REGIONAL COUNCIL MINUTES
Wednesday, November 10, 2004
The following are the minutes of the Regular Council meeting held at 7:20 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair K. Seiling, J. Brewer, M. Connolly, D. Craig, K. Denouden, H. Epp, T. Galloway, R. Kelterborn, C. Millar, J. Mitchell, W. Roth, J. Smola *, B. Strauss, and J. Wideman.
Regrets: J. Haalboom and C. Zehr
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
B. Strauss disclosed a pecuniary interest with respect to Item # 3 of the Planning and Works Summary of Recommendations as he has a financial interest in an abutting property.
PRESENTATIONS a) Rob Horne, Director of Housing presented the Canada Mortgage and Housing Corporation (CMHC) 2004 Housing Award for Affordable Housing Strategy to Regional Council. He also presented specific project awards for Best Practices in Affordable Housing to Mary Bales on behalf of Heartwood Pla ce on Gaukel and Lee Brubacher on behalf of Spadina Apartments – Christopher Lee Holdings. b) Pat Henderson, Chairman, Board of Directors, Opportunities Waterloo Region (formerly Opportunities 2000) provided a Progress Report to Council in the form of a powerpoint presentation. The presentation is appended to the original minutes. She highlighted the mission, vision and focus of Opportunities Waterloo Region.
DELEGATIONS a) John Huemiller, 98 Metzloff Dr., Kitchener appeared before Council to address police issues. J. Huemiller referred to the commission being conducted of the police complaints system by former Associate Chief Justice of Ontario, Patrick Lesage. He expressed concern with the current system to file complaints against police officers. J. Huemiller was advised by the Chair that remarks against individuals were not permitted. (Supporting reference – Section 11 (4) of Procedural By-law 00- 031) J. Huemiller insisted that he had the right to do so.
D. Craig requested a recess at 7:50 p.m.
Council resumed at 7:55 p.m. b) Fischer-Hallman Road Improvements:
a. Diane Cowie, 421 Barrington Lane, Waterloo appeared before Council on behalf of 12 neighbourhood associations that back onto the Fischer-Hallman corridor. She noted the World Health Organizations health issues related to noise and the adverse health effects. She expressed concern that the Columbia Street/Erb Street/Keats Way area was not included in the model. She requested clarification on the compounding of growth and percentages used. Council - 2 - 04/11/10
b. Maxine Walsh, Suite 2, 408 Craigleith Drive, Waterloo appeared before Council on behalf of the Homeowners’ Associations and Condominium Corporations along Fischer-Hallman Road between Winchester Drive and Columbia Road and distributed copies of her presentation. A copy is appended to the original minutes. M. Walsh is opposed to the project as currently designed and requested previous noise policies in place be utilized for this construction.
Keith Yanke and Steve Schock chose not to speak.
Mike Murray, Chief Administrative Officer, advised the noise policy is applied consistently and for this particular project items such as plantings and rubberized asphalt are included to help mitigate the noise issues. The noise levels will be reviewed in three years time, rather than the standard five years. There was further discussion about the decibel levels and policies.
In the case of new developments where noise barriers are required, the cost is paid for by the developer. For this particular project, the road is being widened in an existing area and will be funded through development charges.
If new noise guidelines are to be implemented, the cost to apply it to the whole Region needs to be considered. There was discussion about the increase in the percentage of noise levels and the resulting increase in decibel levels.
It was noted the project is being processed under a class environmental process and interested parties have an opportunity to make a bump up request to the Ministry of the Environment.
J. Wideman brought forward Item #1 of the Summary of Recommendations of the Planning and Works Committee.
MOVED by J. Wideman SECONDED by B. Strauss
THAT the Summary of Recommendations of the Planning and Works Committee, dated November 2, 2004, Item 1, be adopted as follows:
The Planning and Works Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo take the following actions with respect to the Class Environmental Assessment for Fischer-Hallman Road Improvements from Erb Street to Columbia Street in the City of Waterloo:
a) Approve the Recommended Design Alternative as described in Report E-04-074.1, dated November 2, 2004; and
b) 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, tenants, and agencies, and place the Environmental Study Report on the public record for a period of 30 days; and
c) Direct staff to review noise levels three (3) years after construction or at such time as Ira Needles Boulevard is completed and fully operational in accordance with Section 5.5, Part B of the Noise Policy.
CARRIED
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M. Connolly requested staff to come back with a report on the difference between the 60 and 65 decibel levels. Updated information will be provided to Planning and Works Committee.
MINUTES OF PREVIOUS MEETINGS
J. Mitchell requested an amendment on page 2 of the Community Services minutes dated November 2, 2004 to replace the word “adverse” with “diverse”.
MOVED by B. Strauss SECONDED by J. Brewer
THAT the following Minutes be approved as amended: a) Council – October 27, 2004 b) Budget - October 27, 2004 c) Planning & Works – November 2, 2004 d) Community Services – November 2, 2004 e) Administration and Finance – November 3, 2004
CARRIED
COMMUNICATIONS a) Lauris DaCosta, Caribbean Canadian Association of Waterloo Region re: Hurricane Relief support was received for information.
MOVED by J. Wideman SECONDED by J. Brewer
THAT Council go into Committee of the Whole to consider reports.
CARRIED
FINANCE REPORTS a) F-04-105: T2004-029 Erb Street Reservoir Building Upgrade, City Of Waterloo
MOVED by B. Strauss SECONDED by K. Denouden
THAT the Regional Municipality of Waterloo accept the tender of Finnbilt General Contracting Limited for the Erb Street Reservoir Building Upgrade, City of Waterloo at a total tender price of $335,864.13 including all applicable taxes.
CARRIED
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COMMITTEE REPORTS
Planning & Works Committee
The Summary of Recommendations of the Planning and Works Committee was presented by Jim Wideman, Chair of the Committee. Item #1 was dealt with under delegations. Item #3 was taken separately due to the conflict of B. Strauss.
MOVED by J. Wideman SECONDED by K. Denouden
THAT the Summary of Recommendations of the Planning and Works Committee, dated November 2, 2004, Items 2 and 4 to 8, be adopted as follows:
The Planning and Works Committee recommends as follows:
2. THAT the Regional Municipality of Waterloo take the following actions with respect to the Class Environmental Assessment for the Mill Race Bridge Replacement Project, King Street, in the City of Cambridge:
a) Approve the plans described as Alternative 2B in Report E-04-054, dated November 2, 2004;
b) 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 and agencies, and place the Project File on the public record for a period of 30 days; and
c) Authorize the Commissioner of Transportation and Environmental Services to execute a temporary easement agreement between the Region and Dover Flour Industries allowing the Region’s employees, agents and contractors to enter on to lands owned by Dover Flour Mills for the purposes of construction.
4. THAT the Regional Municipality of Waterloo approve an amendment to the existing Consulting Services Agreement with Stantec Consulting Ltd. to include additional design, contract administration and construction inspection servic es required for construction of new well K19 and the watermain to Glasgow Street in the City of Kitchener for an upset fee increase of $113,548 plus applicable taxes. [E-04-149]
5. THAT the Regional Municipality of Waterloo enter into documentation confir ming agreement with Woolwich Transit Inc. (operated as Kiwanis Transit) to provide Specialized Transit Service to the service areas of Woolwich, Wellesley and Wilmot Township for the calendar years 2004, 2005 and 2006 ending December 31, 2006, and to enter into documentation confirming agreement for the companion Vehicle Lease with Woolwich Transit Inc. for the calendar years 2004, 2005 and 2006 ending December 31, 2006, as detailed in Report E-04-129 dated November 2, 2004 and on terms and conditions satisfactory to the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
6. THAT the Regional Municipality of Waterloo propose to the property owners serviced by the Sararas and Swartzentruber Water Supply Systems in the Villa ge of St. Agatha, Township of Wilmot, that upgrade costs and an up-front fee of $5,000 per service connection be collected prior to the assumption of the systems by the Regional Municipality of Waterloo. [E-04-142]
7. THAT the Regional Municipality of Waterloo accept P-04-117, Monthly Report of Development Activity for September 2004, dated November 2, 2004.
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8. THAT the Regional Municipality of Waterloo approve the following with regard to Westmount Road, in the City of Waterloo and detailed in Report P-04-119, dated November 2, 2004:
a) Name the newly constructed road between Columbia Street and Northfield Drive (Regional Road #50), Westmount Road;
b) Number the newly constructed road between Columbia Street and Northfield Drive, Regional Road #50; and
c) Direct the Regional Clerk to advertise the proposed road name and numbering in accordance with the Municipal Act.
CARRIED
MOVED by J. Wideman SECONDED by K. Denouden
THAT the Summary of Recommendations of the Planning and Works Committee, dated November 2, 2004, Item 3, be adopted as follows:
The Planning and Works Committee recommends as follows:
3. THAT the Regional Municipality of Waterloo approve the plans for roadway improvements on Lobsinger Line as described in Report E-04-088.1, dated November 2, 2004, and amend Traffic and Parking By-law 00-032, as amended, upon construction of the improvements to reflect:
a) a reserved lane for bicycles and horse-drawn vehicles on both sides of Lobsinger Line from a point 230 metres west of Arthur Road to a point 370 metres east of Mary Street;
b) “No Parking Anytime” on the north side of Lobsinger Line from 230 metres west to 150 metres west of Arthur Road;
c) “No Parking Anytime” on the north side of Lobsinger Line from Arthur Road to 50 metres east of Arthur Road;
d) “No Parking Anytime” on the north side of Lobsinger Line from 130 metres east of Arthur Road to 45 metres west of Mary Street;
e) “No Parking Anytime” except Sunday 7:00 a.m. to 1:00 p.m., on the north side of Lobsinger Line from 45 metres west of Mary Street to 340 metres east of Mary Street;
f) “No Parking Anytime” on the north side of Lobsinger Line from 340 metres east of Mary Street to 370 metres east of Mary Street;
g) “No Parking Anytime” on the south side of Lobsinger Line from 230 metres west of Arthur Road to 370 metres east of Mary Street;
AND THAT staff report back to Committee regarding the request from Stemmler Meats for an extension of the road widening through to Lot 3037 to accommodate a new development;
AND THAT construction of the Lobsinger Line Improvements be deferred to 2006 as detailed in Report E-04-088.1.
CARRIED 138315 Council - 6 - 04/11/10
Community Services
The Summary of Recommendations of the Community Services Committee was presented by J. Brewer, Chair of the Committee.
MOVED by J. Brewer SECONDED by R. Kelterborn
THAT the Summary of Recommendations of the Community Services Committee dated November 2, 2004, Items 1 through 5 be adopted as follows:
The Community Services Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo approve the investment of Provincial funds provided for the achievement of 2003 Provincial targets through the Consolidated Verification Process (CVP) as outlined in Report SS-04-068, dated November 2, 2004.
2. THAT the Regional Municipality of Waterloo approve one-time funding allocations totaling $799,633 (100% Provincial) for non profit child care programs as outlined in “Appendix A” to Report SS-04-070, dated November 2, 2004.
3. 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.
4. THAT the Regional Municipality of Waterloo defer any local action on a by-law requiring mandatory food handler certification in Waterloo Region until direction is provided by the Ministry of Health and Long-Term Care;
AND THAT the Regional Municipality of Waterloo endorse the recommendations in principle that affect the local Boards of Health as outlined in the Haines Report (July 2004) and identified in Report PH-04-057 dated November 2, 2004;
AND THAT the Regional Municipality of Waterloo write to the Minister of Health and Long Term Care sending him a copy of this report, and encouraging the Ministry of Health and Long Term Care to produce a comprehensive implementation and resource plan to address the recommendations in the Haines Report.
5. THAT the Regional Municipality of Waterloo authorize Emergency Medical Services staff to work with Scouts Canada in the formation of a Region of Waterloo EMS MedVent company as described in Report PH-04-061, dated November 2, 2004.
CARRIED
Administration and Finance
The Summary of Recommendations of the Administration and Finance Committee was presented by T. Galloway, Chair of the Committee. Item #3 was removed as it is being dealt with in Report F-04-106. D. Craig requested Item #2 be taken separately and he stated his opposition to the motion. He cannot support spending this money on public art.
MOVED by T. Galloway SECONDED by J. Brewer
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THAT the Summary of Recommendations of the Administration and Finance Committee, dated November 3, 2004, Items 1 and 4 through 7 be adopted as follows:
The Administration and Finance Committee recommends as follows:
1. THAT The Regional Municipality of Waterloo approve the renewal of the Police Reporting Centre Manager’s Agreement for two additional years with an option to extend the agreement for three successive one year periods on four months prior written notice for each yearly extension;
AND THAT such renewal be on the same terms as set out in the original agreement dated the 10th day of August, 1998 save and except for the following changes:
(a) the annual fee shall remain at Year 5 level, being $282,435.00, for the term of the renewal(s); (b) the permitted closing time shall be reduced from 11 p.m. to 10 p.m. daily; (c) the proper address for the Police Reporting Centre shall be inserted; (d) the requirement for garage liability insurance shall be deleted; and (e) the name of the “Manager” shall be changed from “Ralph Van Dalen” to “999691 Ontario Inc., carrying on business as LINK COLLISON SERVICE”. [CR-RS-04-048]
4. THAT The Regional Municipality of Waterloo not proceed with the valuation of its outstanding claim liabilities within its self-insured retention as proposed in the August 11, 2004 letter from Dion Durrell Actuaries and Consultants, attached as Schedule A, in Report F-04-101, dated November 3, 2004.
5. WHEREAS the Regional Municipality of Waterloo is a member of Grand River Conservation Authority;
AND WHEREAS Grand River Conservation Authority works in partnership with its watershed municipalities to implement community-based, practical solutions to a range of natural resource issues including provincially delegated responsibilities for the implementation of flood and erosion control programs for the protection of life and property;
AND WHEREAS the Province has previously committed to paying 50% of flood and erosion control programs and other related eligible costs as defined in the 1997 Policy and Procedures Manual, but has not met that funding commitment;
AND WHEREAS the Province of Ontario, when establishing new policies and procedures in 1997 to define the level of funding to support its partnership with Conservation Authorities, omitted:
(1) Municipal Plan Review, (2) the implementation of the Conservation Authority Act Section 28 Regulation, and (3) Shoreline Management as eligible activities for funding assistance by the Province;
AND WHEREAS predictable, stable funding (adjusted for inflation) is critical to successful program delivery;
THEREFORE BE IT RESOLVED THAT the Regional Municipality of Waterloo endorse the report entitled “Submission to the Minister of Natural Resources: Re-Investment in Ontario’s Conservation Authorities - Now and In the Future” which requests:
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1. a reinvestment in Conservation Authorities by the Province based on definitions within the 1997 Policy and Procedures Manual;
2. a re-establishment of funding for items deemed of provincial interest currently excluded from transfer payment funding; and
3. implementation of annual Consumer Price Index adjustments retroactive to 2002. [F-04-102]
6. THAT the Regional Municipality of Waterloo approve the following operating principle as Human Resources policy, as outlined in Report CA-HR-04-006, dated November 3, 2004: Employment of Relatives (HR 1-12).
7. THAT the Regional Municipality of Waterloo approve the following operating principle as Human Resources policy, as outlined in Report CA-HR-04-006, dated November 3, 2004: Volunteer/Unpaid Placements (HR V-08).
CARRIED
MOVED by T. Galloway SECONDED by J. Brewer
THAT the Summary of Recommendations of the Administration and Finance Committee, dated November 3, 2004, Item 2 be adopted as follows:
The Administration and Finance Committee recommends as follows:
2. THAT the Regional Municipality of Waterloo approve an expenditure of up to $112,000 from the Public Art Reserve Fund and invite four artists to make detailed proposals for consideration by a jury for an artwork to be situated at the Regional Operations Centre at100 Maple Grove Road as outlined in Report CR-FM-04-021, dated November 3, 2004.
CARRIED (D. Craig opposed)
a) F-04-106: New Purchasing By-Law (Revised)
MOVED by T. Galloway SECONDED by B. Strauss
THAT The Regional Municipality of Waterloo enact the by-law attached to Report F-04-106, dated November 10, 2004, being a By-law of The Regional Municipality of Waterloo to Provide for Its Procurement of Goods and Services and the Disposal of Its Surplus Goods effective January 1st, 2005 and to Repeal By-law Number 61-91 of The Regional Municipality of Waterloo;
AND THAT the Regional Municipality of Waterloo repeal the current policy on consultant selection;
AND THAT staff be directed to prepare a quarterly purchasing activity report for Administration and Finance Committee.
MOVED by J. Brewer SECONDED by C. Millar
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THAT Section 6 of the proposed Purchasing By-law be amended to read as follows:
6. (1) This Part shall apply to the acquisition of all goods and services by the Region unless otherwise permitted in this By-law or any other by-law of the Region.
(2) The Chief Purchasing Officer shall ensure that all bid calls under this Part include:
(a) The phrase “Lowest or any tender will not necessarily be accepted”; and (b) The criteria to be considered in order to determine the best overall cost.
CARRIED
ORIGINAL MOTION CARRIED AS AMENDED
*J. Smola left the meeting at 8:40 p.m.
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 R. Kelterborn
THAT Council adopt the proceeding of the Committee of the Whole.
CARRIED
ENACTMENT OF BY-LAWS (FIRST, SECOND & THIRD READINGS)
MOVED by R. Kelterborn SECONDED by B. Strauss a) That A By-law to provide for the procurement of goods and services and the disposal of surplus goods and to repeal By-law Number 61-91 of the Regional Municipality of Waterloo, as amended be read a first, second and third time, finally passed and numbered 04-093, 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 04-094, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal
CARRIED
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ADJOURN
MOVED by J. Brewer SECONDED by K. Denouden
THAT the meeting adjourn.
CARRIED
REGIONAL CHAIR, K. Seiling
REGIONAL CLERK, K. Fletcher
138315 MEDIA RELEASE: IMMEDIATE
REGIONAL MUNICIPALITY OF WATERLOO CONSOLIDATED COUNCIL AGENDA
Wednesday, November 10, 2004 Closed Session 6:15 p.m. WATERLOO COUNTY ROOM Regular Meeting Immediately following Budget Committee Public Input 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 a) Canada Mortgage and Housing Corporation (CMHC) 2004 Housing Award - Affordable 1 Housing Strategy: i. Regional Council ii. Mary Bales on behalf of Heartwood Place on Gaukel iii. Chris McNabb, Lee Brubacher on behalf of Spadina Apartments – Christopher Lee Holdings
b) Pat Henderson, Chairman, Board of Directors, Opportunities Waterloo Region (formerly Opportunities 2000) re: Progress Report.
7. PETITIONS 8. DELEGATIONS
a) John Huemiller, 98 Metzloff Dr., Kitchener re: Police Issues * b) Fischer-Hallman Road Improvements: a. Maxine Walsh, Suite 2, 408 Craigleith Drive., Waterloo
b. Diane Cowie, 421 Barrington Lane, Waterloo c. Keith Yanke, 421 Barrington Lane, Waterloo d. Steve Schock, 320 Roxton Dr., Waterloo
9. MINUTES OF PREVIOUS MEETINGS a) Council – October 27, 2004 b) Budget - October 27, 2004 c) Planning & Works – November 2, 2004 d) Community Services – November 2, 2004 e) Administration and Finance – November 3, 2004
- 2 –
10. COMMUNICATIONS 1A * a) Lauris DaCosta, Caribbean Canadian Association of Waterloo Region re: Hurricane Relief support.
11. MOTION TO GO INTO COMMITTEE OF THE WHOLE TO CONSIDER REPORTS 12. REPORTS Finance Reports a) F-04-105: T2004-029 Erb Street Reservoir Building Upgrade, City Of Waterloo 2
Committee Reports a) Planning & Works - attached & marked PS-041102 4 b) Community Services - attached & marked SS-041102 7 c) Administration & Finance – attached & marked FS-041103 8 F-04-106: New Purchasing By-Law (Revised) 10 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 provide for the procurement of goods and services and the disposal of surplus goods and to repeal By-law Number 61-91 of the Regional Municipality of Waterloo, as amended.
b) A By-law to Confirm the Actions of Council.
22. ADJOURN
136620
REGIONAL COUNCIL MINUTES
Wednesday, October 27, 2004
The following are the minutes of the Regular Council meeting held at 7:20 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair K. Seiling, J. Brewer, M. Connolly, D. Craig, 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.
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
None declared.
DELEGATIONS a) Sam Vales, 525 Heather Hill Place, Waterloo appeared before Council regarding E-04-147 for the installation of new traffic signals. He is opposed to the installation of these signals and stated there is never a back up of traffic at this intersection. Jim Archibald, Acting Commissioner of Transportation and Environmental Services, advised based on traffic volumes and accident history, traffic signals are warranted at this intersection.
MOVED by J. Wideman SECONDED by B. Strauss
THAT Item 1 of the Summary of Recommendations of the Planning and Works Committee, dated October 19, 2004, be adopted as follows:
The Planning and Works Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law No. 00-032, as amended, to include traffic control signals at the intersection of Regional Road #9 (Erb Street) and Gateview Drive/Beechwood Drive, in the City of Waterloo. [E-04-147]
CARRIED
b) Public Notice re: Queen’s Bush Road Closing, Township of Wellesley - Call for Delegations
Chair Seiling called for any delegations related to this road closing. Since no delegations came forward, the by-law will proceed as noted on the agenda.
PRESENTATIONS a) Bill Davidson, Irene O’Toole and Matt Torigian of the Community Safety and Crime Prevention Council provided a power point presentation on their activities. They detailed their mission, mandate, membership, volunteer support and activities and initiatives they have supported in 2004. They also distributed the Neighbourhood Toolkit which will be sent to all community centres and library branches and noted the “Say Hi” campaign.
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MINUTES OF PREVIOUS MEETINGS
MOVED by C. Zehr SECONDED by B. Strauss
THAT the following Minutes be approved: a) Council – October 13, 2004 b) Planning & Works – October 19, 2004 c) Community Services – October 19, 2004 d) Planning & Works Public Meeting– October 19, 2004
CARRIED
MOVED by K. Denouden SECONDED by W. Roth
THAT Council go into Committee of the Whole to consider reports.
CARRIED
FINANCE REPORTS
1. F-04-093: T2004-138 Installation Of Lift At 233 Franklin Street, City Of Kitchener
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Gordner Construction Ltd., for the Installation of Lift at 233 Franklin Street, City of Kitchener at a total cost of $60,950.00 including all applicable taxes.
CARRIED
2. F-04-094.1: T2004-139 Kitchen Cupboard Replacement At 518 Greenfield Avenue, City Of Kitchener
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Amato & Son for the Kitchen Cupboard Replacement at 518 Greenfield Avenue, City of Kitchener at a total cost of $105,769.50 including all applicable taxes.
CARRIED
3. F-04-095: Proposal P2004-28 Road Grader
MOVED by J. Wideman SECONDED by J. Brewer
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THAT the Regional Municipality of Waterloo accept the proposal of Champion Road Machinery Sales for the supply of a Road Grader at a total cost of $268,180.00 including all applicable taxes.
CARRIED
4. F-04-096: T2004-032 Cambridge Landfill Pilot Pumping Project, City Of Cambridge
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Xterra Construction Inc., for the Cambridge Landfill Pilot Pumping Project, City of Cambridge at a total tender price of $201,989.25 including all applicable taxes.
CARRIED
5. F-04-097: T2004-031 Linwood Water Treatment Plant Electrical Upgrades, Township Of Wellesley
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Enasco Limited for the Linwood Water Treatment Plant Electrical Upgrades, Township of Wellesley at a total price of $112,018.30 including all applicable taxes.
CARRIED
6. F-04-098: 2004 OSIFA Debenture Issue
The report was received for information.
COMMITTEE REPORTS
Planning & Works Committee
The Summary of Recommendations of the Planning and Works Committee was presented by Jim Wideman, Chair of the Committee. Item #1 was dealt with under delegations.
MOVED by J. Wideman SECONDED by W. Roth
THAT the Summary of Recommendations of the Planning and Works Committee, dated October 19, 2004, Items 2 to 18, be adopted as follows:
The Planning and Works Committee recommends as follows:
2. THAT the Regional Municipality of Waterloo enter into a Consultant Agreement with IBI Group as outlined in Report P-04-107, dated October 19, 2004, to provide consulting services for the Transit Technology component of the Central Transit Corridor Express Bus Project as per the Region’s Request for an Expression of Interest 2004-02 and the Consultant’s Expression of Interest dated September 17, 2004, at an upset limit of $271,080 plus applicable taxes.
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3. THAT the Regional Municipality of Waterloo approve the modification to Route 59 CHRISTOPHER on Sundays only as illustrated by Figure 2, effective Sunday October 31, 2004, as described in Report P-04-108, dated October 19, 2004.
4. THAT the Regional Municipality of Waterloo take the following actions with respect to the proposed Pedestrian/Cyclist Bridge over Highway 401 located just east of Homer Watson Boulevard:
a) pay one-third of all future capital costs for the proposed structure, with the remaining two- thirds to be funded by the Cities of Kitchener and Cambridge;
b) enter into a separate three-way agreement with the Cities of Kitchener and Cambridge to the satisfaction of the Regional Solicitor and the Commissioner of Transportation and Environmental Services setting out the terms and conditions for all three municipalities to equally share the future capital costs of the proposed structure with routine on-going annual maintenance costs to be shared equally by Kitchener and Cambridge;
and enter into an agreement with the Ministry of Transportation of Ontario to the satisfaction of the Regional Solicitor and the Commissioner of Transportation and Environmental Services to cover ownership, liability, maintenance and future capital costs for the proposed structure. [E-04- 128]
5. THAT the Regional Municipality of Waterloo enters into an Engineering Agreement with Stantec Consulting Limited of Kitchener, Ontario, to provide engineering services for the detailed design, contract administration and construction inspection for the Ayr Wastewater Treatment Capacity Expansion in the Township of North Dumfries, at an upset fee limit of $680,986 plus applicable taxes. [E-04-133]
6. THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Earth Tech Canada Inc. of Kitchener, Ontario, to provide engineering services for the detailed design, contract administration and construction inspection for the Ayr Water Supply System Expansion in the Township of North Dumfries, at an upset fee limit of $280,705 plus applicable taxes. [E- 04-135]
7. THAT the Regional Municipality of Waterloo approve the following with regards to its Red Light Camera Project:
a) An amended operational agreement be executed with the Ministry of Transportation of Ontario to enable the Region of Waterloo to continue being designated as a Red Light Camera Project area subject to the satisfaction of the Commissioner of Transportation and Environmental Services;
b) An amended agreement be executed with the City of Toronto for a centralized municipal processing centre subject to the satisfaction of the Commissioner of Transportation and Environmental Services; and
c) An amended agreement be executed with Affiliated Computer Systems for the supply, installation, operation and maintenance of red light camera systems in the Region of Waterloo for the period November 20, 2004 to November 20, 2005 subject to the satisfaction of the Commissioner of Transportation and Environmental Services. [E-04-005.1]
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8. THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law 00-032, as amended, to reflect a “15-minute Loading Zone Anytime”, on the east side of Regional Road #8 (King Street) from 60 metres north of Cedar Street to a point 70 metres north of Cedar Street. [E- 04-141]
9. THAT the Regional Municipality of Waterloo support the Ministry of Transportation’s proposal to amend the speed limits on Highway #8 as follows:
a) a 90 km/h speed zone be established on Highway #8 lying between a point situate 300 metres measured westerly from its intersection with the centre line of Fairway Road (Regional Road #53) and a point situate 310 metres measured easterly from its intersection with the easterly limit of Dixon Street/Montgomery Road; and
b) a 70 km/h speed zone be established on Highway #8 between a point situate at its intersection with the easterly limit of Dixon Street/Montgomery Road and extending easterly for a distance of 310 metres in the City of Kitchener. [E-04-144]
10. THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law 00-032, as amended, effective November 1, 2004 to:
a) Designate Regional Road #50 (Westmount Road/Northfield Drive) from the east side of Regional Road #58 (Fischer-Hallman Road) to the west side of Regional Road #15 (King Street) as a through highway;
b) Add traffic control signals at the intersection of Regional Road #50 (Westmount Road) and Columbia Street;
c) Add traffic control signals at the intersection of Regional Road #50 (Northfield Drive) and Skylark Road;
d) Add traffic control signals at the intersection of Regional Road #50 (Westmount Road) and Regional Road #58 (Bearinger Road);
e) Reflect a maximum permissible rate of speed of 60 km/h on Regional Road #50 (Westmount Road) from Regional Road #57 (University Avenue) to Regional Road #50 (Northfield Drive);
f) Reflect “no parking anytime” on both sides of Regional Road #50 (Westmount Road/ Northfield Drive) from Forest Hill Drive to Regional Road #15 (King Street); g) Provide reserved lanes for bicycles anytime on both sides of Regional Road #50 (Westmount Road/ Northfield Drive) from Old Post Road to Regional Road #8 (Weber Street); and
h) Add lane designations on Regional Road #8 (Weber Street) at Regional Road #50 (Northfield Drive) for southbound dual left-turn lanes. [E-04-146]
11. THAT the Regional Municipality of Waterloo approve the following change to the fee structure at the Waterloo Regional International Airport as recommended by the Aeronautical Noise Management Committee:
Between the hours of 2300 and 0630, Stage II equivalent aircraft, above or below 34,000kg, will be charged a fee of $5,000.00 for each take off and each landing. The only exceptions to the policy are the following categories of aircraft.
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• Medivac • Police • Military Aircraft on operational missions • Emergency Flights • Weather delays (YKF) and alternate diversions [E-04-150]
12. THAT the Regional Municipality of Waterloo (the “Region of Waterloo”) enter into an agreement with Her Majesty the Queen in Right of Ontario by its Minister of Culture to provide for Millennium Partnerships Initiative funding to The Corporation of the Township of North Dumfries (the “Township of North Dumfries”) for the Ayr Library Project in accordance with Report CR-RS-04-053 (the “Provincial Agreement”), provided that an agreement is first executed with the Township of North Dumfries to provide for the Township of North Dumfries to indemnify and fulfill all obligations of the Region of Waterloo under the Provincial Agreement;
AND FURTHER THAT the Region of Waterloo enter into an agreement with the Township of North Dumfries to provide for the Township of North Dumfries to fulfill all obligations of the Region of Waterloo and indemnify the Region of Waterloo in respect of the Provincial Agreement and the Project as set out in Report No. CR-RS-04-053, dated October 19, 2004;
AND FURTHER THAT the Region of Waterloo pass a by-law to authorize the Region’s Director of Financial Services and Development Financing to submit any and all Payment Requests, Reports, and supporting and other documentation, all as provided by the Township of North Dumfries, in order to facilitate requests for disbursements and other requirements of the Provincial Agreement.
13. THAT the Regional Municipality of Waterloo (the “Region of Waterloo”) enter into an agreement with Her Majesty the Queen in Right of Ontario by its Minister of Municipal Affairs and Housing to provide for Millennium Partnerships Initiative funding to The Corporation of the City of Kitchener (the “City of Kitchener”) for the Victoria/Park Street Improvements Project in accordance with Report CR-RS-04-055 (the “Provincial Agreement”), provided that an agreement is first executed with the City of Kitchener to provide for the City of Kitchener to indemnify and fulfill all obligations of the Region of Waterloo under the Provincial Agreement;
AND FURTHER THAT the Region of Waterloo enter into an agreement with the City of Kitchener to provide for the City of Kitchener to fulfill all obligations of the Region of Waterloo and indemnify the Region of Waterloo in respect of the Provincial Agreement and the Project as set out in Report CR-RS-04-055, dated October 19, 2004;
AND FURTHER THAT the Region of Waterloo pass a by-law to authorize the Region’s Director of Financial Services and Development Financing to submit any and all Payment Requests, Reports, and supporting and other documentation, all as provided by the City of Kitchener, in order to facilitate requests for disbursements and other requirements of the Provincial Agreement.
14. THAT the Regional Municipality of Waterloo (the “Region of Waterloo”) enter into an agreement with Her Majesty the Queen in Right of Ontario by its Minister of Municipal Affairs and Housing to provide for Millennium Partnerships Initiative funding to The Corporation of the Township of Wilmot (the “Township of Wilmot”) for the New Hamburg Road Corridor Improvements Project in accordance with Report CR-RS-04-062 (the “Provincial Agreement”), provided that an agreement is first executed with the Township of Wilmot to provide for the Township of Wilmot to indemnify and fulfill all obligations of the Region of Waterloo under the Provincial Agreement;
134996 Council - 7 - 04/10/27
AND FURTHER THAT the Region of Waterloo enter into an agreement with the Township of Wilmot to provide for the Township of Wilmot to fulfill all obligations of the Region of Waterloo and indemnify the Region of Waterloo in respect of the Provincial Agreement and the Project as set out in Report CR-RS-04-062, dated October 19, 2004;
AND FURTHER THAT the Region of Waterlo o pass a by-law to authorize the Region’s Director of Financial Services and Development Financing to submit any and all Payment Requests, Reports, and supporting and other documentation, all as provided by the Township of Wilmot, in order to facilitate requests for disbursements and other requirements of the Provincial Agreement.
15. THAT the Regional Municipality of Waterloo (the “Region of Waterloo”) enter into an agreement with Her Majesty the Queen in Right of Ontario by its Minister of Culture to provide for Millennium Partnerships Initiative funding to The Corporation of the Township of Wellesley (the “Township of Wellesley”) for the Linwood and Wellesley Libraries Project in accordance with Report CR-RS-04-067 (the “Provincial Agreement”), provided that an agreement is first executed with the Township of Wellesley to provide for the Township of Wellesley to indemnify and fulfill all obligations of the Region of Waterloo under the Provincial Agreement;
AND FURTHER THAT the Region of Waterloo enter into an agreement with the Township of Wellesley to provide for the Township of Wellesley to fulfill all obligations of the Region of Waterloo and indemnify the Region of Waterloo in respect of the Provincial Agreement and the Project as set out in Report CR-RS-04-067, dated October 19, 2004;
AND FURTHER THAT the Region of Waterloo pass a by-law to authorize the Region’s Director of Financial Services and Development Financing to submit any and all Payment Requests, Reports, and supporting and other documentation, all as provided by the Township of Wellesley, in order to facilitate requests for disbursements pursuant to the Provincial Agreement.
16. THAT the Regional Municipality of Waterloo:
a) Approve the addition of gable -top cartons and aseptic packaging to the Blue Box program effective January 1, 2005 subject to budget approval; and
b) Endorse in principle the remainder of the three year waste reduction sequencing plan outlined in Report E-04-132, dated October 19, 2004.
17. THAT the Regional Municipality of Waterloo:
i) approve the purchase and use of automatic tarping equipment for landfill cover in 2005; ii) approve the purchase and use of a spray-on alternative daily cover system in 2005; and iii) that both operational changes be subject to 2005 budget approval. [E-04-139]
18. THAT the Regional Municipality of Waterloo (the “Region of Waterloo”) enter into an agreement with Her Majesty the Queen in Right of Ontario by its Minister of Municipal Affairs and Housing to provide for Millennium Partnerships Initiative funding to The Corporation of the Township of Woolwich (the “Township of Woolwich”) for the St. Jacobs/Elmira Inflow and Infiltration Project in accordance with Report CR-RS-04-068 (the “Provincial Agreement”), provided that an agreement is first executed with the Township of Woolwich to provide for the Township of Woolwich to indemnify and fulfill all obligations of the Region of Waterloo under the Provincial Agreement;
AND FURTHER THAT the Region of Waterloo enter into an agreement with the Township of Woolwich to provide for the Township of Woolwich to fulfill all obligations of the Region of
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Waterloo and indemnify the Region of Waterloo in respect of the Provincial Agreement and the Project as set out in Report CR-RS-04-068, dated October 19, 2004;
AND FURTHER THAT the Region of Waterloo pass a by-law to authorize the Region’s Director of Financial Services and Development Financing to submit any and all Payment Requests, Reports, and supporting and other documentation, all as provided by the Township of Woolwich, in order to facilitate requests for disbursements pursuant to the Provincial Agreement.
CARRIED
Community Services
The Summary of Recommendations of the Community Services Committee was presented by J. Brewer, Chair of the Committee.
MOVED by J. Brewer SECONDED by M. Connolly
THAT the Summary of Recommendations of the Community Services Committee dated October 19, 2004, Items 1 through 6, and two items from closed session, items 7 and 8, be adopted as follows:
The Community Services Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo enter into agreements, with Grand River Hospital and Cambridge Memorial Hospital, the form to be approved by the Regional Solicitor, for the operation of postbirth clinics at the respective hospital as outlined in Report PH-04-049 dated October 19, 2004.
2. THAT the Regional Municipality of Waterloo adopt the Rabies Investigation and Enforcement Protocol as outlined in Report PH-04-052 dated October 19, 2004.
THAT the following improvements to the enforcement of Regulation 567/90 (amended to O. Reg. 360/01) are recommended to be implemented immediately. Enhancements Include:
a) Increase communication with veterinarians and the Humane Societies with regard to the vaccination status of dogs and cats. b) Prosecuting repeat offenders c) Regional Council to write to the Minister of Health and Long Term Care to encourage him to raise the set fine for non-compliance under Regulation 567/90 (amended to O. Reg. 360/01).
3. That Regional Staff, in co-operation with other stakeholders, revisit the Waterloo Regional Clean Air Plan (CH-99-007) to update it, to incorporate emission goals for criteria air contaminants and greenhouse gas emissions (previously not included) and to provide an operating process that could be adopted by Area Municipalities, Institutions, Businesses, or Schools;
And that staff working on air emission reductions through the Region’s interdepartmental Clean Air Committee meet biannually to discuss new initiatives, best practices, and to track progress around clean air efforts within the Region, as indicated in Report E-04-134/PH-04-048, dated October 19, 2004;
And that progress be reported annually to Council."
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4. THAT The Regional Municipality of Waterloo approve the addition of 10.6 full time equivalent (FTE) staff for Sunnyside Home as outlined in Report SS-04-057 dated, October 19, 2004, effective October 27, 2004 to be fully funded by the Ministry of Health and Long Term Care.
5. THAT the Regional Municipality of Waterloo provide Argus Residence for Young People with a 2004 operational grant, to be funded through operations and subject to submission of audited financial statements, for up to $35,305 as outlined in Report SS-04-063, dated October 19, 2004.
6. THAT the Regional Municipality of Waterloo approve the National Child Benefit 2005 reinvestment plan, which includes on-going and one-time funding to be funded from NCB supplement savings in 2005 as outlined in Report SS-04-065, dated October 19, 2004.
7. THAT the Regional Municipality of Waterloo give pre-budget approval for the annual grant of $28,100 through Off the Street-Into Shelter, subject to Provincial funding, to Reaching Our Outdoor Friends (ROOF Inc.) effective January 1, 2005;
AND THAT the Region approve a $10,000 grant to The Working Centre and a $10,000 grant to the Cambridge Shelter Corporation Inc.(for Out of the Cold and Welcome Aboard) from the unused funds under the 2004 Provincial Homelessness Initiative Fund as outlined in Report SS- 04-066, dated October 19, 2004.
8. THAT the Regional Municipality of Waterloo issue a call for Expressions of Interest for the operation of a transitional housing program at 70 Louisa Street, Kitchener as outlined in Report SS-04-053, dated October 19, 2004;
AND THAT the Regional Municipality of Waterloo enter into an Agreement of Purchase and Sale with the Elizabeth Fry Society of the Regional Municipality of Waterloo (“Elizabeth Fry Society”) to purchase the property known as 70 Louisa Street, Kitchener for a sum not to exceed $172,000 for the purposes of directing title of the property to a successor non-profit corporation and, in the interim, to continue the operation of the home as a transitional housing program in accordance with the transitional plan attached to Report SS-04-053 with the costs of purchasing the property to be funded from the National Homelessness Initiative;
AND THAT the Regional Municipality of Waterloo, accept a first mortgage from the successor non-profit corporation that is selected pursuant to the call for Expressions of Interest in the full amount of the purchase price which shall be registered on title to the property municipally known as 70 Louisa Street, Kitchener containing such conditions as Human Resources and Skills Development Canada (“HRSDC”) and the Commissioner, Social Services may require;
AND FURTHER 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–04-053, dated October 19, 2004;
9. THAT the Regional Municipality of Waterloo approve the following declaration and conveyances:
(a) declare the lands described as Lots 32 to 36, Plan 188 in the City of Cambridge, surplus to its requirements as detailed in Report P-04-112/CR-RS-04-065 dated October 19, 2004, pursuant to the Region’s property disposition procedure by-law;
(b) approve, and enter into an Agreement for, the conveyance of three (3) of the five (5) building lots to Habitat for Humanity Waterloo Region Inc. (“the Habitat Lots”) for the sum of $43,400 per lot, for a total purchase price of $130,200, plus associated costs and any
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applicable taxes as detailed in Report P-04-112/CR-RS-04-065, dated October 19, 2004 pursuant to the Region’s property disposition by-law and to the satisfaction of the Regional Solicitor and the Commissioner of Planning, Housing and Community Services.
THAT the Regional Municipality of Waterloo provide a loan to Habitat for Humanity Waterloo Region Inc. (“Habitat”), to assist with the construction of the Habitat Lots, in the amount of $5,000 for each of the three (3) Habitat Lots, secured by a mortgage registered on title to each of the Habitat Lots in favour of the Regional Municipality of Waterloo, and repayable, upon resale of the home by the first homeowner, with simple interest as detailed in Report P-04-112/CR-RS- 04-065, dated October 19, 2004;
THAT the Regional Municipality of Waterloo provide a nonrefundable grant to cover the costs of regional development charges for housing built by Habitat in accordance with Council policy, as described in Report F-04-050;
THAT the Regional Municipality of Waterloo enter into an agreement with Habitat which will stipulate that prospective owners of the homes to be constructed on the Habitat Lots be drawn from the Region’s Co-ordinated Housing Application List or from eligible residents of subsidized community housing; and
THAT the Regional Chair and Clerk be authorized to execute such other documentation as may be necessary to complete the disposition of lands and process the loans and grants to Habitat and complete the demolition of the existing structure on the property as set out in Report P-04- 112/CR-RS-04-065, dated October 19, 2004.
CARRIED
OTHER MATTERS UNDER COMMITTEE OF THE WHOLE MOVED by B. Strauss SECONDED by J. Mitchell
THAT Committee of the Whole rise and Council resume.
CARRIED
MOVED by K. Denouden SECONDED by B. Strauss
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 C. Zehr a) That A By-law of the Regional Municipality of Waterloo to Authorize the Borrowing upon Amortizing Debentures in the Principal Amount of $16,511,795 for the Purposes of the Regional Municipality of Waterloo be read a first, second and third time, finally passed and numbered 04-079, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.
134996 Council - 11 - 04/10/27 b) That A By-law of the Regional Municipality of Waterloo to Authorize the Borrowing upon Amortizing Debentures in the Principal Amount of $3,861,000 for the Purposes of the Corporation of the City of Kitchener be read a first, second and third time, finally passed and numbered 04-080, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. c) That A By-law of the Regional Municipality of Waterloo to Authorize the Borrowing upon Amortizing Debentures in the Principal Amount of $2,430,000 for the Purposes of the Corporation of the City of Waterloo be read a first, second and third time, finally passed and numbered 04-081, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. d) That A By-law of the Regional Municipality of Waterloo to Authorize the Borrowing upon Amortizing Debentures in the Principal Amount of $540,690 for the Purposes of the Corporation of the Township of Wilmot be read a first, second and third time, finally passed and numbered 04-082, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. e) That A By-law of the Regional Municipality of Waterloo to Provide for the Borrowing of the Aggregate of the Principal Amounts Authorized by the By-laws Numbered 04-079, 04-080, 04-081 and 04-082 and for the Issuing of One Series of Amortizing Debentures Therefor be read a first, second and third time, finally passed and numbered 04-083, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. f) That A By-law of the Regional Municipality of Waterloo to Authorize the Borrowing upon Amortizing Debentures in the Principal Amount of $685,000 for the Purposes of the Corporation of the Township of Woolwich be read a first, second and third time, finally passed and numbered 04- 084, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. g) That A By-law to Amend Traffic and Parking By-law 00-032, as amended with respect to Regional Road #9 (Erb Street) and Gateview Drive/Beechwood Drive, City of Waterloo; Regional Road #8 (King Street) north of Cedar Street; Regional Road #50 (Westmount Road/Northfield Drive), Regional Road #50 (Westmount Road) and Columbia Street; Regional Road #50 (Northfield Drive) and Skylark Road; Regional Road #50 (Westmount Road) and Regional Road #58 (Bearinger Road); Regional Road #50 (Westmount Road/ Northfield Drive) from Forest Hill Drive to Regional Road #15 (King Street); Regional Road #8 (Weber Street) at Regional Road #50 (Northfield Drive) be read a first, second and third time, finally passed and numbered 04-085, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. h) That A By-law to Close Part of the Road Allowance at Regional Road # 5 (Queen' Bush Road), Township of Wellesley be read a first, second and third time, finally passed and numbered 04-086, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. i) That A By-law to authorize the Director of Financial Services and Development Financing to submit Payment Requests, Reports and other supporting and other documentation, all as provided by the Township of Wilmot, to the Province of Ontario pursuant to the Millennium Partnerships Initiative Provincial Agreement pertaining to the Township of Wilmot for the New Hamburg Road Corridor Improvements Project be read a first, second and third time, finally passed and numbered 04-087, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. j) That A By-law to authorize the Director of Financial Services and Development Financing to submit Payment Requests, Reports and other supporting and other documentation, all as provided by the Township of North Dumfries, to the Province of Ontario pursuant to the Millennium Partnerships Initiative Provincial Agreement pertaining to the Ayr Library Project be read a first, second and third time, finally passed and numbered 04-088, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.
134996 Council - 12 - 04/10/27 k) That A By-law to authorize the Director of Financial Services and Development Financing to submit Payment Requests, Reports and other supporting and other documentation, all as provided by the City of Kitchener, to the Province of Ontario pursuant to the Millennium Partnerships Initiative Provincial Agreement pertaining to the Victoria/Park Street Improvements Project be read a first, second and third time, finally passed and numbered 04-089, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. l) That A By-law to authorize the Director of Financial Services and Development Financing to submit Payment Requests, Reports and other supporting and other documentation, all as provided by the Township of Wellesley, to the Province of Ontario pursuant to the Millennium Partnerships Initiative Provincial Agreement pertaining to the Linwood and Wellesley Libraries Project be read a first, second and third time, finally passed and numbered 04-090, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. m) That A By-law to authorize the Director of Financial Services and Development Financing to submit Payment Requests, Reports and other supporting and other documentation, all as provided by the Township of Woolwich, to the Province of Ontario pursuant to the Millennium Partnerships Initiative Provincial Agreement pertaining to the St. Jacobs/Elmira Inflow and Infiltration Project be read a first, second and third time, finally passed and numbered 04-091, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. n) That a By-law to Confirm the Actions of Council be read a first, second and third time, finally passed and numbered 04-092, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal
CARRIED
ADJOURN
MOVED by M. Connolly SECONDED by C. Zehr
THAT the meeting adjourn.
CARRIED
REGIONAL CHAIR, K. Seiling
REGIONAL CLERK, K. Fletcher
134996
BUDGET COMMITTEE MINUTES
Wednesday, October 27, 2004
The following are the minutes of the Budget Committee meeting held at 1:15 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair T. Galloway, J. Brewer, M. Connolly, D. Craig, K. Denouden, H. Epp, J. Haalboom, R. Kelterborn, C. Millar, J. Mitchell, K. Seiling, J. Smola, B. Strauss, J. Wideman and C. Zehr.
Regrets: W. Roth
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
None declared.
OPENING REMARKS
Chair T. Galloway called the meeting to order and noted challenges in the budget process for Committee. T. Galloway advised new federal and provincial grants for 2005 have been included in the budget. In addition, a recent announcement by the province will provide additional revenues. T. Galloway noted the grant amounts are preliminary and staff will report back to Committee as information becomes available.
In the past Staff prioritized new issues and presented the budget to Budget Committee; however, this year Council will make the decisions on the prioritization of all new issues. Staff will be looking for direction from Committee with respect to the prioritization of 2005 issues/determination of funding for new issues; direction with regard to the development of a full three-year plan, and planning for the budget sessions on November 27 and December 15, 2004.
T. Galloway advised that on September 22, 2004 the Administration & Finance Committee made a recommendation to Council which was approved on September 29, 2004 to set a budget target of 1.9% for the base budget. A budget target was not set for new issues or police services. In order to achieve a budget target of 1.9%, Staff in all departments reduced the base budget by line reductions, expenditures were reallocated to generate additional revenue, and revenues increased. There are no impacts on service levels through the reductions to achieve a 1.9% base budget.
OPENGING REMARKS
Mike Murray, Chief Administrative Officer, reiterated the comments of Chair Galloway and the challenges facing Budget Committee and staff in the budget process. M. Murray noted there are significant base budget challenges which are not in the control of the Region. Some of these include: COLA, debt charges, inflation, and utilities to name a few. In reference to the decision of Council to set a budget target of 1.9% for the base budget, M. Murray noted there will be service level reductions if a budget target of less than 1.9% for the base budget is set. M. Murray noted the budget is fully aligned with the Strategic Plan.
Budget Committee - 2 - 04/10/27
BUDGET UPDATE
Larry Ryan, Chief Financial Officer provided a high level overview of the budget process. Staff seek the direction of Committee to determine the prioritization of new issues/funding for new issues, and planning for the next budget sessions. L. Ryan advised staff will bring forward new information as it is received. Ryan responded to questions and provided cla rification during the presentation.
BUDGET PRESENTATION
Information Papers
L. Ryan advised that budget information is included in the new binders and tabs have been provided to organize the information. The first section of the binder provides all new budget issues which are in random order. Each issue paper identifies the link to strategic plan, provides an objective and action to be taken. Each issue paper also identifies whether the issue is new or has been carried forward. Budget Committee will determine the prioritization of new issues. At the request of the Administration & Finance Committee, all programs have been cla ssified into three categories: mandatory, mandatory/discretionary and discretionary.
General Overview
L. Ryan provided information regarding the following: a 2004 average property tax bill and the distribution of taxes to local services, education and regional services; distribution of municipal taxes, sources of revenue at the Region; Regional expenditures including capital and operating expenditures for both the user rates and property tax budgets; costs per household for regional services; average monthly caseload for Ontario Works; the 2004 outstanding debt forecast; previous ten year’s budget performance & CPI, and the cumulative property taxes and household impact from 1994 to 2004.
L. Ryan reviewed the new 2005 grants from senior levels of government which included: health funding, transit funding, and the federal gas tax. Staff noted the amounts are preliminary and subje ct to change. It is unknown what conditions will be applied to the grants and Staff will bring back information as it becomes available . Councillor J. Smola requested copies of the agreements and conditions related to new funding.
Assessment Growth
The 2005 preliminary property tax budget includes estimated assessment growth of 2.75%. This estimate is based on building permit activity experienced during the year and updated assessment totals received to date. Assessment totals to the end of September show assessment growth at 2.04%. The final supplementary tax run is scheduled for late October which will affect the final assessment growth. The estimate of 2.75% is reasonable given information known to date. An update will be provided at a future budget meeting. L. Ryan outlined the history of assessment growth since 1990.
Councillor J. Mitchell requested that additional funds received due to assessment growth be allocated to new issues.
Base Budget
The base budget is the funding required to deliver the Council approved service levels. One change for 2005 is the inclusion of new funding for roads of 0.75% which has been included in the base budget.
On September 29, 2004 Council set a base budget target of 1.9% (excluding Police and new issues). L. Ryan advised the importance, when setting targets, of keeping in mind which expenditures are controllable. When items such as income support, housing, debt charges, Police Services, utilities, payments to the Municipal Property Assessment Corporation, and other mandatory programs are Budget Committee - 3 - 04/10/27 deducted from the levy, only a small portion of the operating budget remains. There is little latitude in reducing budgets for these programs.
Regional staff reviewed their budgets on a line by line basis in order to reduce the opening position of the base budget. In addition, expenditures were reallocated to generate additional revenue and revenues were increased. Information on the reductions in each department was provided to Budget Committee on page two of the October 27, 2004 agenda package.
User Rates
L. Ryan provided an overview of the water rates, wastewater rates and tipping fees. An illustration of the history of each rate was also provided since 1997.
Roads Long Term Funding Strategy (2004)
In order to properly maintain the Regional Transportation infrastructure, an annual requirement of $22 million is required. A Task Force was created in 2001 to consider alternative strategies for funding deficiencies. The LTFS Tax Force recommended a property tax increase of 0.75% per year for the years 2005 to 2016. This increase has been included in the 2005 Regional base budget.
Status of Associated Agencies
Information was provided in the Budget Agenda dated October 15, 2004 related to the associated agencies. These agencies include : Waterloo Regional Police Service, Grand River Conservation Authority, Municipal Property Assessment Corporation, Canada’s Technology Triangle, Communitech, Waterloo Regional Heritage Foundation and the Waterloo Regional Arts Fund. These budgets will be considered at a future meeting.
Program Classification
At the request of the Administration & Finance Committee, all Regional programs, excluding Members of Council and Police Services have been classified into three categories: mandatory, mandatory/ discretionary and discretionary.
Corporate Strategic Plan
In order for the Council approved Strategic Plan to be successfully implemented, it is important that it be integrated with operational planning at the day to day level. One of the critical linkages is the development of a strategy-based budget process where the strategic plan plays an important role in focusing priority areas. Included in the budget materials is an appendix which identifies the actions in Strategic Focus 2004 – 2006 and how they are being addressed in the budget process.
Requests made by Committee
1. J. Smola requested copies of agreements and conditions related to the new grants from senior levels of government.
2. D. Craig/J. Wideman asked for the number and breakdown of FTEs forecasted for the next three years.
3. D. Craig requested the Hospitals provide a report to Regional Council prior to the finalization of the Regional budget.
4. J. Wideman asked for a report on the cost savings if the Region had bi-weekly blue box pickup; single -side-street pickup, and bi-weekly garbage pickup. Budget Committee - 4 - 04/10/27
BUDGET DIRECTION a) Budget Issues Prioritization/Funding
J. Michell requested the additional $1 million dollars received for transit funding be allocated to transit issues.
J. Wideman requested all transit issues be placed on a separate list.
J. Mitchell requested any additional funding received related to the assessment growth be allocated to new issues.
Members of Budget Committee were in agreement that staff prioritize all new issues. Committee did not make a de termination of specific funding for new issues.
MOVED by K. Seiling SECONDED by J. Wideman
That the Budget Committee recommends Staff prioritize the issue papers for consideration by Budget Committee.
CARRIED b) Three-Year Plan
The three-year plan is a rolling three-year plan which adds on a new third year for each new budget cycle. In any given year, Council approves the current year’s budget and in past years, Council also approved in principle years two and three of the plan. Due to significant financial challenges facing the Region, the 2004 budget only fully considered the current year’s budget. Staff recommends Council return to the three-year operating budget plan. Advantages to the three-year plan include: sound financial management practice, integrated/comprehensive approach; manage competing priorities; improved financial planning; provides continuity of budgeting from year to year and is a decision making model.
Members of Budget Committee were in agreement that the three-year plan should be continued and directed staff to develop a three-year plan. c) Planning for Future Budget Sessions
Chair T. Galloway offered to work with staff to determine the agenda for the next two budget sessions.
Finance staff was asked to provide the program budget books as soon as possible.
ADJOURN
MOVED by K. Seiling SECONDED by K. Denouden THAT the meeting adjourn. CARRIED
COMMITTEE CHAIR, T. Galloway
COMMITTEE CLERK, M. Morris
DOCS#134458 REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE MINUTES
November 2, 2004 9:00 a.m. Council Chamber 150 Frederick Street, Kitchener, ON
Present were: Chair J. Wideman, K. Denouden, J. Haalboom, W. Roth, B. Strauss, K. Seiling and C. Zehr
Regrets: D. Craig and H. Epp
Others attending: R. Kelterborn and J. Mitchell
Meeting commenced at 9:00 a.m.
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
B. Strauss declared a conflict of interest with respect to Item 3 c) as he has a financial interest on adjacent property.
PRESENTATION a) Alex Home, Airport Manager announced that the Region of Waterloo International Airport has been awarded top honours for innovative airport design by the Airport Management Conference of Ontario (AMCO). A. Home indicated the 2004 Innovation Award was presented to the Region of Waterloo based on the airport’s originality in terminal and security design. b) Chris Thompson, Project Manager gave a brief overview of the Fischer-Hallman Road Improvements from Erb Street to Columbia Street in Waterloo Class Environmental Assessment project. He outlined the final recommended alternative consisting of the following:
• Widen the existing 2 lane road to a median divided 4 lane road (Alternative 3 - modified); • Construct dedicated on-road cycling lanes; • Construct intersection improvements at Columbia Street; • Construct continuous multi-use trails/continuous sidewalks; • Use of noise-reducing asphalt (if testing results are supportive); and • Enhanced landscaping along rear-lotted residential properties to provide a visual screen
C. Thompson highlighted the public consultation process and addressed comments and questions raised in the Independent Noise Study commissioned by the Fischer-Hallman Neighbourhood Committee.
C. Thompson and John Hammer, Director, Transportation responded to questions and provided clarification regarding the implementation guidelines for noise policies, in particular, the provision that allows affected residents to request the Region to review the need for a noise wall within five (5) years of the road construction.
Staff also provided clarification and further details regarding the enhanced landscaping proposed.
P&W 2 04/11/02
DELEGATIONS a) Keith Janke appeared before committee on behalf of various Condominium Corporations and Neighbourhood Associations supporting the need for noise barriers to be installed as part of the Fischer- Hallman Road Widening project. He stressed the importance for the noise barriers in order for the communities affected to maintain their quality of life. K. Janke urged the Region to recalculate the anticipated growth rates and revisit the noise study to see how actual traffic volumes measured directly correlate with sound levels. b) Steve Schock provided illustrations outlining the various types of noise barriers found within the Region of Waterloo. He also provided illustrations showing the type of structures erected by residents in areas where noise barriers may not be warranted. He indicated the structures erected by individual residents are aesthetically unpleasing as they are inconsistent in their design and material types vary. c) Maxine Walsh, on behalf of the Homeowners’ Associations and Condominium Corporations along Fischer-Hallman Road between Winchester Drive and Columbia Road. She urged the Region to install noise barriers indicating the widening of the roadway to four lanes will increase the noise levels and compromise the quality of life for residents.
Chair J. Wideman indicated correspondence has just been received from the City of Waterloo indicating Council supports the efforts of the Fischer-Hallman Neighbourhood Committee and hopes the Region of Waterloo does what it can within its mandate to deal with the noise issue. Chair Wideman also indicated he had received an email from Councillor Herb Epp requesting Committee members to consider directing staff to review the need for a noise wall within three (3) years following construction to determine whether noise wall attenuation is warranted.
Jim Archibald, Acting Commissioner of Transportation and Environmental Services indicated Section 5.5 of Part B of the policy indicates affected residents may request the Region to review the need for noise abatement within five (5) years, however, staff would be agreeable to a review after three (3) years.
Staff responded to additional questions regarding the type and size of landscaping proposed, consultation with individual landowners concerning the plantings and the potential for use of noise reducing asphalt.
Scott Penton, Rowan, Williams, Davies and Irwin provided clarification regarding the criteria established by the Ministry of the Environment and implemented by the Region for outdoor sound levels.
J. Mitchell suggested Committee consider undertaking a review of the Noise Policy to consider reducing the noise level of 65 decibels.
REPORTS – TRANSPORTATION AND ENVIRONMENTAL SERVICES
DESIGN AND CONSTRUCTION a) E-04-074.1 Fischer-Hallman Road Improvements, Erb Street to Columbia Street, City of Waterloo, Filing of Class Environmental Assessment Study
MOVED by J. Haalboom SECONDED by K. Seiling
THAT the Regional Municipality of Waterloo take the following actions with respect to the Class Environmental Assessment for Fischer-Hallman Road Improvements from Erb Street to Columbia Street in the City of Waterloo:
P&W 3 04/11/02 a) Approve the Recommended Design Alternative as described in Report E-04-074.1, dated November 2, 2004, and b) 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, tenants, and agencies, and place the Environmental Study Report on the public record for a period of 30 days; and c) Direct staff to review noise levels three (3) years after construction or at such time as Ira Needles Boulevard is completed and fully operational in accordance with Section 5.5, Part B of the Noise Policy.
CARRIED, as amended b) E-04-054 Approval of Project and Approva l to File Class Environmental Assessment for Mill Race Bridge Replacement, King Street, Cambridge
Chris Thompson appeared before Committee and responded to questions.
J. Haalboom requested staff consider an open railing design with respect to this bridge.
MOVED by K. Denouden SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo take the following actions with respect to the Class Environmental Assessment for the Mill Race Bridge Replacement Project, King Street, in the City of Cambridge: a) Approve the plans described as Alternative 2B in Report E-04-054, dated November 2, 2004, b) 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 and agencies, and place the Project File on the public record for a period of 30 days; and c) Authorize the Commissioner of Transportation and Environmental Services to execute a temporary easement agreement between the Region and Dover Flour Industries allowing the Region’s employees, agents and contractors to enter on to lands owned by Dover Flour Mills for the purposes of construction.
CARRIED
B. Strauss having declared a conflict of interest did not participate in discussions or vote on the matter. c) E-04-088.1 Approval of Plans for Roadway Improvements on Lobsinger Line (Regional Road #15) in the Village of Heidelberg, Townships of Wellesley and Woolwich
Ross Kelterborn indicated a request has been received from Stemmler Meats to extend the roadway improvements on Lobsinger Line down to Lot 3037 to accommodate a new development.
Dave Kramp, Project Manager, indicated staff received the request yesterday and have not had sufficient time to consider all the implications of the request. He also indicated the request will be reviewed in more detail through the site plan approval process.
P&W 4 04/11/02
MOVED by W. Roth SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo approve the plans for roadway improvements on Lobsinger Line as described in Report E-04-088.1, dated November 2, 2004, and amend Traffic and Parking By-law 00-032, as amended, upon construction of the improvements to reflect: a) a reserved lane for bicycles and horse-drawn vehicles on both sides of Lobsinger Line from a point 230 metres west of Arthur Road to a point 370 metres east of Mary Street; b) “No Parking Anytime” on the north side of Lobsinger Line from 230 metres west to 150 metres west of Arthur Road; c) “No Parking Anytime” on the north side of Lobsinger Line from Arthur Road to 50 metres east of Arthur Road; d) “No Parking Anytime” on the north side of Lobsinger Line from 130 metres east of Arthur Road to 45 metres west of Mary Street; e) “No Parking Anytime” except Sunday 7:00 a.m. to 1:00 p.m., on the north side of Lobsinger Line from 45 metres west of Mary Street to 340 metres east of Mary Street; f) “No Parking Anytime” on the north side of Lobsinger Line from 340 metres east of Mary Street to 370 metres east of Mary Street; g) “No Parking Anytime” on the south side of Lobsinger Line from 230 metres west of Arthur Road to 370 metres east of Mary Street;
AND THAT staff report back to Committee regarding the request from Stemmler Meats for an extension of the road widening through to Lot 3037 to accommodate a new development
AND FURTHER THAT construction of the Lobsinger Line Improvements be deferred to 2006 as detailed in Report E-04-088.1.
CARRIED, as amended d) E-04-149 Amendment to the Consulting Services Agreement for the Construction of New Well K19 and Watermain to Glasgow Street, City of Kitchener
MOVED by K. Seiling SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo approve an amendment to the existing Consulting Services Agreement with Stantec Consulting Ltd. to include additional design, contract administration and construction inspection services required for construction of new well K19 and the watermain to Glasgow Street in the City of Kitchener for an upset fee increase of $113,548 plus applicable taxes.
CARRIED
TRANSIT SERVICES e) E-04-129 Woolwich Transit Inc. (Kiwanis Transit) Rural Service Area Specialized Transit Service Agreement and Lease
P&W 5 04/11/02
MOVED by B. Strauss SECONDED by W. Roth
THAT the Regional Municipality of Waterloo enter into documentation confirming agreement with Woolwich Transit Inc. (operated as Kiwanis Transit) to provide Specialized Transit Service to the service areas of Woolwich, Wellesley and Wilmot Township for the calendar years 2004, 2005 and 2006 ending December 31, 2006, and to enter into documentation confirming agreement for the companion Vehicle Lease with Woolwich Transit Inc. for the calendar years 2004, 2005 and 2006 ending December 31, 2006, as detailed in Report E-04-129 dated November 2, 2004 and on terms and conditions satisfactory to the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
CARRIED
TRANSPORTATION f) E-04-151 Public Information Centre for Traffic Operational Review at the Intersection of Lobsinger Line/Hergott Road, Township of Wellesley
Received for Information.
WATER SERVICES g) E-04-142 St. Agatha Water System Study, Class Environmental Assessment Process and Cost Recovery
Reg Russwurm, Senior Planning Engineer gave a brief overview of the report and responded to questions pertaining to the cost sharing and up-front fees, future liability with the assumption of the private water systems and steps to be taken to reduce nitrate levels.
MOVED by W. Roth SECONDED by C. Zehr
THAT the Regional Municipality of Waterloo propose to the property owners serviced by the Sararas and Swartzentruber Water Supply Systems in the Village of St. Agatha, Township of Wilmot, that upgrade costs and an up-front fee of $5,000 per service connection be collected prior to the assumption of the systems by the Regional Municipality of Waterloo.
CARRIED
T. Schmidt introduced Nancy Kodousek, Manager of Water Operations. He indicated she is responsible for the day to day operations on all the water facilities within the Region and has recently been named a Board Member of the Walkerton Clean Water Centre.
JOINT REPORT h) P-04-121 Regional Growth Management Strategy Implementation: Building Vibrant Urban Spaces
Received for Information.
REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES
COMMUNITY PLANNING
P&W 6 04/11/02 i) P-04-115 Regional Growth Management Strategy Implementation: Preparing A New Regional Official Policies Plan
Larry Kotseff, Commissioner of Planning, Housing and Community Services provided an update on the new legislation introduced in the Provincial Legislature related to the “Greenbelt” and “Places to Grow” initiatives.
Kevin Curtis, Manager, Policy Planning indicated completion of the new Regional Official Policy P lan is expected to coincide with completion of the Higher-Order Transit System Environmental Assessment process and therefore, these two complementary items may be considered together by Regional Council as part of a larger Regional Growth Management Strategy implementation package.
Received for Information. j) P-04-116 Brownfields Regula tion 153/04
Committee members discussed the importance of pursuing financial incentives for brownfield developments.
Received for Information. k) P-04-117 Monthly Report of Development Activity for September 2004
MOVED by W. Roth SECONDED by C. Zehr
THAT the Regional Municipality of Waterloo accept P-04-117, Monthly Report of Development Activity for September 2004, dated November 2, 2004.
CARRIED
COMMUNITY SERVICES l) P-04-118 Building Permit Activity, January to June 2004
Lucille Bish, Director of Community Services gave a brief overview of the report and responded to questions.
Received for Information.
