REGIONAL COUNCIL MINUTES

Wednesday, January 26, 2005

The following are the minutes of the Regular Council meeting held at 7:10 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair K. Seiling, J. Brewer, M. Connolly, K. Denouden, H. Epp, T. Galloway, J. Haalboom, R. Kelterborn, C. Millar, J. Mitchell, J. Smola, B. Strauss, J. Wideman, and C. Zehr.

Regrets: D. Craig and W. Roth

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

J. Smola disclosed a pecuniary interest with respect to the grant for K-W Counselling Services Inc., as he is the carpenter for this new construction.

CLOSED SESSION

MOVED by B. Strauss SECONDED by J. Smola

That Council convene in Closed Session pursuant to Part II, Section 14(1) a), b), f) of Procedural By-law 00-031, as amended.

CARRIED

DELEGATIONS

Mike O’Connor on behalf of Keith Murray appeared with respect to the Development Charges Act, 1997. M. O’Connor stated he is Mr. Murray’s son-in-law and he supports a change in the Development Charges By-law. He stated this proposed development of Mr. Murray’s land will require no increase in the current Regional infrastructure. Mr. O’Connor concurred that the Council’s hands are tied but noted the building is primarily for the production of crops and breeding of animals. He advised the property is used for a farm vacation program for 60 days each year. He provided suggestions to Council for changes in the wording of the by-law which would give Council the power to impose development charges based on a percentage of use related to time or square footage.

Councillors discussed the recalculation that will be done once staff are advised of the issuance of a demolition permit from the Township of North Dumfries. Councillors were sympathetic to the situation but their job is to interpret the by-law as it currently stands. The diversification of farms is an item to be considered when the by-law is reviewed. Larry Ryan, Chief Financial Officer, stated there are factors that may result in the by-law being opened up in advance of the five year requirement including: changing legislation from the Province, light rail transit, growth management and road issues. It is uncertain when this may happen, possibly in the next one or two years, but certain issues may be packaged when opening up the by-law. Any potential interpretations will need to be discussed with the area municipalities, especially related to second businesses on farms.

T. Galloway brought forward the recommendation from the Administration and Finance Committee. Council - 2 - 05/01/26

MOVED by T. Galloway SECONDED by J. Brewer

THAT the Summary of Recommendations of the Administration and Finance Committee, dated January 19, 2005, Item 2 be adopted as follows:

The Administration and Finance Committee recommends as follows:

2. THAT The Regional Municipality of Waterloo dismiss the complaint and confirm the development charges, subject to the recalculation of the development charges upon finalization of the demolition of the existing building, and subsequent redevelopment allowance, for the development at R. R. #4, 2130 West River Road, Township of North Dumfries, as outlined in Report F-05-007, dated January 19, 2005.

CARRIED

MINUTES OF PREVIOUS MEETINGS

MOVED by B. Strauss SECONDED by J. Brewer

THAT the following Minutes be approved:

a) Budget – January 12, 2005 b) Council – January 12, 2005 a) Planning & Works – January 18, 2005 b) Library – January 18, 2005 c) Community Services – January 18, 2005 d) Administration & Finance – January 19, 2005

CARRIED

COMMUNICATIONS a) Kerry-Lynn Wilkie, Health Promotion Coordinator, Langs Farm Village Association re: Region of Waterloo Healthy Communities Grant was received for information.

b) Tracy Van Kalsbeek, Program Manager, Junior Achievement of the Waterloo Region Inc. re: Appreciation given for support of Business Program was received for information.

c) Marilyn Hill, St. James’-Rosemount United Church re: Appreciation given for Healthy Communities Grant was received for information.

MOVED by J. Wideman SECONDED by K. Denouden

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

CARRIED

155378 Council - 3 - 05/01/26

FINANCE REPORTS

a) F-05-011: T2004-147 Installation of Lift at 47 Holborn, City of Kitchener

MOVED by J. Wideman SECONDED by C. Zehr

THAT the Regional Municipality of Waterloo accept the tender of Gordner Construction for the Installation of Lift at 47 Holborn, City of Kitchener at a total cost of $71,247.00 including all applicable taxes.

CARRIED

b) F-05-012: T2004-146 45 Kitchen Cupboard Replacements At 47 Holborn, T2004-149 73 Kitchen Cupboard Replacements At 119 College St., T2004-148 61 Kitchen Cupboard Replacements At 74 Church St., City Of Kitchener

MOVED by J. Wideman SECONDED by C. Zehr

THAT the Regional Municipality of Waterloo accept the tender of Amato & Son (633383 Ontario Inc.) for the 45 Kitchen Cupboard Replacements at 47 Holborn, City of Kitchener at a total cost of $115,094.55 including all applicable taxes;

AND THAT the Regional Municipality of Waterloo accept the tender of Amato & Son (633383 Ontario Inc.) for the 73 Kitchen Cupboard Replacements at 119 College Street, City of Kitchener at a total cost of $167,652.95 including all applicable taxes;

AND THAT the Regional Municipality of Waterloo accept the tender of Amato & Son (633383 Ontario Inc.) for the 61 Kitchen Cupboard Replacements at 74 Church Street, City of Kitchener at a total cost of $157,241.85 including all applicable taxes.

CARRIED

COMMITTEE REPORTS

Budget

The Summary of Recommendations of the Budget Committee was presented by Tom Galloway, Chair of the Committee. M. Connolly requested Items # 1 and 3 be voted on separately and a recorded vote taken.

MOVED by T. Galloway SECONDED by M. Connolly

THAT the Summary of Recommendations of the Budget Committee, dated January 26, 2005, Item 1, be adopted as follows:

The Budget Committee recommends as follows:

1. THAT the Regional Municipality of Waterloo approve the 2005 Property Tax Operating Budget with a net levy of $203,159,938 (1.82%), excluding Police Services, and the 2005 Property Tax

155378 Council - 4 - 05/01/26

Capital Budget, reflecting budget issues identified in the October 27, 2004 Budget Committee agenda, as amended.

CARRIED

Yeas: J. Brewer, K. Denouden, H. Epp, T. Galloway, J. Haalboom, R. Kelterborn, C. Millar, J. Mitchell, K. Seiling, B. Strauss, J. Wideman, C. Zehr.

Nays: M. Connolly, J. Smola

MOVED by T. Galloway SECONDED by M. Connolly

THAT the Summary of Recommendations of the Budget Committee, dated January 26, 2005, Item 3, be adopted as follows:

The Budget Committee recommends as follows:

3. THAT The Regional Municipality of Waterloo approve the Police Services 2005 Property Tax Operating Budget with a net levy of $83,973,101 (2.06%) and the Police Services 2005 Property Tax Capital Budget and 2006-2014 Capital Forecast.

CARRIED

Yeas: J. Brewer, K. Denouden, H. Epp, T. Galloway, R. Kelterborn, J. Mitchell, K. Seiling, B. Strauss, J. Wideman, C. Zehr.

Nays: M. Connolly, J. Haalboom, C. Millar, J. Smola

MOVED by T. Galloway SECONDED by M. Connolly

THAT the Summary of Recommendations of the Budget Committee, dated January 26, 2005, Items 2 and 4 to 8, be adopted as follows:

The Budget Committee recommends as follows:

2. THAT The Regional Municipality of Waterloo approve the 2006-2014 Capital Forecast, with the exception of the Transportation Expansion Capital Forecast, reflecting budget issues identified in the October 27, 2004 Budget Committee agenda, as amended.

4. THAT the Regional Municipality of Waterloo approves the following with regard to the Region of Waterloo Library budget as contained in Report P-LIB-05-001, dated January 18, 2005:

a) the 2005 Library Operating Budget with a Net levy of $1,469,058; b) the 2005 Library Capital Budget; c) the 2006-2014 Library Capital Forecast.

5. THAT the Regional Municipality of Waterloo adopt a one-year phase-in for special area rates for Transit, as outlined in the Information Paper circulated to Budget Committee on January 26, 2005.

155378 Council - 5 - 05/01/26

6. That the Regional Municipality of Waterloo approve the following Counselling Service Grants for 2005:

Lutherwood Family Counselling Services 41,130 Interfaith Pastoral Counselling Services 27,057 Shalom Counselling Services 11,492 Family Counselling Services of Cambridge and North Dumfries 50,335 Interfaith Community Counselling Centre - New Hamburg 21,017 K-W Counselling Services Inc. 139,774 Catholic Family Counselling Centre 106,062 Woolwich Interfaith Counselling Centre 11,850 $408,717

7. THAT The Regional Municipality of Waterloo approve the following Peer Counselling Service grants for 2005:

Cambridge Self Help Food Bank 4,136 St. John's Kitchen - the Working Centre 12,987 $ 17,123

8. THAT The Regional Municipality of Waterloo approve the following rates for the Emergency Food Hamper Program effective January 1, 2005:

Cambridge Self Help Food Bank Hamper Rate $ 29.94 Diaper Rate $ 4.16 Formula Rate $ 12.33

Cambridge Salvation Army Family Services Voucher Rate Single Person $ 20.91 Each additional Dependent $ 5.33 Diaper Rate $ 4.31 Formula Rate $ 12.48

House of Friendship Hamper Rate $ 27.76 Diaper Rate $ 4.21 Formula Rate $ 12.33

Kitchener Salvation Army Community and Family Services Hamper Rate $ 25.38 Diaper Rate $ 4.21 Formula Rate $ 12.33

Woolwich Community Services 155378 Council - 6 - 05/01/26

Hamper Rate $ 34.59 Diaper Rate $ 4.16 Formula Rate $ 12.43

And that the 2005 expenditures for the Food Hamper Program not exceed $655,000.

CARRIED

Planning & Works Committee

The Summary of Recommendations of the Planning and Works Committee was presented by Bill Strauss, Vice-Chair of the Committee. It was noted that additional appointments need to be made under Item #3 and councillors volunteered for positions. T. Galloway and J. Wideman requested to be added onto project/study teams for the Fairway Road Extension Zeller Drive to Reg. Rd. 17 Class Environmental Assessment and the South Kitchener Transportation Corridor Study respectively that were not listed. C. Millar requested to be added to the Main Street Bridge Rehabilitation team. A suggestion was made to add D. Craig to the South Boundary Road team, subject to his agreement. It was agreed to make these additions to the recommendation.

MOVED by B. Strauss SECONDED by R. Kelterborn

THAT the Summary of Recommendations of the Planning and Works Committee, dated January 18, 2005, Items 1 to 6, and two reports from closed session, Items 7 and 8, be adopted as follows:

The Planning and Works Committee recommends as follows:

1. THAT the Regional Municipality of Waterloo:

a) enter into an Engineering Agreement with Stantec Consulting Limited of Kitchener, Ontario to provide engineering services for a Class Environmental Assessment, detailed design, contract administration and construction inspection for improvements on Fountain Street from Shantz Hill Road to King Street and on King Street from Fountain Street to Eagle Street in the City of Cambridge at an upset limit of $408,350 plus applicable taxes for the Class Environmental Assessment and detailed design phases, with contract administration and construction inspection to be paid on a time basis; and

b) grant pre-budget approval in the amount of $408,350 plus applicable taxes prior to finalization of the 2005 Transportation Capital Program in early 2005 to cover the costs of this assignment.[E-05-004]

2. THAT the Regional Municipality of Waterloo declare Part 1, Reference Plan 58R-14696, Township of Woolwich surplus to the needs of the Region, as detailed in Report CR-RS-05-003 dated January 18, 2005, pursuant to the Region’s property disposition by-law, to the satisfaction of the Region’s Solicitor.

3. THAT the Regional Municipality of Waterloo appoint the following Regional Councillors to the various project and study teams as noted in Appendix A to Report E-05-003/P-05-001, dated January 18, 2005;

Description Area Suggested Council Municipality Representative

155378 Council - 7 - 05/01/26

a) Stanley Park Transit Terminal Kitchener J. Smola Local Councillor -TBD

b) Waterloo Area Transit Service Review Waterloo J. Mitchell Local Councillor – TBD

c) Aeronautical Noise Management Committee J. Smola d) Bridge-Lancaster Area Transportation Study Kitchener/Woolwich J. Smola J. Haalboom J. Wideman Local Councillor - TBD

e) Beverly Street, Dundas Street to Rail Overpass Cambridge C. Millar and Samuelson Street, Franklin Boulevard to Local Councillor - TBD Elgin Street - Design in 2005 and 2006 - Construction in 2007 f) King Street, Eagle Street to Fountain Street Cambridge J. Brewer and Fountain Street, King Street to Shantz Local Councillor - TBD Hill Road - Design in 2005, 2006 - Construction in 2007 g) South Boundary Road, Water Street to Cambridge D. Craig Franklin Boulevard K. Denouden - Design in 2006, 2007 Local Councillor - TBD - Construction in 2008 h) Eagle Street, Industrial Street to Concession Cambridge J. Brewer Street Local Councillor - TBD - Design in 2005, 2006 - Construction in 2007

i) Main Street Bridge Rehabilitation and Cambridge C. Millar Queen’s Square Resurfacing, Grand River Local Councillor - TBD to George Street - Design in 2005 - Construction in 2005

j) Victoria Street, Edna Street to Bruce Street Kitchener Local Councillor - TBD - Design in 2006, 2007 - Construction in 2007

k) Ottawa Street, King Street to Mill Street Kitchener T. Galloway - Design in 2005, 2006 Local Councillor - TBD - Construction in 2007

l) Erb Street Reconstruction, Westmount Waterloo Local Councillor - TBD Road to Fischer-Hallman Road - Design in 2005 - Construction in 2006

155378 Council - 8 - 05/01/26 m) King Street Improvements at Highway 85 Woolwich B. Strauss - Design in 2005, 2006 Local Councillor - TBD - Construction in 2006 n) King Street Reconstruction, Highway Woolwich Local Councillor - TBD 85 to Lobsinger Line o) Tri-City Water Distribution Master Plan J. Wideman C. Zehr p) Integrated Urban System Groundwater Study K. Denouden q) Middleton Class Environmental Assessment Cambridge C. Millar Local Councillor - TBD r) Greenbrook Class Environmental Assessment Kitchener J. Haalboom s) Biosolids Cake Storage Class Environmental K. Denouden Assessment J. Wideman t) Fairway Road Extension Cambridge/Kitchener T. Galloway Zeller Drive to Reg. Rd. 17 Commence Class Environmental Assessment u) South Kitchener Transportation Kitchener J. Wideman Corridor Study

AND THAT the Regional Municipality of Waterloo forward the request for local Councillor representatives on project and study teams to the Area Municipalities.

4. THAT the Regional Municipality of Waterloo give a By-law transferring authority from the Corporation of the Township of Wellesley and the Corporation of the Township of North Dumfries regarding water distribution and wastewater collection systems to the Regional Municipality of Waterloo first and second reading and that the By-law be brought back to Council of the Regional Municipality of Waterloo for a third and final reading once consents from local area municipalities have been obtained in accordance with section 189(2) of the Municipal Act, S.O. 2001;

AND THAT the Commissioner of Transportation and Environmental Services be authorized to sign such documentation as may be necessary to give effect to the conveyance of all real and personal property associated with the transfers of water distribution and wastewater collection infrastructure within the Township of North Dumfries and the water distribution infrastructure within the Township of Wellesley. [E-05-015/CR-RS-05-005]

5. THAT the Regional Municipality of Waterloo accept P-05-004, Monthly Report of Development Activity for November 2004, dated January 18, 2005.

6. THAT the Regional Municipality of Waterloo consents to the granting of a licence to Ivan B. Martin of 4095 Lavery Road from the Province of Ontario to permit a waterline crossing of the Kissing Bridge Trailway which is currently leased to the Region and the County of Wellington, subject to the inclusion of provisions in the licence to protect the interests of the Region and the County, to the satisfaction of the Regional Solicitor and the County of Wellington.[CR-RS-05- 002]

155378 Council - 9 - 05/01/26

7. THAT the Regional Municipality of Waterloo approve the following reappointments to the Ecological and Environmental Advisory Committee for a three-year term ending December 31, 2007:

Mark Hartley, Water Resources Engineer; John Jackson, Environmental Activist & Researcher; Nathan Jamieson, Engineer; Les Misch, Ecological Consultant; and Deanna Zenger, Computer Support Analyst. [Report P-05-003]

8. That the Regional Municipality of Waterloo approve the following with respect to the Regional Cycling Advisory Committee:

a) the reappointment of Don Pavey and Dennis Hilker for a three year term, ending December, 2007; b) the appointment of Scott Piatowski for a one year term, ending December, 2005; and c) the appointment of Barry Tracey for a three year term, ending December, 2007. [Report P-05- 007]

CARRIED

Library

The Summary of Recommendations of the Library Committee was presented by Bill Strauss, Chair of the Committee.

MOVED by B. Strauss SECONDED by R. Kelterborn

THAT the Summary of Recommendations of the Library Committee, dated January 18, 2005, Item 1, be adopted as follows:

The Library Committee recommends as follows:

1. THAT the Regional Municipality of Waterloo approve a one-year lease renewal at the following:

a) the Bloomingdale United Church to accommodate the Bloomingdale Branch;

b) 136 Main Street, New Dundee to accommodate the New Dundee Branch;

AND THAT the leases commence January 1, 2005, subject to the terms and conditions outlined in Report P-LIB-05-002, dated January 18, 2005.

CARRIED

Community Services

The Summary of Recommendations of the Community Services Committee was presented by J. Brewer, Chair of the Committee. M. Connolly requested Item #1 be taken separately. He requested clarification on what the consultation is and the costs to enforce a pesticide by-law. M. Connolly suggested the money for this process be taken from the $400,000 education fund that has been established. Councillors did not support this request.

155378 Council - 10 - 05/01/26

MOVED by J. Brewer SECONDED by M. Connolly

THAT the Summary of Recommendations of the Community Services Committee dated January 18, 2005, Items 1 through 3, and three reports from closed session, Items 4 through 6 be adopted as follows:

The Community Services Committee recommends as follows:

1. THAT the Regional Municipality of Waterloo approve the Pesticide Consultation Process as outlined in PH-05-001, dated January 18, 2005, to a maximum expenditure of $75,000 to be funded by the Capital Levy Reserve Fund;

AND THAT this matter be referred to the Budget Committee for consideration.

2. THAT the Regional Municipality of Waterloo accept the proposal of K-W Working Centre for the Unemployed (“the Working Centre”) to assume the ownership and operation of a transitional housing program at 70 Louisa Street in the City of Kitchener (“the Property”), as outlined in Report SS-05-005, dated January 18th, 2005;

AND THAT the Commissioner, Social Services be authorized to execute such documents (“the Documentation”) as may be necessary for the purpose of implementing the recommendations set out in Report SS–05-005, dated January 18, 2005, including but not limited to an assignment of an agreement of purchase of sale relating to the Property and a consent to the assumption of an existing mortgage on title to the Property in favour of the Region of Waterloo in the amount of $160,349.66.

3. THAT the Regional Municipality of Waterloo approve the purchase of patient lifting equipment to a maximum of $140,000 and $12,727 for a lifting education program to be fully funded by the Ministry of Health and Long-Term Care as outlined in Report SS-05-006, dated January 18, 2005;

AND THAT the Regional Municipality of Waterloo enter into an agreement with Her Majesty the Queen in Right of Ontario as represented by the Minister of Health and Long-Term Care for the purpose of obtaining funding for the purchase of lifting equipment as outlined in Report SS-05- 006, dated January 18, 2005.

4. THAT the Region of Waterloo approve the appointment of Dr. J.F. Mather as Medical Director of Sunnyside Home, for a three year term, effective October 15, 2004 to October 15, 2007 as outlined in report SS-05-002, dated January 18, 2005.

5. THAT the Regional Municipality of Waterloo appoint the following persons to the Region of Waterloo History Museum Feasibility Study Project Team, as outlined in P-05-002, dated January 18, 2005:

Ms. Cathy Blackbourn Mr. Scott Marnoch Mr. Adam Qualter

6. THAT the Regional Municipality of Waterloo approve a joint initiative with the City of Cambridge to facilitate the development of up to sixty-eight units of new affordable housing, as described in P-05-009, dated January 18, 2005.

CARRIED

155378 Council - 11 - 05/01/26

Administration and Finance

The Summary of Recommendations of the Administration and Finance Committee was presented by T. Galloway, Chair of the Committee. Item #1 was taken separately due to the pecuniary interest of J. Smola. Item #2 was dealt with under Delegations.

MOVED by T. Galloway SECONDED by K. Denouden

THAT the Summary of Recommendations of the Administration and Finance Committee, dated January 19, 2005, Item 1 be adopted as follows:

The Administration and Finance Committee recommends as follows:

1. THAT The Regional Municipality of Waterloo approve funding in the amount of $25,000 towards the capital fund project of the K-W Counselling Services Inc., to be taken from the 2004 year-end surplus,

AND THAT K-W Counselling Services Inc. enter into an agreement with the Region to allow for the use of the facilities for public consultation and meetings required in this location by the Region,

AND THAT Budget Committee give consideration to additional funding during the 2006 budget process.

CARRIED

MOVED by T. Galloway SECONDED by K. Denouden

THAT the Summary of Recommendations of the Administration and Finance Committee, dated January 19, 2005, Items 3 through 6 be adopted as follows:

The Administration and Finance Committee recommends as follows:

3. THAT the Regional Municipality of Waterloo approve $357,909.34 in accounts receivable write- offs in 2004 (for the years 2001 to 2003);

AND THAT the Regional Municipality of Waterloo approve revisions to the Accounts Receivable Policies and Procedures to increase the Chief Financial Officer’s write-off level from the current $500 to a recommended $1,000 effective January 1, 2005. (F-05-008)

4. THAT the Regional Municipality of Waterloo approve payment of the 2005 membership fee in the amount of $7,367.50 for the Association of Municipalities of Ontario subject to final approval of the 2005 property tax budget.

5. THAT the Regional Municipality of Waterloo approve the Accessibility Plan for 2005;

AND THAT the report be sent to the Ministry of Citizenship and Immigration for information, as outlined in Report SS-05-001, dated January 18/19, 2005.

155378 Council - 12 - 05/01/26

6. THAT The Regional Municipality of Waterloo amend the 2005 Meeting Schedule to change the December Council meeting from December 7 to December 14 and the Council meeting start at 4:00 p.m.

CARRIED

OTHER MATTERS UNDER COMMITTEE OF THE WHOLE

MOVED by B. Strauss SECONDED by K. Denouden

THAT Committee of the Whole rise and Council resume.

CARRIED

MOVED by K. Denouden SECONDED by M. connolly

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

CARRIED

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

MOVED by J. Brewer SECONDED by R. Kelterborn

a) That A By-law to Transfer Authority of the Corporation of the Township of Wellesley and the Corporation of the Township of North Dumfries regarding Water Distribution and Wastewater Collection Systems to the Regional Municipality of Waterloo be read a first and second time only, and numbered 05-004, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

b) That a By-law to Confirm the Actions of Council be read a first, second and third time, finally passed and numbered 05-005 signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal

CARRIED

ADJOURN

MOVED by J. Brewer SECONDED by M. Connolly

THAT the meeting adjourn.

CARRIED

REGIONAL CHAIR, K. Seiling

REGIONAL CLERK, K. Fletcher

155378 MEDIA RELEASE: IMMEDIATE

REGIONAL MUNICIPALITY OF WATERLOO CONSOLIDATED COUNCIL AGENDA

Wednesday, January 26, 2005 Closed Session 6:45 p.m. WATERLOO COUNTY ROOM Regular Meeting 7:00 p.m. REGIONAL COUNCIL CHAMBER 150 Frederick Street, Kitchener, ON

* Denotes Item(s) Not Part of Original Agenda

1. MOMENT OF SILENCE 2. ROLL CALL 3. MOTION TO GO INTO CLOSED SESSION (if necessary) 4. MOTION TO RECONVENE IN OPEN SESSION (if necessary) 5. DECLARATION OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT 6. PRESENTATIONS 7. PETITIONS 8. DELEGATIONS * a) Mike O’Connor on behalf of Keith Murray re: Development Charges Act, 1997 (See Item 2, FS- 050119)

9. MINUTES OF PREVIOUS MEETINGS a) Budget – January 12, 2005 b) Council – January 12, 2005 a) Planning & Works – January 18, 2005 b) Library – January 18, 2005 c) Community Services – January 18, 2005 d) Administration & Finance – January 19, 2005 10. COMMUNICATIONS * a) Kerry-Lynn Wilkie, Health Promotion Coordinator, Langs Farm Village Association re: Region A of Waterloo Healthy Communities Grant

b) Tracy Van Kalsbeek, Program Manager, Junior Achievement of the Waterloo Region Inc. re: E * Appreciation given for support of Business Program

c) Marilyn Hill, St. James’-Rosemount United Church re: Appreciation given for Healthy H * Communities Grant

11. MOTION TO GO INTO COMMITTEE OF THE WHOLE TO CONSIDER REPORTS 12. REPORTS - 2 –

Finance Reports a) F-05-011: T2004-147 Installation of Lift at 47 Holborn, City of Kitchener 1

b) F-05-012: T2004-146 45 Kitchen Cupboard Replacements At 47 Holborn, 3 T2004-149 73 Kitchen Cupboard Replacements At 119 College St., T2004-148 61 Kitchen Cupboard Replacements At 74 Church St., City Of Kitchener

Committee Reports a) Budget – attached & marked CS-050126 (available at meeting)

b) Planning & Works – attached & marked PS-050118 7 (additional appointments required for Item 3)

c) Library – attached & marked LS-050118 10 d) Community Services – attached & marked SS-050118 11 * e) Administration & Finance – attached & marked FS-050119 (REVISED) 12A Chief Administrative Officer Regional Chair Regional Clerk 13. OTHER MATTERS UNDER COMMITTEE OF THE WHOLE 14. MOTION FOR COMMITTEE OF THE WHOLE TO RISE AND COUNCIL RESUME 15. MOTION TO ADOPT PROCEEDINGS OF COMMITTEE OF THE WHOLE 16. MOTIONS 17. NOTICE OF MOTION 18. UNFINISHED BUSINESS 19. OTHER BUSINESS 20. QUESTIONS 21. ENACTMENT OF BY-LAWS – FIRST, SECOND & THIRD READINGS

a) A By-law to Transfer Authority of the Corporation of the Township of Wellesley and the Corporation of the Township of North Dumfries regarding Water Distribution and Wastewater Collection Systems to the Regional Municipality of Waterloo (FIRST AND SECOND READING ONLY)

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

22. ADJOURN

154229

BUDGET COMMITTEE MINUTES PUBLIC INPUT SESSION

Wednesday, January 12, 2005

The following are the minutes of the Budget Committee Public Input session held at 7:00 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair T. Galloway, J. Brewer, M. Connolly, K. Denouden, H. Epp, J. Haalboom, R. Kelterborn, C. Millar, J. Mitchell, W. Roth, K. Seiling, J. Smola, B. Strauss, J. Wideman, and C. Zehr.

Regrets: D. Craig

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

C. Millar disclosed a pecuniary interest regarding the Bridges Hostel, part of the Emergency Hostel discussion, as she is involved with that project.

INTRODUCTION

Chair Galloway provided introductory remarks, advising this is the last public input session. The next budget session will be Wednesday, January 26th at 3 p.m. with the intent to give final approval to the budget at the Council meeting that evening.

DELEGATIONS: a) Mary Ann Wasilka – Kitchener, appeared on behalf of the Friends of Public Transit, requesting additional funding for the transit subsidy, which will reduce the waiting list by one-half. A copy of her presentation is appended to the original minutes. b) Peggy Nickels, Michelle Buckner, Bin Zhang, Kitchener Downtown Community Health Centre, appeared regarding the Breastfeeding Buddies Peer Support Program, Budget Issue Paper #12. P. Nickels provided remarks highlighting the benefits of the program, which are appended to the original minutes. Michelle Buckner and Bin Zhang gave their experiences with the program and outlined how they now act as buddies in the program.

M. Connolly requested clarification as to the increase in funding for this program. Dr. Wang, Associate Medical Officer of Health, advised she would obtain the answers and follow up on this request. c) Deb Schlichter – House of Friendship, Elizabeth Clarke – YWCA K-W and Eva Vaslov – Argus Residence for Young People appeared on behalf of the Emergency Hostels in Waterloo Region, Budget Issue Paper #19. D. Schlichter reviewed the purpose of the funding review and provided background information on the increase in homelessness since the change in Provincial funding and per diem for beds. The groups in Waterloo Region have implemented measures such as expanding the eligibility criteria and removing length of stay conditions. E. Clarke gave an overview of the financial impacts on the shelters in Waterloo Region from 2004 to 2007. A copy of her slides is appended to the original minutes. E. Vaslov highlighted what has been done to date with the Regional funding and their intent to continue with the provision of shelters across the Region. They are developing shelter guidelines and support the investment in the base budget for these programs. Budget – Public Session - 2 - 05/01/12

d) Bill Davidson, Lang’s Farm appeared on behalf of the Waterloo Region Community/Neighbourhood Groups, Budget Issue Paper #21. B. Davidson advised there are 33 sites providing various programs to the community that receive National Child Benefit, Peer Health and Community Nutrition Worker funding from the Region. He introduced the following 6 additional delegations who provided details of their experiences with Regional programs: Nicole Smith, Kingsdale Community Centre, Linda Templeton, Community Nutrition Worker from Our Place, Marilyn Cormier, KW Counselling, Richard Crispin, Erb West Neighbourhood Association, Tanya Deres, Preston Heights Community Group and Jo Anne Dubois, Ayr Community Support Services. Each delegation urged Committee to continue its support of their programs.

There was a discussion on clarification of the funding for these programs and the use of one-time capital funding. Mike Schuster, Commissioner, Social Services, advised the National Child Benefit program is being reviewed and staff are not yet sure of its status. Larry Ryan, Chief Financial Officer, stated a different funding formula is being used and expenses, not the levy amount will be reduced.

e) Catherine Fife – Waterloo appeared regarding Childcare Services, advising the Childcare Action Network of Waterloo Region has recently been established and they will be addressing all levels of government. She noted their target areas and thanked Committee for the opportunity to identify their concerns.

Committee members discussed the funding and number of spaces for childcare. The information from the Province will not be known until their year end of March 31st. C. Zehr requested details for the January 26th budget session as to what would provide the most bang for the Region’s buck. M. Connolly raised the issue of the funding breakdown of 80/20 versus 50/50. Staff will attempt to provide details for the January 26th budget session.

Call for Additional Delegations

Chair Galloway called for additional delegations and none came forward.

BUDGET UPDATE a) F-05-001 Executive Summary – Budget 2005

The report was received for information.

ADJOURN

MOVED by B. Strauss SECONDED by K. Denouden

THAT the meeting adjourn.

CARRIED

COMMITTEE CHAIR, T. Galloway

COMMITTEE CLERK, L. Wetzel

152016

REGIONAL COUNCIL MINUTES

Wednesday, January 12, 2005

The following are the minutes of the Regular Council meeting held at 8:45 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair K. Seiling, J. Brewer, M. Connolly, K. Denouden, H. Epp, T. Galloway, J. Haalboom, R. Kelterborn, C. Millar, J. Mitchell, W. Roth, J. Smola, B. Strauss, J. Wideman, and C. Zehr.

Regrets: D. Craig

Chair Seiling opened the meeting with a moment of silence in memory of the Asian Tsunami Disaster, the passing of Bill Strauss’ father and Angela Hinchberger’s mother and to wish Councillor Craig a quick recovery.

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

CLOSED SESSION

MOVED by B. Strauss SECONDED by J. Smola

That Council convene in Closed Session pursuant to Part II, Section 14(1) b) of Procedural By-law 00- 031, as amended.

CARRIED

DELEGATIONS a) Public Notice re: Fairway Road Extension Naming

Chair Seiling called for delegations related to the naming of the Fairway Road Extension. No one came forward.

MINUTES OF PREVIOUS MEETINGS

MOVED by B. Strauss SECONDED by R. Kelterborn

THAT the following Minutes be approved:

a) Council – December 15, 2004 b) Budget - December 15, 2004 c) Library – December 17, 2004

CARRIED Council - 2 - 05/01/12

COMMUNICATIONS a) Fiddlesticks Neighbourhood Association re: appreciation given for Healthy Communities Grant was received for information. b) J. Brewer noted a letter received from Roger and Teresa Roedding, R. R. #1 St. Agatha, objecting to their land being included in the Environmentally Sensitive Landscape Designation. The Roeddings requested a copy of the Council minutes be sent to them.

MOVED by J. Haalboom SECONDED by K. Denouden

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

CARRIED

FINANCE REPORTS a) F-05-002: T2004-145 Chiller & Cooling Tower Replacement, 150 Main Street, Cambridge

MOVED by B. Strauss SECONDED by W. Roth

THAT the Regional Municipality of Waterloo accept the tender of Culliton Brothers Limited for the Chiller & Cooling Tower Replacement, 150 Main Street, Cambridge at an adjusted price of $258,084.00 including all applicable taxes.

CARRIED b) F-05-003: P2004-46 GRT Hoist Purchase and Installation at North and South Depot

J. Smola inquired as to the evaluation process for this tender. Yanick Cyr, Manager, Engineering Services, highlighted the process.

MOVED by B. Strauss SECONDED by W. Roth

THAT the Regional Municipality of Waterloo accept the proposal of Pro-Stat Construction for the GRT Hoist Purchase and Installation at North and South Depot at an adjusted price of $503,598.30 including all applicable taxes.

CARRIED c) F-05-004: P2004-24 Janitorial Cleaning at Community Health & Social Services Building

MOVED by B. Strauss SECONDED by W. Roth

THAT the Regional Municipality of Waterloo give pre-budget approval for the purchase of janitorial cleaning at the Community Health & Social Services Building;

151943 Council - 3 - 05/01/12

AND THAT the Regional Municipality of Waterloo accept the proposal of Housekeepers of Canada Inc. for janitorial cleaning at the Community Health & Social Services Building at a total annual price of $144,111.93 including all applicable taxes.

CARRIED

d) F-05-005: P2004-25 Janitorial Cleaning at Various Locations In Cambridge

MOVED by B. Strauss SECONDED by W. Roth

THAT the Regional Municipality of Waterloo give pre-budget approval for the purchase of janitorial cleaning at the Police Reporting Centre, the EMS Headquarters, the Regional Operations Centre and the Regional Laboratory and Trailer;

AND THAT the Regional Municipality of Waterloo accept the proposal of OMNI Facility Services at the Police Reporting Centre and the EMS Headquarters at an annual price of $31,265.95 and accept the proposal of Housekeepers of Canada Inc. at the Regional Operations Centre and the Regional Laboratory and Trailer at an annual price of $67,764.08, for a total annual price of $99,030.03 including all applicable taxes, for janitorial cleaning.

CARRIED

e) F-05-006: P2004-37 Janitorial Cleaning – 150 Main Street, Cambridge

MOVED by B. Strauss SECONDED by W. Roth

THAT the Regional Municipality of Waterloo give pre-budget approval for the purchase of janitorial cleaning at 150 Main Street, Cambridge;

AND THAT the Regional Municipality of Waterloo accept the proposal of Topnotch Building Maintenance for janitorial cleaning at 150 Main Street, Cambridge at a total annual price of $85,819.09 including all applicable taxes.

CARRIED

COMMITTEE REPORTS

Library

The Summary of Recommendations of the Library Committee was presented by Bill Strauss, Chair of the Committee.

MOVED by B. Strauss SECONDED by R. Kelterborn

THAT the Summary of Recommendations of the Library Committee, dated December 17, 2004, Items 1 and 2 be adopted as follows:

The Library Committee recommends as follows:

151943 Council - 4 - 05/01/12

1. THAT the Regional Municipality of Waterloo receive and approve the updated Region of Waterloo Library Policies and Procedures, attached to Report P-LIB-04-019, dated December 17, 2004.

2. THAT the Regional Municipality of Waterloo request the Region’s area Members of Parliament to take forward concerns regarding the proposed Copyright legislation, as noted in Report P-LIB- 04-015, dated December 17, 2004.

CARRIED

Licensing and Retail Committee

The Summary of Recommendations of the Licensing and Retail Committee was presented by M. Connolly, Vice Chair of the Committee.

MOVED by M. Connolly SECONDED by W. Roth

THAT the Summary of Recommendations of the Licensing and Retail Committee, dated January 12, 2005, Item 1 from Closed session, be adopted as follows:

The Licensing and Retail Committee recommends as follows:

1. THAT the Regional Municipality of Waterloo take the following action with respect to Taxi-cab Licence #5137 – N. Rahmani: a) The licence held by N. Rahmani be suspended for a period of 14 days on the latest speeding conviction; b) An additional 14 day suspension be imposed should the outstanding speeding charge result in a conviction; c) N. Rahmani is to inform Licensing and Regulatory Services immediately regarding the outcome of the outstanding speeding charge;

That the special conditions imposed by Council on the licence of N. Rahmani, dated August 26, 2004, continue for a further one (1) year period commencing on January 12, 2005. (LR- 05-001: Nejmeddin Rahmani – Taxi Cab Driver Licence).

CARRIED

Chair Seiling advised a resolution is required for the donation to the Canadian Red Cross Asia Fund.

MOVED by J. Wideman SECONDED by T. Galloway

THAT the Regional Municipality of Waterloo approve a donation in the amount of $25,000 to the Canadian Red Cross Asia Fund toward disaster relief efforts in South Asia, to be taken from the 2004 surplus.

CARRIED

151943 Council - 5 - 05/01/12

OTHER MATTERS UNDER COMMITTEE OF THE WHOLE

MOVED by M. Connolly SECONDED by J. Brewer

THAT Committee of the Whole rise and Council resume.

CARRIED

MOVED by B. Strauss SECONDED by J. Haalboom

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

CARRIED

OTHER BUSINESS

J. Brewer advised she has resigned from the Lutherwood Board of Directors and no longer has a conflict of interest with respect to this matter.

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

MOVED by J. Wideman SECONDED by M. Connolly

a) That A By-law to Close Part of the Road Allowance at Regional Road #8 (Weber Street East), City of Kitchener be read a first, second and third time, finally passed and numbered 05-001, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

b) That A By-law to Name and Number the Newly Constructed Road, known as the Fairway Road Extension, between Lackner Boulevard (Regional Road #54) and Pebblecreek Drive be read a first, second and third time, finally passed and numbered 05-002, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. c) That a By-law to Confirm the Actions of Council be read a first, second and third time, finally passed and numbered 05-003 signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal

CARRIED

ADJOURN

MOVED by J. Brewer SECONDED by C. Millar

THAT the meeting adjourn.

CARRIED

REGIONAL CHAIR, K. Seiling

REGIONAL CLERK, K. Fletcher

151943 REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE MINUTES

January 18, 2005 9:00 a.m. Council Chamber 2nd Floor, Regional Administration Building 150 Frederick Street, Kitchener, Ontario

Present were: Vice Chair B. Strauss, K. Denouden, H. Epp, J. Haalboom, W. Roth, K. Seiling and C. Zehr

Regrets: D. Craig and J. Wideman

Meeting commenced at 9:05 a.m.

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

DELEGATIONS a) Rosemary Kittel-McCormick appeared before committee requesting a reduction in the speed limit from 70 km/hr to 60 km/hr along the stretch of Gerber Road in the vicinity of her property, west of Moser-Young Road. She also requested a reduction in the speed limit in the blind area in close proximity to the stone farm building. She explained the unique situation with the Regional Road dividing the residences from the farm buildings. R. Kittel-McCormick indicated the traveling of farm vehicles has become increasingly hazardous due to the volume of traffic and the excessive speeds.

John Hammer, Director of Transportation and Dave Banks, Manager, Transportation Engineering responded to questions regarding current signage, future resurfacing and possible reconstruction of the roadway and volume of truck traffic.

REPORTS – TRANSPORTATION AND ENVIRONMENTAL SERVICES a) E-05-010 Traffic Concerns on Gerber Road, Townships of Wellesley and Wilmot

MOVED by H. Epp SECONDED by J. Haalboom

That consideration of the request to lower the current maximum posted speed limit of 70 km/h to 60 km/h on Regional Road #12 (Gerber Road) west of Regional Road #14 (Moser-Young Road) in the Townships of Wellesley and Wilmot BE DEFERRED to the February 15th Planning and Works Committee meeting to allow further review and study by Regional Staff.

CARRIED P&W - 2 - 05/01/18

DESIGN AND CONSTRUCTION

b) E-05-004 Consultant Selection - Environmental Assessment, Design and Services During Construction, Fountain Street Improvements from Shantz Hill Road to King Street, and King Street Improvements from Fountain Street to Eagle Street, City of Cambridge

In response to a question from J. Haalboom, Thomas Schmidt, Commissioner of Transportation and Environmental Services indicated no projects are deferred as a result of the pre-budget approval.

MOVED by W. Roth SECONDED by K. Seiling

THAT the Regional Municipality of Waterloo: a) enter into an Engineering Agreement with Stantec Consulting Limited of Kitchener, Ontario to provide engineering services for a Class Environmental Assessment, detailed design, contract administration and construction inspection for improvements on Fountain Street from Shantz Hill Road to King Street and on King Street from Fountain Street to Eagle Street in the City of Cambridge at an upset limit of $408,350 plus applicable taxes for the Class Environmental Assessment and detailed design phases, with contract administration and construction inspection to be paid on a time basis; and b) grant pre-budget approval in the amount of $408,350 plus applicable taxes prior to finalization of the 2005 Transportation Capital Program in early 2005 to cover the costs of this assignment.

CARRIED c) E-05-009 Pedestrian/Cyclist Bridge Over Highway 401 – Update on Design of Bridge and Enclosure

Gary MacDonald, Head Transportation Rehabilitation gave a brief update on the project indicating the final bridge design includes conventional pre-cast concrete girders and deck. He explained because of the isolated location of the pedestrian/cyclist bridge and the fact that it spans the heavily traveled Highway 401, the Ministry of Transportation has insisted the structure must be fully enclosed. The enclosed structure will deter users from throwing objects onto the highway below. G. MacDonald indicated the style of enclosure the Project Team has selected consists of steel posts and frame with heavy gauge coated wire on the top and sides.

C. Zehr suggested a copy of the staff report be forwarded to the Cities of Kitchener and Cambridge.

J. Haalboom expressed concerns with the colour and appearance of the structure and suggested the project team should meet again to discuss this further.

G. MacDonald responded to questions regarding jurisdiction for design approval, alternative enclosures considered and project team membership.

Received for Information.

d) Hespeler Road Widening, Dunbar Road to Munch Avenue. Information Package in Advance of the Public Information Centre, Wednesday, January 19, 2005

Received for Information. P&W - 3 - 05/01/18

e) Bleams Road Improvements, Cloverdale Crescent to Trussler Road, Mannheim, Wilmot Township. Information Package in Advance of the Public Information Centre, Thursday, January 20, 2005

Received for Information.

f) South Kitchener Transportation Corridor Study, Information Package in Advance of the Public Consultation, Wednesday, January 19, 2005

Received for information.

TRANSPORTATION g) CR-RS-05-003 Declaring 76 Woolwich Street North, Breslau, Surplus

MOVED by C. Zehr SECONDED by W. Roth

THAT the Regional Municipality of Waterloo declare Part 1, Reference Plan 58R-14696, Township of Woolwich surplus to the needs of the Region, as detailed in Report CR-RS-05-003, dated January 18, 2005, pursuant to the Region’s property disposition by-law, to the satisfaction of the Region’s Solicitor.

CARRIED

WATER SERVICES

h) E-05-005 Hidden Valley Low Lift Pumping Station, Emergency Electrical Repairs

T. Schmidt gave a brief overview of the report and responded to questions.

Received for Information.

INTERDEPARTMENTAL REPORTS

i) E-05-003/P-05-001 2005 Planning and Works Project Team Membership

MOVED by W. Roth SECONDED by J. Haalboom

THAT the Regional Municipality of Waterloo appoint Regional Councillors to the various project and study teams as follows:

Description Area Suggested Council Municipality Representative

a) Stanley Park Transit Terminal Kitchener J. Smola Local Councillor -TBD

b) Waterloo Area Transit Service Review Waterloo Regional Councillor –TBD Local Councillor – TBD

c) Aeronautical Noise Management Committee J. Smola

P&W - 4 - 05/01/18

Description Area Suggested Council Municipality Representative

d) Bridge-Lancaster Area Transportation Study Kitchener/Woolwich J. Smola J. Haalboom J. Wideman Local Councillor - TBD

e) Beverly Street, Dundas Street to Rail Overpass Cambridge Regional Councillor- TBD and Samuelson Street, Franklin Boulevard to Local Councillor - TBD Elgin Street - Design in 2005 and 2006 - Construction in 2007 f) King Street, Eagle Street to Fountain Street Cambridge Regional Councillor-TBD and Fountain Street, King Street to Shantz Local Councillor - TBD Hill Road - Design in 2005, 2006 - Construction in 2007 g) South Boundary Road, Water Street to Cambridge K. Denouden Franklin Boulevard Local Councillor - TBD - Design in 2006, 2007 - Construction in 2008

h) Eagle Street, Industrial Street to Concession Cambridge Regional Councillor- TBD Street Local Councillor - TBD - Design in 2005, 2006 - Construction in 2007

i) Main Street Bridge Rehabilitation and Cambridge Local Councillor - TBD Queen’s Square Resurfacing, Grand River to George Street - Design in 2005 - Construction in 2005

j) Victoria Street, Edna Street to Bruce Street Kitchener Local Councillor - TBD - Design in 2006, 2007 - Construction in 2007

k) Ottawa Street, King Street to Mill Street Kitchener Regional Councillor- TBD - Design in 2005, 2006 Local Councillor - TBD - Construction in 2007

l) Erb Street Reconstruction, Westmount Waterloo Local Councillor - TBD Road to Fischer-Hallman Road - Design in 2005 - Construction in 2006

m) King Street Improvements at Highway 85 Woolwich B. Strauss - Design in 2005, 2006 Local Councillor - TBD - Construction in 2006

P&W - 5 - 05/01/18

Description Area Suggested Council Municipality Representative

n) King Street Reconstruction, Highway Woolwich Local Councillor - TBD 85 to Lobsinger Line o) Tri-City Water Distribution Master Plan J. Wideman C. Zehr

p) Integrated Urban System Groundwater Study K. Denouden

q) Middleton Class Environmental Assessment Cambridge Regional Councillor- TBD Local Councillor - TBD

r) Greenbrook Class Environmental Assessment Kitchener J. Haalboom

s) Biosolids Cake Storage Class Environmental K. Denouden Assessment J. Wideman

AND THAT the Regional Municipality of Waterloo forward the request for local Councillor representatives on project and study teams to the Area Municipalities.

CARRIED

j) E-05-015/CR-RS-05-005 Township of North Dumfries and Township of Wellesley – Water Distribution and Wastewater Collection Systems Transfer By-Law

Jorge Cavalcante, Acting Director, Water Services gave a brief overview of the report, providing information on the background, the ownership status, the transfer of the Township’s Systems, the impact of the transfer on customers and the next steps.

MOVED by K. Denouden SECONDED by J. Haalboom

THAT the Regional Municipality of Waterloo give a By-law transferring authority from the Corporation of the Township of Wellesley and the Corporation of the Township of North Dumfries regarding water distribution and wastewater collection systems to the Regional Municipality of Waterloo first and second reading and that the By-law be brought back to Council of the Regional Municipality of Waterloo for a third and final reading once consents from local area municipalities have been obtained in accordance with Section 189(2) of the Municipal Act, S.O. 2001;

AND THAT the Commissioner of Transportation and Environmental Services be authorized to sign such documentation as may be necessary to give effect to the conveyance of all real and personal property associated with the transfers of water distribution and wastewater collection infrastructure within the Township of North Dumfries and the water distribution infrastructure within the Township of Wellesley.

CARRIED

REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES

COMMUNITY PLANNING

k) P-05-004 Monthly Report of Development Activity for November 2004

P&W - 6 - 05/01/18

MOVED by W. Roth SECONDED by K. Denouden

THAT the Regional Municipality of Waterloo accept P-05-004, Monthly Report of Development Activity for November 2004, dated January 18, 2005.

CARRIED

l) CR-RS-05-002 Kissing Bridge Railway Lease and Consent to Grant Licence to Permit Waterline Crossing

MOVED by W. Roth SECONDED by H. Epp

THAT the Regional Municipality of Waterloo consents to the granting of a licence to Ivan B. Martin of 4095 Lavery Road from the Province of Ontario to permit a waterline crossing of the Kissing Bridge Trailway which is currently leased to the Region and the County of Wellington, subject to the inclusion of provisions in the licence to protect the interests of the Region and the County, to the satisfaction of the Regional Solicitor and the County of Wellington.

CARRIED

COMMUNITY SERVICES

m) P-05-006 Provincial Planning Initiatives Update

Lucille Bish, Director Community Services distributed an update to the report (attached hereto) which pertains to additional information released by the Province on January 17, 2005 regarding population, household and employment forecasts.

Received for Information.

TRANSPORTATION PLANNING

n) P-05-008 Waterloo Area Transit Services Review Phase I Workshops

Received for Information.

INFORMATION/CORRESPONDENCE

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

OTHER BUSINESS

a) J. Haalboom asked that heritage resources be added to the scope of work outlined for the Environmental Assessment, Design and Services During Construction for the Fountain Street Improvements.

b) M. Murray, Chief Administrative Officer announced that Dr. Liana Nolan had been appointed by the Province to a committee established to review public health capacity in Ontario.

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ADJOURN/CLOSED SESSION

MOVED by J. Haalboom SECONDED by W. Roth

That the Planning and Works Committee convene in Closed Session pursuant to Part II, Section 14(1) a) and b) of Procedural By-law 00-031, as amended.

CARRIED

COMMITTEE VICE CHAIR, B. Strauss

COMMITTEE CLERK, K. O’Kane

#152793 REGIONAL MUNICIPALITY OF WATERLOO LIBRARY COMMITTEE MINUTES

Tuesday, January 18, 2005 11:30 a.m. Room 218 150 Frederick Street, Kitchener, Ontario

Present were: Chair B. Strauss, K. Denouden, R. Kelterborn and W. Roth

Regrets: K. Seiling

Meeting commenced at 11:40 a.m.

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

REPORTS – Planning, Housing and Community Services a) P-LIB-05-001 Waterloo Region Library Budget 2005 Report

Lucille Bish, Director, Community Services gave a brief overview of the report outlining Option 1 which would result in a net levy of $1,469,058 representing a 2.97% increase over 2004. This option fully funds two new initiatives a) to increasing branch hours ($6,000) and b) promotion and programming ($12,000). Option 2 is a net levy of $1,464,058 representing a 2.62% increase over 2004. This option provides $13,000 for new initiatives. L. Bish explained the household impact of the staff recommended 2.97% increase is $1.47, bringing the total library cost to $50.91 per household.

MOVED by W. Roth SECONDED by R. Kelterborn

THAT the Library Committee approve the following with regard to the Region of Waterloo Library budget as contained in Report P-LIB-05-001, dated January 18, 2005:

a) the 2005 Library Operating Budget with a Net Levy of $1,469,058; b) the 2005 Library Capital Budget; c) the 2006-2014 Library Capital Forecast, in principal.

AND THAT the matter be referred to Budget Committee.

CARRIED b) P-LIB-05-002 Renewal of Library Leases

MOVED by K. Denouden SECONDED by W. Roth

THAT the Regional Municipality of Waterloo approve a one-year lease renewal at the following a) the Bloomingdale United Church to accommodate the Bloomingdale Branch; LIBRARY - 2 - 05/01/18

b) 136 Main Street, New Dundee to accommodate the New Dundee Branch;

AND THAT the leases commence January 1, 2005, subject to the terms and conditions outlined in Report P-LIB-05-002, dated January 18, 2005.

CARRIED

OTHER BUSINESS a) L. Bish provided Committee Members with an update on Internet Polices and the measures in place to filter children’s access to the internet at the various branches.

ADJOURN

MOVED by K. Denouden SECONDED by W. Roth

THAT the meeting adjourn.

CARRIED

COMMITTEE CHAIR, B. Strauss

COMMITTEE CLERK, K. O’Kane

#152913 REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE MINUTES

Tuesday, January 18, 2005 Closed Session 12:15 p.m., Waterloo County Room Regular Meeting 1:00 p.m. Regional Council Chamber 150 Frederick Street, Kitchener, Ontario

Present were: Chair J. Brewer, M. Connolly, T. Galloway, R. Kelterborn, C. Millar, J. Mitchell, J. Smola, and K. Seiling

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

CLOSED SESSION

MOVED by T. Galloway SECONDED by J. Smola

That the Community Services Committee convene in Closed Session pursuant to Part II, Section 14 (1) a), b) & f) of Procedural By-law No. 00-031, as amended .

CARRIED

OPEN SESSION

MOVED by R. Kelterborn SECONDED by K. Seiling

That the Community Services Committee reconvene in Open Session.

CARRIED

The Regular Committee meeting commenced at 1:05 p.m.

REPORTS – Public Health

a) PH-05-001 Pesticide Consultation Process

Dr. Liana Nolan, Commissioner/Medical Officer of Health indicated the report requests that Council endorse proceeding with the plan. The proposed consultation process also includes providing the community with an electronic means of providing feedback. Dr. L. Nolan provided clarification regarding budgeted funds.

J. Brewer expressed concerns the draft by-law framework should support just pesticide reduction, and requested this be taken into consideration throughout the consultation process. Dr. L. Nolan confirmed the direction from the beginning of the pesticide process was always to reduce and advised this would be CS - 2 - 05/01/18 explained during the consultation process. Dr. L. Nolan advised staff would be reporting back to Committee in the Spring of 2005. Dr. L. Nolan advised the report allows staff to continue the process.

MOVED by J. Mitchell SECONDED by C. Millar

THAT the Regional Municipality of Waterloo approve the Pesticide Consultation Process as outlined in PH-05-001, dated January 18, 2005, to a maximum expenditure of $75,000 to be funded by the Capital Levy Reserve Fund;

AND THAT this matter be referred to the Budget Committee for consideration.

CARRIED b) PH-05-002 Provincial Funding to Public Health Units

Anne Schlorff, Director, Central Resources advised correspondence has been received from the Province of Ontario, Ministry of Health & Long-Term Care clarifying recent announcements of increased funding for public health programs and services. A. Schlorff advised the current 2005 base budget was prepared with the assumption of the cost sharing by the Province and the Region, outlined in the announcement, therefore no further impact will be placed on the 2005 budget.

Lee Parent, Manager of Budgets and Financial Services provided financial clarification to the 2005 proposed budget for Committee members.

Dr. L. Nolan advised staff is anticipating direction from the Province regarding accountability measures and further direction, which will be forwarded to Committee as they unfold.

Received for Information c) PH-05-003 Information Technology Initiatives in Public Health

Received for Information d) PH-05-004 New Community Health Centre Satellites

Dr. L. Nolan indicated the Region remains involved in the implementation of several information technology initiatives and the report provides summaries of the various initiatives.

Received for Information

OTHER BUSINESS a) Mike Murray, Chief Administrative Officer announced with great pleasure the appointment of Dr. L. Nolan as a member of the Local Public Health Capacity Review Committee. b) Dr. L. Nolan introduced the new Director of Environmental Health, Henry Garcia, taking over for Brian Hatton who once again has retired.

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JOINT REPORT

e) SS-05-001 Accessibility Plan 2005

Michael Schuster, Commissioner of Social Services, advised the plan is in keeping with the mandate outlined by the Province.

Deb Bergey, Social Planning Associate provided a brief presentation to Committee members. D. Bergey provided background information regarding the Accessibility Plan; an overview and highlights of achievements; the next steps being taken by the Region; and information on Bill 118: Accessibility for Ontarians with Disabilities Act, 2004. If and when the AODA is proclaimed it would replace the current ODA. The AODA, would provide a much broader scope than the former legislation, which would include the private sector. The change does not affect the Accessibility Plan currently being worked on at the Region, but the process in the future may be affected. D. Bergey provided information regarding the internal process followed to develop a survey tool.

Lynn Randall, Director of Social Planning, Policy and Program Administration provided clarification regarding Long Term Standards Committees that would be developed, and information on accessing costs of buildings with accessibility standards and regulations.

M. Murray advised some of the information is available, but if requested it can be provided.

MOVED by J. Mitchell SECONDED by J. Smola

THAT the Regional Municipality of Waterloo approve the Accessibility Plan for 2005;

AND THAT the report be sent to the Ministry of Citizenship and Immigration for information as outlined in Report SS-05-001, dated January 18, 2005.

CARRIED

REPORTS – Social Services f) SS-05-005 Elizabeth Fry Society Transitional Housing Program Transfer of Program to K-W Working Centre for the Unemployed

M. Schuster provided information regarding the proposal of the K-W Working Centre for the Unemployed to assume the ownership and operation of the transitional housing program at the Elizabeth Fry Society on 70 Louisa Street in the City of Kitchener.

Joe Mancini was in the audience and he and the members of the board were acknowledge for their efforts in taking over this initiative.

MOVED by T. Galloway SECONDED by J. Smola

THAT the Regional Municipality of Waterloo accept the proposal of K-W Working Centre for the Unemployed (“the Working Centre”) to assume the ownership and operation of a transitional housing program at 70 Louisa Street in the City of Kitchener (“the Property”), as outlined in Report SS-05-005, dated January 18th, 2005;

AND THAT the Commissioner, Social Services be authorized to execute such documents (“the Documentation”) as may be necessary for the purpose of implementing the recommendations set out in 152893 CS - 4 - 05/01/18 Report SS–05-005, dated January 18, 2005, including but not limited to an assignment of an agreement of purchase of sale relating to the Property and a consent to the assumption of an existing mortgage on title to the Property in favour of the Region of Waterloo in the amount of $160,349.66.

CARRIED

g) SS-05-006 Purchase of Patient Lifting Equipment

M. Schuster indicated the Province is requesting a response by January 28, 2005, and the purchase must be made by March 31, 2005.

J. Smola raised concerns regarding new lifting equipment recently purchased in 2002 and was advised the Patient Lift Initiative is one component of a larger Nursing Strategy announced by the Ministry last year.

Gail Carlin, Administrator, Sunnyside Home indicated a $5,000 maximum limit per lift has been placed. G. Carlin also advised it is the Region’s ongoing process to replace lifts periodically.

MOVED by K. Seiling SECONDED by T. Galloway

THAT the Regional Municipality of Waterloo approve the purchase of patient lifting equipment to a maximum of $140,000 and $12,727 for a lifting education program to be fully funded by the Ministry of Health and Long-Term Care as outlined in Report SS-05-006, dated January 18, 2005;

AND THAT the Regional Municipality of Waterloo enter into an agreement with Her Majesty the Queen in Right of Ontario as represented by the Minister of Health and Long-Term Care for the purpose of obtaining funding for the purchase of lifting equipment as outlined in Report SS-05-006, dated January 18, 2005.

CARRIED

h) SS-05-003 Provincial Changes to Social Assistance Programs

David Dirks, Director, Employment & Income Support provided highlights of the December 2004 Provincial announcement regarding a number of changes to social assistance programs. A number of changes to social assistance programs to be implemented were a result of findings released in a report originating from the Parliamentary Assistant to the Minister of Community and Social Services, Ms. Deb Matthew, M.P.P. Dr. Matthew met with the Region’s Employment and Income Support Community Advisory Committee in October 2004. Some of the changes require immediate action and others will be phased in. Costing has not been established but a timeline has been outlined for responding to the Province.

M. Connolly requested information regarding the Intake Screening Unit (ISU) and the Waterloo Model the Region will be using. M. Schuster advised a report would be forwarded to Committee February 2005.

Received for Information

INTERDEPARTMENTAL REPORT

i) SS-05-004/ Proposed Development for Supportive Housing for Seniors in Waterloo Region P-05-011

J. Brewer provided highlights from the Seniors open house at Sunnyside Home.

152893 CS - 5 - 05/01/18

M. Schuster indicated the report is for information to highlight the process of developing a proposal exploring various delivery models to provide supportive housing services for seniors in Waterloo Region.

Received for Information

INFORMATION/CORRESPONDENCE a) Ministry of Health and Long-Term Care Memo Regarding Spousal Reunification in Long Term Care Homes, dated October 25, 2004 was received for information

OTHER BUSINESS - continued a) Council Enquiries and Requests for Information Tracking List

M. Connolly requested information regarding new regulations and the training program for food safety in the Region. Dr. L. Nolan advised staff would follow up on the matter and indicated staff is also awaiting a response from the Province.

K. Seiling indicated it is the government’s intent that the 16 of District Health Councils (DHCs) across the province, including Waterloo Region Wellington Dufferin District Health Council (WRWDDHC), be phased out on March 31st, 2005 and the Local Health Integration Networks (LHINs) will assume responsibility for local and regional health system planning. It is anticipated that the LHINs will be in place by April 2005. In the interim, the WRWDDHC will continue to work to assist with the development of the LHIN and to ensure a smooth transition.

Regular meeting completed at 2:35 p.m.

ADJOURN

MOVED by M. Connolly SECONDED by J. Millar

THAT the meeting adjourn.

CARRIED

COMMITTEE CHAIR, J. Brewer

COMMITTEE CLERK, I. Sa Melo

152893 REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE MINUTES

Wednesday, January 19, 2005 9:15 a.m. Regional Council Chamber 150 Frederick Street, Kitchener, Ontario

Present were: Chair T. Galloway, J. Brewer, M. Connolly, K. Denouden, J. Haalboom, C. Millar, J. Mitchell, W. Roth, B. Strauss, J. Wideman, and K. Seiling

Regrets: J. Wideman

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

DELEGATIONS a) Tom Bishop, President and Bernard Porlier, Secretary, K-W Counselling Services Inc. appeared before committee on behalf of the Board and made a request for funding to assist with the capital funding campaign “Families First” and the construction of the new facility which will be located at 861 King Street East in Kitchener. K-W Counselling Services is a child and family charitable agency that serves our community. Programs and services include: family, couple and individual counseling; specialty intervention for women and children who are victims of domestic abuse and violence; anger management for children and youth; parenting programs with a focus on preventing child abuse and neglect, and community development initiatives with a focus on inclusion of our ethno-culturally diverse community. It is anticipated that there will be an increase in the services provided in 2005. T. Bishop and B. Porlier responded to questions.

M. Connolly suggested Committee consider providing $25,000 in 2005 and look at consideration of the same amount in 2006. Committee agreed to provide funding and agreed to consider additional funding during the 2006 budget review process. It was suggested that K-W Counselling Services enter into an agreement with the Region to provide for an opportunity for the Region to use the facilities.

MOVED by K. Seiling SECONDED by J. Brewer

THAT The Regional Municipality of Waterloo approve funding in the amount of $25,000 towards the capital fund project of the K-W Counselling Services Inc., to be taken from the 2004 year-end surplus,

AND THAT K-W Counselling Services Inc. enter into an agreement with the Region to allow for the use of the facilities for public consultation and meetings required in this location by the Region,

AND THAT Budget Committee give consideration to additional funding during the 2006 budget process.

CARRIED

Due to inclement weather the Public Hearing was delayed until 9:40 a.m. A&F - 2 - 04/01/19

Public Hearing Development Charges Act, 1997 under Subsection 20 (5) i) F-05-007 Complaint under the Development Charges Act, 1997 Re: Development Charges assessed on the property located at R. R. #4, 2130 West River Road, Township of North Dumfries

ii) Opening Address – Region of Waterloo

Calvin Barrett, Director of Financial Services and Development Financing explained the Development Charges Act, 1997 provides the opportunity for a person required to pay development charges, pursuant to a by-law passed under the Development Charges Act, 1997 to make a complaint to the Council of the municipality imposing the development charge if the person disagrees with the calculation of the charge; the determination of any credits, or the applicability of the by-law. The Development Charges Act, 1997 requires the Council of the municipality to hold a hearing in respect of the complaint. The Region has delegated the authority to the Administration and Finance Committee to hold the hearings relating to complaints made pursuant to the Development Charges Act, 1997.

C. Barrett advised a complaint had been received by Keith Murray, owner of R. R. #4, 2130 West River Road, Township of North Dumfries by correspondence dated December 8, 2004. The complaint was made under Section 20 of the Development Charges Act and was in respect of the development charges imposed by the Region of Waterloo under the Development Charges By-law, No. 04-049, as amended, on the development at the subject property. The Regional Certification of Development Charges as provided by the Township of North Dumfries noted the proposed construction was for a Building Use of: Bunk House on a Horse Farm. The Region was further advised the old bunk house was being converted into farm storage and the owner was building a new bunk house. There has been no demolition of the existing storage shed and therefore no redevelopment allowance is created.

C. Barrett advised under subsection 3(4)(c) of the Region’s Development Charges By-law, 04-049, as amended, states that development charges do not apply to a “farming” use. “Farming” is defined in the by-law as “the production of crops or the breeding, raising or maintaining of livestock, or both, and includes but is not limited to: a) fur farming; b) fruit and vegetable growing; c) the keeping of bees; d) fish farming, and e) sod farming, and includes such building and structures located on a Farm designed and intended to be used solely for or in connection with such production of crops or livestock including barns, silos, structures used for farm equipment storage and repair, storing or processing material used in the production or maintenance of crops or livestock or the products derived from the Farm’s production of crops or livestock, or both. Farm and Farming shall not include a Dwelling Unit located on a Farm.”

The Regional Development Charge by-law provides an exemption for a “Farming” use, but this exemption does not apply because the bunk house is not “designed and intended to be used solely for or in connection with” the usual farming operations. Staff looked at the definition and felt the bunk house did not meet the terms of the definition of “farming” under the Region’s by-law. The development charges imposed were at the non-residential rate. The bunk house, based on the drawings and statement from the owner, is designed and intended for vacationing guests and is considered non-residential. Staff has recommended that the complaint be dismissed and confirmation of the development charges as calculated and collected.

iii) Opening Address – Representative

Keith Murray requested Craig Martin from the Waterloo Federation of Agriculture be given an opportunity to speak at this time. A letter received January 17, 2005 from Mark Reusser, Vice-President, Waterloo Federation of Agriculture is appended to the minutes as S-1.

152965 A&F - 3 - 04/01/19

Craig Martin indicated the letter provided by M. Reusser outlined some of the concerns in the agricultural community. C. Martin indicated the complaint by Mr. Murray falls within these concerns.

a) C. Martin indicated the decision to charge a substantial development charge in Mr. Martin’s case causes a great concern to the Federation that it may set a precedent for other farmers contemplating building similar structures. C. Martin explained the need for diversity of farm operations. Incomes have fallen and the owners have chosen to develop greater economies of scale. With the help of various levels of government, farmers have been encouraged to diversify and to use their property, land, entrepreneurial and business skills to develop alternate and value added sources of income on their farms.

