MEDIA RELEASE: IMMEDIATE

REGIONAL MUNICIPALITY OF WATERLOO CONSOLIDATED COUNCIL AGENDA

Wednesday, July 10, 2002 Closed Session - 6:30 p.m. WATERLOO COUNTRY ROOM Regular Meeting - 7:00 p.m. REGIONAL COUNCIL CHAMBER 150 Frederick Street, Kitchener, ON

* Denotes Items not part of the 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) Martin De Groot, Chair, Waterloo Regional Arts Foundation Advisory Committee

b) Peter Ringrose, Chair, Community Safety & Crime Prevention Council 7. PETITIONS 8. DELEGATIONS

* a) Peter Land, 99 Rosslinn Road re: P-02-085: Route 57 Blair Road . Refer to Item 13 b)

* b) David May, 71 Rosslinn Road re: P-02-085: Route 57 Blair Road . Refer to Item 13 b)

* c) Mary Bales, Chair and Jaime Martin, Vice Chair - Heartwood Place re: Affordable Housing Strategy Agreement. Refer to Item 1 of AF-020702/S - 2 -

9. MINUTES OF PREVIOUS MEETINGS

a) Committee of the Whole Public - June 26, 2002

b) Council - June 26, 2002

c) Planning & Works - July 2, 2002

d) Community Services - July 2, 2002

e) Administration & Finance - July 3, 2002

f) Library Committee - July 3, 2002 - 3 -

10. COMMUNICATIONS

a) AMO re: One Long Journey and One Very Short Journey For Two Pieces of Legislation Affecting Municipal Govern Are Over. Attached for information. (P1)

b) Stephen & Sylvia Scott re: Acceptance of Donation of Ambulance. Attached for information. (P2)

c) United Counties of Leeds and Grenville re: Social Services Funding. Attached for information. (P3)

d) City of Kitchener resolution re: Re-affirmation of Terms of Reference of the Municipal Pesticides Working Group. Attached for information. (P4)

e) City of Waterloo resolution re: Water Distribution Systems maintained by the three local urban municipalities. Attached for information. (P5 - P7)

f) City of Kitchener resolution re: Penelope Drive/Ira Needles Boulevard and creation of Additional Access to Ira Needles Boulevard. Attached for information. (P8)

g) AMO re: Nutrient Management Act Passes, Provincial Water Strategy to Implement Walkerton Report Still Unclear. Attached for information. (P9 & P10)

h) Letter from Mayor Carl Zehr, re: Fire at 73 Church St., Kitchener, dated June 7, 2002. Attached for information. (P11)

i) Letter from Superintendent R. Westbrook, re: Response by Grand River Transit to 80 Mooregate Cr., Kitchener, dated June 10, 2002. Attached for information (P12)

j) Letter from Mr. Grant Nixon, re: Customer Service, dated June 17, 2002. Attached for information. (P13)

k) Gerry Martiniuk, MPP re: Waterloo Region - Justice of the Peace. Attached for information. (P14)

l) Wayne Wettlaufer, MPP re: Shortages of JPs in Waterloo Region. Attached for information. (P15)

m) The Food Bank of Waterloo Region re: Approval of a 2002 Grant. Attached for information. P16)

n) Cambridge Self Help Food Bank re: Support and proceeds from Compost and Wood Chip give away at Cambridge Landfill Site. Attached for information. (P17)

* o) Ted Arnott, MPP re: recommendations to the Romanow Commission. Attached for information. (P18 & P19) - 4 -

* q) AMO re: Bill 30 and the 10-in-10 Guideline: Important Updates on Two Key Fire Services Issues. Attached for information. (P21 & P22)

* r) Norm Sterling, Minister of Transportation re: Red Light Camera Pilot Projects Extension Act, 2002. Attached for information. (P23)

st * s) City of Waterloo resolution re: "Waterloo Regin the 21 Century - Planning our Future". Attached for information. (P24 & P25)

* t) Karen Redman, MP re: Affordable Housing Program Agreement. Attached for information. (P26 - P32) 11. MOTION TO GO INTO COMMITTEE OF THE WHOLE TO CONSIDER REPORTS 12. REPORTS - 5 -

Finance Reports

a) F-02-082: T2002-036 Weber Street Reconstruction Union Boulevard to Erb Street, City of Waterloo

b) F-02-083: T2002-006 Bridgeport Road Reconstruction Margaret Avenue to Weber Street and From Laurel Creek Bridge to King Street, City of Waterloo

c) F-02-084: T2002-024 Ainslie Street/Water Street Reversion to 2-Way Street, City of Cambridge

d) F-02-085: T2002-017 Arthur Street (Regional Road 21) Improvements Listowel Road to Southfield Drive, Elmira

e) F-02-086: T2002-030 Erb's Road Improvements and Access Roadway into Emergency Services Training and Research Complex, Township of Wilmot

f) F-02-087: T2002- 013 Lloyd Brown Water Supply System Upgrade, Township of North Dumfries/City of Cambridge

g) F-02-088: T2002-035 Groundwater Disinfection Upgrade-City of Cambridge and Township of Wilmot

h) F-02-089: T2002-002 Regional Road 4 (Ottawa Street) Widening Williamsburg Road to International Place, City of Kitchener

i) F-02-090: Pre-Qualification of General Contractors and Mechanical and Electrical Sub- Contractors for the Waterloo Regional Airport Terminal Building Redevelopment

j) F-02-091: T2002-130 Hydraulic Hoist Installation at 100 Maple Grove Road - 6 -

Committee Reports

* a) Planning & Works (Plus time sensitive item from Water Efficiency) - REVISED Recommendation # 13 Revised to read as follows: THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the extension of Ainslie Street, in the City of Cambridge as outlined in Report CR-RS-02-034, dated July 2, 2002:

a) Complete an Application to the Council of the Regional Municipality of Waterloo for approval to expropriate land which is required for the construction of the extension of Ainslie Street, and described as:

Parts 3, 4, 9, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26, 30, 31, 32, 33, 36, 37, 38, 39, 40, 41, 43, 44, 51 and 52, Reference Plan 58R-13587 and Part of Lots 13 and 14, Plan D-11, City of Cambridge, as shown in Instrument #696607

b) Give notices of the above application required by the Expropriations Act.

c) Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to Regional Council for information.

d) Do all things necessary and proper to be done, and report thereon to Regional Council in due course.

b) Administration & Finance (Financial Statements attached ) - REVISED * Recommendations #s 4 & 5 Revised to read as follows: THAT the Regional Municipality of Waterloo assume no financial liability for any area municipal projects receiving Superbuild Millennium funding through the Regional allocation. (Refer to CC-02-005)

THAT the Regional Municipality of Waterloo limit tax increases for 2002 for commercial, industrial and multi-residential properties as required under Bill 140, the Continued Protection for Property Taxpayers Act, 2000 by limiting tax decreases for properties in the same class.

And that the Area Municipalities be notified accordingly. (Refer to F-02-080)

c) Library Chief Administrative Officer Regional Chair

a) RC-02-003: Waterloo Regional Arts Foundation

b) RC-02-004: Economic Development and Promotion Committee - 7 -

Regional Clerk

13. OTHER MATTERS UNDER COMMITTEE OF THE WHOLE

* a) P-02-079: Regional Growth Management Strategy - Work Progress Update (Entire Report under separate cover)

* b) P-02-085: Route 57 Blair Road - REVISED

c) CR-IS-01-001: Client Service Strategy Status Report 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 Amend By-law 02-032, as amended, being the Region's Traffic and Parking By-law to reflect the extension of the existing 50 km/h speed limit on Regional Road #4 (Ottawa Street) from Grove Drive to the International Place/Wilderness Drive, the reduction of the posted speed limit from 70 km/h to 60 km/h on Regional Road #4 (Ottawa Street) from International Place/Wilderness Drive to Regional Road #70 (Trussler Road); and "No Stopping Anytime" prohibition on both sides of Regional Road #4 (Ottawa Street) from Regional Road #58 (Fischer-Hallman Road) to 65 metres west of International Place/Wilderness Drive.

b) A By-law to Amend By-law 58-87, as amended, being the Region's Controlled Access By-law for for an emergency access on the east side of Regional Road #58 (Fischer- Hallman Road) approximately 325 metres north of Regional Road #9 (Erb Street) in the City of Waterloo

c) A By-law to Amend By-law Number 00-056, as amended, being a by-law to Appoint Persons to Enforce By-laws of the Municipality and to Repeal By-law Number 01-081

d) A By-law to Limit Taxes for Certain Property Classes for 2002

e) A By-law to Appoint a Regional Clerk

f) A By-law to Confirm the Actions of Council - 8 -

22. ADJOURN COMMITTEE OF THE WHOLE MINUTES June 26, 2002

The following are the minutes of the Committee of the Whole public meeting on Regional Development Charges held at 6:30 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario.

Present: Chair: T. Galloway, K. Seiling, D. Bergman, J. Brewer, D. Craig*, J. Haalboom, F. Kent, W. Roth, S. Strickland, J. Wideman, L. Woolstencroft, and C. Zehr.

Regrets: J. Martens, J. Mitchell, J. Smola, B. Strauss.

AUTHORITY TO HOLD PUBLIC METING - REGIONAL CLERK

Regional Clerk Evelyn Orth announced that the meeting was being held in accordance section 12 of the Development Charges Act. The meeting had been advertised in accordance with the legislation.

F-02-078: REGIONAL DEVELOPMENT CHARGES - REVIEW OF DOWNTOWN EXEMPTIONS

Ron Bronson, Director Financial and Development Services presented his report. He noted the Regional Municipality of Waterloo had instituted downtown exemptions in 1999. The exemptions were limited until July 31, 2002. R. Bronson presented information showing the increase in core and non-core development over the past 3 years. The value of the downtown exemptions amounted to approximately $1.4 million in total approximately $470,000/year. The approximate value of the downtown development that has occurred in $50 million. The annual Regional property tax revenue is $450,000. R. Bronson recommended the continuation of the development charge exemption since it supports the area municipal initiatives and development in downtown areas has increased since 1999. Staff is recommending that the exemption be extended for the life of the current Regional development charge by-law, July 31, 2004.

* D. Craig entered the meeting at approximately 6:55 p.m.

DELEGATIONS

No delegations were presented. Committee of the Whole - 2 - 02/06/26

Correspondence was received from the City of Kitchener supporting the recommendation contained in the staff report.

ADJOURN

The meeting adjourned at 7:00 p.m.

REGIONAL CHAIR, K. Seiling

REGIONAL CLERK, E. L. Orth REGIONAL COUNCIL MINUTES June 26, 2002

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

Regrets: J. Mitchell, J. Smola, B. Strauss

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

PRESENTATIONS a) GRT “Roadeo” Winners - Don Snow, Director, Transit Services

Don Snow, Director of Transit Services presented the winners of the Grand River Transit Roadeo. The winners are Lorne Smith - 4th place, Greg Pylik - 3rd place, Bill Wirtz - 2nd place and Nirmal Mattu - 1st Place. D. Snow thanked members of Council for their support of the Roadeo activities.

DELEGATIONS a) Mrs. Ruth Heiman, Secretary, WNCC #37 re: Multi-Residential Garbage and Recycling Collection Policy and Service Level issues.

R. Heiman thanked Planning and Works Committee for restoring the multi-residential garbage and recycling rebates. She advised Council that garbage pickup at her condominium was not practical. She would have preferred option 4 as outlined in the staff report but option 3 was a reasonable compromise. She asked that Council consider how the rebate will be distributed. She believed the rebate should be returned directly to the individual property tax payer, and in her case this would be the individual condominium owners. b) Mr. Steve Vogel, re: Multi-Residential Garbage and Recycling Collection Policy and Service Level issues. Council - 2 - 02/06/26

S. Vogel questioned if there had been any savings when the Region took over the garbage collection. Council noted there had been a savings of $650,000.00 in the contract. S. Vogel did not believe he should be charged for garbage collection when he is prohibited from using the service. He asked for a full refund.

S. Vogel noted that Trillium Air was closing. He questioned why the Region would be spending $3,000,000.00 for terminal improvements if there was not going to be any passenger service.

MINUTES OF PREVIOUS MEETINGS

MOVED by D. Bergman SECONDED by S. Strickland

THAT the following Minutes be approved: a) Council - June 12, 2002 b) Planning & Works - Public Meeting - June 18, 2002 c) Planning & Works - Committee Meeting - June 18, 2002 d) Planning & Works - Special Meeting - June 18, 2002 e) Community Services - June 18, 2002

CARRIED

COMMUNICATIONS a) Mr. Gary Foran, Chair, Board of Directors, Self Help Cambridge Food Bank re: Regional Council support of Composters and Compost Days was received for information b) Mr. Fred Lehmann, Public Relations Officer, The Food Bank of Waterloo Region re: Regional Council support of Composters and Compost Days was received for information. c) Ms. Anne Lavender, Executive Director, Leadership Waterloo Region re: Regional Council's support was received for information. d) Mr. Michel Décary, Director Corporate Relations & Communications re: Council correspondence to the Right Honourable Jean Chrétien regarding funding for social housing was received for information. e) City of Kitchener resolution requesting that Regional Council discontinue the area rating for transit service and tax as a region-wide transit service was received for information. f) City of Cambridge recommendation regarding Water Distribution Systems was received for information. g) Mr. Ken Freeman, General Director, Kitchener-Waterloo Opera re: appreciation for the Region's grant was received for information. Council - 3 - 02/06/26

h) Ms. Pat Wagner, Friends of the Governor’s House and Gaol re: The reopening of the Waterloo County Gaol and Governor’s House was received for information. i) Mr. Fabian Bandoni, 237 King Street W., Cambridge re: Multi-Residential Garbage Collection and Service Level Policy was received for information. j) Ms. Nancy Brawley, Acting Executive Director, Citizens Concerned with Crime against Children & Youth re: appreciation for donation received was received for information. k) Ms. Amber Panchen, Executive Director & Ms. Carolyn Dysart, Festival Chair, Waterloo County & Area Quilt Festival re: Support for the 7 th Annual Waterloo County & Area Quilt Festival was received for information. l) City of Kitchener resolution re: development of a detailed Road Salt Management Plan was received for information. m) Ms. Karen Redman, MP, Kitchener Centre re: congratulations to Region of Waterloo for their commitment in addressing the Canadian Environmental Protection Act (CEPA) was received for information. n) Mr. Ted Arnott, M.P.P., Waterloo-Wellington re: shortage of Justices of the Peace in Waterloo Region was received for information.

MOVED by L. Woolstencroft SECONDED by J. Brewer

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

CARRIED

FINANCE REPORTS a) T2002-011 Regional Road 17 Construction Breslau Bypass, Township of Woolwich

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the tender of Capital Paving Inc., for Regional Road 17 Construction Breslau Bypass, Township of Woolwich at a price of $1,336,613.26 including all applicable taxes, subject to approval from the Grand River Conservation Authority (GRCA).

CARRIED Council - 4 - 02/06/26 b) T2002-025 Intersection Improvements and Resurfacing, City of Kitchener, City of Waterloo and City of Cambridge

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the tender of Warren Bitulithic Limited for Intersection Improvements and Resurfacing, City of Kitchener, City of Waterloo and City of Cambridge at a price of $546,877.65 including all applicable taxes

CARRIED

(Refer F-02-069) c) T2002-010 Kirkland Creek Bridge Replacement Regional Road 5 (Manser Road) Township of Wellesley

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the tender of Subterra Inc., for Kirkland Creek Bridge Replacement Regional Road 5 (Manser Road) Township of Wellesley at a price of $149,246.85 including all applicable taxes

CARRIED

(Refer F-02-070) d) T2002-128 Waterloo Landfill Site Drilling Services, City of Kitchener/Waterloo

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the tender of Boart Longyear Inc., for the Waterloo Landfill Site Drilling Services, City of Kitchener/Waterloo at a price of $156,615.90 including all applicable taxes.

CARRIED

(Refer F-02-071) e) T2002-120 Cambridge Landfill Site Drilling Services, City of Cambridge

MOVED by J. Wideman SECONDED by S. Strickland Council - 5 - 02/06/26

THAT the Regional Municipality of Waterloo accept the tender of Boart Longyear Inc., for the Cambridge Landfill Site Drilling Services, City of Cambridge at a price of $87,210.35 including all applicable taxes

CARRIED

(Refer F-02-072) f) T2002-124 Bathroom Modifications, 210 Fourth Avenue, City of Kitchener

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the tender of Joe Pace & Son Contracting Ltd., for Bathroom Modifications, 210 Fourth Avenue, City of Kitchener at a total price of $122,485.04 including all applicable taxes

CARRIED

(Refer F-02-073) g) T2002-125 Deck Waterproofing, 60 Paulander Drive, City of Kitchener

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the tender of Alto Restoration-Renovations Ltd., for Deck Waterproofing 60 Paulander Drive, City of Kitchener at a total cost of $375,249.00 including all applicable taxes

CARRIED

(Refer F-02-074) h) T2002-127 Masonry Repairs at the Community Health and Social Services Building, 99 Regina Street, Waterloo

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the tender of Belair Contracting Inc. for Masonry Repairs at the Community Health and Social Services Building, 99 Regina Street, Waterloo, at a total price of $141,624.13 including all applicable taxes.

CARRIED Council - 6 - 02/06/26

(Refer F-02-075) i) P2002-12 the Supply of Sequencing Batch Reactor Equipment for Conestogo Wastewater Treatment Plant

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the proposal of Sanitaire - Division of ITT Industries Inc. for the Supply of Sequencing Batch Reactor Equipment for Conestoga Wastewater Treatment Plant at a price of $294,730.00 including all applicable taxes

CARRIED

(Refer F-02-076) j) T2002-026 the Supply of Continuous Backwash Sand Filters for Conestogo Wastewater Treatment Plant

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the tender of Paul & Douglas Automatic Sprinklers Ltd. for the Supply of Continuous Backwash Sand Filters for Conestoga Wastewater Treatment Plant at a total cost of $97,050.00 including all applicable taxes.

CARRIED

(Refer F-02-077) k) P2002-11 Oracle Server Upgrade

MOVED by J. Wideman SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the proposal of Telus National Systems for the Oracle Server Upgrade, at a total cost of $161,110.40 including all applicable taxes.

CARRIED

(Refer F-02-079)

COMMITTEE REPORTS

Planning & Works Committee Council - 7 - 02/06/26

* J. Martens entered the meeting at approximately 7:30 p.m.

The Summary of Recommendations of the Planning and Works Committee was presented by F. Kent, Chair of the Committee. Council agreed to deal with item 2 on the People’s Car Co- operative separately.

Council debated the pros and cons of establishing a line of credit for the People’s Car Cooperative. Councillors opposed to the recommendation were concerned about the following; the need to establish a broader policy on community loans, whether or not this was setting a precedent, financial risk, availability of funds from traditional lending sources, and clear departure from existing practice. Those in favour of the recommendation noted the funding partnership including the Cities of Waterloo and Kitchener. They also noted the mandate of the People’s Car Cooperative meets; the Regional goals for transportation demand management, the risk is minimal and there are assets available, the funds will be paid back and the Cooperative has put forward an excellent business plan. Councillors S. Strickland and J. Wideman agreed to prepare an additional motion requesting that staff pursue a community loan program. This motion will appear on a subsequent agenda. Council asked for a recorded vote.

MOVED by F. Kent SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo support car sharing in the Region by providing a $30,000 line-of-credit to The People's Car Co-operative at a 6% rate of interest, to be repaid in full by April 30, 2009 and funded from the 2001 unallocated surplus;

That the funding partners of the line of credit attempt to obtain a second security interest in all vehicles purchased by the Co-op;

And that the Region continue to delegate a staff person to represent the Region on the Car Sharing Coordinating Committee to oversee the implementation of the Co-op's business plan

CARRIED

Yeas: D. Craig, T. Galloway, J. Haalboom, F. Kent, K. Seiling, S. Strickland, J. Wideman, L. Woolstencroft, C. Zehr.

Nays: D. Bergman, J. Brewer, J. Martens, W. Roth,

(Refer Item 2 of PW-020618/S)

F. Kent also asked that the warranted traffic signals at Christopher and Myers be added as soon as funds become available. Councillors were also concerned about the lack of signals at Fischer- Hallman and Laurelwood. They asked that staff report back to the Planning and Works Committee on whether signals were now warranted at this intersection. Council - 8 - 02/06/26

MOVED by F. Kent SECONDED by D. Bergman

THAT the Regional Municipality of Waterloo request the M.T.O. to revise the Townline Road bridge and interchange design at Highway #401 by widening it 1.5 metres, such that a designated bike lane is provided, in both directions on Townline Road (Regional Road #33), as outlined in P-02-072/E-02-080, dated June 18, 2002;

And that $250,000 in additional funding be provided for this project in the Roads Capital Program in 2005.

THAT the Regional Municipality of Waterloo: a) Confirm the existing policy of limiting multi-residential garbage collection services to dwellings consisting of six or less units;

b) Approve in principle the following option to address the issue of garbage collection service and rebates to multi-residential dwellings with more than six units, and that any option involving budget implications be referred to the 2003 budget process:

Provide garbage collection service to condominium and rental townhouses with a target date for implementation of September 30, 2003 where interior road networks allow large trucks to pass freely; and rebates to all other condominium and rental apartment building and townhouse owners not receiving service.

Approximately 4,800 units would receive service and a further 38,200 units would receive an annual rebate of $25. The estimated annual cost of this option is $1.29 million.

c) Direct staff to report back to the Planning and Works Committee with a plan to address garbage collection inconsistencies at large apartment buildings and townhouse complexes.

THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with the joint venture team of Hydromantis Inc. and Acres & Associated Environmental Limited to provide engineering services to prepare the Preliminary Design, Final Design, and Construction Administration for the Greenbrook Water Treatment Plant Filter Replacement Project at an upset fee limit of $122,266, plus applicable taxes, to be funded from the existing project budget in the 2002 Water Capital Budget as outlined in Report E-02-051 dated June 18, 2002.

THAT the Regional Municipality of Waterloo award Contract 2002-012 for the supply of ultraviolet disinfection equipment for the Mannheim Water Treatment Plant to Calgon Carbon Corporation in the amount of $528,034.30 inclusive of applicable taxes, to be funded from the existing project budget of the 2002 Water Capital Budget as outlined in Report E-02-069, dated June 18, 2002.

THAT the Regional Municipality of Waterloo approve the following with regards to the Red-Light Camera Pilot Project as outlined in Report E-02-076, dated June 18, 2002; Council - 9 - 02/06/26 a) the extension of the red-light camera pilot project from November 2002 to November 2003, at a cost of $136,000, contingent upon the Province of Ontario extending the legislation for the use of red-light camera systems; b) staff be authorized to negotiate the cost of operation and maintenance of red-light camera systems for a fourth year (November 2003 to November 2004) with Affiliated Computer Systems (formerly Lockheed Martin IMS Canada Inc.), for future consideration by Regional Council; c) approval be granted to extend by 1 year the operational agreement with the Ministry of Transportation, Ontario which clarifies the responsibilities of both parties under the continued program thereby permitting the Region to obtain motor vehicle registration information necessary to lay charges under this program; d) approval be granted to extend by 1 year the agreement with the City of Toronto for the centralized municipal processing centre; and e) the appropriate Regional Officials be authorized and directed to take the necessary action to give effect thereto.

THAT the Regional Municipality of Waterloo approve the award of the tender for three railway passenger cars to the Southern Ontario Locomotive Restoration Society (Roy Broadbear) with a tender bid of $10,000.00 as outlined in Report E-02-078, dated June 18, 2002.

THAT the Regional Municipality of Waterloo approve the revised 2002 Regional Roads and Traffic Capital Program summarized in Appendix A of E-02-079 dated June 18, 2002 which supersedes the program adopted by Regional Council during the 2002 budget process and,

THAT the installation of warranted traffic signals at Christopher and Myers Road be accomplished as soon as funds become available through tender, quotation or proposal savings.

THAT the Regional Municipality of Waterloo enter into an engineering agreement with Acres & Associated Environmental Limited of Toronto to provide engineering services to complete the design of the Conestogo Communal Wastewater Treatment Plant and to provide services during construction to an upset limit of $254,041 plus applicable taxes.

THAT the Regional Municipality of Waterloo adopt the Guideline for the Preparation of Environmental Impact Statements in the Regional Municipality of Waterloo attached to Report P-02-037.2, dated June 18, 2002 as an Implementation Guideline pursuant to Section 12.2.2 of the Regional Official Policies Plan.

THAT the Regional Municipality of Waterloo approve P-02-071, Monthly Report of Development Applications for May 2002, dated June 18, 2002.