TRANSPORTATION PLANNING m) P-04-119 Naming of Westmount Road in the City of Waterloo
MOVED by K. Denouden SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo approve the following with regard to Westmount Road, in the City of Waterloo and detailed in Report P-04-119, dated November 2, 2004: a) Name the newly constructed road between Columbia Street and Northfield Drive (Regional Road #50), Westmount Road;
P&W 7 04/11/02 b) Number the newly constructed road between Columbia Street and Northfield Drive, Regional Road #50; and c) Direct the Regional Clerk to advertise the proposed road name and numbering in accordance with the Municipal Act.
CARRIED
INFORMATION/CORRESPONDENCE a) Ontario Ministry of the Environment, October 13, 2004 re Walkerton Clean Water Centre: News Release and Media Backgrounder received for information.
OTHER BUSINESS a) J. Haalboom noted an exceptional example of integrating new and old architectural design with a townhouse development in close proximity to an old teacher’s college in Regina.
ADJOURN
MOVED by J. Haalboom SECONDED by K. Denouden
THAT the meeting adjourn.
CARRIED
COMMITTEE CHAIR, J. Wideman
COMMITTEE CLERK, K. O’Kane
135958 REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE MINUTES
November 2, 2004 1:00 p.m. 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
Others attending: J. Haalboom
The Regular Committee meeting commenced at 1:00 p.m.
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
None declared.
DELEGATIONS a) John Huemiller, 98 Metzloff Dr., Kitchener, did not appear when called regarding Income Support, Caseworker Involvement and Child Care.
REPORTS – Social Services a) SS-04-068 Investment of Provincial Funds for the Achievement of Consolidated Verification Targets
Michael Schuster, Commissioner, Social Services indicated the report is brought forward to Committee on an annual basis. The funds are allocated as outlined in the report to a number of programs previously discussed and approved in Committee. The funds outlined will in part also offset the costs of the discretionary benefits. This is a one time allocation by the Province.
T. Galloway requested clarification regarding the 2% more than Provincial baseline and was advised by David Dirks, Director, Employment & Income Support that the Province sets a baseline for the number of reviews it expects based upon the number of cases in the past year, who had been receiving assistance for more than one year, and adds 2% as the Provincial target for this initiative. D. Dirks stated the Consolidated Verification Process has been in existence since 1998. This funding initiative was introduced in April 2002. Funds are approved based upon the achievement of the target. The proposal is to allocate funds for the enhancement of service to Ontario Works participants and support initiatives within the Community.
MOVED by J. Mitchell SECONDED by R. Kelterborn
THAT the Regional Municipality of Waterloo approve the investment of Provincial funds provided for the achievement of 2003 Provincial targets through the Consolidated Verification Process (CVP) as outlined in Report SS-04-068, dated November 2, 2004.
CARRIED CS - 2 - 04/11/02 b) SS-04-070 Children's Services Division One-Time Funding Allocations for Child Care Programs
M. Schuster explained the report is an overview of funding guidelines provided by the Province for allocation of 100% Provincial funds to non profit child care centres across the Region and indicated the report is a follow up to a previous report.
Mary Parker, Director Child Care Division outlined some of the intentions for the allocation of the funds within the child care centres, including the expansion of 126 new child care spaces within the Region. M. Parker responded to questions from Committee members regarding waiting lists, for profit and non-profit child care centres and the percentage of funds allocated for the Region’s child care needs.
MOVED by J. Mitchell SECONDED by J. Smola
THAT the Regional Municipality of Waterloo approve one-time funding allocations totalling $799,633 (100% Provincial) for non profit child care programs as outlined in “Appendix A” to Report SS-04-070, dated November 2, 2004.
CARRIED c) SS-04-069 Visit to Waterlo o Region by Parliamentary Assistant to the Minister of Community and Social Services
J. Mitchell provided Committee members with an over view of the Parliamentary Assistant’s visit. J. Mitchell highlighted the Employment Income Support Community Services Committee’s role in the visit and indicated the Parliamentary Assistant showed approval for the Region’s unique and adverse Committees of Council providing community support. Certain issues raised at the meeting have been expressed throughout other municipalities. Information obtained by the Parliamentary Assistant will be forwarded to the Minister of Community and Social Services.
Committee members entered into discussions concerning issues of literacy programs thr oughout the Region. Committee members requested staff prepare a report regarding literacy initiatives in the community and the Region’s involvement and recent information on literacy levels.
Received for Information
JOINT REPORTS d) SS-04-071/ F-04-104 Income Support Caseload January – September 2004
M. Schuster indicated a decrease in Ontario Works (OW) caseloads in 2004 which offset the Ontario Disability Support Program (ODSP) case increase, with a net year over expenditure of $130,000. Projection in the future will be adjusted accordingly once reviewed by staff.
Received for Information e) P-04-121 Regional Growth Management Strategy Implementation: Building Vibrant Urban Spaces
Lucille Bish, Director Community Services provided the Committee with a presentation for the purpose of explaining and providing evidence that culture plays a role in building urban spaces. L. Bish highlighted the workshop presented on November 9, 2004, which will be a dialogue with Max Wyman, author of The Defiant Imagination and the workshop on November 19, 2004 Waterloo: The Creative Region - How will we get there?
CS - 3 - 04/11/02
Councillor Jean Haalboom appeared before Committee to provide highlights from the Regina Creative City Conference, October 2004 in which she and L. Bish took part in.
L. Bish and J. Haalboom responded to questions and concerns from Committee members, including the lack of public space for the arts, where the community can participate in artistic activities. L. Bish acknowledged the benefits of measuring the Region’s artistic involvement and capacity with those of other municipalities.
Received for Information
INFORMATION/CORRESPONDENCE
Larry Kotseff, Commissioner of Planning, Housing and Community Services presented the 2004 award of merit from CMHC (Canada Mortgage & Housing Corporation) and indicated in addition two other awards had been indirectly won by the Region.
REPORTS – Public Health f) PH-04-050 Funding Model Pilot to Support Regional Programs in Neighbourhood Sites
MOVED by T. Galloway SECONDED by J. Mitchell
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 consideratio n in the 2005 budget process.
CARRIED g) PH-04-057 Feasibility of Mandatory Food Handler Certification in Waterloo Region
Chris Komorowski, Manager, Food Safety & Infection Control provided an overview of the report advising staff requests the deferral of the food handler certification by-law, in light of the Haines report, which outlines a number of recommendations after reviewing the system in Ontario.
Committee members requested a review to partner with the local College in order to administer the food handler certification program. C. Komorowski indicated the option was being looked at by staff.
In response to a question from J. Mitchell on whether Section 130 of the Municipal Act would provide sufficient legal authority to allow the Region of Waterloo to regulate matters relating to the health, safety and well being of its inhabitants provided that the matter is not specifically provided for in the Municipal Act or any other Act, Richard Brookes, Solicitor, Region of Waterloo advised he would provide the Committee with this information in January 2005.
MOVED by J. Mitchell SECONDED by J. Smola
THAT the Regional Municipality of Waterloo defer any local action on a by-law requiring mandatory food handler certification in Waterloo Region until direction is provided by the Ministry of Health and Long-Term Care;
AND THAT the Regional Municipality of Waterloo endorse the recommendations in principle that affect the local Boards of Health as outlined in the Haines Report (July 2004) and identified in Report PH-04- 057 dated November 2, 2004; CS - 4 - 04/11/02
AND THAT the Regional Municipality of Waterloo write to the Minister of Health and Long Term Care sending him a copy of this report, and encouraging the Ministry of Health and Long Term Care to produce a comprehensive implementation and resource plan to address the recommendations in the Haines Report.
CARRIED
h) PH-04-061 Region of Waterloo Medvents
Dr. Liana Nolan, Commissioner/Medical Officer of Health indicated the impact of this program would not affect the delivery of daily service in the Emergency Medical Services Division.
MOVED by R. Kelterborn SECONDED by J. Mitchell
THAT the Regional Municipality of Waterloo authorize Emergency Medical Services staff to work with Scouts Canada in the for mation of a Region of Waterloo EMS MedVent company as described in Report PH-04-061, dated November 2, 2004.
CARRIED
i) PH-04-062 A Glance at Diet, Weight and Diabetes
Committee members discussed different possibilities to food choices.
Received for Information j) PH-04-064 Ministry of Health and Long Term Care Announcement Regarding Local Health Integration Networks (LHINs)
Dr. L. Nolan advised the report provides an update for Committee members. Currently staff has many questions and the impact to the Region is currently non existent, but eventually the Region may be indirectly impacted.
Received for Information
OTHER BUSINESS
a) Council Enquiries and Requests for Information Tracking List was received for information
Regular meeting completed at 2:50 p.m.
ADJOURN/CLOSED SESSION
Closed Session commenced at 2:55 p.m.
MOVED by T. Galloway SECONDED by M. Connolly
That the Community Services Committee convene in Closed Session pursuant to Part II, Section 14 (1) f) of Procedural By-law No. 00-031, as amended.
CARRIED
CS - 5 - 04/11/02
COMMITTEE CHAIR, J. Brewer
COMMITTEE CLERK, I. Sa Melo
135943
REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE MINUTES
November 3, 2004 9:00 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, K. Seiling, B. Strauss and J. Wideman
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
T. Galloway declared a conflict of interest with respect to the Residential Energy Efficiency Proje ct due to his employment at the University of Waterloo.
Vice-Chair W. Roth assumed the Chair.
DELEGATION a) Mary Jane Patterson, Project Manager, Residential Energy Efficiency Project (REEP) appeared before committee. The REEP project provides home energy evaluations and assists homeowners in reducing energy costs. M. Patterson noted the Region’s investment in 2004 provided six times that amount in direct cash to residents in the Region. Other benefits include: emission reductions and additional financial benefits in terms of energy savings and local economic development. M. Patterson made a request for the Region to include the funding as a regular line item in the budget and requested an increase in the amount to $50,000 over the next two years.
*C. Millar joined the meeting at 9:10 a.m.
REPORT a) F-04-103 Residential Energy Efficiency Project – Request for Funding
Committee decided this issue should be considered during the 2005 Budget Process.
MOVED by J. Wideman SECONDED by C. Millar
That the Administration & Finance Committee refer to the funding request for the Residential Energy Efficiency Project to Budget Committee for consideration during the 2005 Budget Process.
CARRIED
Chair T. Galloway resumed the Chair.
REPORTS – Corporate Resources b) CR-RS-04-048 Renewal of Police Reporting Centre Manager’s Agreement
Connie Giller, Commissioner, Corporate Resources/Regional Solicitor provided an overview of the report and responded to questions. A&F - 2 - 04/11/03
MOVED by B. Strauss SECONDED by W. Roth
THAT The Regional Municipality of Waterloo approve the renewal of the Police Reporting Centre Manager’s Agreement for two additional years with an option to extend the agreement for three successive one year periods on four months prior written notice for each yearly extension;
AND THAT such renewal be on the same terms as set out in the original agreement dated the 10th day of August, 1998 save and except for the following changes:
(a) the annual fee shall remain at Year 5 level, being $282,435.00, for the term of the renewal(s); (b) the permitted closing time shall be reduced from 11 p.m. to 10 p.m. daily; (c) the proper address for the Police Reporting Centre shall be inserted; (d) the requirement for garage liability insurance shall be deleted; and (e) the name of the “Manager” shall be changed from “Ralph Van Dalen” to “999691 Ontario Inc., carrying on business as LINK COLLISON SERVICE”.
CARRIED c) CR-FM-04-021 Public Art for the Regional Operations Centre
C. Giller provided a brief overview of the report. Doug Gilmore, Facilities Planning Engineer appeared before committee and responded to questions.
Committee discussed funding for public art; process, selection and decisions for public art; Public Art reserve fund; integration of public art into Regional pr ojects; honorariums to members of the jury, and Public Art Advisory Committee membership.
In response to concerns raised by J. Brewer relating to honorariums paid to general public members of the jury, staff was asked to bring back a report to Committee.
C. Millar inquired about the funds in the reserve fund for public art projects, specifically roundabouts, a new initiative in the Region. M. Murray, Chief Administrative Officer responded that public art is not normally included in roads projects; however, landscaping details are included. M. Murray suggested integrating public art as part of the landscape of roundabouts is a viable concept.
MOVED by J. Mitchell SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo approve an expenditure of up to $112,000 from the Public Art Reserve Fund and invite four artists to make detailed proposals for consideration by a jury for an artwork to be situated at the Regional Operations Centre at 100 Maple Grove Road as outlined in Report CR-FM-04-021, dated November 3, 2004.
CARRIED, as amended
REPORTS – Finance d) F-04-100 New Purchasing By-law
Larry Ryan, Chief Financial Officer provided an overview of the report. L. Ryan advised the existing purchasing by-law was approved in 1991 and since that time the Region has changed dramatically. There are new services provided by the Region such as Ambulance, Housing and Transit and purchasing levels have increased dramatically. The changes to the new purchasing by-law include: housekeeping changes; A&F - 3 - 04/11/03 alignment with current policies and procedures; incorporation of the consultant selection process into the purchasing by-law; guidelines to deal with internal bids; extensions of existing contracts, and the change in dollar levels for tenders and requests for proposals. L. Ryan responded to questions.
Members of committee discussed the new Municipal Act requirements; tender process; guidelines for internal bidding; definition of “lowest tender”; leases; Chief Administrative Officer approvals, and purchases by negotiation.
In response to concerns raised by M. Connolly with respect to leases, L. Ryan advised staff will provide a copy of the Region’s leasing policy.
Members of Committee requested that the following amendments/information be provided for consideration at the Council meeting to be held November 10, 2004: a) Part VII – Purchase by Negotiation, Section 21 (2): Change the draft by-law to reflect the following: if the value of the acquisition exceeds $100,000, approval by Council is required. b) Part IV, Acquisitions, Sections 9 (1) and (2): The CAO shall have the authority to accept a tender up to $500,000. c) Part V – Request for Proposal 14 (1): The CAO shall have the authority to accept a Request for Proposal up to $500,000. d) Staff to review the definition of “the lowest bid” and report back to Committee. e) Staff to provide guidelines with respect to internal bidding.
MOVED by J. Wideman SECONDED by W. Roth
THAT The Regional Municipality of Waterloo enact the purchasing by-law, as amended, attached to Report F-04-100, dated November 3, 2004, being a By-law of The Regional Municipality of Waterloo to Provide for Its Procurement of Goods and Services and the Disposal of Its Surplus Goods effective January 1st, 2005 and to Repeal By-law Number 61-91 of The Regional Municipality of Waterloo;
THAT the Regional Municipality of Waterloo repeal the current policy on consultant selection;
AND THAT staff be directed to prepare a quarterly purchasing activity report for Administration and Finance Committee.
CARRIED, as amended
e) F-04-101 Valuation of Region of Waterloo Outstanding Claim Liabilities
MOVED by M. Connolly SECONDED by K. Denouden
THAT The Regional Municipality of Waterloo not proceed with the valuation of its outstanding claim liabilities within its self-insured retention as proposed in the August 11, 2004 letter from Dion Durrell Actuaries and Consultants, attached as Schedule A, in Report F-04-101, dated November 3, 2004.
CARRIED
A&F - 4 - 04/11/03 f) F-04-102 Provincial Transfer Payments to Conservation Authorities
MOVED by B. Strauss SECONDED by J. Haalboom
WHEREAS the Regional Municipality of Waterloo is a member of Grand River Conservation Authority;
AND WHEREAS Grand River Conservation Authority works in partnership with its watershed municipalities to implement community-based, practical solutions to a range of natural resource issues including provincially delegated responsibilities for the implementation of flood and erosion control programs for the protection of life and property;
AND WHEREAS the Province has previously committed to paying 50% of flood and erosion control programs and other related eligible costs as defined in the 1997 Policy and Procedures Manual, but has not met that funding commitment;
AND WHEREAS the Province of Ontario, when establishing new policies and procedures in 1997 to define the level of funding to support its partnership with Conservation Authorities, omitted:
(1) Municipal Plan Review, (2) the implementation of the Conservation Authority Act Section 28 Regulation, and (3) Shoreline Management as eligible activities for funding assistance by the Province;
AND WHEREAS predictable, stable funding (adjusted for inflation) is critical to successful program delivery;
THEREFORE BE IT RESOLVED THAT the Regional Municipality of Waterloo endorse the report entitled “Submission to the Minister of Natural Resources: Re-Investment in Ontario’s Conservation Authorities - Now and In the Future” which requests:
1. a reinvestment in Conservation Authorities by the Province based on definitions within the 1997 Policy and Procedures Manual;
2. a re-establishment of funding for items deemed of provincial interest currently excluded from transfer payment funding; and
3. implementation of annual Consumer Price Index adjustments retroactive to 2002.
CARRIED
JOINT REPORT – Social Services g) SS-04-071/ Income Support Caseload, January – September 2004 F-04-104
Received for Information.
REPORTS – Human Resources h) HR-04-006 Amendments to the Human Resources Policy Manual 1) Employment of Relatives (HR-I-12) 2) Volunteer/Unpaid Placements (HR V-08)
A&F - 5 - 04/11/03
Cheryl Lowe, Assistant CAO, Commissioner, Human Resources provided a brief overview of the report and outlined each of the new policies. C. Lowe advised the Municipal Act requires that a policy be passed by Council on the Employment of Relatives of Members of Council by January 1, 2005.
Peggy Mellor, Director, Employment & Organization Effectiveness responded to questions and provided clarification.
MOVED by C. Millar SECONDED by W. Roth
THAT the Regional Municipality of Waterloo approve the following operating principle as Human Resources policy, as outlined in Report CA-HR-04-006, dated November 3, 2004: Employment of Relatives (HR 1-12).
CARRIED
C. Lowe advised the Region is putting together a book for volunteers.
MOVED by J. Mitchell SECONDED by K. Seiling
THAT the Regional Municipality of Waterloo approve the following operating principle as Human Resources policy, as outlined in Report CA-HR-04-006, dated November 3, 2004: Volunteer/Unpaid Placements (HR V-08).
CARRIED
OTHER BUSINESS a) Administration & Finance Committee tracking list was received for information. M. Connolly asked staff when the information relating to the Budget Appropriation Transfer Policy would be coming to Committee and L. Ryan responded the information will be presented at the meeting in December.
ADJOURN/CLOSED SESSION
MOVED by W. Roth SECONDED by C. Millar
That the Administration & Finance Committee adjourn and recess into Closed Session pursuant to Part II, Section 14 (1) e) of Procedural By-law 00-031, as amended.
CARRIED
COMMITTEE CHAIR, T. Galloway
COMMITTEE CLERK, M. Morris
136032 Report: F-04-105 REGION OF WATERLOO
FINANCE DEPARTMENT Purchasing Division
TO: Regional Chair Ken Seiling and Members of Regional Council
DATE: November 10, 2004 FILE CODE:
SUBJECT: T2004-029 ERB STREET RESERVOIR BUILDING UPGRADE, CITY OF WATERLOO
RECOMMENDATION:
THAT the Regional Municipality of Waterloo accept the tender of Finnbilt General Contracting Limited for the Erb Street Reservoir Building Upgrade, City of Waterloo at a total tender price of $335,864.13 including all applicable taxes.
SUMMARY: Nil
REPORT:
Tenders were called for the Erb Street Reservoir Building Upgrade, City of Waterloo and were opened in the presence of P. Balint, F. Smith and L. Buitenhuis.
The following tenders were received:
Finnbilt General Contracting Limited St. Mary’s, ON $335,864.13 Nadeco Limited Guelph, ON $338,000.00 CRA Contractors Limited Waterloo, ON $359,749.37 Jeviso Contracting Ltd. Vaughan, ON $448,031.00
The Region of Waterloo operates the Erb Street well system which is comprised of three groundwater wells, W6A, W7, and W8. Disinfection with sodium hypochlorite and fluoridation with hydrofluosilicic acid is currently applied individually at each of the three sites. These wells pump into the Erb Street Reservoir before entering the Waterloo distribution system. This project will combine the storage and metering of these chemicals from three sites into a single chemical storage facility at the Erb Street Reservoir in order to improve the safe and efficient handling and usage of these chemicals.
This contract is for the addition of a new chemical storage building adjacent to the existing Erb Street Reservoir and Valve House. The work also includes installation of chemical tanks, pumps, piping, electrical, and instrumentation and control systems.
Construction is expected to begin in November 2004 with completion by April 2005.
CORPORATE STRATEGIC PLAN:
This project does not fall directly under one or more objectives of the five focus areas; however it does support the Region’s Vision, Mission and Values and the Corporate Strategic Plan.
Page 1 of 2
November 10, 2004 Report: F-04-105
FINANCIAL IMPLICATIONS:
T2004-029 $335,864.13 Engineering – Consultant 25,305.50 Engineering – Regional 2,500.00 Advertising, Permits and Miscellaneous 1,000.00 $364,669.63 Sub-Total Less Municipal Rebate of 7% GST (23,693.34) $340,976.29 Total
The 2004 Ten Year Water Capital Forecast provides an allocation of $331,000 in 2004 and 2005 for this project. The estimated cost of this project (based on the low tender amount) is 3% over budget and this minor overrun can be accommodated within the Water Capital Reserve Fund.
The final date of acceptance for this tender is December 4, 2004.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
ATTACHMENTS : Nil
PREPARED BY: C. Whitlock, Chief Purchasing Officer
APPROVED BY: L. Ryan, Chief Financial Officer
DOCS # 135789 Page 2 of 2 PS-041102
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 take the following actions with respect to the Class Environmental Assessment for Fischer-Hallman Road Improvements from Erb Street to Columbia Street in the City of Waterloo:
a) Approve the Recommended Design Alternative as described in Report E-04-074.1, dated November 2, 2004; and
b) 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, tenants, and agencies, and place the Environmental Study Report on the public record for a period of 30 days; and
c) Direct staff to review noise levels three (3) years after construction or at such time as Ira Needles Boulevard is completed and fully operational in accordance with Section 5.5, Part B of the Noise Policy.
2. THAT the Regional Municipality of Waterloo take the following actions with respect to the Class Environmental Assessment for the Mill Race Bridge Replacement Project, King Street, in the City of Cambridge:
a) Approve the plans described as Alternative 2B in Report E-04-054, dated November 2, 2004;
b) 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 and agencies, and place the Project File on the public record for a period of 30 days; and
c) Authorize the Commissioner of Transportation and Environmental Services to execute a temporary easement agreement between the Region and Dover Flour Industries allowing the Region’s employees, agents and contractors to enter on to lands owned by Dover Flour Mills for the purposes of construction.
3. THAT the Regional Municipality of Waterloo approve the plans for roadway improvements on Lobsinger Line as described in Report E-04-088.1, dated November 2, 2004, and amend Traffic Conflict of Interest and Parking By-law 00-032, as amended, upon construction of the improvements to reflect: B. Strauss a) a reserved lane for bicycles and horse-drawn vehicles on both sides of Lobsinger Line from a point 230 metres west of Arthur Road to a point 370 metres east of Mary Street;
b) “No Parking Anytime” on the north side of Lobsinger Line from 230 metres west to 150 metres west of Arthur Road;
c) “No Parking Anytime” on the north side of Lobsinger Line from Arthur Road to 50 metres east of Arthur Road; PS-041102
d) “No Parking Anytime” on the north side of Lobsinger Line from 130 metres east of Arthur Road to 45 metres west of Mary Street;
e) “No Parking Anytime” except Sunday 7:00 a.m. to 1:00 p.m., on the north side of Lobsinger Line from 45 metres west of Mary Street to 340 metres east of Mary Street;
f) “No Parking Anytime” on the north side of Lobsinger Line from 340 metres east of Mary Street to 370 metres east of Mary Street;
g) “No Parking Anytime” on the south side of Lobsinger Line from 230 metres west of Arthur Road to 370 metres east of Mary Street;
AND THAT staff report back to Committee regarding the request from Stemmler Meats for an extension of the road widening through to Lot 3037 to accommodate a new development;
AND THAT construction of the Lobsinger Line Improvements be deferred to 2006 as detailed in Report E-04-088.1.
4. THAT the Regional Municipality of Waterloo approve an amendment to the existing Consulting Services Agreement with Stantec Consulting Ltd. to include additional design, contract administration and construction inspection services required for construction of new well K19 and the watermain to Glasgow Street in the City of Kitchener for an upset fee increase of $113,548 plus applicable taxes. [E-04-149]
5. THAT the Regional Municipality of Waterloo enter into documentation confirming agreement with Woolwich Transit Inc. (operated as Kiwanis Transit) to provide Specialized Transit Service to the service areas of Woolwich, Wellesley and Wilmot Township for the calendar years 2004, 2005 and 2006 ending December 31, 2006, and to enter into documentation confirming agreement for the companion Vehicle Lease with Woolwich Transit Inc. for the calendar years 2004, 2005 and 2006 ending December 31, 2006, as detailed in Report E-04-129 dated November 2, 2004 and on terms and conditions satisfactory to the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
6. THAT the Regional Municipality of Waterloo propose to the property owners serviced by the Sararas and Swartzentruber Water Supply Systems in the Village of St. Agatha, Township of Wilmot, that upgrade costs and an up-front fee of $5,000 per service connection be collected prior to the assumption of the systems by the Regional Municipality of Waterloo. [E-04-142]
7. THAT the Regional Municipality of Waterloo accept P-04-117, Monthly Report of Development Activity for September 2004, dated November 2, 2004.
8. THAT the Regional Municipality of Waterloo approve the following with regard to Westmount Road, in the City of Waterloo and detailed in Report P-04-119, dated November 2, 2004:
a) Name the newly constructed road between Columbia Street and Northfield Drive (Regional Road #50), Westmount Road;
PS-041102
b) Number the newly constructed road between Columbia Street and Northfield Drive, Regional Road #50; and
c) Direct the Regional Clerk to advertise the proposed road name and numbering in accordance with the Municipal Act.
November 2, 2004
SS-041102
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 investment of Provincial funds provided for the achievement of 2003 Provincial targets through the Consolidated Verification Process (CVP) as outlined in Report SS-04-068, dated November 2, 2004.
2. THAT the Regional Municipality of Waterloo approve one-time funding allocations totaling $799,633 (100% Provincial) for non profit child care programs as outlined in “Appendix A” to Report SS-04-070, dated November 2, 2004.
3. 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.
4. THAT the Regional Municipality of Waterloo defer any local action on a by-law requiring mandatory food handler certification in Waterloo Region until direction is provided by the Ministry of Health and Long-Term Care;
AND THAT the Regional Municipality of Waterloo endorse the recommendations in principle that affect the local Boards of Health as outlined in the Haines Report (July 2004) and identified in Report PH-04-057 dated November 2, 2004;
AND THAT the Regional Municipality of Waterloo write to the Minister of Health and Long Term Care sending him a copy of this report, and encouraging the Ministry of Health and Long Term Care to produce a comprehensive implementation and resource plan to address the recommendations in the Haines Report.
5. THAT the Regional Municipality of Waterloo authorize Emergency Medical Services staff to work with Scouts Canada in the formation of a Region of Waterloo EMS MedVent company as described in Report PH-04-061, dated November 2, 2004.
November 2, 2004
136007 FS-041103
THE REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE
Summary of Recommendations to Council
The Administration and Finance Committee recommends as follows:
1. THAT The Regional Municipality of Waterloo approve the renewal of the Police Reporting Centre Manager’s Agreement for two additional years with an option to extend the agreement for three successive one year periods on four months prior written notice for each yearly extension;
AND THAT such renewal be on the same terms as set out in the original agreement dated the 10th day of August, 1998 save and except for the following changes:
(a) the annual fee shall remain at Year 5 level, being $282,435.00, for the term of the renewal(s); (b) the permitted closing time shall be reduced from 11 p.m. to 10 p.m. daily; (c) the proper address for the Police Reporting Centre shall be inserted; (d) the requirement for garage liability insurance shall be deleted; and (e) the name of the “Manager” shall be changed from “Ralph Van Dalen” to “999691 Ontario Inc., carrying on business as LINK COLLISON SERVICE”. [CR-RS-04-048]
2. THAT the Regional Municipality of Waterloo approve an expenditure of up to $112,000 from the Public Art Reserve Fund and invite four artists to make detailed proposals for consideratio n by a jury for an artwork to be situated at the Regional Operations Centre at100 Maple Grove Road as outlined in Report CR-FM-04-021, dated November 3, 2004.
3. THAT The Regional Municipality of Waterloo enact the purchasing by-law, as amended, attached to Report F-04-100, dated November 3, 2004, being a By-law of The Regional Municipality of Waterloo to Provide for Its Procurement of Goods and Services and the Disposal of Its Surplus Goods effective January 1st, 2005 and to Repeal By-law Number 61-91 of The Regional Municipality of Waterloo;
AND THAT the Regional Municipality of Waterloo repeal the current policy on consultant selection;
AND THAT staff be directed to prepare a quarterly purchasing activity report for Administration and Finance Committee.
4. THAT The Regional Municipality of Waterloo not proceed with the valuation of its outstanding claim liabilities within its self-insured retention as proposed in the August 11, 2004 letter from Dion Durrell Actuaries and Consultants, attached as Sche dule A, in Report F-04-101, dated November 3, 2004.
5. WHEREAS the Regional Municipality of Waterloo is a member of Grand River Conservation Authority;
AND WHEREAS Grand River Conservation Authority works in partnership with its watershed municipalities to implement community-based, practical solutions to a range of natural resource issues including provincially delegated responsibilities for the implementation of flood and erosion control programs for the protection of life and property; FS-041103
AND WHEREAS the Province has previously committed to paying 50% of flood and erosion control programs and other related eligible costs as defined in the 1997 Policy and Procedures Manual, but has not met that funding commitment;
AND WHEREAS the Province of Ontario, when establishing new policies and procedures in 1997 to define the level of funding to support its partnership with Conservation Authorities, omitted:
(1) Municipal Plan Review, (2) the implementation of the Conservation Authority Act Section 28 Regulation, and (3) Shoreline Management as eligible activities for funding assistance by the Province;
AND WHEREAS predictable, stable funding (adjusted for inflation) is critical to successful program delivery;
THEREFORE BE IT RESOLVED THAT the Regional Municipality of Waterloo endorse the report entitled “Submission to the Minister of Natural Resources: Re-Investment in Ontario’s Conservation Authorities - Now and In the Future” which requests:
1. a reinvestment in Conservation Authorities by the Province based on definitions within the 1997 Policy and Procedures Manual;
2. a re-establishment of funding for items deemed of provincial interest currently excluded from transfer payment funding; and
3. implementation of annual Consumer Price Index adjustments retroactive to 2002. [F-04-102]
6. THAT the Regional Municipality of Waterloo approve the following operating principle as Human Resources policy, as outlined in Report CA-HR-04-006, dated November 3, 2004: Employment of Relatives (HR 1-12).
7. THAT the Regional Municipality of Waterloo approve the following operating principle as Human Resources policy, as outlined in Report CA-HR-04-006, dated November 3, 2004: Volunteer/Unpaid Placements (HR V-08).
November 3, 2004
136053
Report: F-04-106 REGION OF WATERLOO
FINANCE DEPARTMENT Purchasing Division
TO: Regional Chair Ken Seiling and Members of Regional Council
DATE: November 10, 2004 FILE CODE:
SUBJECT: NEW PURCHASING BY-LAW (REVISED)
RECOMMENDATION:
THAT The Regional Municipality of Waterloo enact the by-law attached to Report F-04-106, dated November 10, 2004, being a By-law of The Regional Municipality of Waterloo to Provide for Its Procurement of Goods and Services and the Disposal of Its Surplus Goods effective January 1st, 2005 and to Repeal By-law Number 61-91 of The Regional Municipality of Waterloo;
AND THAT the Regional Municipality of Waterloo repeal the current policy on consultant selection;
AND THAT staff be directed to prepare a quarterly purchasing activity report for Administration and Finance Committee.
SUMMARY:
The existing Purchasing by-law was approved in 1991. Since that time the Region has changed dramatically. Many new services are provided by the Region such as Ambulance, Housing and Transit. Purchasing activity levels have increased dramatically. Based on activity levels alone, the Purchasing by-law requires updating.
The existing Purchasing by-law has served the Region well over the past 13 years. Over this period, there have been few challenges to Regional purchasing practices and policies. The Purchasing by-law and administrative procedures have operated under the principles of providing a fair, open and competitive process. These guiding principles have helped to avoid challenges faced by other municipalities.
REPORT:
At the November 3rd Administration and Finance Committee a new Purchasing by-law was tabled for Committee approval (Report F-04-100). The proposed by-law was approved by Committee subject to the following amendments. The amended by-law is attached.
Awarding of Tenders and Requests for Proposals (RFP)
The proposed by-law had originally included wording that would allow staff to award routine tenders and RFP’s up to $1.0 million that would fall under certain criteria. The criteria included: award to low bidder within budget and a minimum of three bids received. Administration and Finance Committee supported the change however, revised the level of staff award under this section to $500,000. Please refer to Section 9(1), 10(1), 14(1), 15 and 46(1) for the amended amounts.
136768 Page 1 of 2
November 10, 2004 Report: F-04-106
Purchase by Negotiations
The purchase of goods and services by negotiation occurs on an infrequent basis. The proposed by-law had originally included wording that would allow staff to award all negotiated purchases. Committee was concerned that these types of purchases could have higher risk levels. The by-law has been amended so that Council approves all negotiated purchases over $100,000. Please refer to Section 21(2) for the revised wording.
Review of Internal Bids
The Municipal Act requires that Purchasing by-laws include provisions for dealing with internal bids. The proposed by-law includes a section that requires the appointment of an independent third party to manage the purchasing process when an internal bid is being developed. This would ensure that staff would not be exposed to a conflict of interest situation. In general, these circumstances have not occurred in the Region of Waterloo. Committee discussed the issue and voiced concerns that the new provisions could be too restrictive. Committee was concerned that potentially low dollar purchases would be required to invoke these provisions and ultimately could result in increased costs overall. The by-law has been amended to provide a dollar value threshold regarding when these provisions would apply. This amount has been set at $500,000. Section 33(2) of the draft by-law includes this threshold amount.
Best Overall Cost
“Lowest cost” was defined in the proposed by-law as “the cost after all factors and criteria as set out in the bid call are considered.” The definition is required to cover the infrequent situation when the low bid is not the recommended bid. In order to be absolutely clear, the term has been changed to “best overall cost” and has been amended to read “the best cost after all factors and criteria as set out in the bid call are considered and is not limited to the lowest dollar price.” This revised wording has been included in the amended by-law under the definitions and sections 8, 9 and 10.
CORPORATE STRATEGIC PLAN:
The new by-law includes a provision for green purchasing which is an objective of the Corporate Strategic Plan, Focus Area 3, Protect and Enhance the Environment.
FINANCIAL IMPLICATIONS: Nil
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Legal Services Division of the Corporate Resources Department was consulted in the preparation of this report and the attached by-law.
ATTACHMENTS : Purchasing By-law
PREPARED BY: C. Whitlock, Chief Purchasing Officer
APPROVED BY: L. Ryan, Chief Financial Officer
136768 Page 2 of 2
MEDIA RELEASE: Friday, October 29, 4:30 p.m.
REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE AGENDA
Tuesday, November 2, 2004 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) Report E-04-074.1, Fischer-Hallman Road Improvements, Erb Street to Columbia 1 Street, City of Waterloo, Filing of Class Environmental Assessment Study (Deferred from June 15, 2004 Planning and Works Committee)
i) Presentation by Regional Staff ii) Delegations: Maxine Walsh Keith Janke Diane Cowie
3. REPORTS – TRANSPORTATION AND ENVIRONMENTAL SERVICES
DESIGN AND CONSTRUCTION a) E-04-054, Approval of Project and Approval to File Class Environmental Assessment 52 for Mill Race Bridge Replacement, King Street, Cambridge b) E-04-088.1, Approval of Plans for Roadway Improvements on Lobsinger Line 78 (Regional Road #15) in the Village of Heidelberg, Townships of Wellesley and Woolwich c) E-04-149, Amendment to the Consulting Services Agreement for the Construction of 91 New Well K19 and Watermain to Glasgow Street, City of Kitchener
TRANSIT SERVICES d) E-04-129, Woolwich Transit Inc. (Kiwanis Transit) Rural Service Area Specialized 97 Transit Service Agreement and Lease
Agenda - 2 - November 2, 2004
TRANSPORTATION e) E-04-151, Public Information Centre for Traffic Operational Review at the Intersection 99 of Lobsinger Line/Hergott Road, Township of Wellesley
WATER SERVICES
f) E-04-142, St. Agatha Water System Study , Class Environmental Assessment Process 107 and Cost Recovery
JOINT REPORT
g) P -04-121, Regional Growth Management Strategy Implementation: Building Vibrant Urban Spaces (Distributed Separately)
REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES
COMMUNITY PLANNING
h) P -04-115, Regional Growth Management Strategy Implementation: Preparing A New 116 Regional Official Policies Plan
i) P -04-116, Brownfields Regulation 153/04 121
j) P -04-117, Monthly Report of Development Activity for September 2004 124
COMMUNITY SERVICES
k) P -04-118, Building Permit Activity, January to June 2004 128
TRANSPORTATION PLANNING
l) P -04-119, Naming of Westmount Road in the City of Waterloo 136
4. INFORMATION/CORRESPONDENCE a) Ontario Ministry of the Environment, October 13, 2004 re Walkerton Clean Water 139 Centre: News Release and Media Backgrounder
5. OTHER BUSINESS
6. NEXT MEETING
7. CLOSED SESSION (motion required)
8. ADJOURN
Agenda - 3 - November 2, 2004
NEXT MEETINGS
Date Time Description Location
Planning and Works Committee
Tues., Nov. 16, 2004 9:00 A.M. Planning and Works Committee Council Chamber 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario
Tues., Dec. 7, 2004 9:00 A.M. Planning and Works Committee Council Chamber 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario
Tues., Dec. 7, 2004 7:00 P.M. Public Meeting Council Chamber Re: Hespeler Road/Railway 2nd Floor, Regional Grade Separation at CNR, North Administration Building of Dundas Street, in Cambridge 150 Frederick Street Kitchener, Ontario Planning, Housing and Community Services
Sat., Nov. 20, 2004 9:30 a.m. Public Displays Fairview Park Mall - 6:00 p.m. Re: Grand River Transit Central Fairway Road Transit Corridor Express Bus Kitchener, Ontario Service
Mon., Nov. 22, 2004 Displays: Public Displays Kitchener to All Day Re: Grand River Transit Central Transportation Centre Fri., Nov. 26, 2004 Transit Corridor Express Bus 15 Charles Street West Staff available: Service Kitchener, Ontario 2:00 p.m. to 5:00 p.m.
Sun., Nov. 28, 2004 12:00 p.m. Public Displays Conestoga Mall - 5:30 p.m. Re: Grand River Transit Central 550 King Street North Transit Corridor Express Bus Waterloo, Ontario Service
Mon., Nov. 29, 2004 Displays: Public Displays Cambridge Bus to All Day Re: Grand River Transit Central Terminal Fri., Dec. 3, 2004 Transit Corridor Express Bus 35 Ainslie Street South Staff available: Service Cambridge, Ontario 2:00 p.m. to 5:00 p.m.
Agenda - 4 - November 2, 2004
NEXT MEETINGS
Date Time Description Location
Transportation and Environmental Services
Thurs., Nov. 4, 2004 6:30 P.M. – Public Information Centre St. Clements 8:00 P.M. Re: Lobsin ger Line at Herrgott Community Centre Road Traffic Operational 1 Green Street, Review, Township of Wellesley Township of Wellesley
Thurs., Dec. 2, 2004 6:00 P.M. – Public Information Centre No. 3 St. Agatha Community 9:00 P.M. Re: St. Agatha Water System Centre Study 1791 Erb’s Road St. Agatha, Ontario
Thurs., Dec. 9, 2004 5:00 P.M. – Public Information Centre Newfoundland Club 8:00 P.M. Re: Can-Amera Parkway 1500 Dunbar Road Extension and Hespeler Road Cambridge, Ontario Widening from Munch Avenue to Dunbar Road in the City of Cambrid ge
Thurs., Dec. 16, 2004 3:00 P.M. – Water Efficiency Advisory Room 110 5:00 P.M. Committee Meeting Main Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario
Document Name: P&W AGENDA - NOVEMBER 2 2004 Document Number: 125607 FISCHER-HALLMAN ROAD IMPROVEMENTS ERB STREET TO COLUMBIA STREET WATERLOO PUBLIC CONSULTATION TO DATE CLASS ENVIRONMENTAL ASSESSMENT § Public Information Centre - June 19, 2003
§ Public Input Meeting - March 9, 2004
§ Planning and Works Committee Meeting – June 15, 2004
FINAL RECOMMENDED ALTERNATIVE PLANNING AND WORKS COMMITTEE MEETING - JUNE 15, 2004 • Widen the existing 2 lane road to a median divided 4 lane road (Alternative 3 - modified); • Construct dedicated on-road cycling lanes; • Four delegations - concerns with noise • Construct intersection improvements at Columbia studies/traffic projections Street; • Construct continuous multi-use trails/continuous • Requested noise walls for the project sidewalks; • Use of noise-reducing asphalt (if testing results are • Requested Committee to defer project approval supportive); and • Enhanced landscaping along rear-lotted residential properties to provide a visual screen.
1 AVERAGE RESULTS – FHNC vs. REGION Fischer-Hallman Neighbourhood Committee (FHNC) NOISE STUDY Independent Noise Study FHNC Results • Received on September 3, 2004 • Average of 6 “attended” Noise Sensitive • Attended and automated sound level measurements. Locations - 60.4 dBA • Average of 6 NSL’s from automated results • Results: “Attended” noise measurements: 57 - 66 dBA - 61.1 dBA “Automated” measurements: 57 - 65 dBA Region STAMSON Modeling • Results: Region noise study: 59 – 66 dBA • Average of 7 NSL’s from Region Study - 61.7 dBA
FHNC Issue 1 - Traffic Volumes Understated FHNC Issue 2 - Traffic Growth Rates Understated Request – re-run STAMSON with higher Nov/Dec 2003 traffic data FHNC suggested higher growth rate of 2.5%
Results: noise level decreased at 5 of the 7 NSL’s and Team Response – 2.5 % growth rate does not account increased at 2 NSL’s. for: - Planned road improvements (Ira Needles/Westmount Rd. Extension) Project Team considers traffic data used in the TSH noise - Effect of increased transit use and other modes report is representative of existing traffic conditions. As an exercise, the Project Team tested effect of 2.5 % growth rate, noise walls not warranted
2 FHNC Issue 3 - Heavy Truck Percentage Understated FHNC Issue 4 – Total Traffic Growth Rate = 17.5 %
FHNC suggested heavy truck of 3 % FHNC asked why 10 year growth was not 17.5 % • Region’s traffic study identified growth rate of 2 % for 5 Team Response – Region’s traffic report and noise study years and 1.5 % for next 5 years = 17.5 %. used 2 % Heavy Trucks and 3 % Medium Trucks. • Regions traffic study volumes = 10 – 19 % increase. Team tested effect of 3 % heavy trucks noise walls not warranted Team Response: • traffic growth rates were balanced Project Team concluded that the 2 % heavy trucks used • adjustments made for nearby road improvements in the Region’s traffic report are representative • adjustments made for main intersection volumes.
FHNC Issue 5 – Discrepancies Between FHNC Issue 6 – Validation of 7 % Auto Reduction FHNC and TSH Noise Reports Team Response • automated levels showed NSL 5 at 65 dBA • Master Plan targets a 7 % reduction of future total • TSH noise study modeled the same NSL at 61 -62 dBA. automobile trips by 2016. Recommended Project Improvements include Team Response • dedicated on-road cycling lanes • the measured results can be highly susceptible to • a multi-use trail external factors. • need to assess noise results over specified time periods • continuous sidewalk • difference of up to 6 dBA at NSL 5 between attended and automated noise levels. • Region is heavily investing in improved transit • Transit use has increased 24 % since 1999.
3 FHNC Issue 7 – Keats Way Traffic Volumes Should be Included in Noise Analysis FHNC Issue 8 – Overestimated Noise Wall Estimates Estimated wall cost of $1.6 to $2.0 million is overstated Team Response - Keats Way traffic volumes • much less than Fischer-Hallman Road volumes • would have negligible effect on 2013 modeled noise Team Response results. 2004 unit prices - $650.00/m for 2.4 m high wall • effect would be less than 1dBA. - $500.00/m for 1.8 m high wall
No effect on noise wall warrant Based on 2004 unit prices a 2.4 metre high noise attenuation wall is approximately $1,820,000.
FHNC Issue 9 – Volatility of STAMSON Results FHNC Issue 10 – Standard Deviation in the STAMSON Noise Model Team Response Team Response The PEIL study noted: • STAMSON does reasonably predict noise levels for determining noise wall warrants • The standard deviation for STAMSON is not known • STAMSON is a widely accepted industry model used across Ontario • STAMSON predictions within one dBA of actual sound levels FHNC study showed: • STAMSON under went very rigorous testing • FHNC results corroborated STAMSON results • the STAMSON predictions were lower than the attended and automated FHNC results.
4 FHNC Issue 11 – Request for Noise Walls FINAL RECOMMENDED ALTERNATIVE
Team Response • Widen the existing 2 lane road to a median divided 4 lane road (Alternative 3 - modified); 2013 modeled noise levels are below the 65 dBA noise • Construct dedicated on-road cycling lanes; wall warrants • Construct intersection improvements at Columbia Street; Recommended – Noise barriers not be constructed, in • Construct continuous multi-use trails/continuous accordance with Regional Policy. sidewalks; • Use of noise-reducing asphalt (if testing results are supportive); and • Enhanced landscaping along rear-lotted residential properties to provide a visual screen.
5
Report: E-04-074.1 REGION OF WATERLOO
TRANSPORTATION AND ENVIRONMENTAL SERVICES Design and Construction
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE: C-06-60, 5315
SUBJECT: FISCHER-HALLMAN ROAD IMPROVEMENTS, ERB STREET TO COLUMBIA STREET, CITY OF WATERLOO, FILING OF CLASS ENVIRONMENTAL ASSESSMENT STUDY
RECOMMENDATION: THAT the Regional Municipality of Waterloo take the following actions with respect to the Class Environmental Assessment for Fischer-Hallman Road Improvements from Erb Street to Columbia Street in the City of Waterloo: a) Approve the Recommended Design Alternative as described in Report E-04-074.1; and b) Direct staff to file the Notice of Completion for this Class Environmental As sessment Study by means of advertisements in local newspapers and mailings to adjacent property owners, tenants, and agencies, and place the Environmental Study Report on the public record for a period of 30 days.
SUMMARY:
Staff presented a Recommended Design Alternative for this project to Planning and Works Committee on June 15, 2004. At the June 15th Committee meeting, the Committee received a presentation by Regional staff and heard from four delegations with concerns relating to noise studies and traffic projections. At the June 15, 2004 Committee meeting, the delegations requested noise walls for this project, and also requested Committee to defer approval of this project to allow their neighbourhood group an opportunity to undertake an independent noise study. Planning and Works Committee agreed with this request.
On September 3, 2004 staff received a copy of the Fischer-Hallman Neighbourhood Committee (FHNC) sound study that was prepared by an independent consultant along with a cover letter prepared by the FHNC. The FHNC noise report includes both attended and automated actual sound level measurements taken at six locations along the length of Fischer-Hallman Road that is to be improved.
The Project Team met on October 1, 2004 to review and discuss the FHNC sound study and the group’s comments and questions raised in their cover letter. The attended noise measurements at the six locations ranged between 57 and 66 dBA and the automated monitoring ranged between 57 and 65 dBA. The actual noise measurement results are presented in Appendix ‘D’ of this report and a copy of the Fischer-Hallman Neighbourhood Committee (FHNC) letter is included in Appendix ‘E’. The FHNC sound study did not provide a comparison of the actual noise levels to predicted noise levels using the STAMSON noise prediction software, but did provide some general comments including a comment that the automated noise levels correlate extremely well with traffic volumes.
The Project Team has provided in Appendix E comprehensive responses to the comments and questions raised by the FHNC in their cover letter that accompanied their independent noise study. After thoroughly reviewing the FHNC independent noise study and the issues raised in the accompanying cover letter, the Project Team has confirmed that noise walls are not warranted for this project.
The Project Team is now recommending that Regional Council approve the recommended improvements on
Document Name: E-04-074.1 Page 1 of 7 Document No.: 124756-v1 November 2, 2004 Report: E-04-074.1 Fischer-Hallman Road from Erb Street to Columbia Street. These recommended improvements include: widening Fischer-Hallman Road to provide two (2) through lanes in each direction with a 5 metre centre median and curb and gutter; constructing a dedicated left turn lane to a proposed housing development south of Winchester Drive (on behalf of the developer); constructing a dedicated right-turn lane from northbound Fischer-Hallman Road to eastbound Columbia Street; constructing a dedicated right-turn lane from southbound Fischer-Hallman Road to westbound Columbia Street; constructing a dedicated right-turn lane from eastbound Columbia Street to southbound Fischer-Hallman Road; constructing dedicated on-road cycling lanes on each side of Fischer-Hallman Road from Erb Street to Columbia Street; constructing new sidewalk on the west side of Fischer-Hallman Road from Roxton Drive to Columbia Street; constructing a multi-use trail on the east side of Fischer-Hallman Road from north of Erb Street to Columbia Street; installing traffic signals on Fischer-Hallman Road at its intersection with Roxton Drive South/Craigleith Drive; replacing the existing culvert on Clair Creek; including standard illumination at all signalized intersections and maintaining existing street lights on the east of Fischer-Hallman Road; all of which have been developed as Alternative 3 (modified).
The recommended alternative, Alternative 3 (modified) includes a recommendation to implement, where feasible, enhanced plantings (as per the June 9, 2004 Regional Council amendment to the Noise Policies) in order to provide a visual screening of traffic for this project. In addition should the 2004 testing program for noise reducing asphalts demonstrate favourable outcomes for these “special mix” asphalt surfaces on urban arterial roads, the Project Team is also recommending that noise reducing asphalt be used for the placing of surface asphalt on this project in 2006.
The construction of improvements on Fischer-Hallman Road from Erb Street to Columbia Street is scheduled for 2005, with surface asphalt to be placed in 2006. The estimated total project cost is $5,175,000 of which the Region’s share is $4,985,000 and the City of Waterloo’s share is $190,000 (for new sidewalks and multi-use trail). The Region’s estimated share of $4,985,000 would be funded from the Roads Capital Levy Reserve Fund and the Development Charge Reserve Fund.
REPORT:
1. Background
The Region of Waterloo is undertaking a Class Environmental Assessment Study to consider road improvements on Fischer-Hallman Road from Erb Street to Columbia Street in the City of Waterloo. (Please refer to Appendix “A” for a Key Plan of the study area.) Report E-04-074 is appended as Appendix ‘B’ and contains details of the project background, design alternatives considered, evaluation criteria used to assess the design alternatives as well as a description of Recommended Design Alternative 3 (modified) and its benefits.
2. Public Consultation
2.1 June 19, 2003 Public Information Centre
Five (5) design alternatives were presented to the public at a Public Information Centre (PIC) on Thursday, June 19, 2003 at Centennial Public School, City of Waterloo. A description of the five (5) design alternatives along with a presentation of the main issues raised by the public are included in the attached Report E-04-074 in Appendix ‘B’.
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2.2 March 9, 2004 Public Input Meeting
A Public Input Meeting (PIM) was held on March 9, 2004. Approximately 100 people attended the PIM and eight (8) members of the public appeared as delegations. At this evening meeting of Planning and Works Committee, Design Alternative 3 was presented as the Project Team’s technically preferred solution.
Design Alternative 3 is comprised of the following improvements:
· widen the existing 2 lane road to a median divided 4 lane road; · construct dedicated on-road cycling lanes; · construct intersection improvements at Columbia Street; · construct continuous multi-use trails/continuous sidewalks; · use of noise-reducing asphalt (if testing results are supportive); and · enhanced landscaping along rear-lotted residential properties to provide a visual screen.
A number of issues were raised by the eight members of the public who spoke at the March 9, 2004 PIM. A description of these issues along with the Project Team’s responses is included in Report E-04-074 attached as Appendix B. Report E-04-074 was presented to Planning and Works Committee at its June 15, 2004 Committee Meeting.
2.3 June 15, 2004 Planning and Works Committee Meeting
At the June 15, 2004 meeting of Planning and Works Committee, staff recommended that Committee approve for this project a modified version of Alternative 3. In response to public input, this new design alternative (titled Alternative 3 – Modified) proposed a 5.0 metre wide centre median rather than the 6.0 metre wide median originally proposed in Alternative 3. All other elements of Alternative 3 remained unchanged from what was presented at the March 9, 2004 PIM.
At the June 15, 2004 Committee Meeting, it appeared that all issues previously raised by the public had been satisfactorily addressed with the exception of the noise issue. Four delegations addressed Committee on June 15, 2004, and all four felt that noise barriers should be constructed for this project. In addition, a number of the delegations raised questions about the noise modeling software (STAMSON) used by the Region to forecast current and future noise levels. The specifics of these questions related to:
· Current and projected traffic forecasts and traffic growth rates, and the impact traffic volumes have on modeled noise levels; and · The split between medium and heavy trucks for commercial traffic, and the impact this split has on modeled noise levels.
At the June 15, 2004 Committee meeting, the delegations requested Committee to defer approval of this project to allow their neighbourhood group an opportunity to undertake an independent noise study. Planning and Works Committee agreed with this request.
Other than the noise issue, the delegations were generally supportive of the roadway improvements presented in Alternative 3 – Modified.
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2.4 Receipt of Neighbourhood Group’s Independent Noise Study
On September 3, 2004 staff received a copy of the Fischer-Hallman Neighbourhood Committee (FHNC) sound study and a cover letter. The study included both attended and automated actual sound level measurements taken at six locations that were similar or close to the Noise Sensitive Locations (NSL’s) identified in the Region’s original STAMSON noise report. The results of the FHNC sound study are presented in Appendix D along with a copy of the FHNC letter (Appendix E) that accompanied the sound study.
The FHNC sound study did not provide a comparison of the FHNC actual noise levels to STAMSON predicted existing noise levels, but did provide some general comments including a statement that the automated noise levels correlate extremely well with traffic volumes, which should be expected.
In general, the FHNC sound study showed the attended noise measurements at the six NSL’s ranging between 57 and 66 dBA and the automated monitoring results ranging between 57 and 65 dBA. The Region’s original STAMSON noise report predicted existing noise levels ranging between 59 and 66 dBA for these same six NSL’s. The Project Team met on October 1, 2004 to review the FHNC sound study. The Project Team compared the actual noise levels as monitored in the FHNC study (as an average) to the existing noise levels predicted using the STAMSON model and presents the findings in chart form in Appendix D. The average of the seven (7) NSL’s from the Region’s STAMSON noise study is 61.7 dBA, the average of the six (6) NSL’s using the actual attended monitoring results from the FHNC study is 60.4 dBA and the average of the six (6) NSL’s using the actual automated monitoring results from the FHNC study is 61.1 dBA. Since the average of the FHNC attended monitoring results (60.4 dBA) and the average of the FHNC automated monitoring results (61.1 dBA), are very close to (in fact slightly lower than) the predicted noise levels of the Region’s STAMSON noise study (61.7 dBA), the Project Team felt in general that the FHNC noise study corroborated the findings of the Region’s STAMSON noise study. As a result, the Project Team confirmed its previous assessment that noise walls are not warranted for this project.
The FHNC sound study did show two automated NSL’s that were monitored at 65 dBA and one attended NSL that was monitored at 66 dBA. The Project Team did not consider the FHNC results for these two NSL’s to be representative or comparable to the STAMSON predicted results at these two NSL’s because the FHNC readings were taken either during an afternoon peak hour only or over a 13-15 hour period only. Since the STAMSON noise prediction software is based on average results over a full 16 hour period (assuming 90 % of the total daily traffic volume occurs during these 16 hours), the FHNC results at these two NSL’s are not an “apples to apples” comparison with STAMSON predicted results for the same two NSL’s.
2.5 Project Team Response to Issues Raised in the FHNC Letter
The Project Team has provided a response to each of the issues raised in the FHNC letter dated August 31, 2004. Additional STAMSON modeling was done to provide a response where required. Please refer to Appendix F for the Project Team response to each issue raised by the FHNC.
3. Recommended Alternative
Subsequent to the June 15, 2004 Planning and Works Committee meeting, Regional Transportation Planning staff further reviewed the need to construct the proposed dedicated right-turn lane from southbound Fischer-Hallman Road to westbound Erb Street and the need for the proposed double left-turning lanes on northbound Fischer-Hallman Road at Erb Street. As a result of this review, staff now recommend leaving the current single left turn in place and not constructing the dedicated right-turn lane at this time. Operational concerns with the existing lane configuration are not expected until beyond 2012, and retaining the existing lane configuration will also allow an opportunity to monitor the impact that Ira Needles Boulevard will have on traffic patterns in this area of Waterloo.
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There has been recent discussion with the City of Waterloo regarding a proposed Multi-Use Trail along Fischer-Hallman Road. The current City preference is to have a continuous 3.0 metre wide Multi-Use Trail on the east side of Fischer-Hallman Road from Erb Street to Columbia Street. This Multi-Use Trail can be accommodated within the Fischer-Hallman Road right-of-way but will require removal of some sections of existing sidewalk or the widening of existing sections of sidewalk. The City has agreed to this extra cost and a Multi Use Trail is therefore proposed for this project.
Also subsequent to the June 15, 2004 Committee meeting, the Project Team decided to add illumination to the west side of a widened Fischer-Hallman Road as part of this project to meet current standards. At present illumination only exists along the easterly side of the two-lane roadway.
Based on all technical considerations and public feedback for this project, the Project Team is now recommending that Regional Council approve the following improvements on Fischer-Hallman Road described as Alternative 3 – Modified.
• widening of Fischer-Hallman Road within the study limits to provide two (2) additional through lanes, one in each direction resulting in a divided four-lane road with a 5 metre wide centre median;
• constructing on-road cycling lanes in each direction;
• reconstructing the existing roadway (future northbound lanes) with curb and gutter and eliminate existing roadside ditches;
• constructing dedicated left-turn lanes on Fischer-Hallman Road at its intersections with Winchester Drive, Keats Way, Roxton Drive South/Craigleith Drive, Roxton Drive (north leg), and Beechlawn Drive;
• constructing a dedicated right-turn lane from northbound Fischer-Hallman Road to eastbound Columbia Street; a dedicated right-turn lane from southbound Fischer-Hallman Road to westbound Columbia Street and a dedicated right-turn lane from eastbound Columbia Street to southbound Fischer-Hallman Road;
• constructing new sidewalk on the west side of Fischer-Hallman Road from Roxton Drive to Columbia Street; and a multi-use trail on the east side of Fischer-Hallman Road from Erb Street to Columbia Street;
• installation of new traffic signals at the intersection of Fischer-Hallman Road and Roxton Drive South/Craigleith Drive;
• installation of illumination at all signalized intersections and maintaining existing illumination on the east side of Fischer-Hallman Road;
• enhanced landscaping (where feasible) in the boulevard areas, including the planting of trees and shrubs along existing residential sections to provide an improved visual screening; and
• use of “noise attenuating” asphalt as the surface asphalt on this section of Fischer-Hallman Road in 2006 should the 2004/05 testing program for noise attenuating asphalts demonstrate favourable outcomes for these “special mix” asphalt surfaces on urban arterial roads.
4. Project Cost Estimate
The total estimated project cost for the proposed improvements on Fischer-Hallman Road based on the Recommended Design Alternative is $5,175,000 of which the Region’s share is $4,985,000 and the City of Waterloo’s share is $190,000 (for new sidewalks and the multi use trail). The Region’s estimated share of
Document Name: E-04-074.1 Page 5 of 7 Document No.: 124756-v1 November 2, 2004 Report: E-04-074.1 $4,985,000 will be funded from the Roads Capital Levy Reserve Fund and the Development Charge Reserve Fund.
5. Next Steps
Subject to Regional Council approval of the Recommended Design Alternative on October 13, 2004, a Notice of Completion will be filed for this project by means of mail outs and advertised notices, and the Environmental Study Report, which will document the entire planning and decision-making process, will be placed on the public record for a mandatory period of 30 days. During this 30 day filing period, any party may object to the Recommended Design Alternative by requesting that the Ministry of the Environment grant a Part II Order requiring that the project be subject to a full environmental assessment.
A request for a more detailed environmental assessment (EA) must be made in writing to the Minister of the Environment with a copy to the Region’s Commissioner of Transportation and Environmental Services. When the 30-day public filing period is complete and if no requests for a more detailed EA are received by the Minister within that 30 days, the Recommended Design Alternative will be considered approved for implementation.
The tentative scheduling milestones for this project are as follows:
Commencement of Class EA Filing Period: November, 2004 Expiration of Class EA Filing Period: December, 2004 Tender Period: Feb/March 2005 Start of Construction: April, 2005 Construction Completion (excluding surface asphalt): November, 2005
CORPORATE STRATEGIC PLAN:
This project is in harmony with the Strategic Focus Area 4 of the Corporate Strategic Plan, which is to Ensure a High Quality Regional Transportation System by Improving the Regional Roads Network and to Encourage a Modal Shift to Non-Automobile Forms of Transportation.
FINANCIAL IMPLICATIONS:
The 2004 Transportation Capital Program and Ten Year Forecast includes $200,000 funding in 2004 to complete the preliminary design and environmental assessment work, detailed design and utility relocations required for this project. The approved 2004 Transportation Capital Program and Ten Year Forecast includes funding of $4,940,000 in 2004, 2005 and 2006 for the identified improvements on Fischer-Hallman Road between Erb Street and Columbia Street. This amount shall have to be increased by $45,000 for a total of $4,985,000 to account for the current estimated cost of the project, which includes enhanced landscaping and the estimated premium for “noise attenuating” surface asphalt. This revised budget estimate will be included in the DRAFT 2005 Transportation Capital Program and Ten Year Forecast for Council’s 2005 budget deliberations. The project will be funded from the Roads Capital Levy and the Development Charge Reserve Funds.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Transportation Planning Division of the Planning, Housing and Community Services Department has been consulted in the preparation of this report.
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ATTACHMENTS: Appendix A - Key Plan Appendix B - Report E-04-074, dated June 15, 2004 Appendix C - June 15, 2004 Planning and Works Committee Meeting Minutes Appendix D - Project Team’s review of the Sound Study dated August 31, 2004 submitted by the Fischer-Hallman Road Neighbourhood Committee Appendix E - Fischer-Hallman Road Neighbourhood Committee letter dated September 3, 2004 Appendix F - Project Team’s Response to the Issues Raised by the Fischer- Hallman Road Neighbourhood Committee in their Letter dated September 3, 2004
PREPARED BY: Chris Thompson, Project Manager
APPROVED BY: Bill Brodribb, Director, Design and Construction
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APPENDIX A Report: E-04-074.1
Report: E-04-074 REGION OF WATERLOO
TRANSPORTATION AND ENVIRONMENTAL SERVICES Design and Construction
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: June 15, 2004 FILE CODE: C-06-60, 5315
SUBJECT: FISCHER-HALLMAN ROAD IMPROVEMENTS, ERB STREET TO COLUMBIA STREET, CITY OF WATERLOO, FILING OF CLASS ENVIRONMENTAL ASSESSMENT STUDY
RECOMMENDATION: THAT the Regional Municipality of Waterloo take the following actions with respect to the Class Environmental Assessment for Fischer-Hallman Road Improvements from Erb Street to Columbia Street in the City of Waterloo: a) Approve the plans described as Alternative 3 (modified) in Report E-04-074; and b) 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, tenants, and agencies, and place the Environmental Study Report on the public record for a period of 30 days.
SUMMARY:
The Region of Waterloo is undertaking a Class Environmental Assessment Study to consider road improvements on Fischer-Hallman Road from Erb Street to Columbia Street in the City of Waterloo. (Please refer to Appendix “A” for a Key Plan of the study area.)
The Region’s Transportation Master Plan (1999) identifies the need for additional traffic capacity through the northwest area of Waterloo to accommodate projected increases in traffic volumes in this location. Existing traffic volumes on Fischer-Hallman Road (between Erb Street and Columbia Street) are currently at or above theoretical capacity. Funds for widening this section of Fischer Hallman Road are budgeted in year 2005 of the Region’s 2004 Transportation Capital Program and 10 Year Forecast. Fischer-Hallman Road from Erb Street to Columbia Street is also identified in the Region’s Cycling Master Plan Update as being a candidate for on-road cycling lanes. Accordingly, the funds budgeted in 2005 also include an estimated amount for the construction of on-road cycling lanes as part of the improvements.
A Project Team consisting of staff from the consulting firm Totten Sims Hubicki Associates, staff from the Region and the City of Waterloo, former City of Waterloo Councillor Scott Jones, current City of Waterloo Councillor Jan d’Ailly and Regional Councillor Jane Mitchell has been established to direct the study. The Project Team developed five (5) design alternatives for the proposed improvements and identified a preferred design alternative. All five (5) design alternatives were presented to the public at a Public Information Centre held on Thursday June 19, 2003 and comments received from the public are addressed under Section 2.1 of this report and shall form part of the Environmental Study Report. A Public Input Meeting was held in the Regional Council Chamber at 7:00 p.m. on March 9, 2004 to provide the public with a further opportunity to voice their comments on this project, and comments received from the public at this meeting are also addressed under Section 2.2 of this report.
The Project Team is now recommending that Regional Council approve the proposed improvements on Fischer-
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November 2, 2004 Report: E-04-074 Hallman Road from Erb Street to Columbia Street. These recommended improvements include: widening Fischer- Hallman Road to provide two (2) through lanes in each direction with a 5 metre centre median and curb and gutter; constructing a dedicated left turn lane to a proposed housing development south of Winchester Drive (on behalf of the developer); constructing double left-turn lanes on northbound Fischer-Hallman Road at Erb Street subject to further review during detailed design; constructing a dedicated right-turn lane from northbound Fischer- Hallman Road to eastbound Columbia Street; constructing a dedicated right-turn lane from southbound Fischer- Hallman Road to westbound Columbia Street; constructing a dedicated right-turn lane from eastbound Columbia Street to southbound Fischer-Hallman Road; constructing a dedicated right-turn lane from southbound Fischer- Hallman Road to westbound Erb Street; constructing dedicated on-road cycling lanes on each side of Fischer- Hallman Road from Erb Street to Columbia Street; constructing new sidewalk on the west side of Fischer-Hallman Road from Roxton Drive to Columbia Street; constructing new sidewalk and/or a multi-use trail on the east side of Fischer-Hallman Road from north of Erb Street to Beechlawn Drive; installing traffic signals on Fischer- Hallman Road at its intersection with Roxton Drive South/Craigleith Drive; replacing the existing culvert on Clair Creek; all of which have been developed as Alternative 3 (modified) described in this report. Alternative 3 (modified) differs from the originally proposed Alternative 3 in that the median width is now reduced from 6m to 5m. Please refer to Appendix “G” for a Cross-Section of Alternative 3 (modified).