C. Martin identified two problems that the Federation felt needed to be addressed. Firstly, the difficulty in trying to define the point on the continuum at which a farm ceases to be a farm and become as a commercial enterprise. Secondly, the requirement that a municipality, at the time of building permit application, determine if commercial development charges are applicable to a proposed new building. The concern being that the assessment will occur in isolation of the farming context. The Federation suggested a revised policy that takes into account the realities of farm operations today would be beneficial to both farmers and municipal officials. C. Martin responded to questions and provided clarification.

b) Keith Murray, owner of the property located at R. R. # 4, 2130 West River Road, Township of North Dumfries provided Committee with the background of his operations, reiterated the comments from C. Martin on the changes in the farm industry, outlined the breeding program, and provided details on the new building and the demolition of a building.

K. Murray stated that he is a farmer and operates a farm operation. He has a total of 242 acres and has been involved in breeding programs, a cow/calf herd, horses, and in 1995 went into the cash/crop business. The farm operation is totally independent for feed for the animals, and they presently keep 80 to 100 horses and ponies on the property. He noted that his buildings must be multi-functional to provide for the diversity of the operations of the farm.

K. Murray noted in 1969 the Ontario Ministry of Agriculture and Food were promoting opportunities for farmers to diversify in order to achieve additional financial opportunities. The areas suggested were: maple syrup production, Christmas tree production, the planting of woodlots, greenhouses and farm vacation hosting. K. Murray initiated the processes to get involved with a farm vacation hosting business which was financed by the Farm Credit Corporation. K. Murray advised the farm is made available to schools for educational purposes and service clubs for meetings. K. Murray diversified his operations to include a summer equine camp which operates 10 weeks (60 days) during the summer. K. Murray noted they do not board horses or rent out horses.

In addition to the building as a bunk house, K. Murray noted the building is being used for office space, storage for tools and equipment, storage for seed and a laboratory.

K. Murray does not feel that his operation is a burden on the infrastructure. The property is one mile from the road and the farm is equipped with its own wastewater system, and water works building. Mr. Murray pays for the removal of the garbage.

K. Murray feels the summer equine camp is farm related and feels he should be exempt from the development charges or a portion of the fees because the camp only operates 60 days during the summer.

152965 A&F - 4 - 04/01/19

iv) Committee Discussion

Extensive discussion ensued and the following issues were discussed: clarification of the use of the building; clarification of the assessment of Mr. Martin’s property and the burden on the infrastructure; bunk house as a non-residential use; clarification on the areas in the new building and the uses of each area; building demolition and a redevelopment allowance; farm vacation hosting; the summer equine camp as a non-residential; zoning on the existing building; potential for a proportional levy based on the amount of time the camp is in operation; clarification on government initiatives for diversification, ie. greenhouses, as farm related services; the test within the definition of “Farming” in the by-law; explanation that the definition of “Farming” is narrow and does not include greenhouses, or the house that farm staff live in or any dwelling unit on a farm; previous exemptions in the determination of redevelopment allowances; mechanism in the RDC by-law to deal with a percentage use, and provision in the by-law for an apportionment of assessment based on separate spaces, used for separate purposes (mixed use building), ie. two-storey building with commercial use on the lower floor and residential on the upper floor.

v) Closing Address – Region of Waterloo

No closing remarks were given.

vi) Closing Address – Representative

Keith Murray reiterated the seasonal building is part bunk house, part agricultural and has many uses. K. Murray advised the farm produces livestock 365 days of the year and the building will be used for the production of the livestock through the offices and other areas within the building. K. Murray noted he operates the farm, it is self-sufficient with 242 acres and they continue to farm today, as in the previous 34 years. K. Murray advised the Municipal Property Assessment Corporation determined the building to be agricultural. K. Murray considers the summer equine camp as farm related and feels he should be exempt from the development charges.

vii) Recommendation of Committee

Chair T. Galloway advised the matter under consideration by the committee has regard as to whether or not the new construction falls into the definition of “Farming” for an exemption, as currently contained in the Regional Development Charge By-law 04-049, as amended, and whether development charges are appropriate according to the definition of “Farming”.

J. Brewer questioned the redevelopment allowance from the demolition of the existing building. Calvin Barrett clarified that a demolition permit had not been issued and therefore no redevelopment allowance has been calculated; however, at the time a demolition permit is applied for, a redevelopment credit will be given based on the square footage of the demolished building.

W. Roth sympathized with Mr. Murray’s unique situation; however, noted there is no mechanism in the RDC by-law to deal with a percentage of use. W. Roth advised that he could not support a reduction in the development charge because the bunk house, as a non-residential use, is not “…designed and intended to be used solely for or in connection with…” the usual farming operations.

J. Mitchell sympathized with Mr. Murray; however, noted the building does not comply with the RDC by-law.

152965 A&F - 5 - 04/01/19

K. Seiling advised the Region and the rural municipalities have been attempting for 25 years to deal with secondary farm occupations; equity in taxation, and operations on farms that are not “farm” operations which were not assessed properly. K. Seiling suggested the Region needs to be careful on establishing precedents in this area. K. Seiling noted we are bound legally to meet the intent of the RDC by-law.

M. Connolly sympathized with K. Murray; however, did not support a reduction because the bunk house does not comply with the by-law. M. Connolly was in favour of a review of the by-law to look at percentage use.

B. Strauss advised he does not support a reduction in the development charges because the bunk house does not comply with the by-law.

B. Strauss brought forward the recommendation and suggested that an amendment to the motion be made to allow for a redevelopment allowance, subsequent to the demolition of the existing building.

J. Brewer seconded the motion and was in agreement with the amendment.

Members of committee were in agreement to amend the motion to allow for a recalculation of the development charge, pending demolition of the existing building and recalculation of the development charges, to include the redevelopment allowance.

K. Denouden supports the motion; however, fully understands Mr. Murray’s position that the by-law does not work in his favour.

MOVED by B. Strauss SECONDED by J. Brewer

THAT The Regional Municipality of Waterloo dismiss the complaint and confirm the development charges, subject to the recalculation of the development charges upon finalization of the demolition of the existing building, and subsequent redevelopment allowance, for the development at R. R. #4, 2130 West River Road, Township of North Dumfries, as outlined in Report F-05-007, dated January 19, 2005.

CARRIED, as amended.

In response to a question from J. Brewer regarding consideration of the review of policy issues as they relate to this complaint during the review of the RDC By-law, L. Ryan responded all matters coming before committee related to the RDC by-law are reviewed at the time the by-law is opened up.

K. Denouden left the meeting at 11:05 a.m.

REPORTS – Finance

a) F-05-008 Accounts Receivable Write-Offs of Uncollectible Accounts and Changes to Policies and Procedures

MOVED by J. Brewer SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo approve $357,909.34 in accounts receivable write-offs in 2004 (for the years 2001 to 2003);

152965 A&F - 6 - 04/01/19

AND THAT the Regional Municipality of Waterloo approve revisions to the Accounts Receivable Policies and Procedures to increase the Chief Financial Officer’s write-off level from the current $500 to a recommended $1,000 effective January 1, 2005.

CARRIED b) F-05-009 Association of Municipalities of Ontario – 2005 Membership

MOVED by M. Connolly SECONDED by C. Millar

THAT the Regional Municipality of Waterloo approve payment of the 2005 membership fee in the amount of $7,367.50 for the Association of Municipalities of Ontario subject to final approval of the 2005 property tax budget.

CARRIED c) F-05-010 Departmental Strategic Plan for Finance Department

Larry Ryan, Chief Financial Officer provided an overview and responded to questions. The Finance Department’s primary focus is service to internal customers; however, there are a number of services provided to suppliers and taxpayers. There are a number of initiatives in which Finance takes the lead. These include the following: Green Purchasing, Development Charge financing, brownfield tax increment financing, budget, alignment of budget and corporate strategic plan, financial reporting and updating financial systems. The Finance Department also deals with other matters such as tax policy initiatives, capping policy review, changes in legislation, heritage policies, and a review of the development charges by-law.

REPORTS – Human Resources d) CA-HR-05-001 Departmental Strategic Plan for Human Resources Department

Peggy Mellor, Director, Employee & Organizational Effectiveness provided an overview and responded to questions. Human Resources is responsible for several programs which provide leadership and support to the organization in the development of its employees to facilitate the effective and efficient delivery of Regional Programs and services to the citizens of the Region. P. Mellor noted there are changes in the work force which affect policies within Human Resources. In dealing with changes in the workplace demographics, Staff continues to work with effective recruitment of competent employees, training, succession planning initiatives, and an automated system to handle the thousands of transactions involving the staff at the Region.

JOINT REPORT a) SS-05-001 Accessibility Plan 2005

Lynn Randall, Director of Social Planning, Policy and Program Administration and Deb Bergey, Social Planning Associate appeared before committee, provided an overview of the report and responded to questions. Preparation of the Accessibility Plan is an obligation under the Ontarians with Disabilities Act, 2001. The plan describes the actions taken in 2004 to remove barriers and outlines plans to remove barriers during 2005. There are a number of barriers faced by individuals with disabilities and they include physical/architectural, information/communication, policy/practice, attitudinal and technology.

152965 A&F - 7 - 04/01/19

The Ontarians with Disabilities Act, 2001 will be replaced by the Accessibility for Ontarians with Disabilities Act in 2004 and staff will participate in consultations on this new legislation and inform Council of changes in the Region’s responsibilities.

MOVED by J. Mitchell SECONDED by C. Millar

THAT the Regional Municipality of Waterloo approve the Accessibility Plan for 2005;

AND THAT the report be sent to the Ministry of Citizenship and Immigration for information, as outlined in Report SS-05-001, dated January 18/19, 2005.

CARRIED

OTHER BUSINESS a) Administration & Finance Committee tracking list received for information. J. Brewer requested that the anticipated response date be included on the tracking list.

b) 2005 Meeting Schedule

T. Galloway requested that the 2005 Meeting Schedule be amended to change the December Council meeting date from December 7 to December 14. In addition, K. Seiling suggested that the Budget meeting on December 15 be held from 12:00 to 4:00 and that Council begin at 4:00 p.m. It was noted the Committee schedule will not change.

MOVED by J. Brewer SECONDED by J. Mitchell

THAT The Regional Municipality of Waterloo amend the 2005 Meeting Schedule to change the December Council meeting from December 7 to December 14 and the Council meeting start at 4:00 p.m.

CARRIED

c) J. Brewer advised members of Committee that she would be attending Standing Committee meetings of the Federation of Canadian Municipalities the first week in March. The meeting will be held in British Columbia.

ADJOURN

MOVED by B. Strauss SECONDED by J. Mitchell

THAT the meeting adjourn.

CARRIED

COMMITTEE CHAIR, T. Galloway

COMMITTEE CLERK, M. Morris

152965

Report: F-05-011 REGION OF WATERLOO

FINANCE DEPARTMENT Purchasing Division

TO: Regional Chair Ken Seiling and Members of Regional Council

DATE: January 26, 2005 FILE CODE:

SUBJECT: T2004-147 INSTALLATION OF LIFT AT 47 HOLBORN, CITY OF KITCHENER

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Gordner Construction for the Installation of Lift at 47 Holborn, City of Kitchener at a total cost of $71,247.00 including all applicable taxes.

SUMMARY: Nil

REPORT:

Tenders were called for Installation of Lift at 47 Holborn, City of Kitchener and were opened in the presence of L. Buitenhuis, K. Smith and J. Barten.

The following tenders were received:

Gordner Construction Kitchener, ON $ 71,247.00 Dakon Construction Waterloo, ON $ 93,090.00 Ferdom Construction Woodbridge, ON $133,621.60

47 Holborn has 45 units and is a two-storey building that is 34 years old. The building has one main stairway at the center point and one fire exit at each side of the building. All stairways are currently used by the residents and their guests for means of travel. The new barrier free lift will assist those with physical disabilities and ensure that the entire facility is accessible to all residents. This project will assist in increasing the availability of rental units for individuals with physical disabilities. The work includes demolition on half of an existing stairway and installation of a new elevator shaft and elevator mechanical room.

CORPORATE STRATEGIC PLAN:

To ensure that we spend wisely the dollars that we are entrusted with and to maximize their use for those we serve. The barrier free lift installation meets the requirements of one (1) focus area in the Corporate Plan: Ensure Operational Effectiveness and Efficiency by helping people with disabilities access the entire facility without difficulty.

FINANCIAL IMPLICATIONS:

T2004-147 $71,247.00 Consultant Fees 10,000.00 Contingency 9,000.00 Sub- $90,247.00 Total Less Municipal Rebate of 7% GST (5,315.22)

Page 1 of 2

January 26, 2005 Report: F-05-011

$ 8 4,9 3 1.78 Total This project is being funded from the approved Waterloo Region Housing 2004 capital plan where an amount of $90,000 has been allocated for installation of a lift. This leaves a balance of $5,068.22 which will be available for other Waterloo Region Housing capital projects as required.

The final date of acceptance for this tender is February 13, 2005.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil

ATTACHMENTS : Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer

DOCS # 147657 Page 2 of 2 Report: F-05-012 REGION OF WATERLOO

FINANCE DEPARTMENT Purchasing Division

TO: Regional Chair Ken Seiling and Members of Regional Council

DATE: January 26, 2004 FILE CODE:

SUBJECT: T2004-146 45 KITCHEN CUPBOARD REPLACEMENTS AT 47 HOLBORN, T2004-149 73 KITCHEN CUPBOARD REPLACEMENTS AT 119 COLLEGE ST., T2004-148 61 KITCHEN CUPBOARD REPLACEMENTS AT 74 CHURCH ST., CITY OF KITCHENER

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Amato & Son (633383 Ontario Inc.) for the 45 Kitchen Cupboard Replacements at 47 Holborn, City of Kitchener at a total cost of $115,094.55 including all applicable taxes;

AND THAT the Regional Municipality of Waterloo accept the tender of Amato & Son (633383 Ontario Inc.) for the 73 Kitchen Cupboard Replacements at 119 College Street, City of Kitchener at a total cost of $167,652.95 including all applicable taxes;

AND THAT the Regional Municipality of Waterloo accept the tender of Amato & Son (633383 Ontario Inc.) for the 61 Kitchen Cupboard Replacements at 74 Church Street, City of Kitchener at a total cost of $157,241.85 including all applicable taxes.

SUMMARY: Nil

REPORT:

Tenders were called for the replacement of kitchen cupboards at three (3) locations and were opened in the presence of L. Buitenhuis, K. Smith and C. Grummet.

The results of the tenders are summarized in Appendix 1.

47 Holborn has 45 units and is a two-storey building that is 34 years old. 119 College Street has 73 units and is a nine-storey building that is 30 years old. 74 Church Street has 61 units and is a nine-storey building that is 29 years old. The existing kitchen cupboards at all three facilities are original and beyond repair. The work that will be included in these tenders will be the replacement of the existing countertops and lower cabinets, and adding upper cabinets which will increase cupboard space and allow room for microwave ovens. The electrical outlets will be replaced and brought up to current codes by adding ground fault interrupters.

CORPORATE STRATEGIC PLAN:

To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve. The kitchen cupboard replacements meet the requirements of one focus area in the Corporate Plan: Ensure Operational Effectiveness and Efficiency by utilizing the same square footage of kitchen space while providing increased functionality of cupboard and counter space.

Page 1 of 3

January 26, 2005 Report: F-05-012

FINANCIAL IMPLICATIONS:

T2004-146, T2004-149, T2004-148 $439,989.35 Consultant Fees 35,000.00 Contingency 15,000.00 Sub-Total $489,989.35 Less Municipal Rebate of 7% GST (31,074.07) Total $458,915.28

This project is being funded from the approved Waterloo Region Housing 2004 capital plan where an amount of $425,000 has been allocated for Kitchen Cupboard Replacements. The overage of $33,915.28 will be funded from the savings recognized from approved tenders T2004-123 Roof Replacement at 339 Bishop Street, Cambridge, T2004-144 Flat Roof Replacement at 125 Champlain Boulevard, Cambridge and T2004-138 Installation of Lift at 233 Franklin Street, Kitchener.

The final date of acceptance for tenders T2004-146 and T2004-148 is February 13, 2005 and the final date of acceptance for tender T2004-149 is February 18, 2005.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil

ATTACHMENTS :

Results of Tenders – Appendix 1

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer

DOCS # 153683 Page 2 of 3

January 26, 2005 Report: F-05-012

APPENDIX 1

T2004-146, 45 Kitchen Cupboard Replacements at 47 Holborn, City of Kitchener

Amato & Son (633383 Ontario Inc.) Woodbridge, ON $115,094.55 Joe Pace & Sons Contracting Ltd. Concord, ON $121,786.33 Universal Restorations Group Inc. Waterloo, ON $126,801.69 Allied Construction London, ON $130,160.15 Silver Contracting Inc. Mississauga, ON $212,796.25

T2004-149, 73 Kitchen Cupboard Replacements at 119 College Street, City of Kitchener

Amato & Son (633383 Ontario Inc.) Woodbridge, ON $167,652.95 Universal Restorations Group Inc. Waterloo, ON $173,548.65 Joe Pace Contracting Inc. Concord, ON $180,719.79

T2004-148, 61 Kitchen Cupboard Replacements at 74 Church Street, City of Kitchener

Amato & Son (633383 Ontario Inc.) Woodbridge, ON $157,241.85 Allied Construction London, ON $202,684.75 Universal Restorations Group Inc. Waterloo, ON $208,943.07 Joe Pace & Sons Contracting Ltd. Concord, ON $243,305.16

DOCS # 153683 Page 3 of 3 CS-050126

7. THAT The Regional Municipality of Waterloo approve the following Peer Counselling Service grants for 2005:

Cambridge Self Help Food Bank 4,136 St. John's Kitchen - the Working Centre 12,987 $ 17,123

8. THAT The Regional Municipality of Waterloo approve the following rates for the Emergency Food Hamper Program effective January 1, 2005:

Cambridge Self Help Food Bank Hamper Rate $ 29.94 Diaper Rate $ 4.16 Formula Rate $ 12.33

Cambridge Salvation Army Family Services Voucher Rate Single Person $ 20.91 Each additional Dependent $ 5.33 Diaper Rate $ 4.31 Formula Rate $ 12.48

House of Friendship Hamper Rate $ 27.76 Diaper Rate $ 4.21 Formula Rate $ 12.33

Kitchener Salvation Army Community and Family Services Hamper Rate $ 25.38 Diaper Rate $ 4.21 Formula Rate $ 12.33

Woolwich Community Services Hamper Rate $ 34.59 Diaper Rate $ 4.16 Formula Rate $ 12.43

And that the 2005 expenditures for the Food Hamper Program not exceed $655,000.

155282 CS-050126

THE REGIONAL MUNICIPALITY OF WATERLOO BUDGET COMMITTEE

January 26, 2005

Summary of Recommendations to Council

The Budget Committee recommends as follows:

1. THAT The Regional Municipality of Waterloo approve the 2005 Property Tax Operating Budget with a net levy of $203,299,938. (1.82%), excluding Police Services, and the 2005 Property Tax Capital Budget, reflecting budget issues identified in the October 27, 2004 Budget Committee agenda, as amended.

2. THAT The Regional Municipality of Waterloo approve the 2006-2014 Capital Forecast, with the exception of the Transportation Expansion Capital Forecast, reflecting budget issues identified in the October 27, 2004 Budget Committee agenda, as amended.

3. THAT The Regional Municipality of Waterloo approve the Police Services 2005 Property Tax Operating Budget with a net levy of $83,973,101. (2.06 %) and the Police Services 2005 Property Tax Capital Budget and 2006-2014 Capital Forecast.

4. THAT The Regional Municipality of Waterloo approves the following with regard to the Region of Waterloo Library budget as contained in Report P-LIB-05-001, dated January 18, 2005:

a) the 2005 Library Operating Budget with a Net levy of $1,469,058; b) the 2005 Library Capital Budget; c) the 2006-2014 Library Capital Forecast.

5. THAT The Regional Municipality of Waterloo adopt a one-year phase-in for special area rates for Transit, as outlined in the Information Paper circulated to Committee on January 26, 2005.

6. That the Regional Municipality of Waterloo approve the following Counselling Service Grants for 2005:

Lutherwood Family Counselling Services 41,130 Interfaith Pastoral Counselling Services 27,057 Shalom Counselling Services 11,492 Family Counselling Services of Cambridge and North Dumfries 50,335 Interfaith Community Counselling Centre - New Hamburg 21,017 K-W Counselling Services Inc. 139,774 Catholic Family Counselling Centre 106,062 Woolwich Interfaith Counselling Centre 11,850 $408,717

155282 CS-050126

7. THAT The Regional Municipality of Waterloo approve the following Peer Counselling Service grants for 2005:

Cambridge Self Help Food Bank 4,136 St. John's Kitchen - the Working Centre 12,987 $ 17,123

8. THAT The Regional Municipality of Waterloo approve the following rates for the Emergency Food Hamper Program effective January 1, 2005:

Cambridge Self Help Food Bank Hamper Rate $ 29.94 Diaper Rate $ 4.16 Formula Rate $ 12.33

Cambridge Salvation Army Family Services Voucher Rate Single Person $ 20.91 Each additional Dependent $ 5.33 Diaper Rate $ 4.31 Formula Rate $ 12.48

House of Friendship Hamper Rate $ 27.76 Diaper Rate $ 4.21 Formula Rate $ 12.33

Kitchener Salvation Army Community and Family Services Hamper Rate $ 25.38 Diaper Rate $ 4.21 Formula Rate $ 12.33

Woolwich Community Services Hamper Rate $ 34.59 Diaper Rate $ 4.16 Formula Rate $ 12.43

And that the 2005 expenditures for the Food Hamper Program not exceed $655,000.

155282 PS-050118

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:

a) enter into an Engineering Agreement with Stantec Consulting Limited of Kitchener, Ontario to provide engineering services for a Class Environmental Assessment, detailed design, contract administration and construction inspection for improvements on Fountain Street from Shantz Hill Road to King Street and on King Street from Fountain Street to Eagle Street in the City of Cambridge at an upset limit of $408,350 plus applicable taxes for the Class Environmental Assessment and detailed design phases, with contract administration and construction inspection to be paid on a time basis; and

b) grant pre-budget approval in the amount of $408,350 plus applicable taxes prior to finalization of the 2005 Transportation Capital Program in early 2005 to cover the costs of this assignment.[E-05-004]

2. THAT the Regional Municipality of Waterloo declare Part 1, Reference Plan 58R-14696, Township of Woolwich surplus to the needs of the Region, as detailed in Report CR-RS-05-003 dated January 18, 2005, pursuant to the Region’s property disposition by-law, to the satisfaction of the Region’s Solicitor.

3. THAT the Regional Municipality of Waterloo appoint the following Regional Councillors to the various project and study teams as noted in Appendix A to Report E-05-003/P-05-001, dated January 18, 2005;

Description Area Suggested Council Municipality Representative a) Stanley Park Transit Terminal Kitchener J. Smola Local Councillor -TBD b) Waterloo Area Transit Service Review Waterloo Regional Councillor –TBD Local Councillor – TBD c) Aeronautical Noise Management Committee J. Smola d) Bridge-Lancaster Area Transportation Study Kitchener/Woolwich J. Smola J. Haalboom J. Wideman Local Councillor - TBD PS-050118

Description Area Suggested Council Municipality Representative

e) Beverly Street, Dundas Street to Rail Overpass Cambridge Regional Councillor- TBD and Samuelson Street, Franklin Boulevard to Local Councillor - TBD Elgin Street - Design in 2005 and 2006 - Construction in 2007 f) King Street, Eagle Street to Fountain Street Cambridge Regional Councillor-TBD and Fountain Street, King Street to Shantz Local Councillor - TBD Hill Road - Design in 2005, 2006 - Construction in 2007 g) South Boundary Road, Water Street to Cambridge K. Denouden Franklin Boulevard Local Councillor - TBD - Design in 2006, 2007 - Construction in 2008 h) Eagle Street, Industrial Street to Concession Cambridge Regional Councillor- TBD Street Local Councillor - TBD - Design in 2005, 2006 - Construction in 2007 i) Main Street Bridge Rehabilitation and Cambridge Local Councillor - TBD Queen’s Square Resurfacing, Grand River to George Street - Design in 2005 - Construction in 2005 j) Victoria Street, Edna Street to Bruce Street Kitchener Local Councillor - TBD - Design in 2006, 2007 - Construction in 2007 k) Ottawa Street, King Street to Mill Street Kitchener Regional Councillor- TBD - Design in 2005, 2006 Local Councillor - TBD - Construction in 2007 l) Erb Street Reconstruction, Westmount Waterloo Local Councillor - TBD Road to Fischer-Hallman Road - Design in 2005 - Construction in 2006 m) King Street Improvements at Highway 85 Woolwich B. Strauss - Design in 2005, 2006 Local Councillor - TBD - Construction in 2006 n) King Street Reconstruction, Highway Woolwich Local Councillor - TBD 85 to Lobsinger Line o) Tri-City Water Distribution Master Plan J. Wideman C. Zehr

PS-050118

Description Area Suggested Council Municipality Representative p) Integrated Urban System Groundwater Study K. Denouden q) Middleton Class Environmental Assessment Cambridge Regional Councillor- TBD Local Councillor - TBD r) Greenbrook Class Environmental Assessment Kitchener J. Haalboom s) Biosolids Cake Storage Class Environmental K. Denouden Assessment J. Wideman

AND THAT the Regional Municipality of Waterloo forward the request for local Councillor representatives on project and study teams to the Area Municipalities.

4. THAT the Regional Municipality of Waterloo give a By-law transferring authority from the Corporation of the Township of Wellesley and the Corporation of the Township of North Dumfries regarding water distribution and wastewater collection systems to the Regional Municipality of Waterloo first and second reading and that the By-law be brought back to Council of the Regional Municipality of Waterloo for a third and final reading once consents from local area municipalities have been obtained in accordance with section 189(2) of the Municipal Act, S.O. 2001;

AND THAT the Commissioner of Transportation and Environmental Services be authorized to sign such documentation as may be necessary to give effect to the conveyance of all real and personal property associated with the transfers of water distribution and wastewater collection infrastructure within the Township of North Dumfries and the water distribution infrastructure within the Township of Wellesley. [E-05-015/CR-RS-05-005]

5. THAT the Regional Municipality of Waterloo accept P-05-004, Monthly Report of Development Activity for November 2004, dated January 18, 2005.

6. THAT the Regional Municipality of Waterloo consents to the granting of a licence to Ivan B. Martin of 4095 Lavery Road from the Province of Ontario to permit a waterline crossing of the Kissing Bridge Trailway which is currently leased to the Region and the County of Wellington, subject to the inclusion of provisions in the licence to protect the interests of the Region and the County, to the satisfaction of the Regional Solicitor and the County of Wellington.[CR-RS-05- 002]

January 18, 2005

#152827 LS-050118

THE REGIONAL MUNICIPALITY OF WATERLOO LIBRARY COMMITTEE

Summary of Recommendations to Council

The Library Committee recommends as follows:

1. THAT the Regional Municipality of Waterloo approve a one-year lease renewal at the following:

a) the Bloomingdale United Church to accommodate the Bloomingdale Branch;

b) 136 Main Street, New Dundee to accommodate the New Dundee Branch;

AND THAT the leases commence January 1, 2005, subject to the terms and conditions outlined in Report P-LIB-05-002, dated January 18, 2005.

January 18, 2005

#152919 SS-050118

THE REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE

Summary of Recommendations to Council

The Community Services Committee recommends as follows:

1. THAT the Regional Municipality of Waterloo approve the Pesticide Consultation Process as outlined in PH-05-001, dated January 18, 2005, to a maximum expenditure of $75,000 to be funded by the Capital Levy Reserve Fund;

AND THAT this matter be referred to the Budget Committee for consideration.

2. THAT the Regional Municipality of Waterloo accept the proposal of K-W Working Centre for the Unemployed (“the Working Centre”) to assume the ownership and operation of a transitional housing program at 70 Louisa Street in the City of Kitchener (“the Property”), as outlined in Report SS-05-005, dated January 18th, 2005;

AND THAT the Commissioner, Social Services be authorized to execute such documents (“the Documentation”) as may be necessary for the purpose of implementing the recommendations set out in Report SS–05-005, dated January 18, 2005, including but not limited to an assignment of an agreement of purchase of sale relating to the Property and a consent to the assumption of an existing mortgage on title to the Property in favour of the Region of Waterloo in the amount of $160,349.66.

3. THAT the Regional Municipality of Waterloo approve the purchase of patient lifting equipment to a maximum of $140,000 and $12,727 for a lifting education program to be fully funded by the Ministry of Health and Long-Term Care as outlined in Report SS-05-006, dated January 18, 2005;

AND THAT the Regional Municipality of Waterloo enter into an agreement with Her Majesty the Queen in Right of Ontario as represented by the Minister of Health and Long-Term Care for the purpose of obtaining funding for the purchase of lifting equipment as outlined in Report SS-05- 006, dated January 18, 2005.

4. THAT the Region of Waterloo approve the appointment of Dr. J.F. Mather as Medical Director of Sunnyside Home, for a three year term, effective October 15, 2004 to October 15, 2007 as outlined in report SS-05-002, dated January 18, 2005.

5. THAT the Regional Municipality of Waterloo appoint the following persons to the Region of Waterloo History Museum Feasibility Study Project Team, as outlined in P-05-002, dated January 18, 2005: Ms. Cathy Blackbourn Mr. Scott Marnoch Mr. Adam Qualter

6. THAT the Regional Municipality of Waterloo approve a joint initiative with the City of Cambridge to facilitate the development of up to sixty-eight units of new affordable housing on Lena Crescent in the City of Cambridge, as described in P-05-009, dated January 18, 2005.

January 18, 2005 152895 FS-050119

THE REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE

Summary of Recommendations to Council

The Administration and Finance Committee recommends as follows:

1. THAT The Regional Municipality of Waterloo approve funding in the amount of $25,000 towards the capital fund project of the K-W Counselling Services Inc., to be taken from the 2004 year-end surplus,

AND THAT K-W Counselling Services Inc. enter into an agreement with the Region to allow for the use of the facilities for public consultation and meetings required in this location by the Region,

AND THAT Budget Committee give consideration to additional funding during the 2006 budget process.

2. THAT The Regional Municipality of Waterloo dismiss the complaint and confirm the development charges, subject to the recalculation of the development charges upon finalization of the demolition of the existing building, and subsequent redevelopment allowance, for the development at R. R. #4, 2130 West River Road, Township of North Dumfries, as outlined in Report F-05-007, dated January 19, 2005.

3. THAT the Regional Municipality of Waterloo approve $357,909.34 in accounts receivable write- offs in 2004 (for the years 2001 to 2003);

AND THAT the Regional Municipality of Waterloo approve revisions to the Accounts Receivable Policies and Procedures to increase the Chief Financial Officer’s write-off level from the current $500 to a recommended $1,000 effective January 1, 2005. (F-05-008)

4. THAT the Regional Municipality of Waterloo approve payment of the 2005 membership fee in the amount of $7,367.50 for the Association of Municipalities of Ontario subject to final approval of the 2005 property tax budget.

5. THAT the Regional Municipality of Waterloo approve the Accessibility Plan for 2005;

AND THAT the report be sent to the Ministry of Citizenship and Immigration for information, as outlined in Report SS-05-001, dated January 18/19, 2005.

6. THAT The Regional Municipality of Waterloo amend the 2005 Meeting Schedule to change the December Council meeting from December 7 to December 14 and the Council meeting start at 4:00 p.m.

January 19, 2005

153076

MEDIA RELEASE: Friday January 21, 2005, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO BUDGET COMMITTEE AGENDA

Wednesday January 26, 2005 3:00 – 6:00 p.m. Council Chambers, 2nd Floor 150 Frederick Street, Kitchener

Page #

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

2. OPENING REMARKS (T. Galloway)

3. OPENING REMARKS (M. Murray)

4. BUDGET UPDATE (L. Ryan)

Information Papers

Executive Summary – Budget 2005 1 Police Services Budget 11 2004 Salary and Wage Gapping Savings 12 New Provincial Benchmarks for Regional Subsidy to Housing Providers (Issue #20) 14 Bus Pass Subsidy (Issue # 15) 16 Universal Transit Pass (UPASS) for Wilfrid Laurier University 18 Sunnyside Home Compliance with Ministry Standards (Issue # 29) 20 Children’s Services Division Request for Expanded Funding 23 Social Assistance Costs – 2005 Budget 26 Transit Special Area Rates 32 Referrals from Standing Committees 36 Draft Budget Resolutions 42

5. BUDGET APPROVAL

6. CLOSED SESSION (motion required)

7. ADJOURN

DOCS# 153709 -H-

Report: F-05-013 REGION OF WATERLOO

FINANCE DEPARTMENT Administration Division

TO: Chair T. Galloway and Members of the Budget Committee

DATE: January 26, 2005 FILE CODE:

SUBJECT: EXECUTIVE SUMMARY - BUDGET 2005

RECOMMENDATION:

For Information

SUMMARY: Nil

REPORT:

2005 Regional Base Budget

The 2005 Regional base budget is the amount required to deliver the Council approved level of service. Adjustments to the base typically include cost of living adjustment (COLA) provisions, inflation, annualizations of prior year’s approved initiatives and provincially mandated changes.

At the September 22nd Administration and Finance Committee Meeting, a budget target was established for the 2005 budget process. The tax rate target established by Council for 2005 is a 1.9% tax rate increase in the base budget for Regional programs. To be clear, this amount does not include budget impacts for Police Services or any provision for additional new issues, however it does include a provision for assessment growth. One exception introduced in 2005 is that the base budget also includes an increase in roads rehabilitation funding of 0.75% annually. This increase provides an additional $2.0 million each year to rehabilitate the Region’s road infrastructure. The opening 2005 base rate position for Regional programs was 2.3%. Permanent and sustainable budget reductions totaling $1,072,000 were made to achieve the target of 1.9%. No service reductions resulted from these budget cuts.

Since that point in time, the Regional base budget tax increase has been further reduced to 1.73% due to higher than anticipated assessment growth.

2005 New Issues

Budget Committee directed staff to develop 3 options for new issues to be reviewed at the December 15th Budget Meeting. These options provided additional funding equal to 0.50% (Option A), 0.75% (Option B), and 0.91% (Option C). Appendix 1 provides a summary of these options. Each issue is described in detail through a budget document provided to Council on October 27th. There are over 80 expansion issues organized on a basis that ties directly into the Corporate Strategic Plan. The appendices are sorted based on priority with the highest priority items at the top of each list. In addition, the various options are colour coded for ease of reference (A yellow, B blue and C green). Appendix 2 provides a separate list of each of the options in order to clearly outline the differences. A summary of the total impact (new issues plus base increases) of Regional programs is provided below:

DOCS# 153967 -H- Page 1 of 3

January 26, 2005 Report: F-05-013

Option A Option B Option C

Base Increase 1.73% 1.73% 1.73% 2005 New Issues 0.50% 0.75% 0.91%

Total Impact Regional Programs 2.23% 2.48% 2.64%

It is important to note that Police Services are not included in the amounts above. It is anticipated that the Regional tax rate will increase by an additional 2% for Police Services.

As mentioned earlier, the base budget position includes 0.75% of new funding for roads rehabilitation. In addition, the Province recently provided increased funding for Transit service expansions. The new issues list also includes $1.1 million for new transit expansion that is fully funded by the Province with no corresponding impact to the property tax payer. As a result, the base increase of 1.73% tax includes substantial service improvements for roads and transit.

Three Year Plan

In past years, developing three year operating budget plans was a very important management practice in setting budget direction for future years. The three year budget plan (2005-2007) presented in Appendix 1 includes a 1% tax rate increase for new issues for 2006 and 2007 as directed by Budget Committee.

Budget Schedule

The timing of the 2005 budget process is consistent with Regional budget processes utilized in non-election years and was adopted at the June Administration and Finance meeting. The purpose and timing of key budget dates are itemized below:

PURPOSE OF BUDGET SESSION PLANNED DATE TIME

Budget Target Setting September 22nd 9:00 a.m.

Budget Overview Session October 27th 1:00pm until 6:00 pm - Overview of 3 year plan - Response to budget target

Public Input - Budget Delegations November 10th 7:00 pm

Detailed Budget Review - Day One November 24th 12:00 until 6:00 pm - Base Budget Review - Provide direction on new issues

Detailed Budget Review - Day Two December 15th 12:00 until 6:00 pm - Associated Agencies – GRCA, Police - Review options for new issues - Approval of user rates

Public Input - Budget Delegations January 12th 7:00 pm

Final Budget Approval January 26th 3:00pm until 6:00 pm DOCS # 153967 -H- Page 2 of 3

January 26, 2005 Report: F-05-013

CORPORATE STRATEGIC PLAN:

Linkage to the Strategic Plan

It is essential that the priorities established in the Corporate Strategic Plan become priorities in the 2005 budget. The Corporate Strategic Plan is fully integrated into the 2005 budget. New budget issues have been identified in each of the five strategic focus areas. In addition, a report linking the 2005 budget to the strategic plan was prepared (October 27th Budget Committee Agenda) indicating how each strategic priority is being funded in the proposed 2005 budget.

FINANCIAL IMPLICATIONS:

The base budget increase currently equals 1.73%. This increase translates into a $20 annual tax increase for the average residential property owner. Options for new issues range from a total Regional tax increase of 2.23% to 2.64% (excluding Police). Including new issues, the impact on the average residential taxpayer would be an increase of $26 (2.23%) to $31 (2.64%) annually.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

All departments have participated in the development of the 2005 budget.

ATTACHMENTS :

Appendix 1 – Budget Issues 2005-2007 Appendix 2 – Budget Issues 2005 – Option A, Option B & Option C

PREPARED & APPROVED BY: L. Ryan, Chief Financial Officer

DOCS # 153967 -H- Page 3 of 3 Budget Issues 2005 - 2007 Appendix 1 (in thousands of dollars)

$ % $ $ $ $ PROGRAM 2005 2005 2006 2006 2007 Total Issue # Annualization New Manage Regional Growth to Enhance Quality of Life 4 Prov Water Regulations & Water Quality CF self funding 0 3 Increased Staff Complement - RGMS Implementation N 25 0.01% 80 105 9 RGMS/GRCA related studies N self funding 0 77 Accom of Full Staff Complement (+ one time) N 60 0.02% 60 2 Planning Technician, Information and Research N 50 50 Total for Option A 85 0.03% 80 50 0 215 Total for Option B = Option A 1 ACH Master Plan CF 25 0.01% 25 15 65 Total for Option C 110 0.04% 80 75 15 280

Enhance Community Health and Social Well Being 15 Bus Pass Subsidy for Working Poor/ Assistance Recipients CF 0 0.00% 0 0 0 16 GRT Specialized Serv. - 5 yr Plan (+ one time) CF 0 0.00% 0 0 0 31 GRT MobilityPlus Eligibility Assessment Contract Services N 0 0.00% 0 24 Opals Funding N 84 0.03% 28 112 29 Sunnyside - Compliance with Long Term Care Standards N 395 0.15% 395 20 New Prov Benchmarks for Regn Subsidy to Housing Providers N 360 0.13% 440 500 1,300 10 Children's Services Exp of Child Care Services CF 200 0.07% 380 266 846 18 Maintenance Service Levels for Expanded Housing Programs CF 40 0.01% 32 46 37 155 Total for Option A 1,079 0.40% 60 866 803 2,808

22 Public Health Protection From West Nile Virus N 77 0.03% 77 10 Children's Services Exp of Child Care Services CF 300 0.11% 300 13 Basic Benefits For Low Income & Assistance Recipients CF/R 199 0.07% 68 267 11 Access to Clinic & Health Services (+ one time) CF 43 0.02% 71 63 177 19 Funding for Emergency Shelters N 25 0.01% 45 45 115 Total for Option B 1,723 0.64% 60 1,050 911 3,744

21 Funding Regional Programs in Neighbourhoods (+ one time) N 45 0.02% 45 27 Museum Technician, JSH N 25 0.01% 25 50 12 Women's/ Family Health (+ one time) CF 31 0.01% 101 132 32 Increased Funding for Grants to Organizations N 50 0.02% 50 17 Museum Marketing Campaign CF 25 0.01% 25 30 Region of Waterloo Sex Trade Worker Initiative N 20 0.01% 20 33 Increased Funding for EDP Committee N 50 0.02% 50 23 EMS Station - North Dumfries (+ one time) N 480 480 28 Management Support and Client Service - Sunnyside Home N 79 79 26 Curator of Exhibits, Doon N 55 55 25 Expanded Programming at JSH N 25 25 14 Development of Employment Res. & Opportunities CF 100 100 Total for Option C 1,969 0.73% 85 1,230 1,571 4,855

14 Development of Employment Res. & Opportunities CF 100 100 Total for Enhance Community Health & Well Being 1,969 0.73% 85 1,330 1,571 4,955 Option A- 0.50% yellow Option B - 0.75% blue Option C - 1.00% green Budget Issues 2005 - 2007 Appendix 1 (in thousands of dollars)

$ % $ $ $ $ PROGRAM 2005 2005 2006 2006 2007 Total Issue # Annualization New

Protect and Enhance the Environment 47 Environment Enforcement Organic Analysis CF self funding 0 48 Expansion Of Household Hazardous Waste Program CF self funding 0 50 Adding new materials to Blue Box N self funding 0 49 Alternative Day cover for Landfill N self funding 0 44 Curbside Source Separated Organics Collection CF 750 750 1,500 46 LED Replacement Program N 100 100 200 45 Clean Air Plan, HEV Vehicles and Green Power (+ one time) CF 46 46 Residential Energy Efficiency Project (Please refer N one time to Nov 26 Budget Package) (one time) Total for Option A 0 0.00% 0 850 896 1,746 Total for Option B = Option A Total for Option C = Option A

Ensure High Quality Regional Transportation System 54 Transit Service Expansion CF 0 0.00% 0 0 0 0 51 Transit Capital Program CF 0 0.00% 0 57 Transit Maintenance Staffing Requirements N 0 0.00% 0 0 59 GRT Customer Service Support N 0 0.00% 0 0 60 Airport Maintenance and Admin Staffing N 60 0.02% 50 110 52 Red Light Camera (+ one time) CF -10 0.00% -10 Total for Option A 50 0.02% 50 0 0 100 Total for Option B = Option A

53 Transportation Operations Equipment CF 50 0.02% 50 56 Integrated Road Safety Program (+ one time) N 0.00% 118 50 168 55 Implementation of the Cycling Master Plan CF 200 200 53 Transportation Operations Equipment CF 100 100 58 Traffic Control System Maintenance (+ one time) N 68 68 52 Red Light Camera (+ one time) CF 50 50 55 Implementation of the Cycling Master Plan CF 200 200 Total for Option C 100 0.04% 50 318 468 936

Option A- 0.50% yellow Option B - 0.75% blue Option C - 1.00% green Budget Issues 2005 - 2007 Appendix 1 (in thousands of dollars)

$ % $ $ $ $ PROGRAM 2005 2005 2006 2006 2007 Total Issue # Annualization New

Ensure Operational Effectiveness and Efficiency 82 POA - Court Monitor CF self funding 0 83 POA - Senior Prosecutor N self funding 0 80 Additional Fleet and Supply Assistant Hours N 13 0.00% 13 68 Poverty Prevention and Alleviation CF 38 0.01% 38 69 EMS Scheduler CF 30 0.01% 30 85 Vehicle for Facilities Maintenance N self funding 0 71 Purchasing & Materials Management Staffing CF 14 0.01% 14 28 67 Human Resources Assistant CF 31 0.01% 21 52 Total for Option A 126 0.05% 35 0 0 161

72 Effective Use of Information Technology CF 42 0.02% 30 72 Total for Option B 168 0.06% 65 0 0 233

81 Inf. Tech & Quality Assurance in Public Health (+ one time) N 16 0.01% 16 72 Effective Use of Information Technology CF 41 0.02% 31 72 78 Contract design staff for Corporate Publishing N 28 0.01% 28 73 Strategic Planning CF 110 110 81 Inf. Tech & Quality Assurance in Public Health (+ one time) N 33 34 67 71 Purchasing & Materials Management Staffing CF 35 24 59 74 Licensing & Regulatory Services Staffing (+ one time) CF 14 3 17 75 Archives Assistant CF 33 33 79 Replacement of Outdated Press ( + one time) N 25 25 76 Financing for One Time Budget Issues CF 0 0 Total for Option C 253 0.09% 96 192 119 660

70 Treasury Services Staffing CF 51 51 66 Internal Audit Assistant CF 64 64 Total Ensure Operational Effectivenesss & Efficiency 253 0.09% 96 307 119 775

Total Requested Strategic Priorities 2005 -2007 2,432 0.91% 311 2,880 3,069 8,692

Total Option A 0.50% 1,340 0.50% 225

Total Option B 0.75% 2,026 0.75% 255

Total Option C 1.00% 2,432 0.91% 311 2,665 3,069

Option A- 0.50% yellow Option B - 0.75% blue Option C - 1.00% green Budget Issues 2005 Appendix 2 (in thousands of dollars) (Option A – 0.50%)

$ % PROGRAM 2005 2005 Issue # Manage Regional Growth to Enhance Quality of Life 4 Prov Water Regulations & Water Quality CF self funding 3 Increased Staff Complement – RGMS Implementation N 25 0.01% 9 RGMS/GRCA related studies N self funding 77 Accom of Full Staff Complement (+ one time) N 60 0.02% Total 85 0.03%

Enhance Community Health and Social Well Being 15 Bus Pass Subsidy for Working Poor/ Assistance Recipients CF 0 0.00% 16 GRT Specialized Serv. – 5 yr Plan (+ one time) CF 0 0.00% 31 GRT MobilityPlus Eligibility Assessment Contract Services N 0 0.00% 24 Opals Funding N 84 0.03% 29 Sunnyside – Compliance with Long Term Care Standards N 395 0.15% 20 New Prov Benchmarks for Regn Subsidy to Housing Providers N 360 0.13% 10 Children’s Services Exp of Child Care Services CF 200 0.07% 18 Maintenance Service Levels for Expanded Housing Programs CF 40 0.01% Total 1,079 0.40%

Protect and Enhance the Environment 47 Environment Enforcement Organic Analysis CF self funding 48 Expansion Of Household Hazardous Waste Program CF self funding 50 Adding new materials to Blue Box N self funding 49 Alternative Day cover for Landfill N self funding 45 Clean Air Plan, HEV Vehicles and Green Power (+ one time) CF Residential Energy Efficiency Project (Please refer N one time to Nov 26 Budget Package) (one time) Total 0 0.00%

Ensure High Quality Regional Transportation System 54 Transit Service Expansion CF 0 0.00% 51 Transit Capital Program CF 0 0.00% 57 Transit Maintenance Staffing Requirements N 0 0.00% 59 GRT Customer Service Support N 0 0.00% 60 Airport Maintenance and Admin Staffing N 60 0.02% 52 Red Light Camera (+ one time) CF -10 0.00% Total 50 0.02%

Ensure Operational Effectiveness and Efficiency 82 POA – Court Monitor CF self funding 83 POA – Senior Prosecutor N self funding 80 Additional Fleet and Supply Assistant Hours N 13 0.00% 68 Poverty Prevention and Alleviation CF 38 0.01% 69 EMS Scheduler CF 30 0.01% 85 Vehicle for Facilities Maintenance N self funding 71 Purchasing & Materials Management Staffing CF 14 0.01% 67 Human Resources Assistant CF 31 0.01% Total 126 0.05%

Total Option A 0.50% 1,340 0.50% -H- Budget Issues 2005 Appendix 2 (in thousands of dollars) (Option B – 0.75%)

$ % PROGRAM 2005 2005 Issue # Manage Regional Growth to Enhance Quality of Life 4 Prov Water Regulations & Water Quality CF self funding 3 Increased Staff Complement – RGMS Implementation N 25 0.01% 9 RGMS/GRCA related studies N self funding 77 Accom of Full Staff Complement (+ one time) N 60 0.02% Total 85 0.03%

Enhance Community Health and Social Well Being 15 Bus Pass Subsidy for Working Poor/ Assis tance Recipients CF 0 0.00% 16 GRT Specialized Serv. – 5 yr Plan (+ one time) CF 0 0.00% 31 GRT MobilityPlus Eligibility Assessment Contract Services N 0 0.00% 24 Opals Funding N 84 0.03% 29 Sunnyside – Compliance with Long Term Care Standards N 395 0.15% 20 New Prov Benchmarks for Regn Subsidy to Housing Providers N 360 0.13% 10 Children’s Services Exp of Child Care Services CF 500 0.18% 18 Maintenance Service Levels for Expanded Housing Programs CF 40 0.01% 22 Public Health Protection From West Nile Virus N 77 0.03% 13 Basic Benefits For Low Income & Assistance Recipients CF/R 199 0.07% 11 Access to Clinic & Health Services (+ one time) CF 43 0.02% 19 Funding for Emergency Shelters N 25 0.01% Total 1,723 0.64%

Protect and Enhance the Environment 47 Environment Enforcement Organic Analysis CF self funding 48 Expansion Of Household Hazardous Waste Program CF self funding 50 Adding new materials to Blue Box N self funding 49 Alternative Day cover for Landfill N self funding Total 0 0.00%

Ensure High Quality Regional Transportation System 54 Transit Service Expansion CF 0 0.00% 51 Transit Capital Program CF 0 0.00% 57 Transit Maintenance Staffing Requirements N 0 0.00% 59 GRT Customer Service Support N 0 0.00% 60 Airport Maintenance and Admin Staffing N 60 0.02% 52 Red Light Camera (+ one time) CF -10 0.00% Total 50 0.02%

Ensure Operational Effectiveness and Efficiency 82 POA – Court Monitor CF self funding 83 POA – Senior Prosecutor N self funding 80 Additional Fleet and Supply Assistant Hours N 13 0.00% 68 Poverty Prevention and Alleviation CF 38 0.01% 69 EMS Scheduler CF 30 0.01% 85 Vehicle for Facilities Maintenance N self funding 71 Purchasing & Materials Management Staffing CF 14 0.01% 67 Human Resources Assistant CF 31 0.01% 72 Effective Use of Information Technology CF 42 0.02% Total 168 0.06%

Total Option B 0.75% 2,026 0.75%

Budget Issues 2005 Appendix 2 (in thousands of dollars) (Option C – 0.91%)

$ % PROGRAM 2005 2005 Issue # Manage Regional Growth to Enhance Quality of Life 4 Prov Water Regulations & Water Quality CF self funding 3 Increased Staff Complement – RGMS Implementation N 25 0.01% 9 RGMS/GRCA related studies N self funding 77 Accom of Full Staff Complement (+ one time) N 60 0.02% 2 Planning Technician, Information and Research N 1 ACH Master Plan CF 25 0.01% Total 110 0.04%

Enhance Community Health and Social Well Being 15 Bus Pass Subsidy for Working Poor/ Assistance Recipients CF 0 0.00% 16 GRT Specialized Serv. – 5 yr Plan (+ one time) CF 0 0.00% 31 GRT MobilityPlus Eligibility Assessment Contract Services N 0 0.00% 24 Opals Funding N 84 0.03% 29 Sunnyside – Compliance with Long Term Care Standards N 395 0.15% 20 New Prov Benchmarks for Regn Subsidy to Housing Providers N 360 0.13% 10 Children’s Services Exp of Child Care Services CF 200 0.07% 18 Maintenance Service Levels for Expanded Housing Programs CF 40 0.01% 22 Public Health Protection From West Nile Virus N 77 0.03% 10 Children’s Services Exp of Child Care Services CF 300 0.11% 13 Basic Benefits For Low Income & Assistance Recipients CF/R 199 0.07% 11 Access to Clinic & Health Services (+ one time) CF 43 0.02% 19 Funding for Emergency Shelters N 25 0.01% 21 Funding Regional Programs in Neighbourhoods (+ one time) N 45 0.02% 27 Museum Technician, JSH N 25 0.01% 12 Women’s/ Family Health (+ one time) CF 31 0.01% 32 Increased Funding for Grants to Organizations N 50 0.02% 17 Museum Marketing Campaign CF 25 0.01% 30 Region of Waterloo Sex Trade Worker Initiative N 20 0.01% 33 Increased Funding for EDP Committee N 50 0.02% 23 EMS Station – North Dumfries (+ one time) N 28 Management Support and Client Service – Sunnyside Home N 26 Curator of Exhibits, Doon N 25 Expanded Programming at JSH N 14 Development of Employment Res. & Opportunities CF Total 1,969 0.73%

Protect and Enhance the Environment 47 Environment Enforcement Organic Analysis CF self funding 48 Expansion Of Household Hazardous Waste Program CF self funding 50 Adding new materials to Blue Box N self funding 49 Alternative Day cover for Landfill N self funding Total 0 0.00%

-H- Budget Issues 2005 Appendix 2 (in thousands of dollars) (Option C – 0.91%)

$ % PROGRAM 2005 2005 Issue # Ensure High Quality Regional Transportation System 54 Transit Service Expansion CF 0 0.00% 51 Transit Capital Program CF 0 0.00% 57 Transit Maintenance Staffing Requirements N 0 0.00% 59 GRT Customer Service Support N 0 0.00% 60 Airport Maintenance and Admin Staffing N 60 0.02% 52 Red Light Camera (+ one time) CF -10 0.00% 53 Transportation Operations Equipment CF 50 0.02% Total 100 0.04%

Ensure Operational Effectiveness and Efficiency 82 POA – Court Monitor CF self funding 83 POA – Senior Prosecutor N self funding 80 Additional Fleet and Supply Assistant Hours N 13 0.00% 68 Poverty Prevention and Alleviation CF 38 0.01% 69 EMS Scheduler CF 30 0.01% 85 Vehicle for Facilities Maintenance N self funding 71 Purchasing & Materials Management Staffing CF 14 0.01% 67 Human Resources Assistant CF 31 0.01% 72 Effective Use of Information Technology CF 83 0.04% 81 Inf. Tech & Quality Assurance in Public Health (+ one time) N 16 0.01% 78 Contract design staff for Corporate Publishing N 28 0.01% Total 253 0.09%

Total Option C 0.91% 2,432 0.91%

-H-

2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: POLICE SERVICES BUDGET

The preliminary base budget for Police Services, developed by staff last fall, had an increase of $7.8 million or 10.3% over the 2004 net levy for Police Services. This translated to a 2.9% increase in the Regional levy before assessment growth and a 2.1% increase after allocating the preliminary projections for assessment growth. The preliminary base budget included $6.8 million for staffing costs including the annualization of new staff approved for 2004, progressions, amounts for contractual settlements and overtime. The base budget also included $0.5 million for other operating costs and $0.5 million of debt costs for capital projects included in the fall 2004 debenture issue. Although the staffing plan had been approved in principle, the base budget did not include any new staff as by definition, the base budget represents the dollars required for 2005 to deliver the same level of service as was provided in 2004. This is the budget information presented in the Preliminary 2005 Budget Book.

Since that first information was prepared, the Police Services Board directed staff to review the entire proposed budget to develop a list of prioritized reductions for consideration by the Board. The Board and staff then finalized a budget which was presented to Budget Committee on December 15, 2004. This budget, which included new staff per the Staffing Report; new issues/expansion items and reductions identified by staff, had an increase of 10.73% over the 2004 net levy for Police Services. This equates to a 3.04% increase in the Regional levy before assessment growth and a 2.19% increase after allocating final assessment growth.

Following discussion on the Police Services budget, Budget Committee passed a resolution requesting Waterloo Regional Police Services to prepare a budget that reflects a levy net of assessment growth of no more than 2.0%. This equates to a reduction of $521,000 from the budget presented by Police Services in December. The Police Services Board will be discussing Budget Committee’s request at their January 26, 2005 meeting and will respond to Committee’s request at the January 26th final budget meeting scheduled for 3:00 pm that day.

DOCS # 153333 -H-

2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: 2004 SALARY AND WAGE GAPPING SAVINGS

The issue of gapping was initially discussed at the December 15th Budget Meeting. Attached as Appendix 1 is a summary of the gapping savings generated in 2004. The total net gapping savings for 2004 is $900,095. This amount represents approximately 0.71% of the total $126.9 million annual wage and salary expenses incurred by the Region. The gross gapping savings is much higher, but after deducting subsidy for cost shared services, planned gapping (e.g. EMS), savings earmarked for departmental over expenditures, contract costs incurred to provide short term coverage, and other costs incurred for hiring (e.g. advertising), the net savings equates to the much lower amount of $900,095.

The amount of annual savings has increased over the past several years due to our lack of salary market competitiveness in certain types of positions in many of our departments. The Region is presently trying to resolve this challenge.

It is important to keep in mind that budget adjustments must be permanent and sustainable. It is expected that the $900,095 savings in the future will be reduced. It is very difficult to estimate future turnover rates. Future gapping will be impacted by the local economy and our ability to pay market rates. Although predicting future gapping savings is a challenge, an adjustment to the general provision for gapping (currently at $118,000) is possible. An increase to this line item by $400,000 would be reasonable at this point in time. The impact of this adjustment would be to reduce future surpluses. Staff will continue to monitor this matter and will report back during the 2006 budget process.

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2005 BUDGET INFORMATION

INFORMATION: 2004 SALARY & WAGE GAPPING SAVINGS Appendix 1

Gross 2004 Salary & Wage $2,763,584 Planned EMS Gapping (1) (964,822) Subsidy Offset for Cost Shared Programs (excluding EMS) (273,140) Temporary Contract Staff hired to Backfill Positions (196,438) Delayed Hiring to Offset Incurred Costs in Other Line Items (185,059) Other (244,030) Net Gapping Savings 2004 $ 900,095

(1) The provincial government has not approved the EMS expansion of service to improve response times. The Region will hire staff once approved by the Province. Savings in salary line is offset by reduced subsidy.

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2005 BUDGET INFORMATION

INFORMATION: NEW PROVINCIAL BENCHMARKS FOR REGIONAL SUBSIDY TO HOUSING PROVIDERS (Issue #20)

The budget issue paper package provided to Budget Committee (Budget Binder – Tab 1) included an issue paper addressing changes in provincially mandated subsidies for prescribed community housing providers. The provincial government is currently updating a series of benchmarks used in its funding model for prescribed community housing providers. The benchmarks and funding model are established by the Province under the Social Housing Reform Act and as a Service Manager, the Region of Waterloo must implement the funding model and provide the required subsidy to each prescribed housing provider. Based on data available from the Province at the time the issue paper was written, the impacts were estimated at $1.3 million of which $800,000 would need to be added to the 2005 budget and $500,000 to the 2006 budget to implement the mandatory funding model. This estimate included funds of approximately $60,000 for the purchase of associated support software, potentially the City of Toronto’s “SoHo” system. The issue paper also noted that the timing of the new funding model was still being finalized by the Province.

Based on updated information from the Province, the impacts to the Region were revised for the December 15, 2004 budget meeting to reflect impacts of $360,000 in 2005; $440,000 in 2006 and $500,000 in 2007. The total estimated impact remained unchanged at $1.3 million including $60,000 for software. At the December 15th budget meeting, Budget Committee raised questions on the estimated costs and the timing of the implementation and requested staff to review these areas.

Since that time, the Province has been refining the benchmarks and staff have obtained further information regarding the estimated costs to implement the new model and the timing for implementation. The estimated costs have been increased to $1,944,000 with $1,259,000 required in 2006 and $685,000 required in 2007 excluding any software costs. The Province has also confirmed that the new funding model will impact Service Managers and Providers beginning in 2006. Providers will move to the new funding model effective their first budget year after January 1st, 2006 so full implementation will take place over the years 2006 to 2007. The only cost required in 2005 is the estimated $60,000 for the software needed to calculate subsidies under the new funding model. It is proposed that this one-time cost be added to the one-time expenditure list for 2005.

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2005 BUDGET INFORMATION

INFORMATION: NEW PROVINCIAL BENCHMARKS FOR REGIONAL SUBSIDY TO HOUSING PROVIDERS (Issue #20) CONT’D

A summary of the changes is shown in the following table:

2005 2006 2007 Total 2005-2007 Dec. 15, 2004 $360,000 $440,000 $500,000 $1,300,000 Jan. 26, 2005 0 * 1,259,000 685,000 1,944,000 Change (360,000) 819,000 185,000 644,000 **

* One time costs of $60,000 for purchase of software system included on the one-time expenditure list ** Total cost of implementation increased as updated information became available

The revised cost estimates and timing and the proposed funding for the required software reduces the 2005 budget impact from $360,000 to $0, however the 2006 and 2007 impacts are increased by $819,000 and $185,000 respectively. The increased funding needed in 2006 and 2007 for this mandatory funding model will have to be a priority for those budget years.

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2005 BUDGET INFORMATION

INFORMATION: BUS PASS SUBSIDY

As requested by Budget Committee of the Whole at its December 15th budget meeting, staff has provided the following additional background information.

Implementation If Approved

In May 2002, the Region of Waterloo introduced a program to provide a concession to the cost of bus passes for the working poor and recipients of social assistance (i.e. Ontario Works and Ontario Disability Support Program), who do not otherwise qualify for transportation assistance. Those who are eligible receive a reduction of $21.00 on a monthly bus pass of $55.00. The program budget is $238,000. Applications are now being refused, as program capacity (an average of 944 passes per month) has been reached. In fact, the waiting list now exceeds 500 persons.

Budget Issue #15 proposes continued and modest growth of the program over the next three years (i.e., $50,000 per year in 2005, 2006 and 2007 or 198 additional monthly passes per year). By the end of the period the program capacity would have grown to 1,500 monthly passes. It is proposed that the 2005 provincial allocation of gas tax funding be used to fund this.

At the request of Regional Council staff engaged the Civic Research Cooperative in the Fall 2004 to undertake a review of existing transit fare affordability programs including the discount bus pass. Report P-04-183 (December 7, 2004) describes the study and its results. The review reinforced the importance of transportation in the lives of people. The study demonstrates how those with low income must manage and the choices they make to access and use services and supports in our community.

The findings are clear that this program is effective in making transit more affordable for persons with limited income, thereby, increasing their access to community, needed services and employment. The budget limitations do restrict the number who can participate and so benefit. At the same time, the review identified issues around the administration, eligibility and awareness of the program. In particular, the number of working poor, who use the program seems rather low. Based on information at the time of the initial application, approximately 18% of participants in Cambridge and 24% from Kitchener-Waterloo indicated “employment” earnings as their source of income.

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2005 BUDGET INFORMATION

INFORMATION: BUS PASS SUBSIDY CONT’D

An increase in funding of the program will address a key recommendation of the review. Approval of $50,000 would reduce the waiting list by 198; $100,000 by 396. Increasing the 2005 budget to $100,000 can be easily accomplished due to the additional provincial gas tax transit funding available in 2005. In 2005 staff with key community agencies, current and potential users of the program and the Employment & Income Support Community Advisory Committee staff will examine the program in light of the findings of the review.

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2005 BUDGET INFORMATION

INFORMATION: UNIVERSAL TRANSIT PASS (UPASS) FOR WILFRID LAURIER UNIVERSITY

Regional Council, at its meeting held on December 15, 2004 approved the following:

THAT the Regional Municipality of Waterloo authorize staff to negotiate an agreement with the Student Union and the administration of Wilfrid Laurier University to conduct a pilot project for a universal transit pass, or UPASS, effective September 2005, as a new fare type for post- secondary students as outlined in P-04-133, dated December 7, 2004;

AND THAT the Regional Municipality of Waterloo approve, in principle, subject to the results of the WLU student referendum, the funding required to undertake this pilot project in 2005 as outlined in P-04-033, dated December 7, 2004, and refer this issue to the 2005 budget approval process.

Background

Over the last several months, a number of meetings have been held between Regional staff and WLU student representatives and administrators reviewing the concept of a UPASS and how it could be implemented for the students. A proposal has been developed to present the concept of a UPASS to WLU students in a referendum to be held February 3, 2005. The lead time required to undertake a student referendum in February 2005 necessitated Council’s approval (to proceed with UPASS negotiations) in December 2004. The UPASS would be implemented as a pilot project and reviewed after one year to determine if the project should continue.

Assuming approval in the referendum, an agreement, including policies and procedures, will be finalized that provides for initiation of the UPASS in September 2005 along with the required improvements in service to meet the anticipated additional demand.

What is a UPASS?

“UPASS” is a program where all students pay a fee that gives them unlimited access to transit for the entire semester. The UPASS fee is typically much lower than the cost of buying regular passes or tickets because the cost of transit fares is redistributed from a smaller group to a larger one. UPASS programs, being universal by nature, involve mandatory participation that makes them similar to public health or pension plans. While some individuals may benefit more directly than others, UPASSes work because they have substantial benefits for the student group as a whole.

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2005 BUDGET INFORMATION

INFORMATION: UNIVERSAL TRANSIT PASS (UPASS) FOR WILFRID LAURIER UNIVERSITY (CONT’D)

2005 Budget Impact

It is expected that the UPASS pilot project will require an additional 8,000 service hours in the period from September 2005 to April 2006 in order to adequately serve the anticipated increase in ridership. Based on the additional revenue expected from the UPASS program in comparison to existing revenue from WLU students, it is estimated that the UPASS program will increase GRT net operating costs by $212,000 during the timeframe established for the pilot project.

The November 24, 2004 budget package included an information paper which discusses the 2005 impact of the recently announced provincial gas tax funding estimated at $4.5 million for the Region. Of this amount, the paper identified approximately $4.1 million proposed to be utilized in the property tax budget to fund increased operating expenditures resulting from service expansion promoting ridership growth. The remaining $400,000 is available to fund capital expenditures in 2005 related to service expansion, however, a portion of this amount could be utilized to fund the estimated net impact of $106,000 of the UPASS program in 2005 with no net property tax increase. The financial impact of the pilot in 2006 will be incorporated into the development of the 2006 budget.

If the result of the student referendum does not support the introduction of the UPASS program, the additional service hours proposed to support the program would not be implemented and the proposed use of provincial gas tax funding for the program would not be required. This funding would still be available in 2005 to finance GRT capital expenditures related to service expansion.

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2005 BUDGET INFORMATION

INFORMATION: SUNNYSIDE HOME COMPLIANCE WITH MINISTRY STANDARDS

At the Budget Committee of the Whole meeting on December 15, 2004 several questions were raised regarding staffing levels at Sunnyside Home, and specifically Budget Issue Paper # 29 regarding compliance with Ministry of Health and Long Term Care Standards.