CARRIED Council - 10 - 02/06/26

(Refer Items 1, 3, 4, 5, 6, 7, 8 as amended 9 to 11 incl. of PW-020618/S) Community Services

The Summary of Recommendations of the Community Services Committee was presented by S. Strickland, Chair of the Committee. Councillors agreed to amend the Elizabeth Fry Society motion and the allocation of the Early Years Challenge Funds. T. Galloway expressed his concern on item 1 - One time payment to Elizabeth Fry Society. He was concerned that Councillors should not continue to deplete the surplus without a comprehensive review of the whole situation.

MOVED by S. Strickland SECONDED by J. Brewer

THAT the Regional Municipality of Waterloo approve a one-time payment in the amount of $20,000 to the Elizabeth Fry Society on behalf of the Sex Trade Worker Committee for the purpose of hiring a coordinator who will develop a comprehensive proposal that ultimately addresses the recommendations of "Between a Rock and a Hard Place", to be funded from the unallocated portion of the 2001 Regional surplus, and

THAT any future grant request be forwarded through the regular grants process.

THAT the Regional Municipality of Waterloo request the Minister of Community, Family and Children’s Services to allocate $1,173,088, the unallocated portion of the potential $2,090,439 Early Years Challenge Funds for Waterloo Region in the 2002/03, 2003/04 and 2004/05 fiscal years, for projects for children and families in Waterloo Region and,

THAT it be suggested that this could be achieved through the reconsideration of proposals recommended by the Waterloo Region Early Years Steering Committee and/or the implementation of further calls for proposals to the Early Years Challenge Fund.

THAT the Regional Municipality of Waterloo adopt the Smoking By-law enforcement strategy as set out in Report #CR–02-031/CH-02-052 , dated June 18, 2002.

THAT the Regional Municipality of Waterloo direct staff to hold a Public Information Centre on June 20, 2002 from 4:00 to 7:30 p.m. at the Coronation Public School, 757 Concession Street, Cambridge, Ontario.

CARRIED

(Refer Items 1 and 2 as amended, 3 and 4 incl. of CS-020618/S)

REGIONAL CLERK

POA Court Administration - Justice of the Peace Shortages Council - 11 - 02/06/26

MOVED by C. Zehr SECONDED by W. Roth

THAT the Regional Municipality of Waterloo reaffirm that there is an urgent need for Justices of the Peace to adequately service its Provincial Offences Court and repeat its request to the Ministry of the Attorney General to act immediately by appointing Justices of the Peace to meet this need.

CARRIED

(Refer CR-CA-POA-02-001)

OTHER MATTERS UNDER COMMITTEE OF THE WHOLE

F-02-078: Regional Development Charges - Review of Downtown Exemptions

MOVED by T. Galloway SECONDED by L. Woolstencroft

THAT the Regional Municipality of Waterloo approve the Development Charge Background Study dated June 12, 2002 pertaining to the extension of the downtown exemption to July 31, 2004;

And further that the Regional Municipality of Waterloo amend Regional Development Charge By- law 99-038 to extend the period for the designated downtown core exemptions set out therein for the life of the current By-law, to July 31, 2004;

And further that the Regional Municipality of Waterloo has determined that no further public meeting is required in respect of the aforesaid proposed Regional Development Charges By-law amendment.

CARRIED

(Refer F-02-078)

MOVED by W. Roth SECONDED by J. Wideman

THAT Committee of the Whole rise and Council resume.

CARRIED

MOVED by J. Haalboom SECONDED by D. Bergman

THAT Council adopt the proceedings of the Committee of the Whole. Council - 12 - 02/06/26

CARRIED

OTHER BUSINESS

a) Heritage Minister Sheila Copps announcement at FCM re: Arts and Culture Centre Awards

J. Brewer announced she had received the material from the Federation of Canadian Municipalities b) Gaol and Governor's House

K. Seiling announced the successful opening of the Goal and Governor’s House. Councillors thanked K. Seiling for his dedication to the project. c) Retirement of Evelyn Orth - Regional Clerk

Council thank Evelyn Orth for her dedicated service over her 291/2 years at the Region.

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

MOVED by D. Bergman SECONDED by S. Strickland

THAT a By-law to Amend By-law No. 99-038 regarding Development Charges - Downtown Core Area Exemptions be read a first, second and third time, finally passed and numbered 02-040, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

THAT a By-law to Confirm the Actions of Council be read a first, second and third time, finally passed and numbered 02-041, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

CARRIED

ADJOURN

MOVED by F. Kent SECONDED by D. Bergman

THAT the meeting adjourn.

CARRIED

REGIONAL CHAIR, K. Seiling Council - 13 - 02/06/26

REGIONAL CLERK, E. L. Orth REGIONAL MUNICIPALITY OF WATERLOO

PLANNING AND WORKS COMMITTEE MINUTES

The following are the minutes of the Regular Committee meeting held on July 2, 2002 at 9:00 a.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario.

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

Regrets: J. Martens

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

None declared.

2. DELEGATIONS a) Marty Smith, 48 Penelope Drive, Kitchener appeared before committee to reiterate the importance of providing the Waldau Woods Townhouse Complex with direct access to Ira Needles Boulevard. M. Smith requested consideration for prohibiting left turns from Penelope Drive onto Ira Needles during peak traffic periods.

3. REPORTS - PLANNING, HOUSING AND COMMUNITY SERVICES

TRANSPORTATION PLANNING DIVISION a) P-02-075.1 Ira Needles Boulevard, Erbsville Road to Trussler Road, Cities of Kitchener and Waterloo, Environmental Review

Dave Durant, Senior Transportation Engineer gave a brief overview of the report including the project background, the proposed construction schedule and the main issues raised at the public meetings held in June. D. Durant explained the main issues brought forward concerned the opening of Penelope Drive and the safety of pedestrians crossing Ira Needles Boulevard at this location, a continuous lane on Trussler Road between Highway 7/8 ramp and Yellow Birch Drive, closure of Yellow Birch Drive, additional access into the Waldau Woods Townhouse complex, noise mitigation for other existing residences along the route and the posted speed.

D. Durant outlined the Project Team's responses to the issues including a proposed right-turn only access to Ira Needles Boulevard from the townhouse complex and a sidewalk installed on the west side of Ira Needles Boulevard between Penelope Drive and Highview Drive.

In response to a question from T. Galloway regarding noise attenuation, D. Durant explained a noise analysis indicated two existing residences will require noise attenuation in the form of a concrete P & W - 2 - 02/07/02 noise wall. Proposals for new residential subdivisions will be required to undertake noise analysis and provide noise attenuation in accordance with the Region's guidelines for noise policies.

MOVED by T. Galloway SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo endorse the design concept for Ira Needles Boulevard as outlined in P-02-075.1, dated July 2, 2002.

CARRIED

*L. Woolstencroft joined the meeting at 9:15 a.m.

COMMUNITY PLANNING DIVISION b) P-02-073 Response to Draft 3.1 of the Grand River Conservation Authority Wetlands Policy Discussion Paper

Kevin Eby, Director Community Planning gave a brief overview of the report and responded to questions.

MOVED by J. Wideman SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo forward Report P-02-073, dated July 2, 2002 to the Grand River Conservation Authority as its comment on Draft 3.1 of the Grand River Conservation Authority Wetlands Policy Discussion Paper.

CARRIED

(2 opposed - L. Woolstencroft and J. Haalboom) c) P-02-077 Regional Official Policies Plan Amendment, Request for Public Meeting, to Amend Policies Related to the Regional Power Centre Designation, in the City of Cambridge

MOVED by B. Strauss SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo authorize the holding of a public meeting under Section 17(15) of the Planning Act, R.S.O. 1990, Chapter P.13, as amended related to an application to amend the policies in the Regional Official Policies Plan dealing with the Regional Power Centre designation located at Hespeler and Pinebush Roads in the City of Cambridge, as detailed in P-02-077, dated July 2, 2002. P & W - 3 - 02/07/02

CARRIED d) P-02-078 Rural Mixed Use/Agricultural Cluster - Appeal of Township of Wellesley Official Plan Amendments No. 22 and No. 23 and Other Related Matters

Kevin Eby gave a brief overview of the report and explained staff is requesting authorization to attend the Ontario Municipal Board hearing as a party to provide evidence to support the Notice of Decision relating to the subject applications.

In response to a question from J. Wideman, K. Eby explained staff preparation time should be minimal for the three-day hearing scheduled to begin August 19, 2002.

MOVED by B. Strauss SECONDED by J. Haalboom

THAT the Regional Municipality of Waterloo authorize staff to request party status at the upcoming Ontario Municipal Board hearing concerning the implementation policies for Rural Mixed Use/ Agricultural Clusters in the Township of Wellesley Official Plan and the proposal for a Rural Mixed Use/ Agricultural Cluster on Powell Road in the Township of Wellesley to provide evidence as required to support the applicable Regional Official Policies Plan policies and to support the Notice of Decision issued by Regional staff relating to the subject applications in the Region’s role as the approval authority under the Planning Act as outlined in Report P-02-078, dated July 2, 2002.

CARRIED

COMMUNITY SERVICES DIVISION e) P-02-083 Criteria for Identification of Sites of Regional Heritage Significance

Lucille Bish, Director Community Services appeared before committee and responded to questions. L. Bish explained a site of Regional Heritage Significance may be a building, structure, monument, bridge, river, waterway, street, park, garden, open space, district, cemetery, cultural landscape, or archaeological site. The Heritage Planning Advisory Committee has developed, refined and tested a set of criteria which are intended to be broad enough to capture the qualities not only of heritage buildings, but of other structures and areas.

In response to a question from J. Wideman, L. Bish explained a set of guidelines has also been developed which provides further detail for each of the criteria, along with examples and reference sources. The guidelines will enable knowledgeable researchers to maintain consistency in documenting information on proposed sites.

MOVED by J. Haalboom SECONDED by L. Woolstencroft

THAT the Regional Municipality of Waterloo approve the criteria in Report P-02-083, dated July 2, 2002 as the basis for the development of further policies or guidelines regarding the identification P & W - 4 - 02/07/02 of Sites of Regional Heritage Significance.

CARRIED

TRANSPORTATION PLANNING DIVISION f) P-02-081 Amendment to Regional Municipality of Waterloo Controlled Access By- Law #58-87 for an Emergency Access to Regional Road #58 (Fischer- Hallman Road), in the City of Waterloo

MOVED by B. Strauss SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo approve an amendment to Controlled Access By-law #58-87 for an emergency access on the east side of Regional Road #58 (Fischer-Hallman Road) approximately 325 metres north of Regional Road #9 (Erb Street) in the City of Waterloo, as outlined in P-02-081, dated July 2, 2002.

CARRIED

INTERDEPARTMENTAL REPORTS g) E-02-062/P-02-076 2002 Water and Wastewater Monitoring Report

T. Schmidt, Director, Water Services appeared before committee and responded to questions. T. Schmidt explained the main issue is the water supply and wastewater treatment plant capacity in Ayr. Until the capacity upgrades are completed in 2007, there are various on-going actions that could increase effective capacity of the system. These actions include an enhanced water efficiency program and an odd-even day lawn watering by-law.

In response to an inquiry from T. Galloway, T. Schmidt provided an update on the Toilet Replacement Program in Ayr.

**D. Bergman joined the meeting at 9:55 a.m.

Committee members requested, in the future, a summary report be provided as part of the agenda and the complete Water and Wastewater Monitoring Report be made available to anyone wishing the document in its entirety.

MOVED by D. Bergman SECONDED by L. Woolstencroft

THAT the Regional Municipality of Waterloo accept the report entitled 2002 Water and Wastewater Monitoring Report summarized in Report P-02-076/E-02-062, dated July 2, 2002 as the account of water supply and wastewater treatment capacity for 2002. P & W - 5 - 02/07/02

CARRIED h) E-02-082/P-02-080 Transportation Smog Day Communication Plan

JoAnn Woodhall, Transportation Demand Management Planner appeared before committee and responded to questions.

MOVED by J. Wideman SECONDED by J. Haalboom

THAT the Regional Municipality of Waterloo approve the Transportation Smog Alert Communication Plan as outlined in Report E-02-082/P-02-080, dated July 2, 2002 to increase community awareness and promote the use of environmental friendly modes of transportation, particularly on smog days.

CARRIED

REPORTS - TRANSPORTATION AND ENVIRONMENTAL SERVICES

DESIGN AND CONSTRUCTION DIVISION i) E-02-083 Consultant Selection - Aquifer Testing, Design and Construction Engineering Services for K-18 New Well and K-18 to Glasgow Street Watermain Project, City of Kitchener

MOVED by J. Haalboom SECONDED by K. Seiling

THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Stantec Consulting Ltd. to provide engineering services to conduct aquifer testing, prepare the detailed design and provide services during construction for the K-18 New Well and K-18 to Glasgow Street Watermain Project in the City of Kitchener at an upset fee limit of $191,031.50, plus applicable taxes, including pre-budget approval of $150,000 to be advanced to 2002 to allow engineering to proceed as outlined in Report E-02-083 dated July 2, 2002.

CARRIED

TRANSIT SERVICES DIVISION j) E-01-065.2 Specialized Transit Services Advisory Committee Term Extensions and Replacement Appointment

MOVED by J. Haalboom SECONDED by D. Bergman P & W - 6 - 02/07/02

THAT the Regional Municipality of Waterloo approve the following regarding membership on the Specialized Transit Services Advisory Committee as outlined in Report E-01-065.2 dated July 2, 2002: a) Approve the extension of the appointments of one year term members of the Specialized Transit Service Advisory to December 31, 2002 and approve the extension of the appointments of two year term members of the Specialized Transit Service Advisory to December 31, 2003; and b) Approve the appointment of Ms. Sharron Garrah (a Major Interest Group Representative) to the Specialized Transit Services Advisory Committee, to complete the vacated term, now expiring December 31, 2002, due to the resignation of Mr. William Gallagher (a Major Interest Group Representative).

CARRIED

TRANSPORTATION DIVISION k) E-02-066 Request for Landscape Advertising on Hespeler Road, City of Cambridge

John Hammer, Director Transportation gave a brief overview of the report and responded to questions. Staff agreed to re-investigate with Traffic Ad the matter of displaying the Region's logo.

In response to a question from J. Haalboom, J. Hammer explained the use of pesticides will be discouraged, however, in the event pesticides are required they must first be approved by the Region.

MOVED by B. Strauss SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo enter into a lease agreement with Ad Traffic for a portion of the road allowance on Hespeler Road (Regional Road #24) at a point\ approximately 500 metres south of MapleGrove Road (Regional Road #38)/Fisher-Mills Road for the purpose of landscape advertising as detailed in report No. E-02-066, dated July 2, 2002.

And that the Commissioner of Transportation and Environmental Services (or designate) be authorized to execute leasing agreements on behalf of the Regional Municipality of Waterloo with respect to the provision of landscape advertising on Regional roads.

CARRIED P & W - 7 - 02/07/02 l) E-02-081 Traffic and Parking Amendments, Regional Road #4 (Ottawa Street), Fischer-Hallman Road to Trussler Road, City of Kitchener

MOVED by B. Strauss SECONDED by J. Haalboom

THAT the Regional Municipality of Waterloo amend Traffic & Parking By-law No. 00-032, as amended, to reflect the following as outlined in Report E-02-081 dated July 2, 2002: a) Extension of the existing 50 km/h speed limit on Regional Road #4 (Ottawa Street) from Grove Drive to the International Place/Wilderness Drive; b) Reduction of the posted speed limit from 70 km/h to 60 km/h on Regional Road #4 (Ottawa Street) from International Place/Wilderness Drive to Regional Road #70 (Trussler Road);

(c) "No Stopping Anytime" prohibition on both sides of Regional Road #4 (Ottawa Street) from Regional Road #58 (Fischer-Hallman Road) to 65 metres west of International Place/Wilderness Drive.

CARRIED m) CR-RS-02-034 Authorization to Expropriate Lands for Construction of Ainslie/State Street, Cambridge

MOVED by J. Wideman SECONDED by J. Haalboom

THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the extension of Ainslie Street, in the City of Cambridge as outlined in Report CR-RS-02-034 dated July 2, 2002: a) Complete an Application to the Council of the Regional Municipality of Waterloo for approval to expropriate land which is required for the construction of the extension of Ainslie Street, and described as:

Parts 3, 4, 9, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26, 30, 31, 32, 33, 36, 37, 38, 39, 40, 41, 43, 44, 51 and 52, Reference Plan 58R-13587 b) Give notices of the above application required by the Expropriations Act. c) Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to Regional Council for information. P & W - 8 - 02/07/02 d) Do all things necessary and proper to be done, and report thereon to Regional Council in due course.

CARRIED

WASTE MANAGEMENT DIVISION n) E-02-070 Grass Clipping Diversion Program

Jon Arsenault, Manager, Engineering & Programs appeared before committee and responded to questions regarding implementation and enforcement, education and promotion and possible rebates to residents purchasing mulching lawnmowers.

MOVED by D. Bergman SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo: a) actively promote the diversion of grass clippings from landfilling effective immediately; and b) ban grass clippings from curbside garbage collection as of March 31, 2003 as outlined in Report E-02-070, dated July 2, 2002.

CARRIED o) E-02-072 Wood Waste Diversion Program

MOVED by T. Galloway SECONDED by L. Woolstencroft

THAT the Regional Municipality of Waterloo: a) implement a wooden pallet recycling program and a voluntary ban on the disposal of wooden pallets effective October 1st, 2002; and b) ban wooden pallets from disposal effective January 1st, 2003 as outlined in Report E-02- 072, dated July 2, 2002.

CARRIED

WATER SERVICES DIVISION P & W - 9 - 02/07/02 p) E-02-074 Rural Water Quality Program Extension

MOVED by J. Wideman SECONDED by L. Woolstencroft

THAT the Regional Municipality of Waterloo approve in principle the extension of the Rural Water Quality Program for a further five years, as outlined in Report E-02-074, dated July 2, 2002, subject to approval of a revised implementation plan.

CARRIED q) E-02-084 Grand River Wells - Short Term Upgrade

MOVED by K. Seiling SECONDED by D. Bergman

THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Stantec Consulting Limited of Kitchener, Ontario to provide engineering services to prepare the conceptual design and final design, and to provide design and construction administration services for the implementation of the Grand River Wells Short Term Upgrade at an upset limit of $147,000 plus applicable taxes as outlined in Report E-02-084, dated July 2, 2002.

CARRIED

4. INFORMATION/CORRESPONDENCE a) Letter from Mayor Carl Zehr re: Fire at 73 Church St., Kitchener, dated June 7, 2002 was received for information. b) Letter from Superintendent R. Westbrook re: Response by Grand River Transit to 80 Mooregate Cr., Kitchener, dated June 10, 2002 was received for information. c) Letter from Mr. Grant Nixon re: Customer Service, dated June 17, 2002 was received for information.

5. OTHER BUSINESS a) In response to a question from J. Wideman regarding construction of a left-turn lane on Fischer-Hallman into the Highland Hills Mall, J. Hammer explained the lane is a left-turn only for buses, equipped with a transit priority signal. The left-turn lane construction is part of a larger project for a transit terminal at the Highland Hills Mall. b) J. Haalboom thanked staff for their assistance with a resident's concern regarding the stormwater management pond in the Kilkerran Crescent neighbourhood. P & W - 10 - 02/07/02 c) D. Bergman noted increasing safety concerns regarding the proliferation and coherence of automobile and buggy traffic in Wellesley Township. Staff agreed to review the matter. d) Thomas Schmidt provided an update on the Tribunal Meetings scheduled for July 16 and 17, 2002 concerning the Region's appeals of the Water Certificates of Approval. e) In response to a question from T. Galloway regarding the co-ordination of road and bridge construction projects, in particular, the Franklin Street bridge and Ottawa Street, John Hammer explained staff co-ordinate the projects so the impact is as minimal as possible.

ADJOURN

MOVED by B. Strauss SECONDED by D. Bergman

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

CARRIED

COMMITTEE CHAIR, F. Kent

REGIONAL CLERK, K. Fletcher REGIONAL MUNICIPALITY OF WATERLOO

COMMUNITY SERVICES COMMITTEE MINUTES

The following are the minutes of the Committee meeting held on July 2, 2002 at 12:00 p.m. Regional Administration Building, 150 Frederick Street, Kitchener, Ontario.

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

Regrets: D. Craig

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

None declared.

2. CLOSED SESSION

MOVED by J. Brewer SECONDED by W. Roth

That the Community Services Committee recess into Closed Session pursuant to Part II, Section 14 (1) of Procedural By-law 00-031, as amended.

CARRIED

*W. Roth left the meeting at 1:20 p.m.

3. OPEN SESSION reconvened at 1:30 p.m.

MOVED by J. Mitchell SECONDED by J. Smola

That the Community Services Committee reconvene in Open Session.

CARRIED

4. PRESENTATIONS a) First Response Protocol CSC - 2 - 02/07/02

Steve LaRochelle, Planning Associate, Social Planning & Administrative Services provided committee with the First Response Protocol presentation which had been deferred from a previous meeting.

S. LaRochelle outlined the aims, types of assistance and the process. The roles of the Fire, Police, Red Cross and Social Services were reviewed. S. LaRochelle noted an important aspect of the protocol involves a debriefing following the emergency. A review of the emergency is completed identifying what worked well and recommendations are made as necessary to change the protocol.

Councillor C. Zehr requested that copies of the presentation be provided to the City of Kitchener. Staff offered to make a similar presentation to each of the local councils if desired.

In response to a request from J. Smola, G. Thompson, Chief Administrative Officer advised a report will come forward in the fall which will highlight the events over the course of the last year and will address financial impacts.

5. REPORTS - Social Services a) SS-02-043 National Child Benefit New Project Development Proposal Review, Selection and Recommendation for 2002

Mike Schuster, Commissioner, Social Services appeared before committee and responded to questions.

Report was received for information. b) SS-02-044 Provincial Policy on "Spouse in the House"

David Dirks, Director, Employment & Income Support Division appeared before committee and provided clarification on the Spouse in the House policy. D. Dirks illustrated the policy through examples of applicants and identified issues for consideration. Staff is not able to assess the impact of the decision in terms of social assistance costs because if it difficult to determine the number of cases affected.

Report was received for information.

REPORTS - Planning, Housing & Community Services c) P-02-082 Affordable Housing Strategy - Agreements

MOVED by J. Mitchell SECONDED by J. Brewer

That the Community Services Committee recommends that the Regional Municipality of Waterloo approve the following with regard to its Affordable Housing Strategy agreements required to enable CSC - 3 - 02/07/02 the Region of Waterloo to provide financial assistance in the provision of new affordable housing: a) the general form of the Forgivable Loan Agreement, the Forbearance Agreement and the Affordable Housing Operating Agreement, filed in the Council and Administrative Services Division, Regional Councillors' Library and the Planning, Housing and Community Services Department, as described in Report No. P-02-082, dated July 2, 2002; b) authority to refine and execute the Forgivable Loan Agreement, the Forbearance Agreement and the Affordable Housing Operating Agreement for specific projects be delegated to the Commissioner of Planning, Housing and Community Services, and the Chief Financial Officer, or their respective designates, on behalf of the Regional Municipality of Waterloo;

And that the recommendation be forwarded to the Administration & Finance Committee for consideration.

CARRIED

REPORTS - Community Health d) CH-02-057 Publication of a Buy Local Brochure by Foodlink Waterloo Region

Report was received for information e) CH-02-058 Emergency Medical Services Station Development Capital

Dr. Liana Nolan, Commissioner of Community Health and Medical Officer of Health, John Prno, Director, Emergency Medical Services Division and Lee Parent, Manager, Financial Services appeared before committee and responded to questions. Committee was advised a forecast had been provided for EMS Station development; however, the fact that the Region was asked to leave Cambridge Memorial Hospital meant the plans had to change. In addition, other readjustments had to be made to the forecast. Dr. Nolan advised the forecasts provided in the report reflect up to date information.

MOVED by J. Brewer SECONDED by J. Mitchell

That the Community Services Committee recommends that the Regional Municipality of Waterloo amend the 2002-2011 Capital Budget for the Emergency Medical Services Division for new station development as outlined in Appendix A of Report CH-02-058, dated July 2, 2002;

And that the recommendation be forwarded to the Administration & Finance Committee for consideration.

CARRIED CSC - 4 - 02/07/02

6. OTHER BUSINESS a) Dr. L. Nolan advised that starting today Erica Weir, Community Medicine Resident, from McMaster University, will be working in the Environmental Health program area and will be with us until the end of September. b) Dr. Nolan advised on Wednesday, July 10, 2002 Council will receive an update on the logo rollout. In addition, information will be provided to Regional Council relating to department name changes. c) Chair S. Strickland advised that Cambridge Councillor R. Cowsill lost a son on the weekend and extended condolences to Councillor Cowsill and his family. d) Mike Schuster advised that a meeting had been held last week at St. James Place at the direction of Council. S. Strickland advised results of the meeting are encouraging.