The recommended alternative, Alternative 3 (modified) includes a recommendation to implement, where feasible, enhanced plantings (as per the June 9, 2004 Regional Council amendment to the Noise Policies) in order to provide a visual screening of traffic for this project. In addition should the 2004 testing program for noise reducing asphalts demonstrate favourable outcomes for these “special mix” asphalt surfaces on urban arterial roads, the Project Team is also recommending that noise reducing asphalt be used for the placing of surface asphalt on this project in 2006.
The construction of improvements on Fischer-Hallman Road from Erb Street to Columbia Street is scheduled for 2005, with surface asphalt to be placed in 2006. The estimated total project cost is $5,020,000 of which the Region’s share is $4,880,000 and the City of Waterloo’s share is $140,000 (for new sidewalks and multi- use trail). The Region’s estimated share of $4,880,000 would be funded from the Roads Capital Levy Reserve Fund and the Development Charge Reserve Fund.
REPORT:
1. Background
1.1 Introduction
The Region’s Transportation Master Plan (1999) identified the need for additional traffic capacity through the northwest area of Waterloo to accommodate increases in traffic volumes in this location. Existing traffic volumes on Fischer-Hallman Road are currently at or above theoretical capacity for a two-lane roadway. Fischer-Hallman Road is also identified in the Region’s Cycling Master Plan Update as being a candidate for dedicated on-road cycling lanes. (Please refer to Appendix “A” for a Key Plan of the study area.)
A Project Team was established to undertake a Class Environmental Assessment (Class EA) Study in accordance with Schedule “C” of the Municipal Class Environmental Assessment process. The Project Team consists of staff from the Region of Waterloo and the City of Waterloo, former City of Waterloo Councillor Scott Jones, current City of Waterloo Councillor Jan d’Ailly, Regional Councillor Jane Mitchell and the consulting firm of Totten Sims Hubicki Associates.
2. Public Consultation
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2.1 June 19, 2003 Public Information Centre
Five (5) design alternatives were presented to the public at a Public Information Centre (PIC) on Thursday, June 19, 2003 from 5:00 p.m. to 8:00 p.m. at Centennial Public School, 141 Amos Avenue, City of Waterloo. Notices were placed in the local papers advertising the PIC. Signboards were erected on Fischer-Hallman Road at the project limits in advance of the PIC and 330 notices were mailed to area residents, property owners, businesses, agencies and interest groups. In addition approximately 300 notice letters were also hand-delivered prior to the PIC.
The alternatives presented at the PIC included:
Alternative 1 - No Centre Median
This alternative provides sufficient capacity for future traffic. Under this alternative, there would be no median between opposing traffic, which reduces motorist safety. This alternative would not provide for a pedestrian refuge area and would require a shift in the alignment (hour glass effect) at each left turn lane location. This alternative would allow for wider boulevard areas.
Alternative 2 - 1.75 Metre Wide Centre Median
This alternative provides sufficient capacity for future traffic. Under this alternative, a 1.75 metre wide concrete centre median would provide a physical separation between opposing traffic, enhancing motorist safety. This alternative would provide only marginal pedestrian refuge area and would require a shift in the alignment (hour glass effect) at each left turn lane location. This alternative would allow for wider boulevard areas.
Alternative 3 - 6.00 Metre Wide Centre Median
This alternative provides sufficient capacity for future traffic. Under this alternative, a 6.0 metre centre median would provide greater physical separation between opposing traffic, enhancing motorist safety. This alternative would provide a suitable pedestrian refuge area and would not require a shift in the alignment (hour glass) at each left turn location. This alternative would allow grassed landscaping to occur within the median and would allow for sufficient boulevard widths.
Alternative 4 - 10.00 Metre Wide Centre Median
This alternative provides sufficient capacity for future traffic. Under this alternative, a centre median would provide still greater physical separation between opposing traffic, enhancing motorist safety. This alternative would provide a large pedestrian refuge area and would not require a shift in the alignment (hour glass) at each left turn location; however increased signal green time at signalized intersections would be required for pedestrians. This alternative would allow grassed landscaping to occur within the median and would decrease boulevard widths.
Alternative 5 - Do Nothing; Reconstruct the Road in its Current Configuration.
This alternative does not provide any additional capacity for traffic and would result in further congestion and delays. It also does not allow enhanced pedestrian or cycling facilities.
Please refer to Appendix “B” for the evaluation table that was presented at the PIC along with the ranking of the design alternatives.
The PIC was structured as a “walk around/review the plans/ask questions” format. A 19 page information package explaining the purpose, process, need and justification, and alternatives developed as part of the
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November 2, 2004 Report: E-04-074 study was provided to all those that attended.
Approximately 100 people attended the PIC with seventy six (76) people signing the attendance register. Sixty (60) comment sheets were received in addition to a number of emails, letters and facsimiles. Of the five alternative design solutions presented at the PIC, most of the public (44 %) indicated a preference for Alternative 3, 6.00 Metre Wide Centre Median. Appendix ‘C’ provides a summary outlining the level of public support for each of the five (5) design alternatives.
The main issues raised by the public were as follows:
• Concern with existing and projected noise levels and requests for Noise Barriers;
• Both support and opposition for new signals at Fischer-Hallman Road and Roxton Drive South/Craigleith Drive;
• Concern with future vehicle speeds and future increased vehicular traffic ; and
• Concern with access restrictions to existing and proposed developments.
Appendix “D” provides the Project Team’s response to these main issues raised by the public at the June 19, 2003 PIC.
Others issues raised by the public related to requests for street lighting, requests for landscaping and maintenance along the roadway, both support and opposition for new sidewalks and/or multi-use trail, and one resident expressed an interest in the environmental issues related to the replacement and extension of the Clair Creek culvert.
2.2 March 9, 2004 Public Input Meeting
A Public Input Meeting (PIM) was held in the Regional Council Chamber on March 9, 2004 at 7:00 p.m. Alternative 3 (6.0 metre wide centre median), described in Section 3.0 of this report was presented to the public as the Project Team’s technically preferred alternative. Approximately 100 people attended the PIM. Eight (8) members of the public appeared as delegations. Please refer to Appendix “E” for the recorded minutes of the March 9, 2004 Public Input Meeting.
The main issues raised by the public were:
• Support for traffic signals at the intersection of Fischer-Hallman Road and Roxton Drive/Craigleith Drive; • Concerns with traffic noise; • Concern with the proposed 6 metre width of the centre median; • Request for reduced speed limit; • Request for either traffic signals or pedestrian signals at Winchester Drive; and • Concern with need for the project.
Please refer to Appendix “F” for the Project Team’s response to these issues raised by the public.
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November 2, 2004 Report: E-04-074
3. Recommended Alternative
Based on a review of the technical information gathered for this project as well as a thorough review of all public comments received at the June 19, 2003 Public Information Centre and at the March 9, 2004 Public Input Meeting, the Project Team is recommending that the proposed improvements developed as Alternative 3 - modified (with a 5.0 metre wide Centre Median rather than the original 6.0 Metre wide Centre Median) be approved by Regional Council. A cross section of Alternative 3 (modified) is included in Appendix “G”.
Landscaping as a Visual Screen
On June 9th, 2004 Regional Council approved a resolution to amend Part B “Existing Development Impacted By Proposed Regional Road Undertakings” of the Implementation Guidelines for Noise Policies, dated July 1999. The amendment allows for enhanced plantings on the Regional road allowance to provide a visual screening along residential areas that do not warrant the installation of a noise barrier. The plantings would consist of trees and shrubs planted along the edge of the road allowance. The plantings would have little or no reduction to noise levels but would provide an improved visual screening of the vehicular traffic.
Most of the existing backlotted residential properties have fencing and/or plantings near the road allowance. This project has approximately 2400 metres of residential development that would be eligible for the enhanced plantings. There are lengthy sections where the existing sidewalk, that is intended to remain, is within one metre of the property line (from south of Winchester Drive to Keats Way and from Keats Way to the Hydro Sub-station on the west side and from Beechlawn Drive to Columbia Street on the east side). In these locations, individual tree planting could occur between the sidewalk and the travelled lanes and could be done so that personnel security was not an issue.
The cost of enhanced planting for this section of Fischer-Hallman Road would be approximately $180,000 based on the 2400 metre length. The Project Team is recommending that enhanced plantings (as per the June 9, 2004 Regional Council amendment to the Noise Policies) be implemented, where feasible, as part of Alternative 3 (modified.)
Non-Barrier Options for Noise Attenuation
The Region is participating with the University of Waterloo in a program this summer to conduct field and laboratory testing of noise reducing asphalts to evaluate their applicability for possible use on future Regional road projects.
The testing program includes utilizing rubberized asphalt cement in the surface asphalt layer at one of the Region’s 2004 rural resurfacing locations. As part of this testing program, the Region will be conducting field tests of these alternative surface mixes to measure their noise reducing characteristics. The Region will also be performing laboratory materials testing of the mixes to ensure that other pavement performance characteristics are not compromised. These alternative asphalt surfaces mixes are expected to cost more than conventional asphalt mixes; and so Regional staff will also be obtaining costing information for these new materials. Upon completion of this study, Regional staff plan to prepare a report to Planning and Works Committee in early 2005 presenting the results of the field tests, laboratory tests and cost analysis.
Should this testing program demonstrate favourable outcomes for using noise reducing asphalt surfaces on urban arterial roads, the Project Team is recommending that noise reducing asphalt be used for the placing of surface asphalt on this section of Fischer-Hallman Road in 2006.
Improvements with Alternative 3 (modified)
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To summarize, Alternative 3 (modified) includes the following improvements:
• widening of Fischer-Hallman Road within the study limits to provide two (2) additional through lanes, one in each direction resulting in a four-lane road;
• constructing on-road cycling lanes in each direction;
• reconstruct the existing roadway (future northbound lanes) with curb and gutter and eliminate existing roadside ditches;
• constructing dedicated left-turn lanes on Fischer-Hallman Road at its intersections with Winchester Drive, Keats Way, Roxton Drive South/Craigleith Drive, Roxton Drive (north leg), and Beechlawn Drive;
• constructing dual-left turn lanes on northbound Fischer-Hallman Road at the intersection of Erb Street subject to further review during detailed design;
• constructing a dedicated right-turn lane from northbound Fischer-Hallman Road to eastbound Columbia Street; a dedicated right-turn lane from southbound Fischer-Hallman Road to westbound Columbia Street and a dedicated right-turn lane from eastbound Columbia Street to southbound Fischer-Hallman Road;
• constructing a dedicated right-turn lane from southbound Fischer-Hallman Road to westbound Erb Street;
• constructing new sidewalk on the west side of Fischer-Hallman Road from Roxton Drive to Columbia Street; and new sidewalk on the east side of Fischer-Hallman Road from Beechlawn Drive to Craigleith Drive and a multi-use trail on the east side of Fischer-Hallman Road from Erb Street to Craigleith Drive;
• installation of new traffic signals at the intersection of Fischer-Hallman Road and Roxton Drive South/Craigleith Drive;
• enhanced landscaping (where feasible) in the boulevard areas, including the planting of trees and shrubs along existing residential sections to provide an improved visual screening; and
• use of “noise attenuating” asphalt as the surface asphalt on this section of Fischer-Hallman Road in 2006 should the 2004 testing program for noise attenuating asphalts demonstrate favourable outcomes for these “special mix” asphalt surfaces on urban arterial roads.
Benefits of Alternative 3 (modified)
Alternative 3 (modified) includes the following benefits:
• widening the road to four lanes, two through lanes in each direction, provides additional roadway capacity to accommodate the existing and projected traffic volumes;
• construction of 1.50 metre wide on-road dedicated cycling lanes will provide a safer route for cyclists and provide a valuable north-south cycling link in northwest Waterloo and also provide a link to the existing cycling lanes on Keats Way and Columbia Street;
Document Name: E-04-074 Page 6 of 8 Document No.: 95049-v1
November 2, 2004 Report: E-04-074
• provision for continuous sidewalk and/or multi-use trail on both sides of the roadway between Erb Street and Columbia Street will better accommodate pedestrians;
• the existing two (2) lane roadway can be partially salvaged and incorporated into the four (4) lane cross section with curb and gutter, eliminating the existing roadside ditches and providing an urban cross section;
• the proposed 5.0 metre wide median provides a physical separation between opposing traffic, enhancing motorist safety. This alternative will also provide a suitable pedestrian refuge area and avoid the need to shift alignment (hour glass) at each left turn lane;
• the proposed 5 metre wide median will provide a landscaping opportunity in the boulevards, which will incorporate an enhanced landscaping plan to provide visual screening along residential properties;
• the proposed 5 metre median will allow for a centre “skylight” on the Clair Creek culvert to assist wildlife passage; and
• use of “noise attenuating” asphalt (if proved feasible) as the surface asphalt on this section of Fischer- Hallman Road in 2006. This would be helpful in addressing residents’ noise concerns.
4. Project Cost Estimate
The total estimated project cost for the proposed improvements on Fischer-Hallman Road based on Alternative 3 (modified) is $5,020,000 of which the Region’s share is $4,880,000 and the City of Waterloo’s share is $140,000 (for new sidewalks and the multi use trail). The Region’s estimated share of $4,880,000 will be funded from the Roads Capital Levy Reserve Fund and the Development Charge Reserve Fund.
5. Next Steps
Subject to Regional Council approval of the Recommended Design Alternative on June 23, 2004, a Notice of Completion will be filed for this project by means of mail outs and advertised notices, and the Environmental Study Report, which will document the entire planning and decision-making process, will be placed on the public record for a mandatory period of 30 days. During this 30 day filing period, any party may object to the Recommended Design Alternative by requesting that the Ministry of the Environment grant a Part II Order requiring that the project be subject to a full environmental assessment. A request for a more detailed environmental assessment must be made in writing to the Minister of the Environment with a copy to the Region’s Commissioner of Transportation and Environmental Services. When the 30-day public filing period is complete and if no requests for a more detailed EA are received by the Minister within that 30 days, the Recommended Design Alternative will be considered approved for implementation.
The tentative scheduling milestones for this project are as follows:
Commencement of EA Filing Period: June, 2004 Expiration of EA Filing Period: July, 2004 Tender Period: Feb/March 2005 Start of Construction: April, 2005
Document Name: E-04-074 Page 7 of 8 Document No.: 95049-v1
November 2, 2004 Report: E-04-074 Construction Completion (excluding surface asphalt): November, 2005
CORPORATE STRATEGIC PLAN:
This project is in harmony with the Strategic Directions of the Corporate Strategic Plan to ensure that roadway infrastructure necessary to support area economic objectives is in place.
FINANCIAL IMPLICATIONS:
The 2004 Transportation Capital Program and Ten Year Forecast includes $200,000 funding in 2004 to complete the preliminary design and environmental assessment work, detailed design and utility relocations required for this project. The approved 2004 Transportation Capital Program and Ten Year Forecast includes funding of $4,640,000 in 2004, 2005 and 2006 for the identified improvements on Fischer-Hallman Road between Erb Street and Columbia Street. This amount shall have to be increased by $240,000 to account for the estimated additional cost of the enhanced landscaping ($180,000) and the estimated premium for “noise attenuating” surface asphalt ($60,000) as part of the 2005 budget deliberations. The project will be funded from the Roads Capital Levy and the Development Charge Reserve Funds.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Transportation Planning Division of the Planning, Housing and Community Services Department has been consulted in the preparation of this report.
ATTACHMENTS: Appendix A - Key Plan Appendix B - Evaluation of Design Alternatives Appendix C - Design Alternative Preferences from the Public Information Centre Appendix D - Main Issues Raised at the June 19, 2003 Public Information Centre and Responses from the Project Team Appendix E -Minutes of the March 9, 2004 Public Input Meeting Appendix F - Main Issues Raised at the March 9, 2004 Public Input Meeting and Responses from the Project Team Appendix G - Alternative 3 (modified)
PREPARED BY: Chris Thompson, Project Manager
APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services
Document Name: E-04-074 Page 8 of 8 Document No.: 95049-v1
APPENDIX A Report: E-04-074
APPENDIX “B” Report: E-04-074 EVALUATION OF DESIGN ALTERNATIVES
Criteria Alternative 1 Alternative 2 Alternative 3 (modified) Alternative 4 Alternative 5 Group/Criterion 4 Lanes 4 Lanes 4 Lanes 4 Lanes Reconstruct the Road No Centre Median 1.75 Metre Wide 5.0 Metre Wide 10.0 Metre Wide in the Current Centre Median Centre Median Centre Median Configuration Poor Fair Good Good Poor · Provides sufficient · Provides sufficient · Provides sufficient · Provides sufficient · Does not provide Transportation capacity for future traffic capacity for future traffic capacity for future traffic capacity for future adequate capacity and emergency services and emergency services and emergency services traffic and emergency for traffic and response response response services response emergency · Does meet Regional · Does meet Regional · Does meet Regional · Does meet Regional response resulting desired plan for cycling desired plan for cycling desired plan for cycling desired plan for in unacceptable lanes lanes lanes cycling lanes congestion and · No physical separation · Centre Median provides · Centre Median provides · Centre Median delays between opposing traffic physical separation greater physical provides even greater · Does not enhance reduces motorist safety between opposing traffic separation between physical separation pedestrian, cycling · No pedestrian refuge enhancing motorist opposing traffic between opposing or transit facilities area safety enhancing motorist traffic enhancing · Removal of existing bus · Marginal pedestrian safety motorist safety pull-offs will enhance refuge area · Provides adequate · Provides adequate transit service · Marginal increase in pedestrian refuge area pedestrian refuge · New sidewalks will pedestrian crossing · Increases pedestrian area better accommodate distances crossing distances · Increases pedestrian pedestrians · Removal of existing bus · Removal of existing bus crossing distances pull-offs will enhance pull-offs will enhance · Removal of existing transit service transit service bus pull-offs will · New sidewalks will · New sidewalks will enhance transit better accommodate better accommodate service pedestrians pedestrians · New sidewalks will · Requires pavement better accommodate “flaring” at each left turn pedestrians location
B-2 Report: E-04-074 EVALUATION OF DESIGN ALTERNATIVES Criteria Alternative 1 Alternative 2 Alternative 3 (modified) Alternative 4 Alternative 5 Group/Criterion 4 Lanes 4 Lanes 4 Lanes 4 Lanes Reconstruct the Road No Centre Median 1.75 Metre Wide 5.0 Metre Wide 10.0 Metre Wide in the Current Centre Median Centre Median Centre Median Configuration Good Good Good Good Poor · Marginal increase in · Marginal increase in · Marginal increase in · Marginal increase in · No change to Social noise levels noise levels noise levels noise levels present Environment · Large boulevards provide · Large boulevards provide · Sufficient boulevard · Minimal boulevard environment greater separation greater separation width provides adequate width to provide between vehicles and between vehicles and separation between separation between pedestrians pedestrians vehicles and pedestrians vehicles and · Provides greater · Provides landscaping · Provides landscaping pedestrians landscaping opportunities within the opportunities in the · Provides landscaping opportunities within the boulevard area boulevard and centre opportunities in the boulevard area · No on-street parking median areas boulevard and centre · No on-street parking · No on-street parking median areas · No on-street parking Acceptable Acceptable Fair Fair Fair · Generates additional · Generates additional · Generates additional · Generates additional · No change to Natural surface runoff surface runoff surface runoff surface runoff present Environment · Extension of Clair Creek · Extension of Clair Creek · Extension of Clair Creek · Extension of Clair environment Culvert Required Culvert Required Culvert Required with Creek Culvert · Traffic congestion · Provides greatest · Provides good amount of room for a skylight for Required with room results in more air amount of boulevard boulevard green space wildlife passage for a skylight for pollution and higher green space with no with no centre median · Provides adequate wildlife passage levels of noise due centre median green green space boulevard green space · Minimal boulevard to stopping and space and 3 metres of centre green space and 10 starting median green space metres of centre median green space Good Fair Fair Acceptable Acceptable · Lower capital · Middle range capital · Middle range capital · Highest capital · Lowest capital Economic ($4,620,000) and ($4,730,000) and ($4880,000) and ($5,140,000) and ($1,900,000) cost Environment maintenance cost maintenance costs maintenance costs maintenance costs · Does not · Contributes to economic · Contributes to economic · Contributes to economic · Contributes to contribute to prosperity of Region prosperity of Region prosperity of Region economic prosperity economic of Region prosperity of Region Overall Poor to Good Acceptable to Fair Fair to Good Acceptable to Good Poor to Fair Evaluation (Technically preferred)
Rank 3 4 1 2 5
APPENDIX C Report: E-04-074
Design Alternatives Preferences from the Comments Received at the June 19, 2003 PIC
Of the seventy six (76) replies received, the preferences for each design alternative are shown below. A number of respondents indicated two preferences.
Summary of the Public’s Preferred Design Alternative
Alternative 1 – No Median or 1 metre painted median 16 or 26 %
Alternative 2 – 1.75m Median 5 or 8 %
Alternative 3 – 6.0m Median (Technically Preferred Alternative) 27 or 44 % Changed to5.0 m Median Alternative 4 – 10.0m Median 3 or 5 %
Alternative 5 – Do Nothing 10 or 17 %
Total Replies indicating a preference 61
No Preference Indicated 18
One letter was submitted as a form of petition which represented 31 property owners. The petition letter indicated that the 31 owners preferred the “Do Nothing” alternative if noise barriers were not being installed. Fifteen (15) of the 31 owners represented in the petition have also submitted individual comments indicating a preference, and that preference in included in the totals above.
APPENDIX D Report: E-04-074
MAIN ISSUES RAISED BY THE PUBLIC AT THE JUNE 19, 2003 PUBLIC INFORMATION CENTRE AND RESPONSES FROM THE PROJECT TEAM
1.0 Request for Noise Barriers
Public Comments
Of the seventy six (76) comment sheets, letters (including one letter representing 31 properties) and emails received fifty (50) expressed concerns that existing noise levels are too high and future noise levels will be even higher. The one letter representing 31 properties indicated a preference for Alternative 5, “Do Nothing” if the noise issue was not addressed. Of the fifty, forty five (45) expressed a desire for noise barriers to be installed in conjunction with the road improvements and five (5) indicated a preference for no noise barriers. Of the 76 replies, six (6) expressed concern that increased traffic and noise would adversely affect property values.
Project Team Response
The Region retained the engineering firm of Totten Sims Hubicki Associates in January 2003 to complete a Municipal Class Environmental Assessment that included conducting a Noise Study for the proposed Fischer-Hallman Road improvements. The Noise Study was prepared by Totten Sims Hubicki Associates utilizing the applicable software and was peer-reviewed by a regional pre-qualified Noise Consultant and reviewed by Regional staff.
Seven (7) Noise Sensitive Locations (NSL) were selected from existing residential properties abutting Fischer Hallman Road for evaluation in the Noise Study to provide a range of noise modeling within different segments of the study area. The seven properties were chosen based on their close proximity to Fischer-Hallman Road in order to ensure that the potential “worst- case” noise impacts were assessed. Utilizing the Ministry of the Environment’s STAMSON computerized model, existing noise levels and projected noise levels in ten (10) years time for the daytime (7:00 a.m. to 11:00 p.m.) period were calculated for the outdoor living area of each selected property. The projected 10-year noise levels were calculated using the 60 km/hr posted speed limit and projected traffic volumes. The results of the noise study predictions are as follows:
Un-attenuated Day-time Noise Levels Noise 2003 2013 Change in Sensitive dBA Location Calculated Outdoor Exceeds Calculated Outdoor Exceeds 2003 (NSL) Outdoor Road Noise Level Outdoor Outdoor Road Noise Level Outdoor Noise to Noise Level Limit Noise Noise Level Limit Objective By 2013 (dBA) (dBA) Objective By (dBA) (dBA) (dBA) (dBA) 1 62 65 N/A 62 65 N/A 0 2 66 65 1 65 65 N/A - 1 3 61 65 N/A 63 65 N/A 2 4 60 65 N/A 61 65 N/A 1 5 62 65 N/A 62 65 N/A 0 6 59 65 N/A 61 65 N/A 2 7 62 65 N/A 62 65 N/A 0
D-2 Report: E-04-074
Summary of Noise Sensitive Locations Projected Noise Levels (2013) Current Noise Levels (2003) In 10 Years with 4 lanes of traffic at the Seven Noise Sensitive Locations at the Seven Noise Sensitive Locations
59 dBA to 66 dBA 61 dBA to 65 dBA (average of 61.7 dBA) (average of 62.1 dBA)
As noted, the average increase in modeled noise levels from current conditions (2003) to projected noise levels (2013) is 0.4 dBA. The predicted 10-year future noise level at three locations within the study area are shown to increase by less than 2 dBA, three other locations are predicted to remain at or near the same noise level and one location indicated a decrease from 66 dBA to 65 dBA due to the shifting of the road centreline away from the property line.
These noise level predictions were then compared with the noise attenuation criteria of the Region’s “Implementation Guideline for Noise Policies, Part B – Existing Development Impacted by Proposed Regional Road Undertakings (July, 1999)”. Section 4.2 of this Guideline stipulates that construction of a noise barrier will be recommended for consideration by residents, Area Municipal Council and Regional Council in the following situations:
• where the projected noise level in ten (10) years exceeds 65 dBA; or
• where the projected noise level in ten (10) years exceeds 60 dBA and the difference between the existing and projected noise levels is 5 dBA or more.
As the 10-year noise levels at all Noise Sensitive Locations selected within the study area are predicted to be at 65 dBA or less and the 10 – year noise levels above 60 dBA are projected to be less than 5 dBA above the existing noise levels, the Project Team recommends that noise barriers not be constructed as part of the Fischer-Hallman Road improvements, in accordance with Regional policy with the exception of Noise Sensitive Location 2 at 264 Beechlawn Drive, located on the south-east corner of Fischer-Hallman Road and Beechlawn Drive. The project team concluded that since NSL 2 currently exceeds the 65 dBA warrant threshold (at 66dBA) and is projected to be reduced to 65 dBA after the road improvements, that this one location warrants noise attenuation. The noise attenuation achievable with a 1.8 metre high noise barrier would be in the range of 5 to 6 dBA reduction based on STAMSON modeling. The exact location and limits of the noise barrier would be confirmed during detail design.
Actual Noise Monitoring Comparison
The Region retained the firm of Planning and Engineering Initiatives Limited (PEIL) in the fall of 2003 to conduct a study monitoring actual noise levels on three current Regional road improvement projects (including Fischer-Hallman Road between Erb Street and Columbia Street) to see how these monitored noise levels correlate to predicted noise levels using the STAMSON computerized model.
The PEIL study report summarized that at the six locations (two locations on each project) monitored, STAMSON slightly under-predicted the monitored noise levels by approximately 2dBA. The report also noted that since the human ear cannot typically discern differences in noise levels of less than 3 dBA, that this measured 2dBA difference is not considered significant and therefore that the STAMSON model does reasonably predict noise levels for the purposes of determining noise wall warrants on Regional road improvement projects. It should be noted that the STAMSON model is a widely accepted industry standard used extensively across Ontario for the computation of predicted noise levels for rail and road projects.
D-3 Report: E-04-074 Noise Modeling Sensitivity Analysis
Totten Sims Hubicki Associates was asked to undertake additional sensitivity noise analysis using the STAMSON model to determine at what traffic volumes would projected noise levels in 10 years time exceed 65 dBA at the 7 modeled locations. After running the model to answer this question, the consultant advised that the 2013 projected traffic volumes predict noise levels of 65 dBA at NSL 2, and for the other 6 Noise Sensitive Locations, 2013 projected traffic volumes have to more than double (45,000 AADT) before 65 dBA would be exceeded at these locations.
It should be noted that a provision exists in the Region’s Noise Policy which allows for any resident to request that the noise wall warrants be re-visited within 5 years of construction completion. If traffic conditions have changed substantially within the 5 year period and if a revised noise analysis based on the new traffic data results in predicted noise levels exceeding 65 dBA, then a noise wall would be constructed by the Region, subject to agreement by the abutting residents, the Local Municipal Council and Regional Council.
Non-Barrier Options
Although noise barriers for this project are not warranted (with the exception at NSL 2 at 264 Beechlawn Drive) based on the Regional Noise Policy, there are possible non-barrier options that could be implemented to decrease projected noise levels.
Regional staff have recently researched developments in alternative asphalt surfaces including rubberized asphalt and stone mastic asphalt, both of which claim reductions in road noise. A report was presented to Planning and Works Committee on February 17, 2004 which indicated that noise reduction benefits of up to 4 dBA in the initial year of construction may be achieved by implementing these alternative road surfaces. The Region is participating with the University of Waterloo in a program this summer to conduct field and laboratory testing of noise reducing asphalts to evaluate their applicability for possible use on future Regional road projects.
The testing program includes utilizing rubberized asphalt cement in the surface asphalt layer at one of the Region’s 2004 rural resurfacing locations. As part of this testing program, the Region will be conducting field tests of these alternative surface mixes to measure their noise reducing characteristics. The Region will also be performing laboratory materials testing of the mixes to ensure that other pavement performance characteristics are not compromised. These alternative asphalt surfaces mixes are expected to cost more than conventional asphalt mixes; and so Regional staff will also be obtaining costing information for these new materials. Upon completion of this study, Regional staff plan to prepare a report to Planning and Works Committee in early 2005 presenting the results of the field tests, laboratory tests and cost analysis.
Should this testing program demonstrate favourable outcomes for using noise reducing asphalt surfaces on urban arterial roads, the Project Team is recommending that noise reducing asphalt be used for the placing of surface asphalt on this section of Fischer-Hallman Road in 2006.
Cost of Barriers
If noise barriers were warranted on the entire Fischer-Hallman Road widening project, the estimated capital cost of a normal height (1.8 metre high) noise barrier throughout the project limits (2 km long, both sides adjacent to residential properties) would be in the approximate range of $1,600,000 to $2,000,000. The cost of a 1.8 metre noise barrier at NSL 2 would be approximately $25,000. The noise attenuation achievable with a 1.8 metre high noise barrier would be a 5 to 6 dBA reduction based on STAMSON modeling.
D-4 Report: E-04-074 Barrier Installations When Warrants are Not Met
Many comments from adjacent residents are that existing noise levels are currently too high. Although as explained on Page E- 2, construction of noise barriers for this project at the Region’s expense under Part B of the Region’s Noise Polic y (Existing Development Impacted by Proposed Regional Road Undertakings) is not warranted (with the exception of NSL 2) Part C of the Region’s Noise Policy (Existing Development Impacted by Noise From Existing Regional Road) does allow the possibility of the Region and affected residents to cost-share the construction of a noise barrier under certain conditions. Under Part C of the noise policy, where construction of a noise barrier is identified as the preferred option by adjacent residents and where the Area Municipality and Regional Council agree that there is an appreciable noise reduction benefit, the full cost of designing and constructing the noise wall may be shared among the residents and the Region in the following way:
·50 % affected residents · 50 % Region
Should adjacent residents wish to pursue this cost-sharing approach for installation of noise barriers on this project, Regional staff are available to discuss it with them.
2.0 New Traffic Signals at the Intersection of Fischer-Hallman Road and Roxton Drive/Craigleith Drive
Public Comments
Of the seventy six (76) replies received, twelve (12) provided comments regarding the installation of traffic signals at Fischer- Hallman Road and Roxton Drive/Craigleith Drive. Eight (8) were in favour of the traffic signals being installed; four (4) were not in favour of the traffic signals being installed.
Project Team Response
The information package presented at the June 2003 PIC indicated that traffic signals would be installed at this location when warranted. A signal warrant analysis for this location was undertaken as part of the Fischer-Hallman Road Traffic Study for this Class EA. Based on 2003 vehicular and pedestrian counts, traffic control signals are currently warranted, and therefore the Project Team recommends they be installed as part of the improvements in 2005.
The Project Team has determined that traffic signals at this intersection installed in conjunction with the road widening would provide the following benefits:
• improved level of safety for public school children crossing at this location; and
• decreased delay times for vehicles turning left from Roxton Drive or Craigleith Drive, particularly during peak traffic periods.
Of the four (4) respondents opposed, they felt that an extra set of traffic signals may cause traffic to back up through other traffic signals at nearby intersections (causing unnecessary delays), or that the existing traffic signal timing needs to be reviewed. It should be noted the new traffic signals will be synchronized with the existing traffic signals along Fischer- Hallman Road so that no back-ups will occur at these other signalized intersections.
A number of respondents also requested the installation of traffic signals at Winchester Drive and Fischer-Hallman Road; however this intersection was reviewed and traffic signals are not warranted for existing or projected traffic volumes.
D-5 Report: E-04-074
3.0 Concern with Future Vehicle Speeds and Future Increased Traffic
Public Comments
Of the seventy six (76) replies received, eight (8) were concerned about future higher speeds and future higher traffic volumes.
Project Team Response
The posted speed limit on Fischer-Hallman Road between Columbia Street and Westmount Road will remain at 60 km/hr following construction of the road improvements and could be reviewed in the future to determine if any changes to the speed limit are appropriate.
With regard to traffic volumes, existing traffic volumes on Fischer-Hallman Road within the study area are currently at or above the theoretical capacity for a two-lane road and the road needs to be widened to properly address projected increases in traffic and meet the objectives of the Region’s Transportation Master Plan.
4.0 Access Concerns to Existing and Proposed Development
Public Comments
Of the seventy six (76) replies received, seven (7) were concerned with future access and egress to existing developments and one proposed development. One respondent was satisfied to have a formal turn lane facilitating ingress/egress for their development, south of Winchester Drive. Six respondents (five being tenants of the Beechmount Plaza, located at the northeast corner of Fischer-Hallman Road and Erb Street, and one residential property owner on Fischer-Hallman Road, north of Erb Street) commented on the proposed median construction on Fischer Hallman Road, north of Erb Street. These six respondents were concerned about the median causing restrictions to access and egress at the plaza and one residence.
Project Team Response
Regional staff have met with the owners of the Beechmount Plaza to resolve their access issues on Fischer-Hallman Road. As part of the development conditions previously imposed on this commercial development, it was noted that the current left-in and left-out turning movements on Fischer-Hallman would be prohibited in conjunction with the future widening of Fischer Hallman Road. Subsequent to the Public Information Centre in June, the plaza owners requested that the Region reconsider this condition. After review of recent (5-year) collision data history, staff determined that the current left-in and left-out turning movements on Fischer Hallman Road could remain in place; however, staff discovered a higher incidence of collisions at the plaza’s other access location on Erb Street. Accordingly the Project Team has agreed to construct a median break on Fischer Hallman Road and allow full left out/left in movements at the plaza, and to restrict access on Erb Street by extending the existing traffic median. This median extension on Erb Street would still permit right-in/right-out movements. The Beechmount Plaza owners and tenants are satisfied with these access arrangements. The access concern of the residential property owner fronting onto Fischer-Hallman Road has been addressed with the proposed median break north of Erb Street.
APPENDIX E Report: E-04-074
REGIONAL MUNICIPALITY OF WATERLOO PUBLIC INPUT MEETING OF THE PLANNING AND WORKS COMMITTEE MINUTES
March 9, 2004 7:00 p.m. Council Chamber 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario
Present were: Chair J. Wideman, D. Craig, K. Denouden, J. Haalboom, B. Strauss, W. Roth and K. Seiling
Others Attending: C. Millar and J. Mitchell
Regrets: D. Craig, C. Zehr and H. Epp
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
None declared.
OPENING REMARKS
Chair Wideman welcomed everyone and called the meeting to order. He explained the purpose of the meeting is to receive public input regarding the technically preferred design alternative as part of the Class Environmental Assessment Study for the proposed Fischer-Hallman Road Improvements, Erb Street to Columbia Street, City of Waterloo. Chair Wideman indicated no decisions or recommendations will be made this evening.
PRESENTATION
Chris Thompson, Project Manager, Design and Construction Division gave a brief overview of the project including a background of the project, details of the existing conditions, reasons for the road improvements, and the public consultation process. C. Thompson outlined the various alternatives, including the common elements to each of the alternative design solutions. He indicated Alterative 3 is the technically preferred alternative which includes; four (4) lanes to accommodate existing and projected traffic volumes, a 6.0 metre wide median to provide a physical separation (safety) between opposing traffic , pedestrian refuge, dedicated cycling lanes, provision for continuous sidewalk/multi-use trail, landscaping opportunities in boulevards and centre median areas and a skylight in the median for Clair Creek culvert. It was noted that several developments along the study area have a “Noise Waning Clause” registered on title or with the subdivision agreement.
DELEGATIONS a) Laura Parent, Tatlock Drive, Waterloo appeared before committee in support of the traffic signals proposed at the intersection of Fischer-Hallman Road and Roxton Drive/Craigleith Drive. L. Parent indicated the signalization would improve the level of safety for children crossing at this intersection and decrease the delay times for vehicles turning left from Roxton Drive or Craigleith Drive. She indicated Regency Park is located at this intersection. b) Keith Janke, Barrington Lane, Waterloo introduced LeeAnn Breckles, Stillmeadow Circle, Waterloo who appeared before committee on behalf of the following groups:
Craigleith Homes Association Beechwood West I Homes Association Beechwood North Homes Association Wyndermere Condo Corporation Waterloo North Condo Corporation #85 and 86 Beechwood South Homes Association Beechwood West II Homes Association Candlewood Condo Corporation Westwinds Condo Corporation Westgate Towne Homes c) Bill Spall, Craigleith Drive, Waterloo, on behalf of Waterloo North Condo Corporation #85 and 86 appeared before committee in support of the widening of Fischer-Hallman Road. B. Spall expressed concerns regarding the width of the centre median, suggesting it be reduced to 1.75 metres from the proposed 6 metres to maintain a greater distance between traffic and the property lines. He requested the Region consider installing noise barriers even though staff has indicated they are not warranted, based on the Region’s “Implementation Guideline for Noise Policies” for this project. d) Diane Cowie, Barrington Lane, Waterloo stressed the importance of noise barriers for those homeowners who back onto Fischer-Hallman Road. She indicated the noise barriers will reduce the noise generated by traffic and allow residents to continue enjoyment of their outdoor living space. D. Cowie advised the Condominium Corporations will provide additional landscaping along the barrier to enhance the appearance. c) Stephen Rier, Midwood Crescent, Waterloo appeared before committee to suggest the Region consider providing ramps on the median to permit easier access for disabled persons and the installation of either a traffic signal or pedestrian signal at Winchester Drive to allow the safe crossing of pedestrians from the walkway leading from Midwood Crescent. d) Gerry Roeder, Winchester Drive, Waterloo appeared before committee expressing concerns regarding the impacts Alternative 3 will have on this property. He suggested the Region delay the road improvements until the Westmount Road extension is complete and the effect to traffic volumes on Fischer-Hallman can be assessed. G. Roeder requested the speed limit be reduced to 50 km/hr between Thorndale Drive and Keats Way and that traffic signals be installed at the intersection of Winchester Drive and Fischer- Hallman Road. e) Huang Xiaodong, Beechlawn Drive, Waterloo, expressed concerns regarding the need for noise barriers and the width of the centre median. He suggested the Region consider reducing the speed limit in this area from 60 km/hour to 50 km/hr.
REPORT a) E-04-007 Fischer-Hallman Road Improvements, Erb Street to Columbia Street, City of Waterloo, Class Environmental Assessment Study
Received for Information.
ADJOURN
MOVED by W. Roth SECONDED by J. Haalboom
THAT the meeting adjourn.
CARRIED
COMMITTEE CHAIR, J. Wideman COMMITTEE CLERK, K. O’Kane
Planning and Works Committee – March 9, 2004 Docs #88254
F-2 Report: E-04-074
APPENDIX F Report: E-04-074
ISSUES RAISED BY THE PUBLIC AT THE MARCH 9, 2004, PUBLIC INPUT MEETING AND RESPONSE FROM THE PROJECT TEAM
1.0 Support for Traffic Control Signals at the Intersection of Fischer-Hallman Road and Roxton Drive/Craigleith Drive
Public Comments
One (1) delegation supported the proposal of installing traffic control signals at the intersection of Fischer-Hallman Road and Roxton Drive/Craigleith Drive, indicating the signalization would improve the level of safety for children crossing the intersection and allow vehicles easier and safer access to Fischer-Hallman Road. The delegation also noted that Regency Park is located at this intersection which attracts additional pedestrian and vehicle traffic .
Project Team Comments
As noted in Appendix E, the Project Team has determined that traffic signals at this intersection are warranted and will be installed in conjunction with the road widening.
2.0 Concerns with Traffic Noise
Public Comments
One delegation indicated he felt noise levels would be reduced with a 1.75 metre median option versus the technically preferred 6 metre median. Another delegation expressed support for noise barriers and felt the Region had varying (double) standards relating to the use of noise barrier walls on different road corridors. One delegation compared the actual noise monitoring results from the Planning & Engineering Initiatives Limited (PEIL) report to the Stamson modeled results. Another delegation, who owns the one property on this project that meets the warrant for a noise barrier, indicated he was not in favour of a noise barrier being installed adjacent to his property. One delegation indicated that noise barriers would reduce the noise generated by traffic and allow the residents to continue to enjoy their outdoor living space.
Project Team Comments
Median Width and Impact on Noise Levels
One delegation raised a concern that a 6 metre median would move traffic closer to their homes compared to a 1.75 metre median thus increasing sound levels. The noise modeling software, STAMSON, models noise from the centreline of the roadway and therefore predicted noise levels would not change as a result of reducing the median width. Effectively by reducing the median width, one direction of traffic moves away from the homes in one direction; however, opposing direction of traffic moves closer to the homes, thereby causing no change in predicted noise levels.
Perception of ‘Double Standard’ for Noise Barrier Installation
F-3 Report: E-04-074
There was concern expressed by a delegation that the Region had “double standards” related to the construction of noise barriers. As presented at the March 9, 2004 Public Input Meeting, the Region’s “Implementation Guideline for Noise Policies, Part B – Existing Development Impacted by Proposed Regional Road Undertakings (July, 1999)” has been consistently applied on Regional Road projects since 1999. Current or recent Regional road projects that have or will have noise barriers installed, include the new Ira Needles Boulevard and Homer Watson Boulevard widening. On these road corridors, all noise wall installations are based on the warrants for noise attenuation being met, by either an increase of more than 5 dBA or by exceeding 65 dBA. Two recent Regional road projects that do not include noise barriers are the Westmount Road Extension and Northfield Drive widening. All noise barriers installed in the past on Fischer-Hallman Road have been either: at the expense of developers; or at Region cost where the noise policy warrants in effect at the time were achieved. The Regional noise barrier installations on Fischer-Hallman Road between Victoria Street and Glasgow Street were installed to Ministry of Environment noise guidelines at Regional expense prior to a Council-approved Noise Policy. These walls were installed adjacent to existing homes that backed on to the new road connections between old Fischer Road and Hallman Road. Based upon a review of past and recent projects, staff are confident that the Region has been consistently applying Region noise policies that were in effect at the time the walls were installed.
Comparison of Actual vs. Modelled Noise
One delegation made reference to results from a recent noise monitoring study undertaken by the Region (PEIL study.) In his presentation to Committee, the delegation showed the un-attenuated day-time noise levels from the STAMSON study and then added 2 and 3 dBA to each Noise Sensitive Location in chart form based upon his understanding of the PEIL study results. As noted in the Project Team response from the June 19, 2003 Public Information Centre, the PEIL study report (undertaken to compare actual field-monitored noise to modeled noise results) summarized that at the six locations (two locations on each project) monitored, STAMSON slightly under- predicted the monitored noise levels by approximately 2dBA. The report also noted that since the human ear cannot typically discern differences in noise levels of less than 3 dBA, that this measured 2dBA difference is not considered significant. The PEIL report further noted that the number of sampling locations and duration was relatively small and that the STAMSON model does reasonably predict noise levels for the purposes of determining noise wall warrants on Regional road improvement projects. It should be noted that the STAMSON model is a widely accepted industry standard used extensively across Ontario for the computation of predicted noise levels for rail and road projects.
The delegation indicated that the residents would like additional time to review the project noise studies and to organize their own noise monitoring. The Project Team agreed to defer this recommendation report from May 4, 2004 to June 15, 2004 to allow the residents additional time to address this issue. Staff also confirmed to the delegations that the current Regional Implementation Guideline for Noise Policies (July 1999) is based on the industry-accepted STAMSON modeling.
Warrants for Noise Attenuation
As noted in the information report presented at the Public Input Meeting (PIM), the Municipal Class Environmental Assessment for this project included a Noise Study. The Noise Study was prepared utilizing the required STAMSON software and was peer-reviewed by a regional pre-qualified Noise Consultant and also reviewed by Regional staff. Based on the warrants from the Region’s “Implementation Guideline for Noise Policies, Part B – Existing Development Impacted by Proposed Regional Road Undertakings (July, 1999)” the Project Team confirms that noise barriers are not warranted for this project, with the exception of one location, being 264 Beechlawn Drive. The homeowner from 264 Beechlawn Drive attended the PIM, spoke as a delegation and provided a facsimile indicating he is opposed to a noise wall being constructed adjacent to his property for aesthetic reasons. The homeowner was subsequently contacted by staff and confirmed his desire not to have a noise wall built. The Region would be obligated to construct noise attenuation at this property in the future if a future owner requested it.
Out of interest, additional traffic analysis was preformed for the other six (6) Noise Sensitive locations that indicated the traffic would have to more than double the projected 2013 volumes to meet the warrants for noise barriers.
3.0 Concern with the Proposed 6 Metre Median Width
F-4 Report: E-04-074
Public Comments
Concern was expressed regarding the proposed 6 metre centre median. It was noted by two delegations that a wider median would move traffic closer to the homes. In addition it was noted by one delegation that the elderly and children would have more difficulty crossing the 6 metre wide median plus the vehicle and cycling lanes.
Project Team Comments
In response to the concern that a proposed 6 metre median will move traffic closer to adjacent homes, the Project Team has determined that within the overall 45 metre width of the right-of-way, there would remain on average 10 metres of boulevard area between the curb and property lines with a 6 metre median in place. It is noted that the 6 metre median offers a number of advantages including: the provision of a wide pedestrian refuge area; greater physical separation between opposing traffic (which enhances motorist safety); no required shift in the road alignment (hour glass) at each left turn location; the provision for a centre “skylight” on the Clair Creek culvert and allows grassed landscaping to occur in the median for increased aesthetics in the road corridor.
The Project Team also notes that, regardless of the width of the median at the intersections, the distance that pedestrians will be required to cross at the four (4) signalized intersections on this section of road will remain essentially the same with a 6 metre median compared to a 1.75 metre median since left turn lanes are required at each signalized intersection, thereby reducing the median width to a nominal minimum for traffic signal pole placement. Raised medians have been found to reduce collisions by 25 to 40 percent, depending on traffic volumes.
After discussing the residents’ concerns with the 6 metre median width, the Project Team agreed to reduce the median width from 6 metres to 5 metres, which would still allow the aforementioned benefits, including a 3 metre grassed landscape portion within the median.
4.0 Request for Reduced Speed Limit
Public Comments
A reduced speed limit from the current 60 km/hr speed limit on all or part of the project limits was suggested by two delegations. One delegation suggested a reduction to 50 km/hr from Thorndale Road to Keats Way and the second delegation suggested reducing the speed to 50 km/hr within the overall project limits.
Project Team Comments
On this section of road the average speed of vehicles from a recent speed survey is approximately 58 km/h. Development is limited on this section of road and the 60 km/h speed limit is consistent with speed limits on similar roads in the region (e.g. Fischer-Hallman Road south of Erb Street and most other similar arterial roads).
Regional staff noted that both extremely slow and extremely fast drivers have much higher collision rates than those who drive at average speeds. The greater the variation in speed of any vehicle from the average speed of all traffic in the stream, the greater the chance of being involved in a collision. The least variation in speeds within the traffic stream will provide the safest conditions within the stream. Therefore, one of the objectives of speed control is to produce a uniformly moving traffic stream. It is normally found that, if the maximum speed limit for a roadway section is set at or about the average speed, a traffic stream results which tends to satisfy this objective.
F-5 Report: E-04-074
Experience and research have shown that the majority of drivers, in the absence of almost constant police enforcement, travel at the speed at which they feel most comfortable, convenient and safe, relative to the physical features and traffic characteristics of the roadway and the nature (intensity, type, etc.) of the adjacent roadside development. The artificial lowering of a speed limit tends to increase the number of collisions on a section of road, as it encourages unsafe driving behaviour such as speeding and unsafe passing manoeuvres.
Regarding pedestrian usage, sidewalks are being provided along both sides of the road for the entire project length and there will be four (4) signalized intersections throughout the project to facilitate the safe passage of pedestrians wishing to cross the road.
Therefore it is recommended that the speed limit for this project remain at 60 km/hr.
Staff is currently investigating the feasibility of constructing a police lay-by area on certain Regional Road corridors where police could safely pull over any vehicles observed speeding. If a police lay-by policy is adopted by Regional Council, a lay-by will be constructed for this project.
5.0 Request for Traffic Signals or Intersection Pedestrian Signals (IPS) at the Intersection of Fischer-Hallman Road and Winchester Drive
Public Comments
Two delegations spoke in favour of either traffic signals or IPS at the intersection of Fischer-Hallman Road and Winchester Drive. One delegation noted that the intersection aligns with an existing pathway that leads from Midwood Crescent to Fischer-Hallman Road and that signals would allow safe crossing of Fischer-Hallman Road at this location. The second delegation indicated a concern with the long waiting time to turn left from Winchester Drive onto Fischer- Hallman Road.
Project Team Comments
As part of this Class EA study, Regional staff reviewed an 8 hour traffic count that was undertaken in 2003 at the intersection of Fischer-Hallman Road and Winchester Drive. In order for a full set of traffic control signals to be warranted 100 points must be achieved in the warrant. At this intersection only 30 “points” were achieved. In order for an I.P.S. to be warranted there must be at least a total of 100 pedestrians crossing the major street (i.e. Fischer- Hallman Road) during the highest 6 hours of the day. At the intersection of Winchester only 25 pedestrians were observed crossing Fischer-Hallman Road in the vicinity of the intersection.
The results of this study indicated that a full set of traffic control signals or an Intersection Pedestrian Signal (I.P.S.) is not warranted at this intersection.
With respect to the concern with long waiting times for vehicles turning left from Winchester Drive, staff have found that widening a road from 2 lanes to 4 lanes tends to provide more “breaks” in traffic that in turn facilitates left turning vehicles from side streets.
6.0 Concern with the Need for the Project
Public Comments
One delegation questioned the need for the project, and asked if the additional traffic capacity of this year’s Westmount Road Extension had been considered in assessing the need for a widening of this section of Fischer- Hallman Road.
F-6 Report: E-04-074 Project Team Comments
Staff have verified that the Traffic Study undertaken for this project did take into consideration the capacity improvements to be provided by the new Westmount Road Extension and the new Ira Needles Boulevard construction. Even with the capacity improvements on these adjacent corridors taken into consideration, the Traffic Study still confirmed the need for additional traffic capacity in this area, specifically the need for widening Fischer- Hallman Road from 2 to 4 lanes between Erb Street and Columbia Street.
APPENDIX G Report: E-04-074
APPENDIX C Report: E-04-074.1
REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE MINUTES
Tuesday, June 15, 2004 9:00 a.m. Council Chamber 150 Frederick Street, Kitchener
Present were: Chair J. Wideman, K. Denouden,* H. Epp, J. Haalboom, B. Strauss, K. Seiling and C. Zehr
Regrets: D. Craig and W. Roth
Others: M. Connolly, R. Kelterborn, J. Mitchell
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
B. Strauss declared a conflict of interest with respect to Item 3a), E-04-088, Roadway Improvements, Including Reserved Lanes and Parking Restrictions on Lobsinger Line (Regional Road #15), Townships of Wellesley and Woolwich as he holds a mortgage on adjacent property.
CLOSED SESSION
MOVED by B. Strauss SECONDED by H. Epp
That the Planning and Works Committee convene in Closed Session pursuant to Part II, Section 14 (1) (c and f) of Procedural By-law 00-031, as amended.
CARRIED
OPEN SESSION
MOVED by B. Strauss SECONDED by C. Zehr
That the Planning and Works Committee reconvene in Open Session
CARRIED b) E-04-074 Fischer-Hallman Road Improvements, Erb Street to Columbia Street, City of Waterloo, Filing of Class Environmental Assessment Study
Chris Thompson, Project Manager gave an overview of the report outlining the public consultation process, issues raised by the public, the regional noise policy and study completed and the project teams response to concerns raised. C. Thompson indicated only one of six noise sensitive locations meets the warrant for noise attenuation and the affected resident opposes the noise wall. Noise barriers are not warranted for the project. C. Thompson indicated that as a result of the concerns raised by residents, a modified alternative has been recommended as follows:
C-2 Report: E-04-074.1
· Four (4) lane construction · 5.0 metre wide median · Dedicated cycling lanes · Continuous sidewalk/multi-use trail · Landscaping of boulevards · A “sky-light “median for Clair Creek culvert · Use of noise-reducing asphalt (if testing results are supportive)
DELEGATIONS – continued b) Jan d’Ailly, Councillor Ward 1, City of Waterloo via email, asked that the neighbourhood groups be given an opportunity to gather the information required to complete a noise study. c) Maxine Walsh, on behalf of Condominium Corporation #85 appeared in support of the roadway improvements, but questioned the accuracy of the current and projected traffic volumes and the results of the Region’s noise study. She requested the Region of Waterloo’s consultant recalculate the noise levels for Fischer- Hallman Road based on more realistic growth rate and truck traffic ratios. M. Walsh supports the five metre median, the enhanced plantings and the use of noise reducing asphalt, but remains unconvinced noise barriers are not warranted. d) Bill Spall, President of Waterloo North Condominium Corporation #86 appeared in support of the road improvements but requested a deferral of a decision to allow the neighbourhood group an opportunity to retain a consultant to undertake another noise study. e) Keith Janke, on behalf of the Fischer-Hallman Road Widening Committee questioned the validity of a noise study based on a computer program which predicts sound levels by analyzing raw data. He suggested a study based on “Live Sound” readings should be undertaken. f) Diane Cowie indicated the neighbourhood association has retained the services of an engineering firm to undertake a live sound study. She expects the study to commence later this week and be completed by the end of July or first part of August. D. Cowie asked for a deferral of a decision to allow for the completion of the study.
C. Zehr questioned staff on how the environmental assessment process may continue while also allowing the neighbourhood group an opportunity to complete a noise study. M. Murray indicated it may be possible for staff to initiate the design process and defer filing the Environmental Assessment until after consideration of the noise study.
Staff responded to questions regarding signalization at Craigleith Drive and possible construction delays if deferred.
*K. Denouden joined the meeting at 10:00 p.m.
MOVED by C. Zehr SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo DEFER filing the Notice of Completion for the Class Environmental Assessment Study for the Fischer-Hallman Road Improvements from Erb Street to Columbia Street in the City of Waterloo to permit the neighbourhood groups an opportunity to complete and submit to the Region a noise study;
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AND THAT staff be asked to initiate detailed design as outlined for Alternative 3 (modified).
CARRIED
K. Seiling requested a report from legal staff for the June 23rd Council meeting to ensure continuing work on the detailed design will not jeopardize the Environmental Assessment Process.
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APPENDIX D Report: E-04-074.1
Project Team’s Review of the Sound Study dated August 31, 2004 submitted by the Fischer- Hallman Road Neighbourhood Committee (FHNC)
Introduction
The Fischer-Hallman Neighbourhood Committee (FHNC) retained a noise consultant, Howe Gastmeier Chapnick Limited (HGC) to measure existing sound levels produced by traffic on Fischer-Hallman Road. This report was received by Regional staff on Friday September 3, 2004.
The FHNC consultant (in preparing their report) monitored six locations, that were selected by the FHNC representatives, for noise monitoring that were as close as possible to six (6) of the Noise Sensitive Locations (NSL’s) used in the noise report prepared by TSH Associates, the Region’s consultant for this project. TSH used the industry recognized STAMSON model to prepare the noise report for this project.
The FHNC noise report gathered two (2) different sets of monitored noise data for existing noise levels along Fischer-Hallman Road. One set of data was gathered by equipment which was attended by a noise technician, and this data is discussed as Attended Outdoor Noise Levels. The other set of data was gathered automatically (with no technician present), and this data is described as Automated Monitored Noise Levels.
Project Team Review of FHNC Noise Report
The Project Team thoroughly reviewed the FHNC noise report and prepared Tables 1 and 2 to assist in understanding how actual noise readings form the FHNC report compare to modeled “existing” noise levels (as determined for the TSH project noise study) using the STAMSON model.
Table 1 shows a comparison of the six NSL’s between the actual Attended Outdoor Noise Levels (as per the FHNC noise report) to STAMSON modeled “existing” Noise Levels (as per the TSH project noise study)
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TABLE 1
STAMSON compared to FHNC Sound Study Noise Levels for Attended Measurements of Existing Un-attenuated Day-time Noise Levels [Leq (Day)] STAMSON - Modeled Actual Attended Outdoor Road Notes for the actual Noise “Existing” Outdoor Road Noise Level Noise Levels taken from Sensitive Noise Level (dBA) from the FHNC Sound the FHNC Sound Study Location From TSH Report Study(dBA) (NSL) 1 62 58 - 62 Over 5 days 2 66 59 - 63 Over 4 days, different address * 3 61 60 - 66 66 at p.m. peak ** 4 60 Not monitored Noted as similar to NSL 3 in FHNC report 5 62 59 - 63 Taken at a higher elevation 6 59 58-60 Different address than NSL 6 in the TSH report 7 62 57 - 61 Different condo unit than NSL 7 in the TSH report Avg. 61.7 60.4 Based on total/number of samples
* The FHNC noise report used a neighboring address and elevated the sound metre to compensate for the additional distance from the roadway. ** The 66 dBA actual reading was during the p.m. peak period
Note: The FHNC report used 3 locations that were slightly different (adjoining property or condo unit) than the NSL’s selected in the TSH project noise study, and at one location the monitoring equipment was elevated to account for an existing fence.
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Table 2 shows a comparison of the six NSL’s between the actual Automated Monitored Outdoor Noise Levels (as per the FHNC noise report) to STAMSON Modeled “existing” Noise Levels (as per the TSH project noise study)
TABLE 2
STAMSON compared to FHNC Sound Study Noise Levels for Automated Measurements of Existing Un-attenuated Day-time Noise Levels [Leq (Day)] STAMSON - Modeled Actual Automated Outdoor Road Notes for the actual Noise “Existing” Outdoor Road Noise Level Noise Levels taken from the Sensitive Noise Level (dBA) from the FHNC Sound FHNC Sound Study Location From TSH Report Study(dBA) (NSL) 1 62 59 Over 3 days, 8 -15 hour period 2 66 61 - 62 Over 3 days, different address *, 8 – 16 hour period 3 61 64 - 65 Over 2 days, 13 -15 hour period 4 60 Not monitored Noted as similar to NSL 3 in FHNC report 5 62 65 Taken at a higher elevation, over 3 days, 6 – 15 hour period 6 59 59 - 60 Different address than NSL 6 in TSH report, over 3 days, 5 – 16 hour period 7 62 57 - 59 Different condo unit than NSL 7 in TSH report, over 3 days, 4 – 16 hour period Avg. 61.7 61.1 Based on total/number of samples
* The FHNC noise report used a neighboring address and elevated the sound metre to compensate for the additional distance from the roadway.
The Project Team noted that the FHNC noise report did not provide any comparison of their monitored noise level data to the STAMSON model. The report does indicate that sound levels correlate extremely well with traffic volume data and that a change in traffic volume of 30 percent (similar to that observed at different monitoring stations over different days) would result in a change in sound level of approximately 1 dBA, all other factors being equal.
Upon reviewing Tables 1 and 2, it is noted that the STAMSON Model predicts an average “existing” noise level of 61.7 dBA for the original 7 NSL’s, slightly higher than the FHNC study “Attended Outdoor Noise Level” average of 60.4 dBA and the FHNC Study “Automated Outdoor Noise Level” average of 61.1 dBA for the six locations.
In a review of the Attended Noise Level, the Project team noted a difference of up to 6 dBA at NSL 3. This may be related to the fact that Attended Noise Levels from the FHNC report are presenting momentary sound levels rather than an averaged sound level.
Upon reviewing the average sound levels, the Project Team concluded that the FHNC noise report essentially corroborated the TSH noise study prepared for this project. In fact, the STAMSON average
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D-4 Report: E-04-074.1
“existing” sound level predicted in the TSH noise study at 61.7 dBA, is slightly higher than the FHNC measured averages of 60.4 dBA for the Attended Noise monitoring and 61.1 dBA for the Automated Noise monitoring.
Document Name: E-04-074.1 Document No.: 124756-v1
APPENDIX E Report: E-04-074.1
The Fischer-Hallman Road Neighbourhood Committee Letter dated and received September 3, 2004
To: Chair Jim Wideman, Project Manager Chris Thompson and Members of the Planning and Works Committee
From: Fischer-Hallman Neighbourhood Committee (FHNC)
Subject: FHNC Recommendation, Independent Consultant’s Report, and further commentary regarding Fischer-Hallman Road Improvements, Erb Street to Columbia Road.
Recommendation: That the Region of Waterloo erect noise attenuation barriers along Fischer-Hallman Road between Erb Street and Columbia Road as a part of planned road expansion proposed for the year 2005.
Reports by HGC and PEIL engineering firms note significant discrepancies in the STAMSON Model and point to the volatility and uncertainty of the numbers presented by TSH engineering in their STAMSON Model. Concerned residents are getting increasingly uncomfortable that noise attenuation walls are not included in the plans.
Independent Engineering Report: Howe, Gastmeier, and Chapnick Limited (HGC Engineering), a Noise, Vibration, and Acoustics specialist engineering firm from Mississauga were contracted collectively by the neighbourhood committee to conduct sound readings and collect traffic data in the project area.
Finding and Comments on HGC Report:
· NSL 4 was not measured as its location was geographically close to one of the measured locations in the Region of Waterloo’s PEIL Report – measured at 65 + dBA. · Readings were taken from June 21 to June 28. With high schools closed, both Waterloo universities on summer schedules, and public schools closed since June 23, traffic volumes dropped significantly for the June 23 – 28 time period (NSL 1,2, 6 and 7) and are not representative of average traffic volumes. Noise levels in the report almost directly correlate with traffic volumes. In the HGC report, a number of locations with average traffic flow, approx, 22,000 cars, had 65 dBA readings, where STAMSON Modeled them in the 61 - 62 dBA range. · The NSL’s closest to Keats Way had the highest sound levels, suggesting and supporting the fact that Keats Way should be STAMSON Modeled and factored in with the STAMSON measurements for Fischer-Hallman Road.
E-2 Report: E-04-074.1 · Overall this data strongly evidences the volatility of the STAMSON Model. Differences of actual and Modeled readings of 1 – 3 dBA are common based on comparison of figures with the HGC and PEIL engineering reports.
· STAMSON’s projected noise levels at the 7 NSL’s in 2013 average of 62.1 dBA. Slight variations in data utilized can result in changes supporting our committee’s claim regarding the need for noise attenuation walls. Inaccuracies in data utilized, and STAMSON Model shortcomings need to be further analyzed to determine actual STAMSON figures for the project. What is and acceptable standard deviation or error margin to factor for the Model relative to the Region’s policies? Further information below speaks to a need for a re-calculation of the Model for the project area.
Further Comments:
i) The FHNC requests that the ROW have their engineer recalculate the STAMSON Model for the project area in light of information presented in this report. The traffic and growth figures are understated. Please see the attached table (Appendix A) which outlines actual traffic levels and truck ratios measured by the Region of Waterloo in November ’03. Please pay particular note to the heavy/medium truck ratio.
ii) We also request a review of growth figures utilized in the STAMSON Model. After consultation with engineering professionals and Region staff, we have strong reason to believe they are highly subjective and understated. They should be at least 2.25% - 2.5% or more for the whole 10 year period. ( Note: there are errors in the presented STAMSON Model relative to the traffic growth rates.)
iii) Please provide statistics to validate that a decrease of 7% in new trips by use of alternative modes of transportation (cycling/walking/carpooling etc.) is obtainable by implementing light rail transit. Larger cities with light rail transit and greater infrastructure quote 4% reduction of new car travel as a fairly aggressive goal.
iv) With high traffic numbers along Keats Way, Erb St. and Columbia Road, they should also be STAMSON Modeled and factored in with the Fischer- Hallman corridor Model.
v) Our committee respectfully requests the project team to more accurately estimate cost for the noise barriers. With similar projects being tendered by the Region that could facilitate competitive pricing, it’s possible that the estimated project cost of $1.6 to $2 million is considerably inflated.
September 3, 2004
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E-3 Report: E-04-074.1
Appendix A
TABLE 2: Summary of Annual Average Daily Traffic Based on Counts Provided by Region
Medium Heavy Total Daily HT / MT Intersection Road Leg Cars Trucks Trucks Traffic % MT % HT %Trucks Split (%) North 21,303 273 450 22,026 1.2% 2.0% 3.3% 62 / 38 Fischer-Hallman @ South 23,323 344 631 24,298 1.4% 2.6% 4.0% 65 / 35 Erb East 20,624 231 244 21,099 1.1% 1.2% 2.3% 51 / 49 West 22,260 310 383 22,953 1.4% 1.7% 3.0% 55 / 45 North 18,888 222 315 19,425 1.1% 1.6% 2.8% 59 / 41 Fischer-Hallman @ South 19,795 234 442 20,471 1.1% 2.2% 3.3% 65 / 35 Keats Way East 6,381 58 140 6,579 0.9% 2.1% 3.0% 71 / 29 West 6,852 74 72 6,998 1.1% 1.0% 2.1% 49 / 51 North 20,172 299 386 20,857 1.4% 1.9% 3.3% 56 / 44 Fischer-Hallman @ South 18,935 252 395 19,582 1.3% 2.0% 3.3% 61 / 39 Columbia East 17,420 183 330 17,933 1.0% 1.8% 2.9% 64 / 36
West 15,673 206 386 16,265 1.3% 2.4% 3.6% 65 / 35
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Appendix F Report: E-04-074.1
Project Team’s Response to the Issues Raised by the Fischer-Hallman Road Neighbourhood Committee (FHNC) in their Letter dated September 3, 2004
1) Issue raised by the FHNC – Traffic Volumes Used in the Region’s Original Noise Study Are Understated
The FHNC felt that the traffic and growth figures used in the Region’s original noise study are understated. Reference is made to a table in their letter which shows actual traffic levels and truck ratios recorded by the Region of Waterloo in November and December 2003. The FHNC pointed out discrepancies in the traffic volumes and ratio of medium to heavy trucks between those used in the Region’s noise study for this project and the traffic information recorded in November and December 2003. Based on these differences, the FHNC requested that the Region run the STAMSON model again using the November/December 2003 traffic data.