This issue paper seeks an increase in complement of 7.07 full time equivalents (FTE) at Sunnyside Home, with an impact of $395,000 to the Regional Property Tax Levy. These positions are required to fulfill resident care requirements and to comply with Ministry standards.

The introduction of several new standards, including two baths per week for all residents, and the need to address unmet standards necessitate the addition of these positions. Unmet standards involve dietary and nursing protocols primarily related to inadequate documentation. Enhanced documentation includes the need for timely and comprehensive admission and quarterly assessments by all disciplines, restraint use, dietary intake, nutritional analysis and restorative care initiatives.

All positions being recommended are critical to operations and meeting the compliance standards. A summary of the key tasks for each position relating to compliance with Ministry standards is as follows:

· Personal Support Workers 3.65 FTE $188,992 o Bathing and continence management o Feeding at meals, distribution assistance for three nourishments per day o Documentation including checklists for observations, restraints and meal intakes · Dietary Supervisor 0.40 FTE $27,038 o Auditing of dietary practices o Coaching staff o Dietary assessments and documentation · Occupational/Physical Assistants/ Therapists 0.50 FTE $31,806 o Completion of assessments and documentation o Restorative care (feeding and exercise programs) · Recreation Assistants 1.00 FTE $51,611 o Restorative feeding program o Resident meal assistance · Recreation Therapist 0.27 FTE $15,485 o Documentation of recreation assessments (quarterly and on admission) o Restorative care · Resident Home Assistants 0.75 FTE $34,214 o Dining Room Assistance o Data collection for documentation of dietary intake

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2005 BUDGET INFORMATION

INFORMATION: SUNNYSIDE HOME COMPLIANCE WITH MINISTRY STANDARDS CONT’D

· Evening/Weekend Supervisors 0.50 FTE $45,854 o Oversee nursing and dietary practices o Auditing of compliance standards o Coaching and support to staff o Management presence during these times

The Personal Support Workers are critical in meeting compliance standards as they provide the majority of personal care for residents. The safe provision of meals and between meal and bedtime nourishments requires one-on-one care for many residents and is mandatory to meet nutritional needs. These staff members also bathe and transfer all residents and thus are essential to meet the new bathing standards of two baths per week. Documentation and reporting of all observations and care completed (as per Ministry standards), are also key roles of the Personal Support Worker.

Recreation Therapists, Recreation Assistants, Occupational and Physical Therapists support and champion the Home’s required restorative care program, a philosophy of care which focuses on the maintenance of resident independence. These staff work one-on-one and in groups to assist residents to use special feeding aides, improve or maintain ambulation and encourage social and cognitive stimulation.

The two part-time supervisory positions are important to provide an appropriate level of staff supervision and support. Ministry compliance requires extensive auditing, education, coaching and hands-on management. The Home requires additional supervision to cover more evening and weekend shifts.

While Sunnyside Home has seen an increase in complement over the past five years, all increases were initially funded by increased revenue from the Province. Demands on the levy occur as the Province has not consistently provided economic adjustments to offset increased costs related to wage settlements and other costs related to operating the facility e.g. utilities. For example, this past fall the Ministry of Health funded 14 new positions at Sunnyside Home, but has not provided revenue increases to offset the 3% wage settlement for 2005. Direct service positions have been given priority in an attempt to meet escalating care needs.

In reviewing the cost structure for Sunnyside Home, it is noted that wages and salaries account for 86.4% of the operating budget (exclusive of development costs). Currently, salaries and wages exceed those in the private sector by approximately 15%, due to pay equity and the

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2005 BUDGET INFORMATION

INFORMATION: SUNNYSIDE HOME COMPLIANCE WITH MINISTRY STANDARDS CONT’D

Region’s compensation practices. Benefit packages are also more comprehensive. Thus wages and benefits are important determinants in the need for Regional subsidy. The compensation package, however, has been instrumental in both the recruitment and retention of staff.

In addition, the Region provides a higher quality of service for residents and clients. For example, unlike many private sector homes, Sunnyside Home provides a full-time Chaplain, Social Workers and a Volunteer Coordinator. These positions are highly valued at the Home and offer excellent programs and services. The Region also subsidizes the $5.24 that the Province offers as a daily per-diem for each resident for all raw food costs. Thus the Region’s contribution enhances the quality of care that the Home provides.

Sunnyside Home’s revenue potential from preferred accommodation is less than other homes due to the number of private rooms (40% of the 263 beds) available at the new Home. Council’s decision to provide a higher ratio of standard rooms increased the number of affordable beds for long-term care clients in Waterloo Region. The vast majority of other homes collect preferred accommodation revenue from 60% (the provincial maximum) of their beds. Council’s decision, while responding to a need in the community for a higher number of affordable long term care beds, has resulted in a foregone annual revenue of $18/day/bed or $340,000 per annum. The preferred accommodation rates are set by the Province of Ontario. The old Home had very few private or semi-private rooms, so the majority of Sunnyside residents paid only the standard rate. Through attrition, the preferred accommodation revenue is being maximized and budget targets are being achieved. Currently, preferred revenue is collected from 22% of the Home’s beds.

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2005 BUDGET INFORMATION

INFORMATION: CHILDREN’S SERVICES DIVISION REQUEST FOR EXPANDED FUNDING

As requested by Budget Committee of the Whole at the January 12th budget meeting, staff has provided the following information for the questions presented.

1. How was the new 2004/05 child care funding allocated?

On September 21, 2004, Community Services Committee approved a distribution strategy for the Region’s 2004/05 allocation of new child care funding (SS-04-055) totaling $2,436,881 (gross).

The distribution plan approved by the Region and the Province included the following expenditures:

· Fee Subsidy $456,453 (80/20, 80% Provincial, 20% Regional) · Special Needs Programs $622,019 (80/20) · Wage Subsidy $320,309 (80/20) · Pay Equity $110,000 (80/20) · Administration $128,400 (50/50) · Minor Capital $799,700 (100% Provincial)

2. How many new fee subsidies were developed as a result of the 2004/05 funding allocation?

The creation of new fee subsidies is a priority of the Provincial government and every municipality has been required to develop a plan for the achievement of a targeted expansion within their planning for their use of the new funding.

The Region of Waterloo was given a service target of 149 new fee subsidies to be implemented by March 2005. The Region has exceeded this target and has now expanded service by approximately 250 new fee subsidies since December 2003.

3. How many new child care spaces were developed as a result of the 2004/05 funding allocation?

On November 2, 2004, Community Services Committee approved a distribution strategy for the minor capital identified above totaling $799,700 (100% Provincial, SS-04-070).

Of this total, provincial policy stipulated that $388,000 would be directed to expand the capacity of child care programs for preschool children.

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2005 BUDGET INFORMATION

INFORMATION: CHILDREN’S SERVICES DIVISION REQUEST FOR EXPANDED FUNDING CONT’D

The Region’s plan allocated $408,000 to expand the capacity of child care centres in six non- profit programs. The six programs will provide an additional 136 preschool child care spaces by March 2005.

4. How was the 2005-2007 budget for the expansion of child care services established?

Although the Province has indicated that new funding for early learning and child care will continue, the Region has not received information about the actual allocations, cost sharing requirements or policy priorities.

In order to budget for potential cost sharing implications over the next three years, staff have prepared a budget projection that reflects an estimation of the allocations that could become available to the Region through the federal early learning and child care program.

The budget figures are based on the assumptions of a continuing allotment to the Region 3.85% of provincial funding totals and ongoing cost sharing requirements of 80% provincial funding for program areas and 50% provincial cost sharing for administration costs.

5. What does the net Regional levy of $500,352 for 2005 represent?

The net regional levy total of $500,352 represents a mix of both 20% cost sharing and 50% cost sharing for the total budget projection of $2,189,108.

More specifically it represents the Region’s 50% ($100,000) contribution to the maximum availability of approximately $200,000 in new administration funding and the Region’s 20% ($400,000) contribution to $2,000,000 in new program funding.

The administration budget funds staffing positions and administrative costs such as office space, equipment and technology.

6. What are the new staffing positions included in the budget issue paper?

It is difficult to anticipate the staffing needs of the Children’s Services Division as we move forward in this period of expansion without detail of Provincial allocations or policy directions. The staffing expansion included in the issue paper is included as an indication that there will be a need for new positions as the Division’s programs grow. Staff would return to Community Services Committee for approval of a staffing plan once further details are available from the Province.

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2005 BUDGET INFORMATION

INFORMATION: CHILDREN’S SERVICES DIVISION REQUEST FOR EXPANDED FUNDING CONT’D

7. How will the Region allocate the new 2005 child care funding?

Staff are waiting for release of provincial policy and funding guidelines regarding the 2005 allocations. Until this information is received it is not possible to proceed with the development of an allocation plan. It is expected that the funding will continue to support the current programs and priorities of the Region and will also focus on developing child care services for children attending kindergarten programs. Staff will develop an allocation strategy for Council’s consideration once details are received.

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2005 BUDGET INFORMATION

INFORMATION: SOCIAL ASSISTANCE COSTS - 2005 BUDGET

Background

The Social Assistance Reform Act was proclaimed by the Province of Ontario in January 1998. The Act is comprised of two components, the Ontario Works (OW) Act and the Ontario Disability Support Program (ODSP).

The Region is responsible for delivering Social Assistance under the Ontario Works Act and cost sharing the Ontario Disability Support Program administered by the Province of Ontario. In both programs, benefit levels and eligibility criteria are set by the Province.

The Ontario Disability Support Program provides benefits for disabled residents of the Region and is delivered by the Ministry of Community and Social Services (MCSS). Social Services staff determine initial financial eligibility and refer potentially eligible persons to the ODSP.

Cost sharing for both programs is 80% for allowances and benefits and 50% for administration costs. This paper does not address the employment services the Region provides and cost shares with the Province.

Ontario Works

In setting the annual budget for the Ontario Works program, two key variables must be determined, the cost per case and the average monthly caseload. Cost per case is difficult to predict as it is dependent on family size, the benefits received and the amount of income earned by each recipient.

The 2005 Budget includes provision for an average monthly Ontario Works caseload of 6,400 cases at an average monthly cost per case of $629.75. The cost per case includes the 3% rate adjustment approved by the Province of Ontario which the Region must begin cost sharing in 2005.

The 2004 budget assumed an average caseload of 6,700 cases per month. The average monthly caseload for 2004 was 6,390 cases. The December caseload was 6,058 cases. Staff continues to recommend that the budget for 2005 be set at 6,400 cases. This will result in a savings to the 2005 Property Tax levy of $164,238 or <1.7%>.

In considering caseload levels, several factors should be kept in mind,

· Caseload size fluctuates throughout the year, as illustrated in the following chart. Caseload generally increases at the outset of a new year.

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· As the caseload declines, the barriers to employment faced by those on the caseload have become more significant, resulting in more challenging participants to serve. As a result, caseload declines may slow.

· There is a significant gap between the skills and abilities of those receiving Ontario Works and the demands of the labour market.

· Changes to social assistance announced by the Province in December 2004 (e.g. extended health benefits) may increase the caseload. These changes are outlined below.

Ontario Works Caseload

7,300 7,100 6,900 6,700 6,500 6,300 6,100 5,900 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2002 Actual 2003 Actual 2004 Actual 2005 Recommendation

Ontario Disability Support Program

The Province of Ontario administers the Ontario Disability Support Program and invoices the Region for 20% of the benefit costs and 50% of the MCSS costs to administer the program. Unlike the Ontario Works caseload which has been declining, the ODSP caseload has been gradually increasing at an average rate of 20 cases per month. As a result, it is recommended that the 2005 Budget include a caseload growth factor of 20 cases per month for an average monthly caseload of 6,086 cases at an average monthly cost

DOCS # 152184 -H- per case of $863.00. This will increase the Region’s 2005 Budget contribution by $1,160,523 or +10.14%.

2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: SOCIAL ASSISTANCE COSTS - 2005 BUDGET CONT’D

It should be noted that the Region has no role or real information concerning the management of the ODSP. Information concerning program costs arrives late, and has in the past negatively affected budget planning. The eligibility changes outlined below may also affect the average cost per ODSP case.

Ontario Disability Support Program Caseload

6,050

5,800

5,550

5,300 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2002 Actual 2003 Actual 2004 Actual 2005 Recommendation

Provision of Benefits to Recipients

In addition to income support payments, the Region provides both mandatory and discretionary benefits to social assistance recipients. These programs are cost shared on an 80/20 basis with the Province of Ontario. The Region provides benefits to low income persons under its Benefits to Non- Recipients program which is funded entirely by the Region.

1. Mandatory Benefits

Mandatory benefits include prescription drugs, dental and vision care, hearing aids, and doctor’s fees. This program is administered by the Province and the Region’s 20% share is recovered by the Province. The Region cannot verify the accuracy of the invoices. The largest expenditure under this program is for prescription drugs.

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2005 BUDGET INFORMATION

INFORMATION: SOCIAL ASSISTANCE COSTS - 2005 BUDGET CONT’D

The 2005 Budget for Mandatory Benefits has increased $330,000 over the 2004 budget or 8.82% in large part due to increased drug costs.

2. Discretionary Benefits

As well as mandatory benefits, the Region offers discretionary benefits, such as emergency dental care for adults and assistance to purchase appliances and so on, to social assistance recipients. The 2005 Base Budget for this program is set at $3.819 million gross ($0.763 million net).

3. Benefits to Non-Recipients

The Region is not able to receive subsidy (full or partial) on certain benefits not approved by the Province for low income individuals. The 2005 Base budget provides a $293,700 provision for such benefits and $238,000 for transportation subsidy for low income individuals.

2005 Budget Issues

Budget Issue Paper # 13 requests $218,400 for discretionary benefits to maintain the current level of services to the community as well as address shortfalls in support created by provincial decisions to restrict its funding of needed services.

Changes to Social Assistance Rates and Eligibility Requirements

In December 2004, The Province approved a number of changes to eligibility requirements. These changes include:

· Drug cards to be provided to individuals with serious health problems otherwise ineligible to receive assistance as a result of non-compliance with Ontario Works participation requirements. · Elimination of requirement to consent to the placement of a lien on property as a condition for eligibility and all current liens discharged. · Eligibility to be determined from date of first contact with Intake Screening Unit (the Region’s current practice). · The earnings of dependent children of Ontario Works recipients are now exempt as assets in the

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2005 BUDGET INFORMATION

INFORMATION: SOCIAL ASSISTANCE COSTS - 2005 BUDGET CONT’D

· Elimination of the $100 automatic reduction in benefits for sponsored immigrants not living with their sponsor. · Winter Clothing Allowance to be issued to eligible recipients in November and December (previously mandatory for November only; the Region has issued as a discretionary benefit through March). · Back to School Allowance to be issued to eligible recipients from August through December (previously mandatory in August only). · Restore Extended Health Benefits (e.g. drug, dental) for Ontario Works recipients with significant health care costs, whose income would have made them ineligible to receive assistance. · Permit women in interval and transition homes to receive assistance based upon their residence prior to entering a women’s shelter (for the first three months or longer upon review). · Broaden the definition of self-employment. · Exempt Family Law Act awards up to $25,000 for loss of guidance, care and companionship as income and assets. · Workplace Safety Insurance Board, Non-economic Loss Awards up to $25,000 also exempted as income and assets. · Exempt as income and assets the portion of a loan, grant or award that is used for education or training costs (i.e., tuition and books). · Exempt payments received under the Ontario Disaster Relief Assistance Program as income and assets. · Exempt insurance payments made to recipients for loss of or damage to an asset or for temporary living expenses, as income and assets. · Allow the payment of shelter costs where there is a demonstrated requirement for sponsored immigrants living with their sponsor. · Allow the Community Start-up and Maintenance Benefit to be issued to prevent eviction and for utility arrears/reconnection fees once in a 24 month period unless there are exceptional circumstances such as abuse, fire or flood (Community Start-up Benefit, now renamed, previously could have been issued once in a 12 month period). · Exempt payments from the Residential Rehabilitation Assistance Program and the Home and Vehicle Modification Program as income. · Include low-cost energy and water conservation measures as discretionary benefits (current Regional practice).

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2005 BUDGET INFORMATION

INFORMATION: SOCIAL ASSISTANCE COSTS - 2005 BUDGET CONT’D

The financial impact of these changes can not be estimated at this time. These may increase the caseload as well as the average cost per case of mandatory and discretionary benefits. It is also possible that the Province will increase social assistance rates during 2005 potentially resulting in increased social assistance costs during 2005. No provision has been included in the Region’s 2005 Budget for a social assistance rate increase during 2005 or to address the impact of the above changes. It is recommended any increased costs that are incurred during 2005 be funded from within the capacity of the Income Support Budget, if any, and then the Regional surplus.

Financial Implications

The following chart summarizes the changes in the 2005 Base Budget for income support payments and benefits:

Program Net Regional Levy $ Impact

Income Support 2004 Budget $26,296,201 Ontario Works – reduced caseload (164,238) ODSP – Increased caseload 1,160,523 Mandatory Benefits - Increased Ontario Drug Benefit costs 330,000 Discretionary Benefits 23,405 2005Base Budget $27,645,891 Net Change 2005 Budget $1,349,690 +5.13%

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2005 BUDGET INFORMATION

INFORMATION: TRANSIT SPECIAL AREA RATES

Background

Grand River Transit (GRT) currently provides both conventional transit and MobilityPlus specialized transit services in the urban areas of Cambridge, Kitchener and Waterloo while specialized transit services are operated under contract in the Townships of Woolwich, Wilmot, Wellesley and North Dumfries.

GRT was formed in 2000 with the transfer of responsibility for the provision of transit services from the cities to the Region of Waterloo. At that time, the concept of a seamless transit service within the urban areas of Waterloo Region was recognized as being a critical factor in achieving vehicle reduction targets established in the Regional Transportation Master Plan (RTMP).

In 2000, transit service levels were somewhat disproportionate throughout the urban service area. Since that time however, and with the RTMP objective in mind, Regional Council has supported substantial capital and operating investment in the strategies outlined in the GRT Five Year Business Plan (2000-2005) and the MobilityPlus Five Year Business Plan (2003 -2007). As a result, transit ridership in the urban service area has increased approximately 24% since 1999.

During this time, GRT has created substantial service improvements in the Cambridge and Waterloo service areas. Improvements include increased service frequency, increased hours of operation and new services including the establishment of a Regional link connecting downtown Cambridge with the Kitchener-Waterloo service area and the introduction of the new University express service in 2005. The fact that GRT now operates as a regional system has afforded the municipality the opportunity to attract substantial senior government financing in support of the development of the Central Transit Corridor express service.

Rationale

The demand for all other Regional services varies amongst the cities and townships within the Region of Waterloo, however, these services are funded as a uniform rate based on weighted assessment. Services such as ambulance, police, social services and community housing are all levied as Regional services while the per capita utilization rate of each service varies within each local municipality. Transit services are no different.

DOCS # 143460 -H- 2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: TRANSIT SPECIAL AREA RATES CONT’D

Availability of service (access to service) should be viewed as a critical factor in determining how transit services are funded by each of the urban/rural municipalities. The percentage of service coverage (# of residents residing within 450 metres of transit stop) has increased from approximately 75% to 87% in Waterloo and from approximately 85% to 93% in Cambridge since 1999. The comparable service coverage rate in Kitchener is 93%. Planned service improvements/expansion over the next two to three years will focus primarily on Waterloo and improve the service coverage percentage in that municipality to approximate the level of service coverage in Kitchener and Cambridge.

Recommendation

Budget Committee has directed staff to bring forward the transit area rating issue for consideration during the 2005 budget process.

Since the level of service (availability of service) is virtually the same in all the urban centres, staff propose moving to a uniform urban rate for GRT services provided to Cambridge, Kitchener and Waterloo and a uniform rural rate for the contracted MobilityPlus service provided to each of the townships. As GRT develops its next 5 year business plan for conventional service, it is appropriate to consider the urban operation as seamless. The planning, operating management, accounting and financing have all been designed to deliver a single integrated urban service.

In order to achieve this proposed shift to uniform rates, it is suggested that a phased approach be implemented with the timeframe of either one year, three years or five years. The annual estimated cost per household impact, based on 2005 base budget estimates is illustrated in Table 1 below.

Table 1: Estimated Annual Household Impacts Increase (decrease)

MUNICIPALITY 5 year phase-in 3 year phase-in 1 year phase-in Cambridge $4.59 $7.64 $22.93 Kitchener ($8.04) ($13.39) ($40.18) Waterloo $8.11 $13.51 $40.54 Woolwich ($ .64) ($1.07) ($3.21) Wellesley ($ .41) ($ .67) ($2.03) Wilmot ($ .33) ($ .55) ($1.67) North Dumfries $1.79 $2.98 $8.94

DOCS # 143460 -H-

2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: TRANSIT SPECIAL AREA RATES CONT’D

In addition, Table 2 outlines the allocation of provincial transit revenues based on the existing distribution of transit expenditures.

Table 2: Proportionate Allocation of Provincial Gas Tax Funding

MUNICIPALITY 2005 Base Budget % Share of Funding Kitchener $ 17,634,916 55.3 $ 1,659,022 Cambridge 7,616,338 23.9 716,514 Waterloo 6,143,589 19.3 577,964 Woolwich 223,509 .7 21,015 Wilmot 147,516 .5 13,870 Wellesley 75,993 .2 7,145 North Dumfries 47,545 .1 4,470 Total $ 31,889,406 100 $ 3,000,000 (1)

(1) A total of $4.5 million of new transit funding has been utilized for 2005: operating $3.0 million; expansion $1.1 million; and $400,000 for 2005 capital funding.

Other phase-in options were considered however, the models to be developed would have been cumbersome and, in the end, provide no additional value. This included allocating a disproportionate share of provincial revenues to certain municipalities to facilitate the movement towards a uniform rate. Any disproportionate sharing of revenues would not, in the end, alter the magnitude of the impact of moving to a uniform rate. The allocation of revenue would have been arbitrary and could cloud the key decision. Fundamentally, it must be determined whether or not a uniform rate is appropriate for transit. If yes, then the simplest methodology to achieve a uniform rate should be implemented. Choosing the appropriate time period to phase-in a transit uniform rate then becomes the key decision for Committee. Appendix 1 includes the calculated transit rate for the various options for Committee’s consideration.

In view of the service expansion/improvements planned in the Waterloo service area over the next couple of years, a three year phase-in to achieve a uniform urban rate is the most reasonable and equitable approach. Similarly, this same time frame could be used to achieve a uniform rural rate as Council undertakes further service improvements, particularly in North Dumfries, through the initiatives approved under the implementation of the MobilityPlus Five Year Business Plan.

DOCS # 143460 -H- APPENDIX 1

UNIFORM URBAN / RURAL TRANSIT RATES (based on 1, 3 and 5 year phase-in options)

Option 1: One Year Phase-In

Special Area Phase-In Rate MUNICIPALITY 2005 Base 2005 Rate Kitchener $ 184.38 $ 144.20 Waterloo $ 103.66 $ 144.20 Cambridge $ 121.27 $ 144.20 Woolwich $ 19.28 $ 16.06 Wellesley $ 18.09 $ 16.06 Wilmot $ 17.73 $ 16.06 North Dumfries $ 7.12 $ 16.06

Option 2: Three Year Phase-In

Special Area Phase-In Rate MUNICIPALITY 2005 Base 2005 Rate 2006 Rate 2007 Rate Kitchener $ 184.38 $ 170.99 $ 157.60 $ 144.20 Waterloo $ 103.66 $ 117.17 $ 130.68 $ 144.20 Cambridge $ 121.27 $ 128.91 $ 136.55 $ 144.20 Woolwich $ 19.28 $ 18.21 $ 17.14 $ 16.06 Wellesley $ 18.09 $ 17.42 $ 16.75 $ 16.06 Wilmot $ 17.73 $ 17.18 $ 16.63 $ 16.06 North Dumfries $ 7.12 $ 10.10 $ 13.08 $ 16.06

Option 3: Five Year Phase-In

Special Area Phase-In Rate MUNICIPALITY 2005 Base 2005 Rate 2006 Rate 2007 Rate 2008 Rate 2009 Rate Kitchener $ 184.38 $ 176.34 $ 168.30 $ 160.26 $ 152.22 $ 144.20 Waterloo $ 103.66 $ 111.77 $ 119.88 $ 127.99 $ 136.10 $ 144.20 Cambridge $ 121.27 $ 125.86 $ 130.45 $ 135.04 $ 139.63 $ 144.20 Woolwich $ 19.28 $ 18.64 $ 18.00 $ 17.36 $ 16.72 $ 16.06 Wellesley $ 18.09 $ 17.68 $ 17.27 $ 16.86 $ 16.45 $ 16.06 Wilmot $ 17.73 $ 17.40 $ 17.07 $ 16.74 $ 16.41 $ 16.06 North Dumfries $ 7.12 $ 8.91 $ 10.70 $ 12.49 $ 14.28 $ 16.06

Notes: 1. Calculations based on 2005 base budget adjusted for proportionate allocation of provincial gas tax funding (see Table 2). 2. Annual impacts in final year of phase-in may vary slightly from prior years due to rounding.

DOCS # 143460 -H-

2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: REFERRALS FROM STANDING COMMITTEES

The following resolutions have been referred to Budget Committee of the Whole:

1) At its meeting of January 18, 2005, Community Services Committee approved the following motion:

THAT the Regional Municipality of Waterloo approve the Pesticide Consultation Process as outlined in PH-05-001 to a maximum expenditure of $75,000 to be funded by the Capital Levy Reserve Fund;

AND THAT this matter be referred to the Budget Committee of the Whole for consideration.

A copy of PH-05-001 is attached for Committee members.

2) At its meeting of November 2, 2004, Community Services Committee approved the following motion:

THAT the Regional Municipality of Waterloo refer Report PH-04-050 (Funding Model Pilot to Support Regional Programs in Neighbourhood Sites) dated November 2, 2004 to Budget Committee of the Whole for consideration in the 2005 budget process.

3) At its meeting of September 21, 2004, Community Services Committee approved the following motion:

THAT the Regional Municipality of Waterloo endorse Report P-04-099/F-04-085, dated September 21, 2004 as its formal response to the Province of Ontario’s proposed financial benchmarks for community housing;

AND THAT the Province be requested to implement new benchmarks effective January 1, 2006, with transitional measures for those providers experiencing significant decreases in subsidy;

AND THAT the non-rental revenue be excluded as a benchmark, allowing greater flexibility for providers and Service Managers;

AND THAT the budget implications of this issue be referred to the Budget Committee;

AND FURTHER THAT this report be distributed to all area Members of Provincial Parliament, requesting their support for Regional Council’s position, as described in this report.

DOCS # 153849 -H-

2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: REFERRALS FROM STANDING COMMITTEES CONT’D

Background

As part of the 2005 Budget, a number of resolutions are required for Social Services programs. The following resolutions will allow for the implementation of these rates in time for the January 2005 billings to be processed. In all cases, the financial impact on these programs has been included in the base budget under consideration by Budget Committee of the Whole.

1. Counselling Services

As in past years, the Region’s 2005 base budget includes an economic adjustment for Counselling Services. The 2005 recommended grants represent a 1.5% increase over the 2004 grants.

That the Regional Municipality of Waterloo approve the following Counselling Service Grants for 2005:

Lutherwood Family Counselling Services 41,130 Interfaith Pastoral Counselling Services 27,057 Shalom Counselling Services 11,492 Family Counselling Services of Cambridge and North Dumfries 50,335 Interfaith Community Counselling Centre - New Hamburg 21,017 K-W Counselling Services Inc. 139,774 Catholic Family Counselling Centre 106,062 Woolwich Interfaith Counselling Centre 11,850 $408,717

2. Peer Counselling Services

As in past years, the Region’s 2005 base budget includes an economic adjustment for Peer Counselling Services. The 2005 recommended grants represent a 1.5% increase over the 2004 grants.

That the Regional Municipality of Waterloo approve the following Peer Counselling Service grants for 2005:

Cambridge Self Help Food Bank 4,136 St. John's Kitchen - the Working Centre 12,987 $ 17,123

DOCS # 153849 -H-

2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: REFERRALS FROM STANDING COMMITTEES CONT’D

3. Emergency Food Hamper Program

In order to keep pace with the rate of inflation, an economic adjustment of 1.5% has been provided for emergency food hampers. The overall program expenditure level for the program has been increased by 1.5% over the 2004 budget.

That the Regional Municipality of Waterloo approve the following rates for the Emergency Food Hamper Program effective January 1, 2005:

Cambridge Self Help Food Bank Hamper Rate $ 29.94 Diaper Rate $ 4.16 Formula Rate $ 12.33

Cambridge Salvation Army Family Services Voucher Rate Single Person $ 20.91 Each additional Dependent $ 5.33 Diaper Rate $ 4.31 Formula Rate $ 12.48

House of Friendship Hamper Rate $ 27.76 Diaper Rate $ 4.21 Formula Rate $ 12.33

Kitchener Salvation Army Community and Family Services Hamper Rate $ 25.38 Diaper Rate $ 4.21 Formula Rate $ 12.33

Woolwich Community Services Hamper Rate $ 34.59 Diaper Rate $ 4.16 Formula Rate $ 12.43

And that the 2005 expenditures for the Food Hamper Program not exceed $655,000.

DOCS # 153849 -H- Report: PH-05-001 REGION OF WATERLOO

PUBLIC HEALTH Environmental Health and Lifestyle Resources

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE: P07-80

SUBJECT: PESTICIDE CONSULTATION PROCESS

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the Pesticide Consultation Process as outlined in PH- 05-001 to a maximum expenditure of $75,000 to be funded by the Capital Levy Reserve Fund;

AND THAT this matter be referred to the Budget Committee of the Whole for consideration.

SUMMARY:

On November 24, 2004 Regional Council passed a motion that included the statement:

AND THAT Regional Council direct staff to report to Community Services Committee at the earliest possible date regarding the mechanisms to obtain public input;

The purpose of this report is to provide Community Services Committee with an update regarding the proposed process to gather public input. The budget for this process is included, and is recommended for funding on a one time basis through the current budget process.

REPORT:

Introductory Comments

In report PH-04-068 dated November 16, 2004 Community Services Committee received an update regarding a draft bylaw framework for pesticide reduction. In addition, in PH-04-067 Community Services Committee received an update regarding pesticide regulation, and survey results from the citizens of the Region of Waterloo regarding support for a pesticide reduction bylaw. As a result Council passed the following motion on November 24:

THAT the Regional Municipality of Waterloo directs staff to finalize the framework into a proposed by-law for public consultation and present the resulting draft by-law to each area municipality for comment;

AND THAT public consultation be made available via electronic e-mail, written letters and public meetings held in each Township, the Cities of Cambridge, Kitchener and Waterloo and at a Community Services Committee meeting to hear comments regarding the draft bylaw;

AND THAT Regional Council direct staff to report to Community Services Committee at the earliest possible date regarding the mechanisms to obtain public input;

AND THAT staff bring forward a draft pesticide reduction bylaw for consideration in October 2005,

Page 1 of 3 January 18, 2005 Report: PH-05-001

AND FURTHER THAT the Pesticide Working Group has fulfilled its mandate and be disbanded, with many thanks.

The purpose of this report is to provide Community Services Committee with an update regarding the proposed process to gather public input. The budget for this process is included, and is recommended for funding on a one time basis through the current budget process.

The process outlined in this report will occur in addition to a presentation to each Area Municipal Council and a public forum at a Community Services Committee at an appropriate time in the process. Furthermore, there will also be consultation at the appropriate times with various stakeholder groups.

Proposed Consultation Process

Regional staff has met to discuss the next phase of the consultation process. The purpose of this process will be to consult with the citizens of the Region of Waterloo, by: 1) Providing information regarding the rationale, components and complexity of the proposed draft pesticide reduction bylaw 2) Gathering feedback on specific areas of interest (i.e. the consultation will be informed and structured so that the input can be analyzed in a meaningful way)

Examples of specific areas of interest may include - where should the proposed pesticide reduction bylaw apply (e.g. specific land uses); - when should it apply (e.g. phase in) - what does it apply to (e.g. organic products, permitted uses) - how should it apply (e.g. complaints process)

The proposed consultation process includes: Components of consultation process Purpose A phone survey A randomized survey of citizens of Waterloo Region conducted by a third party. Randomized surveys ensure that findings and conclusions are based on a representative sample. Focus groups Based on the phone survey results, the main purpose of focus groups conducted by a third party will be to obtain in-depth information on specific areas of interest. Like the phone survey, the focus group participants will be selected in a random manner. A series of open houses termed “Public Provides an opportunity to provide information to and receive Information Centres”, one in each area comments from all citizens (not only those randomized to municipality. participate in the phone survey and focus groups.) Discussion boards will be used to present information to the public and feedback forms will be used to collect information on specific areas of interest. A web-based survey tool Affords another opportunity for the general public (e.g. those who may not be able to attend the open houses) to provide feedback on the specific areas of interest. This tool is also in response to Council direction for an electronic means of providing feedback.

The surveys in all venues will contain the same background information and questions on specific areas of interest. The phone survey and focus groups are the most scientifically valid methods of capturing and understanding the general community’s opinions in a representative way.

146762 Page 2 of 3 January 18, 2005 Report: PH-05-001

The consultation will be completed in early summer 2005, and the findings of the consultation process will be provided to Council along with the resulting modifications to the draft proposed pesticide reduction by-law, in October 2005.

A budget has been developed for Council’s consideration as part of the current budget process.

Telephone survey: $30,000 (minimum amount to obtain a representative sample size, 15-20 minute survey) Focus groups: $20,000 (based on outcome of phone survey) Public Information Centres: $15,000 (7, one for each area municipality) Website survey $ 0 (staff time within existing budget) Advertising: $10,000

Total: $75,000

CORPORATE STRATEGIC PLAN:

This report relates to Focus area #2: To enhance community health and social well being.

FINANCIAL IMPLICATIONS:

The estimated one time cost of the Pesticide Consultation Process is $75,000 in 2005. Similar to other one time budget issues, it is recommended that this expenditure be funded by the Region’s Capital Levy Reserve Fund.

Staff will pursue provincial cost sharing for this expenditure through cost shared public health funding but there is no certainty that the Province will provide matching funds. Given the timing of the consultation process, it is possible that these funds will be spent prior to the Region receiving notification of its 2005 provincial approval for public health programs.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

This report was developed with input from Legal Services, Council and Administrative Services, and Finance.

ATTACHMENTS

NIL

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

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

146762 Page 3 of 3

2005 - 2007 BUDGET

2005 BUDGET INFORMATION

INFORMATION: DRAFT BUDGET RESOLUTIONS

1) THAT the Regional Municipality of Waterloo approve the 2005 Property Tax Operating Budget with a net levy of $ ( %) and the 2005 Property Tax Capital Budget and 2006-2014 Capital Forecast, reflecting budget issues identified in the October 27, 2004 Budget Committee agenda, as amended.

2) THAT the Regional Municipality of Waterloo approve the Police Services 2005 Property Tax Operating Budget with a net levy of $ ( %) and the Police Services 2005 Property Tax Capital Budget and 2006-2014 Capital Forecast.

3) THAT the Library Committee approve the following with regard to the Region of Waterloo Library budget as contained in Report P-LIB-05-001, dated January 18, 2005:

a) the 2005 Library Operating Budget with a Net levy of $1,469,058; b) the 2005 Library Capital Budget; c) the 2006-2014 Library Capital Forecast.

DOCS # 153882 -H- MEDIA RELEASE: Friday, January 14, 2005, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE AGENDA

Tuesday, January 18, 2005 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) E-05-010, Traffic Concerns on Gerber Road, Townships of Wellesley and Wilmot 1

i) Rosemary Kittel-McCormick

3. REPORTS – TRANSPORTATION AND ENVIRONMENTAL SERVICES

DESIGN AND CONSTRUCTION a) E-05-004, Consultant Selection - Environmental Assessment, Design and Services 4 During Construction, Fountain Street Improvements from Shantz Hill Road to King Street, and King Street Improvements from Fountain Street to Eagle Street, City of Cambridge b) E-05-009, Pedestrian/Cyclist Bridge Over Highway 401 – Update on Design of Bridge 10 and Enclosure.

c) Hespeler Road Widening , Dunbar Road to Munch Avenue. Information Package in 16 Advance of the Public Information Centre, Wednesday, January 19, 2005 d) Bleams Road Improvements, Cloverdale Crescent to Trussler Road, Mannheim, 27 Wilmot Township. Information Package in Advance of the Public Information Centre, Thursday, January 20, 2005

TRANSPORTATION

e) CR-RS-05-003 , Declaring 76 Woolwich Street North, Breslau, Surplus 36

WATER SERVICES f) E-05-005, Hidden Valley Low Lift Pumping Station, Emergency Electrical Repairs 39

Document Number: 142921 Document Name: P&W AGENDA - JANUARY 18 2005

Agenda - 2 - January 18, 2005

INTERDEPARTMENTAL REPORTS

g) E-05-003/P -05-001 , 2005 Planning and Works Project Team Membership 42

h) E-05-015/CR-RS-05- 005 , Township of North Dumfries and Township of Wellesley – 60 Water Distribution and Wastewater Collection Systems Transfer By-Law

REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES

COMMUNITY PLANNING

i) P -05-004, Monthly Report of Development Activity for November 2004 78 j) CR-RS-05-002, Kissing Bridge Railway Lease and Consent to Grant Licence to Permit 83 Waterline Crossing

COMMUNITY SERVICES

k) P -05-006, Provincial Planning Initiatives Update 86

TRANSPORTATION PLANNING

l) P -05-008, Waterloo Area Transit Services Review Phase I Workshops 88

4. INFORMATION/CORRESPONDENCE a) Council Enquiries and Requests for Information Tracking List 90

5. OTHER BUSINESS

6. NEXT MEETING

7. CLOSED SESSION (motion required)

8. ADJOURN

Document Number: 142921 Document Name: P&W AGENDA - JANUARY 18 2005

REGION OF WATERLOO Report: E-05-010

TRANSPORTATION AND ENVIRONMENTAL SERVICES Transportation

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE: C04-30, T02-30/12 Gerber

SUBJECT: TRAFFIC CONCERNS ON GERBER ROAD, TOWNSHIPS OF WELLESLEY AND WILMOT

RECOMMENDATION:

THAT the Regional Municipality of Waterloo take no action with respect to the request to lower the current maximum posted speed limit of 70 km/h to 60 km/h on Regional Road #12 (Gerber Road) west of Regional Road #14 (Moser-Young Road) in the Townships of Wellesley and Wilmot.

SUMMARY:

NIL

REPORT:

In August 2004, Regional Transportation Division staff were contacted by Mrs. Rosemary Kittel-McCormack who voiced various traffic concerns in the vicinity of her property on Gerber Road west of Moser-Young Road. The concerns and the response by Transportation Division staff are outlined below.

1. Reduce Speed Limit from Existing 70 km/h to 60 km/h

A study of vehicle traffic was conducted in the eastbound and westbound lanes on Gerber Road between Moser Young Road and Hackbart Road on August 11, 2004 for a period of 24 hours. The average speed for all vehicles was 84 km/h. It is generally recommended that speed limits be set at or about the average speed because this is most likely to produce a uniformly moving traffic stream. Traffic flowing at a uniform speed results in increased safety and fewer collisions. Drivers are less impatient, pass less often, and are less likely to tailgate, which reduces both head-on and rear-end collisions. The posting of an appropriate speed limit also simplifies the work of enforcement officers because most of the traffic is moving at or near the posted speed. Blatant speeders are easily spotted, safe drivers are not penalized, and police officers are not asked to enforce and defend unrealistic and arbitrary speed limits.

It is well documented that lowering the posted speed limit generally has little impact on the average travel speed. Of eight locations where the Region has reduced the posted speed since 2002, the average speed increased at four locations. The average speed decreased by 3 km/h or less at three locations and decreased by over 10 km/h at only one location. The common expectation that arbitrarily lowering the speed limit will increase safety by getting at least some people to drove slower is erroneous, because an unrealistically low speed limit increases the speed dispersion, resulting in an undesirable mix of slower and faster drivers. Therefore, staff would not recommend the lowering of the current 70 km/h speed limit to 60 km/h on Gerber Road, when the average speed is likely to stay around 84 km/h.

Page 1 of 3 January 18, 2005 Report: E-05-010

2. Extension of Rumble Strips

Gerber Road west of Moser-Young Road has five sets of rumble strips that commence approximately 300 metres in advance of the intersection. This is consistent with Regional practice regarding the installation of milled-in rumble strips. Staff would not recommend an extension of the rumble strips as this would not have any beneficial effect.

3. Additional Signage Requests

A “Pedestrians Ahead” sign for westbound traffic on Gerber Road at Moser-Young Road has been installed. A similar sign exists for eastbound traffic on Gerber Road.

A “School Bus Stop Ahead” sign has been installed just east of Mrs. Kittel-McCormack’s property at 1171 Gerber Road, approaching the driveway.

Regional staff reviewed Mrs. Kittel-McCormack’s request for a “Slow Moving Vehicle” sign and are not prepared to install such a sign for the following reasons:

i) There is no history of any collisions on this section of road involving slow moving vehicles; ii) If the Region were to install these types of signs there would be expectations to install such signage on most rural roads in the Region; and iii) Under the Highway Traffic Act no person is to operate a slow moving vehicle unless a “Slow Moving Vehicle” sign is attached. As this is a rural farming area, there should be an expectancy on the part of all drivers using the road that there is the potential for farm equipment and other slow moving vehicles to be traveling on the road. It is felt that the displaying of the “Slow Moving Vehicle” sign on the back of the equipment is sufficient notice to drivers.

Figure 1 illustrates the affected section of road.

Figure 1 – Gerber Road west of Moser-Young Road

N

BAMBERG

TOWNSHIP OF WELLESLEY Weimar Line

Road

Young Road

-

Moser

Hackbart Gerber Road

Notre Dame Drive

LEGEND TOWNSHIP OF WILMOT Affected Section of Road

Page 2 of 3 January 18, 2005 Report: E-05-010

Mrs. Kittel-McCormack appeared recently as a delegation at both Township of Wellesley and Wilmot Council meetings further requesting a reduction in the speed limit on Gerber Road. A copy of Transportation Division staff’s response to Mrs. Kittel-McCormack was forwarded to both Townships in advance of the Council meetings. The response from the Township of Wellesley and Wilmot are as follows:

Township of Wellesley

At the Township of Wellesley Council meeting held on December 21, 2004, Township staff submitted a report in support of Transportation Division’s staff response to the concerns of the resident.

Township of Wellesley Council requested that the speed limit be reduced to 60 km/h on a trial basis for one year. Council also requested Transportation Division staff do a sight line analysis to determine if the existing road profile meets the requirements for 70 km/h or 60 km/h. There was also discussion regarding lack of proper shoulders through the area.

Regional staff confirmed that the sight distances along Gerber Road east and west of the driveway to 1171 Gerber Road (Mrs. Kittel-McCormack’s home) exceed the stopping sight distance requirements for a posted speed of 70 km/h.

Township of Wilmot

At the Township of Wilmot Council meeting held on December 6, 2004, Township staff were asked to prepare a report regarding the request for the speed reduction. Township of Wilmot staff subsequently reported to Council that they did not support a reduction in the speed limit on Gerber Road based on information provided from Regional Transportation Division staff, the Township of Wilmot Road Foreman and the Township of Wellesley. Township of Wilmot Council requested that Transportation Division staff continue to monitor this section of road.

CORPORATE STRATEGIC PLAN:

This information addresses the Region’s objective to ensure a high quality Regional transportation system.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

ATTACHMENTS:

NIL

PREPARED BY: Patricia Heft, Engineering Technologist (Traffic)

APPROVED BY: Thomas Schmidt, Commissioner of Transportation and Environmental Services

Document Name: E-05-010 Document #: 145189

Page 3 of 3

REGION OF WATERLOO Report: E-05-004

TRANSPORTATION AND ENVIRONMENTAL SERVICES Design and Construction

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE: C04-30, 5337

SUBJECT: CONSULTANT SELECTION – ENVIRONMENTAL ASSESSMENT, DESIGN AND SERVICES DURING CONSTRUCTION, FOUNTAIN STREET IMPROVEMENTS FROM SHANTZ HILL ROAD TO KING STREET, AND KING STREET IMPROVEMENTS FROM FOUNTAIN STREET TO EAGLE STREET, CITY OF CAMBRIDGE

RECOMMENDATION:

THAT the Regional Municipality of Waterloo: a) enter into an Engineering Agreement with Stantec Consulting Limited of Kitchener, Ontario to provide engineering services for a Class Environmental Assessment, detailed design, contract administration and construction inspection for improvements on Fountain Street from Shantz Hill Road to King Street and on King Street from Fountain Street to Eagle Street in the City of Cambridge at an upset limit of $408,350 plus applicable taxes for the Class Environmental Assessment and detailed design phases, with contract administration and construction inspection to be paid on a time basis; and b) grant pre-budget approval in the amount of $408,350 plus applicable taxes prior to finalization of the 2005 Transportation Capital Program in early 2005 to cover the costs of this assignment.

SUMMARY:

Construction of improvements on Fountain Street from Shantz Hill Road to King Street, and on King Street from Fountain Street to Eagle Street in the City of Cambridge is scheduled to proceed in 2007. In order to meet this timeline, an engineering consultant must be hired now to complete the Class Environmental Assessment, detailed design and construction administration.

An invitation for Letters-of-Interest to provide engineering services was advertised in the Record. Five (5) firms submitted proposals and three (3) firms were short-listed and invited to submit detailed work plans and fee estimates.

Based on the evaluation criteria and review of the detailed work plans, schedules and upset fees provided, the Project Team recommends that Stantec Consulting Limited be retained to undertake this assignment at an upset fee limit of $408,350 plus taxes for the environmental assessment and detailed design phases, with contract administration and construction inspection to be paid on a time basis.

Document Name: E-05-004 Page 1 of 4 Document Number: 145274 January 18, 2005 Report: E-05-004

REPORT:

1. Background

The Region’s Transportation Master Plan, completed in 1999, identified the need to make capacity improvements on Fountain Street from Shantz Hill Road to King Street in the 10-20 year timeframe and on King Street from Fountain Street to Eagle Street in the 0-5 year timeframe. (Please refer to Appendix ‘A’ for a Key Plan). The ‘Detailed Transportation Network Review of the Cambridge Area’ Study, completed in late 2004, identified the Shantz Hill, Fountain Street and King Street corridor as a high priority location for road improvements in order to improve traffic operations and reduce delays for transit vehicles. Additionally, there has been a higher than expected number of collisions at intersections within this corridor in recent years. The intersection of King Street and Fountain Street was ranked as the #1 location in the Region in 2002 for locations with higher than expected numbers of collisions over 5 years.

The Region’s draft 2005 Transportation Capital Program and 10 Year Capital Forecast includes funding in the amount of $2,670,000 in 2005 -2008 inclusive for the construction of improvements on Fountain Street from Shantz Hill Road to King Street and on King Street from Fountain Street to Eagle Street. Regional staff is fully committed to other capital projects and therefore staff recommends that an external consultant be hired to complete this project. An engineering consultant must be hired now to complete the Class Environmental Assessment, detailed design and contract administration to allow for construction in the spring and summer of 2007.

2. Consultant Selection

An invitation for Letters-of-Interest to provide engineering services for this project was advertised in the Record. Five (5) consultants submitted Letters-of-Interest. From a review of the submissions, three firms were shortlisted based on their understanding of the project and qualifications, and these consultants were asked to submit detailed work plans and upset fees for the Class EA and design phases and an estimate of fees for contract administration and construction inspection services.

The three shortlisted consultants were:

• CCL-IBI Group; • Stantec Consulting Limited; and • Totten Sims Hubicki Associates

The Project Team involved with the consultant selection consisted of:

Dave Weiler, Senior Project Manager, Design and Construction Division David Bourne, Senior Project Manager, Design and Construction Division Steve van De Keere, Head, Transportation Expansion Program, Design and Construction Division

The evaluation criteria used for selecting the successful consultant were consistent with the Region’s recently approved Purchasing By-law and includes price as a factor in the selection process. These evaluation criteria and their respective weightings were as follows:

Document Name: E-05-004 Page 2 of 4 Document Number: 145274

January 18, 2005 Report: E-05-004

Quality Factors

Project Approach and Understanding 35% Experience of the Project Manager 20% Experience of the Project Support Staff 15% Experience on Similar Projects 10%

Equity Factors

Current Workload for Region 3% Local Office 2%

Price Factor

Upset Price 15%

The Letters-of-Interest submitted by all three shortlisted consultants demonstrated a good understanding of the project, capable project teams and experience on numerous similar projects. When considering the combination of quality, equity and price factors described above, Stantec Consulting Limited (Stantec) scored the highest of the three shortlisted consultants. Stantec’s upset fee of $408,350 for the Class EA and detailed design component was the second lowest price submitted.

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 Consulting Limited be retained to undertake the Class EA, detailed design, contract administration and construction inspection of this project.

3. Scope of Work

For this engineering assignment, the consultant will: conduct a Schedule “C” Class EA; obtain all necessary background information; undertake traffic, drainage and archaeological studies; present preliminary design alternatives at Public Information Centre(s); complete final design of the road improvements; prepare contract drawings, specific ations and tender documents; obtain all necessary agency approvals; assist during the tendering period; provide contract administration and site inspection services during construction; prepare record drawings; and provide post-construction services during the warranty period. A breakdown of the successful consultant’s upset fee is included in Appendix B attached to this report.

4. Schedule

Subject to Council’s approval of the consultant assignment, the proposed project schedule is as follows:

· Class EA & Preliminary Design Spring, 2005 – Spring, 2006 · Final Design & Contract Tender Spring 2006 – Spring 2007 · Construction Spring and Summer, 2007

Document Name: E-05-004 Page 3 of 4 Document Number: 145274

January 18, 2005 Report: E-05-004

5. Consultant’s Upset Fee

The consultants were each requested to submit an upset fee for professional servic es to complete the Class EA and final design, and also requested to submit an estimate of contract administration and construction inspection fees. On road and bridge projects, the time required for contract administration and construction inspection can vary significantly depending on weather conditions, the actual contractor hired for construction and other unknown variables. Because an upset fee does not lend itself well to these types of services, it has been the Region’s practice on road and bridge projects to pay for contract administration and construction inspection fees on a time basis. It is recommended that this same practice be followed for this project.

For budgetary purposes, staff has estimated the cost of contract administration and construction inspection services to be $135,000 which is based on the preliminary estimate of fees submitted by Stantec and staff review of costs on similar projects. The upset limit for Stantec to undertake the Class Environmental Assessment and design phases for this assignment is $408,350 (plus applicable taxes) for consultant fees and disbursements.

The Region’s total budget for the road reconstruction and improvements on this project is $2,670,000. Based on the total value of $2,670,000, the consultant’s upset fee limit for the Class Environmental Assessment and design services is approximately 15.3% of the estimated total cost for this project which is in normal fee range for a project as complex and challenging in nature as this one.

CORPORATE STRATEGIC PLAN:

Construction of these road improvements supports Strategic Focus Area 1 of the Corporate Strategic Plan to Manage Regional Growth and enhance the quality of life by ensuring that adequate infrastructure capacity to meet current needs and planned growth is in place.

FINANCIAL IMPLICATIONS:

The Region's draft 2005 Transportation Capital Program and 10 Year Capital Forecast includes a total project budget of $175,000 in 2005, $775,000 in 2006, $1,600,000 in 2007 and $120,000 in 2008 for improvements on Fountain Street from Shantz Hill Road to King Street and on King Street from Fountain Street to Eagle Street which includes costs for the Class Environmental Assessment, preliminary design, detailed design, and construction, all to be funded from the Roads Capital Levy and the Development Charge Reserve Funds.

Stantec’s fees for the consulting assignment are within the consulting fee allowance provided for in the total project budget of $2,670,000.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: NIL

ATTACHMENTS:

Appendix “A” – Key Plan Appendix “B” – Stantec Consulting Limited, Upset Fee Breakdown

PREPARED BY: Dave Weiler, Senior Project Manager

APPROVED BY: Thomas Schmidt, Commissioner Transportation and Environmental Services

APPENDIX A Report: E-05-004

Document Name: E-05-004 Page 4 of 4 Document Number: 145274

Appendix B Report: E-05-004

Stantec Consulting Limited Upset Fee Breakdown Fountain Street Improvements from Shantz Hill Road to King Street and King Street Improvements from Fountain Street to Eagle Street, City of Cambridge

1. Project Initiation, Base plans, Traffic Study $90,000

2. Class EA & Preliminary Design $74,000

3. Reviews, Meetings $22,100

4. Detailed Design $159,500

5. Tendering $11,650

6. General Project Management $24,550

7. Disbursements $26,550

Total Upset Fee $408,350

Report: E-05-009 REGION OF WATERLOO

TRANSPORTATION AND ENVIRONMENTAL SERVICES Design and Construction

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE: C-06-60, 5899

SUBJECT: PEDESTRIAN/CYCLIST BRIDGE OVER HIGHWAY 401 – UPDATE ON DESIGN OF BRIDGE AND ENCLOSURE

RECOMMENDATION:

For Information Only

SUMMARY:

On June 9, 2004, Regional Council approved the recommended alternative and approved funding in the amount of $385,000 for the proposed pedestrian/cyclist bridge over Highway 401 to be located just east of Homer Watson Boulevard. The Cities of Kitchener and Cambridge also subsequently approved their equal funding share in the amount of $385,000 each toward the cost of the bridge.

The Ministry of Transportation of Ontario (MTO) will be incorporating the construction of the pedestrian/cyclist bridge into its upcoming tender for the proposed improvements at the Highway 401/Homer Watson Boulevard interchange. The overall MTO contract includes work to occur in both the 2005 and 2006 construction seasons; however, it is anticipated that the staging of construction will allow the pedestrian/cyclist bridge to be open and operational in late 2005.

At this time, the Project Team is finalizing the detailed design package for inclusion in the MTO tender. The selected final bridge design includes conventional pre-cast concrete girders and deck. Because of the isolated location of the pedestrian/cyclist bridge and the fact that it spans the heavily travelled Highway 401, the MTO has insisted that the structure must be fully enclosed to inhibit users from throwing objects onto the highway below. The style of enclosure that the Project Team has selected consists of steel posts and frame with heavy gauge coated wire on the top and sides. The frame and wire enclosure will include 50mm x 200mm (2”x8”) rectangular openings for ventilation and to ensure an open-air feeling for users. A pedestrian handrail will be installed along the inside on both sides.

REPORT:

On June 9, 2004, Regional Council passed the following resolutions for the proposed Pedestrian/Cyclist Bridge over Highway 401 located just east of Homer Watson Boulevard: a) approve Alternative 3A as described in Report E-04-085; b) approve in principle one-time capital funding for the Regional contribution to this project, estimated to be a maximum of $385,000, contingent on equal contributions by the City of Cambridge and the City of Kitchener for a total of $1,155,000; and c) direct staff to file the Notice of Completion for this Class Environmental Assessment Study by means of advertisements in local newspapers and mailings to adjacent property owners, interested parties and agencies, and place the Project File on the public record for a period of 30 days.

Document Name: E-05-009 Page 1 of 3 Document No.: 144615 January 4, 2005 Report: E-05-009 The Notice of Completion for this project was filed for the required 30 day review period, no objections to the project were received from the public, and the project is now approved to proceed to construction. On October 27th 2004, staff received Council approval to execute the required legal agreements with the MTO and with the Cities of Kitchener and Cambridge related to the ownership and maintenance of the structure. These legal agreements are in the process of being finalized.

Since the bridge style and appearance were not determined at the time of the October 2004 Committee meeting, staff are taking this opportunity to update Committee on the details associated with the final selected bridge design.

Alternatives Considered for the Pedestrian/Cyclist Structure

A Project Team directed this study and was comprised of staff from the Region and the two cities as well as Regional Councillor Jean Haalboom and local Councillors Karl Kiefer (Cambridge) and John Gazzola (Kitchener). The Project Team developed and evaluated a number of alternatives for the proposed structure including:

- concrete girders and deck - steel truss girders and concrete deck - steel box girders with fibre-reinforced polymer (FRP) deck - FRP deck supported from cables suspended from a tower (cable-stayed design) - Steel arches with suspended concrete deck

Based on a detailed assessment of the various advantages and disadvantages of each option, the Project Team has selected a concrete girder and deck structure as the option that best achieves the project objectives. This selection was primarily based on its: ease of future maintenance; simple and functional design features; familiarity to City staff; and least cost.

Bridge Railings and Enclosure Alternatives for the Pedestrian/Cyclist Structure

The pedestrian/cyclist bridge will be located approximately 1km east of the Homer Watson Boulevard interchange at the end of the Morningside Drive cul-de-sac (south side) and on the perimeter of the Conestoga College property (north side). The bridge will therefore be situated in an area that is relatively isolated from adjacent vehicle or pedestrian activity at the approaches to the bridge. The vulnerability of Highway 401 traffic to vandals throwing objects from the bridge was of concern to MTO staff. Accordingly, MTO will only permit a fully enclosed structure spanning the highway at this heavily traveled location due to the potential catastrophic consequence of any objects being thrown onto the highway below.

In order to provide appropriate ventilation and to avoid a claustrophobic feel for users of the bridge crossing, the Project Team felt that an open-air design for the sidewalls and top section was the most desirable. In this way, sunlight and fresh air could penetrate through the structure enclosure and blowing snow would pass through and not accumulate on the structure.

The maximum opening size that MTO staff would permit in an open-air enclosure was a 50mm x 200mm (ie. 2” x 8”) opening size. The Project consultant researched the products that are available to satisfy these design criteria. The Project Team selected a line of fencing product made by Metal Tech Industries under the trade name of OMEGA Fencing. The OMEGA line of architectural fencing is a high-quality, coated system of heavy gauge wire fastened to a durable steel post frame. The wire is available with 50mm wide x 200mm high rectangular openings. The wire is hot-dip galvanized and then coated with a durable polyester powder in a range of colours (black, burgundy, copper, dark green, taupe, grey, white). The Project Team is recommending that the posts and frame be coloured black to accentuate the lines of the framework and that the wire be coloured grey. The grey colour will blend in best with the sky and clouds above to make the wire enclosure less obtrusive from the highway below.

Document Name: E-05-009 Page 2 of 3 Document No.: 144615

January 4, 2005 Report: E-05-009

The sides of the enclosure will be vertical and will include a tube handrail along the inside of both sidewalls. The roof top of the enclosure will be peaked to provide an architectural feature and enhancement. An isometric view of the proposed bridge structure is included in Appendix B. A General Arrangement plan showing the bridge in plan, cross-section and elevation views is provided in Appendix C.

Construction Timing

The Ministry of Transportation of Ontario (MTO) will be incorporating the construction of the pedestrian/cyclist bridge into its upcoming tender for the proposed improvements at the Highway 401/Homer Watson Boulevard interchange. The MTO interchange contract is scheduled to be tendered in early 2005, construction will commence in the Spring and completion is expected in late 2006. The staging of the overall contract is not finalized but it is anticipated that the pedestrian/cyclist bridge will be open to the public in late 2005.

CORPORATE STRATEGIC PLAN:

Construction of a pedestrian/cycling structure over Highway 401 does not directly fall under one or more of the objectives of the five focus areas of the Region’s Corporate Strategic Plan; however, it does support the Region’s Vision, Mission and Values in that it will improve the overall cycling and trail network in the Region, thereby enhancing community health and social well-being for the citizens of the Region of Waterloo.

FINANCIAL IMPLICATIONS:

The Region’s Capital Program and 10 Year Forecast includes $385,000 to cover the Region’s share of costs for this project.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Transportation Planning Division of the Planning, Housing and Community Services Department was consulted in the preparation of this report.

ATTACHMENTS : Appendix A - Key Plan Appendix B - Isometric View of Proposed Pedestrian/Cyclist Bridge Appendix C - General Arrangement Plan of Bridge

PREPARED BY: Gary MacDonald, Head, Transportation Rehabilitation

APPROVED BY: Thomas Schmidt, Commissioner of Transportation and Environmental Services

Document Name: E-05-009 Page 3 of 3 Document No.: 144615

Report: E-05-009 APPENDIX A

Document No. 146218 Appendix B E-05-009

Appendix C E-05-009

REGIONAL MUNICIPALITY OF WATERLOO

HESPELER ROAD WIDENING Dunbar Road to Munch Avenue

INFORMATION PACKAGE

Public Information Centre Wednesday, January 19, 2005 5:00 p.m. to 8:00 p.m.

at

Newfoundland Club 1500 Dunbar Road, Cambridge

There is a comment sheet at the back of this package. If you wish, please fill it out and deposit it in the designated box provided at this Information Centre.

1. What is the Purpose of This Information Centre?

The Regional Municipality of Waterloo (Region) is currently undertaking the detailed design for the widening of Hespeler Road from Dunbar Road to Munch Avenue. (Please refer to the Key Plan.)

The purpose of this Information Centre is to: · provide an opportunity for the public to meet Project Team members on an informal basis to discuss issues regarding this project; · provide an opportunity for the public to review background information and the previously approved studies; and · provide an opportunity for the public to review plans showing the proposed road improvements and provide comments.

The comment sheet attached to this Information Package will help us to finalize the design plans. We kindly ask you to fill out the sheet and place it in the box at the Information Centre or send it to the address indicated on the comment sheet. Your comments will be considered by the Project Team in finalizing the detailed design. Key Plan

CONESTOGA COWANSVIEW RD BISHOP STREET

BLVD LINDSAY RD

BRIARWOOD DR

FRANKLIN BLVD Cambridge PROJECT Centre LIMITS

PARKWAY DUNBAR RD CAN-AMERA ELGIN ST

HESPELER ROAD N STEELESCR

HEIGHTS DR NORTHVIEW

ACORN Future Can-Amera CR Parkway Extension GLENBROOK WAY ST

SEKURA ELGIN ST N

ISHERWOOD RD AVE MUNCH AVE

CARTER CR

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2. Who is Directing this Project?

This project is being directed by a Project Team consisting of staff from the Region of Waterloo and the City of Cambridge, and City of Cambridge Councillor Linda Whetham. Stantec Consulting Ltd. has been retained by the Region as consulting engineers for this project.

3. Why is the Regional Municipality of Waterloo Undertaking the Widening of Hespeler Road from Dunbar Road to Munch Avenue?

Hespeler Road is a major roadway linking the City of Cambridge to Highway 401. A recent traffic analysis presented in Section 5 of this Information Package confirms that the present four lanes will not be able to accommodate the volume of traffic during peak hours, and that widening to six lanes is needed in the near future.

Previous traffic operations studies indicated that a significant portion of the collisions that were occurring on Hespeler Road were related to left turn and right turn movements to access adjacent properties. In light of this, a Schedule C Municipal Class Environmental Assessment (Class EA) entitled “Hespeler Road Widening and Entrance Improvements, Munch Avenue to Pinebush Road” was conducted, completed and approved in 1991. The objectives of this Class EA included identifying improvements to reduce collisions by better managing accesses and turning maneuvers on Hespeler Road, maintaining reasonable access to all properties and maintaining adequate traffic capacity and progression on Hespeler Road.

The approved 1991 Class EA study recommended widening Hespeler Road to six lanes from Pinebush Road to Munch Avenue, construction of a concrete centre median and combining commercial/private entrances where appropriate. These recommendations were implemented successfully on the northerly sections of Hespeler Road from Dunbar Road to Pinebush Road in the mid and late 1990’s. The section of Hespeler Road between Munch Avenue and Dunbar Road represents the last remaining section to be improved in accordance with the approved 1991 Environmental Study Report.

4. What is a Municipal Class Environmental Assessment (EA) Study?

The Municipal Class Environmental Assessment Study is an approved process under the Ontario Provincial Environmental Assessment Act process to conduct municipal road and municipal water and wastewater projects. Depending on the size and impacts of the project, a Class EA requires a description of the problem, assessment of alternative solutions, documentation of the assessment process and results, evaluation of the impacts on the natural, social, economic and cultural environments, and consultation with the public and government review agencies.

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For a Schedule C Class EA, such as the 1991 Hespeler Road Widening and Entrance Improvements, Munch Avenue to Pinebush Road Study, an Environmental Study Report (ESR) was prepared, approved by Regional Council and subsequently filed for public review for 30 days after the detailed investigation and public consultation had been completed.

5. What Are the Current and Expected Traffic Volumes on Hespeler Road

Hespeler Road is currently 4 lanes with a two way left turn lane from Munch Avenue to Dunbar Road. From Dunbar Road to Pinebush Road, Hespeler Road is 6 lanes with a concrete median and median openings for U-turns.

As part of the recently completed Detailed Transportation Network Review of the Cambridge Area, traffic counts were conducted throughout the transportation network in order to develop traffic volume projections within major road corridors. Based upon this modeling, the current and expected peak hour traffic volumes on Hespeler Road are as follows:

Location Theoretical Current Peak Expected 2014 Traffic Capacity Traffic Volume Traffic Direction Per Lane During Peak During Peak Hours (vehicles per Hours (vehicles (vehicles per hour) hour) per hour)

Hespeler Road 900 1800 2270 Munch Avenue to Can-Amera Parkway

Hespeler Road 900 1980 2080 Can-Amera Parkway to Dunbar Road

Note : With the addition of an added through lane for each direction on Hespeler Road and the connection to Can-Amera Parkway, Hespeler Road can accommodate the expected peak hour traffic in year 2014. Included with this project will be left turn lanes at the intersections on Hespeler Road with Munch Avenue, Can-Amera Parkway, and Dunbar Road.

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6. What are the Approved Roadway Improvements for Hespeler Road from Dunbar Road to Munch Avenue as per the Approved 1991 Class EA Study?

Widening Adding an additional traffic lane in each direction. Concrete Median Removal of the Two Way Left Turn Lane and the installation of a concrete median island, eliminating southbound and northbound mid-block left turns except at signalized intersections and at median openings. Increased Storage for Left Based upon the projected 2014 traffic volumes, the Turn Lanes at the storage capacity for the left turns on Hespeler Road Intersections and mid-block will be increased at intersections and two mid-block openings. openings as described in Section 7. Entrance Improvements Existing driveway entrances are being reviewed and where appropriate combined with other entrances to reduce the number of access points along Hespeler Road in general accordance with the approved 1991 ESR. (Please refer to the drawings presented at the January 19, 2005 Public Information Centre.) New Distribution Watermain The City of Cambridge has elected to replace the existing watermain as part of the road widening on Hespeler Road from Munch Avenue to Dunbar Road.