ADJOURN

MOVED by J. Brewer SECONDED by J. Smola

That the meeting adjourn.

CARRIED

COMMITTEE CHAIR, S. Strickland

REGIONAL CLERK, K. Fletcher REGIONAL MUNICIPALITY OF WATERLOO

ADMINISTRATION AND FINANCE COMMITTEE

MINUTES

The following are the minutes of the Regular Committee meeting held on July 3, 2002 at 9:05 a.m., Regional Administration Building, 150 Frederick Street, Kitchener, Ontario.

Members present: Chair T. Galloway, J. Brewer, D. Craig**, J. Haalboom, F. Kent, J. Mitchell, K. Seiling, S. Strickland*, J. Wideman and L. Woolstencroft

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

None declared.

2. CLOSED SESSION

MOVED by F. Kent SECONDED by J. Wideman

That the Administration & Finance Committee recess into Closed Session pursuant to Part II, Section 14 (1) of Procedural By-law 00-031, as amended,

CARRIED

3. OPEN SESSION reconvened at 10:10 a.m. in the Council Chamber

MOVED by J. Mitchell SECONDED by D. Craig

That the Administration & Finance Committee reconvene in Open Session.

CARRIED

4. REPORTS a) P-02-082 Affordable Housing Strategy - Agreements

MOVED by J. Brewer SECONDED by J. Mitchell

THAT the Regional Municipality of Waterloo approve the following with regard to its Affordable Housing Strategy agreements required to enable the Region of Waterloo to provide financial A&F - 2 - 02/07/03 assistance in the provision of new affordable housing:

a) the general form of the Forgivable Loan Agreement, the Forbearance Agreement and the Affordable Housing Operating Agreement, filed in the Council and Administrative Services Division, Regional Councillors' Library and the Planning, Housing and Community Services Department, as described in Report No. P-02-082, dated July 3, 2002; and

b) authority to refine and execute the Forgivable Loan Agreement, the Forbearance Agreement and the Affordable Housing Operating Agreement for specific projects be delegated to the Commissioner of Planning, Housing and Community Services, and the Chief Financial Officer, or their respective designates, on behalf of the Regional Municipality of Waterloo.

CARRIED b) CH-02-058 Emergency Medical Services Station Development Capital Plan

John Prno, Director, Emergency Medical Services Division provided a brief overview and responded to questions.

MOVED by S. Strickland SECONDED by J. Haalboom

THAT the Regional Municipality of Waterloo amend the 2002 – 2011 Capital Budget for the Emergency Medical Services Division for new station development as outlined in Appendix A of Report CH-02-058, dated July 3, 2002,

CARRIED c) CR-FM-02-019 Revisions to the Facilities 2002 and 2003 Capital Forecast

Yanick Cyr, Manager, Facilities Engineering, Facilities Management appeared before committee and responded to questions.

In response to a question from S. Strickland regarding cameras in the Council Chamber, Y. Cyr responded that outfitting the Council Chamber with cameras had not been included in the revisions of the 2002 and 2003 Capital Forecast.

Staff advised that the costs for implementing this new feature had not been finalized.

S. Strickland requested that $40,000 be included in the revised forecast to accommodate cameras in the Council Chamber and that Appendix A be amended to reflect the change.

MOVED by S. Strickland A&F - 3 - 02/07/03

SECONDED by J. Wideman

THAT the Regional Municipality of Waterloo approve revisions to the Facilities Capital Forecast relative to the Courthouse and the Operations Centre as summarized in Appendix A of Report CR- FM-02-019, dated July 3, 2002 with no impact on the total expenditures or type of financing for the Waterloo County Courthouse and the Regional Operations Centre in 2002 and 2003,

And that the Regional Municipality of Waterloo approve an increase of $67,000 for the Regional Administration Building’s capital plan in 2002, shown in Appendix A, funded from the Building Reserve Fund.

CARRIED, as amended d) CC-02-005 Area Municipal Millennium Superbuild Project Financial Liability

MOVED by D. Craig SECONDED by L. Woolstencroft

THAT the Regional Municipality of Waterloo assume no financial liability for any area municipal projects receiving Superbuild Millennium funding through the Regional allocation as outlined in Report CC-02-005, dated July 3, 2002.

CARRIED e) F-02-080 Property Tax Capping for 2002

MOVED by S. Strickland SECONDED by J. Brewer

THAT the Regional Municipality of Waterloo limit tax increases for 2002 for commercial, industrial and multi-residential properties as required under Bill 140, the Continued Protection for Property Taxpayers Act, 2000 by limiting tax decreases for properties in the same class as outlined in Report F-02-080 dated July 3, 2002;

And that the Area Municipalities be notified accordingly.

CARRIED

*S. Strickland left the meeting at 10:35 a.m. f) F-02-081 Budget Process - 2003

MOVED by F. Kent SECONDED by L. Woolstencroft A&F - 4 - 02/07/03

THAT the budget dates included within Report F-02-081, dated July 3, 2002 be adopted for the 2003 budget process.

CARRIED

Councillor J. Wideman presented an additional recommendation relating to the Budget Process for 2003. J. Wideman suggested staff bring forward a first draft budget for 2003 that would reflect a 1.9% tax rate target instead of the 2.9% that was approved in principle last year.

J. Wideman suggested the Region could see a 1% in assessment growth in 2002 similar to 2001. Building starts are higher this year and there are no indications that growth will not continue to be strong. In addition, lowering the tax rate target will give Council the opportunity to bring forward issues Councillors wish to bring to the budget process.

MOVED by J. Wideman SECONDED by L. Woolstencroft

THAT the Regional Municipality of Waterloo direct staff to bring forward a first draft budget for 2003 that would reflect a 1.9% tax rate target.

CARRIED

**D. Craig left the meeting at 10:40 a.m.

5. PRESENTATIONS a) Peter Barr, Lead Client Service Partner and Assurance Services Partner of Deloitte & Touche, auditors for the Region, addressed committee at the invitation of Chair T. Galloway. P. Barr presented the audit results for the year ending December 31, 2001. P. Barr suggested that similar presentations be made annually to Regional Council and also recommended that a planning meeting be held in the fall of 2002. P. Barr outlined the financial reporting responsibilites of Council, Administration & Finance Committee, Senior Management and Deloitte & Touche. P. Barr noted the audit approach addresses risks and issues which includes control strategy for expenditures and payroll, a focus on general computer controls, testing of year end balances, analytical review using budgetary controls and an independence report.

P. Barr advised that all tests were completed satisfactorily. Finance staff was supportive and helpful and points of concern have been addressed with staff. The Financial Statements presented were unadjusted and there were no unadjusted errors.

Larry Ryan, Chief Financial Officer presented the Financial Statements and highlighted the consolidated financial position,financial activities, reserves and reserve funds and municipal fund balances. A&F - 5 - 02/07/03

MOVED by J. Wideman SECONDED by F. Kent

THAT the Regional Municipality of Waterloo accept the Financial Statements, dated May 30, 2002 for the year ending December 31, 2001.

CARRIED

6. OTHER BUSINESS a) Chair T. Galloway requested staff provide a mid-year capital forecast for all program areas. G. Thompson, CAO suggested that considering the nature of the construction projects, September would be an appropriate time for this information to be provided to Committee. b) The Regional Chair indicated that the draft 2003 grants budget would need to be adjusted with the referral to it of the Elizabeth Fry Society (on behalf of the Sex Trade Worker Committee) grant request in the amount of $20,000 by Regional Council and the projected request from the Waterloo Regional Children's Museum for $25,000. The Museum had delayed making a request until it was closer to operation which will take place in 2003.

ADJOURN

MOVED by J. Haalboom SECONDED by F. Kent

THAT the Administration & Finance Committee adjourn and convene in Closed Session.

CARRIED

COMMITTEE CHAIR, T. Galloway

REGIONAL CLERK, K. Fletcher REGIONAL MUNICIPALITY OF WATERLOO

LIBRARY COMMITTEE MINUTES

The following are the minutes of the Regular Committee meeting held on July 3, 2002 at 9:00 a.m. in Room 216, Regional Administration Building, 150 Frederick Street, Kitchener, Ontario.

Members present: Chair B. Strauss, *D. Bergman and W. Roth

Regrets: J. Martens

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

None declared

2. REPORTS - Planning, Housing and Community Services a) P-LIB-02-008 Waterloo Regional Library Draft Strategic Plan 2003-2006

Katherine Seredynska, Manager Public Services gave a brief overview of the report and responded to questions. K. Seredynska highlighted key aspects of the draft strategic plan including the new vision and mission statements and the four initiatives: Rural Residents’ Bridge to Information, The Best Gift: Public Libraries in the Rural Community, Empower the Rural User and The Library as a Community Meeting Place. K. Seredynska explained the strategic plan provides a guideline for initiatives to be undertaken in 2003-2006 to enhance library service. The strategic plan will be monitored over the next three years to ensure the strategies are enacted and results evaluated. Future changes in information retrieval and other external factors will be assessed and the plan revised as necessary to keep it viable and moving forward. The next step is to develop an action plan with staged priorities, as input to the 2003 budget.

D. Bergman joined the meeting at 9:20 a.m.

Committee members discussed maintaining the balance of providing high tech service to users while continuing to retain personal contact.

Report was received for information. b) P-LIB-02-009 Rural Switchboard

MOVED by D. Bergman SECONDED by W. Roth

THAT the Regional Municipality of Waterloo authorize Waterloo Regional Library staff to submit LIB - 2 - 07/03/02 grant applications to advance the objectives of the Rural Switchboard initiative (previously called Rural Gateway), including forming working partnerships as required for the funding, provided that any matching contribution required is available from the current library budget, or from alternative external sources, as detailed in P-LIB-02-009, dated July 3, 2002.

CARRIED c) P-LIB-02-010 Library Automation System

Kae Elgie, Manager, Information Services provided an overview of the report, summarizing the options available regarding the library automation system. K. Elgie explained the Waterloo Regional Library could remain part of the Ontario Library Consortium and purchase new library automation software from Sirsi Corporation or consider other library automation software products such as the system used by the cities of Kitchener, Cambridge and Waterloo.

Committee members discussed the importance of continuing with a system that meets the needs of the rural libraries and is similar to other rural/county library systems.

After considerable discussion, Committee members directed staff to further investigate these options with a focus on the key factors of cost, functionality and long term implications, and report back prior to the Ontario Library Consortium deadline of September 17, 2002.

Report was received for information. d) P-LIB-02-007 Acceptance of Trust Funds for St. Jacobs Library

MOVED by D. Bergman SECONDED by W. Roth

THAT the Regional Municipality of Waterloo accept the balance of funds from the Library Trust established by the Estate of Lola Snider and use these funds to provide landscaping features and upgrade the children's area of the St. Jacob's Branch, as outlined in P-LIB-02-007, dated July 3, 2002.

CARRIED

3. OTHER BUSINESS a) Committee members discussed the possibility of scheduling quarterly meetings to be held at approximately 4:00 or 4:30 p.m. prior to Council meetings. If necessary, the next meeting could be held on September 3rd, 2002 immediately following the Planning and Works Committee meeting or on September 11th, 2002 before the Council meeting. LIB - 3 - 07/03/02

ADJOURN

MOVED by W. Roth SECONDED by D. Bergman

THAT the meeting adjourn.

CARRIED

COMMITTEE CHAIR, B. Strauss

REGIONAL CLERK, K. Fletcher

Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-082 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-036 WEBER STREET RECONSTRUCTION UNION BOULEVARD TO ERB STREET, CITY OF WATERLOO

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Sousa Concrete for Weber Street Reconstruction Union Boulevard to Erb Street, City of Waterloo at a price of $1,203,496.62 including all applicable taxes and subject to approval by the Ministry of Environment.

SUMMARY: Nil

REPORT:

Tenders were called for Weber Street Reconstruction Union Boulevard to Erb Street, City of Waterloo and were opened in the presence of J. Lee, K. Smith and L. Buitenhuis.

The following tenders were received:

Sousa Concrete Branchton, ON $1,203,496.62 Steed & Evans Limited Kitchener, ON $1,219,051.00 Network Site Services Ltd. Cambridge, ON $1,309,232.43

The work of this contract is for the full road reconstruction, including replacement of sidewalks, replacement of two areas of the mainline sanitary sewer, trenchless technology replacement of sanitary sewers, replacement of watermain and replacement of storm sewer system.

One lane of traffic in each direction will be maintained at all times with the exception of a one two-day period when all northbound traffic will be detoured during sanitary mainline sewer replacement. The northbound detour route will be via Union Boulevard, Margaret Avenue, Bridgeport Road. Access to residences and businesses will be maintained except during actual concrete works directly abutting each property. Arrangements have been made for temporary on-street parking for affected individuals on adjacent streets during these times. All traffic on local intersecting roadways will be maintained.

Construction is scheduled to commence on July 22, 2002 with completion expected on October 4, 2002. - 2 - F-02-082

CORPORATE STRATEGIC PLAN:

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

FINANCIAL IMPLICATIONS:

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

Region of Waterloo Transportation Division $ 737,538.83 City of Waterloo 465,957.79 Total $1,203,496.62

Region of Waterloo Transportation Division Costs

T2002-036 $737,538.83 Regional Engineering 76,632.00 Above Ground Traffic Signals 55,000.00 Hydro Pole Relocation 30,246.76 Materials Testing & Inspection During Construction 5,108.80 Pavement Markings & Signs 5,000.00 Construction Signing 2,240.00 Sub-Total $911,766.39 Less Municipal Rebate of 4% GST (28,893.25) Total $882,873.14

The 2002 Transportation Construction Program as approved at mid-year review, includes $910,000 for this work to be funded from the Roads Rehabilitation Capital Reserve Fund, the unspent funds will remain in the Reserve Fund for future use.

City of Waterloo Costs

T2002-036 (Portion of Part A, B and all of Part C) $465,957.79 Regional Engineering 43,368.00 Materials Testing & Inspection During Construction 2,891.20 - 3 - F-02-082

Construction Signing 1,260.00 Sub-Total $513,476.99 Less Municipal Rebate of 4% GST (17,527.06) Total $495,949.93

The City of Waterloo will have funds available to cover their costs on this project and have asked that we proceed with the work.

The final date of acceptance for this tender is August 25, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

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

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-083 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-006 BRIDGEPORT ROAD RECONSTRUCTION MARGARET AVENUE TO WEBER STREET AND FROM LAUREL CREEK BRIDGE TO KING STREET, CITY OF WATERLOO

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Steed & Evans Limited for Bridgeport Road Reconstruction Margaret Avenue to Weber Street and from Laurel Creek Bridge to King Street, City of Waterloo at a price of $697,944.74 including all applicable taxes.

SUMMARY: Nil

REPORT:

Tenders were called for Bridgeport Road Reconstruction Margaret Avenue to Weber Street and from Laurel Creek Bridge to King Street, City of Waterloo and were opened in the presence of M. Halloran, H. Fourie and L. Buitenhuis.

The following tenders were received:

Steed & Evans Limited Kitchener, ON $697,944.74 Subterra Inc. Kitchener, ON $781,878.04 Capital Paving Inc. Guelph, ON $783,273.65 Sousa Concrete Branchton, ON $823,519.08 Network Site Services Ltd. Cambridge, ON $843,856.38

The work of this contract is for complete road reconstruction including the replacement of the existing asphalt, curb and gutter, sidewalk removal and replacement as well as the modernization of the existing traffic signal at the intersection of Bridgeport Road at Margaret Avenue and associated restoration items. Also, the complete replacement of the existing asphalt including curb and sidewalk repairs at selected locations and the rehabilitation of the existing Laurel Creek bridge deck, including deck repairs and waterproofing works, the installation of underground traffic signal equipment for a city pedestrian crossing at the Bridgeport Road and Peppler Street intersection and associated restoration items. - 2 - F-02-083

One lane of traffic in the westbound direction of this one-way street will be maintained at all times on both of the sections of Bridgeport Road. Access to residences and businesses will be maintained except during actual concrete works directly abutting each property. Arrangements have been made for temporary on-street parking for affected individuals during these times. All traffic on local intersecting roadways will be maintained.

CORPORATE STRATEGIC PLAN:

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

FINANCIAL IMPLICATIONS:

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

Region of Waterloo Transportation Division $585,666.00 City of Waterloo 112,278.74 Total $697,944.74

Region of Waterloo Transportation Division

T2002-027 $585,666.00 Regional Engineering 88,000.00 Above-Ground Traffic Signal Equipment 45,000.00 Pavement Markings and Signs 5,000.00 Materials Testing & Inspection 5,000.00 Construction Signing 2,000.00 Sub-Total $730,666.00 Less Municipal Rebate of 4% GST (22,080.98) Total $708,585.02

The 2002 Transportation Capital Budget, as approved at mid year review includes $905,000 for this work to be funded from the Roads Rehabilitation Capital Reserve Fund.

The total estimated project cost is approximately 21% under budget, providing surplus project funds of $196,414.98. These funds will be applied against overspending on other roads projects included with the - 3 - F-02-083

Council agenda: T2002-024 ($38,691.71) and T2002-017 ($105,000). The balance of $52,723.27 will remain in the Roads Rehabilitation Reserve Fund for future use.

City of Waterloo

T2002-006 $112,278.74 Above-Ground Traffic Signal Equipment 25,000.00 Regional Engineering 18,000.00 Materials Testing & Inspection During Construction 1,000.00 Detours and Construction Signing 500.00 Sub-Total $156,778.74 Less Municipal Rebate of 4% GST (4,234.72) Total $152,544.02

We have discussed the tender results with City of Waterloo staff and since the above-noted costs are within budget, they have requested that we proceed with the contract award.

The final date of acceptance for this tender is August 23, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

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

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-084 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-024 AINSLIE STREET/WATER STREET REVERSION TO 2-WAY STREET, CITY OF CAMBRIDGE

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Capital Paving Inc., for the Ainslie Street/Water Street Reversion to 2-Way Street, City of Cambridge at a price of $765,984.32 including all applicable taxes.

SUMMARY: Nil

REPORT:

Tenders were called for the Ainslie Street/Water Street Reversion to 2-Way Street, City of Cambridge and were opened in the presence of K. Smith, J. Lee and L. Buitenhuis.

The following tenders were received:

Capital Paving Inc. Guelph, ON $765,984.32 Steed & Evans Limited Kitchener, ON $968,867.06 Warren Bitulithic Limited Petersburg, ON $993,398.83

The work of this contract includes road works on Ainslie and Water Streets and connection side streets in downtown Cambridge to revert the one-way pair system to two-way traffic operation. Specifically the work includes: a) roadway widening/reconstruction, 150 m on Ainslie Street and 100 m on Simcoe Street b) corner radius improvements at five intersections c) curb/sidewalk "extensions" out into the roadway at ten locations on behalf of the City of Cambridge d) reconstruction of the north "Y" connection of Ainslie/Water to accept two-way traffic e) planing and asphalt resurfacing - approximately 1000 m f) concrete/paving stone bands and architectural concrete/paving stone paving on behalf of the City of Cambridge g) traffic signal modifications - 2 - F-02-084

During the first six weeks of this contract, lane closures will be in effect around the individual localized construction areas along both Water Street and along Ainslie Street from Walnut Street in the south to Simcoe Street in the north. During this work, traffic will be restricted to a single lane around the local areas.

In order to complete the actual reversion from one-way to two-way traffic, it is necessary to completely close Water Street and Ainslie Street to safely accommodate the changes to the traffic signals, pavement markings and signage. In consultation with the business owners and to most effectively maintain traffic, it is proposed that Water Street and Ainslie Street be closed separately on two successive weekends. Water Street will be closed to traffic from 4:30 a.m. Saturday morning until 6:00 a.m. Monday morning in mid-September after the newly widened Parkhill Road bridge is re-opened to westbound traffic. Water Street traffic (one-way southbound traffic) will be detoured via the Parkhill Road Bridge, Grand Avenue and Concession Street. Ainslie Street will be closed to traffic on the following weekend from 4:30 a.m. Saturday morning until 6:00 a.m. Monday morning. Ainslie Street traffic (one-way northbound traffic) will be detoured via the new two-way Water Street.

Construction is scheduled to commence July 29, 2002 with expected completion in late September 2002.

CORPORATE STRATEGIC PLAN:

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

FINANCIAL IMPLICATIONS:

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

Region of Waterloo Transportation Division $510,853.52 City of Cambridge 255,130.80 Total $765,984.32

Region of Waterloo Transportation Division Costs

T2002-024 $510,853.52 Above-Ground Signals by Region 175,000.00 Regional Engineering 60,300.00 Property Acquisitions 49,000.00 Hydro and Gas Adjustments 35,000.00 Detours, Construction Signing, Pavement Markings & Signs 25,000.00 Materials Testing & Inspection During Construction 4,000.00 - 3 - F-02-084

Geotechnical Investigations 2,000.00 Sub-Total $861,153.52 Less Municipal Rebate of 4% GST (22,461.81) Total $838,691.71

The 2002 Transportation Construction Program, as approved at mid-year review, includes $800,000 for this work to be funded from the Roads Rehabilitation Capital Reserve Fund. The overspending on this project is $38,691.71 can be funded from available surplus funds on the recently closed tender for Bridgeport Road reconstruction, Tender T2002-006 which provided $196,414.98 in surplus funds to the Roads Rehabilitation Capital Reserve Fund.

City of Cambridge Costs

T2002-024 $255,130.80 Regional Engineering 29,700.00 Materials Testing & Inspection During Construction 2,000.00 Sub-Total $286,830.80 Less Municipal Rebate of 4% GST (9,612.37) Total $277,218.43

The City has sufficient funds to pay for their share of costs on this project. A portion of the contract was tendered as "provisional" at the request of the City and includes architectural paving (unit pavers on concrete base). City Council will be deciding at its July 15, 2002 Council meeting whether or not to proceed with this provisional work. The work can be deleted from the contract at no additional cost to the Region or the City. The City has therefore asked that we proceed with the award of this contract.

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

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

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

To: Regional Chair Ken Seiling and Members Report No: F-02-085 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-017 ARTHUR STREET (REGIONAL ROAD 21) IMPROVEMENTS LISTOWEL ROAD TO SOUTHFIELD DRIVE, ELMIRA

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Network Site Services Ltd. for Arthur Street (Regional Road 21) Improvements Listowel Road to Southfield Drive, Elmira at a total price of $2,408,730.28 including all applicable taxes.

SUMMARY: Nil

REPORT:

Tenders were called for Arthur Street (Regional Road 21) Improvements Listowel Road to Southfield Drive, Elmira and were opened in the presence of D. Weiler, S. van De Keere and C. Whitlock.

The following tenders were received:

Network Site Services Ltd. Cambridge, ON $2,408,730.28 Steed & Evans Ltd. Kitchener, ON $2,490,950.56 Subterra Inc. Kitchener, ON $2,579,970.57 Classic Excavating Inc. Dorchester, ON $2,844,820.24 Blue-Con Inc. London, ON $2,928,207.74

The work of this contract is for road widening and reconstruction of Arthur Street to provide a continuous centre two-way left-turn lane between Listowel Road and Southfield Drive with dedicated left-turn lanes at Listowel Road/Union Street, South Parkwood Boulevard/Earl Martin Drive at Whippoorwill Drive/Southfield Drive. Road widening and resurfacing to provide a separate northbound left-turn lane on Arthur Street and separate right and left-turn lanes on Listowel Road at Arthur St, fully paved shoulders on Arthur Street within the project limits for buggy traffic and for dedicated cycling lanes, storm sewer installation along the west side of Arthur Street to address drainage problems; and installation of new traffic signals at the Listowel Road/Union Street Intersection.

One lane in each direction will be maintained on Arthur Street and on Listowel Road throughout the duration of the contract with restrictions to one lane permitted on an intermittent basis controlled by flagpersons. Access to all side streets will be maintained throughout the contract except for short duration closures during working - 2 - F-02-085 hours to permit work directly in the intersection. At the end of each working day, access to each side street will be reinstated.

Construction is scheduled to start July 17, 2002 with completion by the end of November 2002.

CORPORATE STRATEGIC PLAN:

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

FINANCIAL IMPLICATIONS:

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

Regional Transportation Division $1,169,934.98 Township of Woolwich 830,823.70 Developer - EIL 367,909.30 Developer - Dub-L-E Auto 40,062.30 Total $2,408,730.28

Region of Waterloo Transportation Division Costs

T2002-017 $1,169,934.98 Engineering - Consultant 110,177.57 Traffic Signal Work by Region Forces 75,190.00 Engineering - Regional 33,780.86 Utility Relocations 29,960.00 Tree Replacements 10,700.00 Detours, Construction Signs, Pavement Markings & Signs 10,005.54 Materials Inspection & Testing During Construction 5,197.05 Soils Investigation 4,550.03 MOE Approval 827.18 Sub-Total $1,450,323.21 Less Municipal Rebate of 4% GST (51,001.89) - 3 - F-02-085

Total $1,399,321.32

The 2002 Roads and Traffic Capital Base and Expansion Programs Mid-Year review includes $1,190,000 for this project to be funded from Development Charges, Roads Capital Levy and the Roads Rehabilitation Reserve Funds. The $209,321.32 shortfall is attributable to scope changes during detailed design including increased storm sewer costs, full reconstruction of existing pavement, increased shoulder reconstruction and increased road sub-excavation. The base overspending ($105,000) can be accommodated from available surplus funds on the recently closed tender for Bridgeport Road reconstruction Contract T2002- 006 which provided $196,414.98 in surplus funds. The portion of the overspending required to be funded from the Development Charge Reserve Fund ($104,321.32) can be accommodated from existing Reserve Fund balances.