Project Team Response
The Region’s November/December 2003 traffic count data obtained by the FHNC was gathered on three separate dates after the Region’s traffic study was completed by Totten Sims Hubicki (TSH), the Region’s project consultant. The dates for the traffic counts contained in the FHNC letter are: Fischer-Hallman @ Erb on Tuesday December 16, 2003; Fischer-Hallman @ Keats Way on Wednesday November 19, 2003; and Fischer-Hallman @ Columbia on Thursday December 11, 2003.
To address the FHNC issue relating to traffic volumes and assess how this November/December traffic data would affect the noise results, the Project Team had TSH, the Region’s consultant, recalculate the STAMSON modeled noise levels at each of the noise sensitive locations using the November/December 2003 traffic information referenced by the FHNC in Table 2 of their September 3, 2004 letter. A comparison of predicted noise levels was made between the results using the November/December traffic data in Table 2 and the original traffic data used in the Fischer-Hallman Road – Erb Street to Columbia Street Class EA Noise Study, July 2003, prepared by TSH.
Table A compares the original STAMSON predicted noise levels with STAMSON predicted noise levels derived using the November/December 2003 traffic data.
TABLE A November/December 2003 STAMSON Modeled Results (2003) Traffic Data For Existing Noise Levels Noise Intersection Road Total % % Total dBA with the dBA with Change in dBA Sensitive Leg Daily Medium Heavy % Nov/Dec Original from the Location Traffic Trucks Trucks Trucks 2003 (TSH) Original TSH Volumes and Volumes and Noise Study % Trucks %Trucks NSL 1 Columbia St South 19,582 1.3 2.0 3.3 61.93 62.13 -0.20 NSL 2 Columbia St South 19,582 1.3 2.0 3.3 66.13 66.27 -0.14 NSL 3 Columbia St South 19,582 1.3 2.0 3.3 60.55 60.70 -0.15 NSL 4 Keats Way North 19,425 1.2 1.6 2.8 59.11 59.87 -0.76 NSL 5 Keats Way North 19,425 1.2 1.6 2.8 61.09 61.85 -0.76 NSL 6 Keats Way South 20,471 1.1 2.2 3.3 59.09 58.92 +0.17 NSL 7 Erb Street North 22,026 1.3 2.0 3.3 62.54 62.22 +0.32
Table A shows that using the traffic volumes and truck percentages gathered in November/December 2003 causes minor decreases to the earlier STAMSON modeled noise levels at 5 of the 7 noise sensitive locations (NSL’s) and minor increases in the modeled results (0.17 and 0.32 dBA) at 2 of the 7 NSL’s. The modeled noise levels decreased at 5 of the 7 NSL’s due to the lower percentage of trucks in the November/December 2003 traffic data. The percentage of trucks used in the TSH Fischer-Hallman Road – Erb Street to Columbia Street Class EA Noise Study, July 2003 was 5% total trucks, with 3% medium and 2% heavy trucks. The November/December 2003 traffic data indicates total truck percentage between 2.8 and 3.3% and only one block within the study area had a volume of heavy trucks in excess of 2%. The modeled noise levels increased slightly at 2 of the NSL’s due to the higher November/December 2003 traffic volume at these 2 NSL’s compared to the Document Name: E-04-074.1 Document No.: 124756-v1
F-2 Report: E-04-074.1 TSH study.
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The Project Team also noted that the November/December 2003 traffic counts have not had any daily/monthly factors applied to them which are typically used to adjust raw traffic data to account for fluctuations based on day of week and time of year that a particular traffic count is undertaken.
In conclusion, the Project Team considers the existing traffic data used in the TSH Fischer-Hallman Road noise report representative of the existing traffic conditions. Furthermore, running the STAMSON model using the November/December 2003 traffic data (as requested by the FHNC) generally resulted in lower (not higher) predictions of existing noise levels.
2) Issue Raised by the FHNC – Projected Traffic Growth Rates Used in the Region’s Original Noise Study are Understated
The FHNC requested a review of traffic growth figures utilized in the original noise study prepared by TSH. After consultation with engineering professionals and Region staff, the FNHC state that they believe the traffic growth rates are highly subjective and understated. The group suggested that growth rates should be at least 2.25% - 2.5% per annum or more for the whole 10 year period.
Project Team Response
The original (2003) TSH Traffic Report and Noise Study used a 2 % growth rate for the first 5 years and a 1.5 % growth rate for the next 5 years for an approximate 10 year growth rate of 17.5 %. The analysis of historical growth rates indicates that volumes along Fischer-Hallman Road have grown between 2.5% and 3.3% per annum over the last ten years. If these historical rates had been used, growth in traffic over the 10 year period from 2003 to 2013 would have been between 25% and 33%. These historical rates were not applied for the following reasons:
a) Planned road improvements in the area will reduce traffic on Fischer-Hallman Road.
The planned improvements that will affect traffic patterns in the area include Ira Needles Boulevard and the Westmount Road Extension which are providing an additional 2 to 3 lanes of capacity in each direction (which equates to approximately 1800 to 2700 additional vehicle trips in the peak hour in the peak direction along these two corridors) thus diverting traffic from the Fischer-Hallman Road corridor.
b) Overall Region traffic growth will be reduced due to increased transit ridership and use of other alternative modes of transportation.
In accordance with the Regional Transportation Master Plan policy, a 7% reduction in future new trips is planned to be realized with the implementation of transportation policies/improvements that encourage shifts in modal choice from the automobile to transit and other alternative modes (cycling/walking/carpooling etc.)
After revisiting and discussing the results of the original (2003) TSH traffic report prepared for this project, the Project Team confirmed its assessment that appropriate traffic growth rates were used in the report; however, to address the FHNC issue related to growth rates, the Project Team decided to run the STAMSON model using the FHNC suggested 2.5% annual traffic growth rate to see what its impact would be on predicted future noise levels. In conducting this exercise , the 2.5 % growth rate was applied on an annual basis over a 10 year period (2013) to the November/December 2003 traffic data and truck percentages. The resultant growth rate using the FHNC of 2.5% for 10 years is 25%.
Table B shows a comparison of the original STAMSON predicted noise levels versus STAMSON predicted noise levels with the higher 2.5% annual traffic growth rates and the November/December 2003 % trucks as requested by the FHNC.
Table B
Document Name: E-04-074.1 Document No.: 124756-v1
F-4 Report: E-04-074.1
2013 2013 Truck Ratios Based on STAMSON Modeled Results (2013) AADT AADT Nov/Dec 2003 Traffic Data Noise Intersection AADT AADT Traffic % % Total dBA with the dBA with Change in dBA Sensitive Traffic Using a 2.5 % Medium Heavy % Nov./Dec Original from the Original Location From growth rate and Trucks Trucks Trucks 2003 TSH Volumes, TSH Noise Study TSH the Nov/Dec Volumes, % %Trucks and report 2003 traffic Trucks and Growth Rate data 2.5 % Growth Rate NSL 1 Columbia St 20,730 24,478 1.3 2.0 3.3 62.41 62.11 +0.30 NSL 2 Columbia St 20,630 24,478 1.3 2.0 3.3 65.19 64.79 +0.40 NSL 3 Columbia St 20,480 24,478 1.3 2.0 3.3 63.56 63.21 +0.35 NSL 4 Keats Way 20,989 24,281 1.2 1.6 2.8 60.54 60.77 -0.23 NSL 5 Keats Way 20,980 24,281 1.2 1.6 2.8 61.37 61.59 -0.22 NSL 6 Keats Way 21,010 25,589 1.1 2.2 3.3 61.16 60.58 +0.58 NSL 7 Erb Street 21,010 27,533 1.3 2.0 3.3 62.36 61.60 +0.76
Note: To create a worse case scenario, Table B also assumes that the 7 % auto-reduction would not be achieved.
Table B shows that, even with the higher 2.5 % growth rate (suggested by the FHNC) applied to the ten year (2013) projected traffic volumes, all STAMSON predicted 2013 noise levels at the 7 NSL’s remain at less than 65 dBA with the exception of noise sensitive location 2. The largest increase in modeled noise level was NSL 7, which increased by 0.76 dBA with the higher forecast traffic volumes.
The Project Team noted that the results in Table B are not unexpected and that the STAMSON modeled future noise levels increased only slightly (by 0.35 to 0.76 dBA) at 5 of the 7 NSL’s and decreased (by 0.22 to 0.23 dBA) at 2 NSL’s using the higher traffic volumes and % of trucks from the November/December 2003 data.
In conclusion the Project Team considers the traffic growth rates that were used in the TSH traffic and noise report to be representative of expected growth rates for this project, given the number of planned network improvements in this area of Waterloo. Furthermore, running the STAMSON model using the FHNC suggested traffic growth rate of 2.5% per annum generally resulted in 2013 predicted noise levels of less than the 65 dBA criterion that would warrant noise walls for this project.
3) Issue raised by the FHNC – Heavy Truck Percentage Used in the Region’s Original Noise Study are Understated
The FHNC suggested that the percentage of heavy trucks used in the original TSH noise study to predict future noise levels should be increased to 3 %.
Project Team Response
Although the Project Team is confident in its original assessment that a heavy truck percentage of 2% is the appropriate percentage for this project, the Project Team decided to run the STAMSON model using the FHNC suggestion of 3% for the heavy truck percentage to see what its impact would be on predicted future noise levels. Therefore the percentage of heavy trucks was increased from 2% to 3% of the total truck percentage of 5%. The original TSH noise study assumed 5% truck traffic but the ratio of medium and heavy trucks was the opposite with a split of 3% medium trucks and 2% heavy trucks.
Table C compares the original STAMSON predicted noise levels with STAMSON predicted noise levels using the higher 3 % of heavy trucks and the FHNC higher suggested growth rate of 2.5%.
Document Name: E-04-074.1 Document No.: 124756-v1
F-5 Report: E-04-074.1
Table C
2013 2013 FHNC Suggested STAMSON Modeled Results (2013) AADT AADT Truck Ratios Noise Intersection AADT AADT Traffic % % Total dBA with the dBA with Change in dBA Sensitive Traffic Using a 2.5% Medium Heavy % Nov/Dec 2003 Original From the Original Location From TSH growth rate Trucks Trucks Trucks Volumes, 2.5% TSH TSH Noise Study report and the Growth Rate Volumes and Nov/Dec and Higher % %Trucks 2003 traffic Heavy Trucks data NSL 1 Columbia 20,730 24,135 2 3 5 63.44 62.11 +1.33 St NSL 2 Columbia 20,630 24,135 2 3 5 66.37 64.79 +1.58 St NSL 3 Columbia 20,480 24,135 2 3 5 64.59 63.21 +1.38 St NSL 4 Keats Way 20,989 23,941 2 3 5 62.01 60.77 +1.24 NSL 5 Keats Way 20,980 23,941 2 3 5 62.84 61.59 +1.25 NSL 6 Keats Way 21,010 25,231 2 3 5 62.05 60.58 +1.47 NSL 7 Erb Street 21,010 27,147 2 3 5 63.38 61.60 +1.78
Table C indicates that, even with the FHNC suggested higher 3 % volume of heavy trucks and using the FHNC suggested 2.5 % per annum traffic growth rates, none of the STAMSON predicted noise levels exceeded 65 dBA except for NSL 2.
The Project Team concluded that, although there is an increase in the modeled noise level at each NSL (using 3 % heavy trucks and 2 % mediums trucks), the original split of heavy trucks and medium trucks of 2 % and 3 % respectively is representative of the actual breakdown of commercial vehicles based on the November/December 2003 traffic data. In addition, the actual 2003 percentage of total trucks on this section of Fischer-Hallman Road is only between 2 and 3.5 %; therefore the original assumption of 5% total trucks for the Region’s analysis is conservative, irrespective of the split between heavy and medium trucks (ie. this 5% conservative truck percentage will over-predict (not under-predict) future 2013 noise levels.)
Lastly, running the STAMSON model using the FHNC suggested heavy truck percentage of 3% generally resulted in 2013 predicted noise levels of less that the 65 dBA criterion that would warrant noise walls for this project.
4) Issue raised by the FHNC - Total Growth Rate
In recent discussions with representatives of the FHNC, some of them have questioned why the projected 2013 traffic volumes in the TSH traffic study did not equate to the stated 17.5% overall total growth rate between 2003 and 2013.
Project Team Response
The Traffic Study prepared for this project included a statement that the assumed growth rates for the overall Fischer-Hallman Road corridor are 2 % for the 5 year period from 2003 to 2008 and 1.5 % for the 5 year period from 2008 to 2013, resulting in an approximate total preliminary growth rate of 17.5% before balancing and adjustments. As part of the Region’s study, volumes were then projected at key locations north of Erb Street, north/south of Keats Way and south of Columbia Street. Table D shows the afternoon peak hour link volumes used in the traffic study at these 4 locations for the years 2003, 2008 and 2013.
Document Name: E-04-074.1 Document No.: 124756-v1
F-6 Report: E-04-074.1 Table D
Fischer-Hallman Road – Existing and Future Traffic Volumes 2003 2008 2013 Growth 2003 to 2013 Northbound Southbound Northbound Southbound Northbound Southbound Northbound Southbound North of Erb Street 902 980 997 1013 1073 1091 19% 11% South of Keats 878 1001 957 1035 1018 1104 16% 10% Way North of Keats 834 971 912 1027 976 1106 17% 14% Way South of 710 1014 784 1071 843 1153 19% 14% Columbia Street
As shown in Table D above, the traffic volume increases do not equate to a 17.5% total average growth rate for the entire Fischer-Hallman Road Corridor but vary (from 10 – 19%) at each location for a number of reasons:
· the traffic volumes at the 4 locations were balanced for consistency throughout the corridor (along Fischer- Hallman Road) by the traffic consultant as is customary on any traffic study of this nature;
· there was an adjustment made to the projected traffic volumes at Columbia Street and Erb Street to account for the improvements to the road network in the area, including the opening of the Westmount Road extension in 2004 and the expected opening of Ira Needles Boulevard within the next few years; and
5) Issue raised by the FHNC – Discrepancies Between HGC and TSH Report
The FHNC noted that the noise report prepared by their independent noise consultant (HGC) recorded the actual monitored noise levels at NSL 5 at 65 dBA (during late June with many schools closed) compared to the same location in the TSH noise report which modeled the existing noise level at this approximate location at 61 to 62 dBA.
Project Team Response
In reviewing the FHNC noise report, the Project Team noted a difference of up to 6 dBA at NSL 5 between the Attended (59 dBA) and Automated (65 dBA) noise levels. This variance at one NSL indicates the range of results that can be measured at one location and underscores the need to assess noise results over a specified time period using the constant parameters in a model. Measured results are highly susceptible to external factors and are dependent on a technician’s ability to selectively screen out extraneous background noise. Measured results can be skewed by wind noise, leaf rustling, planes, lawn mowers etc. The TSH results are derived from the established provincially-endorsed STAMSON model using controlled input parameters. The Project Team believes the variance in the HGC results at NSL 5 (variance of 6 dBA) is therefore likely attributable to background noise distorting the results.
With respect to the time of year that the FHNC noise monitoring was done (June, 2004), Regional Transportation staff have indicated that historically traffic volumes along urban arterial roads, do not change significantly during the summer months.
6) Issue raised by the FHNC – Validation that the Transportation Master Plan Objective of Reducing Future Automobile Trips by 7% is Being Achieved
The FHNC asked that statistics be provided “to validate that a decrease of 7% in new trips by use of alternative modes of transportation (cycling/walking/carpooling etc.) is obtainable by implementing light rail transit. Larger cities with light rail transit and greater infrastructure quote 4% reduction of new car travel as a fairly aggressive goal.”
Document Name: E-04-074.1 Document No.: 124756-v1
F-7 Report: E-04-074.1 Project Team Response
The Region’s 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 was considered to be ambitious by the Steering Committee involved in the Transportation Master Plan in the late 1990’s but it is felt that the target will be accomplished through Transportation Demand Management (TDM) strategies focusing on public transit enhancements, cycling and pedestrian facilities and TDM supportive land uses.
It should also be noted that this section of Fischer-Hallman Road, between Erb Street and Columbia Street is recommended to have dedicated on-road cycling lanes, a 3.0 metre wide multi-use trail on the east side from Erb Street to Columbia Street Road and continuous sidewalk on the west side from Erb Street to Columbia Street, which will all encourage an increase in non-auto trips.
In addition, since 1999 the Region has been making (and will continue making) substantial annual capital investments in transit service across the Region. As a result of these efforts, transit ridership figures have increased by 24 % since 1999, thereby moving the Region forward toward its 7% auto reduction goal as per the Transportation Master Plan.
Additional sensitivity analysis was performed to determine what the forecast 2013 traffic volumes and modeled noise levels would be if the planned 7 % auto reduction in future trips was not achieved. The results indicate that, if the proposed 7 % reduction in future auto trips was not achieved, there would be a negligible impact (less than 1 dBA) on the projected modeled noise levels on Fischer-Hallman Road, and noise wall warrants would still not be met for this project.
7) Issue raised by the FHNC – Sidestreet Traffic Volumes Should be Included in the Noise Analysis
The FHNC group suggested that the traffic volumes along Keats Way should be STAMSON modeled and incorporated into the noise results for the Fischer-Hallman Road improvements.
Project Team Response
The traffic volumes on Keats Way are much less than volumes on Fischer-Hallman Road. Keats Way volumes would therefore have negligible effect on the 2013 modeled noise results for this project. It would take a doubling of traffic to generate a 3 dBA increase in modeled noise 2013 noise levels for this project. Since Keats Way traffic volumes are only approximately one-third of total Fischer-Hallman Road traffic volumes, its effect on 2013 noise results for this project would be less than 1dBA.
8) Issue raised by the FHNC – Inaccurate Noise Wall Cost Estimates
The FHNC requested that the Project Team provide a more accurate estimate of the costs for noise barriers. With similar projects being tendered by the Region that could facilitate competitive pricing, they believed the estimated project cost of $1.6 to $2 million is considerably inflated.
Project Team Response
Two Regional road construction projects tendered in 2004 (Ira Needles Boulevard and Homer Watson Boulevard) contained unit pricing in the range of $650 per metre for 2.4 metre high noise attenuation walls. Based on these prices, a shorter 1.8 metre high wall would cost approximately $500 per metre.
Based on a unit price of $650 per metre, the total cost to provide 2.4 metre high noise attenuation walls on this project would be approximately $1,820,000; and the cost to provide a 1.8 metre high wall would be approximately $1,400,000.
Document Name: E-04-074.1 Document No.: 124756-v1
F-8 Report: E-04-074.1
9) Issue raised by the FHNC – Volatility of STAMSON Results
The FHNC letter indicates that noise monitoring reports by HGC and Planning and Engineering Initiatives Limited (PEIL) note significant discrepancies in the STAMSON model and point to the volatility and uncertainty of the numbers presented by TSH in their STAMSON modeled noise study results for this project.
Project Team Response
As indicated in Report E-04-074 (Appendix B) submitted to Committee on June 15, 2004, the Project Team notes that the PEIL study report concluded that the STAMSON model does reasonably predict noise levels for the purposes of determining noise wall warrants on Regional road improvement projects. The PEIL report also noted that the STAMSON model is a widely accepted industry standard used extensively across Ontario for the computation of predicted noise levels for rail and road projects.
The FHNC noise report, prepared by HGC, makes no comparison of their attended noise monitoring results or their automated noise monitoring results with the results of the TSH noise study using the STAMSON model. The TSH noise study for this project is entirely based on STAMSON modeling which is consistent with other municipal jurisdictions in the province. The Project Team concluded that STAMSON is a widely- accepted noise model used to predict existing and future noise levels on Regional roads and is an effective tool in determining warrants for noise wall installations.
As noted in Appendix D, the Project Team did compare the HGC Attended Noise Results and the HGC Automated Noise Results with the STAMSON-predicted existing noise levels for this project; and found that in both instances, the STAMSON predictions for existing noise levels generally were greater (not lesser) than the HGC attended and automated results for the same noise sensitive locations.
10) Issue raised by the FHNC – Standard Deviation in the STAMSON Noise Model
The FHNC asked what the acceptable standard deviation or error margin is for the STAMSON model relative to the Region’s noise policy.
Project Team Response
The PEIL report noted that STAMSON does reasonably predict noise levels for Regional roads and is an industry accepted noise model. The Project Team is aware that STAMSON under went very rigorous testing by the Ministry of the Environment prior to being accepted as the provincial model. The standard deviation for STAMSON is not known; however industry experts indicate that STAMSON can generally predict within one dBA of actual sound levels.
11) Issue raised by the FHNC – Request for Noise Walls
The FHNC preface their September 3, 2004 letter with a recommendation that “the Region of Waterloo erect noise attenuation barriers along Fischer-Hallman Road between Erb Street and Columbia Road as part of planned road expansion proposed for the year 2005”.
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F-9 Report: E-04-074.1
Project Team Response
As detailed in the preceding sections of this report, the 2013 modeled noise levels at each of the Noise Sensitive Locations (NSL’s) along Fischer-Hallman Road within the project limits are below the 65 dBA threshold to warrant noise walls, except for NSL 2. NSL 2 at 264 Beechlawn Drive, which is located on the south-east corner of Fischer-Hallman Road and Beechlawn Drive, is the only NSL that exceeded 65 dBA. The Project Team concluded that since NSL 2 currently exceed the 65 dBA warrant threshold (at 66 dBA) and is projected to be reduced to 65 dBA after the road improvements, that this one location warrants noise attenuation. The home owner at 264 Beechlawn indicated at the March Public Input Meeting and has since confirmed his position, that he is opposed to having a noise attenuation wall constructed at his residence. Accordingly, the Project Team is recommending that noise barriers not be constructed as part of the Fischer-Hallman Road improvements, in accordance with Regional Policy.
Document Name: E-04-074.1 Document No.: 124756-v1
Report: E-04-054 REGION OF WATERLOO
TRANSPORTATION AND ENVIRONMENTAL SERVICES Design and Construction
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE: C-06-60, 5891
SUBJECT: APPROVAL OF PROJECT AND APPROVAL TO FILE CLASS ENVIRONMENTAL ASSESSMENT FOR MILL RACE BRIDGE REPLACEMENT, KING STREET, CAMBRIDGE
RECOMMENDATION:
THAT the Regional Municipality of Waterloo take the following actions with respect to the Class Environmental Assessment for the Mill Race Bridge Replacement Project, King Street, in the City of Cambridge: a) Approve the plans described as Alternative 2B in Report E-04-054; b) 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 and agencies, and place the Project File on the public record for a period of 30 days; and c) Authorize the Commissioner of Transportation and Environmental Services to execute a temporary easement agreement between the Region and Dover Flour Industries allowing the Region’s employees, agents and contractors to enter on to lands owned by Dover Flour Mills for the purposes of construction.
SUMMARY:
The Regional Municipality of Waterloo is undertaking a Class Environmental Assessment (EA) study to select a design alternative concept for replacement of the Mill Race Bridge on King Street, City of Cambridge. Bridge replacement is required to address the structural deterioration of the existing bridge that was constructed in 1930. Based on technical considerations and input received at the Public Information Centre on February 12, 2004 and from previous and recent circulation to agencies and interest groups, the Project Team is recommending that Regional Council approve “Alternative 2B”, replacement of the existing structure and file the Notice of Completion for the Class EA Study. Alternative 2B includes replacement of the existing bridge with a precast concrete box culvert.
REPORT:
1. Background
The Mill Race Bridge is located on King Street (Regional Road 8), just south of Riverside Park, in the City of Cambridge. (Please See Appendix “A” for Key Plan.) The existing bridge structure consists of a single 9.2 m span ‘T’ beam and slab construction that was constructed in 1930. The Mill Race watercourse provides flows for the adjacent Dover Flour Mills, which operates a commercial mill facility and historically has used Speed River flows for the generation of hydroelectric power. Based on the bridge condition as documented in previous bridge appraisals, this bridge is in need of rehabilitation or replacement.
The bridge requires improvements for the following reasons:
Document Name: E-04-054 Page 1 of 6 Document #: 87722
November 2, 2004 Report: E-04-054 · The existing bridge was reconstructed in 1930 and through continued use and exposure to the elements (weather, mechanical impacts, wear and tear, etc.) has undergone significant deterioration in the time that has passed since it was first constructed.
· Ongoing repairs have been required to maintain the bridge. More recently, emergency repairs have been required to maintain the bridge in an acceptable condition. It has been determined that continued maintenance of the existing bridge is no longer practical due to the extent of deterioration of the majority of the bridge elements (including the concrete deck, concrete beams and concrete abutments).
· Rogers Drive is an existing City street located immediately north of the Mill Race bridge. The sightlines for vehicles exiting Rogers Drive are slightly restricted by the existing parapet wall on the bridge resulting in an existing sightline deficiency.
The Region is undertaking a planning study to address these issues. This planning study is being undertaken under Schedule B guidelines of the Class Environmental Assessment (Class EA) process for municipal road projects.
A Project Team is directing this study and is made up of Region staff, City of Cambridge staff as well as City of Cambridge Ward Councillor Karl Kiefer. McCormick Rankin Corporation has been retained as consulting engineers for this project.
2. Public and Agency Involvement
As part of the Mill Race Bridge Class EA, newspaper advertisements were published advising of the project and requesting comments from the public regarding the project. In addition there has been correspondence with utilities, interested agencies and groups including the Waterloo Region Heritage Planning Advisory Committee (HPAC), Cambridge Environmental Advisory Committee (CEAC) and the Grand River Conservation Authority (GRCA) to inform each group of the study and to request input and comments. HPAC indicated an interest in salvaging the existing concrete bridge railing for re-use as an entrance feature at Riverside Park. In addition, Dover Flour Mills confirmed their desire to receive continued flows from the Mill Race channel. All agency circulation and comments are included in Appendix “B”.
On Thursday February 12, 2004, a Public Information Centre (PIC) was held at St. Paul’s United Church in Preston to:
· describe the need to carry out rehabilitation or replacement of the Mill Race Bridge; · review various design options; and · obtain input from the public on the issues and design options.
3. Replacement/Rehabilitation Options Considered
Five (5) rehabilitation/replacement options were considered by the Project Team. In addition to a “Do Nothing” option and a “Closure” option, three (3) rehabilitation/replacement options were considered. The options are as follows:
Option 1 - “Do Nothing”
Document Name: E-04-054 Page 2 of 6 Document #: 87722 November 2, 2004 Report: E-04-054 Option 2 - Rehabilitation of Existing Bridge Option 3 - Replacement with a New Bridge Option 4 - Replacement with a New Culvert Option 5 - Closure of Mill Race and Permanent Removal of the Structure
These design options are described in further detail in Appendix “C”.
As explained in Appendix “C”, Options 1, 2 and 5 were determined by the Project Team to be non-viable and therefore only the following three (3) replacement alternatives were presented to the public for their consideration at the February 12, 2004 Public Information Centre.
Alternative 1 - Replacement Bridge
Ø Replace existing bridge with a slightly wider bridge to accommodate possible future road widening, bike lanes and sidewalks;
Ø New parapet walls would replicate existing parapet walls; and
Ø Existing sight lines from the adjacent City side street to the north (Rogers Drive) may not be improved since a new bridge would require new parapet (barrier) walls which would limit visibility.
Alternative 2A - Replacement Culvert including Under Railway Crossing
Ø Replacement culvert would extend under adjacent railway tracks;
Ø Extra culvert length could be provided to accommodate possible future road widening and bike lanes (and maintain existing sidewalks);
Ø Existing railway trestle bridge would be eliminated; and
Ø Sight lines from Rogers Drive would be improved somewhat since guide rail (barrier) would provide better visibility than bridge barrier walls.
Alternative 2B - Replacement Culvert Excluding Under Railway Crossing
Ø Replacement culvert would not extend under adjacent railway tracks;
Ø Extra culvert length could be provided to accommodate future road widening and bike lanes (and maintain existing sidewalks); and
Ø Sight lines from Rogers Drive would be improved somewhat since guide rail (barrier) would provide better visibility than bridge barrier walls.
Plan view diagrams of these alternatives are provided in Appendix “D”.
At the February 12, 2004 PIC, Alternative 2A (Replacement Culvert Including Under Railway Crossing) was identified and presented as the technically preferred alternative, and it was noted that Alternative 2B
Document Name: E-04-054 Page 3 of 6 Document #: 87722 November 2, 2004 Report: E-04-054 (Replacement Culvert Excluding Under Railway Crossing) would be recommended if a satisfactory agreement with the Railway could not be reached. Alternative 2A and 2B are essentially the same with the exception that 2A would extend the culvert under the existing railway tracks.
Alternative 2A was identified as being technically preferred for a number of reasons. It would allow permanent removal of the existing concrete barrier wall on the existing bridge which presently creates a sight line obstruction from Rogers Drive (Riverside Park entrance) looking towards the east on King Street. It can accommodate a new pedestrian sidewalk on the east side; this sidewalk would be separated from the existing railw ay line by either a guide rail barrier or an alternative open railing, extending from the King Street Bridge (crossing the Speed River) to the Riverside Park entrance.
The evaluation criteria used to assess the three (3) replacements alternatives (i.e. 1, 2A and 2B) are presented in Appendix ‘E’. A table summarizing the comparative evaluation and the ranking of these three (3) replacement alternatives is attached in Appendix ‘F’.
4. Input from Public Information Centre
Eighteen (18) registered visitors attended the February 12, 2004 PIC. The majority of comments received for this project support the Replacement Culvert Alternative (either Alternative 2A or 2B.) The utility companies, agencies and interest groups have asked to be kept informed during the detailed design of the Mill Race bridge replacement project. Several utility companies indic ated a need to support or relocate their plants.
Only two written comments resulted from the PIC. One was from Dover Flour Mills who indicated a concern that replacement of the Mill Race Bridge is occurring in advance of a possible future road widening of King Street fronting their property in 2007. Regional staff have informed Dover Flour Mills that any future road widening in the area would require a separate Class EA above and beyond the Class EA required for this bridge replacement project and that they would have full opportunity to comment on any road widening concerns at that time.
Based on recent correspondence received from Dover Flour Mills, they have indicated that they will consent to the sale of a small portion of property (required for this project) on the east side of King Street provided they are granted continued water rights. Dover has also consented to granting a temporary easement for entry on their property on the west side to facilitate culvert construction and the required traffic staging of this project. Two lanes of traffic , one in each direction, will be maintained during the construction period.
The second written comment was received from an adjacent business owner and related to provision of additional pavement width in the area of the Mill Race Bridge to improve traffic flows (road capacity). Since the widening of King Street is beyond the objectives of the Mill Race Bridge Replacement Class EA. Regional staff has advised this business owner that his concern will be addressed in the future road widening Class EA for the King Street corridor to be initiated in 2005.
5. Project Team Recommendation
Although the Project Team initially identified Alternative 2A (Replacement Culvert Including Under Railway Crossing) as being preferred to Alternative 2B (Replacement Culvert Excluding Under Railway Crossing), the Project Team now recommends that Alternative 2B be implemented for the following reasons:
a) Canadian Pacific Railway has indicated they would still require a crash proof barrier located between the railway and the road even if the culvert were extended under the tracks, thus
Document Name: E-04-054 Page 4 of 6 Document #: 87722 November 2, 2004 Report: E-04-054 removing some of the advantage in improved sight lines for traffic exiting Rogers Drive;
b) Canadian Pacific Railway has stated it would not contribute towards the cost of the increased length of culvert to extend under the railway tracks given the current condition of the railway trestle bridge; and
c) Canadian Pacific Railway noted that only a short term closure would be available to complete the culvert installation under the railway tracks.
As a result of this new information, the Project Team is now recommending Alternative 2B, Replacement Culvert Excluding Under Railway Crossing, as the Recommended Design Alternative for implementation. Implementation of Alternative 2B achieves the following benefits:
· satisfies the objectives of the study, which are rehabilitation/replacement of the Mill Race Br idge structure and the waterway conveyance requirements of the Mill Race Channel;
· has minimum negative impact on existing natural, social, and cultural features and on private property;
· offers a high degree of safety;
· will provide some improvements in the sight lines at Rogers Drive;
· will allow re-use of the existing concrete bridge railing as an entrance feature at Riverside Park, as recommended by HPAC; and
· provides a high level-of-service at reasonable cost.
The cost of this Recommended Design Alternative is expected to be $450,000.
In order to facilitate culvert construction and traffic staging for this project, the future contractor will be required to enter onto lands owned by Dover Flour Mills. A temporary easement agreement will be required to be executed between the Region and Dover Flour Mills to allow the Region’s contractor to enter onto the lands for the purpose of construction. Council authority is required to authorize the Commissioner of Transportation and Environmental Services to execute this agreement on behalf of the Region.
6. Next Steps
Subject to Council approval of the Recommended Alternative, the Notice of Completion will be filed and the Project File will be placed on the public record for a mandatory period of 30 days. During this 30 day filing period, any party may object to the Recommended Design Alternative by requesting that the Ministry of the Environment grant a Part II Order requiring that the project be subject to a full environmental assessment. A request for a full environmental assessment must be made in writing to the Minister of the Environment with a copy to the Region’s Commissioner of Transportation and Environmental Services. When the 30 day public filing period is complete and if no requests for a full environmental assessment are received by the Minister within that 30 days, the Recommended Alternative will be considered approved for implementation.
The current scheduling for this project is as follows:
Commencement of EA Filing Period November, 2004 Expiration of EA Filing Period December 2004
Document Name: E-04-054 Page 5 of 6 Document #: 87722 November 2, 2004 Report: E-04-054 Detail Design Winter 2004/05 Tender Advertisement April, 2005 Construction Mid July – October, 2005
CORPORATE STRATEGIC PLAN:
This project is in harmony with the strategic directions of the Corporate Strategic Plan, in particular Focus Area 4 to Ensure High Quality Regional Transportation System by Maintaining and Improving the Regional Road Network.
FINANCIAL IMPLICATIONS:
The Region’s 2004 Transportation Capital Program and 10 Year Capital Forecast includes a total budget of $565,000 for the replacement of the Mill Race Bridge at Riverside Park, King Street, Cambridge, all to be funded from the Roads Rehabilitation Capital Reserve Fund.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: NIL
ATTACHMENTS Appendix A – Key Plan Appendix B – Agency Circulation/Comments to date and Comments from the PIC Appendix C – Replacement/Rehabilitation Options Appendix D – Plan view of Alternatives Appendix E – Evaluation Criteria for Design Alternatives Appendix F – Mill Race Bridge Replacement Evaluation of Alternatives
PREPARED BY: Chris Thompson, Project Manager, Transportation Engineering
APPROVED BY: James Archibald, Acting Commissioner, Transportation and Environmental Servic es
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Report: E-04-054
Document Name: E-04-054 Document #: 87722
APPENDIX B E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003
Mr. David Lukianow June 19, 2000 - E-mail response - E-mail - November Confirm funding if Manager Public Works, keep CPR October 27, 2000 - 20, 2003 - Railway railway crossing Engineering Services informed, CPR no objection to comments remain included and Canadian Pacific Railway proposes removal and as they were in confirm Railway St. Lawrence & Hudson improvements at replacement of previous response Crossing particulars Railway Mile 4.71 (Bridge railway trestle (2000). No during detailed 2nd Floor ? General Yard at Mile 4.68) provided certain Problem with design. 2025 McCowan Road conditions can be proposed Scarborough, Ontario, M1S met. Toyota plant reconstruction or CPR has confirmed 5K3 closes in July and trestle removal. Do that they will not work should be not wish to contribute to the (New Info) coordinated with the contribute to cost cost of the culvert D M (David) Lukianow, Toyota closure. Do of trestle removal. extending under the P.Eng. not object but also do railway. Manager of Public Works not wish to contribute Site Meeting Canadian Pacific Railway financially. Box December 8, 2003 CPR has confirmed Suite 707 culvert should be - Existing trestle is that a crash barrier 1290 Central Parkway West designed to in satisfactory protection is Mississauga, Ontario (Coopers) E80 condition and needed between L5C 4R3 loading and include railway does not the railway and Tel. (416) 297-3041 6” of ballast for rails. anticipate any road. Fax (416) 297-3103 necessary e-mail: Letter communication changes in the [email protected] ( C.L. Puri) as follow- foreseeable future. up to site review of Have interest in July 4, 2003 - Dated the provision of July 23, 2003 - site appropriate barrier lines are restricted protection to tracks from Rogers Drive, traffic lights were suggested, tubular style railing could provide better visibility. City and Region requested to respond to all items communicated in detailed letter.
Mr. Al Beaucage Letter Response Letter Response - - Fwd. copy to Inspection Officer (from Barry Putt) - December 20, 2000, RMOW - done Canadian Coast Guard June 22, 2000 - - Received - Submit Suite 703, 201 North Front received June 26, December 29, 2000 - application, as Street 2000 - Please The Mill Race appropriate. Sarnia, Ontario, N7T 8B1 prepare and tributary is Tel. (519) 383-1866 submit an considered - Not Fax. (519) 383-1995 application in Navigable. This Referred to: accordance with project may have Mr. Barry Putt the requirements adverse effects on of the attached fish and fish habitat Application Guide. and the proponent No Construction should contact Document No.: 133210 B-2 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003 Inspections Officer shall take place Fisheries and Canadian Coast Guard without approval Oceans, Fish Habitat Suite 703, 201 North Front under the Management, P.O. Street (Navigable Waters Box 5050, Burlington, Sarnia, Ontario, N7T 8B1 Protection) Act. L7R 4A6
Ms. Kelly Pritchard No reply Forward notice of Cambridge Officer study completion at Ministry of the Environment outset of 30-day Guelph District Office review period. 1 Stone Road West Guelph, Ontario, N1G 4Y2 Tel. (519) 826-4255 Fax (519) 826-4286
Mr. Ken Carter Letter Response - Contact Heritage Area Manager June 20, 2000 - and Libraries Ministry of Citizenship, received June 28, Branch. Completed Culture and Recreation 2000 - We have no and Copy of Stage I Kitchener District Office comments from a Assessment Suite 405 ? 4th Floor, 30 Recreation point of forwarded for files. Duke Street West view. Contact Kitchener, Ontario, N2H Heritage and 3W5 Libraries Branch Tel. 1-800-265-2189 regarding Fax (519) 578-1632 proposals Ken Carter Tel. (519) 571- impacting on 6050 heritage resources.
Mr. Paul Mason See replies from Director, Planning & HPAC Development Planning and Culture Department Regional Municipality of Waterloo 5th Floor, 150 Frederick Street Kitchener, Ontario, N2G 4J3 Tel. (519) 575-4533 General Tel. (519) 575-4400 Fax (519) 575-4449 B-3 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003
Mr. Chris Gosselin No reply Manager, Environmental Planning Planning and Culture Department Regional Municipality of Waterloo 5th Floor, 150 Frederick Street Kitchener, Ontario, N2G 4J3 Tel. (519) 575-4501 General Tel. (519) 575-4400 Fax (519) 575-4449
Heritage Planning Advisory No reply Letter response - Letter response - Committee (HPAC) January 19, 2001 - Dated December Regional Municipality of received January 26, 11, 2003 - received Waterloo 2001 - HPAC December 16, 150 Frederick Street, 5th generally support the 2003 - from Lucille Floor preferred Alternative Bish, Director Kitchener, Ontario, N2G 4J3 2A and suggest that Community c/o Mr. Larry Kotseff the guard rail be Services, Planning, Commissioner, Planning, retained which Housing and Housing and Community reflects the heritage Community Services merits of the originals Services - When bridge and project reviewed in Referred to: community. Retain 2000 by HPAC Ms. Jean Haalboom railings as close to primary concern Chair, Heritage Planning existing bridge site as was existing Advisory Committee possible with an concrete railings. Kitchener City Hall interpretive plaque to Proposal is to 200 King Street West enhance preserve the Kitchener, Ontario, N2G understanding of the railings as “Public 4G7 heritage significance. Art” at/near Tel. (519) 741-2792 Riverside Park. Fax (519) 741-2800 New railing should e-mail: [email protected] respect the original heritage design. A formal response to the proposal(s) will be provided in February 2004.
Mr., Don Snow June 20, 2000 - Coordinate works Director, Grand River Transit Rec'd tele. call with GRT - Provide Regional Municipality of from Terra Gunn of design drawings Waterloo GRT - Interested prior to completion 5th Floor, 150 Frederick (575-7597 - ext of detailed design. Street 7223) Kitchener, Ontario, N2G 4J3 General Tel. (519) 575-4400
B-4 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003 Referred to: Ms. Tara Gunn Transit Development, Regional Municipality of Waterloo, 5th Floor, 150 Frederick Street Kitchener, Ontario, N2G 4J3
Mr. John Prno No reply Director, Land Ambulance Services 3rd Floor, Community Health 99 Regina Street South Waterloo, Ontario, N2J 4V3 Tel. (519) 883-2000 Fax. (519) 883-2241
Ms. Ruth Gutpell No Reply Chair, Waterloo Regional Heritage Foundation Regional Administration Building 150 Frederick Street Kitchener, Ontario, N2G 4J3 Tel. (519) 745-2691 Fax (519) 745-1961 e-mail: [email protected] Tel. (519) 575-4785 Fax (519) 575-4449 @ Region
Mr. Larry Gravill No Reply Chief of Police The Waterloo Regional Police Service 200 Maple Grove Road Cambridge, Ontario, N3H 5M1 Tel. (519) 653-7700 B-5 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003
Mr. Greg Durocher (Project Input through Input through Team) Project Team Project Team Councilor Involvement Involvement (via City of Cambridge Councilor Kiefer) P.O. Box 669, 73 Water Street North Cambridge, Ontario, N1R 5W8 Tel. (519) 623-1340
Replaced by: Mr. Karl Kiefer, Councilor (Project Team)
Kirit Patel (Project Team) Input through E-mail - October 9, Input through Director of Engineering Project Team 2003 - City is Project Team City of Cambridge Involvement considering Involvement. P.O. Box 669, 73 Water relocation of Discuss City intent Street North Rogers Drive at further. Cambridge, Ontario, N1R Riverside Park 5W8 entrance and Kung Tel. (519) 623-1340 Street. Have been in communication with the Region, Transport Canada and the Railway (CP Rail). Interested in cost sharing by benefiting parties.
Ms. Valerie Spring Telephone Municipal Heritage Advisory discussion - MHAC Committee (MHAC) has interest in the Heritage Planner heritage aspects of P.O. Box 669 the existing bridge Cambridge, Ontario, N1R and plan to attend 5W8 the Public Tel. (519) 740-4650 x 4580 Information Centre. Fax (519) 622-6184 Interest includes the heritage value of the existing bridge handrails.
Mr. Terry Allen No Reply Chief Cambridge Fire Department P.O. Box 669, 73 Water Street North Cambridge, Ontario, N1R 5W8 Tel. (519) 623-1340 B-6 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003
Ms. Sherri Tilley June 23, 2000 - Letter response - Coordinate works Cambridge and North Rec'd tele. Call dated November with Cambridge Dumfries Hydro from Case 20, 2003 - received and North Dumfries P.O. Box 1060, 1500 Bishop Vanderloo. - November 24, Hydro- Provide Street please send base 2003 - agree with design drawings Cambridge, Ontario, N1R plan for markup Preferred prior to completion 5X6 /confirmation (base Alternative 2A-. of detailed design. plan sent) Support provision Tel. (519) 621-3530 of temporary (locates) detour during Fax (519) 621-7420 construction as few local points of access to that part Replaces: of Cambridge. Mr. Case Vanderloo (retired) There ornamental lights on both sides of the Mill race fed underground. May require temporary lighting. Lighting relocations may be required to accommodate construction. Hydro would require ducts through the new installation to accommodate future street lighting. Detailed design drawings required.
Mr. Guy Howell E-mail response - E-mail response - Coordinate works Union Gas June 28, 2000 - October 26, 2000- with Union Gas - 603 Kumpf Drive received June 29, Have no concerns Provide design Waterloo, Ontario, 2000 - have with the drawings prior to N2V 1K3 concerns with recommendations. completion of Tel. (519) 621-2920 (ext structure in Wish to be kept detailed design. 233) reference to plant informed about e-mail : n the vicinity. design and timing of [email protected] Would like to be the project so we (Replaces ) kept in the loop. (gas) can plan to Brian Vanbiesbrouck Will respond when accommodate gas and detailed drawings plant on the existing Mr. Walt Semeniuk (Retired) are received. bridge.
E-mail - July 31, 2000 - will have conflict if bridge is re-built. Have 4” B-7 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003 gas main running underneath or through existing structure. Will forward as -built drawings.
Mr. Paul Axman Letter response - Coordinate works Bell Canada 28 June 2000 wish with Bell Canada - 800 King Street West, Floor to be kept Provide design 3, P.O. Box 9008, Station C, informed. Have 2 drawings prior to Kitchener, Ontario N2G 4K2 concrete encased completion of (Replaces) duct banks and 5 detailed design. Mr. Jeff Jewell manholes on the south side of King Street, including fibre optics cables in the duct banks. Relocations and timing would be costly.
Letter response - 6 July 2000 - marked up drawing of structure runs provided. 10 duct structures were not shown on study plans. Schematic has been provided for duct formation on bridge.
Mr. Corry Baker Letter response - Provide design Rogers Cable TV Limited July 27, 2000 - drawings prior to 85 Grand Crest Place Rogers does not completion of P.O. Box 488 have any existing detailed design. Kitchener, Ontario N2G 4A8 cable at the Mill Race Bridge. (Replaces) Ms. Nina Gillingham
B-8 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003
Mr. John O'Brien June 20, 2000 - Letter - 26 October Letter response - Response to Director of Technical Rec'd tele. call 2000 - received September 4, 2003 December 30, 2003 Services from J. O'Brien - October 25, 2003 - received correspondence by Dover Flour Mills meet at next Dover is investigating September 5, 2003 Region of Waterloo P.O.Box 3368 convenience items which could - Dover not 140 King Street W. (Meeting(s) Held) ultimately affect the opposed to Cambridge, Ontario N3H - Meet on site to Mill Race project. replacement of 4T3 review project Dover is reviewing bridge with a box Tel. (519) 653-6267 needs, etc. - Done the economics of culvert provided Fax. (519) 653-2125 - June 23, 2000 future use of the Mill flow requirements (See June 23, Race System and as confirmed 2000 memo by Dam. The Region previously are MRC) may wish to put any satisfied. Flow decision on hold until required provided. Dover is in a position to discuss further. Letter response - December 30, Fax Transmittal - 11 2003 - received January 2001 - Re- January 5, 2004 opening of the from John F. (closed) Mill Race Lennox, Barrister & (for Plant Solicitor on behalf modifications) Diver of Dover Flour will contact the Mills - request full Region when the Mill disclosure of road Race is re-opened by improvement plans Dover. at King Street prior to agreeing with any proposal. Have concerns regarding traffic flow on the Dover site and rights of access to King Street. Will not consent to entry on Dover Property for related purposes.
Jessica Henderson, June 20, 2000 - Executive Director Rec tele. call from Cambridge BIA Ms. Bowman - 60 Water Street North confirming contact Cambridge, Ontario, N1R and general 3B1 interest.
(Replaces ) - Provide future Ms. Shirley Bowman information BIA Co-ordinator Preston Towne Centre (B.I.A.) c/o Etcetera, 761 King Street East B-9 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003 Cambridge, Ontario, N3H 3N8 Tel. (519) 653-5332
Ms. Tricia Rosa Letter response - E-mail response - Coordinate works Planning and Resources 19 July 2000 - The November 17, with GRCA - Grand River Conservation Speed river is a 2003 - There are Provide design Authority warmwater sport no fisheries drawings prior to P.O. Box 729, 400 Clyde fish habitat - no in- concerns based on completion of Road stream work previous detailed design - Cambridge, Ontario, N1R (speed river) comments. An Submit Applications 5W6 should be planned updated Hydraulic for “Fill, Tel. (519) 621-2761 Ext. 233 between March Analysis will be Construction and Fax (519) 621-4844 31st, and June required as part of Alteration to (Replaces) 30th. GRCA will Permit process. A Waterways” Permit. Mr. Brian Hunt deal with approvals permit under Senior Resource Planner related to the Ontario Regulation Fisheries Act. 149 (Fill, GRCA requires a Construction and permit under the Alteration to Ontario regulation Waterway’s 149 as amended Permit) will be by 69/93 and required (prior to 669/94 (Fill, construction). July Construction ad 19, 200 comments Alteration to are still applicable. Waterways)
Mr. Ralph Beaumont No Reply Executive Manager The Grand River Foundation P.O. Box 729, 400 Clyde Road, Cambridge, Ontario, N1R 5W6 Tel. (519) 621-2761 Fax (519) 621-4844
Mr. Neal Ferris, No Reply Heritage Planner Ministry of Citizenship, Culture and Recreation Cultural Programs Branch Archaeology and Heritage Planning 55 Centre Street London, Ontario, N6J 1T4 Tel. (519) 675-7742 Fax. (519) 675-7777
Ms. April Souwand Letter response - Letter Response - Letter Response - Provide response Senior Environmental June 29, 2000 - October 27, 2000 - dated November to enquiries - Planner received - July 7, received October 30, 27, 2003, received Clarifications Cambridge Environmental 2000 - CEAC 2000 - Report December 3, 2003 provided in Advisory Committee would like to CEAC17-03 prepared - Report CEAC17- December 3, 2003 B-10 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003 P.O. Box 669 participate. with comments from 03 prepared with correspondence by Cambridge, Ontario, Request a future October 24, 2000 comments from MRC. N1R 5W8 site meeting with CEAC meeting. November 26, Tel. (519) 740-4650 x 4601 the sub-committee Request confirmation 2003 CEAC members of the Class EA meeting. Advise schedule, objectives, that past inquires rationale and timing have not been of the project, span of addressed. bridge. What impact Clarifications on Flood control, requested. floodplain conditions, erosion control and runoff, improvements to river naturalization, aquatic habitat? The committee would welcome the opportunity to discuss the project with the Project Team before completion of the Class EA.
Ms. Nancy Kielar June 23, 2000 - Preston Heights Community Rec? d tele. call Group, 350 Linden Drive from Ms. Kielar Cambridge, Ontario, N3H (rec? d by T. 5N7 Mereu) Tel. (519) 650-2971 Fax (519) 650-1534 - Keep apprised of progress / notices, etc.
Ms. Kathryn McGarry No Reply Heritage Cambridge P.O. Box 22074 Cambridge, Ontario, N1R 8E3 Tel. (519) 622-3218 Fax. (519) 740-7498
Mr. Ted Cheskey Contacted former Chair Ecological and business location Environmental Advisory to confirm new Committee contact numbers. Tel. (519) 856-0552 (Home) Tel. (519) 826-2036 (Guelph E-Mail sent - 26 Office) June 2000 E-mail: [email protected] No Reply
B-11 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003 c/o Blair Outdoor Education Centre (?) - Tel. (519) 653- 9855
Michel Potvin CET Telephone Coordinate works Manager OSP Canada discussion - with 360 Networks - 360 Networks (CDN Fiber) November 25, Provide design Ltd , 7111 Syntex Dr. 2003 - advised of drawings prior to Mississauga, ON replacement as completion of t) 416-848-2239 360 Network detailed design. f) 416-848-5891 contact. Can c) 416-564-8196 attend a planned (Replaces) site meeting on Mr. Gualberto Vasquez, December 8, 2003. P.Eng. Engineering Co-ordinator 360 Fiber Inc. 5500 Explorer Drive Mississauga, Ontario L4W 5C7
(New Contact) John Stephenson, M. Eng., Not circulated Not circulated Circulate notices. P. Eng. Senior Transportation Infrastructure Engineer Transportation and Environmental Services 150 Fredrick Street , 7th Floor Kitchener, Ontario N2G 4J3
London Regional Office Letter Response - Forward notice of Ministry of the Environment dated November study completion to 659 Exeter Road, 2nd Floor 21, 2003, received West Central London., Ontario November 26, Region Ministry N6E 1L3 2003 - General Office at outset of Attention: Mr. Mike Parker, feedback provided 30-day review APEP Supervisor on Class EA period. process Redirected to: requirements and West Central Region content of Ministry Office at 119 King Schedule “B” Street West, Hamilton, “Project File” Ontario L8P 4Y7 documentation Attention Carl Slater, required as well as Supervisor, Air Pesticides, general Environmental Assessment commentary on the and Planning and Part II order Geographical Information protocol. Systems
B-12 Report: E-04-054
Table 1 - Agency Circulation/Comments A g e n c y R e s p o n s e s Initial Notice - Circulation - Re-circulation - Action Required Agency Contact June 2000 Invitation for Invitation for Information Comment - Comment - Preferred Preferred Alternative - Alternative - October 2000 November 2003 (New Contact) Not circulated Not circulated Telephone Include CEAC in Mr. Alain Pinard discussion and e- project circulation. - Director, Policy Planning mail confirming Done through initial City of Cambridge interest in the and subsequent P.O. Box 669, 73 Water study and circulation. Street North necessity to Cambridge, Ontario, N1R communicate with 5W8 CEAC through agency circulation.
Report: E-04-054
Appendix C
Replacement/Rehabilitation Options
Option 1 - “Do Nothing” Option
Under this option the Region would continue to maintain the existing bridge structure to an acceptable level. Past structural analyses and recent emergency repairs have confirmed that maintaining the existing bridge without significant rehabilitation improvements is no longer a practical and cost-effective alternative. As a result, the Project Team has determined that “Do Nothing” is not a viable option and did not carry this option forward for further evaluation. Option 2 – Rehabilitation of the Existing Bridge
A rehabilitation of the existing bridge would involve repair of the existing bridge components as opposed to replacement of these components. However, due to the advanced state of deterioration of the existing bridge sub-structure, deck and super-structure, the Project Team concluded that a rehabilitation strategy is cost-prohibitive and would effectively become a bridge replacement. In order to address the heritage significance of the existing railing components, there is the ability to salvage and relocate sections of the bridge with some heritage significance (parapet walls and handrails) or to replicate these features in a new structure. Since a rehabilitation strategy is not considered viable and since replacement options can utilize or replicate certain heritage features, the Project Team agreed to abandon further consideration of this rehabilitation option for the existing bridge. Option 3 – Replacement with a New Bridge
Under this option the Region would replace the existing bridge with a new bridge with all new components. The replacement would entail a cast-in-place concrete bridge in the same location. The Project Team felt that replacement with a new bridge is a viable option and would be further considered. Option 4 – Replacement with a New Culvert
Under this option the Region would replace the existing bridge with a new culvert. A culvert option would be a practical and less costly option than a new bridge, considering the lower long term maintenance requirements and relative ease of installation in comparison to bridge replacement. The Project Team felt that replacement with a new culvert option is a viable option and would be further considered. Option 5 – Closure of the Mill Race and Permanent Removal of Structure
This option would involve complete removal of the existing structure and backfilling of the existing Mill Race channel. Dover Flour Mills, an adjacent property owner that operates a commercial mill facility, historically has used flow for the generation of hydroelectric power. Dover has confirmed a desire to retain flows in the existing Mill Race channel. The Grand River Conservation Authority has also indicated that the relief flow provided by the Mill Race is beneficial to the management of flood risk in the surrounding area. Considering Dover’s flow needs and the GRCA’s support for the Mill Race channel, the Project Team determined that the option to close the Mill Race was not viable and was eliminated from further
Report: E-04-054
APPENDIX D
Document No.: 133210
D-2 Report: E-04-054 Exhibit 1.2 KING STREET RAILWAY CROSSING PREFERRED ALTERNATIVE 2B - REPLACEMENT CULVERT EXCLUDING UNDER MILL RACE BRIDGE Class Environmental Assessment Study and Preliminary Design
D-3 Report: E-04-054 Exhibit 1.3 Exhibit KING STREET UNDER RAILWAY CROSSING ALTERNATIVE 2A (MODIFIED) - REPLACEMENT CULVERT INCLUDING Class Environmental Assessment Study and Preliminary Design MILL RACE BRIDGE
APPENDIX E Report: E-04-054
Evaluation Criteria for Design Alternatives
The Project Team used the following criteria when evaluating the design alternatives for the Mill Race Bridge Replacement:
Transportation: Pedestrians/Cycling, Transit and Traffic - How does the alternative accommodate existing and projected future vehicula r, transit, pedestrian and cycling traffic? How does the alternative impact possible future road improvements in the area?
Engineering, Safety, Flood Risk, Intersection Sight Distances, Flexibility for Future and Technical Road Improvements, Impact on Utilities - How does the alternative affect the flow requirements in the Mill Race channel and flooding of the Speed River; what impact will the alternative have on engineering and safety considerations such as sight distance from and to Rogers Drive; and what impacts will the alternative have on existing utility installations in the immediate vicinity of the bridge? What are the potential temporary impacts during construction?
Social Environment: Archaeological Potential, Heritage Aesthetic Elements, Property Impact - How does the alternative impact the adjacent park, heritage resources, and residential and commercial properties abutting the road (driveways/access, parking, aesthetics)?
Natural Environment: Fisheries and Vegetation, - How does the alternative affect Mill Race/Speed River habitat and function, and impact on existing trees and vegetation.
Cost: What is the total capital cost of the alternative including the cost for bridge/culvert works, road restoration, utility and street-lighting relocations, property acquisitions, railway trestle support/protection/replacement, traffic management and landscaping?
Document No.: 133210
APPENDIX F Report: E-04-054
Mill Race Bridge Replacement Evaluation of Alternatives
Criteria Alternative 1 Alternative 2A Alternative 2B Group/Criterion Replacement Bridge Replacement Culvert incl. Replacement Culvert excl. railway crossing railway crossing Transportation Good Good Good · Compatible with plans for · Compatible with plans for · Compatible with plans for possible future road possible future road possible future road improvements and improvements and improvements and possible intersection possible intersection possible intersection improvements/ relocation Improvements/ relocation Improvements/ relocation at Rogers Drive at Rogers Drive at Rogers Drive · Wide sidewalks will · Wide sidewalks will · Wide sidewalks will provide greater provide greater provide greater separation between separation between separation between vehicles and pedestrians vehicles and pedestrians vehicles and pedestrians · Future On-street cycling · Future On-street cycling · Future On-street cycling opportunities can be opportunities can be opportunities can be accommodate and meet accommodate and meet accommodate and meet Regional and City Regional and City Regional and City requirements for cycling. requirements for cycling. requirements for cycling.
Engineering, Fair Fair Fair safety and · May not improve Sight · Will improve Sight · Will not improve Sight Technical Distances to Park Distances to Park Distances to Park Entrance at Rogers Drive Entrance at Rogers Drive Entrance at Rogers Drive - required barrier wall (using guide rail instead (using guide rail instead will impede sight lines of barrier wall) of barrier wall) from/to Rogers Drive. · Improves on deteriorated · Improves on deteriorated · Improves on deteriorated condition of existing condition of existing condition of existing bridge bridge bridge · Impacts marginally on · Impacts marginally on · Does not significantly Regional Flood lines and Regional Flood lines and Impact on Regional provides relief flow provides relief flow Flood lines and provides capacity for Speed River capacity for Speed River relief flow capacity for · Compatible with plans for · Compatible with plans for Speed River future road widening and future road widening and · Compatible with plans for possible intersection possible intersection future road widening and Improvements/ relocation Improvements/ relocation possible intersection at Rogers Drive at Rogers Drive Improvements/ relocation · Provides sufficient · Provides sufficient at Rogers Drive capacity for Dover flour capacity for Dover flour · Provides sufficient Mills flow requirements Mills flow requirements capacity for Dover flour · Moderate disruption to · Moderate disruption to Mills flow requirements community during community during · Greater disruption to construction phase construction phase community during · Minor impacts on Utilities · No impacts on Utilities construction phase associated with the CP associated with the CP · No impacts on Utilities Railway structure Railway structure associated with the CP · Short term impact on · Short term impact on Railway structure Railway operation Railway Operation (Track (Demolition/Track Protection) Protection/Culvert Installation)
Document No.: 133210
F-2 Report: E-04-054
Mill Race Bridge Replacement Evaluation of Alternatives
Criteria Alternative 1 Alternative 2A Alternative 2B Group/Criterion Replacement Bridge Replacement Culvert incl. Replacement Culvert excl. railway crossing railway crossing Social Fair Acceptable Acceptable Environment · Compatible with · Compatible with · Compatible with surrounding social setting surrounding social setting surrounding social setting · Archaeological impacts · Archaeological impacts · Archaeological impacts considered neutral considered neutral considered neutral · Heritage aesthetics can · Heritage aesthetics can · Heritage aesthetics can be replicated and/or be re used or relocated be reused or relocated relocated. · Property impacts include · Property impacts include · Property impacts include minor temporary grading minor temporary grading major temporary grading on lands owned by Dover on lands owned by Dover on lands owned by Dover Flour Mills and the Flour Mills and the Flour Mills and the acquisition of an acquisition of an acquisition of an easement easement easement
Natural Acceptable Good Good Environment · Impacts on existing · Impacts on existing · Impacts on existing vegetation not vegetation not vegetation not considered significant. considered significant. considered significant. · No Regionally significant · No Regionally significant · No Regionally significant or rare species impacted. or rare species impacted. or rare species impacted. · Mill Race waterway not · Mill Race waterway not · Mill Race waterway not considered a viable considered a viable considered a viable fishery or supportive fishery or supportive fishery or supportive habitat. habitat. habitat. Cost Poor Good Good · Capital Cost $690,000 · Capital Cost $510,000 · Capital Cost $450,000 · Greatest Ongoing · Minimal future · Minimal future Maintenance Cost maintenance maintenance
Overall Fair Good Good Evaluation Rank 3 2 1
Document No.: 133210
REGION OF WATERLOO Report: E-04-088.1
TRANSPORTATION AND ENVIRONMENTAL SERVICES Design and Construction Transportation Services
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE: C06-60, T04-20/15/9, 5017
SUBJECT: APPROVAL OF PLANS FOR ROADWAY IMPROVEMENTS ON LOBSINGER LINE (REGIONAL ROAD #15) IN THE VILLAGE OF HEIDELBERG, TOWNSHIPS OF WELLESLEY AND WOOLWICH
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve the plans for roadway improvements on Lobsinger Line as described in Report E-04-088.1 and amend Traffic and Parking By-law 00-032, as amended, upon construction of the improvements to reflect: a) a reserved lane for bicycles and horse-drawn vehicles on both sides of Lobsinger Line from a point 230 metres west of Arthur Road to a point 370 metres east of Mary Street; b) “No Parking Anytime” on the north side of Lobsinger Line from 230 metres west to 150 metres west of Arthur Road; c) “No Parking Anytime” on the north side of Lobsinger Line from Arthur Road to 50 metres east of Arthur Road; d) “No Parking Anytime” on the north side of Lobsinger Line from 130 metres east of Arthur Road to 45 metres west of Mary Street; e) “No Parking Anytime” except Sunday 7:00 a.m. to 1:00 p.m., on the north side of Lobsinger Line from 45 metres west of Mary Street to 340 metres east of Mary Street; f) “No Parking Anytime” on the north side of Lobsinger Line from 340 metres east of Mary Street to 370 metres east of Mary Street; g) “No Parking Anytime” on the south side of Lobsinger Line from 230 metres west of Arthur Road to 370 metres east of Mary Street;
AND THAT construction of the Lobsinger Line Improvements be deferred to 2006 as detailed in Report E-04-088.1.
Page 1 of 9 November 2, 2004 Report: E-04-088.1
SUMMARY:
The Region’s 2003 Transportation Capital Program and 10-Year Forecast identified Lobsinger Line (Regional Road #15) through the settlement area of Heidelberg as requiring reconstruction of the existing deteriorated asphalt, drainage improvements and traffic control signals at the Kressler Road (Regional Road #16) intersection. The Lobsinger Line Improvements project has progressed under Schedule A of the Class Environmental Assessment process and included public consultation consisting of a Public Information Centre (PIC) held on January 29, 2004. Based on responses to the PIC, few residents objected to the proposed Lobsinger Line improvements as presented, including reserved lanes and parking restrictions, although some objection was heard from the local business community.
On June 15, 2004 Planning and Works Committee deferred a recommendation to approve the design plans for this project (Report E-04-088) and referred the project back to staff to address parking concerns expressed by a delegation at that meeting. This report describes the recommended improvements for Lobsinger Line and also provides the Project Team’s response to the concerns expressed in June by the public.
In response to the delegation who raised the parking concerns on June 15, 2004, the Project Team has made modifications to the design plans fronting the business area. As a result, the delegation is now satisfied with the recommended plans.
The Project Teams now recommends that Regional Council approve the plans for roadway improvements on Lobsinger Line as described in Report E-04-088.1 and amend the Region’s Traffic and Parking By-law to designate reserved lanes for bicycles and horse-drawn vehicles and restrict parking along Lobsinger Line through Heidelberg. The reserved lanes will be 1.5 metre paved lanes on each side of the road adjacent to the curb. The parking restrictions and reserved lanes will be in effect at all times with the exception of the north side of Lobsinger Line between 45 metres west and 340 metres east of Mary Street on Sundays 7:00 a.m. to 1:00 p.m. This exception will allow temporary on-street parking for church patrons on Sunday mornings when traffic volume is minimal. Parking will also be allowed on the north side where a paved boulevard will be available.
This project was originally planned for construction in 2004, however, with funding required from a private property owner for cleanup of contaminated soil within the road allowance not being available, the work was deferred from the 2004 construction season and is now scheduled for the 2006 construction season.
The plans for roadway improvements also include the installation of traffic control signals at the intersection of Lobsinger Line and Kressler Road. Regional Council at its September 29, 2004 meeting approved the installation of temporary traffic control signals in 2004, and these will be upgraded to a permanent installation as part of the upcoming reconstruction project.
REPORT:
1. Introduction
Lobsinger Line (Regional Road #15) through the settlement area of Heidelberg was identified in the Region’s 2004 Transportation Capital Program and 10-Year Forecast as a two-lane road requiring reconstruction of the existing deteriorated asphalt surface, improvements to drainage facilities, and installation of traffic signals at the Kressler Road intersection. The project was originally anticipated for construction in 2004.
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A Project Team was assembled in mid 2003 to direct the study of alternative designs for this road. The Team includes technical staff from both the Region and the Townships of Wellesley and Woolwich, plus Regional Councillor Ross Kelterborn, Wellesley Township Councillor Dusan Cizman and Woolwich Township Councillor Mark Bauman.
The project limits include approximately 1100 metres on Lobsinger Line plus 120 metres south and 90 metres north on Kressler Road. Lobsinger Line west of Kressler Road is within the Township of Wellesley while Lobsinger Line east of Kressler Road is in the Township of Woolwich. The key plan in Appendix “A” identifies the limits of the project.
Lobsinger Line is currently a two-lane road without curbs but with paved boulevards and concrete sidewalks where there is existing residential or commercial development. In Wellesley, the right-of-way varies from 20 to 30 metres wide and the buildings have substantial setbacks, except immediately west of Kressler Road where the hotel/restaurant and pizza shop encroach onto the road allowance. In Woolwich, most of the right-of-way is 15 metres wide with some of the buildings on the south side set back as little as one metre.
The posted speed in all sections is 50 km/h.