7. Can Additional Openings be Provided to Allow Left-in Access to the Properties on the East Side of Hespeler Road?

Two mid-block openings in the proposed raised median have been provided in the design according to the recommendations of the approved 1991 ESR. The first one is close to Ridge Hill Ford between Munch Avenue and proposed Can-Amera Parkway, and the second one is close to Cambridge Volkswagen and the Shell Gas Station property line between proposed Can-Amera Parkway and Dunbar Road. Increasing the number of openings will increase the possibility of collisions. Also, after providing the required left turn storage at the intersections and at the proposed median openings, there will not be enough space available between the intersections to permit additional median openings. Details on the locations and sizes of the proposed openings are depicted on the drawings presented at the January 19, 2005 Public Information Centre.

8. How will Pedestrian Needs be Addressed by the Proposed Design?

The proposed design for the widening of Hespeler Road will maintain continuous sidewalks along both sides of Hespeler Road between Dunbar Road and Munch Avenue. The proposed work includes the relocation of the existing sidewalks along the entire east side of Hespeler Road and along the west side of Hespeler Road between Munch Avenue and the future Can-Amera Parkway. The proposed sidewalk locations are depicted on the presentation drawings presented at the January 19, 2005 Public Information Centre. Page 5

9. Will Cycling Lanes be Constructed as Part of this Project?

The Region's Cycling Master Plan and the approved 1991 ESR do not designate any cycling facilities within the project limits. As a result, no separate designated cycling facilities will be constructed as part of this project.

10. How does this Project Address the Region’s Transportation Master Plan? The widening of Hespeler Road from 4 lanes to 6 lanes with the elimination of the two way left turn lane is recommended within the Region’s Transportation Master Plan (RTMP), approved in 1999. Furthermore, the RTMP incorporates an auto reduction strategy which emphasizes maximizing the use of the existing transportation system; and assuming a more than doubling in transit, pedestrian and cycling trips, targets a 7% reduction in the percentage of future total trips made by autos by the year 2016. Improvements in the Hespeler Road corridor will assist Grand River Transit in enhancing transit service in the corridor, thereby helping achieve the 7% auto reduction objective of the RTMP. Maintaining the sidewalks on both sides of the Hespeler Road will also help achieve the 7 % auto reduction objective. The Hespeler Road corridor is also considered as a potential alternative route for a future higher order transit system that is currently under study as a separate Environmental Assessment by the Region.

11. Will This Project Include Street Lighting? Yes. Existing street illumination on both sides of the roadway will be maintained.

12. What Will Be the Posted Speed Limit for the Widened Road?

The posted speed for this section of Hespeler Road will remain unchanged. The posted speed from Munch Avenue to the future Can-Amera Parkway will be 50 km/hr. From the future Can-Amera Parkway to Dunbar Road, the posted speed will remain at 60 km/hr.

13. Will the Dumfries Conservation Area be Affected by this Project?

The Dumfries Conservation Area will not be affected by this Project.

14. Will Any Trees and Vegetation be Removed by this Project?

This project will require removal of approximately 14 existing trees within the project limits. For each tree removed, it is the Region's standard practice to provide two replacement trees. Details of the trees and shrubs removal works are depicted within the presentation drawings presented at the January 19, 2005 Public Information Centre.

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15. What Streetscaping/Landscaping is Being Considered for This Project?

This project is considering enhancements to streetscape/landscape features to better accommodate pedestrians and improve streetscape aesthetics. Proposed improvements include landscaping and sidewalk improvements at the street corners of the Hespeler Road and Can-Amera Parkway intersection. Relocation of some above-ground structures such as signal posts, illumination poles, etc. is being considered where appropriate to remove conflicts with pedestrian movements. Possible streetscape features are identified within the plans presented at the January 19, 2005 Public Information Centre. The Project Team is seeking public input regarding the streetscape/landscaping features being proposed for this project.

16. Will Driveway Accesses, Parking Lots, and Lawns be Affected?

As with any road reconstruction and widening project, there may be minor re- grading impacts to existing driveway accesses and lawns within the project limits. Each property owner along Hespeler Road has been contacted in September/October 2004 regarding the impacts to their property.

The approved 1991 ESR for this project also identified driveway accesses that could be modified/combined to reduce access points to Hespeler Road along the corridor. Accordingly, the southern most access to Ridge Hill Ford will be deleted. The northern access to Cambridge Volkswagen and the southern access to the Shell Gas Station will be combined at their mutual property line. Access to 202 and 204 Hespeler Road will be combined. The YMCA access at the proposed Can-Amera Parkway intersection will be modified with a raised median separating in and out traffic. The existing northern access to the YMCA will be deleted. It is proposed to close the existing access to Hespeler Road from the former Fabricland property, which has been bought by the YMCA. Where minor impacts occur to existing lawns and private landscaping, an effort will be made to reinstate these features to their original or better condition. Details on the changes to the existing accesses are depicted on the presentation drawings. There will be no loss of parking spaces resulting from the project improvements.

17. Will Property Need to be Acquired for This Project?

While it is the intent of the design process to minimize or avoid the need to acquire property, a small property acquisition at 1 Munch Avenue and 190 Hespeler Road are required for this project. The owner will be reimbursed by the Region of Waterloo at fair market value for the property required for this project. An independent appraisal will be completed for the land based upon recent local sales to determine a fair market value. The property owners have been contacted regarding the property requirements. The required properties are shown within the plans displayed at this Public Information Centre.

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18. Will My Sanitary Sewer or Water Service Be Affected During Construction?

Sanitary sewers will not be affected by this project. The City of Cambridge will be replacing the existing watermain along Hespeler Road as part of the proposed work. The replacement of the watermain has been designed to minimize disruption to businesses and residences. By necessity, there will be short durations when existing water services will be disrupted. This will occur several times during the construction period. Prior to any planned disruption to water service, 24 hours advance notice will be provided to each affected property owner.

19. Can My Sewer or Water Service Be Upgraded?

Property owners who have plans to increase the size of the sanitary sewer or water service to their property (eg. to accommodate future redevelopment of their property) are encouraged to have this work included under this project. Subject to a mutual agreement between the City of Cambridge and the property owner, existing sanitary or water services may be upgraded from the mains under the street to the property line at the property owner's expense. Undertaking these improvements in conjunction with the proposed construction typically results in cost savings to the property owner as compared to undertaking the work independently at another time in the future.

If you wish to discuss an increase to the size of your water or sanitary sewer service, please indicate so on your comment sheet. From this information, City staff will contact you at a later date to discuss your plans and to provide a cost estimate for your desired improvements.

20. How will Traffic, Property Access and Transit be Maintained During Construction?

Two lanes of traffic in each direction will be maintained on Hespeler Road for most of the duration of construction. To achieve this, the existing two-way left turning lane will be closed for the entire construction period. Except for short durations of up to a week, left turn lanes at the existing intersections will be maintained.

During construction every effort will be made to maintain at least one access to each commercial and residential property at all times; however, depending on the nature of the work, it may be necessary to close an access for a short duration but the access will be re-opened prior to the end of the day. The Contractor will be required to provide at least 24 hours advance notice of any such closure and to coordinate the timing of the closure with the property owner. Prior to construction, additional information regarding traffic maintenance and property access will be provided to all property owners.

Transit service will be maintained on Hespeler Road; however, it will be necessary to relocate bus stop locations along the corridor during the construction period. Grand River Transit will be kept informed of the construction schedule and when any bus stops need to be relocated, these will be coordinated so that adequate notice is provided to transit patrons.

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21. What Will Happen to the Present YMCA Intersection When Can-Amera Parkway is Extended to Hespeler Road from Conestoga Boulevard?

When Can-Amera Parkway is extended to connect to Hespeler Road, the existing YMCA entrance will be modified with a raised median to separate in and out traffic to ensure the access operates well with the new Hespeler Road and Can- Amera Parkway intersection. New traffic signals will replace the existing traffic signals at the YMCA entrance, and these new traffic signals will control the traffic at the YMCA entrance, Can-Amera Parkway and Hespeler Road.

22. What Are the Next Steps in Finalizing the Detailed Design?

This Public Information Centre is your opportunity to ask questions, provide suggestions and make comments. Once your comments are received, they will be used by the Project Team in conjunction with all other relevant information to reassess and finalize the construction plans for this project.

23. When will Construction of the Improvements Occur?

Construction of this project is currently scheduled for the entire 2005 construction season from May to November.

24. What is the Estimated Cost of This Project?

The preliminary cost estimate of the project is $ 3,560,000 to be cost-shared as follows:

Region of Road widening, rehabilitation of existing Waterloo pavement, landscaping and other associated works. $3,060,000

City of Cambridge Watermain. $500,000

TOTAL ESTIMATED PROJECT COST: $3,560,000

25. How will this Project be Funded?

This project will be funded by the Region of Waterloo and the City of Cambridge as part of their 2005 Capital Programs. Funding for the road improvements will be provided by the Region of Waterloo. Funding for the watermain replacement will be provided by the City of Cambridge. No local improvement charges will be assessed to the individual property owners for any improvements being proposed as part of this project.

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26. How can I Voice my Opinions Regarding the Proposed Work Presented at the Public Information Centre?

In order to assist us in addressing any comments or concerns you might have regarding this project, we ask that you please fill out the attached Comment Sheet and leave it in the box provided at the registration table. Alternatively, you can mail, fax or e-mail your comments to the Region of Waterloo no later than February 2, 2005.

We thank you for your involvement and should you have any questions or concerns, please contact:

Mr. Yam Bhattachan, P.Eng. Senior Project Manager Design and Construction Regional Municipality of Waterloo 150 Frederick Street Kitchener ON N2G 4J3 Telephone: (519) 575-4091 Fax: (519) 575-4430 Email:[email protected]

Doc: 140925-v1

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REGIONAL MUNICIPALITY OF WATERLOO COMMENT SHEET

HESPELER ROAD WIDENING Dunbar Road to Munch Avenue City of Cambridge Public Information Centre – January 19, 2005.

Please complete and hand in this sheet so that your views can be considered for this project. If you cannot complete your comments today, please take this home and mail, fax or e-mail your comments to us by February 2, 2005.

Mail to: Mr. Yam Bhattachan Senior Project Manager Regional Municipality of Waterloo Phone: 575-4091 150 Frederick Street, 6th Floor Fax: 575-4430 Kitchener, ON N2G 4J3 E-Mail: [email protected]

COMMENTS OR CONCERNS REGARDING THIS PROJECT (please use back of sheet if you need more space)

Please Print Name: ______

Address: ______

______

Postal Code: ______

COLLECTION NOTICE

Personal information requested on this form is collected under the authority of the Regional Municipality of Waterloo Act and will be used to assist Regional staff and the Regional Planning and Works Committee in making a decision on this project. All names, addresses and comments will be included in material made available to the general public. Questions regarding this collection should be forwarded to the staff member indicated above.

REGIONAL MUNICIPALITY OF WATERLOO

BLEAMS ROAD IMPROVEMENTS Cloverdale Crescent to Trussler Road

Mannheim Wilmot Township

INFORMATION PACKAGE

Public Information Centre Thursday, January 20, 2005 4:30 p.m. to 7:30 p.m.

At

St. James Lutheran Church 1000 Knechtel Crescent Mannheim

There is a Comment Sheet at the back of this package. If you wish, please fill it out and deposit it in the designated box provided at this Information Centre.

FIGURE 1 AREA OF RECONSTRUCTION

Mannheim BLEAMS ROAD RECONSTRUCTION REGIONAL ROAD No. 4 CLOVERDALE CR. TO TRUSSLER RD. MANNHEIM TOWNSHIP OF WILMOT

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1. WHAT IS THE PURPOSE OF THIS PUBLIC INFORMATION CENTRE?

In 2005, the Region of Waterloo has scheduled construction of roadway improvements on Bleams Road between Trussler Road and Cloverdale Crescent, a distance of approximately 640 metres through Mannheim. Please refer to Figure 1 for a plan view of the Project Area.

Bleams Road is under the jurisdiction of the Regional Municipality of Waterloo, as is Trussler Road which intersects this section of Bleams Road at the east end of the project limits. Cloverdale Crescent and Mannheim Road, which intersect Bleams Road at the west limits of the project, are under the authority of the Township of Wilmot, and Sparling Drive and Knechtel Court which intersect Bleams Road within the project limits are also under the authority of the Township of Wilmot.

Proposed roadway improvements include correction of existing deficiencies in the pavement, construction of curb and gutter in the settlement area limits, drainage enhancements, and provision for cycling facilit ies. As well, there may be some utility relocation or upgrading incorporated into the project.

This Public Information Centre (PIC) is a forum for you to:

1. Review the proposed design; 2. Ask questions of Regional and Township staff; and 3. Provide comments on the design under consideration and discuss any issues of which you may be aware.

We kindly request that you fill out the Comment Sheet attached to the back of this Information Package and place it in the box at this PIC or send it to the address indicated on the Comment Sheet prior to February 4th. Your comments will be considered by the Project Team, in conjunction with all other relevant information, in confirming the proposed design for these improvements.

2. WHO IS DIRECTING THIS PROJECT?

This road improvement project is being directed by a Project Team consisting of staff from the Region of Waterloo and Township of Wilmot as well as Township Councillor Elliot Fung and Regional Councillor Tom Galloway.

3. WHY ARE WE CONSIDERING ROAD IMPROVEMENTS?

There are a number of needs driving this project. The following sections describe these needs:

Deteriorated Road Condition

Pavement conditions on this section of road indicate structural fatigue in various areas and general deterioration due to age and drainage problems. The section of Bleams Road through Mannheim has partially paved/granular shoulders of substandard condition and various widths.

Drainage Deficiencies

Bleams Road and many of the adjacent private properties are currently drained via a system of catchbasins, culverts and asphalt swales. The location and depths of the asphalt swales are directly adjacent to the travelled lane which is undesirable from a safety perspective.

Page 3

Cycling Needs

Bleams Road is designated as a cycling route in the current Regional Cycling Master Plan and the existing road cross section does not adequately accommodate cyclists. The addition of on-street cycling lanes will improve safety for cyclists as well as reducing potential conflicts with motorists.

4. WHAT DESIGN IS BEING CONSIDERED?

The preferred design developed by the Project Team for the reconstruction of Bleams Road within the project limits includes:

· complete reconstruction of the deteriorated pavement structure with provision for one (1) through vehicle lane and a 1.25 metre wide bicycle lane in each direction. The cycling lanes would be reserved for bicycles; therefore on-road vehicular parking along the curb would not be permissible with implementation of the cycling lanes. Please refer to Appendix A for reference of the typical cross- sections, showing lane widths.

· minor lowering of the grade of the road where appropriate to better match existing front yard elevations and to improve surface drainage;

· constructio n of an urban storm sewer system, including catchbasins and manholes to improve drainage;

· an urban cross section, including curb and gutter on each side between Knechtel Court and Cloverdale Crescent;

· construction of a rural cross section including shoulders with bike lanes in the shoulder area, on each side between Knechtel Court and Trussler Road;

· review and possible upgrades to the existing street lighting system; and

· possible utility relocations (hydro poles, underground bell and gas).

5. WILL PARKING STILL BE PERMITTED ALONG BLEAM S ROAD?

At present parking is permitted on both sides of Bleams Road between Knechtel Court and Mannheim Road, except on the inside of the curve, on the north side from 1094 Bleams Road easterly. The preferred design would eliminate all parking on the north side and possibly allow parking on the south side, between entrances from 1079 Bleams Road to 1105 Bleams Road. If parking were to be provided in this area, the parking would be placed in a paved boulevard area behind the proposed curb and gutter. To provide parking on both sides (with the proposed wider Bleams Road) would require the purchase of portions of private property, extensive grading and additional utility relocations. For these reasons, the Project Team is not recommending the construction of a paved boulevard to accommodate parking on the north side of Bleams Road. Please indicate your preference and any comments you may have regarding the proposed parking arrangements on the attached comment sheet. Appendix “A” and the display boards at the January 20th Public Information Centre will show the location of possible parking areas.

6. ARE SIDEWALKS BEING CONSTRUCTED ALONG BLEAMS ROAD?

Sidewalks are the responsibility of the Township of Wilmot and the Township has no plans for sidewalks to be constructed as part of this project; however a flat graded area will be provided behind the curb, on the north side of Bleams Road to accommodate a sidewalk should it be desired in future years.

Page 4

7. ARE SANITARY SEWERS PART OF THE ROAD RECONSTRUCTION PROJECT?

Sanitary sewers are the responsibility of the Township of Wilmot and the Township has no plans for installing sanitary sewers as part of this project.

8. ARE ANY UPGRADES BEING MADE TO THE EXISTING WATER SYSTEM ?

There are no planned improvements to the watermains or private water services as part of this project. At present there is an existing 450 mm watermain located on the south side of Bleams Road from Mannheim Road to Knechtel Court. Since this watermain is approximately 50 years old, it will be uncovered as part of the upcoming construction work to determine its condition. Depending on its condition, this watermain might be replaced, or a new parallel small diameter service watermain might be installed. If either of these scenarios unfold, new water service connections could be provided to the property line at the discretion of Wilmot Township and the City of Kitchener (Kitchener operates and maintains the municipal water distribution system for Wilmot Township).

9. CAN MY EXISTING WATER SERVICE BE UPGRADED?

Property owners who have plans to increase the size of the water service to their property (e.g. to achieve increased flow) are encouraged to have this work included under this project. Subject to a mutual agreement between the Township of Wilmot/City of Kitchener and the property owner, existing water services may be upgraded from the mains under the road to the property line at the property owner’s expense. Undertaking these improvements in conjunction with the proposed construction typically results in cost savings to the property owner as compared to undertaking the work independently at another time in the future.

If you wish to discuss an increase to the size of your water service, please indicate so on your comment sheet. From this information, Township, City or Region staff will contact you at a later date to discuss your plans and to provide a cost estimate for your desired improvements.

10. ARE TRAFFIC SIGNALS GOING TO BE INSTALLED AT THE TRUSSLER ROAD INTERSECTION?

Based on a recent 2004 traffic count, traffic control signal warrants are not met, and therefore traffic signals at this intersection will not be installed as part of this year’s construction project. In addition it was noted that this intersection is operating at an acceptable level of service in terms of traffic flow and safety. The intersection will be further reviewed in advance of the scheduled 2007 improvements on Trussler Road, from Highway 7/8 to New Dundee Road, to determine if traffic signals are warranted at that time.

11. HOW DOES THIS PROJECT ADDRESS THE REGION’S TRANSPORTATION MASTER PLAN?

The Transportation Master Plan, approved in 1999, incorporates an auto reduction strategy which emphasizes maximizing use of the existing transportation system; and, assuming a more than doubling in transit, pedestrian and cycling trips, targets a 7% reduction in the percentage of future total trips made by autos by the year 2016. This auto reduction target is considered to be aggressive and will be accomplished through Transportation Demand Management (TDM) strategies focusing on public transit enhancements, cycling and pedestrian facilities and TDM supportive land uses.

As part of this project, the Project Team is incorporating improved cycling facilities toward meeting the auto reduction goal and the cycling objectives of the Region’s Transportation Master Plan.

Page 5

12. WHEN WILL CONSTRUCTION OCCUR AND WILL THERE BE DETOURS?

Construction of the Bleams Road improvements is tentatively planned for the summer/fall of 2005 and is expected to take 2 to 3 months to complete.

It is expected that a complete closure of Bleams Road will not be required to facilitate the roadway and storm sewer construction and therefore detours are not required. There will however be a requirement for reducing traffic to a single lane (controlled by traffic control persons) during some operations. The intersections at Trussler Road, Mannheim Road, Cloverdale Crescent, Knechtel Court and Sparling Drive will remain open to traffic during construction; however it is anticipated that there will be a requirement for a few short term (part day) closures for specific construction activities.

Drivers will be advised of the work and any traffic restrictions via advance signage, the Region’s web site, and radio and newspaper notices. Local residents will also be advised of details concerning temporary facilities, local access, and other construction-related issues prior to and during construction via hand- delivered notices and on-site signage.

13. WILL VEHICLE AND PEDESTRIAN ACCESS BE MAINTAINED DURING CONSTRUCTION?

As noted in Section 12, it will be possible to maintain traffic on Bleams Road during construction at all times, and therefore access to all properties will be fully accommodated during construction. Special attention will be given to maintaining access to residential and commercial properties and for emergency vehicles during and after construction hours.

14. HOW WILL PRIVATE PROPERTIES, TREES, DRIVEWAYS AND LAWNS BE AFFECTED?

No property acquisitions will be required for this project. It is also expected that no trees will be removed during construction.

The level of the new roadway will be slightly lowered in some areas so that the top of curb elevation is slightly lower than the existing shoulder area or front lawn level. This will promote drainage toward the street and eliminate several areas where water can pond in the boulevard or in front yards. Some ditch- inlet/catchbasins may be required behind the curb and gutter to accommodate surface drainage. Driveways will be re-graded from the new curb to as far up the driveway as necessary for a safe, gentle grade.

Any grassed areas disturbed during construction shall be repaired to equal or better condition with topsoil, sod, or seed and mulch. The anticipated grading limits at each private property are shown on the plan view drawings at this evening’s Information Centre.

15. WHAT ABOUT DUST DURING CONSTRUCTION?

The Region will be monitoring the amount of dust generated by construction activities on a daily basis. When necessary, the Region will ensure that the contractor implements proper dust suppression measures (i.e. water and/or calcium chloride) as noted in the contract documents.

16. WHAT ABOUT WORKING HOURS?

Proposed construction working hours will be from 7:00 a.m. to 7:00 p.m. , Monday through Friday, for a period of approximately 2 to 3 months. There may be occasions where the contractor chooses or is required to complete a critical work item (such as service relocation) after normal hours, a special case which must be agreed to by the Region and identified in the contractor’s schedule. A minimum 48 hours notice will be provided to any affected residents or businesses.

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17. WILL THE NEW ROAD RESULT IN INCREASED NOISE DUE TO TRAFFIC?

The Project Team expects that the increase in traffic on Bleams Road over the next several years will be minimal, which will result in a negligible change in noise levels at adjacent properties. In fact, improvements to the asphalt pavement compared to the existing irregular and cracked surface will tend to decrease vehicular noise levels after reconstruction.

18. WILL THE POSTED SPEED LIMIT BE INCREASED?

The Region will retain the posted speed limit of 50 km/hr on this section of Bleams Road following construction.

19. WHAT IS THE ESTIMATED COST OF THIS PROJECT AND HOW WILL IT BE FUNDED?

The estimated preliminary cost of the project is $700,000.

This project will be funded by the Region of Waterloo as part of its 2005 Transportation Capital Program. Funding for any watermain work (should it become necessary) will also be fully funded by the Region, the exception being water service upgrades which will be funded by the requesting property owner as detailed in Section 9.

20. WHAT IS THE NEXT STEP BEFORE FINALIZING THE DESIGN?

Prior to finalizing the design concept for this project, the Project Team is asking for the public’s input. This Public Information Centre is your opportunity to ask questions, provide suggestions, and make comments.

Once your input is received, it will be used by the Project Team, in conjunction with all other relevant information, to finalize the recommended design for this project.

21. WHEN WILL A FINAL DECISION BE MADE FOR THIS PROJECT?

The Project Team intends to review the public comments received from this evening’s Information Centre and use them as input for confirming the Final Design for this project. This Final Design will be communicated to all adja cent property owners and tenants (as well as members of the public specifically registering at this Public Information Centre) in February 2005, well in advance of the start of construction. In February or March 2005, Regional Council will be considering a By-Law amendment, for any parking changes related to this project. All residents affected by parking changes will be contacted in advance of the Committee and Council meeting where the parking issue will be tabled.

22. HOW CAN I VOICE MY COMMENTS AT THIS STAGE?

In order to assist us in addressing any comments or concerns you might have regarding this project, we ask that you please fill out the attached Comment Sheet and leave it in the box provided at the registration table. Alternatively, you can mail, fax or e-mail your comments to the Region of Waterloo not later than February 4, 2005.

We thank you for your involvement and should you have any questions or concerns, please contact:

Mr. Chris Thompson, C.E.T. Project Manager Regional Municipality of Waterloo Phone: 575-4754 150 Frederick Street, 6th Floor Fax: 575-4430 Kitchener, ON N2G 4J3 Email: [email protected]

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Appendix A

Page 8

COMMENT SHEET REGIONAL MUNICIPALITY OF WATERLOO

BLEAMS ROAD IMPROVEMENTS TRUSSLER ROAD TO CLOVERDALE CRESCENT

PUBLIC INFORMATION CENTRE – JANUARY 20, 2005

Please complete and hand in this sheet so that your views can be considered for this project. If you cannot complete your comments today, please take this home and mail, fax or e-mail your comments by February 4, 2005 to:

Mr. Chris Thompson, C.E.T. 6th Floor, 150 Frederick Street Project Manager, Kitchener, ON N2J 4G3 Design and Construction Division email: [email protected] Regional Municipality of Waterloo Facsimile: 575-4430

Comments or concerns regarding this project:

Would you like to see some parking areas provided behind the south curb and gutter (in front of 1079 to 1105 Bleams Road) incorporated in this project? Yes ? No ?

Would you like have your water service upgraded (partial cost to homeowner) as part of this project? Yes ? No ?

Other Comments:

Name: Address: Postal Code :

COLLECTION NOTICE

Personal information requested on this form is collected under the authority of the Municipal Act and will be used to assist Regional staff and the Regional Planning and Works Committee in making decisions on this project. All names, addresses and comments will be included in the Regional File and may be made available to the general public. Questions regarding this collection should be forwarded to the staff member indicated above. Doc #143229

Page 9 Report: CR-RS-05-003 REGION OF WATERLOO

CORPORATE RESOURCES Legal Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: DECLARING 76 WOOLWICH STREET NORTH, BRESLAU SURPLUS

RECOMMENDATION:

That the Regional Municipality of Waterloo declare Part 1, Reference Plan 58R-14696, Township of Woolwich surplus to the needs of the Region, as detailed in Report CR-RS-05-003 dated January 18, 2005, pursuant to the Region’s property disposition by-law, to the satisfaction of the Region’s Solicitor.

SUMMARY: Nil

REPORT:

The Region purchased the subject lands in March, 2001 as part of a larger parcel of land in connection with the construction of the Breslau Bypass. There were two commercial buildings on the subject lands; one of the buildings was demolished in order to facilitate construction of the Breslau Bypass. As the Breslau Bypass is now completed, the subject lands have become surplus to the Region’s needs. The subject lands, which are zoned settlement commercial, have a five bay 6,375 square foot commercial building on it. All five units are currently leased on a month to month basis. The total area of the subject lands is 0.807 acres and it is located on the south side of Fountain Street between Woolwich Street North and Highway No. 7. Transportation and Environmental Services staff have advised that the subject lands are not required by the Region and will not be required in the future. A memorandum was circulated to various internal departments and none of the departments had an interest in retaining the subject lands.

Upon receiving Council approval to declare the subject lands surplus an existing appraisal for the lands will be updated and the lands will be offered for sale on the open market.

The subject lands are shown attached as Appendix ‘A’.

CORPORATE STRATEGIC PLAN:

The recommendation does not directly fall under one or more of the objectives of the five focus areas; however, it does support the Region’s Vision, Mission and Values in that it provides good citizen service.

FINANCIAL IMPLICATIONS:

The associated costs of the public notification will be accommodated within the 2005 Transportation Capital Program.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Transportation and Environmental Services Department have been consulted in the preparation of this report.

Page 1 of 3 January 18, 2005 Report: CR-RS-05-003

ATTACHMENTS

Appendix ‘A’ – Copy of Reference Plan 58R-14696.

PREPARED BY: Joan Moore, Property Agent

APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources and Regional Solicitor

Docs #: 149004, v1 Page 2 of 3 January 18, 2005 Report: CR-RS-05-003

Appendix “A”

Breslau By-pass

Victoria Street

Docs #: 149004, v1 Page 3 of 3 Report: E-05-005 REGION OF WATERLOO

TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE: C04-30/PW/WS.05

SUBJECT: HIDDEN VALLEY LOW LIFT PUMPING STATION EMERGENCY ELECTRICAL REPAIRS

RECOMMENDATION:

For information only.

SUMMARY:

None

REPORT:

The Mannheim Water Treatment Plant (WTP) supplies water to approximately 25% of the Region’s Integrated Urban System (IUS), which includes the Cities of Cambridge, Kitchener and Waterloo, and the Towns of Elmira and St. Jacobs. This WTP treats water from the Grand River which is pumped approximately 10 Km from the Grand River raw water intake near Hidden Valley Road, City of Kitchener, to the WTP. Water collected at the Grand River intake is pumped by the Hidden Valley Low Lift Pumping Station (HVLL) to a four-cell open air reservoir. From this reservoir water is pumped by the Hidden Valley High Lift Pumping Station (HVHL) to the WTP.

Electrical power supply for the HVHL and HVLL is from a high voltage power line located on Hidden Valley Road. This line feeds two power transformers located at the HVHL which supply power to the HVHL and HVLL. The transformer for the HVLL feeds a cable that runs from the transformer (at the HVHL) to the HVLL. The cable is a 38 mm (1½”) buried shielded power cable with an approximate length of 520 m installed when the system was constructed in 1991. Emergency power supply to the HVHL and HVLL is provided by two permanent stand-by power generators located at the HVHL. Providing power to the HVLL during normal or emergency situations relies on the cable between the two facilities.

On October 26, 2004, power supply to the HVLL was interrupted due to a fault along the power cable connecting the HVHL to the HVLL. The Region hired TDS Technologies Inc. (TDS) to trace the cable, to identify the location and nature of the problem, and to repair it. A portable stand-by power generator was rented to provide power to the HVLL, which then maintained the raw water supply to the Mannheim WTP. The above problem did not impact the HVHL which continued to operate with normal electrical power supply. The total cost for renting and operating the portable generator and for fixing the power cable was approximately $30,000.

TDS informed Water Services staff that the problem with the buried power line was caused by a boulder that damaged the cable shield. Water infiltrated between the power cable and the damaged cable shield to cause the fault. The age of the cable (approx. 13 years) and the method of installation (direct bury with a sand pad) were also contributory factors. At this time, the contractor could not evaluate whether damage to the shielding could have extended beyond the repaired area.

Page 1 of 3 January 18, 2005 Report: E-05-005

On November 30, 2004, a similar problem with the HVLL power cable recurred approximately 60 metres from the section of cable repaired on October 26. Once more a portable stand-by power generator was rented to provide interim power supply to the HVLL, and TDS was hired to repair the cable. Upon exposing the damaged section of power cable, TDS further investigated its condition and concluded that water infiltration had caused considerable damage to the cable and that the problem probably impacted the majority of the cable. Immediate replacement of the cable was required to ensure the maintenance of a raw water supply to the Mannheim WTP. In addition, the cost of maintaining the onsite rented power generator is approximately $15,000 per week.

Water Services staff estimated that the cost for the replacement of the cable would be approximately $200,000. The standard tendering process for replacing the damaged cable would likely take from four to five months to prepare the tender packages, advertise, prepare the bids, award and undertake the work. During this period, power to the HVLL would need to be provided by a rented portable stand-by power generator, with a cost potentially higher than the cable replacement cost.

Water Services staff discussed the above situation with the Region’s Chief Purchasing Officer (CPO), and it was decided that the best and most economical approach would be to directly hire a contractor and immediately replace the cable.

The activities to replace the cable between the HVHL and HVLL includes:

· Acquisition and installation of approximately 520 m of high voltage shielded power cable to be installed inside concrete encased conduits · Restoration of roads, and driveways and landscape at 2015 Hidden Valley Crescent, and replacement of damaged grass and roads at HVHL and HVLL · Rent of interim stand-by power for the HVLL during cable replacement (approximately 4 weeks)

Water Services staff requested TDS to prepare a cost estimate for all the labour and materials to replace the cable between the HVHL and HVLL. TDS regularly and successfully assists the Water Operations & Maintenance Group in the electrical maintenance of electrical equipment in the water supply system. The cost estimate presented by TDS was $131,500 plus applicable taxes. This includes all the costs for undertaking the work included in the first item above, but not the costs for the other 2 items and the transportation of the cable between the manufacturer located in Alberta and the Region.

The total cost for the above project will be as follows:

Acquisition and installation of new cable (inc. GST & PST) $151,225.00 Internal Costs $5,000.00 Cable Transportation (inc. GST) $5,000.00 Restoration of roads, driveways and landscape (inc. GST) $50,000.00 Rented Stand-By Power Supply to HVLL (inc. GST) $60,000.00 Total Estimated Project Costs $271,225.00

The value of the GST in the above costs will be approximately $17,055, all of which is recoverable as a rebate. Therefore, the net total cost of the project is estimated to be $254,170. The project, except for restoration (to be completed in the spring) is complete and staff are tallying the costs.

Doc. # 144956 Page 2 of 3 January 18, 2005 Report: E-05-005

CORPORATE STRATEGIC PLAN:

The Hidden Valley Low Lift Pumping Station Emergency Electrical Repairs are consistent with Regional Council’s Corporate Strategic Plan Objective to “Ensure Adequate Infrastructure Capacity to meet Current Needs and Planned Growth” under Strategic Focus Area 1 to “Manage Regional growth to Enhance Quality of Life.”

FINANCIAL IMPLICATIONS:

Due to the emergency nature of this project, no funds had been allocated for replacing the power cable between the HVHL and HVLL in 2004. Future projects (in approximately 10 years) did include funding for this type of replacement. Funding for this project has come from the Region’s Water Reserve Fund and will have no impact on the Water User Rate.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: NIL

ATTACHMENTS : NIL

PREPARED BY: Jorge Cavalcante, Manager, Engineering & Planning/Acting Director, Water Services

APPROVED BY: Thomas Schmidt, Commissioner, Transportation and Environmental Services

Doc. # 144956 Page 3 of 3 Report: E-05-003/P-05-001 REGION OF WATERLOO

TRANSPORTATION AND ENVIRONMENTAL SERVICES PLANNING, HOUSING AND COMMUNITY SERVICES Commissioner’s Office

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE: C04-30/PWC/CORR

SUBJECT: 2005 PLANNING AND WORKS PROJECT TEAM MEMBERSHIP

RECOMMENDATION:

THAT the Regional Municipality of Waterloo appoint Regional Councillors to the various project and study teams as noted in Appendix A to Report E-05-003/P-05-001, dated January 18, 2005; and

That the Regional Municipality of Waterloo forward the request for local Councillor representatives on project and study teams to the Area Munic ipalities.

SUMMARY:

NIL

REPORT:

Major Planning and Transportation and Environmental Services projects or studies have been directed, for many years, by multi-disciplinary project teams which have usually included one or more Regional or Local Councillors. The involvement of elected officials has always made a significant, positive impact on the successful completion of these projects. These committees and project teams are distinct from formal sub-committees of Council (e.g. Water Efficiency Advisory Committee), whose Council members have already been appointed.

A list of ongoing Steering Committees and major projects and studies to be undertaken in 2005, including the current political or stakeholder representatives on each group, is provided in Appendix A. Those projects and studies which would most benefit from political representative(s) are noted below. These are typically projects which may have high public interest and/or significant implications for the Region. In addition to the projects listed below, participation by Councillors on any of the project teams noted in Appendix A is welcomed. After appointing appropriate Regional Councillors to these teams, it is recommended that this list be forwarded to the appropriate area municipalities to provide them an opportunity to appoint local Councillors to some of the project teams.

DOCS #:147471 Page 1 of 18 January 18, 2005 Report: E-05-003/P-05-001

Suggested Council No. Description Area Municipality Representative

9. Stanley Park Transit Terminal Kitchener To be assigned – Suggest: 1 Regional Councillor 1 Local Councillor

10. Waterloo Area Transit Services Review Waterloo To be assigned – Suggest: 1 Regional Councillor 1 Local Councillor

11. Aeronautical Noise Management Committee To be assigned – Suggest: 1 Regional Councillor

19. Bridge-Lancaster Area Transportation Study Kitchener/Woolwich To be assigned – Suggest: 1 Regional Councillor

21. Beverly Street, Dundas Street to Rail Cambridge To be assigned – Overpass and Samuelson Street, Franklin Suggest: Boulevard to Elgin Street 1 Regional Councillor - Design in 2005 and 2006 1 Local Councillor - Construction in 2007

22. King Street, Eagle Street to Fountain Street Cambridge To be assigned – and Fountain Street, King Street to Shantz Suggest: Hill Road 1 Regional Councillor - Design in 2005, 2006 1 Local Councillor - Construction in 2007

23. South Boundary Road, Water Street to Cambridge To be assigned – Franklin Boulevard Suggest: - Design in 2006, 2007 1 Regional Councillor - Construction in 2008 1 Local Councillor

24. Eagle Street, Industrial Street to Concession Cambridge To be assigned – Street Suggest: - Design in 2005, 2006 1 Regional Councillor - Construction in 2007 1 Local Councillor

DOCS #:147471 Page 2 of 18 January 18, 2005 Report: E-05-003/P-05-001

Suggested Council No. Description Area Municipality Representative

25. Main Street Bridge Rehabilitation and Cambridge To be assigned – Queen’s Square Resurfacing, Grand River Suggest: to George Street 1 Local Councillor - Design in 2005 - Construction in 2005

41. Victoria Street, Edna Street to Bruce Street Kitchener To be assigned – - Design in 2006, 2007 Suggest: - Construction in 2007 1 Local Councillor

42. Ottawa Street, King Street to Mill Street Kitchener To be assigned – - Design in 2005, 2006 Suggest: - Construction in 2007 1 Regional Councillor 1 Local Councillor

49. Erb Street Reconstruction, Westmount Waterloo To be assigned – Road to Fischer-Hallman Road Suggest: - Design in 2005 1 Local Councillor - Construction in 2006

54. King Street Improvements at Highway 85 Woolwich To be assigned – - Design in 2005, 2006 Suggest: - Construction in 2006 1 Regional Councillor 1 Local Councillor

57. King Street Reconstruction, Highway 85 to Woolwich To be assigned – Lobsinger Line Suggest: 1 Local Councillor

62. Tri-City Water Distribution Master Plan To be assigned - Suggest: 2 Regional Councillors

63. Integrated Urban System Groundwater To be assigned - Study Suggest: 1 Regional Councillor

DOCS #:147471 Page 3 of 18

January 18, 2005 Report: E-05-003/P-05-001

Suggested Council No. Description Area Municipality Representative

66. Middleton Class Environmental Assessment Cambridge To be assigned - Suggest: 1 Regional Councillor 1 Local Councillor

67. Greenbrook Class Environmental Kitchener To be assigned - Assessment Suggest: 1 Regional Councillor

83. Biosolids Cake Storage Class Environmental To be assigned - Assessment Suggest: 1 Regional Councillor

CORPORATE STRATEGIC PLAN:

The involvement of Regional Councillors on Transportation and Environmental Services and Planning, Housing and Community Services Project Teams is consistent with the Strategic Focus Area which ensures operational effectiveness and efficiency.

FINANCIAL IMPLICATIONS:

The costs for the various projects outlined in Appendix A to Report E-05-003/P-05-001 are included in each Division budget.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: NIL

ATTACHMENTS

Appendix A – Planning and Works – Project Teams - 2005

PREPARED BY: Thomas Schmidt, Commissioner of Transportation and Environmental Services Larry E. Kotseff, Commissioner of Planning, Housing and Community Services

DOCS #:147471 Page 4 of 18

January 18, 2005 APPENDIX A Report: E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

Political/Stakeholder No. Description Area Municipality Representative G E N E R A L Advisory Committees

1. Regional Growth Management Strategy Jean Haalboom

2. Regional Growth Management Paul Britton Strategy/Central Transit Corridor Initiative Jeff Casello Public Advisory Committee Diane Ensing Linda Horn John Jackson Kerry Long Andrew MacDonald Jamie Garcia Manriguez Sue Morgan Henrik Noesgaard Mark Reusser Linda Terry

Steering Committees

3. Fire Training Facility Steering Committee Wilmot Tom Galloway (WRESTRC) Bill Strauss

Studies

4. Region of Waterloo History Museum Tom Galloway Feasibility Study Jean Haalboom Jane Mitchell

T R A N S I T Advisory Committees

5. Specialized Transit Services Advisory Len Carter Committee Brandy Duchesne Douglas Farwell Sharron Garrah Russell O’Brien

Studies

6. Transit Fare Review Jean Haalboom

DOCS #: 147471

January 18, 2005 A-2 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

7. Urban Transportation Showcase Proposal Cambridge/Kitchener/ Jim Wideman Waterloo

8. Kitchener Area Transit Services Review Kitchener Tom Galloway

9. Stanley Park Transit Terminal Kitchener To be assigned – Suggest: 1 Regional Councillor 1 Local Councillor

10. Waterloo Area Transit Services Review Waterloo To be assigned – Suggest: 1 Regional Councillor 1 Local Councillor

T R A N S P O R T A T I O N Advisory Committees

11. Aeronautical Noise Management Barry Aylward Committee Jonathon Mark Coffey Rick Cowsill Dave Dayment Steve Gabdois Joan Gross Murray Martin Mark Paleczny Wilf Park Glenn Priestly Tom Smith Mark Stoddard Berry Vrbanovic

To be assigned – Suggest: 1 Regional Councillor

DOCS #: 147471 January 18, 2005 A-3 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

12. Cycling Advisory Committee Bart Forwell Dennis Hilker Alan Medcalf Jane Mitchell Don Pavey Terri Plummer John Telfer Dan Unrau

13. Road Salt Advisory Committee Jean Haalboom Wayne Roth

Studies

14. Modern Roundabout Public Awareness Jim Wideman and Education Program

15. Regional Transportation Master Plan Kim Denouden Jean Haalboom Jim Wideman

16. CTC Transit Environmental Assessment Cambridge/Kitchener/ Tom Galloway Waterloo

17. Fairway Road Extension – Zeller Drive to Cambridge/Kitchener Ted Fairless Reg. Rd. 17 Jean Haalboom - Commence Class Environmental Berry Vrbanovic Assessment

18. South Kitchener Transportation Corridor Kitchener John Gazzola Study Jean Haalboom Berry Vrbanovic

19. Bridge-Lancaster Area Transportation Kitchener/Woolwich To be assigned- Study Suggest: 1 Regional Councillor

DOCS #: 147471 January 18, 2005 A-4 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

20. Ayr Truck Traffic Routing Study North Dumfries Kim Denouden Alex Fortier Sue Foxton Bill Fulton Jeff Hall Herb Hutchinson Don Kurt Bob MacDonald Winnifred Marshall Gord Moore Bill Vance

Design and Construction

21. Beverly Street, Dundas Street to Rail Cambridge To be assigned – Overpass and Samuelson Street, Franklin Suggest: Boulevard to Elgin Street 1 Regional Councillor - Design in 2005 and 2006 1 Local Councillor - Construction in 2007

22. King Street, Eagle Street to Fountain Street Cambridge To be assigned – and Fountain Street, King Street to Shantz Suggest: Hill Road 1 Regional Councillor - Design in 2005, 2006 1 Local Councillor - Construction in 2007

23. South Boundary Road, Water Street to Cambridge To be assigned - Franklin Boulevard Suggest: - Design in 2006, 2007 1 Regional Councillor - Construction in 2008 1 Local Councillor

24. Eagle Street, Industrial Street to Cambridge To be assigned – Concession Street Suggest: - Design in 2005, 2006 1 Regional Councillor - Construction in 2007 1 Local Councillor

DOCS #: 147471 January 18, 2005 A-5 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

25. Main Street Bridge Rehabilitation and Cambridge To be assigned – Queen’s Square Resurfacing, Grand River Suggest: to George Street 1 Local Councillor - Design in 2005 - Construction in 2005

26. Townline Road Reconstruction – Avenue Cambridge Claudette Millar Road to Pinebush Road Karl Kiefer - Design in 2005 - Construction in 2006

27. Franklin Boulevard Widening – Pinebush Cambridge Doug Craig Road to Dundas Street Ben Tucci - Design in 2005-2007 - Construction in 2007-2009

28. Hespeler Road Widening – Munch Avenue Cambridge Linda Whetham to Dunbar Road and Can-Amera Parkway, Conestoga Boulevard to Hespeler Road - Design and Construction in 2005

29. Hespeler Road Grade Separation at CP Cambridge Jane Brewer Rail, North of Dundas Street Ted Fairless - Class Environmental Assessment and Ben Tucci Design in 2005 - Construction in 2009-2010 (tentative)

30. Fountain Street/Blair Road Intersection Cambridge Karl Kiefer Improvements - Design and Construction in 2005

31. Maple Grove Road Widening Cambridge/Kitchener Jim Wideman – Highway 8 to Cherry Blossom Road Rick Cowsill - Design in 2005 John Gazzola - Construction in 2005, 2006

DOCS #: 147471 January 18, 2005 A-6 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

32. Multi-Use Trail Bridge Over Highway 401 Cambridge/Kitchener Jean Haalboom – East of Homer Watson Interchange, Michael Galloway Kitchener/Cambridge Karl Kiefer - Construction in 2005

33. Weber Street Improvements – Kinzie Kitchener Jim Wideman Avenue to Fergus Avenue, Class Environmental Assessment Study and Design in 2005

34. Victoria Street Widening – Waterloo Street Kitchener Jim Wideman to Ahrens Street John Smola - Design in 2005 - Construction in 2005

35. Bridgeport Bridge Rehabilitation and Bridge Kitchener Jean Haalboom Street Improvements, Bloomingdale Road Jim Wideman to Lancaster Street John Smola - Design in 2005, 2006 - Construction in 2006, 2007

36. Highland Road Widening – Westmount Kitchener Tom Galloway Road to Fischer-Hallman Road Geoff Lorentz - Design and Construction in 2005 Christina Weylie

37. King Street Reconstruction Kitchener Jim Wideman – Victoria Street to Union Boulevard John Smola - Design in 2005-2006 Christina Weylie - Construction in 2007-2008

38. Courtland Avenue Reconstruction – Kitchener Geoff Lorentz Highway 7/8 to Queen Street Christina Weylie - Design in 2005 - Construction in 2006

DOCS #: 147471 January 18, 2005 A-7 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

39. Westmount Road Reconstruction Kitchener Carl Zehr – Highland Road to Victoria Street Christina Weylie - Design in 2005 - Construction in 2006

40. Manitou Road Widening – Bleams Road to Kitchener Jean Haalboom Weber Street John Gazzola - Design in 2005-2007 - Construction in 2008

41. Victoria Street, Edna Street to Bruce Street Kitchener To be assigned – - Design in 2006, 2007 Suggest: - Construction in 2007 1 Local Councillor

42. Ottawa Street, King Street to Mill Street Kitchener To be assigned – - Design in 2005, 2006 Suggest: - Construction in 2007 1 Regional Councillor 1 Local Councillor

43. Ira Needles Boulevard Kitchener/Waterloo Jim Wideman – Highway 7/8 to Erbsville Road Jan D’Ailly - Design in 2005 Geoff Lorentz - Construction in 2005, 2006 Christina Weylie

44. Trussler Road Functional Study Kitchener/Wilmot Tom Galloway – Highway 7/8 to New Dundee Road Elliott Fung - Design in 2005-2006 Mike Galloway - Construction in 2007

45. Northumberland Street Reconstruction, North Dumfries Kim Denouden Ayr Dave Dance - Design in 2005 - Construction in 2006

DOCS #: 147471 January 18, 2005 A-8 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

46. Fischer-Hallman Road Widening Waterloo Jane Mitchell – Erb Street to Columbia Street Jan D’Ailly - Design and Construction in 2005

47. Bridge Street Widening – University Waterloo Jane Mitchell Avenue to Lexington Road Gary Kieswetter - Design and Construction in 2005

48. Weber Street Widening – Northfield Drive Waterloo Bill Strauss to Benjamin Road Jim Bolger - Design in 2005-2006 - Construction in 2007

49. Erb Street Reconstruction, Westmount Waterloo To be assigned – Road to Fischer-Hallman Road Suggest: - Design in 2005 1 Local Councillor - Construction in 2006

50. Lobsinger Line (Regional Road 15) Wellesley Ross Kelterborn Improvements, Heidelberg Dusan Cizman - Design in 2005 - Construction in 2006

51. Road 12 Reconstruction – New Dundee Wilmot Elliot Fung and Petersburg - Design in 2005-2006 - Construction in 2007

52. New Hamburg Truss Bridge Wilmot Jean Haalboom Improvements Les Armstrong - Design and Construction in 2005

53. Bleams Road Reconstruction – Trussler Wilmot Tom Galloway Road to Mannheim Road Elliot Fung - Design and Construction in 2005

DOCS #: 147471 January 18, 2005 A-9 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

54. King Street Improvements at Highway 85 Woolwich To be assigned – - Design in 2005, 2006 Suggest: - Construction in 2006 1 Regional Councillor 1 Local Councillor

55. Road 85 Bridge Rehabilitation at Conestogo Woolwich Bill Strauss River and Road 85/17 Intersection Mark Bauman Improvements - Design in 2005 - Construction in 2005 and 2006

56. Canagagigue Creek Bridge Rehabilitation, Woolwich Ruby Weber Elmira - Design and Construction in 2005

57. King Street Reconstruction, Highway 85 to Woolwic h To be assigned – Lobsinger Line Suggest: 1 Local Councillor

W A T E R S E R V I C E S Advisory Committees

58. Business Water Quality Program Jim Wideman

59. Water Efficiency Advisory Committee Kim Denouden Mark Dorfman Brad Erhardt Scott Freiburger Tom Galloway Craig Hynd Wayne Roth Ken Seiling Arthur Szabo Katherine Waybrant Bob Whitcher Jim Wideman

DOCS #: 147471 January 18, 2005 A-10 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

60. Water Resources Protection Liaison Kim Denouden Committee Jean Haalboom

Water Supply – Studies and Pre-Design

61. Water Efficiency Master Plan Jim Wideman

62. Tri-City Water Distribution Master Plan To be assigned – Suggest: 2 Regional Councillors

63. Integrated Urban System Groundwater To be assigned – Study Suggest: 1 Regional Councillor

64. TIS Implementation – Phase 2 None required at this time

65. MOE Engineers Reports for Urban/Rural None required at this time Water Systems

66. Middleton Class Environmental Cambridge To be assigned – Assessment Suggest: 1 Regional Councillor 1 Local Councillor

67. Greenbrook Class Environmental Kitchener To be assigned – Assessment Suggest: 1 Regional Councillor

68. Mannheim Water Treatment Plant Kitchener None required at this time Operating Strategy Review

69. Mannheim Water Treatment Plant Filter Kitchener None required at this time Upgrade

DOCS #: 147471 January 18, 2005 A-11 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

70. Wilmot Centre Monitoring Program and Wilmot Wayne Roth Public Liaison Committee

Water Supply – Design and Construction

71. Beaverdale Road Watermain from Maple Cambridge None required at this time Grove Road to Groh Avenue - Design completed - Construction in 2005

72. Well Replacements (WY6, K11, P17/P11) Cambridge/Kitchener/ None required at this time - Design in 2005 Wellesley - Construction in 2005

73. Mannheim Water Treatment Plant RPU Kitchener None required at this time Replacement and Programming

74. Mannheim Aquifer Storage Recovery Kitchener None required at this time Wells - Design completed - Construction ongoing in 2005

75. Mannheim Central Maintenance Facility Kitchener None required at this time - Design in 2005, 2006 - Construction in 2006, 2007

76. Mannheim Water Treatment Plant Kitchener None required at this time Electrical Upgrades - Design in 2004, 2005 - Construction in 2005, 2006

77. K18 Standby Well and Watermain to Kitchener None required at this time Glasgow Street - Design completed - Construction ongoing in 2005

DOCS #: 147471 January 18, 2005 A-12 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

78. Victoria Street Watermain – Grand River Kitchener None required at this time Crossing to Breslau - Design completed - Construction continuing in 2005

79. K90s Flow Meters and Disinfection Kitchener None required at this time - Pre-Design and Detailed Design in 2004 - Construction in 2005

80. Zone 6 – New Pumping Station Kitchener/Waterloo None required at this time - Design in 2004, 2005 - Construction in 2005, 2006

81. Ayr Water Supply Expansion North Dumfries Kim Denouden - Class Environmental Assessment/ Pre-design completed - Detailed Design in 2004, 2005 - Construction in 2005, 2006

82. Baden Tank Upgrade Wilmot None required at this time - Design in 2005 - Construction in 2006

Wastewater – Studies and Pre-Design

83. Biosolids Cake Storage Class To be assigned – Environmental Assessment Suggest: 1 Regional Councillor

84. Hauled Waste Facility Class Environmental None required at this time Assessment

DOCS #: 147471 January 18, 2005 A-13 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

85. Rural Water Quality Program Jean Haalboom

86. Regional Wastewater Treatment Plants None required at this time Instrumentation Master Plan - Study in 2004 - Implementation in 2005

87. Wastewater Master Plan Jean Haalboom Wayne Roth Jim Wideman

88. Waterloo Wastewater Treatment Plant Waterloo Herb Epp Upgrade – Pre-Design in 2004, 2005 - Detailed design in 2005, 2006

Wastewater – Design and Construction

90. Galt Wastewater Treatment Plant Cambridge None required at this time Digestion Facility Upgrades - Design in 2004, 2005 - Construction in 2006, 2007

91. Galt and Hespeler Wastewater Treatment Cambridge None required at this time Plants Standby Power Upgrades - Environmental As sessment completed - Design in 2004, 2005 - Construction in 2005, 2006

DOCS #: 147471 January 18, 2005 A-14 Report E-05-003/P-05-001

PLANNING AND WORKS – PROJECT TEAMS – 2005

No. Description Area Municipality Political/ Stakeholder Representative

92. Ayr Wastewater Treatment Plant North Dumfries Kim Denouden Expansion - Environmental Assessment completed - Design in 2004, 2005 - Construction in 2005, 2006

W A S T E M A N A G E M E N T Advisory Committee

93. Waterloo Landfill Liaison Committee Waterloo None required at this time

Meeting Minutes are circulated to Waterloo Ward Councillor and Regional Councillors on request

Design and Construction

94. Cambridge Landfill Leachate Control Cambridge None required at this time - Design completed - Construction in 2005

95. Waterloo Landfill Horizontal Leachate Waterloo None required at this time Collectors - Design completed - Construction in 2005

DOCS #: 147471 Report: E-05-015/CR-RS-05-005 REGION OF WATERLOO

TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services CORPORATE RESOURCES Legal Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE: A16-20/ND, A16-20/WELL, C04-30

SUBJECT: TOWNSHIP OF NORTH DUMFRIES AND TOWNSHIP OF WELLESLEY – WATER DISTRIBUTION AND WASTEWATER COLLECTION SYSTEMS TRANSFER BY-LAW

RECOMMENDATION:

THAT the Regional Municipality of Waterloo give a By-law transferring authority from the Corporation of the Township of Wellesley and the Corporation of the Township of North Dumfries regarding water distribution and wastewater collection systems to the Regional Municipality of Waterloo first and second reading and that the By- law be brought back to Council of the Regional Municipality of Waterloo for a third and final reading once consents from local area municipalities have been obtained in accordance with section 189(2) of the Municipal Act, S.O. 2001;

AND THAT the Commissioner of Transportation and Environmental Services be authorized to sign such documentation as may be necessary to give effect to the conveyance of all real and personal property associated with the transfers of water distribution and wastewater collection infrastructure within the Township of North Dumfries and the water distribution infrastructure within the Township of Wellesley.

SUMMARY:

In June of 2004, Regional Council approved, in principle, the assumption of full responsibility for and ownership of the Township of North Dumfries water distribution and wastewater collection system subject to the completion of a transition plan (see Report E-04-096 attached). Since July 5, 2004 the Region has assumed the formal role of “operator-in-charge” of the North Dumfries water distribution system.

A transition team was formed which includes membership of Councillors Denouden and Strauss and North Dumfries Councillor VanDyke. The transition team has met a number of times to address the issues outlined in Report E-04-096). A transitional work plan has been prepared and two public open houses were held in November to provide residents of North Dumfries with information concerning the proposed transition. Sixteen members of the public attended the public open houses and the comments received (both written and verbal) were supportive of the transfer to the Region.

In 2001, the Region undertook a similar role with respect to the Wellesley water distribution and wastewater collection system although the Region has not yet formally taken on the ownership of the infrastructure of the water distribution system within the Township of Wellesley. The transfer of the wastewater collection infrastructure was transferred in accordance with Regional By-law 01-082 pursuant to authority under the former Regional Municipalities Act of Ontario.

DOCS #: 149281 Page 1 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

Implementation of the transfer of the North Dumfries water distribution and wastewater collection systems and the Wellesley water distribution system to the Region of Waterloo is possible under Section 189 of the Municipal Act which permits the transfer of a lower-tier power from one or more of its lower-tier municipalities to the upper-tier municipality. The by-law, however, does not come into force unless the majority of the councils of all the lower-tier municipalities representing the majority of all electors consent to the by-law. The first step in the proposed transfer is the preliminary approval of the attached by-law by the Region. The by-law will be circulated to the area municipalities for their consent. Assuming consent is obtained, the by-law will return to the Region for final approval with an anticipated transfer date of March 31, 2005.

REPORT:

Introduction

In June of 2004, Regional Council approved, in principle, the assumption of full responsibility for and ownership of the Township of North Dumfries water distribution and wastewater collection system subject to the completion of a transition plan (see Report E-04-096 attached). Since July 5, 2004 the Region has assumed the formal role of “operator-in-charge” of the North Dumfries water distribution system.

A transition team was formed which includes membership of Councillors Denouden and Strauss and North Dumfries Councillor VanDyke. The transition team has met a number of times to address the issues outlined in Report E-04-096). A transitional work plan has been prepared and two public open houses were held in November to provide residents of North Dumfries with information concerning the proposed transition. Sixteen members of the public attended the public open houses and the comments received (both written and verbal) were supportive of the transfer to the Region.

In 2001, the Region undertook a similar role with respect to the Wellesley water distribution and wastewater collection system although the Region has not yet formally taken on the ownership of the infrastructure of the water distribution system within the Township of Wellesley. The transfer of the wastewater collection infrastructure was transferred in accordance with Regional By-law 01-082 pursuant to authority under the former Regional Municipalities Act of Ontario. The transition to an integrated water and wastewater system in Wellesley has proceeded smoothly and has proved to be beneficial to the Township residents.

Financial Information and User Rates

The transition team reviewed the Township of North Dumfries’ financial situation and the relative condition of the water distribution and wastewater collection infrastructure. Based on this review rate models for the water and wastewater retail user rates were developed. The two proposed rate models are attached (Appendices A & B) . A starting reserve fund balance of approximately $150,000 is used in each model. The total of approximately $300,000 is the Township of North Dumfries’ Accumulated Net Revenue associated with the water distribution and wastewater collection systems and would be transferred to the Region by the Township. The models include an initial retail water user rate of $1.00 per m3 plus a $2.50 per month flat fee and an initial retail wastewater user rate of $.80 per m3 plus a $2.50 per month flat fee. The Township of North Dumfries would pass these retail rates before the systems are assumed by the Region. Both the water and wastewater retail user rates anticipate annual 4.9% rate increases for the next 10 years.

All costs of operating the water distribution and wastewater collection systems in North Dumfries will be recovered from user rates. The Region’s wholesale water and wastewater rates will not be utilized to subsidize the operation of the transferred infrastructure.

Operation of the Water Distribution and Wastewater Collection Systems

DOCS #: 149281 Page 2 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

Initially operation of the water distribution and wastewater collection systems will continue essentially in the same way as is currently occurring. The Region through a combination of existing Region staff and contractors is operating the three small rural water distribution systems (Roseville, Branchton Meadows, Lloyd Brown) and the Ayr water distribution and wastewater systems are being operated by the Ontario Clean Water Agency (OCWA). Once transfer of the systems has occurred Region staff will review operation of the Wellesley and North Dumfries systems to determine if efficiencies can be obtained by hiring additional staff to operate both systems and reduce the use of OCWA and private contractors. A report to Planning and Works Committee with appropriate recommendations will be prepared once a preferred approach has been selected.

Method of Transfer

Section 189 of the Municipal Act (“the Act”) permits an upper-tier municipality to pass a by-law for the transfer of a lower-tier power from one or more of its lower tier municipalities. Such a by-law, however, does not come into force unless a majority of the councils of all the lower-tier municipalities within the Region pass a resolution consenting to the by-law. Also, the total number of electors in the consenting lower-tier municipalities must form a majority of all the electors in the Region. This provision in the Act is commonly referred to as the “triple majority” provision and will form the legal basis of the proposed transfer of water distribution and wastewater collection systems from the Township of North Dumfries and the water distribution system from the Township of Wellesley to the Region of Waterloo.

Next Steps

The first step in implementing the triple majority process is the preliminary approval of a Regional by-law providing for the transfer of authority over water distribution and wastewater collection from each of the Townships of North Dumfries and Wellesley to the Regional Municipality of Waterloo. To that end, a sample By- law has been attached to this Report. This By-law, once approved, would serve to complete this transfer and also:

· transfer ownership in all real property, easements and personal property associated with the water distribution and wastewater collection systems to the Region of Waterloo;

· provide the Region with an assignment of all existing contracts pertaining to the operation of the water distribution and wastewater collection systems in each Township. In particular, this includes existing agreements with the Ontario Clean Water Agency (“OCWA”) for the operation of the systems and an agreement with Cambridge and North Dumfries Hydro Inc. to undertake meter reading and billing in North Dumfries; and

· provide for the transfer of North Dumfries’ Accumulated Net Revenue associated with the water distribution and wastewater collection systems and, the water distribution Reserve Fund from Wellesley to the Region

The second step in implementing the triple majority is to seek the consent to the by-law from each of the lower- tier area municipalities. In the event that, a majority of councils within the Region consent and the majority of electors within the Region are situate within the approving municipalities then the attached By-law can come into force. In addition to providing consent, the Councils of each of the Townships of Wellesley and North Dumfries will be required to declare any real property, including easements, surplus under their respective property disposition by-law so that transfer of ownership of such property and rights may be made to the Region of Waterloo. For certainty, as a final step, the By-law will be brought back before Regional Council once it has been

DOCS #: 149281 Page 3 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

considered by each of the lower-tier municipalities for a third and final reading prior to the By-law coming into force. It is anticipated that this matter can be brought back to Council in March of 2005 with the formal transfer of ownership for wastewater collection and water distribution within the Townships of North Dumfries and Wellesley to take effect on March 31, 2005 provided the requirements of the “triple majority” are satisfied.

CORPORATE STRATEGIC PLAN:

One of the Region’s Strategic Focus areas includes ensuring adequate infrastructure capacity to meet current needs and planned growth. The transfer of water distribution and wastewater collection infrastructure as detailed in this Report will enable the delivery of water and wastewater services to the Townships of Wellesley and North Dumfries in a more efficient manner.

FINANCIAL IMPLICATIONS:

Completion of the transfer of the Wellesley Water System will have no impact on the retail water user rates as approved by Regional Council on December 15, 2004.

The Township of North Dumfries will set the 2005 water and wastewater retail user rates at $1.00 per m3 plus $2.50 monthly flat fee and $0.80 per m3 plus $2.50 monthly flat fee respectively and will transfer an Accumulated Net Revenue of approximately $300,000 to the Region.

Retail rates for both the Wellesley and North Dumfries systems will be reviewed on an annual basis during the Region’s normal budget setting process. The cost of operating and maintaining the Wellesley and North Dumfries water distribution and wastewater collection systems will be fully funded from the respective Township’s portion of the retail rates. The Region’s wholesale water and wastewater user rates will not be used to subsidize the operation of the Wellesley and North Dumfries systems.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Representatives from the Finance and Human Resources departments and the Regional Clerk have been involved in the preparation of this Report. Also, the Chief Administrative Officers of each of the Townships of North Dumfries and Wellesley were provided with a draft copy of the bylaw and an opportunity to provide comments.

ATTACHMENTS :

Sample Regional Transfer By-law Appendix A – North Dumfries Water Supply User Rate Model for 2005-2014 Appendix B – North Dumfries Wastewater Supply User Rate Model for 2005-2014 Report E-04-096, Township of North Dumfries – Water Distribution and Wastewater Collection Systems

PREPARED BY: Jorge Cavalcante, Manager, Engineering & Planning/Acting Director, Water Services Jeff Schelling, Solicitor (Corporate)

APPROVED BY: Thomas Schmidt, Commissioner, Transportation and Environmental Services Connie Peterson Giller, Commissioner of Corporate Resources and Regional Solicitor

DOCS #: 149281 Page 4 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

BY-LAW

OF

THE REGIONAL MUNICIPALITY OF WATERLOO

A By-law to Transfer Authority of the Corporation of the Township of Wellesley and the Corporation of the Township of North Dumfries regarding Water Distribution and Wastewater Collection Systems to The Regional Municipality of Waterloo

WHEREAS the Council of the Township of Wellesley has requested the Regional Municipality of Waterloo to assume the responsibility for, and ownership of, the Township’s water distribution system;

AND WHEREAS the Regional Municipality did assume responsibility for, and ownership of, the wastewater collection system within the Corporation of the Township of Wellesley in accordance with By-law 01-082 of the Regional Municipality of Waterloo;

AND WHEREAS the Council of the Corporation of the Township of North Dumfries, by resolution dated May 17th, 2004, requested the Regional Municipality of Waterloo to assume the responsibility for, and ownership of, the Township’s water distribution and wastewater collection systems;

AND WHEREAS the Council of the Regional Municipality of Waterloo, by resolution dated June 23rd, 2004, approved, in principle, the assumption of responsibility for and ownership of the Township of North Dumfries water distribution and wastewater collection system;

AND WHEREAS section 189(1) of the Municipal Act, S.O. 2001 provides that an upper-tier municipality may pass a by-law to provide for the transfer of all or part of a lower-tier power to the upper-tier municipality from one or more of its lower-tier municipalities which are specified in the by-law together with such transitional matters as deemed necessary to facilitate the assumption;

AND WHEREAS the Regional Municipality of Waterloo shall request each Council of each of the lower-tier municipalities within the Region of Waterloo to pass a resolution giving their consent to this by-law in accordance with section 189(2) of the Municipal Act, S.O. 2001 prior to the effective date of this by-law.

NOW THEREFORE THE COUNCIL OF THE REGIONAL MUNICIPALITY OF WATERLOO ENACTS AS FOLLOWS:

1. The water distribution system of the Corporation of the Township of Wellesley, as described in Schedule “A” attached hereto forming part of this By-law, and the responsibility for the operation thereof, is hereby transferred to the Regional Municipality of Waterloo effective upon the coming into force of this By-law.

