - 5 - P-02-063

Group/Agency Date & Time City of Cambridge Public Information Session Thursday, May 23rd, 2002, @ 2-4 & 7-9pm URBANA Conference Friday, May 24rd, 2002 North Dumfries Township Council Monday, May 27th, 2002 @7:30pm Wilmot Township Public Information Session Tuesday, May 28th, 2002 @ 2-4 & 6-8pm Woolwich Township Public Information Session Thursday, May 30th, 2002 @ 2-4 & 6-8pm Community Health Dept. Staff Friday, May 31st , 2002 @ 9:00am City of Cambridge Staff Tuesday, June 4th , 2002 @ 3:15pm Wellesley Township Public Information Session Tuesday, June 4th , 2002 @ 2-4pm 6:30-8:30pm Grand Valley Trails Association Tuesday, June 11th ,2002 @ 7:15-7:45pm North Dumfries Township Public Information Thursday, June 13th, 2002 @ 2-4 & 7-9pm Session Grand River Conservation Authority Friday, June 28th, 2002 @ 9:30am

H:\SHARED\CLERKS\WPWIN\COMMON\P & W\P-02-063.wpd Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-064 Planning and Works Committee File Code: Date: June 4, 2002 Subject: MONTHLY REPORT OF DEVELOPMENT APPLICATIONS FOR APRIL 2002

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve P-02-064, Monthly Report of Development applications for April 2002, dated June 4, 2002.

SUMMARY:

In accordance with Regional By-law 01-028 as amended, the Commissioner of Planning, Housing and Community Services has:

1. Approved the following part lot control exemption by-laws; 2. Granted draft approval to the following plans of condominium; and 3. Released for registration the following plans of subdivision and plans of condominium

REPORT:

CITY OF CAMBRIDGE 1. Registration of Draft Plan of Condominium 30CDM-00101 Draft Approval Date: June 27, 2001 Applicant: First Suburban Homes of Galt Limited Location: Wellington Street and Bruce Street Proposal: To permit the development of 10 townhouse units. Processing Fee: Paid April 23, 2002 Commissioner's Approval: April 23, 2002

CITY OF KITCHENER 1. Registration of Draft Plan of Condominium 30CDM-00201 Draft Approval Date: December 1, 2001 Applicant: Summit Glen Fairway Holdings Inc . Location: 293 Fairway Road North Proposal: To permit the conversion of 26 townhouse units. Processing Fee: Not applicable Commissioner's Approval: April 5, 2002 - 3 - P-02-064

CITY OF WATERLOO 1. Part Lot Control Exemption By-law 02-53 Applicant: Churchill Homes Location: Pastern Trail Proposal: To permit the creation of 14 semi-detached units. Processing Fee: Paid April 18, 2002 Commissioner's Approval: April 18, 2002 2. Part Lot Control Exemption By-law 02-56 Applicant: Cook Homes Limited Location: Reiber Court Proposal: To permit the creation of 6 street fronting townhouse units. Processing Fee: Paid April 22, 2002 Commissioner's Approval: April 22, 2002 3. Draft Approval of Plan of Condominium 30CDM-01402 Applicant: Jeffrey Thomas Scarfone Trustee Location: 36-42 University Avenue East Proposal: To permit the development of 13 townhouse units. Processing Fee: Paid May 28, 2001 Commissioner's Approval: April 11, 2002 4. Registration of Draft plan of Subdivision 30T-97011 Applicant: City of Waterloo ( formerly Nelson Kraus Holdings Inc.) Location: Northfield Drive/University Avenue Proposal: To permit the development of 3 industrial lots. Processing Fee: Paid April 12, 2002 Commissioner's Release: April 12, 2002

TOWNSHIP OF WILMOT 1. Draft Approval of Plan of Condominium 30CDM-01601 Applicant: Stonecroft Corporation Location: Hayesville Road, New Hamburg Proposal: To establish 490 residential units with numerous park/open space features and a community centre. Processing Fee: Paid April 8, 2002 Commissioner's Release: April 17, 2002 - 4 - P-02-064

Current inventory of Unbuilt Units in Approved and Pending Plans of Subdivision by Area Municipality. Area April Totals Total

Municipality Registered Draft Pendin Total Registered Draft Pendin Total * Approved g * Approved g

**Kitchener 0 0 0 0 3,420 7,747 6,709 17,876 Waterloo 0 0 0 0 3,311 5,436 2,199 10,946 Cambridge 0 0 0 0 1,817 4,008 602 6,427 Woolwich 0 0 0 0 106 189 1,965 2,260 Wilmot 0 0 0 0 291 1,138 591 2,020 North Dumfries 0 0 0 0 64 97 51 212 Wellesley 0 0 0 0 110 98 0 208

Region of Waterloo 0 0 0 0 9,119 18,713 12,117 39,949

*The inventory of unbuilt units in registered plans includes units constructed since December 31, 2001. The number of unbuilt units in registered plans will be summarized in a separate year-end report.

**The acceptance and/or draft approvals of plans of subdivision and condominium processed by the City of Kitchener under delegated approval authority are not included in this table but will be reflected in the year end report.

CORPORATE STRATEGIC PLAN:

The report reflects actions taken by the Commissioner in accordance with the Delegation By-law adopted by Council consistent with the streamlining objectives reflected in Strategic Action 3.2.2 in the Corporate Strategic Plan.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Kevin Eby, Director of Community Planning

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-066 Planning and Works Committee Committee File Code: Date: June 4, 2002 Subject: CAMBRIDGE AREA TRANSIT SERVICE REVIEW

RECOMMENDATION:

SUMMARY:

Based on a comprehensive review of transit service improvement options in Cambridge including an extensive public consultation process, staff recommend a number of changes to transit service in Cambridge. It is proposed that effective September 3, 2002, Phase 1 of transit service improvements be implemented in the Cambridge area including:

• restructuring of routes in the Hespeler community to improve schedule adherence , reduce travel times and improve access to the Bridgecam commercial power centre and the Regional Link (Routes 52 and 61)

• new peak hour route serving the Lovell Industrial Park from the Cambridge Centre

• new midday route connecting the Hespeler and Preston communities via Eagle Street

• restructuring of routes in West Galt to reduce travel times, improve access to the Westgate Plaza and increase service coverage in new residential areas

• hours of operation will begin earlier and extend later on selected routes

• frequency of service increased on selected routes

• new Sunday service provided on routes serving West and North Galt

Subject to Council approval, Phase II of transit service improvements in Cambridge would be implemented September 2003 and could potentially include the following:

• major route restructuring in Southeast and North Galt and Preston

• extended evening service, minimum frequency of service increased to 30 minutes on Saturday and expanded hours of service on Sundays - 3 - P-02-066

REPORT:

Background:

A comprehensive review of the GRT routes and service levels in Cambridge was identified as a priority in the GRT 5-Year Business Plan (2001-05). It was evident when GRT was established in 2000, that there existed a considerable variation in service levels between the three urban municipalities. In particular, Cambridge had the lowest level of service per capita and hence the greatest potential for ridership growth.

Since then, GRT has implemented important service and fare improvements in Cambridge including the Regional Link (Routes 52 and 61), introduction of monthly transit passes and one hour transfer policy, new service (BusPlus 72) to the Cambridge Business Park, and more recently implementation of Sunday service on selected routes. The net result has been significant ridership growth. While overall ridership on GRT increased by 4% in both 2000 and 2001, ridership in Cambridge has increased by 12% and 8% respectively.

Through the Cambridge Area Transit Service Review a comprehensive transit service improvement plan has been developed and is intended to be implemented in two phases - September 2002 and September 2003. The implementation of the new transit service improvement plan will continue the ridership growth momentum in Cambridge which will contribute to the Regional Transportation Master Plan (RTMP) long term auto reduction target.

Planning Process:

The following briefly outlines the planning process undertaken to develop the new service improvement plan for Cambridge:

• Based on a preliminary evaluation of transit services in the Cambridge area and identification of required service improvements, staff included in the three-year budget plan estimated service hours and peak buses required to implement Phase I improvements in September 2002 and Phase II service improvements in 2003.

• In September 2001, a Steering Committee of local and regional councillors and staff was established and met on several occasions to guide the Cambridge Area Transit Service Review process.

• In October 2001, public workshops were held in the communities of Hespeler, Preston and Galt to obtain feedback regarding transit service improvements the public would like to see. There were approximately 70 residents who attended the workshops and Appendix A summarizes the more significant service improvements that were requested.

• In October 2001, bus drivers and customer service staff in Cambridge were provided the opportunity to comment on the existing service and make suggestions for improvements.

• Staff subsequently developed an overall service improvement plan for Cambridge, including several routing options for each community that would be implemented in two phases in September 2002 and September 2003. - 4 - P-02-066

• In May 2002, public open houses were held in the communities of Hespeler, Preston and Galt to obtain feedback regarding the various service options that were developed for September 2002 implementation and also potential service options for September 2003 implementation. Approximately 100 residents attended the open houses and Appendix B summarizes their feedback.

• Based on public feedback, staff have developed the recommendations in this report regarding the September 2002 service improvement plan for Cambridge.

Major Service Issues

The evaluation of routes and service levels in Cambridge including transit customer and GRT employee feedback identified major service issues with the existing transit system (Figure 2).

• Indirect routes • Poor schedule adherence • Growth areas not served • No Sunday service (limited Sunday service implemented March 2002) • Access to Bridgecam Power Centre • Limited Saturday service • Limited early morning and late evening service

Phase 1 - September 2002, Cambridge Service Improvement Plan:

The proposed service improvement plan to be implemented September 2002 involves routing changes as illustrated in Figure 1 and service level changes as outlined in Table 1. A summary of the proposed routing and service changes are described below. It should be noted that the service improvements for 2002 were designed to meet the approved budget limit for new service in 2002 and its annualized impact in 2003. As a result, there are some desired service improvements (noted on page 5.) that must be deferred to 2003.

Proposed Routing Changes

Hespeler Community

The proposed service plan for the Hespeler community includes two local routes and one BusPLUS route that connect with base routes 51 HESPELER ROAD and 53 FRANKLIN at a proposed new transit terminal located on-site at the Cambridge Market Zehrs plaza on Holiday Inn Drive; and a route between Hespeler and Preston that operates Monday to Friday during the midday (9 am to 2 pm). The intent is to provide peak period service on this route in September 2003 when the necessary peak bus would be available. Some of the key advantages of the proposed service plan include:

• Improved schedule adherence for Route 51 HESPELER ROAD which currently is frequently behind schedule. This is a major improvement to the schedule integrity of the entire Cambridge transit network since all routes in Cambridge are timed to meet Route 51 HESPELER ROAD.

• Improved access to Bridgecam Power Centre as Route 51 HESPELER ROAD will travel on-site in both directions Monday to Saturday. - 5 - P-02-066

• Reduced travel time for Hespeler riders since local routes travel directly to the proposed transit terminal whereas currently Route 51 HESPELER ROAD travels extensively between neighbourhoods before proceeding beyond Hespeler.

• Improved connection between the Hespeler and Preston communities during the midday (peak period service to be provided in 2003). The proposed Route 68 EAGLE STREET provides more direct access for Hespeler residents to the Regional Link (Routes 52 and 61).

Preston Community

• Improved access to the Lovell Industrial Park with the provision of a peak hour industrial service, Route 67 LOVELL INDUSTRIAL including a late evening trip for 11:00 pm shifts. The proposed routing would travel between the Lovell Industrial Park and the Cambridge Centre transit terminal where connections would be made with several routes.

• Improved access to the Hespeler community during the midday with the proposed Route 68 EAGLE STREET.

West Galt Community

The proposed service plan for the westside of Galt includes three local routes that connect with other routes at the Ainslie Street Transit Terminal. Some of the key advantages of the proposed service plan include:

• Reduced travel time for riders because length of existing one-way loops is reduced considerably.

• Improved access to the only commercial centre (Westgate Plaza) in West Galt.

• Increased service coverage in the new residential area of Westview, north of Blair Road.

Implementation Issues

During the development of the preferred service plan for the communities of Hespeler and West Galt several implementation issues were identified. These issues are described below including their current status and proposed plan of action.

1. Holiday Inn Drive Transit Terminal

The owners of the site where the proposed transit terminal would be located have been contacted and have agreed in principle to the concept. Because of the lead time required to implement a permanent transit facility, a temporary transit facility may have to be constructed to accommodate the planned routing changes in September 2002.

2. Parking on Queen Street W. (Hespeler)

A few on-street parking spots on Queen Street W. at the intersection of Tannery Street need to be removed - 6 - P-02-066 in order to facilitate a left turning bus. Regional staff have initiated discussions with City of Cambridge staff on this matter.

3. Exclusive Left Turn for Buses

Official written confirmation from the MTO is expected shortly to confirm their approval in principle for an exclusive left turn lane for buses from Regional Road 24 (Hespeler Rd) to the Bridgecam Power Centre. Staff are now developing a detailed design for the intersection as requested by the MTO.

4. Bridgecam Power Centre

The owners of the Bridgecam Power Centre have agreed to allow buses on-site. Staff are now finalizing bus stop locations and required amenities.

5. Temporary Routings

The proposed Route 57 BLAIR ROAD will use Rosslinn Rd. as a temporary routing until such time as Westcliff Way is completed and will then become the permanent routing.

Route 71 MELRAN will use Townline Road until such time as Adler Drive is completed and will then become the permanent routing.

Service Level Changes

Listed below are proposed improvements to the frequency of service and hours and days of operation to routes in September 2002. These proposed service level improvements are based on minimum service level policies included in the approved transit service standards. Also listed are service level improvements that would be required to meet approved service standards but must be deferred to 2003 because of the 2002 budget limit on the expansion of transit service.

Proposed Service Level Improvements for September 2002

Monday to Friday

• Routes 54, 55, 57 - service will begin earlier in order that riders can make the 6:15 am connection at the Ainslie Street transit terminal and, therefore, arrive in time for 7:00 am industrial shifts.

• Route 52 (Regional Link) - the frequency of service will increase from 60 minutes to 30 minutes during the midday to Fairview Park Mall; service will begin earlier to meet industrial shifts including those in Kitchener-Waterloo.

• Route 56 - evening service is extended from 10:00 pm to 10:30 pm.

• Route 59 - evening service is extended from 6:45 pm to 10:15 pm.

Saturday - 7 - P-02-066

• Route 59 - existing hours of operation (10:45 am - 6:15 pm) expanded to 7:45 am - 10:15 pm.

• Routes 54 and 55 - frequency of service increased from 60 minutes to 30 minutes.

Sunday

• Routes 55 and 58 - new Sunday service provided from 10:00 am to 6:00 pm to West and North Galt

Service Level Improvements Deferred to September 2003

During the public open houses, many requests were received to improve the frequency, hours and days of service on specific routes. These service level improvements (listed below) would also be consistent with the minimum service level policies specified by transit service standards. Due to budget limitations in 2002, these service improvements will be deferred until September 2003.

• Evening service on most routes in Cambridge would be extended by 30 minutes until 10:15pm or 11.15 pm depending on the specific route. Because the Regional Link has integrated the Cambridge and Kitchener-Waterloo urban areas, numerous customer requests have been received to operate the Cambridge area routes later, similar to most Kitchener-Waterloo routes which typically operate until midnight or later. (Extending evening service would potentially add 1,500 annual service hours at an estimated annual net cost of $45,000)

• The frequency of service on Saturdays would be increased from 60 minutes to the minimum service level of 30 minutes on several routes. (Improving the minimum frequency of service on Saturday to 30 minutes would potentially add 2,400 annual service hours at an estimated annual net cost of $72,000)

• The hours of operations on selected Sunday service routes would be expanded from 10:00 am - 6:00 pm to 8:00 am - 10:00 pm. (Expanding the hours of Sunday service would potentially add 3,500 annual service hours at an estimated annual net cost of $105,000)

Phase II - Potential Service Improvements in Cambridge effective September 2003

In addition to the service level improvements noted above that have been deferred to September 2003, major route restructuring would also be implemented in Southeast and North Galt and Preston. Public consultation for Phase II will occur in fall 2002 and spring 2003.

Implementation and Monitoring

Subject to Council approval, the proposed routing and service level changes for Cambridge would be implemented on Tuesday, September 3, 2002 and would operate on a one-year trial basis. After the trial period, the performance of individual routes would be reviewed and be subject to modification, including a potential future increase in hours or frequency of service.

CORPORATE STRATEGIC PLAN: - 8 - P-02-066

The proposed transit service improvements for Cambridge 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 recently approved by Regional Council. - 9 - P-02-066

FINANCIAL IMPLICATIONS:

The costs to implement the proposed transit service improvements in Cambridge have been included in the approved 2002 GRT operating budget as part of the new 2002 funding provided for the implementation of the GRT 5-Year business plan. The proposed service improvements require the hiring of six bus operators and deployment of two additional peak buses.

OTHER DEPARTMENT CONSIDERATIONS:

This project was done in collaboration with the Transit Services Division of the Transportation and Environmental Services Department.

PREPARED BY: John Cicuttin, Manger of Transit Development

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services - 10 - P-02-066

Table 1: Frequency of Service by Route Proposed levels for September 2002

Weekday Saturday Sunday AM Peak Midday PM Peak Evening* Day Evening* Base approximate time frame: to 9am 9am-3pm 3pm-6pm after 6pm 6am-6pm after 6pm 10am-6pm

51 Hespler Road 30 30 30 30 30 30 30** 52 Fairview Mall 30 30*** 30 30 30*** 30*** 60 53 Franklin Boulevard 30 30 54 Ballantyne 30 30 30 30 30 (60 in am) 30 60 55 St. Andrews 30 30 30 60 30 (60) 60 60 (--) 56 Dunbar 30 30 30 30 30 30 60 57 Blair Road 30 30 30 60 58 Alison 30 30 30 60 30 (60) 60 60 (--) 59 Myers Road 30 30 30 60 (--) 60 (-- in am) 60 (--) 60 Northview Acres 30 30 30 30 30 30 61 Conestoga College/Preston 30 60 30 62 Woodside 30 30 30 60 60 60 65 Fisher Mills 30 30 30 30 30 60 66 Winston 30 30 30 30 30 60 67 Lovell Industrial**** 30 30 68 Eagle Street 60 71 Melran BusPlus 30 30

Notes: Routes in Bold are new or significantly changed routes (xx) - existing frequencies to be changed; (--) indicates no current service *evening service ends between 10 pm & 11 pm depending on route **between Ainslie St & Cambridge Centre terminals *** currently has a frequency of 60 minutes all the way to Fairview Mall (30 minute only to Sportsworld Terminal) ****limited number of trips - 11 - P-02-066

Appendix A: Top 10 User Requests from the Cambridge Area Transit Services Review Public Consultation

Request/ Comment Count Details Sunday Service 53 Service to Power 23 Centre Late evening Service/ 22 Specific requests for Route 53 more hours of service/ early morning service. Increase Frequency 14 Routes 51, 53, 55, 60, 71, or evening frequencies system-wide All routes: Adherence 13 Routes 51, 55, 57 Problems Hespeler Service 12 Connect to Kitchener-Waterloo, Sportsworld Service Pool, Library, Zehrs, North Hespeler Like Route 52 11 Like the Nice, Friendly 9 Drivers Express to Kitchener/ 7 Requests for service to Kitchener Transportation Centre, Waterloo Waterloo, University of Waterloo, Wilfrid Laurier University Like 1 hr transfer 5 Don’t Like One Way 5 Loops Increased Saturday 5 Routes 55, 57 Service Summarized from 104 returned surveys, Nov 8, 2001 - 12 - P-02-066

Appendix B: Feedback from Open Houses, May 2002

Hespler and West Galt Routing Preferences

Positive Response Negative Response Overall % in favour of option (% in Hespeler Option Preference % in favour* % against* Count Count favour - % against) A 10 67% 0 0% 67% B 0 0% 0 0% 0% C 1 7% 1 7% 0% D 2 13% 1 7% 7% Number of responses to this question (from 53 returned surveys) 15 87% 13% * calculated against total responses to this question

Summary: Hespeler respondents show a clear preference for Option A

Positive Response West Galt Option Preference % in favour* Count A 4 24% B 9 53% C 4 24% Number of responses to this question (from 53 returned surveys) 17 100% * calculated against total responses to this question

Summary: West Galt respondents appear to prefer Option B, However 48% of responses favour of Options A and C. This indicates a need to analyze the responses directly, to see what about the various options appealed to people. - 14 - P-02-066

Appendix B: Feedback from Open Houses, May 2002 (continued)

West Galt Options - Responses in Detail*

West Galt A Advantages West Galt A Disadvantages Would use Sunday service. Would not be able to visit my mom on Sunday as she lives on Sunset Closest stop at Southwood & St. Andrews Blvd. Very Good None More buses have to take to the Galt core The buses are overlapping (the buses shouldn't be overlapping they Less of a chance that the buses being late, has more coverage should be going on different streets) Avoiding busy main street and bridge Servicing Westgate plaza more better

West Galt B Advantages West Galt B Disadvantages We like this option the best. For us there is no store on our route except Sobey's; this still allows us to go there without taking 2 buses Long route returning from downtown to Westgate Court Preference - from Westgate Court, a quick route to downtown May be a longer route Because it goes along Churchill area My choice Less road duplication Access to cemeteries More areas of service B heads into Blenheim Road More area to cover Actually I think this one is the best Would take in area for Victoria Park for mothers/ children, especially during the summer and river Bluffs All routes to me are the best possible routes of all

West Galt C Advantages West Galt C Disadvantages 2 buses up & down Cedar St - lots of traffic -> will need lights at mall; What about school crossing - dangerous; dialogue with city re Prefer #55 to use Main St bridge because of library, dentist, doctors, churches, etc crossing guards I would like a direct bus that went up the hill (from Grand) of St Andrews to Westgate Longer bus run to terminal Closest bus stop to Westgate Plaza Bypasses Southworks Service for St Andrew's; Use of Main St; avoids Concession st; service to Westgate

* These responses are copied verbatim from returned surveys. Corrections for the sake of clarity are noted with square brackets: [] - 15 - P-02-066

Appendix B: Feedback from Open Houses, May 2002 (continued)

Comments: Service Levels*

Service Levels Summary Count Buses should run later in the evening 4 Sunday Service: earlier and later 2 Sunday Service: should be all buses 2 All routes should run at 30 minute frequency all week 1 More buses should run on Sundays 1 Saturday Service in Galt: 30 minute frequency 1 Service should connect Preston to Power Centre 1 Sunday Service: West Galt 1 Would like 30 minute frequency on Saturdays 1 Would like later service on Regional Link 1

General Comments Summary Count Positive: Proposed service levels 5 Positive: Proposed service 4 Positive: Sunday service 3 Positive: current service 2 Positive: Phase 2 Positive: Service toPower Centre 1 Negative: current service in general 1 1 Comments on Specific Routes Count Route 71: Midday service 2 Route 71: Later service 1 Route 51: later service from Hespeler to Ainslie 1 Route 52: should run at 15 minute frequency 1 Route 53: Sunday Service 1 Route 54: to 11pm Friday and Saturday 1

General Comments Summary Count Improve snow clearing at stops 1

* responses in this section have been sorted into broad categories to simplify analysis

- 16 - P-02-066

Appendix B: Feedback from Open Houses, May 2002 (continued)

Comments: Phase 2 Proposal Satisfied with coming changes I proposed better service for Route #56 Dunbar; for better service to our community, this route would serve as either your future proposal or leaving Lowther St to Hamilton St turning right on Hamilton St at Lowther St; follow to Eagle St turning left to Glen Valley service is very good - -B. plan I think A, B, C, D should be [extended] to 11pm Fridays and Saturdays I think it’s a great idea you should have done it a long time ago open up services to all different parts more service more bus riders Greatly improved to serve all commuters and general public I think it's great that you will be doing the rest of the routes by next year Gore Mutual Insurance Co. Access would be eliminated (route 58) [Gore Ins. Is at 252 Dundas] It should be somewhat of a good improvement The plans to connect Hespeler and Preston are good The plans seem inclusive and well thought out South East Galt area - proposed Rte 59 - Lisbon Pines Road is great - we are looking at Little's [Corner} for a future childcare centre & would need buses very close - even closer route would be better! Good - need more * These responses are copied verbatim from returned surveys. Corrections for the sake of clarity are noted with square brackets: []

Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-067 Planning and Works Committee File Code: Date: June 4, 2002 Subject: FAIRWAY ROAD EXTENSION ENVIRONMENTAL ASSESSMENT STUDY - NOTICE OF PUBLIC CONSULTATION CENTRE ON JUNE 11, 2002

RECOMMENDATION:

For Information.

SUMMARY:

NIL

REPORT:

The Fairway Road Extension was identified in the Regional Transportation Master Plan (RTMP) that was approved by Regional Council in 1999 as the preferred road network solution for accommodating future growth planned in Southeast Kitchener and North Cambridge. This new road facility will extend from Lackner Boulevard in Kitchener to Fountain Street in Cambridge and involves a crossing of the Grand River in the general area between the Waterloo Regional Airport and Kossuth Road. The Fairway Road extension was shown in the RTMP as a 5-10 year priority.

Previously, a route was determined through another study for the section of Fairway Road between its existing terminus at Lackner Boulevard and Zeller Drive in Kitchener. The Fairway Road Extension Alignment Study was approved by Regional Council in 1999. The most current study was initiated in 2001 to complete a Class Environmental Assessment of the appropriate route for the river crossing and connection with Fountain Street in Cambridge.

The study is under the direction of a Project Team comprising Regional and area municipal staff, affected technical agencies and municipal councillors. To date, an inventory of the existing environmental conditions has been completed and documentation of the Need and Justification for the undertaking leading to the selection of the Fairway Road Extension as the preferred planning solution. As required of projects complying with the Class Environmental Assessment process, consultation with the interested general public/agencies and affected land owners is necessary throughout the planning process and especially early on such that there is improved understanding of environmental concerns before the best alternative is selected. Potentially affected parties includes technical agencies, the public, property owners, interest groups and municipalities.

At a recent Project Team meeting, it was agreed that the first consultative meeting would be held in early June allowing the public to review and the Project Team to receive their comments on the background material collected so far and the rationale for justification of this particular project. In this latter case, the need and the best planning solution were established through the RTMP. The Project Team is proceeding with the first Public Consultation Centre on June 11, 2002 and the attached Public Information Package will be distributed - 2 - P-02-067 to the public at this meeting.

CORPORATE STRATEGIC PLAN:

The Fairway Road extension is identified as a need in the Region's Transportation Master Plan and supports the continued economic prosperity of the Region.

FINANCIAL IMPLICATIONS:

Costs associated with this Public Consultation Centre are included in the 2002 Roads Capital Program.

OTHER DEPARTMENT CONSIDERATIONS:

The Project Team includes representation from Transportation and Environmental Services Department who concur with this report.