2. Road and Parking Issues
Regional transportation and design staff considered various cross-sectional alternatives and variations in searching for a feasible option that included traffic lanes, bicycle lanes, left-turn lanes at the Kressler Road intersection, facilities for slower-moving horse-drawn vehicles, sidewalks, existing and proposed utilities, and adequate boulevard space to accommodate planned high voltage aerial hydro improvements, all to fit within the existing narrow road allowance and between the closely spaced buildings in the Kressler Road area. The challenge facing the Project Team was to find a design option that best accommodates these requirements while avoiding the need for extensive right-of-way widening.
The limited width of the road allowance does not allow for on-street parking while maintaining adequate clearance from the travel lanes. Regional staff recommend that the Traffic and Parking By-law be amended to reflect reserved bicycle/buggy lanes and no parking anytime along Lobsinger Line through Heidelberg, with the exception of the north side of Lobsinger Line between 45 metres west and 340 metres east of Mary Street on Sundays 7:00 a.m. to 1:00 p.m. This exception will allow temporary on-street parking for church patrons on Sunday mornings when traffic volume is minimal. In addition, parking is being provided on a paved boulevard behind the north curb at selected locations in the vicinity of Arthur Road.
Figure 1 illustrates the by-law changes being recommended by the Project Team.
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Figure 1 – Proposed Reserved Lane and Parking Restrictions on Lobsinger Line in Heidelberg
Rd
Kressler Arthur Rd Lobsinger Line
Rocky Mary St Lane LEGEND
Reserved Lane with Parking Behind Curb
Reserved Lane and No Parking Anytime Reserved Lane and No Parking Anytime Except Sunday 7:00 a.m. to 1:00 p.m.
3. Petroleum Contamination in the Road Allowance
Until 2002 a gas and service station operated at the northeast corner of Lobsinger Line and Kressler Road. During the drilling of geotechnical boreholes for this project, evidence of petroleum contamination was encountered within the soil (from approximately 0.7 to 2.2 metre depth) and groundwater (from approximately 6.8 to 8.1 metre depth) adjacent to the gas station. Additional holes were subsequently drilled to determine the extents and concentrations within the road allowance to facilitate estimating the volume of contaminated material involved, developing a remediation plan, and characterizing the material for disposal permitting.
Frontline Environmental Services had been investigating site-related environmental issues and formulating a remediation plan. It is generally understood that petroleum has migrated off the gas station site and into the road allowance, hence a remediation design for the impacted site and road soils via excavation and off-site disposal was initiated. During construction of the Lobsinger Line road improvements, all road excavations would be backfilled with clean, excess site or imported fill.
Remediation of the groundwater is not feasible under this road project because it is significantly deeper and extends to greater limits. It is expected that groundwater remediation will be included in a comprehensive remediation plan for the gas station site.
4. Public Consultation
The improvements to this section of Lobsinger Line are being planned in accordance with Schedule “A” of the Municipal Class Environmental Assessment Process for municipal road projects. A Public Information Centre (PIC) was held for this project at the New Apostolic Christian Church at #2891 Lobsinger Line on January 29, 2004. Fifty-two names were registered at the PIC and an estimated 100 people attended. Document Name: E-04-088.1 Document #: 125157 Page 4 of 9 November 2, 2004 Report: E-04-088.1
At the January 29,2004 PIC, the Project Team presented (for public review and comment) design plans detailing a number of proposed road improvements for Lobsinger Line. The proposed improvements included complete reconstruction of the deteriorated two-lane pavement; inclusion of 1.5 metre bicycle/buggy lanes; construction of storm sewers and curbs and gutters; watermain upgrades; sidewalk replacement; and intersection improvements at Kressler Road including turning lanes and new traffic signals. The displays at the PIC also showed restrictions on vehicular parking on Lobsinger Line except for a section on the north side in Woolwich to accommodate church patrons on Sunday mornings.
Few visitors at the PIC disagreed with the plans and information presented for the improvements to Lobsinger Line, including the reserved cycling/buggy lanes and parking restrictions. Much welcomed were the proposed traffic signals and left-turn lanes for the intersection at Kressler Road. Mennonites that attended the PIC felt that the availability of reserved lanes for bicycles and buggies would assist the safe passage of horse-drawn vehicles through the settlement area.
5. June 15, 2004 Delegation to Planning and Works Committee
On June 15, 2004, Planning and Works Committee was presented with a staff recommendation to approve the design plans for this project (Report E-04-088). A few days prior to that Committee meeting, a local business owner voiced concerns with the recommended design for Lobsinger Line and subsequently registered as a delegation to make a presentation at the meeting. As a representative of five business owners on Lobsinger Line immediately west of Kressler Road, the delegate objected to the inclusion of bicycle lanes, the use of barrier type curb and gutter, and the proposal to restrict parking on the street. The owners felt that:
· bicycle lanes are not necessary on this road. They also felt that the current number of cyclists on Lobsinger Line does not warrant special lanes, and any cyclists would be able to safely use paved boulevards as they have in the past;
· barrier curb and gutter should not be used because it would prevent people from parking on the boulevard and restrict buggies from moving up onto the paved boulevard out of the traffic lane; and
· parking should not be restricted because drivers currently stop on the paved boulevard area to go into the stores or hotel/restaurant, and the loss of this ability would greatly affect their business.
At the June 15, 2004 meeting, Committee decided to defer approval of the proposed design plans and asked staff to meet with representatives of the five business owners to seek a resolution to their concerns.
The Project Team met on July 16, 2004 to review technical requirements and consider design revisions to address the concerns raised. From this meeting it was noted that in the commercial area west of Kressler Road, sufficient space was available between the existing sidewalks to widen the asphalt, effectively creating a 3.0 metre wide area for vehicles to stop alongside the curb on each side of the road. This widening could be situated in front of the store (#3015) on the north side of the road and in front of the motel (#3014) on the south side. A plan showing this configuration was provided to the concerned business owners for review and comment.
On August 06, 2004 members of the Project Team met on site with the concerned business owners to review the revised road layout and discuss concerns. The Project Team explained that:
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· bicycle lanes have been included in the design because they are identified for this area in the Region’s Cycling Master Plan, and deletion of them would contravene the Region’s cycling initiatives. It was noted that the reason for including bicycle lanes (even though there may be few cyclists using the road now) is that the presence of a separate facility will improve safety and encourage more cycling.
· barrier curb and gutter has been included in the design. The proposed Lobsinger Line would include narrow boulevards in most places, and curb-face sidewalk in others. Currently, in much of the commercial area, vehicles are able to pull off the road and park behind the sidewalk. Barrier curb will better define entrances which will result in less confusion for drivers. In addition, staff consulted with the Mennonite community regarding their preference for driving horse drawn vehicles through Heidelberg. Mennonite buggy users have pointed out that they prefer to remain on the roadway rather than moving on and off a paved boulevard. Also, they felt concrete surfaces such as rollover curbs are slippery for horses, and moving in and out of the flow of vehicular traffic is dangerous. On Lobsinger Line as well as in other villages within the Region buggies are regularly observed staying in the traffic lane even where paved boulevards are present.
· in order for bicycle lanes to be effective and safe they must be kept clear of other vehicles, whether moving or stationary. To accomplish this, the lanes should be solely reserved for bicycles (and in this case also buggies) and parking should not be allowed. Since the proposed bicycle lanes are 1.5 metres wide, they would be too narrow for parking use without encroaching into the driving lane, especially when opening a vehicle door. It is acknowledged that restricting on-street parking would affect local businesses, but generally businesses provide for their own off-street parking. As well, the Project Team noted that Region By-Law 00-032 restricts parking of heavy trucks on any Regional road at any time.
· The current practice of vehicles (particularly trucks) stopping at the side of Lobsinger Line for short periods while the drivers enter an adjacent store is considered to be a potential safety problem. Stopped vehicles block the visibility of road traffic to a car in a driveway wishing to exit, and also block the visibility from a car in the driveway to vehicles on the road. In addition, when trucks are stopped on both sides of the road it creates a “tunnel” effect for vehicles driving through. A buggy or cyclist passing through this “tunnel” condition further aggravates this issue.
When presented to the owners, the foregoing information clarified the Region’s design objectives, though there was still great concern for loss of an on-street “stopping” area for people making quick trips to the store. The delegation felt that the wider road configuration in the commercial area to accommodate stopping was an improvement but still didn’t provide enough space. The business owners further pointed out that the property at #3031 will soon be redeveloped as a store, that #3022 is owned by one of them, and that #3025 is currently being rezoned to commercial. They requested that the widened area for stopping be extended to include those properties. A revised layout was prepared and provided to the delegation for review, and they responded favourably to this revised plan.
The Project Team acknowledges that the provision of a widened paved area to accommodate on-street stopping in this area just west of Kressler Road could create visibility concerns, and current by-laws prohibit trucks from parking there; however, it is also recognized that provision of an on-street “stopping” area would be similar to what now exists and works relatively well. By not providing a widened area for “stopping”, vehicles would likely continue stopping in the through lanes, causing traffic to run in the left turn or opposing lane to pass by, thereby creating a dangerous situation. By providing a widened pavement area for short term stopping, stopping would be facilitated but increased enforcement of parking by-laws may become necessary. In grappling with this conflict between the business owners’ desire to have on-street stopping versus the Project Team’s desire to maximize road safety, the Project Team noted that stopping demand is heaviest
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around lunch hour, less during morning and afternoon peaks traffic periods, and even less at other times of the day. The Project Team also noted that in spite of the current congestion and visibility problems caused by vehicles stopping in front of those businesses, the Region’s data shows no collisions in the area of Lobsinger Line just west of Kressler Road. Also, the provision of a widened pavement area with bicycle/buggy lane markings would provide a safer condition than the alternative of forcing stopped vehicles to occupy a bicycle/buggy lane on a narrower roadway. For these reasons, the Project Team recommends provision of a longer section of widened pavement fronting #3015, #3025, #3031, #3014 and #3022 Lobsinger Line.
Appendix “C” illustrates the concept plan for stopping in the commercial area and Appendix “D” shows a conceptual cross section for this area.
6. Temporary Traffic Signals
Subsequent to the June 15, 2004 Planning and Works Committee meeting where postponement of this year’s construction to a future year was confirmed, residents requested that traffic signals be installed this year at the Lobsinger Line and Kressler Road intersection to improve traffic conditions and safety. Region staff investigated the practicality of installing signals and determined that installation of temporary signals was feasible this year. Subsequently, Report E-04-131 requesting authority to install temporary signals this year was presented to Committee on September 21, 2004 and was approved.
7. Business Access During Construction
Due to the narrow road allowance and deep excavation required to install storm sewers and watermain, traffic on Lobsinger Line will have to be detoured during construction. The detour is planned via Weber Street, Benjamin Road and Kressler Road for the approximate 11 week period that Lobsinger Line must be closed to through traffic.
During public consultation, three business owners related their concerns for having access maintained during the construction period. Forwell Variety and Stemmler’s Meats, which operate at #3015 Lobsinger Line, and the Heidelberg Hotel/Motel at #3006/3014 Lobsinger Line will be impacted by reductions in traffic volume and the inconvenience motorists would experience driving a detour or a temporary gravel construction road, no matter how good its condition.
To maintain reasonable access while trying not to deter the timely completion of construction, a Construction Staging and Access Plan has been prepared that identifies for the future contractor an optimal order for construction activities and requirements for detours, signage and closures. The staging is oriented to maintaining Lobsinger Line east of Kressler Road open for as much of the construction period as possible, based on comments indicating that a significant portion of sales are to people coming from and going to Waterloo and the Farmers Market area. The future road contractor will be able to modify the Staging and Access Plan providing that in the Region’s opinion it is an improvement to access and completion time.
8. Recommended Lobsinger Line Improvements
As a result of preliminary design activities and public consultation for this project, the Project Team now recommends that Regional Council approve the following improvements on Lobsinger Line:
· complete reconstruction of the deteriorated pavement structure with provision for one through vehicle lane and a 1.5 metre wide reserved bicycle/buggy lane in each direction;
· a restriction on vehicular parking on Lobsinger Line except for a section of the north side in Woolwich Document Name: E-04-088.1 Document #: 125157 Page 7 of 9 November 2, 2004 Report: E-04-088.1
on Sunday mornings, and provision of boulevard parking in selected areas in Wellesley;
· an urban cross section with barrier curb and gutter on each side;
· a left-turn lane on each approach to the Lobsinger Line and Kressler Road intersection;
· extension of the sidewalks east of Kressler Road to the limits of residential development;
· lowering the level of the road where feasible to better match existing front yard elevations and to improve drainage;
· construction of a storm sewer system, including an outlet along Kressler Road south to Martin Creek, to improve drainage; and
· upgrading the water distribution system (replacing mains and services) to meet current standards.
These recommendations include a widened pavement section through the commercial area west of Kressler Road to address the concerns raised by the delegation at the June 15, 2004 meeting of the Planning and Works Committee.
Typical cross sections for the Wellesley, Kressler Road intersection and Woolwich segments of the alignment are illustrated in Appendix “B” attached. It should be noted that the constriction imposed by the buildings near Kressler Road makes it necessary to taper out the bicycle lanes and have bicycles/buggies share a wide through lane with other vehicles in order to provide left-turn lanes at this intersection. Some property acquisition is necessary along the gas station (#2995 and #2979 Lobsinger Line) and at #2998 Lobsinger Line to accommodate the overall road and sidewalk width in the vicinity of the Kressler Road intersection.
9. Project Schedule
Because this project is being planned in accordance with Schedule “A” of the Municipal Class Environmental Assessment Process for municipal road projects, it is therefore approved for construction once the design plans have been approved by Regional Council.
Information obtained during negotiations for required road widening on the gas station property indicate that it will be some time before the details concerning environmental liability and contamination cleanup costs can be resolved.
For the existing water distribution system in the village, the Region’s Water Services Division has confirmed that it can remain in operation satisfactorily for at least one more year, and delaying the project by one year would not be a major concern, although it is expected that maintenance costs may be higher than average.
It is therefore recommended that this project be deferred to the 2006 construction year to allow sufficient time for acquisition of the required gas station property and resolution of liability and funding issues.
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CORPORATE STRATEGIC PLAN:
This project meets the Corporate Strategic Plan objective to “maintain and improve the Regional roads network” under Strategic Focus Area 4 to “ensure a high quality Regional transportation system”, by planning for and improving the condition of Lobsinger Line and meeting current and projected traffic system needs in the area.
FINANCIAL IMPLICATIONS:
The approved 2004 Transportation Capital Program and 10-Year Forecast includes $2,140,000 for the improvements on Lobsinger Line in 2004, 2005 and 2006 all to be funded from the Roads Rehabilitation Reserve Fund. The cost to construct the reserved lanes for bicycles and horse-drawn vehicles is approximately $150,000. The cost of permanent upgrades to the traffic control signals is approximately $70,000. These amounts are included in the $2,140,000 project budget for the improvements.
The cost for signing and pavement markings to implement the recommended by-law amendments is approximately $3,000 which is provided for in the $2,140,000 cost of the improvements.
The deferral of this project to 2006 will be identified in the 2005 Transportation Capital Program and 10-Year Forecast. It is recommended that the programmed 2004 construction funds for this project remain in the Roads Rehabilitation Reserve Fund for use in 2006 and 2007 on this project.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Council and Administrative Services Division will be required to prepare the by-laws for the recommended reserved lanes and parking restrictions.
The Corporate Services Department (Legal Services Division) will be required to negotiate with owners and prepare reports for the acquisition of property required for this project.
ATTACHMENTS :
Appendix A – Key Plan showing the limits of the project
Appendix B – Typical Cross Sections
Appendix C – Alternative for Commercial Area
Appendix D –Cross Section at Commercial Area
PREPARED BY: Dave Kramp, Project Manager, Design and Construction Dave Banks, Manager, Transportation Engineering
APPROVED BY: James Archibald, Acting Commissioner, Transportation and Environmental Services
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APPENDIX A
KEY PLAN
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APPENDIX B
TYPICAL CROSS SECTIONS
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APPENDIX C
ALTERNATIVE FOR COMMERCIAL AREA
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APPENDIX D
CROSS SECTION AT COMMERCIAL AREA
Document Name: E-04-088.1 Document #: 125157
REGION OF WATERLOO Report: E-04-149
TRANSPORTATION AND ENVIRONMENTAL SERVICES Design & Construction
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE: C06-60, 4920.C
SUBJECT: AMENDMENT TO THE CONSULTING SERVICES AGREEMENT FOR THE CONSTRUCTION OF NEW WELL K19 AND WATERMAIN TO GLASGOW STREET, CITY OF KITCHENER
RECOMMENDATION:
That the Regional Municipality of Waterloo approve an amendment to the existing Consulting Services Agreement with Stantec Consulting Ltd. to include additional design, contract administration and construction inspection services required for construction of new well K19 and the watermain to Glasgow Street in the City of Kitchener for an upset fee increase of $113,548 plus applicable taxes.
SUMMARY:
Existing well K18 is located on golf course lands and is shared between the Regional Municipality of Waterloo and Westmount Golf and Country Club for municipal supply and golf course irrigation, respectively.
In 2001, the Kitchener West Side Water Study was completed in accordance with the Schedule "C" Class Environmental Assessment (EA) process to ensure a sustainable, efficient and reliable supply of potable water from the Kitchener West Side Well Field. The EA recommended an overall plan that included a new well to be constructed on golf course lands. Subject to test well drilling and aquifer testing, the Region initially proposed that the new well be a bedrock well and be dedicated solely for golf course irrigation use, if possible. This approach would have allowed existing overburden aquifer well K18 to be used solely by the Region for municipal supply. In 2002, the Region constructed two (2) bedrock test wells that determined that the bedrock water quality was not suitable for golf course irrigation use.
In accordance with the Class EA preferred solution, the Region now proposes to construct a new overburden well (K19) in the immediate vicinity of existing overburden well K18. In February 2004, two (2) pilot holes were drilled and one of the pilot holes identified favourable conditions for construction of new well K19. The construction of new overburden well K19 was not included in the original scope of work for this project. In addition, the new well K19 will be connected to the existing K18 well house to allow either one or both wells to be pumped to both the municipal distribution and to the golf course irrigation system. In order to accommodate the new connections, an addition to the existing K18 well house is required and new piping, valves and controls, and upgraded electrical equipment must be installed.
The Kitchener West Side Water Project Class EA also recommended that a new raw water supply main be constructed from the existing K18 well to Glasgow Street to connect well K18 to the future Strange Street Water Treatment Plant. During detailed design for the watermain to Glasgow Street, a geotechnical investigation identified the presence of 5-metre deep peat deposits along a portion of the proposed watermain alignment. The peat deposits will not provide the necessary bearing capacity to support the watermain. Additional design effort and more expensive construction methods will be required to cross the peat deposit.
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Construction activities for this project will occur on golf course property and the golf course requires that major construction activities on their property be completed during their off-season (November to April). Currently, the major construction of this project is scheduled for November 2004 to April 2005, with remaining construction to be completed by November 2005. The total estimated cost for the project for 2004 and 2005 is $1,322,000.
As a result of the additional work required to complete this project, the Region’s engineering consultant must complete additional design work for new well K19, the addition to the existing K18 well house, the new piping, valves and controls, the electrical upgrades, and the watermain crossing of the peat deposits. Additional contract administration and construction inspection will also be required to complete this extra project work. Region staff has confirmed that additional consulting services beyond the scope of the original consulting assignment are required. As a result, staff recommends that the Region approve an amendment to the existing Consulting Services Agreement with Stantec Consulting Ltd. to include additional design, contract administration and construction inspection services required for completion of this project for an upset fee increase of $113,548 plus applicable taxes.
REPORT:
1. Background
Existing well K18 was constructed in 1975 as part of the Kitchener West Side Well Field, and produces the highest yield of the current wells within this well field. The existing K18 well is shared between the Regional Municipality of Waterloo and Westmount Golf and Country Club for municipal supply and golf course irrigation, respectively, and is located on the golf course lands.
In 2001, the Kitchener West Side Water Study was completed in accordance with the Schedule "C" Class Environmental Assessment (EA) process to ensure a sustainable, efficient and reliable supply of potable water from the Kitchener West Side Well Field. The EA recommended an overall plan that included a new well to be constructed on golf course lands. The new well could either be in the same overburden aquifer as K18, or it could be a bedrock well. Subject to test well drilling and aquifer testing, the Region initially proposed that the new well be a bedrock well and be dedicated solely for golf course irrigation use, if possible. This approach would have allowed existing overburden aquifer well K18 to be used solely by the Region for municipal supply.
In 2002, the Region constructed two (2) bedrock test wells on Westmount Golf and Country Club property to investigate the bedrock as a potential source of irrigation water for Westmount Golf and Country Club. The results of the bedrock test wells determined that the bedrock water quality was not suitable for golf course irrigation use. The overburden aquifer at the two bedrock test well locations was also found to be unsuitable for construction of a new overburden well.
In accordance with the Class EA preferred solution, the Region now proposes to construct a new overburden well (K19) in the immediate vicinity of existing overburden well K18. It is anticipated that the new well K19 will function primarily as a back-up well for K18 to ensure reliability of supply, and may also provide increased short-term supply capacity during peak demand periods.
Two (2) potential well locations were identified for the new overburden well K19. In February 2004, pilot holes were drilled at both locations to identify if the subsurface conditions were favourable for well construction. One of the pilot holes identified favourable conditions for construction of new well K19. The actual capacity of the new well will be determined based on the results of a pumping test.
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The Kitchener West Side Water Project Class EA also recommended that the existing connection from the K18 well to the distribution system on Maple Hill Drive (Pressure Zone 5) be disconnected, and that a new raw water supply main be constructed from the existing K18 well to Glasgow Street. This will ultimately connect well K18 to Pressure Zone 4 and to the future Strange Street Water Treatment Plant, which will provide treatment for iron and manganese to meet the Region's goal of meeting the aesthetic objectives for the entire Kitchener West Side Well Field, as recommended as part of the overall plan in the EA.
Construction activities for this project will occur on golf course property and the golf course requires that major construction activities on their property be completed during their off-season (November to April).
2. Expanded Project Scope
The scope of capital work originally included only the construction of a new bedrock well to be used by the golf course for irrigation. Since a new bedrock well would have been used exclusively by the golf course for irrigation, no changes to the existing well K18 well house, piping, or electrical systems would have been required; however, since the bedrock water quality was found to be unsuitable for golf course irrigation, a bedrock well cannot be constructed.
The Region then proceeded to drill two pilot holes to identify a suitable location for a new overburden well (K19), and a suitable location was found. The construction of new overburden well K19 was not included in the original scope of work for this project. The construction of the new well will require drilling, well development, aquifer testing, and applications for temporary (aquifer testing) and permanent (well operation) Permits to Take Water to the Ministry of the Environment. The additional aquifer testing will be required to monitor water quality and potential interference with other overburden aquifer wells. Also, since new well K19 will be constructed to supply both municipal supply and golf course irrigation needs, it will be much larger, with 2 to 3 times the supply capacity, than a bedrock well constructed to supply only golf course irrigation needs.
In addition, the new well K19 will be connected to the existing K18 well house to allow either one or both wells to be pumped to both the municipal distribution and to the golf course irrigation system. In order to accommodate the new connections, an addition to the existing K18 well house is required and new piping, valves and controls must be installed. The new well K19 must be equipped with a submersible pump, and the existing electrical system in the K18 well house must then be upgraded to supply sufficient power to operate two (2) well pumps. An application to the Ministry of the Environment will be required to amend the Region’s existing Integrated Urban Water System Certificate of Approval to allow the connection of K19 to the municipal system.
During detailed design earlier this year for the watermain to Glasgow Street, a geotechnical investigation identified the presence of 5-metre deep peat deposits along a portion of the proposed watermain alignment. The peat deposits will not provide the necessary bearing capacity to support the watermain; therefore, the watermain must either be installed below the peat by means of horizontal directional drilling; or it must be supported across the peat by means of piles and a concrete cradle; or the peat must be removed an replaced with suitable imported fill. All of these options require additional design effort and are more expensive to construct than a typical watermain installation.
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3. Project Cost
The total cost for the project, from 2002 to 2005, including the two (2) bedrock test wells previously drilled in 2002; the two (2) overburden pilot holes previously drilled in February 2004, new well K19; the addition to the existing K18 well house; the new piping, valves and controls; the electrical upgrades; and the new watermain to Glasgow Street is estimated to be approximately $1,540,000.
4. Consultant’s Request for Additional Fees
In June 2002, Stantec Consulting Ltd. was retained by the Region to provide detailed design, contract administration and construction inspection services for a new bedrock irrigation well and watermain to Glasgow Street at an upset limit of $191,031.50 plus applicable taxes.
As a result of the additional capital work required to complete this project, as described in Section 3.0, the Region’s engineering consultant must complete additional design work for new well K19, the addition to the existing K18 well house, the new piping, valves and controls, the electrical upgrades, and the watermain crossing of the peat deposits. Additional contract administration and construction inspection during the drilling and testing of new well K19 will also be required. The addition to the K18 well house will be constructed as part of the same contract as the watermain to Glasgow Street in order minimize the need for additional contract administration and construction inspection and to meet the golf course requirement that all major work be conducted during their off-season. The design of the new piping, valves, controls and electrical upgrades within the expanded K18 well house cannot be finalized until new well K19 has been drilled and tested, and Ministry of Environment Approval must be obtained prior to construction. Therefore, this work will be completed as a separate contract, which will require additional contract administration and construction inspection services.
In order to cover the additional design, contract administration and construction inspection costs, the Region’s engineering consultant has requested a fee increase of $113,548 plus applicable taxes. A detailed breakdown of the consultant’s requested upset fee increase is provided in Appendix A.
Region staff has thoroughly reviewed the original scope of services to be provided under the Consulting Services Agreement in conjunction with the request for $113,548 in additional fees. As a result of this review, staff has confirmed that the additional design, contract administration and construction inspection services required to complete the project are beyond the original scope of services.
In view of the above, staff recommends that the Region approve an amendment to the existing Consulting Services Agreement with Stantec Consulting Ltd. to include additional design, contract administration and construction inspection services required for construction of well K19 and the watermain to Glasgow Street, for an upset fee increase of $113,548.00 plus applicable taxes. The recommended fee increase would increase the current total upset fee limit of $191,031.50 to $304,579.50 plus applicable taxes. The revised total upset limit of $304,579.50 for consulting fees represents approximately 20 percent of the project cost, and is within the expected range for a project of this size and complexity that includes aquifer testing work and laboratory analysis.
Document Name: E-04149 Page 4 of 5 Document No.: 119526-v1
November 2, 2004 Report: E-04-149
5. Project Schedule
The completion of the new well K19 and watermain to Glasgow Street project is currently scheduled as follows:
1. Complete drilling and testing of new well K19 November to December 2004 (Contract already awarded) 2. Apply for MOE Permit to Take Water December 2004 3. Award of watermain and well house addition contract December 2004 4. Construct watermain and well house addition during golf course off-season January 2005 to April 2005 5. Complete detailed design of piping and electrical work and apply for MOE approval amendment February 2005 6. Receipt of MOE approval amendment June 2005 7. Award of piping and electrical contract July 2005 8. Receipt of MOE Permit to Take Water November 2005 9. Completion of piping and electrical works October to November 2005
CORPORATE STRATEGIC PLAN:
Successful completion of the new well K19 and watermain to Glasgow Street meets the Corporate Strategic Plan Objective to “ensure adequate infrastructure capacity to meet current needs and future planned growth” under Strategic Focus Area 1 to “manage Regional growth to enhance quality of life”.
FINANCIAL IMPLICATIONS:
The estimated cost to the Region to complete this project in 2004 and 2005, including the $113,548 cost for the additional consulting fees is estimated to be approximately $1,322,000. The 2004 Water Ten-Year Capital Forecast provides a budget of $1,170,000 in 2004 and 2005 for this project, including $352,000 for 2004 and $818,000 for 2005. There is sufficient unspent budget remaining for 2004 to fund the $113,548 of additional consulting fees. Additional costs of $152,000 for 2005, attributable to increased watermain construction costs due to peat deposits, have been included in the Region’s Draft 2005 Water Ten-Year Capital Forecast to provide a total budget of $1,322,000 for this project.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
ATTACHMENTS
Appendix A – Breakdown of Consultant’s Upset Fee Increase
PREPARED BY: Phil Bauer, Head, Environmental Engineering
APPROVED BY: Jim Archibald, Acting Commissioner of Transportation and Environmental Services
Document Name: E-04149 Page 5 of 5 Document No.: 119526-v1
APPENDIX A Report: E-04-149
DESIGN AND SERVICES DURING CONSTRUCTION CONSTRUCTION OF NEW WELL K19 AND WATERMAIN TO GLASGOW STREET CITY OF KITCHENER
BREAKDOWN OF CONSULTANT'S UPSET FEE INCREASE
TASK/ACTIVITY FEE
1.0 CONSTRUCTION OF NEW WELL K19 1.1 Additional Construction Inspection and Administration $8,369 1.2 Additional Aquifer Testing $9,381 1.3 Data Analysis, Reporting, Permit to Take Water Applications $15,676 1.4 Field Equipment and Laboratory Analysis $10,552
2.0 K18 WELL HOUSE ADDITION 2.1 Detailed Design $18,940 2.2 Additional Construction Inspection $8,224
3.0 K18 WELL HOUSE NEW PIPING AND ELECTRICAL UPGRADES 3.1 Detailed Design $17,055 3.2 MOE Application for Approval $1,032 3.3 Tender Administration $2,057 3.4 Additional contract administration and construction inspection $11,625
4.0 WATERMAIN CROSSING OF PEAT DEPOSITS 4.1 Detailed Design $10,637
TOTAL UPSET FEE INCREASE $113,548
Report: E-04-129 REGION OF WATERLOO
TRANSPORTATION AND ENVIRONMENTAL SERVICES Transit Services
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE: C06-60, D10-60/ST
SUBJECT: WOOLWICH TRANSIT INC. (KIWANIS TRANSIT) RURAL SERVICE AREA SPECIALIZED TRANSIT SERVICE AGREEMENT AND LEASE
RECOMMENDATION:
That the Region of Waterloo enter into documentation confirming agreement with Woolwich Transit Inc. (operated as Kiwanis Transit) to provide Specialized Transit Service to the service areas of Woolwich, Wellesley and Wilmot Township for the calendar years 2004, 2005 and 2006 ending December 31, 2006, and to enter into documentation confirming agreement for the companion Vehicle Lease with Woolwich Transit Inc. for the calendar years 2004, 2005 and 2006 ending December 31, 2006, as detailed in Report E-04-129 dated November 2, 2004 and on terms and conditions satisfactory to the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
SUMMARY:
Approval of this report by Regional Council will authorize Woolwich Transit Inc. to operate a specialized transit service in the Townships of Wellesley, Wilmot and Woolwich until December 31, 2006, with no significant changes to the terms and conditions of the current agreement.
REPORT:
Woolwich Transit Inc., operating as Kiwanis Transit, has provided Specialized Transit Services to the Townships of Woolwich and Wellesley since 1992. In year 2000 Kiwanis Transit took over the assets and budget of the then existing service in Wilmot Township. Kiwanis Transit continues today to serve the Specialized Transit needs of these 3 Townships.
The existing Agreements with Woolwich Transit Inc. to provide Specialized Transit Service to the service areas of Woolwich, Wellesley and Wilmot Townships and for the existing companion Vehicle Lease were formally extended to December 31, 2003 as detailed in Report CR-RS-03-034 and have continued to date by virtue of their extension clauses. Agreement has been reached with Woolwich Transit Inc. as to terms for new documentation covering the calendar years 2004, 2005 and 2006, including the fee payable for 2004 of $368,050.00 as previously approved by Council in the 2004 budget with the amounts payable for the service in 2005 and 2006 to be agreed upon as part of the budget approval process for each of those years.
To confirm the agreements for the calendar years 2004, 2005 and 2006, with Woolwich Transit Inc. has been drafted by Transit Services with the assistance of Legal Services, including the 2004 payment and the description of vehicles currently leased to Woolwich Transit Inc.
Document Number: 124779 Page 1 of 2 Document Name: E-04-129 - KIWANIS TRANSIT CONTRACT REPORT November 2, 2004 Report: E-04-129
CORPORATE STRATEGIC PLAN:
The recommendation of this Report supports the goal to provide and enforce strong, effective policies that ensure responsible and sustainable growth which recognizes the varying needs of our urban and rural citizens and communities.
FINANCIAL IMPLICATIONS:
The fee to be paid to Woolwich Transit Inc. of $368,050.00, for service for 2004 was previously approved by Council within the 2004 approved budget. Further, payments for the 2005 and 2006 budget years would be based upon Council approved budgets for 2005 and 2006. Issue Papers will be brought forward during these budget years, as Specialized Transit service historically provided by Kiwanis Transit, are also part of the 5-Year Business Plan for Specialized Services as adopted-in-principle by Council in May 2002. This Plan includes future increases in service levels to these 3 Townships and one additional dedicated service vehicle over the period of 2005, 2006 & 2007.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Corporate Resources – Legal Services staff and Financial Services staff have been consulted in the preparation of this report
ATTACHMENTS: Nil
PREPARED BY: Dave Smith, Assistant Manager, Specialized Services
APPROVED BY: James Archibald, Acting Commissioner of Transportation and Environmental Services
Document Number: 124779 Page 2 of 2 Document Name: E-04-129 - KIWANIS TRANSIT CONTRACT REPORT
REGION OF WATERLOO Report: E-04-151
TRANSPORTATION AND ENVIRONMENTAL SERVICES Transportation
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE: C06-60, T02-30/10
SUBJECT: PUBLIC INFORMATION CENTRE FOR TRAFFIC OPERATIONAL REVIEW AT THE INTERSECTION OF LOBSINGER LINE/HERRGOTT ROAD, TOWNSHIP OF WELLESLEY
RECOMMENDATION:
For information purposes.
SUMMARY:
NIL
REPORT:
In response to requests from Township of Wellesley Councillors and a member of the public, Transportation Division staff have undertaken a traffic operational review at the intersection of Regional Road #15 (Lobsinger Line) and Regional Road #10 (Herrgott Road) in St. Clements.
Regional Transportation Division staff propose to hold a Public Information Centre (PIC) to advise the residents and businesses in the vicinity of the intersection of study results and to solicit comments. The PIC will be held at the St. Clements Community Centre on Thursday, November 4, 2004 between the hours of 6:30 pm and 8:00 pm. Appendix A to this report is a copy of the information package to be provided at the PIC.
CORPORATE STRATEGIC PLAN:
To ensure a high quality Regional transportation system.
FINANCIAL IMPLICATIONS:
NIL
Page 1 of 2 November 2, 2004 REPORT: E-04-151
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
ATTACHMENTS:
Appendix A – Information Package
PREPARED BY: Patricia Heft, Engineering Technologist (Traffic)
APPROVED BY: James Archibald, Acting Commissioner of Transportation and Environmental Services
Document Name: E-04-151 Document #: 131691
Page 2 of 2 APPENDIX A Report: E-04-151
REGIONAL MUNICIPALITY OF WATERLOO
LOBSINGER LINE AT HERRGOTT ROAD TRAFFIC OPERATIONAL REVIEW
TOWNSHIP OF WELLESLEY
INFORMATION PACKAGE
Public Information Centre Thursday, November 4, 2004 6:30 p.m. to 8:00 p.m.
at
ST. CLEMENTS COMMUNITY CENTRE 1 GREEN STREET TOWNSHIP OF WELLESLEY
A-2 Report: E-04-151
1. Introduction
In response to requests from Township of Wellesley Councillors and a member of the public, the Regional Municipality of Waterloo has undertaken a traffic operational review at the intersection of Lobsinger Line and Herrgott Road in St. Clements.
2. What Is the Purpose of this Public Information Centre?
This evening’s Public Information Centre is an opportunity for motorists, residents, businesses and other interested members of the public to:
· review and discuss with Regional staff the background information and study results;
· ask the Region questions related to the alternatives; and
· provide comments that will be considered by the Region prior to any recommendations arising from the traffic operational review.
3. Traffic Information
Volumes
The Average Annual Daily Traffic volume entering the intersection of Lobsinger Line/Herrgott Road is approximately 7700 vehicles per day, including approximately 5400 vehicles on Lobsinger Line and 2300 vehicles on Herrgott Road.
Collision History
The collision history at the intersection of Lobsinger Line and Herrgott Road includes 5 collisions during the past 5 years. This total is lower than the 10 expected collis ions for the same time period for this type of intersection. All of the collisions were property damage only or non-reportable. There were no injury collisions. Only 1 of the collisions is directly attributable to poor observance of the stop sign. The other collisions generally occurred because of slippery road surface conditions , poor driver judgment after stopping at the stop sign, or poor sight distance because of vehicles parked on Lobsinger Line.
Sight Distance
Vehicles that park along Lobsinger Line east and west of Herrgott Road constrain the desired sight distance of 110 metres for vehicles approaching Lobsinger Line on Herrgott Road.
4. Alternatives
Alternatives are listed and discussed below:
· Removal of parking: The Region’s Traffic and Parking By-law already allows for parking prohibit ions on any Regional road within 15 m of an intersection. Further restrictions of parking along Lobsinger Line east and west of Herrgott Road would address the issue of inadequate sight distance for vehicles approaching Lobsinger Line on Herrgott Road. With this alternative, the parking would be prohibited anytime on the north side of Lobsinger Line from 40 m west to 40 m east of Herrgott Road, and on the south side of Lobsinger Line from 70 m west to 40 m east of Herrgott Road. There is off-street parking available in the vicinity of this intersection. If the
A-3 Report: E-04-151
public and the Township of Wellesley Council generally support this alternative, Regional staff will recommend this alternative to Regional Council.
· Reversal of the stop control: With this alternative, traffic on Lobsinger Line would have to stop at the intersection and Herrgott Road would become the through road. This alternative would not address the sight-distance issues because there are sight-distance constraints for traffic approaching on Lobsinger Line as well as on Herrgott Road. In addition, there is over twice as much traffic approaching the intersection on Lobsinger Line (the major road) compared to Herrgott Road (the minor road). Stop control is generally applied to the minor road. Therefore a reversal of the stop control is not recommended.
· All-way stop: With this alternative, all traffic entering the intersection would be required to stop. An all-way stop introduces delays to all drivers within the intersection. Region of Waterloo warrant criteria used to establish the need for all-way stop control includes the following:
· vehicular and pedestrian volumes; · the number of collisions occurring over a three-year period; and · a volume split that does not exceed 70/30 on the major and minor roads.
None of the warrant criteria based on the traffic volumes, collision history and volume split are met. Therefore an all-way stop is not warranted and is not recommended.
· Traffic control signals: The Region of Waterloo generally installs traffic control signals where they are warranted. Region of Waterloo warrant criteria are used to assign points to the intersection based on vehicular and pedestrian volumes and roadway characteristics. Traffic control signals are generally considered to be warranted if the intersection is assigned 100 points or more. The results at the intersection of Lobsinger Line and Herrgott Road are as follows:
· Minimum vehicular volume 42 Points · Minimum pedestrian volume 3 Points · Combination warrant (total) 45 Points
Therefore traffic control signals are not warranted and are not recommended.
· Roundabout: The construction of a roundabout would require the removal of several buildings at the intersection. A roundabout would have significant socio-economic impacts and is not recommended.
· Flashing Beacon: Flashing beacons may be used at intersections in conjunction with stop signs when an average of 3 collisions per year for at least 3 years (at least 9 collisions) have occurred and were directly attributable to poor observance of the stop sign. Only 1 collision in the past 5 years is directly attributable to poor observance of the stop sign. Therefore a flashing beacon is not warranted and is not recommended.
A-4 Report: E-04-151
5. How Can I Voice My Comments at this Stage?
The Region values your comments or concerns and is interested in receiving public feedback about this issue. To assist us in addressing any comments or concerns you may have regarding this issue, we ask that you please complete and hand in a comment sheet. If you cannot complete your comments today, please take the comment sheet home and mail, fax or e-mail your comments no later than November 18, 2004 to:
Dr. Nancy Button, MBA, Ph.D, P.Eng. Supervisor, Traffic Engineering Regional Municipality of Waterloo 150 Frederick Street, 7th Floor , Transportation Division Kitchener, Ontario N2G 4J3
Telephone: 575-4520 Facsimile : 575-4453 E-mail: [email protected]
Site Map
N
Road
Herrgott Charles Street Lobsinger Line
Mary Street
Jane Street SITE
A-5 Report: E-04-151
COMMENT SHEET LOBSINGER LINE AND HERRGOTT ROAD, TOWNSHIP OF WELLESLEY PUBLIC INFORMATION CENTRE – November 4, 2004
Please complete and hand in this sheet so that your views can be considered. If you cannot complete your comments today, please take this home and mail, fax or e-mail your comments by November 18, 2004 to:
Dr. Nancy Button, MBA, Ph.D, P.Eng. Supervisor, Traffic Engineering Regional Municipality of Waterloo, 150 Frederick Street, 7th Floor, Transportation Division Kitchener, ON N2G 4J3 Telephone: 575-4520, Facsimile : 575-4453, E-mail: [email protected]
Do you support the removal of parking along Lobsinger Line east and west of Herrgott Road? Yes No
Comments or concerns regarding the traffic operational review at the intersection of Lobsinger Line and Herrgott Road:
______
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 a decision on this project. Questions regarding this collection should be forwarded to the staff member indicated above.
A-6 Report: E-04-151
ATTENDANCE RECORD LOBSINGER LINE AND HERRGOTT ROAD, TOWNSHIP OF WELLESLEY PUBLIC INFORMATION CENTRE – November 4, 2004
Please print your complete name and address below and indicate whether you wish to receive additional information on this project.
Additional Information? Name Address Postal Code Y/N
Document Name: E-04-151 Appendix A Document #: 129081
Existing St. Agatha Water Systems
Strauss (Region) St. Agatha Water System Study Sararas (Private) Swartzentruber (Private)
Rd (Reg. Rd 9) Erb’s Regional Ownership Proposal
Notre Dame Dr. (Reg Rd 12)
Background Class EA Process
• MOE ordered Region and Township to operate • Several Public Information Centres held private systems – started May 3, 2003 • Residents informed they pay all related costs • Class EA initiated for community wide water supply • Regional ownership of supply system important to strategy residents • Complicating factor is nitrate concentration • For Regional ownership to occur, a “mechanism” – Range from 6 to 9 mg/L needed to address nitrate liability – Health limit is 10 mg/L • Preference – Concentration high but relatively stable 1) Status Quo under Regional Ownership – Direct relationship to pumping rate 2) Status Quo under Private Ownership 3) Pipeline to Waterloo
Regional Ownership Up-Front Fee
• Council direction (E-01-02) – private users pay to • Fee set by weighing risk of nitrates exceeding limit upgrade prior to Regional assumption and cost of future corrective action • Immediate costs are relatively low • Risk of Nitrates based on • Potential future liability significant – Increase in water use • One time up-front fee address future liability – Changing aquifer conditions • Future corrective actions – Pipeline to Waterloo ($1,450,000) – In-situ Treatment (innovative but promising) ($700,000)
1 Up-Front Fee Next Steps
• $5000 set as a reasonable compromise between • PIC#3 on December 2, 2004 – Risk that correction action needed – final versions of alternatives – Probability of success of innovative technologies – Up-front fee proposal presented upon Council – Amount of future liability approval • Total Fee - $595,000 from 119 connections • From feedback and comment sheets, preferred • Region assumes all future liability alternative will be chosen • Present preferred alternative to P&W Committee – 85% of estimated in-situ treatment cost – 50% of pipeline cost • Complete Class EA Process • Implement Preferred Alternative
Questions and Discussion
Cost Estimate Per Connection
Swartzentruber Sararas
Status Quo w/ $15,700 $7,200 Regional Ownership Status Quo w/ $10,700 $2,200 Private Ownership Pipeline to $19,000 $13,500 Waterloo
2 Report: E-04-142 REGION OF WATERLOO
TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE: C06-60/PW/WS.04
SUBJECT: ST. AGATHA WATER SYSTEM STUDY CLASS ENVIRONMENTAL ASSESSMENT PROCESS AND COST RECOVERY
RECOMMENDATION:
THAT the Regional Municipality of Waterloo propose to the property owners serviced by the Sararas and Swartzentruber Water Supply Systems in the Village of St. Agatha, Township of Wilmot, that upgrade costs and an up-front fee of $5,000 per service connection be collected prior to the assumption of the systems by the Regional Municipality of Waterloo.
SUMMARY:
Water supply to the Village of St. Agatha, Township of Wilmot, is currently provided by one municipal, two private systems and several individual private wells. On April 3, 2003, the Region of Waterloo (Region ) and the Township of Wilmot (Township ) received a Ministry of the Environment Order to assume the operation and maintenance of the private supply and distribution systems, respectively. The Region and the Township initiated operation of the private systems on May 3, 2003. The ownership of the private systems has been retained by the current owner of the systems, Andy Sararas.
A Class Environmental Assessment was initiated to determine the appropriate long term water supply strategy for the Village of St. Agatha. The alternative preferred by the local residents was to replace the sub standard Swartzentruber water distribution system, to do minor upgrades in the Sararas distribution system which currently meets municipal standards, to upgrade the existing water supply systems to municipal standards and for the Region to assume ownership of these systems. Upon completion of the upgrades of the water distribution systems, the Township will assume ownership of the distribution systems.
The groundwater supply systems in St. Agatha have nitrate concentrations close to the Ontario Drinking Water Standard (ODWS) maximum acceptable concentration (MAC) of 10 mg/L. Nitrate levels have been high but stable. There will always be some risk that nitrate levels could rise above the drinking water objective in the future. The cost to provide nitrate treatment or an alternate water supply is significant. If the Region assumed ownership of the St. Agatha system the future cost of nitrate treatment would be borne by all of the Region’s water user rate payers. Regional Council has given direction to staff (E-01-021) that private water supply systems should only be assumed if the current customers pay the full cost of upgrading the systems to municipal standards prior to assumption by the Region. The risk associated with future increased nitrate levels and the cost of potential solutions complicates the ability of the Region to assume ownership of the St. Agatha System as desired by the current customers. To mitigate the future risk to the Region, be fair to the current customers in St. Agatha and comply with the principle in Regional Council’s direction, staff are recommending the collection of all costs to upgrade the St. Agatha systems to municipal standards plus a one-time fee of $5,000.00 per service connection to address potential future nitrate related costs prior to the assumption of ownership of these systems.
A Public Information Centre, to present the information in this report, is scheduled for December 2, 2004 in the
Page 1 of 9 November 2, 2004 Report: E-04-142
St. Agatha Community Centre. Following this meeting a report recommending the preferred approach in St. Agatha will be presented to Planning and Works Committee and Regional Council.
REPORT:
1.0 Background
The Village of St. Agatha (St. Agatha), Township of Wilmot (Township), is located approximately 3.5 km west of the City of Waterloo at the intersection of Erbs Road and Notre Dame Drive (Regional Roads 9 and 12). Water supply in St. Agatha is currently provided by one municipal system, two private systems and several individual private wells. The municipal system consists of two wells, and services 30 homes on Strauss Court and a condominium community on Summersfield Lane. The two private systems service 119 homes and businesses generally in the northwest quadrant of the village. These private systems are owned by Andy Sararas of St. Agatha and are referred to as the Swartzentruber System and the Sararas System (private systems). The remainder of the community is serviced by individual wells, which in some cases serve more than one residence or business. The attached figure in Appendix A shows the location of the water supply systems and wells.
On April 3, 2003, the Region and the Township received a Ministry of the Environment (MOE) Order to operate and maintain the private water supply and distribution systems, respectively. On May 3, 2003, the Region and the Township initiated the operation and maintenance of these systems. However, Andy Sararas still retains ownership of these systems. Water users in the private systems pay actual costs to operate and maintain the systems instead of municipal water rates.
Groundwater in the area of St. Agatha has elevated nitrate concentrations. The Ontario Drinking Water Standard (ODWS) maximum acceptable concentration (MAC) for nitrates is 10 mg/L. Historical nitrate levels in the municipal and private water supply systems range from 6 to 9 mg/L. These levels are still below the ODWS, but should they exceed the ODWS MAC, alternative water supply or measures to mitigate the problem will be required.
After recent improvements, the privately owned wells supplying the Swartzentruber and Sararas water systems are in compliance with MOE requirements. However, these wells do not meet standards typical of Regional water supply wells. The water distribution system in the Swartzentruber System does not meet Township’s water distribution standards.
Given the concerns over elevated nitrates, sub-standard infrastructure for portions of the water works, and numerous water systems serving a small number of people, the Region and the Township initiated a Class Environmental Assessment (Class E.A.) to determine the configuration of the preferred long term water system for the community as a whole.
2.0 Alternatives and Preferred Solution
In the fall of 2003, two identical Public Information Centres (PIC #1) were held at the St. Agatha Community Centre on November 13, 2003, and December 4, 2003. The purpose of these PICs was to introduce the project to the residents of St. Agatha and to present alternative solutions. The following alternative solutions were presented to the public:
Water Supply System · Do Nothing · Utilize Existing Groundwater Supply Without Nitrate Treatment · Utilize Existing Groundwater Supply With Nitrate Treatment · Find New Groundwater Supply · Connect to an Existing Groundwater Supply (Erb St. Wells or Wilmot Centre Wells)
#133615 Page 2 of 9 November 2, 2004 Report: E-04-142
· Connect to an Existing Municipal Water Supply (City of Waterloo) · Provide Two Separate Water Supply Systems (one for potable and one for non-potable water)
Distribution System · Do Nothing · Upgrade to Municipal Standards Without Fire Protection · Upgrade to Municipal Standards With Fire Protection · Provide Two Separate Distribution Systems (one for potable and one for non-potable water)
Comments were solicited on the preferred solution. A clear preference was given for the construction of a pipeline from an existing municipal system (Waterloo) followed by utilizing the existing groundwater supply without nitrate treatment (Status Quo).
The residents agreed that regardless of the water supply alternative chosen, the local water distribution system would need to be upgraded to municipal standards. The preference was to upgrade the Swartzentruber distribution system to municipal standards with minor upgrades to the Sararas distribution system, which currently meets Township standards. As generally applicable to most small rural systems in the Region, no fire protection will be provided via the water system. A clear preference for ownership of the water supply system by the Region was also expressed. The upgraded distribution systems will be owned and operated by the Township.
Based on public comments from PIC #1, two water supply alternative solutions where short listed and detailed for public evaluation at PIC #2 which was held on May 6, 2004, at the same location as PIC #1. The following were the short listed alternatives:
· Pipeline to the City of Waterloo (previously “Connect to an Existing Municipal Water Supply”) o Existing wells decommissioned o Regionally owned pipeline to Waterloo · Status Quo (previously “Utilize Existing Groundwater Supply Without Nitrate Treatment”) o Existing wells will be upgraded to municipal standards, but otherwise not expanded o Private or Public Ownership considered as sub-alternatives
The primary differences between the alternatives are:
· Significantly higher ($1,380,000) immediate capital costs for the Pipeline over Status Quo · Existing private system and municipal wells decommissioned under pipeline alternative · Risk of future costs if elevated nitrates not addressed now and then exceed MAC later · Private system water users have no additional risk of future costs if the water supply system is Region owned · Private system water users will continue to pay actual operating and maintenance costs plus any future capital costs if the water supply system is privately owned · Water users would have reduced water bills (approximately $250/year) under Region ownership.
A per connection servicing cost comparison is provided in Appendix B.
Due to the implementation costs for the installation of the Pipeline to the City of Waterloo ($7,000 to $8,000 per service connection depending on the level of participation by individual well owners), the preferred alternative at PIC #2 was Status Quo with Regional Ownership followed by Status Quo with Private Ownership.
Since Regional ownership was voiced as important to the current St. Agatha water users, staff agreed to develop options that could allow the lower cost option to be selected and would address the potential for future costs to provide nitrate treatment.
#133615 Page 3 of 9 November 2, 2004 Report: E-04-142
3.0 Regional Assumption of Private Water Systems
In E-01-021 dated April 3, 2001 Regional Council endorsed the Region’s assumption of private water systems only if the full cost of any capital upgrades were paid for by the private customers. This principle was used in the assumption of the Breslau system and has been the basis of new wastewater systems in Heidelberg and Conestogo.
The St. Agatha private water supply systems are complicated because the upgrades required to meet municipal standards do not address the concern with elevated nitrates. It is further complicated by the significant cost of providing a solution for the nitrates and the potential that nitrate levels will never exceed the Ontario Drinking Water Standards. To allow Regional assumption a mechanism to protect existing water user rate payers from the potential high cost of future nitrate mitigation needed to be developed.
After reviewing a number of ways for accomplishing Regional ownership from legal and enforcement standpoints, the only clear means to accomplish this would be the collection of an up-front fee from the property owners serviced by the private systems. The amount of the up-front fee was established by considering the cost of possible corrective solutions, the risk of the nitrate concentrations exceeding the ODWS and the likelihood that the solution would be successful. In addition to the future cost of the pipeline to the City of Waterloo, in-situ treatment was also considered. In-situ treatment is a method of enhancing the natural degradation of nitrates within the aquifer. This is an innovative technology and is not currently used in full scale in Ontario, but literature has shown that in-situ nitrate treatment has been successful elsewhere in the United States. Pilot tests were successfully completed by the University of Waterloo and the Region at wells B1 and B2 in Baden, Township of Wilmot, in 1999. Water Services has planned to further pilot this technology in the near future in a municipal setting as it could be used at a number of Regional wells. St. Agatha may prove to be an ideal candidate for the use of this technology.
4.0 Cost Sharing and Up-front Fee
Since the Swartzentruber and Sararas Systems are privately owned and the users have never paid municipal water rates or development charges, the water users were informed early in the process that they would be required to pay for any costs incurred by the Region and Township for capital improvements from which they benefit. Currently, the water users pay actual operating and maintenance costs of the private system wells.
If the improvements are carried out now, the capital cost of a pipeline has been estimated at $1,200,000 of which the private systems would be responsible for $830,000 to $950,000 depending on the level of cost sharing with adjacent individual well owners. The implementation of in-situ treatment is estimated to be $450,000, but pilot work needs to be undertaken to prove the process is feasible. If the Status Quo alternative is chosen, it has been estimated that approximately $100,000 will be spent to upgrade the private wells to municipal standards.
Costs for upgrading the distribution system are not included in the above costs, and will be separately collected by the Township.
If water supply improvements need to be carried out in the future to address nitrates exceeding the MAC, it is anticipated that an additional $250,000 will be incurred to address immediate needs for water for drinking and cooking (i.e. provision of bottled water). Considering this additional cost, the total costs for implementing the pipeline alternative will be $1,450,000 and for in-situ treatment will be $700,000.
Should the pipeline alternative be implemented, the upgraded system would have enough capacity to also service the Region’s Strauss Court system and other residents of St. Agatha presently on individual private wells. Any share of the works benefiting the existing municipal system will be borne by the Region. Those on individual private wells will be required to pay for a fair share of the required works. Depending on the number of those sharing the total costs, the cost per service connection would be between $8,500 to $9,700. Should the in-situ
#133615 Page 4 of 9 November 2, 2004 Report: E-04-142 treatment be implemented, it is likely that no additional capacity will be available to allow the connection of others not presently connected to the Swartzentruber and Sararas Systems. The cost per service connection would be $5,900.
Based on a risk assessment of nitrate being above the ODWS and that the in-situ treatment is successful, it is recommended that customers of the Swartzentruber and Sararas Systems be responsible for 85 % of the cost for in-situ treatment, resulting in a cost per lot of $5,000. This up-front fee will allow the Region to recover the full costs for the implementation of the in-situ treatment in approximately 7 years and for the implementation of the pipeline in approximately 20 years (assuming a net return on invested funds of 3%).
The above up-front fee will be collected on the Region’s behalf by the Township, and will be deposited into Water Services’ Water Capital Reserve Fund. Any future upgrades to the Swartzentruber and Sararas Systems would be funded from the Region’s user rate.
5.0 Upcoming Open House
Upon Council approval of the above approach, PIC#3 will be held on December 2, 2004 at the St. Agatha Community Centre to present the proposed funding concept to the property owners serviced by the private systems for their input.
CORPORATE STRATEGIC PLAN:
The completion of the St. Agatha Water System Study supports the Corporate Strategic Plan, Focus Area 1: Manage Regional Growth to Enhance Quality of life. This project is consistent with the objective Ensure Infrastructure Capacity to Meet Current Needs and Planned Growth.
FINANCIAL IMPLICATIONS:
The costs related to the upgrades of the water supply and distribution systems for the community of St. Agatha will be cost shared between the Region, the Township and the local property owners benefited by the proposed system upgrades. In general, benefited property owners will be responsible for capital improvements including engineering.
Since the full cost of nitrate abatement will not be paid through the proposed up-front fee, the Region is assuming a liability for 7 years in the case of in-situ treatment and 20 years for the pipeline solution given a net return on invested funds of 3%. Active measures will be taken to limit the risks of nitrates rising to levels above the ODWS MAC.
The 2004 Water Supply Ten Year Capital Plan Forecast provides $150,000 in 2004 for the Region’s share of the project plus $280,000 that will be cost recovered. A total of $3,430,000 has also been allocated for the upgrading works of this project. As most of these monies will be recoverable from residents of the private systems, costs for the upgrading of the water distribution system (Township) and of the supply system (Region) will be removed from the 2005 Water Supply Ten Year Capital Plan Forecast.
All Regional costs for the maintenance and operation of the water supply system are charged to the Township on an annual basis. The Township will pass these costs along to the customers of the private systems through special water rates charged to users in these systems. Capital costs incurred to address MOE compliance, to bring the systems to municipal standards and the proposed up-front fee will also be charge to the customers of the private systems via the Township. Monies will likely be recovered by the Township though the property tax as a local improvement charge or similar vehicle. Once the systems are municipally owned, the water rates will become the
#133615 Page 5 of 9 November 2, 2004 Report: E-04-142
Township’s water rate for distribution and the Region’s wholesale water rate.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Legal Services Division of the Corporate Resources Department have and will continue to provide assistance in the preparation and implementation of the cost sharing alternatives.
ATTACHMENTS
Appendix A: Figure 1 – St. Agatha Water Supply Service Areas
Appendix B: Table 1 – Servicing Costs for Pipeline Alternative Table 2 – Servicing Costs for Status Quo Alternative (Regional and Private Ownership)
PREPARED BY: Reg Russwurm, Senior Planning Engineer
APPROVED BY: James Archibald, Acting Commissioner of Transportation and Environmental Services
#133615 Page 6 of 9 November 2, 2004 Report: E-04-142 APPENDIX A
#133615 Page 7 of 9 November 2, 2004 Report: E-04-142 APPENDIX B SERVICING COSTS
#133615 Page 8 of 9 November 2, 2004 Report: E-04-142 APPENDIX B SERVICING COSTS
#133615 Page 9 of 9 Report: P-04-121 REGION OF WATERLOO
PLANNING, HOUSING AND COMMUNITY SERVICES Community Services
TO: Chair Jim Wideman and Members of the Planning and Works Committee Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE:
SUBJECT: REGIONAL GROWTH MANAGEMENT STRATEGY IMPLEMENTATION: BUILDING VIBRANT URBAN SPACES
RECOMMENDATION:
For information.
SUMMARY:
This report highlights recent national and local initiatives which recognize culture as the key to building vibrant urban spaces. A presentation at the Community Services Committee meeting will expand on these initiatives.
REPORT:
The Honorable John Godfrey MP, Minister of State (Infrastructure and Communities) recently stated “In the long term vision we have been developing, there are four pillars of sustainability for cities. The fourth one is the creative pillar, and that’s the one a lot of people overlook. But creativity is ultimately what makes a city great. The reason we all want to go to Paris is not the quality of its sewers.” (The Toronto Star, July 21, 2004). The four pillars are the centre-piece of the Federal Government’s present policies, and the focus for new initiatives.
The Regional Growth Management Strategy (RGMS) recognizes the importance of creativity through the second goal, Building Vibrant Urban Spaces. While there are a number of very specific initiatives being undertaken to implement this goal, there is also a broader movement building both nationally and locally that focuses on the less tangible concept of the creative city or region. A staff presentation to the Community Services Committee will provide further details on the initiatives that are highlighted below.
National: · The Creative City Network, a non-profit organization whose members are municipal cultural staff working for Canadian municipalities, hosts a web-site and list-serve to enable staff across the country to share research, policies and issues. The third annual conference, Creating a Culture of Collaboration, was recently attended by Councilor Jean Haalboom and Lucille Bish.
· Creating Economic and Social Benefits for Communities, a publication of the Creative City Network, details seven ways culture can help build better communities and provides supporting action items. It was distributed to everyone in attendance at the Federation of Canadian Municipalities Conference this summer (also available at www.creativecity.ca). · Culture Impact: New Approaches Redefine the Role of Local Culture is the focus of the September 2004 issue of Municipal World which includes six related articles.
134908 Page 1 of 2 November 2, 2004 Report: P-04-121
· Census metropolitan Areas as Culture Clusters is the title of an analytical paper just released by Statistics Canada.
Regional: · Regional staff continue to implement the Arts, Culture, Heritage Master Plan which was approved by Council in 2002. An update report will be provided at the November 16 Community Services Committee meeting. · On November 4, the Prosperity Council of Waterloo Region (founded by Greater Kitchener Waterloo Chamber of Commerce, Cambridge Chamber of Commerce, Canada’s Technology Triangle, and Communitech Technology Association) will host their second annual forum. Two of five key topics being addressed by the Council are “branding and marketing the region as a successful area for business, arts and lifestyle” and “creating and funding a regional arts and culture development and promotion body”. · On November 19, the Region of Waterloo will host “Waterloo: The Creative Region”, a workshop which will explore the creative community concept, share information about the specific initiatives planned by various groups, and discuss possible gaps or barriers to becoming a truly “Creative Region”. Councilors, cultural organizations, artists, cultural practitioners, volunteers and the business sector have been invited.
Creating a climate of culture and creativity begins as an intangible concept. The results, however, will be seen in many tangible ways, including vibrant urban areas, reurbanization projects, increased demand for housing close to core cultural areas and the transit system to support it, attractiveness to new businesses and an overall stronger regional economy.
CORPORATE STRATEGIC PLAN:
Supporting initiatives which highlight culture and creativity is directly related to Focus Area 1: “Manage Regional Growth to Enhance Quality of Life”.
FINANCIAL IMPLICATIONS:
Cultural initiatives being undertaken by Regional staff are funded through the existing Planning, Housing and Community Services budget.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Staff representatives from all Regional Departments have been invited to the November 19, 2004 workshop.
ATTACHMENTS :
NIL
PREPARED BY: Lucille Bish, Director Community Services
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
134908 Report: P-04-115 REGION OF WATERLOO
PLANNING, HOUSING AND COMMUNITY SERVICES Community Planning
TO: Chair, Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE:
SUBJECT: REGIONAL GROWTH MANAGEMENT STRATEGY IMPLEMENTATION: PREPARING A NEW REGIONAL OFFICIAL POLICIES PLAN
RECOMMENDATION:
For information.
SUMMARY:
One of the “Immediate Actions” specified in the Regional Growth Management Strategy (RGMS) is that a new Regional Official Policy Plan (ROPP) is to be prepared for Regional Council’s consideration within its next term of Council (i.e. by fall 2006). The new ROPP will replace the current ROPP which was approved by the Ministry of Municipal Affairs and Housing in December 1995.
The main objectives in creating a new ROPP are to create a plan which:
1) provides an effective means of implementing the RGMS to a horizon year of 2026 (or possibly a longer period if provided for in the forthcoming revised Provincial Policy Statement) 2) builds on other ongoing Regional initiatives 3) is consistent with the Province’s forthcoming Planning Reform initiatives and Growth Plan for the Greater Golden Horseshoe 4) reflects social and economic changes that have occurred since the approval of the current ROPP, and 5) is easy to read and use.
Completion of the new ROPP is expected to coincide with completion of the Higher-Order Transit System Environmental Assessment process and therefore, these two complementary items may be considered together by Regional Council as part of a larger RGMS implementation package.
At the meeting, staff will also update the Committee on the new legislation being introduced in the Provincial Legislature on Thursday afternoon, October 28, 2004 related to both the “Greenbelt” and “Places to Grow” initiatives of the Province.
REPORT:
The Regional Growth Management Strategy was unanimously approved by Regional Council on June 25, 2003. The RGMS provides the conceptual basis, principles, and planning framework for managing growth in the Region over the next 40 years but, unlike an official plan, has no legal status under the Planning Act. A new Regional Official Policies Plan is a key mechanism for implementing the RGMS because it establishes the framework and parameters to which local municipal plans must conform, and under which most policies, by-laws and regulations affecting development are designed and implemented.
Accordingly, one of the “Immediate Actions” specified in the RGMS is that a new ROPP is to be prepared for
132905 Page 1 of 5 November 2, 2004 Report: P-04-115
Regional Council’s consideration within its next term of Council (i.e. by fall 2006). The new ROPP will replace the current ROPP which was approved by the Ministry of Municipal Affairs and Housing in December 1995.
The Ontario Planning Act and the Provincial Policy Statement set out the main requirements regarding the preparation, content and amendment of municipal official plans such as the ROPP. The Act specifies that upper- tier municipalities shall prepare official plans that:
a) contain goals, objectives and policies to manage and direct physical change and the effects of the social, economic and natural environment of the municipality; b) may contain a description of the measures and procedures proposed to attain the objectives of the plan and a description of the measures and procedures for informing and obtaining the views of the public with respect to proposed amendments or revisions to the plan; and, c) that, not less frequently than every 5 years, a special public meeting of council shall be held to determine whether there is a need to revise the plan.
The Provincial Policy Statement stipulates that land requirements and land use patterns will be based on projections for a time horizon of up to 20 years, whereas the current ROPP has a time horizon of 2016 (12 years).
In 2001, staff prepared a report (P-01-053) regarding a proposed work program for a 5 Year Review of the ROPP and a Special Public Meeting of Planning and Works Committee was held. The conclusion at the time was that the ROPP review program should be selective, rather than comprehensive, as the ROPP policies were generally viewed as being current and appropriate. A selective review was also preferred because it allowed staff resources to be directed to completing the RGMS prior to a comprehensive review of the ROPP.