DOCS #: 149281 Page 5 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

2. The ownership of the water distribution system of the Corporation of the Township of Wellesley, as described in section 1 of this By-law, together with all real and personal property related to, attached or associated therewith, including but not limited to easements, and all rights and obligations, subject to section 3 of this By-law, of the Township related thereto, shall vest in the Regional Municipality of Waterloo immediately upon the effective date of this By-law.

3. The Regional Municipality of Waterloo shall accept an assignment of the interest of the Township of Wellesley in any contracts and agreements relating the Township’s water distribution system however the Regional Municipality of Waterloo shall not assume, or be liable for, any liabilities or debts of the Township of Wellesley in respect of the water distribution system arising prior to the coming into force of this By-law.

4. By-law(s) of the Township of Wellesley in force as of the effective date of this By-law regarding the operation of, and fees and charges associated with, the water distribution system shall be deemed to be by-law(s) of the Regional Municipality of Waterloo in accordance with section 190(1)(c) and (d) of the Municipal Act, S.O. 2001.

5. The water distribution and wastewater collection systems of the Corporation of the Township of North Dumfries, as described in Schedule “B” attached hereto forming part of this By-law, and the responsibility for the operation thereof, is hereby transferred to the Regional Municipality of Waterloo effective upon the coming into force of this By-law.

6. The ownership of the water distribution and wastewater collection systems of the Corporation of the Township of North Dumfries, as described in section 5 of this By-law, together with all real and personal property related to, attached or associated therewith, including but not limited to easements and all rights and obligations, subject to section 7 of this By-law, of the Township related thereto, shall vest in the Regional Municipality of Waterloo immediately upon the effective date of this By-law.

7. The Regional Municipality of Waterloo shall accept an assignment of the interest of the Township of North Dumfries in any contracts and agreements relating the Township’s water distribution and wastewater collection system however the Regional Municipality of Waterloo shall not assume, or be liable for, any liabilities or debts of the Township of North Dumfries in respect of the water distribution and wastewater collection systems arising prior to the coming into force of this By-law.

8. By-law(s) of the Township of North Dumfries in force as of the effective date of this By-law regarding the operation of, and fees and charges associated with, the water distribution and wastewater collection systems shall be deemed to be by-law(s) of the Regional Municipality of Waterloo in accordance with section 190(1)(c) and (d) of the Municipal Act, S.O. 2001.

9. The Regional Chair and Clerk, Chief Administrative Officer, Chief Financial Officer, Commissioner of Transportation and Environmental Services and/or the Regional Solicitor, respectively, are hereby authorized to take any action and execute any documents required, in the opinion of the Regional Solicitor, to implement the provisions of this By-law.

DOCS #: 149281 Page 6 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

10. This By-law shall come into force and take effect on ______(“the Effective Date”).

By-law read a first, second time in the Council Chamber in the Regional Municipality of Waterloo this 26th day of January, 2005.

By-law read a third time and finally passed in the Council Chamber in the Regional Municipality of Waterloo this _____ day of ______. 2005.

______Regional Clerk Regional Chair

DOCS #: 149281 Page 7 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

SCHEDULE “A”

WELLESLEY WATER DISTRIBUTION SYSTEM INVENTORY

Definition of Water Distribution System

“Water Distribution System” shall mean approximately 28,000 meters of watermain (in diameters ranging from 50 millimeters to 250 millimeters), 130 hydrants and 210 valves (in diameters ranging from 50 millimeters to 250 millimeters) situate within the Corporation of the Township of Wellesley and other related equipment affixed thereto.

The Water Distribution System shall also include:

1. All orders and certificates of regulatory agencies relating to the Water Distribution System;

2. All leases, licenses, contracts and agreements relating to the Water Distribution System which are in effect as of the effective date of this By-law; and

3. A reserve fund in an amount to be determined prior to the Effective Date of this By-law.

Real Property

All real property owned by the Corporation of the Township of Wellesley (“Wellesley”) associated with the Water Distribution System, including but not limited to all registered easements or unregistered easements, rights, covenants and/or Orders-in-Council in favour of Wellesley associated with the Water Distribution System.

Without limiting the generality of the foregoing, the real property includes the following property, easements and/or rights:

{Legal Descriptions to be finalized}

DOCS #: 149281 Page 8 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

SCHEDULE “B”

NORTH DUMFRIES WATER DISTRIBUTION AND WASTEWATER COLLECTION INVENTORY

Definition of Water Distribution System

“Water Distribution System” shall mean approximately 31,200 meters of watermain (in diameters ranging from 38 millimeters to 300 millimeters), 135 hydrants and 426 valves (in diameters ranging from 38 millimeters to 300 millimeters) situate within the Corporation of the Township of North Dumfries and other related equipment affixed thereto.

The Water Distribution System shall also include:

1. All orders and certificates of regulatory agencies relating to the Water Distribution System;

2. All leases, licenses, contracts and agreements relating to the Water Distribution System which are in effect as of the effective date of this By-law; and

3. Accumulated Net Revenue relating to the both the Water Distribution System and Wastewater Collection System in an amount to be determined prior to the Effective Date of this By-law.

Definition of Wastewater Collection System

“Wastewater Collection System” shall mean approximately 350 meters of sewer forcemain, approximately 20,000 meters of sewer pipe (in diameters ranging from 200 millimeters to 750 millimeters) and all buildings, pumps, siphons, manholes, structures, culverts, fencing and other equipment and improvements affixed thereto situate within the Corporation of the Township of North Dumfries.

The Wastewater Collection System shall also include:

1. All orders and certificates of regulatory agencies relating to the Wastewater Collection System; and

4. All leases, licenses, contracts and agreements relating to the Wastewater Collection System which are in effect as of the effective date of this By-law.

DOCS #: 149281 Page 9 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

Real Property

All real property owned by the Corporation of the Township of North Dumfries (“North Dumfries”) associated with the Water Distribution System and Wastewater Collection System, including but not limited to, all registered easements or unregistered easements, rights, covenants and/or Orders-in- Council in favour of North Dumfries associated with the Water Distribution System and Wastewater Collection System.

Without limiting the generality of the foregoing, the real property includes the following property, easements and/or rights:

{Legal Descriptions to be finalized}

DOCS #: 149281 Page 10 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

APPENDIX A

DOCS #: 149281 Page 11 of 12 January 18, 2005 Report: E-05-015/CR-RS-05-005

APPENDIX B

DOCS #: 149281 Page 12 of 12 North Dumfries & Wellesley Transfer Outline

• Background • Ownership Status • Transfer of Township’s Systems PLANNING & WORKS COMMITTEE • Impact of Transfer on Customers • Next Steps North Dumfries & Wellesley Water Distribution and Wastewater Collection Systems Transfer By-Law January 18, 2005

North Dumfries & Wellesley Transfer North Dumfries & Wellesley Transfer Background Ownership Status

Township of Wellesley • Township of Wellesley – January 2001: Township request – Wastewater Collection: Regional Ownership – January 2002: Region started operation and – Water Distribution: Township Ownership maintenance of water & wastewater systems; Transfer of wastewater collection system • Township of North Dumfries (Regional By-Law 01-082) – Wastewater Collection: Township Ownership • Township of North Dumfries – Water Distribution: Township Ownership – May 2004: Township request – July 2004: Region to assist Township in the operation and maintenance of water & wastewater systems

1 North Dumfries & Wellesley Transfer North Dumfries & Wellesley Transfer Transferring of Township’s Systems Impact of Transfer on Customers

• Water Quality • 2002 Municipal Act – Maintain or improve water quality – Allows Transfers to Upper Tier Municipality – Requires a By-Law to be passed by the Upper Tier Municipality • Operation of Water & Wastewater – By-Law requires approval by Triple Systems Majority – Compliance with regulation • Regional Council • Majority of Lower Tier Municipalities • Majority of Regional Electors

North Dumfries & Wellesley Transfer North Dumfries & Wellesley Transfer Impact of Transfer on Customers Next Steps

• Financial • Complete Triple Majority – 2005 Water Rates – Region (January 18, 2005) • Wellesley: $0.87/m3 – Area Municipalities (February 2005) • North Dumfries: $1.00/m 3 – Region – Final reading (March 2005)

– 2005 Wastewater Rates • Complete Transfer • Wellesley: $0.90/m3 – March 31, 2005 • North Dumfries: $0.80/m 3 • Operations and Maintenance – No Change to Region’s Wholesale Rate Recommendations – April 2005 – Retail rates to be calculated separately

2 PLANNING & WORKS COMMITTEE North Dumfries & Wellesley Water Distribution and Wastewater Collection Systems Transfer By-Law January 18, 2005

3 Report: E-04-096 REGION OF WATERLOO

TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: June 15, 2004 FILE CODE: C06-60/PWC/WS.04

SUBJECT: TOWNSHIP OF NORTH DUMFRIES – WATER DISTRIBUTION AND WASTEWATER COLLECTION SYSTEMS

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve in principle the assumption of full responsibility for and ownership of the Township of North Dumfries water distribution (Ayr, Roseville, Branchton Meadows, and Lloyd Brown) and wastewater collection (Ayr) systems subject to the negotiation of, and subsequent approval by Regional Council of a transfer agreement and transition plan;

And that in the interim, the Regional Municipality of Waterloo assume the role of “Operator-in-Charge” of the North Dumfries, Lloyd Brown, Roseville and Branchton Meadows water distribution systems effective July 5, 2004;

And that the Regional Municipality of Waterloo approve the formation of a transition team, appoint Councillor Denouden and one other Regional Councillor to the transition team, and request that the Township of North Dumfries appoint a Township Councillor to the transition team.

SUMMARY:

The Township of North Dumfries (Township) has been having difficulty meeting all of the regulation requirements related to the operation of the Lloyd Brown, Branchton Meadows and Roseville water distribution systems. The Township has requested that the Region of Waterloo (Region) (a) assume ownership of and full responsibility for the operation and maintenance of all Township water distribution and sewage collection systems as soon as feasible and (b) that the Region assume the role of “Operator-in-Charge” immediately.

The Region is able to assume “Operator-in-Charge” responsibility and operations and maintenance of the Lloyd Brown, Branchton Meadows and Roseville water distributions by July 5, 2004, using contractors for any required fieldwork.

Assumption of all the Townships water distribution and sewage collection systems requires a more thorough review by a transition team including Region and Township Councillors to develop a transition plan for approval by Regional Council.

Document Name: E-04-096 Page 1 of 6 Document #: 103992 June 15, 2004 Report: E-04-096

REPORT:

The Township of North Dumfries has been having difficulty meeting all of the regulatory requirements related to the operation of its Roseville, Branchton Meadows and Lloyd Brown water distribution systems. Because of this, Township Council recently passed a motion requesting: (a) that the Region assume ownership of, and full responsibility for, the operation and maintenance of all Township water distribution and sewage collection systems as soon as is feasible; and (b) that the Region assume the role of “Operator in Charge” of the Lloyd Brown, Roseville and Branchton Meadows water distribution systems immediately (see Appendix A).

Immediate Assistance with Water Distribution Systems

One of the challenges facing North Dumfries in meeting their regulatory requirements is their lack of certified water distribution system operators. The Ministry of the Environment has recently ordered the Township to “take immediate e action to retain an operating authority who is capable of assuming overall operating responsibility for the Distribution Systems…” The Township has requested the Region to assume this responsibility for the Lloyd Brown, Roseville and Branchton Meadows water distribution systems as soon as possible. The Township will continue to be responsible for the operation and maintenance of the Ayr water distribution and wastewater collection systems until the Region assumes full ownership of the systems.

The Region has the expertise to meet the Township’s request and staff recommend that the Region agree to assume this responsibility. To provide adequate time to make the necessary arrangements, it is recommended that the Region assume operating responsibility effective July 5, 2004. Essentially, the Region will be acting as a “contract operator” to the Township during this interim period. As such, the Region will be assuming full operational responsibility; the Township will retain ownership and responsibility for customer liaison, meter reading, billing, etc., during this interim period. Because Regional staff resources are limited, the Region would likely engage properly certified contractors to perform and oversee the necessary work in the water distribution systems. All direct costs incurred by the Region during this period will be billed back to, and recovered from the Township.

Assumption of Ownership

In 2001, the Region dealt with a similar request from Wellesley Township, and agreed to assume ownership and operation of Wellesley’s water distribution and wastewater collection systems. This transition in Wellesley has proceeded smoothly, and has proved beneficial to the Township residents. Ownership of the Wellesley water distribution system has not yet occurred but the Region is still responsible for the operation of the system. Accordingly, staff recommend that the Region assume full responsibility for and ownership of the Township of North Dumfries water distribution (Ayr, Lloyd Brown, Roseville and Branchton Meadows) and wastewater collection (Ayr) systems, subject to Regional Council’s approval of an appropriate transfer agreement and transition plan. Based on the Wellesley experience, a number of issues will need to be considered in the development of a transfer agreement and transition plan. Some of these issues include:

· Authority for Assumption and Procedures The Region’s authority to assume the system and how the assumption would occur from a legal perspective will have to be reviewed.

· Financial A better understanding of the Township of North Dumfries’ financial position is required. North Dumfries’ position with respect to reserve funds, capital program, revenues and expenses must be thoroughly reviewed and understood. Final agreement must be reached on what assets would be transferred to the Region.

Document Name: E-04-096 Page 2 of 6 Document #: 103992 June 15, 2004 Report: E-04-096

· User Rates North Dumfries’ current retail water and wastewater rates must be reviewed to ensure that they are providing for full cost recovery. Appropriate retail rates will have to be developed. These rates will reflect all of the costs associated with the capital infrastructure requirements and operation and maintenance of the North Dumfries water distribution and wastewater collection systems.

· Human Resources and Staffing Number of staff required to complete the work and the transfer of staff will have to be considered. The Region will work with North Dumfries staff and other interested parties to develop a human resources plan.

· Infrastructure Inventory and Condition An inventory of North Dumfries’ infrastructure will be made. The condition of the infrastructure will be assessed in a detail sufficient to allow the development of a preliminary long term capital plan and to assess the maintenance requirements. This information would be used to develop long term retail user rate models. Easement and land title issues will be reviewed.

· Service Levels Existing service levels will be reviewed and documented.

· Customer Service and Billing Customer service and billing options will have to be reviewed and an appropriate service delivery approach selected.

· Service Delivery Plan A plan for ensuring delivery of the service from day one will have to be developed. Included in this plan would be a communication plan to ensure that stakeholders are kept informed and have opportunity for input.

In considering the above-noted issues, some initial principles are proposed. Additional principles may be developed as required. The initial principles are:

· All assets and liabilities related to the water distribution and wastewater collection systems would be transferred to the Region without compensation.

· All costs of operating and maintaining the water distribution and wastewater collection systems will be recovered from the retail user rates. The Region’s wholesale water and wastewater rates would not be used to subsidize the retail rates. The Region would maintain one wholesale and one retail user rate.

· Service levels will be maintained or improved.

To provide the coordination required to address all of the issues related to the assumption of the water distribution and wastewater collection systems, formation of a transition team is proposed.

Document Name: E-04-096 Page 3 of 6 Document #: 103992 June 15, 2004 Report: E-04-096

Transition Team

Negotiation of a transition agreement and plan will require input from a number of different sources and will require various types of expertise. It is proposed that a transition team be formed to address the issues noted above. It is proposed that membership on the transition team consist of the following:

Councillor Kim Denouden One Other Member of Regional Council One Other Member of North Dumfries Township Council Region of Waterloo Staff - Human Resources - Legal Services - Finance - Water Services - Planning Staff Township of North Dumfries Staff.

If the recommendations of this report are approved, the transition team will be formed immediately. The first task will be the development of a complete work plan, schedule and assignment of work to various staff. This work plan would be based on the successful transition work plan used in the assumption of the Wellesley water and wastewater systems.

Schedule

A detailed schedule will be developed by the transition team once the full scope of required work has been assessed. It is anticipated that negotiation of a transition agreement and plan can be completed in three months and a report made to Regional Council in September, 2004.

Budget

It is anticipated that the work required to develop the transition agreement and plan can be completed by Region and North Dumfries staff and that no additional budget is required. Costs associated with the implementation of the plan will be identified during the development of the plan.

CORPORATE STRATEGIC PLAN:

The Region’s goals of providing value to the user rate payer and ensuring the safety of the Region’s water supply are supported by this initiative.

FINANCIAL IMPLICATIONS:

Financial impacts will be thoroughly addressed in the transition agreement and plan. The Region’s wholesale water and wastewater user rates will not be impacted and it is anticipated that separate retail water and wastewater user rates will be developed.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Human Resources, Finance and Corporate Resources Departments have reviewed this report and will be participating in the transition team.

Document Name: E-04-096 Page 4 of 6 Document #: 103992 June 15, 2004 Report: E-04-096

ATTACHMENTS :

Appendix A – The Corporation of the Township of North Dumfries Council resolution – May 17th, 2004 Session.

PREPARED BY: Thomas Schmidt, Director, Water Services

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services

Document Name: E-04-096 Page 5 of 6 Document #: 103992 June 15, 2004 APPENDIX A Report: E-04-096

Document Name: E-04-096 Page 6 of 6 Document #: 103992 Report: P-05-004 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Community Planning

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: MONTHLY REPORT OF DEVELOPMENT ACTIVITY FOR NOVEMBER 2004

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept P-05-004, Monthly Report of Development Activity for November 2004, dated January 18, 2005.

SUMMARY:

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

1. Accepted the following plan of condominium applications; 2. Approved the following part lot control exemption by-laws; 3. Draft approved the following plans of subdivision and plan of condominium; 4. Modified the plan and conditions of the following plan of subdivision and plan of condominium; and 5. Released for Registration the following plan of subdivision and plan of condominium.

REPORT:

City of Cambridge 1. Plan of Condominium Application 30CDM-04104 Date Accepted: November 2, 2004 Applicant: Summit Glen Cambridge Holdings Inc. Location: 230 Samuelson Street Proposal: To permit the development of 23 townhouse units. Processing Fee: Paid November 2, 2004

2. Draft Approval of Plan of Subdivision 30T-88026 Applicant: Blair Developments Inc. Location: Meadowcreek Land and John Bricker Road Proposal: To permit the development of 21 single detached units. Processing Fee: Paid November 4, 2004 Commissioner’s Approval: November 25, 2004 Comes Into Effect: November 25, 2004

3. Draft Approval of Plan of Subdivision 30T-03101

142874 Page 1 of 5 January 18, 2005 Report: P-05-004

Applicant: Reidco North Ltd. Location: North Side of Hammet Street Proposal: To permit the development of 10 single detached units. Processing Fee: Paid November 5, 2004 Commissioner’s Approval: November 12, 2004 Comes Into Effect: December 3, 2004

4. Draft Approval of Plan of Condominium 30CDM-04101 Applicant: Winzen Homes Ltd. Location: 250 Ainslie Street Proposal: To permit the development of 73 townhouse units. Processing Fee: Paid October 25, 2004 Commissioner’s Approval: November 4, 2004 Comes Into Effect: November 25, 2004

5. Modification to Plan of Subdivision 30T-88052 Applicant: Mattamy (Galt) Ltd. Location: Townline Road Proposal: To re-establish the lot fabric for future development Block 93 located at the north eastern portion of the plan. Processing Fee: Paid August 19, 2004 Commissioner’s Approval: November 9, 2004

CITY OF KITCHENER

1. Application for Plan of Condominium 30CDM-04208 Date Accepted: November 9, 2004 Applicant: Max Becker Enterprises Ltd/MacNaughton Hermsen Britton Clarkson Location: 1187 Fischer Hallman Road Proposal: To permit the development of 5 commercial blocks. Processing Fee: Paid November 9, 2004

2. Application for Plan of Condominium 30CDM-04209 Date Accepted: November 17, 2004 Applicant: 518263 Ontario Ltd Location: 211 Veronica Drive Proposal: To permit the development of 52 condominium units. Processing Fee: Paid November 9, 2004

3. Registration of Draft Plan of Subdivision 30T-95018 Draft Approval Date: March 5, 1998 Phase: Stage 7 Applicant: Monarch Construction Limited Location: Doon Mills Proposal: To permit the development of 60 single detached units. Processing Fee: Paid November 9, 2004 Commissioner’s Release: November 9, 2004

CITY OF WATERLOO

1. Part Lot Control Exemption By-law 04-128 142874 January 18, 2005 Report: P-05-004

Applicant: Chris & Sons Builders Ltd. Location: Colt Street Proposal: To permit the creation of 6 townhouse units. Processing Fee: Paid November 4, 2004 Commissioner’s Approval: November 5, 2004

2. Part Lot Control Exemption By-law 04-154 Applicant: Kahlen-Carey Homes Location: Sauve Crescent Proposal: To permit the creation of 2 single detached units. Processing Fee: Paid November 17, 2004 Commissioner’s Approval: November 17, 2004

3. Modification to Draft Plan of Subdivision 30T-87004 Draft Approval Date: December 22, 1988 Applicant: BYC Holdings Limited Proposal: To remove lands from the draft approved plan to enlarge the stormwater management pond, to provide for a wider variety of lot sizes and to reconfigure the internal street pattern. Processing Fee: Paid June 21, 2004 Commissioner’s Approval: November 17, 2004

TOWNSHIP OF WILMOT

1. Part Lot Control Exemption By-law 2004-61 Applicant: Paul Tuerr Construction Limited Location: Milne Drive Proposal: To permit the creation of 18 single detached units. Processing Fee: November 17, 2004 Commissioner’s Approval: November 18, 2004

2. Draft Approval of Plan of Subdivision 30T-04603 Applicant: Activa Holdings Inc. Location: Baden Township Urban Area Proposal: To permit the development of 86 single detached units. Processing Fee: Paid November 5, 2004 Commissioner’s Approval: November 12, 2004 Comes Into Effect: December 3, 2004

3. Registration of Draft Plan of Condominium 30CDM-03601 Draft Approval Date: May 13, 2004 Phase: Stage 1 Applicant: PAB Holdings Limited Proposal: To permit the development of 5 townhouse units. Processing Fee: Paid November 18, 2004 Commissioner’s Release: November 18, 2004

TOWNSHIP OF WOOLWICH

1. Part Lot Control Exemption By-law 100-2004 Applicant: Churchill Homes Location: Golf Course Road, Conestogo Proposal: To permit the creation of 32 semi-detached units. 142874 January 18, 2005 Report: P-05-004

Processing Fee: November 26, 2004 Commissioner’s Approval: November 29, 2004

2. Part Lot Control Exemption By-law 101-2004 Applicant: Kenmore Homes Location: Muscovey Drive, Elmira Proposal: To permit the creation of 8 semi-detached units. Processing Fee: Paid November 26, 2004 Commissioner’s Approval: November 29, 2004

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

Area November Totals

Municipality Registered* Draft Pending Total Approved

*Kitchener 60 0 0 60 Waterloo 0 0 0 0 Cambridge 0 104 0 104 Woolwich 0 0 0 0 Wilmot 0 86 0 86 North Dumfries 0 0 0 0 Wellesley 0 0 0 0

Region of Waterloo 60 190 0 250

Current inventory of Unbuilt Units in Approved and Pending Plans of Condominium by Area Municipality.

Area November Totals

Municipality Registered* Draft Pending Total Approved

*Kitchener 0 0 0 0 Waterloo 0 0 0 0 Cambridge 0 73 23 96 Woolwich 0 0 0 0 Wilmot 5 0 0 0 North Dumfries 0 0 0 0 Wellesley 0 0 0 0

Region of Waterloo 5 73 23 96

*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.

142874 January 18, 2005 Report: P-05-004

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 Focus Area 1: Manage Regional Growth to Enhance Quality of Life in the Corporate Strategic Plan.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

PREPARED BY: Andrea Banks, Program Assistant

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

142874 Report: CR-RS-05-002 REGION OF WATERLOO

CORPORATE RESOURCES Legal Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: KISSING BRIDGE TRAILWAY LEASE AND CONSENT TO GRANT LICENCE TO PERMIT WATERLINE CROSSING

RECOMMENDATION:

THAT the Region of Waterloo consents to the grant of a licence to Ivan B. Martin of 4095 Lavery Road from the Province of Ontario to permit a waterline crossing of the Kissing Bridge Trailway which is currently leased to the Region and the County of Wellington, subject to the inclusion of provisions in the licence to protect the interests of the Region and the County, to the satisfaction of the Regional Solicitor and the County of Wellington.

SUMMARY:

The Region of Waterloo and the County of Wellington jointly lease the Kissing Bridge Trailway from the Province of Ontario. A landowner abutting the trailway has requested consent of the Region, the County of Wellington and the Province of Ontario to construct a waterline underneath the trailway. This report recommends that the Region provide its consent to the request.

REPORT:

The Kissing Bridge Trailway originated in September 1997 when the County of Wellington and the Region of Waterloo jointly leased a 44.5 kilometre stretch of abandoned rail right-of-way from the Province for development as a multi-use recreational Trailway between Guelph and Millbank. In 2002, the lease was renewed for a further five years, with the right to further renew for an additional five years.

In the summer of 2004, Ivan B. Martin, whose rural property is bisected by the Kissing Bridge Trailway near Wallenstein, built a second home on his property, on the other side of the trailway from the existing dwelling (see Figure 1). Rather than drilling a well for the new residence, Mr. Martin would like to run a 1.25 inch waterline from the well at the original residence to the new home. In order to do so, the waterline will need to cross the Kissing Bridge Trailway.

Under the terms of the lease agreement with the Province, there is provisional allowance for the granting of further licences and/or easements. In order to do this, the Province requires that the applicant satisfy any concerns which the Lessees may have. Since the Region and the County are the Lessees, a letter of consent is required from both parties which will allow a licence to be prepared between the Province and the applicant. Moreover, the Province will include any additional clauses which the Lessees may require within the Licence. Clauses should be included to clarify the prior rights of the Lessees and to ensure that the Railway is reinstated properly after the installation of the waterline or any repair to it.

Mr. Martin has indic ated that he is willing to accept the responsibilities associated with a licence agreement as well as the payment an annual fee of $100.00 to the Province. CORPORATE STRATEGIC PLAN:

145841, v1 Page 1 of 3 January, 18, 2005 Report: CR-RS-05-002

This recommendation does not fall under one or more of the objectives within the five strategic focus areas; however, it does support the Region’s Vision, Mission and Values in that it provides good citizen service.

FINANCIAL IMPLICATIONS:

The grant of a license will have no financial impact on the Region of Waterloo as any license fees will be paid to the owner of the trailway property, namely the Province of Ontario.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

N/A

ATTACHMENTS:

See Figure 1.

PREPARED BY: Albert Hovingh, Environmental Planner

APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources & Regional Solicitor

145841, v1 January, 18, 2005 Report: CR-RS-05-002

145841, v1 Report: P-05-006 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Community Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: PROVINCIAL PLANNING INITIATIVES UPDATE

RECOMMENDATION:

For information.

SUMMARY:

NIL

REPORT:

The Provincial government has several initiatives underway that have implications for planning in the Region of Waterloo. Updates and responses on these initiatives have been provided in Report P-04-069 regarding the proposed planning reform initiatives, Report P-04-084 regarding the Places to Grow Discussion Paper, and Report P-04-134 regarding the Greenbelt legislation (Bill 135). Provincial staff anticipate that further legislation implementing the planning reform agenda will be in place before this summer, but the exact timing and order of dealing with the related initiatives is not yet known. As further details become available, staff will provide updates.

One initiative that has been completed is a population, household and employment growth forecast for the Greater Golden Horseshoe (GGH) area. The study report will be released shortly by the Ministry for Public Infrastructure Renewal. The Greater Golden Horseshoe encompasses the Greater Toronto Area plus Hamilton (GTAH), and the ‘next ring’ of adjacent regions/municipalities, ranging from Niagara to Peterborough/Northumberland, which includes the Region of Waterloo.

The forecast process was initiated in early 2003, in order to update previous forecasts, and reflect the 2001 Census results as well as the impact of the sustained building boom in the area. Staff representatives of the municipalities in the GGH and the Ministries of Municipal Affairs and Housing, Transportation, and Public Infrastructure Renewal have participated on study teams with the consultants preparing the forecasts.

The forecast methodology and inputs used by the consultants is essentially the same as that used by Regional staff to develop the population, household and employment forecasts used in the Region’s Growth Management Strategy (RGMS). Differences arise due to the larger area covered by the GGH forecasts, migration assumptions, and the policy scenarios modeled. In general, the GGH forecasts are consistent with the RGMS, which considered how to accommodate a Regional population of about 700,000 (plus post-secondary students) within the next 30 to 40 years. The GGH forecasts suggest that this population threshold may be reached earlier in that time frame.

The GGH growth forecasts are intended to be used as inputs to future planning decisions. These would include further studies that may be initiated in response to the anticipated Places to Grow legislation.

150509 Page 1 of 2 January 18, 2005 Report: P-05-006

However, as the province has not yet provided the legislative context for how such forecasts will be used, it is premature to anticipate our response at this time.

CORPORATE STRATEGIC PLAN:

Staff participation in the Provincial planning initiatives supports Strategic Focus Area 1, Manage Regional Growth to Enhance Quality of Life.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Staff undertaking planning studies in Transportation and Environmental Services, Public Health, and Social Services has been made aware of the GGH forecast study and potential implications.

ATTACHMENTS :

NIL

PREPARED BY: Lucille Bish, Director Community Services

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

150509 Page 2 of 2 PLANNING, HOUSING AND COMMUNITY SERVICES Community Services

Date: January 18, 2005

MEMORANDUM

To: Members of Planning and Works Committee

From: Lucille Bish

Subject: Provincial Population Forecasts for Greater Golden Horseshoe

______

As a follow-up to report P-05-006, please note that the Provincial government released the report titled “Growth Outlook for the Greater Golden Horseshoe” on Monday January 17, 2005. The report was prepared by Hemson Consulting, under the direction of a team comprised of staff representatives of the municipalities in the Greater Golden Horseshoe (GGH), and the Ministries of Municipal Affairs and Housing, Transportation, and Public Infrastructure Renewal.

The Hemson report has a reference forecast, with higher and lower variations. Stemming from the reference forecast are three scenarios: current trends, compact and more compact. These scenarios are more directly related to different growth assumptions within the Greater Toronto Area than they are to the ‘outer ring’ municipalities including the Region of Waterloo.

The Hemson report uses a ‘Total population’ definition of population which is about 4% higher than the ‘census-based’ definition that has usually been provided in the Region’s forecasts. Therefore, Regional forecasts need to be increased by about 4% before comparing them with the GGH forecasts.

The attached table from the Hemson report shows the population, household and employment forecasts for the outer ring municipalities for 2031. The Hemson population forecast for Waterloo Region ranges from 720,000 to 755,000. The Regional forecast has more typically anticipated a population of 700,000 (or 728,000 using the Hemson definition) by 2041. The focus of the Regional Growth Management Strategy, it should be noted, is how to accommodate that population level, whether it occurs in 40 years or sooner.

Provincial staff are still discussing how these forecasts are to be applied. The Forward to the report, which was prepared by the municipal and provincial representatives on the Forecast Committee, states that ‘the municipalities will each have to evaluate the implications of these forecasts and assess how and if the growth can be accommodated’. It is also important to note that the allocations to the outer ring municipalities did not consider infrastructure availability or existing growth strategies. The province has also just released a discussion paper on the requirement for 40% intensification within existing developed areas.

In summary, this is a background working document which provides useful information but not direction to municipalities. This will be done through the Places to Grow Plan for the GGH, anticipated to be released later this winter.

Report: P-05-008 REGION OF WATERLOO

PLANNING HOUSING AND COMMUNITY SERVICES Transportation Planning

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: January 18, 1005 FILE CODE: D-28-50

SUBJECT: WATERLOO AREA TRANSIT SERVICES REVIEW PHASE I WORKSHOPS

RECOMMENDATION:

For information.

SUMMARY:

In February 2005 a series of workshops will be held in the City of Waterloo as the first phase of the Waterloo Area Transit Services Review. These workshops will be used to gather information to help staff develop transit service improvement options for the Waterloo Service Area.

REPORT:

In February 2005 a series of workshops will be held in the City of Waterloo as the first phase of the Waterloo Area Transit Services Review.

Area Date Location Room Time Central February 8, 2005 Wilfrid Laurier University, Multimedia Room 6:30-8:30pm Waterloo Science Building West Waterloo February 9, 2005 KW Bilingual School, Gym 6:30-8:30pm 600 Erb St W. East Waterloo February 10, 2005 St. Luke’s School, Library 7-9pm 550 Chesapeake Dr

The workshops will be used to help staff develop options and priorities for service improvements in the Waterloo Service Area. Short-term improvements will be incorporated into the 2005 Transit Service Improvement Plan, while others may be used for to help develop priorities for future years. Recent experience in Cambridge and Kitchener leads staff to anticipate that transit service improvements in Waterloo will be phased in over several years.

Workshops will include a brief presentation by staff, and then the participants will break up into small groups. The groups will be given the task of formulating Transit solutions for their area. Meetings will close with a discussion of the pros and cons of the proposals. Staff will develop options based on public input and these options will be presented for comment at a public meeting in Spring 2005. An information report will be submitted to Planning and Works Committee before the spring 2005 open house(s) detailing service options that will be taken to the public.

149372 Page 1 of 2 January 18, 2005 Report: P-05-008

CORPORATE STRATEGIC PLAN:

The 2005 Transit Service Improvement Plan consultation program supports Corporate Strategic Focus Area 4: Ensure High Quality Regional Transportation System and Corporate Objective to “Encourage Modal Shift to Non- Automobile Forms of Transportation”.

FINANCIAL IMPLICATIONS:

The cost to advertise and hold workshops and public open houses are included within existing budgets.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The 2005 transit consultation program was developed in collaboration with Transit Services, Transportation and Environmental Services.

ATTACHMENTS :

The information brochures discussing the framework for improvements are included separately.

PREPARED BY: Gethyn Beniston, Transit Planner

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

Page 2 of 2 SERVICE STANDARDS Next steps Service • 95% of residences, places of work and 1. Your comments and feedback from GRT bus drivers and Coverage public activities should be no more customer service staff will be considered, in conjunction with than 450 metres walk from a bus stop regional service standards when finalizing preferred service WATERLOO AREA from Monday to Saturday, and 900 options. metres on Sundays. 2. A Public Information Centre will be held in Spring 2005 to • GRT will use 300 metres as a desired Transit Services Review receive the public comments on routing options. walk distance standard when designing routes. 3. Comments from the information centre will be considered by the Steering Committee and will form an integral part of the Transit • A network of “base” and “local” routes overall evaluation and selection of preferred service options. Phase I Workshop Network scheduled to meet at designated transit nodes such as shopping malls, 4. A report with final recommendations will be presented to the February 2005 core areas or schools. This allows easy Regional Planning and Works Committee and following that will transferring between routes providing be sent to Regional Council for approval. access to many destinations. We need your feedback Let's continue our success 5. Anyone who indicates an interest on the sign-in sheet will be Service improvements for September 2005 will continue to build BASE ROUTE STANDARDS mailed a copy of future meetings and project information Thank you for attending today's workshop for GRT on recent ridership growth in the Region of Waterloo. Transit Base routes run on main roads,with paths as regarding the time and date of the Committee and Council ridership has increased by an outstanding 24% since 2000. The straight as possible, focusing on the transfer points. meetings. services in the Waterloo area. We are undertaking an Desired Service • Weekdays: every 15 minutes in key to our ridership success is the continued implementation of overall review in order to develop a service Levelspeaks & every 30 minutes in off - 6. Implementation of Phase 1 improvements is planned for service improvements. Tuesday, September 6th, 2005 (the day following the Labour Day (where warranted) peak improvement plan that will be implemented over the weekend). GRT RIDERSHIP FROM 1999-2004 • Saturdays & Sundays: every 30 next few years. Based on the Regional Transportation minutes 11,500,000 Master Plan long term goals to double ridership by 11,000,000 Passenger • Maximum vehicle loads of 150% of Some reasons to consider riding Loads seating capacity during peak hours the bus... EVEN ONCE PER WEEK! 2016, our objective is to increase ridership on Grand 10,500,000 and 100% of seating capacity 10,000,000 River Transit to 12 million by 2005. To achieve this during off-peak hours. Environmental benefits 9,500,000 Ridership • One bus equals 40 to 50 cars Minimum • 35 boarding passengers per hour objective, we are working to create a transit system 9,000,000 • Car - 254 tonnes of CO2 equivalent per million Performance • 50% Revenue/Cost ratio with routes, days and hours of service that serve 8,500,000 Targets passenger-kilometres 1999 2000 2001 2002 2003 2004 • Bus - 70 tonnes of CO2 equivalent per million you better. Year LOCAL ROUTE STANDARDS passenger-kilometres Local routes operate on arterial and collector roads, focused on a main activity centre. • Example: air pollution increased by 20% during the 2000 Hamilton transit strike Background Desired Service • Transportation is single largest source of emissions One of the mandates of the Region of Waterloo is to improve Levels Frequency (in minutes) • Emissions forecasted to rise 53% between 1990 and 2020 transit services in the City of Waterloo. A region-wide transit (where Weekday Saturday Sunday/Holiday system supports the Region's strategic goal of sustainable growth warranted) and the vision of the Regional Transportation Master Plan. Daytime 30 30 60 Other transit benefits Early Evening 30 30 60 • Reduces hidden costs of urban travel - road building and Late Evening 60 60 60 maintenance, parking, policing, accidents “Vision” for today... (after 10pm) • Save annual cost of operating car - $7,000 to $8,000 (CAA) Continuing to provide an efficient road transportation system for • Supports: residents and commercial/industrial operations while at the same Passenger • Maximum vehicle loads of 150% of - healthy pedestrian environment time increasing the opportunities for residents to use transit, Loads seating capacity during peak hours - vibrant neighbourhoods, downtown and commercial centres pedestrian and bicycle facilities. and 100% of seating capacity - improved quality of life in urban residential areas during off-peak hours. “Vision” for the future... GRT Five Year Business Plan Minimum • 25 boarding passengers per hour Achieve a shift towards greater use of transit, pedestrian and Grand River Transit's Five Year Business Plan is guiding the Performance • 30% Revenue/Cost ratio Contact us for further information! bicycling facilities and away from the existing high auto reliance. development of future service improvements. Targets For technical questions about this service review: This shift will be accomplished by providing a combination of The main goal is toimprove service levels and ridership and New Service The new service is located beyond a Gethyn Beniston increased land use densities, mixed land uses, a higher order Area Location 450 metre walk distance from there are two specific objectives to attain this goal: Phone: (519) 575-4551 transit system linking the Region's urban centres and an existing routes. e-mail: [email protected] improved integration of the various modes of transportation. Service - increase by 6% annually from 358,000 (2000) to New Service For new residential area, a minimum Fax: 575-4449 471,000 hours in 2005. Area Density catchment area of 400 dwelling units The auto share of the regional travel market is to be reduced from of 1000 residents is required. For general transit questions: the current level of 84% to 77% by the year 2016; this requires a Ridership - increase from 9.7 million in 2000 to 12.0 million GRT Info Line: 585-7555 www.grt.ca doubling of current transit, pedestrian and cycling trips. riders by 2005.

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d Pl. S i D Wingrove N. RD. HALLMAN - FISCHER Planned UW Transit Terminal St. Leighland e WiltshirePl. Hamstead Allenby n Blvd. Park S n Cr. R E . Craig N e b LT IO ridor Road DU R r E r k Strathmere OldPost St. Hawthorn A STUDENT a . e u Wyecroft l a Albert St. a Ct. V berry I l Bonn Ave. Amberwood Dr. Horn S Larch St. Dr. v Waterloo E s Cr. Straw- . r N r r Faraday Dr. LT I ST. O emore N U r. AD STUDENT R r AlthemC g The Lion's Gate WESTMOUNT Dale Carlaw Braemore University e A Buckingham Amber- leith Old Post Pl. S H a U t. Tatlock Ct. E Phillip St. Carene t Ct. Regency T N Reginai St. N. Ferndale UL IO Fir St. c AD STUDENT R Balsam ko Pl. D S S n m Winder Hazel St. Cir. I e wood Crossing University M Downs Cr . t Ct. Roxton Hemlock St. Sandowne

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rn Keats Maple MacGregor Ct. Condor Pl. Dr. o Luce Ct. Cr. Shakespeare Pl. 7D UNIVERSITY AVE. W. Sable Ct. Hawks r Dr. Claywood Dr. Dr. Tennyson St. i AVE. UNIVERSITY AVE. E. Woodlot t Tatlock W. Northcrest wood z Way Longfellow S Rosette Riverlink Way E SE LT NIO Yorkshire T N DU Dr. Sandbrooke L I A STUDENT R Craigleith Dr. Browning ADU STUDENT OR Langford ERBSVILLE RD. S 12 Knightsbridge Pl. E Lincoln Brandenburg N Ct. Mohawk ULT IO AD STUDENT R Waterloo Carriage Woolwich St. B Ct. Pl. Heights ard Aub Cr. Ct. N. ST. WEBER lv Castlegate RD. N. Laurel Willow- MayfieldPl. k d Thornlea Regency Cr. Laurel House Ct. Trail Eastbridge w Dr. Beckwith Winfield Parkview Percheron C a . Mary Clair Lake dalePl. Pl. Redtail oo sh Brandenburg Keatswood Iroquois Marengo per Clair HillsAvignon Pl. Ct. wood Dr. Wilfrid Laurier t. Blvd. Brynhurst Sunview BluevaleHarv St. N. Keats Park 7C Ct. S Johnston Ave. Lake Cemetery Hub Owl Ridge St. Beechwood Ct. Bridge & Universityurn Area: uv Dr Suave Cr. Willow Ct. Cr. Willowdale Frederick Marlowe ShakespeareAlgonquin Pl. St. University Ave. 8 Dr. d QuickfallDr. Pastern Seagram Park a Banting SandyRidge Candle Bricker Ave. Montclair Falconridge Dr. Lodge St. l Woodbend 7D e Woolwich Street/ Dr. Dartmoor Dr. Kestrel Centennial Cr. Ave.

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Cr. Douglas St. St. W. St. Ziegler T S W Pl. Dr. Westvale I Cr. Laurier Rodney St. Sportsfields Lark St. S S.MOUNT RD. Freemont St. . Dr. e T e William Louis Pl. Ave. Thistle- h l . Maplewood Mackie Schweitzer glenPl. R s o a Belmont Dodds Lane E Ridgeview E Pl. Daniel Ave.

t rnd St. Pl. Drummerhill t. f V Dr. S Lucan St.

i I St. Pl. Tagge Cr. e Union St. E. Riverbend Dr. Dr. Bowm Breithaupt Downey Oakvale Dr. RoseMeadow N A St. Pl. Millcroft Norman l Oriole St.

cliffe E. ve. John 6 St. Heath d Cr. Warrington U S. E. Sylvia Pl. Bridgewater Valewood D Cr. Holy Hilliard Ave. Union St. Tagge St. Forsyth Park Pl.

r Northampton York St.

Nelson Ave. . Westvale Allen St. W. Pl. Cr. Rosary Belgreen Ave. Sylvia Empire St. San Pinewood Fairfield

River Dr. Sunset r. Stanley Esson St. Herbert St. Pl. Park S Southampton 4 Cr. Severn St. Union Cardiff St. Belgreen Ave. Thornbird Pl. W. Inge Springfield Lane Red Park Garden John St. . S Oakwood Roger St. E RD. N Prueter S. LT IO DU STUDENT R St. 85 Middlebury . A t. Hartwood Ct. Way TreeCt. W Roger St. Stanley Pl. Red Pl. UnionMary St. St. E. Ave. Moore Pl. John Hartwood Ave. Dr. Westmount St. Iron- Wood- Pl. Edwin St. Hollinger Pitfield River Pl. Dr. Waterloo Dumart wood Pl. St.

FISCHER HALLMAN - R MacDonald S Howard Bruns Dr. E Marisa Cr. Pl. Prueter N ington Graham ULT IO Sereda Rd. D R Rd. STUDENT Pl. Boehmer St. A t. S. Rusholme Woodward Ave. Pl. Crestwood Somerdale Park Newport Pl. gate Margaret Elizabeth S West St. Ave. St. Schueller S Pl. Walk Park St. 18 Pl. St. 7C Ridgewood p W Golf Course Mount Grange Penny e Bolingbrooke Ashby Rd. Elmwood r Peltz Ave. Ferdinand Leger St. i Blvd. Ave.wick Fairfield n s Ave. City of Waterloo g Pl. Hope Raitar Floyd St. Cr. Pl. Dr. St. Ellis Bond fi t Ct. St. Ave. S e Ave. Dekay Ash l Ct. Stonehaven t. d Ahren’s S La. EN v Unemployment T Cr. Golfview St. York St. Teresa L IO Maple Hill Dr. 8 Pine St. Delisle Ave. Briar- Ave. ADU STUDENT R BRIDGE ST. Baker St. Dr. K-W Cemetery ford

Haldane St. Union St. Leger a ale ton Argyle St. 7D Insurance Office Leonard UNIVERSITY AVE. W. Pl. l Inverness Dr. Ave. wood City of Kitchener e Ave. Ave. E Aberdeen Dorchester Health St. Ox Herron G t. Ave. Craigs Dr. Pl. Pl. - Clifton Rd. Ave. l Claremont Blvd. Eden Ave. Hope St. St. Gate Pl. Westmount Mount St. Northmanor a Centre Maple Ave. HALLMAN Briar Patch La. Claremont Guelph St. Arnold s 4 A Campbell Gate ve. Beechmanor Silvercrest Huntley Cr. g St.

Earl S 7E Guelph St. o Wood St. Portsmouth WestvaleWestv w Glasgow St.

Rock Ave. Belmont La. W. Linwood Knell Dr. Belmont La. E. Hett A Birch . BraunAve. LANCASTER ST.18 W. Bismark Pl. Glas ParkCr. Waterloo Resurrection St. Orchard Gildner St. St. W. St. Blucher St. Cr. Dunbar Rd. Green Huntington SE ve. LT NIO Glasgow St. ADU STUDENT R Region EmmaAve. Ave. Blucher Blvd. Englewood Dr. La. St. S KING ST. W. Reinhart Cr. E LT NI KitchenerDU STUDENT OR Separate gow A 4 ve. Dr. Pl. Pl. Westwood BriarAve. St. Parsons Inwood C.I. S School Riverb Ct. Cr. Stahl Ct. t. Ct. Ct. Duchess Board Guelph S Fernwood Andrew Ave.A Hill- Trail Dayman Hill Inadale Westmount Gru Walt Ave. Wilhelm St. t. Dieppe A Resurrection Northforest RD. S. Gallarno Ave. M St. side B Elm St. ST Shanley St. Cr. ve t. Vincent St. a St. Glasgow St. Dr. Edwin St. Gatsb a hn e D WestwoodW wood Dr y estwood Westwood 4 Katherine e King Huron Park S Ad Woodside Rd Inwood What do you think of the issues listed here? Please use the enclosed comment sheet to tell us, or to suggest other issues MEDIA RELEASE: Friday, January 14, 2005, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO LIBRARY COMMITTEE AGENDA

Tuesday, January 18, 2005 11:30 a.m Room 218 150 Frederick Street, Kitchener, Ontario

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

2. DELEGATIONS

3. REPORTS – Planning, Housing and Community Services

a) P -LIB-05-001, Waterloo Region Library Budget 2005 Report 1

b) P -LIB-05-002, Renewal of Library Leases 14

4. INFORMATION/CORRESPONDENCE

5. OTHER BUSINESS

6. NEXT MEETING

7. CLOSED SESSION (motion required)

8. ADJOURN

Report: P-LIB-05-001 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Community Services

TO: Chair Bill Strauss and Members of the Library Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: REGION OF WATERLOO LIBRARY BUDGET 2005 REPORT

RECOMMENDATION:

THAT the Library Committee approve the following with regard to the Region of Waterloo Library budget as contained in report P-LIB-05-001, dated January 18, 2005:

a) the 2005 Library Operating Budget with a Net Levy of $______; b) the 2005 Library Capital Budget; c) the 2006-2014 Library Capital Forecast, in principal.

That the matter be referred to Budget Committee of the Whole.

SUMMARY:

This report presents two options for the 2005 budget for the Region of Waterloo Library (RWL). The base budget portion of the increase in each option is 1.71% (after assessment growth at 3.45% for the Townships) reflecting salary and benefit increases accorded to all Regional staff, economic adjustments, and higher operating costs for the two new branches. Option 1 (staff recommended) would result in a net levy of $1,469,058 representing a 2.97% increase over 2004. This option fully funds two new initiatives-increasing branch hours ($6,000) and promotion and programming ($12,000). Option 2 is a net levy of $1,464,058 representing a 2.62% increase over 2004. This option provides $13,000 for new initiatives. The household impact of the staff recommended 2.97% increase is $1.47 bringing the total library cost to $50.91 per household.

REPORT:

2005 Operating Budget

The 2005 Program Summary is shown in Appendix A. This summary shows the 2004 estimated actual costs and budget variance, as well as the 2005 base budget before new initiatives. The 2005 base budget net levy increase is 1.71% after assessment growth of 3.45% for the Townships. Key elements of the summary were previously discussed in report P-LIB-04-017, December 17, 2004.

The 2005 base budget increase is a direct result of a number of significant non-controllable items, including:

- cost of living allowance per agreements or estimates - increased cost of benefits, including OMERS - economic adjustments Page 1 of 13 January 18, 2005 Report: P-LIB-05-001

- annualization of 2003 and 2004 budget issues and decisions, including 0.25% of salaries to the sick leave reserve segmented to the RWL - snow removal and other increased operating costs at the new branches.

With respect to 2005 revenues, it is anticipated that the provincial grant, which has remained constant since 1999, will not change. The budget for ‘Other Revenues’ has been reduced by $1,000 reflecting the extension of reciprocal borrowing arrangements to more communities. It is also proposed that the ‘Prior Year’s Surplus’ be reduced by $6,000 as discussed in the previous report.

2005 Capital Budget

The 2005 Capital Budget and Ten Year Forecast is shown in Appendix B. In 2005, capital expenditures will include phasing the Internet workstations into the computer replacement reserve fund, wide area network costs (as needed to upgrade the system), upgrading furnishings in some branches, preventative maintenance, and contributing to a lift installation at the Elmira branch (if the project is approved by Woolwich Council). A $2,000 contribution to the Wellesley Branch building renovations had previously been discussed with Township staff; as fundraising is now proceeding in the community, it is recommended that this amount be taken from the capital account for ‘Other furnishings’.

New Initiatives

The issue papers for three new initiatives, previously introduced in report P-LIB-04-017, are included in Appendix C. In order of recommended priority for 2005 they are:

Priority Issue Amount % Increase 1. Branch Staffing Hours $6,000 0.44% 2. Promotion and Programming $12,000 0.87% 3. Collections $9,000 0.65% Total $27,000 1.96%

The net impact of approving all initiatives at the recommended level would be 3.6% after assessment. Following discussion on December 17, 2004, Library Committee directed that staff “aim for a net increase of 2.6% or at least under 3.0%”.

To achieve an increase of 2.6%, new initiatives in the amount of $13,000 could be accommodated. The recommended allocation would be $2,000 to Branch Staffing Hours and $11,000 to Promotion and Programming. The staff recommended increase of 2.97% would fully accommodate Issues 1 and 2. As the new material budget has just been increased due to the new Regional Development Charge By-law, the proposed increase to the collections budget has a lower priority this year.

The 2005-2007 RWL Draft Budget Plan and related Household Impact is shown in Appendix D for Option 1 (2.97% increase) and Appendix E for Option 2 (2.62% increase).

CORPORATE STRATEGIC PLAN:

The budget plan proposed in this report supports the Corporate Strategic Focus of Ensuring Operational Effectiveness and Efficiency, particularly the objective of maintaining financial stability.

150581 Page 2 of 13 January 18, 2005 Report: P-LIB-05-001

FINANCIAL IMPLICATIONS:

The staff recommended 2005 Region of Waterloo Library net levy of $1,469,058 represents a 2.97% increase over 2004 after including assessment growth for the Townships of 3.45%. As shown in Appendix D, this amounts to an increase of $1.47 per household (based on a residential property valued at $183,000) to a total cost of $50.91per household. For Option 2, the net levy would be $1,464,058 representing a net increase of 2.62%, which is $1.29 per household.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

This report has been prepared jointly by Finance and Community Services staff.

ATTACHMENTS :

Appendix A: 2005 Program Summary Appendix B: Library Ten Year Capital Forecast Appendix C: Region of Waterloo Library 2005-2007 Budget Issues Appendix D: Waterloo Regional Library 2005-2007 Budget Plan and Household Impact-Option 1 Appendix E: Waterloo Regional Library 2005-2007 Budget Plan and Household Impact-Option 2

PREPARED BY: Connie Bogusat, Financial Analyst Lucille Bish, Director Community Services

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

150581 Page 3 of 13 January 18, 2005 Report: P-LIB-05-001

Appendix A

150581 Page 4 of 13 January 18, 2005 Report: P-LIB-05-001

Appendix B

150581 Page 5 of 13 January 18, 2005 Report: P-LIB-05-001

Appendix C Region of Waterloo Library 2005-2007 Budget Issues

Issue: Branch Staffing Hours

Objective: To increase levels of service at branches to accommodate increasing demand.

Description: In 2004, the $7,000 added to the branch staff budget through the Branch Staffing Issue Paper was used primarily to reinstate hours that had been reduced in the previous year to meet the 2003 budget. As a result, the branches were open on November 11, and will be open on December 29 and 30, instead of staying closed those days. In addition, branch hours in New Hamburg have been increased by 3 hours per week to enable the branch to remain open during the lunch hour on Tuesday, Thursday and Friday. In Ayr, branch hours have been increased from 35.5 to 43 per week (the highest in the system), primarily as a result of the move to the new facility with its single circulation desk.

For 2005, it is recommended that the branch staff hours budget again increase, in keeping with the plan outlined in the 2004 Issue Paper. The population of the largest settlement areas in the Townships continues to grow, and staffing should increase correspondingly. Previous estimates have suggested that RWL should add 12 hours per week of staff time each year to keep pace with population growth. The cost of providing one additional hour per week of staff time is approximately $1000 per year ($20 per hour wages plus benefits for 52 weeks). Thus, the proposed increase of $6,000 is about half that suggested by the population growth.

If the increase is approved, the following adjustments to branch staffing would be considered for 2005:

- a second staff person on Friday mornings at Ayr; - opening one morning per week at selected small branches to accommodate the demand for a morning children’s program; - a library page for library headquarters; although this would not increase branch staffing, it would off-load some functions currently undertaken by branch staff related to processing discarded items and related work.

Recommended Approach:

2005 2006 2007 One time/capital Costs Operating Costs 6,000 6,000 6,000 Complement (FTE) 0.03 0.03 0.03

150581 Page 6 of 13 January 18, 2005 Report: P-LIB-05-001

Region of Waterloo Library 2005-2007 Budget Issues

Issue: Promotion and Programming

Objective: To increase the staff resources available at Library Headquarters. This position would assist with promoting library services, administering programs for children and adults, maintaining the website, and providing other technical assistance.

Description: The Strategic Plan clearly identifies a need for more advocacy, marketing and promotion of the services provided by the Library. Public focus groups and staff all cited the need to raise the profile of RWL and highlight its programs and services.

A key objective of the Plan is to promote and position the library at the centre of rural community life. A three year plan could be developed to achieve this. Strategies include:

• create a calendar of events • enhance library programs, particularly for children and young adults • complete a program review • identify target markets • develop and implement a promotion plan • develop community partnerships

With respect to programming, all ten branches provide children's programs, including preschool storytimes, summer reading club, and other initiatives to encourage children to read. The importance of library services to children and families is strongly supported by the public as was well documented in focus groups. To review, evaluate and enhance programs and services to children and young adults, introduce new initiatives such as homework help clubs or book buddies, and promote these and other services, a Program support/marketing position is necessary.

At present, all children's and adult programs and initiatives, as well as promotion are coordinated by the Manager, Public Services coordinates. Other HQ staff positions, which have recently been restructured for better efficiencies, are able to offer only minimal support of these tasks. There is no staff time available for added responsibilities.

Maintaining and updating the library’s website is increasingly important. It is as a source of information about the library, the gateway to the new catalogue which is expected to be used much more than in the past, and a resource for homework and other useful information sites.

It would be appropriate to create a staff position to support program development, promotion, website updates, and other technical responsibilities required to meet increasing demands from the public . Duties would include: evaluate library programs; develop communication plans, promotional materials, and marketing strategies; seek grant opportunities; establish community partnerships; enhance the Library web site; assist the Manager by taking on some of the responsibilities of booking and promoting the children's programs.

In keeping with comparable Regional positions that cover these types of responsibilities, the estimated annual salary (2005) with benefits is about $50,000. In previous issue papers it was recommended that this position be developed over several years by starting with co-operative students, which has been done. The current budget is sufficient to fund a student for one term. In 2005, it is recommended that funding previously proposed for staff training and this position be combined, which, if approved, would bring the available funding for the position to $20,000 in 2005. This is sufficient to create a permanent part-time position, which could be increased to full-time with additional funding in 2006 and 2007, if approved.

150581 Page 7 of 13 January 18, 2005 Report: P-LIB-05-001

Recommended Approach:

2005 2006 2007 One time/capital Costs Operating Costs $12,000 $15,000 $15,000 Complement (FTE) (0.4) (0.3) (0.3)

150581 Page 8 of 13 January 18, 2005 Report: P-LIB-05-001

Region of Waterloo Library 2005-2007 Budget Issues

Issue: Collections

Objective: To increase the collections budget each year to off-set inflation and make up for earlier declines in purchasing power.

Description: The budget for acquiring new materials (fiction, non-fiction, videos, CDs) was increased in 2003 for the first time since 1999. In that time, the Consumer Price Index (CPI) (excluding food and energy) increased by 1-2% per year and the cost of purchasing library materials rose substantially faster. The estimated average cost had been increasing at 3% per annum, but in 2001-2002 jumped by over 6%. This was due to a combination of a dramatic increase in the cost of hardcover books and the value of the Canadian dollar compared to the U.S. dollar. In the past two years, the materials budget has been increased by $5,000 each year, or 2.7% annually.

Despite the increased use of the Internet and other electronic resources, library patrons still prefer to have access to hard copy materials. New procedures implemented by WRL over the past few years help to ensure that patron’s preferences are being reflected, that patrons can receive books quickly from any other branch in the system (usually within 2 days), and that the budget is appropriately allocated to various categories (juvenile, adult, etc.). Improvements are on-going, but can not completely off-set the impact of the increasing cost of new materials.

The current materials budget is about $182,000, including growth-related expenditures funded primarily from Regional Development Charges. This budget is used to purchase all public use materials: hard and soft cover, fiction and non-fiction, reference books, ‘books on tape’, videos, periodicals and music. To off-set the loss of buying power in recent years, an increase of 5% per year has been recommended in previous issue papers. This would add about $9,000 annually to the operating budget.

Recommended Approach:

2005 2006 2007 One time/capital Costs Operating Costs $9,000 $9,000 $9,000 Complement (FTE)

150581 Page 9 of 13 January 18, 2005 Report: P-LIB-05-001

150581 Page 10 of 13 January 18, 2005 Report: P-LIB-05-001

150581 Page 11 of 13 January 18, 2005 Report: P-LIB-05-001

150581 Page 12 of 13 January 18, 2005 Report: P-LIB-05-001

150581 Page 13 of 13 Report: P-LIB-05-02 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Community Services

TO: Chair Bill Strauss and Members o f the Library Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: RENEWAL OF LIBRARY LEASES

RECOMMENDATION:

THAT the Region of Waterloo approve a one-year lease renewal at the Bloomingdale United Church to accommodate the Bloomingdale Branch of the Region of Waterloo Library, and at 136 Main Street, New Dundee to accommodate the New Dundee Branch. The leases would commence January 1, 2005 and would be subject to the terms and conditions outlined in report P-LIB-05-002.

SUMMARY:

NIL

REPORT:

Bloomingdale Branch The Region has operated the Bloomingdale Branch in the Bloomingdale United Church since 1982. The Branch occupies about 440 square feet and expects to continue operations at this location for the next year. The current lease expired on December 31st, 2004. A one year renewal is recommended at 10% above the current lease rate of $470.00 per month for a total of $517.00 per month which includes all costs. The landlord has requested this increase to cover expected increases in utilities and other costs. This is the second successive 10% rent increase.

New Dundee Branch The Region has operated the New Dundee Branch at 136 Main Street, New Dundee in the Township of Wilmot since 1985. The branch occupies about 870 square feet and expects to continue operation here for the next year. The current lease expired on December 31st, 2004. A one year renewal is recommended at the current lease rate of $590.00 per month including all costs. This 12% increase over 2004 is attributed to rising utility costs.

Page 1 of 2 January 18, 2005 Report: P-LIB-05-002

CORPORATE STRATEGIC PLAN:

This report supports Strategic Focus Area 5, Ensure Operational Effectiveness and Efficiency.

FINANCIAL IMPLICATIONS:

These lease renewal costs have been included in the submitted 2005 Region of Waterloo Budget.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

This report has been prepared in conjunction with Corporate Resources – Facilities Staff.

ATTACHMENTS :

NIL

PREPARED BY: Lucille Bish, Director, Community Services

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

152104 MEDIA RELEASE: Friday, January 14, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE

AGENDA

Tuesday, January 18, 2005 Closed Session 12:15 p.m., Waterloo County Room Regular Meeting 1:00 p.m. Regional Council Chamber 150 Frederick Street, Kitchener, Ontario

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

2. DELEGATIONS

3. REPORTS – Public Health a) PH-05-001 Pesticide Consultation Process 1 b) PH-05-002 Provincial Funding to Public Health Units 4 c) PH-05-003 Information Technology Initiatives in Public Health 8 d) PH-05-004 New Community Health Centre Satellites 12

JOINT REPORT e) SS-05-001 Accessibility Plan 2005 (Distributed Separately)

REPORTS – Social Services f) SS-05-005 Elizabeth Fry Society Transitional Housing Program Transfer of 14 Program to K-W Working Centre for the Unemployed g) SS-05-006 Purchase of Patent Lifting Equipment 17 h) SS-05-003 Provincial Changes to Social Assistance Programs 19

INTERDEPARTMENTAL REPORT i) SS-05-004/ Proposed Development for Supportive Housing for Seniors in 29 P-05-011 Waterloo Region

CS Agenda - 2 - 05/01/18

4. INFORMATION/CORRESPONDENCE a) Ministry of Health and Long- Term Care Memo Regarding Spousal Reunification in 32 Long Term Care Homes, dated October 25, 2004

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

6. NEXT MEETING

7. CLOSED SESSION (motion required) a) In accordance with Part II, Section 14 (1) a), b) and f) of Procedural By-law 00-031, as amended

8. ADJOURN

151109 Report: PH-05-001 REGION OF WATERLOO

PUBLIC HEALTH Environmental Health and Lifestyle Resources

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE: P07-80

SUBJECT: PESTICIDE CONSULTATION PROCESS

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the Pesticide Consultation Process as outlined in PH- 05-001 to a maximum expenditure of $75,000 to be funded by the Capital Levy Reserve Fund;

AND THAT this matter be referred to the Budget Committee of the Whole for consideration.

SUMMARY:

On November 24, 2004 Regional Council passed a motion that included the statement:

AND THAT Regional Council direct staff to report to Community Services Committee at the earliest possible date regarding the mechanisms to obtain public input;

The purpose of this report is to provide Community Services Committee with an update regarding the proposed process to gather public input. The budget for this process is included, and is recommended for funding on a one time basis through the current budget process.

REPORT:

Introductory Comments

In report PH-04-068 dated November 16, 2004 Community Services Committee received an update regarding a draft bylaw framework for pesticide reduction. In addition, in PH-04-067 Community Services Committee received an update regarding pesticide regulation, and survey results from the citizens of the Region of Waterloo regarding support for a pesticide reduction bylaw. As a result Council passed the following motion on November 24:

THAT the Regional Municipality of Waterloo directs staff to finalize the framework into a proposed by-law for public consultation and present the resulting draft by-law to each area municipality for comment;

AND THAT public consultation be made available via electronic e-mail, written letters and public meetings held in each Township, the Cities of Cambridge, Kitchener and Waterloo and at a Community Services Committee meeting to hear comments regarding the draft bylaw;

AND THAT Regional Council direct staff to report to Community Services Committee at the earliest possible date regarding the mechanisms to obtain public input;

AND THAT staff bring forward a draft pesticide reduction bylaw for consideration in October 2005,

Page 1 of 3 January 18, 2005 Report: PH-05-001

AND FURTHER THAT the Pesticide Working Group has fulfilled its mandate and be disbanded, with many thanks.

The purpose of this report is to provide Community Services Committee with an update regarding the proposed process to gather public input. The budget for this process is included, and is recommended for funding on a one time basis through the current budget process.

The process outlined in this report will occur in addition to a presentation to each Area Municipal Council and a public forum at a Community Services Committee at an appropriate time in the process. Furthermore, there will also be consultation at the appropriate times with various stakeholder groups.

Proposed Consultation Process

Regional staff has met to discuss the next phase of the consultation process. The purpose of this process will be to consult with the citizens of the Region of Waterloo, by: 1) Providing information regarding the rationale, components and complexity of the proposed draft pesticide reduction bylaw 2) Gathering feedback on specific areas of interest (i.e. the consultation will be informed and structured so that the input can be analyzed in a meaningful way)

Examples of specific areas of interest may include - where should the proposed pesticide reduction bylaw apply (e.g. specific land uses); - when should it apply (e.g. phase in) - what does it apply to (e.g. organic products, permitted uses) - how should it apply (e.g. complaints process)

The proposed consultation process includes: Components of consultation process Purpose A phone survey A randomized survey of citizens of Waterloo Region conducted by a third party. Randomized surveys ensure that findings and conclusions are based on a representative sample. Focus groups Based on the phone survey results, the main purpose of focus groups conducted by a third party will be to obtain in-depth information on specific areas of interest. Like the phone survey, the focus group participants will be selected in a random manner. A series of open houses termed “Public Provides an opportunity to provide information to and receive Information Centres”, one in each area comments from all citizens (not only those randomized to municipality. participate in the phone survey and focus groups.) Discussion boards will be used to present information to the public and feedback forms will be used to collect information on specific areas of interest. A web-based survey tool Affords another opportunity for the general public (e.g. those who may not be able to attend the open houses) to provide feedback on the specific areas of interest. This tool is also in response to Council direction for an electronic means of providing feedback.