PREPARED BY: Dave Durant, Senior Transportation Engineer

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services - 3 - P-02-067

FAIRWAY ROAD EXTENSION REGIONAL MUNICIPALITY OF WATERLOO CLASS ENVIRONMENTAL ASSESSMENT

PUBLIC CONSULTATION CENTRE - June 11, 2002 INFORMATION PACKAGE

WELCOME

Welcome to the first Public Consultation Centre for the easterly extension of Fairway Road from the intersection of Zeller Drive and Woolner Drive in the City of Kitchener to Fountain Street in the City of Cambridge. This Consultation Centre will provide an overview of existing conditions in the study area, present the need for the proposed extension, and identify the route alternatives that are being considered. The display boards and this handout have been prepared to explain the background material presented at this open house and we ask for your input at this and the next Consultation Centre.

BACKGROUND

In 1999, The Regional Municipality of Waterloo completed the Regional Transportation Master Plan (RTMP). This Plan is the long-term vision for investment in transportation infrastructure throughout the Region and for initiating new programs that will make most efficient use of this investment while protecting the environment. The RTMP confirmed the need to extend Fairway Road to provide an additional crossing of the Grand River, mid-way between Victoria Street and King Street and Highway 8 further west. The distance between the bridges at Victoria Street and King Street is about 5 kilometers which makes it difficult to access the expanding Cambridge Business Centre at Fountain Street and Maple Grove Road, the Waterloo Regional Airport and Regional Roads (Fountain Street, Maple Grove Road, Kossuth Road) east of the river.

In 1999, the Region completed a Class Environmental Assessment study that identified the preferred route for the Fairway Road extension, from the terminus at Lackner Boulevard easterly to the intersection of Woolner Drive and Zeller Drive. The current study focuses on the remaining part of the link, from Zeller Drive to Fountain Street.

In response to the recommendations of the RTMP and the requirements in undertaking the Class Environmental Assessment, the purpose of the current study is to:

- confirm the need to extend Fairway Road easterly across the Grand River to Fountain Street; - evaluate and select a technically preferred alternative; - examine in detail the preferred river crossing and its effect on the environment; - submit an Environmental Study Report for public review.

This Class Environmental Assessment is being carried out under the direction of the Regional Municipality of Waterloo and a Project Team consisting of representatives of the Region, the City of Kitchener, the City of Cambridge and the Township of Woolwich, and interested agencies.

THE CLASS ENVIRONMENTAL ASSESSMENT PROCESS

The Class Environmental Assessment (Class EA) is a process approved by the Ministry of the Environment for planning and design of municipal infrastructure projects. There is a prescribed process and approach for - 4 - P-02-067 undertaking these studies that proponents must follow in order to meet the requirements of the Provincial Environmental Assessment Act. The proponent for this project is the Regional Municipality of Waterloo.

Three types of projects to which the Class EA applies are:

Schedule A: projects which are limited in scale, have minimal adverse environmental effects and include the majority of municipal road maintenance and operation activities. These projects are pre-approved and may proceed to implementation without following the Class EA planning process.

Schedule B: projects which have the potential for some adverse environmental effects and include minor improvements and expansions to existing roadway facilities. These projects are subject to a screening process which includes contacting directly affected public and relevant review agencies.

Schedule C: projects which have the potential for significant environmental effects and include construction of new facilities and major expansions to existing facilities. These projects must proceed under the full planning and documentation procedures specified in the Class EA document.

Based on the nature and scope of the Fairway Road Extension, it is being planned as a Schedule C project. The study is being completed in four distinct phases:

- Phase I B Identify the problem or opportunity, - Phase II B Identify alternative solutions, - Phase III B Identify the design alternatives, - Phase IV B Prepare the Environmental Study Report including the preferred route design.

Public Consultation is necessary for the completion of Phases I and II.

THE NEED AND JUSTIFICATION (Phases I and II)

This phase of the study is intended to examine the current conditions in and around the study area as shown in Exhibit 1 and to define the problem or the need for making the improvements to the transportation system.

The Regional Transportation Master Plan established the long-term transportation vision and a master plan through an extensive Public Consultation process, namely:

- Issue Scoping and defining the “Mobility” Vision; - Developing travel demand forecasts for growth scenarios (population and employment) over a twenty-year horizon; - Developing a methodology measures for examining various transportation alternatives; - Analyzing, evaluating and reviewing the transportation alternatives that would achieve the Mobility Vision; - Preparing the Transportation Master Plan.

In Southeast Kitchener, traffic is expected to increase by 36% over the life of the Transportation Master Plan (2016) on roads crossing the Grand River. Besides providing additional roadway capacity by means of widening roads and new road connections, other alternatives were explored in the RTMP including - 5 - P-02-067

Adoing nothing@ or the status quo as required under the Class EA process, managing the growth of future development areas, using the existing road infrastructure more efficiently, Transportation Demand Management measures (such as ride-sharing, reduced auto dependency) as well as improved transit opportunities (a Central Transit Corridor between Cambridge and Kitchener). In so far as these Aalternative modes@ did reduce the traffic on the streets to a certain degree, still it was clear that the road network would need to be improved within Southeast Kitchener. The road improvement options considered to resolve the problem were adding lanes to Highway 8 and other bridge crossings (King and Victoria Streets), and a new river crossing at either Ottawa Street or Fairway Road. A detailed evaluation of the road network options indicated a preference for the Fairway Road extension in consideration of a wide range of factors and measures including Transportation Service, Economic, Natural Environment, and Social/Cultural impacts.

The Fairway Road Extension was found to be the best overall solution because it would:

1) provide additional road capacity to accommodate the future traffic volume increases expected on bridges crossing the Grand River;

2) shorten the travel distance between Kitchener, west of the Grand River, and areas east of the Grand River; in particular the emerging Cambridge Business Park along Fountain Street and Maple Grove Road;

3) provide a new linkage of the Regional Road network between the east and west sides of the Grand River.

THE NATURAL AND SOCIAL ENVIRONMENT IN THE STUDY AREA

The Environment in this study is comprised of the following key elements that will be considered during the Class EA planning process:

Cultural Heritage Features; Natural Heritage Features; Land Use; Agriculture; Hydrogeology and Geology.

As a general overview of the Environmental Inventory, Exhibit 2 highlights the key features within the study area.

Cultural And Natural Features

The dominant ecological features surrounding the study area include Natchez Hills ESPA No. 24 and Lackner Woods ESPA No. 25 to the north of Woolner Drive, Idelwood Creek to the west of Zeller Drive, and the Kossuth Wetland Complex to the east of Fountain Street. - 6 - P-02-067

The dominant natural feature within the study area is the Grand River which flows from north to the southwest. On the Kitchener side, the terrain slopes gently towards the river from the intersection of Zeller Drive and Woolner Drive. In contrast, the east bank of the river valley is quite steep, rising a total of 25 metres from the river to Riverbank Drive which is located at the top of the slope. Randall Creek is also within the study area. It is located to the south of the river, flowing westerly from Fountain Street.

Land Use and Agricultural Features

On the Kitchener side of the study area, the existing land use is primarily open space and aggregate extraction designations. The Grand River and its floodplain are designated as a Natural Heritage System.

The Official Land Use Plan for the City of Kitchener shows future development in this area as low density residential. The Woolner Farmstead on Zeller Drive is designated as a Heritage Resource and the long-term potential of this property would be a recreational/cultural resource.

The existing land use in the Cambridge portion of the study area is predominantly agricultural. The Randall Drain is identified as a significant natural feature.

The most current version of the City of Cambridge Official Plan does not identify any change in land use within the study area. However, there is potential for the Cambridge industrial lands to be extended further north.

The Township of Woolwich Official Plan shows the area in question designated as prime agricultural. The Waterloo Regional Airport is recognized as an important transportation facility and will continue to play an important role in the economic growth and development of the Township and Waterloo Region. Future land use for the area surrounding the airport will continue with the prime agricultural designation.

The Fairway Road extension study has assumed that the agricultural designation will remain in place in Cambridge within the near-term (10 year).

PRELIMINARY ROUTE ALTERNATIVES (Phase III of the Class EA process)

A number of preliminary route alternatives for crossing the Grand River were developed as part of a 1999 study for the section of the Fairway Road extension between Lackner Blvd. and Zeller Drive. These alternatives and others (see Exhibit 3) will be examined in this current study by adopting various impacts factors that will be used by the Project Team to evaluate the alternatives. The evaluation process will result in the identification of a Technically Preferred Route Alternative. Some of the factors that are considered important for evaluating the route alternatives are given below:

Social/Economic Environment Effects on the Community, noise, and adjacent land uses

Natural Environment Effects on fisheries and aquatic habitat, wildlife, wetlands, vegetation, groundwater

Agriculture Land area, type, investment, possible future development - 7 - P-02-067

Transportation Level of service, road geometry, compatibility with road network

Cost Road/bridge construction, property impacts - 8 - P-02-067

We would like to get your views on which of the preliminary route alternatives you may prefer and views on the above-noted impact factors and measures that you might consider are most important when examining the proposed route alternatives.

NEXT STEPS

After this first Public Consultation Centre, the Region will continue with the planning process (Phase III of the Class EA) as described below:

- Review the comments received and respond to any questions. - Incorporate any change to the preliminary routing alternatives. - Analyze and evaluate the alternatives routes. - Prepare for the second Public Consultation Centre.

The second Public Consultation Centre will occur during Phase III (examining the technical details and impacts of the possible river crossings). The purpose of this Consultation will be to present the evaluation of the route alternatives and invite public comment. The comments will then be incorporated into the analysis leading to the selection of a Recommended Route Alternative that will ultimately proceed to design and construction. Depending on the input received from the public, the Recommended Route may be the same as or may be different from the Technically Preferred Alternative.

FURTHER QUESTIONS / INFORMATION

If you have any further questions or concerns regarding the study, you are encouraged to contact the Region of Waterloo or McCormick Rankin Consultants at any time. All comments will become part of the public record for this project. If you wish to comment or receive additional information, please contact:

Mr. David Durant, P. Eng. Mr. Tim Mereu, P. Eng. Project Manager Consultant Project Manager The Regional Municipality of Waterloo OR McCormick Rankin Corporation 150 Frederick Street, 5th Floor 72 Victoria Street South, Suite 100 Kitchener, Ontario Kitchener, Ontario N2G 4J3 N2G 4Y9

Phone: (519) 575-4027 Phone: (519) 741-1464 Fax: (519) 575-4449 Fax: (519) 741-8884 Email: [email protected] Email: [email protected]

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES DESIGN AND CONSTRUCTION

To: Chair Fred Kent and Members of the Report No: E-02-055 Planning and Works Committee File Code: 6024, C06-60 Date: June 4, 2002 Subject: CONSULTANT SELECTION - THE ENVIRONMENTAL ASSESSMENT REVIEW AND PRELIMINARY DESIGN FOR WESTMOUNT ROAD EXTENSION, AND CLASS ENVIRONMENTAL ASSESSMENT AND PRELIMINARY DESIGN FOR COLUMBIA STREET FROM WESTMOUNT ROAD TO FISCHER-HALLMAN ROAD, CITY OF WATERLOO

RECOMMENDATION: THAT the Regional Municipality of Waterloo enter into a Consulting Services Agreement with Stantec Consulting Ltd. to provide engineering services for the environmental assessment review and preliminary design of the Westmount Road Extension from Old Post Road to Northfield Drive, and on behalf of the City of Waterloo the Class Environmental Assessment and Preliminary Design for Columbia Street from Westmount Road to Fischer-Hallman Road, City of Waterloo, all at an upset limit of $144,113 plus applicable taxes for the combined assignment.

SUMMARY:

In 1985 the Region completed the Fischer-Hallman/Westmount Route Selection and Preliminary Design Study for the extension of Westmount Road from Old Post Road to Northfield Drive in the City of Waterloo. The study was completed to plan a route for the future extension of Westmount Road in order that property requirements could be protected and to permit development planning in conjunction with the future road network.

In 1989, the Region initiated construction on the Westmount Road Extension Right-of-Way with the installation of a 750 mm diameter trunk watermain and pre grading of the road base.

The Region’s approved 2002 Roads Capital Program and 10 Year Capital Forecast includes funding for the construction of the Westmount Road Extension in 2004/2005 but this timing has been advanced to 2003/2004 as a result of Superbuild funding arrangements recently developed for the University of Waterloo Research and Technology Park. In order to meet the advanced construction dates, the Region must retain an engineering consultant now to confirm/update the 1985 Study with an Environmental Assessment (EA) Review and Preliminary Design of the Westmount Road Extension from Old Post Road to Northfield Drive. Concurrent with this consulting assignment, the City of Waterloo wishes to undertake a Class Environmental Assessment for the proposed widening of Columbia Street from Westmount Road to Fischer-Hallman Road. In order to avoid duplication and save costs, the Region and City have agreed to select one consultant to complete both assignments. - 2 - E-02-055

An invitation for proposals to provide engineering services for the consultant assignment was advertised in the K-W Record and the Waterloo Chronicle. Ten consultants submitted proposals. The following four firms were shortlisted:

C Stantec Consulting Ltd.; C Planning and Engineering Initiatives Ltd.; C Conestoga Rovers & Associates; and C McCormick Rankin Corporation.

The consultant selection process for this engineering assignment was carried out following the Region’s Consultant Selection Policy which includes price as a factor in the selection process. Following review and assessment of the four consultants submissions, the Project Team recommends that Stantec Consulting Ltd. be awarded this assignment for a total upset fee of $144,113 plus applicable taxes for the EA Review and Preliminary Design of the Westmount Road Extension and for the Class EA and Preliminary Design for Columbia Street. Subject to Council’s approval of this consultant assignment, it is anticipated that the EA Review for the Westmount Road Extension will be initiated in June of 2002 to allow for final design to occur in the winter of 2002/2003 and construction to commence in the summer of 2003.

REPORT:

1.0 Background

The 1999 Waterloo Region Transportation Master Plan identified the need to construct the Westmount Road Extension from Columbia Street to Northfield Drive in order to reduce current and future traffic congestion and address the screenline traffic deficiency in the northwest area of Waterloo. (Please refer to the key plan in Appendix “A”.) The Westmount Road Extension is one of the Region’s planned capital program road projects that is also an integral part of the required road improvements for the proposed University of Waterloo Research and Technology Park in the City of Waterloo.

In May of 1985, the Region of Waterloo completed a Route Selection and Preliminary Design of the Westmount Road Extension which was documented in the Fischer-Hallman/Westmount Route Selection and Preliminary Design Study. The Study Area includes the defined right-of-way corridor along the proposed road allowance of Westmount Road from Old Post Road to Northfield Drive as well as all properties abutting the proposed road allowance.

The 1985 Fischer-Hallman/Westmount Route Selection and Preliminary Design Study documents the functional study that was undertaken to identify the route location and preliminary design for Westmount Road from Old Post Road to Northfield Drive. Although the Environmental Assessment (EA) Act was not established at the time when this study was prepared, its scope and detail reflect and satisfactorily fulfill the obligations of a Schedule C project under the current Class EA for Municipal Roads. The right-of-way was purchased and a watermain was installed in 1989 in the section from Columbia Street through the University north campus lands to Northfield Drive. Prior to any further construction of the Westmount Road Extension, the Region will need to hire an engineering consultant to undertake a review of the 1985 study to confirm its conclusions and incorporate new criteria related to the Region’s cycling master plan, new pedestrian and trail initiatives, any current environmental considerations and new noise policy standards. - 3 - E-02-055

The preliminary design portion of this consulting assignment will require reviewing, investigating and updating the vertical alignment and proposed cross-section information in the 1985 study. Since the construction of the watermain and pre-grading of the right-of-way in 1989, a number of environmental studies have been produced for the City of Waterloo with implications to the construction of the Westmount Road Extension. As part of the preliminary design, the consultant will be required to produce a Traffic Study, Preliminary Stormwater Management Design, an Archaeological Assessment, a Noise Study and a Scoped Environmental Impact Statement for the Westmount Road allowance.

The main focus of this consulting assignment is to re-examine and confirm/update the conclusions and recommendations contained in the 1985 study and to complete preliminary design so that construction can commence in 2003.

For construction to begin in 2003, the Region must retain an engineering consultant now to undertake the environmental assessment review and preliminary design for this project. The detailed design will commence in the Fall of 2002 following completion of this assignment.

The City of Waterloo is considering advancing the construction of the proposed Columbia Street Widening (Westmount Road to Fischer-Hallman Road) to 2003 to coincide with the Westmount Road Extension timing. As part of their Columbia Street project, the City will need to undertake a Class Environmental Assessment. In order to avoid duplication and save costs, the Region and City have agreed to obtain one consultant to complete both assignments due to the overlap in the intersection of Columbia Street and Westmount Road. Not only will this joint venture ease coordination and minimize redundancy, it also provides cost sharing opportunities on a number of common components which will reduce total costs on the two projects.

2.0 Consultant Selection

An invitation for Proposals to provide engineering services for the combined Region/City assignment was advertised in the Kitchener-Waterloo Record and the Waterloo Chronicle. Ten (10) consultants submitted Proposals. From a review of the submissions, four firms were shortlisted based on their qualifications and understanding and approach, and then the fee envelopes for these short listed consultants were opened and assessed utilizing a 15% Price Factor in the consultant evaluation.

The four shortlisted consultants were:

C Stantec Consulting Ltd. C Planning and Engineering Initiatives Ltd. (PEIL) C Conestoga Rovers & Associates C McCormick Rankin Corporation

The Project Team involved with the consultant selection consisted of:

Gary MacDonald, Head Transportation, Design and Construction Division, Region of Waterloo Marcos Kroker, Senior Project Manager, Design and Construction Division, Region of Waterloo Glenn Davis, Project Manager Roads Team, City of Waterloo - 4 - E-02-055

Jessica Ward, Development Services Policy Planner, City of Waterloo

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 35% Experience of the Project Manager 25% Experience of the Project Support Staff 10% Experience on Similar Projects 10%

Equity Factors

Current Workload for Region 3% Local Office 2%

Price Factor

Upset Price 15%

The Proposals submitted by all four shortlisted consultants demonstrated a good understanding of the project, capable project teams and experience on a number of similar projects. Stantec’s upset fee of $144,113 for the combined assignment was the 2nd lowest price submitted. When considering the combination of quality, equity and price factors described above, Stantec scored the highest of the four shortlisted consultants.

Based on the above evaluation criteria including the review of the detailed work plans, schedules and upset fees provided, the Project Team recommends that Stantec be retained to undertake the combined Region/City assignment for the Westmount Road environmental assessment review and preliminary design and Columbia Street Class Environmental Assessment and preliminary design.

3.0 Scope of Work

For the Westmount Road Extension component of this engineering assignment, the consultant will: undertake an environmental assessment review (re-examining and updating the 1985 Study) and preliminary design work (review of alternative road cross-sections, Traffic Study, Preliminary Stormwater Management Study, Archaeological Assessment, Noise Study and a Scoped Environmental Impact Statement, public consultation).

An outline of consultant responsibilities and a breakdown of the upset fee for both the Region’s Westmount Road Extension and the City’s Columbia Street project are included in Appendix B attached to this report. - 5 - E-02-055

4.0 Schedule

Subject to Council’s approval of this consultant assignment, it is proposed that the environmental assessment review and preliminary design for the Westmount Road Extension be completed by November, 2002. Final design is planned to be completed in the winter of 2003 and construction will begin later in 2003. Construction of the entire project will be completed by the fall of 2004.

The Columbia Street Class EA and preliminary design on behalf of the City is scheduled to be completed by June of 2003, with final design anticipated to be completed in 2004 and construction to commence in 2005.

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.

FINANCIAL IMPLICATIONS:

The Region's approved 2002 Roads Capital Program and 10 Year Capital Forecast includes a total project budget of $6,430,000 for Westmount Road Extension for the environmental assessment review preliminary design, detailed design, and construction which is to be funded from the Road Capital Levy Reserve Fund and the Development Charge Reserve Fund.

This project was recently approved as a component under the Region’s "Superbuild" applications for the University of Waterloo Research and Technology Park at a total cost of $6,496,000 including a City of Waterloo contribution of $66,145. Under the terms of the financing plan developed for the Research and Technology Park, two-thirds of the project costs will be funded from Superbuild funding (Federal and Provincial), with the remaining one-third to be funded from the Roads Capital Levy and Regional Development Charges. The Superbuild funding also allows for the advancement of the project (previously scheduled in 2004/2005) to 2003/2004 construction.

Stantec's fees for the Region’s portion of the consulting assignment in the amount of $77,968 are within the consulting fee allowance provided for in the total project budget of $6,496,000 for the Westmount Road project.

Stantec’s fees for the City’s portion of the consulting assignment in the amount of $66,145 will be recovered from the City of Waterloo.

OTHER DEPARTMENT CONSIDERATIONS:

The Finance Department was consulted in the preparation of this report.

PREPARED BY: Marcos Kroker, Senior Project Manager

APPROVED BY: Michael Murray, Commissioner Transportation and Environmental Services

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES DESIGN AND CONSTRUCTION

To: Chair Fred Kent and Members of the Report No: E-02-059 Planning and Works Committee File Code: 4922, C06-60 Date: June 4, 2002 Subject: CONSULTANT SELECTION - VICTORIA STREET SEWER AND WATERMAIN INSTALLATIONS, CITY OF KITCHENER AND TOWNSHIP OF WOOLWICH

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

1.0 Background

The developers, Thomasfield Homes Ltd. and Forwell Ltd., have received approval to develop residential subdivisions (called Hopewell Heights and Countryside Village, respectively) located in the Village of Breslau. In order for the Hopewell Heights and Countryside Village developments to proceed, the developers are proposing to extend the existing sanitary sewer system along Victoria Street from Shirley Avenue to Regional Road 17 in the City of Kitchener and Township of Woolwich to service the developments. The attached key plan noted in Appendix "A" shows the project limits.

In conjunction with the developer's initiative, the Region's Water Services Division will be extending the existing watermain on Victoria Street to service these developments. This watermain will be funded entirely by Regional Development Charges. Since the developers’ and the Region's construction work are both on a Regional Road, will affect Regional traffic and will include the restoration of the Region's pavement structure, it is recommended that all the construction be tendered and completed as one Regional contract.

The developers for Hopewell Heights and Countryside Village have spent considerable effort working out the details for servicing their developments and want to service their developments in 2002. The developers are currently in a position to proceed with final design of the sanitary sewer along Victoria Street. On behalf of Thomasfield Homes, Earth Tech Canada Limited has already undertaken the base plan survey, completed all of the preliminary engineering servicing design for their development and is - 2 - E-02-059

coordinating final connection of servicing for both developers.

2.0 Request to Retain Consulting Services

Attached as Appendix "B" is a letter from Thomasfield Homes Ltd. and Forewell Ltd. requesting that the Region retain Earth Tech Canada Limited to complete the final design, prepare the contract documents, undertake construction supervision and contract administration for the developer's sanitary sewer extension along Victoria Street between Shirley Avenue and Regional Road 17. Since the Region can benefit from cost-sharing the engineering of its watermain installation with the developer, staff see merit in retaining Earth Tech Canada Limited to complete the design and construction administration of all the following work:

• the installation of the sanitary sewer for the developers, • the installation of watermain for the Region's Water Services Division.

The total estimated cost of this work (including engineering costs) is $1,450,000 plus GST and is to be cost-shared as follows:

Sanitary Sewer (Developer) $ 720,000 Transmission Watermain (Region) $ 730,000

Total Estimated Project Cost $1,450,000

Region staff supports retaining Earth Tech Canada Limited to undertake all engineering services required for both the developers’ and the Region's construction works. The reasons are as follows:

• Earth Tech Canada Limited has gathered much of the base plan information which can also be used for the Region's watermain design drawings at no cost to the Region;

• Earth Tech Canada Limited has completed the preliminary site servicing analysis for the Hopewell Heights development and is therefore familiar with the existing conditions in the corridor;

• The developers’ sanitary sewer and the Region's watermain will occupy the same alignment along Victoria Street and crossing of the Grand River and should therefore be engineered by the same consultant;

• Earth Tech Canada Limited has engineering staff capable of completing the required design, contract preparation, site supervision and contract administration for this project and has successfully completed similar projects for the Region in the past. - 3 - E-02-059

Earth Tech Canada Limited has submitted a detailed work plan and upset fee of $96,100 plus GST to provide engineering services for the final design, construction supervision and contract administration for both the Region's and the developers’ work. Of this upset fee, $48,050 is attributed to the Region’s watermain installation and $48,050 is attributed to the developers’ sanitary sewer installation. Staff has thoroughly reviewed Earth Tech's work plan and related fees for the watermain project, finds them to be fair and reasonable and, as a result, recommends that Earth Tech Canada Limited be retained to complete this assignment. Given a total estimated construction cost of the Region's watermain of $730,000 plus GST, the $48,050 plus GST upset fee for the Region's share of final design, construction supervision and contract administration represents approximately 7% of the estimated construction costs which is very low for a project of this scope and magnitude.

A similar arrangement for retaining a consultant at the request of a developer in order to meet development timing needs was endorsed by the Region recently for the Ottawa Street at Fischer- Hallman Road project in Kitchener and the Arthur Street Improvements project in the Township of Woolwich.

CORPORATE STRATEGIC PLAN:

Approval of this consulting assignment will be cost effective for the Region and will ensure we spend wisely the dollars that we were entrusted with and maximize their use for those we serve.

FINANCIAL IMPLICATIONS:

The approved 2002 Water Capital Budget includes $1,060,000 for this project funded entirely by Regional Development Charges. The $48,050 upset fee for engineering services is within the engineering allowance provided for in the project budget.

The Region has received Letters-of-Credit from the developers in the amount of $48,050 for the developers’ share of the engineering fees for the sanitary sewer component of this project. Once the engineering design is completed and prior to the Region advertising tenders for this project, the developers will provide an additional Letter-of-Credit in the amount of $670,000 plus GST representing the developers’ share of the estimated construction cost to complete this project.

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Dave Emery, Head, Environmental Engineering

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services

- 1 - E-02-063

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES TRANSPORTATION DIVISION

To: Chair Fred Kent and Members of the Report No: E-02-063 Planning and Works Committee File Code: C06-60, T08-50/116C Date: June 4, 2002 Subject: INSTALLATION OF TRAFFIC CONTROL SIGNALS - DUNDAS STREET AT EASTON ROAD, CITY OF CAMBRIDGE

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

First Capital Asset Management Inc., is the owner of the lands located in the northeast quadrant of the intersection of Hespeler Road (Regional Road #24) and Dundas Street (Regional Road #8) in the City of Cambridge. The property is bounded by Hespeler Road, Dundas Street, and Easton Road as shown in Figure 1 below. Access to the property is via Hespeler Road and Easton Road. Access to Hespeler Road is restricted to right-in/right-out, and left-in movements only. - 2 - E-02-063

A portion of these lands has been developed for fast food establishments. The owner wishes to construct a large grocery store operation on the property. However, potential tenants are requesting the installation of traffic control signals at the intersection of Dundas Street and Easton Road before they will consider developing the lands further.