Township of Woolwich Costs

T2002-017 $830,823.70 Engineering - Consultant 78,242.07 Engineering - Regional 23,092.51 Utility Relocations 10,700.00 Detours, Construction Signs, Pavement Markings & Signs 7,105.39 Materials Inspection & Testing During Construction 3,690.67 Soils Investigation 3,231.18 MOE Approval 2,431.03 Water Sample Testing 1,967.85 Sub-Total $961,284.40 Less Municipal Rebate of 4% GST (34,642.54) Total $926,641.86

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

Developer - EIL Costs

T2002-017 $367,909.30 Utility Relocations 130,540.00 - 4 - F-02-085

Illumination 74,900.00 Traffic Signal Work by Region Forces 56,710.00 Engineering - Consultant 34,647.53 Asphalt Surface Course in 2003 19,100.36 Engineering - Regional 10,623.07 Detours, Construction Signs, Pavement Markings & Signs 3,268.64 Materials Inspection & Testing during Construction 1,634.32 Soils Investigation 1,430.85 MOE Approval 141.79 Water Sample Testing 89.47 Total $700,995.33

The Region is currently in possession of two Letters of Credit from EIL which total $657,706.71. Prior to Council award, EIL will provide an additional Letter of Credit for the remaining balance of $43,288.62.

Developer - Dub-L-E Auto

T2002-017 $40,062.30 Utility Relocations 32,100.00 Engineering - Consultant 3,626.01 Engineering - Regional 1,081.09 Detours, Construction Signs, Pavement Markings & Signs 332.64 Materials Inspection & Testing During Construction 166.32 Soils Investigations 145.61 Total $77,513.97

Based on an agreement between the developer and the Region of Waterloo, the developer will provide a certified cheque for $77,513.97 prior to Council award.

The final date of acceptance for this tender is August 12, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer - 5 - F-02-085

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

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-086 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-030 ERB'S ROAD IMPROVEMENTS AND ACCESS ROADWAY INTO EMERGENCY SERVICES TRAINING AND RESEARCH COMPLEX, TOWNSHIP OF WILMOT

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Subterra Inc., for Erb's Road Improvements and Access Roadway into Emergency Services Training and Research Complex, Township of Wilmot at a price of $353,830.11 including all applicable taxes.

SUMMARY: Nil

REPORT:

Tenders were called for Erb's Road Improvements and Access Roadway into Emergency Services Training and Research Complex, Township of Wilmot and were opened in the presence of M. Halloran, H. Fourie and L. Buitenhuis.

The following tenders were received:

Subterra Inc. Kitchener, ON $353,830.11 Steed & Evans Limited Kitchener, ON $358,236.00 Network Site Services Ltd. Cambridge, ON $366,479.64 E & E Seegmiller Kitchener, ON $373,726.65 G. Melo Excavating Cambridge, ON $375,555.72 Brantco Construction Cambridge, ON $384,780.82 Sierra Construction (Woodstock) Ltd. Woodstock, ON $399,022.42 Capital Paving Inc. Guelph, ON $412,185.88

The work of this contract is for the construction of a left turn lane on Erb's Road and the construction of the planned realignment of the Gate 3 entrance at the Waterloo Landfill site to address safety concerns at the existing intersection with Wilmot Line. The construction of the realigned Gate 3 will allow the development of additional compost pads on the lands previously known as the Reimer farm. Congestion - 2 - F-02-086

in the small vehicle transfer and composting areas will require expansion of these facilities in the next one to two years and the new access road will open up more land for expansion. The realignment of Gate 3 will also provide improved access for the Waterloo Regional Emergency Services Training and Research Complex.

This section of Erb's Road is a two lane, two way roadway. One lane of traffic in each direction will be maintained on Erb's Road at all times.

Construction is scheduled to commence on July 22, 2002 with completion expected in September 2002.

CORPORATE STRATEGIC PLAN:

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

FINANCIAL IMPLICATIONS:

T2002-030 $353,830.11 Engineering - Consultant 31,830.05 Engineering - Regional 5,000.00 Materials Testing & Inspection During Construction 3,000.00 Pavement Markings & Signs 2,000.00 Construction Signing 500.00 Sub-Total $396,160.16 Less Municipal Rebate of 4% GST (14,529.35) Total $381,630.81

The 2002 Regional Waste Management Capital Budget for this project is $350,000. The additional $31,630.81 will be obtained from the Waste Management Capital Reserve Fund.

The final date of acceptance for this tender is August 22, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

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

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-087 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-013 LLOYD BROWN WATER SUPPLY SYSTEM UPGRADE, TOWNSHIP OF NORTH DUMFRIES/CITY OF CAMBRIDGE

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Sierra Construction (Woodstock) Ltd., for Lloyd Brown Water Supply System Upgrade, Township of North Dumfries/City of Cambridge at a price of $709,509.83 including all applicable taxes, subject to approval from the Ministry of Environment.

SUMMARY: Nil

REPORT:

Tenders were called for Lloyd Brown Water Supply System Upgrade, Township of North Dumfries/City of Cambridge and were opened in the presence of M. Halloran, H. Fourie and L. Buitenhuis.

The following tenders were received:

Sierra Construction (Woodstock) Ltd. Woodstock, ON $709,509.83 Marshall Finamore Construction Ltd. Guelph, ON $742,090.31 Network Site Services Ltd. Cambridge, ON $765,348.96 Subterra Inc. Kitchener, ON $771,836.21 Robert M. Simon Construction Waterford, ON $842,627.26 Detra Builders Inc. St. Clements, ON $1,071,456.27

In 1997, a comprehensive review of the Lloyd Brown Water Supply System was engaged to evaluate alternatives to provide a permanent solution to the aesthetic water quality issues of elevated iron levels and to upgrade the supply facilities to meet current Region standards with respect to chlorine residuals, all in accordance with the Municipal Engineers Association Class Environmental Assessment (Class EA) for Municipal Water and Wastewater Projects. A Class EA (Schedule B) was completed for this project last year and the Environmental Summary Report (ESR) was filed in September 2001. The preferred solution, as set out in the ESR proposes connecting the existing distribution system to the Cambridge Water Supply System via a new 2.4 km long Regional 150 mm (6") diameter water transmission main, constructed along Blenheim Road/Roseville Road (Regional Road 46) and decommissioning the existing well supply facilities. - 2 - F-02-087

An agreement with an adjacent land owner has been signed for the purchase of land for the meter and chlorine booster station. Transfer is expected to be completed in August 2002.

Construction is scheduled to start at the end of July 2002 with completion at the end of December 2002.

CORPORATE STRATEGIC PLAN:

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

FINANCIAL IMPLICATIONS:

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

Region of Waterloo $651,836.83 City of Cambridge 57,673.00 Total $709,509.83

Region of Waterloo Water Services Division

T2002-013 $651,836.83 Engineering - Consultant 59,635.38 Engineering - Regional 20,000.00 Approvals (MOE) 4,000.00 Geotechnical Survey 3,993.24 Advertising and Printing 3,000.00 Land Purchase 1.00 Sub-Total $742,466.45 Less Municipal Rebate of 4% GST (27,008.09) Total $715,458.36

The 2002 Water Twenty Year Capital Forecast provides $792,000 for the work of this project to be funded from the Water Capital Reserve Fund. The unspent funds of $76,541.64 will remain in the Reserve Fund for future use. - 3 - F-02-087

City of Cambridge Costs

T2002-013 $57,673.00 Engineering 6,920.76 Sub-Total $64,593.76 Less Municipal Rebate of 4% GST (2,414.72) Total $62,179.04

City of Cambridge staff have budgeted for this work, and have asked that the Region proceed with construction on their behalf.

The final date of acceptance for this tender is September 22, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

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

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-088 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-035 GROUNDWATER DISINFECTION UPGRADE - CITY OF CAMBRIDGE AND TOWNSHIP OF WILMOT

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of ASCO Construction for Groundwater Disinfection Upgrade - City of Cambridge and Township of Wilmot at a price of $2,475,980.28 including all applicable taxes and subject to approval by the Ministry of Environment.

SUMMARY: Nil

REPORT:

Tenders were called for the Groundwater Disinfection Upgrade - City of Cambridge and Township of Wilmot and were opened in the presence of H. Fourie, D. Emery and L. Buitenhuis.

The following tenders were received:

ASCO Construction Mississauga, ON $2,475,980.28 Wellington Construction Inc. Palmerston, ON $2,624,710.00 Detra Builders Inc. St. Clements, ON $2,698,602.34 Enviro-Con Ltd. Guelph, ON $2,719,512.00 Stone Town Construction Limited St. Mary's, ON $2,928,337.76 Nadeco Limited Guelph, ON $3,031,586.03 Maple Engineering & Construction Brampton, ON $3,493,707.57

The work of this contract is to construct ultraviolet radiation (UV) systems at fifteen of the Region's water supply facilities to upgrade the existing primary disinfection at these sites in order to comply with MOE Regulation 459-2000. This project also includes upgrading the primary disinfection at two additional water supply facilities by means other than UV.

An application for the Ministry of the Environment Certificate of Approval (CofA) has been submitted. The CofA is expected August 1, 2002. - 2 - F-02-088

CORPORATE STRATEGIC PLAN:

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

FINANCIAL IMPLICATIONS:

Based on the low bid, the estimated cost to the Region is as follows:

T2002-035 $2,475,980.28 Engineering Consultant 260,000.00 Engineering Regional 38,000.00 Utilities 20,000.00 Soils/Materials Testing 15,000.00 Laboratory Testing and Commissioning 10,000.00 Advertising and Printing 6,500.00 Approvals and Permits 5,000.00 Sub-Total $2,830,480.28 Less Municipal Rebate of 4% GST (109,439.00) Total $2,721,041.28

The 2002 Water Twenty Year Capital Forecast includes $3,232,000 for this project to be financed from the Development Charge Reserve Fund and the Water Capital Reserve Fund. Unspent funds of $510,958.72 will remain in the respective Reserve Funds for future use.

The final date of acceptance for this tender is August 22, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

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

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-089 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-002 REGIONAL ROAD 4 (OTTAWA STREET) WIDENING WILLIAMSBURG ROAD TO INTERNATIONAL PLACE, CITY OF KITCHENER

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Steed & Evans Limited for Regional Road 4 (Ottawa Street) Widening Williamsburg Road to International Place, City of Kitchener at a price of $2,035,140.00 including all applicable taxes, subject to approval from the Ministry of Environment.

SUMMARY: Nil

REPORT:

Tenders were called for Regional Road 4 (Ottawa Street) Widening Williamsburg Road to International Place, City of Kitchener and were opened in the presence of D. Weiler, H. Fourie and L. Buitenhuis.

The following tenders were received:

Steed & Evans Limited Kitchener, ON $2,035,140.00 Subterra Inc. Kitchener, ON $2,039,108.10 E & E Seegmiller Kitchener, ON $2,125,305.53

The work of this contract is for widening Ottawa Street on both sides for additional through lanes and cycling lanes, construction of dedicated turn lanes for the proposed Voisin Commercial Centre, new traffic control signal plant on Ottawa Street at International Place and the east Commercial Centre access and at Fischer- Hallman Road and the south Highway 7/8 terminal, widening Fischer-Hallman Road on the west side from the south Highway 7/8 terminal to Ottawa Street, new sidewalk, storm sewers and restoration items.

One (1) lane of traffic in each direction will be maintained throughout the duration of the contract.

Construction is scheduled to commence on July 22, 2002 and be completed by November 15, 2002.

CORPORATE STRATEGIC PLAN:

To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve. - 2 - F-02-089

FINANCIAL IMPLICATIONS:

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

Voisin Developments Limited $1,595,700.00 Regional Transportation Division 330,340.00 City of Kitchener 85,200.00 Ontario Ministry of Transportation 23,900.00 Total $2,035,140.00

Voisin Developments Limited Costs

T2002-002 (Parts A and C) 1,595,700.00 Consulting Fees 218,600.00 Traffic Signals 187,300.00 Utility Relocations 181,400.00 Surface Asphalt in 2003 42,000.00 Regional Engineering & Administration 41,000.00 Pavement Markings & Signs 15,000.00 Materials Testing 15,000.00 Total $2,296,000.00

Parts A and C of this contract are for the widening of Regional Road 4 (Ottawa Street) from International Place to Nine Pines Road.

On November 28, 2001 in Report E-01-111/F-01-095 Regional Council authorized staff to enter into a Servicing Agreement with the developer, Voisin Developments Limited, to advance the widening of this section of Ottawa Street from 2006 to 2002 construction. The developer agreed to provide the financing to fund in 2002 all engineering, construction and associated costs related to the Regional and development related road improvements on Ottawa Street from Nine Pines Road to International Place, and associated works on Fischer-Hallman Road (Parts A and C) on the understanding that the developer shall be entitled to a reimbursement of these funds, less the developer's portion of costs, in 2006, the year in which the project is scheduled for construction in the Region's 2002 Transportation Capital Program and 10 Year Forecast.

Voisin Developments Limited has provided the Region with securities in the amount of $2,340,000 to cover all project costs for the Region's and Voisin Developments' share for Parts A and C. - 3 - F-02-089

Region of Waterloo Transportation Division Costs

T2002-002 (Part B) $330,340.00 Consulting Fees 57,200.00 Regional Engineering & Administration 10,000.00 Pavement Markings and Signs 5,000.00 Materials Testing 5,000.00 Sub-Total $407,540.00 Less Municipal Rebate of 4% GST (14,650.00) Total $392,890.00

On June 22, 2002 Regional Council approved funding in the amount of $470,000 to complete this part of the project, which is to be funded from the Development Charge Reserve Fund and Roads Capital Levy Reserve Fund. Surplus funds of $77,110 will remain in the respective Reserve Funds.

City of Kitchener Costs

T2002-002 $85,200.00 Consulting Fees 9,700.00 Regional Engineering and Administration 1,500.00 Materials Testing 1,000.00 Sub-Total $97,400.00 Less Municipal Rebate of 4% GST (3,585.00) Total $93,815.00

The City of Kitchener has funding allocated for the above costs and has asked that we proceed with the work on their behalf.

Ontario Ministry of Transportation Costs

T2002-022 $23,900.00 Consulting Fees 2,400.00 Regional Engineering & Administration 500.00 - 4 - F-02-089

Materials Testing 300.00 Pavement Markings and Signs 200.00 Total $27,300.00

The Ontario Ministry of Transportation has funding allocated for the above asphalt resurfacing costs and has asked that we proceed with the work on their behalf.

The final date of acceptance for this tender is August 25, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

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

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-090 of Regional CouncilFile Code: Date: July 10, 2002 Subject: PRE-QUALIFICATION OF GENERAL CONTRACTORS AND MECHANICAL AND ELECTRICAL SUB-CONTRACTORS FOR THE WATERLOO REGIONAL AIRPORT TERMINAL BUILDING REDEVELOPMENT

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the pre-qualification of the following General Contractors and Mechanical and Electrical Sub-Contractors for the Waterloo Regional Airport Terminal Building Redevelopment and;

THAT the Regional Municipality of Waterloo approve the issuance of debentures for the Waterloo Regional Airport Terminal Building Redevelopment in an amount not to exceed $4.4 million for a term not to exceed ten years and;

General Contractors Mechanical Sub-Contractors Electrical Sub-Contractors Ball Construction Inc Besseling Mechanical Gordon Electric M.J. Dixon Construction Ltd. Branair Ltd. Harold Stecho Electric Gottardo Brenner Mechanical Kearsley Electric Harbridge & Cross Haywood Mechanical Trade Mark Industrial The Atlas Corporation L.J. Barton Mechanical OZZ Corporation McKay-Cocker Construction Malfar Mechanical Comstock Canada Melloul Blamey Construction Nelco Mechanical Guild Electric PCL Constructors Canada Inc. Rodco Mechanical Fox Contractors Maple Engineering & Wm. Roberts Mechanical & Wm. Roberts Mechanical & Construction Electrical Electrical Van Horne Construction Ltd. Black & MacDonald Enasco Limited Comstock Canada Fox Contractors Trade Mark Industrial

SUMMARY: Nil - 2 - F-02-090

REPORT:

In accordance with Facilities Management project procedures, advertisements inviting General Contractors and Mechanical and Electrical Subcontractors to apply for pre-qualification for the construction of the Waterloo Regional Airport Terminal Building were placed in the Kitchener-Waterloo Record, Cambridge Reporter, Hamilton Spectator, London Free Press and the Daily Commercial News.

The pre-qualification process was conducted in two separate phases. Phase One involved the evaluation of the information package submitted by the interested General Contractors and Mechanical and Electrical Subcontractors, while Phase Two focused on the evaluation of the information provided by their references. Phases One and Two were evaluated by the Architect and Facilities Management staff based on the following criteria, developed prior to initiating the pre-qualification process:

Phase One a) submission of a complete Standard Construction Document (CCDC-11) indicating the total value of work undertaken by the contractor in the previous five years as well as financial references; b) signed letter from a recognized bonding company certifying the contractor's ability to secure bonding for this project; c) submission of up-to-date CAD-7 form, which identifies a construction safety performance index (indication of past safety record); d) letter authorizing the Region to obtain financial information; e) resumes for management staff; and f) submission of a complete health and safety policy.

Phase Two a) verification of references including quality of work, organizational skills, control trades, pricing of extras, flow of documentation, timely completion, follow-up on deficiencies, warranty response and general skills of staff; b) evaluation of previous experience on airport or related projects for previous 10 years; and c) business experience as well as annual volume of business.

Contractors

The following contractors submitted documents for pre-qualification:

General Contractors Asco Construction Ltd. M.J. Dixon Construction Ltd. Pre-Eng Contracting Limited Aveiro Constructors Gottardo Reid & Deleye Contractors Ball Construction Inc. Harbridge & Cross Ryco-Alberici Bestco Construction Harrington Construction Ross Clair Contractors Corporation - 3 - F-02-090

Bondfield Construction Co. Ltd Kemp General Building Sierra Construction General Contractors Contracting CGC Enterprises Ledcor Construction Ltd. Solarc Construction Ltd. CH Industries Ltd. Lisgar Construction Company Sona Construction Chamberlain Construction Maple Engineering & Southside Construction Ltd. Services Ltd. Construction Ltd. Compass Construction Ltd. McKay-Cocker Construction STRUCT-Con Construction Ltd. Ltd. Conin Construction Ltd. Melloul Blamey Construction The Atlas Corporation CRD Construction Ltd. Merit Contractors of Niagara Torbear Contracting Inc. Detra Builders Inc. Nith Valley Construction Ltd. Van Horne Construction Ltd. Devlan Construction Pegah Constrution XDG Ltd. Dineen Construction PCL Constructors Canada Inc. Corporation

Mechanical Subcontractors Dean Lane Contractors Trade Mark Industrial L.J. Barton Mechanical Malfar Mechanical Nekison Engineering & Urban Mechanical Contractors Nelco Mechanical Besseling Mechanical Zircon Plumbing & Heating Black & MacDonald Branair Ltd. The State Group Comstock Canada Brenner Mechanical Sutherland-Shultz Fox Contractors Haywood Mechanical Rodco Mechanical Wm. Roberts Mechanical & Electrical

Electrical Subcontractors Timetronix Inc. Harold Stecho Electric Enasco Limited Cabletec Systems Inc. Kearsley Electric Trade Mark Industrial Angton Electric OZZ Corporation Comstock Canada Gordon Electric Guild Electric The State Group Fox Contractors

The number of submissions received, is twice the anticipated amount expected. Twenty one General Contractors and three Electrical Subcontractors did not meet the minimum Phase One criteria and were not - 4 - F-02-090 considered further in the process. The remaining contractors and subcontractors were evaluated and scored based on the evaluation criteria. It is recommended that the top 10 General Contractors, 13 Mechanical Subcontractors and 10 Electrical Subcontractors be accepted for pre-qualification as listed above. This number of contractors is acceptable and will ensure a fair and competitive bidding during the tender process.

A list of the pre-qualified companies will be advertised so that sub-contractor trades interested in bidding to the General Contractors and Mechanical and Electrical Subcontractors will know which contractors are eligible to submit a bid on this project.

Project Schedule

The new terminal building is scheduled to be operational and ready to accommodate airlines in June 2003. The following schedule has been established to meet this requirement:

August 5-30 -demolition of existing terminal building August 1 -structural steel pre-tender closes (for CAO approval if under budget) August 15 -general tender closes (for Council approval September 11, 2002) December 1 -building fully enclosed to allow winter construction June 1, 2003 -building commissioned and ready for occupancy

To meet the June occupancy target, it is imperative that the building be fully enclosed by December to allow winter construction. The work has been divided into parcels to facilitate this goal. Early demolition of the existing terminal will allow the General Contractor to mobilize on site as early as possible in September. The structural steel pre-tender will allow the Structural Sub-Contractor to begin the lengthy shop drawing preparation process early so they will be ready to be assumed by the General Contractor once the general tender has been awarded.

CORPORATE STRATEGIC PLAN:

The pre-qualification process supports the Corporate Strategic plan which requires the Region to spend wisely the dollars with which we are entrusted.

FINANCIAL IMPLICATIONS:

The revised 2002-2011 Airport Capital budget (as per report E-01-072.2/CR-FM-02-010 dated April 16, 2002) includes a provision of $4.7 million for the Waterloo Regional Airport Terminal Building Redevelopment. This project is to be financed from the Airport Capital Levy ($300,000) and by the issuance of debentures ($4.4 million). Debenture approval is required in advance of project spending. The associated financing costs will be included in the Airport operating budget once the debenture is issued.

OTHER DEPARTMENT CONSIDERATIONS:

Transportation and Facilities Management staff are actively involved in this project. - 5 - F-02-090

PREPARED BY: C. Whitlock, Chief Purchasing Officer

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

FINANCE DEPARTMENT REPORT

To: Regional Chair Ken Seiling and Members Report No: F-02-091 of Regional Council File Code: Date: July 10, 2002 Subject: T2002-130 HYDRAULIC HOIST INSTALLATION AT 100 MAPLE GROVE ROAD

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the tender of Andrews Contracting and Backhoe Service Inc. for the Hydraulic Hoist Installation at 100 Maple Grove Road, Cambridge, Ontario at a total price of $407,956.64 including all applicable taxes.

SUMMARY:

This project was originally tendered and subsequently canceled, as only one bid was received, and it was over budget. By modifying the tender and including a novation agreement for the hoists, we were able to reduce the overall cost of the project.

REPORT:

Tenders were called for the Hydraulic Hoist Installation, Cambridge, Ontario and were opened in the presence of T. Novosad, K. Smith and L. Buitenhuis.

The following tenders were received:

Andrews Contracting & Backhoe Service Inc. Cambridge, ON $396,970.00 Dakon Construction Ltd. Waterloo, ON $412,514.96 Nith Valley Construction Ltd. New Hamburg, ON $436,556.79

The work of this contract is to install four (4) hydraulic hoists in the maintenance area of the garage at the Operational Centre. The garage currently has only one heavy duty hoist for use when working on larger trucks and equipment. Heavy equipment maintenance requirements have increased to a level where the existing single heavy duty hoist no longer meets the demand. The additional four (4) hydraulic hoists will increase productivity and provide a safer work environment. The new hoists will include special safety features, such as self-leveling and individual hydraulic controls.

Construction is scheduled to commence in July and will be completed August 30, 2002.

CORPORATE STRATEGIC PLAN: - 2 - F-02-091

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

FINANCIAL IMPLICATIONS:

The Regional Municipality of Waterloo entered in to a Novation agreement with Rotary Hoist, the supplier of the hoist, to ensure a consistent price and quality for the equipment. The price of the hoists was quoted as $137,333.00 plus all applicable taxes. An omission in the tender document made it such that the price for the hoists carried by the general contractors included GST but not PST. As a result, an additional amount of $10,986.64 should be awarded to the base bid of Andrews Excavating and Backhoe Service Inc. to cover the cost of the PST on the four (4) hoists, for a total revised tender price of $407,956.64 including all applicable taxes.