The surveys in all venues will contain the same background information and questions on specific areas of interest. The phone survey and focus groups are the most scientifically valid methods of capturing and understanding the general community’s opinions in a representative way.

146762 Page 2 of 3 January 18, 2005 Report: PH-05-001

The consultation will be completed in early summer 2005, and the findings of the consultation process will be provided to Council along with the resulting modifications to the draft proposed pesticide reduction by-law, in October 2005.

A budget has been developed for Council’s consideration as part of the current budget process.

Telephone survey: $30,000 (minimum amount to obtain a representative sample size, 15-20 minute survey) Focus groups: $20,000 (based on outcome of phone survey) Public Information Centres: $15,000 (7, one for each area municipality) Website survey $ 0 (staff time within existing budget) Advertising: $10,000

Total: $75,000

CORPORATE STRATEGIC PLAN:

This report relates to Focus area #2: To enhance community health and social well being.

FINANCIAL IMPLICATIONS:

The estimated one time cost of the Pesticide Consultation Process is $75,000 in 2005. Similar to other one time budget issues, it is recommended that this expenditure be funded by the Region’s Capital Levy Reserve Fund.

Staff will pursue provincial cost sharing for this expenditure through cost shared public health funding but there is no certainty that the Province will provide matching funds. Given the timing of the consultation process, it is possible that these funds will be spent prior to the Region receiving notification of its 2005 provincial approval for public health programs.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

This report was developed with input from Legal Services, Council and Administrative Services, and Finance.

ATTACHMENTS

NIL

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

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

146762 Page 3 of 3 Report: PH-05-002 REGION OF WATERLOO

PUBLIC HEALTH Central Resources

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE: F11-01

SUBJECT: PROVINCIAL FUNDING TO PUBLIC HEALTH UNITS

RECOMMENDATION:

For Information.

SUMMARY:

Correspondence has been received from the Province’s Chief Medical Officer of Health and Assistant Deputy Minister, Public Health Division clarifying the purpose of recently announced provincial funding increases for Public Health. The new provincial funding is intended to enhance the total funding available for public health in order to improve local public health capacity.

REPORT:

Correspondence has been received from the Province of Ontario Ministry of Health & Long-Term Care (MOHLTC) clarifying recent announcements of increased funding for public health programs and services.

The attached December 9th letter from Dr. Sheela Basrur, Chief Medical Officer of Health and Assistant Deputy Minister, Public Health Division indicates that the new provincial funding “is intended to enhance the total funding available for public health in order to improve local public health capacity”. The letter goes on to say that while the new cost sharing formulas “may offer limited financial relief to some local municipalities, the government’s primary purpose in providing these funds is to protect and promote the health of the public.”

Since 1999, the cost sharing formula for Public Health Programs has been 50/50 between the Province and municipalities. Included in this recent correspondence is confirmation of a stepped increase in provincial cost sharing over the next three years as follows:

· January 1, 2005 – 55% province, 45% municipalities · January 1, 2006 – 65% province, 35% municipalities · January 1, 2007 – 75% province, 25% municipalities

The correspondence also indicates the Province’s intention to follow through on its commitment to improve accountability for public health spending. To this end, the Province will

· initiate a performance measurement system in 2005 · increase its scrutiny of expenditures to ensure funds are utilized only for approved public health services · actively enforce compliance with Mandatory Health Programs and Services Guidelines

In addition to the new provincial funding and accountability measures referred to in the attached correspondence, the local Public Health environment will also be impacted by the outcome of other initiatives

Page 1 of 4 January 18, 2005 Report: PH-05-002 such as the Mandatory Core Program review and Public Health capacity review that are being implemented by the Province. As more information becomes available regarding the initiatives and their local implications, additional reports will be prepared for Committee and Council’s consideration and action.

CORPORATE STRATEGIC PLAN:

The Province’s commitment to enhance the total funding available for Public Health and its interest in enhanced accountability are consistent with the Region’s corporate strategic focus #2 of enhancing community health and social wellbeing and focus #5 of ensuring operational effectiveness and efficiency.

FINANCIAL IMPLICATIONS:

In 2004 the cost shared Public Health Programs were funded 50/50 by the Province and the local tax levy with an equal contribution of $9,220,557 each.

The current 2005 base budget currently under consideration by Regional Council was prepared with the assumption of cost sharing of 55/45 by the Province and Region. The Region’s share of the 2005 Base budget for cost shared public health programs $8,702,681. This is $517,876 less than the 2004 Property Tax Levy approved by the Region. In addition to the base budget, Public Health budget issues for 2005 would require an ongoing levy contribution of $204,350 per annum (Budget Issue #’s 11,12,22,68 & 81).

Had the Province not approved the 55/45 cost sharing formula, the Regions’ property tax levy for the 2005 base budget would have been $966,960 higher than the budget currently under consideration.

Financial implications for future years will depend on the Regional Council’s response to recommendations from both the Mandatory Core Program Review and Public Health Capacity Review currently underway, as well as access to new provincial funding for these purposes.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Finance Department has been consulted in the preparation of this report.

ATTACHMENTS

Letter to Medical Officers of Health from Dr. Sheela Basrur, Chief Medical Officer of Health and Assistant Deputy Minister, Public Health Division dated December 9th, 2004

PREPARED BY: Anne Schlorff, Director, Central Resources

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

147979 Page 2 of 4 January 18, 2005 Report: PH-05-002

147979 Page 3 of 4 January 18, 2005 Report: PH-05-002

147979 Page 4 of 4 Report: PH-05-003 REGION OF WATERLOO

PUBLIC HEALTH Central Resources

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE: A03-30

SUBJECT: INFORMATION TECHNOLOGY INITIATIVES IN PUBLIC HEALTH

RECOMMENDATION:

For Information

SUMMARY:

Public Health has recently completed or is currently involved in the implementation of several information technology initiatives which will significantly enhance the Department’s ability to manage information and respond to public health issues in routine and emergency situations. External partners involved in some of the initiatives include the Provincial Ministry of Health & Long Term Care, the Community Care Access Centre of Waterloo Region, and local hospitals.

Summaries of the various initiatives are provided in the report.

REPORT:

In order to enhance its ability to manage information and respond effectively to public health situations, the Public Health Department has recently completed or is currently involved in the implementation of a number of information technology initiatives. The projects are described below.

Integrated Services for Children Information System (ISCIS): This provincial system is intended to support the business objectives of the Integrated Services for Children Division (ISCD). It is a multi-stage project which will ultimately deliver an integrated system to support a number of child-focused programs: Healthy Babies Healthy Children (HBHC), Preschool Speech and Language (PSL), Autism, and other related services for children.

ISCIS provides the functionality to support HBHC information recording, service coordination, monitoring and evaluation through a secure database housed at the Smart Systems for Health Agency (SSHA). Health Units can only access their own information through the secure network, ensuring maximum protection of information and privacy. As approved in Report PH-03-016, the Region of Waterloo entered into an agreement with the Smart Systems for Health Agency (SSHA) in 2003; the service agreement formalized the hosting, security and networking requirements for the system.

Integrated Public Health Information System (iPHIS): This is a new electronic reporting system introduced by the Province for communicable/infectious disease reporting and management in local Health Units. The goals of this new system are to enable local public health units to rapidly send information about communicable diseases to the Ministry of Health, and to better trace the path of reportable diseases and manage outbreaks and quarantines.

Page 1 of 4 January 18, 2005 Report: PH-05-003 iPHIS has been mentioned in several high-profile post-SARS reports (Walker, Naylor, Campbell and Haines reports), and is an important component of the “Operation Health Protection” plan announced earlier this year by the Chief Medical Officer of Health of Ontario, Dr. Sheela Basrur.

Region of Waterloo Public Health is scheduled to implement iPHIS in early 2005. Prior to the implementation, a Community Services report will provide further details regarding the IPHIS system as well as the requirement for an addendum to the service agreement with Smart Systems for Health which was put in place in 2003 for the ISCIS system described previously.

Region of Waterloo has the information technology expertise to support this new application, but the implementation will require a significant investment of staff time and resources to prepare for system implementation and to train the necessary staff. There are approximately 40 staff in the Department who will require training for the new system, and the entire implementation process is expected to extend over a period of several months. Health Units have been informed that the Province will be providing one-time funding to offset the costs associated with implementation, but confirmation of the allocation for Waterloo has not been received.

Geographic Information Systems (GIS): GIS technology allows information to be gathered and organized on the basis of specific geographic addresses or locations. Having information available in this way allows for the identification of trends and patterns and informs decision making regarding appropriate public heath actions, responses and strategies. Public Health has utilized GIS technology in such areas as West Nile Virus Surveillance, Private Well Water Results, and HBHC service utilization.

Family Health Database: The Family Health Database is an internal Region of Waterloo Public Health MS Access Database running from the Region's server. The FH Database was initially designed to record HBHC information that supplemented ISCIS but has expanded in the last 6 months to include other FH Program information. Currently, the FH Database serves the purpose of electronically storing information and reporting on the services of · The Healthy Children Info Line · The Meet with the Nurse Program · The Family Visitor assignment process · The Family Visitor Program historical data related to time management

Community Health Information Network (CHIN): Public Health was approached by the local Community Care Access Centre to determine interest in participating in a partnership initiative which also includes representatives from the 3 local Hospitals. In place since 1998, CHIN is an internet based system designed to facilitate the sharing of health data information between health care organizations. The system has the potential to provide for exchange of information related to outbreaks and allow for the electronic transmission of information about reportable communicable diseases. The initiative has been reviewed with project management staff of the provincial Integrated Public Health Information System (IPHIS) project referred to above; regular communication occurs to ensure the potential for connectivity to IPHIS in the future.

Electronic Clinic Management System: Public Health provides clinical services in the area of Dental, AIDS, Sexually Transmitted Disease, Sexual Health, International Travel and General Immunization. As part of the 2005 budget process, a one-time request is currently under consideration which would allow for all clinical services to move to an electronic based system that would include appointment scheduling, health records, medical directives, and links to policies and procedures, professional resources and references. (Budget Issue # 81)

Emergency Medical Services (EMS) Electronic Patient Records: Effective May 25, 2004, the Region of Waterloo became the first Ontario municipality to transition to an electronic patient record for all EMS calls. Ruggedized laptop computers installed in every ambulance and emergency response vehicle, allow EMS

149875 Page 2 of 4 January 18, 2005 Report: PH-05-003 paramedics to complete ambulance call reports at the conclusion of each call. Call reports are automatically faxed to the appropriate hospital Emergency Department, and billing information similarly forwarded to the hospital Billing Offices. The computers are multi-functional, also being used for in-vehicle mapping and "Locator", A Ministry of Health vehicle tracking system. The charting initiative maintains all records digitally and removes the need to store over 25,000 multi-page reports annually, to meet Ministry requirement to keep records for a minimum five years. The electronic charting also allows patient charts to be self-audited through "Close Call" rules integral to the software, and links our records directly to the Cambridge Base Hospital program for mandated chart reviews. The Ministry of Health and Long Term Care recently contributed approximately half the cost of the required computer hardware for this initiative.

Electronic Research and Evaluation Approval Process: This is an interactive Lotus Notes-based electronic approval process, used by anyone doing research and/or evaluation within Public Health. An internal research and evaluation policy complements and regulates the research and evaluation process. The process ensures that research is appropriately reviewed in terms of its quality, usefulness and ethics.

An Electronic Operational Database: The electronic operational planning database is a tool developed to facilitate the creation, querying and monitoring of Region of Waterloo Public Health operational plans. This is a comprehensive management information system which describes all of the department business plans and monitors results and outcomes through linking various tracking tools.

Integration of Databases - Information Architecture Project: This project is working toward consolidation of databases and contact management systems across the department. An information architecture report has been produced and recommendations made to centralize and consolidate data bases of people and places that ROWPH communicates with. An integrated contact management system is currently being developed and will be implemented in 2005.

Data Request Management System: Currently, Public Health does not have a main repository of data. Data are housed and maintained by multiple program areas. In Epidemiology alone, approximately 200 data requests are filled each year. Staff will pilot a coordinated, departmental system to track all data requests, while ensuring the release of quality data with meaningful interpretation. Data disseminated through this system will be considered for the Data Library system.

Data Library: In order to increase Public Health's ability to be proactive and responsive to data requests and dissemination, the department will pilot a Data Library project in 2005 that will include one-page, indicator based, fact sheets that will allow key reference data to be accessible by staff and the public. Content areas to be highlighted in the library will be determined primarily from the Data Request Management System.

DOCS: During the summer of 2004, Public Health began to move to DOCS Corporate, a document based electronic information management system being implemented throughout the regional organization by the Corporate Resources Department. The project is ongoing and is expected to be complete by the fall of 2005. During this transition period, the department’s paper based records will move to a classification system which will mirror the electronic system. When fully implemented, the electronic and paper based systems will facilitate the timely retrieval and efficient storage, disposal and archiving of the department’s documents.

Internet Web Page Enhancements:

In order to respond to the public’s increasing desire to access information via the internet, the departmental component of the Regions’ website has been enhanced. The Public Health website has been redesigned to allow for easier access to key information.

A Public Health e-mail box which can be used to contact the department has received over 120 inquiries since its implementation in the Spring of 2004. As well, the Resource Centre's pamphlet ordering system is now

149875 Page 3 of 4 January 18, 2005 Report: PH-05-003 available on-line.

The Food Premise Inspection Disclosure System web site is a technology initiative in which Public Health Staff worked with the Information Technology Division to transpose paper based food premises inspection result files to the web. This initiative has received significant public profile and is just one example of how the region is providing citizen centred service and fostering a culture of transparency. The website has demonstrated to be popular with over a million hits since it was rolled out in February 2004 and is only the second of its kind in the province.

CORPORATE STRATEGIC PLAN:

The information technology initiatives described within this report are consistent with the Region’s corporate strategic focus area #2 of enhancing community health and social well being as well as focus area #5 of ensuring operational effectiveness and efficiency.

FINANCIAL IMPLICATIONS:

With the exception of the Clinic Management System, all the initiatives described above have been or are currently being implemented within existing staff complement and budgets. The Clinic Management System is currently proposed as a one time expenditure of $360,000 with a net regional contribution of $108,900. There is an ongoing cost of $15,750 (net Regional) per annum. Please refer to Budget Issue #81 for further details on this issue.

In anticipation that there will be future opportunities for enhanced efficiencies as a result of information technology, a request for an additional Information Technology professional has been included for Regional Council’s consideration in the 2006 budget process. The proposed position would be housed in Information Technology Division of Corporate Resources but funded from the Public Health budget, and as a result would attract provincial cost sharing at a rate of 65% in 2006 and 75% in 2007 onward.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The ongoing support and commitment of staff of the Information Technology Division of Corporate Resources has been and will continue to be fundamental to the successful implementation of these projects. Their participation and assistance ensures that the maximum benefits are achieved from these initiatives.

PREPARED BY: Anne Schlorff, Director, Central Resources

APPROVED BY: Dr. Hsiu-Li Wang, Acting Commissioner/Medical Officer of Health

149875 Page 4 of 4 Report: PH-05-004 REGION OF WATERLOO

PUBLIC HEALTH Health Determinants, Planning & Evaluation

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE: P20-20

SUBJECT: NEW COMMUNITY HEALTH CENTRE SATELLITES

RECOMMENDATION:

For information

SUMMARY:

On November 5th 2004 Minister of Health and Long-Term Care Minister George Smitherman announced funding to create 10 new satellite Community Health Centres (CHC’s), two of which will be located in Waterloo Region: North Dumfries and Wellesley townships. The new CHC’s will be satellites of the Lang’s Farm Community Health Centre and the Woolwich Community Health Centre, respectively.

Staff has provided support toward the establishment of these satellites, and will continue to work with the new Centres to ensure appropriate linkages with Regional Public Health services.

REPORT:

A group of North Dumfries residents initiated the establishment of a Health Centre in that township in 1994. At the request of the North Dumfries Committee, Langs Farm Community Health Centre took a leadership role in the initiative. More recently, Woolwich Community Health Centre took the lead in developing a satellite to address health needs in Wellesley Township. The Community Health Centre proposal process is comprehensive and lengthy. Public Health staff supported both these initiatives primarily by analyzing and providing data to inform the rural health needs in each area. In the case of North Dumfries staff also assisted with a health needs survey on the residents’ behalf.

The catchment community for the North Dumfries satellite is identified as the “natural community” and includes Ayr, Roseville, Drumbo, Canning, New Dundee, Plattsville, and Washington. Priority populations are children and youth, young families, farmers and farming families and seniors.

The catchment community for the Wellesley satellite has not been confirmed.

Rural health needs in these townships are well established and staff are excited about the announcement of the new satellites. Community Health Centres and satellite services like this are a key part of the solution to the shortage of primary care professionals in the Region. As the new Centres become operational we expect that Public Health will have an ongoing role to link preventive services in the satellites with existing Public Health programming.

CORPORATE STRATEGIC PLAN:

The activities related to assisting the establishment of these new Community Health Centre satellites related to Focus Area 2: Enhance community health and social well being.

Page 1 of 2 January 18, 2005 Report: PH-05-004

FINANCIAL IMPLICATIONS:

Staff support and the research conducted for these proposals was completed within existing budget.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

ATTACHMENTS

NIL

PREPARED BY: Barbara Zupko, Public Health Planner

APPROVED BY: Dr. Hsiu-Li Wang, Acting Commissioner/Medical Officer of Health

149519 Page 2 of 2

REGION OF WATERLOO REPORT: SS-05-001

SOCIAL SERVICES Social Planning, Policy and Program Administration

TO: Chair Jane Brewer and Community Services Committee Chair Tom Galloway and Administration and Finance Committee

DATE: January 18, 2005 FILE CODE: January 19, 2005

SUBJECT: ACCESSIBILITY PLAN 2005

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the Accessibility Plan for 2005 (circulated separately).

AND THAT, the report be sent to the Ministry of Citizenship and Immigration for information as outlined in report SS-05-001, dated January 18, 2005.

SUMMARY:

The Regional Municipality of Waterloo (the Region) continues to meet its obligations under the Ontarians with Disabilities Act, 2001 (ODA, 2001) by the preparation of the 2005 Accessibility Plan. This plan describes the actions taken to remove barriers over the past year and outlines plans to remove barriers over the coming year. When identifying or removing barriers, the broad range of barriers faced by individuals with disabilities is considered (i.e. physical/ architectural, information/ communication, policy/ practice, attitudinal and technology).

In addition, the Region continues to keep informed of new developments at the Ministry of Citizenship and Immigration relating to accessibility planning. Recently, the province introduced a new bill called Accessibility for Ontarians with Disabilities, 2004 (AODA, 2004) that will if passed replace the ODA, 2001. Staff will participate in consultations on this new legislation and keep Council informed of changes in the Region’s responsibilities.

REPORT:

1.0 Introduction

Based on a recent study by Statistics Canada1, it is estimated that there are 57,090 individuals with disabilities in Waterloo Region (12.4% of the population). These individuals face barriers daily to participating in the life of our community. The Region has shown a long term commitment to removing these barriers so that its services and sites are more widely available to the citizens of the Region.

On September 30, 2002, municipal responsibilities under the Ontarians with Disabilities Act, 2001 came into effect. Under this Act, the Region is required to: · Appoint an Accessibility Advisory Committee (AAC), which consists of a majority of members with disabilities. · Prepare an annual Accessibility Plan.

1 Statistics Canada, Participation and Activation Limitation Study (2001). 1444498 Page 1 of 4 January 18th, 2005 Report: SS-05-001

· Make that plan available to the public. Since that time, the Region has taken the following steps to assure compliance with the legislation: · The Region’s 2003/04 Accessibility Plan was released to the public on September 30, 2003. · The 2005 Accessibility Plan will be released early in 2005. · On December 9th, 2003, Regional Council appointed the members of the Grand River Accessibility Advisory Committee (GRAAC). This committee is a joint initiative along with the cities of Kitchener and Waterloo, and the Townships of North Dumfries, Wellesley and Woolwich. The Region also consults with the Cambridge Accessibility Advisory Committee and the Wilmot Township Accessibility Advisory Committee to receive input and advice on its accessibility planning activities.

2.0 Highlights of the 2005 Accessibility Plan

The 2005 Accessibility Plan also includes a report of the actions taken to remove barriers over the past year and outlines plans to remove barriers over the coming year. A broad range of barriers faced by individuals with disabilities is considered. The following list outlines some of the key accomplishments of the Region over the past year which have a significant impact either on the community or across the corporation:

· Developed a draft Accessibility Survey Tool that defines access according to all the barrier categories of the ODA, 2001 (i.e. physical/ architectural, information/ communication, policy/ practice, attitudinal and technology). The tool was pilot tested at 8 sites across the Region. · Completed building audits of 7 major facilities. Significant improvements were made in signage and access to existing buildings. · Purchased new low floor accessible transit buses which brings the Region’s fleet to being 73% accessible. This is the highest in Ontario. · Identified the need for corporate disability awareness training. A training program is being designed through the Region’s Citizen Centred Service program. · Purchased 15 TTY machines to improve communication and access to service for deaf, deafened or hard of hearing individuals. · Redesigned the corporate website to improve navigation and interface with accessibility software used by individuals with disabilities with further improvements to be made in 2005. · Constructed a new 32 unit affordable housing complex which has a general level of accessibility for all residents. 4 units are specifically designed for people with disabilities.

For full details on the Region’s achievements in 2003/04, refer to the 2005 Accessibility Plan.

Over the coming year, the Region will continue to identify and remove barriers for people with disabilities as outlined in this plan. Some of the key activities that will take place on a corporate wide basis are:

· Finalize the Accessibility Survey Tool and create guidelines. · Develop an Accessibility Policy which will provide direction to Regional staff to identify and remove barriers within their sites and services. · Develop an Accessibility Strategy that will outline a long term vision and workplan for accessibility planning at the Region. The document will incorporate all accessibility planning initiatives such as the Accessibility Policy, Survey Tool procedures and implementation workplans. · Develop a tracking system to monitor accessibility plan action items as they are implemented. · Continue to raise awareness among Regional staff by providing education sessions, newsletters and internet and intranet resources. · Develop the Region’s 2006 Accessibility Plan in consultation with Regional staff and with input from Accessibility Advisory Committee members (Grand River Accessibility Advisory Committee, Cambridge Accessibility Advisory Committee and Wilmot Accessibility Advisory Committee).

DOCS #: 144498 Page 2 of 4 January 18th, 2005 Report: SS-05-001

For full details on the Region’s planned activities for 2005, refer to the 2005 Accessibility Plan.

3.0 Consultation

Many staff members at the Region are actively involved in finding ways to improve the accessibility of services and sites. The corporate ODA Steering Team consists of the ODA staff team and senior managers representing each department of the Region. This group meets regularly to set the direction for accessibility planning and to ensure full participation of all departments. The ODA staff team also meets regularly with the CAO and departmental Commissioners to provide updates and direction on planning progress.

As the plan is developed each year, appropriate staff members are brought together from all levels of the organization to provide input into the development of the Accessibility Plan. This past year, an Accessibility Survey Tool to help staff identify potential barriers faced by individuals with disabilities was developed and tested. The survey tool was developed based on community feedback, resources from disability organizations, and existing accessibility standards. Over the summer, the tool was tested in various areas of the Region and will be finalized in the coming year. Action plans for the 2005 Accessibility Plan were created based on this trial and feedback from the community.

The Region also consulted with the community and its three Accessibility Advisory Committees (Grand River Accessibility Advisory Committee, Cambridge Accessibility Advisory Committee and Wilmot Accessibility Advisory Committee). This past year several public information sessions were held to gather feedback and to identify opportunities to consider in the 2005 plan.

4.0 Communication of the Plan

The Region’s 2005 Accessibility Plan will be presented to the public in several ways. The plan will be distributed through community agencies. Information sessions will be held. Media advertisements will be placed to inform people how to get a copy of the plan and the plan will be posted on the Region’s website. The plan will be available in alternate formats such as: large print, text only, electronic file and plain language summary with other formats available upon request (i.e. Braille, taped text). As the Accessibility Plan is implemented, the Region will continue to work with the three Accessibility Advisory Committees to receive advice on our accessibility plans.

5.0 Other Developments: Accessibility for Ontarians with Disabilities Act, 2004 (AODA, 2004)

The sections of the Ontarians with Disabilities Act, 2001 relating to municipalities were proclaimed on September 30, 2002. Over the first half of 2004, the Province held consultations with key stakeholders such as people with disabilities, municipalities, public sector organizations and the private sector to receive input on an enhanced Act. On October 12, 2004, the province introduced Bill 118 to the legislature with the short name of Accessibility for Ontarians with Disabilities Act, 2004 (AODA, 2004). The bill was passed unanimously for its first and second readings. Third reading and acclamation is expected in the Spring.

The application of this proposed Act is much broader than the ODA, 2001. The new Act would apply to “persons or organizations in both the public and private sector that employ other persons or that deal with the public by providing goods, services, facilities or accommodation or by owning or occupying premises that are open to the public” (AODA, 2004).

The AODA, 2004 revolves around the development, implementation and enforcement of accessibility standards which would be sector specific (e.g. municipalities, transit, private business, charitable organizations etc). Each standard would be developed by a committee, which would outline implementation criteria, timelines, enforcement mechanisms (e.g. schedule of fines) and reporting requirements specific to that standard.

DOCS #: 144498 Page 3 of 4 January 18th, 2005 Report: SS-05-001

It is not anticipated that the proposed AODA, 2004 would greatly impact the general direction and philosophy the Region has taken towards accessibility planning at least in the short term.

CORPORATE STRATEGIC PLAN:

The development of the Accessibility Plan is identified as a Strategic Action under Focus Area Two: Enhance Community Health and Social Well Being.

FINANCIAL IMPLICATIONS:

The cost of creating and distributing the Region of Waterloo Accessibility Plan 2005 can be accommodated within the departmental budget for 2005. The cost of implementing the actions within the plan will be considered as needed by each departmental budget submission to Regional Council.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Accessibility Plan for 2005 has been prepared in consultation with all departments of the Region.

ATTACHMENTS:

Accessibility Plan 2005 (circulated separately)

PREPARED BY: Deb Bergey, Social Planning Associate Lynn Randall, Director of Social Planning, Policy and Program Administration

APPROVED BY: Michael Schuster, Commissioner of Social Services

DOCS #: 144498 Page 4 of 4

Message from the Regional Chair

Dear Friends,

On behalf of Regional Council, I am pleased to present the 2005 Accessibility Plan for the Region of Waterloo. This Plan, which we develop annually, provides an update on the status of our 2003/04 Accessibility Plan and sets forth our plans for the year 2005 to meet the requirements of The Ontarians with Disabilities Act (ODA).

Since 2002, the Region has been busy developing a corporate-wide strategy to identify, remove and prevent barriers for persons with disabilities in our policies and programs. In accordance with the ODA, the Region is not only evaluating the physical barriers that impede access, but also how accessibility may be limited by how we communicate with the public, deliver our services, or use technology.

In 2003/04, the Region made significant progress in addressing accessibility issues:

· Council approved the first Annual Accessibility Plan 2003/04 and made it widely available to the public through a variety of formats. · The Grand River Accessibility Advisory Committee (GRAAC) was established. GRAAC is a joint committee of six local municipalities comprised of the Region, the cities of Kitchener and Waterloo and the townships of North Dumfries, Wellesley and Woolwich. In addition, the Region identified the Cambridge Accessibility Advisory Committee and the Wilmot Township Accessibility Advisory Committee as bodies that may provide input and advice into its accessibility planning process for the ODA. All three of these committees provide advice on the annual Accessibility Plan and process to ensure that the Region has full consultation with its geographic stakeholders. · The Region began developing and piloting different ways of identifying barriers such as an Accessibility Survey Tool which will be used more widely in 2005 to assess the accessibility of Regional services and sites. · The Region has provided education to staff on how to improve accessibility for persons with disabilities.

In 2005, we will continue to work with staff and the advisory committees to further refine develop and implement our corporate strategy. Corporate-wide use of the Accessibility Survey Tool will be a major undertaking and is expected to provide direction for future accessibility activities in 2005, 2006 and beyond.

Please take a few moments to review our Plan. We welcome your feedback.

Sincerely,

Ken Seiling Regional Chair

Accessibility Plan 2005

Acknowledgements

The 2005 Accessibility Plan has been developed by Region of Waterloo staff in cooperation with the Grand River Accessibility Advisory Committee members. Feedback on this plan was also requested of the City of Cambridge Accessibility Advisory Committee and Wilmot Township Accessibility Advisory Committee. Thanks are given to participants for their efforts and support. In particular, thanks are given to the Senior Management team at the Region of Waterloo as the corporate champions for this project.

Members of staff and the Accessibility Advisory Committees who participated in the preparation of this plan or who provided feedback are listed in Appendix C.

For more information regarding the 2005 Accessibility This plan is available in the Plan for the Region of Waterloo please contact: following alternate formats Deb Bergey upon request: Social Planning Associate, Region of Waterloo · Large Print By e-mail at [email protected] · Electronic - text only or PDF By phone at 883-2302 or · Braille Through Bell Relay Service at 1-800-855-0511 · Plain language summary Accessibility Plan 2005

Table of Contents

EXECUTIVE SUMMARY...... 1

DEFINITION OF KEY TERMS...... 6

INTRODUCTION...... 8

ACHIEVEMENTS FROM 2003/04...... 16

Regional Chair’s Office / Chief Administrative Officer...... 16

Corporate Resources...... 17 Council and Administrative Services...... 17 Facilities Management...... 18 Information Systems...... 19 Legal Services...... 20

Finance...... 21

Human Resources...... 21

Planning, Housing and Community Services...... 22 Housing...... 22 Community Services...... 24

Public Health...... 26

Social Services...... 28 Children’s Services ...... 28 Employment and Income Support...... 29 Sunnyside Home...... 30 Social Planning, Policy & Administrative Services...... 32

Transportation and Environmental Services...... 33 Grand River Transit...... 33 Transportation...... 36

Accessibility Plan 2005

PLANNED ACTIVITIES FOR 2005...... 37

Regional Chair’s Office / Chief Administrative Officer...... 37

Corporate Resources...... 38 Council and Administrative Services...... 38 Facilities Management...... 39

Finance...... 41

Human Resources...... 41

Planning, Housing and Community Services...... 42 Housing...... 42 Transportation Planning...... 44 Community Services...... 44

Public Health...... 47 Central Resources...... 47 Communicable Disease, Dental & Sexuality Resources...... 47 Environmental Health & Lifestyle Resources...... 48 Family & Community Resources...... 48

Social Services...... 49 Children’s Services ...... 49 Employment and Income Support...... 50 Sunnyside Home...... 53 Social Planning, Policy & Administrative Services...... 53

Transportation and Environmental Services...... 55 Grand River Transit...... 55 Transportation...... 58

CLOSING REMARKS...... 59

APPENDIX A: INDEX OF BARRIER CATEGORIES...... 60

APPENDIX B: GLOSSARY OF DISABILITY DEFINITIONS ...... 61

APPENDIX C: ACKNOWLEDGEMENTS...... 65

Accessibility Plan 2005

Executive Summary

The Region of Waterloo is committed to removing barriers faced by people with disabilities. With a combined population of almost 490,000 1 people, Waterloo Region is one of the fastest growing areas in Ontario. The area includes the three cities of Cambridge, Kitchener and Waterloo, and the four townships of North Dumfries, Wellesley, Wilmot and Woolwich each with their own unique history and geography.

The Region, as the upper tier municipality for the area, provides services in cooperation with area municipalities such as: water and waste management, public transportation and roads, public health, social services, heritage sites, social housing and rural libraries.

Based on a recent study by Statistics Canada2, it can be estimated that there are 57,090 individuals with disabilities in Waterloo Region (12.4% of the population). These individuals face barriers daily to participating in the life of our community.

In accordance with the requirements of the Ontarians with Disabilities Act, 2001, the Region has carried out the following activities: · The Region’s 2003/04 Accessibility Plan was released to the public on September 30, 2003, · The 2005 Accessibility Plan will be released early in 2005, · On December 9th, 2003, Regional Council appointed the members of the Grand River Accessibility Advisory Committee (GRAAC). This committee is a joint initiative along with the cities of Kitchener and Waterloo, and the Townships of North Dumfries, Wellesley and Woolwich. The Region also consults with the Cambridge Accessibility Advisory Committee and the Wilmot Township Accessibility Advisory Committee to receive input and advice as the 2005 accessibility plan is developed.

Through the “Strategic Focus 2004 to 2006” report, Regional Council has identified the objective to improve accessibility to Regional Services and remove physical barriers. A corporate Accessibility Policy and Procedure is being developed which includes accessibility guidelines to identify and prevent a variety of barriers faced by individuals with disabilities. These guidelines have been developed and tested over the past year, and will be finalized and released in 2005.

1 Region of Waterloo, Planning, Housing and Community Services (2004). 2 Statistics Canada, Participation and Activation Limitation Study (2001).

Accessibility Plan 2005: Executive Summary 1

In the 2005 Accessibility Plan, the Region describes the actions taken to remove barriers over the past year and outlines plans to remove barriers over the coming year. When identifying or removing barriers, the Region considers the broad range of barriers faced by individuals with disabilities. The following list outlines some of the key accomplishments of the Region over the past year which have a significant impact on the community or across the corporation.

þ Developed an Accessibility Survey Tool that defines access according to all the barrier categories of the ODA, 2001 (i.e. physical/ architectural, information/ communication, policy/ practice, attitudinal and technology). The tool was pilot tested at 8 sites across the Region. þ Completed building audits of 7 major facilities. Significant improvements were made in signage and access to existing buildings. þ Purchased new low floor accessible transit buses which brings the Region’s fleet to being 73% accessible. This is the highest in Ontario. þ Identified the need for corporate disability awareness training. A training program is being designed through the Region’s Citizen Centred Service program. þ Purchased 18 TTY machines to improve communication and access to service for deaf, deafened or hard of hearing individuals. þ Redesigned the corporate website to improve navigation and interface with accessibility software used by individuals with disabilities with further improvements to be made in 2005. þ Constructed a new 32 unit affordable housing complex which has a general level of accessibility for all residents. 4 units are specifically designed for people with disabilities.

2 Accessibility Plan 2005: Executive Summary

Table 1 provides an overview of the areas where the Region has focused its activities over the past year to address the range of barriers that exist.

Table 1: Regional Achievements from 2003/04

Physical/ Information/ Technology Policy/ Practice/ Architectural Communication Attitudinal Reviewed major Reviewed and Developed and Reviewed and revised Regional buildings revised implemented a policies/ guidelines/ for accessibility. accessibility of website accessibility contracts for information to the strategy. accessibility. public. Improved physical Used technology Implemented Developed processes access to program to allow better speech activated to ensure accessibility areas. access to technology for our is considered when information. telephone system. developing new policy. Developed long Improved Used technology to Attended training on range capital plans accessibility of allow for better strategies to improve for major buildings internal and access to accessibility and to remove physical external signage. information. disability awareness. barriers. Enhanced the Improved access Used technology for Offered resources to accessibility of to information better access to help staff improve vehicles for through staff services and sites. accessibility. transporting clients/ assistance. citizens. Improved Identified and Modified service accessibility to prioritized areas delivery to better transportation where TTY serve people with services. machines were disabilities. needed. Developed and implemented policies and procedures for a corporate wide accessibility planning strategy.

Accessibility Plan 2005: Executive Summary 3

The Region has developed planned activities for 2005 based on draft accessibility guidelines, feedback from its Accessibility Advisory Committees and input from the public. Many of these planned activities appear similar to the achieved activities listed in Table 1 as complex projects will take several years to fully implement and therefore future actions build on past accomplishments. The areas of focus for the coming year are listed in Table 2 below.

Table 2: Regional Planned Activities for 2005

Physical/ Information/ Technology Policy/ Practice/ Architectural Communication Attitudinal Review Regional Review and Implement Develop disability buildings for revise speech activated awareness training for accessibility. accessibility of technology for staff. information to telephone the public. systems. Improve physical Use technology Use technology to Arrange for staff to access to program to gain better allow for better attend training on areas within existing access to access to strategies to improve budgets. information. information. accessibility and disability awareness. Enhance the Improve Use technology Review service delivery accessibility of accessibility of for better access practices for barriers. vehicles for internal and to services and transporting clients/ external sites. citizens. signage. Submit capital plans to Modify service delivery improve accessibility to better serve people to buildings for budget with disabilities. approval. Review customer service practices to improve accessibility. Develop and implement policies and procedures for a corporate wide accessibility planning strategy.

The Region’s 2005 Accessibility Plan will be presented to the public by: · Distributing its plan through community agencies, · Holding public information sessions, · Placing media advertisements to release its plan, and · Posting its plan on the Regional website.

4 Accessibility Plan 2005: Executive Summary

The Region’s plan has been created in alternate formats such as: large print, text only, electronic file and plain language summary with other formats available upon request (i.e. Braille, taped text).

As the Region carries out its Accessibility Plan, it will continue to work with the three Accessibility Advisory Committees (Grand River Accessibility Advisory Committee, Cambridge Accessibility Advisory Committee and Wilmot Accessibility Advisory Committee) to receive advice on its accessibility plans.

Accessibility Plan 2005: Executive Summary 5

Definition of Key Terms

“Accessibility” 3

Accessibility means that the ability of people with disabilities will be enhanced to have equal access to opportunities, live independently and contribute to the community. To be sustainable, accessibility must have long term viability as part of the institution’s systems and culture.

“Accessibility Advisory Committee” (AAC)

An AAC refers to an Accessibility Advisory Committee that is created according to the ODA, 2001. More than 50% of this committee must be individuals with disabilities according to the Act. The duty of the committee is to advise municipal council each year about the preparation, implementation and effectiveness of its accessibility plan.

“Barrier” 4

A barrier is anything that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an informational or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice.

An example of each of the different kinds of barriers is shown below:

Physical: A doorknob that cannot be operated by a person with limited upper-body mobility and strength. Architectural: A hallway or door that is too narrow for a wheelchair or scooter. Informational: Typefaces in reports or on the website that are too small to be read by a person with low-vision. Communicational: Sign language interpretation is not available at public meetings. Attitudinal: A receptionist assumes an individual in wheelchair is not intelligent. Technological: A paper tray on a laser printer that requires two strong hands to open. Policy/Practice: A practice of not allowing job applicants an opportunity to complete job testing in alternate formats.

3 University of Ottawa, 2003-2004 Accessibility Plan. 4 Ontarians With Disabilities Act, 2001.

6 Accessibility Plan 2005: Definition of Key Terms

“Disability” 5

The ODA, 2001 adopts the broad definition for disability that is set out in the Ontario Human Rights Code.

A “disability” is:

(a) Any degree of physical disability, infirmity, malformation or disfigurement caused by bodily injury, birth defect or illness and includes, but is not limited to: · Diabetes mellitus, · Epilepsy, · A brain injury, · Any degree of paralysis, · Amputation, · Lack of physical co-ordination, · Blindness or visual impediment, · Deafness or hearing impediment, · Muteness or speech impediment, or · Physical reliance on a guide dog or other animal, or on a wheelchair or other remedial appliance or device.

(b) A condition of mental impairment or a developmental disability;

(c) A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language;

(d) A mental disorder; or

(e) An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.

The “Region”

The Region refers to the corporation of the Regional Municipality of Waterloo.

5 Ontarians With Disabilities Act, 2001.

Accessibility Plan 2005: Definition of Key Terms 7

Introduction

About the Region of Waterloo

The Region of Waterloo is committed to removing barriers faced by people with disabilities. The 2005 Accessibility Plan describes the actions that have been taken to remove barriers over the past year and activities planned to remove barriers over the coming year.

With a combined population of almost 490,000 people 6, Waterloo Region is one of the fastest growing areas in Ontario. Its unique balance of the urban and rural; its proximity to major North American markets and transportation networks; its diverse ethnic makeup; and its excellent education, health, cultural and recreational facilities contribute to the appeal this area has for families and businesses. The area includes the three cities of Cambridge, Kitchener and Waterloo, and the four townships of North Dumfries, Wellesley, Wilmot and Woolwich each with their own unique history and geography. The entire region covers 1382 square kilometres7.

The Region of Waterloo (“the Region”) is the upper tier municipality for the area. The Region employs approximately 2,500 8 full time, part time and temporary employees who provide many services for its citizens in cooperation with the seven area municipalities. An overview of Regional services is provided on the following pages.

6 Region of Waterloo, Planning, Housing and Community Services (2004). 7 Region of Waterloo, Planning, Housing and Community Services, (December, 2003). 8 Region of Waterloo, Human Resources (2004).

8 Accessibility Plan 2005: Introduction The Regional Chair is: · The head of Regional Council, and · The Chief Executive Officer of the Region.

The Chief Administrative Officer (CAO) is responsible for: · Overall administration and operation of the

Region.

Corporate Resources provides centralized internal support to the organization including legal, administrative services, Council support, facilities and information technology services. The Provincial Offences Court and Licensing services are delivered directly to the public. Services also include: · Corporate publishing, · Information management and Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), · Information systems and technology services, · Construction and maintenance services for all Regional buildings and properties, and · Maintenance and acquisition of all Regional vehicles.

Finance provides the following services: · Financial, accounting, treasury and purchasing services, · Policy recommendations on finance and related issues to the Chief Administrative Officer and Regional Council, and · Risk management and insurance services.

Accessibility Plan 2005: Introduction 9

Human Resources provide: · Leadership and support to the organization in

the development of its people to deliver Regional programs and services.

Planning, Housing and Community Services leads several initiatives to help guide regional growth, foster community development and enhance quality of life within the community. · Community Planning – growth management, planning approvals, environmental stewardship, · Community Services – culture and heritage, library services, planning information and research, · Community Housing – affordable housing strategies, action plans, housing administration,

· Transportation Planning – Transportation Master Plan,

systems planning, transportation demand management, transit planning, and · Strategic Planning – new strategic and communication initiatives.

Public Health builds healthy and supportive communities by promoting and protecting health and preventing disease through programs and services such as: · Family and community resources, · Lifestyle resources, · Sexuality resources, · Communicable disease programs, · Dental health programs, · Emergency medical services, and · Environmental health.

10 Accessibility Plan 2005: Introduction

Social Services provides a variety of social, financial and community based services to residents of the Region including: · Development and delivery of the local children’s services system, · Delivery of Employment and Income Supports, · Operation of Sunnyside Home, a long-term care facility, and · Social Planning, Policy, and Program Administration.

Transportation & Environmental Services is responsible for: · Regional roads, traffic signals and the Regional Airport, · Transit (buses and Mobility Plus), · Water supply, wastewater treatment and management and disposal of solid wastes, and · Design and construction of Regional projects.

Accessibility Plan 2005: Introduction 11

A Look at Disability in Waterloo Region

The Region, as a municipal government body, should offer services equally to all citizens regardless of ability. Individuals with disabilities make up a large part of the local community. However, identifying the exact number of individuals with disabilities in this Region is difficult. Consistent information at the local community level describing the number of people facing different types of disabilities is not available; many different definitions of disability exist; and, finally, many studies rely on individuals identifying themselves as having a disability, in which case, an accurate picture of disability in this community may not occur. As a result, it is necessary to estimate local needs based on national statistics.

In 2001, Statistics Canada collected limited information about the level and type of disabilities across Canada9. 3.6 million Canadians identified themselves as having a disability that limited their daily activities, which represents 12.4% of the population of the country (see Table 3). Many seniors also develop disabilities as they age; currently, 40.5% of all people with disabilities are over the age of 65. Preliminary estimates show that by 2011, the amount of seniors in this community is expected to increase by almost 10 %10, which means many more individuals with disabilities will be living in this community.

Table 3: Canadian Population Statistics and Rates of Disability 9

Based on 2001 Statistics Total population of Canada 28,991,770 Total number of Canadians with disabilities 3,601,270 % of Canadian population with disabilities 12.4% Total population of Waterloo Region 10 459,600 Total number of Waterloo Region residents with disabilities 57,090

The number of individuals facing different types of disabilities was also described in the study carried out by Statistics Canada. From that research, the number of individuals who live with these disabilities in this community can be estimated. Table 4 shows the total numbers of individuals by disability type within Canada and the corresponding estimate of that number for Waterloo. If the total number of people with each type of disability is added up, it will be more than the total population because a person may have more than one disability and may be counted in more than one category.

9 Based on Statistics Canada, Participation and Activation Limitation Study (2001). 10 Region of Waterloo, Planning, Housing and Community Services (2004).

12 Accessibility Plan 2005: Introduction

Table 4: Number of people by disability type in Canada and Waterloo Region 11

Total number of Estimated Population Type of % of Canadians Canadians by of Waterloo Region by disability by disability type disability type disability type Hearing 1,061,890 4% 16,834 Seeing 610,950 2% 9,685 Speech 429,660 1% 6,811 Mobility 2,472,720 9% 39,199 Developmental 166,320 1% 2,637 Learning 551,780 2% 8,747 Psychological 572,090 2% 9,069

Accessibility Planning Principles

In June 2004, Regional Council approved the “Strategic Focus 2004 to 2006” report. Under the focus area Enhance Community Health and Social Well Being, the objective to improve accessibility to Regional Services and remove physical barriers was identified. This further supports the direction staff has been taking since municipal responsibilities under the ODA, 2001 were passed in September 2002.

Currently, staff members use the following guiding principles for accessibility planning. Over the next year, these principles will be incorporated into a corporate accessibility policy that will be approved by senior management and taken to Regional Council.

The following statement is the operating principle developed by the corporate ODA Steering Team:

“The Regional Municipality of Waterloo will continuously strive toward achieving an environment that is free of barriers for individuals with disabilities consistent with our requirements under the Ontarians with Disabilities Act, 2001.”

The guiding principles of the accessibility planning process are as follows:

· All departments of the Region will participate in the improvement of accessibility to their by-laws, regulations, policies, programs, practices and services. · Accessibility will be considered with regard to both the public and Regional employees. · Accessibility plans will reflect available resources: human, capital and financial. · Barrier identification, prevention and removal activities will follow consistent standards across the departments of the Region through the use of the Region of Waterloo Accessibility Survey Tool.

11 Based on Statistics Canada, Participation and Activation Limitation Study (2001).

Accessibility Plan 2005: Introduction 13

· Barriers for people with disabilities will be prevented or identified and removed based on the six barrier categories under the ODA (i.e. physical, architectural, informational/ communicational, attitudinal, technological and, policy/ practice related). · Actions to improve accessibility will take into consideration the principles of Universal design, which allow for the design of products and environments that will be usable by all people, to the greatest extent possible, without the need for adaptation or specialized design. · The Region will work in cooperation with the area municipalities and other participating agencies in consideration of common interests. · While developing and implementing its Accessibility Plan, the Region will take into consideration advice received from its Accessibility Advisory Committees, the public and Regional employees. Regional Council will consider the plan for approval.

Planning Process

Many staff members at the Region are actively involved in finding ways to improve the accessibility of services and sites. The corporate ODA Steering Team consists of the ODA staff team and senior managers representing each department of the Region. This group meets regularly to set the direction for accessibility planning and to ensure full participation of all departments. The ODA staff team also meets regularly with the CAO and departmental Commissioners to provide updates and direction on planning progress.

As the plan is developed each year, appropriate staff members are brought together from all levels of the organization, from front line staff through to Commissioners, to provide input into the development and implementation of Accessibility Plan items. This past year, an Accessibility Survey Tool has been drafted and tested to help staff identify potential barriers faced by individuals with disabilities. The survey tool was developed based on community feedback, resources from disability organizations, and existing accessibility standards. Over the summer, the tool was tested on various areas of the Region and will be finalized in the coming year. Action plans for the 2005 Accessibility Plan were created based on this trial and feedback from the community.

Consultation with the community and the Region’s Accessibility Advisory Committees (AACs) is critical to its success. This past year several public information sessions were held to gather feedback on the Region’s first plan and to identify opportunities to consider in this year’s plan.

Accessibility Advisory Committees (“AACs”)

On December 9th, 2003, Regional Council appointed the members of the Grand River Accessibility Advisory Committee (GRAAC). This committee is a joint initiative with the cities of Kitchener and Waterloo, and the Townships of North Dumfries, Wellesley and Woolwich. Several local public sector organizations also consult with the GRAAC (i.e. school boards, hospitals, colleges and universities). The Region will work with this

14 Accessibility Plan 2005: Introduction

committee to seek advice on its annual Accessibility Plan and to coordinate areas of joint effort with the other organizations participating on the committee.

In addition, the Region consults with the Cambridge Accessibility Advisory Committee and the Wilmot Township Accessibility Advisory Committee to receive input and advice about its Accessibility Plan.

All three of these committees need to provide advice on the plan to ensure that the Region has consultation from all of its geographic areas (see Appendix C for a list of committee members).

Accessibility Plan 2005: Introduction 15

Achievements from 2003/04

In its September 2003 Accessibility Plan, the Region committed to actions that would identify, remove and prevent barriers to people with disabilities. This section provides a report of what has been achieved over the past year. Each of the actions from the 2003/04 plan are listed with a status update as of the end of 2004. If a planned item was not completed or was carried out in a different way from the original plan, an explanation is given. The barrier category that the item was intended to address is listed in brackets. In addition to the items that were identified in last year’s plan, the Region carried out extra activities which identified or removed barriers. These items are noted with a label:

Regional Chair / Chief Administrative Officer

Action Completion Date Items carried over

Ø Review publication standards for all In progress. Strategy Additional time public documents created by the to develop a corporate is required to Region to determine any process standard to be created implement a barriers for people with disabilities. by December, 2005. corporate (Information/ Communication) strategy and team.

Ø Participate in the Accessibility Survey Tool trial using the technology section Complete as of of the tool. (Technology) September, 2004. · Develop action plan for 2005 based on needs identified through survey

Ø Install TTY machine for use by both Complete as of the CAO and Regional Chair’s office. December, 2004. (Information/ Communication, Technology)

Ø Make available TTY’s on a sign out Complete as of basis for all three main Regional December, 2004. buildings (Cambridge, Kitchener and Waterloo) through the Citizen Service Representatives. (Information / Communication, Technology)

16 Accessibility Plan 2005: Achievements from 2003/04

Corporate Resources

Council and Administrative Services

Action Completion Date

Ø Review Procedural By-law to Complete as of September, 2004. determine any process barriers for No barriers found. people with disabilities. (Policy/ Practice/ Attitudinal)

Ø Review publication standards for Complete as of December, 2004. Council and Committee Agendas and Recommended actions to be completed in Reports. (Information/ Communication) 2005.

Ø Install TTY at corporate reception for Complete as of December, 2004. all general inquiries to the Region. (Information/ Communication, Technology)

Ø Review the Memorandum of Complete as of September, 2004. Understanding of the Attorney General No barriers found. relating to Court services and ODA legislation. (Policy/ Practice/ Attitudinal)

Ø Install TTY at Provincial Offences Complete as of December, 2004. Court. (Information/ Communication, Technology)

Ø Participate in a trial Accessibility Complete as of September, 2004. Survey using the Policy/ Practice tool at Provincial Offences Court. (Policy/ Practice, Attitudinal)

Accessibility Plan 2005: Achievements from 2003/04 17

Facilities Management

Action Completion Date

Ø Conduct accessibility survey of the All audits complete as of September, following major Regional facilities: 2004. Time and resources did not allow (Physical/ Architectural) for further surveys. · Administration Building 150 Frederick Street · Public Health and Social Services 99 Regina Street South · Regional Operations Centre, 100 Maple Grove Road · 150 Main Street Cambridge · Waterloo County Courthouse · Kitchener Transit Centre on Charles Street · Cambridge Transit Centre on Ainslie Street · Other buildings may be audited if time and resources permit

Ø Add ramp and automatic door openers Complete. at Courthouse main entrance. (Physical/ Architectural)

Ø Add inside and outside signs with Complete. improved high contrast colouring and raised lettering at Main administration buildings (99 Regina - Waterloo, 150 Main - Cambridge, 150 Frederick - Kitchener). (Physical/ Architectural)

Ø Renovate 150 Main Street, Cambridge Complete. to include wheelchair accessible public washrooms, lift for the second floor, reception desk with lowered counter and accessible showers and washrooms in Employee Centre. (Physical/ Architectural)

Ø Design International Airport Terminal to Complete. include wheelchair accessible parking by front door, inside and outside signs

18 Accessibility Plan 2005: Achievements from 2003/04

Action Completion Date

with high contrast colouring and internationally recognized airport symbols, ramps to parking ticket machines. (Physical/ Architectural)

Ø Renovate main floor at Police Division Complete. #2 in Cambridge to include new entrance ramp and accessible washrooms. (Physical/ Architectural)

Ø Construct new modular building at Complete. Regional Laboratory to include a ramp and barrier free washroom. (Physical/ Architectural)

Ø Add barrier free washroom and Complete. lengthened existing outdoor ramp at Employment Resource Centre (leased space at 235 King Street, Kitchener). (Physical/ Architectural)

Ø Develop a ten year capital plan to Complete by December, 2004. address accessibility barriers. (Physical/ Architectural)

Information Systems

Action Completion Date

Ø Create a Web Site Accessibility Strategy. (Technology, Information/ Communication)

· Review Region’s website and make Complete recommendations to improve A review has been done and some accessibility for persons with accessibility features have been disabilities. This process involves incorporated into the new design. consultation with technology vendors and Regional stakeholders. · Implement as per recommendations.

Accessibility Plan 2005: Achievements from 2003/04 19

Action Completion Date

· Use accessibility validation tools/ web Complete as of December, 2004. auditing tools to help improve the An accessibility audit tool has been accessibility of the Region’s website. acquired and used to review the web site. Based on the results of the tool the Region’s site currently meets Priority 1/ Level A Accessibility Guidelines as defined by the World Wide Web Consortium.

Ø Provide better access to Regional Complete as of December 2004. telephone systems for staff and the The technology has been acquired and public using speech activated installed. Locus dialogue implementation is technology (Technology, Information/ in progress for Regional staff. Speech Communication, Physical/ Architectural) activated messaging is implemented and · Implement Locus Dialogue for a will be provided to Regional staff as speech activated phone directory and required. Call Pilot for speech activated Locus Dialogue will be implemented for all messaging. Regional staff by the end of 2004.

Legal Services

Action Completion Date

Ø Participate in a trial Accessibility Complete as of September, 2004. Survey using the Physical/ Architectural tool for office area. (Physical/ Architectural)

20 Accessibility Plan 2005: Achievements from 2003/04

Finance

Action Completion Date

Ø Develop purchasing By-Law Number Complete. 04-093, Section XV, Clause 42 to state: “When acquiring goods or service for the Region, the Chief Purchasing Officer shall have regard to accessibility for persons with disabilities to the goods or services.” (Policy/ Practice/ Attitudinal)

Human Resources

Action Completion Date Items carried over

Ø Policy Review Process (Policy/ Practice/ Complete as of Attitudinal) November, 2004. · Ensure accessibility is considered as Process has been existing policies are reviewed. tested and implemented.

Ø Interviewing and Selection Workshop Complete as of An internet for Management (Policy/ Practice/ November, 2004. toolkit with Attitudinal) support from · Expand the Human Resources Human training package to add in more detail Resources on accommodation of special needs. staff will replace a workshop.

Ø Management Seminars (Policy/ Complete as of June, Practice/ Attitudinal) 2004.

Accessibility Plan 2005: Achievements from 2003/04 21

Action Completion Date Items carried over

· Provide lunch hour seminars for management on accommodation- related policies and practices for employees with disabilities.

Ø “e-HR” (Information/ Communication, Complete as of Technology) December, 2004. · Place pilot computer kiosks at remote Regional worksites to provide enhanced electronic access to Human Resources information.

Ø Install TTY at Human Resources Complete as of reception. (Information/ Communication, December, 2004. Technology)

Planning, Housing and Community Services

Housing

Action Completion Date Items carried over

Ø Construct a new 32 unit affordable Complete. housing complex which will include All units have a basic four barrier free units. (Physical/ level of accessibility, Architectural) including features such as grab bars in the washrooms. Four units are designed specifically for people with disabilities. The

22 Accessibility Plan 2005: Achievements from 2003/04

Action Completion Date Items carried over

overall building design includes such accessibility features as automatic door openers and hand rails in hallways.

Ø Develop a process for clients to search In progress. Will be the Community Housing Inventory (on Working to ensure complete by the Region’s website) to allow persons system is easy to use December, with disabilities to easily access and effective. 2005. information on housing units. Benefits of this system are: · Offers an option other than physically accessing the information on site · Compatible with a Braille printer, and · Can be used with text reading software or voice recognition software. (Policy/ Practice/ Attitudinal, Information/ Communication, Technology)

Ø Improve accessibility of Waterloo Complete as of Region Housing units and sites December, 2004. (Physical/ Architectural). · 233 Franklin Ave. – install hydraulic lift. · 65 Paulander Drive – re-design front lobby and entrance doors. · 119 College St. – re-design front lobby and entrance doors. · 778 Walter St. – install automatic door openers. · 168 Grand Ave. S. – install automatic door openers.

Ø Install TTY at reception areas for Complete as of Housing. (Information/ Communication, December, 2004. Technology)

Accessibility Plan 2005: Achievements from 2003/04 23

Action Completion Date Items carried over

Ø Participate in a trial Accessibility Complete as of Survey using the Physical/ September, 2004. Architectural tool at the 239 Franklin St apartments. (Physical/ Architectural)

Community Services

Action Completion Date Items carried over

Ø Waterloo Regional Library (Rural Library System)

· Ensure new buildings for the Linwood Complete. and Ayr branches are physically Including ramps, accessible with accessible automatic door washrooms and layouts (Physical/ openers, accessible Architectural). washrooms and widened aisles for wheelchair access.

· Design a program identifier for the Complete. libraries to improve visibility and recognition for the branches (Information/ Communication).

· Place new signs incorporating the Complete. Regional logo and library identifier at all branches to replace fading signs (Information/ Communication).

· Purchase new software for the library Complete as of catalogue which incorporates designs November, 2004. (icons, font size etc) that conforms to the Americans with Disabilities Act and will assist patrons using the catalogue in the library or accessing services from home (Information/ Communication).

24 Accessibility Plan 2005: Achievements from 2003/04

Action Completion Date Items carried over

Ø Joseph Schneider Haus (all barriers). Partially complete. Due to · Complete an inventory of potential Inventory not emergency accessibility improvements. complete, but maintenance improvements were projects that made to the stone emerged over walkway leading to the past year, reception which will this task will increase physical be completed access. in 2005.

Ø Doon Heritage Crossroads (Physical/ Complete. Architectural). · Construct new physically accessible blacksmith shop. · Complete renovations to large meeting room with an automatic door opener and wheelchair accessible ramp.

Ø Planning Information Services Deferred. Will complete (Information/ Communication) this action · Revise statistical publications and once Regional maps to follow corporate accessibility standards are standards for print materials when released. developed.

Transportation Planning

Action Completion Date

Ø Participate in a trial Accessibility Complete as of December, 2004. Survey using the Physical/ Architectural tool to assess all bus shelters. (Physical/ Architectural)

Accessibility Plan 2005: Achievements from 2003/04 25

Public Health

Action Completion Date

Ø Review recommendations from Access Complete. & Equity Review and develop action Physical accessibility considered for plans. Implement plans over the year. new Resource Centre (Physical/ (All barriers) Architectural). General Public Health presentation revised for plain language (Information/ Communication). Contacted the City of Waterloo to arrange for an accessible parking space at front entrance (Physical/ Architectural). Tips for planning accessible meetings placed in staff newsletter (Policy/ Practice/ Attitudinal).

Ø Provide literacy training to Public Health Complete. staff in the fall of 2003. (Information/ 2 plain language courses were held in Communication) February, 2004.

Ø Develop a manual to assist staff in Complete. modifying practices related to Bibliography and manual with tips on accessibility which will include (Policy/ improving accessibility are available Practice/ Attitudinal): in all divisions of Public Health and at · An annotated bibliography of Resource the Resource Centre. Centre publications/videos/tool kits to assist in working with vulnerable groups, including individuals with disabilities. · Practical tips for improving inclusion in public health practice.

26 Accessibility Plan 2005: Achievements from 2003/04

Action Completion Date

Ø Determine if five Public Health reception Complete as of November, 2004. areas meet Regional Accessibility Survey architectural guidelines. (Physical/ Architectural) · Perform architectural Accessibility Survey on each reception area.

Ø Determine if customer service standards Complete as of November, 2004. are being met through reception. (Information/ Communication) · Perform Accessibility Survey on reception areas.

Ø Create staff awareness of Regional Complete as of September, 2004. Accessibility Survey guidelines and the Region’s ODA implementation plans. (Policy/ Practice/ Attitudinal) · Invite ODA staff team to do presentations to support staff.

Ø Install TTY at Public Health reception. Complete as of December, 2004. (Information/ Communication, Technology)

Ø Participate in a trial Accessibility Survey Complete as of September, 2004. using the Information/ Communication tool at the Resource Centre. (Information/ Communication).

Accessibility Plan 2005: Achievements from 2003/04 27

Social Services

Children’s Services

Action Completion Date Items carried over

Ø Children’s Services Special Needs Program development Resource Project 2003/2004. (Policy/ is complete. The Practice/ Attitudinal) service will be provided · Provide special needs resource on an ongoing basis. services through contracts with seven community agencies which will increase the ability of children with special needs to participate in child care within their own community and to access the service and needed supports more easily.

Ø Redevelop Kinsmen Children’s Centre Complete. (Physical/ Architectural) · Replace the Kinsmen Children’s Centre with an accessible single storey facility, to be opened in early 2004. Facility design promotes accessibility and ease of movement for children, parents and staff such as; sensor activated water taps in children’s washrooms; child height furniture, fixtures, and coat areas; level surfaces throughout the interior; level surfaces in portions of the playground; limited doors or barriers in areas open to children; low level windows; resistance free hinges on adult washroom doors.

28 Accessibility Plan 2005: Achievements from 2003/04

Action Completion Date Items carried over

Ø Update Inclusion Policies (Policy/ In Progress. To be Practice/ Attitudinal) completed in · Update policies to review and refine the 2005. way supports to children with special needs are provided in the Region’s directly operated centres.

Employment and Income Support

Action Completion Date Items carried over

Ø Enhance communication and marketing Complete. All of services via electronic media (visual communication is and audio) and printed information. reviewed for simple (Information/ Communication) language and effectiveness of presentation. In progress. Delayed due Electronic marketing of to staff, services has been financial and reviewed and will be program carried forward to constraints. 2005.

Ø Increase community partnerships with Complete. outside agencies to provide services to Staff meet regularly clients with special needs. (Policy/ with Ontario Disability Practice/ Attitudinal) Support Program and · Meet with provincial and community other community based agencies to identify and address agencies. service accessibility issues. Funding in place for sign language interpreters as needed.

Ø Address accessibility in Annual Service Plans in the following ways: (Physical/ Architectural, Information/ Communication)

Accessibility Plan 2005: Achievements from 2003/04 29

Action Completion Date Items carried over

· Redesign of space, In progress – ongoing ? Adapt designs to meet requirements development. of citizens and staff with disabilities, ? Assess ergonomic issues for staff and participants/ citizens, and ? Purchase furniture and other resources as required for public and staff (e.g. adjustable furniture and technology).

· Improve accessibility to services: Complete. ? Provide basic customer service training and enhancements for reception and clerical staff.

· Set priorities for EIS. In progress. On an ongoing basis, will continue to identify physical design priorities in the annual service plan.

Ø Establish a sub office in a rural Complete. community to access income support service. (Policy/ Practice/ Attitudinal)

Ø Participate in a trial Accessibility Complete. Survey using the Technology tool at the Employment Resource Centre (235 King St). (Technology)

Sunnyside Home

Action Completion Date

Ø Purchase new van for client use that will Complete. Van purchased, to be have improved seating for people using delivered early in 2005. wheelchairs. Consult residents on the purchase. (Physical/ Architectural)

30 Accessibility Plan 2005: Achievements from 2003/04

Action Completion Date

Ø Fundraise to purchase an automatic door Complete. opener for the new chapel. (Physical/ Architectural)

Ø Complete phase two of the building of the Complete. new facility which includes some key building and service design features such as: · automatic door openers, telephones with volume controls, increased number and larger elevators, wider hallways and doorways with wider handrails, larger signage, automatically opening entrance doorways, wheelchair accessible kitchen counters, improved lighting, dining room and common room with chairs which are safe for transferring, secure therapeutic garden, call bells forwarded to staff pagers (which can be set to vibrate), large print brochures, pictures at wheelchair height, recreation rooms on each floor, larger resident rooms, larger washroom facilities, raised toilet seats, wheelchair accessible sinks, larger taps, extra wide shower facilities with seating benches, accessible closets, electric beds, light switches at wheelchair height controlled by resident at entrance to room and from the beds, large and low windows that open which can be viewed from bed, and memory boxes outside each room which enable residents to recognize their rooms.

Ø Participate in a trial Accessibility Survey Complete as of September, 2004. using the Information/ Communication tool on new client packages. (Information/ Communication)

Accessibility Plan 2005: Achievements from 2003/04 31

Social Planning, Policy & Administrative Services

Action Completion Date Items carried over

Ø Review Homeless Shelter guidelines to Complete as of July include definitions of accessibility. 2004. (Policy/ Practice/ Attitudinal)

Ø Continue to coordinate accessibility planning: (Policy/ Practice/ Attitudinal):

· Create corporate accessibility policy In Progress. Principles Policy to be which includes an Accessibility Survey for the policy approved complete in Tool (provides guidelines to identify an as of December, 2004. 2005 along remove barriers from all six Draft Accessibility with the categories). Survey Tool complete finalized as of June 2004. procedures for the Accessibility Survey.

· Facilitate a review of existing by-laws, Complete as of policies, programs, practices and September, 2004. 8 trial services by using the survey tool in surveys carried out each department. across the corporation as of August 2004.

· Facilitate the development and Complete as of prioritization of action plans identified September 2004. through the accessibility survey process.

· Create annual accessibility plan. Complete. Summary of progress written for Report to Community as of September, 2004. Full Plan prepared by December, 2004, Early in 2005, approved by Council and released to public.

32 Accessibility Plan 2005: Achievements from 2003/04

Action Completion Date Items carried over

· Oversee the spending of one-time Complete as of funding to address barriers identified December, 2004. through survey process. · 18 TTY’s purchased for key areas of the Region. · Funded Facilities to: hire a consultant to complete physical surveys for Facilities and purchase signage for Regional building at 99 Regina St in Waterloo.