Regional staff have been in negotiations with representatives of the property owners. Staff have determined that the installation of traffic control signals at this intersection will not have any negative impacts on the operation of the intersection of Hespeler Road/Dundas Street/Coronation Boulevard/Water Street (The Delta) which is located approximately 170 metres from this intersection. Staff have no objection to the installation of signals at this location provided the property owner funds all costs associated with the installation, and on-going maintenance, operation and modernization of the traffic control signal plant. The property owner has agreed to these conditions.

CORPORATE STRATEGIC PLAN:

The installation of traffic control signals at this intersection addresses the Region’s goal to create a climate that encourages economic prosperity.

FINANCIAL IMPLICATIONS:

The property owner has agreed to fund the installation costs for these traffic control signals estimated to be approximately $100,000. The property owner has also agreed to pay the Region a lump sum payment of $85,000 which will be placed in an interest bearing trust account. These monies will be used to cover the on-going maintenance, operation and modernization costs of the traffic control signal plant.

OTHER DEPARTMENT CONSIDERATIONS:

The financing arrangement regarding the maintenance, on-going operation and modernization costs of the traffic control signal plant was developed in discussions with the Finance Department.

- 3 - E-02-063

PREPARED BY: David Banks, Manager, Transportation Engineering

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES TRANSPORTATION DIVISION

To: Chair Fred Kent and Members of the Report No: E-02-065 Planning and Works Committee File Code: C06-60, T05-20/70 Date: June 4, 2002 Subject: PARKING PROHIBITION ON THE WEST SIDE OF REGIONAL ROAD #70 (TRUSSLER ROAD), CITY OF KITCHENER/TOWNSHIP OF WILMOT

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

Staff have been requested by residents to consider prohibiting parking on the west side of Trussler Road in the area between Waldau Crescent and Highview Drive, due to concerns with exiting driveways.

Trussler Road has a variation of shoulder treatments between Regional Road #6 (Highland Road) and Highview Drive, from narrow gravel portions to wide paved areas and curb/gutter treatment. Currently, parking is prohibited on the east side of Trussler Road from Waldau Crescent to Highview Drive. To ensure sufficient visibility for motorists on the west side of Trussler Road exiting Waldau Crescent and driveways south of the hill, staff are recommending the prohibition of parking on the west side of Trussler Road from 65 metres north of Waldau Crescent to 45 metres south of Highview Drive.

Figure 1 illustrates the existing and proposed "No Parking Anytime" prohibitions on Trussler Road. - 2 - E-02-065

FIGURE 1: Existing and Proposed "No Parking Anytime" Prohibition on Trussler Road, City of Kitchener/Township of Wilmot

QUESTIONNAIRE RESULTS:

A questionnaire was distributed to the surrounding residents located on Trussler Road from Highland Road W/Snyder's Rd E. to Highview Drive, regarding the proposed "No Parking Anytime" prohibition. Of the 11 distributed, 4 were returned, with 3 in favour of the recommendation, and 1 opposed. Three respondents requested to be informed of when this issue was to be dealt with. These people have been provided a copy of the report and advised of the date, time and place of when it will appear before Planning and Works Committee.

Waterloo Regional Police, the City of Kitchener and Township of Wilmot staff concur with staff's recommendation.

CORPORATE STRATEGIC PLAN:

The "No Parking Anytime" prohibition on the west side of Trussler Road addresses the Region's objective of providing a safe community.

FINANCIAL IMPLICATIONS:

The cost to install "No Parking Anytime" signing on this section of roadway is approximately $300 and is - 3 - E-02-065 provided for in the Region's 2002 Sign Maintenance Budget.

OTHER DEPARTMENT CONSIDERATIONS:

The Council and Administration Services Division will be required to prepare the amending by-law.

PREPARED BY: Valerie Pearcey, Engineering Technologist (Traffic)

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services Regional Municipality of Waterloo

CORPORATE RESOURCES DEPARTMENT REPORT

To: Chair Fred Kent and Members of the Report No: CR-RS-02-029 Planning and Works Committee File Code: Date: June 4, 2002 Subject: EXPROPRIATION OF LANDS FOR THE BRESLAU BYPASS

RECOMMENDATION:

(a) The Region requires ownership of certain lands, including the Subject Lands, for the objective of constructing a Regional Road, to be known as the Breslau Bypass, to provide an alternative route for existing and future traffic demands travelling in a north-south direction in the Breslau area passing through the community known as the Breslau Settlement on Regional Road #17;

(f) The Region has undertaken a careful evaluation of the route alternatives for the Breslau Bypass and CN Railway crossing and has chosen a preferred alignment which is in the public interest; and

And further that the Chair and Clerk be authorized to certify the said approval of the Subject Lands in accordance with the Expropriations Act (Ontario);

And further that the Regional Solicitor be instructed to:

SUMMARY: NIL

REPORT:

In connection with the construction of the Breslau Bypass, the Region proposes to expropriate a portion of the lands comprising the property known as the Breslau Hotel and legally described as Part 1 on Reference Plan 58R-13249 (the “Subject Lands”). Under the Expropriations Act, an owner of lands that are proposed to be expropriated may request that a hearing be held by a provincially-appointed Inquiry Officer to consider whether the proposed expropriation is “fair, sound and reasonably necessary in the achievement of the objectives of the expropriating authority.” The owner of the Breslau Hotel, 680230 Ontario Limited (by its principal, Paul Stergiou), made such a request and a hearing was held on April 16, 2002. The report of the Inquiry Officer is attached as Schedule “A” to this Report for consideration by the Committee and Regional Council (the “Inquiry Report”).

In the Inquiry Report, the Inquiry Officer stated that she was satisfied that the need for, and the route chosen for, the Breslau Bypass was supported by the evidence presented at the hearing. She noted that “there was a careful evaluation of the route alternatives based on detailed criteria under the headings of natural environment, economic environment, and socio-cultural environment.” She also noted that “the public and - 3 - governmental consultation was sufficient to make an informed decision.” (at p. 6)

The Inquiry Report concluded that the proposed expropriation of the Subject Lands as described in the environmental assessment documents was “in the public interest” and “fair, sound and reasonably necessary in the achievement of the objectives of the Region to permit the construction of the Breslau Bypass in the location and configuration proposed.” (at p. 9)

The Inquiry Report contained a recommendation that the Region pay 680230 Ontario Limited the statutory maximum of two hundred dollars ($200) for its costs “reasonably incurred in this inquiry.” The Region, as the approval authority, may decide whether to make this payment, or some lesser amount, in its discretion. Although 680230 Ontario Limited did not have legal representation at the inquiry, it did have counsel retained in respect of the inquiry up until the day before the inquiry. Given the spirit and intent of the Expropriations Act to facilitate, among other things, a process for openness in the expropriating process, and the Inquiry Officer’s recognition of “the sincerity of Mr. Stergiou’s submissions”, Regional staff concur with this recommendation.

The Inquiry Report also contained a recommendation that the Region provide 680230 Ontario Limited with a copy of the Inquiry Report and Regional staff concur with this recommendation.

CORPORATE STRATEGIC PLAN:

Proceeding with the expropriation of the Subject Lands for the purpose of construction of the Breslau Bypass ensures that we spend wisely the dollars that we are entrusted with and maximize their use for such service. It also ensures that we accommodate responsible growth and encourage economic prosperity.

FINANCIAL IMPLICATIONS:

All required property for the Breslau Bypass project has been acquired with the exception of the Subject Lands. Approximately $590,000 has been spent to date on land acquisition for this project, including land costs, real estate appraisals and legal surveys. The original allocation of project funds for land acquisition was $700,000, of which approximately $110,000 remains. In addition, it is anticipated that the resale of part of another property purchased by the Region for this project will provide additional monies. It is anticipated that this property will be sold upon completion of the Breslau Bypass in order to maximize resale value of this property. Transportation and Environmental Services staff advise that should the final cost for the Subject Lands exceed the land acquisition budget of "available" funds for its acquisition, additional funding may be required from the Regional Development Fund and Road Capital Levy Reserves.

OTHER DEPARTMENT CONSIDERATIONS:

Transportation and Environmental staff is being consulted on an ongoing basis in connection with the subject expropriation.

PREPARED BY: Debra Arnold, Solicitor

APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources & Regional Solicitor

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES TRANSPORTATION DIVISION

To: Chair Fred Kent and Members of the Report No: E-02-067 Planning and Works Committee File Code: C06-60, T04-20/17/1 Date: June 4, 2002 Subject: BRESLAU BYPASS

RECOMMENDATION:

For information.

SUMMARY:

NIL

REPORT:

At it’s meeting of April 24, 2002 Regional Council asked that staff provide an update on the Breslau Bypass at a Planning and Works Committee meeting. The following is staff’s report on this matter.

Revised Breslau Bypass Construction Schedule

Construction of the Breslau Bypass was initiated in 2001 (Phase 1) with the construction of the south intersection at Woolwich Street. Phase 1 was constructed through the Lencro Subdivision which was seeking subdivision registration at the same time as the Region was completing preliminary design of the Bypass. The subdivider agreed to land acquisition by the Region for the purpose of the Bypass within the Lencro Subdivision and it was agreed that Phase 1 would be constructed in 2001.

The middle section of the Bypass (Phase 2), south of CNR tracks to south intersection, has been tendered for a construction start in July 2002, subject to Council's approval of the expropriation of the Breslau Hotel lands. This section of the Bypass will be completed by the end of 2002 and will provide construction access for the construction of the CNR overpass in 2003. Based upon all information currently known with regards to land acquisitions and agency approvals, the last section of the Bypass (Phase 3), including the CNR overpass, Hopewell Creek bridge and intersection at Victoria Street (Highway 7), will be tendered early in 2003 with the opening of the entire Breslau Bypass now delayed to Spring 2004. Appendix A attached is an illustration of the construction phases.

The current schedule for this project is as follows:

TASK KEY DATE

Phase 2 Construction - Contract Award June 26, 2002 Construction Start - Phase 2 July 8, 2002 - 2 - E-02-067

Construction Completion - Phase 2 November 2002 Tender - Phase 3 Construction February 2003 Construction Start - Phase 3 June 2003 Construction Completion - Phase 3 (including bridges) May 2004 City of Cambridge staff and the local developers in Breslau have been advised that the opening of the Breslau Bypass will now be delayed until Spring, 2004 and no concerns were raised regarding this delay.

Woolwich Street South (RR#17)/Regional Road #17 Intersection

In recognition that this intersection will now remain in its existing configuration until at least the spring of 2004 staff recently undertook a review of the collision experience, roadway geometrics, and traffic control measures currently in place at the intersection.

Collision Experience

Since the intersection was opened in September 2001 there have been six reported collisions either at the intersection or on the approaches to the intersection. There have been reports from the public that more than six collisions have occurred, but both Regional Police and Transportation Division files show only six reported collisions. A collision is to be reported if the property damage of the collision exceeds $1,000 or there is a personal injury in the collision.

Three collisions occurred at the intersection. Two collisions involved single vehicle lost control collisions on the north approach to the intersection. There was one rear-end collision on the south approach to the intersection. There have been no reported collisions at the intersection since January 5, 2002.

Traffic Control

The traffic control signing at this intersection exceeds the minimum standards required by the Ontario Traffic Manuals. Additional curve warning signs, complete with portable flashing amber lights, were installed on the approaches to the intersection and additional delineation posts were installed around the curves on the north approach to the intersection.

As a result of this review the following measures will be implemented:

i) inlaid reflective markers will be installed on the centreline to guide vehicles through the curves;

ii) flashing amber lights will be installed on the checkerboard located behind the guardrail at the intersection;

iii) double width edge lines will be painted on all approaches to the intersection;

iv) winter maintenance of this section of road will be given a higher priority;

v) delineation posts will be installed on the south approach to the intersection; and

vi) this location will be added to the speed advisory program that has been developed to monitor - 3 - E-02-067

speeding in community safety zones and other areas in the Region.

Staff will continue to monitor the collision experience and operation of this section of road and will take the appropriate corrective action should problems be identified. - 4 - E-02-067

CORPORATE STRATEGIC PLAN:

Construction of the Breslau Bypass meets the Corporate Strategic Goal of ensuring that we accommodate responsible growth and encourage economic prosperity.

FINANCIAL IMPLICATIONS:

Based on current information and projected construction costs, it is expected that Phase 2 of the Breslau bypass construction can be completed within the existing approved budget. The construction costs are being funded pursuant to the terms of a Servicing Agreement entered into between the Region, the City of Cambridge and various developers (reference Report PC-00-051/E-00-042/FIN-00-018 for specific details). Under the terms of the Agreement, the construction costs funded initially by the developer group are to be repaid by the Region in 2005.

Prior to awarding the Phase 2 construction contract in the estimated amount of $1,950,000 staff will ensure receipt of the required financial securities from the City of Cambridge and the local developers.

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: David Banks, Manager, Transportation Engineering

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WATER SERVICES DIVISION / TRANSPORTATION DIVISION

To: Chair Fred Kent and Members of the Report No: E-01-037.2 Planning and Works Committee File Code: C06-60/PWC/WSD.02; E06-70/4867-20 Date: June 4, 2002 Subject: ROAD-SALT MANAGEMENT REPORT

RECOMMENDATION:

SUMMARY:

Nil

REPORT:

In July 2001, Regional Council approved initiation of a road-salt management and chloride reduction project to mitigate impacts of road-salt on municipal water supply wells. The project included an inventory of historic and current road-salt management practices within Waterloo Region and identification of measures that could be implemented to reduce overall use of road salt. The report concludes that significant reduction in road-salt application can be achieved by standardizing application rates and road classifications across the Region, improved record keeping with corresponding equipment upgrades, and pre-wetting road salt. To implement these measures, staff proposed that a road-salt management master plan be developed and that Stantec Consulting Limited be retained to assist in development of the plan (E-01-037.1). A summary of the inventory and staff’s proposed approach is included in appendix A of this report.

At the May 14, 2002 Planning and Works committee meeting, councillors requested further information on the need for and scope of work proposed to be completed by Stantec Consulting Inc. in preparing the road-salt management master plan. This report provides information in response to the specific questions asked by councillors at the meeting.

1) Why is a consultant needed?

The road-salt reduction master plan will consist of two major components: development of standardized road classifications, maintenance policies and procedures; and identification of specific reduction measures and targets for each agency addressing their individual policy and/or capital budget constraints. The consultant will provide technical experience on both water and transportation components needed to balance road safety and groundwater protection goals, will collate and organize information from each agency, and will provide staff resources needed to ensure that the plan is available to be implemented for the 2002/2003 winter. In this way, - 2 - E-01-037.2 the consultant's resources will be used to supplement the contributions by Regional and area municipal staff. Given existing commitments and available staff resources, it is unlikely that this project would be completed in time for the 2002/2003 season without a consultant. The timing of this initiative is important as chloride levels continue to rise in most of the Region's production wells.

It is also proposed that the master plan would be modeled after existing environmental management system programs such as ISO14001 and Pollution Prevention. In this way, the plan will proactively address the forthcoming CEPA directives and become a long-term planning process that guides the identification, evaluation, and implementation of management measures to reduce the use of road salt. The consultant will facilitate development of an environmental management system-type plan. The development of a similar format for each agency will facilitate comparison of road-salt application rates to monitor progress in salt reduction over future years.

In summary, the consultant will provide expertise and resources to supplement the available expertise and resources of Regional and area municipal staff.

2) Can the cost of the project be reduced?

The tasks to complete this work and a breakdown of costs are presented in Table 2 of Appendix A. The costs are split approximately evenly between development/documentation of standards, development of the master plan, and project management and presentations. As described above, the consultant will provide both technical resources to generate an effective and practical master plan and documentation support to ensure consistency among the agencies. The local municipalities have agreed to contribute a total of $13,000 towards this project, which represents approximately half of the costs of preparing the actual master plan. Each agency will also collect the majority of their own technical data and will contribute staff time to develop the comprehensive policies and procedures. The overall cost could be decreased by approximately $7,000 through reduction in consultant services for presentations of the master plan to each agency. Depending on the availability of staff resources, this could delay completion of the project.

3) Why sole source to Stantec?

Stantec has specialized experience needed to develop a master plan that balances road safety and groundwater protection goals. This experience includes preparation of the inventory presented in Appendix A, undertaking Water Services Division's road-salt impact on groundwater assessment, and writing the technical supporting document on road-salt impact to groundwater for the CEPA road-salt assessment. Stantec is intimately familiar with the local groundwater and road salt management issues and available data. They have developed a working relationship with each agency that will facilitate gathering additional data, reaching consensus, timely plan development and commitment to implement over the long term.

CORPORATE STRATEGIC PLAN:

Goal 2.6 of the Corporate Strategic Plan identifies the need to develop policies and practices to protect our groundwater resources. - 3 - E-01-037.2

FINANCIAL IMPLICATIONS:

Funding for the development of the master plan will be obtained from contributions from each of the agencies, totaling $13,000, with the balance coming from the Region's Water Reserve Fund and Regional Development Charges. The Water Services 2002 capital program and 20 year capital forecasts include $268,413 in 2002 for completion of the road-salt management and reduction project and for development of agency reduction plans. The Transportation Division identified the need for capital purchases for new equipment to monitor and reduce salt applications in the 2002 Budget Process - Major Budget Issues: Road-salt Management & Chloride Reduction. Funds to purchase this equipment over the next three years ($640,000) will be split between the Water and Transportation Divisions and is provided in the proposed budget.

OTHER DEPARTMENT CONSIDERATIONS:

Information on standardizing of winter maintenance policies and road classifications will be forwarded to Regional Police so that they are aware of the level of service that will be provided for the various roads in the Region. Information on the impact of road salt to water supplies needs to be considered in planning for and designing new roads in the Region.

PREPARED BY: Eric Hodgins, Manager, Water Resources Protection

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services A-1

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WATER SERVICES DIVISION / TRANSPORTATION DIVISION

To: Chair Fred Kent and Members of the Report No: E-01-037.1 Planning and Works Committee File Code: C06-60/PWC/WSD.02; E06-70/4867-20 Date: June 4, 2002 Subject: ROAD SALT MANAGEMENT REPORT

RECOMMENDATION:

THAT the Regional Municipality of Waterloo enter into an agreement with Stantec Consulting Ltd. to assist with the development of a master road salt management plan at an upset cost of $76,000 plus applicable taxes.

SUMMARY:

In July 2001, Regional Council approved initiation of a road salt management and chloride reduction project to mitigate impacts of road salt on municipal water supply wells. The project included an inventory of road salt management practices for each of the nine agencies in the Region which apply road salt and, based on this inventory, recommendations for the Region-wide reductions in the use of road salt were made. The report concludes that there is opportunity for significant reduction in road salt applications and identifies a number of measures that can be undertaken to reduce application rates. To implement these recommendations, it is proposed that Region staff, agency staff and a consultant develop a master road salt management plan. This plan would be modelled after the environmental management system approach and will position each agency to address forthcoming management directives that may arise from Environment Canada's intention to declare road salt a toxic substance in the Canadian Environmental Protection Act.

REPORT:

1. Background

In 1997, an assessment of water quality in all the Region's 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 the Region's wells. The ODWS for chloride is established for aesthetic reasons (corrosion and taste problems) and is not health related. The chloride concentrations entering the distribution system did not exceed the aesthetic ODWS because affected water is mixed in the reservoirs with water from other wells. The source of chloride is infiltration of salt from road and parking lot deicing operations.

Road salt has been applied to Regional roads by various methods since the 1940s. The Regional Transportation Division, three cities, four townships, and the Ontario Ministry of Transportation provide winter A-2 E-01-037.1 road maintenance in the Region. The Region, the cities and the Township of Wilmot use pure rock salt on all major urban roads for most winter storm events. The other townships use a sand/salt mixture on major roads.

The impacts of road salting on groundwater supplies have been investigated by a number of Canadian and international agencies over the past decade. They have concluded that reduced application rates, use of alternative deicing materials and redesign of road drainage systems can be effective in reducing the concentration of chloride in groundwater and surface water. In 1997, Water Services Division staff initiated an investigation of the impacts of road salt at the Parkway well field in southern Kitchener to evaluate the scope of the impact on municipal well water quality. At the same time Transportation Division staff began modifying their deicing trucks to track and reduce the use of road salt. Jointly, the Water Services and Transportation Divisions established an advisory committee to promote and coordinate road salt reduction efforts in the Region. The committee has representatives from each agency that maintains roads in the Region.

In addition to Regional issues, an extensive assessment by Environment Canada has attributed significant impacts on freshwater ecosystems to the release of road salts from roadways, patrol yards and disposal areas. In December 2001, Environment Canada announced its intention to add road salt to the List of Toxic Substances of the Canadian Environmental Protection Act, 1999 (CEPA), and provided notice that consultation with stakeholders would be initiated to develop management options to reduce the impact of road salts on the environment. The requirement for future management options would be directed towards patrol yards, roadway applications, and snow disposal. The assessment notice stressed that any management solution must never compromise human safety and that "any action taken to reduce the impacts on the environment is also likely to reduce potential for contamination of groundwater-based drinking water supplies, which is clearly desirable."

Anticipating the CEPA requirements and in order to address the Regional issues, a road salt management and chloride reduction project was initiated. The project was approved by Regional Council on July 11, 2001 (Report E-01-037) and Stantec Consulting Ltd. was retained to undertake the work. The project had the following major components:

• continue implementation of road salt reduction measures; • compile a road salt management inventory with recommendations for Region-wide reductions in the use of road salt; • determine the preferred options for chloride reduction at high priority well fields; and • undertake groundwater quality monitoring to monitor the impact of road salt reductions.

This report presents an overview of the road salt management inventory and the next steps to be undertaken to develop a master road salt management plan. An update of the Transportation Division's reduction measures is also presented.

2. Summary of Road Salt Management Study Report

The main objective of the Road Salt Management Study was to inventory current and historic road salt management practices utilized in the Region and recommend measures to reduce overall use of road salt. Information was collected from all nine agencies to determine current and historic road salt application practices. To complement and benchmark Region application rates, other jurisdictions, outside of the Region, A-3 E-01-037.1 were solicited for information. The report also includes a review of management techniques utilized elsewhere and proven effective in road salt reduction.

The amount of information available from each agency varied both in terms of the level of detail and duration over which it was available. In general, only information on levels of service, the total amount of salt purchased per year and the total length of road maintained was available for each agency and was only available for the past five winters from all the agencies. More detailed information such as the amount of salt spread on a given kilometer of road or the amount spread for individual storms was not available. In addition, there were inconsistencies in the way that roads were classified and maintenance was applied. Given these data constraints, comparisons between agencies was limited to determining an average annual application rate for all roads that receive road salt (i.e. the total length of both primary and secondary roads).

Application rates for each agency over the past five years vary due to the inconsistencies noted above, differences in the overall road network, and from year to year due to the severity of winter conditions. In general, the Region and cities have applied road salt at an average annual rate of between 20 and 45 metric tonnes per km of two lane road over the past five years, while the comparable rate for the townships varies between 7 and 26 metric tonnes per km of two lane road. The amount of salt applied by each agency was similar over the five winters with the exception of 2000/2001 where the amount of salt applied was consistently higher.

The application rates used within the Region were compared to application rates for other jurisdictions with similar winter conditions as a benchmark for the Region's application rates. It was found that for the 2000/2001 winter season, the application rates for the Ministry of Transportation (MTO) and Regional Municipality of York were lower than that of the Regional Municipality of Waterloo. Similarly, application rates for Hamilton and London were lower than in Cambridge, Kitchener and Waterloo, and the application rate for the Township of Perth East was lower than that for the townships in the Region. The reasons for higher application rates within the Region, as compared to these other jurisdictions, are not immediately obvious but could be related to a higher level of service provided within the Region of Waterloo and/or uncertainties associated with the data.

The management report identified several measures that have the potential to reduce the use of road salt. These measures are presented in Table 1 which includes a ranking of each reduction measure with respect to public impact and reduction potential. The implementation of the following measures appear to have the most potential to reduce road salt use:

• standardization of winter maintenance policies procedures and road classifications; • improved record keeping and monitoring equipment to assist in operator training; and • pre-wetting of road salt

Standardization of policies and road classifications throughout the Region would provide a consistent level of service appropriate to each road classification. A review of salt/application rates relative to effectiveness could lead to a reduction in areas that previously received excess application and to an overall reduction in rates without compromising road safety or levels of service. At the present time, roads of similar class are maintained by different agencies which may have different levels of service. Standardization would ensure consistent service levels throughout the Region. Standardization has the potential of improving road safety by providing a consistent level of expectation to the driving public. A-4 E-01-037.1

Improved record keeping, through the use of Automated Vehicle Location (AVL) equipment, electronic spreader controls, and pavement temperature sensors, has a significant potential to reduce road salt use. Pavement temperature sensors provide objective measurements to help determine appropriate application rates. The ability to review road conditions and exactly when, where and how much salt was applied for a specific storm event provides an ideal context for operator training and "fine tuning" application practices. The opportunity to try modified approaches and be able to see their impact on road maintenance immediately after a storm builds awareness, contributes to a team approach to road salt reduction, and encourages innovation.

A number of agencies, both local and international, have demonstrated that pre-wetting road salt has the potential to significantly reduce the amount of salt used. Pre-wetting speeds the melting action of salt and reduces the scatter and bounce of salt crystals, thereby keeping the salt where it is needed.

The overall conclusion of this inventory is that there is opportunity for significant reductions in road salt usage if the various agencies in the Region adopt the measures identified in Table 1. These reductions may decrease the overall cost of road salting and will decrease the amount of chloride leaching into local water resources.

3. Regional Progress in Implementation of Reduction Measures

The extent to which each of the agencies applying salt in the Region has implemented salt reduction measures varies. For the last several years, the Transportation Division has been actively exploring different technologies that could be utilized to reduce both the operating costs and the environmental impact of road salt. These activities as they relate to the three reduction measures identified above are as follows:

• Over the past few years, levels of service, maintenance policies and identification of driver training needs were revised to reflect updated MTO service guidelines. In anticipation of the CEPA assessment and to address local groundwater impact issues, staff have initiated development of a salt management plan.

• All of the Division's twenty trucks have computerized spreading/tracking equipment and in 2001 were outfitted with AVL. This equipment was utilized through the 2001/2002 season to provide feedback to truck drivers and will be used to undertake a more comprehensive assessment of road maintenance/salt usage following the end of this maintenance season.