T2002-130 $396,970.00 8% PST on Hoists 10,986.64 Sub-Total $407,956.64 Consultant and Geotechnical 15,000.00 Regional Engineering 6,000.00 Construction Contingency 4,000.00 Sub-Total $432,956.64 Less Municipal Rebate of 4% GST (14,189.80) Total $418,766.84

The Region's 2002 approved Capital Budget for the Operations Centre includes $224,000 for the purchase and installation of four hoists and $223,838 for capital maintenance and improvements related to the installation of the four hoists. The total amount identified for hoist replacement is $447,838 which is sufficient to cover the cost of this work. The balance of the funds will be allocated to other necessary structural repairs at the Operations Centre.

The final date of acceptance for this tender is July 20, 2002.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: C. Whitlock, Chief Purchasing Officer

APPROVED BY: L. Ryan, Chief Financial Officer RC-02-003

REGIONAL MUNICIPALITY OF WATERLOO

OFFICE OF THE REGIONAL CHAIR

COUNCIL REPORT

TO: Members of Regional Council

DATE: July 10, 2002

SUBJECT: Waterloo Regional Arts Foundation

RECOMMENDATION:

That the Regional Municipality of Waterloo approve the Mission, Objects, Structure and Criteria of the Waterloo Regional Arts Foundation as recommended by the Advisory Committee on the Waterloo Regional Arts Foundation and as listed in the report below

That the Regional Municipality of Waterloo approve the necessary by-laws and apply for Letters Patent in accordance with the approved Mission, Objects, Structure and Criteria of the Waterloo Regional Arts Foundation

That the Regional Municipality of Waterloo appoint the persons listed in Appendix A as the first members of the Waterloo Regional Arts Foundation for staggered one, two and three year terms as specified and advertise for interested, qualified candidates to fill the remaining positions, for three year terms (Appendix A available at meeting)

That the Regional Municipality of Waterloo appoint a Member of Regional Council to serve on the Waterloo Regional Arts Foundation for the remainder of the Council term, expiring November 30, 2003 and that the appointment of the Regional Chair "ex officio" be amended to include "or his or her designate"

That the Waterloo Regional Arts Foundation be required to develop a comprehensive set of conflict of interest guidelines prior to the distribution of any grant monies RC-02-003 - 2 -

And that the question of Waterloo Regional Arts Awards be referred to the Waterloo Regional Arts Foundation for study and implementation.

SUMMARY:

On July 11, 2001, Regional Council approved a recommendation of the Regional Chair to approve in principle the creation of a Waterloo Regional Arts Foundation to provide arms length funding for the performing, visual and literary arts in the Region of Waterloo. An annual per capita grant from Regional Council would be provided to the Arts Foundation. Council authorized the formation of an Advisory Committee to make recommendations for the proposed Waterloo Regional Arts Foundation. In February 2002, as part of the 2002 budget process, Council approved a grants budget of $81,000 for the proposed Foundation.

Following this approval in March of this year, nine members of the arts community in Waterloo Region were invited to form the Waterloo Regional Arts Foundation Advisory Committee and were asked to make recommendations to Council on the mission, objects and structure of the Foundation. The Committee was also asked to comment on the feasibility of creating annual Waterloo Regional Arts Awards.

The nine members of the Advisory Committee were:

Martin De Groot, Executive Director, Waterloo Regional Arts Council (Chair) Jamie Grant, General Manager, Centre in the Square Inc. Greg Hayton, Chief Librarian, Cambridge Public Library Bill Poole, Director, Centre for Cultural Management, University of Waterloo Betty Recchia, Organizational Leader for Cultural Services, City of Waterloo Deborah Rothwell, Painter and founding member, KOR Gallery Rosemary Smith, Executive Director, Kitchener-Waterloo Community Foundation Judith Stephens-Wells, Arts Consultant Jill Summerhayes, Author and community volunteer

The Committee was chaired by Martin De Groot and met 4 times during April and May, 2002.

The Committee has also proposed to nominate ten of the start-up members of the Foundation in order to get the group up and running. Two further nominations would be advertised and appointed at a later date. (Appendix A available at meeting)

Their final report is attached and I am pleased to forward the report and the attached recommendations to Regional Council for consideration. Respectfully Submitted, Ken Seiling, Regional Chair

July 10, 2002

Chair Ken Seiling and Members of Regional Council 150 Frederick Street Kitchener ON N2G 4J3

Dear Chair Seiling and Members of Regional Council:

On behalf of the Advisory Committee on the Waterloo Regional Arts Foundation, I am pleased to submit our final report for your consideration.

In March, 2002, the Regional Chair invited nine individuals who are active in the local arts community, to participate on the Advisory Committee to make recommendations to Council on the Mission, Objects, Structure and Criteria of the Waterloo Regional Arts Foundation. We were also asked to comment on the feasibility of creating annual Waterloo Regional Arts Awards.

The nine members of the Advisory Committee included myself - Martin De Groot, Executive Director, Waterloo Regional Arts Council (Chair); Jamie Grant, General Manager, Centre in the Square Inc.; Greg Hayton, Chief Librarian, Cambridge Public Library; Bill Poole, Director, Centre for Cultural Management, University of Waterloo; Betty Recchia, Organizational Leader for Cultural Services, City of Waterloo; Deborah Rothwell, Painter and founding member, KOR Gallery; Rosemary Smith, Executive Director, Kitchener-Waterloo Community Foundation; Judith Stephens-Wells, Arts Consultant; and, Jill Summerhayes, Author and community volunteer. The Committee met four times during April and May and all members shared the wealth of their experience in the arts, organizational development and management. I believe our recommendations reflect this expertise.

As requested, the Committee is making recommendations to Council on the Mission, Objects, Structure and Criteria of the Waterloo Regional Arts Foundation. We are also nominating ten individuals for appointment by Regional Council to the Foundation.

We have determined that the question of Waterloo Regional Arts Awards would be more appropriately evaluated by the Arts Foundation and respectfully ask that Council refer this question to the Foundation. - 2 -

In allocating grant monies, conflict of interest is always a consideration. Accordingly, we are also recommending that the Waterloo Regional Arts Foundation be required to develop a comprehensive set of conflict interest guidelines prior to the distribution of any grant monies.

On behalf of the other members of the Advisory Committee, I would like to thank Council for the opportunity to be involved in the design of the Waterloo Regional Arts Foundation. We in the local arts community are extremely excited about this initiative and look forward to working with the Foundation to advance the arts in our community.

Sincerely,

Martin De Groot FINAL REPORT OF THE ADVISORY COMMITTEE ON THE WATERLOO REGIONAL ARTS FOUNDATION

Mission, Objects, Structure and Criteria of the Waterloo Regional Arts Foundation

Mission

To promote, encourage and provide support to arts organizations and individual artists that contribute to the vibrancy of the arts and cultural sector to benefit the people of the Region of Waterloo.

Objects

1. To distribute the Foundation’s funds to artists and arts organizations that benefit the Region of Waterloo.

2. To have the capacity to accept donations and/or raise funds to further pursue its purposes.

3. To have the ability to respond to the most pressing needs in the arts community at the time.

4. To understand and take full consideration of the roles of other funding bodies.

5. Where the Foundation sees or views something beyond its mandate that is a pressing issue and/or integral to the arts community in the Region, the Foundation may report and make recommendations to Regional Council on such issues.

Structure

1. The Waterloo Regional Arts Foundation shall be comprised of no fewer than 8 and no more than 14 members and shall include:

! the Chair of the Regional Municipality of Waterloo, ex-officio ! a Member of Regional Council appointed by the Council of the Regional Municipality of Waterloo, for the term of Council, and ! 6 to 12 members “at-large” who through their past activities have demonstrated an understanding and commitment to the arts, and who live and/or work in the Region of Waterloo.

2. “At-large” Members shall be elected/appointed for rotating terms of three years and shall be limited to serving two consecutive terms. - 2 -

3. The first (inaugural) Members of the Waterloo Regional Arts Foundation shall be appointed by the Council of the Regional Municipality of Waterloo upon recommendation from the Waterloo Regional Arts Foundation Advisory Committee. Thereafter, 1/3rd of the “at- large” Members shall be elected each year by Members of the Foundation whose terms are not expired.

4. The Chair and Vice-chair of the Waterloo Regional Arts Foundation shall be elected from among and by the Members of the Foundation on an annual basis.

5. The Clerk and the Chief Financial Officer of the Regional Municipality of Waterloo shall serve as non-voting officers of the Foundation - its Secretary and Treasurer respectively.

6. The Foundation shall meet at least quarterly and at the discretion of the Chair of the Foundation.

7. A majority of Members shall constitute a quorum.

8. Each Member of the Foundation shall have one vote. Questions arising are to be decided by a simple majority vote, of those present, with a show of hands or a recorded vote, if requested by a Member. In the event of a tie, the motion is lost.

9. Members of the Foundation shall receive no remuneration for their work for the Foundation.

10. The structure of the Waterloo Regional Arts Foundation shall be reviewed by the Foundation after its first year of operations and at least every three years thereafter.

Eligibility Criteria for Grants:

1. The Waterloo Regional Arts Foundation will accept applications for grant monies from individuals and organizations and will typically fund projects that contribute to the vibrancy of the arts and cultural sector of our community and will not typically fund ongoing operating expenses

2. Organizations applying for grant monies must be not-for-profit and managed by a Volunteer Board of Directors. The majority of its members and/or clients must live or work in the Region of Waterloo - 3 -

Assessment Criteria:

1. Getting a grant will be based on excellence and allocations to individual artists will be made by a process that relies on peer evaluation.

2. The Waterloo Regional Arts Foundation will evaluate a project in terms of its ability to enhance an organization’s capacity to generate, over the longer term, the amount of operating income needed to address its mandate.

3. Preference will be given to proposals from individual artists and organizations for projects that would otherwise not take place.

4. In reviewing grant applications, the Foundation will evaluate the contribution that the service, program or activity makes to the vibrancy of the arts and cultural sector of our community - grants will be awarded based on artistic excellence.

Reporting

The Waterloo Regional Arts Foundation shall hold an annual general meeting at which it shall file an annual report on the expenditure of its funds. RC-02-004

REGIONAL MUNICIPALITY OF WATERLOO

OFFICE OF THE REGIONAL CHAIR

COUNCIL REPORT

TO: Members of Regional Council

DATE: July 10, 2002

SUBJECT: Economic Development and Promotion Committee

RECOMMENDATION:

For information

BACKGROUND:

Regional Council authorized the Regional Chair to appoint an Economic Development and Promotion Committee. I have appointed the following members to the Committee: J. Wideman (Chair), J. Brewer, T. Galloway, J. Martens, and S. Strickland.

The Regional Municipality of Waterloo Act gives Council the authority to promote the Region and undertake initiatives to carry out that promotion. This is carried through to the new Municipal Act. Currently the Region is a partner in the CTT and contributes financially and provides office space to it. Other issues such as tourism are beginning to emerge as possible areas that Regional Council will be asked to consider.

Generally, the Committee tasks will include:

-economic development and promotion activities including tourism relating to the Region -general promotion and communication activities relating to Regional programs and objectives

Meetings will be held as required and will be open according to Regional policy. Agendas will be prepared and meetings will be minuted.

Respectfully Submitted, Ken Seiling, Regional Chair Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Ken Seiling and Members Report No: P-02-079 of Regional Council File Code: Date: July 10, 2002 Subject: REGIONAL GROWTH MANAGEMENT STRATEGY - WORK PROGRESS UPDATE

RECOMMENDATION:

For information.

SUMMARY:

NIL

REPORT:

The purpose of this report is to update Regional Council regarding work on Phase 2 of the Region's Growth Management Strategy, with particular emphasis on the input received thus far through the consultation and communication process.

Work on Phase 2 of the Regional Growth Management Strategy is proceeding on schedule. Staff is working on two parallel tasks. The first task involves preparing the technical studies specified in the Phase 2 Terms of Reference to help evaluate and refine the Preliminary Preferred Concepts that were developed in Phase 1 of the strategy. Regional staff has met with the consulting team (refer to Appendix A) on several occasions to initiate work on the technical studies.

The second task includes the ongoing consultation and communication process. This extensive process has thus far included (refer to Appendix B):

• presentations to all local area municipal councils • public information meetings in each local area municipality • distribution of 5,000 brochures • discussions with local area municipal planners • meetings with a variety of agencies and stakeholder groups

Appendix C is a one page summary of the Guiding Principles of the strategy, while Appendix D is a summary of the questions and comments that have been received by Regional staff according to four major themes: growth management, infrastructure, re-urbanization, and the natural environment.

Overall, there is broad support for a balanced approach to growth management as outlined in the Phase 1 of the strategy. The cities of Cambridge, Kitchener, and Waterloo, and the Township of Woolwich have submitted responses to the Phase 1 document (refer to Appendices E, F, G, and H respectively). Responses from the Township of Wilmot and the Grand River Conservation Authority are expected shortly and will be - 2 - P-02-079 distributed to members of Regional Council as soon as possible.

Further to requests from Regional Council members and other stakeholders, Appendix I identifies the main reports and studies that were referenced to help create the Preliminary Preferred Concepts. Likewise, Appendix J lists references regarding opportunities to develop and implement strategic initiatives that will refine our existing approach to growth management to respond to new economic, social and physical realities.

Lastly, the Regional Growth Management Strategy Steering Committee met on June 7th and is scheduled to meet again on July 18th. A summary of the evolving issues related to the growth management strategy that were identified by the Committee is attached as Appendix K.

It is expected that a further update report will be provided to Regional Council in September 2002.

CORPORATE STRATEGIC PLAN:

The Regional Growth Management Strategy is consistent with the Region's Corporate 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:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Cushla Matthews, Planner Kevin Curtis, Administrator of Policy Planning

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

Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Ken Seiling and Members of Report No:P-02-085 (Revised) Regional Council File Code: Date: July 10, 2002 Subject: ROUTE 57 BLAIR ROAD

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the implementation of Route 57 BLAIR ROAD effective Tuesday, September 3, 2002, as illustrated by Figure 1 and approved in Report #P-02-066 (June 4, 2002), including the use of Rosslinn Road as a temporary routing until Westcliff Way is constructed between Princess Street and Bismark Drive, as outlined in P-02-085, dated July 10, 2002.

SUMMARY:

NIL

REPORT:

1.0 Background

On June 12, 2002, Council approved the Cambridge Area Transit Service Review report #P-02-066 which recommended a range of transit service improvements to be implemented Tuesday September 3, 2002. The exception was the Rosslinn Road route, which was to be deferred to the July 10 Council meeting for further consideration. During the public consultation process and at the Planning and Works meeting of June 4, 2002 and the following Council meeting of June 12, 2002, several residents objected to the use of Rosslinn Road.

In report #P-02-066 (June 4, 2002), staff indicated that Rosslinn Road would be used as a temporary bus route until such time as Westcliff Way is constructed between Princess Street and Bismark Drive and the latter would then become the permanent routing. Staff recommended the use of Rosslinn Road as a temporary routing because it would maximize service coverage hence generating greater ridership and passenger revenues. Establishing transit service early in the development of a new neighbourhood increases the potential for greater transit use, before auto use habits become firmly entrenched.

2.0 Rosslinn Road Resident Concerns

The resident objections to the use of Rosslinn Road as a temporary bus route include the width and curvature of the road, lack of sidewalks and perceived bus conflict with pedestrians. Residents also noted concerns with speeding vehicles and expressed the need for traffic controls.

Street Width and Curve

• Rosslinn Road is 9 metres wide and Westcliff Way will be 9 metres wide once constructed. Both roads meet the minimum pavement width for a transit route. Because on-street parking demand is anticipated - 2 - P-02-085

to be minimal, parking restrictions on one side of the road would not be required to facilitate transit operations.

• Transit operates throughout the region on roads with similar curves.

• A field test of Rosslinn Road indicated that it would be suitable as a transit route

Sidewalks and Pedestrian Safety

• There are numerous roads that lack sidewalks and are used as transit routes. Certainly, sidewalks on or leading to transit routes are preferred since they facilitate pedestrian access to transit routes and bus stops. Nevertheless, transit routes on roads without sidewalks do operate safely. GRT has an impeccable safety record and millions of kilometres are traveled annually on residential streets in a safe manner.

Vehicle Speeding and Traffic Controls

• City of Cambridge staff have been notified about the concerns expressed by residents regarding speeding vehicles and their request for more traffic controls.

3.0 Alternatives to Rosslinn Road

Staff have evaluated the use of adjacent streets to Rosslinn Road for the temporary bus routing and also examined the feasibility of constructing a temporary bus turnaround on Westcliff Way at Princess Street.

Alternative Streets

The use of Lindale Road or Ronald Road and Leslie Avenue between Princess Street and Bismark Drive could operationally accommodate a transit route similar to Rosslinn Road. These routing alternatives would provide less service coverage and therefore generate less ridership. A similar reaction to Rosslinn Road residents can be expected from residents of these streets.

The potential feasibility of building a temporary turnaround for buses on Westcliff Way at Princess Street was examined. The existing grade difference between the built roadway and future roadway section is significant thereby making the temporary bus turnaround a cost-prohibitive option.

All of the streets in the subdivision to the west of Blair Road are classified as local residential with the exception of Bismark Drive which is classified as a residential collector.

Passenger Impact

By extending transit service along Rosslinn Road to serve the Westview neighbourhood, an additional 373 dwelling units or almost 900 persons would be within the 450 metre maximum walk distance to transit service.

Status of Subdivisions adjacent to Westcliff Way

There are two developers that own land adjacent to Westcliff Way. One subdivision is registered and one parcel of land has not yet been submitted for draft plan approval. In recent discussions, with City of Cambridge - 3 - P-02-085 planners the anticipated timing for the last subdivision to be submitted for approval and ultimate completion of Westcliff Way is difficult to determine. A consultant for the developer, however, has indicated that a draft plan of subdivision will be submitted for approval in the next few weeks with the anticipation of starting construction next year.

Meeting with Rosslinn Road Residents

On Thursday July 4, 2002 staff held a meeting with Rosslinn Road residents at Trinity United Church. Local councillor Ted Fairless and City of Cambridge staff also attended. Approximately fifteen residents attended the meeting, representing 10 of the 29 dwelling units that were invited. At the meeting staff briefly reviewed,

• the planning process that was undertaken • the rationale for proposing the use of Rosslinn Road as a temporary routing • issues previously raised by Rosslinn Road residents • alternatives that were examined • next steps including opportunity to register as a delegation at the July 10, 2002 Council meeting

After the brief staff presentation, residents had the opportunity to provide feedback. In summary, while residents appreciated staff’s rationale for proposing Rosslinn Road as a temporary routing, they expressed a unanimous opinion not to put the temporary routing on Rosslinn Road for many of the same reasons that have been noted in this report.

Staff Recommendation

In light of the above, staff are recommending the implementation of Route 57 BLAIR ROAD effective Tuesday, September 3, 2002, as illustrated by Figure 1 and identified in Report #P-02-066 (June 4, 2002), including the use of Rosslinn Road as a temporary routing until Westcliff Way is constructed between Princess Street and Bismark Drive.

The use of streets adjacent to Rosslinn Road as an alternative would generate similar complaints to those of Rosslinn Road residents while less service coverage would be provided. As well, the potential construction of a temporary bus turnaround at the end of Westcliff Way was determined to be cost-prohibitive.

If the use of Rosslinn Road as a temporary bus routing is deemed not desirable to serve the Westview neighbourhood, the preferred alternative would be to maintain the existing routing in this area which uses Sunset Boulevard, Clearview Drive and Blair Road (Figure 2). Service coverage, however, to the Westview neighbourhood would be reduced significantly and transit's ability to attract customers would be diminished accordingly.

CORPORATE STRATEGIC PLAN:

The proposed transit service improvements for Cambridge support the Region's sustainable growth objective and also support the automobile reduction goals established in the Regional Transportation Master Plan. These service improvements are consistent with the Grand River Transit 5-Year Business Plan that was recently approved by Regional Council. - 4 - P-02-085

FINANCIAL IMPLICATIONS:

The costs to implement this route were approved as part of the Cambridge Area Transit Service Review report #P-02-066 at the June 12, 2002 Council meeting and can be accomodated within the approved budget.

OTHER DEPARTMENT CONSIDERATIONS:

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

PREPARED BY: John Cicuttin, Manager of Transit Development

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services - 5 - P-02-085

Figure 1: Proposed Route - 6 - P-02-085

Figure 2: Alternate Routing

Region of Waterloo

CORPORATE RESOURCES DEPARTMENT REPORT

TO: Chair Ken Seiling and Members of the Report No: CR-IS-02-001 Regional Council File Code:

DATE: July 10, 2002

SUBJECT: CLIENT SERVICE STRATEGY STATUS REPORT

RECOMMENDATION:

For Information

SUMMARY:

NIL

REPORT:

The Region has been undergoing significant growth and change in the services that it provides. To address these service delivery changes Council has approved a study to develop a strategy that will address the needs of Regional clients by defining the Region’s vision for service delivery in greater detail.

Strategic Framework

The strategy will recognize and respond to the following requirements:

! the unique characteristics of the broad categories of services of each department and program ! one size does not fit all ! recognition of the projects and applications already in place or in progress in each of the programs ! the citizen expectations for access and service ! the privacy expectations of Regional clients

The strategy will be have both an external and internal focus and will be completed in phases. The project team has completed the initial collection of data for the current service delivery model done through interviews with Regional management and a review of business processes. A client needs assessment was done through an external telephone survey and focus groups with various community groups, businesses and residents. A best practices review was done by reviewing other jurisdictions in both the public and private sectors. A gap analysis of existing practices and client requirements has also been completed.

- 2 - CR-IS-02-001

Future work on the project will include completion of the analysis of service delivery options, followed by the development of the implementation plan, a cost/benefit analysis, and the final report. These deliverables will be accompanied by the validation of findings with various Regional individuals and committees. This will help ensure that recommendations are both innovative and pragmatic, and reflect the Region’s current capabilities and potential. It is anticipated that the final report to Council will be completed in September.

Summary of Findings

The project team performed a review of Regional divisions and service areas to gain a better understanding of the services the Region currently delivers, the clients who receive them, and the communication channels that are utilized. The team also compiled an inventory of the information technology systems and tools used in the delivery of services. The review confirmed that the Region has indeed shifted its focus from being an administrative body to a direct service provider. Some key services affected include Community Health, Social Services, Transit, Waste, and Water. All of these areas have responded to this shift by developing telephone and over-the-counter service mechanisms. However, changes to the delivery of some services have not been coordinated. For example: $ Telephone systems are not fully integrated – often five or more phone numbers are listed for one department; $ Buildings initially designed to handle administrative functions are proving less than ideal for retail services; $ While the Region’s major applications store their information in a centralized database, there are still many smaller applications that are not integrated and hold important client information that will be important to coordinate from a service delivery perspective, and $ The Region’s website hosts over 1300 pages of information, but provides few opportunities for clients to conduct transactions.

The team also conducted an investigation into the service delivery needs of Regional clients. A telephone survey revealed that clients prefer to contact the Region by phone (78%), and prefer that the Region contact them by mail (for the sending bills or notices). Most residents contact the Region for general information and the most common service request was for Garbage and Blue Box collection. For future service delivery preferences it was interesting to note that 67% of respondents had access to the Internet but that phone (a live voice) and in-person were still preferred methods for interacting with the Region.

The focus groups provided opportunities for more in-depth analyses of the needs of various community groups, businesses and residents. They had some common needs such as confusion and difficulty finding services in the Region, one phone number to contact the Region, buildings not being designed for customer service and a need for Regional marketing/branding. They also raised points unique to each group. For example rural residents pointed out that Regional services are too centralized and inaccessible. This group also felt there was a lack of knowledge of rural areas, and that the Region should set up mechanisms (e.g., forums, surveys) to gather input into decisions affecting rural residents. Lastly, it was suggested that an expansion of transit services is important, particularly for seniors needing access to health clinics.

Following are examples of other comments received from the focus groups:

· Business clients had expectations of same-day responses to messages even if it was only to say their contact would return their call later.

· Community Health focus group participants felt that there is a need to enhance accessibility to public health services, and that the Region should consider locations, service hours, and other delivery channels (e.g., phone and IVR). · Social Services focus group participants pointed out that it was important to ensure that services are located in the communities where they are needed. · The Regional-Municipal Public Works focus group raised the issue of how to deal with client calls regarding services provided by other levels of government.

CORPORATE STRATEGIC PLAN:

Development of an integrated service delivery plan is consistent with the strategic directions approved by Council.

FINANCIAL IMPLICATIONS: Nil

OTHER DEPARTMENT CONSIDERATIONS:

All departments are participating in the development of the strategy.