Objectives of the New ROPP
The main objectives in creating a new ROPP are to create a plan which: 1) provides an effective means of implementing the RGMS to a horizon year of 2026 or beyond; 2) builds on other ongoing Regional initiatives; 3) is consistent with the Province’s forthcoming Planning Reform initiatives and Growth Plan for the Greater Golden Horseshoe; 4) reflects social and economic changes that have occurred since the approval of the current ROPP; 5) is easy to read and use; and, 6) effectively links land use, infrastructure and human services planning. Each of these objectives is discussed in more detail below. a) Implementing the Regional Growth Management Strategy
Creating and approving a new ROPP is vital to the Region’s ability to effectively implement the RGMS that Regional Council unanimously approved in June 2003. Many of the strategic actions noted in the RGMS require ROPP policies to provide context and/or legislative authority for new approaches to such matters as reurbanization, public transit, urban boundaries, affordable housing, and greenlands protection and enhancement. In addition, the new ROPP will be built in large part on the results (interim or final) of several of the Immediate Actions that were identified in the RGMS such as:
· the Greenlands Strategy · the Countryside Line ROPP amendment · the East Side Community Scoping Study · the Community Action Plan for Housing · higher-order transit planning (i.e. the Detailed Technical Studies and Environmental Assessment) · planning for Human Services, including the Health and Built Environment Report and the Regional Energy Model · updating Regional Master Plans (e.g. wastewater, transportation, water distribution) · reurbanization strategies, particularly initiatives of the Reurbanization Working Group · cultural heritage landscape assessments 132905 Page 2 of 5 November 2, 2004 Report: P-04-115
· subwatershed studies for the Chilligo/Ellis, Hopewell and Randall Drain creeks · the Moraines study · revisions to the Regional Development Charges By-law · a Regional Agricultural Strategy
The RGMS has a time horizon of 2041, whereas the new ROPP will have a time horizon of 2026 (unless otherwise provided for in the forthcoming revised Provincial Policy Statement). As a result, population and employment projections will be adjusted accordingly. The new ROPP will incorporate the Countryside Line shown in the RGMS, however those land areas not required for urban development until the 2026 – 2041 time period will be designated Future Urban Area.
Implementation of the RGMS involves partnerships between the Region and several other key stakeholders, especially the seven local municipalities and the GRCA. Therefore, the ROPP will be prepared in close consultation with these partners and will be integrated into the broader RGMS implementation consultation/communication structure which is comprised on the RGMS/LRT Steering Committee, the RGMS Implementation Co-ordination Committee and the RGMS/LRT Public Advisory Committee. Two of the key issues that need to be addressed early in the process are:
1) how the new ROPP preparation process can be most effectively coordinated with the comprehensive review or minor update of the seven local municipal official plans.
2) what the best means are to balance the need to achieve the Provincial and Regional goals and objectives with regard to reurbanization and higher-order transit, with the desire to provide local municipalities and the private sector with the flexibility regarding approaches to policy implementation. b) Building on Ongoing Regional Initiatives
The Region has been actively pursuing many initiatives to improve the quality of life in our community, some of which may need to be referenced in the new ROPP. Examples of such initiatives include:
· the Corporate Strategic Plan adopted in July 2004 · the Wastewater Master Plan · the Regional Forest Management Plan and Implementation Strategy · the Water Resource Protection Strategy · the Community Action Plan for Housing · the Waste Management Master Plan · the Transportation Master Plan · the Cycling Master Plan · the Airport Master Plan · the Water Efficiency Master Plan · the Clean Air Plan · Arts, Culture and Heritage Master Plan · Community Safety and Crime Prevention initiatives c) Ensuring Consistency with the Province’s Proposed Planning Reform Initiatives and Growth Plan for the Greater Golden Horseshoe
Creation of a new ROPP is timely with respect to the need to respond to the wide range of upcoming Provincial planning initiatives that will require compliance at the Regional level. Examples of the Region’s responsibilities that could be affected include regional planning, human services (public health and social services), public transit, major roads, water supply, waste management, and social housing. More specifically, creating a new plan in 2006 will:
132905 Page 3 of 5 November 2, 2004 Report: P-04-115
· coincide with the forthcoming Planning Act and Provincial Policy Statement reform initiatives and complement the Growth Plan for the Greater Golden Horseshoe; · permit the inclusion of new Provincial policies, programs and regulations regarding matters such as source water protection, nutrient management, environmental assessment, development charges, development permits, and brownfield redevelopment; and, · provide a framework for upcoming local municipal official plan reviews (e.g.Cambridge, North Dumfries and Waterloo) d) Revising Policies to Reflect Socio-Economic Changes
There are some ROPP policies that have become outdated because of social and economic changes or trends that have occurred since the current ROPP was approved in 1995. For example, the ROPP’s Regional Commercial Structure policies need to be updated with respect to contemporary planning practice and retail development trends, and reflect a commercial hierarchy that, in many ways, no longer exists in our community. Combined with the fact that each local municipality has its own unique approach to managing commercial land use development, the current ROPP policies are increasingly an impediment to effective and timely planning.
In contrast, there are policy areas such as housing, air quality, energy consumption, public transit, urban design and monitoring where the ROPP needs to be strengthened to be brought in line with current and expected community expectations and changing approaches to planning. Staff expects that stronger policies and implementation procedures in all of these areas will be requirements of the forthcoming Provincial Planning Reform initiatives. e) Making the ROPP Easier to Read and Use
The existing ROPP has been a very effective plan. However, “living with” the plan for several years has shown that improvements can be made to make it easier to read and use. For example, some users have commented that the ROPP is hard to read because of the text layout and that more illustrations could be used to support or explain polic y intent. f) Linking Land Use, Infrastructure and Human Services Planning
There is a need to strengthen and promote the interrelationships between land use, infrastructure, and human services planning to enhance the quality of life in the Region. However, the ROPP is not necessarily the most appropriate document for policies and strategic directions regarding the Region’s growth related human services planning initiatives. Many such initiatives will be addressed through the Human Services Coordination Plan and/or other documents and processes.
Timeline
It is expected that the process of preparing the new ROPP will roughly fall into 5 phases:
· Phase 1 (late 2004 – early 2005): gather preliminary stakeholder comments regarding the content, structure and style of the Plan and develop a detailed work program
· Phase 2 (early 2005 – mid 2005): continue stakeholder consultation and undertake research regarding possible amendments or new policies
· Phase 3 (mid 2005 – late 2005): prepare draft New ROPP for circulation and comment
· Phase 4 (late 2005 – early 2006): stakeholder consultation on draft plan
132905 Page 4 of 5 November 2, 2004 Report: P-04-115
· Phase 5 (early 2006 - fall 2006): prepare recommended New ROPP for consideration by Regional Council
An update report will be provided to Planning and Works Committee and Regional Council for each of these phases. Completion of the new ROPP is expected to coincide with the completion of the Higher-Order Transit System Environmental Assessment process.
Next Steps
Staff will begin consulting with affected stakeholders immediately, continue to research “best practices” in comparable regional official plans, and prepare a detailed work plan to guide the plan preparation process. A number of staff will be dedicated to preparing the new ROPP in accordance with overall departmental work plan requirements.
Throughout the work to prepare a new ROPP, staff will continue to ensure that effective administration of the current ROPP remains a priority. Significant matters that will be addressed in the upcoming months include proposed ROPP amendments for the Mercedes Commercial/Industrial Area in Woolwich and the Beverley area of North Dumfries, and Bridgecam Shopping Centre Limited’s appeal to the Ontario Municipal Board regarding potential expansion of the Bridgecam Power Centre in Cambridge.
CORPORATE STRATEGIC PLAN:
This initiative is a significant corporate priority and is directly related to Focus Area 1: “Manage Regional Growth to Enhance Quality of Life” of the Corporate Strategic Plan.
FINANCIAL IMPLICATIONS:
Costs associated with preparing the new Regional Official Policies Plan have already been included in the existing and proposed 2005 capital budget as part of the RGMS implementation process. Council’s approval will be sought should any additional funding requirements be identified..
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
All Regional departments will be consulted throughout the process of preparing the new Regional Official Policies Plan.
ATTACHMENTS :
NIL
PREPARED BY: Kevin Curtis, Manager, Policy Planning John Lubczynski, Principal Planner Jeff Schumacher, Principal Planner
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
132905 Page 5 of 5 Report: P-04-116 REGION OF WATERLOO
PLANNING, HOUSING AND COMMUNITY SERVICES Community Planning
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: October 19, 2004 FILE CODE:
SUBJECT: BROWNFIELDS REGULATION 153/04
RECOMMENDATION:
For information.
SUMMARY:
On October 1, 2004, Regulation 153/04, issued under the Environmental Protection Act (EPA) came into effect, along with the relevant sections of the EPA enacted in 2002 as part of the Brownfields Statute Law Amendment Act. The Brownfields Statute Law Amendment Act has effectively upgraded the current Ministry of the Environment’s Guideline for Use of Contaminated Sites in Ontario, which was released by the Ministry of the Environment in June 1996. As of October 1, 2004, the Record of Site Condition is based on legislated and regulated standards and content requirements. Generally, the regulation sets out:
§ the requirements for conducting site assessments; § the soil and groundwater standards that must be met as part of the clean-up process. The standards are tied to the nature of the property use and reflect different approaches to site cleanup (e.g. background, full depth, stratified); § the contents of a Record of Site Condition (RSC) and other requirements for filing an RSC; § the requirements associated with preparing a risk assessment; § interim qualification requirements for the person who certifies in the RSC that environmental site assessments have been properly completed and that the site meets the appropriate standards; § the conditions under which a past owner may receive immunity from environmental orders; and, § the property uses that require the filing of an RSC.
These statutes build on the sections of the Municipal Act amended by the Brownfields Statute Law Amendment Act in 2002 which included provisions for local municipalities to pass by-laws providing for the cancellation of all or a percentage of the taxes levied on eligible property for municipal and school purposes during the rehabilitation period of the property, or providing that taxes on the property shall not be increased during the rehabilitation period of the property, on such conditions as the municipality may determine. The Brownfields Statute Law Amendment Act also amended the Planning Act to facilitate community improvement planning.
REPORT:
The Regional Municipality of Waterloo currently addresses the need for environmental site assessments and the filing of a Record of Site Condition with the Ministry of the Environment (MOE) during the review of Planning Act applications for known, suspected or potentially contaminated lands in accordance with the protocol adopted by Regional Council on May 28, 1997. This protocol is based on the Guideline for Use of Contaminated Sites in Ontario, which was released by the Ministry of the Environment in June 1996. Through this Guideline, the MOE provides detailed procedures for the completion of site assessment to determine whether soil and groundwater on
129384 Page 1 of 3 November 2, 2004 Report: P-04-116 a property are contaminated, and whether remediation is required. Property owners and consultants are then required to complete a Record of Site Condition which includes a sworn affidavit in which the consultant certifies that the site work has been carried out in accordance with the Guideline and, if required, that the site has been appropriately cleanup to permit the proposed use. The Record of Site Condition is then acknowledged by the MOE. This process was incorporated into the Regional Protocol with the acknowledgement by MOE effectively serving as the release of the condition.
This Regulation provides for the establishment of an Environmental Site Registry where Record of Site Conditions will be filed and made available to the public. The Regulation contemplates that a registered Record of Site Condition may be relied upon by interested third parties, although the registry advises those who visit it to also consider conducting their own due diligence with respect to the environmental condition of the property.
A Record of Site Condition is also attractive to property owners who wish to obtain a limited degree of immunity from government remedial orders. Such immunity is granted to those past owners who register a Record of Site Condition with the MOE in accordance with the Act and the new Record of Site Condition regulation.
This immunity is available as of October 1, 2004 to all owners who file a duly executed Record of Site Condition in compliance with both the new Regulation and the current Guideline for Use of Contaminated Sites in Ontario. However, the mandatory Record of Site Condition filing requirements of the EPA and the regulation will not immediately take effect.
The most significant regulatory component of the Act was not proclaimed on October 1, 2004. Yet to be brought into effect are new provisions which will impose a baseline clean-up requirement on land uses changes such as: § provisions in the EPA requiring the filing of a RSC in relation to specified changes in property use prior to issuance of a building permit; § provisions setting out property use changes for which a RSC must be filed and, § provisions restricting issuance of building permits in accordance with certificates of property use.
It is anticipated that these above-noted provisions will be brought into effect the fall of 2005; thereby allowing time for municipalities and other stakeholders to better understand how these provisions will affect the process for issuing building permits and other established protocols. Regional Planning staff will be initiating discussions with the Area Municipalities over the next few months to review these provisions and at what point in the development process they will be applied (i.e. through the review of development applications or at building permit). Until these provisions are in effect, the Region will continue to use the Region’s Protocol for the Review of Development Applications on or Adjacent to Lands Which Are Known, Suspected or Potentially Contaminated as the basis for the review of development applications under its jurisdiction. The Region’s protocol is available for review in the Regional Council library.
CORPORATE STRATEGIC PLAN:
This process is consistent with the goal to protect and enhance the quantity and quality of local water resources in the Region of Waterloo.
FINANCIAL IMPLICATIONS:
129384 Page 2 of 3 November 2, 2004 Report: P-04-116
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Water Resource Protection staff have worked with Regional Planning staff in responding to the Province during the development of this regulation and will be involved in the review of the Regional Protocol.
ATTACHMENTS :
NIL
PREPARED BY: Brenna MacKinnon, Manager, Development Planning
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
129384 Page 3 of 3 Report: P-04-117 REGION OF WATERLOO
PLANNING, HOUSING AND COMMUNITY SERVICES Community Planning
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE:
SUBJECT: MONTHLY REPORT OF DEVELOPMENT ACTIVITY FOR SEPTEMBER 2004
RECOMMENDATION:
THAT the Regional Municipality of Waterloo accept P-04-117, Monthly Report of Development Activity for September 2004, dated November 2, 2004.
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 application; 2. Approved the following part lot control exemption by-laws; 3. Draft approved the following plan of subdivision; 4. Modified the conditions of draft approval on the following draft plan of subdivision; 5. Released for registration the following plans of subdivision and plan of condominium; and 6. Approved the following municipal plan amendment.
REPORT:
CITY OF CAMBRIDGE
1. Part Lot Control Exemption By-law 196-04 Applicant: Mattamy (Galt) Limited Location: Nancroft Crescent Proposal: To permit the creation of 30 semi-detached and street fronting townhouse units. Processing Fee: Paid September 23, 2004 Commissioner’s Approval: September 23, 2004
CITY OF KITCHENER
1. Plan of Condominium Application 30CDM-04204 Date Accepted: September 13, 2004 Applicant: Activa Holdings Inc. Location: 110 Activa Avenue Proposal: To permit the development of 48 townhouse units. Processing Fee: Paid September 13, 2004
Page 1 of 4 November 2, 2004 Report: P-09-117
2. Registration of Draft Plan of Subdivision 30T-97015 Draft Approval Date: March 7, 2000 Phase: Stage 1 Applicant: Lyndale Estates Limited Location: Zeller Drive and Woolner Drive Proposal: To permit the development of 209 single-detached and townhouse units. Processing Fee: September 28, 2004 Commissioner’s Release: September 28, 2004
3 Registration of Draft Plan of Subdivision 30T-97015 Draft Approval Date: March 7, 2000 Phase: Stage 2 Applicant: Lyndale Estates Limited Location: Zeller Drive and Woolner Drive Proposal: To permit the development of 45 single-detached units. Processing Fee: September 28, 2004 Commissioner’s Release: September 28, 2004
4. Registration of Draft Plan of Subdivision 30T-86035 Draft Approval Date: November 26, 1992 Phase: Stage 1 Applicant: Drewlo Holdings Inc. Location: Homer Watson Boulevard and Bleams Road Proposal: To permit the development of 119 single-detached and semi-detached units. Processing Fee: Paid September 7, 2004 Commissioner’s Release: September 7, 2004
5. Registration of Draft Plan of Subdivision 30T-86035 Draft Approval Date: November 26, 1992 Phase: Stage 2 Applicant: Drewlo Holdings Inc. Location: Homer Watson Boulevard and Bleams Road Proposal: To permit the development of 159 single-detached and multiple residential units. Paid September 7, 2004 Processing Fee: September 7, 2004 Commissioner’s Release:
CITY OF WATERLOO
1. Part Lot Control Exemption By-law 04-072 Applicant: University of Waterloo Location: Hagey Boulevard Proposal: To permit the creation of 2 research and technology/industrial blocks. Processing Fee: Paid July 5, 2004 Commissioner’s Approval: September 13, 2004
2. Part Lot Control Exemption By-law 04-114 Applicant: Short, Hanbridge, Snider, Richardson, Welch Location: Dearborn Boulevard Proposal: To provide for the re-establishment of one single family residential lot. Processing Fee: September 22, 2004 Commissioner’s Approval: September 22, 2004
132820 November 2, 2004 Report: P-09-117
3. Municipal Plan Amendment No. 56 Applicant: Hallman Construction Limited Location: Strasburg Road and Templewood Drive, Brigadoon Proposal: To change the land use designation from Mixed Use Node to Low Rise Residential. Processing Fee: Paid August 26, 2004 Commissioner’s Approval: September 23. 2004 Came Into Effect: October 14, 2004
4. Registration of Draft Plan of Condominium 30CDM-02403 Draft Approval Date: June 19, 2003 Phase: Stage 1 Applicant: Sixty Keats Way Limited Location: 255 Keats Way Proposal: To permit the development of 104 apartment units. Processing Fee: Paid September 29, 2004 Commissioner’s Release: September 29, 2004
5. Draft Approval of Plan of Subdivision 30T-04401 Applicant: Gottwald/Bromberg Location: 500 Erbsville Road Proposal: To permit the development of 26 single detached units. Processing Fee: Paid July 16, 2004 Commissioner’s Approval: September 13, 2004 Came Into Effect: October 5, 2004
6. Modification to Draft Plan of Condominium 30CDM-87023 Applicant: Village Gate Developments Inc. Location: Roxton Drive Proposal: To facilitate the registration of the plan as a vacant land condominium. Processing Fee: May 21, 2004 Commissioner’s Approval: September 21, 2004
TOWNSHIP OF WILMOT
1. Registration of Draft Plan of Subdivision 30T-94021 Draft Approval Date: December 22, 2000 Phase: Stage 2 Applicant: Activa Holdings Inc. Location: Baden Settlement Area Proposal: To permit the development of 126 single detached units. Processing Fee: Paid September 22, 2004 Commissioner’s Release: September 22, 2004
132820 November 2, 2004 Report: P-09-117
Current inventory of Unbuilt Units in Approved and Pending Plans of Subdivision by Area Municipality.
Area September Totals
Municipality Registered* Draft Pending Total Approved
*Kitchener 532 0 0 532 Waterloo 0 26 0 26 Cambridge 0 0 0 0 Woolwich 0 0 0 0 Wilmot 126 0 0 126 North Dumfries 0 0 0 0 Wellesley 0 0 0 0
Region of Waterloo 658 26 0 684
*The acceptance and/or draft approvals of plans of subdivision and condominium processed by the City of Kitchener under delegated approval authority are not included in this table but will be reflected in the year end report.
CORPORATE STRATEGIC PLAN:
The report reflects actions taken by the Commissioner in accordance with the Delegation By-law adopted by Council consistent with the streamlining objectives reflected in Focus Area 1: Manage Regional Growth to Enhance Quality of Life in the Corporate Strategic Plan.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
ATTACHMENTS:
NIL
PREPARED BY: Andrea Banks, Program Assistant
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
132820 Comparison of New Residential Units By Municipality (2003 -2004) REGION OF WATERLOO First Half 2003 and 2004: Total New Residential First Half 2003 and 2004: Total New Residential Units Units by City By Township
900 160 140 Building Permit Activity 800 700 120 600 100 2003-1 500 2003-1 80
400 Units 60 2004-1
Units 2004-1 300 40 200 20 100 0 0 Cam Kit Wat Ndu Wel Wil Woo
City Township
Planning, Housing and Community Services Community Services
Comparison of Total Residential Units By Type Comparison of Total Non- Residential Floor Space (2003 and 2004) (2003 and 2004)
First Half 2003: Total Non-Residential Floor Space By Type (Square Feet)
First Half 2003: Total Residential Units By Type First Half 2004: Total Residential Units By Type Inst 472,386 Comm 866,045 Apt Apt 14% 13% TH TH Ind 744,624 12% 14%
Semi Semi 5% S S 6% First Half 2004: Total New Non-Residential Floor Space By Type 69% 67% (Square Feet)
Inst 187,100 Comm 697,069
Ind 749,712
November 2, 2004 1 New Residential Units in Waterloo Region Historical Residential Building Activity (1995 -2003) (1976 -2003)
New Residential Units Historic Residential Building Activity, 1976 - 2003 1995-2003
6000 5000 4500 5000 4000 3500 4000 3000 TH/Apt 3000 2500 Units
Units Sing/Semi 2000 2000 1500 1000 1000 500 0 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 76 81 86 91 96 01 Year Year
City of Cambridge City of Kitchener New Residential Units New Residential Units 1995-2003 1995-2003
1200 2000 1800 1000 1600 1400 800 1200 1000 600
Units 800 Units 400 600 400 200 200 0 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Building Permit Activity 1995 1996 1997 1998 1999 2000 2001 2002 2003 Building Permit Activity Year in Cambridge Year in Kitchener
(1995 – 2003) City of Cambridge (1995 – 2003) City of Kitchener Non-Residential Floor Space Non-Residential Floor Space 1995-2003 1995-2003
3000 1400 1200 2500 1000 2000 800 1500 600
1000 400
Square Feet (x1000) 200 500 Square Feet (x1000) 0 0 1995 1996 1997 1998 1999 2000 2001 2002 2003
1995 1996 1997 1998 1999 2000 2001 2002 2003 Year Year
November 2, 2004 2 City of Waterloo Township of North Dumfries New Residential Units New Residential Units 1995-2003 1995-2003
1600 90 1400 80 1200 70 1000 60 50 800 40 Units 600 Units 30 400 20 200 10 0 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 1995 1996 1997 1998 1999 2000 2001 2002 2003 Building Permit Activity Building Permit Activity Year Year in Waterloo in North Dumfries Township of North Dumfries City of Waterloo Non-Residential Floor Space (1995 – 2003) Non-Residential Floor Space (1995 – 2003) 1995-2003 1995-2003
350 1400 300 1200 250 1000 200 800 150 600 100 400 50 Square Feet (x1000) 200 0 Square Feet (x1000) 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 1995 1996 1997 1998 1999 2000 2001 2002 2003 Year Year
Township of Wellesley Township of Wilmot New Residential Units New Residential Units 1995-2003 1995-2003
250 70 60 200 50 150 40
30 Units 100 Units 20 50 10 0 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 1995 1996 1997 1998 1999 2000 2001 2002 2003 Year Building Permit Activity Year Building Permit Activity in Wellesley in Wilmot Township of Wilmot Township of Wellesley Non-Residential Floor Space (1995 – 2003) Non-Residential Floor Space (1995 – 2003) 1995-2003 1995-2003 160 80 140 70 120 60 100 50 80 40 60 30 40 20 20 Square Feet (x1000) 10 Square Feet (x1000) 0 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 1995 1996 1997 1998 1999 2000 2001 2002 2003 Year Year
November 2, 2004 3 Township of Woolwich - New Residential Units 1995-2003
120
100
80
60 Units 40
20
0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Building Permit Activity Year in Woolwich
(1995 – 2003) Township of Woolwich Non-Residential Floor Space 1995-2003
400 350 300 250 200 150 100
Square Feet (x1000) 50 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Year
November 2, 2004 4 Report: P-04-118 REGION OF WATERLOO
Planning, Housing and Community Services Community Services
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE:
SUBJECT: BUILDING PERMIT ACTIVITY, JANUARY TO JUNE 2004
RECOMMENDATION:
For information.
SUMMARY:
This interim report on building permit activity in the Region covers the first two quarters of 2004. In this period, residential building permits were issued for 1,943 units, and non-residential building permits were issued for 1,633,881 square feet of floor space.
Building permit activity remains above historical averages, only slightly lower from the exceptionally high levels experienced in 2002 and 2003 (refer to Attachment 1). Residential permits were lower by 15% and new non- residential floor space was 21% lower relative to the first half of 2003. These indicators may reflect the cyclical trend that has been experienced previously here and elsewhere related to building activity. Alternatively, the previous two years of activity in the Region may be an anomaly.
REPORT:
Building permit activity is one indicator of the strength of the local economy, as well as the population growth that can be expected by year end. This report summarizes building activity in both the residential and non-residential sectors, for each municipality in the Region, for the first two quarters of 2004 (January to March and April to June). Building activity data for the same period in 2003 is provided for comparison purposes.
Figures 1 to 5 illustrate residential building activity by each municipality and the variations relative to 2003. Wilmot and Woolwich Township issued more permits in the first half of 2004 over the same period last year. Wilmot Township issued 19 more permits and Woolwich Township issued 85 more permits, while the remaining municipalities issued 450 fewer residential permits.
133067 Page 1 of 8 November 2, 2004 Report: P-04-118
Figure 1: First Quarter 2003 and 2004: Total Figure 2: Second Quarter 2003 and 2004: New Residential Units By City Total New Residential Units By City
400 600 350 500 300 250 400 2003-Q1 2003-Q2 200 300 2004-Q1 2004-Q2 150 200 100 100 50 0 0 Cam Kit Wat Cam Kit Wat
City City
Figure 3: First Quarter 2003 and 2004: Total Figure 4: Second Quarter 2003 and 2004: New Residential Units By Township Total New Residential Units By Township
70 80
60 70
50 60 50 40 2003-Q1 2003-Q2 40 30 2004-Q1 2004-Q2 30 20 20 10 10 0 0 Ndu Wel Wil Woo Ndu Wel Wil Woo
Township Township
Figure 5: Total New Residential Units By Type, January -June Single Semi Lodging Townhouse Apartment Total Detached Detached Unit 2003 2004 2003 2004 2003 2004 2003 2004 2003 2004 2003 2004 Cam 529 263 12 21 65 117 3 42 0 0 609 443 Kit 471 424 42 68 152 94 101 39 0 0 766 625 Wat 581 321 38 32 58 45 37 203 25 0 739 601 Ndu 19 15 0 0 0 0 0 0 0 0 19 15 Wel 19 18 0 0 0 0 1 1 0 0 20 19 Wil 70 102 12 2 0 0 3 0 0 0 85 104 Woo 49 116 2 2 0 0 0 18 0 0 51 136 RMW 1738 1259 106 125 275 256 145 303 25 0 2289 1943
The continuing strong performance in single detached building permits (albeit generally on smaller lots) is reflected in the relative share by type of unit. About 65% of the permits issued in the first six months of 2004 were for Singles, 6.5% for Semi-detached, 13.7% for Townhouse units, and 16% for apartment units. Record low interest rates and trends towards smaller building lots continue to keep single-detached dwellings relatively affordable.
If construction in the second half of 2004 remains similar to the first half, or greater, the total number of new residential permits issued would approach 4000. This is well above the 27 year average of 3,034 units. In comparison, the record number of building permits issued in 2002 was 4569.
Figures 6 to 10 show non-residential building activity, expressed in square feet of space. Across the Region, the floor space in non-residential building permits was lower by approximately 21% as compared with the first half of 2003. However, three municipalities experienced significant increases: Woolwich Township (560%), North
133067 Page 2 of 8 November 2, 2004 Report: P-04-118
Dumfries Township (354%), and Kitchener (116%).
Figure 6: First Quarter 2003 and 2004: Total Figure 7: Second Quarter 2003 and 2004: Non Residential Floor Space By City Total Non Residential Floor Space By City
600000 600000
500000 500000
400000 400000 2003-Q1 2003-Q2 300000 300000 2004-Q1 2004-Q2 200000 200000
100000 100000
0 0 Cam Kit Wat Cam Kit Wat
City City
Figure 8: First Quarter 2003 and 2004: Total Figure 9: Second Quarter 2003 and 2004: Non Residential Floor Space By Township Total Non Residential Floor Space By Township
70000
60000 200000
50000 150000 40000 2003-Q1 2003-Q2 30000 2004-Q1 100000 2004-Q2 20000 50000 10000
0 0 Ndu Wel Wil Woo Ndu Wel Wil Woo
Township Township
Figure 10: Total New Non-Residential Floor Space By Type, January - June* Commercial Industrial Institutional Total 2003 2004 2003 2004 2003 2004 2003 2004 Cam 158674 61568 623007 347393 60671 8000 842352 416961 Kit 300667 562757 28848 77791 22519 121554 352034 762102 Wat 396701 56644 35407 29993 355790 51990 787898 138627 Ndu 0 1233 14215 84585 4695 0 18910 85818 Wel 8350 1140 22401 11025 14811 0 45562 12165 Wil 1653 0 1248 0 208 0 3109 0 Woo 0 13727 19498 198925 13692 5556 33190 218208 RMW 866045 697069 744624 749712 472386 187100 2083055 1633881 * Values in square feet
Industrial building activity accounted for 46% of the floor space in the first half of 2004, commercial 43%, and institutional 11%.
These figures are compiled by Community Services Division staff, based on data supplied by Area Municipal staff.
133067 Page 3 of 8 November 2, 2004 Report: P-04-118
CORPORATE STRATEGIC PLAN:
Tracking and reporting building permit activity contributes to Strategic Focus Area 1: Manage Regional Growth to Enhance Quality of Life
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
ATTACHMENTS :
Attachment 1: Building Permit Activity 2003
PREPARED BY: Lucille Bish, Director of Community Services
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
133067 Page 4 of 8 November 2, 2004 Report: P-04-118
Attachment 1
Building Permit Activity, 2003
Total building permit activity across the Region of Waterloo remained high in 2003. Permits for Commercial floor space and for Townhouse units both reached the highest levels since 1995. Overall construction value and total residential permits were lower, however, relative to the record high levels recorded in 2002. This reflects a trend seen across Canada, and anticipated by Regional staff.
Total Value of New Construction
Ø The total value of new building permits issued in 2003 was lower by 5.6% from $880.6 million in 2002 to $831.3 million in 2003 as illustrated in Figure 1.
Ø Residential permit value was lower by 1.32%, from $585.7 million in 2002 to $577.9 million in 2003 as illustrated in Figure 1.
Ø Non-residential permit value was lower by 14.1%, from $294.4 million in 2002 to $253.3 million in 2003.
Figure 1: Total Value of New Construction, 1995-2003
1000000 900000 800000 700000 585720 600000 451392 577966 500000 395410
$'000's 400000 353254 300000 118570 266418 282176 200000 217881 303403 341461 294970 253358 205399 100000 137456 101837 93018 121027 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Year
Non-Residential Residential
Non-residential Activity
Ø In 2003, commercial building permits contributed the highest total new construction value at $110.2 million, a 41% increase over 2002, with new industrial building permits at 37.8% lower and institutional permits at 31.4% lower than 2002.
Ø Overall, non-residential construction activity remains close to the average of the past 5 years, and well above the 10-year average, indicating the significant levels of activity that have been experienced here in the Region.
133067 Page 5 of 8 November 2, 2004 Report: P-04-118
Figure 2: Total New Non-Residential Construction Value, 1995-2003
180000 160000 140000 120000 Commercial 100000 Industrial 80000 $'000's Institutional 60000 40000 20000 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Year
Ø In 2003, new commercial floor space increased over 2002 by 32.7%. Industrial and institutional floor space were lower by 29.3% and 33.5% respectively.
Figure 3: Total New Non-Residential Floor Space, 1995-2003
3500
3000 2500 Commercial 2000 Industrial 1500 Institutional Sq ft (x1000) 1000 500
0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Year
Ø Among the area municipalities, non-residential building permit activity was highest in Cambridge, both in dollar value ($93.5 million) and floor space (1.85 million square feet). Figure 4 and 5.
Figure 4: Total New Non-Residential Construction Figure 5: Total New Non-Residential Floor Area By Value By Municipality, 2003 Municipality, 2003
100000 2000
80000 1500
60000 1000 40000 500 20000
0 0 Cam Kit Ndu Wat Wel Wil Woo Cam Kit Ndu Wat Wel Wil Woo
Municipality Municipality
133067 Page 6 of 8 November 2, 2004 Report: P-04-118
Residential Activity
Ø As Figure 6 illustrates new residential permits were lower by 6.3% (4,569 units in 2002 compared to 4,281 in 2003). Single detached and apartments were lower by 13.2% and 20.8% respectively, but the number of townhouse permits issue increased by 45.9%.
Figure 6: New Residential Units By Structure Type, 1995 - 2003
3500 3000 2500 2000
Units 1500 1000 500 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 Year
S Semi TH Apt
Ø In addition to these residential units, 3 permits were issued for “collective dwellings”, compared to the 11 “collective” permits issued in 2002 These are dwellings including university student residences and lodging houses that provide space in ‘beds’ rather than units.
Ø The average value of residential permits issued in 2003 was $150,944 per unit (this represents construction value only).
Ø Map 1 shows the location of all residential building permits issued for new construction in 2003. Each circle represents one unit. As shown by the dark clusters formed by over-lapping circles, most of the growth occurred in plans of subdivision.
Ø Among the area municipalities, residential building permit activity was highest in Kitchener (1,416 units).
Figure 7: Total New Residential Units By City, Figure 8: Total New Residential Units By 2003 Township, 2003
1600 250 1400 200 1200 1000 150 800 600 100 400 50 200
0 0 Cam Kit Wat Ndu Wel Wil Woo City Township
133067 Page 7 of 8 Report: P-04-118
133067 Page 8 of 8 Report: P-04-119 REGION OF WATERLOO
PLANNING, HOUSING AND COMMUNITY SERVICES Transportation Planning
TO: Chair Jim Wideman and Members of the Planning and Works Committee
DATE: November 2, 2004 FILE CODE: T15-40/50
SUBJECT: NAMING OF WESTMOUNT ROAD IN THE CITY OF WATERLOO
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve the following with regard to Westmount Road, in the City of Waterloo and detailed in Report P-04-119, dated November 2, 2004: a) Name the newly constructed road between Columbia Street and Northfield Drive (Regional Road #50), Westmount Road; b) Number the newly constructed road between Columbia Street and Northfield Drive, Regional Road #50; and c) Direct the Regional Clerk to advertise the proposed road name and numbering in accordance with the Municipal Act.
SUMMARY:
The construction of the road linking the north end of Westmount Road with Northfield Drive is expected to be completed this fall. This section of road will become the through movement road. It is proposed to continue the name Westmount Road and the number 50. A portion of the existing road between Pineridge Road and Bearinger Road has been conveyed to the City of Waterloo. On September 13, 2004, City of Waterloo Council recommended the section of road reverted to the City be re-named Pineridge Road.
REPORT:
The extension of Westmount Road from Columbia Street to Bearinger Road and the re-alignment of Westmount Road from Bearinger Road to Northfield Drive will be completed late this fall. The newly constructed road will become the through movement road. The existing section of Westmount Road between Bearinger Road and Pineridge Road has been transferred to the City of Waterloo and is expected to be re-named Pineridge Road. (refer to Appendix “A”)
On June 3, 2004, a letter was sent to the City of Waterloo requesting the city to advise on the proposed naming of Westmount Road. The Region has received a reply from the City in which the City of Waterloo endorses the naming of Westmount Road.
On August 30, 2004, a letter was sent to the abutting owners/tenants located adjacent to the affected section of Westmount Road. All calls received to date have been supportive of naming the new section of road Westmount Road. No address changes are believed to be required by the proposed naming of Westmount Road.
Page 1 of 3 November 2, 2004 Report: P-04-119
Westmount Road south of Columbia Street and Northfield Drive north of Westmount Road are numbered 50, therefore Westmount Road between Columbia Street and Northfield Drive will also be numbered Regional Road 50.
CORPORATE STRATEGIC PLAN:
The Transportation Planning initiatives and actions discussed in this report are aligned with:
1. The strategic focus of “Managing Regional Growth to enhance quality of Life”, including the objectives of ensuring an adequate infrastructure capacity to meet current needs and planned growth.
2. Naming and numbering Regional Roads is an operational and administrative procedure to assist all road users in comprehending the direction and location of the road.
FINANCIAL IMPLICATIONS:
The cost to manufacture and install the signs has been included in the budget for the construction of the roads.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Council and Administrative Services will advertise the proposed name and name change in accordance with the Municipal Act. Transportation and Environmental Services was involved in the development of this report.
ATTACHMENTS :
Appendix “A” - Map illustrating Westmount Road and Pineridge Drive.
PREPARED BY: Brian Soehner, Supervisor, Corridor Management
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
132141 Page 2 of 3 November 2, 2004 Report: P-04-119
Appendix “A”
132141 Page 3 of 3 Media Backgrounder: WALKERTON CLEAN WATER CENTRE Page 1 of 2
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Media Backgrounder
October 13, 2004 WALKERTON CLEAN WATER CENTRE
The McGuinty government created the Walkerton Clean Water Centre to help ensure training is available and accessible to operators in rural and remote communities and to determine the long-term needs of water systems operators.
The agency will contribute to ensuring water systems operators across the province meet Ontario’s tough certification and training requirements. It will receive $5 million in funding annually.
The agency’s mandate is to:
l Coordinate and deliver training for drinking water system owners and operators l Provide information, education and advice about drinking water science, treatment and technology, operational requirements, and environmental issues related to drinking water to owners, operators and the public l Provide advice to the Minister of the Environment on research and development priorities to achieve safe drinking water and sponsor drinking water research.
The Walkerton Clean Water Centre will build on the work of the former Clean Water Legacy Trust and Clean Water Centre of Excellence. These agencies have been disbanded and their mandates merged to form the single training-focused agency. Five members of the former agencies are part of the new agency.
Through the agency, the McGuinty government is taking a big step toward implementing the remaining two (Recommendations 63 and 64 from Part Two) of the 10 recommendations regarding certification and training made by Commissioner O’Connor in the Walkerton Inquiry reports. The other eight (Recommendations 20, 21, 22 and 23 from Part One and 59, 60, 61 and 62 from Part Two) were addressed earlier this year when the government implemented the Certification of Drinking-Water Systems Operators and Water Quality Analysts Regulation, 2004.
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Contacts: Art Chamberlain John Steele Minister’s Office Ministry of the Environment (416) 314-5139 (416) 314-6666
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News Release
For immediate release October 13, 2004 PROVINCE TAKES FURTHER ACTION TO PROTECT DRINKING WATER Walkerton Clean Water Centre To Focus On Operator Training
WALKERTON — The McGuinty government is establishing a new agency to focus on improving training for water systems operators, Environment Minister Leona Dombrowsky and Maria Van Bommel, parliamentary assistant to the Minister of Municipal Affairs and Housing, announced today.
“Water systems operators have a very important role in making sure the water we drink is safe,” said Dombrowsky. “That’s why we are creating the Walkerton Clean Water Centre. It will ensure training is available and accessible to operators in rural and remote communities and to determine the long-term needs of operators.”
The Walkerton Clean Water Centre will receive $5 million in funding annually. The centre will build on the work of the former Clean Water Legacy Trust and the Clean Water Centre of Excellence. Creating the centre is the first step in the government’s commitment to implement the remaining two of the 10 recommendations regarding certification and training made by Commissioner O’Connor. The other eight were addressed earlier this year through Ontario’s new operator certification and training regulation.
The chair of the new board is Murray Elston, a former member of the Ontario legislature. Walkerton resident Joseph Heisz will serve as vice-chair.
The Ontario government is also providing $978,000 to the municipality of Brockton. This funding completes the government’s commitment to cover 90 percent of the costs associated with remediating the Walkerton water supply, its ongoing protection and studies to determine the long-term supply strategy.
“This funding will fulfill our commitment to help the municipality ensure that the Walkerton water supply provides safe drinking water now and in the future,” Van Bommel said.
“Clean water is essential to protect our health,” Dombrowsky said. “By taking action to keep Ontario’s drinking water safe we are protecting our people’s health.”
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Contacts: Art Chamberlain John Steele Minister’s Office Ministry of the Environment (416) 314-5139 (416) 314-6666
See also:
l Media Backgrounder: Walkerton Clean Water Centre l Media Backgrounder: Board Members Of The Walkerton Clean Water Centre
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Media Backgrounder
October 13, 2004 BOARD MEMBERS OF THE WALKERTON CLEAN WATER CENTRE
Murray J. Elston (Chair)
Mr. Elston is president and CEO of the Canadian Nuclear Association. Mr. Elston is a former member of the Ontario legislature (1981-1994) serving as Minister of Health, chairman of Management Board, Minister of Financial Institutions and chairman of the Public Accounts Committee. He sits on a number of boards including Hydro One, the Canadian Nurses Foundation and the General Insurance Company of the Royal Bank of Canada. Mr. Elston is a past president of Canada’s Research-Based Pharmaceutical Companies and served as a member as well as chair of the board of directors of the Clean Water Legacy Trust.
Joseph O. Heisz (Vice-chair)
Mr. Heisz is a partner in the accounting firm of Gaviller & Company and has been a practising Chartered Accountant since 1976, specializing in accounting and taxation for small businesses, performing business audits and personal tax planning. Mr. Heisz is chair of the Walkerton Centre for Water Quality Committee – a visionary volunteer endeavour dedicated to ensuring a clean and secure water supply for the citizens of Ontario. He has strong community ties and a commitment to community service. Mr. Heisz was chair of the board of directors of the Clean Water Centre of Excellence.
Susan A. Andrews Ph.D.
Dr. Andrews is an associate professor in the Department of Civil Engineering, University of Waterloo. Dr. Andrews is the most recent past chair of the Ontario Water Works Association, a not-for-profit organization dedicated to safe drinking water by advancing technology, science, management practices and government policies. She is a member of the Association of Environmental Engineering Professors, the American Water Works Association, the International Association on Water Quality, the Society of Environmental Toxicology and Chemistry and the Canadian Association on Water Quality. Dr. Andrews served as vice-chair of the board of directors of the Clean Water Centre of Excellence.
Charles Bagnato
Mr. Bagnato is mayor of the Municipality of Brockton. As a municipal councilor, Mr. Bagnato was a
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He is currently a member of the Board of Directors for Westario Power, the Brockton Police Services Board and is president of the local municipal airport. He is also an active community member having volunteered over the years in many capacities.
Cathie Brown
Ms. Brown is the executive director of the Ontario Rural Council and is responsible for overall leadership of this non-profit, province wide organization dedicated to facilitating rural networks and coordinating working groups. Ms. Brown was previously manager of human resources and an administrator of seniors homes for the County of Huron. She was also a municipal advisor for the Ministry of Municipal Affairs and was nominated for an Amethyst Award for excellence in public service in 1992-1993.
Lou Anthony D’Alessandro
Mr. D’Alessandro is manager of health protection for the Grey-Bruce Health Unit. He manages several programs under the Health Protection and Promotion Act and serves as chair of the safe water and food safety program areas of the health unit. A certified public health inspector, Mr. D’Alessandro also holds certification as a water quality analyst (class 1) and is an operator-in-training, water training class 1. He served on a safe water advisory committee with the Ministry of the Environment and the Grey-Bruce Health Unit, a nutrient management advisory committee with the Municipality of Kincardine and as a member of the board of directors of the Clean Water Centre of Excellence.
Rui De Carvalho M. Eng., P. Eng
Mr. De Carvalho is president of R. J. Burnside & Associates Limited and of R. J. Burnside International Limited. He has extensive international experience in project management, environmental and water resources planning and engineering. He is currently managing a multidisciplinary consultant team that is developing a strategy for the long-term water supply and sewage treatment for the Town of Orangeville. He is a member of the Water Treatment Advisory Network and was a member of the board of directors of the Environmental Industry Association.
Nancy Kodousek
Ms. Kodousek has 19 years of operation and maintenance management experience with municipal and private sector water and wastewater infrastructure systems. She is currently manager, Operation and Maintenance (Water) for the Region of Waterloo. She has held similar manager-level positions at AWS (formerly Azuix and Philip Utilities Management) and at the Region of Ottawa-Carleton. She is a member of the Professional Engineers of Ontario, Ontario Society of Professional Engineers (Ontario), the Ontario Water Works Association and the American Water Works Association. Ms. Kodousek also holds certification as an operator level IV in water treatment, water distribution, wastewater treatment and wastewater collection.
Ronald Leavoy
Mr. Leavoy, who owns Walkerton Graphics, a successful printing business in Walkerton, makes http://www.ene.gov.on.ca/moescripts/web2printer4.php? img=0&lnk=0&style=/css/prints... 10/22/2004 Media Backgrounder: BOARD MEMBERS OF THE WALKERTON CLEAN WATER ... Page 3 of 3 community service a priority. He is chair of the Concerned Citizens of Walkerton. Mr. Leavoy has served as president and vice-president of the Optimist Club of Walkerton, president of the Walkerton Public School Home and School Association, president of the Walkerton and District Chamber of Commerce, chair of the Walkerton Economic Development Committee, co-chair of the Walkerton Birthday Bash 1996, co-chair of three Greenstep Environmental Fairs, member of the Public Advisory Committee for the Walkerton Environmental Assessment and is on the steering committee for the Walkerton Homecoming 2006.
Wayne Manley
Mr. Manley operates his own consulting company that provides training and services for various organizations and municipalities. Mr. Manley has been involved in water operator certification and training since the early 1980s when these programs were first developed. He has been a volunteer trainer for water treatment operators at the ministry’s training centre for close to 20 years. As the water treatment plant superintendent for the City of Peterborough he was responsible for the city’s drinking water quality and quantity. He is a certified member - category 3 - Occupational Health & Safety Act and has a class 4 water treatment certification.
Dante Pontone
Mr. Pontone is president and CEO of the Ontario Clean Water Agency (OCWA). He has had a long career with the Ontario public service, first joining the Ministry of the Environment in 1985 as a systems analyst. He joined OCWA in 1994, when the agency was first created, and has served the agency in a variety of positions including chief financial officer. OCWA is the province’s single largest provider of water and wastewater operations, maintenance and management services to Ontario municipalities and private industry.
Stephen J. Spitzig
Mr. Spitzig has an extensive background in supervising and managing customer-service-related enterprises. Through his former position of operations manager with Superior Propane Inc. in Walkerton and in his present position in the financial services field in Walkerton, Mr. Spitzig has developed strong community ties in the Walkerton area. He was a member of the board of directors for the Clean Water Legacy Trust. He was awarded an honours bachelor of business administration degree from Wilfrid Laurier University and is a certified management accountant.
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Contacts: Art Chamberlain John Steele Minister’s Office Ministry of the Environment (416) 314-5139 (416) 314-6666
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REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE AGENDA
Tuesday, November 2, 2004 1:00 p.m. Regular Meeting Regional Council Chamber 150 Frederick Street, Kitchener, Ontario
1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
2. DELEGATIONS
3. REPORTS – Social Services a) SS-04-068 Investment of Provincial Funds for the Achievement of Consolidated 1 Verification Targets
b) SS-04-070 Children's Services Division One -Time Funding Allocations for Child 5 Care Programs c) SS-04-069 Visit to Waterloo Region by Parliamentary Assistant to the 11 Minister of Community and Social Services
JOINT REPORTS d) SS-04-071/ Income Support Caseload January – September 2004 (Distributed F-04-104 Separately)
e) P -04-121 Regional Growth Management Strategy Implementation: Building Vibrant Urban Spaces (Distributed Separately)
REPORTS – Public Health f) PH-04-050 Funding Model Pilot to Support Regional Programs in Neighbourhood 25 Sites g) PH-04-057 Feasibility of Mandatory Food Handler Certification in Waterloo 32 Region h) PH-04-061 Region of Waterloo Medvents 38 i) PH-04-062 A Glance at Diet, Weight and Diabetes (Attachment Distributed 40 Separately) CS Agenda - 2 - 04/11/02
j) PH-04-064 Ministry of Health and Long Term Care Announcement Regarding 42 Local Health Integration Networks (LHINs)
4. INFORMATION/CORRESPONDENCE
5. OTHER BUSINESS a) Council Enquiries and Requests for Information Tracking List 55
6. NEXT MEETING
7. CLOSED SESSION (motion required) a) In accordance with Part II, Section 14 (1) f) of Procedural By-law 00-031, as amended
8. ADJOURN
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REGION OF WATERLOO REPORT: SS-04-068
SOCIAL SERVICES Employment & Income Support
TO: Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE: S04-11
SUBJECT: INVESTMENT OF PROVINCIAL FUNDS PROVIDED FOR THE ACHIEVEMENT OF CONSOLIDATED VERIFICATION TARGETS
RECOMMENDATION:
THAT the Region of Waterloo approve the investment of Provincial funds provided for the achievement of 2003 Provincial targets through the Consolidated Verification Process (CVP) as outlined in report SS-04-068, dated November 2, 2004.
SUMMARY:
The Consolidated Verification Process (CVP) is a standardized verification process to assess the financial eligibility of Ontario Works (OW) participants. On the basis of a Provincial funding strategy the Region of Waterloo has been approved $276,408 for its achievement of Provincial targets during the period January to December 2003.
REPORT:
1.0 Background The Consolidated Verification Process is a standardized verification process for financial eligibility. CVP is a priority-based approach to case file review and has been most successful in ensuring program integrity. Files are reviewed annually or, in the interim, only if a risk factor is present. Caseworkers need only monitor the financial status of participants, focusing instead on employment and related needs.
The Province has put in place a CVP Incentive Funding Strategy for its fiscal years 2002/2003 through 2004/2005. A baseline for review is established using the percentage of cases on assistance for over twelve months in a prior calendar year. The intent is to encourage Consolidated Municipal Service Managers (CMSM’s) to complete up to 2% more than the Provincial baseline. For the period January to December 2003 the Region has been approved $276,408 (100% Provincial funds) for its achievement of the Provincial target.
2.0 Investment Strategy As this is a time-limited initiative, based on the achievement of targets, this funding source is not sustainable. As such it is proposed that the funds be used to enhance service to Ontario Works participants and support initiatives within the community.
Page 1 of 4 November 2, 2004 Report: SS-04-068
2.1 Argus Residence for Young People Proposed Commitment: $18,000
Argus Residence for Young People is located in Cambridge and provides emergency shelter for up to 20 homeless youth aged 16-24 years. In addition to food, shelter and 24 hour staffing, Argus offers a comprehensive life skills program to support young people for successful integration into the community. Argus has held an emergency shelter purchase of service agreement with the Region since 1988. The Region has been working on funding measures to ensure the viability of emergency shelters since 1999. Report SS-04-063, dated October 19, 2004 provides greater detail. At this time Argus requires a small operating grant, as it serves a smaller, specialized population, which cannot be addressed within the current funding model. This grant would cover the agency’s 2004/2005 fiscal year as outlined in report SS-04-063. Funds from the 2003 CVP funding and from the 2003 operating grant to Argus could be used for this purpose.
2.2 Psychiatric Outreach Project Proposed Commitment: $30,000
In report SS-04-059, dated September 21, 2004 staff described a psychiatric outreach model for homeless persons being introduced in Waterloo Region in partnership with a number of community agencies. The goals are to address the significant mental health issues of this vulnerable population, stabilize their housing and enable participants to participate in meaningful community activity. A psychiatrist has been engaged whose services include assessment, referral, treatment, follow-up, consultation, research/ evaluation and community development. He does street outreach meeting individuals where they gather. The program became operational in July 2004. The partners are developing a strategy to ensure ongoing program stability. Those services not funded under the Provincial health plan and essential to the program’s success (e.g., consultation, outreach and assessment fees), present a particular challenge. As stated in Report SS-04-059 these CVP funds could be used to cover such initial start-up costs.
2.3 Transportation Support for Young Families Proposed Commitment:$15,000*
The project is a partnership between the Community Action Program for Children (CAPC), Children’s Services (Region of Waterloo, Social Services) and Catholic Family Counselling Services. The goal is to offer transportation supports to low income families with young children. This would permit them to more fully participate in the workforce and other community activities such as children’s programs. The project would have a rural component as many CAPC programs are located in the Townships. Transportation support would include bus tickets and taxi and gas vouchers. These would be provided as short-term, temporary supports.
2.4 Discounted Bus Ticket Program Proposed Commitment: $18,000*
Social Services and Grand River Transit offer a discounted bus ticket program to 31 community agencies. Through this program participating social service agencies are able to purchase GRT adult tickets, regularly priced at $1.45 each at the reduced rate of $1.20. Participating agencies have asked to purchase more than their approved allotment. There are a few agencies on a list waiting to participate, if additional funds were available to support the program. It is proposed to offer all agencies a one-time opportunity to purchase additional tickets.
Page 2 of 4 November 2, 2004 Report: SS-04-068
2.5 Bus Tickets for Ontario Works Participants Proposed Commitment: $81,600*
Ontario Works participants visit our offices in Cambridge and Waterloo for a variety of reasons (application, update of information, review of entitlement). As this can be a financial burden, Employment and Income Support makes bus tickets available to support those who require the assistance. Currently we distribute approximately 4,660 tickets monthly through our Income Support Services. This expenditure continues to place a burden on operating budgets.
* The recent announcement by the Province of enhanced funding for transit may provide funds to support these initiatives (2.3, 2.4, 2.5). If such is the case, staff will provide a follow-up report.
2.6 Discretionary Benefits Proposed Commitment: $113,808
In addition to ongoing income support payments to both Ontario Works and Ontario Disability Support Program participants, the Region cost-shares both a Mandatory and Discretionary Benefits program for social assistance recipients. Both programs are cost-shared on an 80/20% basis with the Province of Ontario. In addition, the Region provides some support to low income persons without any Provincial cost sharing (i.e. 100%).
As discussed in Report SS-04-071 (dated November 2, 2004), it is projected that this program could be overspent by up to $569,044 ($113,808) net Regional Contribution) by year end. The projected over expenditure is due to providing assistance in the areas of food, hydro, utilities, rent, prescribed drugs and prosthetic appliances as well as supporting displaced persons through the first Response protocol at a greater rate than the 2004 budget. Staff continue to monitor the approval process and have taken administrative actions to reduce the projected over expenditure. This has been put forward as a 2005 budget issue.
CORPORATE STRATEGIC PLAN:
These initiatives support the Corporate Strategic Plan Focus Area 2 of enhancing community health and social well-being by allocating additional resources to community partners from Federal and Provincial levels and by directly providing needed supports to vulnerable people.
FINANCIAL IMPLICATIONS:
The $276,408 are 100% Provincial funds and have been received from the Province. These funds were not included in the Region’s 2004 budget and the expenditure of these will occur in 2004 and 2005. The following table summarizes the proposed use of these funds:
Initiative Proposed Commitment Argus Residence $18,000 Psychiatric Outreach $30,000 Supports for Young Families $15,000 Discounted Bus Tickets $18,000 Bus Tickets/Ontario Works $81,600 Discretionary Benefits $113,808 TOTAL $276,408 Page 3 of 4 November 2, 2004 Report: SS-04-068
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This report has been reviewed with Finance
ATTACHMENTS
Nil.
PREPARED BY: David Dirks, Director, Employment & Income Support
APPROVED BY: Michael Schuster, Commissioner, Social Services
Page 4 of 4
REGION OF WATERLOO REPORT: SS-04-070
SOCIAL SERVICES Children’s Services
TO: Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE: S05-20
SUBJECT: CHILDREN’S SERVICES DIVISION ONE-TIME FUNDING ALLOCATIONS FOR CHILD CARE PROGRAMS
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve one-time funding allocations totalling $799,633 (100% Provincial) for non profit child care programs as outlined in “Appendix A” to Report SS-04-070, dated November 2, 2004.
SUMMARY:
In July 2004, the Province announced the release of a second installment of funding under the Multilateral Framework for Early Learning and Child Care. In a report to Community Services Committee on September 21, 2004 (SS-04-055) staff recommended a funding distribution plan totaling approximately $2.4M. As part of that allocation, the Province provided a total of $799,700 (100% Provincial) for minor capital costs at non profit child care agencies. This report provides information about the Provincial funding guidelines and the recommended allocations to child care settings across the Region.
REPORT:
1.0 Background
To date, one-time funding has been designated to provide financial assistance to child care operators to fund equipment placements, repairs and renovations that exceed annual program budgets in order to meet health and safety regulations. Health and safety regulations are part of fire, health and building code requirements and Provincial licensing standards. Health and safety expenditures contribute to the quality of child care offered across the Region through the maintenance of physical facilities, and assist in keeping fees affordable for parents.
The Region has distributed one-time health and safety funding to community child care centres since 2000 and has an established process for the review of funding applications. The annual level of funding for one-time costs has been, for the most part, reliant on the availability of in year savings across the Children’s Services Division’s programs.
In January 2004, the Province announced its plan for the use of the 2003/04 Federal Early Learning and Child Care funding for one-time costs in non profit child care programs. Community Services Report SS-04-011 recommended an allocation strategy for the distribution of $400,400 in 100% provincial funding.
Page 1 of 4 November 2, 2004 Report: SS-04-070
In July 2004, the Province announced its plan for the use of the 2004/05 Federal Early Learning and Child Care funding. The Region of Waterloo received an allocation of approximately $2.4M for fee subsidies, wage subsidies, special needs agencies, and administration costs. The total allocation included funding for one-time minor capital totaling $799,700 (100% Provincial). Council approved a funding distribution plan for the new funding in September 2004 (CSC Report SS-04-05). Staff were to return to committee with an allocation strategy for the one-time funds once community applications were received and reviewed.
2.0 2004/05 One Time Funding Guidelines
Provincial Early Learning and Child Care guidelines indicate that 100% Provincial one-time minor capital funding is provided for two main purposes:
· To expand and improve access to regulated child care programs within the broader publicly funded school community for preschool children aged 2.5 to 5 years.; and · To support operating minor capital improvements (including health and safety and the purchase of equipment) among licensed non profit operators serving preschool aged children aged 2.5 to 5 years.
The Provincial definition of “the broader school community” is “….includes child care programs that are in publicly funded schools, near publicly funded schools, within bus distance to publicly funded schools or informally linked to publicly funded schools in other ways such as walking children between the school and child care program, coordination of program development and communication.”
Provincial guidelines further stipulate that this one-time funding:
· can be directed to both licensed centre based and home day care programs · will be provided at 100% of approved costs · is only available to non-profit licensed programs · is limited to a maximum of $100,00 per licensed child care program/site · is to be directed towards expanding the capacity of the child care system. · must result in the creation of new child care spaces that will be in place by April/2005. · must be used to support programs that serve children under the age of 6, with special emphasis on the 2.5 to 5.0 year population
3.0 Health and Safety
Within this category allocations are based on the following: each non-profit full day child care site has been limited to a maximum allocation of $20,000 per site and each half day program has been limited to a maximum $6,000 per site.
Funding has been recommended for costs related to playground repairs, climbers, appliance replacements, indoor renovations, kitchen renovations, fire alarm systems upgrades, roof repairs, and fencing.
Funding has not been recommended for major building repairs in leased facilities; repairs in buildings where the child care operator was searching for a new site; children’s toys; furniture and supplies for offices; furniture or repairs for staff rooms; and equipment for special needs resourcing agencies.
The Region received requests for health and safety funding totaling $761,914. Staff are recommending requests totaling $391,633.
Page 2 of 4 November 2, 2004 Report: SS-04-070
4.0 Expanded Capacity for Preschool Children
Six child care programs meet the Provincial requirements for one-time minor capital funding to enhance the capacity of the child care system.
Staff are recommending the following allocations as indicated in Appendix A.
Cambridge YMCA - $100,000 for renovation and equipments costs to establish a child care centre in Ayr, that will result in the creation of 34 child care spaces.
Emmanuel at Brighton (Emmanuel Church Day Nursery) - $100,000 for building renovation costs for Emmanuel Church Day Nursery now located in the former Brighton Public School resulting in the expansion 16 preschool spaces.
Waterloo Infant Toddler Day Care Association - $100,000 for building renovation costs that will result in the expansion of 20 preschool spaces.
Jacob Hespeler Child Care Centre Inc. – $100,000 for building renovations for their child care centre at Lackner Woods Public School that will result in an expansion of 20 preschool child care spaces.
Hildegard Marsden Cooperative Day Nursery Inc. – $3,000 for the purchase of equipment to extend service to 16 junior and senior kindergarten children over the summer and during school holidays.
Region of Waterloo Home Child Care Program - $5,000 to pilot a loan program for equipment start up costs for home child care providers. The program would provide one-time loans for 10 new caregiver applicants that will provide new placements for approximately 30 children.
The Region received requests totaling $569,970 for the expansion of child care spaces. Requests that could not be included for this allocation did not meet the Provincial requirement of implementing the new spaces by April 2005.
Staff are recommending six allocations totaling $408,000 to expand the capacity of the child care system by 126 child care spaces for children under the age of six.
5.0 Staff Recommendation
Staff are recommending the funding allocation as outlined in Appendix A of this report. This table outlines agency requests for one-time funds, the funding recommended, and a breakdown of the recommended funding by category and project/item description. Recommended allocations are based on a detailed review of all projects submitted to ensure that they are consistent with Provincial guidelines.
CORPORATE STRATEGIC PLAN:
The provision of one-time funding for child care programs addresses the Region’s Strategic Focus area 2, to enhance community heath and social well being by securing and allocating additional resources to community partners from Federal and Provincial levels.
Page 3 of 4 November 2, 2004 Report: SS-04-070
FINANCIAL IMPLICATIONS:
The one-time funding is 100% Provincial and must be expended by March 31, 2005.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The distribution and reconciliation of one-time funding requires the assistance of the Financial Services staff.
ATTACHMENTS
Appendix A Children’s Services Division One-Time Funding Allocations November 2004
PREPARED BY: Mary Parker, Director, Children’s Services
APPROVED BY: Michael Schuster, Commissioner, Social Services
Page 4 of 4 Children's Services Division One-Time Funding Allocation Recommendations, November 2004 APPENDIX "A" Breakdown of Total Recommended Funding Amount Total # of Sites Total To Expanded Capacity Agency In Recommended Expand Food Washrooms Indoor Play Playground Major Description Request Request Funding Spaces Preparation Area Systems 1 Emmanuel Church Day Nursery 100,000 1 100,000 100,000 16 preschool spaces (Wtloo) Ltd. 2 Hildegard Marsden 3,000 1 3,000 3,000 16 preschool spaces Cooperative Day Nursery Inc. 3 Jacob Hespeler Child Care 100,000 1 100,000 100,000 20 preschool Spaces Centre Inc. 4 Region of Waterloo 11,000 10 5,000 5,000 30 preschool spaces Home Child Care 5 Waterloo Infant Toddler Day 131,570 1 100,000 100,000 20 preschool Spaces Care Association 6 YMCA of Cambridge 224,400 1 100,000 100,000 24 preschool/10 toddler spaces
SubTotal Expanded Capacity 569,970 15 408,000 408,000 126 preschool/10 toddler spaces
Health, Safety, Equipment
7 Butterfly Learning Centre 76,891 1 20,000 1,265 465 17,338 932 appliance, indoor renovations playgrounds 8 Conestoga College Institute 118,900 6 104,000 10,000 94,000 appliances, climbers of Technology and Advanced Learning 9 Greenbrook Co-Operative 27,554 1 6,000 6,000 playground repairs, climber Preschool Inc. 10 Hildegard Marsden 7,000 1 6,000 1,000 5,000 playgrounds, indoor renovations Cooperative Day Nursery Inc. 11 Jacob Hespeler Child Care 225,150 4 52,191 17,308 3,783 17,300 13,800 appliance, kitchen renovations Centre Inc. playground, indoor renovations 12 La Garderie des Lutins 980 1 980 980 change table/shelf de Kitchener 13 Kidsability Ctre. Child Development 7,872 1 6,000 6,000 playground repairs 14 Rev. Kevin C. Walrath 7,850 1 6,000 6,000 kitchen renovations (Little Lamb) 15 Little Mountain Parent 15,000 1 5,000 5,000 playground repairs Participating Preschool Waterloo Inc. 16 Messial Lakeshore Cooperative 1,700 1 1,700 800 900 indoor renovations, playground Nursery School Inc. 17 New Hamburg Community 19,087 1 19,087 19,087 installation of fire alarm system Day Care Breakdown of Total Recommended Funding Amount Total # of Sites Total To Health, Safety, Equipment Agency In Recommended Expand Food Washrooms Indoor Play Playground Major Description Request Request Funding Spaces Preparation Area Systems 18 Owl Child Care Services of 22,000 1 20,000 20,000 playgrounds Ontario 19 Paintin' Place Cooperative 13,411 1 5,000 5,000 appliance Day Care Centre Inc. 20 Region of Waterloo 30,000 4 28,500 17,500 11,000 playgrounds, Children's Centres building/roof repairs 21 Region of Waterloo 4,500 1 4,500 4,500 fire safety training/ Home Child Care first aid/cpr training 22 Riadaham Day Care 15,220 1 1,000 1,000 cpr/first aid training Services Inc. (Wee Watch Camb) 23 St. Jacob's Daycare Inc. 33,575 1 20,000 11,000 9,000 building/roof repairs, climber
24 St. John's Christian 3,520 1 2,075 2,075 climber, fencing Child Care Centre 25 Stanley Park Rosemount 14,342 1 6,000 2,670 3,330 fencing, indoor renovations Preschool Inc. 26 Kinder Day Care Services 18,662 1 900 900 cpr/first aid training (Wee Watch - Kit) 27 Kitchener-Waterloo Young 90,050 7 75,050 2,250 2,000 800 60,000 10,000 appliances, indoor renovations, Men'sChristian Association playgrounds, climber 28 YWCA of Cambridge 8,650 1 1,650 1,650 climber
Subtotal Health, Safety 761,914 39 391,633 41,823 2,000 7,828 266,433 73,549 Equipment Total 1,331,884 54 799,633 408,000 41,823 2,000 7,828 266,433 73,549
REGION OF WATERLOO REPORT: SS-04-069
SOCIAL SERVICES DEPARTMENT Employment & Income Support
TO: Chair J. Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE: S04-12
SUBJECT: VISIT TO WATERLOO REGION BY PARLIAMENTARY ASSISTANT TO MINISTER OF COMMUNITY AND SOCIAL SERVICES
RECOMMENDATION:
For information.
REPORT:
Ms. Deb Matthews, MPP for London North Centre visited the Kitchener Employment Services site of Employment & Income Support on October 6, 2004. Ms. Matthews is the Parliamentary Assistant to the Minister of Community and Social Services (Ms. Sandra Pupatello). She is visiting communities across Ontario to develop recommendations concerning the delivery of social assistance. Mr. John Milloy, MPP Kitchener Centre arranged for the following groups to meet with Ms. Matthews: § Pay the Rent, Feed the Kids § Employment & Income Support Community Advisory Committee (EISCAC) § Community Agencies regarding Funding of Social Services
Each group was given an hour for presentation and discussion with Ms. Matthews, followed by a short tour of the 235 King Street facility. Councillor Jane Mitchell, Chair of the Employment & Income Support Community Advisory Committee introduced the Committee (see Appendix A) and the presentation. The Employment & Income Support Community Advisory Committee presentation included an overview of the community, its programs and services, and a description of the Ontario Works caseload.
This overview was followed by a discussion of a number of recommendations to improve the current Ontario Works service system. Appendix B contains the full written presentation given to Ms. Matthews. Recommendations were grouped according to: § Service Development & Planning § Service Access § Service System Simplification § Supports to Employment § Supports to Ontario Works Participants as They Move to Other Programs § Financial Support
In the discussion, the following points were made: § The focus of Ms. Matthews’ work is on employment supports and moving people to employment. The Advisory Committee recommended increasing supports for Ontario Works participants who have found employment, providing employment alternatives for participants with significant barriers, and focusing on meaningful employment outcomes in the delivery of employment services. § The Community Advisory Committee highlighted the need to improve access to services and to
Page 1 of 2 November 2, 2004 Report: SS-04-069
increase the rates and benefits for Ontario Works participants to ensure our most vulnerable citizens receive the supports they need. § Ms. Matthews was impressed that the Employment & Income Support Community Advisory Committee exists and will recommend that other communities develop similar Advisory Committees.