• Six trucks are currently equipped with pre-wetting equipment. Four additional vehicles will be retrofitted with pre-wetting equipment and two new vehicles equipped with pre-wetting equipment will be purchased before next season. It is anticipated that within three years, all remaining Region trucks will utilize pre-wetting equipment.

In addition to these activities, tanks for storing pre-wetting brine will be constructed at the Heidelberg and Philipsburg yards and a recently purchased direct-liquid sprayer will be commissioned into regular service to reduce application of dry salt on areas (e.g. bridge decks) or at times (e.g. night) where risk of freezing is increased co-incident with a low precipitation event.

4. Implementation of Report Recommendations A-5 E-01-037.1

Recommendations in the report cover a broad spectrum of activities ranging from policy and/or level of service to equipment upgrades and/or training. The impact of these recommendations will vary for each agency depending on the extent of reduction measures already implemented and the nature of each agency's winter maintenance program (primary vs secondary/local road lengths, urban vs rural municipality, etc.) It is also anticipated that implementing these recommendations, and those arising from CEPA's anticipated designation of road salt as a toxic substance will require each agency to develop a salt management and/or reduction plan. To facilitate development of such a plan and to take advantage of the experience and cooperation of each agency on the advisory committee, Region staff are proposing to develop a master road salt management plan for the region. This plan will include development and documentation of standardized road classifications, maintenance policies and procedures, and sections for each agency addressing their individual policy and/or capital budget constraints. The plan would be modelled after existing environmental management system programs such as ISO14001 and Pollution Prevention. In this way, the plan will proactively address the forthcoming CEPA directives and become a long-term planning process that guides the identification, evaluation, and implementation of management measures to reduce the use of road salt. It is hoped that the reduction plan can be finalized and implementation initiated prior to the 2002/2003 winter road maintenance season.

Region staff are recommending that Stantec Consulting Ltd. be retained to assist Region and area municipality staff in the development of the plan and that the normal consultant selection process be waived. This recommendation stems from Stantec's specialized experience in road salt reduction gained from the road salt reduction report discussed above, their experience in working with each agency, and their familiarity with the data. Stantec has undertaken Water Services Division's road salt impact on groundwater assessment and wrote the technical supporting document on road salt impact to groundwater for the CEPA road salt assessment. Their involvement is necessary to develop environmental management system-type plans and to ensure that reduction measures are being implemented prior to the 2002/2003 winter. The cost to undertake this work will not exceed an upset limit of $76,000 plus applicable taxes. The local municipalities have agreed to contribute a total of $13,000 towards this project, which represents approximately half of the costs of preparing the actual master management plan. Each agency will also collect and document the majority of their own technical data and will contribute staff time to develop the comprehensive policies and procedures. The tasks to complete this work and a breakdown of costs are presented in Table 2.

5. Next Steps

Draft copies of the Management Study Report were circulated to each agency for comment. The final report was circulated to agency staff in mid-April. This report will form the basis of committee reports to be prepared by area municipal staff to their respective local councils for consideration of the management study report and the development of the reduction plan as proposed above. It is anticipated that these reports would be presented to local councils over the next four to six weeks. Region staff have agreed to assist area municipality staff in report preparation and/or presentations. Region staff and the advisory committee will initiate development of the reduction plan coincident with the local council reports and/or presentations.

CORPORATE STRATEGIC PLAN:

Goal 2.6 of the Corporate Strategic Plan identifies the need to develop policies and practices to protect our groundwater resources. A-7 E-01-037.1

FINANCIAL IMPLICATIONS:

Funding for the development of the reduction plan will be obtained from contributions from each of the agencies, totaling $13,000, with the balance coming from the Region's Water Reserve Fund and Regional Development Charges. The Water Services 2002 capital program and 20 year capital forecasts include $268,413 in 2002 for completion of the road salt management and reduction project and for development of agency reduction plans. The Transportation Division identified the need for capital purchases for new equipment to monitor and reduce salt applications in the 2002 Budget Process - Major Budget Issues: Road Salt Management & Chloride Reduction. Funds to purchase this equipment over the next three years ($640,000) will be split between the Water and Transportation Divisions and is provided in the proposed budget.

OTHER DEPARTMENT CONSIDERATIONS:

PREPARED BY: Jim Robinson, Senior Hydrogeologist, Water Services Division Colin Galloway, Manager, Transportation Operations

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services E-01-037.1 A-8

Table 1 Summary of Measures for Reducing Road Salt

Reduction Measure Description Public Road Salt Impact Reduction Standardize Winter Places each jurisdiction on the same playing field Minor Minor Maintenance Policies / as their neighbours. Better maintenance Procedures and consistency throughout the Region. Classifications Operator Training and Increase salt truck operator’s skills and support Negligible Significant Monitoring through additional training and monitoring. - AVL Improve the equipment to assist the operators - Pvmt Sensors and supervisors in determining the correct amount of salt for the road conditions Pre-wetting Road salt is pre-wetted with a liquid de-icing Negligible Significant chemical prior to application. Faster reaction time, less bounce away from effective area. Reducing Local Road Reflect the policies of the cities to the towns and Medium Minor Applications in the villages in the Townships; where local roads are Townships only plowed. Regional/City Level of Region and Cities to review Level of Service Negligible Minor Service Consistency for requirements for Regional Roads within the Cities Primary Roads Reducing Salt in Sand Most of the Townships rely on Sand/Salt Minor Minor Mixtures mixtures that could be reduced with proper storage and mixing. Sand Mixtures for Cold Replace salt in sand with another chemical to Negligible Minor Temperatures reduce salt and improve performance of the sand Bridges and High Priority Bridges and other unique icy road problem areas Negligible Not Areas should be services with more responsive and Estimated flexible supervisory vehicles. Reorganization of Salt May simplify salt truck operations by Negligible Not Truck Routing distinguishing routes based on classification Estimated Road Salt Data Report Records on the amount of salt applied Negligible Not benchmarks each jurisdiction is performing in Estimated comparison others. Flexible Snow Plow Blades Flexible snow plow blades are currently being Negligible Not tested by the MTO for durability and Estimated effectiveness. If the results are positive, consider implementation within the RMOW E-01-037.1 A-9

Table 2

Detailed List of Tasks and Costs for Development of Road Salt Management Plan

Item Cost Estimate Task 1 Work Plan Finalization $4,974.00 Task 2 Development and Documentation of Standardized Road Classifications, $27,423.00 Maintenance Policies and Procedures Task 3 Preparation of Road Salt Management Master Plan $28,621.00 Task 4 Preparation for and attendance at presentations to Regional, City and $10,670.00 Township Councils Task 5 Project Management $4,312.00

SUB TOTAL $76,000.00 Less Area Municipality Contributions $13,000.00

TOTAL $63,000.00 Regional Municipality of Waterloo

TRANSPORTATION & ENVIRONMENTAL SERVICES WATER SERVICES

To: Chair Fred Kent and Members of the Report No: E-02-061 Planning & Works Committee File Code: C06-60/PWC/WSD.02; E02-60/4677-11 Date: June 4, 2002 Subject: WATER DISTRIBUTION COMPUTER MODEL SOFTWARE SELECTION AND PURCHASE

RECOMMENDATION:

SUMMARY:

For the past ten years, the Region has relied on a water distribution modeling software package called WATNET. Recently, the software vendor has decided to discontinue development and technical support of the software. Water Services staff decided to initiate an industry search to find the “best fit” software for the future needs of the Region.

A structured two stage selection process was followed by a five member Regional Selection Team. A weighted technical capability evaluation, a cost comparison, a three hour presentation and a software evaluation by staff was part of the selection process. H2OMap by MWHSoft was selected as the preferred software package for water distribution modeling from six software vendors investigated by the Selection Team.

The Region will benefit from the industry leading software package by more effective planning and operating the Regional water supply system. In addition, this package will also allow the Region and local area Municipalities to improve the quality of water supply by using the software’s water quality modeling capabilities.

REPORT:

1. Background

As part of the Tri-City Distribution System Study in 1992, the Region purchased a water distribution system modeling software called WATNET. Water distribution system modeling has proven to be a valuable tool to assist Water Services staff in planning system growth, and responding to operational and emergency scenarios. For example, the model has been used to optimally size watermains, pipes and reservoirs, predict available fire flow, determine water pressure, and find the water’s flow direction.

In June, 2001, the Region learned that Dekho Limited was discontinuing development of the WATNET software and would no longer provide technical support to it. At the same time, the technical capabilities of - 2 - E-02-061

WATNET had fallen behind the capabilities of software offered by other vendors, and WATNET was not offering features standard in other water distribution packages. As a result, Regional staff initiated an industry search and selection process to find replacement software for WATNET. In light of the forthcoming update of the 1992 Tri-City Distribution System Study, it is an apt time to select the “best fit” modeling software for the Region.

2. Software Selection

Discussions with municipalities and consultants across Canada plus literature searches lead to the selection of six vendors and their associated software packages for investigation. They are as follows: a) KYPipe - Pipe2000 b) Wallington Software - Infoworks WS c) MWHSoft - H2OMap d) DHI Water & Environmental - MIKENET e) Haestad Methods Inc - WaterCad f) Advantica Stoner - SynerGee

A Regional Selection Team of five members was brought together to evaluate the various software packages. Regional staff from different groups were included in the Selection Team, as follows: - Reg Russwurm, Water Services - Engineering and Planning - Jorge Cavalcante, Water Services - Engineering and Planning - John Holowackyj, Water Services - Engineering and Planning - Joe Pereira, Water Services - Operations and Maintenance - Nigel Roberts - Information Services - Client Services (GIS)

The selection process was conducted in two stages. The goal of Stage 1 was to shortlist the search to a few vendors for further investigation. The weighting factors for short-listing the software vendors for further evaluation in Stage 2 were: 1. Vendor Capabilities - 10% 2. Software Capabilities - 60% 3. References - 15%

The following software vendors were short-listed: a) Wallington Software - Infoworks WS b) MWHSoft - H2OMap c) Advantica Stoner - SynerGee

In Stage 2, the short-listed vendors were asked to submit additional technical information and pricing for various purchase scenarios. The short-listed vendors were re-evaluated on the quality factors and price was included as a factor. Since MWHSoft’s H20Map was considered the best technical software package and also had the lowest cost, H2OMap was selected as the “best fit” software for the Region. The software package includes water quality and energy optimization modeling features that will allow a safer and more efficient operation of the water supply system in the Region.

3. Software Cost - 3 - E-02-061

The selected software package will have a total cost of $US44,068 (approx CAN$71,400) including applicable taxes. A breakdown of the costs is included as Appendix A.

In addition to the above costing for 2002, the Selection Team has negotiated firm pricing for future additional licenses and upgrades which may be acquired at the Region’s sole discretion in 2003. The local Municipalities have also shown an interest in acquiring the same software for their modeling needs. The Selection Team thereby obtained firm pricing for them. The Municipalities would have to license the software separately and the Region would not be a party to the transaction.

CORPORATE STRATEGIC PLAN:

The selection and use of technically advanced water distribution modeling software is consistent with the Region’s strategic plan goals and directions of providing a high quality water supply system to support the varying needs of our urban and rural citizens and communities.

FINANCIAL IMPLICATIONS:

The 2002 Water Supply Twenty Year Capital Plan Forecast provides $80,000 for the maintenance and purchase of water distribution modeling software.

This purchase is financed from the Regional Water Supply Capital Reserve Fund and Regional Development Charges.

OTHER DEPARTMENT CONSIDERATIONS:

Nil.

PREPARED BY: Reg Russwurm, Senior Planning Engineer, Water Services Division

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services C06-60/PWC/WSD.02; E02-60/4677-11 E-02-061

Appendix A

Software Cost Breakdown (all costs are $US)

Qty Description Unit Price Amount

1 H2OMAP Version 3.0 (10,000 links). Includes first year of $13,000.00 $13,000.00 Annual Maintenance.

2 H2OMAP Version 3.0 (10,000 links). Includes first year of $6,500.00 $13,000.00 Annual Maintenance. Add’l license discounted 50%. 1 Translation of Tri-City, Baden/New Hamburg, and Free Free

Elmira/St. Jacobs WATNET models into H2OMAP format.

1 On-site (Region’s office) Training for two days on H2OMAP $8,000.00 $8,000.00 and the Allocator and Calibrator modules for up to eight people.

1 H2OMAP Demand Allocator Pro (unlimited links). Includes $5,000.00 $5,000.00 first year of Annual Maintenance

1 H2OMAP Calibrator (unlimited links). $5,000.00 $5,000.00 Includes first year of Annual Maintenance. Subtotal $44,000.00 Taxes $0.00 Shipping $68.00

TOTAL US$44,068.00

Regional Municipality of Waterloo MEDIA RELEASE: Friday, May 31, 2002, 4:30 P.M. COMMUNITY SERVICES COMMITTEE AGENDA Tuesday, June 4, 2002 1:00 p.m. 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. DELEGATIONS a) Edward de Gale, Executive Director, Share the Warmth b) Susan Koswan, Kitchener, GROUP - Get Rid of Urban Pesticides, re: Item 3 n)

3. REPORTS - Social Services a) SS-02-034 St. James Place Charity Expression of Interest 1 b) SS-02-035 New Ownership of Marsdale Manor 6 c) SS-02-036 Provincial Homelessness Initiative Fund 10 d) SS-02-037 Name Change and Amalgamation Related to Meadowcroft Place 14 (Fergus Street) and Meadowcroft Place (Fieldgate Street) e) SS-02-038 Recommendations for the National Child Benefit - Early Years 16 Matching Funding for 2002 f) SS-02-039 Revisions to the First Response Protocol - Shelter/Lodging, 20 Food, Clothing and Emotional Supports g) SS-02-040 2002 Per Diem Rates in Directly Operated Child Care Centres 41 h) CR-FM-02-020 Kinsmen Child Care Centre Redevelopment Architect 45 Selection

REPORTS - Community Health i) CH-02-047 Smog and Heat Alert Response Plans 49

j) CH-02-048 Closed/Charged Food Premise 54 k) CH-02-049 Recent Trends in HIV/AIDS and STD Incidence 56 l) CH-02-050 Further Submission to the Romanow Commission 59 m) CH-020-051 Tobacco or Health in Ontario 66

INTERDEPARTMENTAL REPORTS n) CH-02-046/ Regional/Municipal Pesticide Reduction Strategy Update 68 CR-RS-02-030

REPORTS - Planning, Housing & Community Services o) P-02-068 New and Revised Museum Policies 78 p) P-02-060 Municipal Housing Facilities By-law 99 q) P-02-069 Transfer of Maple Heights Non-Profit Housing 112

4. INFORMATION/CORRESPONDENCE

5. OTHER BUSINESS

6. NEXT MEETING - June 18, 2002 1:30 p.m. at Sunnyside Home, 247 Franklin Street, North, Kitchener

7. CLOSED SESSION (motion required)

8. ADJOURN

Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT SOCIAL PLANNING DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-034 Community Services Committee File Code: S01-12 Date: June 4, 2002 Subject: ST. JAMES PLACE CHARITY EXPRESSION OF INTEREST

RECOMMENDATION:

THAT the Regional Municipality of Waterloo take no action with respect to the St. James Place Charity request for a Purchase of Service Agreement for Emergency Shelter funding;

And that staff be directed to review this request when appropriate.

SUMMARY:

NIL

REPORT:

1.0 Background

James Place (now St. James Place Charity) has been in operation for the past 22 years and since this time has been involved in a purchase of service agreement with the Region for Domiciliary Hostel services. St. James Place Charity has submitted a letter of interest in pursuing a purchase of service agreement with the Region for Emergency Shelter services.

In response to a request for information in October 2001, staff wrote a letter to Ms. Tracey Deveney-Reid, manager of then St. James Place, providing information about the Emergency Shelter purchase of service agreement funding.

On January 11, staff received a request for further information from St. James Place Charity regarding emergency shelter funding. Staff met with Mr. James Deveney, President, on March 15 to provide further information about the change in status to a non-profit operations and to gain a better understanding of the details of the proposal for an emergency shelter. Staff sent a letter to Mr. Deveney following this meeting which summarized the details of the conversation and outlined the steps to take to pursue an application for Emergency Shelter funding under the Provincial Emergency Hostel Program, including the submission of a formal letter of interest to the Commissioner of Social Services. On March 20, the Commissioner of Social Services received a letter of interest with some detail for a shelter to open in 2003 on the second floor of the Elliot Street facility. The letter explained that they wish to renovate the second floor to accommodate a 25 bed emergency shelter and have the first floor remain domiciliary hostel beds (refer to Appendix A for letter). - 2 - SS-02-034 S01-12

Staff met with Mr. Deveney at the Elliot Street facility on April 25 to view the facility and the changes they were proposing. Mr. Deveney provided some further details on how they would plan to operate the shelter: $ There would be a separate entrance and eating time for each floor in order to keep the domiciliary hostel and shelter services separate. • Males and females, age 16 and over would be located on the same floor and there would be a separate male and female washroom. $ The emergency shelter would be modeled after the House of Good Shepherd in Hamilton where those desiring shelter service would be allowed access at 5:00 p.m., doors would close at 7:00 p.m., lights out by 11:00 p.m. and everyone would be out by 9:30 a.m. the next morning • One staff person would be present on each floor.

Mr. Deveney explained that his desire to operate a shelter is to access emergency shelter funding from the Region for those clients that would be better suited to short term stays and who do not require supports for daily living.

2.0 Recommendation

Staff considered the following when making recommendations as to whether or not to enter into a Purchase of Service Agreement for Emergency Shelter funding:

1) Need in community - as expressed by shelter occupancy, numbers of people attending Out of the Cold programs, other temporary shelter initiatives and the number of people seeking shelter, etc. In terms of need, there is a gap in emergency shelter services in Cambridge between this winter’s Out of the Cold program which ended March 31, 2002 and next winter’s Out of the Cold program beginning November 2002. However, it is anticipated that this gap will be filled on a permanent basis with the Bridges Shelter which is planning to open April 2003. Mr. Jim Deveney indicated in his request that he would also like to begin shelter services in 2003.

The total average number of overnight guests for both the 2001/2002 Out of the Cold and Project Warmth Youth Shelter (a temporary shelter funded through the Region’s Homelessness Initiative Fund for the 2001/02 winter) was approximately 25 people. The new Bridges Shelter will be able to accommodate up to 40 people for emergency shelter which has been determined to be adequate to meet present and future needs. The Region has committed capital support for the Bridges Shelter (October 16, 2001 - Report #P-01-129). Further, the Bridges Shelter concept has been under development for some time and is based on research through “Only the Best for our Community: A Best Practices Report on Proposed New Shelter and Housing Supports for People in Cambridge and North Dumfries”. This report was prepared by the Cambridge and North Dumfries Social Planning Council in collaboration with the Cambridge Action on Homelessness Group. The Bridges shelter plans include a continuum of supports for those who are experiencing homelessness. Mr. Deveney has not been involved with this community process.

2) Compliance with operator requirements: in addition to need staff also look at the operational requirements for an emergency shelter. These are as follows: a) registered non-profit and have an established Board of Directors b) serve clients eligible for Ontario Works c) the facility must be ready for occupancy i.e. meet guidelines through provision of a certificate of insurance and a satisfactory fire and health inspection - 3 - SS-02-034 S01-12 d) experience with other programs suggests that best practice is to separate domiciliary hostel services and emergency shelter services.

In terms of operator requirements, St. James Place Charity is a newly registered non-profit and a Board of Directors is being established. This will be important so that the Charity will be able to fund raise. It is our local experience that the number of clients eligible under Ontario Works legislation for shelter funding has been about 15% of the total number of clients served in the four existing emergency shelters (Mary’s Place, House of Friendship, Salvation Army-Booth Centre and Argus Residence for Young People). Because of this, each of the four operators must fund raise to cover the remaining costs of operating the shelter. While the percentage eligible under Ontario Works would vary by shelter, it is clear that there is a significant fund raising effort required to operate an emergency shelter.

The facility, which currently operates as a domiciliary hostel, would need renovations to the top floor in order to accommodate the 25 emergency hostel beds. The Region would require satisfactory fire and health reports once the renovations have been completed. Also as indicated, Mr. Deveney has proposed two separately contained areas, one to serve emergency hostel clients and one to serve domiciliary hostel clients.

Based on this information, staff is recommending that the Region does not take any action on the request for a purchase of service agreement with St. James Place Charity at this time.

CORPORATE STRATEGIC PLAN:

The recommendation addresses the need to ensure appropriate interventions and services are in place for the vulnerable and at risk adults within the community.

FINANCIAL IMPLICATIONS:

The Emergency Shelter services per diem of $38.00 is 80/20 cost-shared with the Province. While the Region is currently developing a funding arrangement with Emergency Shelter operators, an interim measure is in place for 2002 which funds shelters at $47.00 per diem. It is expected that the new funding arrangement will be in place for 2003.

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Marie Morrison, Planning Associate Lynn Randall, Director of Social Planning

APPROVED BY: Michael Schuster, Commissioner of Social Services

Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT SOCIAL PLANNING DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-035 Community Services Committee File Code: S01-13 Date: June 4, 2002 Subject: NEW OWNERSHIP OF MARSDALE MANOR

RECOMMENDATION:

THAT with respect to the provision of domiciliary hostel services at Marsdale Manor, 25 Linnwood Ave. Cambridge, the Regional Municipality of Waterloo: a) Terminate the purchase of services agreement for the provision of domiciliary hostel services with Lifecare Management Inc. c.o.b. as Marsdale Retirement Residence effective March 1, 2002; and b) Enter into a new purchase of services agreement for the provision of domiciliary hostel services with Marsdale Manor Limited.

SUMMARY:

NIL

REPORT:

Marsdale Manor Limited has purchased Marsdale Manor from Lifecare Management Inc. The new owner has requested the necessary approval of Regional Council to enter into a purchase of services agreement for the provision of domiciliary hostel services (refer to Appendix A for letter). Inspections by the Region's Community Health Department and the Cambridge Fire Department indicate that the facility is in compliance with applicable guidelines and standards.

The current maximum per diem of $40.00 as established by the Ministry of Community and Social Services paid to Marsdale Manor will not increase within the agreement with Marsdale Manor Limited. The terms and conditions in the proposed agreement with the new owners are identical to the standard agreement with all domiciliary hostel service providers.

CORPORATE STRATEGIC PLAN:

Purchase of service agreements for the provision of domiciliary hostel services addresses the need to ensure appropriate interventions and services are in place for the vulnerable and at risk adults within the community. - 2 - SS-02-035 S01-13

FINANCIAL IMPLICATIONS:

There is provision with the Department's 2002 budget for the per diem and personal needs allowance for domiciliary hostel services.

OTHER DEPARTMENT CONSIDERATIONS:

The assistance of the Legal Services Division will be sought in the preparation and execution of the necessary legal agreements.

PREPARED BY: Marie Morrison, Planning Associate

APPROVED BY: Michael Schuster, Commissioner Social Services

Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT SOCIAL PLANNING DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-036 Community Services Committee File Code: S01-14 Date: June 4, 2002 Subject: PROVINCIAL HOMELESSNESS INITIATIVE FUND

RECOMMENDATION:

THAT the Regional Municipality of Waterloo request a total 2002 allocation of $360,000 from the Province of Ontario for the Provincial Homelessness Initiative Fund; and

That the Regional Municipality of Waterloo approve the process for the allocation of the 2002 Provincial Homelessness Initiative Fund as detailed in report SS-02-036, dated June 4, 2002.

SUMMARY: NIL

REPORT:

1.0 Background

The Provincial Homeless Initiative Fund (PHIF) assists municipalities to address homelessness. The funds, which are flowed each year to the Consolidated Municipal Service Managers (CMSMs) are intended to initiate community strategies to prevent, reduce and eliminate homelessness. The annual allocation as determined by the Province for the Region of Waterloo is $180,000.

The intent of the PHIF is to provide one time funding for new and innovative approaches that meet one or all of the objectives:

• Moving people from the streets to emergency accommodation, • Moving people from emergency to permanent accommodation, • Preventing homelessness by supporting the retention of permanent housing.

The PHIF monies have always been considered, approved and allocated in conjunction with the broader homelessness strategies and theme areas identified by our community. In previous years the process to access PHIF monies has been completed through an Expression of Interest process with agencies submitting initiatives that address the objectives of the Homelessness Initiative Fund. These agencies then participated in a meeting that provided an opportunity to gain a better understanding of all the initiatives, to identify potential partnerships and to identify the community's capacity to respond to the objectives of the Fund. Following the meeting with the agencies, an interdepartmental working group under the leadership of the Social Services Department conducted a final review of the initiatives submitted by community agencies and presented recommendations for funding to Community Services Committee (see Appendix A - 2 - SS-02-036 S01-14 for a listing of interdepartmental working group members). Funding approval was completed by late fall.

2.0 Process for Allocation of the 2002 PHIF

The process for allocating the 2002 PHIF was discussed with service providers and community members in March 2002 during the Supporting Communities Partnership Initiative (SCPI) allocations process. While other options were presented for the PHIF, their recommendation was that the Region undertake a similar process to last year with a Request for Proposals occurring in the early fall, 2002. With this in mind, staff is proposing the following process and time line:

July 19 Request for Proposals September 4 Proposals Due September 10 Meeting with Proposal Applicants September 11-13 Interdepartmental Working Group Reviews Applications October 1 Report with Recommendations to Community Services Committee October 9 Report to Council

Following Council approval, contracts would be signed and the funding disbursement would begin by the end of October, 2002.

3.0 Rational for Requested Increase from the Province

On October 22, 1998 the Ministry of Community and Social Services (MCSS) provided Consolidated Municipal Service Managers (CMSM’s) with an outline of how they intended to implement the recommendations of the Provincial Task Force on Homelessness. One aspect of the plan was the allocation of $4 million to the Provincial Homelessness Initiative Fund (PHIF) to support new and innovative approaches in addressing homelessness. Based on a total population of 428,000, the Region of Waterloo received $120,000. In subsequent correspondence (April 1999) the MCSS announced that each of the 47 CMSM’s would receive a 50% enhancement to their original PHIF allocation (increasing the Region’s total funding allocation to $180,000). Further, eight municipalities with emergency hostel expenditures over $400,000 would share proportionately in an additional $4 million. The correspondence also stated that all PHIF allocations would continue on an ongoing basis.

Since that time, the Region has been reviewing the funding for emergency shelters. The current formula included a proposed allocation of $1.1 million in government funding for 2002 of which the Region will provide $471,000. In 1999 the Region’s share was $41,400. This would place the Region of Waterloo in the same position as the other eight CMSM’s who received additional funding. Further, there are several other variables which impact homelessness which the Province did not consider, not the least of which is the vacancy rate or the availability of social housing and utilization of the Region’s Extend-A-Bed Program. Currently, we have one of the lowest vacancy rates in the province with over 4,000 people on the waiting list for social housing. Both of these indicators help define the bourgeoning need for additional resources. In light of these factors, staff are recommending that the Region make a request to the MCSS for additional resources under the PHIF.