PREPARED BY: Walter Gasparini, Director Information Systems

APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources & Regional Solicitor

Regional Municipality of Waterloo MEDIA RELEASE: Friday, June 28, 2002, 4:30 P.M. PLANNING AND WORKS COMMITTEE AGENDA Tuesday, July 2, 2002 9:00 A.M. Council Chamber 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario

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

2. DELEGATIONS

3. REPORTS - PLANNING, HOUSING AND COMMUNITY SERVICES

COMMUNITY PLANNING DIVISION a) P-02-073, Response to Draft 3.1 of the Grand River Conservation Authority 01 Wetlands Policy Discussion Paper. b) P-02-077, Regional Official Policies Plan Amendment, Request for Public Meeting, 22 to Amend Policies Related to the Regional Power Centre Designation, in the City of Cambridge. c) P-02-078, Rural Mixed Use/Agricultural Cluster - Appeal of Township of Wellesley 25 Official Plan Amendments No. 22 and No. 23 and Other Related Matters.

COMMUNITY SERVICES DIVISION

P-02-083, Criteria for Identification of Sites of Regional Heritage Significance. d) 32 TRANSPORTATION PLANNING DIVISION

P-02-075.1, Ira Needles Boulevard, Erbsville Road to Trussler Road, Cities of e) Kitchener and Waterloo, Environmental Review. 36

f) P-02-081, Amendment to Regional Municipality of Waterloo Controlled Access By- 43 Law #58-87 for an Emergency Access to Regional Road #58 (Fischer-Hallman Road), in the City of Waterloo. - 2 -

INTERDEPARTMENTAL REPORTS g) E-02-062/P-02-076, 2002 Water and Wastewater Monitoring Report. 47 h) E-02-082/P-02-080, Transportation Smog Day Communication Plan. 124

REPORTS - TRANSPORTATION AND ENVIRONMENTAL SERVICES

DESIGN AND CONSTRUCTION DIVISION i) E-02-083, Consultant Selection - Aquifer Testing, Design and Construction 130 Engineering Services for K-18 New Well and K-18 to Glasgow Street Watermain Project, City of Kitchener.

TRANSIT SERVICES DIVISION j) E-01-065.2, Specialized Transit Services Advisory Committee Term Extensions and 139 Replacement Appointment.

TRANSPORTATION DIVISION k) E-02-066, Request for Landscape Advertising on Hespeler Road, City of 141 Cambridge. l) E-02-081, Traffic and Parking Amendments, Regional Road #4 (Ottawa Street), 144 Fischer-Hallman Road to Trussler Road, City of Kitchener. m) CR-RS-02-034, Authorization to Expropriate Lands for Construction of Ainslie 148 Street, Cambridge WASTE MANAGEMENT DIVISION n) E-02-070, Grass Clipping Diversion Program. 152 o) E-02-072, Wood Waste Diversion Program. 155

WATER SERVICES DIVISION r) E-02-074, Rural Water Quality Program Extension. 157 s) E-02-084, Grand River Wells - Short Term Upgrade. 162

4. INFORMATION/CORRESPONDENCE a) Letter from Mayor Carl Zehr, re: Fire at 73 Church St., Kitchener, dated June 7, 167 2002. - 3 - b) Letter from Superintendent R. Westbrook, re: Response by Grand River Transit to 168 80 Mooregate Cr., Kitchener, dated June 10, 2002. c) Letter from Mr. Grant Nixon, re: Customer Service, dated June 17, 2002. 169

5. OTHER BUSINESS

6. NEXT MEETING - See attached schedule

7. CLOSED SESSION (motion required)

Part II, Section 14. (1) e) and f) of Procedural By-Law 00-031 (as amended): a) CR-RS-02-032. (Distributed separately)

8. ADJOURN Regrets only to Kerri O'Kane Telephone: 575-4450 Email: [email protected] - 4 -

NEXT MEETINGS Date Time Description Location Planning and Works Committee

Tues., Aug. 13, 2002 9:00 A.M. Planning and Works Council Chamber Committee 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario Tues., Sept. 3, 2002 9:00 A.M. Planning and Works Council Chamber Committee 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario Transportation and Environmental Services

Thurs., July 4, 2002 3:00 P.M.-5:00 P.M. Water Efficiency Room 218 Advisory Committee 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario Thurs., Sept. 5, 2002 5:00 P.M.-8:00 P.M. Public Information TBA Centre Re: Northfield Drive Widening, Weber Street to Westmount Road, Waterloo Thurs., Sept. 12, 2002 4:00 P.M.-8:00 P.M. Public Information TBA Centre Re: Mill Creek Bridge at Soper Park, Dundas Street, Cambridge Wed., Sept. 18, 2002 4:00 P.M.-8:00 P.M. Public Information TBA Centre Re: Westmount Road Extension, Old Post Road to Northfield Drive, Waterloo Planning, Housing and Community Services Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-073 Planning and Works Committee File Code: D05-05 Date: July 2, 2002 Subject: RESPONSE TO DRAFT 3.1 OF THE GRAND RIVER CONSERVATION AUTHORITY WETLANDS POLICY DISCUSSION PAPER

RECOMMENDATION:

THAT the Regional Municipality of Waterloo forward Report P-02-073, dated July 2, 2002 to the Grand River Conservation Authority as its comment on Draft 3.1 of the Grand River Conservation Authority Wetlands Policy Discussion Paper.

SUMMARY:

In 2001, the Grand River Conservation Authority (GRCA) drafted a policy to guide staff and decision-makers in their approach to protecting wetlands which are not designated as Provincially Significant Wetlands (PSWs). As well as governing internal programs and operations, the proposed policies will provide the basis for comments to municipal planning staff on development applications. These comments are advisory in nature, and will not bind municipalities to implement them in the absence of similar policies in their respective Official Plans. However, the policies will guide GRCA staff and decision-makers in the granting of permits required to implement development approvals. This permit granting power is to be conferred to the GRCA by the Province through a Generic Regulation currently in process. In order to prevent conflict between the Authority and municipalities, the final policies should contain reasonable flexibility in instances when necessary and desirable trade-offs should be made.

The Ecological and Environmental Advisory Committee (EEAC) and staff have provided technical comment on numerous provisions in the draft policies for consideration by the Authority. Authority staff are now accepting comments on Draft 3.1, and will revise the draft polices as necessary in the light of the comments received through this circulation. Staff will continue to participate in this process in the interest of forging a consistent and generally acceptable approach to the conservation of wetlands. It is expected that the Fourth Draft will be issued in early autumn.

REPORT:

Introduction

In 2001, the GRCA issued the first draft of a discussion paper to solicit agency and public input on a new wetland policy which would outline the GRCA's approach for protecting wetlands not currently protected by Provincial policy as PSW's through their various programs and activities. Such wetlands either do not qualify as PSWs or have yet to be evaluated. Regional staff have participated in meetings at the GRCA, and provided informal comments on the earlier drafts of the Discussion Paper. Following meetings with the Waterloo Region Home Builders in January and February, Authority staff circulated Draft 3.1 for comment by agencies, and interested - 2 - P-02-073 members of the public.

On March 27, 2002, Authority staff made a presentation to the EEAC on the proposed new wetland policies. A sub-committee consisting of Scott Freiburger, Les Misch, and Deanna Zenger was struck to work with staff to prepare a response to the draft policies from an environmental perspective. The sub-committee presented its report at the April 30, 2002 EEAC meeting. Staff have supplemented the sub-committee's report with comments pertaining to policy implementation and development approval at the Regional level.

At the outset, the GRCA is to be commended for this important policy initiative. For the most part, wetlands play a significant role in the landscape by performing a number of essential environmental functions. In addition, they also contribute to the habitat diversity and richness of other elements of the Natural Habitat Network such as woodlands, floodplains and prairie remnants.

Perhaps the issue of greatest concern to Regional staff at this juncture is the potential for GRCA policies developed pursuant to Regulations under the Conservation Authorities Act and municipal official plan policies adopted pursuant to the Planning Act to conflict, resulting in inconsistent approaches among agencies and resulting confusion and delay in the development approval process. GRCA and Regional staff recently discussed this issue and there would appear to be a reasonable commitment to work together with the area municipalities, the development industry and other stakeholders as the draft policies are further refined to ensure such conflict does not occur.

Policy Context

The draft policies are intended to guide the GRCA staff and Executive Committee in their various roles as landowner, manager of various environmental stewardship programs, commenting agency and a permit granting agency. In all but the latter role, the draft policies are essentially internal policies. Only with respect to the granting of permits do the policies take on the character of external policies which will shape the Authority’s response to applicants. The Region is generally supportive of the proposed policies with respect to such internal functions as information management, stewardship planning, and wetland securement. The greater part of the following comments will focus on the implications of the recommended policy approach for permit approvals and comments on development applications being reviewed by municipal planning staff.

Permit Approval

Like all of Ontario’s conservation authorities, the GRCA is empowered by Section 28(1) of the Conservation Authorities Act, (R.S.O. 1990, c. 27 as amended), subject to the approval of the Minister of Natural Resources, to make regulations for "prohibiting, regulating or requiring the permission of the authority" for ..."interfering in any way with a wetland". Section 28(6) authorises the Provincial Cabinet to make regulations governing the content of conservation authority regulations. Staff recently obtained a copy of a draft "generic regulation" dated February 8, 2002 which is proposed to replace the current Regulation 149 (as amended by 69/93, 669/94, and 142/98). Should this Generic Regulation come into effect, individual conservation authorities such as the GRCA will have to draft their respective regulations in conformity with the Generic Regulation for ministerial approval.

The current regulation regulates "construction" (a term which is not defined) in wetlands that are considered ponds or swamps, or in any area susceptible to flooding during a regional storm. The current regulation also regulates the placement of fill in scheduled areas, many of which are wetlands. The draft Generic Regulation would apply a broader application to “development” which is defined as follows: i) the construction, reconstruction, erection or placing of a building or structure of any kind; - 3 - P-02-073 ii) any change to a building or structure that would have the effect of altering the use or potential use of the building or structure, increasing the size of the building or structure or increasing the number of dwelling units in the building or structure; iii) site grading; or iv) the temporary or permanent placing, dumping, or removal of any material, originating on the site or elsewhere.

The proposed draft Generic Regulation also exceeds the current Regulation in that wetlands to which it will apply no longer have to be "scheduled". The proposed Generic Regulation reads:

“Without limiting the application of this regulation and the above definitions (of wetlands) to any other lands, the areas described in Schedule 2 to this regulation, are areas that, in the opinion of the Authority, constitute waterfront lands, hazardous lands, river and stream valleys and wetlands.”

While staff has some concern that the identification of lands to be subject to the Regulation need only qualify "in the opinion of the Authority ", Authority staff have indicated strongly that any mapping to be appended to the Regulation will be widely publicised prior to adoption in order to permit landowners, public interest groups, and municipalities an opportunity to comment. This approach was adopted successfully in the past when the Authority “scheduled” hazard lands. Parties who object to the Regulation or to its application in a particular instance may appeal to the Mining and Lands Commissioner. This provides a reasonable measure of "natural justice" which is essential to the development and application of public policy.

Commenting on Development Applications

Regional and Area Municipal staff routinely circulate development applications to the GRCA for comment on matters such as stormwater management, hazard lands, erosion and sediment control, fisheries, and so forth. Until such time as the new Generic Regulation and implementing GRCA regulation are in place, The new wetland policies will only provide a basis for the Authority’s responses to municipalities with respect to non-PSW wetlands. These comments would be technical advice, not approvals.

The proposed policies for non-PSW wetlands exceed the provisions of the current (1997) Provincial Policy Statement which gives general direction to natural heritage policies in the ROPP and Area Municipal Official Plans. Unless and until the substance of the proposed wetland policies is embodied in the ROPP and Area Municipal Official Plans, they would likely not survive challenge under appeal to the OMB. As a result, if these policies are to be implemented ahead of the coming into force of the Generic and implementing GRCA regulations, the Region and/or the Area Municipalities would need to amend their official plans to incorporate the essence of the policies.

Once the Generic Regulation comes into effect and is implemented by the GRCA, any works in wetlands would require a permit issued by the Authority. In such cases, the development would have to conform to the permit whether or not it was more restrictive than the Official Policies in effect at the time. In order to avoid a stand-off between the municipality and the Authority, the draft Wetland Policies contain crucial “flexibility policies” which will provide guidance to the Authority when such instances require trade-offs have to be negotiated.

In reality, most major new greenfield development affecting wetlands occurs in areas where watershed studies or comprehensive Environmental Assessments have been completed. In the more recent of such studies, all wetlands have been identified. In the subsequent Community/District Plan processes, this comprehensive information base permits Authority and municipal staff, development applicants, and interested members of the public to make - 4 - P-02-073 informed tradeoffs when necessary, thereby minimizing the potential for inter-agency conflict. In that the Regulations under which the Authority operates are permissive rather than restrictive, Authority staff and decision- makers have leeway to interpret their polices to accommodate compromises worked out with partner agencies and landowners through the planning process.

Principles

Three broad principles are identified within the draft Wetlands Policy Discussion Paper.

3.1.1 "There will be no loss of wetlands."

The strong resolve to protect wetlands is commendable, but this sweeping statement causes some concern. First, it is contradicted by section 4.2.9 which states that some categories of wetlands will not always be afforded this absolute protection. Second, it gives non-PSWs virtually the same status as PSWs or Environmental Preservation Areas, and gives them a greater measure of protection than ESPAs. In an extreme case, where a trade-off has to be made between impacts to a non-PSW wetland and an ESPA, this proposed policy could have the unintended effect of sacrificing a more significant natural upland feature in order to protect a wetland of lesser overall environmental significance. Staff are of the opinion that this proposed policy should prompt the Region to revisit the level of protection given to other - and perhaps more ecologically significant - natural heritage features. The issue here is to develop policy which is scientifically valid, fair to landowners, adopts a creative approach to natural habitat enhancement, and is reasonably flexible in dealing with a wide variety of development applications.

In previous discussions about wetland policy in Ontario and elsewhere, there have been two strains of thought: "no loss" and "no net loss". The Wetland Policy Statement adopted the "no loss" approach ten years ago for PSWs. Staff are of the opinion that this may not be appropriate with respect to non-PSW wetlands. Given the variety among non-PSW wetlands in terms of type, size, quality, rarity, landscape context, and special features, a monolithic "no loss" approach may not always be justifiable. While one may argue that in general, all wetlands should be protected from loss, it may also be argued that in some cases wetlands are either too small to perform a significant environmental function or of a type that could be amenable to a "no net loss" approach when circumstances warrant. In this case, the issue is to define which types of wetlands would be eligible for a "no net loss" approach, the circumstances where it might be justified, and guidance in achieving "no net loss" and preferably even net enhancement. Nevertheless, even where a "no net loss" approach might be justified, it should apply to the form of the wetland and not to its function in a particular landscape. In cases where a significant wetland function would be lost, a "no loss" approach would apply.

As an early contribution to this discussion, staff propose a potential framework to separate non-PSWs into categories where a "no loss" and a "no net loss" approach might be appropriate. Some wetland types are rare (fens) or take a long time to evolve (bogs). Such areas should be protected from any loss of form and function. Other wetland types such as marshes or shrub thickets are relatively common and develop quickly in areas with a prolonged high water table. If there were strong justification to alter the form of such a feature, it could be re- configured so as to achieve "no net loss" within the sub-watershed. A creative approach could even enhance local natural features by achieving a more compact form, adding wetland area to a nearby wetland of greater significance, or improving linkages among other natural features. The following table is a possible preliminary outline for such an approach. - 5 - P-02-073

Item No Loss No Net Loss Form Function Form Function Bog U U Fen U U Treed Swamp U U Thicket Swamp U U Marsh U U Riverine (outside floodplain) U U Riverine (adjacent to fishery) U U Headwaters U U Ephemeral woodland pond U U U = applicable

In making this suggestion, there is no intention of declaring "open season" on certain kinds of wetlands. It is important to put in place a rigorous justification process before a "no net loss" approach could be considered. This could be based on such criteria as achieving efficient use of valuable serviced land, sound urban design in new communities, safe design of roads, cost efficient provision of public infrastructure, and require demonstration that the approach would not impair the functions of the wetland or wetland complex or have adverse effects upon any of the wetland's special features. If there is sufficient justification to consider a "no net loss" approach, a wetland compensation plan based on up-to-date ecological restoration science would have to specify where an equivalent or preferably greater wetland area would be created, how it would constitute a net environmental benefit to the sub-watershed, and how it would be carried out and monitored for effectiveness.

3.1.2 "Wetlands will be managed on a watershed or sub-watershed basis"

It is appropriate that wetlands be protected and managed in the landscape context in which they occur.

3.1.3 "Wetlands will be considered core components of the natural heritage system of the Grand River watershed."

It is recommended that the wording be strengthened as follows: "Wetlands are core components..." Moreover, it might be more fitting to move this principle be to first place from third.

Goals

3.2.1 It is suggested that Goals 1 and 2 be combined as follows: To maintain and where feasible enhance wetland functions (hydrologic, ecological, social, and economic) and health.

3.2.2 See 3.2.1 above.

3.2.3 Re-word Goal 3: "To increase the area of healthy self-sustaining wetlands." - 6 - P-02-073

3.2.4 Goal 4 is strongly supported.

3.2.5 This should be re-worded: "To increase public appreciation of the value and sensitivity of wetlands."

It is recommended that two additional goals be considered:

"3.2.6 To maintain up-to-date mapping and databases of all wetlands within the Grand River watershed."

"3.2.7 To monitor the health and integrity of wetlands, and vigorously enforce compliance with environmental protection measures."

Objectives

Normally goals are very broad statements of direction, and objectives are more specific statements of how those goals will be pursued. Staff are of the opinion that this section of the document would be improved by having the respective objectives related to one or other of the goals. The objectives, in turn, would set the context for specific actions (policies or programs).

3.3.6 In reality, the wetland policies can most effectively be implemented through municipal official plans, so this action is crucial. It might be appropriate to consider trying to achieve this in a shorter time frame than 2007.

Policies

4.2.6 In some cases, the wetlands addressed in this policy may be located within an ESPA, and therefore fall under the ROPP as well as a "local Official Plan". The ROPP avoids a pre-determined setback, and instead uses a site specific "contiguous" area. To accommodate this, the last line could be re-worded "except where municipal Official Plan policies may require Environmental Impact Statements within a greater distance from the wetland boundary."

4.2.9 This policy is important in that it differentiates between wetlands protected by the policy and wetlands that may be written off. Therefore, drawing the line between the two categories is of particular significance. Some modifications are suggested. In addition, it is recommended that the policy be re-worded in a more straightforward fashion as follows:

"All naturally occurring wetlands greater than 0.5 hectares will be protected by this policy. Wetlands smaller than 0.5 hectares will also be protected by this policy if they are one of the following:

i) functionally related to an evaluated Provincially Significant Wetland complex; ii) located within a floodplain or riparian area; iii) part of a Provincially or municipally designated natural heritage feature, a significant woodland, or hazard land; vi) a bog or fen; v) fish habitat; vi) confirmed habitat for a Provincially significant species as determined by the Ministry of Natural Resources; or vii) a groundwater discharge area associated with any of the above; - 7 - P-02-073

or any two of the following:

viii) part of an ecologically functional corridor or linkage between larger wetlands or natural areas; ix) Confirmed habitat for a regionally significant species, as determined by the municipality, x) a swamp; xi) a recharging wetland."

Staff agree with the approach taken with respect to anthropogenic wetlands under two hectares in area. A change to the definition of anthropogenic wetlands is suggested in the definition section.

4.2.10 It is suggested that the bullet points of this important policy be re-worded as follows:

"a) The wetland provides minor and localized functional benefits, or some loss of wetland area can be justified in light of economic, social, other environmental, or optimum site design considerations; and

b) mitigative measures based on current best available working knowledge for wetland conservation and restoration are implemented in the following descending order of preference:

• re-create additional contiguous wetland area so that there is no net loss of the area or function of the overall wetland; • re-create an area of functional wetland of equal or greater size at another appropriate location within the sub-watershed; and • restore and enhance the residual wetland area so that there is no net loss of function."

4.6 The Provincial Policy Statement prohibits aggregate extraction within Provincially Significant Wetlands. In addition, the ROPP also prohibits extraction within ESPAs and EPAs. This proposed policy would give non-PSWs the same protection as PSWs, ESPAs and EPAs. It remains to seen whether the Province will deem this policy consistent with the Provincial Policy Statement and Aggregate Resources Act. If the Province determines that the non-PSW policy may not override the Aggregate Resources Act, we would suggest that Policy 4.2.10 or some similar policy apply.

4.8.1 The correct name is Portuguese Swamp, not Bog. We would suggest "Portuguese Swamp-Puslinch Lake"

4.9 The Monitoring policies should include direction with respect to monitoring ongoing construction and development, and when necessary enforcing compliance with wetland protection/restoration measures required as conditions of development approval.

Implementation

One of the most discussed aspects of the draft policy is how it will be implemented. Briefly, it is proposed that the new policy provide the basis for Authority comments on all development applications and/or permit applications received once the policy is approved. In general, the policies would not apply retroactively to complete applications received or approved prior to adoption of the policy. In such cases, the existing policy would apply. The most controversial aspect of implementation occurs in exceptional cases when the new policies would be applied to development applications which were received or even draft approved by a municipal - 8 - P-02-073 approval authority prior to the date the proposed new policies are implemented. Authority staff would be guided by the proposed new policies in their comments and recommendations for required permits in two main categories of approvals: i) Old dormant applications where the applicant has not diligently pursued an application through the approvals process resulting in considerable delay in evaluating the application or in clearing conditions of approval. In both the above cases, "diligence" will be determined through discussion with the member municipality and the landowner. ii) Applications which have to be re-opened when a draft plan modification or amendment to a condition of approval is sought which is contrary to the intent of the new policy, or where a draft approval lapses and a new approval is sought.

These provisions are similar to the phasing-in of new Official Plan policies. While some minor revisions to the policies may be required, staff accept the principle implied by the draft implementation policies.

Definitions

The following modifications are suggested to three of the definitions:

Anthropogenic Wetlands: Add "Wetlands created to provide ecological treatment of industrial waste or sewage should be exempted."

Priority Wetlands (for Land Securement): This list should also include headwaters, wetlands supporting coldwater streams, and recharging wetlands known to replenish significant supply aquifers.

Wetland Functions: In this era of concern about global climate change, an important wetland function is carbon sequestration

Next Steps

Authority staff are accepting comments on proposed wetland policies, and will revise the draft polices as necessary in the light of the comments received through this circulation. Staff will continue to participate in this process which is expected to result in a Fourth Draft in early autumn.

CORPORATE STRATEGIC PLAN:

The intent of the GRCA Wetland Policy Initiative is to identify and provide appropriate protection to wetlands which are not PSWs. This is consistent with Goal 2.2 of the Corporate Strategic Plan which addresses the need to define unique aspects and resources in the Region which require protection.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

NIL - 9 - P-02-073

PREPARED BY: Christopher Gosselin, Manager of Environmental Planning

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

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-077 Planning and Works Committee File Code: Date: July 2, 2002 Subject: REGIONAL OFFICIAL POLICIES PLAN AMENDMENT, REQUEST FOR PUBLIC MEETING, TO AMEND POLICIES RELATED TO THE REGIONAL POWER CENTRE DESIGNATION, IN THE CITY OF CAMBRIDGE

RECOMMENDATION:

THAT the Regional Municipality of Waterloo authorize the holding of a public meeting under Section 17(15) of the Planning Act, R.S.O. 1990, Chapter P.13, as amended related to an application to amend the policies in the Regional Official Policies Plan dealing with the Regional Power Centre designation located at Hespeler and Pinebush Roads in the City of Cambridge, as detailed in P-02-077, dated July 2, 2002.

SUMMARY:

This report requests Regional Council's permission to hold a public meeting on an application to amend the Regional Official Policies Plan (ROPP) as it relates to the existing Regional Power Centre designation located at Hespeler and Pinebush Roads in the City of Cambridge. Details of the amendment include: i) increase the Gross Leaseable Retail Commercial Space (GLRCS) for the entire site from 46,450m2 (500,000 sq.ft.) to 56,483m2 (608,000 sq.ft.); and ii) decrease the percentage of stores requiring a GLRCS greater than 1,800m2 (19,375 sq.ft.) from 75% to 55% of the total floor area to provide the opportunity for more medium size retail units (between 418m2 and 1,800m2, or 4,500 sq.ft. and 19,375 sq.ft.).

A public meeting is required prior to Regional Council's consideration of an amendment to the ROPP. Staff will schedule the public meeting once the review of studies submitted in support of the application have been completed.