At the end of the meeting, Ms. Matthews indicated that she will bring the Advisory Committee’s recommendations back to the Minister of Community and Social Services. Mr. John Milloy asked her to visit our community again to provide an update regarding the Province’s plans for implementing changes based on the feedback received from communities across Ontario.
CORPORATE STRATEGIC PLAN:
This report relates to the Corporate Strategic Plan, Focus Area 2 to enhance community health and social well being. The Employment & Income Support Community Advisory Committee provides advice and input to the programs and services of Employment & Income Support.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
ATTACHMENTS:
Appendix A Employment & Income Support Community Advisory Committee Membership List
Appendix B Presentation to Ms. Deb Matthews, MPP by the Employment & Income Support Community Advisory Committee
PREPARED BY: Heather Rodgers, Social Planning Associate Lorie Fioze, Manager, Social Planning David Dirks, Director, Employment and Income Support
APPROVED BY: Michael Schuster, Commissioner of Social Services
"\"Insert DOCS Number ie., DOCS #69587\"" Page 2 of 2 EMPLOYMENT AND INCOME SUPPORT COMMUNITY ADVISORY COMMITTEE VOTING TERM OF NAME MEMBER AGENCY AFFILIATION OFFICE
CHAIR
Jane Mitchell (Chair) Y Regional Municipality of Waterloo Per Regional Council Term
CONSUMERS/CLIENTS 8 REPS.
Brian Barlett Y 31/12/04
Gerry Halley Y 31/12/05
Pearl Mercer Y 31/12/06
Scott Brady Y 31/12/04
Jerome Cudney Y 31/12/05
Jim Butler Y 31/12/06
Ed Pfeuffer Y 31/12/04
Erin Austin Y 31/12/05
SECTOR-BASED FRONT-LINE STAFF 6 REPS.
Ines Sousa-Batista (Multicultural) Y Manager, Immigrant and International Services 31/12/06
Stephanie Mancini Y The Working Centre 31/12/04 (Adult Employment Services)
Lorraine Eisenporth Y NCBS Outreach Coordinator 31/12/05 (Community Counselling & Support) Regional Municipality of Waterloo
Lindsay Dube (Mental Health) Y Canadian Mental Health Association 31/12/06
Mary Rajotte (ODSP) Y Ontario Disability Support Program (ODSP) 31/12/04
Dave Goodwin Y Employment & Income Support, Region of Waterloo 31/12 /06 (Income Support Caseworker)
SECTOR-BASED AGENCY MANAGEMENT 4 REPS.
June Anderson Y Cambridge Self Help Food Bank 31/12/05 (Community Placement Supporting Agency)
Myrta Rivera (Employment Placement Broker) Y Executive Director, Working for Work 31/12/04
Cathy Harrington (Youth Services) Y Director, Lutherwood Youth Employment Centre 31/12/05
Holt Sivak (Community Employment Linkages) Y Program Manager, 31/12/06 Cambridge Career Connections/John Howard Society
EDUCATION 3 REPS.
Bob McIver Y Dean, School of Liberal and Media Studies 31/12/04 Conestoga College
Ken Lepard or Designate Y Principal, Adult Education 31/12/05 (Retiring June 2004) Waterloo Region District School Board
Tom Forestell Y Principal, St. Louis Adult Learning Centres 31/12/06 Waterloo District Catholic School Board
LITERACY SERVICES 1 REP.
Jane Tuer Y Executive Administrator 31/12/04 Project READ Literacy Network
FUNDERS 4 REPS.
David Burnfield Y Sr. Development Officer Per Position Human Resources and Skills Development Canada
David Dirks Y Director, E&IS Division Per Position Regional Municipality of Waterloo
Ed Dubas Y Program Supervisor, MCSS & MCYS Per Position
Gloria Kazan Y Consultant, Skills Investment Branch Per Position Ministry of Training, Colleges & Universities
LABOUR 1 REP.
Denise Carter Y Waterloo Regional Labour Council 31/12/06 Peter Cook (Alternate)
BUSINESS 1 REP.
Joyce Ireson Y 31/12/04
NON-VOTING MEMBERS
Carol Simpson N Executive Director N/A Waterloo Wellington Training & Adjustment Board
Heather Grassick (CUPE 1883 rep.) N Regional Municipality of Waterloo, Children’s Services N/A
Ilidia Sa Melo N Region of Waterloo, Council & Administrative Services N/A
Nancy Schwindt (Committee Support) N Regional Municipality of Waterloo N/A Kathy Thomas N Regional Municipality of Waterloo N/A
Date: January 23, 2004 DOCS#17090
Presentation to Ms. Deb Matthews, MPP by the Employment & Income Support Community Advisory Committee
October 6, 2004
1.0 Background Information - Waterloo Region1
Waterloo Region is a vital, prosperous area comprised of seven municipalities: the three cities of Cambridge, Kitchener and Waterloo, and the four townships of North Dumfries, Wellesley, Wilmot and Woolwich. With a combined population of over 450,000, Waterloo Region is one of the fastest growing areas in Ontario. Our unique balance of urban and rural, our proximity to major North American markets and transportation networks, our diverse ethnic makeup, and our excellent education, health, cultural and recreational facilities contribute to the allure this area has for families and businesses.2
The following summarizes some of the key demographic characteristics of Waterloo Region.
Population Distribution § Approximately 88% of the region’s population lives in one of the three cities with the remaining 12% residing in one of the four Townships.
Immigration § Waterloo Region has one of the largest populations of immigrants in Canada (i.e. people who are born in a country other than Canada and are now living permanently in Waterloo Region).3 § Our community is among the top five destination cities for immigrants to Canada. § It is important to note that in 2001 the immigrant population accounted for approximately 21% of the total population of Waterloo Region. According to the 2001 Census,
1 The primary data source is the 2001 Census data prepared by the Region of Waterloo Planning, Housing and Community Services. 2 Region of Waterloo website, www.region.waterloo.on.ca 3 Early Years Steering Committee, Waterloo Region, Waterloo Region Early Years Action Plan (2002).
Employment & Income Support Community Advisory Committee 2
approximately 10% of the population of Waterloo Region identified themselves as a visible minority. § Recent immigrants to Waterloo Region come from many different countries of birth. The most common include Yugoslavia (10.3%), China (9.5%), Bosnia (8.9%), India (7%) and Romania (6.5%). § Twenty percent of the population reported a mother tongue of neither English nor French. The most commonly reported non-official mother tongues in the region were German, Portuguese and Spanish. § The most commonly used translation services across Waterloo Region in 2002-2003 were Vietnamese, Arabic, Serbo-Croatian and Spanish.
Family Composition § In Waterloo Region, the largest percentage in family composition is couples with at least one child. § An estimated 33,000 children ages 0-6 may require some form of non-parental care for at least part of each day in Waterloo Region.4 § Of the families with children at home in Waterloo Region, 21% are headed by a lone parent. The proportion of lone parent families headed by females in Waterloo Region is 84%.
Education § Approximately 22% of adults in Waterloo Region have not attained a high school diploma. § Twenty-four percent (24%) of residents in Waterloo Region were in the lowest levels of literacy compared to 20% in Ontario and 22% across Canada.5 Therefore, these individuals have daily difficulties understanding any print material such as medication bottle labels and short newspaper articles6. § Waterloo Region is fortunate to have four post-secondary education institutions within its borders, providing many local opportunities for higher education.7 These include Conestoga College of Applied Arts & Technology, St. Jerome’s University, University of Waterloo and Wilfrid Laurier University.
Income § The average yearly household income in Waterloo Region is $73,444, compared to the national average of $66,160.8 § Despite this high average income level, the gap between the highest and lowest earners in Waterloo Region is greater than the national and provincial averages.9
4 Region of Waterloo Social Services, Child Care Service Plan 2004. 5 Level 1 of the International Literacy Survey, Statistics Canada (1994). 6 Level 1 of the International Literacy Survey, Statistics Canada (1994). 7 Waterloo-Wellington Training & Adjustment Board, Community Labour Market Profile, 2004. 8 Statistics Canada, 2001 Census. 9 Federation of Canadian Municipalities, 2003.
Employment & Income Support Community Advisory Committee 3
Income Levels in Waterloo Region
$100,000 and over $ 90,000 - $99,999 $ 80,000 - $89,999 $ 70,000 - $79,999 $ 60,000 - $69,999 $ 50,000 - $59,999 $ 40,000 - $49,999 $ 30,000 - $39,999 Income levels $ 20,000 - $29,999 $ 10,000 - $19,999 < $10,000
0 5000 10000 15000 20000 25000 30000 # of households Source: Statistics Canada, 2001
2.0 Ontario Works Caseload Profile
§ The average caseload in 2003 was 6,776.10 § 55% of participants remained on Ontario Works for under one year. The average time on assistance in 2003 was 19 months.11 § Family composition: 52% were single, 36% were sole support parents, 9% were couples with children and 3% were couples without children. 12 § 45% of households on Ontario Works included children. 47% of these children were under the age of 13.12 § 51% of all participants had not attained a grade 12 education (compared to 22% region- wide).12
While the total caseload has declined steadily since 1995, many of the participants remaining on the Ontario Works caseload deal with a number of significant barriers to employment which may include: low education level; lack of work skills and child care supports; poor social skills; lack of team work, problem solving, basic communication, computer and literacy skills; first language other than English; and compound barriers due to addictions and mental health issues. These factors make it difficult for participants to interact in group settings, understand what skills employers are seeking, deal with the changing labour market, and resolve work issues to maintain employment. Therefore, employment services that are comprehensive and address multiple barriers to employment are required for Ontario Works participants.
10 Source: Service Delivery Model Technology (SDMT). 11Ministry of Community & Social Services, CMSM’s Social Assistance Quarterly Report, December 2003. 12 Source: Service Delivery Model Technology (SDMT), January 2004.
Employment & Income Support Community Advisory Committee 4
3.0 COMMUNITY STRUCTURE
Waterloo Region is made up of seven municipal governments as well as a Regional Government structure. Waterloo Region comprises several distinctive geographical and functional communities, which can create challenges for service delivery. In addition, the residents of Waterloo Region are culturally diverse. Local government bodies and service providers continuously work together to clarify their roles and to collaborate to provide innovative programs and services.
Although the region has a high average household income, there are pockets of poverty and homelessness that are not always readily visible. Increased visibility of these issues is necessary in order to receive the attention and resources that are required to reduce homelessness and poverty in this community.
4.0 SOCIAL SERVICE DELIVERY
Among the region’s strengths are its ethnic diversity and the range of social supports available to individuals and families. Our community believes in the development and delivery of a wide continuum of services to meet the differing needs of community members. As with any large system, especially one that exists over a large and diverse geographic area, ensuring access to information regarding programs and services remains a challenge.
While there are a large number of programs and services, our community still experiences long wait lists for affordable housing. Transportation to services and work is an ongoing issue as the region is made up of both rural and urban areas, some of which are not currently serviced by public transportation. Access to transportation is also limited by ability to afford the fare. We are pleased to note that the Region provides low income persons with a concession to their monthly bus pass. Although there is no wait list for child care subsidy, families may have difficulty accessing a child care space in their own neighbourhood. Additional child care programs and centres, as well as licensed home child care services, are needed in our community.
5.0 WHAT MAKES THIS COMMUNITY SPECIAL
We believe that our community is special because the common focus is not “what is in it for me, my agency or my service?” but rather “what is best for our community and how can we work together to achieve this?”. Throughout the service community there is commitment to the principles of collaboration, cooperation, communication and the elimination of service duplication. This commitment is seen both at the agency and local government levels. Agencies and local government bodies regularly consult with each other regarding program development, delivery and new program implementation. As a community we believe in proactive planning, and we support and encourage innovation. As a result, a significant number of advisory committees exist in order to ensure citizen and community feedback. Some examples include: Waterloo Region Homelessness Network, Social Housing Advisory Committee, Employment and Income Support Community Advisory Committee, Opportunities Waterloo Region, and Alliance for Children and Youth.
Our community enjoys the unique benefit of dedicated service providers and staff who are willing to share their expertise for the betterment of our community. As a community we work to recognize and accept diversity - diversity of the needs of residents in our various communities and neighbourhoods, and cultural and language diversity. In fact, many services are provided through neighbourhood groups in order to support families where they live. Service delivery in our community reflects a combination of financial and other needed supports.
Employment & Income Support Community Advisory Committee 5
6.0 WHO WE ARE
The purpose of the Employment and Income Support Community Advisory Committee is to enable representatives of the community and stakeholders, including social assistance recipients, to provide advice to the Community Services Committee of Waterloo Regional Council on employment and income support programs, through participation and consultation, for the betterment of services to the residents of Waterloo Region. This 33 member committee includes representatives from a variety of interest groups. Specifically, consumers, educators, key government officials, labour, business, front line service delivery agents, and community agency management are represented. The objectives of the group include: · provision of a forum for participant, stakeholder and community input to improve program delivery and increase support for the policies and practices of the work of the Employment and Income Support (E&IS) Division of Social Services · support of participants through personal interaction with staff from the E&IS Division and various community groups · promotion of co-ordinated service delivery and client support · sharing of information regarding what is happening in the region and the status of initiatives and program delivery · provision of advice to provincial and federal governments, including the Waterloo- Wellington Training and Adjustment Board, regarding the development and co-ordination of a full range of employment and training services for social assistance recipients and others likely to become social assistance recipients in the region.
Since 1994 this Committee has been advising the Region and key stakeholders on issues related to the delivery of employment services. Under a more recent, expanded mandate the group now advises on all of the programs and services delivered by the Employment and Income Support Division of the Social Services Department. Committee meetings are used as a common ground for problem solving and advice, an opportunity for the meaningful exchange of ideas, an opportunity to hear from consumers regarding service delivery across the community, and a way to ensure service coordination and limit duplication. Most importantly, the Committee brings visibility and a voice to the needs of the poor in our community. Some areas where the Committee has had significant input include: · Design of Employment Resource Areas · Design of Ontario Works employment programming · Literacy Services Initiative implementation and training strategy · Development of information materials · Ontario Works Service Delivery Plans · Addiction Services Initiative
Employment & Income Support Community Advisory Committee 6
7.0 RECOMMENDATIONS
The Committee has spent considerable time over the past year discussing recommendations for the delivery of social assistance. In addition, we had requested to meet with Minister Pupatello to share our insights with her. We are pleased to be able to provide the following summary list of recommendations organized by topic. These recommendations reflect the discussions of the Committee and are not necessarily endorsed by Waterloo Regional Council or our senior government representatives. We have provided both short and long-term recommendations for your consideration.
Service Development and Planning Recommendations · Improve communication, coordination and planning between the key Ministries and their branches (specifically Ministry of Community and Social Services; Ministry of Children and Youth Services; Ministry of Training, Colleges and Universities). This will help ensure programs and services are not being duplicated and that agencies are not asked to work at cross purposes by different Ministries.
· Improve communication, coordination and planning between the Provincial and Federal governments, specifically around employment service delivery and income supports. We believe that the focus is to keep all persons meaningfully and adequately employed. We should look for ways we can work together more fully to ensure that this common goal is understood and met.
· Ask for community input into new initiatives. We are ready, willing and able to provide timely advice which will ensure that the diverse needs of communities are represented. We have much expertise to share and can learn from the Ministry regarding its priorities and challenges.
· Recognize that one type of service philosophy does not fit all communities. We believe that service delivery works best when the service model is developed with the community in mind. Not all models work in all communities. To increase the success of initiatives we recommend that communities be given as much latitude to design programs and services as possible.
· Create programs and/or supports for the working poor to ensure they have enough income to live on and supports to help them through difficult family issues. The working poor are in a vulnerable position because they generally do not have the income buffer available to handle shocks such as illness or job loss, and may not have access to employee health benefits. Therefore, they are more likely to apply for social assistance after events that higher earners might experience as a minor crisis.
· Count all movement towards employment as a positive outcome. For many people it takes a lot of steps to move toward employment. While a job is the overall goal, any activity that increases long term labour force attachment is important. As the number of new Canadians and low literate persons in our community grows it is essential that we recognize service agencies and participants for each step towards employment. For many participants it will take years to become fully employed as they need English skills, education, life skills, placement experience and so on.
Service Access Recommendations · Enhance services to New Canadians as half of new Canadians settle in Ontario and need to be serviced by local communities. Immigrants face many challenges to accessing
Employment & Income Support Community Advisory Committee 7
affordable and appropriate services while learning how to adapt to the local culture.13 Local communities struggle individually to service this population and provide interpreter services. The Multicultural Access to Social Services Initiative (MASSI), which provided interpreter services to social assistance recipients, was successful and well utilized before it was cancelled. A good start would be to re-introduce this initiative.
· Simplify the two-step intake process (intake screening, intake verification) so that persons in need who present challenges such as literacy issues and low language functioning are easily able to receive the assistance they require. With the process simplified, return it to the local community to manage as they will be best able to provide service to their residents.
Service System Simplification Recommendations · Review the Service Delivery Model Technology with a goal to make it more user friendly. Ask for input from front line staff to ensure that the technology supports the interview process and does not make it harder. Look for ways to decrease the time it takes to update key information such as address changes or adding a dependent to a benefit unit. Again, any decrease in the time it takes to update file information increases the time staff can take in supporting clients in their path to employment.
· Re-draft the Ontario Works and Ontario Disability Support Program policy directives and procedures to make them simpler and more easily understood.
· Adjust written materials (i.e. system generated letters, forms, cheque inserts, newspaper announcements) so that they follow the basic literacy guidelines for clear language. State messages as clearly as possible and in as simple a form as possible.
Supports to Employment Recommendations The philosophy of Ontario Works is to provide services and supports to ensure participants obtain and maintain work in as short a period as possible. The following recommendations are made to provide increased supports to participants who seek and obtain employment. In some cases they will make the administration and management of the system easier for staff and participants. Currently, the system contains a number of disincentives. We believe that a small cost up front would net a large pay-off in the long run as people would not return to the social assistance system.
· Allow health benefit retention following exit from Ontario Works for a period depending on family size and circumstances.
· Provide one month of assistance to participants following full time job start to ensure that they transition into work with appropriate supports.
· Increase the amount of employment and training start up benefits which can be accessed yearly. The amount is not enough to adequately cover essential clothing and grooming items needed to begin work or to pay for course costs for training programs.
· Increase the amount of retainable income under the Supports to Employment program to encourage increased attachment to the work force. Certainly, simplify STEP for both Ontario Works staff and participants. Acknowledge that many people need to start with casual work in order to move on to part-time or full time work.
13 Citizenship and Immigration, 2003
Employment & Income Support Community Advisory Committee 8
· Increase information and access to education and training for Ontario Disability Support Program participants.
· Expand community placements to include work placements. Placements should include both private and public sector experiences if the goal is to gain new skills and experience and to assess organizational and job fit. Public sector placements could be of short duration and be of a “job shadow” nature.
Supports to Ontario Works Participants as They Move to Other Programs Recommendations · Smooth the financial transition from Ontario Works to Ontario Student Assistance Program (OSAP) such that families are not worse off and do not lose their child care subsidy when they attend school to increase their own employability.
· Make the Ontario Disability Support Program application process less adversarial and simpler for participants and medical professionals to complete.
· Remedy the current backlog of applications for the Ontario Disability Support Program.
· Increase information linkages between Ontario Works and Ontario Disability Support Program to ensure a common understanding of services, eligibility and supports.
Financial Support Recommendations We believe that Ontario Works recipients are trying to get off “the system”. Their finances will not allow for emergencies, adequate food or shelter. Participants spend an extraordinary amount of time trying to secure basic needs. This leaves little energy left for the important task of moving off of social assistance.
· Eliminate the medical transportation ceiling and pay actual transportation costs. · Eliminate liens on houses because having a lien reduces the family’s assets and their ability to withstand other financial setbacks in the future. · Eliminate the $100 deduction for participants whose sponsorship agreement breaks down. · End user fees for prescriptions and necessary heath services. · Provide additional support to the local government to address dental issues for social assistance recipients. · Increase back to school and winter clothing allowances to reflect actual cost. · Increase the shelter allowance to reflect the actual housing costs in each community. Once adequate rates are set, ensure that they are adjusted with the cost of living and reviewed on a regular basis. Local rental costs have risen by 13% since 1991. The average cost of housing in Waterloo Region now exceeds the shelter allowance by 48%. · Adjust the basic needs allowance to provide for adequate nutritious food, clothing, transportation, and supports to the health and wellbeing of the family. The cost for a family of four in Waterloo Region to eat healthy is $112 per week.14 Currently, 80% of the monthly basic needs allowance would be required for a couple with two children to eat healthy.
14 Region of Waterloo Public Health, A Glance at Access to Food, September 2004.
Employment & Income Support Community Advisory Committee 9
· Change asset policies so that there is an incentive to save for emergencies. · Return the National Child Benefit Supplement to parents while ensuring key programs and services which have been developed in the community continue.
Employment & Income Support Community Advisory Committee 10
REGION OF WATERLOO Report: SS-04-071 F-04-104 FINANCE AND SOCIAL SERVICES Financial Services and Employment and Income Support
TO: Chair J. Brewer and Members of the Community Services Committee Chair T. Galloway and Members of the Administration and Finance Committee
DATE: November 2, 2004 FILE CODE: S04-13 November 3, 2004
SUBJECT: INCOME SUPPORT CASELOAD JANUARY TO SEPTEMBER 2004
RECOMMENDATION:
For Information
REPORT:
The Ontario Works (OW) caseload, administered by the Region of Waterloo, decreased 356 cases since January 2004. During the same period, the Ontario Disability Support Program (ODSP) increased by 236 cases. The ODSP is administered by the Province of Ontario through the Ministry of Community and Social Services. The following table provides a current summary:
Caseload Budgeted Caseload YTD YTD Budgeted September 2004 September 2004 Cost per Case Cost per Case * Ontario Works 6,293 6,700 $601.01 $610.62 ODSP 5,889 5,830 $848.00 $818.49 * Annual budgeted cost per case adjusted for Winter Clothing Allowances.
As expected, the Ontario Works caseload increased during the first quarter followed by a decline through the second and third quarters of 2004. Based on caseload trends, it is projected that during the fourth quarter, the OW caseload will continue its decline or stabilize. Staff has noted, however, that the number of applications for assistance has increased over the past year and continues to monitor this trend.
The ODSP caseload has shown a continued increase during 2004. The September 2004 caseload of 5,889 is 59 cases higher than the budgeted caseload for September. As noted in Appendix One, past experience shows that the ODSP caseload generally does not decline in future months. Of greater concern is the variance in the year to date cost per case ($848.00 compared to budgeted $818.49). If the rate of caseload growth and cost per case continues at the pace of the first and second quarters, the 2004 expenditures for the ODSP will likely exceed the overall budget of $11.446 million by $530,000 (4.6% of budget). Any over expenditure in the ODSP budget would be offset by savings in the Ontario Works program, currently projected at $400,000 (net Regional share) resulting in a net year end projected over expenditure of $130,000 (net regional share) or 0.6% of the income support budget. This is a projection. Staff will continue to monitor this program and report to Committee on a regular basis.
Benefits to Social Assistance Recipients
In addition to income support payments, the Region cost shares both a Mandatory and Discretionary Benefits Program for income support recipients. Both programs are cost shared on an 80/20 basis with the Province of Ontario. In some cases the Region will fund items at 100% for low income persons not otherwise eligible for
Page 1 of 3
November 2/3, 2004 Report: SS-04-071/FIN-04-104 assistance. Based on the year to date expenditures for the Discretionary Benefits program, it is projected that this program could be overspent by $569,000 ($113,800 net Regional contribution) by year end. The projected over expenditure is due to providing assistance in the areas of food, hydro, prescribed drugs and prosthetic appliances as well as supports to displaced persons through the Region’s First Response Protocol at a rate greater than the 2004 budget (total budget for this program is $3.8 million). Staff is reviewing the approval process for these expenditures and is taking other administrative actions to reduce the projected over expenditure by year end.
Billings from the Province for the Ontario Drug Benefit Program (the largest component of the Mandatory Benefits Program) total $2.7 million (net regional share) or 78.8% of the approved 2004 budget.
CORPORATE STRATEGIC PLAN:
These programs and services support the corporate Strategic Plan Focus Area 2 to enhance community health and well-being.
FINANCIAL IMPLICATIONS:
Total expenditures for Ontario Works payments to the end of September were $35.2 million with a net Regional contribution of $7.0 million. Payments to ODSP recipients to the end of September were $44.2 million with a net Regional contribution of $8.8 million. These figures do not include mandatory benefits to recipients or provincial administration charges which are invoiced to the Region.
The ODSP is administered by the Province through the Ministry of Community and Social Services and the Region's share of expenditures is recovered from the Region on a monthly basis.
Expenditures for the Discretionary Benefits Program to the end of September were $3.3 million (net regional share $660,000) or 86% of the approved 2004 budget. Staff is reviewing the expenditure patterns for this program and will revise this projection in future reports.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This is a joint report of Finance and Social Services.
ATTACHMENTS :
Appendix One - Graph of ODSP and Ontario Works caseloads
PREPARED BY: Lee Parent, Manager of Budgets and Financial Services David Dirks, Director of Employment and Income Support
APPROVED BY: Larry Ryan, Chief Financial Officer Mike Schuster, Commissioner of Social Services
Page 2 of 3
November 2/3, 2004 Report: SS-04-071/FIN-04-104
THE REGION OF WATERLOO APPENDIX ONE
Ontario Works Caseload
7,200
6,950
6,700
6,450
6,200 Jul Apr Jan Oct Jun Feb Mar Aug Sep Nov Dec May
2002 Actual 2003 Actual 2004 Budget 2004 Actual
ODSP Caseload
6,000
5,800
5,600
5,400
5,200 Jul Apr Jan Oct Jun Feb Mar Sep Nov Aug Dec May
2002 Actual 2003 Acutal 2004 Budget 2004 Actual
Page 3 of 3 Report: P-04-121 REGION OF WATERLOO
PLANNING, HOUSING AND COMMUNITY SERVICES Community Services
TO: Chair Jim Wideman and Members of the Planning and Works Committee Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE:
SUBJECT: REGIONAL GROWTH MANAGEMENT STRATEGY IMPLEMENTATION: BUILDING VIBRANT URBAN SPACES
RECOMMENDATION:
For information.
SUMMARY:
This report highlights recent national and local initiatives which recognize culture as the key to building vibrant urban spaces. A presentation at the Community Services Committee meeting will expand on these initiatives.
REPORT:
The Honorable John Godfrey MP, Minister of State (Infrastructure and Communities) recently stated “In the long term vision we have been developing, there are four pillars of sustainability for cities. The fourth one is the creative pillar, and that’s the one a lot of people overlook. But creativity is ultimately what makes a city great. The reason we all want to go to Paris is not the quality of its sewers.” (The Toronto Star, July 21, 2004). The four pillars are the centre-piece of the Federal Government’s present policies, and the focus for new initiatives.
The Regional Growth Management Strategy (RGMS) recognizes the importance of creativity through the second goal, Building Vibrant Urban Spaces. While there are a number of very specific initiatives being undertaken to implement this goal, there is also a broader movement building both nationally and locally that focuses on the less tangible concept of the creative city or region. A staff presentation to the Community Services Committee will provide further details on the initiatives that are highlighted below.
National: · The Creative City Network, a non-profit organization whose members are municipal cultural staff working for Canadian municipalities, hosts a web-site and list-serve to enable staff across the country to share research, policies and issues. The third annual conference, Creating a Culture of Collaboration, was recently attended by Councilor Jean Haalboom and Lucille Bish.
· Creating Economic and Social Benefits for Communities, a publication of the Creative City Network, details seven ways culture can help build better communities and provides supporting action items. It was distributed to everyone in attendance at the Federation of Canadian Municipalities Conference this summer (also available at www.creativecity.ca).
134908 Page 1 of 2 November 2, 2004 Report: P-04-121
· Culture Impact: New Approaches Redefine the Role of Local Culture is the focus of the September 2004 issue of Municipal World which includes six related articles.
· Census metropolitan Areas as Culture Clusters is the title of an analytical paper just released by Statistics Canada.
Regional: · Regional staff continue to implement the Arts, Culture, Heritage Master Plan which was approved by Council in 2002. An update report will be provided at the November 16 Community Services Committee meeting. · On November 4, the Prosperity Council of Waterloo Region (founded by Greater Kitchener Waterloo Chamber of Commerce, Cambridge Chamber of Commerce, Canada’s Technology Triangle, and Communitech Technology Association) will host their second annual forum. Two of five key topics being addressed by the Council are “branding and marketing the region as a successful area for business, arts and lifestyle” and “creating and funding a regional arts and culture development and promotion body”. · On November 19, the Region of Waterloo will host “Waterloo: The Creative Region”, a workshop which will explore the creative community concept, share information about the specific initiatives planned by various groups, and discuss possible gaps or barriers to becoming a truly “Creative Region”. Councilors, cultural organizations, artists, cultural practitioners, volunteers and the business sector have been invited.
Creating a climate of culture and creativity begins as an intangible concept. The results, however, will be seen in many tangible ways, including vibrant urban areas, reurbanization projects, increased demand for housing close to core cultural areas and the transit system to support it, attractiveness to new businesses and an overall stronger regional economy.
CORPORATE STRATEGIC PLAN:
Supporting initiatives which highlight culture and creativity is directly related to Focus Area 1: “Manage Regional Growth to Enhance Quality of Life”.
FINANCIAL IMPLICATIONS:
Cultural initiatives being undertaken by Regional staff are funded through the existing Planning, Housing and Community Services budget.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Staff representatives from all Regional Departments have been invited to the November 19, 2004 workshop.
ATTACHMENTS:
NIL
PREPARED BY: Lucille Bish, Director Community Services
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
134908 Report: PH-04-050 REGION OF WATERLOO
PUBLIC HEALTH Health Determinants, Planning and Evaluation
TO: Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE: P02-80
SUBJECT: FUNDING MODEL PILOT TO SUPPORT REGIONAL PROGRAMS IN NEIGHBOURHOOD SITES
RECOMMENDATION:
THAT Community Services Committee 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.
SUMMARY:
In the 2004 budget process, Council allocated a maximum of $140,000 pilot funding to support neighbourhood and community sites delivering Regional programs. Based on a site by site analysis, $123,966.72 was allocated to 33 geographically dispersed sites. Telephone interviews and questionnaires were completed in order to evaluate its usefulness. The evaluation suggested that this funding increased program participation, improved the quality of programs delivered and improved coordination and planning within sites. Sites also improved their record keeping, resulting in better estimation of program support costs. With the greater attention to site-specific program planning, staff has been able to ensure that the Peer Health Worker and Community Nutrition Worker programs are fully aligned with the Public Health Mandatory Programs and Services Guidelines. Hence, costs associated with these 2 programs are now eligible for cost-sharing. Under the NCB Initiative the Province requires municipalities to offset social assistance payments by any federal National Child Benefit Supplement payments and to reinvest these “savings” in programs that meet the objectives of the initiative. Part of the reinvestment in Waterloo Region includes funding for the community outreach program.
REPORT:
Historical Summary:
On July 3 2001, delegations by neighbourhood representatives asked Community Services Committee (CSC) to consider the Region’s role as a partner in funding neighbourhood sites engaged in the delivery of health and social programs. In response, CSC directed staff to undertake a consultation with a full range of neighbourhood groups from across the Region and to make recommendations about the Region’s role in supporting such groups.
A steering committee with staff representatives from area municipalities and neighbourhood groups designed and carried out the consultation. In November, 2002, the steering committee tabled its report to CSC (CS Report: PH-02-074).
In February, 2003 (CS Report: PH-03-010), CSC established a second working group to explore the feasibility and costs associated with funding neighbourhood groups delivering Regional programs and to develop a
Page 1 of 7 November 2, 2004 Report: PH-04-050 funding model which recognizes the diversity of needs and capacities of these groups. In July 2003, (CS Report: PH-03-047) Council approved a funding model for this purpose and directed staff to conduct a pilot allocation of $149,917 to support neighbourhoods involved in delivering identified Regional programs.
Three Regional programs in particular became the focus of the funding model discussions: 1. Community Nutrition Worker Program (Administered via the Public Health Department with provincial cost-sharing) 2. Peer Health Worker Program (Administered via the Public Health Department with provincial cost-sharing) 3. Community Outreach Program (Administered by the Social Services Department and 100% funded by the Region under the national Child Benefit Reinvestment Strategy)
In November 2003 (CS Report: PH-03-073), CSC reviewed the preliminary findings of the first pilot allocation to 33 different sites, spanning urban and rural areas. Results suggested that the enhanced funding could strengthen the Region’s partnership with sites, increase participation by vulnerable groups in local health and social service programs and improve program quality. CSC referred the issue to Budget Committee of the Whole for consideration in the 2004 budget process.
Given the short period of time for the pilot of this program in 2003, and given uncertainties associated with the Community Outreach Program funding, Council decided to again allocate the funds on a one-time basis and re- visit the issue in the 2005 budget process. A maximum of $140,000 was approved for allocation in 2004 as per the funding formula.
2004 Allocation
Based on a site by site analysis of neighbourhood and rural sites offering at least one of the identified Regional programs, $123,966.72 was allocated to 33 geographically dispersed sites. A listing of the sites and the allocation each received is presented in Appendix A.
The funding model considers the needs of each site individually in relation to 3 different ‘categories’ of funding. (See the funding model details in Appendix B)
Category A: Overall Administrative Support This category compensates sites for administrative costs associated with the 3 identified Regional programs. The eligible amount is based on the total number of peer/outreach worker hours funded by the Region, to a maximum of $3,600 per site. Funding for administrative costs under the Community Outreach Program are calculated and deducted from this eligible amount. In 2004, a total of $4,717.00 was allocated across 33 sites for administrative support (above funds already provided.)
Category B: Specific Program Expenses of Peer Programs This funding component acknowledges that program expenses associated with the existing Peer Health Worker and Community Nutrition Worker programs are not adequately compensated at present. This component of funding only compensates those sites that are carrying out specific program activities such as educational events, workshops and cooking classes. The maximum eligible amount per program is set at $2,250. As with the administrative component, any current allocation for program expenses already provided by the Region is subtracted from the site’s eligible amount. In 2004, a total of $34,749.72 was allocated across 20 sites for program expenses.
Category C: Coordination of Programs This component of the funding model acknowledges that when Regional programs are active in a community, the sponsoring agency incurs costs associated with the increased and complex resident demands associated with these programs. Costs such as reception and referrals and the time needed to provide the public with
133207 Page 2 of 7 November 2, 2004 Report: PH-04-050 information are considered compensable. This component of funding is calculated on a sliding scale, recognizing the efficiency when several Regional programs are operated in the same community. Once a site is compensated for this role with a base amount, each additional Regional program it delivers incurs a diminishing cost. Eligibility is as follows: 1 Regional program in the site - eligible for $2,000 2 Regional programs in the site - eligible for $3,000 3 Regional programs in the site - eligible for $3,500 In 2004, a total of $84,500.00 was allocated across 35 sites to compensate for coordination costs.
Impact of the Funding
Every site that received funding was asked to complete a questionnaire on its use of the funds allocated. Phone interviews were used to assess the impacts of the funding. Sites operating the Peer Health Worker or Community Nutrition Worker programs were asked to complete an annual work plan, outlining their proposed activities and detailed funding needs. Through reviewing these work plans with sites, staff has been able to ensure that these two programs are now fully aligned with the Public Health Mandatory Programs and Services Guidelines. Sites funded under the Community Outreach Program were asked to submit quarterly reports in addition to an annual plan detailing funding needs.
The pilot evaluation suggested that program support funding (category B) assisted sites in enhancing programming in very concrete ways. Specifically: - Funds permitted increased program promotion and reduced barriers to participation. This resulted in greater participation of adults, parents and children from vulnerable neighbourhoods in health and nutrition programming. - Several sites reported that program funds allowed them to give added focus and outreach to New Canadians as part of their promotions. - Funds allowed sites to purchase fresher and healthier food for use in cooking workshops, allowing for enhanced and expanded programs. - Funds supported an increased number of practical cooking workshops and an increased number of presentations on healthy eating to families with children. - One additional new parent-child drop in was initiated because of the funding. - Several sites were able to increase the number of locations in which they offered parenting education and peer support programs for young parents.
Sites were asked to describe the ways in which they used the coordination funds provided (category C). Most typically (48% of sites) sites used these funds for staff wages for coordinating and planning programs. In addition, 30% of sites used these funds to pay for additional reception coverage to address increased requests for referrals and information. To a lesser extent, funds were also used for operational expenses, supervision, and back-up coverage of programs. In phone interviews, sites indicated that these funds resulted in an increased ability to respond to front-line requests and increased program planning and referrals between the Peer Programs and the Community Outreach Program.
Conclusion
These pilot results suggest that this funding increases program participation, improves the quality of programs delivered and improves coordination and planning within sites. Sites have also improved their record keeping, resulting in better estimation of program support costs. With the greater attention to site-specific program planning, staff has been able to ensure that the Peer Health Worker and Community Nutrition Worker programs are fully aligned with the Public Health Mandatory Programs and Services Guidelines. Hence, costs associated with these 2 programs are now eligible for cost-sharing.
133207 Page 3 of 7 November 2, 2004 Report: PH-04-050
CORPORATE STRATEGIC PLAN:
This funding supports activities within Focus Area 2: Enhance Community Health and Social Well Being.
FINANCIAL IMPLICATIONS:
The Community Nutrition Worker Program and the Peer Health Worker Program now qualify for cost-sharing. Coupled with more precise cost estimates arising out of the pilot study, this means the Region's contribution could decrease from $150,000 (in 2003) to $45,000 on an ongoing basis plus one time funding of $30,000 in 2005. The total allocation would be $130,000 (ongoing and one time funding).
The 2005 budget currently under consideration by Budget Committee of the Whole includes an issue paper (Number 21 - Funding Regional Programs in Neighbourhoods) which, if approved, would provide ongoing funding of $100,000 per year (Net Regional contribution of $45,000) and a one time allocation of $30,000 for this program.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Social Services and Public Health staff has worked collaboratively to design and implement this pilot funding allocation and to prepare this report and the budget issue paper. Finance staff has reviewed this report.
ATTACHMENTS
Appendix A: 2004 Site Allocations Appendix B: Funding Model Details
PREPARED BY: Theresa Schumilas, Director, Health Determinants, Planning and Evaluation
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health Michael Schuster, Commissioner, Social Services
133207 Page 4 of 7 November 2, 2004 Report: PH-04-050
APPENDIX A – 2004 TOTAL SITE ALLOCATIONS
CAT. A CAT B CAT. C FINAL Admin Program Coordination Amount Agency Sponsor Costs Costs Costs Approved
Family Counseling Centre Alison Neighourhood Association of Cambridge / N. Dumfries - n/a 2,000.00 2,000.00
Breithaupt Centre KW Counseling - n/a 2,000.00 2,000.00
Cambridge Family Early Years Centre same 159.00 2,410.00 3,500.00 6,069.00
Cambridge Self-Help Food Bank same - 1,350.00 3,500.00 4,850.00
Centreville Chicopee Community Centre KW Counseling - n/a 2,000.00 2,000.00
Chandler Mowat Community Centre House of Friendship 206.00 1,684.00 3,500.00 5,390.00
Christopher Champlain Catholic Family Community Centre Counselling 83.00 3,556.22 3,500.00 7,139.22
Community Action Program for Catholic Family Children for Wellesley Township Counselling - n/a 2,000.00 2,000.00
Community Action program for children for Woolwich township same - n/a 2,000.00 2,000.00
Country Hills Community Centre KW Counseling - n/a 2,000.00 2,000.00
Courtland Shelley Community Centre House of Friendship - n/a 2,000.00 2,000.00 Family Counseling Community Support Services of Services of Cambridge / N. Ayr and N. Dumfries Dumfries - n/a 2,000.00 2,000.00
Cradlelink of Lutherwood Lutherwood 300.00 204.40 2,000.00 2,504.40
Eby Village House of Friendship 300.00 250.00 2,000.00 2,550.00
Greenway Chaplin Community Centre same - 2,000.00 3,500.00 5,500.00
Highland Stirling Community Group same 600.00 2,897.60 3,000.00 6,497.60
J. Steckle Heritage Homestead same 300.00 592.00 2,000.00 2,892.00
Karen Walk Neighbourhood Catholic Family Counseling Association Centre - n/a 2,000.00 2,000.00
Kingsdale Neighbourhood Association House of Friendship 406.00 3,178.00 3,500.00 7,084.00
Kitchener Downtown Community Health Centre same 600.00 450.00 - 1,050.00
Kitchener Waterloo Multicultural Centre same - 2,764.00 3,500.00 6,264.00
133207 Page 5 of 7 November 2, 2004 Report: PH-04-050
CAT. A CAT B CAT. C FINAL Admin Program Coordination Amount Agency Sponsor Costs Costs Costs Approved
Kitchener Waterloo Parents of Multiple Births Association same 300.00 952.00 2,000.00 3,252.00
Langs Farm Village Association same - 3,600.00 3,500.00 7,100.00
Mill-Courtland Community Centre KW Counseling - n/a 2,000.00 2,000.00
Mill Courtland Neighbourhood Association same 600.00 2,531.50 3,000.00 6,131.50
Our Place Family Resource and Early Years Centre same 263.00 1,430.00 3,500.00 5,193.00
John Howard Society of Popcorn House Resource Centre Waterloo Wellington - n/a 2,000.00 2,000.00
Preston Heights Community Group same - 1,850.00 3,500.00 5,350.00
The Salvation Army Parent-Child Resource Centre same 600.00 - 3,000.00 3,600.00
Southwood Community Centre same - 1,350.00 3,500.00 4,850.00
Sunnydale Community Centre House of Friendship - n/a 2,000.00 2,000.00
Victoria Hills Community Centre KW Counseling - n/a 2,000.00 2,000.00
Wilmot Family Resource Centre same - 1,700.00 3,000.00 4,700.00
TOTAL 4,717.00 34,749.72 84,500.00 123,966.72
133207 Page 6 of 7 November 2, 2004 Report: PH-04-050
Appendix B – Funding Model Details
If the proposed funding model is approved, each neighbourhood/community site currently operating one of the 3 Regional peer/outreach programs will be invited to submit an application describing their funding needs to the following maximums.
Category A: Overall Administration Costs Maximum Eligibility = $3,600 The following costs are considered eligible if incurred by the site: - Functional supervision with peers (1 hrs/wk) - $1,000 - Contribution to payroll& bookkeeping - $500 - Record keeping (2 hrs/mo) - $500 - Site maintenance contribution - $400 - Compensation for travel - $200 - General Office Supplies - $500 - Share of utilities - $500 Costs are scaled based on the number of peer/outreach worker hours the Region funds. The maximum number of peer/outreach hours = 36. Sites qualify for a maximum of $100 per hour of peer/outreach worker time. The current administration allocation through the Outreach Worker Program is subtracted from the site’s eligible amount.
Category B: Specific Program Costs for Peer Worker Programs Maximum Eligibility per program = $2,250, minus current program allocation of $450 = additional maximum of $1,800 The following costs are considered eligible for each peer program: - printing promotional materials - $500 - mailing costs - $900 - meeting refreshments/ food for demonstrations - $200 - childcare during workshops/meetings - $150 - large room rental for workshops - $100 - recruitment of peer workers (1/2 day/mo) - $400 Costs are allocated based on site needs, and an annual work plan
Category C: Unanticipated Demands Maximum Eligibility = $3,500 per site, if all 3 Regional programs are being offered. This amount is based on an estimated 2 hrs/week of site staff in making resident linkages and program referrals associated with the first Regional program in the site, with diminishing cost for each additional program offered.
133207 Page 7 of 7 Report: PH-04-057 REGION OF WATERLOO
PUBLIC HEALTH Environmental Health & Lifestyle Resources
TO: Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE: P10-02
SUBJECT: FEASIBILITY OF MANDATORY FOOD HANDLER CERTIFICATION IN WATERLOO REGION
RECOMMENDATION:
THAT the Regional Municipality of Waterloo defer any local action on a by-law requiring mandatory food handler certification in Waterloo Region until direction is provided by the Ministry of Health and Long-Term Care;
AND THAT the Regional Municipality of Waterloo endorse the recommendations in principle that affect the local Boards of Health as outlined in the Haines Report (July 2004) and identified in Report PH-04-057 dated November 2, 2004;
AND THAT the Regional Municipality of Waterloo write to the Minister of Health and Long Term Care sending him a copy of this report, and encouraging the Ministry of Health and Long Term Care to produce a comprehensive implementation and resource plan to address the recommendations in the Haines Report.
SUMMARY:
This report provides a brief update on the status of the Food Safety Program and the disclosure of food premises inspection reports on the website. This report also highlights recommendations from the Haines Report that have implications for the Community Services Committee. In response to the request from the Community Services Committee in June 2004, the report outlines the implications and feasibility of requiring mandatory food handler certification in Waterloo Region.
REPORT:
Food Safety Program Update
The Food Safety program of Region of Waterloo Public Health aspires to reduce the incidence of food borne illness in the residents of Waterloo Region. The Ministry of Health and Long-Term Care has outlined activities in the Mandatory Health Programs and Services Guidelines through which health units can achieve this goal by utilizing a balance of education and enforcement.
In the first half of 2004 (January to June 2004), Public Health Inspectors in the food safety program conducted 2049 inspections and re-inspections. This included 8 special events that were inspected (e.g. Elmira Maple Syrup Festival). From January to June 2004, Public Health Inspectors have also issued 5 Provincial Offence Notices and ordered 1 food premise closed. As of September 15, 2004, Public Health has certified 424 food handlers this year through the food handler training program. The food handler training program is offered once a month as an in-class course as well as through a home study option.
Page 1 of 6 130100 November 2, 2004 Report: PH-04-057
In February 2004 the food premise inspection disclosure system website was launched. The Region of Waterloo is only one of two Health Units in Ontario that offers access to inspection results on a website. In the first five months the website received 850,380 hits.
Haines Report
As a result of events such as the discovery of bovine spongiform encephalopathy (BSE), commonly known as “mad cow disease”, in Canada and the Aylmer Beef Recall, Justice Roland Haines was commissioned to conduct a review of the meat regulatory and inspection system in Ontario. The result is a report entitled, “Farm to Fork: A Strategy for Meat Safety in Ontario” (July 2004), containing 113 recommendations for improving food safety in Ontario.
A number of the recommendations will have an impact on local Boards of Health, including the following: § amendments to the Health Protection and Promotion Act to require certified food handler(s) during all hours of operation § re-investing in the food safety program with adequate resources and staffing for local health units § improved information systems for tracking food borne illnesses and food premises § standardized inspection reports and regulatory standards § achieving / improving compliance with the minimum standards of the Mandatory Health Programs and Services Guidelines § annual audits to assess compliance of Boards of Health with food safety standards of the Mandatory Health Programs and Services Guidelines § mandatory Hazard Analysis Critical Control Points (HACCP) based food safety programs in all food premises (HACCP is a science-based system that identifies specific hazards and measures for their control to ensure the safety of food) § standardized food safety testing policy and procedure § enhanced training and education for Public Health Inspectors § annual reports by Ministry of Health and Long Term Care outlining performances of Boards of Health § multi agency collaboration and development of food safety education programs § comprehensive province-wide investigation, compliance and enforcement policy for all food premises § legislation amended to include food businesses attached to a private residence
The Association of Local Public Health Agencies and the Association of Supervisors of Public Health Inspectors of Ontario endorse the recommendations contained in the report.
Environmental Scan: Mandatory Food Handler Certification
Three provinces in Canada (i.e. Alberta, British Columbia and Saskatchewan) have provincial wide requirements for food handler training. Both British Columbia and Saskatchewan require one certified food handler present at all times when food is prepared. Alberta requires food premises that have 5 or more employees to have one employee trained in food safety.
One municipality, outside of Ontario, has a mandatory food handler certification by-law. The City of Winnipeg by-law was put into effect March 31, 1996. The by-law requires all food premise operators to be certified in food safety. In Ontario, one public health unit, Brant County has implemented a by-law for mandatory food handler certification in their municipalities (City of Brantford and County of Brant). The City of Brantford by-law put into effect on March 31, 2002 requires managers of all food premises to obtain a Food Handler Certificate within 60 days of starting their employment. The County of Brant by-law put into effect on March 31, 2003 requires every manager of a food service premise to obtain a Food Handler Certificate.
130100 Page 2 of 6 November 2, 2004 Report: PH-04-057
Resource Implications
Region of Waterloo Public Health provides food handler training and certification as mandated by the Mandatory Health Programs and Services Guidelines. In 2004 there was a growing demand for food handler training. The increasing demand for training has likely been generated by the disclosure system, by Public Health Inspectors in the field and through promotional newsletters. Due to the increasing demand for training, Region of Waterloo Public Health has expanded the training opportunities available to the public. The home study program has been promoted as an alternative to the in-class program. Partnerships with private companies have been developed that recognize their food handler training program and certification process. It is expected that mandatory food handler certification would further increase the demand for training currently being experienced and exceed our current capacity to provide the training.
The average cost of training one food handler (staff time only) in Waterloo Region is $34.65 (see Appendix 1: Estimated Costs of Food Handler Training). If a mandatory food handler certification by-law was passed or a directive from the Ministry of Health and Long Term Care was given, using the formula suggested by the Ministry of Health and Long-Term Care (one certified food handler per shift for all high and medium risk premises/ based on 2 shifts), a total of 3,956 food handlers would need to be trained. An average of 475 food handlers are trained per year (based on the last 2 years). In order to certify 3,956 food handlers, we would have to train 7 times more food handlers per year than we are currently doing. The projected cost of certifying 3956 food handlers is $137,075.40. This is not a one time cost of training food handlers. Due to the transient nature of employees in the food service industry, it is expected that food premises would need to continue to train employees to meet the requirement of one food handler on staff per shift. Additional staff resources would also be needed to plan, implement and enforce mandatory food handler certification.
The provision of additional in-class training sessions and the staff time required to plan, implement and enforce mandatory food handler certification would exceed our current capacity to maintain the minimum levels of service in the food safety program, including restaurant inspections. With the addition of mandatory food handler certification, additional funding support from the Ministry of Health and Long Term Care would be needed to maintain minimum levels of service. Funding support would be needed in conjunction with provincial strategies to fully implement the program and offset local capacity issues to effectively and efficiently deliver mandatory food handler certification. This would include a comprehensive review and recognition of alternative training and certification options (e.g. private sector and school curricula). Additional strategies are needed to address the province-wide staff shortages of Public Health Inspectors currently being experienced in local Health Units. The Ministry of Health and Long Term Care has proposed a 3 to 5 year phase-in period as part of the legislative amendment to fully implement the program. It is anticipated a budget issue paper would be needed in 2006 to outline the costs associated with changes to the levels of service.
Legal Feasibility of a Local By-Law
The Ontario Food Premises Regulation 562/90 does not grant municipalities specific legal authority to require mandatory food handler certification.
Section 150 of the Municipal Act was considered as a possible option to require mandatory food handler certification by including it as part of the licensing process. Section 150 allows local municipalities to license businesses. However, in the Region of Waterloo only the cities of Cambridge, Kitchener and Waterloo require food premises to obtain a business license. The townships of North Dumfries, Wellesley, Wilmot and Woolwich do not require food premises to obtain a business license. The cities also vary in that only the City of Kitchener requires licenses to be renewed on an annual basis while the City of Waterloo and City of Cambridge do not have renewal provisions. Due to the differences in licensing requirements among the cities and townships, requiring mandatory food handler certification by including it as a requirement for licensing is
130100 Page 3 of 6 November 2, 2004 Report: PH-04-057 not a likely option without support from the municipalities to change their practices. While it is ideal to have a standard by-law across the municipalities, such a practice could not be enforced by the regional municipality.
It is possible to require mandatory food handler certification through a by-law under Section 130 of the Municipal Act. Section 130 of the Municipal Act allows the Region of Waterloo to regulate matters relating to the health, safety and well being of its inhabitants provided that the matter is not specifically provided for in the Municipal Act or any other Act. If requested, the Legal Services Division would provide a full legal opinion on whether this section would provide sufficient legal authority.
A change in the Ontario Food Premises Regulation would result in the standardization of mandatory food handler certification across the province. If a mandatory food handler certification by-law was passed in a municipality and conflicted with a provincial regulation, the latter would take precedence. Conflict with the provincial regulation would cause the municipal by-law to be void.
Provincial Support
In Ontario, there is growing political and government support for mandatory food handler certification. The Ministry of Health and Long-Term Care is currently in the process of seeking policy approval and regulation change to make food handler certification mandatory in the province of Ontario. It is expected in the spring of 2005 that the Ministry of Health and Long-Term Care will amend the Ontario Food Premises Regulation to include mandatory food handler certification. The most recent support for mandatory food handler certification comes from the Haines Report (July 2004) which recommends that, “the provincial government amend the Health Protection and Promotion Act to require that the operator of a food premises and at least one staff member, present at a food premises during all hours of operation, be a certified safe food handler.”
Conclusion
The recommendations outlined in the Haines Report aim to improve food safety in Ontario and support the need for mandatory food handler certification across the province. Based on the growing political and government support for province-wide mandatory food handler certification, in addition to the financial resources required to provide training and other limitations, it is recommended that the Region of Waterloo defer any local action on a by-law requiring mandatory food handler certification in Waterloo Region until Ministry of Health and Long-Term Care direction is provided.
CORPORATE STRATEGIC PLAN:
To enhance community health and social well being.
FINANCIAL IMPLICATIONS:
While the program is run on a cost recovery model, payment received covers the cost of materials only. As reported in “resource implications”, mandatory food handler certification will result in additional costs related to staff time.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Legal Services was consulted in preparation of this report and will continue to be involved as needed.
ATTACHMENTS
Appendix 1 - Estimated Program Costs of Mandatory Food Handler Training
130100 Page 4 of 6 November 2, 2004 Report: PH-04-057
PREPARED BY: Chris Komorowski, Manager, Food Safety & Infection Control
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health
130100 Page 5 of 6 Report: PH-04-057
Appendix 1: Estimated Costs of Food Handler Training
Activity Type Staff Responsible Staff Hours Staff Hours Salary Cost Label (total) (per Person) ( per hr)
Overhead Costs (Includes both In Class and Home Study programs) Administration Program Assistant NA .25 hrs $18.47 $4.62/ person A Coordination Time Public Health Inspector 161.75 hrs NA $31.23 $5051.45/year B In Class Training Sessions1 Session Prep./Clean-Up Public Health Inspector 4.5 hrs NA $31.23 $4.02/person D Training Sessions Public Health Inspector 14.0 hrs2 NA $31.23 $12.49/person E Proctoring Public Health Inspector 2.0 hrs3 NA $31.23 $1.78/person F Marking Public Health Inspector NA .04 hrs $31.23 $1.25/person G Home Study Proctoring4 Public Health Inspector 30 hrs/year NA $31.23 $936.90/year I Marking Public Health Inspector NA .04 hrs $31.23 $1.25/person J
High Risk Premises Medium Risk Premises Low Risk Premises Total High &Medium Risk Premises # of Food Premises5 619 1359 960 1978 (N)
Type of Cost Calculation Total Numbers Overhead Costs (in class and home study): (A x # training participants) + B = C $7,839.70 (C) (based on 475 participants/year) In Class Training Costs (only): (based on 420 participants/year) (D+E+F+G) x # training participants = H $7,681.80 (H) Home Study Costs (only): (based on 55 participants/year) I + (J x # training participants) = K $936.90 (K) Total Food Handler Training Program Cost/Year: C+H+K = L $16,458.40 (L) (based on 475 participants/year) Average Training Cost/Person: (based on 475 participants/year) L / total # training participants = M $34.65 (M) Total Cost of Training based on Ministry of Health Formula (N x 2) x M (1certified food handler/shift for all high and medium risk premises/ based on 2 shifts): $137,075.40 NOTE: NA = Not applicable. The material cost of the food handler training program offered by Public Health is based on a cost-recovery model.
1 Based on 35 participants per session. 2 Grand total hours based on 2 Public Health Inspectors (7 hrs/person). 3 Grand total hours based on 2 Public Health Inspectors (1 hr/person). 4 Based on 15 writing sessions/year at 2hrs/session. 5 Based on totals as of September 2, 2004. Printed October 5, 2004
Page 6 of 6 130100 Report: PH-04-061 REGION OF WATERLOO
PUBLIC HEALTH Emergency Medical Services
TO: Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE: P05-80
SUBJECT: REGION OF WATERLOO MEDVENTS
RECOMMENDATION:
THAT the Region of Waterloo authorize Emergency Medical Services staff to work with Scouts Canada in the formation of a Region of Waterloo EMS MedVent company as described in Report PH-04-061, dated November 2, 2004.
SUMMARY:
NIL
REPORT:
Early in 2004, Scouts Canada – Waterloo North, approached Emergency Medical Services staff with a proposal to establish a “MedVent” company in the Region of Waterloo.
“MedVents” are Scouting groups of Venturers and Rovers that combine Scouting and Emergency Medical Services activities. Venturers and Rovers are the most senior level of Scouting, attracting 14-21 year olds into various community service settings. Established MedVent companies in Toronto, Windsor and York Region, utilize local EMS staff and Scouting leaders in programs that combine training in advanced first aid, CPR and other EMS skills, with citizenship development, all in a career exploration format. Participants take advantage of the various planned activities to determine whether a career in EMS or some other aspect of health care, is appropriate for them. In addition, they assist EMS staff by participating in various community relations events, and can use their training to provide first aid at home, school, and during various scouting activities.
Similar Police and Fire Venturer companies already exist in the Region. The major difference in the EMS design is that Scouts Canada will hold the group’s charter (licence) and the member Venturers and Rovers will continue to participate in a parent scouting group. This reduces the local staff time commitment, limits potential EMS liability and allows participation from Scouters across Waterloo Region, rather than from a select geographic portion of the Region.
A recently completed poll has identified twenty-five current Scouters who are interested in participating in a monthly MedVent session, in addition to their normal weekly Scouting activities. With preparatory planning already completed, it is anticipated that if approved, the first Region of Waterloo MedVent meeting could take place by January, 2005.
CORPORATE STRATEGIC PLAN:
The establishment of a MedVent company in Waterloo Region embraces the corporate values of Creativity and the Education and Development of People, thus increasing the capacity of citizens to reach their full potential.
Page 1 of 2 November 2, 2004 Report: PH-04-061
FINANCIAL IMPLICATIONS:
Most program costs are covered by Scouts Canada and through participant registration fees. EMS will provide meeting space at the EMS Headquarters and Fleet Centre. The cost of refreshments and supplies used during meetings, will be found within the EMS base budget. Participation by EMS staff is provided on an unpaid, volunteer basis.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Human Resources and Risk Management staff have been consulted in the preparation of this report.
ATTACHMENTS
NIL
PREPARED BY: John Prno, Director, Emergency Medical Services
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health
132043 Page 2 of 2 Report: PH-04-062 REGION OF WATERLOO
PUBLIC HEALTH Health Determinants, Planning and Evaluation
TO: Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE: P11-80
SUBJECT: A GLANCE AT DIET, WEIGHT AND DIABETES
RECOMMENDATION:
For Information.
SUMMARY:
This report looks at the problem of poor dietary practices, overweight, obesity and diabetes in Waterloo Region, as well as their larger provincial, national and global context. Dietary intake, body weight and diabetes are closely inter-related, and as a group they deserve special attention because of their impact on the health status of the population.
REPORT:
This most recent addition to the health status report series focuses on diet, weight and diabetes in Waterloo Region and in the Canadian context.
Key findings of the report include the following: A significant percentage of people in Waterloo Region are overweight or obese (50.1% in 2003). From 1997 to 2003, there were an estimated 5,800 newly diagnosed cases of diabetes (both type 1 and type 2). The majority (82.2%) of people with diabetes are overweight or obese. The trend of a growing number of children being diagnosed with diabetes is worrisome, as almost half of these people could face major health complications later on in life.
Diet contributes to this problem. The report uses available data on fruit and vegetable intake as an approximation of dietary quality. Over half of the population (especially those in their early twenties) is not consuming the recommended 5 to 10 servings of fruit and vegetables per day. Females and people over 55 are more likely to consume 5 to 10 servings of fruit and vegetables daily. People from higher income groups are no more likely than others to consume the recommended amount of fruit and vegetables.
Public Health staff are currently involved with the following strategies for obesity prevention: · Developing an obesity prevention strategy, which will focus on children, increased activity levels and greater access to healthy food. · Offering the Community Nutrition Worker program, which provides cooking skills and nutrition education in the community. · Promoting healthier food in school nourishment programs, aimed at preventing obesity. · Improving access to healthy food throughout the Region, though promotion of direct marketing of produce by local farmers to citizens and institutions.
November 2, 2004 Report: PH-04-062
· Developing an Urban Agriculture feasibility plan, aimed at improving community involvement in growing and consuming produce. · Identifying the ways in which urban form relates to walkability and obesity prevention.
Like the others in the series, this report will be posted to the Region of Waterloo website and distributed to community agencies, the media, and interested citizens.
CORPORATE STRATEGIC PLAN:
This health status report series supports activities within Focus area #2: Enhance Community Health and Social Wellbeing. More specifically, data related to diet, weight and diabetes in Waterloo Region will be used in the development of an Obesity Prevention Strategy.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
ATTACHMENTS:
NIL
PREPARED BY: Ellen Desjardins, Public Health Planner, Region of Waterloo Public Health
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health
132747 Page 2 of 2 A Glance at Diet, Weight and Diabetes
Building Healthy and Supportive Communities A Glance at Diet, Weight and Diabetes
This report looks at the problem of poor dietary desirable.8 In particular, recent studies have practices, overweight, obesity and diabetes in focused on the increased availability of sweetened Waterloo Region, as well as their larger provincial, drinks and the link with obesity.1 In Canada from national and global context. Dietary intake, body 1992-2002, estimated soft drink consumption rose by weight and diabetes are closely inter-related, and as 14% to an average of 100 litres per person per year. a group they deserve special attention because of Consumption of sugar and sugar syrups increased by 12% to 34 kg per person in 2002.6 One “large” soft This is one of a series of health their impact on the health status of the population. They are influenced in part by genetics and individual drink (32 fluid ounces) now contains about 20 reports developed by Region of choices, but also by the social and physical teaspoons of sugar, or approximately 310 calories.9 Waterloo Public Health. environment in which people live, such as It focuses on diet, weight and From 1972 to 1997/98, dietary intake of Ontarians opportunities for activity, exposure to advertising and has shifted to reduced consumption of vegetables, diabetes in Waterloo Region the availability of healthy – or less healthy – food.1 and in the Canadian context. milk and meat, and increased consumption of carbohydrates, fats, oils, cheese, fruit and fruit This report and others are Diet products.10 More precise data about fruit and available at Region of Waterloo Habitual dietary patterns are a key factor in health, vegetable consumption by various population Public Health website: and can have a positive or negative long term effect. subgroups will become available with the Canadian www.region.waterloo.on.ca/ph A healthy diet high in foods of plant origin such as Community Health Survey, Cycle 3.1, in 2005. whole grains, legumes, fruits and vegetables, helps (Go to Resources and protect against disease.2 The unique combination of select Reports.) vitamins, minerals, fibre, anti-oxidants and phyto- chemicals provided by these foods supports F AST FACTS optimum functioning of the immune system and • Over half (58.5%) of Waterloo residents other body systems. Such a diet also helps maintain consume fewer than the daily a healthy weight because these foods are high in recommended number of servings of fibre and generally low in fat, especially when they fruit and vegetables. Females and 3 people over 55 are more likely to are minimally processed. Increasing intake of fruit consume the recommended amount and vegetables has been shown to reduce the risk of fruit and vegetables. of weight gain and obesity.4 • People from higher income groups are On the other hand, an excess intake of 100 calories no more likely than others to consume per day more than are needed for body function and the recommended number of fruit and activity can lead to approximately 10 pounds of weight vegetables. gain per year.5 For Canadians, per capita energy • 16.7% of Waterloo residents were (calorie) consumption increased by an estimated obese in 2003. 19% during the decade 1992 to 2002.6 • 50.1% of Waterloo residents were either overweight or obese in 2003. Excess calories are easy to consume through readily-available, low-cost, tasty convenience foods • From 1997 to 2003, there were an estimated that are high in fat and/or refined carbohydrates. This 5,800 newly diagnosed cases of diabetes. behaviour has been encouraged by the provision of • 82.2% of people with diabetes are these foods in larger portion sizes7, and by persistent overweight or obese. advertising that promotes them as convenient and
October 2004 A Glance at Diet, Weight and Diabetes
Fruit and Vegetable Consumption Some reasons for lower than recommended in Waterloo Region consumption of fruit and vegetables among people of all income groups may include: Due to the strong evidence that people with diets high • high promotion, availability and affordability of in fruit and vegetables are at lower risk for chronic convenience and “fast” foods that are low in, or disease, Canada’s Food Guide to Healthy Eating devoid of, fruit or vegetable content recommends 5 to 10 servings per day of a variety of • perceived lack of time to prepare produce fruit and vegetables.11 Therefore, although total dietary assessment is the best indicator, an estimate • perceived high cost of produce of fruit and vegetable intake can provide an • popular diets that discourage fruit and vegetables approximation of dietary quality. • lack of cooking skills or cooking/storage facilities Residents in Waterloo Region eat an average of 4.8 • lack of taste familiarity with fruit and vegetables, servings of fruit and vegetables a day. Less than half the and/or preference for other types of foods population (41.5%) meets the recommended 5 or more • low availability of, or limited access to, fresh 12 13 servings per day. This compares with 47% in 1990. produce in some parts of the Region. People aged 55 and over are significantly more likely to eat 5 or more servings of fruit and vegetables compared to other age groups (see Figure 1). People of Overweight and Obesity age 25 to 54 consume significantly more servings than Weight gain results from a combination of inadequate those in their early twenties. As well, females are activity and the chronic consumption of excess more likely to eat the recommended number of calories. To classify the categories of “underweight, servings than males. normal weight, overweight and obese”, a formula Some studies have shown that, in general, poverty known as the Body Mass Index (BMI) is used. and food insecurity are associated with lower fruit and vegetable consumption and lower quality diets. The BMI takes into account Overweight Many energy-dense foods (such as packaged sweets, both height and weight. snack foods and “fast” foods) are low cost and are Obesity has a major impact means a BMI of also more “obesity-promoting”.14 In contrast, foods on the burden of disease, between 25 and 29.9. with a higher moisture content such as fruit and including a strong Obese means a vegetables tend to have a higher cost for the same association with type 2 caloric value. In Ontario and in Waterloo Region, diabetes.15 In addition to BMI of 30 or more. however, people from higher income groups are no health risks, many people more likely than others to consume the recommended feel the effects of reduced self-esteem, poor body number of fruit and vegetables.12 image and social marginalization that come from being overweight.1 In Canada, overweight and obesity have been on the Figure 1: Recommended Fruit & Vegetable Intake rise for the past 3 decades. The percentage of (5 servings/day or more) by Age Group overweight men (BMI≥25) rose from 47.0% to 58.1% 1 60.0% from 1970-72 to 1986-1992. The percentage of 52.2%abd overweight women rose from 33.9% to 40.6% during 50.0% the same time period. The national prevalence of obesity (BMI≥30) more than doubled from 1985 to 39.8%a 39.8% bd 40.0% 2000-01. (See Figure 2) Overweight and obesity in children are measured 29.3% bc 30.0% differently, using international age- and gender-specific cut-offs.1 The Canadian National Longitudinal Survey of 20.0% Children and Youth (NLSCY) used these standards to report that overweight and obesity among boys age 10.0% 7 to 13 almost tripled from 10.6% to 32.6% in the period 1981 to 1996. The percentages for girls age 7 to 13 % of group with more than 5 F&V/day 0.0% doubled from 13.1% to 26.6% during this time. A new 12-18 19-24 25-54 55+ Institute of Medicine report about child obesity Age group in years recommends that anti-obesity strategies combine a, b, c and d indicate statistically significant pairs (p<0.05) social/environmental and behavioural changes.16 Source: CCHS (2000/01), cycle 1.1 Shared file. Extracted Aug. 2004.