CORPORATE STRATEGIC PLAN: - 3 - SS-02-036 S01-14

Providing funds to community initiatives, through the Homelessness Initiative Fund will address the two priorities of the Corporate Strategic Plan:

C identifying service gaps and developing local responses; and C ensuring appropriate interventions and services are in place for the vulnerable and at risk children, youth, adults, seniors within the community.

FINANCIAL IMPLICATIONS:

The Homeless Initiative Fund is 100% provincially funded. The current allocation for 2002 is $180,000 plus an additional $1,889 that was unused and returned for a total of $181,889. Costs incurred by the Region are those of staff time for the planning process, administration and allocation of the Fund and management of the project contracts.

OTHER DEPARTMENT CONSIDERATIONS:

Staff from the Housing, Planning and Community Services and Community Health Departments participate in the interdepartmental working group. Corporate Resources Department and Finance Department staff will be involved in the contract development and payment of funds process.

PREPARED BY: Marie Morrison, Planning Associate Lynn Randall, Director of Social Planning

APPROVED BY: Michael Schuster, Commissioner, Social Services Department - 4 - SS-02-036 S01-14

APPENDIX A

MEMBERSHIP OF THE INTERDEPARTMENTAL WORKING GROUP

Lynn Randall Social Services Department Marie Morrison Social Services Department Katherine Pigott Community Health Department Suzanne Noonan Community Health Department Rob Horne Planning, Housing and Community Services Department Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT SOCIAL PLANNING DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-037 Community Services Committee File Code: S01-15 Date: June 4, 2002 Subject: NAME CHANGE AND AMALGAMATION RELATED TO MEADOWCROFT PLACE (FERGUS STREET) AND MEADOWCROFT PLACE (FIELDGATE STREET)

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

Staff of the Social Services Department have received a copy of the Articles of Amalgamation from Retirement Residences Genpar Inc. (the newly formed entity that operates Meadowcroft Place, 164 Fergus Avenue, Kitchener and Meadowcroft Place, 20 Fieldgate St. Kitchener). The Meadowcroft General Partnership placed its assets into Retirement Residences Genpar Inc. on April 11, 2001 and then Retirement Residences Genpar Inc. and Retirement Residences Sub Genpar Inc. amalgamated on April 25, 2001. Retirement Residences Genpar Inc. is a subsidiary of Retirement Residences Real Estate Investment Trust which became public on April 11, 2001.

Since the owners and operators have remained constant throughout the name change and amalgamation, staff are recommending entering into a new purchase of service agreement with Retirement Residences Genpar Inc. as the new operating entity. Former inspections by the Region's Community Health Department and the Kitchener Fire Department indicate that the facility is in compliance with applicable guidelines and standards.

The current maximum per diem of $40.00 as established by the Ministry of Community and Social Services paid to Meadowcroft General Partnership Inc. will not increase within the agreement with Retirement Residence Genpar Inc. The terms and conditions in the proposed agreement with the new owners are identical to the - 2 - SS-02-037 S01-15 standard agreement with all domiciliary hostel service providers.

CORPORATE STRATEGIC PLAN:

FINANCIAL IMPLICATIONS:

There is provision with the Department's 2002 budget for the per diem and personal needs allowance for domiciliary hostel services.

OTHER DEPARTMENT CONSIDERATIONS:

The assistance of the Finance Division and Legal Services Division will be sought in the preparation and execution of the necessary legal agreements.

PREPARED BY: Marie Morrison, Planning Associate

APPROVED BY: Michael Schuster, Commissioner of Social Services Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT SOCIAL PLANNING DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-038 Community Services Committee File Code: S01-16 Date: June 4, 2002 Subject: RECOMMENDATIONS FOR THE NATIONAL CHILD BENEFIT - EARLY YEARS MATCHING FUNDING FOR 2002

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the following: a) allocate $45,000 in funding to Catholic Family Counselling Centre in support of the Families & Schools Together' ( FAST) Project to be funded from 2002 the NCB Early Years Matching Fund as outlined in Appendix A of report SS-02-038; and b) merge the balance of the Early Years Matching Fund ($95,000) and the NCB New Project Development Fund for a total of $295,000 to fund new projects through a request for proposal process.

SUMMARY:

NIL

REPORT:

The following report summarizes the recommended allocation of the previously approved NCB Early Years Matching Fund (SS-01-069) and the merging of the remaining Early Years Matching Fund with the New Project Development Fund.

NCB Early Years Matching Fund

The Province established the Early Years Fund in 2001 as part of the response to the publication of Reversing the Real Brain Drain: Early Years Study, Final Report by Hon. Margaret Norrie McCain and Dr. J. Fraser Mustard. The purpose of the Early Years Challenge Fund is to support local projects which extend child development opportunities to all children and parents. Part of the funding requirements of the Challenge Fund include matching funds from different sources including other levels of government. The direction from the Province was that government funds could be redirected from the NCB funding. Council previously approved $150,000 of NCB funding to be made available to eligible Early Years Projects for 2002 (SS-01-069). The local Early Years Steering Committee recommendations, forwarded to the Province, included five projects seeking matching NCB funds. As a result of the April, 2002 funding announcement for the Early Years projects, the NCB Program will only be required to match funds on one of the five projects to which it committed. The approved project, Good Food to Grow On, at the J. Steckle Homestead will receive $10,000 in NCB matching funds. This project is a $10,000 commitment from the total $150,000 allocation. - 2 - SS-02-038 S01-16

We have not been advised of any further formal funding announcements by the Province.

Recently however a request for matching funds has come forward from the Families And Schools Together (F.A.S.T.) Project. While this project was submitted to the Province early last fall, it only recently received approval. (see Appendix A) In their original proposal, the lead administrative agency, Catholic Family Counselling Centre (C.F.C.C.), had identified the NCB in-kind dollars as part of the matching funds for 2001. The Province has funded the Project for three years starting 2002, not 2001 and the lead agency now requires actual dollars in matching funds of $45,000 for 2002. Staff recommend the approval of $45,000 to the F.A.S.T. Project from the NCB Early Years Matching Fund. This would bring the total to $55,000 with $95,000 remaining in the Fund. If approved, staff will develop a contract with C.F.C.C. for the allocation of funds on behalf of the partners. The contract will outline payment schedule, timelines and reporting requirements.

NCB New Project Development Fund

A component of the NCB Reinvestment Plan for 2001-2002 includes an allocation for the New Project Development Fund (NPDF). The goal of the NPDF is to fund new and innovative projects that help to advance one or both of the objectives of the NCB Program. Based on a Request for Submissions process, projects up to $15,000 will be considered for funding. This is the third year that this fund has been made available to the community. The Request for Submissions went out to the community on May 9, 2002. Previous Council Reports have identified the range of projects that have been funded over the past years. The New Project Development Fund is seen as a highly successful program by our community partners. The body of research regarding the effectiveness of poverty prevention and alleviation grows each year that the fund is available and contributes to the overall evaluation of the NCB Program.

In view of the under utilization of NCB Early Years Matching Fund, staff recommend that the remaining funds of $95,000 be merged with the New Project Development Fund for 2002 to ensure that the maximum funding can be distributed within this calendar year.

CORPORATE STRATEGIC PLAN:

The New Project Development Fund was established to support the enhancement of the quality of life of children and families who are living in poverty.

FINANCIAL IMPLICATIONS:

The approved 2001/02 NCB Plan approved by Council in June 2001 identified the Early Years Matching Fund ($150,000) and the New Project Development Fund ($200,000). This report details how the remaining Matching Fund can be merged with the New Project fund for ease and timely allocation of remaining funding in 2002. - 3 - SS-02-038 S01-16

OTHER DEPARTMENT CONSIDERATIONS:

Finance, Legal and Purchasing participate in the budgeting, request for proposal process and development of service contracts.

PREPARED BY: Noreen Steinacher, Administrator, National Child Benefit Program Lynn Randall, Director, Social Planning & Administrative Services

APPROVED BY: Michael Schuster, Commissioner, Social Services

Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT SOCIAL PLANNING DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-039 Community Services Committee File Code: S01-17 Date: June 4, 2002 Subject: REVISIONS TO THE FIRST RESPONSE PROTOCOL - SHELTER/LODGING, FOOD, CLOTHING AND EMOTIONAL SUPPORTS

RECOMMENDATION:

Information only.

SUMMARY:

As per the Social Services Department Emergency Response Plan, the role of the Social Services Department is to meet the essential needs of people (food, clothing, shelter, emotional supports and registration and inquiry services). In March 2001, the First Response Protocol (Protocol) was approved by Council (SS-01-004). The Protocol outlines the steps to be taken in the event of an emergency situation that displaces less than fifty people. The response process is initiated by either Fire and/or Police. The Fire Dispatch would contact the Canadian Red Cross Society (Red Cross) as a first step and then the Red Cross would contact the Social Services Department. The First Response Protocol is in addition to the Social Services Department Emergency Response Plan and provides immediate response through the partnership arrangement between the Social Services Department and the Red Cross. This report specifically addresses two enhanced areas: Shelter & Lodging and Emotional Support components.

REPORT:

Background

In the Spring of 2001, members of the Community Services Committee requested information on the Social Services Department response to small scale emergency situations. This request derived in part from several recent fires in downtown Kitchener in 2000. The Protocol - Shelter, Food, Clothing was the result of a planing process with the Social Services Department and Canadian Red Cross. This Protocol was intended to provide all parties with a detailed procedure to follow in a small scale emergency situation. The First Response Protocol - Shelter, Food, Clothing and Emotional Supports for emergency situations that displaced under 50 persons. (See Appendix A - Protocol)

The following outlines the Shelter/lodging and the Emotional Support components of the First Response Protocol. -2- SS-02-039 S01-17

Shelter/Lodging

In the First Response Protocol, the Red Cross will provide immediate assistance for up to 72 hours or until the next business day for a maximum of 50 people. Red Cross volunteers will assess the important needs of the displaced person(s) and will arrange for temporary lodging at hotel/motel, mutually agreed upon, which will be paid for by the Social Services Department. The intention of the Protocol is to connect people who have been permanently displaced from their residence, with the Housing Help Centres through Lutherwood/CODA Housing Services. This service is available to serve residents of Kitchener, Waterloo, Wilmot, Woolwich, Wellesley. The John Howard Society of Waterloo-Wellington is available to serve Cambridge and North Dumfries. (see Appendix D in the attached Protocol for a fuller description)

Emotional Supports Protocol

The Red Cross and the Social Services Department have had an ongoing agreement with various Counselling agencies who will would provide emotional supports to victims, their family, friends and members of the wider community if they are in crisis. Often during a crisis event, people are left not knowing where to turn for such assistance or support. To avoid confusion and to make access simple, requests for emotional support services during an emergency may be directed through the Red Cross. The Red Cross in turn will link the individual/family with one of the participating agencies. The Social Services Department (in coordination with the Red Cross) will maintain a key contact list of organizations with qualified staff to respond to these type of situations. (See Appendix G in the attached Protocol for a fuller description)

Current Status of the First Response Protocol:

Since March 2001 there have been a few opportunities to test the First Response Protocol. In each case, the Emergency Response Team have had debriefing meetings to identify what worked well and what needed to be altered to make the First Response Protocol more effective. After each debriefing convened, recommendations and changes to enhance the effectiveness of the First Response Protocol have been implemented. Each emergency situation will call upon various organizations to assist with those being displaced, therefore, the protocol will continue to be revised as needed to allow the inclusion of information that will best serve the community.

CORPORATE STRATEGIC PLAN:

The joint procedures developed by the Social Services Department and the Canadian Red Cross will promote a quick and coordinated response to a fire and other emergency occurrences that could result in displaced persons. This protocol will assist in ensuring the safety and security of our community.

FINANCIAL IMPLICATIONS:

The Red Cross will pay for the food vouchers, "Comfort Kits" and basic clothing for a maximum of 50 people for up to 72 hours or the next business day. The costs of immediate shelter as well as food and basic necessities incurred after the 72 hours are the responsibility of the Regional Municipality of Waterloo. Long term housing for people permanently displaced would be assisted by the Housing Help Centres (Lutherwood CODA and the John Howard Society for the Cambridge and North Dumfries areas). -3- SS-02-039 S01-17

OTHER DEPARTMENT CONSIDERATIONS:

The Social Services Department consulted with the Emergency Services Coordinator, as well as Legal and Finance services in the development of this report.

PREPARED BY: Steve LaRochelle, Planning Associate Lynn Randall, Director Social Planning

APPROVED BY: Michael Schuster, Commissioner of Social Services -4- SS-02-039 S01-17

Canadian Red Cross

Croix-Rouge canadienne

FIRST RESPONSE PROTOCOL FOR THE REGION OF WATERLOO: SHELTER, FOOD, CLOTHING

Introduction:

This Protocol is aimed at helping people who are forced from their place of residence by - flooding, fire, gas leak, police investigation, explosion, utility disruption or public health concerns and those people who are prevented from reaching their homes due to a natural hazard. When these type of events occur on a small scale and result in displaced persons who are in immediate need of shelter, clothing and food, quick and appropriate assistance shall be provided through the Canadian Red Cross Society on behalf of the Social Services Department.

During an emergency situation, the Social Services Department Emergency Response Plan may be implemented by regional or municipal officials. As per the Plan, the role of the Social Services Department is to meet the essential needs of people (food, clothing, shelter, emotional supports and registration and inquiry services). This Protocol specifically addresses food, clothing and shelter assistance for under 50 displaced persons. This First Response Protocol is an addition to the Social Services Department Emergency Response Plan.

First Response Procedures:

Fire and/or Police - Fire Dispatch contact the Red Cross - Red Cross - Social Services

When the On-Scene Lead Fire Official determines that a situation will result in displaced persons, the On- Scene Lead Fire Official will immediately request Grand River Transit to provide a bus (or buses) if needed. As soon as practical, the Senior Police Official at the emergency site will be responsible for collecting the names, addresses and telephone numbers of all persons displaced including those individuals who are residing in the residence prior to evacuation.

The On-Scene Fire Commander, through Fire Dispatch, is responsible for calling-out the Canadian Red Cross Society (Red Cross) in Waterloo Region through the emergency pager number. -5- SS-02-039 S01-17

Red Cross Personal Disaster Assistance Program Emergency Pager: 581-5875 If no response within 15 minutes of call, call back-up pager system: Kitchener-Waterloo: 220-3283 Cambridge: 220-3253

‚ Red Cross Fire Recovery Program Volunteers will respond to the emergency site within one hour after being contacted by the Fire Dispatch. Upon arrival at the emergency site, the Red Cross volunteers will identify themselves to both the Fire and Police On-Scene Commanders and will be easily recognized by their Red Cross vests.

‚ The Red Cross will provide immediate assistance for up to 72 hours or until the next business day for a maximum of 50 people. Red Cross volunteers will assess the important needs of the displaced persons and will arrange for temporary lodging at hotel/motel, mutually agreed upon, which will be paid for by the Social Services Department. The Red Cross will also provide a "Comfort Kit" (toothbrush, toothpaste, socks and undergarments), a Personal Disaster Assistance Card (see Appendix A) and food vouchers (see Appendix B) for a minimum of 24 hours and/or the next business day. The Social Services Department will continue to use the food vouchers but will be billed directly for the vouchers by the restaurant or grocery store.

‚ The Red Cross will prepare a list of displaced persons and provide this list to the Social Services Department and Housing Help Centres. If homecare or long term care placement is needed and the displaced person gives his/her consent, Red Cross will contact Community Care Access Centres (748-2222) for assessment and possibly placement services. If there are youth under 16 years of age whose caretaker is no longer able to provide for the youth as a result of the emergency, Red Cross will contact Family & Children's Services (576-0540) for placement assistance for the youth involved. Police may also need to be involved if someone is displaying behaviour that could put that person at risk or could harm others.

‚ The Red Cross Disaster Services Coordinator or designate will be the primary contact for the media and will be responsible to provide media releases, updates on the details of the emergency incident and follow-up. The Social Services Branch Manager will be responsible for any community and Regional inquiries about Social Services involvement in the event. The Salvation Army or the Mennonite Central Committee will be the focal point to coordinate all "in-kind" donations from the community.

‚ The Red Cross Disaster Services Coordinator or designate initiates a contact to the Social Services Department. Depending on the time of the event, the Red Cross will contact an On-Call Supervisor or a Branch Manager. (See Appendix C for contact procedures either during regular business hours and after business hours). -6- SS-02-039 S01-17

‚ As soon as practical and if appropriate, the Red Cross Disaster Services Coordinator or designate will also contact the local Housing Help Centres in the appropriate area to inform them of the impending permanent housing need for the displaced persons. (See Appendix F for Region of Waterloo First Response Protocol Housing Support Services). Additionally as soon as practical and if appropriate, the Red Cross Disaster Services Co-ordinator or designate will contact an organization that is participating in the Coordination of Emotional Support Services Protocol (Appendix G).

‚ If it is necessary to open a reception/evacuation centre in the community, the Social Services Department will assume the responsibility for the above and Red Cross will transition to their responsibility of providing agreed upon services under the Social Services Department Emergency Response Plan ( e.g. registration and inquiry services).

Joint Canadian Red Cross and Social Services Procedures

1. Initial Communication

‘ The Red Cross Disaster Services Coordinator or designate contacts the local Social Services Department Branch Manager / On Call Supervisor depending on the time of the call and the location of the emergency to debrief the details of the emergency such as: T how many people are displaced, T scope of incident (injuries, deaths, etc.) T potential implications

‘ The Branch Manager / On-call Supervisor provides approval for the Red Cross Disaster Services Coordinator or designate to set up temporary accommodation arrangements for up to the next 72 hours or next business day. The Red Cross will provide food vouchers for a minimum of 24 hours and a "Comfort Kit" that includes basic necessities such as toothpaste, toothbrush, socks and undergarments for all the displaced people, including those that find a temporary place to stay. The Social Services Department will continue to use the food vouchers after the Red Cross is no longer involved and until eligibility for the Social Services Department has been assessed and issued. The restaurant or grocery store will bill Social Services for the additional food vouchers.

‘ The Red Cross Disaster Services Coordinator or designate will contact the local hotels/motels operators who that have agreed to be on-call for emergency accommodation (subject to available space) with pre-negotiated rates for lodging. Ideally, these hotels/motels will have kitchenette facilities to help if an extended stay is necessary. The Red Cross will then provide food vouchers for groceries from a local grocery store. If kitchenette facilities are not -6- SS-02-039 S01-17

available the hotels/motels will have eating establishments that accept Red Cross food vouchers within their hotel/motels. In hotels/motels that do not have eating facilities, arrangements will be made with restaurants located in close proximity that accept Red Cross food vouchers for take-out food. Once involved, the Social Service Department will continue using the Red Cross food vouchers but will be billed directly by the grocery store or the restaurant. The Social Services Department will continue to use the food vouchers until eligibility for Social Services has been assessed and issued.

‘ Hotel/motel locations have been selected throughout Kitchener, Waterloo and Cambridge near schools in order for children to continue to attend school if possible. The hotel/motel and food voucher agreements must be updated annually. The Red Cross Disaster Services Coordinator or designate with the Social Services Department After Hours On-Call Coordinator will take the lead on updating the list of hotels/motels. (The current list of available hotels is provided in Appendix D) If the initial call is received after regular business hours, on the next business day, the On-Call Supervisor will contact and debrief the local Social Services Department Branch Manager or designate. The Social Services Department Branch Manager or designate will then establish contact with the Red Cross Disaster Services Coordinator or designate.

‘ Social Services Department Branch Manager or designate ensures the following appropriate procedures are enacted.

‘ Circle/Process of Communication: Branch Manager/or Designate -Caseworkers/Floats - Housing/Red Cross - other Departments (as needed)

‘ He/She:

• notifies the dedicated Social Services Department Emergency Response Team (Response Team) of the incident and level of response required. The Response Team will prepare to meet displaced persons at the emergency lodging site between 1 - 2 p.m. the next business day. The Response Team along with Red Cross and Housing Help Centre staff, will meet jointly with all displaced persons to provide consistent and coordinated information. As necessary, the Branch Manager or designate will accompany the Response Team to the site and provide direction and support to the Response Team.

• notifies the impacted team supervisor(s) for the involved Caseworker(s). The team supervisor(s) will ensure the caseworker's (s') priority work is covered during this period.

• debriefs the details of the incident to the Director of the Employment and Income Support Division (Director) and the Commissioner of Social Services Department. Incidents of a larger or more significant scope may necessitate immediate consultation -7- SS-02-039 S01-17

with the Director and Commissioner as determined by the Branch Manager/ designate.

• will be responsible for any community and Regional inquiries about the Social Services Department involvement in the event.

‘ The Red Cross Disaster Services Coordinator or designate will attend at the site of the emergency lodging between 1-2 p.m. the next business day to update the Social Services Department Branch Manager or designate and Response Team.

2. Next Business Day at the Emergency Lodging Site

‘ The Response Team will meet with the displaced persons at the emergency lodging site between 1-2 p.m. the next business day following the incident and assess: • linkages to Caseworkers for persons currently in receipt of Ontario Works; • financial eligibility for onetime emergency assistance or Ontario Works; • one-time basic startup for needs such as food, shelter, clothing/furniture, last months rent; • the need for food vouchers and/or a one month bus pass; • appropriate linkages to other community resources for housing, basic needs and emotional supports.

‘ The Response Team will complete required documentation to process financial assistance.

‘ The Response Team will process the issuance of one-time emergency assistance and make arrangements for receipt of the funds.

‘ The Social Services Department Branch Manager or designate provides: • direction and support for the Response Team as required; • ongoing updates to the Director and Commissioner; • assesses the required duration for emergency lodging based on individual circumstance (authorized hotel/motel extensions); • maintains communication linkage with the Red Cross Disaster Services Coordinator or designate, • information to the community or Regional Councillors upon request

3. Funding and Billing Arrangements

‘ The Social Services Department Branch Manager or designate will make billing arrangements with the hotels/motels to be paid by the Social Services Department and pay for the food vouchers after the Red Cross is no longer involved. -8- SS-02-039 S01-17

‘ The Red Cross will cover the cost for food vouchers, "Comfort Kits" and basic clothing for a maximum of 50 people for up to 72 hours or the next business day.

4. Debriefing Following a Small Scale Emergency Response

‘ Following a small scale emergency response, an operational debriefing meeting will be scheduled with the partner agencies to review the response process. The meeting would involve the Red Cross, Social Services Department, and other involved Regional departments and/or community agencies. This would include but not be limited to the Red Cross Disaster Services Coordinator, the Social Services Department Branch Manager, the Social Services Department After Hours On-Call Coordinator and the Planning Associate from the Social Planning & Administration Division. The Social Services After Hours On-Call Coordinator will ensure that the debriefing occurs.

• The operational debriefing meeting will focus on an analysis of the process. This will include identifying what procedures worked effectively; necessary improvements and amendments to the procedures as required. • The amendments to the procedures will be communicated to all involved parties. • The Planning Associate will revise the First Response Protocol as per the amendments.

6. Joint Training

‘ Joint training regarding the procedure will be provided to the involved Social Services Department staff, identified Red Cross staff/volunteers and involved agencies on an annual basis. ‘ The Red Cross Disaster Services Coordinator and the Social Services Department Branch Managers will schedule and coordinate the training. -9- SS-02-039 S01-17

Date Approved: March 6, 2001 Revisions: May 21, 2002

APPENDIX A

PERSONAL DISASTER ASSISTANCE

The Red Cross assists those who have the least capacity to meet their own needs - those living in poverty or who are otherwise deemed as most vulnerable as a result of the disaster.

The Red Cross disaster assistance is aimed at helping people who are forced from their place or residence by: ‚ Flooding, fire, gas leak, police investigation, explosion, utility disruption or public health concerns; ‚ Those people who prevented from reaching their residence who are unable to leave their homes due to extreme weather; ‚ Travelers stranded in disaster areas; ‚ Surviving family members of fatally injured victims of a disaster.

Red Cross provides services that protect the lives and health of those affected by disaster when they no longer have adequate access to basic needs: • Safe water and sanitation • Food • First Aid • Emotional support • Shelter • Clothing • Family reunification

This service is possible through the generous donations of support to this program by United Way, Manulife, Zellers, The Bay, and through the support of many individuals and companies in this community.

INSTRUCTIONS -10- SS-02-039 S01-17

The Hotel/Motel is only a temporary sheltering arrangement. Please respect their rules about smoking, pets and cleaning of the rooms.

Food vouchers and/or grocery store gift certificates will be available for food. It is your responsibility to pay any amount in excess of the value of the voucher. Please remember to leave a small amount of the voucher value as a tip for the service you have received. There is no cash surrender value therefore change will not be given.

THE SOCIAL SERVICES DEPARTMENT will be meeting with you between 1:00 p.m. and 2:00 p.m. on the next business day - PLEASE BE AVAILABLE.

For LONG TERM HOUSING arrangements LUTHERWOOD CODA (Kitchener-Waterloo) and the JOHN HOWARD SOCIETY (Cambridge) will try to work with you to help you relocate if your place of residence has been destroyed. They will be meeting with you also, on the next business day.

Red Cross Emergency Pager (519) 581-5875 Lutherwood CODA (519) 743-2460 John Howard Society (519) 622-0815 Regional Social Services Department (519) 883-2100 Community Health Department (519) 883-2000 Salvation Army Thrift Shop (519) 578-4800 St. Vincent de Paul (519) 74208622 -11- SS-02-039 S01-17

APPENDIX B Sample

Canadian Red Cross - Waterloo Area Covering the Regional Municipality of Waterloo

Personal Disaster Assistance - MEAL VOUCHER - DINNER

Name of Recipient ______

Authorized Store:______

Value _____TEN DOLLARS ______$---10:00----

Red Cross Authorization Signature ______Date: ______

No cash surrender value May not be used to purchase alcohol or cigarettes. Voucher must be retained by store and accompanied by the Sales Slip.

-12- SS-02-039 S01-17

APPENDIX C

Contact During Regular Business Hours (8:30am to 4:30pm Monday to Friday)

“ Social Services Department Branch Manager Contacts: • Cambridge area: 740-5742 • Kitchener-Waterloo area: 883- 2014 If the local Branch Manager is not available, the designate would be the other Branch Manager.

Contact Outside of Regular Business Hours (4:30pm to 8:30am weekdays, weekends and holidays)

“ The Red Cross Disaster Services Coordinator contacts the Social Services Department using the After Hours On-Call emergency number: 883-2230

• In the case that the 883-2230 line is not operational: use alternate DID number: 570-5807 to connect externally to the on-call service

“ Social Services On-call Service (Extend Communications) has a permanent message on their screen identifying the Red Cross Fire Recovery Program as a priority linkage to the After Hours On-call Supervisor and relays message from the Red Cross (See Appendix E).