REPORT:

This site, currently owned by Bridgecam Shopping Centres Limited, is located at the north-east quadrant of the intersection of Hespeler Road and Pinebush Road in the City of Cambridge (see attached map). The site was designated as a Regional Power Centre through Amendment No. 3 to the Regional Official Policies Plan (ROPP) and can be developed for up to 46,450 square metres (500,000 square feet ) of GLRCS. The power centre component of this development is defined by a requirement that 75% of the GLRCS must include stores of not less than 1,800 square metres (19,375 square feet). The policies applicable to this site were amended in July 2000 through ROPP Amendment No. 6 to delete reference to a 650m2 minimum floor area requirement for the remaining 25% of GLRCS. - 2 - P-02-077

The applicant has now proposed a further ROPP amendment in order to introduce more flexibility into the planning policies to recognize the changing market requirements of new format retailers. The amendment seeks to increase the GLRCS permitted within the Regional Power Centre by 10,033m2 (108,000 sq. ft.) and to provide opportunity for more "mid-size" retail development. The applicant has submitted a planning report, transportation impact study and retail market demand impact assessment in support of the amendment.

The applicant has also submitted corresponding applications to amend the City of Cambridge Official Plan and Zoning by-law.

A formal public meeting is required prior to Regional Council's consideration of the proposed Amendment pursuant to the Planning Act. Staff is requesting Regional Council’s permission to hold a public meeting to hear comments and receive public input on this Amendment. Staff will schedule the public meeting once the review of studies submitted in support of the application have been completed.

CORPORATE STRATEGIC PLAN:

The proposed amendment is consistent with the Corporate Strategic Plan, which recognizes the importance of providing and enforcing strong, effective policies that ensure responsible and sustainable growth in the Region.

FINANCIAL IMPLICATIONS:

The cost associated with the placement of advertisements in area newspapers will be defrayed through the ROPP amendment application fee.

OTHER DEPARTMENT CONSIDERATIONS:

Regional staff in other departments will be consulted during the preparation and processing of the proposed amendment.

PREPARED BY: Shilling Yip, Principal Planner

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

Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-078 Planning and Works Committee File Code: D06-GSMIX-WEL Date: July 2, 2002 Subject: RURAL MIXED USE/ AGRICULTURAL CLUSTER- APPEAL OF TOWNSHIP OF WELLESLEY OFFICIAL PLAN AMENDMENTS NO. 22 AND NO. 23 AND OTHER RELATED MATTERS

RECOMMENDATION:

THAT the Regional Municipality of Waterloo authorize staff to request party status at the upcoming Ontario Municipal Board hearing concerning the implementation policies for Rural Mixed Use/ Agricultural Clusters in the Township of Wellesley Official Plan and the proposal for a Rural Mixed Use/ Agricultural Cluster on Powell Road in the Township of Wellesley to provide evidence as required to support the applicable Regional Official Policies Plan policies and to support the Notice of Decision issued by Regional staff relating to the subject applications in the Region’s role as the approval authority under the Planning Act.

SUMMARY:

The Township of Wellesley adopted Official Plan Amendment (OPA) No. 22 on February 4, 2002 to establish policies in the Wellesley Official Plan to implement the Rural Mixed Use/Agricultural Clusters that currently exist in the Regional Official Policies Plan (ROPP). OPA No. 23 was also adopted on February 4, 2002. This application by Simeon Bauman and Ezra Martin proposes the creation of a Rural Mixed Use/Agricultural Cluster on Powell Road north of Posey Line in the Township of Wellesley (see Appendix ‘A’). These applications have been appealed to the OMB and a three day hearing has been scheduled commencing August 19, 2002.

Regional staff have reviewed the applications and have supported the proposed Rural Mixed Use/ Agricultural Cluster development and the implementing policies through the issuance of a Notice of Decision in fulfillment of the Region’s role as the approval authority as assigned by the Planning Act. This report outlines the Regional interests related to these applications and requests Regional Council’s authorization to attend the OMB hearing as a party and to provide evidence as required to support the Notice of Decision relating to the subject applications.

REPORT:

The Township of Wellesley Council supported the proposed implementation policies and the proposed cluster development on Powell Road on February 4, 2002 through the adoption of OPA No. 22 and No. 23 to the Township of Wellesley Official Plan by By-laws No. 08/2002 and 10/2002. OPA No. 22 and 23 were forwarded to the Regional Municipality of Waterloo for approval in mid-February 2002. The Region, in its role as the approval authority, issued a Notice of Decision on March 15, 2002 which was subsequently - 2 - P-02-078 appealed.

Background

Township of Wellesley Official Plan Amendment No. 22

A significant percentage of the population in the Township of Wellesley depend upon horse drawn vehicles as their primary means of transportation. This transportation mode requires housing, employment and cultural institutions to be located in close proximity to each other in order to minimize travel times and conflicts with conventional truck and automobile traffic. In the late 1980's, the David Martin Mennonites, the old order Mennonites and the Amish (Mennonite/Amish) communities began experiencing difficulty finding housing, employment opportunities and church and school sites. While such opportunities existed within the rural settlement areas and the the settlement area of Wellesley, these opportunities were limited for those depending on horse drawn transportation due to real and perceived conflicts. In addition, an urban solution to the needs of the Mennonite/Amish communities was not practical as they wished to continue to live and raise children in the “rural lifestyle” fundamental to their culture.

Despite buying up all available land (including estate residential lots), many farms continued to house multiple families. In addition, the need for employment resulted in the creation of many small businesses throughout the rural areas of the Township through zone changes to permit on-farm industries. In response to the dramatic increase in zone change applications for small industries within the rural area, and given that the ROPP was proposed to be changed to require a settlement designation for industrial/commercial uses, the Township froze applications proposing new industries on small parcels. This eliminated the potential employment opportunities anticipated on a number of smaller properties already purchased by the Mennonite/Amish community. Township of Wellesley staff and Waterloo Federation of Agriculture (WFA) identified a need to deal with the problems faced by the Mennonite/Amish community. Throughout 1992, a wide variety of options were discussed at meetings between the Township staff and Council, the Mennonite/Amish community and the WFA. These meetings resulted in the development of the Cluster concept.

Following the development of the Cluster concept, a circulation was undertaken and a series of meetings arranged with affected agencies. The agencies involved in this initial review included the Region of Waterloo, WFA, the Ministry of Agriculture Food and Rural Affairs (OMAFRA), and the Ministry of the Environment (MOE). An integral part of the review process was a re-visiting of the various options to resolve the issue before acceptance by all agencies in early 1994. The Cluster concept was originally proposed as “Mixed Use Settlements” in the first draft of the new ROPP released early in 1994. These draft policies were the subject of an extensive consultation process which resulted in support from the Township, WFA, and Ms. Virginia Berg, a local resident who participated extensively in the process. Regional Council supported the concept through the adoption of the ROPP in November 1994.

The new Comprehensive Set of Policy Statements (CSPS) issued by the Province under the authority of Section 3 of the Planning Act came into effect on March 28, 1995. The Housing Goal contained in the CSPS stated that each municipality was to provide opportunities “for the creation of housing that is affordable, accessible, adequate and appropriate to the full range of present and expected households in the housing market area”. In May 1995, Regional Council repealed and re-adopted the new ROPP to bring the review - 3 - P-02-078 of the Official Plan under the provisions of the new Planning Act and the CSPS. As part of the Provincial approval process, the name “Mixed Use Settlements” gave way to “Rural Mixed Use/Agricultural Clusters”. The Cluster concept was refined through extensive negotiations with the Ministry of Municipal Affairs and Housing, (MMAH), OMAFRA, and MOE. As part of this process, a great deal of time was spent discussing the obligations of the municipalities to comply with the Housing Goal of the CSPS noted above. Once again, all options including: expansion of existing settlements; expansions adjacent to existing settlements; creation of mini farms; new town development; scattered severances; retirement severances; condominium development; and permitting multiple units on one property were re-examined.

As a result of the negotiations with the Province throughout the summer of 1995, modifications were proposed to the cluster policies proposed in the ROPP which were again the subject of agency circulation, public consultation and a formal public meeting. These modifications, which included the establishment of stringent siting criteria, were supported by the Township, WFA and Ms. Berg. These modifications were also supported by Regional Council in November 1995 and forwarded to the Province for approval. The Province issued a Notice of Decision that same month. No appeals were received relating to the Cluster policies and, as a result, they came into force and effect on December 19, 1995.

Extensive discussions were held with the public, agencies, the Mennonite/Amish community and Council relating to the establishment of specific criteria to guide the development of Clusters within the Township. These criteria were included in a Guideline adopted by Township Council on March 18, 1997. During the process leading to the adoption of the cluster Guideline by Township Council, Ms. Berg expressed concern that the details of the proposed cluster criteria were not in keeping with what she had anticipated throughout the development of the ROPP policies. As a result, Ms. Berg withdrew her support for the clusters following the adoption of the Guidelines by Township Council.

In the spring of 1997, an new participant in the process, the Christian Farmers Federation of Ontario (CFFO), also expressed significant opposition to the establishment of Clusters within the Township. The CFFO opposition appears to have been based on opposition in principle to the creation of any new land use planning tools for use in the rural area. In December 1998, Regional staff convened a meeting of all parties to determine if any potential existed for resolution to the concerns relating to the Cluster proposal. As a result of this meeting, Regional Council agreed in February 1999 to fund a formal mediation process in an attempt to resolve the outstanding issues. Dean Peachy of PACT Associates was hired as mediator with agreement of all parties. The mediation process included the WFA, CFFO, Township Councillors and staff, Regional staff, representatives of the David Martin Mennonite community, Ms. Berg and David Lichty, another concerned resident of the Township. By this time, members of the old order Mennonite community were no longer actively participating in the process. Members of the Amish community were asked to participate but declined at the last minute.

Two mediation sessions were held in the summer of 1999 with all parties in attendance. A full review of all options was undertaken at these sessions, with Clusters appearing to many to be the only viable option. Several additional one-on-one meetings were held between the mediator and the participants in an attempt to achieve consensus, however, subsequent to these meetings Ms. Berg, Mr. Lichty and the CFFO declined to participate further in mediation process. An additional meeting was held by the mediator in December 1999 with the Township representatives, WFA and representatives of the David Martin Mennonite community in attendance. The purpose of this meeting was specifically to review the Cluster criteria. Refinements to the criteria proposed through this process resulted in continued support from the remainder of the participants for the implementation - 4 - P-02-078 of a pilot project.

On April 17, 2001, Township Council held a formal public meeting relating to the general Cluster policies and zoning, and the Simeon Bauman/Ezra Martin Official Plan Amendment (OPA) and Zone Change Application. This application seeks to establish a Cluster on two parcels of land located east of Powell Road north of its intersection with Posey Line. At this meeting, Council passed a resolution that the proposed amendments be revised to include a monitoring/phasing policy and be brought back for consideration by Council at a future meeting.

Since that time, Township staff have reviewed the Cluster criteria and associated applications in an attempt to address issues raised by the community through the circulation process, the formal public meeting, the processing of the Township Growth Strategy and public submissions. This Amendment represents the results of this process and includes several significant changes relating to the size and scope of the uses permitted on the property. In addition, the amendment requires the establishment of a monitoring program and a prohibition on the designation of more than one Cluster for a period of two years to permit Council to assess the long term viability of Clusters as a land use within the Township of Wellesley.

Township of Wellesley Official Plan Amendment No. 23

In 1994, an application was received by the Township from Simeon M. Bauman to amend the Wellesley Official Plan and Zoning By-law to establish a new industrial settlement. This application was revised in 1996 when the adjacent lands owned by Ezra Martin were joined in an application to establish a “Mixed Use Rural/Agricultural Cluster”. The subject area is located on the east side of Powell Road, south west of Wallenstein. The total area subject to the revised application is approximately 28.3 hectares (70 acres) (see Appendix ‘A’).

The proposed lots to be created in the cluster are intended to be used for residential dwellings, small barns for livestock, limited agricultural uses, and limited industrial opportunities to meet the needs of those people in the rural community who make use of horse drawn vehicles as their means of self-initiated transportation.

A public meeting was held by the Township on May 2, 1994 at which the Bauman application was presented.

A second public meeting was held by the Township on August 6, 1996 at which many concerns and questions were raised. As a result of these issues, Township Council, at its meeting on March 18, 1997, adopted criteria for the establishment of these clusters.

A third public meeting was held by Township Council on June 2, 1997. The matter was discussed and issues were raised. As well, the proposal was re-circulated to the Region of Waterloo, the Grand River Conservation Authority and the Ministry of Agriculture, Food and Rural Affairs for their advice.

To assist in understanding the issues and to find a consensus, a series of mediation sessions were held in late 1999 involving the stakeholders who had an interest in this matter. Following these mediation sessions, the applicants worked with the Region of Waterloo and the Township of Wellesley staff to further refine the cluster concept and to determine how to implement the first cluster in the Township.

A fourth public meeting was held by Township Council on April 17, 2001. At this meeting Council passed a - 5 - P-02-078 resolution that the proposed amendments be revised and considered by Council at a future meeting. Following Township Council’s April 17, 2001 resolution, the applicants retained Wayne D. Turpel, O.L.S. to prepare a legal survey (September 2001) of the property and retained Water and Earth Sciences Associates Ltd. who undertook a study and prepared the “Detailed Hydrogeological Investigation and Terrain Analysis for the Proposed Riverside Cluster” (December, 2001). The two amendments were revised to reflect Council’s resolution, the legal survey, and the hydrogeological study.

The proposed Rural Mixed Use/Agricultural Cluster will be regulated through a site specific Zoning By-law Amendment and site plan control. Lots within the Rural Mixed Use/Agricultural Cluster will be created by subdivision plan or by severance.

Details of the OMB Appeals

Township of Wellesley OPA No. 22 - Mr. Ron Hackett and Mr. Randy Snider have appealed under subsection 17(36) of the Planning Act, R.S.O. 1990, c. P. 13, as amended, the notice of decision of the Regional Municipality of Waterloo respecting proposed Amendment No. 22 to the Official Plan for the Township of Woolwich. (O.M.B. File No. O020043)

Township of Wellesley OPA No. 23 - Mr. Randy Snider has appealed under subsection 17(36) of the Planning Act, R.S.O. 1990, c. P. 13, as amended, the notice of decision of the Regional Municipality of Waterloo respecting proposed Amendment No. 23 to the Official Plan for the Township of Woolwich. (O.M.B. File No. O020044)

Township of Wellesley Zoning By-law 9/2002 - Mr. Ron Hackett and Mr. Randy Snider have appealed Zoning By-law 9/2002 of the Township of Wellesley under subsection 34(19) of the Planning Act, R.S.O. 1990, c. P.13, as amended. (O.M.B. File No. R020070)

Township of Wellesley Zoning By-law 11/2002 - Mr. Randy Snider has appealed Zoning By-law 11/2002 of the Township of Wellesley under subsection 34(19) of the Planning Act, R.S.O. 1990, c. P.13, as amended. (O.M.B. File No. R020071)

Township of Wellesley Zoning By-law 12/2002 - Mr. Randy Snider has appealed Zoning By-law 12/2002 of the Township of Wellesley under subsection 34(19) of the Planning Act, R.S.O. 1990, c. P.13, as amended. (O.M.B. File No. R020072)

Issues Relating to ROPP Policies

The Rural Mixed Use/Agricultural Cluster and implementation policies proposed by Township of Wellesley OPAs No. 22 and No. 23 conform to the policies of the ROPP approved by the MMAH on December 19, 1995.

CONCLUSION:

Regional staff have reviewed the applications and have supported the proposed Rural Mixed Use/ Agricultural Cluster development and the implementation policies through the issuance of a Notice of Decision in fulfillment of the Region’s role as the approval authority as assigned by the Planning Act. This report outlines the Regional - 6 - P-02-078 interests related to these applications and requests Regional Council’s authorization to attend the OMB hearing as a party and to provide evidence as required to support the Notice of Decision issued by Regional staff relating to the subject applications.

CORPORATE STRATEGIC PLAN:

The proposed amendments to the Township of Wellesley Official Plan are consistent with the Region's Goal for Sustainable Growth which reads: "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 OMB hearing process will require the commitment of staff resources from several Regional Departments.

OTHER DEPARTMENT CONSIDERATIONS:

Staff from the Corporate Resources Department, Legal Services Division and the Transportation and Environmental Services Department - Water Services Division have been consulted throughout the processing of these applications and preparation of this report. Legal Services staff will be involved throughout the process leading up to and including the OMB Hearing.

PREPARED BY: Brenna MacKinnon, Principal Planner

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

Regional Municipality of Waterloo

PLANNING HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-083 Planning and Works Committee File Code: Date: July 2, 2002 Subject: CRITERIA FOR IDENTIFICATION OF SITES OF REGIONAL HERITAGE SIGNIFICANCE

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the criteria in Report P-02-083, dated July 2, 2002 as the basis for the development of further policies or guidelines regarding the identification of Sites of Regional Heritage Significance.

SUMMARY:

NIL

REPORT:

The development of criteria for identifying Sites of Regional Heritage Significance is a project that has been undertaken by the Heritage Planning Advisory Committee (HPAC). HPAC was established in 1994 under Policy 6.1.8 of the Regional Official Policies Plan which states: “Regional Council will maintain a heritage planning advisory committee to advise the Region on the implementation of the heritage policies of this Plan or other heritage issues that are of Regional concern...” The twelve members, who are appointed by Regional Council, are Regional residents who have an interest and background experience in natural and built heritage.

The Committee operates in accordance with a Terms of Reference which identifies the following responsibilities: C advise the Commissioner of Planning, Housing and Community Services on Regional heritage issues; C assist in the implementation of Regional heritage policies; C assist in developing heritage policies and strategy C assist in promoting Regional heritage; C gather information about heritage issues; and C increase public awareness and understanding of heritage issues.

The undertaking of the Sites of Regional Heritage Significance (SRHS) project was driven by ROPP Policy 6.1.2, which states: "The Region will co-ordinate a region-wide inventory of heritage resources in co- operation with Area Municipalities and their respective heritage advisory committees. This inventory will provide developers, planners, heritage groups and other interested individuals with a comprehensive date base for consultation. It will consist of: a) inventories developed and maintained by Area Municipalities; b) data on potential and known archaeological sites, developed and maintained by the Region; c) heritage resources owned by the Region; and d) other heritage resource of Regional interest.” - 2 - P-02-083

Of the four categories in the data base, consolidation of group (a) is ongoing, group (b) is currently being digitized and group (c) has been completed. Group (d), “other heritage resources of Regional interest” is the subject of this report.

Once heritage resources are identified, the stewardship and protection policies of Section 6.2 of the ROPP apply. Policy 6.2.2 outlines the measures to be taken to “conserve heritage resources during the planning, design and construction of Regional buildings and infrastructure”, while Policy 6.2.7 states that the “Region will assist in the conservation of significant heritage resources...”. Policies 6.2.8 and 6.2.9 require the Area Municipal Official Plans to include policies regarding the treatment of heritage resources in land use and development decisions. These include policies to conserve the heritage resource and to require a statement of impact if a development application includes or is adjacent to a heritage resource. Area Municipal Official Plans that have been recently updated include such policies and similar ones are under consideration in the Wilmot and Wellesley Official Plan reviews, currently ongoing.

In order to determine whether a heritage resource is of Regional interest, criteria are needed. These must be sufficient to clearly establish the significance and value of the heritage resource in the Regional context. A Site of Regional Heritage Significance may be a building, structure, monument, bridge, river, waterway, street, park, garden, open space, district, cemetery, cultural landscape, or archaeological site.

Over the past several years, HPAC has developed, refined and tested a set of criteria, resulting in the ten listed in Appendix A. These are intended to be broad enough to capture the qualities not only of heritage buildings, but of other structures and areas. Although the resource does not have to be unique in the Region, the criteria do refer to ‘significant’ events and ‘outstanding’ individuals, indicating the high quality required to be identified as a Site of Regional Heritage Significance.

A set of Guidelines has also been developed which provides further detail for each of the criteria, along with examples and reference sources. The Guidelines will enable knowledgeable researchers to maintain consistency in documenting information on proposed sites.

In addition, an Evaluation Form has been created to provide a consistent format for the documentation. This is linked to a digital database where the information will be stored. The Evaluation Form can be completed on paper, or on a computer which enables direct input to the database.

In order to test the Criteria, HPAC has undertaken a pilot project. About 10 sites were selected, including a heritage building, scenic road, cemetery and settlement area. Members completed an evaluation for each site, following the Guidelines. In light of this experience, they then refined the Criteria, Guidelines, and Evaluation Form. This review demonstrated that, if a site demonstrates at least four of the ten criteria, it should qualify as a Site of Regional Heritage Significance.

The development of the criteria to be used to identify Sites of Regional Heritage Significance is one step in a larger process. Further consideration will be given to implementation, identification of sites to be considered, mapping, notification of property owners, and other issues. An appropriate policy framework will be developed and discussed with Area Municipal staff before being brought forward for public consultation.

CORPORATE STRATEGIC PLAN: - 3 - P-02-083

Identifying Sites of Regional Heritage Significance supports Strategic Direction 2.2, “To define the unique aspects and resources in the Region which require protection.”

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

This report has been discussed with staff of the Corporate Services-Legal Division.

PREPARED BY: Lucille Bish, Director Community Services

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

- 4 - P-02-083

Appendix A

CRITERIA FOR IDENTIFYING A SITE OF REGIONAL HERITAGE SIGNIFICANCE

A Site of Regional Heritage Significance (SRHS) must meet four or more of the following ten criteria:

1. It is recognized on a municipal, regional, provincial or national heritage list;

2. It dates from a prehistoric or early historical period in the development of the municipality, region, province or nation;

3. It is a good representative example of the work of an outstanding municipal, regional, national or international architect, engineer, builder, designer, landscape architect, interior designer or sculptor, or is a good example of vernacular architecture;

4. It is associated with a person(s) who is recognized as having made a significant contribution to the social, cultural, political, economic, technological or physical development or as having materially influenced the course of municipal, regional, provincial, national or international events;

5. It is directly associated with an historic event which is recognized as having municipal, regional, provincial, national or international importance;

6. It is a significant example and illustration of the municipalities prehistoric or historic social, cultural, political, economic or technological development;

7. It contributes to the effectiveness of the urban and rural composition, streetscape, viewshed, or landscape of which it may form a part;

8. It has the potential for contributing to commercial tourist or other development that is based on heritage and/or culture;

9. It is part of a group of similar bridges/structures which contribute to the particular "look" of the area or region;

10. It is part of a group of historically associated structures which may be totally within the Region or which may be part of a larger area within the context of the Grand River (a nationally designated Heritage River). 333 Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-075.1 Planning and Works Committee File Code: Date: July 2, 2002 Subject: IRA NEEDLES BOULEVARD, ERBSVILLE ROAD TO TRUSSLER ROAD, CITIES OF KITCHENER AND WATERLOO, ENVIRONMENTAL REVIEW

RECOMMENDATION:

THAT the Regional Municipality of Waterloo endorse the design concept for Ira Needles Boulevard as outlined in P-02-075.1, dated July 2, 2002.

SUMMARY:

The Environmental Review addresses the completion of construction of Ira Needles Boulevard (Regional Road 70) fromTrussler Road (Regional Road 70) just south of Highview Drive in the City of Kitchener to Erbsville Road (Regional Road 16) south of Keats Way in the City of Waterloo (see Appendix "A" for the key plan).

The completion of construction of Ira Needles Boulevard (Regional Road 70) will provide improved arterial road access between Highway 7/8 and the West Side of Kitchener and Waterloo as well as reducing traffic infiltration on collector/local subdivision roads. Land development adjacent and west of the proposed Ira Needles Boulevard will require this new road link to provide access before they can proceed.

The recommended improvements include the entire alignment of Ira Needles Boulevard as shown in Appendix A as an ultimate four lane urban arterial road with bicycle lanes. For the initial construction of two lanes with bicycle lanes, the cost is expected to be approximately $9.2 million. Where the new road intersects with the major east-west roads, traffic signals will ultimately be installed including the intersections of Erb Street, University Avenue, Victoria Street, Highland Road and Highview Drive.

REPORT:

1.0 Project Background

The Regional Municipality of Waterloo initiated in 2001 an Environmental Review study to address the completion of construction of Ira Needles Boulevard (Regional Road 70) from Trussler Road (Regional Road 70) just south of Highview Drive in the City of Kitchener to Erbsville Road (Regional Road 16) south of Keats Way in the City of Waterloo, a distance of approximately 5 kilometres. A draft Environmental Review report was prepared and submitted in June, 2002 for public viewing.

In the mid-1970s, a land developer dedicated the road allowance (to the Region of Waterloo) for the section of Ira Needles Boulevard from Trussler Road to Highland Road. At the time, there was no Environmental Assessment process for reviewing municipal road projects. As a further condition of approval, the Region required that the developer construct Ira Needles Boulevard to earth-grade when - 2 - P-02-075.1 the subdivision was developed. This was the initiation of construction of the southern section of Ira Needles Boulevard.