2 October 2004
Figure 2: Prevalence of Self-Reported Obesity (BMI≥30) Diabetes Among Canadian Adults(1) For this report, diabetes is singled out as an outcome because it has a clear diagnosis and is strongly 16% 14.8% 14.9% related to overweight and obesity.2 Diabetes is linked 14% 13.4% to diet and specifically to increased consumption of 12.7% sugar-sweetened beverages.20 12% Diabetes is on the rise in Ontario, and is being diagnosed at younger ages as childhood obesity increases.21 10% 9.2% At present, there are no strategies to prevent type 1 8% diabetes, in which the body is unable to produce insulin. The chance of developing type 2 diabetes 6% 5.6% (insulin resistance, followed by insufficient insulin 4% production) is partly hereditary and increases with age. Type 2 diabetes, however, is preventable to a 2% great degree. Preventable risk factors for type 2 1985 1990 1994 1996 1998 2000-01 diabetes include obesity, physical inactivity, high Source: Raine, KD (Aug. 2004). Overweight and Obesity in Canada: blood pressure and poor diet.21 A Population Health Perspective, Can. Inst. for Health Information. Strategies to prevent diabetes are crucial, because 40% of people with diabetes will develop debilitating The World Health Organization (WHO) International complications such as blindness, kidney failure or Obesity Task Force has recently pointed out that heart disease, and some may require amputations. obesity has become a global problem.17 The report All of these outcomes are devastating and costly to states that, “the fundamental causes of the obesity individuals, families and the health care system.21 epidemic result from an environment that promotes sedentary lifestyles and the consumption of high-fat, Diabetes in Waterloo Region energy-dense diets”. This has now been termed an “obesogenic” environment. In Waterloo Region, from 1997 to 2003, there were an estimated 5,800 newly diagnosed cases of diabetes.12,22,23 The trend for diabetes (both types 1 and 2) in people Overweight and Obesity 24 in Waterloo Region age 20 and over in Waterloo Region is as follows: In 2003, 16.7% of Waterloo Region residents were Year Number with diabetes % with diabetes obese, and 50.1% were either overweight or obese.12 1995 10,206 3.8% This is similar to both the Ontario average and to more recent local survey data (RRFSS).18 1997 12,160 4.4% Survey findings show that overweight or obese 1999 14,728 5.1% people in Waterloo Region are 4.5 times more likely to have diabetes than those who are at an acceptable These numbers likely underestimate the incidence of weight or less (BMI<25).18 diabetes, as up to 30% of cases may be undiagnosed.24 In the Canadian population, people who are Diabetes trends for children are of particular concern. overweight or obese are less likely to consume the In Waterloo Region-Wellington-Dufferin, the recommended number of fruit and vegetables per incidence of diabetes among children under 19 years day.1 However, no single food group is a solution or a of age increased by 23.3% from 1995-97 to 1998-2000.24 culprit for weight gain. The whole diet of individuals, In Waterloo Region, the vast majority (82.2%) of as well as their activity levels and other factors, must people with diabetes are overweight or obese.18 be taken into account when determining a reason for Preliminary findings suggest that people in Waterloo weight gain or a strategy for weight loss.19 Region with lower incomes have a higher incidence In the Canadian population, there is a direct of diabetes.12 Further research is needed to correlation between income and weight. Lower understand the possible connections between income women have a greater tendency to be diabetes, low income, and factors such as stress, overweight or obese.19 The reverse is true for ethnic background, age and food access.25 Canadian men. In Waterloo Region, however, there has not been sufficient data to demonstrate a relationship between overweight and income.
3 A Glance at Diet, Weight and Diabetes October 2004
References: 1 Raine, KD (August 2004). Overweight and Obesity in Canada: A Population Health Perspective, Canadian Institute for Health Information. WHAT DOES THIS MEAN? 2 Jenkins, DJA (2001). Diet and Chronic Disease: Potential Impact and Unanswered Questions, A Background Document, Report #1 of Cancer A significant number of people in Waterloo Region are Care Ontario overweight or obese, and many of them are diabetic, which 3 WHO (World Health Organization)/FAO (Food and Agricultural represents serious health risks. Diet contributes to this problem. Organization) Expert Consultation (2003). Diet, Nutrition and the Over half of the population (especially those in their early Prevention of Chronic Diseases, Technical Report Series 916. 4 twenties) is not consuming the recommended amount of fruit and He, K et al., Changes in intake of fruits and vegetables in relation to risk of obesity and weight gain among middle-aged women, Int. J. of vegetables. The trend of a growing number of children being Obesity, online publication October 5, 2004. diagnosed with diabetes is worrisome, as almost half of these 5 Harvard School of Public Health, Healthy Weight, 2004. people could face major health complications later on in life.
Building Healthy and Supportive Communities
Published by Region of Waterloo Public Health. To obtain more copies of this report, please contact the For more information on this report, please call Health Public Health Resource Centre at [email protected] Determinants, Planning and Evaluation at 883-2004 ext. 5166. or call the automated order line at 883-2374.
HDPE097-10/04 Report: PH-04-064 REGION OF WATERLOO
PUBLIC HEALTH Medical Office
TO: Chair Jane Brewer and Members of the Community Services Committee
DATE: November 2, 2004 FILE CODE: P19-80
SUBJECT: MINISTRY OF HEALTH AND LONG TERM CARE ANNOUNCEMENT REGARDING LOCAL HEALTH INTEGRATION NETWORKS (LHINS)
RECOMMENDATION:
For Information.
SUMMARY:
The Local Health Integration Network (LHIN) for our area includes Waterloo Region and Wellington County, as well as a small part of Grey-Bruce. Local Public Health Units and Emergency Medical Services have both been excluded from the LHINs, according to current available information. Public Health will participate in ongoing stakeholder consultations and will keep Community Services Committee informed as more details become available.
REPORT:
The purpose of this report is to provide a brief overview of the Ministry of Health and Long Term Care announcement regarding the creation of Local Health Integration Networks (LHINs) across Ontario, and its impact on the Region of Waterloo. The October 6 announcement was the first opportunity for health care stakeholders to provide input or feedback to the Ministry.
The Minister of Health and Long Term Care, Minister George Smitherman, outlined in a speech on September 9, 2004 his intention to carry out a “health transformation agenda”. His goal was to create an integrated health care system that is patient-centered and responsive to local needs. According to the October 6 announcement, the goals include provision of a system that is easier for patients to navigate; reduced wait times for cardiac care, cancer care, hip and knee replacements, cataracts and MRIs; better access to comprehensive, around-the- clock care to people in their own communities; and expanded access to home care and long term care to free up hospitals and treat people more quickly. The LHINs (Local Health Integration Networks) are to provide the enabling structure to achieve the “transformation” goals.
The LHINs (Local Health Integration Networks) are community based organizations with a mandate to plan, coordinate, integrate, manage and fund care at the local level within their defined geographic area. They are envisioned to coordinate clinical service delivery but not directly provide service (unlike integrated models in other provinces which do both). There will be 14 geographically based LHINs (Local Health Integration Networks) (see Appendix A). Their boundaries were determined on the basis of health care use patterns (primarily hospital service delivery patterns). Existing provider organizations will continue to deliver services.
LHINs (Local Health Integration Networks) will be governed by an appointed Board of Directors and bound by performance agreements with the Ministry. The Boards will be appointed by Order-in Council.
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The vision and guiding principles of the LHINs have been provided. However there is limited detail at this point as to what the LHINs will actually do. The functions of the LHINs have only been described to date as:
- planning - system integration and service coordination - funding allocation - evaluation of performance through accountability agreements
The first of these functions that the LHINs will be expected to take on will be the integrated health system planning, to help inform and shape the design of the other functions. It is hoped that the Boards will first meet in the spring, but there is an expectation that it will take several years before the Boards take on all of their functions, in an evolutionary manner.
Initial information indicates that the Public Health Units will not be part of the LHINs for the foreseeable future. Emergency Medical Services is excluded from the LHINs. Region of Waterloo Public Health will have to interact with one LHIN, as the Region is entirely contained within the Waterloo Wellington LHIN (see Appendix B). The nature of the interaction between the Region and the LHIN is still unclear. Note that other municipalities/health units will have to interact with several LHINs, such as Halton Region which has four LHINs partially contained within its borders (see Appendix C).
The Medical Officer of Health recently attended a Waterloo-Wellington stakeholder meeting involving representatives from each hospital contained within the LHIN, both Community Care Access Centres, the District Health Council, and a Ministry of Health and Long Term Care Health Results Team representative. The feedback to the Ministry was one of support with regards to the need for system change, but also a request for more details surrounding the proposed change in order to better understand it and provide informed feedback. It seems unlikely at this time that the boundaries for the LHINs will be modified substantively.
The Association of Local Public Health Agencies (alPHa) has responded on behalf of health units to the Ministry with several observations and questions (see Appendix D and E). AlPHa has expressed an interest to be a key informant in the discussions. A request for more information has been made with regards to how the LHIN planning process will intersect with the review of public health capacity in the province as promised in “Operation Health Protection” following the release of the Report of the Expert Panel on SARS and Infectious Disease Control (the Walker report). It is hoped that the LHIN planning process does not result in the public health capacity review being forgotten or delayed.
CORPORATE STRATEGIC PLAN:
To enhance community health and social well being.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
ATTACHMENTS
Appendix A: Local Health Integration Networks Geographic Boundaries Appendix B: Waterloo Wellington Health Integration Network Appendix C: Local Health Integration Networks details
134802 Page 2 of 13 November 2, 2004 Report: PH-04-064
Appendix D: Letter to Minister from alPHa dated October 6, 2004 Appendix E: Letter to Minister from alPHa dated October 15, 2004
PREPARED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health
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134802 Page 13 of 13 MEDIA RELEASE: Friday, October 29, 2004, 4:30 p.m.
REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE AGENDA
Wednesday, November 3, 2004 9:00 a.m. Regional Council Chamber 150 Frederick Street, Kitchener, Ontario
1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
2. DELEGATIONS a) Mary Jane Patterson, Residential Energy Efficiency Project (REEP)
3. REPORTS – Corporate Resources a) CR-RS-04-048 Renewal of Police Reporting Centre Manager’s Agreement 1 b) CR-FM-04-021 Public Art for the Regional Operations Centre 3 REPORTS – Finance c) F-04-100 New Purchasing By-law 5 d) F-04-101 Valuation of Region of Waterloo Outstanding Claim Liabilities 30 e) F-04-102 Provincial Transfer Payments to Conservation Authorities 33 f) F-04-103 Residential Energy Efficiency Project – Request for Funding 40
REPORTS – Human Resources g) HR-04-006 Amendments to the Human Resources Policy Manual 1) Employment of Relatives (HR-I-12) 2) Volunteer/Unpaid Placements (HR V-08) (Distributed Separately)
JOINT REPORT – Social Services h) SS-04-071/ Income Support Caseload, January – September 2004 F-04-104 (Distributed Separately)
4. INFORMATION/CORRESPONDENCE
5. OTHER BUSINESS
A&F Agenda - 2 - 04/11/03 a) Administration & Finance Committee tracking list 54
6. NEXT MEETING – December 8, 2004
7. CLOSED SESSION (motion required)
Pursuant to Part II, Section 14 (1) e) of Procedural By-law 00-031, as amended.
8. ADJOURN
Report: CR-RS-04-048 REGION OF WATERLOO
CORPORATE RESOURCES Legal Services
TO: Chair Tom Galloway and Members of the Administration and Finance Committee
DATE: November 3, 2004 FILE CODE:
SUBJECT: RENEWAL OF POLICE REPORTING CENTRE MANAGER’S AGREEMENT
RECOMMENDATION:
THAT The Regional Municipality of Waterloo approve the renewal of the Police Reporting Centre Manager’s Agreement for two additional years with an option to extend the agreement for three successive one year periods on four months prior written notice for each yearly extension;
AND THAT such renewal be on the same terms as set out in the original agreement dated the 10th day of August, 1998 save and except for the following changes:
(a) the annual fee shall remain at Year 5 level, being $282,435.00, for the term of the renewal(s); (b) the permitted closing time shall be reduced from 11 p.m. to 10 p.m. daily; (c) the proper address for the Police Reporting Centre shall be inserted; (d) the requirement for garage liability insurance shall be deleted; and (e) the name of the “Manager” shall be changed from “Ralph Van Dalen” to “999691 Ontario Inc., carrying on business as LINK COLLISON SERVICE”.
SUMMARY:
Mr. Ralph Van Dalen was awarded the contract to manage the Police Reporting Centre (“PRC”) in 1998 following a RFP process. As a result, the Region and the Police Services Board entered into an agreement dated the 10th day of August, 1998 with Mr. Van Dalen (as “Manager”) and the Region (as owner of the building and property) for management of the PRC (the “original Agreement”). The original agreement was for a term of five years commencing no later than November 14, 1998 and provided for an annual fee payable to Mr. Van Dalen (as “Manager”) commencing at $261,998.00 in Year One and ending at $282,435.00 in Year Five.
The original Agreement provided that the Board may, at its sole discretion, re-negotiate the term of the Agreement for an additional period up to 5 years, on giving 6 months written notice to the Manager prior to the end of the term. Such notice was duly given to Mr. Van Dalen and certain amendments were negotiated. Since some of the terms of the original Agreement would be changed, it is necessary that all parties approve the new Agreement.
REPORT:
Prior to the expiry of the original agreement, the Police Services Board instructed staff to enter into negotiations with Ralph Van Dalen, the Manager of the PRC, to extend the existing agreement for two years with three successive Board options to extend the agreement one year. Meetings took place involving Angela Hinchberger, the Region’s Director of Financial Services, Treasury & Tax Policy, Joe Steiner, the Police’s Director, Administration & Finance, Gary Melanson, the Police’s Solicitor, and Ralph Van Dalen to discuss the extension of the agreement and any necessary modifications. Mr. Van Dalen has indicated that he is willing and able to enter into an extension of the agreement for two
Page 1 of 2 October 20, 2004 Report: CR-RS-04-048 additional years with a Board option to extend the agreement for three successive one year periods. Mr. Van Dalen has agreed that the fee will remain the same as it was in the final year of the original Agreement, which is $282,432.00 per year. In addition, Mr. Van Dalen is requesting the following changes:
(a) reduce the closing time from 11 p.m. to 10 p.m. daily; (b) delete the requirement for garage liability insurance, if it is deemed unnecessary in the opinion of the Risk Manager for the Waterloo Region Insurance Pool; and (c) change the name of the “Manager” from “Ralph Van Dalen” to 999691 Ontario Inc., carrying on business as LINK COLLISON SERVICE”, which reflects the fact that Mr. Van Dalen has now incorporated a company that operates under the name LINK COLLISON SERVICE.
With respect to Mr. Van Dalen’s request for the deletion of the garage liability insurance requirement, his insurer conducted a review of his operations in that regard and expressed the opinion that such coverage was not required. Mr. Craig Smith (Risk Manager, Waterloo Region Municipalities Insurance Pool) reviewed the information provided and based on his understanding of the operations and the scope of garage liability coverage, has indicated that such coverage is not required. As a matter of background and explanation, it would appear that the coverage was originally made a requirement as part of the RFP process out of an abundance of caution before Mr. Van Dalen commenced operations.
The only other required change to the agreement is to insert the proper address of the PRC, as none was available at the time of drafting the original agreement.
Staff support this negotiated renewal with the terms set out in the above recommendation.
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 by providing this citizen-centered service in a timely and cost effective manner.
FINANCIAL IMPLICATIONS:
The fee payable will be locked in at the final rate set out in the original Agreement ($282,432.00 per year). The costs to operate the Reporting Centre, including the Manager’s fee, are covered by the Sale of Reports and consequently have no impact on the levy for Police Services.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Waterloo Regional Police Services Board has already approved the above recommendations and requested that Regional Council support these recommendations.
ATTACHMENTS : NIL
PREPARED BY: Connie Peterson Giller, Commissioner, Corporate Resources & Regional Solicitor
APPROVED BY: Connie Peterson Giller, Commissioner ,Corporate Resources & Regional Solicitor
Doc. No. 114252 Page 2 of 2 Report: CR-FM-04-021 REGION OF WATERLOO
CORPORATE RESOURCES Facilities Management & Fleet Services
TO: Chair Tom Galloway and Members of the Administration & Finance Committee
DATE: November 3, 2004 FILE CODE:
SUBJECT: PUBLIC ART FOR THE REGIONAL OPERATIONS CENTRE
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve an expenditure of $112,000 from the Public Art Reserve Fund and invite four artists to make detailed proposals for consideration by a jury for an artwork to be situated at the Regional Operations Centre at100 Maple Grove Road as outlined in report CR-FM-04-021 dated November 3, 2004.
SUMMARY:
NIL
REPORT:
As outlined in the Region’s Public Art policy for new construction, funds were identified for the installation of public art as part of the budgets for the new Emergency Medical Services (EMS) Headquarters and Fleet Centre at the Regional Operations Centre (ROC) and the ROC Accommodation Plan which includes a number of projects designed to meet expanding operations at the site and realign the road infrastructure.
In considering the scope of the artwork for the ROC, the Public Art Advisory Committee recommends the selected art meet the following criteria: be located in the boulevard close to Maple Grove Road so members of the public can see and appreciate it; large enough to match the scale of the site; and incorporate some of the leading edge technology that is incorporated into the EMS Fleet Centre. To meet this latter guideline, the artwork will be required to have some motion, activity or animation that is powered by solar power. Solar power is in the process of being installed on the EMS facility. It is estimated that an artwork of an appropriate size incorporating solar power technology is expected to cost $100,000.
In order to find artists who would be interested and capable of creating this kind of artwork, an advertisement was placed on an internet website known to be frequented by artists and, in addition, several individuals who specialize in this type of art were informed of the competition. From the eight submissions, four artists were chosen by the Public Art Advisory Committee who had some specific relevant experience in this type of art and who were willing to be involved in this competition. These artists are:
1. John Dickson, Toronto, Ontario 2. Gorbet Design, Toronto and Waterloo, Ontario 3. Noel Harding, Toronto, Ontario 4. Lisa Neighbour, Toronto, Ontario
These four artists will be required to submit comprehensive proposals including details of structure, support, installation, safety, materials and time to create. In addition, their submissions will also include a working maquette
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(model) which will demonstrate the type of motion proposed. While the region has usually paid $1,500 for a submission including a maquette, it is recommended that $2,000 be paid for each of these submissions due to the requirement for the maquette’s motion.
Once the submissions are received, they will be put on display for public comment and a jury will convene to decide which of the four proposals is best and consequently, which artist will be awarded the contract to produce the artwork. For its efforts, it is recommended that public jury members be paid $400 each. The jury recommendation will be brought forward to the Administration and Finance Committee and Regional Council for approval in early 2005. The artwork would then be installed in the late summer of 2005.
CORPORATE STRATEGIC PLAN:
The acquisition of public art meets the intent of Focus area #2 in the Region’s Strategic Plan to enhance community health and social well being while adding cultural depth for citizens and visitors.
FINANCIAL IMPLICATIONS:
The two projects at the ROC have allocated $25,000 each for public art for a total of $50,000 as required by the Region’s public art policy for new construction. The current balance in the Public Art Reserve Fund including the $50,000 noted above, after final payments for the Kinsmen Children’s Centre artwork, will be $114,919. This amount is sufficient to cover the recommended expenditure of $112,000.While minor disbursements for the Maple Grove Road artwork will occur in 2004, most expenditure will occur in 2005. The recommended expenditure is broken down as follows:
· $100,000 for the artist’s costs and commission for the installed artwork · $ 8,000 for four artists’ submissions including operating maquettes · $ 1,200 for honorariums for the general public members of the jury · $ 2,800 for the plaque and miscellaneous administrative costs.
The base budget for 2005 includes an allocation of $55,000 for the Public Art Reserve Fund.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Public Art Advisory Committee and the Finance Department have reviewed this report and their comments have been incorporated as appropriate.
ATTACHMENTS
NIL
PREPARED BY: Doug Gilmore, Facilities Planning Engineer
APPROVED BY: Connie Peterson Giller, Commissioner, Corporate Resources and Regional Solicitor
DOCS # 129820 Page 2 of 2
REGION OF WATERLOO Report: F-04-100
FINANCE DEPARTMENT Purchasing and Materials Management
TO: Chair T. Galloway and Members of the Administration and Finance Committee
DATE: November 3, 2004 FILE CODE:
SUBJECT: NEW PURCHASING BY-LAW
RECOMMENDATION:
THAT The Regional Municipality of Waterloo enact the by-law attached to Report F-04-100, dated November 3, 2004, being a By-law of The Regional Municipality of Waterloo to Provide for Its Procurement of Goods and Services and the Disposal of Its Surplus Goods effective January 1st, 2005 and to Repeal By-law Number 61-91 of The Regional Municipality of Waterloo;
AND THAT the Regional Municipality of Waterloo repeal the current policy on consultant selection;
AND THAT staff be directed to prepare a quarterly purchasing activity report for Administration and Finance Committee.
SUMMARY:
The existing Purchasing by-law was approved in 1991. Since that time the Region has changed dramatically. Many new services are provided by the Region such as Ambulance, Housing and Transit. Purchasing activity levels have increased dramatically. Based on activity levels alone, the purchasing by-law requires updating.
The existing purchasing by-law has served the Region well over the past 13 years. Over this period, there have been few challenges to Regional purchasing practices and policies. The purchasing by-law and administrative procedures have operated under the principles of providing a fair, open and competitive process. These guiding principles have helped to avoid challenges faced by other municipalities. Although the attached draft by-law has undergone a significant rewrite only a few significant changes have been made. The most significant change included within the proposed by-law is the dollar levels for tenders and proposals and the approvals required for award.
REPORT:
1. Background
The current Purchasing by-law was first approved in 1991. This by-law has served the Region well since that time. This is evidenced by the fact that there have been very few challenges to the by-law since it has been in place. The existing by-law provides a solid foundation for the development of the proposed by-law.
The Region has changed dramatically since 1991 with the addition of new services such as EMS, Housing, and Transit which have significantly increased the Region’s purchasing activity levels. Appendix A highlights activity levels for the last three years. Purchasing activity levels (for major purchases) has increased by 130%
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November 3, 2004 Report: F-04-100
from 1998 to 2003. In addition, it is anticipated that the expansion plans for roads and Transit will continue this increase in the future. The dollar values included within the first bylaw that determine which purchasing process to utilize were established in 1991. The impact of inflation over time alone (approximately 40%) warrants a review of the dollar cutoff levels.
2. Provincial Requirements
Section 271(1) of the new Municipal Act requires that all municipalities, before January 1, 2005, adopt policies with respect to its procurement of goods and services. This section states that the policy is to include the following:
(a) the types of procurement processes that shall be used; (b) the goals to be achieved by using each type of procurement process; (c) the circumstances under which each type of procurement process shall be used; (d) the circumstances under which a tendering process is not required; (e) the circumstances under which in-house bids will be encouraged as part of a tendering process; (f) how the integrity of each procurement process will be maintained; (g) how the interests of the municipality or local board, as the case may be, the public and persons participating in a procurement process will be protected; (h) how and when the procurement process will be reviewed to evaluate their effectiveness and; (i) any other prescribed matter.
This section of the new Municipal Act – as well as the Government of Ontario’s Guide to Developing Procurement Bylaws - does not prescribe the specific contents of a procurement policy that are binding upon the Region. This section only sets out a framework of issues that must be addressed by a municipality. The proposed by-law is intended to address the provincial requirements noted above.
The policies upon which this by-law is based reflect standard practices within the municipal sphere and are in accordance with case law principles applicable to the procurement process.
3. Bylaw Review Process
A cross functional team was assembled to ensure that a diverse perspective was included in the development of a new bylaw. The team members included Charles Whitlock and Lisa Buitenhuis from Purchasing & Materials Management, Larry Ryan-Finance Department, Richard Brookes-Legal Services, Jim Archibald-Waste Management, Gerry Lichty-Facilities Maintenance & Operations, Fiona Tetlow-Sunnyside Home, Phil Bauer- Design and Construction, John Prno-Emergency Medical Services, and Donna Ottley-Public Health. This team brought a diverse perspective to the review process. The bylaw review process also included a review of other municipalities and the procurement policies that are in current practice.
Section 271 of the new Municipal Act does not require public notice or a special public meeting in regard to the adoption of a procurement policy.
4. Objectives of the Purchasing By-Law
The existing by-law had always operated under the principles of ensuring that all goods and services are acquired on a competitive, fair and open basis in a manner that is efficient and accountable. Due to the utilization of these principles, very few challenges to the purchasing by-law have been initiated in the past. These principles have now been expressly stated within Part II of the proposed by-law.
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5. Procurement Processes
The following is a brief outline of each type of procurement process together with the goals and circumstances for each. The types of procurement processes in the proposed by-law are largely unchanged from those in the current by-law. The only significant change is in regard to the dollar value for each process. This change will be discussed further below.
Quotes
The Chief Purchasing Officer is required to obtain three written quotes for an acquisition of a good or service that is estimated to range in value between $10,000 and $100,000. Obtaining three quotes balances the need to ensure that the Region is obtaining a fair market price for the good or service and the need to acquire the good or service in a time efficient manner.
Requests for Proposals (“RFP”)
A RFP is used where the requirement for a good or service can not be adequately defined or specified.
Consultant Selection Process
Currently, the selection of engineering consultants is governed by a Regional policy. This policy has worked very well in the past and will continue to operate under this framework in the future. In order for the purchasing by- law to be comprehensive, all significant purchasing activities should be governed by the by-law. For this reason, the consultant selection policy has been included within the proposed by-law for the first time. In order to accommodate this change it is recommended that the existing stand alone policy be repealed.
Tenders
A request for a tender is required where the estimated value of the good or service exceeds $100,000. A tender process takes a longer period of time to conduct because of the formal requirements involved. This increased time period is needed, however, to ensure that the acquisition of the good or service is done in an open and fair manner and that the Region is obtaining the good or service at the fair market value. Both considerations are important since the value of the good or service is significant.
Exceptions
The proposed by-law includes several circumstances where a bid process is not required. These exceptions - which include emergencies, co-operative purchasing with other government bodies and purchases when a good or service is only supplied by one source – are largely unchanged from the current by-law and reflect the exceptions found in other municipal procurement policies reviewed by staff.
It should be noted as well that certain goods and services which are set out in Schedule “A” of the proposed by- law are exempt. These types of purchases generally do not lend themselves to standard purchasing practices. Most of these items are small dollar value purchases that are unique such as meals, conferences, memberships, art (or historical artifacts) and permits. Others include purchases that are governed by other policies, for example investments, insurance, temporary help services and outside legal services. Regarding outside legal counsel, the acquisition of this service does not lend itself to a bid process since this specialty work is highly confidential and therefore this type of information cannot be disclosed in the specifications. A current policy regarding retention of outside legal services is already in place to deal with such matters.
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Other processes which fall outside the by-law include Expression of Interest (EOI), Request for Information (RFI) and Pre-qualifications are utilized by the Region. These processes can be the first step in purchasing goods or services but do not result in a contract award. Therefore, these purchasing processes are not included within the purchasing by-law.
6. Proposed Changes to the By-law
The majority of the proposed changes fall under the category of housekeeping and alignment with current practices and procedures. The new by-law includes provision for the selection of consultants. This policy is largely unchanged from current practice and is simply assimilated into this by-law. One change to this policy is an increase in authority of staff to appoint consultants to $50,000 from $20,000. Another example is the policy regarding contracting with litigants which has been in effect for a number of years. This policy has been formally included within this updated by-law. In addition, this by-law has been aligned with other Regional policies such as the conflict of interest policy which requires that all purchases be in compliance with this policy. Finally, the proposed by-law has been restructured so that it has a more natural flow to the policy.
A key proposed change to the by-law is the procedure to deal with internal bids which is a requirement under subsection 271(1) (e) of the new Municipal Act. In order to reduce the perception of a conflict of interest in dealing with evaluating internal bids, independent third parties will be required to manage the selection process. The independent third parties will establish the criteria for the bid call, conduct the bid reviews, and recommend to Council the acceptance of a bid. This revised practice will provide greater assurance that internal and external bids will be evaluated in the future on an equitable basis. Internal bids will be performed on a case by case basis.
Finally another addition to the proposed by-law deals with extensions of existing contracts (Section 36). Often when dealing with road tenders, developer requirements change or are unclear at the time of issuing/awarding a tender. Changes around the type and location of the access point for a development can lead to a material change from the original contract. This situation is generally considered more significant than a contract extra. Section 36 provides the CAO with the authority to extend a contract provided that certain criteria are in place. These criteria include: the extension is not greater than 10% of the original contract, the budget can accommodate the extension and finally, the extension is required since it is an essential component of the original contract. The funding for these changes is normally provided by the developer and therefore the budget constraint is not normally an issue. Including this provision allows staff to be responsive to our customers changing requirements.
7. Proposed Changes to Purchasing Levels and Delegation of Authority
As mentioned above the dollar cutoff levels for tenders of $50,000 was established in 1991. Inflation alone since that point in time suggests that the amount should be reviewed. When comparing practices at other municipalities both local and Regional, (Appendix B) it is evident that the $100,000 amount is the standard level for initiating the tendering process. The proposed by-law contains the revised level of $100,000 for requirement of the tendering process. This change will allow for a more streamlined approach for Regional purchasing in addition, it is expected that small businesses would welcome this change. Often it is diffic ult for small businesses to bid on the Region’s tendered projects due to the very detailed specifications that are developed for these projects. Many small businesses do not have the resources to compete for these types of projects. The increase in the cutoff levels will result in greater accessibility by local small businesses.
The activity levels for large Regional purchases has increased by 130% since 1998. Almost all of these awards were straight forward: minimum of three bids received, awarded to the lowest tender and the amount of the bid within budget. Appendix B also includes a comparison of award practices at various municipalities. The range of practices varies significantly from municipality to municipality. At one end of the spectrum all tenders are approved by staff (Region of Peel). The common practice for most other Regions is for staff to award the bid as long as it is the lowest bid (Halton, York and Durham). The Region of Niagara has staff award contracts between Page 4 of 6
November 3, 2004 Report: F-04-100
$50,000 and $1,000,000 if the low bid is recommended. The three local cities still have all tenders greater than $100,000 awarded by Council. In order to streamline the process it is recommended that the award for these types of projects be changed.
The proposed by-law includes a provision that for tenders and proposals of between $100,000 and $1,000,000 these be awarded by the CAO if three criteria are met. These criteria include a minimum of three bids received, awarded to the lowest tender and the amount of the bid within budget. This revised process is similar to the Region of Niagara but in fact is more stringent since there are three criteria to be met. This change will provide increased efficiency to the purchasing process, tenders will be awarded on a more timely basis, since this can be performed at a minimum of once per week. To ensure Council receives the same level of information as in the past, it is recommended that a quarterly summary report be submitted to Administration and Finance committee outlining all tenders and proposals awarded by staff.
8. Maintaining the Integrity of the Procurement Process and Protecting the Interests of the Region and Persons Participating in the Procurement Process
The proposed by-law contains two major components to satisfy this requirement as imposed by Section 271 (1) of the new Municipal Act. First, the by-law sets out strict terms in regard to what procurement process must be used under specified circumstances. This has been outlined above. Second, the proposed by-law continues the philosophy of centralizing all acquisitions through the Chief Purchasing Officer who is supervised by the Chief Financial Officer and Council. Centralizing the procurement process ensures consistency and fairness.
The following is a list of other provisions in the by-law intended to maintain the integrity of the procurement process for the Region:
(a) specified bids must be advertised on the Region’s website and in a local newspaper having circulation throughout the Region to ensure that all potential bidders have knowledge of the bid; (b) the amount of a bid can not be split into smaller amounts in order to avoid the specified procurement process; (c) all sealed bids must be opened by the Chief Purchasing Officer and two Regional employees in the presence of the public to ensure that no bids are tampered with; (d) the Chief Purchasing Officer is governed by provisions in the by-law that deal with conflicts of interests; (e) the Chief Purchasing Officer must consult with the Regional Solicitor and Chief Financial Officer under prescribed circumstances; and (f) the Chief Financial Officer must investigate any complaint that the Region failed to abide by the provisions of the by-law that are significant in nature and report to Council.
A complete copy of the proposed purchasing by-law is included in Appendix C.
9. Leases
The proposed by-law requires that all acquisitions through a capital lease or financing arrangement be done in compliance with the Region’s policy on leases. The Region’s policy on leases was adopted by the Region on June 25, 2003 as the result of Ontario Regulation 46/94.
It should be noted that the potential risks of a lease or financing arrangement do not exist to the same extent in regard to the normal acquisition of a good or service. Specifically, the usual acquisition of a good or service includes a fixed purchase price that is not complicated by interest and repayment terms. 10. Evaluation of Purchasing By-law
It is recommended that the by-law be reviewed every five years to ensure that it is operating in an effective
Page 5 of 6
November 3, 2004 Report: F-04-100 manner. In addition, various performance indicators and benchmarks will be monitored/developed to ensure the purchasing process will be conducted in an efficient and effective manner.
11. Advertising of Tenders and Proposals
As described in the proposed by-law, all formal bid calls will be posted on the website and advertised in a local newspaper. In addition, construction tenders are advertised in the Daily Commercial News. Over the past few years the Region has increased its level of public advertising. Increasing advertising levels, contributes to the objectives of delivering a process that is open and fair.
12. Environmental Purchasing
The Region will attempt to increase the level of review of environmental or “green purchasing.” It is proposed that the team that was assembled to develop the proposed by-law be retained to review additional opportunities for “green purchasing.” This objective is included in the approved Corporate Strategic Plan. It is expected that a targeted approach will be utilized to focus on a few products each year. This process will likely be similar to the process utilized for the ultra-low sulfur diesel fuel purchase. Often “green purchasing” can result in higher costs; these costs will be disclosed so that Council can decide on the appropriate direction to take.
13. Disposal of Surplus Goods
The proposed by-law gives the Chief Purchasing officer the authority to dispose of surplus Regional goods. This authority is in the current by-law and assists in the efficient management of Regional resources.
14. Next Steps
Once the purchasing bylaw is approved purchasing staff will implement a purchasing education/training program for both external and internal users. This training will occur in December so that the transition to the new by-law scheduled for January 1st, 2005 will occur smoothly.
CORPORATE STRATEGIC PLAN:
The new by-law includes a provision for green purchasing which is an objective of the Corporate Strategic Plan, Focus Area 3, Protect and Enhance the Environment.
FINANCIAL IMPLICATIONS: Nil
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Legal Services Division of the Corporate Resources Department was consulted in the preparation of this report and the attached by-law.
PREPARED BY: C. Whitlock, Chief Purchasing Officer
APPROVED BY: L. Ryan, Chief Financial Officer
Page 6 of 6 Report: F-04-101 REGION OF WATERLOO
FINANCE DEPARTMENT Administration Division
TO: Chair T. Galloway and Members of the Administration and Finance Committee
DATE: November 3, 2004 FILE CODE:
SUBJECT: VALUATION OF REGION OF WATERLOO OUTSTANDING CLAIM LIABILITIES
RECOMMENDATION:
That the Region of Waterloo not proceed with the valuation of its outstanding claim liabilities within its self- insured retention as proposed in the August 11, 2004 letter from Dion Durrell Actuaries and Consultants, attached as Schedule A.
SUMMARY:
Nil
REPORT:
At the Administration and Finance Committee meeting of June 30, 2004, during the discussion relating to Report F-04-057 Waterloo Region Municipalities Insurance Pool, staff was requested to obtain a cost estimate from an Actuary Consultant to evaluate the adequacy of the Region’s self-insured claim reserves. Subsequent to that meeting, the Pool’s Consultant Actuary, Dion Durrell, was approached and a quote of $15,000 plus GST and out of pocket expenses to do such a review was received. Dion Durrell’s proposal letter was presented to the Administration and Finance Committee’s meeting of September 22, 2004. At this meeting staff was further directed to put forth a recommendation on whether to proceed with this valuation.
The Region currently has two claim reserve funds that total approximately $9.7 million to pay for self-insured losses. The first reserve fund is the “General Claim Reserve Fund” which pays up to the first $250,000 for all types of claims other than Environmental Liability claims. The current balance in this General Reserve Fund is approximately $5,100,000. The second claim reserve fund is the “Environmental Liability Claim Reserve Fund.” In this exposure area, the Region is totally self-insured as the Environmental Liability insurance coverage that is available is very costly and contains numerous exclusions. The current balance in this reserve fund is approximately $4,600,000. Environmental claims are very difficult to predict and an external consultant likely will not be able to predict future costs with any certainty.
Staff periodically monitors the adequacy of both of these funds in consultation with the Region’s Litigation Lawyers. In 2003, the Region incurred 1,068 incidents/claims which resulted in approximately $700,000 in damages being paid. In addition to this expenditure there are approximately 50 insurance related claims currently in litigation. As mentioned the Region’s financial exposure for each of these claims is limited to the deductible of $250,000. The reserves for these claims have been set at approximately $2,000,000 and this includes values for potential liability and defense costs. Fortunately, not all of the outstanding claims will be litigated at the same time. Some take as long as five to six years to finalize. As such, the financing of these outstanding claims will be spread over time as they are in various stages of litigation. In 2002, the Region’s claim reserve funds totaled $9.8 million (with 961 claims settling for $515,733) and in 2001, they totaled $9.1 million (with 1,047 claims settling for $1,091,111). Even though it is difficult to quantify the cost of claims against the Region, it appears over the last three years that
Page 1 of 2
November 3, 2004 Report: F-04-101 the self-insured claim reserve funds have been stable and at an adequate level to respond to the outstanding liabilities. In staff’s opinion, there are no indicators at this time that would warrant the expenditure of $15,000 for an in depth actuarial analysis to be performed.
CORPORATE STRATEGIC PLAN:
One of the goals of the Corporate Strategic Plan is to maintain financial stability.
FINANCIAL IMPLICATIONS:
If Committee supports the insurance reserve fund review than the cost of the review could be charged against the Reserve Funds.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
ATTACHMENTS
Schedule “A” – August 11, 2004 Letter from Dion Durrell Actuaries and Consultant’s regarding “Valuation of the Regional Municipality of Waterloo Outstanding Claim Liabilities.
PREPARED BY: C. Smith, Risk Manager
APPROVED BY: L. Ryan, Chief Financial Officer
131836 Page 2 of 2 Report: F-04-102 REGION OF WATERLOO
FINANCE DEPARTMENT Treasury Services Division
TO: Chair T. Galloway and Members of the Administration and Finance Committee
DATE: November 3, 2004 FILE CODE:
SUBJECT: PROVINCIAL TRANSFER PAYMENTS TO CONSERVATION AUTHORITIES
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve the resolution listed in Appendix 3 endorsing Conservation Ontario’s submission to the Minister of Natural Resources to increase Transfer Payments to Conservation Authorities.
SUMMARY:
The GRCA has endorsed Conservation Ontario’s submission to the Minister of Natural Resources to increase Transfer Payments to Conservation Authorities to an amount that is fair, equitable and sustainable and has asked its member municipalities to do the same.
REPORT:
The Conservation Authorities Act provides for provincial funding to Conservation Authorities by way of Transfer Payments from the Ministry of Natural Resources (MNR) for activities that are of “Provincial Interest” including:
§ Operation of Flood Control Structures § Routine/Minor Maintenance of Flood Control Structures § Preventative Maintenance of Flood Control Structures § Operation of Erosion Control Structures § Routine/Minor Maintenance of Erosion Control Structures § Preventative Maintenance of Erosion Control Structures § Flood Forecasting and Warning – System Operation § Flood Forecasting and Warning – Rationalization § Ice Management § Plan Input § Information § Legal Costs § Administration
These activities are eligible for grants of 50% to a maximum of the provincial allocation to the Conservation Authorities, however, the total allocation from the Province is limited to $7.6 million annually while the cost of the activities is in excess of $30 million per year. The Province is only funding 25% of the costs leaving municipalities responsible for the other 75%. In addition, the provincial grants have been frozen for the last eight years.
Provincial Transfer Payments to Conservation Authorities have decreased significantly (approximately 87%) from
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November 3, 2004 Report: F-04-102
$60 million in 1990 to $7.6 million in 2004 across the Province. The impact on the GRCA is a decrease to less than $1.0 million from a high of almost $7.0 million. This has caused extreme pressure on the GRCA’s budget and has been the main reason for the need to increase municipalities’ share of the costs.
In 2003, Conservation Ontario struck a task force to prepare a submission to the Minister of Natural Resources regarding the need to increase the Transfer Payments. The submission specifically requests the Province to reinvest in Conservation Authorities in three ways:
1. Increase the Transfer Payments to 50% of actual costs for items already currently eligible; 2. Add other items of Provincial Interest to the list of activities currently eligible for grants; 3. Add other items of Watershed Interest to the list of activities eligible for grants.
Conservation Ontario has asked all Conservation Authorities to approve these recommendations and to forward a resolution to all Watershed Municipalities requesting their support. The General Membership of the GRCA discussed the issue and approved a resolution to endorse the submission to the Minister of Natural Resources and to seek endorsement of the report from its member municipalities.
A copy of the request for endorsement from the GRCA is attached as Appendix 1 and a copy of the GRCA staff report is attached as Appendix 2. The resolution that the GRCA is requesting the Region of Waterloo to endorse is attached as Appendix 3. A copy of the submission to the Minister has been placed in the Council library.
CORPORATE STRATEGIC PLAN:
One of the goals of the Corporate Strategic Plan is to maintain financial stability. Greater provincial funding for the GRCA assists in meeting this objective.
FINANCIAL IMPLICATIONS:
If all three requests are approved, total Transfer Payments to the 36 Conservation Authorities in Ontario would increase from $7.6 million to approximately $21 million per year. Transfer payments to the GRCA would increase by approximately $1.4 million for current eligible expenses. If other items of Provincial Interest and other items of Watershed Interest became eligible for Transfer Payments, the GRCA could receive additional amounts of $300,000 and $800,000 respectively. GRCA staff have indicated that should additional funds become available, they would meet with the member municipalities to get input as to how to deal with the funding including levy reductions, service increases or some combination of both.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
ATTACHMENTS :
Appendix 1 – Letter from GRCA Appendix 2 – GRCA Staff Report Appendix 3 – Resolution for Endorsement
PREPARED BY: A. Hinchberger, Director of Financial Services, Treasury and Tax Policy
APPROVED BY: L. Ryan, Chief Financial Officer
Docs# 134594 Page 2 of 2 Report: F-04-103 REGION OF WATERLOO
FINANCE DEPARTMENT Treasury Services Division
TO: Chair T. Galloway and Members of the Administration and Finance Committee
DATE: November 3, 2004 FILE CODE:
SUBJECT: RESIDENTIAL ENERGY EFFICIENCY PROJECT REQUEST FOR FUNDING
RECOMMENDATION:
For Discussion
SUMMARY:
The Residential Energy Efficiency Project (REEP) provides home energy evaluations and assists homeowners in reducing energy costs. The organization is a partnership program which relies on community support and the Region has previously provided funding in years 2000, 2003 and 2004. REEP has approached the Region for funding in 2005 and 2006 and this report addresses the request.
REPORT:
Background
The Residential Energy Efficiency Project (REEP) is a community based partnership that provides home energy evaluations in Waterloo Region and assists homeowners in reducing energy costs. According to REEP, the organization has, to date, shown over 5,600 homeowners in Waterloo Region how to reduce their energy costs by an average of $400 per year and their CO2 emissions by an average of 20%. REEP was founded as a joint partnership of the University of Waterloo’s Faculty of Environmental Studies and the Elora Centre for Environmental Excellence and its success is based on community support. Over the years, the organization has been funded by the cities of Kitchener, Waterloo and Cambridge, the Region of Waterloo, Kitchener Wilmot Hydro, Kitchener Utilities and the TD Friends of the Environment Fund. REEP has also received in-kind support in the form of outreach through bill inserts from four electric and natural gas utilities.
The Region of Waterloo provided an initial contribution to REEP of $15,000 in 2000. REEP approached the Region for further funding of $25,000 in each of 2003 and 2004 to match the total funding from the three cities within the Region and to subsidize the cost of evaluations for the citizens of the four townships. Regional Council approved the request and the funding was provided in each of 2003 and 2004. The source of Regional funding for the request has been the operating budget contingency in the “Other Financial” Budget (2000 and 2003) and one-time funding for 2004 as the organization does not fall within the current program for grants to voluntary organizations.
2005/2006 Funding Request
In October of 2003, federal grants to homeowners were introduced and since that time, REEP has experienced increased interest and demand which have required more staff and resources to run the program. REEP is now seeking additional funding as the federal grant program did not include funding for local offices to cover the expenses resulting from the increased demand. REEP is requesting increased contributions from its community partners in order to continue making this program available to the citizens. REEP’s request to the Region includes
Page 1 of 3
November 3, 2004 Report: FIN-04-103 funding as a regular “line item” of the Region’s budget; assistance with outreach to residents through Region events and publications and specific funding of $50,000 per year over the next two years to assist with the increased costs and to continue to assist in subsidizing the costs of evaluations for the citizens of the townships. According to REEP, $50,000 per year leverages federal funding and subsidies to $297,400 per year. In the attachments, REEP notes that it helps the Region meet its own goals of improved air quality and public health; reduction of greenhouse gasses, improvements in existing housing; a strong local economy and increased use of renewable energy.
Options
The request for funding from REEP was received after the 2005 budget issues had been prepared and has not been included as a budget issue for 2005/2006. In addressing this request, Committee has a number of options:
1) Approve funding for 2005 and 2006; 2) Refer the request to the 2005 Budget Process; 3) Address the request in 2005 when Grants to Organizations and other funding requests are reviewed; 4) Take no action on the request.
In approving Option 1, Committee would essentially be granting “pre-budget approval” for this request. Option 1 would also require a funding source (e.g. base budget adjustment or contingency) to be identified. Under Option 2, Committee could refer the issue to the 2005 Budget Process. With this option, an issue paper could be prepared for consideration and prioritization with all of the other 2005 issue papers. Committee would have to give some further consideration to the request for on-going funding as a line item in the budget. On-going funding would require an increase to the operating budget while a funding commitment for 2005/2006 only could likely be accommodated as a one-time issue. With Option 3, the request would be addressed in 2005 when the grants to organizations are discussed. Although this organization does not fall within the current grants program, Committee may want to consider expanding the criteria for the grants program to include environmental organizations such as REEP. Issue #32, included in the 2005 budget issues, requests a $50,000 increase in the budget for grants to voluntary organizations. Option 4, if approved, would result in no funding for REEP for 2005 and 2006. REEP’s request for outreach assistance could be considered separately from the request for funding.
The letter of request is attached as Appendix 1 and REEP’s Report for 2004 is attached as Appendix 2. Information on 2004 program costs, 2004 contributions and participation and the 2005 proposed budget are attached as Appendices 3, 4 and 5.
CORPORATE STRATEGIC PLAN:
One of the objectives of the Corporate Strategic Plan is to improve air quality and protect the environment. Providing funding for the Residential Energy Efficiency Project may assist with that objective.
FINANCIAL IMPLICATIONS:
The Residential Energy Efficiency Project request to the Region includes funding as a regular “line item” of the Region’s budget; assistance with outreach to residents through Region events and publications and specific funding of $50,000 per year over the next two years. Committee’s options include approving the request; referring it to the 2005 budget process; referring it to the 2005 review of grant to organizations or taking no action on the request as outlined above.
Docs 135209 Page 2 of 3
November 3, 2004 Report: FIN-04-103
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
A copy of this report has been circulated to Public Health staff for information.
ATTACHMENTS :
Appendix 1 – REEP’s Letter of Request Appendix 2 – REEP’s Report to the Regional Chair and Council for 2004 Appendix 3 – REEP’s Cost Report for 2004 Appendix 4 – REEP’s Summary of Contributions and Participation for 2004 Appendix 5 – REEP’s Proposed Budget for 2005
PREPARED BY: A. Hinchberger, Director of Financial Services, Treasury and Tax Policy
APPROVED BY: L. Ryan, Chief Financial Officer
Docs 135209 Page 3 of 3 REPORT: CA-HR-04-006 REGION OF WATERLOO
HUMAN RESOURCES DEPARTMENT Employee and Organizational Effectiveness Division
TO: Chair Tom Galloway and Members of the Administration and Finance Committee
SUBJECT: Amendments to Human Resources Policy Manual
MEETING: November 03, 2004
RECOMMENDATION:
That the Regional Municipality of Waterloo approve the following operating principles as Human Resources polic y: · Employment of Relatives (HR I-12) · Volunteer/ Unpaid Placements (HR V-08)
SUMMARY:
NIL
REPORT:
In November of 1994, Regional Council approved the Human Resources Policy Manual. As new policies are developed or existing policies revised, they are presented for approval. The following are the latest policies to be revised:
Employment of Relatives (HR I-12) has been amended to correspond to the Code of Ethics/ Conflict of Interest Policy (HR I-08). Language has been added stipulating that no employee may influence the hiring process where their relative is an applicant for a Regional position. Boundaries for hiring and reporting relationships have also been addressed with regard to the relatives of management and Human Resources staff members. In addition, references regarding the relatives of elected officials have been included to comply with Section 270 (1) of the Municipal Act which states that municipalities “shall adopt… policies with respect to the hiring of relatives of a member of council…”.
Volunteer/ Unpaid Placements (HR V-08) has been revised to provide greater clarity regarding the participation of volunteers. The attached policy addresses such issues as placement, risk management, age, use of Regional equipment, confidential information, and supervision. Also attached are the corresponding Volunteer Agreement/ Release and Waiver forms which were also revised.
CORPORATE STRATEGIC PLAN:
Corporate policies that are up to date, consistent, and aligned with legislation ensure fair and equitable treatment of employees and promote consistency and accountability in delivering human resources services.
FINANCIAL IMPLICATIONS:
Not applicable.
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November 03, 2004 REPORT: CA-HR-04-006
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Consultation regarding the development of these policies has occurred with senior management through the Coordinating Committee process. In addition, Legal Services, Council and Administrative Services, and the Manager, Risk Management were consulted in the preparation of this report.
PREPARED BY: Mark Hertzberger, Policy and Employee Communications Specialist
APPROVED BY: Cheryl Lowe, Assistant CAO, Human Resources
Page 2 of 2
Section No. Policy No. HUMAN RESOURCES I 12 POLICIES
Title: EMPLOYMENT OF RELATIVES
Applies to: Revision Date: All Employees October 2004
Operating Principle: Subject to the restrictions set out in the details of this policy, the relatives of current employees and elected officials of the Region may be considered for employment or advancement provided they: 1. have made application for employment or advancement in accordance with established procedures; 2. have been considered in accordance with established recruitment and selection policies and procedures; 3. possess the necessary qualifications; 4. are considered to be the most suitable candidate; and/ or 5. meet seniority requirements under any applicable collective agreement
Definitions: For the purposes of this policy: · “Applicant” refers to any person applying for a full time, part time, temporary, or student Regional position. This includes both external applicants and current employees. · “Relative” refers to spouse, common-law spouse, same-sex partner, child, step-child, daughter- in-law, son-in-law, parent, parent-in-law, step-parent, sibling, sister-in-law, brother-in-law, and any other member of the household of an employee or elected official. · “Elected Official” refers to any member of Regional Council. · “Spouse” is defined as the person to whom another person is married or with whom the person is living in a conjugal relationship outside the marriage, including a same-sex partner. · “Child” includes natural child, adopted child, step-child, daughter-in-law, and son-in-law. · “Parent” includes natural parent, adoptive parent, step-parent, father-in-law, and mother-in-law. · “Management staff member” is defined as any employee with supervisory responsibilities. · “Direct supervision” includes having the authority to: 1) direct and control the work activities of another employee; 2) influence the type and nature of work assignments and/or working conditions of another employee; 3) complete, review or approve the performance reviews or wage/salary adjustments of another employee; or 4) issue disciplinary action in respect of another employee.
Section No. Policy No. HUMAN RESOURCES I 12 POLICIES
Details: Recruitment and Selection: · All applicants will be required to disclose the names of relatives who are current employees or elected officials of the Region. · No Regional employee will be involved in or attempt to influence any part of the hiring process when their relative is a candidate. · The Region will not consider an applicant for a position which would come under the direct supervision of a current employee or elected official who is the relative of that applicant. · At the discretion of the Assistant CAO, Human Resources, the Region may not consider an applicant for a position which would come under the indirect supervision of a current employee or elected official who is the relative of that applicant. · The Region will not consider an applicant for any position where the applicant is the spouse, child, or parent of an elected official, the CAO, a Department Head, the head of a Division, or a Human Resources employee. · The Region will not consider an applicant for any position where the applicant is the spouse, child, or parent of a Regional management staff member and would be required to work in the same department as that management staff member.
Supervision: · A relative of an employee or elected official shall not be supervised directly or, wherever possible, indirectly by that employee/ official. · All employees are required to immediately report to their Department Head, the head of their Division, or Human Resources: 1) the existence of a direct or indirect supervision/ subordinate relationship with a relative; or 2) the creation of a direct or indirect supervision/ subordinate relationship with a relative. · If such a situation exists, the Department Head will meet with both employees, where applicable, to discuss potential difficulties in the work relationship. Encouragement will be given for the employee(s) to relocate to another shift, location or position at the earliest possible opportunity. · If relocation or other suitable arrangements cannot be implemented, and a difficulty arises in the work area as a result of the relationship, the Region reserves the right, in its sole discretion, to relocate the employee(s).
Exceptions: · Exceptions to the above restrictions may be authorized by the Assistant CAO, Human Resources
Section No. Policy No. HUMAN RESOURCES I 12 POLICIES
where: Ø a relative of an employee or elected official has been clearly demonstrated to have unique and unusual skills necessary for a position and Ø candidates with such skills are not readily available in the labour market.
Collective Agreements: · Where terms of a collective agreement differ from this policy, the terms of the collective agreement will apply.
See Also:
Code of Ethics and Conflict of Interest (I-8) Equal Employment Opportunity (I-7) Selection/Interview Procedure
For further information please contact:
Manager, Employee Services and Systems, Human Resources
Section No. Policy No. HUMAN RESOURCES V 8 POLICIES
Title: VOLUNTEER/UNPAID PLACEMENTS
Applies to: Revision Date: All Employees October 2004
Operating Principle:
The Region recognizes the value of volunteerism to the organization and to the community as a whole. Activities performed in a volunteer capacity are not subject to any terms of employment which apply to employees, including eligibility for compensation or benefits.
Details: · For the purposes of this policy, the term “volunteer” includes any person who voluntarily provides assistance to Regional programs without receiving or expecting to receive any pay, payment, salary, wage, or employee benefit, but does not include a person who has been appointed to an advisory committee of the Region. · Care must be taken that volunteer activities do not remove work from Regional employees or conflict with the terms of any collective agreement. · Supervisors must consult with Labour Relations and Risk Management before creating new volunteer opportunities or revising existing volunteer arrangements. · In the event that volunteers under 15 years of age are being considered, consultation with Risk Management and Health and Safety will occur. · Activities which expose volunteers to significant risk must be avoided wherever possible. Reasonable precautions must be taken to minimize any risk to volunteers. · Volunteers will not be given direct access to confidential or sensitive information. · Those wishing to volunteer with the Region must complete a Volunteer Agreement/ Release and Waiver Form (HR 31) and a Promise of Confidentiality which must be signed and returned to the supervisor before they are permitted to commence any volunteer activities. If the volunteer is under 18 years of age, these forms must be signed by the parent or guardian on the volunteer’s behalf. · If a volunteer is injured while participating in volunteer activities at the Region, a report outlining the details of the accident must be completed and forwarded to the Manager, Risk Management in Finance. A Third Party Liability Form may be used for this purpose if desired. · Supervisors are responsible for ensuring that any volunteers under their supervision are adequately trained and that they are supervised at all times during volunteer activities.
Section No. Policy No. HUMAN RESOURCES V 8 POLICIES
See Also:
Applicable Collective Agreements Children Visiting Regional Work Sites Policy (HR IV-21) Promise of Confidentiality Form Use of Regional Equipment and Vehicles Policy (HR I-27) Adults Visiting Regional Work Sites Policy (HR IV-20) Volunteer Agreement/Release and Waiver Form (HR31)
For Further Information please contact:
Manager, Risk Management, Finance
Manager, Workplace Health and Safety, Human Resources
Manager, Labour Relations, Human Resources
THE REGIONAL MUNICIPALITY OF WATERLOO
VOLUNTEER AGREEMENT/RELEASE AND WAIVER FORM
(for volunteers 18 years of age and over)
ATTENTION: PLEASE READ THE FOLLOWING VERY CAREFULLY AS IT AFFECTS YOUR LEGAL RIGHTS.
I, (print full name), in participating in volunteer activities with the Regional Municipality of Waterloo (“The Region”) through the (title of volunteer program) beginning on (date) and in consideration of the Region allowing me to participate in such activities, fully understand and agree to the following:
1. I will not be participating in volunteer activities in the capacity of a Regional employee or independent contractor.
2. No pay, payment, salary, wage or employee benefits (such as accident/ disability/ medical/ dental or other insurance coverage) whatsoever will be paid to me and I will not be covered by Workplace and Safety Insurance Board coverage.
3. I acknowledge that performing volunteer activities may involve certain elements of risk or the chance of an accident and I hereby release the Region and its elected officials, officers, employees and agents and their respective successors, assigns, heirs, and executors from all claims for loss, damage, or injury, except for that which is caused solely by the negligence of the Region, its employees, or its agents.
4. I will abide by all applicable Regional policies and rules, as may be amended from time to time, and will follow all instructions of the appropriate Regional management staff person in carrying out the volunteer activities.
5. I will not use facilities, equipment and property owned by the Region without the approval of a Regional management staff person.
6. I will not use facilities, equipment and property owned by the Region for personal purposes.
7. I will immediately notify the appropriate Regional supervisor of any incident that involves property damage or personal injury during my volunteer duties.
8. Either the Region or myself may terminate my volunteer activities at any time.
By signing this form: · I acknowledge that I have read and understood the preceding conditions, release, and waiver; and · I agree to the preceding conditions, release, and waiver.
Signed at ______this ______day of ______, 2004
______witness volunteer
NOTE: This form must be completed and signed by the volunteer before being accepted by the Region for volunteer activities. The original is to be retained by the supervisor along with the signed Promise of Confidentiality, with a copy of each to be given to the volunteer.
Start Date: Hours for volunteer:
Name of Volunteer: Address: Home Telephone Number:
Emergency contact information for volunteer:
Placement Department: Placement Location: Nature of Volunteer Activity: Telephone Number:
::ODMA\PCDOCS\DOCS_ADMIN\85684\7
THE REGIONAL MUNICIPALITY OF WATERLOO
VOLUNTEER AGREEMENT/RELEASE AND WAIVER FORM (For volunteers under 18 years of age)
ATTENTION: PLEASE READ THE FOLLOWING VERY CAREFULLY AS IT AFFECTS YOUR LEGAL RIGHTS.
I, (print full name of parent/guardian), have given permission for my child, (name of volunteer), to participate in volunteer activities with the Regional Municipality of Waterloo (“the Region”) through the (title of volunteer program) beginning on (date). In consideration of the Region allowing my child to participate in such activities, I fully understand and agree to the following:
1. My child will not be participating in volunteer activities in the capacity of a Regional employee or independent contractor.
2. No pay, payment, salary, wage or employee benefits (such as accident/ disability/ medical/ dental or other insurance coverage) whatsoever will be paid to my child and my child will not be covered by Workplace and Safety Insurance Board coverage.
3. I hereby release the Region and its elected officials, officers, employees and agents and their respective successors, assigns, heirs, and executors from all claims for loss, damage, or injury, except for that which is caused solely by the negligence of the Region, its employees, or its agents.
4. My child will abide by all applicable Regional policies and rules, as may be amended from time to time, and will follow all instructions of the appropriate Regional management staff person in carrying out the volunteer activities.
5. My child will not use facilities, equipment and property owned by the Region without the approval of a Regional management staff person.
6. My child will not use facilities, equipment and property owned by the Region for personal purposes.
7. I will immediately notify the appropriate Regional supervisor of any incident that involves property damage or personal injury during my child’s volunteer duties.
8. Either the Region or myself may terminate my child’s volunteer activities at any time.
By signing this form: · I acknowledge that I have read and understood the preceding conditions, release, and waiver; and · I agree to the preceding conditions, release, and waiver.
Signed at this ______day of ______, 2004
______witness parent/ guardian of volunteer
NOTE: This form must be completed and signed by the volunteer’s parent or guardian before being accepted by the Region for volunteer activities. The original is to be retained by the supervisor along with the signed Promise of Confidentiality with a copy of each to be given to the volunteer.
Start Date: Hours for volunteer:
Name of Volunteer: Address: Home Telephone Number:
Emergency contact information for volunteer:
Placement Department: Placement Location: Nature of Volunteer Activity: Telephone Number:
::ODMA\PCDOCS\DOCS_ADMIN\85684\8
REGION OF WATERLOO Report: SS-04-071 F-04-104 FINANCE AND SOCIAL SERVICES Financial Services and Employment and Income Support
TO: Chair J. Brewer and Members of the Community Services Committee Chair T. Galloway and Members of the Administration and Finance Committee
DATE: November 2, 2004 FILE CODE: S04-13 November 3, 2004
SUBJECT: INCOME SUPPORT CASELOAD JANUARY TO SEPTEMBER 2004
RECOMMENDATION:
For Information
REPORT:
The Ontario Works (OW) caseload, administered by the Region of Waterloo, decreased 356 cases since January 2004. During the same period, the Ontario Disability Support Program (ODSP) increased by 236 cases. The ODSP is administered by the Province of Ontario through the Ministry of Community and Social Services. The following table provides a current summary:
Caseload Budgeted Caseload YTD YTD Budgeted September 2004 September 2004 Cost per Case Cost per Case * Ontario Works 6,293 6,700 $601.01 $610.62 ODSP 5,889 5,830 $848.00 $818.49 * Annual budgeted cost per case adjusted for Winter Clothing Allowances.
As expected, the Ontario Works caseload increased during the first quarter followed by a decline through the second and third quarters of 2004. Based on caseload trends, it is projected that during the fourth quarter, the OW caseload will continue its decline or stabilize. Staff has noted, however, that the number of applications for assistance has increased over the past year and continues to monitor this trend.
The ODSP caseload has shown a continued increase during 2004. The September 2004 caseload of 5,889 is 59 cases higher than the budgeted caseload for September. As noted in Appendix One, past experience shows that the ODSP caseload generally does not decline in future months. Of greater concern is the variance in the year to date cost per case ($848.00 compared to budgeted $818.49). If the rate of caseload growth and cost per case continues at the pace of the first and second quarters, the 2004 expenditures for the ODSP will likely exceed the overall budget of $11.446 million by $530,000 (4.6% of budget). Any over expenditure in the ODSP budget would be offset by savings in the Ontario Works program, currently projected at $400,000 (net Regional share) resulting in a net year end projected over expenditure of $130,000 (net regional share) or 0.6% of the income support budget. This is a projection. Staff will continue to monitor this program and report to Committee on a regular basis.
Benefits to Social Assistance Recipients
In addition to income support payments, the Region cost shares both a Mandatory and Discretionary Benefits Program for income support recipients. Both programs are cost shared on an 80/20 basis with the Province of Ontario. In some cases the Region will fund items at 100% for low income persons not otherwise eligible for
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November 2/3, 2004 Report: SS-04-071/FIN-04-104 assistance. Based on the year to date expenditures for the Discretionary Benefits program, it is projected that this program could be overspent by $569,000 ($113,800 net Regional contribution) by year end. The projected over expenditure is due to providing assistance in the areas of food, hydro, prescribed drugs and prosthetic appliances as well as supports to displaced persons through the Region’s First Response Protocol at a rate greater than the 2004 budget (total budget for this program is $3.8 million). Staff is reviewing the approval process for these expenditures and is taking other administrative actions to reduce the projected over expenditure by year end.
Billings from the Province for the Ontario Drug Benefit Program (the largest component of the Mandatory Benefits Program) total $2.7 million (net regional share) or 78.8% of the approved 2004 budget.
CORPORATE STRATEGIC PLAN:
These programs and services support the corporate Strategic Plan Focus Area 2 to enhance community health and well-being.
FINANCIAL IMPLICATIONS:
Total expenditures for Ontario Works payments to the end of September were $35.2 million with a net Regional contribution of $7.0 million. Payments to ODSP recipients to the end of September were $44.2 million with a net Regional contribution of $8.8 million. These figures do not include mandatory benefits to recipients or provincial administration charges which are invoiced to the Region.
The ODSP is administered by the Province through the Ministry of Community and Social Services and the Region's share of expenditures is recovered from the Region on a monthly basis.
Expenditures for the Discretionary Benefits Program to the end of September were $3.3 million (net regional share $660,000) or 86% of the approved 2004 budget. Staff is reviewing the expenditure patterns for this program and will revise this projection in future reports.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This is a joint report of Finance and Social Services.
ATTACHMENTS :
Appendix One - Graph of ODSP and Ontario Works caseloads
PREPARED BY: Lee Parent, Manager of Budgets and Financial Services David Dirks, Director of Employment and Income Support
APPROVED BY: Larry Ryan, Chief Financial Officer Mike Schuster, Commissioner of Social Services
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November 2/3, 2004 Report: SS-04-071/FIN-04-104
THE REGION OF WATERLOO APPENDIX ONE
Ontario Works Caseload
7,200
6,950
6,700
6,450
6,200 Jul Apr Jan Oct Jun Feb Mar Aug Sep Nov Dec May
2002 Actual 2003 Actual 2004 Budget 2004 Actual
ODSP Caseload
6,000
5,800
5,600
5,400
5,200 Jul Apr Jan Oct Jun Feb Mar Sep Nov Aug Dec May
2002 Actual 2003 Acutal 2004 Budget 2004 Actual
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