The protocols for Extend Communications in contacting On-call Supervisors are: -13- SS-02-039 S01-17

• On-call service calls Supervisor at home via phone; • If phone is not answered, on-call service activates the on-call pager; • If the pager is not answered within 20 minutes, the on-call service contacts the alternate After Hours On-Call Coordinator at home.

’ On-call Supervisor contacts Red Cross Disaster Services Coordinator using the Red Cross Emergency pager (581-5875). The Red Cross Disaster Services Coordinator will debrief the On-call Supervisor. The Red Cross Disaster Services Coordinator will provide the On-call Supervisor with the number of persons displaced by the incident that require immediate temporary accommodations.

APPENDIX D

PERSONAL DISASTERS ASSISTANCE LODGING Comfort Inn GM: Tracy Hann 299 Holiday Inn Drive Asst GM: Karen Hughes Tel: (519)685-1100 Cambridge, ON N3C 1Z4 Fax: (519)658-6979 Comfort Inn GM: Glen P. Gosse Tel: (519)747-9400 190 Weber St., North Fax: (519)747-2134 Waterloo, ON N2J 3H4 email: [email protected] Comfort Inn Manager: Tim Trowbridge Tel: (519)894-3500 2889 King St., East Asst. Manager: Debbie Labelle Kitchener, ON N2J 3H4 Crystal Motel Tel: (519)623-1484 517 Hespeler Road Cambridge, ON Howard Johnson Motel Manager: Uleen Tel: (519)893-1234 1333 Weber St., East Asst. Manager: Ray Fax: (519)893-2100 Kitchener, ON N2A 1C2 Sherwood Motel Managers: Hans & Christel Tel: (519)893-6122 2830 King St., East Fennet Fax: (519)893-4189 Kitchener, ON N2A 1A5 -14- SS-02-039 S01-17

Mayflower Motel Tel: (519)745-9493 1189 Victoria St., North Kitchener, ON N2B 3C8 Four Points Sheraton GM Andrei Kun Tel: (519)744-4141 105 King St., East Fax: (519)744-1314 Kitchener, ON N2G 2K8 email: [email protected]

Revised: May 21, 2002

APPENDIX E Region of Waterloo Social Service Schedule of On-call Staff After Hours Service Peter Phillips (After Hours Coordinator) After Hours Emergency Number: 883-2230 Extend Communication: 570-5111 (our account # is 4807) Fax: 743-7764 Pager Number: 651-6452 Date of Coverage On-call Staff

From To -15- SS-02-039 S01-17

This list will change on a constant basis so, always contact the after hours emergency telephone numbers below: ‘ In the case that the 883-2230 line is not operational, ‘ use alternate DID number: 570-5807 to connect externally to the on-call service

APPENDIX F

FIRST RESPONSE PROTOCOL FOR THE REGION OF WATERLOO: HOUSING SUPPORT SERVICES

Introduction:

This Protocol is aimed at helping people who have been permanently displaced from their residence in accordance with the First Response Protocol. The intent of this Protocol is to link displaced persons with Housing Help Centres in the Region of Waterloo to find permanent housing. Lutherwood CODA Housing Help Centre is available to serve residents of Kitchener, Waterloo, Wilmot, Woolwich and Wellesley. John Howard Society of Waterloo-Wellington is available to serve Cambridge and North Dumfries.

Lutherwood CODA Housing Help Centre - 743-2460 John Howard Society of Waterloo-Wellington - 622-0815

These agencies are committed to working with displaced persons to support them in their housing search.

First Response Procedures:

The On-Scene Fire Commander, through Fire Dispatch, is responsible for calling-out the Canadian Red Cross Society (Red Cross) in Waterloo Region. The Red Cross will prepare a list of all displaced persons and -16- SS-02-039 S01-17 provide this list to the Social Services Department and the Housing Help Centres. Red Cross will contact the appropriate Housing Help Centre within 4 hours of the incident for the purposes of initiating priority status for the displaced persons.

The appropriate Housing Help Centre will arrange for back-up support for the next business day in order to dedicate staff to assist with housing displaced people.

On the next business day if the Housing Help Centre staff are unable to meet with the displaced persons at the same time as the Social Service Department staff, the Social Services Department Emergency Response Team will assess the housing need and a designate will contact the appropriate Housing Help Centre with a verified number of displaced persons. The Housing Help Centre staff will meet the displaced persons at the emergency lodging site within 24 hours of being contacted by the Social Services Department.

The Housing Support Service staff will • attempt to contact all victims of the event; • assess housing need; • if Red Cross has not already contacted CCAC, determine if Community Care Access Centre (CCAC) should be contacted to provide placement into a nursing facility for a displaced person and obtain consent from the displaced person for the referral:

• obtain a release of information from displaced persons for appropriate referral agencies, the Social Services Department, Red Cross and potential landlords; • determine other appropriate linkages and referrals; • provide housing support services; • document all involvement with displaced persons including information regarding the placement options provided to the displaced persons; • become the point of contact for the media and community when setting up a temporary First Response Housing Registry; • participate in the follow-up debriefing meeting; • participate in any related joint First Response training. -17- SS-02-039 S01-17

Revision: May 21, 2002

APPENDIX G

FIRST RESPONSE PROTOCOL FOR THE REGION OF WATERLOO: COORDINATION OF EMOTIONAL SUPPORT SERVICES

Introduction:

In an emergency there is often a need to provide emotional support services to victims, their family, friends and members of the wider community if they are in crisis. These emergencies may include natural or man made disasters such as flooding, fire, gas leak, explosion, major utility disruption, public health concerns, major incidents of violence, civil disobedience or serious transportation accidents with significant personal injuries and/or death. Often these events leave people not knowing where to turn for such assistance or support.

First response to an emergency is a local government responsibility. During an emergency situation, the Social Services Department Emergency Response Plan may be implemented by regional or municipal officials. As per the Plan, the role of Social Services is to meet the essential needs of people (food, clothing, shelter, personal services and registration and inquiry services). This Protocol specifically addresses personal services or emotional support services for under 50 people. This Protocol, as with other First Response Protocols, is an addition to -18- SS-02-039 S01-17

the Social Services Department Emergency Response Plan.

Note: The following does not replace services that may be available through other sources, such as relatives, friends, neighbours, a company's EAP Program or a neighbourhood's partners (police, churches, schools, community centres and/or counselling agencies).

Roles and Responsibilities:

To avoid confusion and make access simple, requests for emotional support services for any of the above mentioned events may be directed through the Canadian Red Cross Society (Red Cross). Red Cross will link the caller to the appropriate resource. The Social Services Department (in coordination with the Red Cross) will maintain a key contact list of organizations with qualified staff to respond to these type of situations. The contact list will include names, numbers and hours of availability. This list will be updated on an annual basis. However, if it is necessary to open a reception/evacuation centre in the community, the Social Services Department will assume the responsibility for this linkage and referral service and Red Cross will transition to their responsibility of providing registration and inquiry services.

Procedures:

Upon receiving a call, Red Cross will contact the appropriate organization(s) within 4 hours or the next business day, depending on the severity, urgency, and need.

Canadian Red Cross Personal Disaster Assistance Program Emergency Pager: 581-5875 If no response within 15 minutes of call, call back-up pager system: Kitchener-Waterloo: 220-3283 Cambridge: 220-3253

Community organizations contacted will have previously agreed to participating by completing a contact sheet and providing proof of insurance to the Region of Waterloo Social Services Department.

As soon as possible, the involved service organization(s) will: • contact the caller/initiator of the request to coordinate service; • assess general support needs; • determine immediacy of response; • define level and type of response (eg: individual or group or larger community); -19- SS-02-039 S01-17 • determine other appropriate linkages and referrals; and • decide if additional support is required.

The involved service organization(s) will also: • participate in the follow-up debriefing meetings, where necessary; and • participate in any related joint First Response Training.

The organizations involved are committed to working with people in crisis free of charge during the initial disaster period (2 weeks), and will make this their priority by ensuring internal coverage is in place.

Note: Confidentiality will be respected by all persons and organizations involved. Organizations are permitted to speak to the media in regards only to their own participation and not on behalf of other organizations or affected individuals.

Date Approved: January 21, 2002 Revisions: February 1, 2002

Organization Availability 1st 2nd 3rd More Info

Catholic Family 9am - 9pm Mon- Sandra Cragg Peter Fisher Counselling Centre Thurs Intake Manager Program Manager 400 Queen St. S. Kitchener 9am - 5 pm Friday (519)743-6333 (519)743-6333 -20- SS-02-039 S01-17

Family & Children's 8:30am - 4:30pm Peter Ringrose Exec.Director Jim Philips Services-Waterloo Reg. Mon-Thurs (519)576-1329 ext 3503 Dir. of Corp. 200 Ardelt Ave., Kitchener 9am - 4pm Friday Eve & Weekends Resources 699-4010 576-1329 ext 3504 Eve. & Weekends 570-9022

Family Services Cambridge 24 hours Emergency Sandra Woodworth Susan Bartlett Admin officer on Call & North Dumfries Only (519)621-5090 (519)621-5090 CELL (519)223-0491 18 Walnut St., Cambridge Eve & Weekends Eve & Weekends 442-1687 623-1912

The Salvation Army 24 hour call Major Don Oakley Garth Allen 1-300 Gage Ave., (519)745-4215 (519)745-4215 Kitchener (519)745-5520 Eve & Weekends (519)580-8523 (cell) 742-9315

Woolwich Community Denise Squire Anna Hemmendinger Jim Light Would require first response Health Centre Exec. Director (Counselor) (519)614-3794 training as well as regular 10 Parkside Drive, (519)664-3794 (519)664-3794 Eve & Weekends refreshers P.O. Box 370 Eve & Weekends Eve. & Weekends 884-2309 St. Jacobs 763-2407 745-5452

Interfaith Community 9am - 5pm - Mon- Ruth Martin Alex Munro Janine Maine Small agency - limited in Counselling Centre Thurs Exec. Director 662-3092 response. Ruth Martin has 23 Church St., some evening on (519)662-3092 training Expert in trauma New Hamburg request Eve & Weekends debriefing adult/children. 570-1137

Canadian Mental Health 24/7/365 Melissa Uhlig Association 744-7645 67 King St. East fax: 744-7066 Kitchener Waterloo

Waterloo Regional Police staffed 16 hrs/day Sgt. Joanne Van Deursen 1pm - 9am CALL Services 9am - 1pm (519)653-7700 ext 799 Central Number and ask to 200 Maple Grove Road, Pager 651-8530 speak to paid staff member. Cambridge 653-7700

Revised: May 21, 2002 -21- SS-02-039 S01-17

Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT CHILD CARE DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-040 Community Services Committee File Code: S09-10 Date: June 4, 2002 Subject: 2002 PER DIEM RATES IN DIRECTLY OPERATED CHILD CARE CENTRES

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the following rate schedule for fees charged in Elmira Child Care Centre, Edith MacIntosh Child Care Centre, Kinsmen Child Care Centre , Christopher House Child Care Centre and Cambridge Preschool Education Centre effective September 2, 2002.

RATE Toddler Preschooler School - Age DESCRIPTION (18 - 30 months of age ) (2.5 - 6 years of age) ( 6 - 10 years of age) Six or more hours $38.00 $35.00 $23.00 Four to six hours $28.60 $26.00 $17.25 Two to four hours $22.90 $20.90 $13.75 Less than two hours NA NA $9.25 Integrated rate $15.75 (Sept. 2, 2002) NA ( 2 - 4 hours ) NA $18.25 (Jan. 1, 2003) $20.90 (Sept. 1, 2003) Cambridge Preschool NA $13.25 (Sept. 2, 2002) NA Education Centre $15.75 (Sept. 1, 2003) ( 2 - 4 hours )

SUMMARY:

The rates charged for child care services provided in the Region’s directly operated child care centres are reviewed annually. The rates recommended today reflect an increase of 6% in all categories of child care, except for the rates charged for the integration of children with developmental challenges and Cambridge Preschool. Changes in Provincial cost sharing for child care services for children with developmental challenges necessitated a greater increase in the Integrated and Cambridge Preschool rate categories. This report provides background information about the rate review process and the proposed strategy for implementation of rate increases for the families of children enrolled in Regional Centres. - 2 - SS-02-040 S09-10

REPORT:

1.0 Background

The Region directly operates four child care centres and one early intervention preschool program. The centres offer full and part day child care services for children ranging in age from 18 months to six years of age at four of the centres, and children up to10 years of age at Elmira Child Care Centre.

The Region's five directly operated child care centres are licensed as integrated programs and employ resource teachers who provide assessments, programming and case management for children with developmental challenges. The Region's five centres provide for the integration of approximately 25 children who have developmental challenges.

All families attending the Region's child care centres may apply for a fee subsidy to assist with the costs of child care. Approximately one-half of the families who utilize these centres are eligible for full or partial fee assistance.

The fees charged in Regionally operated child care centres were last increased in September 2000 by 1.9% except for the Integrated rate which was increased in three increments as outlined in section 2.0. The recommended fee schedule for September 2002 to September 2003 is based upon an increase of 6 percent in all of the rate categories except for the integrated and Cambridge Preschool rates. This increase is necessary as a result of inflationary increases for operating costs in our directly operated centres. The rate increases also reflect a new payment policy at the centres that no longer requires parents to pay for statutory holidays when the centre is closed.

RATE Toddler Preschooler School - Age DESCRIPTION (18 - 30 months of age ) (2.5 - 6 years of age) ( 6 - 10 years of age)

Current Recommended Current Recommended Current Recommended

Six or more hours $36.00 $38.00 $33.00 $35.00 $21.65 $23.00

Four to six hours $27.00 $28.60 $24.70 $26.00 $16.30 $17.25

Two to four hours $21.60 $22.90 $19.75 $20.90 $13.00 $13.75

Less than two hours NA NA NA NA $8.70 $9.25

Integrated rate NA NA $13.25 $15.75 NA NA ( 2 - 4 hours ) (Sept. 2, 2002) $18.25 (Jan. 1, 2003) $20.90 (Sept. 1, 2003)

Cambridge NA $13.25 NA NA Preschool (Sept. 2, 2002) Education Centre $15.75 ( 2 - 4 hours ) (Sept. 1, 2003) - 3 - SS-02-040 S09-10

2.0 Rate Increases for Preschool Children with Developmental Challenges

Until 1998, the Province had provided 87% funding for all costs associated with the integration of children with developmental challenges. The fees charged for their attendance were traditionally lower than those charged for all children as the Province only required them to contribute 13% of the actual cost. Provincial regulation, decreased the Provincial contribution to 80%, and increased the Regional contribution to 20%. Although this change in cost sharing would have normally resulted in higher costs for families of children with developmental challenges, Provincial regulations also stipulated that "No parent should have to pay a higher fee for a child with special needs than for any other child. Special needs services are made available at no additional cost to parents." Therefore these rates have been increasing toward the rate charged for all children on a graduated basis since September 2000.

The fees charged for Cambridge Preschool Education Centre differ from the four child care centres. Cambridge Preschool is a specialized half day program that provides for the integration of developmentally challenged children; children referred for early intervention by community agencies; and the enrollment of children for enrichment prior to kindergarten attendance. The centre operates in collaboration with Rotary Children's Centre, employs two Resource Teachers, and is also funded for a parent outreach program. Fees at this centre have historically been lower than the four child care centres. The majority of families who enroll children for preschool enrichment are two parent families, with one parent employed outside of the home. These families are not eligible for fee subsidies that are targeted for parents who are employed or attended school. As a result, the fees at Cambridge Preschool have remained lower than other centres.

3.0 Staff Recommendation

Staff recommend that the rate schedules for all children attending Regional child care centres continue to be equalized. The rate schedule recommended today continues to increase the rate for the enrollment of developmentally challenged children toward the rate that is charged for all children for two to four hours of care. In June 2000 the first three increases to this rate where approved for the Integrated rate, to be staged in over the first year of implementation. Staff recommend that the next three adjustments occur in September 2002, January 2003 and September 2003 for the Integrated rate and September 2002 and September 2003 for the Cambridge Preschool rate. Staff expect that the gradual implementation of these fee increases will ease the financial impact for families of developmentally challenged children. In addition, families who have difficulty in affording the increases will be eligible to apply for fee subsidies to assist with the costs, throughout the implementation process.

CORPORATE STRATEGIC PLAN:

The maintaining of adequate per diem rates addresses the Region's Health and Social Service strategic direction "to provide appropriate health and social services for our residents". - 4 - SS-02-040 S09-10

FINANCIAL IMPLICATIONS:

The revenue generated from the fees at the five centres is estimated to total approximately $365,000 in 2002.

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Ron Ferguson, Manager, Child Care Administration

APPROVED BY: Michael Schuster, Commissioner, Social Services Regional Municipality of Waterloo

CORPORATE RESOURCES DEPARTMENT REPORT

To: Chair Sean Strickland and Members of the Report No: CR-FM-02-020 Community Services Committee File Code:

Date: June 4, 2002 Subject: KINSMEN CHILD CARE CENTRE REDEVELOPMENT ARCHITECT SELECTION

RECOMMENDATION:

SUMMARY:

In April 2001 Community Services Committee received the Kinsmen Child Care Centre Feasibility Study regarding the redevelopment of the centre in Cambridge. The feasibility study presented location options for the new centre and it was decided to proceed in securing a site adjacent to Coronation Public School for the development of the new child care centre. In October 2001, Council approved the expansion of the centre’s capacity to include more toddlers and school aged child care, to an increased capacity of 64 spaces.

Twenty Letters of Interest were received from Architectural firms interested in providing architectural and engineering services for the new child care centre. The following three firms were shortlisted and were invited to make presentations to the architect selection committee and provide a fee proposal for their services: The Walter Fedy Partnership, Teeple Architects Inc and Zawadzki Armin Stevens Architects Inc.

The Architect selection was carried out following the Region's Consultant Selection Policy which includes price as a factor in the selection process. Following review and assessment of the three Architectural firms and their subconsultants, their detailed submissions, presentations and fee proposals, the architect selection committee recommends that Zawadzki Armin Stevens Architects Inc. be awarded this assignment for a lump sum fee of $103,200.00 plus applicable taxes and disbursements.

Subject to Council's approval of this assignment, it is anticipated that detailed design of the new child care centre will be completed to allow tendering in late fall. Construction is scheduled for completion and occupancy in September 2003 - 2 -

REPORT:

Background

The feasibility study clearly substantiated the need for the expansion of centre-based care in Cambridge and provided service directions for the Region to consider in the redevelopment project. On October 16 2001, Community Services Committee approved the expansion of the centre’s capacity to include more toddlers and school aged child care, to an increased capacity of 64 spaces.

The Coronation Public School site is located within the Langs Farm Village Association (LFVA) neighborhood, providing proximity to the programs and services of the Association, and accessibility for the Cambridge families who will utilize the child care programs. The location provides many options for potential partnerships. The Fairview Mennonite Retirement Home is adjacent to the site, and the Wm.G Davis Senior Public and the St. Michael Elementary schools are nearby. As a community partner, LFVA also expects to construct a complementary 15,000 sq.ft. Community Health Centre adjacent to the new child care centre.

Since fall 2001, the child care centre project has been moving forward through the development of community partnerships and the establishment of a Steering Committee and Project Team to manage the development of the project.

Consultant Selection Process

An invitation to submit Letters of Interest for architectural and engineering services for the new child care centre was advertised in the Cambridge Reporter, the Daily Commercial News, and the Kitchener-Waterloo Record. Twenty Letters of Interest were received from interested Architectural firms.

The submissions were reviewed by an Architect Selection Committee consisting of:

Nancy Dickieson Manager- Child Care Centres & Infant Development Program Yanick Cyr, P. Eng. Manager - Facilities Engineering Ellen Tracy, P.Eng. Project Engineer - Facilities Engineering Sheila Beckman Supervisor - Kinsmen Child Care Centre Mary Parker Director Child Care Division Ken Noonan Director, Facilities Management Bill Davidson Executive Director, Langs Farm Village Association - 3 -

All Letters of Interest were evaluated using the following evaluation criteria and weightings consistent with the Region's Consultant Selection Policy:

Quality and Equity Factors: 1. Project Manager 15% 2. Project Support Staff/Sub-consultants 15% 3. Similar Projects 15% 4. Understanding/Approach to project 25% 5. Cost control / Schedule / Budget 10% 6. Current workload for Region/Local office 5% Fees: 7. Consultant Fees 15%

Based on the Quality and Equity factors, the following three firms were short listed and were invited to make presentations to the selection committee and provide a fee proposal for their services: The Walter Fedy Partnership, Teeple Architects Inc and Zawadzki Armin Stevens Architects Inc.

All of the Architects demonstrated a good understanding of the project, had capable project teams and were experienced on a number of similar projects.

Based on the above evaluation criteria, including the review and assessment of the architectural firms and their subconsultants, the detailed submissions, and presentations and fee proposals, the Architect Selection Committee recommends that Zawadzki Armin Stevens Architects Inc. be awarded this assignment for a lump sum fee of $103,200.00 plus applicable taxes and disbursements. Zawadzki Armin Stevens Architects Inc. submitted the lowest lump sum fee proposal and achieved the highest consensus score in the quality and equity factors outlined above.

Assignment

The scope of this assignment includes the architectural and engineering services required for the design and construction of the proposed child care centre. This includes the development of a functional program, schematic design, design development, and the preparation of construction documents, tender review, contract administration, site review during construction, assistance during start-up and commissioning and post construction administration. This also includes conceptual recommendations for the development of complementary facilities including the Langs Farm Village Association Community Health Centre and the Coronation Public School playground areas.

Consultant Fees

The architects were requested to submit a lump sum fee for all standard architectural and engineering services required for the design and construction of the new child care centre as outlined above. The lump sum fee for this assignment is $103,200.00 plus applicable taxes and disbursements.

Schedule

Subject to Council's approval of this assignment, it is anticipated that detailed design of the child care centre - 4 - will be completed to allow tendering in late fall. Construction is scheduled for completion and occupancy in September 2003.

CORPORATE STRATEGIC PLAN:

The delivery of child care services is consistent with the Region's strategic direction to "provide the appropriate health & social services for our residents."

FINANCIAL IMPLICATIONS:

The Region's approved 2002-2011 approved capital budget includes a provision of $1,678,000 for the redevelopment of the Kinsmen Child Care Centre. This project is to be financed by the issuance of debentures and the associated financing costs will be included in the Child Care Division operating budget once the debt is issued.

The architect fees of $103,200 plus taxes and disbursements are included within the overall project budget.

OTHER DEPARTMENT CONSIDERATIONS:

Staff from the Social Services Department and the Facilities Management Divisions participate in the Kinsmen Child Care Centre Redevelopment Project Team. Staff from the Finance Department have reviewed this report and their comments have been incorporated as appropriate.

PREPARED BY: Ellen Tracy, Project Engineer, Facilities Engineering

APPROVED BY: Connie Peterson Giller, Commissioner, Corporate Resources & Regional Solicitor Regional Municipality of Waterloo

COMMUNITY HEALTH DEPARTMENT ENVIRONMENTAL HEALTH & LIFESTYLE RESOURCES DIVISION REPORT

To: Chair Sean Strickland and Members of the Report No: CH-02-047 Community Services Committee File Code: Date: June 4, 2002 Subject: SMOG AND HEAT ALERT RESPONSE PLANS

RECOMMENDATION:

For information.

SUMMARY:

A Smog Alert and Heat Alert Response Plan are currently in place for this summer. Implementation procedures are described below, and are effective immediately.

BACKGROUND:

Elevated smog and heat levels are a significant public health threat. Those with existing heart or respiratory problems, the very young, and the elderly are at increased risk during smog and/or heat alerts. However, even the healthy may experience breathing problems, and eye and nose irritations. Health risks may increase during high smog and heat levels, particularly for those who play sports or exercise outdoors, and/or those who are active outside (eg., gardeners). Parents, coaches and others who supervise children should also be aware of the risks during a smog or heat alert. The Community Health Department encourages residents to be sensible during heat and smog alerts this summer.

Smog Alerts (Air Quality Advisories) are issued by the Ontario Ministry of the Environment, and Heat Alerts (Humidex Advisories) by Environment Canada. Alerts are based on a forecasted level of smog in the Region, and can include a combination of heat, humidity and/or other weather conditions that can potentially be dangerous to the public.

REPORT:

SMOG ALERTS: Air Quality Advisories

Community Health Department staff monitor air quality forecasts on an on-going basis, particularly throughout the summer smog season (May-Sept) using the Ministry of Environment’s (MOE) Air Quality Ontario website and telephone hotline for up-to-date air quality readings. In the event there is a forecasted level of smog to occur in the Region, an alert will be issued to key contact persons in the department via an e-mail notification system. Smog Alerts are currently triggered when the AQI reaches 50 (on the AQI index), where sensitive people may experience irritation when breathing and possible lung damage when physically active; people with heart/lung disorders are at greater risk, and there may be damage to sensitive plants. - 2 - CH-02-047

There are two kinds of smog alerts that can be issued by the MOE. When there is a 50 % chance that a smog day will occur within the next three days, the ministry issues a smog watch. When there is a strong likelihood that a smog day will occur within the next 24 hours, a smog advisory is called. If a smog day has happened without warning and weather conditions conducive to elevated smog are forecast to continue for six hours, then a smog advisory will be issued immediately.

Once an Advisory has been received by staff, a co-ordinated response is enacted immediately:

1. An identified staff person issues the Smog Alert using an automated faxing program called Print to Fax. This program contains a database of contacts in the local community. 2. The Alert is sent to the following contacts/sites: media groups, Region of Waterloo, all area municipalities, long term care facilities, daycare centres, school boards, universities/ colleges, and shelter groups who may be impacted by the alert. 3. Each site then enacts their own individual response plans specific to their site needs. Examples include: modifying municipal operations; rescheduling outdoor activities. 4. Community Health Department staff continue to provide information to the public, air quality updates (extended notices etc.), and telephone advice/consultations on personal actions.

Refer to APPENDIX 1 for Smog Alert message as described in Step #2.

HEAT ALERTS (Humidex Advisories)

Extreme heat can often accompany a Smog Alert but is not dependent on air pollution levels to pose a health risk. Community Health Department staff monitor weather forecasts, and special weather statements for the Region on an on-going basis throughout the summer season using Environment Canada’s website for up-to- date information. When extreme heat warnings are issued from this site, an alert will be issued to the community.