Ø Install TTY at Social Services reception Complete as of for the office of the ODA Social December, 2004. Planning Associate. (Information/ Communication)

Transportation and Environmental Services

Grand River Transit

Action Completion Date

Ø Continue with the implementation of the 5 year business plan for Mobility PLUS.

Accessibility Plan 2005: Achievements from 2003/04 33

Action Completion Date

· Provide an additional 32,100 rides to Complete. users through the purchase of an Vans delivered by October, 2004. additional 2 vehicles, through increased Additional service available in July, Taxi Scrip services and through other 2004. methods such as low floor buses. (Policy/ Practice/ Attitudinal, Physical/ Architectural)

· Hire additional staff for client intake to Complete as of August, 2003. provide information on the variety of trip options available to the users. (Information/ Communication)

· Increase funding to create enhanced Complete as of December, 2004. information (eg. larger font sizes) for promotion and marketing programs. (Information/ Communication)

· Initiate Community Outreach Program to Complete as of September, 2004. foster and further develop a method to Communications base developed increase communication between the through Transit and other Advisory Region and the public relating to transit Committees and individual services for persons with disabilities. organizations. (Information/ Communication)

· Complete an operational review to Complete as of May, 2004. provide an increase in service of 3,000 New service implemented. trips to North Dumfries in 2004. (Policy/ Practice/ Attitudinal)

· Continue to consult with public, including Complete as of September, 2004. an active role for the Specialized Transit Formal process in place with Service Advisory Committee, to receive Specialized Transit Services input on service improvements and the Advisory Committee to review effectiveness of changes in meeting client progress. needs. (Policy/ Practice/ Attitudinal)

34 Accessibility Plan 2005: Achievements from 2003/04

Action Completion Date Items carried over

Ø Continue to implement the 5 year plan for conventional transit.

· Purchase additional 18 low floor buses to Complete as of bring the total fleet to 180 with 131 being December, 2004. low floor buses (73%). (Policy/ Practice/ Attitudinal, Physical/ Architectural) · Note: The total number of buses given here is different from the 2003/04 Accessibility Plan and has been clarified since that time.

· Implement new practice that all new Complete. buses being purchased are low floor with 2 rear facing spaces reserved for people using wheelchairs. (Policy/ Practice/ Attitudinal, Physical/ Architectural)

· Retrofit 62 existing conventional buses to In Progress - Delay in ensure that there are 2 rear facing retrofit to be retrofitting due to wheelchair positions. Inspect all buses to finished over next clarification of ensure that all equipment is properly 3 years. the ambiguity in working. (Physical/ Architectural) Approximately 20 the Ministry of vehicles have Transportation’s been completed. position on Inspection of proper equipment securement of complete as of passenger in September, 2004. rear facing position

· Complete sensitivity training for In progress. Completion by conventional bus operators. (Policy/ 60% of staff summer, 2005. Practice/ Attitudinal) trained as of December, 2004.

Ø Participate in a trial Accessibility Survey Complete as of using the Information/ Communication September, 2004. tool at Mobility Plus. (Information/ Communication)

Accessibility Plan 2005: Achievements from 2003/04 35

Transportation

Action Completion Date

Ø Signal light changes for colour vision Complete. blindness (Technology, Policy/ Practice/ Total number of traffic signals to be Attitudinal) changed is 170, 20 are done as of · Install flashing green left turn arrows at Sept 1/04, another 50 should be intersections in the Region. The flashing done by Dec 31/04. green arrow replaces the steady green A new regional standard has been arrow for advance green signals. The developed in which all new or rebuilt arrow flashes for green and is steady for intersections will have this flashing the amber and red sequences. This left arrow installed. improvement assists colour blind drivers in distinguishing the signal operation and increases the safety of drivers when traveling through intersections.

Ø Install TTY at Regional Operations for Complete as of December, 2004. after hours calls regarding all Regional services. (Information/ Communication, Technology)

36 Accessibility Plan 2005: Achievements from 2003/04

Planned Activities for 2005

Activities for the Region’s 2005 Accessibility Plan have been developed in several ways. Over the past year, an Accessibility Survey Tool has been created. As these surveys were carried out, opportunities for improving accessibility were identified and prioritized, and action plans were created. Other planned actions were developed as a result of feedback from the community and as follow up from 2003/04 action items.

These plans are intended to give a broad overview of the actions the Region will take in the coming year. The barrier category that the item was intended to address is listed in brackets.

Regional Chair / Chief Administrative Officer

Action Estimated Resources Completion Required Date

Ø Investigate the installation of an September, Cost of door automatic door opener or a door bell/ 2005. opener or door buzzer to improve access to the reception bell. Subject to area. (Physical/ Architectural) availability of funds.

Ø Develop and pilot a corporate customer December, Staff time to service training program which includes 2005. develop. Cost of disability awareness training. (Policy/ implementation. Practice/ Attitudinal)

Accessibility Plan 2005: Planned Activities for 2005 37

Corporate Resources

Council and Administrative Services

Action Estimated Resources Completion Required Date

Ø Implement new document formats for June, 2005. Staff time. Council and Committee agendas, minutes and reports. (Information/ Communication, Technology)

Ø Review the posting of Minutes, Agendas December, Staff time and cost to the Region’s Website. (Information/ 2005. of alternate ways of Communication, Technology) posting documents.

Ø Provincial Offences Court Administration (POCA):

· When corporate training is established, November, Staff time to attend implement a training plan for all staff to 2005. training. Cost of to attend to increase their awareness training. and sensitivity to barriers faced by people with disabilities (Policy/ Practice/ Attitudinal).

· Ensure the Region’s web page and the October, 2005. Staff time to website of its private collections research and company, Paytickets, is designed in a implement. Cost of way that can be read by a screen reader any modifications to for individuals with a disability the webpage. (Technology, Information/ Communication).

· Promote existing Human Resources November, Staff time and cost policy on accommodation of employees 2005. of accommodations with disabilities to ensure that program if identified.

38 Accessibility Plan 2005: Planned Activities for 2005

Action Estimated Resources Completion Required Date

staff are aware that individual accommodation of workstations is available if needed (Policy/ Practice/ Attitudinal).

· When corporate Customer Service November, Staff time to Standards are adopted, implement 2005. implement. these standards for this program (Policy/ Practice/ Attitudinal).

· Install an automatic door opener at the November, Cost of door Cambridge office on the main office door 2005. opener. Install at and courtroom door (Physical/ least one door, two Architectural). doors if resources permit.

· Develop procedures to encourage November, Staff time to program staff and all citizens to identify 2005. develop and innovative ways to better serve people implement with disabilities (Policy/ Practice/ procedures. Attitudinal).

Facilities Management

Action Estimated Resources Completion Required Date

Ø Complete accessibility surveys of August, 2005. Staff time to major public facilities that were not complete surveys included in last year’s plan. (Physical/ and available Architectural) funding to act on · Rural libraries results. · Daycare centres · Employment Resource Centre, 235 King Street (leased) · Waterloo Region Housing offices, 385 Fairway Road (leased)

Accessibility Plan 2005: Planned Activities for 2005 39

Action Estimated Resources Completion Required Date

Ø Submit Capital Plans for improvements October, 2005. Staff time to needing capital funding as part of the implement 2006 budget cycle. (Physical/ improvements. Architectural) Cost of · Complete approved improvements improvements. deemed urgent which can be completed within existing capital resources for 2005. · Complete approved improvements needing new capital funding submitted for budget approval for 2006.

Ø Provide design and implementation December, 2005. Staff time to assistance to all Regional programs for provide advice. enhancing physical and architectural items in their program areas. (Physical/ Architectural)

Information Systems

Action Estimated Resources Completion Date Required

Ø Provide better access to Regional March, 2005. Staff assistance telephone systems for staff and the required from public using speech activated departments dealing technology. (Technology, Information/ with the public. Communication, Physical/ Architectural) · Implement Locus Dialogue for a speech activated phone directory and Call Pilot for speech activated messaging.

40 Accessibility Plan 2005: Planned Activities for 2005

Finance

Action Estimated Resources Completion Date Required

Ø Review alternate formats (e.g. large December, 2005. Staff time to print) for budget books, issue papers complete review. and other reports. (Information/ Communication)

Ø Renovate reception area to improve December, 2005. Financial cost of physical accessibility by improving renovations. openness of design and lowering table for wheelchair access. (Physical/ Architectural)

Ø Enroll staff who have direct contact December, 2005 Financial cost of with the public (e.g. reception and the training. Staff accounts payable) in disability time to attend. sensitivity awareness training. (Policy/ Practice/ Attitudinal)

Human Resources

Action Estimated Resources Completion Required Date

Ø Renovate reception area for wheelchair September, Cost to renovate accessibility and install accessible 2005. reception area. computer kiosk to provide better access to HR forms and information. (Physical/ Architectural, Technology)

Accessibility Plan 2005: Planned Activities for 2005 41

Action Estimated Resources Completion Required Date

Ø Make specific Human Resources forms June, 2005. Staff time and cost available for staff on intranet, an of technology. internal computer system. (Technology)

Ø Redesign Human Resources pages on July, 2005. Staff time and cost Internet and Intranet to simplify the of technology. recruitment and application process and make them more “user friendly”. (Information/ Communication, Technology)

Ø By working with other departments, September, Staff time. explore recruitment strategies for 2005. people with disabilities. (Policy/ Practice/ Attitudinal)

Planning, Housing and Community Services

Housing

Action Estimated Resources Completion Date Required

Ø Develop a process for clients to 2005. Cost of database search the Community Housing and staff time to Inventory (on the Region’s website) to create and review. allow persons with disabilities to easily access information on housing units. Benefits of this system are: · Offers an option other than physically accessing the information on site,

42 Accessibility Plan 2005: Planned Activities for 2005

Action Estimated Resources Completion Date Required

· Compatible with a Braille printer, and · Can be used with text reading software or voice recognition software. (Policy/ Practice/ Attitudinal, Information/ Communication, Technology)

Ø Include provisions to make Waterloo Region Housing units/sites more accessible (Physical/ Architectural).

· 335 Regina (Seniors Complex Winter, 2005 Cost of renovations. Building) – renovate bathrooms to replace with easier to use faucets for seniors.

· 47 Holborn – install hydraulic lift. Spring, 2005 Cost of lift.

Ø Promote accessibility in new community housing units built under the Region’s Affordable Housing Strategy (Physical/ Architectural, Policy/ Practice/ Attitudinal).

· Have general level of accessibility Early, 2005 throughout the Kourio building, 695 Strasbourg Rd., and include 13 specially designed barrier-free units specifically for individuals with Region provides disabilities. assistance in the form of capital · Have a general level of accessibility Early, 2005 grants and and include 2 barrier-free units exempted specifically for individuals with development disabilities at 75 Charles St., a three charges. storey supportive housing project for low income single people. There will be staff on site to assist tenants with daily living.

Accessibility Plan 2005: Planned Activities for 2005 43

Transportation Planning

Action Estimated Resources Completion Date Required

Ø Plan barrier-free facilities and a more accessible transit operating system (Physical/ Architectural, Policy/ Practice/ Attitudinal).

· Design and construct an accessible December, 2005 Cost of transit node at Holiday Inn Dr., construction. Cambridge (wheelchair accessible platforms which would allow transit customers to transfer from mobility plus vans to bus).

· Design and construct an accessible December, 2005 Cost of transit node at Stanley Park Dr., construction. Kitchener (wheelchair accessible platforms which would allow transit customers to transfer from mobility plus vans to bus).

· Conduct annual review of bus stop December, 2005 Cost of repairs. environments. Recommend changes such as improving sidewalk links and construct concrete landing pads to improve accessibility. Undertake minor repairs directly.

Community Services

Action Estimated Resources Completion Date Required

Ø Install automatic door opener at the Winter 2005 Cost of door Waterloo Curatorial Centre (Physical/ opener. Architectural).

44 Accessibility Plan 2005: Planned Activities for 2005

Action Estimated Resources Completion Date Required

Ø Include provisions to remove barriers and improve accessibility at the Waterloo Regional Library.

· Investigate the possibility of installing December, 2005 Cost shared by a hydraulic lift or elevator at the Elmira Township of Branch of the Waterloo Regional Woolwich (building Library (Physical/ Architectural). owner), Region (service delivery) and community fundraising.

· Research and provide consistent, September, 2005 Cost of signs. internal signage for all library branches that will help people easily locate services and materials (Information/ Communication).

· Offer computer literacy classes at June, 2005 Staff time. Elmira branch library (in addition to New Hamburg branch library) to reduce travel barriers (Policy/ Practice/ Attitudinal).

· Determine front-line staffs' level of December, 2005 Cost of producing awareness about services offered to the survey and staff people with disabilities, for example time to complete. by a survey of current services offered, as well as questions about what else the Library could be doing (Policy/ Practice/ Attitudinal).

· Review library website February, 2005. Staff time. www.rwl.library.on.ca for accessibility and work on reducing any identified barriers (Technology, Communication).

Accessibility Plan 2005: Planned Activities for 2005 45

Action Estimated Resources Completion Date Required

· Review library's cooperatively March, 2005. Staff time. "owned" Website, http://ebybook.region.waterloo.on.ca for accessibility and develop a plan to eliminate barriers. (Technology, Information/ Communication)

· Work on reducing any identified December, 2005. Cost to hire a barriers in library website student to complete (Technology, Information/ task. Communication).

Ø Improve accessibility to the programs and resources of Joseph Schneider Haus.

· Install new site signage to increase Fall, 2005. Cost of signs. visibility, legibility and the ability of visitors to find their way (Information/ Communication).

· Complete inventory of potential Winter, 2005. Staff time to physical accessibility improvements complete inventory. (Physical/ Architectural).

· Complete illustrated guide to upper Winter, 2005. Staff time to update floors of the building for visitors who information. cannot physically access the second floor (Information/ Communication).

Ø Main staff training focus on Ongoing. Staff time. accessibility issues at Doon Heritage Crossroads (Policy/ Practice/ Attitudinal).

46 Accessibility Plan 2005: Planned Activities for 2005

Public Health

Central Resources

Action Estimated Resources Completion Required Date

Ø Implement recommendations from the June, 2005. Staff time to Communication Accessibility Survey implement completed in the Resource Centre (July, changes and 2004). (Information/ Communication) financial to · Update promotion materials using simpler purchase new words, change signs to upper and lower materials or case, look for alternative to PDF files on signage. website.

Ø Renovate main reception at 99 Regina February, Cost to renovate Street to enhance physical accessibility. 2005. reception area. (Physical/ Architectural)

Communicable Disease, Dental & Sexuality Resources

Action Estimated Resources Completion Required Date

Ø Determine if Prenatal Nutrition Program December, Staff time to meets information guidelines. (Information/ 2005. complete survey. Communication) · Perform Accessibility Survey on Prenatal Nutrition Program Packages.

Ø Determine if customer service standards are December, Staff time to being met through administration staff 2005. complete survey. relating to telephone and in-person communication. (Information/ Communication) · Perform Accessibility Survey on telephone and face-to-face communication.

Accessibility Plan 2005: Planned Activities for 2005 47

Action Estimated Resources Completion Required Date

Ø Determine if 3 flu clinic sites meet December, Staff time to architectural guidelines. (Physical/ 2005. complete survey. Architectural) · Perform Accessibility Survey on 3 off-site flu clinics.

Environmental Health & Lifestyle Resources

Action Estimated Resources Completion Date Required

Ø Determine if Food Safety Training December, 2005. Staff time to Program literature meets information complete survey. guidelines. (Information/ Communication) · Perform survey on Food Safety training manual, pamphlet and registration.

Ø Determine if customer service December, 2005. Staff time to standards are being met through complete survey. telephone and face-to-face communication. (Information/ Communication) · Perform survey on telephone and face- to-face communication.

Family & Community Resources

Action Estimated Resources Completion Date Required

Ø Determine if FCR pamphlets meet December, 2005. Staff time to information guidelines. (Information/ complete surveys. Communication) · Perform Accessibility Survey on a sample of 12 pamphlets.

48 Accessibility Plan 2005: Planned Activities for 2005

Action Estimated Resources Completion Date Required

Ø Determine if customer service December, 2005. Staff time to standards are being met through complete surveys. communication. (Information/ Communication) · Perform Accessibility Survey on telephone communication.

Social Services

Children’s Services

Action Estimated Resources Completion Required Date

Ø Renovate the Cambridge Children’s September, Cost of renovations. Centre to provide increased access to 2005. Staff time to integrated full day care and preschool complete and programs for all children, including coordinate those with special needs (Physical/ renovations. Architectural, Policy/ Practice/ Attitudinal).

Ø Implement new model of service delivery December, Staff time to for the Infant Development Program. 2005. develop new model Parents of children under the age of six and additional will have a shorter wait for early funding required to intervention services (Policy/ Practice/ support the model Attitudinal). changes.

Accessibility Plan 2005: Planned Activities for 2005 49

Action Estimated Resources Completion Required Date

Ø Review Home Child Care “Parent August, 2005. Cost of hiring Information Booklet” for plain language Project Read to (Information/ Communication). perform the review and reprinting of the booklet. Staff time to make the necessary changes.

Ø Review Child Care Subsidy materials June, 2005. Staff time to (“Information for Parents” booklet and redesign booklet letters) for plain language (Information/ and cost of hiring Communication). Project Read and reprinting booklet.

Ø Enrol front-line staff to participate in As available. Staff time to attend disability awareness training training. (Information/ Communication, Policy/ Practice/ Attitudinal).

Ø Convert all attachments on Children’s Ongoing. Staff time or cost of Services website to be available in text conversion. only format (Technology, Information/ Communication).

Employment and Income Support

Action Estimated Resources Completion Required Date

Ø Review and implement service options for December, Staff time to review, individuals with disabilities. (All barrier 2007. coordinate and categories) implement. Cost of May include: equipment, · A review of all EIS waiting areas, technologies and · Voice activated technology, set up. · A centralized switchboard,

50 Accessibility Plan 2005: Planned Activities for 2005

Action Estimated Resources Completion Required Date

· E-mail access to service for people with disabilities, · Access to internet services and information, and · Adaptable technologies and furnishings.

Ø Review new sites for expansion of rural December, Staff resource time sub offices to provide income support 2007. and funds for rent services. (Policy/ Practice/ Attitudinal). and purchase of furniture and technologies.

Ø Enhance accessibility of marketing, December, Staff time to information and communication materials 2007. develop, design and (Information/ Communication, Technology). maintain materials, · Review and develop EIS materials for equipment and availability in multiple formats: systems. Cost of o Standard fonts, development, o Electronic media options at all sites. reproduction, · Ongoing use of plain language for storage and communications. distribution in multiple formats.

Ø Enhance accessibility of inside and December, Staff time and cost outside signs (Information/ 2005. of sign design and Communication). production. · Review and implement accessible signage for Kitchener (235 King St). · Review and implement accessible signage for Intake Screening Unit phone cubicles at all sites.

Ø Implement new technology in the December, Staff time to Employment Resource Areas to increase 2007. coordinate and accessibility (Technology, Information/ implement changes Communication, Policy/ Practice/ Attitudinal, and to receive Physical/ Architectural). training on new · Review existing phone, fax, copy, equipment. Staff software, PC and assistive devices for time to work with enhanced accessibility features/services. community to

Accessibility Plan 2005: Planned Activities for 2005 51

Action Estimated Resources Completion Required Date

· Research, evaluate and implement ensure a accessibility features. collaborative · Develop public access to services via the approach to offering internet: services. o Employment information sources and searches; Cost to redesign o Posting resumes; Employment o Employer job postings and resume Resource Areas, searches. purchase furniture and technology.

Ø Offer enhanced customer service training December, Staff time to to work with people with disabilities. 2007. coordinate, deliver (Policy/ Practice/ Attitudinal) or attend the · Ensure all staff members receive training training. on new corporate customer service Cost for training and training when offered. development. · Introduce a shared customer service philosophy for all staff. · Provide enhanced training for management and staff with a focus on mental health disabilities.

Ø Build and enhance community December, Staff time to partnerships (Policy/ Practice/ Attitudinal). 2007. organize, meet with · Identify and develop effective and nurture relationships with agencies working with relationships with people with disabilities. identified agencies · Continue to build ongoing relationship and groups. with the Ontario Disability Support Program and the Community Advisory Committee.

52 Accessibility Plan 2005: Planned Activities for 2005

Sunnyside Home

Action Estimated Resources Completion Required Date

Ø Install automatic door openers for Spring, 2005 Cost of door terraces to allow residents and families opener. to have independent access (Physical/ Architectural).

Ø Install a flat threshold for terrace doors Spring, 2005 Cost of installation. to allow for easier wheelchair access (Physical/ Architectural).

Social Planning, Policy & Administrative Services

Action Estimated Resources Completion Date Required

Ø Develop Regional Accessibility December, 2005 Staff time. Strategy including a long term vision and workplan. (Policy/ Practice/ Attitudinal)

Ø Finalize procedures to carry out Accessibility Surveys. (Policy/ Practice/ Attitudinal)

· Develop recruitment and training plan March, 2005 Staff time and cost for Surveyors. of resources.

· Create Accessibility Policy and March, 2005 Staff time and cost Procedures for Survey Process. to produce materials.

· Roll out Survey Tool and procedures Ongoing. Staff time and cost to Regional Staff to produce materials.

Accessibility Plan 2005: Planned Activities for 2005 53

Action Estimated Resources Completion Date Required

Ø Develop tracking system to ensure March, 2005 Staff time. accessibility plan items are implemented. (Policy/ Practice/ Attitudinal)

Ø Create 2006 Accessibility Plan (all December, 2005 Cost to hold barriers meetings and · Facilitate plan development for all prepare resources, Regional departments. cost to produce the · Arrange for the release of the plan to plan in alternate the public. formats, cost to promote the plan to the public. Staff time – all involved Regional employees.

Ø Communicate with key stakeholders Ongoing Staff time and cost on the accessibility planning process of materials as as needed. (Policy/ Practice/ Attitudinal) needed.

· Grand River Accessibility Advisory Ongoing. Staff time for three Committee, Cambridge Accessibility committees and Advisory Committee and Wilmot cost to support Accessibility Advisory Committee to Grand River receive input into accessibility Accessibility planning. Advisory Committee.

· Regional Staff to provide education Ongoing. Staff time and cost and raise awareness of accessibility of materials. planning (ODA newsletter, fast facts etc).

Ø Research the purchase of a Braille Winter, 2005 Cost of printer, Printer for Corporate publishing including Braille (Information/ Communication) translation · Research the options. software, and · Market to all departments and training for staff. community.

54 Accessibility Plan 2005: Planned Activities for 2005

Action Estimated Resources Completion Date Required

Ø Approach Regional Police to June, 2005 Staff time. determine interest in joint accessibility planning (all barriers)

Ø Participate in the consultations by the Ongoing. Staff time. Ministry of Citizenship and Immigration on the proposed Accessibility for Ontarians with Disabilities Act, 2004. (Policy/ Practice/ Attitudinal)

Ø Research potential divisional December, 2005 Staff time. standards for the use of multiple formats for all reports released to the public. (Information/ Communication)

Transportation and Environmental Services

Grand River Transit

Action Estimated Resources Completion Date Required

Ø Continue to implement the 5 year business plan for Conventional transit and Mobility Plus. (Physical/ Architectural).

· Purchase 16 low floor buses to bring the June, 2005 Capital and cost to total fleet to 181 with 134 being low floor purchase buses. (74%).

· Retrofit 62 existing conventional buses 3 year project to Cost of retrofits. to ensure there are 2 rear facing be complete by

Accessibility Plan 2005: Planned Activities for 2005 55

Action Estimated Resources Completion Date Required

positions for passengers using October, 2007. wheelchairs. Approximately 20 buses to be complete in 2005, 20 in 2006 and 22 in 2007. Actual number per year may change, but overall 62 will be complete by 2007.

· Inspection of all other buses to ensure December, 2005. Staff time to that equipment is functioning properly. complete inspections, cost to carry out necessary repairs.

· Purchase 1 additional vehicle for the May, 2005 Staff time and North Urban Service Area in order to capital cost of expand, by 6,000, the number of vehicles and annualized rides available to users. additional services. Increases in service expansion funding will generate a further 28,000 trips through Taxi Scrip, low floor bus usage and increased Township trip funding.

Ø Reduce communication barriers to Grand River Transit services. (Information/ Communication)

· Increase funding to create enhanced December, 2005 Cost of campaign. information, promotion and marketing programs.

· Identify short and long range plans to December, 2005 Staff time to address barriers found when completing develop plans to the communications section of the eliminate barriers. Accessibility Survey Tool.

56 Accessibility Plan 2005: Planned Activities for 2005

Action Estimated Resources Completion Date Required

· Develop and provide disability and December, 2005 Cost of training and sensitivity awareness training staff time to attend. specifically focused on clerical staff, Terminal Clerks and Customer Services Assistants. (Information/ Communication, Policy/ Practice/ Attitudinal)

· Explore various computer software December, 2005 Cost of software options available and their potential for and staff time to improving transit customer services as it research software relates to persons with disabilities. options. (Technology)

· Develop improved communication December, 2005 Cost of program directed at persons with interpretation or disabilities when transit public meetings audio systems. are held. Advertise availability of sign language interpreters and enhanced audio etc. upon request. (Information/ Communication, Policy/ Practice/ Attitudinal).

· Investigate using RTF/HTML files as December, 2005 Cost of technology. alternatives to PDF files on website.

· Meet with Specialized Transit Services December, 2005 Staff time to solicit Advisory Committee and others for input feedback. on improving printed materials.

Ø Prevent barriers in the renovation and March, 2005 Capital costs of expansion of the Grand River Transit renovation and administration headquarters. (Physical/ building. Architectural) · Refer to the Accessibility Survey Tool when designing and building the expansion to the transit offices.

Accessibility Plan 2005: Planned Activities for 2005 57

Transportation

Action Estimated Resources Completion Date Required

Ø Improve pedestrian access to push Ongoing as new or Cost of buttons at traffic signals (Physical/ rebuilt sidewalks sidewalks. Architectural, Policy/ Practice/ Attitudinal) are constructed. · Increase the size of concrete sidewalks surrounding poles with pedestrian pushbuttons to accommodate wheelchairs or other wheeled devices. Establish new regional standard for all new or rebuilt sidewalks where there is a pedestrian pushbutton.

58 Accessibility Plan 2005: Planned Activities for 2005

Closing Remarks

Communicating the Region’s Plan

Now that the 2005 Accessibility Plan has been created, the Region will communicate its plan to the public by:

· Distributing the plan through community agencies, · Holding public information sessions in Waterloo and Cambridge, · Placing media advertisements to let people know how to get a copy of the plan, and · Posting the plan on the Region’s website.

The plan has been created in alternate formats such as: large print, text only, electronic file and plain language summary with other formats available upon request (i.e. Braille, taped text).

Next Steps

Over the coming year, the Region will continue to identify and remove barriers for people with disabilities as outlined in this plan. Some of the key activities that will take place on a corporate wide basis are: · The Accessibility Survey Tool will be finalized and guidelines will be created. · An Accessibility Policy will be developed which will provide direction to Regional programs to identify and remove barriers within their sites and services. · An Accessibility Strategy will be developed which will outline a long term vision and workplan for accessibility planning at the Region. The document will incorporate all accessibility planning initiatives such as the Accessibility Policy, Survey Tool procedures and implementation workplans. · A tracking system will be developed to monitor accessibility plan action items as they are implemented. · The corporate ODA Steering Team and ODA Staff Team will continue to raise awareness among Regional staff by providing education sessions, newsletters and internet and intranet resources. · The Region’s 2006 Accessibility Plan will be developed in consultation with Regional staff and with input from Accessibility Advisory Committee members (Grand River Accessibility Advisory Committee, Cambridge Accessibility Advisory Committee and Wilmot Accessibility Advisory Committee).

Recently, the provincial ministry responsible for the ODA, 2001, the Ministry of Citizenship and Immigration, has released proposed new legislation called the Accessibility for Ontarians with Disabilities Act, 2004. Staff will participate in the consultations with the Ministry and will develop an implementation plan for the Region once the Act is passed.

Accessibility Plan 2005: Closing Remarks 59

Appendix A: Index of Barrier Categories

To help the reader locate information on the specific barrier types, the following index has been created. Whenever a barrier type is referenced in the document, be it definitions, past achievements, planned activities, etc the page number is given below.

Information/ Communication, 3, 4, 16, 17, 19, 20, 22, 23, 24, 25, 26, 27, 29, 33, 34, 38, 40, 42, 45, 46, 47, 48, 49, 50, 51, 54, 56, 57

Physical/ Architectural, 3, 4, 18, 19, 20, 22, 23, 24, 25, 26, 27, 28, 29, 30, 31, 33, 35, 37, 39, 40, 41, 42, 43, 44, 45, 46, 48, 49, 51, 53, 55, 57, 58

Policy/ Practice/ Attitudinal, 3, 4, 17, 21, 23, 26, 27, 28, 29, 32, 33, 34, 35, 36, 38, 39, 42, 43, 44, 45, 46, 49, 50, 51, 52, 53, 57, 58

Technology, 3, 4, 16, 19, 20, 36, 38, 40, 41, 42, 45, 46, 50, 51, 57

60 Accessibility Plan 2005: Index

Appendix B: Glossary of Disability Definitions

The ODA, 2001 defines disability broadly, which is represented in the following definitions of disability taken from the Abilities Magazine website 12. These definitions have been compiled from information available from disability organizations.

Acquired brain injury (or Head Injury) An acquired brain injury is damage to the brain which occurs after birth and is not related to: · a congenital disorder · a developmental disability or · a process which progressively damages the brain

The damage may be caused: · traumatically (i.e., from an external force such as a collision, fall, assault or sports injury) · through a medical problem or disease process which causes damage to the brain (internal process or pathology)

An acquired brain injury may result in cognitive, speech-language, memory, physical or behavioural disabilities.

Blindness and low vision Blindness is a disability that affects a person’s eyesight. Normal vision is 20/20. Someone who is legally blind has 20/200 vision or worse. Eighty per cent of blind people have some vision, such as light perception. People who have some useful vision, but who cannot achieve clear vision by wearing glasses or contact lenses, are considered to have low vision. Low vision generally means a person’s vision does not meet their needs. They may be able to improve it somewhat with visual devices such as computer screen enlargers.

Communication disability A communication disability is characterized by an inability to understand or use verbal language to communicate with others. This can mean problems with listening, speaking, reading or writing, difficulty pronouncing sounds and words, problems vocalizing, and stuttering.

Deafness and hearing loss Deafness is a disability that affects a person’s ability to hear. Deafness is a severe to profound hearing disability, with little or no residual hearing. Many deaf people communicate using sign language. People with hearing loss, often called hard of hearing, generally use their residual hearing and speech to communicate. Many people

12 http://www.enablelink.org/disability/disab_defns.html?showdisability=1

Accessibility Plan 2005: Glossary 61

with hearing loss can understand some speech sounds with or without a hearing aid. Deafness can be the result of genetics, an accident, environmental factors or an illness.

Developmental disability A developmental disability is any of several disorders that interrupt normal development in childhood. They may affect a single area of development (specific developmental disorders) or several (pervasive developmental disorders). Early intervention is of great benefit to children with developmental disabilities. Early intervention may include speech therapy, occupational therapy, physical therapy, behaviour modification techniques, play therapy, and, in some cases, medication.

Intellectual disability Someone with an intellectual disability has below-average cognitive abilities. Signs of intellectual disability are failure to meet developmental milestones, decreased learning ability, persistent infantile behaviour, lack of curiosity and inability to perform at school. There are all kinds of potential causes, such as infection (meningitis, congenital rubella), trauma (brain injury), chromosomal abnormalities (Down syndrome, fragile X syndrome), inherited conditions (Tay-Sachs disease, Rett syndrome) toxins (lead poisoning), metabolic disease (Reye’s syndrome), even malnutrition or poor social environment. However, a cause is identified in only a quarter of people with intellectual disability. This disability is sometimes referred to as mental retardation (not a preferred term), mental handicap or developmental handicap.

Learning disability A learning disability is as a central nervous system dysfunction that interferes with the brain’s capacity to process information in the conventional manner. People with learning disabilities have a disorder in one or more of the basic processes involved in understanding or using spoken or written language. They may have difficulties in listening, thinking, talking, reading, writing, spelling or arithmetic. The primary cause of the disorder is not due to visual, hearing, intellectual or physical disabilities, emotional disturbance or environmental disadvantages. Examples of learning disabilities include attention deficit disorder and dyslexia.

Mobility disability A mobility disability affects an individual’s ability to move through their environment. There are many types of disability that limit movement including amputation (loss or absence of limbs), paralysis, stroke, physical malformity, and muscular or nervous system disorders. These disabilities can be present at birth or be attained later in life due to accident or onset of disease. There are many physical aids to improve mobility functioning such as walkers, wheelchairs, scooters, crutches, canes, prosthetics or braces.

Mental health disability Mental health disability, also called psychiatric disability or mental illness, covers a broad range of disorders. It is general considered a disability when it interferes with someone’s ability to cope or function on a day-to-day basis, or causes behaviour that

62 Accessibility Plan 2005: Glossary

becomes a concern for others. However, many people find ways of managing their mental health disabilities and are able to lead fulfilling and active lives. A mental health disability can be organic (resulting directly from an identifiable brain malfunction) or functional (not explained by a simple structural abnormality of the brain). It can be a neurosis (e.g. one of various forms of anxiety and depression that can be regarded as severe forms of normal experiences), a psychosis (involving distortion of a person’s perception of reality, often accompanied by delusions and/or hallucinations), or a personality disorder, or there can be some overlap across these types (e.g. post- traumatic stress disorder).

Neuromuscular disability Neuromuscular disabilities include over 50 disorders that affect the body’s "motor unit" (nerve and muscles). Some are disorders of the motor nerve cell, others of the nerve, and still others of the muscle. This group of disabilities includes muscular sclerosis, spinal muscular atrophy, myasthenia gravis and muscular dystrophy. The most common symptoms experienced are varying degrees of progressive muscle weakness and wasting.

Occupational injury or disease Occupational injury and occupational disease are health problems brought on by conditions in the workplace. There is a wide variety of injuries and diseases experienced by workers from many different occupational fields. Examples include: traumatic injuries, such as an accident with heavy or motorized equipment that results in spinal cord injury or amputation; back pain or injury that progresses over time; hearing loss caused by working with noisy machinery; and asthma brought on by exposure to airborne pollutants such as grain dust or animal proteins.

Pain While acute pain is a normal sensation triggered in the nervous system to alert you to possible injury, chronic pain is different. Pain signals persistently fire in the nervous system for weeks, months, even years. Chronic pain may have begun with an initial injury such as a sprained back or serious infection, or there may be an ongoing cause of pain such as arthritis or cancer, but some people have chronic pain in the absence of any past injury or evidence of body damage. Many chronic pain conditions affect older adults. Common chronic pain complaints include headache, low back pain, cancer pain, arthritis pain, neurogenic pain (pain resulting from damage to the peripheral nerves or to the central nervous system itself), and psychogenic pain (pain not due to past disease or injury or any visible sign of damage inside or outside the nervous system).

Seizure disorder Epilepsy/seizure disorders are neurological disorders that from time to time produce brief disturbances in the normal electrical functions of the brain. Epilepsy is characterized by sudden, brief seizures whose nature and intensity vary from person to person. A seizure may appear as a brief stare, an unusual movement of the body, a change in awareness, or a convulsion. A seizure may last a few seconds or a few

Accessibility Plan 2005: Glossary 63

minutes. Some people with epilepsy experience several seizures a day, while others may be seizure-free for months at a time.

Spinal cord injury A spinal cord injury occurs from trauma such as a fall, a gunshot wound or a car accident. When a person receives a spinal cord injury, messages can’t get from the brain to parts of the body below the site of injury, and vice versa. Spinal cord injuries can occur at any level of the spinal cord, and the level of the injury will dictate which bodily functions are altered or lost. The higher the injury, the more of the body that is affected. A spinal cord injury is usually identified according to the particular vertebrae where the trauma occurred (e.g. a C5-6 injury means it occurred between the fifth and sixth cervical vertebrae). A spinal cord injury can be complete (no messages get through) or partial (there may be some movement, feeling or mobility below the level of injury).

Stroke A stroke is an injury to a part of the brain that occurs when the blood flow to the brain is interrupted for some reason. When an artery to the brain becomes blocked or bursts, blood supply is cut off, and the brain does not get the oxygen and nutrients it needs. Permanent damage will result if the blood supply is cut off for more than a few hours. When part of the brain is damaged, the part of the body controlled by the injured area is affected too; for example, a person’s arm and leg may become paralyzed on one side of the body, or he or she may have difficulty speaking.

64 Accessibility Plan 2005: Glossary

Appendix C: Acknowledgements

Grand River Accessibility Advisory Committee:

VOTING MEMBERS: NON-VOTING MEMBERS:

Taposhi Batabyal Municipal Councillors: Gail Brunsdon Susan Foxton, Township of North Dumfries Laura Fiorilla Ron Hackett, Township of Wellesley Kathy Glasser Ian McLean, City of Waterloo Susan Harkins (Chair) Jane Mitchell, Region of Waterloo James Hunsberger Ruby Weber, Township of Woolwich Daniel Lajoie Christina Weylie, City of Kitchener Carol Moogk-Soulis Grace Niezen Municipal Staff: Jay Oswald Deb Bergey, Region of Waterloo Brad Ullner (Vice Chair) Lorie Fioze, Region of Waterloo Sharon Ward-Zeller Lori Ludwig, City of Waterloo Margaret Sanderson, City of Kitchener Bart Toby, Township of Wellesley Gerald Moore, Township of North Dumfries Christine Broughton, Township of Woolwich Val Hummel, Township of Woolwich

Cambridge Accessibility Advisory Committee

Members Municipal Staff

Arlene Andrews (Vice-Chair) Andrea Riley (Staff Contact) William Brown John Clelland (Chair) Sheryl Dedman Helen Kitchen Theresa Kolanko Tom Livingstone Constance Meyer Linda Terry

Accessibility Plan 2005: Acknowledgements 65

Township of Wilmot Accessibility Advisory Committee

Municipal Staff: Donna Hartzler

Region of Waterloo Staff and Volunteers

Staff Name Department/ Division Involvement Royston Simon CAO’s Office Steering Team member, Planning Lead, Survey Tool Task Team Brenda Schmidt Corporate Resources Trial Survey Program Contact Ed Dennis Corporate Resources - Council Trial Survey Program Contact and Administrative Services Ilidia SaMelo Corporate Resources - Council Survey Tool Task Team, Trial and Administrative Services Surveyor Kris Fletcher Corporate Resources - Council& Steering Team member, Administrative Services Planning Lead Chad Grummet Corporate Resources - Facilities Trial Surveyor Management Doug Gilmore Corporate Resources - Facilities Planning Lead, Survey Tool Management Task Team Ken Noonan Corporate Resources - Facilities Steering Team member, Management Survey Tool Task Team (chair) Nigel Roberts Corporate Resources - Planning Lead, Survey Tool Information and Technology Task Team, Trial Surveyor Services Ofelia Patterson Finance - Financial Services and Planning Lead, Survey Tool Development Financing Task Team, Trial Surveyor Stefan Loker Human Resources Survey Tool Task Team, Trial Surveyor Mark Hertzberger Human Resources - Organization Planning Lead, Survey Tool Development Task Team, Trial Surveyor Peggy Mellor Human Resources - Steering Team member Organizational Effectiveness Judy Bruyn Interim GRAAC member Survey Tool Task Team Paula Saunders Interim GRAAC member Survey Tool Task Team Chris Harold Planning Housing and Planning Lead Community Services - Housing Rob Horne Planning, Housing & Community Steering Team member, Services - Housing Planning Lead

66 Accessibility Plan 2005: Acknowledgements

Katherine Planning, Housing and Planning Lead Seredynsdka Community Services - Community Services Mary Pinto Planning, Housing and Survey Tool Task team, Trial Community Services - Housing Survey Program Contact Anne Schlorff Public Health - Central Resources Steering Team member Betty Blasdell Public Health - Central Resources Planning Lead Donna Ottley Public Health - Central Resources Survey Tool Task team Gayle Jessop Public Health - Central Resources Trial Survey Program Contact Ginny Eichler Public Health - Central Resources Planning Lead Pam Meyers Public Health - Central Resources Planning Lead Elba Martel Public Health - Health Planning Lead, Survey Tool Determinants, Planning and Task Team Evaluation Jan Kroetsch Regional Chair’s Office Trial Survey Program Contact Sheri Phillips Social Service - Children’s Planning Lead Services Jean Kellogg Social Services - Employment Trial Survey Program Contact and Income Support Lee Scheerer Social Services - Employment Trial Survey Program Contact and Income Support Peter Phillips Social Services - Employment Planning Lead, Survey Tool and Income Support Task Team, Trial Surveyor Deb Bergey Social Services - Social Planning, Steering Team member (staff Policy and Program lead), Planning Lead, Survey Administration Tool Task Team (staff lead) Lorie Fioze Social Services - Social Planning, Steering Team member (staff Policy and Program team) Administration Lynn Randall Social Services - Social Planning, Steering Team member (chair) Policy and Program Administration Helen Field Social Services - Sunnyside Planning Lead, Survey Tool Home Task Team, Trial Surveyor Karin Pettinger Social Services - Sunnyside Trial Survey Program Contact Home Eric Gillespie Transportation & Environmental Steering Team member Services - Grand River Transit Phil Bauer Transportation and Environmental Planning Lead Services - Design and Construction

Accessibility Plan 2005: Acknowledgements 67

Rick Schram Transportation and Environmental Planning Lead, Survey Tool Services - Grand River Transit Task Team, Trial Survey Program Contact Sandy Roberts Transportation and Environmental Planning Lead, Trial Survey Services - Grand River Transit Program Contact Cheryl Marcy Transportation and Environmental Planning Lead, Survey Tool Services - Transportation Task Team Bob Radunske Transportation and Environmental Planning Lead Services - Waste Management

ODA Steering Team:

Back Row (left to right): Kris Fletcher, Rob Horne, Deb Bergey, Ken Noonan, Lorie Fioze. Front Row (left to right): Anne Schlorff, Lynn Randall (chair), Peggy Mellor. Absent: Eric Gillespie, Royston Simon.

68 Accessibility Plan 2005: Acknowledgements Ontarians with Disabilities Act: Ontarians with Disabilities Act: Working Towards a Barrier Free Region of Waterloo Working Towards a Barrier Free Region of Waterloo

Agenda • Background • Overview of Plan Accessibility Plan 2005: • Next Steps Working Towards a Barrier Free Region of Waterloo • Accessibility for Ontarians with Disabilities Act, 2001 (AODA, 2001) Community Services Committee January 18, 2005

Ontarians with Disabilities Act: Ontarians with Disabilities Act: Working Towards a Barrier Free Region of Waterloo Working Towards a Barrier Free Region of Waterloo

2005 Accessibility Plan Overview: Background: The 2005 Accessibility Plan includes a • Report Recommendations report of i) actions taken to remove barriers • Review of responsibilities under the ODA, over the past year and ii) plans to remove 2001 barriers over the coming year. • Consultation process

1 Ontarians with Disabilities Act: Ontarians with Disabilities Act: Working Towards a Barrier Free Region of Waterloo Working Towards a Barrier Free Region of Waterloo

Highlights: Achievements: • A broad representation of barrier types has been • 99% of items were either completed or started. addressed in both achievements and planned 87% were completed. One item was deferred to activities. next year. 41% of achieved items were not in the • All departments are represented with 2003/04 plan. achievements or planned items for the coming • Major Initiatives: year. ? Draft Accessibility Survey Tool (cross barrier) • The draft Accessibility Survey Tool was used to developed and tested. identify barriers in 8 sites as part of the ? 18 Teletype (TTY) units purchased for the deaf or evaluation of the tool and in an additional 11 hard of hearing. sites. 24 surveys are planned for 2005. ? 7 major building surveyed for physical accessibility. ? Conventional bus fleet 73% accessible – highest in Ontario.

Ontarians with Disabilities Act: Ontarians with Disabilities Act: Working Towards a Barrier Free Region of Waterloo Working Towards a Barrier Free Region of Waterloo

? Corporate disability awareness program under Planned Activities: development. • Finalize Survey Tool and create guidelines. ? Accessibility of corporate website improved. ? 4 Barrier free units included in new housing project. • Develop Accessibility Strategy (including corporate Accessibility Policy). ? Accessibility statement included in Purchasing By- Law. • Implement Customer Service Training. ? Implemented process to consider accessibility when • Continue to identify and remove all barrier types revising all Human Resources policies. to services and sites.

2 Ontarians with Disabilities Act: Ontarians with Disabilities Act: Working Towards a Barrier Free Region of Waterloo Working Towards a Barrier Free Region of Waterloo

Next Steps: Bill 118: Accessibility for Ontarians with Disabilities Act, 2004 (AODA, 2004) Upon approval of the 2005 Accessibility • Passed 1st and 2nd reading over the fall of 2004. Plan the Region will: • Ministry is holding public consultations on the bill • Make the plan available to the public in several over the winter of 2005. ways by: announcements through local media, • Expected to receive final reading Spring, 2005. holding public information sessions, posting the • If passed, this Act would replace the ODA, 2001. plan on the website. • Applies to both public and private sector individuals and organizations that employ other • Submit the plan to the Ministry of Citizenship persons or that provide goods, services, facilities and Immigration. or accommodation to the public.

Ontarians with Disabilities Act: Working Towards a Barrier Free Region of Waterloo

• Mandates the development, implementation and enforcement of sector specific standards. • With the development of our Accessibility Survey Tool, the Region has already adopted a standards oriented approach. • This legislation is not anticipated to greatly impact the operations of the Region in the short term.

3 CLOSED

REGION OF WATERLOO REPORT: SS-05-005

SOCIAL SERVICES Social Planning, Policy and Program Administration

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: ELIZABETH FRY SOCIETY TRANSITIONAL HOUSING PROGRAM TRANSFER OF PROGRAM TO K-W WORKING CENTRE FOR THE UNEMPLOYED

RECOMMENDATIONS:

THAT the Regional Municipality of Waterloo accept the proposal of K-W Working Centre for the Unemployed (“the Working Centre”) to assume the ownership and operation of a transitional housing program at 70 Louisa Street in the City of Kitchener (“the Property”), as outlined in Report SS-05-005, dated January 18th, 2005.

AND THAT the Commissioner, Social Services be authorized to execute such documents (“the Documentation”) as may be necessary for the purpose of implementing the recommendations set out in Report SS–05-005, dated January 18, 2005, including but not limited to an assignment of an agreement of purchase of sale relating to the Property and a consent to the assumption of an existing mortgage on title to the Property in favour of the Region of Waterloo in the amount of $160,349.66;

SUMMARY:

As a result of operational and financial difficulties that it was experiencing, the local chapter of Elizabeth Fry Society advised the Region in the Fall of 2004 that it would be discontinuing the operation of a transitional housing program at 70 Louisa Street in the City of Kitchener. Having regard to the significant investment of time, effort and funding from the federal National Homelessness Initiative that had already been made in the program, Regional Council resolved to issue a call for Expressions of Interest (“EOI”) to solicit interest from another non-profit community based organization to continue the operation of the program (see Report SS-04- 053). The sole response was received from K-W Working Centre for the Unemployed. It is recommended that the ownership of the home and responsibility for continued operation of the program be transferred to the Working Centre.

REPORT:

On October 27th, 2004, Regional Council directed staff to issue an Expression of Interest for continued operation of a transitional housing program located at 70 Louisa Street in the City of Kitchener. The sole response to the EOI was received from K-W Working Centre for the Unemployed. The Working Centre has experience in the operation of affordable and transitional housing having constructed six (6) units of affordable housing at 43 Queen Street in the City of Kitchener with assistance from the Region’s Affordable Housing Strategy and having operated emergency, short term housing in partnership with the Mennonite Coalition for Refugee Support in two houses situated on Lancaster Street West in the City of Kitchener.

150792 Page 1 of 3 January 18, 2005 Report: SS-05-005

Regional staff has brought forward the proposal of the Working Centre to the National Homelessness Initiative Community Advisory Board and staff at Human Resources and Skills Development Canada, the federal department responsible for providing funding pursuant to the National Homelessness Initiative from which this program has benefited. Human Resources and Skills Development Canada has approved our process regarding this project.

A key component of the Working Centre’s proposal is the ability to operate the home with monies that will be received solely from rental income as no ongoing core funding is available. To facilitate this, the Working Centre intends to make some minor modifications to the property to improve the five (5) units which will be rented to women at a monthly rent of $325, the current Ontario Works shelter allowance amount. This reduced the capacity of the house to a more appropriate level (from 7).

The Working Centre has worked closely with the local chapter of Elizabeth Fry Society in continuing the interim operation of the transitional housing program at the Property. The Working Centre has also indicated that it will work closely with the Elizabeth Fry Society to identify women at risk within Elizabeth Fry’s program mandate. Although the Elizabeth Fry Society will no longer have administrative offices located at the Property, arrangements are being explored to relocate its administrative office within premises owned by the Working Centre on Queen Street in the City of Kitchener. Additionally, Elizabeth Fry Society and the Working Centre has jointly worked with and consulted neighbours.

In order to fully complete the transfer of the ownership and operation of this transitional housing program to the Working Centre, the following actions will be completed with intent to fully complete the transfer on or about February 15th, 2005:

· The Region will enter into an agreement with the Working Centre which will set out the specific duties and responsibilities of the Working Centre to continue the operation of the transitional housing program;

· In order to secure an interest in the Property and transfer it following completion of the EOI process, the Region of Waterloo entered into an agreement of purchase and sale for the Property with Elizabeth Fry Society, the current registered owner. This agreement of purchase of sale will be assigned by the Region of Waterloo to the Working Centre and title will be transferred to the Working Centre upon closing of the sale transaction;

· The purchase of the property, at a cost sufficient to discharge an existing mortgage on title to the property in the amount of $160,349.66, has been entirely funded by the federal National Homelessness Initiative and secured by a mortgage in favour of the Region of Waterloo. The Working Centre will assume responsibility for this mortgage which secures the principal only and does not require periodic payments.

CORPORATE STRATEGIC PLAN:

This report relates to the Corporate Strategic Plan, Focus Area 2 to enhance community health and well-being through reducing housing instability and homelessness.

Page 2 of 3 January 18, 2005 Report: SS-05-005

FINANCIAL IMPLICATIONS:

The Region has received an allocation of $1,151,910 (100% funding) for the projects in the community. Previous reports have allocated $1,026,910 of this funding (Report SS-04-051 and SS-04-062).

ATTACHMENTS: Nil.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

In addition to Social Services providing the lead on this project staff from Legal and Finance were consulted.

PREPARED BY: Barb Chrysler, Coordinator Supporting Communities Partnership Initiatives Jeff Schelling, Corporate Resources Department, Legal Services Division Lynn Randall, Director of Social Planning & Administration

APPROVED BY: Michael Schuster, Commissioner of Social Services

Page 3 of 3

REGION OF WATERLOO REPORT: SS-05-006

SOCIAL SERVICES Sunnyside Home

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: PURCHASE OF PATIENT LIFTING EQUIPMENT

RECOMMENDATION:

THAT the Region of Waterloo approve the purchase of patient lifting equipment to a maximum of $140,000 and $12,727 for a lifting education program to be fully funded by the Ministry of Health and Long-Term Care as outlined in report SS-05-006, dated January 18, 2005.

SUMMARY:

Nil

REPORT:

On January 5, 2005 Sunnyside Home was advised by the Ministry of Health and Long-Term Care (Ministry) that the Region is eligible to receive $140,000 for the purchase of patient lifting equipment and $12,727 for lift/transfer education programs. The Patient Lift Initiative is one component of a larger Nursing Strategy announced by the Ministry last year.

The Nursing Strategy aims to stabilize the nursing workforce in Ontario and make Ontario the jurisdiction of choice for registered nurses. The purchase of lifting equipment facilitates a safe work environment for nurses. The physical demands on nurses in long-term care are significant, given the level of assistance required by the residents. In 2003, the rate of musculoskeletal injuries among health care workers in long term care was twice that of workers in hospitals.

For several years, Sunnyside has operated under a “no-lift” policy. This policy ensures that residents, who are unable to weight-bear, are transferred using a mechanical lift. There are various types of lifting equipment, including floor and ceiling mounted models, which are used for different types of transfers. At Sunnyside, the mobility, strength and cognitive ability of each resident are assessed by registered nursing and/or physiotherapy staff to determine the appropriate transfer techniques and equipment required. This information is recorded on the care plan.

The lifts at Sunnyside are of high quality and serve the staff and residents well. However, there is a constant and increasing demand on the lifts due to the escalating care levels of the residents. Lifts were last purchased in 2002, but are not eligible for reimbursement through this initiative. New ceiling mounted lifts are now available. This option was considered during the planning for redevelopment and ruled out as a home wide option due to cost and the impact on the home-like milieu. In anticipation of the lift initiative announcement, staff has been consulting with vendors, and recommends the installation of some ceiling lifts in targeted heavy care areas. In addition, replacement and additional floor lifts are required. A full assessment to determine the exact number and type of lifts required is in process. 150932 Page 1 of 2 January 18, 2005 Report: SS-05-006

The Ministry has also allocated $12,727 for training and education. These funds will enable the home to provide additional staff training with respect to lifts and transfers. This education is an essential component of Sunnyside’s health and safety program.

In order to access the lift funds, long-term care facilities are required to sign a Funding Agreement and complete a lift assessment survey by January 14, 2005. An extension until January 25, 2005 has been requested for the funding agreement to allow for Council approval.

CORPORATE STRATEGIC PLAN:

This report supports the Region’s Focus Area 5: Ensure Operational Effectiveness and Efficiency, as per the objective to “Recruit, Retain and Develop Competent, Motivated Staff.” The purchase of lifts and education of staff fosters competence and assists in the recruitment and retention of nursing staff.

FINANCIAL IMPLICATIONS:

The one-time grant of $152,727 is completely funded by the Province. The funding agreement sets out the terms and conditions allowing for $140,000 for the purchase of lift equipment and $12,727 for lift/transfer education for staff. Deadline for delivery of equipment is March 31, 2005.

Following a warranty period (typically one to two years), the new lifts will require a maintenance contract to ensure safe operation. In addition, slings for all lifts need replacement every two to three years to ensure patient safety. These costs will be included in the 2006 operating budget.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Finance has been consulted in the preparation of this report. Legal Services will be requested to review the funding agreement.

ATTACHMENTS:

Nil

PREPARED BY: Gail Carlin, Administrator, Sunnyside Home

APPROVED BY: Mike Schuster, Commissioner, Social Services

150932 Page 2 of 2

REGION OF WATERLOO REPORT: SS-05-003

SOCIAL SERVICES Employment & Income Support

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: PROVINCIAL CHANGES TO SOCIAL ASSISTANCE PROGRAMS

RECOMMENDATION:

For information.

SUMMARY:

In mid-December 2004 the Provincial government announced a number of changes to social assistance programs, in terms of eligibility and benefits and the closure of Intake Screening Units. The Region has been provided a planning framework to support the development of a locally-based application process for Ontario Works to be implemented no later than June 16, 2005.

REPORT:

1.0 Background In mid-December 2004 the Provincial government introduced a number of changes to social assistance programs. Earlier in 2004 the Parliamentary Assistant to the Minister of Community and Social Services, Ms. Deb Matthews, M.P.P., held a series of discussions with social assistance recipients, stakeholders and community organizations across the province. Report SS-04-069 summarized her meeting with our Employment and Income Support Community Advisory Committee in October 2004. Her findings, released in a report on December 1, 2004, recommended a number of changes to social assistance programs. The government is now proceeding to implement a series of these changes. The announcements included changes to eligibility and benefits as well as implementation of “a single stage application process” for Ontario Works (OW). The stated goals of the Province are to help move people to employment, simplify “the system”, make it more accountable and sustainable, and treat recipients fairly and with dignity. This report will focus on the changes to the Ontario Works program.

2.0 Eligibility and Benefit Changes There were a significant number of changes introduced. Where possible, these were acted upon immediately. Several require further clarification or information from the Province, job aids to support staff and refinements to the technology before implementation. All will be in place by March 31, 2005.

2.1 Immediate Action · Drug cards to be provided to individuals with serious health problems otherwise ineligible to receive assistance as a result of non-compliance with Ontario Works participation requirements. · Elimination of requirement to consent to a lien on property as a condition for eligibility and all current liens discharged. · Eligibility to be determined from date of first contact with the Intake Screening Unit (the Region’s current practice). · The earnings of dependent children of Ontario Works recipients are now exempt as assets in the Page 1 of 4 January 18, 2005 Report: SS-04-003

determination of the parent’s eligibility and level of benefits. · Contributions to and payments from Registered Education Savings Plans are exempt as income in determining eligibility and level of benefits. · Elimination of the $100 automatic reduction in benefits for sponsored immigrants not living with their sponsor. · Winter Clothing Allowance to be issued to eligible recipients in November and December (previously mandatory for November only; the Region has issued as a discretionary benefit through March). · Back to School Allowance to be issued to eligible recipients from August through December (previously mandatory in August only).

2.2 Phased Implementation · Restore Extended Health Benefits (eg. drug, dental) for Ontario Works recipients with significant health care costs, whose income would have made them ineligible to receive assistance. · Permit women in interval and transition homes to receive assistance based upon their residence prior to entering a women’s shelter (for the first three months or longer upon review). · Broaden the definition of self-employment to include dependant contractors and commissioned salespersons. · Exempt Family Law Act awards up to $25,000 for loss of guidance, care and companionship as income and assets. · Workplace Safety Insurance Board, Non-economic Loss Awards up to $25,000 also exempted as income and assets. · Exempt as income and assets the portion of a loan, grant or award that is used for education or training costs (i.e., tuition and books). · Exempt payments received under the Ontario Disaster Relief Assistance Program as income and assets. · Exempt as income and assets insurance payments made to recipients for loss of or damage to an asset or for temporary living expenses. · Allow the payment of shelter costs where there is a demonstrated requirement for sponsored immigrants living with their sponsor. · Allow the Community Start-up and Maintenance Benefit to be issued to prevent eviction and for utility arrears/reconnection fees once in a 24 month period unless there are exceptional circumstances such as abuse, fire or flood, (Community Start-up Benefit, now renamed, previously could have been issued once in a 12 month period.) · Exempt payments from the Residential Rehabilitation Assistance Program and the Home and Vehicle Modification Program as income. · Include low-cost energy and water conservation measures as discretionary benefits (current Regional practice).

Finally, the government advised that it is working with Citizenship and Immigration Canada and the Canada Revenue Agency to recover social assistance costs for sponsored immigrants from defaulting sponsors.

3.0 Single Stage Application Process

3.1 Intake Screening Units On December 15, 2004 the government also announced that Ontario Works will “move from a two-stage to a one-step application process that takes place in the local communities.” The previous government had approved seven centralized Intake Screening Units (ISU’s) as a key step in its introduction of a new service delivery model for social assistance. The Region of Peel has been operating a central Intake Screening Unit for Ontario Works since October 2000. Peel serves as the Intake Screening Unit for the Regional Municipalities of Peel, Halton and Waterloo, and the Counties of Dufferin and Wellington. It serves as the central intake

150318 Page 2 of 4 January 18, 2005 Report: SS-04-003 point for Ontario Works: to screen by telephone potential applicants, make a preliminary determination of eligibility and then refer an individual to the relevant municipality for the second step in a two step intake process.

3.2 Provincial Goals and Timetable The government’s stated goal is to streamline the Ontario Works application process by dissolving the current Intake Screening Unit structure and substituting a locally-based one-step application process. To support this transition municipalities have been given Planning Guidelines, as a framework for planning, discussion and negotiation between Intake Screening Unit host municipalities, affiliate municipalities such as Waterloo and the Province. The provincial timetable outlined below is aggressive.

Timetable Milestone December 15, 2004 Announcement by Province December 15, 2004 Formal termination notice to Intake Screening Units December 16, 2004 Joint Local Implementation Planning Guidelines distributed January, 2005 Joint Local Implementation Planning meetings scheduled (Initial teleconference January 10, 2005) February 18, 2005 Request for transition funding submitted to Province for approval February 18, 2005 Joint Local Implementation Plan completed and submitted By Year End 2005 Regulation amendments June 16, 2005 Transition completed and centralized Intake Screening Units closed

3.3 Implementation Staff in Employment & Income Support (E&IS) have taken a project management approach to this initiative. The Manager, Program Development and Intake will assume the lead of an inter-departmental working group including representatives from E&IS, Facilities Maintenance and Operations, Information Technology services, Human Resources and Finance. The Province has established a working group with representatives from the municipalities now served by Peel to prepare the Joint Local Implementation Plan among the five municipalities to ensure a seamless transition of service.

CORPORATE STRATEGIC PLAN: These changes support the Corporate Strategic Plan, Focus Area 2 to enhance community health and social well-being. The return of the intake function fully to the Region of Waterloo will promote operational effectiveness and efficiency (Focus Area 5).

FINANCIAL IMPLICATIONS:

Eligibility and Benefit Changes The Region cost shares social assistance benefits with the Province (80% Provincial and 20% Municipal). Many of these changes have the potential to increase benefit costs, some of them significantly (e.g., drug cards for persons in non-compliance, extended health benefits, back to school allowance). Staff will monitor the impact of these changes and report throughout the year. As staff are not able to estimate the impact of these changes, they are not recommending a base budget adjustment at this time.

150318 Page 3 of 4 January 18, 2005 Report: SS-04-003

There is a potential workload impact, in particular, with the implementation of extended health benefits. Previously these individuals would have been ineligible for assistance. Now they will remain on the caseload. Each month staff will need to verify income and health costs to continue eligibility for the next month. Staff have projected a 2005 average monthly caseload of 6,400 for Ontario Works. Given our 2004 average of 6,419 (end of November) with continued declines in the last quarter, staff levels in the base budget should be appropriate.

Transfer of Intake The Province has indicated that it wishes to streamline the application process. To support the transfer to the local municipalities and further this goal, it has indicated that municipalities will have discretion over certain aspects of the intake process, now mandatory intake scripts will be eliminated and a simpler verification process will be introduced in 2005. The 2005 budget currently under consideration by the Budget Committee of the Whole includes a provision of $739,348 as the Region’s contribution for the operation of the Intake Screening Unit.

In the first 11 months of 2004 the Intake Screening Unit in Peel handled from the Region of Waterloo on average 1,296 calls per month (920 application requests and 376 general inquiries). The number of staff required to handle the additional volume of work will depend upon the service model implemented. They will need work stations and computers. Office space, renovations and telephone upgrades may also be required. The Province has indicated that one-time transition funds will be available but the amount is not known. At the same time, the Province has indicated that cost-savings are expected with the return of intake to the local community. To date no target or level of funding has been established. Costs (one-time and ongoing) for the management of the application process will form part of the transition “business case” and local implementation plan which will be provided to Committee in February.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Finance has reviewed this report. Finance, Human Resources and Corporate Resources (Facilities and Information Technology) will be involved in the planning and implementation of the intake/application initiative.

ATTACHMENTS:

A - Letter of December 21, 2004 to Michael Schuster from Vince Tedesco, Regional Director, Ministry of Community and Social Services.

PREPARED BY: Leslie Perry, Manager, Program Development and Intake David Dirks, Director, Employment & Income Support

APPROVED BY: Michael Schuster, Commissioner, Social Services

150318 Page 4 of 4

REGION OF WATERLOO REPORT: SS-05-004/ P-05-011

SOCIAL SERVICES PLANNING, HOUSING AND COMMUNITY SERVICES

TO: Chair Jane Brewer and Members of the Community Services Committee

DATE: January 18, 2005 FILE CODE:

SUBJECT: PROPOSAL DEVELOPMENT FOR SUPPORTIVE HOUSING SERVICES FOR SENIORS IN WATERLOO REGION (PILOT PROJECT)

RECOMMENDATION:

For information.

SUMMARY:

NIL

REPORT:

Project Overview

Social Services, in cooperation with Planning, Housing and Community Services, is in the process of developing a proposal exploring various delivery models to provide supportive housing services for seniors in Waterloo Region. Staff plan to submit this proposal for funding consideration to the Ministry of Health and Long-Term Care (MOHLTC) by the summer of 2005.

Supportive housing services enable seniors to live independently in their own homes for a longer period of time. Clients served have physical or cognitive health concerns that require them to receive personal care services over a period of 24 hours, thus exceeding the maximum hours of service offered by the Community Care Access Centre (CCAC). These individuals require support to live independently, but are not yet ready to be placed in long-term care.

In January of 2003, the Waterloo Region – Wellington – Dufferin District Health Council released a report (“A Needs Analysis for Supportive Housing in Waterloo Region, Wellington County and Dufferin County”) which supported the need for this service in Waterloo Region. Currently, the MOHLTC does not fund any supportive housing for seniors in Waterloo Region. Several supportive housing projects, funded by the Province, exist throughout Ontario.

The Region, in its unique position of providing both seniors support services and community housing, is an ideal organization to fill this need. Sunnyside Home, in particular, has a long history of providing community outreach to seniors. Should provincial funding become available, Sunnyside Home could provide and administer the personal support services to seniors, while the Region could continue to provide and administer housing through its Community Housing programs. The option of constructing new supportive housing units would also be explored since this would be an important element to implement an initiative of this nature.

Page 1 of 3 149048 January 18, 2005 Report: SS-05-004/P-05-011

Background

During the planning stages for the redevelopment of Sunnyside Home, community stakeholders, e.g. community agencies, neighbours, planning and health care partners, were extensively consulted with respect to the programs, services, and proposed structure of Sunnyside Home. At that time, the community requested that the Region consider providing supportive housing as part of a continuum of care that would allow seniors to live independently in the community for a longer period of time. In May 1999, Council approved the redevelopment of the Home and directed that a feasibility study be conducted with respect to supportive housing services on the Sunnyside Home site.

Since that time, the new Home has been constructed and a 32 unit, affordable housing complex for independent living was opened on the Sunnyside campus. The property also has the potential to support one more housing building, the location of which was identified on the concept plan considered by Council. In addition, Social Services submitted a letter of intent to the Ministry advising of its plan to submit a proposal outlining options for the provision of supportive housing. The letter has been favorably received and development of the proposal is proceeding.