Humidex advisories are issued when temperatures are expected to exceed 30 degrees Celsius and the humidex values are expected to exceed 40 degrees Celsius. Humidex is what is used to describe how hot, humid weather feels to the average person. It combines the temperature and humidity into one number to reflect the perceived temperature. An extremely high humidex reading can be defined as one that is over 40 degrees Celsius. In such conditions, all unnecessary activity should be curtailed. If the reading is in the mid to high 30s, then certain types of outdoor exercise should be toned down or modified, depending on the age and health of the individual, physical shape and the type of clothes worn.

Once an advisory has been issued, a co-ordinated response is enacted immediately:

1. An identified staff person issues the Heat Alert using the Print to Fax program. This program is to use the same database of [smog] contacts in the local community. 2. The Alert is sent to the following contacts/sites: media groups, Region of Waterloo, all area municipalities, long term care facilities, daycare centres, school boards, universities/ colleges, and shelter groups who may be impacted by the warning. 3. Each site then enacts their own individual response plans specific to their site needs. 4. Community Health Department staff continue to provide information to the public, particularly on actions that can be taken to ‘beat the heat.’. - 3 - CH-02-047

Refer to APPENDIX 2 for Heat Alert message as described in Step #2.

COMBINED SMOG & HEAT ALERTS

In the event that a Smog Alert, accompanied by Extreme Heat has been issued by the Ministry of the Environment and/or Environment Canada for Waterloo Region, a combined alert will be issued to the community. This alert will be issued in the same fashion as described as above, and will detail information on both smog and heat threats, with suggested health precautions and actions to take.

CORPORATE STRATEGIC PLAN:

Air Quality activities occurring in the Region are in keeping with Corporate Strategic Direction # 4: Health and Social Services. To provide appropriate health and social services for our residents.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Beckie Jas, Health Promotion Officer, Environmental Health

APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health - 4 - CH-02-047

APPENDIX 1 MEDIA RELEASE: SAMPLE SMOG ALERT

A Smog Alert has been issued by the Ministry of the Environment for Waterloo Region for ______. This Alert is based on a forecasted level of smog in the Region. Ground level ozone and inhalable particulates are the major components of smog. When oxides of nitrogen and volatile organic compounds are excited by sunlight, ground level ozone is produced. This is why the sunny days of summer are smog season.

Elevated smog levels are a significant public health threat. Those with existing heart or respiratory problems, the very young and the elderly are at increased risk during a smog alert. However, even the healthy may experience breathing problems, and eye and nose irritations. There are increased asthma attacks and increased hospital admissions during and immediately following a Smog Alert.

The Health Department encourages residents to be sensible during smog alerts. Residents who are susceptible to poor outdoor air quality during a Smog Alert should remain indoors in a cooler environment. Generally, strenuous outdoor activities should be reduced until air quality improves. Usually the air quality is at the worst between 2 and 8 p.m. Activities can be re-scheduled accordingly.

Residents with respiratory problems, asthma, and heart disease can reduce their risk by: 1. Remaining indoors as much as possible. 2. Refraining from strenuous outdoor activity.

The general public can also help themselves by reducing immediate emissions to the problem. 1. Reduce car use. Walk, cycle, or take public transit. 2. Drive Clean. Combine trips, try carpooling and keep your car well tuned. 3. Limit idling. Turn the engine off, even for short stops. 4. Refuel your vehicle in the early morning or after sundown when air pollution levels are lower and gasoline vapours won't add to the problem. 5. Limit use of small engine tools (gas powered mower, weed trimmer, leaf blower, chain saw). 6. Use air-friendly products. Avoid using aerosol sprays and cleaners, oil-based paints and other chemicals that contribute to poor air quality. 7. Avoid use of pesticides. 8. Reduce consumption through energy efficiency. Turn off the lights and turn down the air conditioner. 9. Delay exercising. If strenuous activities or exercise are unavoidable, plan them for early in the morning, and avoid high traffic areas. 10. Educate your children. Encourage your children to play outdoors early in the day and choose play areas away from heavy traffic. Talk to them about what they can do to help improve air quality.

EXTREME HEAT: Extreme heat episodes can often accompany a Smog Alert. The Health Department advises the public and residents to "Beat the Heat" by taking these precautions: drink lots of water and natural fruit juices; stay out of the blazing sun or heat; avoid strenuous physical activity outdoors; go to places that are air conditioned. Also, never leave children or pets unattended in a car. During these extreme heat episodes, you are encouraged to call or visit friends and neighbours who are at risk of suffering health consequences because of hot weather. People at greatest risk include the elderly, infants and young children, the chronically ill, and those taking medications. Signs of heat illness include rapid breathing, headache, weakness or fainting, confusion, and more tiredness than usual. The most severe health effect of heat is heat stroke, when the body temperature is greater than 40.6 degrees Celsius, with no sweating, and altered consciousness or coma. Anyone who has difficulty breathing or feels confused or disoriented should seek medical attention immediately.

For further information about the health effects of smog, contact the Health Department at - 5 - CH-02-047

883-2008, or visit the Region’s website at: http://www.region.waterloo.on.ca/. - 6 - CH-02-047

APPENDIX 2 MEDIA RELEASE: HEAT ALERT - URGENT!

A Humidex Advisory has been issued by Environment Canada for Waterloo Region for ______. This alert is due to the combination of heat, humidity and/or other weather conditions that can be dangerous to the public. People at greatest risk include the elderly, infants and young children, the chronically ill, and those taking medications.

Health risks may increase during high heat levels (this also applies to high smog levels), particularly to those who play sports or exercise outdoors, cyclists, and/or those who are active outside (eg. gardeners). Parents, coaches and others supervising children should also be aware of the risks during a smog or heat alert. When you exercise or do hard physical work, you breathe harder than normal, bringing dirty air deeper into your lungs. You also breathe mostly through your mouth, bypassing the filtering action of the nose. For those who have lung or heart conditions, exercising outdoor during a heat or smog alert could worsen their conditions.

People exercising outdoors during a heat alert may: • get heat cramps - muscle pains in the legs, arms or abdomen • have a very high body temperature that could damage vital organs • suffer from headache, nausea, dizziness, confusion, weakness due to heart-related illness

You can protect your health during a heat and/or smog alert by:

• stay out of the blazing sun or heat • where possible, go to air conditioned sites (eg. malls) • avoid strenuous physical activity outdoors • rescheduling sports practices, jogging times etc. • work out indoors in an air conditioned area • plan ahead by asking for policies to reschedule sports events during alerts • drink lots of water and natural fruit juices • wear loose-fitting clothes that allow for evaporation of sweat • wear a hat and use sunscreen (at least SPF 15) • never leave children or pets unattended in a car • call/visit friends and neighbours who are at risk of suffering health consequences because of hot weather

In Case of:

Heat Cramps - muscle spasms, possible heavy sweating, extreme thirst, nausea, cold and clammy skin. Move victim to cool, shaded area to rest and apply pressure to cramping muscles. Give victim two glasses of salty water at a 10-15 min interval (5 ml of salt to 1 L of water).

Heat Exhaustion - sweating, weakness, cold and clammy skin, low blood pressure, disorientation and possible vomiting. Move victim to cool area to rest, provide salty water, and cover person if shivering. Victim should rest in bed until recovered. Seek medical help.

Heat Stroke - weakness, headache, hot and dry skin, dilated pupils, offensive body odour, sharply rising temperature, pulse bounding and full, elevated blood pressure, delirium or coma common. Skin may be flushed at first, later purplish. Take victim to hospital immediately. If waiting medical attention, move victim to cool, shaded area and sponge body with cool water, letting water evaporate to reduce body temperature.

For further information about extreme heat, contact the Health Department at 883-2008, or visit the Region’s website at: http://www.region.waterloo.on.ca. - 7 - CH-02-047

Regional Municipality of Waterloo

COMMUNITY HEALTH DEPARTMENT REPORT

To: Chair Sean Strickland and Members of the Report No: CH-02-048 Community Services Committee File Code: Date: June 4, 2002 Subject: CLOSED/CHARGED FOOD PREMISE

RECOMMENDATION:

For information.

SUMMARY:

NIL

REPORT:

The following establishment/operator was ordered closed and charged under the Health Protection and Promotion Act and the Ontario Food Premise Regulation 562, by staff of the Environmental Health and Lifestyle Resources Division:

Name of establishment: (No business name was provided by the operator.)

Owner/Operator: Dale Yearley

Charges: (1) Fail to provide handwashing basin in food preparation area. Fine: $460.00

(2) Fail to clean utensils as often as necessary. Fine: $300.00

(3) Fail to sanitize utensils as often as necessary. Fine: $300.00

(4) Maintain ventilation system in manner permitting health hazard. Fine: $300.00

(5) Operate food premise maintained in manner permitting health hazard. Fine: $460.00

(6) Operate food premise maintained in manner adversely affecting sanitary condition. Fine: $120.00

(7) Operator wear dirty outer garments while working with food. Fine: $60.00

(8) Operator fail to ensure premises cleaned to prevent food contamination. Fine: $120.00

(9) Part 3 Summons issued for failure to provide notice of intention to commence operation of - 2 - CH-02-048

a food premise. (The first court appearance on this charge is set for June 18,2002)

A complaint was received by staff of the Environmental Health and Lifestyle Resources Division on May 9, 2002, about a bakery operating at 2-520 Collier MacMillan Drive in Cambridge. This premise was operating without a City of Cambridge business licence and had not reported its existence to the Community Health Department before this complaint.

A visit to the premise on the morning of May 10, 2002, revealed that bakery equipment was located at the suspect premise. The public health inspector (PHI) did not receive a response to repeated knocks at the door, but could see bakery equipment through the window. A voice mail message from one of the operators was received stating that the bakery would not be in operation until August 2002.

The PHI visited the premise on the evening of May 13, 2002 and found the bakery in full operation. Photos and video were taken during this visit.

This inspection revealed numerous infractions of the Food Premise Regulations including the following: ! No handwash basins in the preparation areas. ! Utensils, dishes, equipment, floor, walls, ceiling, and shelves in unsanitary condition (build up of grease, flour, food particles and cigarette butts). ! Walls and ceilings not finished in a manner to allow proper cleaning and maintenance. ! Contaminated food stored on the premise. ! Operator/employees wearing unsanitary outer garments. ! Operator/employees sleeping on premises. ! Garbage, waste and unused equipment and supplies accumulated on the premise. ! Operator/employee smoking in food preparation area and discarding cigarette butts/tips on floor and on food preparation equipment. ! Dishwashing sinks filled with dirty water and containing utensils floating on top of the water.

A more detailed inspection and further photographic and video documentation were taken on May 14, 2002. The PHI gave a verbal order to the operator to close the operation on May 13. Any finished baked goods on the premise were destroyed.

On May 16, two PHIs visited the premise to deliver a written closure order, the Provincial Offence Notices and the Summons. The premise has yet to comply with our requirements and remains closed.

CORPORATE STRATEGIC PLAN:

To protect the health and well-being of the citizens of the Regional Municipality of Waterloo.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

NIL - 3 - CH-02-048

PREPARED BY: Cathy Egan, Manager, Food Safety/Infection Control

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

COMMUNITY HEALTH DEPARTMENT COMMUNICABLE DISEASE, DENTAL AND SEXUALITY RESOURCES REPORT

To: Chair Sean Strickland and Members of the Report No: CH-02-049 Community Services Committee File Code: Date: June 4, 2002 Subject: RECENT TRENDS IN HIV/AIDS AND STD INCIDENCE

RECOMMENDATION:

For information

REPORT:

The AIDS/STD Program aims to reduce the incidence and complications from all STDs (sexually transmitted diseases) including HIV/AIDS. This report summarizes the incidence of STDs reportable under the Health Protection and Promotion Act. Noteworthy trends include 2 cases of perinatal HIV transmission, a 27% increase in the incidence of chlamydia, and 2 recent cases of infectious syphilis.

HIV/AIDS The year 2001 marked the 20th anniversary of the emergence of HIV/AIDS. In Waterloo Region the number of new HIV cases reported to the Medical Officer of Health were 9 in 2001 - down from the previous two years (13 in 2000 and 14 in 1999). This incidence is comparable to other regions of similar size - the Hamilton area reported 13 new HIV cases; the Windsor area reported 14.

• Over half of the individuals testing positive in the Region identified heterosexual contact as the predominant risk factor. This has been the trend over the last four years in Waterloo Region.

• For the first time in Waterloo Region, two HIV cases were infants infected through perinatal transmission. As a result, staff doubled their efforts to promote HIV testing especially prenatally for all pregnant women, with health professionals as well as the general public. Mother-to-infant HIV transmission can be significantly reduced if diagnosis and treatment are initiated early in pregnancy.

• There were no new AIDS cases reported and no AIDS deaths were reported. The success of anti- retroviral therapy may be reflected in the reduced number of individuals progressing to AIDS and the number of AIDS deaths.

HIV cases AIDS cases

1998 3 1

1999 14 8

2000 13 2

2001 9 0 - 2 - CH-02-049

Cumulative 196 82

Chlamydia The Ministry of Health and Long-Term Care Mandatory Program objective is to reduce the incidence of genital chlamydia to 500 cases per 100,000 women aged 15-24 years. Infection rates in women in this age range remain higher than the provincial objective. Untreated chlamydia infections in women can lead to pelvic inflammatory disease (PID), ectopic pregnancy and/or infertility.

• Chlamydia continues to be the most frequently reported STD in Waterloo Region. The incidence increased significantly in 2001 to 603 cases, a rise of 27% from the 472 cases in 2000.

• A surge in chlamydia has been observed province and nation-wide due in part to more sensitive testing, hence more cases are identified. Locally, the increase can also be attributed to more timely and extensive followup of positive cases and their contacts by the Community Health Department due to staffing enhancements. Over time it is expected that the number of cases will decline due to this enhanced surveillance.

Chlamydia Rates in Females 15 - 24 years, Waterloo Region 1997 - 2001

1997 1998 1999 2000 2001

cases 207 243 295 263 311

rate per 745 864 1050 936 1059 100,000

• AIDS/STD Program staff have initiated a chlamydia awareness campaign directed at youth and young adults. Key prevention messages for groups at high risk of contracting STDs continue to focus on the options of abstinence from sexual intercourse, promotion of monogamy within relationships, or the use of safer sex practices, including the consistent and proper use of latex condoms for each act of intercourse.

Syphilis Syphilis is an STD classified into stages that reflect the degree of infectivity and progression of the disease: primary, secondary, early latent, late latent and tertiary. The Mandatory Program goal for syphilis is to reduce the incidence rate of primary and secondary syphilis to less than one per 100,000 by the year 2005.

• To date in 2002, Waterloo Region has experienced 2 infectious syphilis cases in the MSM (men who have sex with men) population. In the past decade infectious syphilis cases in the Region have generally been imported from countries endemic for syphilis. The occurrence of syphilis in the MSM population, with oral sexual contact being the identified risk factor, has prompted AIDS/STD Program staff to review targeted control measures. The Program is engaging in traditional public health measures to follow up the cases, and considering non-traditional strategies for contact management. Prevention messages are also being carefully constructed to remind the general population of the risk of oral sex in the acquisition and transmission of syphilis.

Gonorrhea Gonorrhea, is the second most commonly reported STD in Waterloo Region. The Ministry of Health and - 3 - CH-02-049

Long-Term Care objective is to reduce the rate to 15 cases per 100,000 population by the year 2005.

Gonorrhea, Waterloo Region 1997 - 2001 1997 1998 1999 2000 2001

cases 65 41 79 88 59

rate 16 10 16.5 21 13

• Despite an increased number of cases reported in the preceding two years, in 2001 the incidence and rate of gonorrhea returned to a level in line with the Ministry objective.

• Gonorrhea occurs most commonly in sexually active youth and young adults. Over 60% of the cases recorded in 2001 were in the under 24 year age group and young females 15 to 19 years of age had the highest number of cases. As with chlamydia, gonorrhea can have serious consequences for female reproductive health.

The Anonymous HIV and the STD clinic services are well-utilized by the citizens of Waterloo Region. Overall attendance at STD clinics in Waterloo and Cambridge increased 5% in 2001. The AIDS/STD Program continues to target hard-to-reach populations such as female sex trade workers, men who have sex with men, injection drug users, homeless and street-involved youth, gay, lesbian, bisexual youth and young adults. This is accomplished through a variety of strategies including consultation, education, advocacy through community partnerships, resource development, and sustaining environments which foster positive health choices such as safer sex or harm reduction measures.

CORPORATE STRATEGIC PLAN:

To provide appropriate health and social services for our residents.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Margaret McGee, Public Health Nurse, AIDS/STD Program

APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health P Regional Municipality of Waterloo

COMMUNITY HEALTH DEPARTMENT REPORT

To: Chair Sean Strickland and Members of the Report No: CH-02-050 Community Services Committee File Code: Date: June 4, 2002 Subject: FURTHER SUBMISSION TO THE ROMANOW COMMISSION

RECOMMENDATIONS:

THAT the Regional Municipality of Waterloo (also in its legislated capacity as The Board of Health) write to the Romanow Commission with regard to the following four points: a) Public health must be included in the Canada Health Act, the Federal Government must contribute to the funding of public health across Canada, and the overall level of funding for public health must be increased. b) A strong independent voice for public health must be established at the provincial and federal levels. At the federal level, a Commissioner of Public Health could be appointed (similar to the Commissioner of Sustainable Development) reporting to Parliament on the state of the public's health and ways to protect and promote health. This position would be independent of Health Canada, and within the Department of the Auditor General, as is the case for the Commissioner of Sustainable Development. c) At the provincial level, a similar arrangement could be created in each province, with an independent Chief Medical Officer of Health, under a provincial board of health, accountable to the legislature (and not the Ministry). d) An independent National Centre for Disease Prevention and Control should be established, at arms- length from the federal government, as is the case in the United States.

SUMMARY:

A recent report in the Canadian Medical Association Journal on the weaknesses of Canada’s public health infrastructure provides a further opportunity to provide a more pointed submission to the Romanow Commission.

REPORT:

On May 22, Council endorsed the position of the Association of Local Public Health Agencies, the Ontario Public Health Association and Toronto Public Health with regard to public health as the foundation of medicare and recommended that Council indicate this in a submission to the Romanow Commission. Since then recent - 2 - CH-02-050 reports in the Canadian Medical Association Journal (CMAJ) have highlighted the fragile state of the public health infrastructure in Canada today (Appendices A-C). In a commentary in the CMAJ, former Ontario Chief Medical Officer of Health Dr. Richard Schabas proposed several reforms to that infrastructure, including: • The establishment of a National Centre for Disease Prevention and Control, modelled on the well- known U.S. Centres for Disease Control and Prevention, to operate at arms-length from government. • The establishment of provincial boards of health, independent of government, to employ Chief Medical Officers of Health to provide leadership and direction. • Stable and adequate funding to ensure an adequate number of sophisticated staff and the resources needed to support them.

In an accompanying editorial, the CMAJ notes that "we have a public health system that is on the ropes ... (with) serious deficiences in public health manpower". The CMAJ calls for the establishment of a "politically independent national task force to investigate this serious problem and make strong recommendations to put it right and get public health functioning in this country".

In addition, although it is not widely understood, it is important to stress that public health is not, and never has been, included within Canada's medicare funding system and within the Canada Health Act. Only "medically necessary" care is covered under the Canada Health Act, which means, in effect, hospital and physician care. Thus, the Federal Government does not contribute to the costs of public health in Canada, although this is the very core and foundation of the health of the public.

At the same time, the Romanow Commission is considering the future of the health care system in Canada. The Canadian Public Health Association, in its April 2002 brief to the Commission (Appendix D), has called for an expansion of the principles of the Canada Health Act to “ . . . cover the full spectrum of intervention from prevention through to palliative care” and for an investment in public health infrastructure because “cuts in public spending in the past decade have seriously eroded capacity to provide essential public health services . . .”

More recently, as noted above, the Association of Local Public Health Agencies, the Ontario Public Health Association and Toronto Public Health have joined forces to encourage public health professionals and others to contact the Romanow Commission and to urge the Commission to "make public health the foundation of medicare”.

Thus there is an opportunity to make a further submission to the Romanow Commission with specific recommendations based on the issues raised above.

CORPORATE STRATEGIC PLAN:

To provide appropriate health and social services for our residents.

FINANCIAL IMPLICATIONS: NIL

OTHER DEPARTMENT CONSIDERATIONS: NIL

PREPARED BY: Dr. Trevor Hancock, Acting Associate Medical Officer of Health - 3 - CH-02-050

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

Regional Municipality of Waterloo

COMMUNITY HEALTH DEPARTMENT REPORT

To: Chair Sean Strickland and Members of the Report No: CH-02-051 Community Services Committee File Code: Date: June 4, 2002 Subject: TOBACCO OR HEALTH IN ONTARIO

RECOMMENDATION:

For information.

SUMMARY:

NIL

REPORT:

In May 2002, the Surveillance Unit and Prevention Unit, Division of Preventive Oncology, Cancer Care Ontario and the Ontario Tobacco Research Unit, released a report “Tobacco or Health in Ontario. The report presents information on incidence, mortality and survival from tobacco-related cancers and on general mortality for Ontario’s population back to 1950, and projected forward to 2050. Some of the key highlights of the report are:

Tobacco use has been considered the single most significant cause of preventable morbidity and mortality in Canada, and most other developed countries. Within Ontario, 1994-1998, it is estimated that approximately 62,000 Ontarians died from diseases directly attributed to smoking. Approximately 30% (17,000) of all cancer deaths in Ontario men and 17% (8,000) of all cancer deaths in Ontario women are related to cigarette smoking over this period and 16% (13,000) of all ischaemic heart disease deaths and 76% of chronic obstructive pulmonary disease deaths (11,000) are caused by smoking. While cigarettes are the dominant hazard, other uses of tobacco and environmental tobacco smoke also are sources of significant morbidity and mortality.

Since 1950, nearly one half million Ontarians have died because of tobacco. This toll is approximately six times greater than the sum of all Ontario deaths attributed to alcohol, drugs, motor vehicle accidents and AIDS over the same period.

Currently, 50 Ontarians die each day because of tobacco. This is equivalent to 2 deaths per hour or 1 death every 30 minutes.

At the present time, of every 1000 Ontarians who smoke, about half will die from smoking if they continue; approximately one-quarter will die before the age of 65 years.

Several studies indicate that increases in cigarette prices lead to reductions in smoking initiation by youth, and reduction in the number of cigarettes smoked by adults. According to the World Bank, price increases are the - 2 - CH-02-051 most effective deterrent. A 10% increase in price will reduce adult tobacco consumption by 3-4 %. These reductions subsequently reduce the incidence of tobacco-related diseases, which ultimately improve population health and reduce mortality rates.

Aside from the report, another effective strategy in reducing tobacco related morbidity and mortality rates are smoking bylaws. The Tobacco or Health in Ontario report is based on information from 1994-1998 when comprehensive smoking bylaws in the Province of Ontario were non existent. The report does not address smoking bylaws. The combined strategies of smoking bylaws and the increase in tobacco prices together will be an effective means of further reducing the tragic effects of tobacco.

CORPORATE STRATEGIC PLAN:

The intent of the Smoking By-Law is consistent with the Region’s Vision for residents of the Region of Waterloo to enjoy the highest possible quality of life.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Brian Hatton, Director Environmental Health & Lifestyle Resources

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

COMMUNITY HEALTH and CORPORATE RESOURCES DEPARTMENT REPORT

To: Chair Sean Strickland and Members of the Report No: CH-02-046 Community Services Committee CR-RS-02-030 File Code: Date: June 4, 2002 Subject: REGIONAL/MUNICIPAL PESTICIDE REDUCTION STRATEGY UPDATE

RECOMMENDATIONS:

That the Community Health Department continue to work with the Municipal Pesticide Working Group in developing a coordinated Region-wide educational campaign to reduce the non-essential use of pesticides in Waterloo Region.

SUMMARY:

The purpose of this report is an update on the activities that have taken place within the municipal sector regarding the Terms of Reference that were developed in January 2002 and discussed at the area municipal level. This report also provides information on activities undertaken by other municipalities and selected provincial and national organizations, a legal opinion on the creation of a by-law to restrict pesticide use, and background information on recent research on the health effects of pesticide use.

REPORT:

PROGRESS WITH LOCAL MUNICIPALITIES

On May 7, 2002, Community Health department staff met with staff representatives from each area municipality to receive feed back on the strategies that were outlined in the Terms of Reference document and any other issues that they have been dealing with respecting pesticide issues in their jurisdictions. The Terms of Reference provided three strategies/options that formed a basis for discussion with respect to the direction for the next steps in this pesticide reduction initiative: a community-wide survey, an education campaign or a consultation process in preparation for the creation of a uniform municipal by-law.

While the Terms of Reference were adopted by all area municipalities, it was recognized that financial constraints would limit the course of action available to the group. However, the feedback received from the municipal representatives indicated strong support for a coordinated Region-wide educational campaign to reduce the non-essential use of pesticides including promoting the use of alternatives. In terms of stakeholder consultations and public surveys, there appears to be little interest in a uniform municipal by-law being adopted. One or more local municipalities may be willing to proceed independently. Therefore, the latter two options are not likely to be pursued at the Municipal Pesticide Working Group level. - 2 - CH-02-046 CR-RS-02-030

REGION-WIDE EDUCATION CAMPAIGN

The education campaign should maximize the use of existing resources as there are a wide variety of materials and case studies to draw upon. The Cities of Waterloo and Cambridge already have printed resources that are distributed to citizens and would be appropriate to utilize in a region-wide effort. In addition, the Federation of Canadian Municipalities, Health Canada (Pest Management Regulatory Authority) and a few community groups have also prepared various educational resources which could be used to promote alternatives to pesticides as well as strategies for their reduction.

Building on these existing resources, the Municipal Pesticide Working Group can explore the following options in developing a Region-wide education initiative:

Short-term • Reprint existing resources and distributing them to various public locations such as libraries and retail outlets where lawn and garden care products are sold; • Update the Regional web site to include alternative pest management information and links to other electronic pesticide reduction educational resources; • Explore other municipal education campaigns regarding their effectiveness, cost and approach; • Research funding possibilities for a broader public education campaign;

Mid-term • Provide information to the community that raises awareness of available local resources such as Master Gardener courses, gardening clubs and other special interest groups that practice alternative lawn and gardening approaches; • Encourage community garden groups, and other organizations such as the University of Waterloo Faculty of Environmental Studies and local organic lawn care companies, to provide demonstration projects for the general public to learn more about Integrated Plant Health Care;

Long-term • Develop applications for external grants to appropriate funding agencies for a broader education campaign; • In partnership with various local community groups and schools along with the private sector, develop an award for the "best pesticide-free garden" within the Region;

In developing a co-ordinated Region-wide education campaign, the highly effective Community-Based Social Marketing approach will be considered as it focuses on achieving behavioral change via direct interaction with the target audience. As the Community Health Department meets again with local municipalities, an outline will be developed including time-lines, budget considerations, and a work plan detailing the implementation of the most feasible education activities.

INITIATIVES IN OTHER MUNICIPALITIES

To date, the majority of pesticide by-laws in Canada have been in the province of Quebec with more than 30 - 3 - CH-02-046 CR-RS-02-030 municipalities having already passed local regulatory controls. At least three of these municipalities have decided to work with a company called Alternative Solutions Environment to create procedures for applying the by-law, training environmental inspectors and compiling a comprehensive educational package for citizens. The Provincial government in Quebec is also considering overarching pesticide legislation that would act as a minimum standard of cosmetic pesticide control and prohibition. This approach is being explored by some Maritime provinces.

The Regional Municipality of Halifax implemented a phased-in pesticide by-law in August 2000, with full implementation scheduled in April 2003. This came about from public support which was ascertained through surveys and community consultations. Halifax Regional Council made a commitment of approximately $120,000 for start-up costs along with a budget allocation for ongoing costs of more than $100,000 per year. Their Public Information and Education Programs on Sustainable Maintenance Practices appears to be going well and through a public survey, showed 90% of residents had awareness and an understanding of the by-law. Eighty-five (85%) wanted more information.

In Ontario, the City of Toronto, Town of Caledon and Owen Sound are considering a pesticide by-law. Toronto Public Health has extensively researched the health effects of pesticides (see summary below) and developed strategies, along with a wide variety of stakeholders, for reducing and phasing out nonessential pesticides. Currently they are conducting community consultations and aim to have a clear strategy and perhaps a by-law to phase out cosmetic pesticides by the end of this year. Several other municipalities in Ontario have embraced the public education and outreach approach including the cities of Burlington, Windsor, Sarnia, Mississauga, Waterloo and Halton Region. This includes advocating best management practices such as Integrated Plant Health Care and Integrated Pest Management. The City of Ottawa is launching a $400,000 (pending $150,000 from the Province) community wide education campaign encouraging reduction of pesticide use and precautionary health measures.

The Federation of Canadian Municipalities surveyed 30 municipalities regarding pesticide practices both on public and private property. Most municipalities are trying to reduce pesticide use and are faced with different challenges depending on the strategy they choose and their community's expectations. The 1999 study states that "the decision regarding which option to select and how it is implemented can be achieved only when the barriers and benefits are known for all parties and all stakeholders are given the opportunity to play a role in the decisions." The report goes on to emphasize that the "provision of information only does not create long- term change." Workshops, partnerships, training and resource guides are other mechanisms suggested to assist any jurisdiction that is trying to achieve community buy-in of the chosen pesticide reduction strategy.

A survey of 403 Durham residents between November 2001 and February 2002 revealed public attitudes towards pesticides in Durham Region (Appendix B). It is reasonable to extrapolate these results to Waterloo Region. In summary most people support by-laws that ban pesticide use, particularly on municipal properties.

A SUMMARY OF THE LATEST RESEARCH

In April 2002, Toronto Public Health released a report entitled "Lawn and Garden Pesticides: A Review of Human Exposure and Health Effects Research.” This review, which updates the information on the human health and ecological effects of pesticides in 1988, focuses on the health effects of pesticides themselves, and - 4 - CH-02-046 CR-RS-02-030 in particular on "specific lawn and garden pesticides identified as commonly available in Canada" (See Appendix A). It should be noted that "voluntary phase-outs are already in place for most residential use products containing two insecticides, namely chlorpyrifos and diazinon.”

The report stresses the lack of knowledge with respect to some of the health effects of some these pesticides especially their immune and endocrine modifying characteristics, as well as the difficulty of determining the health effects arising from "exposure to mixtures of different pesticides and other environmental and occupational chemicals.” While noting that "exposure does not equate to adverse health effects,” the report points in particular to the widespread exposure of the population to some insecticides. For example:

• “metabolites of diazinon and chlorpyrifos were found in the meconium (first feces or stool) of 95-100% of a small sample of newborn babies";

• A study of 1000 American adults found a chlorpyifos metabolite in 82% of the sample, while another US study found a chlorpyifos metabolite present in more than 80% of samples of adult urine;

• An American study found “'widespread' and continuing exposure of children to some common household pesticides and their breakdown products, including detectable residues of some pesticides” in the urine samples from a "large proportion" of the children in the studies;

• This same study found "children's (urinary) metabolite levels of these organophosphate pesticides were greater than in recent (US) population based studies of adults.”

While these chemicals are being phased out, the studies do point to the widespread presence of pesticides in children's environments and in their tissues. Children are of particular concern because "there is still some degree of uncertainty about the potential for subtle, long-term effects when children are exposed at sensitive periods of development.” The review points to studies that have shown a relationship between pesticide exposure and some cancers especially leukemias and lymphomas, reproductive effects, and neurological effects. There have also been studies that had found "apparent moderately increased risks of some cancers ie leukemia, non-Hodgkins lymphoma and neuroblastoma and some birth defects, with pesticide exposure around conception, in utero and in early post natal life.

The Toronto report concludes: "The evidence is persuasive that the greater susceptibility of pregnant women and fetuses, infants, children and the elderly justify prudent avoidance and precautionary measures to limit unnecessary exposures to pesticides for these vulnerable sub populations."

With respect to the state of the science, and the implications for public policy, it is worth noting that:

• Absence of proof of health impact is not proof of absence of health impact, particularly in a context in which there is both incompleteness and uncertainty in the evidence;

• The public health approach in the face of uncertainty is based on the precautionary principle. A 1999 CPHA resolution adopted the definition of the Precautionary Principle based on Principle 15 of the Rio Declaration on Environment and Development (Brazil 1992), which endorsed the “precautionary - 5 - CH-02-046 CR-RS-02-030

approach” for protection of the environment. This resolution stated that when there are threats of serious or irreversible damage, lack of conclusive, scientific certainty shall not be used as a reason for postponing cost-effective measures to prevent degradation.”

• It is vital to understand that the precautionary principle is sound policy because it is based on a sound scientific principle, namely to acknowledge the inherent uncertainties of science and the limitations of the evidence base.

Thus in the case of the nonessential or cosmetic use of pesticides, where there is no obvious health benefit from their use, and where there are reasonable and probable grounds to believe that commonly used pesticides may be a hazard to the health of some people, especially the developing foetus, infants and young children, as well as those who may be particularly sensitive to some of the ingredients of the pesticide, it is a matter of sound public health science and policy to take firm action to reduce or eliminate the nonessential use of pesticide.

LEGAL AUTHORITY FOR THE REGULATION OF PESTICIDE USE

The “Hudson” Decision

Council will recall that there was discussion about the legal authority for the Region to regulate pesticide use in Report #CH-01-055/CR-RS-01-021, dated September 18, 2001. The report examined the Supreme Court of Canada decision in 114957 Canadian Ltée (Spraytech, Société d'arrosage) v. Hudson (Town), which upheld a municipality's power in Quebec to pass a by-law regulating the use of pesticides. It has been suggested that this decision is significant in Ontario because the municipality in Quebec relied upon a residual powers section in its Quebec Cities and Towns Act that is similar in nature to the residual powers section in Ontario's current Municipal Act, namely section 102.

The residual powers section in Quebec read as follows:

“The council may make by-laws:

(1) To secure peace, order, good government, health and general welfare in the territory of the municipality, provided such by-laws are not contrary to the laws of Canada, or of Quebec, nor inconsistent with any special provision of this Act or of the charter.”

The residual powers provisions in various Municipal Acts have generally been given a very restrictive interpretation by the Courts. Municipalities are “creatures of statute” and may only exercise those powers expressly conferred upon them. Residual powers have been conferred to allow some flexibility to this doctrine, but are not intended to extend municipal authority beyond the legitimate objectives of the municipality. In the Hudson case, the Supreme Court examined the legislative context within Quebec and concluded that the municipality had authority to enact the by-law and that no conflict of laws existed with federal or provincial legislation.

Section 102 of Ontario’s Current Municipal Act

There are no specific provisions in Ontario’s current Municipal Act which would permit a municipality to - 6 - CH-02-046 CR-RS-02-030 regulate pesticide use. There is, however, a general residual powers provision, being section 102, which reads:

“Every council may pass such by-laws and make such regulations for the health, safety, morality and welfare of the inhabitants of the municipality in matters not specifically provided for by this Act and for governing the conduct of its members as may be deemed expedient and are not contrary to law.”

It is important to note that this provision does not apply to the Regional Municipality of Waterloo. As indicated in the earlier report, the area municipalities are created under the Municipal Act and as a result all provisions under the Municipal Act apply to them and provide them with their powers. The situation is different for the Region because it is created under the Regional Municipality of Waterloo Act. Thus, sections of the Municipal Act only apply to the Region if the Municipal Act, the Regional Municipality of Waterloo Act or the Regional Municipalities Act (a general Act that provides powers to all Regional Municipalities) expressly state such. Section 102 is not one of the sections which specifically apply to Region.

In addition, there are some very real questions as to whether the Hudson decision would necessarily apply to Ontario municipalities. Any by-law passed by an Ontario municipality could be challenged on the basis of an alleged conflict with existing legislation enacted by the Province of Ontario. A comprehensive analysis comparing the Quebec and Ontario legislative regimes in relation to pesticide regulation would need to be completed in order to provide a complete opinion. Moreover it is important to note that the Hudson case was based on a jurisdictional challenge and did not test the factual basis upon which the by-law relied. A municipality which plans to consider a similar by-law should examine the scientific underpinnings leading to a conclusion that regulation is necessary to protect the “health, safety, morality and welfare of the inhabitants”.

Section 130 of Ontario’s New Municipal Act

On January 1, 2003, Ontario’s new Municipal Act will come into force. Section 102 has been rewritten in section 130 which reads:

“A municipality may regulate matters not specifically provided for by this Act or any other Act for purposes related to the health, safety and well-being of the inhabitants of the municipality.”

It is of significance that under the new Municipal Act, the Region will be considered to be a municipality for the purposes of this section. It will apply to both the Region and the area municipalities.

There are several significant changes between the old section102 and the new section 130.

• Firstly, there is no longer a reference to simply passing a by-law, but rather the authority is limited to regulating. The Courts have interpreted this type of wording as a limitation which prevents the prohibition of activities. In the Hudson case, the municipality was, of course, endeavouring to prohibit the use of pesticides for cosmetic purposes.

• Secondly, the words “or any other Act” have been added after the words “in matters not specifically provided for by this Act”. Formerly, the focus of section 102 was on conferring residual powers where the Municipal Act had not specifically dealt with a particular issue. The addition, these words likely have the effect of expanding the analysis for potential conflicts with any other regulatory provisions in - 7 - CH-02-046 CR-RS-02-030

any other Acts. In the case of pesticides, the Province does have regulatory provisions in place in other Acts. Also, in discussions with legal staff in the ministry of Municipal Affairs and Housing, comments have indicated that in redrafting this section, the intention was to limit the expansive interpretation given by the Supreme Court in Hudson.

• Finally, the word “morality” as a ground for regulation has been removed as a ground for regulation in the new Act.

While it is useful to analyse the differences between sections 102 and 130 in the old and new Municipal Acts, it is not possible to predict with certainly how the Courts will interpret section 130 within the context of the Municipal or any other Act within Ontario.

In addition to reviewing section 130, we have searched the new Municipal Act for any other specific authority relating to the regulation of pesticide use. There are no such provisions. This is in contrast to authority we have to pass, as an example, the smoking by-law. Section 115 of the new Act provides clear and specific authority to prohibit or regulate smoking in public places and workplaces. If municipalities are to have a clear role in regulating pesticide use, the Province should consider providing a clear mandate either under the Municipal Act or under other legislation.

Suggested Next Steps Regarding By-law

If Council wishes to further pursue the possibility of enacting a by-law to regulate the cosmetic use of pesticides, it is recommended that a more complete outside legal opinion be obtained, possibly in conjunction with other interested municipalities. Based on the attention this issue has received thus far, it is expected that any by-law would be challenged in the Courts, potentially up to the Supreme Court of Canada level. The legal opinion should include a comprehensive analysis of the various regulatory schemes within Ontario and Quebec, a thorough comparison of the various Municipal Acts, and an evaluation of the potential impacts of section 130 in the new Municipal Act. As well, the scientific underpinnings leading to a conclusion that regulation is necessary should be fully examined to determine whether they are sufficient to satisfy the applicable legal tests.

CORPORATE STRATEGIC PLAN:

To provide appropriate health and social services to the residents of Waterloo Region.

FINANCIAL IMPLICATIONS:

Staff will report back to Committee with a detailed education campaign and budget implications.

OTHER DEPARTMENT CONSIDERATIONS:

This report was prepared collaboratively by Community Health and Corporate Resources Departments.

PREPARED BY: Dr. Trevor Hancock, Acting Associate Medical Officer of Health Connie Peterson Giller, Commissioner, Corporate Resources & Regional Solicitor - 8 - CH-02-046 CR-RS-02-030

APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health Connie Peterson Giller, Commissioner, Corporate Resources & Regional Solicitor

APPENDIX A

Lawn and Garden Pesticides: A review of Human Exposure and Health Effects Research April 2002, Toronto Public Health ( www.city.toronto.on.ca/health/ ) - 9 - CH-02-046 CR-RS-02-030 - 10 - CH-02-046 CR-RS-02-030

- 11 - CH-02-046 CR-RS-02-030

APPENDIX B

ATTITUDE TO PESTICIDES IN DURHAM REGION

Between November 2001 and February 2002, 403 respondents from Durham Region were surveyed using the RRFSS pesticide module. Thirty-five percent of respondents said that pesticides, when used properly, have a somewhat negative effect on the environment, while 21% said the effect was very negative. Only 8% said it was very positive, and 18% said it was somewhat positive. When asked the same question with respect to human health, 39% percent said somewhat negative, 20% very negative, 12% somewhat positive and 8% very positive.

Of the lawn care companies used by the 27% of households that hired them, 88% used pesticides, while only 6% used a pesticide-free alternative. While 64% of lawn care companies provided information about the types of pesticides used and 76% advised on precautions, only 10% offered pesticide alternatives.

Among householders, 48% did not use pesticides on their lawns, 79% did not use them in the garden and 80% never used them on hard surfaces. Of households with lawns or gardens or hard surfaces, 71% used pesticides (either on their own or through a lawn care company), while 68% of households with lawns or gardens never used pesticide alternatives.

Forty-six percent of respondents aged 18 and above strongly support by-laws that ban pesticide use on municipal properties, while 31% somewhat support such by-laws (77% support). For by-laws that would ban pesticide use on commercial properties, 32% are strongly supportive and 38% somewhat supportive (70% support), while 32% strongly support and 35% somewhat support by-laws that ban pesticide use on private properties (67% support).

In summary, the Durham Region Health Department reported that • more than half of respondents think pesticides have a negative effect on the environment and on human health • most people with a lawn or garden do not hire a lawn care company • lawn care companies tend to use pesticides: 88% of households in 2001 • most households hiring a lawn care company received information about types of pesticides used, and precautions to take • in general, householder use of pesticides was not frequent in 2001 • however, 71% of households used pesticides themselves at least once on lawn, garden or hard surfaces, or through a lawn care company • few households used pesticide alternatives • most people support by-laws that ban pesticide use, particularly on municipal properties. - 12 - CH-02-046 CR-RS-02-030 Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Sean Strickland and Members of the Report No: P-02-068 Community Services Committee File Code: Date: June 4, 2002 Subject: NEW AND REVISED MUSEUM POLICIES

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the following policies as outlined in Report P-02-068, dated June 4, 2002: a) Statement of Purpose, attached as Schedule "A"; b) Governance, attached as Schedule "B"; c) Provisions for the Dissolution of a Museum's Assets and Liabilities attached as Schedule "C"; and d) Conservation attached as Schedule "D".

SUMMARY:

Staff at the Region's museums have revised the museums' Statement of Purpose and Conservation policy, and written new policies to cover museum governance and provisions for the dissolution of a museum's assets and liabilities. The new policies are required as part of the museum's 2002 Community Museum Operating Grant Application to the Ontario Ministry of Culture.

REPORT:

Since 1983, the Region's museums have had a Statement of Purpose outlining enabling legislation to operate the museums; the museums' primary tasks of collecting, preservation, research, and interpretation; and the museums' areas of collecting and interpretation. The Statement of Purpose is an administrative document focusing on museum process. The revised Statement of Purpose includes newly acquired heritage assets such as the Waterloo Regional Curatorial Centre, the West Montrose Covered Bridge and McDougall Cottage. Aspects of the previous policy which focused upon the governance of the museum's have been moved to a new Governance policy which outlines the roles and responsibilities of Regional Council and staff in museum operations.

Revisions to the Conservation Policy have been minor, mostly reflecting administrative changes at the Region of Waterloo's museums.

The policy outlining provisions for the dissolution of a museum's assets and liabilities if a Regionally-owned museum is closed has been written in direct response to the Ontario Ministry of Culture request for such a policy statement to accompany the museums' 2002 Community Museum Operating Grant Application.

Most not-for-profit charities have a by-law addressing the dissolution of the corporation, e.g. "funds or assets remaining after all debts have been paid shall be transferred to a charitable institution with purposes similar to those of this corporation". However, such a statement does not adequately address - 2 - P-02-068 the innumerable issues involving the assets owned by a museum, in particular artifact collections, nor does it address a museum owned and operated by a municipality.

The proposed policy and guidelines address issues both broadly, and where possible, with specific statements as to how museum assets and liabilities should be disposed.

The revision of existing policies and the writing of new policies is part of an ongoing review of all museum policies, tied in part to the requirements of the Community Museum Operating Grant Program. The following list, outlines existing, pending and proposed policies. Policies which are proposed, particularly those tied to the Community Museum Operating Grant program, will be written and forwarded to Region Council for approval over the next two years.

1.0 Governance Standard 1.1 Statement of Purpose (existing/pending) 1.2 Governance (pending) 1.3 Doon Heritage Crossroads Mission Statement (proposed) 1.4 Joseph Schneider Haus Commemorative Statement (proposed) 1.5 Doon Heritage Crossroads / Joseph Schneider Haus Short-term Plan (existing) 1.6 Doon Heritage Crossroads / Joseph Schneider Haus Long-term Plan (existing) 1.7 Canadian Museums Association Ethical Guidelines (existing) 1.8 Ministry of Tourism, Culture and Recreation Standards for Community Museums (existing) 1.9 Provisions for the Dissolution of a Museum's Assets and Liabilities (pending)

2.0 Finance Standard 2.1 Retail Sales Guidelines (existing) 2.2 Corporate Sponsorship and Fund Raising Policy (proposed)

3.0 Collections Standard 3.1 Collection Development Policy (existing) 3.2 Collection Management Policy (existing) 3.3 Licensing of Reproductions and Adaptions Policy (existing) 3.4 Photographic Reproductions Policy (proposed) 3.5 Artifact Machinery Use Policy (proposed) 3.6 Artifact Reserve Fund (existing) 3.7 Personal Collecting Policy (proposed)

4.0 Exhibition Standard 4.1 Exhibition Policy (existing)

5.0 Interpretation and Education Standard 5.1 Interpretation and Education Policy (existing) 5.2 Reproduction Clothing Policy and Dress Code (proposed) 5.3 Livestock Management Policy (proposed) 5.4 Living Plant and Environmental Stewardship Policy (proposed)

6.0 Research Standard 6.1 Research Policy (existing) - 3 - P-02-068

7.0 Conservation Standard 7.1 Conservation Policy (existing/pending) 7.2 Ethics and Guidance for Practice of the Canadian Association for Conservation of Cultural Property (existing)

8.0 Physical Plant Standard 8.1 Historic Building Preservation Policy (proposed) 8.2 Doon Heritage Crossroads / Joseph Schneider Haus Emergency Preparedness Plan (existing) 8.3 Doon Heritage Crossroads / Joseph Schneider Haus Fire Safety Plan (existing) 8.4 Sale and Consumption of Liquor Policy (existing Regional policy) 8.5 Commercial and Not-for-Profit Filming Policy (existing) 8.6 Doon Heritage Crossroads / Joseph Schneider Haus Building and Room Rental Policy (existing) 8.7 Doon Heritage Crossroads / Joseph Schneider Haus Maintenance Manual (proposed)

9.0 Community Standard 9.1 Community Policy (proposed) 9.2 Diversity Policy (proposed) 9.3 Accessibility Policy (existing for Doon) 9.4 Volunteer Program Policy (existing) 9.5 Friends of Doon Heritage Crossroads Constitution and By-laws (existing) 9.6 Friends of Joseph Schneider Haus Constitution and By-laws 9.7 Communications Policy (proposed)

10.0 Human Resources Standard 10.1 RMOW Human Resources Policy Manual (existing) 10.2 Human Resources Management Policy (proposed) 10.3 Staff Training Policy (existing)

CORPORATE STRATEGIC PLAN:

As part of Strategic Goal 2.0 Sustainable Growth, the Region of Waterloo owns and operates two community museums and in Direction 2.2 defines the unique aspects and resources in the Region which require protection.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

Drafts of these policies have been reviewed by staff in Planning, Housing and Community Services; Legal Services; Council and Administrative Services; and Purchasing. A draft of the Disposal of Assets and Liabilities policy was reviewed by the Heritage Planning Advisory Committee.

PREPARED BY: Thomas A. Reitz, Manager/Curator - 4 - P-02-068

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services - 5 - P-02-068

ATTACHMENT A

Regional Municipality Section No. Policy No. of Waterloo 1.0 1.1 MUSEUM POLICIES

Title: Statement of Purpose

Applies to: Doon Heritage Crossroads, Revision Date: McDougall Cottage, Joseph Schneider Haus and other heritage resources owned May 31, 2002 by the Region of Waterloo

I. GOAL STATEMENT

The Region of Waterloo's museums are committed to providing heritage programs and services responsive to the interests of the residents of the Region of Waterloo.

This commitment will be achieved by the effective use of our human and financial resources to collect, preserve, study and interpret the heritage of the Region.

II. BACKGROUND INFORMATION

The Regional Municipality of Waterloo has been given authority to acquire and operate public museums and manage other heritage assets.

As of May 2002, these facilities include:

Doon Heritage Crossroads McDougall Cottage Joseph Schneider Haus Museum and Gallery Waterloo Regional Curatorial Centre West Montrose Covered Bridge

IV. AREAS OF INTEREST

The primary focus of the Region's museums and heritage resources is the history and heritage, through time, of the area that comprises the Regional Municipality of Waterloo. The museums may also engage in historical activity that is not confined to the Regional boundaries when it is necessary to understand Regional history, or when it complements Regional history.

All art and historical objects in the ownership of the Regional Municipality of Waterloo will be accessioned by the Region's museums in accordance with standard museum cataloguing procedures, with the exception of Waterloo County Archival and Regional Corporate records under the jurisdiction of the Regional Clerk. - 6 - P-02-068

V. AUDIENCE

The museum's activities will be directed toward serving the people of the Region, visitors to the Region, to the broader general public and to the museum community at large.

The Region will serve these groups through educational programs, special events, exhibits, publications, electronic media and other related services.

VI. IMPLEMENTATION

The museums will:

• collect, preserve, research and interpret collections of artifacts, buildings, specimens and archival materials • maintain and operate heritage facilities: - Doon Heritage Crossroads - McDougall Cottage - Joseph Schneider Haus Museum and Gallery - Waterloo Regional Curatorial Centre - West Montrose Covered Bridge - other facilities that the Region may acquire • cooperate with and complement the efforts of other heritage institutions and organizations in the Region of Waterloo • advise the general public on issues involving the preservation of material and non- material culture and general heritage • carry out their responsibilities at a level consistent with generally accepted museological standards; the Ontario Ministry of Tourism, Culture and Recreation Community Museum Standards will serve as a minimum standard for the operation of museums • carry out their responsibilities as approved by Regional Council.

VII. DOON HERITAGE CROSSROADS

It is the purpose of Doon Heritage Crossroads to maintain a living history museum and maintain other appropriate facilities to convey the history and culture of the Region of Waterloo in an interesting, exciting and accurate manner by collecting, preserving, researching, and interpreting appropriate objects, specimens and buildings.

The museum’s living history exhibit re-creates and celebrates the daily life of rural Waterloo County in the year 1914 through a small village and two farms, costumed interpreters, period furnishings, farm animals, heritage gardens and demonstrations of crafts, trades and daily chores. The site will attempt to create an accurate historical environment in which the variety and range of human life and activity within such a community can be presented to the public.

To this end, the museum will provide living history programming; resource areas for use by the staff and general public; adequate storage facilities for artifact and archival collections; educational and visitor orientation facilities; ancillary public facilities such as picnic facilities, food and retail sales facilities; ancillary staff facilities, such as offices, workrooms, etc.; and a representative landscape historic environment. - 7 - P-02-068

VIII. McDOUGALL COTTAGE

Under development.

IX. JOSEPH SCHNEIDER HAUS NATIONAL HISTORIC SITE

It is the purpose of the Joseph Schneider Haus National Historic Site to collect, preserve, research, and interpret buildings and objects which represent the lifestyle of Joseph Eby Schneider and family, the second generation to live in the historic Joseph Schneider Haus. The collections reflect the family's Pennsylvania-German roots, its accomplishments from the time of arrival in Upper Canada in 1807, the family's position within the growing village of Berlin in 1856, and its relationship with the Mennonite community.

Further, the Museum will encourage the study and appreciation of the Germanic culture in Ontario by collecting, preserving, researching, and interpreting folk and decorative objects and documents, and information databases, from areas of Germanic settlement in Canada, primarily the Region of Waterloo.

To this end, the Museum will provide exhibit space for short and long-term exhibits; a resource area with accessible electronic interfaces for use by the staff and general public; adequate storage facilities for a permanent study collection; educational and visitor orientation facilities; ancillary facilities, such as offices, workrooms, etc.; and a representative landscape historic environment.

X. WEST MONTROSE COVERED BRIDGE

The Regional Municipality of Waterloo will preserve the West Montrose Covered Bridge, an 1880 heritage structure, it's function as a bridge, and the context of its setting.

To this end, the Region will ensure that maintenance of the Bridge is adequate to ensure its preservation and continued use as a river crossing.

XI. WATERLOO REGIONAL CURATORIAL CENTRE

The Regional Curatorial Centre located at Doon Heritage Crossroads will provide storage for the Region's collection of artifacts and specimens, consistent with generally accepted professional and government standards; facilities for services essential for the maintenance of the collection, including registration, conservation and research; storage space for the development of the Regional collection on a controlled acquisition basis consistent with the Region's Statement of Purpose for its museums, specific mission statements and the Region's Collections Management and Collections Development Policies.

XII. RELATIONS WITH OTHER POLICIES