The District Health Council report on Supportive Housing states that the seniors in Waterloo Region need supportive housing services. This need was determined in several ways: through comparison with other similar communities in southwestern Ontario, through relevant research, and through the need expressed by community agencies and local seniors in focus groups. The study identifies a gap that exists in housing options for seniors in this community. The existing services range from independent accommodation with possible informal support from friends and families; to independent accommodation with limited community outreach support from the Community Care Access Centre (CCAC) or other volunteer programs; to private pay retirement facilities; to long-term care facilities. There are no services for seniors with limited financial resources who require more services than community agencies can currently provide, yet who are not ready to move into a long-term care facility. As a result, seniors may end up living on their own in unsafe situations, living with family who may be strained to meet their needs, paying privately for additional services, or taking a space in a long-term care facility that could be used by someone in greater need.

By 2006, Waterloo Region will be home to almost 500,000 people (based on population projections by Planning, Housing and Community Services, Region of Waterloo, 2004). It is expected that approximately 15.8% of these residents will be over the age of 60. Due to longer life expectancy and the number of aging baby boomers, the proportion of seniors in our community could increase to 19.7% by 2016. These statistics indicate that, not only will there be a higher number of seniors, but the overall makeup of the community will change to have a higher percentage of seniors.

The District Health Council report recommends that the MOH LTC immediately fund supportive housing services to enable 4% of adults over the age of 75 to receive service by 2006 and a longer term goal enabling 4% of adults over the age of 65 to be receiving service by 2011. For Waterloo Region, this means approximately 1,050 of seniors would receive service by 2006 and approximately 2,500 seniors by 2011 (based on population projections from Planning, Housing and Community Services, Region of Waterloo, 2004). Staff propose to explore this in more detail with the intent that a small Supportive Housing pilot project could be initiated and services expanded if opportunities arise and the need is substantiated.

Proposal Development Process

In anticipation of provincial funding, Social Services is developing a proposal for supportive housing in consultation with Planning, Housing and Community Services. Relevant literature, Ministry guidelines and contractual housing agreements will be reviewed; demographic information supporting the need for services will be gathered; best practices from existing service providers will be examined; and community consultations will be held. One community consultation will include the surveying of residents at 233 and 239 Franklin St.

149048 Page 2 of 3 January 18, 2005 Report: SS-05-004/P-05-011 apartments, to gauge their interest and need with respect to accessing supportive housing services. In addition, other Municipalities offering this service in their affordable housing complexes will be contacted to discuss the policies and procedures utilized in the management of waiting lists. A determination will need to be made as to whether a new priority category in the Region’s common waiting list for community housing needs to be established for those seniors requiring supportive housing services. In addition, such an initiative could have financial implications over and above the existing program and strategy being implemented by the Region. Based on this research, and upon Council approval, staff would submit the proposal to the MOH LTC by this summer.

Staff are proposing to initiate supportive housing as a pilot project on an existing site. Given the immediate proximity of the Regionally operated seniors housing on and adjacent to the Sunnyside property, this site could be the leading candidate to offer such a pilot. Future expansion opportunities for the program include other Regional housing sites and local neighbourhoods. Should capital funding be made available, there is also the potential to construct supportive housing units on the Sunnyside property, as reflected in the master plan for the site.

CORPORATE STRATEGIC PLAN:

The Region’s Corporate Strategic Plan identifies the following focus area: Enhance Community Health and Social Well Being. One of the objectives to meet this focus area is to: Improve the accessibility to Housing and reduce homelessness. The proposed supportive housing service would meet this objective by improving the quality of life of seniors by enabling them to live independently in a community setting as long as possible.

FINANCIAL IMPLICATIONS:

The proposal development process would be accommodated within existing program budgets. The program would only be offered if 100% provincial funding is made available. Any capital requirements to provide additional units for supportive housing have budget implications.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Social Services, as the lead for the service provision portion of this proposal, is working in partnership with Planning, Housing and Community Services in the development of the MOH LTC proposal. Finance will be consulted in the development of a proposed service budget.

ATTACHMENTS:

NIL

PREPARED BY: Deb Bergey, Social Planning Associate Rob Horne, Director, Housing Gail Carlin, Administrator, Sunnyside Home

APPROVED BY: Michael Schuster, Commissioner, Social Services Larry E. Kotseff, Commissioner of Planning, Housing & Community Services

149048 Page 3 of 3

MEDIA RELEASE: Friday, January 14, 2005, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE AGENDA

Wednesday, January 19, 2005 9:00 a.m. Public Hearing – Development Charges Regular Meeting to follow Regional Council Chamber 150 Frederick Street, Kitchener, Ontario

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

2. Public Hearing – Development Charges under Subsection 20 (5) of the Development Charges Act, 1997

i) F-05-007 Complaint under the Development Charges Act, 1997 1 Re: Development Charges assessed on the property located at R. R. #4, 2130 West River Road, Township of North Dumfries ii) Opening Address – Region of Waterloo iii) Opening Address - Representative iv) Committee Discussion v) Closing Address – Region of Waterloo vi) Closing Address - Representative vii) Recommendation of Committee

3. DELEGATIONS

a) Tom Bishop, President and Bernard Porlier, Secretary, K -W Counselling 11 Services Inc., re: capital funding

4. REPORTS – Finance

a) F-05-008 Accounts Receivable Write-Offs of Uncollectible Accounts 13 and Changes to Policies and Procedures

b) F-05-009 Association of Municipalities of Ontario – 2005 Membership 17

c) F-05-010 Departmental Strategic Plan for Finance Department 21 (Strategic Plan Distributed Separately)

REPORTS – Human Resources

d) CA-HR-05-001 Departmental Strategic Plan for Human Resources Dept. 23 (Strategic Plan Distributed Separately)

A&F Agenda - 2 - 05/01/19

5. JOINT REPORT

a) SS-05-001 Accessibility Plan 2005 (Distributed Separately)

6. INFORMATION/CORRESPONDENCE

7. OTHER BUSINESS

a) Administration & Finance Committee tracking list 25

b) 2005 Meeting Schedule (December) – T. Galloway

8. NEXT MEETING – February 16, 2005

9. CLOSED SESSION (motion required)

10. ADJOURN

150922 Report: F-05-007 REGION OF WATERLOO

FINANCE DEPARTMENT Financial Services and Development Financing

TO: Chair T. Galloway and Members of the Administration and Finance Committee (Development Charges Complaint Committee)

DATE: January 19, 2005 FILE CODE:

SUBJECT: COMPLAINT UNDER THE DEVELOPMENT CHARGES ACT, 1997 RE: DEVELOPMENT CHARGES ASSESSED ON THE PROPERTY AT RR#4, 2130 WEST RIVER ROAD, TOWNSHIP OF NORTH DUMFRIES

RECOMMENDATION:

THAT the Council of the Regional Municipality of Waterloo dismiss the complaint and confirm the development charges as calculated and collected for the development at RR#4, 2130 West River Road, Township of North Dumfries.

SUMMARY:

A complaint was received regarding the development charges assessed and collected on RR#4 2130 West River Road, North Dumfries. The complainant states that development charges should not have been assessed on the construction of a “bunkhouse” on his farm because it is part of a “Farming” use.

Staff has set out the relevant facts and provisions of the Region’s Development Charges By-law.

REPORT:

Complaints under the Development Charges By-law

The Development Charges Act, 1997 provides opportunity for a person required to pay a development charge pursuant to a by-law passed under that Act to make a “complaint” to the Council of the municipality imposing the development charge if the person disagrees with:

-the calculation of the charge, -the determination of any credits, or -the applicability of the by-law.

The Act requires the Council of the municipality to hold a hearing in respect of the complaint. By adoption of Report F-04-056 on June 23, 2004, Council delegated to the Administration and Finance Committee its authority to hold hearings into complaints made pursuant to the Act. The Committee is required to report after the hearing with its recommendations to Council. The Act provides for an appeal of Council’s decision to the Ontario Municipal Board.

Complaint Received

A complaint was received from Keith Murray, owner of RR#4, 2130 West River Road, North Dumfries by letter dated December 8, 2004 (copy attached). This complaint was made under Section 20 of the Development Charges Act and was in respect of the development charges imposed by the Region of Waterloo

Page 1 of 3

January 19, 2005 Report: F-05-007 under the Development Charges By-law (By-law 04-049, as amended) on the development at the subject property. The reasons for the complaint are detailed in the attached letter.

Notice of Hearing

Notice of hearing was given in accordance with Sub-section 20(5) of the Act and a copy of the notice is attached.

Background

The subject property is located in the Township of North Dumfries.

On October 25, 2004, the owner (Mr. Murray) requested approval for a new building which was described on the certification request from the Township as a 3,200 sq. ft. “bunkhouse.” It was further noted that the old bunkhouse had been converted into a storage shed and a new bunkhouse was being constructed. Regional Development Charges were assessed at the non-residential rate on 3,200 sq. ft. @ $2.27 per sq. ft. for a total RDC of $7,264.00. The RDC was certified to the Township of North Dumfries and collected by the Township. The Region’s Certification is set out as Appendix A to this report.

By a letter dated December 8, 2004, the owner registered a complaint in regard to the RDC assessed. The owner stated: “Because the development of this land is for use in farming, no development charge should have been levied as is stated in Section 3 subsection 4c of the by-law. The primary use of this building is to replace an existing storage shed, and create a workspace to be used in the production of crops as well as in the breeding, raising and maintaining of livestock. For ten weeks per year the building will be temporarily used as a residence for participants in our farm vacation hosting program.” The owner’s complaint dated December 8, 2004 is set out as Appendix B to this report.

In response to the complaint, Region staff requested a copy of the building design drawings from the Township of North Dumfries. The design drawings show an office, registration area, washrooms, a kitchen and a sleeping room. The design drawings for the bunkhouse are set out as Appendix C to this report.

Development Charges By-Law

Subsection 3(4),(c) of the Region’s Development Charges By-Law states that development charges do not apply to a “Farming” use.

“Farming” is defined in the By-law as “the production of crops or the breeding, raising or maintaining of livestock, or both, and includes but is not limited to: a) fur farming; b) fruit and vegetable growing; c) the keeping of bees; d) fish farming; and e) sod farming, and includes such building and structures located on a Farm designed and intended to be used solely for or in connection with such production of crops or livestock including barns, silos, structures used for farm equipment storage and repair, storing or processing material used in the production or maintenance of crops or livestock or the products derived from the Farm’s production of crops or livestock, or both. Farm and Farming shall not include a Dwelling Unit located on a Farm.” (emphasis added)

Docs #149444 Page 2 of 3

January 19, 2005 Report: F-05-007

Review of the Complaint

Staff have reviewed the complaint and provide the following analysis:

The Region was advised by the Township in its request for Certification of Development Charges that the proposed construction was for a Building Use of: Bunk House on a Horse Farm. The Region was further advised that the old bunk house was being converted into farm storage and the owner was building a new bunk house. There was no demolition of the existing storage shed and therefore no redevelopment allowance is created.

The RDC By-law provides an exemption for a “Farming” use, but this exemption does not apply because the bunkhouse is not “designed and intended to be used solely for or in connection with” the usual farming operations. The bunkhouse, based on the drawings and statements from the owner, is designed and intended for vacationing guests.

Ultimately, staff considered the summer equine camp a commercial endeavour and the proposed building’s main purpose, commercial in nature.

CORPORATE STRATEGIC PLAN:

The goal of the Corporate Strategic Plan is to support Focus Area 1: Manage Regional Growth to Enhance Quality of Life.

FINANCIAL IMPLICATIONS:

The Region has assessed and received $7,264.00 in development charges. If the complaint is granted, the funds received will need to be repaid.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

This report has been discussed with the Legal Division of the Corporate Resources Department.

ATTACHMENTS

Appendix A - Request for Certification received from the Township of North Dumfries Appendix B - Complaint letter from Keith Murray dated December 8, 2004 Appendix C - Design drawings received for the subject property Appendix D - Notice of Hearing from the Regional Clerk dated December 21, 2004

PREPARED BY: C. Barrett, Director of Financial Services and Development Financing

APPROVED BY: L. Ryan, Chief Financial Officer

Docs #149444 Page 3 of 3

Report: F-05-008 REGION OF WATERLOO

FINANCE DEPARTMENT Treasury Services

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

DATE: January 19, 2005 FILE CODE:

SUBJECT: ACCOUNTS RECEIVABLE WRITE-OFFS OF UNCOLLECTIBLE ACCOUNTS AND CHANGES TO POLICIES AND PROCEDURES

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve $357,909.34 in accounts receivable write-offs in 2004 (for the years 2001 to 2003);

AND THAT the Regional Municipality of Waterloo approve revisions to the Accounts Receivable Policies and Procedures to increase the Chief Financial Officer’s write-off level from the current $500 to a recommended $1,000 effective January 1, 2005.

SUMMARY:

The Chief Financial Officer has the authority and discretion to reverse any interest penalties charged and to write-off account receivables up to $500. Write-offs of receivables exceeding $500 require Council approval. Finance staff have reviewed all the outstanding accounts which exceed $500 aged beyond 180 days and have exhausted all regular collection efforts, including third-party collection efforts. A number of accounts have been identified as uncollectible and should be written-off. Many of these accounts have been ongoing for a period of several years. In past, staff have brought write-off reports forward on a somewhat infrequent basis when a number of recommended write-offs in excess of $500 had accumulated. Staff continue to manage the accounts receivable and collection activities. The total amount to be written-off reflects an accumulation of write-offs rather than an annual amount. The total amount of the proposed write-off equals $357,909.34 which equals 0.1% of annual revenues. Two individual accounts represent over 70% of the total write-offs. In future, it is planned that recommended write-offs will be brought forward on an annual basis.

The purpose of this report is to seek Council’s approval to write-off the uncollectible accounts and Council’s approval to streamline current collection policies and procedures by providing the Chief Financial Officer with greater ability to approve write-offs.

REPORT:

Accounts Receivable Policies and Procedures

Effective management of receivables requires that procedures are in place to ensure timely receipt of funds due to the Region. Before accounts are recommended for write-off, steps are followed to ensure that all reasonable efforts have been made to effect payment of the account in full.

· A service has been delivered. An invoice is created and mailed by Accounts Receivable staff and recorded within the database. Revenue is credited to the program upon invoicing;

Page 1 of 4

January 19, 2005 Report: F-05-008

· Monthly client statements are produced and 30 days following the end of the invoice month, the account is considered overdue; · Subsequent monthly statements are stamped as overdue and full payment of the overdue amount is requested. Accounts Receivable staff also begin attempts to collect through telephone contact. Often at this stage, negotiations of a repayment plan begin; · If after a further 30 days the account remains outstanding, a collection letter is then issued by staff. In the collection letter, full payment is requested, and the client is advised that continued access to services and/or legal action is a possibility. Telephone collection is still attempted during this time. If staff are unable to collect the account or get a written commitment from the client as to a repayment plan, then several options are considered; · If the account is small, i.e., less than $500, collection efforts may remain with Accounts Receivable staff. Additional collection letters are sent, either by receivable or legal staff. For larger or more contentious accounts, the collection file may be referred to the Region’s Legal Services. Lastly, if the account has been returned by mail or staff are otherwise unable to locate the client; these accounts may be referred to a collection agency.

Some of the accounts recommended for write-off may still be listed as being handled by either the Legal Services Division or by an outside collection agency. The write-off of a receivable account does not necessarily mean that staff have determined that no payment is forthcoming. Rather, given the time elapsed and the status of the collection activity, it is highly unlikely any payments would be received.

Landfill Accounts - $19,719.63 Receivable

Landfill invoices are issued monthly to accounts that have applied for and been granted credit after a screening process has been followed. When a landfill account becomes a collection issue, further credit is denied and the client may continue to utilize the landfill but must pay by cash or credit card. Credit is re-established when all arrears have been paid or in certain circumstances, when an agreed upon repayment plan is instituted. The amount being recommended for write-off represents an accumulation over several years and Accounts Receivable staff have exhausted all collections efforts, including referral to third part collection agencies and legal services. The write-off will be charged against the Waste Management Budget in 2004.

Sales of Police Services - $30,033.35 Receivable Police False Alarm Accounts - $3,071.60 Receivable

Invoices are issued throughout the year for paid-duty officers providing security at local community events. Over the course of the 2002 and 2003 fiscal years, Accounts Receivable issued invoices totaling $962,673 for the sale of police services. The amount being recommended for write-off represents approximately 3.12% of the total amount invoiced in 2002 and 2003. The total write-off is the result of four local establishments going out of business before staff were able to institute collection activities. The recommended write-off is to be charged against the Police Services Budget in 2004.

Recommended write-offs for Police false alarm accounts relate to four customers. Staff have exhausted all collection efforts, as one account appears to have abandoned its business, while the others have been referred to third party collection, without success. The recommended write-off will also be charged against the Police Services 2004 budget.

DOCS # 142446 Page 2 of 4

January 19, 2005 Report: F-05-008

Child Care Fees - $30,240.53 Receivable

Child care invoices are issued at the beginning of each month with the majority being issued during the course of the school year. The recommended write-off consists of fifteen accounts, all of which have either been referred to Legal Services or to third party collectors. These accounts have accumulated over the past several years and do not represent an annual charge. These will be charged against the child care budget and will likely be eligible for subsidy.

Transit Services IT-TV (Transit Network) - $194,916.92 Receivable

Prior to the transfer of Transit to the Region, In-Transit Television (IT-TV) and the City of Kitchener entered into a signed contract, where monthly lease payments were to be made for the operation of television monitors on transit vehicles displaying advertisements. The Region assumed control of Transit Services in early 2000 and it became evident in late 2000 that IT-TV would be unable to live up to the terms of the contract. Staff met with the principals of IT-TV on several occasions to deal with the arrears issue but only sporadic payments were received. Staff have exhausted all efforts to try and collect the receivable. A Judgment Debtor Examination was conducted in 2001 with the assistance of Legal Services and no assets were identified as attachable. Unaudited financial statements for IT-TV were obtained and Finance staff reviewed the information to provide a certain level of due diligence that no funds were mis-appropriated or otherwise unfairly dealt with by the principals. The majority shareholder of IT-TV resigned as an officer and director of the company in December 2001, after trying unsuccessfully to attract a national television network as a majority owner. Of the total amount owed, $121,316.06 was provided for as an allowance for bad debt in 2000 and the remaining $73,600.86 was provided for in 2001. As the full receivable has been provided for, there is no impact on the 2004 budget.

Airport Services Pem-Air/Trillium Air - $65,375.22 Receivable

In May of 1999, Pem-Air entered into an Agreement with the Region relative to Airline service and the leasing of office space at the Waterloo Regional Airport. In June 2002, Pem-Air discontinued flight operations, leaving arrears of $67,500 for operational lease payments and a further $12,465.15 for office lease payments and various shared expenses. Pem-Air has retained the services of a Trustee in Bankruptcy to make a formal proposal. Legal staff at RMOW filed a proof of claim and dividends of $21,646.27 were received in 2003. A write-off of $65,375.22, including interest, is necessary and will be applied against a general provision for bad debt.

Other Accounts - $14,552.09 Receivable

Other accounts include over strength sewer surcharges, printing charges, property damage charges and one ineligible rent supplement. Nine accounts are being recommended for write-off. Of these accounts, two have filed for bankruptcy, three accounts were uninsured and collection efforts have been unsuccessful, one denies liability and a police report was not filed, and the other three accounts have been forwarded to third party collection, with little chance of success. The write-off for over strength sewer charges in the amount of $6,431.24 will be charged to the Wastewater Budget, while the balance of $8,120.85 will be charged against the provision for bad debts.

DOCS # 142446 Page 3 of 4

January 19, 2005 Report: F-05-008

Change to Chief Financial Officer’s Write-Off Level

In February 1998, Council approved an increase to the Chief Financial Officer’s write-off level from $100 to $500. Since 1998, volumes and transaction size have increased the accounts receivable activity. Staff have reviewed the current policies and recommends that the Chief Financial Officer’s write-off level be increased from $500 to $1,000 effective January 1, 2005.

CORPORATE STRATEGIC PLAN:

One of the Focus Areas of the Corporate Strategic Plan is “To Ensure Operational Effectiveness and Efficiency, and one of the objectives of this Focus Area is to maintain Financial Stability.” This report provides information as to the status of the Region’s account receivable write-offs.

FINANCIAL IMPLICATIONS:

The recommended write-offs noted in this report, totaling $357,909.34, are for accounts affecting both the user rate and property tax areas of the budget.

In addition to these recommended write-offs, the Chief Financial Officer has the authority to write-off uncollectible accounts under $500. For 2004, these write-offs total $10,488.81of receivables for 69 individual accounts. Most of these accounts are of a recent nature and staff have exhausted all collection options. Including the accounts under $500, a total of $114,225.41 would be charged against the 2004 budget provision of $56,568 for accounts receivable write-offs. The amount not covered by the 2004 provision, in the amount of $56,657.41 is primarily due to Pem-Air/Trillium Air. This amount will reduce the 2004 operating surplus. The write-off for IT-TV of $194,916.92 was previously provided for and will have no impact on the 2004 operating surplus.

The accounts receivable write-offs noted in this report reflect an accumulation of write-offs rather than an annual amount and represent a very small fraction of the total revenue earned by the Region. Of the total revenues from User Rates and Fees & Other Charges of $124.7 million for 2004 the total accumulated write- offs of $368,398.15 (including write offs less than $500) represent less than 0.3% of this revenue amount. As this amount represents a three year total, the write-off actually represents 0.1% of revenues on an annual basis. Excluding the two individual situations, accumulated write-offs total $108,106.01 which averages $15,444 over each of the seven years since the last report. It should also be noted that although the accounts are written-off and the amounts due no longer show in the Region’s financial statements, some collections are still possible.

In future, write-off reports will be presented annually and the general provision for accounts receivable write- offs in the 2005 property tax budget has been set at a level sufficient to cover the expected annual tax levy portion of the write-offs.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Legal Services Division staff have assisted on the legal aspects of the collection of delinquent accounts. Assistance from staff at the Airport, Engineering, Child Care and Police Services has also been instrumental in the collection activities.

ATTACHMENTS: Nil

PREPARED BY: P.L. Pohl, Manager, Treasury Services APPROVED BY: L. Ryan, Chief Financial Officer

DOCS # 142446 Page 4 of 4 Report: F-05-009 REGION OF WATERLOO

FINANCE DEPARTMENT Treasury Services

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

DATE: January 19, 2005 FILE CODE:

SUBJECT: ASSOCIATION OF MUNICIPALITIES OF ONTARIO – 2005 MEMBERSHIP

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve payment of the 2005 membership fee in the amount of $7,367.50 for the Association of Municipalities of Ontario subject to final approval of the 2005 property tax budget.

SUMMARY: Nil

REPORT:

The Region of Waterloo has received the invoice from the Association of Municipalities of Ontario (AMO) for year 2005 membership fees. A copy of the AMO notice and additional information is attached as Appendix 1.

The cost of the 2005 AMO membership is $7,367.50 based on a fee of $0.177650 per household for the first 30,000 households and $0.014020 per household above 30,000 households. The 2004 cost was $6,954.73, based on a fee of $0.1691886 per household for the first 30,000 households and $0.013357 per household above 30,000 households. The increased cost for 2005 reflects a 5.0% increase to the per household fee and a higher number of households (175,367 in 2005 vs. 170,650 in 2004.)

CORPORATE STRATEGIC PLAN:

One of the focus areas in the Strategic Focus is to Ensure Operational Effectiveness and Efficiency. A membership in an organization such as AMO supports this focus through the provision of information and services.

FINANCIAL IMPLICATIONS:

The total cost of the AMO membership for 2004 is $7,367.50. The 2005 operating budget for Members of Council includes a provision of $7,368 for this membership.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil

ATTACHMENTS:

Appendix 1 – 2005 AMO Invoice & Additional Information

PREPARED BY: V. Golub, Financial Analyst

APPROVED BY: L. Ryan, Chief Financial Officer

DOCS # 149625 Page 1 of 1

Report: F-05-010 REGION OF WATERLOO

FINANCE DEPARTMENT Administration Division

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

DATE: January 19, 2005 FILE CODE:

SUBJECT: DEPARTMENTAL STRATEGIC PLAN FOR THE FINANCE DEPARTMENT

RECOMMENDATION:

For Information

SUMMARY: Nil

REPORT:

The Regional Municipality of Waterloo has established an excellent reputation across Canada for our innovative and collaborative approach to delivering municipal services. To ensure our continued success we need to balance our important day-to-day service delivery, with planning for new challenges and opportunities in the future. To address future challenges and opportunities, Regional Council, supported by senior staff, developed a three year strategic plan for this term of Council (2004 to 2006). The Plan, Strategic Focus 2004- 2006, reaffirms the Region’s Vision, Mission and Values, identifies five strategic focus areas and a “critical few” objectives and actions which provide a common focus for Regional Council and staff on those items that are of significant strategic importance to the Region over the next three years. Strategic Focus 2004-2006 is available on the Region’s website as well as on the intranet.

To fully implement the Corporate Strategic Plan and to ensure that the priorities of our various programs are aligned with the overall Regional priorities, each Department has prepared a Departmental Strategic Plan which supports Council’s strategic priorities. These Departmental Plans are intended to add detail to and expand on the Corporate Strategic Plan as necessary. Specifically, they include:

· the departmental role (lead or support) on implementing Council’s strategic priorities; · a few additional departmental strategic priorities that augment Council’s priorities; and · where the department has a support role on strategic priorities in other departments.

In addition, associated progress indicators provide a basis from which progress toward achieving Council’s strategic objectives will be measured. Accomplishments will be reported back to Council on an annual basis.

Finance Departmental Plan

Attached to this report is the Finance Department’s Strategic Plan. The Finance Department primarily services internal customers, although, there are a number of services that are provided directly to suppliers and taxpayers (e.g. accounts payable, accounts receivable, purchasing etc). In reviewing the corporate goals attached (page 5), Finance participates in a supporting role for over 25 actions that are planned in order to achieve specific corporate objectives. Most corporate initiatives have financial considerations/implications regarding their design and/or implementation. Serving the needs of our internal clients is Finance’s primary focus.

Page 1 of 2

January 19, 2005 Report: F-05-010

There are a number of initiatives in which Finance is the lead department. These include Green Purchasing, Development Charge financing, brownfield tax increment financing, budget, alignment of budget and corporate strategic plan, financial reporting and updating financial systems. All of these initiatives are in various stages of completion. The last review of the development charge bylaw and the current budget process has resulted in the completion of a number of corporate objectives.

The Finance Department has also undertaken a detailed departmental planning process in 2004. Attached on page 14 of the booklet is the summary of all of the departmental goals for Finance. Included within this package are the corporate objectives which Finance is both the lead and provides a support role. These objectives have the highest priority within the departmental plan. Some of the departmental goals will have implications for Administration and Finance Committee such as specific tax policy initiatives that are planned for 2005.

CORPORATE STRATEGIC PLAN:

This report supports the Focus Area #5 of the Region’s Corporate Strategic Plan: “Enhance Responsibility and Transparency to Citizens”, through the development and implementation of a three year corporate strategic planning cycle.

FINANCIAL IMPLICATIONS: Nil

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Finance Departmental Plan was developed with significant input and feedback from all Regional departments.

ATTACHMENTS:

Finance Departmental Strategic Plan

PREPARED & APPROVED BY: L. Ryan, Chief Financial Officer

DOCS # 151892 Page 2 of 2

TABLE OF CONTENTS

Page #

Message from the Chief Financial Officer………………………………………… 1

Region of Waterloo – Corporate Vision, Mission and Values……………………. 2

Finance Responsibilities…………………………………………………………... 3

Strategic Focus Areas (2004-2006)……………………………………………….. 4

Finance Corporate Strategic Plan (2004-2006)…………………………………… 5

Finance Department Strategic Directions…………………………………………. 14

FINANCE DEPARTMENT STRATEGIC PLAN

On behalf of myself and the Finance Management Team, I would like to present the Finance Department’s Strategic Plan for 2004-2006.

During this period we will focus on the five strategic directions and seventeen objectives as outlined in Regional Council’s Strategic Focus Areas for the next three years. We have been given the lead role for a number of these objectives. In addition we will actively support other Regional Departments in achieving a number of other corporate objectives.

All of these objectives with their accompanying specific actions and progress indicators are detailed on Page 5.

The Department’s Management Team has also developed an extensive plan to enhance the services Finance provides to our internal customers. A summary of these objectives are detailed on Page 14.

Over the next three years as we strive to achieve all of the objectives through the specific actions outlined, Finance staff will need to continue to work cooperatively with Council, Regional staff, Area Municipal staff and various Province Ministries.

Larry Ryan Chief Financial Officer

CORPORATE STRATEGIC FOCUS AREAS 2004 -2006

FOCUS AREA 1: Manage Regional Growth to Enhance Quality of Life

Objectives: · Develop a central transportation corridor (CTC) · Ensure adequate infrastructure capacity to meet current needs and planned growth · Develop financial incentives to support the implementation of the Regional Growth Management Strategy · Increase re-urbanization

FOCUS AREA 2: Enhance Community Health and Social Well Being

Objectives: · Coordinate the delivery of Human Services within the Growth Management Strategy · Improve accessibility to Regional services and remove physical barriers · Enhance emergency programs · Improve the accessibility to housing and reduce homelessness

FOCUS AREA 3: Protect and Enhance the Environment

Objectives: · Improve air quality and protect the environment · Protect and enhance the quantity and quality of local water resources · Protect sensitive land resources · Reduce the reliance on landfill disposal

FOCUS AREA 4: Ensure High Quality Regional Transportation System

Objectives: · Encourage model shift to non-automobile forms of transportation · Maintain and improve the Regional roads network

FOCUS AREA 5: Ensure Operational Effectiveness and Efficiency

Objectives: · Enhance responsibility and transparency to citizens · Maintain financial stability · Recruit, retrain and develop competent, motivated staff

REGION OF WATERLOO CORPORATE VISION, MISSION AND VALUES

Community Vision

The residents of Waterloo Region will enjoy the highest quality of life and equal opportunity. The Region of Waterloo will support communities, foster excellence, encourage entrepreneurship, manage sustainable growth, and maintain harmony between rural and urban areas.

Corporate Mission

The Region of Waterloo is a team of dedicated Councillors and staff who provide leadership and coordination to deliver responsive and innovative services which support and enhance one of the finest communities in Canada.

Values

Citizen-Centred Services – Putting the interests of the citizens first.

Integrity – Practicing high standards of ethical behaviour and following through on the things we articulate.

Trust and Respect – Having confidence in the ability of others and treating others as you would like to be treated.

Fair and Equitable Treatment – Treating others in a just and unbiased manner while respecting individual differences and needs.

Transparency and Openness – being accessible and providing clear and timely information.

Teamwork and Relationships – Developing common goals, understanding shared interests and bridging differences.

Planning – Setting objectives and directions in a coordinated and consultative manner.

Education and Development of People – Increasing the capacity of citizens, staff, volunteers and clients to achieve their full potential.

Creativity – Challenging the status quo. Encouraging citizens, staff, volunteers and clients to embrace change and break new ground. Fairly considering and evaluating unusual or untried solutions.

Effectiveness, Efficiency and Economy – Making the best use of available resources to achieve the best possible results.

FINANCE DEPARTMENT

The Finance Department provides financial, accounting and purchasing services to all departments and external agencies of the Region. In addition, it is responsible for policy recommendations on finance and related issues to the Chief Administrative Officer and Regional Council. It is comprised of two divisions.

Financial Services

The Financial Services function coordinates the preparation and presentation of the annual current and capital budgets/forecasts; develops recommendations to Council for Regional water rates, sewage rates and tipping fees; exercises actual vs. budget control; recommends capital financing policies and performs financial analysis relating to various Regional projects. This function also is responsible for the Region’s accounting activities and systems, as well as recording and maintenance of the Region’s assets and liabilities. This involves the payment of the Region’s financial obligations, preparation of year-end financial statements and grant subsidy claims. This division is also responsible for the administration of the Regional Development Charges By-law, including the preparation of the Background Study, calculation and recommendation of RDC rates and certification of RDC. The collection of the RDC is the responsibility of the area municipality.

This area ensures that internal control and efficient receipt and disbursement processes are operating throughout the Region. This function assists with the co-ordination of the corporate benchmarking initiatives including the Provincial program.

Treasury Services

The Treasury Services Division is responsible for the Region’s corporate treasury functions which include borrowing through the issuance of long-term debt instruments for the Region and on behalf of the area municipalities, debt and cash flow management, investments, banking, accounts receivable and payroll. One section of this Division provides financial services including budgeting, accounting and financial analysis for the general support departments, the housing division and the associated agencies.

This area is also responsible for property tax policy analysis and development including the annual setting of tax ratios and property tax rates.

Purchasing Services

Purchasing Services is the central source of procurement of all goods and services for the Region and its external agencies. It coordinates and develops specifications, calls and evaluates tenders and quotations. The Stores area maintains an inventory for a variety of products and maintains a fuel management system and is responsible for the disposal of surplus goods and equipment.

1

FINANCE CORPORATE STRATEGIC PLAN (2004-2006)

* L = Lead role S = Support role

FOCUS AREA 1: Manage Regional Growth to enhance Quality of Life

Objective Action 2004 2005 2006 Role (L/S)* Progress Indicators F OTHER DEPTs Ensure Adequate Optimize existing Voice Radio X X S L- CAO Infrastructure Capacity infrastructure system as well as S- T&ES, CR to Meet Current Needs develop long term strategy for and Planned Growth system migration or replacement.

Develop financial 1. Investigate tax increment X L S- P,H&CS, CR Overall: % of development within urban incentives to support the financing to encourage cores implementation of the brownfield redevelopment 1. Recommendation made to Council RGMS 2. Develop RDC policies to X X L S- P,H&CS, T&ES, CR and Area Municipalities encourage growth in the 2. Average cost per sq ft inside v Central Transit Corridor outside (CTC) and provide stable funding for growth-driven infrastructure

Departmental: Departmental: X S L- P,H&CS Recommend new ROPP to Council Refining our framework Prepare new Regional Official S- T&ES, PH, SS, CR, HR, CAO to manage Regional Policies Plan (ROPP) based on growth RGMS

124787 2

FOCUS AREA 2: Enhance Community Health and Social Well Being

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators F OTHER DEPTs Coordinate the delivery 3. Secure and allocate additional X X X S L- SS Overall: Recommendation made to of Human Services within resources to community Council the Growth Management partners from Federal and 3. $’s allocated Strategy Provincial levels

Operationalize b) The National Homelessness X S L- SS b. Date Board established Initiative (NHI) Community Advisory S- P,H&CS

Board for Homelessness.

Improve Accessibility to 1. Assess accessibility to X X X S L- SS Overall: Grand River Accessibility Regional Services and Regional services and S- P,H&CS, T&ES, PH, CR, HR, Advisory Committee Review of Annual Remove Physical facilities CAO Plan and Internal Steering team review Barriers of plan 2. Develop and implement X X X S L- SS 1. Number of accessibility surveys accessibility plan S- P,H&CS, T&ES, PH, CR, HR, completed CAO 2. Completion Date

124787 3

FOCUS AREA 2: Enhance Community Health and Social Well Being

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators F OTHER DEPTs Enhance Emergency 2. Complete Corporate and Public X S L- CAO Programs Safety Pandemic Response S- P,H&CS, T&ES, PH, SS, CR, Draft plan completed in 2006 Plan HR 3. Develop and begin X X X S L- CAO implementation of a Business S- P,H&CS, T&ES, PH, SS, CR, Plan developed and approved Continuity Management Plan HR

Departmental X X X S L- CAO Develop and execute Provincially S- P,H&CS, T&ES, PH, SS, CR, Essential Level: 2004, Enhanced Level: Mandated Emergency Management HR 2005, Comprehensive Level: 2006) Program

Improve the Accessibility 1. Aggressively implement the X S L- P,H&CS Overall: # of people placed from the to Housing and Reduce 1000 new affordable units S- CR waiting list Homelessness identified in the Affordable 1. # of new units built Housing Strategy 2. a) # of shelter spaces in Cambridge 2. Work with Community b) Recommendation made to agencies to increase shelter Council beds and increase other services to the homeless by a. opening the shelter in X S L- SS Cambridge S- P,H&CS b. allocating federal funding X S L- SS to community agencies

124787 4

FOCUS AREA 2: Enhance Community Health and Social Well Being

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators F OTHER DEPTs

Departmental: X X S L- P,H&CS Recommendation made to Council Finalize and implement ‘Waterloo S- SS Region in the 21st Century: An Action Plan for Housing.’

124787 5

FOCUS AREA 3: Protect and Enhance the Environment

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators F OTHER DEPTs Improve Air Quality and 1. Update Region’s Clean Air X S L- PH Overall: # of smog days Protect the Environment Plan to include an updating, S- P,H&CS, T&ES, CR 1.Recommnendations made to Council monitoring, advisory and 3. Recommendation to Council reporting process 4. # of projects completed 3. Implement a “Green X X X L S- P,H&CS, T&ES, PH, SS, CR, Purchasing” program that HR, CAO identifies opportunities to protect and enhance the environment 4. Explore funding for greening X X X L S- PH, CR projects Energy consumption in Regional buildings

124787 6

FOCUS AREA 4: Ensure High Quality Regional Transportation System

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators F OTHER DEPTs Maintain and Improve 1. Re-evaluate the Roads X S L- T&ES Overall: % of roads rated good or very the Regional Roads Rehabilitation Long Term good Network Funding Strategy 2. Ensure that the 2004 and X X X L S- P,H&CS, T&ES, CR 1. Recommendation made to future Development Charge Council By-Laws have adequate 2. $ per unit for Transportation funding for growth-related transportation projects

124787 7

FOCUS AREA 5: Ensure Operational Effectiveness and Efficiency

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators F OTHER DEPTs

Enhance Responsibility 1. Develop and report on X S L- CAO Overall: Citizen rating on survey and Transparency to efficiency and effectiveness S- P,H&CS, T&ES, PH, SS, CR, HR 1. % of programs with Citizens performance measurements for measures Regional programs 2. c. Completion Date 2. Implement and enhance citizen 3. Completion Date centred focused initiatives by c. Establishing and X X S L- CAO implementing a feedback S- P,H&CS, T&ES, PH, SS, CR, HR mechanism to measure citizen satisfaction 3. Develop and implement 3 year X S L- CAO corporate strategic planning S- P,H&CS, T&ES, PH, SS, CR, HR cycle

Departmental:

Link telephone systems to provide X S L- CR better access to Regional staff and S- P,H&CS, T&ES, PH, SS, HR, CAO resources – Upgrade telephone Coordinated dialing plan systems, implement a coordinated implemented, telephone upgrades in dialing plan and provide the ability to X progress and all main systems transfer calls between Regional linked location.

124787 8

FOCUS AREA 5: Ensure Operational Effectiveness and Efficiency

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators F OTHER DEPTs

Educate departmental staff on fair X S L- CR information practices to achieve goals S- P,H&CS, T&ES, PH, SS, HR, CAO of active dissemination of information Training concluded related to the public interest, having regard to privacy laws and policies

Maintain Financial 1. Align budget process with X X X L S- P,H&CS, T&ES, PH, SS, CR, HR, Overall: External Credit Rating? Stability strategic plan to ensure the CAO 1. Completion Date budget is focused on Regional 2. Tax rate increase strategic priorities 3. Target tax rate set 2. Balance tax rates against X X X L S- P,H&CS, T&ES, PH, SS, CR, HR, provision of Regional Services CAO 3. Council will establish an X X X L S- P,H&CS, T&ES, PH, SS, CR, HR, annual budget target CAO

Departmental: X L S- P,H&CS, T&ES, PH, SS, CR, HR, Review and implement formal budget CAO to actual reporting standards

Develop long term financial systems X X X L S- P,H&CS, T&ES, PH, SS, CR, HR, plan including Capital Budget, CAO General Ledger, Accounts Receivable and IFIS priority projects

124787 9

FOCUS AREA 5: Ensure Operational Effectiveness and Efficiency

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators F OTHER DEPTs

Recruit, Retain and 1. Create human resource X X X S L- HR Overall: Turnover Rate Develop Competent, practices that are responsive to S- P,H&CS, T&ES, PH, SS, CR, 1. Turnover Rate Motivated Staff the changing workplace CAO demographics in the public sector

Departmental: Implement key elements of X X X S L- HR Management Leadership S- P,H&CS, T&ES, PH, SS, CR, CAO Program implemented by Development Program (MLDP) Department

Maintain a positive and effective X X X S L- HR labour relations environment S- P,H&CS, T&ES, PH, SS, CR, CAO Turnover Rate

Continued development competency X X S L- HR based Human Resources systems S- P,H&CS, T&ES, PH, SS, CR, CAO Completion Date

Develop and implement an enhanced X X S L- HR employee orientation program that S- P,H&CS, T&ES, PH, SS, CR, CAO % of staff trained reflects the values of the corporation

Develop and Implement a strategy for X X S L- PH, HR identifying and supporting S- P,H&CS, T&ES, SS, CR, CAO Date strategy implemented followed departmental HR needs by Customer Survey?

124787 FINANCE DEPARTMENT STRATEGIC DIRECTIONS

MISSION

Finance provides leadership in financial management and delivers a broad range of services to the Region in order to support the delivery of services to its citizens and to ensure the Region’s financial integrity.

1) Customer Focus

We provide our customers with services and support in order to deliver their programs effectively and efficiently.

Internal: (1.1) Assist departments in solving their financial and administrative challenges. (1) (1.2) Survey internal customers on the quality of all services provided by the Finance Department including an assessment of the Region’s financial systems. (3) (1.3) Establish and implement customer service standards across department. (3) (1.4) Improve internal communications beginning with communications regarding the budget process. (2)

External: (1.5) Improve financial information provided to the public. (3) (1.6) Review the information developed by Finance, the Department’s layout and signage to ensure Finance is accessible to disabled citizens. (2)

2) Staff Development & Teamwork

We provide a satisfying and challenging work environment with the appropriate tools to maximize the potential of each staff member.

(2.1) Continue to enhance the leadership capabilities of the Finance Department. (3) (2.2) Assess individual and departmental performance on an annual basis. (2) (2.3) Measure employee job satisfaction on an ongoing basis. (3) (2.4) Develop departmental orientation and training manuals. (2) (2.5) Provide opportunities for staff development by participating in cross functional teams involving department initiatives. (3)

3) Service Improvement

We continue to improve our service delivery.

(3.1) Develop Departmental Plan at the beginning of each new Council term, update the plan annually, linked to individual performance management and the corporate strategic plan. Progress on the plan’s objectives to reported on internally at a minimum of twice annually. (1) (3.2) Review organizational structure periodically to ensure optimal design with respect to achieving our goals. (3) (3.3) Develop performance measures for all Finance Department business processes. (1) (3.4) To actively participate in external bench marking initiatives. (3) (3.5) Perform a detailed review of financial management policies and processes to ensure the accuracy and timeliness of financial information. (3) (3.6) Implement a “Green Purchasing” program that identifies opportunities to protect the environment. (1)

4) Financial Planning

We focus on longer-term financial planning in order to achieve the highest level of financial strength that is consistent with the provision of quality services.

(4.1) Develop RDC policies to encourage growth in the Central Transit Corridor (CTC) and provide stable funding for growth driven infrastructure. (1) (4.2) Investigate tax increment financing to encourage brownfield redevelopment. (1) (4.3) Ensure that future Development Charge By-Laws have adequate funding for growth- related transportation projects. (1) (4.4) Review and update Purchasing By-law. (2) (4.5) Maintain Aaa highest credit rating. (2) (4.6) Implement new capping legislation for year 2005. (2) (4.7) Develop a long term tax ratio strategy. (2) (4.8) Integrate the budget process with the new corporate strategic plan, reinstate the three year budget plan and assist Council with their tax rate target setting process. (1) (4.9) Provide a leadership role to influence and develop Provincial finance policies and legislation through participation on various boards and committees (PSAB, OMBI, MPMP, Tax Policy working group, MPAC). (3)

5) Financial Systems, Information and Reporting

We provide financial information and reporting services to meet the needs of our customers in an accurate and timely manner.

(5.1) Implement the four identified high priority financial systems. Develop the long term financial systems plan. (2) (5.2) Review and implement formal budget to actual reporting standards to A&F Committee and Council. (2) (5.3) Complete year end and FIR by April 30th, Annual Financial Report by June 30th, and program budget book by June 30th. (3) (5.4) Review, analyze and report on the impacts of fixed asset accounting on the Region of Waterloo. (3)

(1) Included with Corporate Strategic Plan (2) Commitments to Implement or Already in Progress (3) Discretionary Objective Report: CA-HR-05-001 REGION OF WATERLOO

HUMAN RESOURCES DEPARTMENT

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

DATE: January 19, 2005 FILE CODE

SUBJECT: DEPARTMENTAL STRATEGIC PLAN FOR HUMAN RESOURCES DEPT.

RECOMMENDATION: For Information

SUMMARY: Nil

REPORT:

Strategic Planning Process

The Region of Waterloo has established an excellent reputation across Canada for our innovative and collaborative approach to delivering municipal services. To ensure our continued success we need to balance our important day–to-day service delivery, with planning for new challenges and opportunities in the future. To address future challenges and opportunities, Regional Council, supported by senior staff, developed a three- year strategic plan for this term of Council (2004 to 2006). The Plan, Strategic Focus 2004 – 2006, reaffirms the Region’s Vision, Mission and Values, identifies five strategic focus areas and a “critical few” objectives and actions which provide a common focus for Regional Council and Staff on those items that are of significant strategic importance to the Region over the next three years. Strategic Focus 2004 – 2006 is available on the Region’s website as well as on the intranet.

To fully implement the Corporate Strategic Plan and to ensure that the priorities of our various programs are aligned with the overall Regional priorities, each Department has prepared a Departmental Strategic Plan which supports Council’s strategic priorities. These Departmental Plans are intended to add detail to and expand on the Corporate Strategic Plan as necessary. Specifically, they include:

Ø the departmental role (lead or support) on implementing Council’s strategic priorities; Ø a few additional departmental strategic priorities that augment Council’s priorities; and Ø where the department has a support role on strategic priorities in other departments.

In addition, associated progress indicators provide a basis from which progress toward achieving Council’s strategic objectives will be measured. Accomplishments will be reported back to Council on an annual basis. The first report is anticipated to be in January 2005 reflecting accomplishments for the year 2004.

Human Resources Departmental Plan

Attached to this report is Departmental Strategic Plan for the Human Resources Department. The Human Resources Department is responsible for several programs which provide leadership and support to the organization in the development of its employees to facilitate the effective and efficient delivery of Regional programs and services to the citizens of the Region. Staff provides advice to Regional Council, Senior Management and Police Services Board on Human Resources issues. Human Resources provides direction

Page 1 of 2 January 19, 2005 CA-HR-05-001 concerning the recruitment and retention of staff and provides consultation services and programs to facilitate the development, training and ongoing support for employees and the organization as a whole. The department also provides advice, support and leadership to Regional departments with respect to all aspects of labour and employee relations, including contract administration and collective bargaining. Human Resources also works to support the Region’s operating divisions in offering healthy, safe and accident free workplaces and to assist in the early and safe return to work of injured or ill employees. The department administers the Human Resources Information System for the Region (which includes attendance and benefit data) and is responsible for all aspects of benefit administration and compensation administration for our employees.

CORPORATE STRATEGIC PLAN:

This report supports the Focus Area #5 of the Region’s Corporate Strategic Plan: “Enhance Responsibility and Transparency to Citizens”, through the development and implementation of a 3 year corporate strategic planning cycle.

FINANCIAL IMPLICATIONS: Nil

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Human Resources Departmental Plan was developed with significant input and feedback from all Regional departments.

ATTACHMENTS

Attachment No. 1: Human Resources Departmental Strategic Plan

PREPARED BY: Cheryl Bowman Lowe, Assistant Chief Administrative Officer

APPROVED BY: Cheryl Bowman Lowe, Assistant Chief Administrative Officer

#149806 Page 2 of 2

HUMAN RESOURCES DEPARTMENT

Assistant Chief Administrative Officer: Cheryl Bowman Lowe

The Human Resources Department is comprised of three divisions that provide leadership and support to the organization in the development of its people, to deliver Regional programs and services.

The following are the divisional responsibilities within the Human Resources Department:

Employee and Organizational Effectiveness

The Employee and Organizational Effectiveness division provides consultation services and programs to facilitate the development of employees, of work teams, and of the organization as a whole. Core development programs are offered via the Human Resources Development Calendar. Custom-designed programs are arranged through this division to meet the diverse needs of Regional departments. In keeping with the Region’s Equal Opportunity philosophy, this division also administers Human Rights programs to ensure that there are no barriers to employment and develops Human Resources Policies for management staff. Staff is responsible for the management of interview processes specific to staff recruitment. Another program of this division is Employee Support and Recognition which administers the employee assistance program, Employee Wellness, special events and employee recognition, as well as Regional publications such as Region Info.

Employee Relations

The negotiation, interpretation and daily administration of all collective agreements is handled by this division, as is the administration and interpretation of all labour relations policies and procedures. This division is involved in the grievance process, Voluntary Exit Options and Severance Agreements. The other primary role of this division is Health, safety and workers’ safety & insurance consultation. Program staff develop, co-ordinate and deliver education packages, assist in accident investigation and workplace inspections, and act as a resource on all Joint Health and Safety Committees. Staff provide support and expertise in the area of ergonomics and transit & fleet safety.

Workers’ Safety Insurance staff is responsible for management of W.S.I.B. claims and maintaining a database of all incidents/accidents occurring on work time.

Employee Services & Systems

The Employee Services & Systems division are responsible for developing and administering benefit plans through liaison with our external insurance carriers. Division staff are responsible for personal, attendance and benefit data and for processes relations to pension administration. This division is responsible for activities associated with the recruitment such as documenting new and transferred employees on to the Human Resources Information System (HRIS). Job descriptions, job evaluation (including maintenance review processes), salary administration, organization charts and Regional complement data are managed by staff in this division. 1

PURPOSE OF THE DEPARTMENTAL PLAN

To fully implement the Region of Waterloo Corporate Strategic Plan and to ensure that the priorities of our various programs are aligned with the overall Regional priorities, each Department has prepared a Departmental Strategic Plan which augments Council’s directions. These Departmental Plans are intended to add detail to and expand on the Corporate Strategic Plan as necessary. Specifically, this departmental plan includes the following elements:

Ø the departmental role (lead or support) on implementing corporate strategic priorities (Table 1); Ø a few additional departmental strategic priorities that augment Council’s priorities (Table 1); and Ø the department’s support role on strategic priorities in other departments (Table 2).

In addition, associated progress indicators provide a basis from which progress toward achieving Council’s strategic objectives will be measured. Accomplishments will be reported back to Council on an annual basis.

2

REGION OF WATERLOO CORPORATE VISION, MISSION AND VALUES

Community Vision

The residents of Waterloo Region will enjoy the highest quality of life and equal opportunity. The Region of Waterloo will support communities, foster excellence, encourage entrepreneurship, manage sustainable growth, and maintain harmony between rural and urban areas.

Corporate Mission

The Region of Waterloo is a team of dedicated Councilors and staff who provide leadership and coordination to deliver responsive and innovative services which support and enhance one of the finest communities in Canada.

Values

Citizen-Centred Services – Putting the interests of the citizens first. Integrity – Practicing high standards of ethical behavior and following through on the things we articulate. Trust and Respect – Having confidence in the ability of others and treating others as you would like to be treated Fair and Equitable Treatment – Treating others in a just and unbiased manner while respecting individual differences and needs. Transparency and Openness – being accessible and providing clear and timely information. Teamwork and Relationships – Developing common goals, understanding shared interests and bridging differences. Planning – Setting objectives and directions in a coordinated and consultative manner. Education and Development of People – Increasing the capacity of citizens, staff, volunteers and clients to achieve their full potential. Creativity – Challenging the status quo. Encouraging citizens, staff, volunteers and clients to embrace change and break new ground. Fairly considering and evaluating unusual or untried solutions. Effectiveness, Efficiency and Economy – Making the best use of available resources to achieve the best possible results.

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REGION OF WATERLOO HUMAN RESOURCES STRATEGIC PLAN MISSION STATEMENT AND STRATEGIC OBJECTIVES

MISSION

The Human Resources Department provides leadership and support to the organization, in the development of its people, to deliver Regional programs and services.

OBJECTIVES

The Human Resources Department will achieve this mission through the following objectives:

· Attracting, developing and retaining effective and dynamic employees

· Providing a comprehensive range of innovative human resources programs and services

· Demonstrating timely and responsive service to meet the needs of employees

· Serving as a leader in the Region’s human resources management practices

· Being a strategic partner within the corporation

4

HUMAN RESOURCES DEPARTMENTAL PLAN TABLE 1 – CORPORATE STRATEGIC FOCUS AREAS 2004 - 2006

L L = Lead role S = Support role E CR = Corporate Resources P,H&CS = Planning, Housing and Community Services G F = Finance SS = Social Services E HR = Human Resources T&ES = Transportation and Environmental Services N PH = Public Health D

FOCUS AREA 2: Enhance Community Health and Social Well Being

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators HR OTHER DEPT’S

Improve Accessibility to 1. Access accessibility to Regional X X X S L – SS Overall: Grand River Accessibility Regional Services and Services and facilities S- ALL Advisory Committee Review of Annual Remove Physical Plan and Internal Steering team review Barriers of plan 1. Number of accessibility surveys 2. Develop and implement X X X S L – SS completed accessibility plan S- ALL 2. Completion date

Enhance Emergency 2. Complete Corporate and Public Programs Safety Pandemic Response Plan X S L- CAO, Draft plan completed in 2006 S – ALL 3. Develop and begin implementation of a Business X X X S L- CAO, Plan developed and approved Continuity Management Plan S – ALL

FOCUS AREA 3: Protect and Enhance the Environment

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators HR OTHER DEPT’S Improve Air Quality and 3. Implement a “Green Protect the Environment Purchasing” program that X X X S L – F Date report sent to Council identifies opportunities to protect S - ALL and enhance the environment

6

FOCUS AREA 5: Ensure Operational Effectiveness and Efficiency

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators HR OTHER DEPT’S Enhance Responsibility 1. Develop and report on X S L – CAO Overall: Citizen rating on survey and Transparency to efficiency and S- ALL 1. % of programs with measures Citizens effectiveness performance measurements for Regional programs

2. Implement and enhance 2. a. Completion Date. b. # of citizen centred focused kiosks c. Completion Date initiatives by a. Completing citizen X service kiosks in 3 locations b. Implementing X S L-CAO employee S-SS, HR information kiosks c. Establishing and X X S L-CAO implementing a S-ALL feedback mechanism to measure citizen satisfaction

3. Develop and implement 3 3. Completion Date year corporate strategic X S L- CAO planning cycle S-ALL

7

FOCUS AREA 5: Ensure Operational Effectiveness and Efficiency

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators HR OTHER DEPT’S Maintain Financial 1. Align budget process with Stability strategic plan to ensure the X X X S L – F Overall: External Credit Rating? budget focused on Regional S- ALL 1. Completion Date strategic priorities L – F 2. Balance tax rates against X X X S S- ALL 2. Tax rate increase provision of Regional Services L-F 3. Council will establish an X X X S S-ALL 3. Target tax rate set annual budget target

Recruit, Retain and 1. Create human resource X X X L S-ALL Overall: Turnover Rate Develop Competent, practices that are responsive to 1. Turnover Rate Motivated Staff the changing workplace demographics in the public sector

Departmental

Implement Key elements of X X X L S-ALL Program implemented by Department Management Leadership Development Program (MLDP)

Maintain a positive and effective X X X L S-ALL Turnover Rate labour relations environment

8

FOCUS AREA 5: Ensure Operational Effectiveness and Efficiency

Objective Action 2004 2005 2006 Role (L/S) Progress Indicators HR OTHER DEPT’S Continued development X X L S-ALL Completion Date competency based Human Resources Systems

Develop and implement an X X L S-ALL % of staff trained enhanced employee orientation program that reflects the values of the corporation

Develop and Implement a X X L L-PH & HR Date strategy implemented followed by strategy for identifying and S-All Customer Survey? supporting departmental HR needs

Develop and implement an e-HR X L S-ALL System Implementation date. system

9

HUMAN RESOURCES DEPARTMENTAL PLAN TABLE 2 – HR DEPARTMENTAL SUPPORT TO STRATEGIC PRIORITIES IN OTHER DEPARTMENTS

L L = Lead role S = Support role E CR = Corporate Resources P,H&CS = Planning, Housing and Community Services G F = Finance SS = Social Services E HR = Human Resources T&ES = Transportation and Environmental Services N PH = Public Health D

Action 2004 2005 2006 Role HR LEAD Prepare new Regional Official Policies Plan (ROPP) based on RGMS X S PH&CS

Plan for and modify delivery of services to immigrant and rural populations and clinic service users to X X S PH enhance accessibility

Emergency Management Program Develop and execute Provincially Mandated Program X X X S CAO

Link telephone systems to provide better access to Regional staff and resources – Upgrade telephone systems, X S CR implement a coordinated dialing plan and provide the ability to transfer calls between Regional location. Educate departmental staff on fair information practices to achieve goals of active dissemination of X S CR information related to the public interest, having regard to privacy laws and policies

Review and implement formal budget to actual reporting standards X S F

10

Action 2004 2005 2006 Role HR LEAD Develop long term financial systems plan including Capital Budget, General Ledger, Accounts Receivable and X X X S F IFIS priority projects.

Strengthen the capacity of Public Health staff through: X S PH - develop and implement skills enhancement training - establish a nursing practice council - participate in the Ontario Public Health Association core competencies initiative - implement strategic recruitment plan

Provide additional training and support to front-line supervisors X S T&ES Create a Corporate Communications manual in order to maintain and enhance the Region’s visual identity X S CAO and brand Implementation of DOCS X S CR

11

REGION OF WATERLOO REPORT: SS-05-001

SOCIAL SERVICES Social Planning, Policy and Program Administration

TO: Chair Jane Brewer and Community Services Committee Chair Tom Galloway and Administration and Finance Committee

DATE: January 18, 2005 FILE CODE: January 19, 2005

SUBJECT: ACCESSIBILITY PLAN 2005

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the Accessibility Plan for 2005 (circulated separately).

AND THAT, the report be sent to the Ministry of Citizenship and Immigration for information as outlined in report SS-05-001, dated January 18, 2005.

SUMMARY:

The Regional Municipality of Waterloo (the Region) continues to meet its obligations under the Ontarians with Disabilities Act, 2001 (ODA, 2001) by the preparation of the 2005 Accessibility Plan. This plan describes the actions taken to remove barriers over the past year and outlines plans to remove barriers over the coming year. When identifying or removing barriers, the broad range of barriers faced by individuals with disabilities is considered (i.e. physical/ architectural, information/ communication, policy/ practice, attitudinal and technology).

In addition, the Region continues to keep informed of new developments at the Ministry of Citizenship and Immigration relating to accessibility planning. Recently, the province introduced a new bill called Accessibility for Ontarians with Disabilities, 2004 (AODA, 2004) that will if passed replace the ODA, 2001. Staff will participate in consultations on this new legislation and keep Council informed of changes in the Region’s responsibilities.

REPORT:

1.0 Introduction

Based on a recent study by Statistics Canada1, it is estimated that there are 57,090 individuals with disabilities in Waterloo Region (12.4% of the population). These individuals face barriers daily to participating in the life of our community. The Region has shown a long term commitment to removing these barriers so that its services and sites are more widely available to the citizens of the Region.

On September 30, 2002, municipal responsibilities under the Ontarians with Disabilities Act, 2001 came into effect. Under this Act, the Region is required to: · Appoint an Accessibility Advisory Committee (AAC), which consists of a majority of members with disabilities. · Prepare an annual Accessibility Plan.

1 Statistics Canada, Participation and Activation Limitation Study (2001). 1444498 Page 1 of 4 January 18th, 2005 Report: SS-05-001

· Make that plan available to the public. Since that time, the Region has taken the following steps to assure compliance with the legislation: · The Region’s 2003/04 Accessibility Plan was released to the public on September 30, 2003. · The 2005 Accessibility Plan will be released early in 2005. · On December 9th, 2003, Regional Council appointed the members of the Grand River Accessibility Advisory Committee (GRAAC). This committee is a joint initiative along with the cities of Kitchener and Waterloo, and the Townships of North Dumfries, Wellesley and Woolwich. The Region also consults with the Cambridge Accessibility Advisory Committee and the Wilmot Township Accessibility Advisory Committee to receive input and advice on its accessibility planning activities.

2.0 Highlights of the 2005 Accessibility Plan

The 2005 Accessibility Plan also includes a report of the actions taken to remove barriers over the past year and outlines plans to remove barriers over the coming year. A broad range of barriers faced by individuals with disabilities is considered. The following list outlines some of the key accomplishments of the Region over the past year which have a significant impact either on the community or across the corporation:

· Developed a draft Accessibility Survey Tool that defines access according to all the barrier categories of the ODA, 2001 (i.e. physical/ architectural, information/ communication, policy/ practice, attitudinal and technology). The tool was pilot tested at 8 sites across the Region. · Completed building audits of 7 major facilities. Significant improvements were made in signage and access to existing buildings. · Purchased new low floor accessible transit buses which brings the Region’s fleet to being 73% accessible. This is the highest in Ontario. · Identified the need for corporate disability awareness training. A training program is being designed through the Region’s Citizen Centred Service program. · Purchased 15 TTY machines to improve communication and access to service for deaf, deafened or hard of hearing individuals. · Redesigned the corporate website to improve navigation and interface with accessibility software used by individuals with disabilities with further improvements to be made in 2005. · Constructed a new 32 unit affordable housing complex which has a general level of accessibility for all residents. 4 units are specifically designed for people with disabilities.

For full details on the Region’s achievements in 2003/04, refer to the 2005 Accessibility Plan.

Over the coming year, the Region will continue to identify and remove barriers for people with disabilities as outlined in this plan. Some of the key activities that will take place on a corporate wide basis are:

· Finalize the Accessibility Survey Tool and create guidelines. · Develop an Accessibility Policy which will provide direction to Regional staff to identify and remove barriers within their sites and services. · Develop an Accessibility Strategy that will outline a long term vision and workplan for accessibility planning at the Region. The document will incorporate all accessibility planning initiatives such as the Accessibility Policy, Survey Tool procedures and implementation workplans. · Develop a tracking system to monitor accessibility plan action items as they are implemented. · Continue to raise awareness among Regional staff by providing education sessions, newsletters and internet and intranet resources. · Develop the Region’s 2006 Accessibility Plan in consultation with Regional staff and with input from Accessibility Advisory Committee members (Grand River Accessibility Advisory Committee, Cambridge Accessibility Advisory Committee and Wilmot Accessibility Advisory Committee).

DOCS #: 144498 Page 2 of 4 January 18th, 2005 Report: SS-05-001

For full details on the Region’s planned activities for 2005, refer to the 2005 Accessibility Plan.

3.0 Consultation

Many staff members at the Region are actively involved in finding ways to improve the accessibility of services and sites. The corporate ODA Steering Team consists of the ODA staff team and senior managers representing each department of the Region. This group meets regularly to set the direction for accessibility planning and to ensure full participation of all departments. The ODA staff team also meets regularly with the CAO and departmental Commissioners to provide updates and direction on planning progress.

As the plan is developed each year, appropriate staff members are brought together from all levels of the organization to provide input into the development of the Accessibility Plan. This past year, an Accessibility Survey Tool to help staff identify potential barriers faced by individuals with disabilities was developed and tested. The survey tool was developed based on community feedback, resources from disability organizations, and existing accessibility standards. Over the summer, the tool was tested in various areas of the Region and will be finalized in the coming year. Action plans for the 2005 Accessibility Plan were created based on this trial and feedback from the community.

The Region also consulted with the community and its three Accessibility Advisory Committees (Grand River Accessibility Advisory Committee, Cambridge Accessibility Advisory Committee and Wilmot Accessibility Advisory Committee). This past year several public information sessions were held to gather feedback and to identify opportunities to consider in the 2005 plan.

4.0 Communication of the Plan

The Region’s 2005 Accessibility Plan will be presented to the public in several ways. The plan will be distributed through community agencies. Information sessions will be held. Media advertisements will be placed to inform people how to get a copy of the plan and the plan will be posted on the Region’s website. The plan will be available in alternate formats such as: large print, text only, electronic file and plain language summary with other formats available upon request (i.e. Braille, taped text). As the Accessibility Plan is implemented, the Region will continue to work with the three Accessibility Advisory Committees to receive advice on our accessibility plans.

5.0 Other Developments: Accessibility for Ontarians with Disabilities Act, 2004 (AODA, 2004)

The sections of the Ontarians with Disabilities Act, 2001 relating to municipalities were proclaimed on September 30, 2002. Over the first half of 2004, the Province held consultations with key stakeholders such as people with disabilities, municipalities, public sector organizations and the private sector to receive input on an enhanced Act. On October 12, 2004, the province introduced Bill 118 to the legislature with the short name of Accessibility for Ontarians with Disabilities Act, 2004 (AODA, 2004). The bill was passed unanimously for its first and second readings. Third reading and acclamation is expected in the Spring.

The application of this proposed Act is much broader than the ODA, 2001. The new Act would apply to “persons or organizations in both the public and private sector that employ other persons or that deal with the public by providing goods, services, facilities or accommodation or by owning or occupying premises that are open to the public” (AODA, 2004).

The AODA, 2004 revolves around the development, implementation and enforcement of accessibility standards which would be sector specific (e.g. municipalities, transit, private business, charitable organizations etc). Each standard would be developed by a committee, which would outline implementation criteria, timelines, enforcement mechanisms (e.g. schedule of fines) and reporting requirements specific to that standard.

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It is not anticipated that the proposed AODA, 2004 would greatly impact the general direction and philosophy the Region has taken towards accessibility planning at least in the short term.

CORPORATE STRATEGIC PLAN:

The development of the Accessibility Plan is identified as a Strategic Action under Focus Area Two: Enhance Community Health and Social Well Being.

FINANCIAL IMPLICATIONS:

The cost of creating and distributing the Region of Waterloo Accessibility Plan 2005 can be accommodated within the departmental budget for 2005. The cost of implementing the actions within the plan will be considered as needed by each departmental budget submission to Regional Council.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Accessibility Plan for 2005 has been prepared in consultation with all departments of the Region.

ATTACHMENTS:

Accessibility Plan 2005 (circulated separately)

PREPARED BY: Deb Bergey, Social Planning Associate Lynn Randall, Director of Social Planning, Policy and Program Administration

APPROVED BY: Michael Schuster, Commissioner of Social Services

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