In 1988, the Region of Waterloo completed a Class Environmental Assessment (Class EA) study to identify the route and preliminary design for the section of Ira Needles Boulevard from Highland Road to Erbsville Road south of Columbia Street. The study identified the need to determine the location of Ira Needles Boulevard so that surrounding development could proceed and provide relief to traffic increases on Fischer- Hallman Road. The Environmental Study Report (ESR) for Ira Needles Boulevard (from Highland Road to Erbsville Road) was filed in 1989 and there were no bump-up requests received in the 30-day review period.

In 1989, the Region of Waterloo acquired the road allowance for a section of Ira Needles Boulevard between Erb Street and Erbsville Road through a Plan of Subdivision. The developer was required to construct this section of Ira Needles Boulevard to earth-grade with temporary storm water management as the subdivision was developed. This was the initiation of the construction of Ira Needles Boulevard between Highland Road and Erbsville Road.

Another functional planning report was completed in 1992 of a section of Ira Needles Boulevard between Highland Road and University Avenue in the City of Kitchener. This report determined the roadway vertical alignment, sewer outlets and the anticipated property and/or easements for the roadway and a possible road/rail grade separation of the CNR mainline.

In 1999, Regional Council approved the Regional Transportation Master Plan (RTMP). The RTMP establishes the long-range plan for addressing future transportation needs in Waterloo Region and provides the “vision” for the provision of future transportation services over a twenty- year period. The “vision” points towards greater use of public transit, pedestrian and bicycle facilities and away from the existing high reliance on the automobile. New road links such as Ira Needles Boulevard will fulfil a number of key objectives of the RTMP such as providing strategic connections that will maximize accessibility, capitalizing on economic development opportunities and fostering new travel modes.

In 2001, the Region permitted construction of a temporary (gravel) construction-access road on the short section of the Ira Needles road allowance between Erbsville Road and Royal Beech Drive in North Waterloo. The temporary road provides access to a residential development site west of Ira Needles Boulevard and is for use by construction vehicles only.

Although the Region has commenced construction of Ira Needles Boulevard and is not obligated to undertake an update to the 1989 ESR, the Region did proceed with this Environmental Review for purpose of determining whether there are any significant changes to the need and predicted environmental impacts and required mitigation measures that will result from constructing the full length of Ira Needles Boulevard.

The study was undertaken by a Project Team comprising staff and elected officials of the Cities of Kitchener and Waterloo and the Region of Waterloo. Stantec Consultants were engaged to assist with the study and to review and update the environmental impacts. Public Consultation was undertaken in accordance with the guidelines for conducting the Class Environmental Assessment. A Public Information Centre was held on January 24, 2002 of which there were submissions and responses given to questions from the interested public. In June, 2002, representatives from the Project Team attended Committee meetings of the City of Kitchener and the City of Waterloo and a special meeting of the Region's Planning and Works Committee on June 18. - 3 - P-02-075.1

The Public provided some additional comments on the Environmental Review which have been addressed in this report. 2.0 Recommended Design Alternative

A description of the key environmental considerations and proposed mitigation for the recommended design solution of Ira Needles Boulevard is highlighted below: A Key Plan of the project is shown in Appendix A.

1. Ira Needles Boulevard will initially be constructed as a two lane roadway and will include bicycle lanes throughout its length. The ultimate road cross-section is for four lanes and the bicycle lanes.

2. At the south end near Trussler Road, access from Ira Needles Boulevard is proposed at Highview Drive and Penelope Drive - both of which are local streets. The intersection at Ira Needles Boulevard and Highview Drive will be signalized with Trussler Road forming one leg in the intersection. This new intersection will be the focus of pedestrian movements replacing the informal routes that now cross the road allowance.

3. The intersection at Ira Needles Boulevard and Penelope Drive will be open as a requirement to accommodate emergency and alternate access for the subdivision. A new right turns only access to Ira Needles Boulevard will be provided for the Townhouse complex immediately north of Penelope Drive.

4. Traffic signals at the Trussler Road and Highway 7/8 ramps will be required once Ira Needles Boulevard is open to traffic. This will be discussed with MTO who is responsible for installing traffic signals on ramps.

5. Noise impacts have previously been considered as part of approving subdivisions along the route. An updated noise study indicated that additional noise attenuation will be required for several existing residences. Noise attenuation will also be considered for new subdivisions as development proceeds adjacent to Ira Needles Boulevard.

6. Property will be acquired to accommodate the road allowance in the area south of Highland Road (in the Hydro One corridor) and along most of the road alignment between Highland Road and University Avenue. Some property will be required in the section between University Avenue and Erbsville Road.

7. The CNR mainline crossing of Ira Needles Boulevard has been shown in previous studies as an at- grade crossing or a grade separation with the road passing over the railway tracks. Past and current discussions with the Railway have indicated that a grade separation may be warranted once the road is constructed. An application for Superbuild funding has been made by the Region for constructing all of Ira Needles Boulevard including the grade separation.

8. Victoria Street will be extended to connect with Ira Needles Boulevard.

9. Glasgow Street will be closed on the east side of the road allowance for accommodating a residential subdivision. On the west side of the road allowance, Glasgow Street will be maintained as either a new road proposed in a plan of subdivision or a roadway within the existing City road allowance. - 4 - P-02-075.1

10. Where Ira Needles Boulevard follows along West Hill Drive, the new road grades will be designed to minimize impacting the abutting driveways. West Hill Drive will be cul-de-saced just south of Erb Street. Access to this most northerly section of West Hill Drive will be provided from a new intersection with Ira Needles Boulevard in the vicinity of the West Hill Meadows golf course.

11. A new intersection will be formed by the extension of Thorndale Drive to Ira Needles Boulevard as proposed in a draft plan of subdivision. This road connection will facilitate bus service and disperse local traffic within the Westvale Community.

12. Ira Needles Boulevard will connect with Erbsville Road just south of Keats Way. The section of Erbsville Road south of the Ira Needles connection will be closed. Royal Beech Drive will connect with Ira Needles Boulevard to allow local access to the existing residential community.

13. Traffic signals will ultimately be located at Erb Street, University Avenue, Victoria Street, Highland Road and Highview Drive.

14. Alternate connections to Ira Needles Boulevard will be considered as part of new subdivision and site plan approval.

3.0 Main Issues Raised by the Public at the June, 2002 Meetings

Representatives from the Project Team presented the Recommended Design Concept and mitigation for Ira Needles Boulevard at meetings of Standing Committees of Kitchener and Waterloo Councils and on June 18, 2002 at a special meeting of Regional Planning and Works Committee. At these meetings, members of the public were given an opportunity to present their views of the recommended design concept.

The main issues that were brought forward concerned the opening of Penelope Drive and the safety of pedestrians crossing Ira Needles Boulevard at this location, the proposal for a continuous lane on Trussler Road between Highway 7/8 ramp and Yellow Birch Drive, closure of Yellow Birch Drive, an additional access into the Waldau Woods Townhouse complex which is located immediately north of Penelope Drive, noise mitigation for other existing residences along the route and the posted speed.

Responses to the issues brought forward by the public at the June meetings are provided below:

· Open Penelope Drive at Ira Needles Boulevard – The local residents expressed their concern over the additional traffic that will result with opening Penelope Drive at Ira Needles Boulevard. Increased traffic and speeds, safety concerns with young children walking to the Waldau Woods park and pedestrians who now cross the Ira Needles road allowance to access Old Maple lane are among the concerns raised by the public with Penelope Drive being open at Ira Needles Boulevard. One solution given by the local residents would be to provide a new entrance into the Waldau Woods Townhouse Complex that is owned and operated by Kitchener Housing Inc. The Project Team in consultation with Kitchener Housing has agreed to provide a right turn only access to Ira Needles Boulevard from the townhouse complex.

· Restrict Pedestrians Crossing at Penelope Drive – The Project Team recommends that a sidewalk be installed on the west side of Ira Needles Boulevard between Penelope Drive and Highview Drive. With traffic signals proposed to be installed at Ira Needles Boulevard and Highview Drive, residents in the - 5 - P-02-075.1

Penelope Drive area can use this sidewalk connection at Highview Drive and cross at a safe location. The existing pathway at Old Maple Lane will be closed. - 6 - P-02-075.1

· Extend the Northbound Lane Between Highway 7/8 Ramps and Yellow Birch Drive: Some of the local residents in this area questioned extending the northbound lane (as proposed by the Project Team) on Trussler Road to ease the congestion along this short section. Closing of Yellow Birch Drive or installing traffic lights at the intersection were suggested by these residents. Both of these options were previously examined by the Project Team and were not recommended due to shortcomings associated with shifting traffic that now uses Yellow Birch Drive to other local streets in the area. In addition residents will be able to enter the traffic stream on Trussler Road, from Yellow Birch Drive, with more frequent breaks when signals are installed at the Highway 7/8 ramps and at Highview Drive and Ira Needles Boulevard. The Region of Waterloo will review, with the Ministry of Transportation, extending the northbound traffic lane on Trussler Road to Yellow Birch Drive and installing traffic signals at the Highway 7/8 ramps.

· Provide Additional Noise Mitigation for Existing Residences: The Project Team has undertaken an updated noise analysis of the existing residential areas along the new route. The findings indicate that two existing residences will require noise attenuation in the form of a concrete noise wall in accordance with Region of Waterloo guidelines for noise policies. There will still be some locations along the new road allowance where noise attenuation will not be warranted. In addition, proposals for new residential subdivisions will be required to undertake noise analysis and provide noise attenuation as required in following these same guidelines.

· Posted Speed: One member of the Public questioned why a lower posted speed on Ira Needles Boulevard is not being considered. Ira Needles Boulevard (Reg. Road 70) is a controlled access roadway and the proposed posted speed of 60 km/h will accommodate, in part, longer distance travel between North Waterloo and Kitchener. A posted speed of 60 km/h is anticipated to more accurately reflect the operating speed along this road.

4.0 Next Steps

Subject to Regional Council approval, preliminary design of Ira Needles Boulevard will commence in the summer, 2002 with completion by the fall. The construction schedule is anticipated as follows:

Stage 1: year 2004, from Erb Street to Erbsville Road; Stage 2: year 2005, from Highway 7/8 to Victoria Street; Stage 3: year 2006, from Victoria Street to University Avenue; Stage 4: year 2007, from University Avenue to Erb Street.

If Superbuild funding is forthcoming, then this project will be advanced.

CORPORATE STRATEGIC PLAN:

This project is in harmony with the Strategic Directions of the Corporate Strategic Plan to ensure our community is safe and that roadway infrastructure necessary to support area economic objectives is in place.

FINANCIAL IMPLICATIONS:

The 2002 Transportation Capital Budget and 10 Year Forecast includes funding of $9.2 million in the - 7 - P-02-075.1

2004-07 period to be funded from the Development Charges Reserve Fund and the Roads Capital Levy. - 8 - P-02-075.1

Reserve Fund for the design and construction of Ira Needles Boulevard. This budget does not include property acquisition. It is anticipated that some of the property will be dedicated through approval of new development along the road allowance. If budget adjustments are required for property acquisition, this will be undertaken in conjunction with detail design. The Region has applied for Superbuild funding for this project which could reduce the Region's share of the construction costs.

OTHER DEPARTMENT CONSIDERATIONS:

The Transportation and Environmental Services Department has been consulted in preparing this report.

PREPARED BY: Dave Durant, Senior Transportation Engineer

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services - 10 - P-02-075.1

APPENDIX A

% ERBSVILLE RD Waterloo

KEATS WAY WESTMOUNT RD W ROYAL BEECH DR

ERB ST W

WEST HILL DR

Ira Needles Boulevard THORNDALE DR

ERB'S RD

UNIVERSITY AVE W Kitchener

VICTORIA ST S FISCHER-HALLMAN RD

Wilmot GLASGOW ST HIGHLAND RD W

CORA DR CNR Mainline

HIGHVIEW DRYELLOW PENELOPE DR BIRCH DR

CONESTOGA PKY(HWY7/8)

HWY 7/8 OTTAWA ST S TRUSSLER RD

Legend: Ira Needles Boulevard Construction Timing Roadway Alignment 2004 2005 2006 KEY PLAN 2007 Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-081 Planning and Works Committee File Code: Date: July 2, 2002 Subject: AMENDMENT TO REGIONAL MUNICIPALITY OF WATERLOO CONTROLLED ACCESS BY-LAW #58-87 FOR AN EMERGENCY ACCESS TO REGIONAL ROAD #58 (FISCHER-HALLMAN ROAD), IN THE CITY OF WATERLOO

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve an amendment to Controlled Access By-law #58-87 for an emergency access on the east side of Regional Road #58 (Fischer-Hallman Road) approximately 325 metres north of Regional Road #9 (Erb Street) in the City of Waterloo, as outlined in P-02-081, dated July 2, 2002.

SUMMARY:

Mike Voll Investments is proposing to construct a residential development comprised of 25 townhouse units and 25 accessory units on the east side of Fischer-Hallman Road north of Erb Street. The primary access to this development will be from Fischer-Hallman Road. The access will be located near the southerly limit of the property. Regional Council approved an amendment to Controlled Access By-law #58-87 for this access on August 22, 1996. Since that time, the development has been revised and now requires an emergency access to Fischer-Hallman Road and consequently an amendment to Controlled Access By-law #58-87.

REPORT:

By-law #58-87, "A By-law to Designate and Regulate Controlled - Access Roads", was enacted to control the construction or alteration to the geometric design of any private means of access to a Regional road. All Regional roads are included in either Schedule "A" or Schedule "B" of the By-law. Regional roads included in Schedule "A" (Controlled Access - Prohibited), include arterial roads and freeways where access to these roads must be restricted due to high traffic volume and speed. All requests for changes to existing accesses or for new accesses require an amendment to the By-law. Regional roads included in Schedule "B" (Controlled Access - Regulated) include all remaining arterial roads within the Regional road system. Typically, these roads are front-lotted with access available only to the Regional road or are comparatively lower volume roads.

The developer of a 0.71 hectare parcel of land, Mike Voll Investments intends to construct 25 townhouses and 25 accessory units on the site with frontage only to Fischer-Hallman Road. This property was once part of a much larger parcel within the Churchill Planning Unit which also had access to Churchill Street. On August 22, 1996, Regional Council approved an amendment to Controlled Access By-law #58-87 to permit an access to this large parcel from Fischer-Hallman Road subject to the construction of a southbound left turn lane on Fischer-Hallman Road. Since that time, the site in its current configuration was created with no access available to Churchill Street however, the by-law amendment remains in place and in fact the access is proposed to function as the main access to this site near the southerly property limit. Since there is no longer a second point - 2 - P-02-081 of access to the development, an emergency access to Fischer-Hallman Road is required and is proposed near the northerly limit of the property.

Appendix A to this report is a map showing the location of the subject area.

Appendix B to this report is a plan showing the site and the proposed amendment to Controlled Access By-law #58-87.

Regional Road #58 (Fischer-Hallman Road) is designated as a Controlled Access - Prohibited road from Laurelwood Drive to Regional Road #57 (University Avenue). As a result, Council approval is required prior to the issuance of an access permit by staff.

Staff have reviewed the proposed emergency access location and are recommending the by-law amendment be approved.

CORPORATE STRATEGIC PLAN:

Provision of safe access is an operational activity used to assist in the implementation of the Region's strategic objective of providing a safe community.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSIDERATIONS:

The Corporate Resources Department will be required to amend Controlled Access By-law #58-87.

PREPARED BY: Bruce Erb, Transportation Planner

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

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WATER SERVICES

To: Chair Fred Kent and Members of the Report No: P-02-076/E-02-062 Planning and Works Committee File Code: C06-60/PWC/WSD.02; E02-30/WWWMR02 Date: July 2, 2002 Subject: 2002 WATER AND WASTEWATER MONITORING REPORT

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the report entitled 2002 Water and Wastewater Monitoring Report summarized in Report P-02-076/E-02-062 as the account of water supply and wastewater treatment capacity for 2002.

SUMMARY:

NIL

REPORT:

Background

The Region of Waterloo Transportation and Environmental Services Department produces the Water and Wastewater Monitoring Report annually with input from the Region's Planning, Housing and Community Services Department. The purpose of this report is as follows:

1. document actual water use and wastewater flows

2. provide a basis for water use and wastewater flow forecasts required in preparing the capital budgets and user rates

3. document water production and wastewater treatment capacities

4. update Regional Council with respect to remaining uncommitted capacities of water supply and wastewater treatment infrastructure

5. provide a basis for engineering staff to provide comments on the water and wastewater aspects of development applications

The 2002 Water and Wastewater Monitoring Report (2002WWWMR) deals with the Regional water supply and wastewater treatment facilities' ability to accommodate the current and anticipated short to medium term demands, i.e. to 2011. The report will be one of a number of inputs used in assessing the needs for Regional water and wastewater infrastructure, in preparing the 2003 capital budget, the 20 year water and wastewater capital forecast, and in formulating responses to development applications.

- 2 - P-02-076/E-02-062

This report separates servicing commitments into the following two categories: Category 1 - unbuilt units in registered plans and servicing agreements signed as of December 31, 2001 and building permits issued during the last six months of 2001, Category 2 - #1 above, plus the units in draft approved plans without any special conditions.

Tables 1 and 2 (metric and imperial respectively), and Table 3 (metric only), attached, summarize the data collected and commitments for the Region's water supply systems and wastewater treatment plants (WWTP). Areas of concern with respect to capacity or commitments are highlighted.

Servicing Agreements

In 1996, Regional Council adopted a resolution establishing new procedures that no longer committed water and wastewater servicing capacity at the draft plan approval stage of development. Servicing commitments are now made through separate servicing agreements between the Region and the developer, which are executed once a development is ready to proceed to registration. Developers seek an agreement for servicing just prior to registration of the plan, and the servicing agreement expires within six to eighteen months of being signed, at which time the developer would be required to seek a new commitment for servicing if registration has not taken place.

2001 Water Supply Capacity and Commitments

Firm or system water supply capacities were adequate to meet actual maximum demands in all communities in 2001, except in the case of Ayr.

The Integrated Urban System (IUS) (Cambridge, Kitchener, Waterloo, Elmira and St. Jacobs water system) has 14,222 available units of uncommitted Category 2 capacity remaining (36,949 persons).

The Baden/New Hamburg water system has 3,492 available units of Category 2 capacity remaining (9,435persons).

The Ayr water system has no available uncommitted Category 2 capacity as of December 31, 2001. An expansion to the Ayr water system is scheduled to be completed by 2007. Until the capacity upgrades are completed, there are various on going actions that could increase effective capacity of the system. These actions include an enhanced water efficiency program (initiated in 2001) and an odd-even day lawn watering by-law (enacted by North Dumfries Council in May 2000). The timing of the scheduled expansion will be reviewed during the 2003 budget setting process.

The Wellesley water system has an uncommitted Category 2 capacity of 92 available units (264 persons). The St. Clements water system has an uncommitted Category 2 capacity of 194 available units (588 persons). Capacity calculations for St. Clements are based on design data due to the limited amount of historical water use data.

Firm or system water supply capacities in 2011 resulting from implementation of the Region's current budget and 10 year forecast for water are anticipated to be adequate to accommodate all current development commitments for water supply.

With regard to the IUS, on May 10, 2000, Regional Council approved the recommendations of the Long Term Water Strategy Study as the Region's Water Supply Master Plan to provide water servicing to the Region for at least the next 40 years. As the plan is implemented, capacity increases of 10 million imperial gallons per day (MIGD) are anticipated over the next eight year period for the IUS. The 2002 capital budget process identifies - 3 - P-02-076/E-02-062 the specific projects that will affect the capacity increase. Based on current water usage, 10 MIGD of system capacity will service an additional 95,500 persons.

There is currently water servicing capacity available for an additional 55,000 persons in the Region of Waterloo. Tables 1 and 2 summarize the data relating to water supply.

Small Water Supply Systems

Limited historical water usage data is available for the 14 small water supply systems owned and operated by the Region. These systems include Branchton Meadows, Brown’s Subdivision and Roseville in North Dumfries; Linwood (Linwood/Linpine and Eastgate Meadows) and Heidelberg (reported as one system including that portion of Heidelberg in Woolwich) in Wellesley; New Dundee, Foxboro Green and St. Agatha in Wilmot; and Conestogo (Conestoga Golf Course and Conestoga Plains), Maryhill and Village Heights in Maryhill, and West Montrose in Woolwich.

Reporting on these small systems began with the 98WWWMR. The data is limited due to the lack of historical consumption data available. All numbers reported, excluding actual average and maximum day demand figures, are design numbers based on Ministry of Environment water usage guidelines for small communal water supply systems. Most of these systems were designed to only service specific sub-divisions in the respective settlement areas and have no additional capacity to service units beyond the design capacity of these systems. Available system capacity will be calculated on an individual basis prior to commenting on development applications. Table 3 summarizes the data on small water systems.

In 2001, the Region, under a previously executed Responsibility Agreement with a developer, assumed control and ownership of a small private water supply system in Maryhill servicing the Village Heights subdivision. This system has been added to the small systems report in 2002.

2001 Wastewater Treatment Capacity and Commitments

WWTP capacities were sufficient at all Regional plants to treat actual average flows in 2001.

The Kitchener (48,919 units or 125,820 persons), Waterloo (4,315 units or 10,951 persons), Galt (11,952 units or 33,991 persons), Hespeler (944 units or 2,814 persons), Baden/New Hamburg (975 units or 2,715 persons), Elmira (2,017 units or 5,429 persons), St. Jacobs (232 units or 625 persons) and Wellesley (194 units or 556 persons) WWTPs have uncommitted Category 2 capacity available.

In Preston in 1996, 4,020 m3/d of capacity was held in reserve to service development in the Cambridge Business Park (CBP). Over the past few years, that reserve allocation has been reduced to account for development in the CBP. As of the end of 2001, the CBP is approximately 75% occupied. Therefore, the reserve allocation has been reduced by 75% to a total of 1,005 m3/d. As of December 31, 2001, the Preston WWTP has 2,467 units of available Category 2 capacity, which will service 6,229 persons.

Upgrades to the Elmira, St. Jacobs, Baden and New Hamburg WWTP's were completed late in 2001. Additional available capacity for these plants is being reported in the 2002WWWMR.

As stated earlier, measures are being considered that could reduce water usage and wastewater production in Ayr, and it is anticipated that implementation of these measures will increase the available capacity for both the water and wastewater systems. A project to re-rate (increase of plant capacity) of the Ayr WWTP was also completed in late 2001. The plant capacity was increased from 1,180 m3/d to 1,500 m3/d. However, not all the re-rated capacity of the plant is available for treating additional wastewater flows, as the old flow meter in the plant was inaccurate and readings were probably undervalued by approximately 15% to 20%. Until - 4 - P-02-076/E-02-062 some historical information is available for the new flow meter at the plant, no additional Category 2 capacity will be allowed for the Ayr WWTP. A plant expansion is scheduled to be completed by 2005, depending on the success of water efficiency efforts, I/I reduction, and the plant re-rating.

Implementation of the Region's 20 year capital forecast for wastewater is anticipated to be adequate to accommodate all current development commitments for wastewater treatment. Therefore, the Region's overall water supply and wastewater treatment commitments are provided for, given the accomplishment of projects now in the Region's capital budgets and 20 year capital forecasts. Currently, there is sufficient wastewater treatment capacity in the Region of Waterloo for an additional 189,130 persons. Tables 1 and 2 summarize data relating to wastewater treatment.

CORPORATE STRATEGIC PLAN:

The Water and Wastewater Monitoring Report supports the Strategic Plan goal "to create and support a climate that encourages economic prosperity".

FINANCIAL IMPLICATIONS:

The financial implications of this report will be addressed in the 2002 budget process.

OTHER DEPARTMENT CONSIDERATIONS:

Staff from the Planning, Housing & Community Services Department contributed to the production of this report.

PREPARED BY: Scott Clarke, Technologist I, Water Services Division

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services P-02-076/E-02-062

TABLE 1(METRIC): WATER AND WASTEWATER FLOW AND COMMITMENTS SUMMARY DECEMBER 31, 2001

2001 CAPACITY 2001 CAPACITY ADJUSTED REMAINING REMAINING EXPECTED FLOW 2001 2001 COMMITMENTS UNCOMMITTED COMMITMENTS UNCOMMITTED 2001 2011 PER ADJUSTED REMAINING (CATEGORY 1) (CATEGORY 1) (CATEGORY 2) (CATEGORY 2) CAPACITY CAPACITY CAPITA FLOW CAPACITY SERVICE TOTAL FLOW FLOW TOTAL TOTAL FLOW FLOW TOTAL AREA (1000 m3/d) (1000 m3/d) (m3/d) (1000 m3/d) (1000 m3/d) UNITS 1000 m3/d 1000 m3/d UNITS UNITS 1000 m3/d 1000 m3/d UNITS INTEGRATED URBAN WATER SYSTEM 256.80 309.50 0.5056 201.70 55.10 8,459 11.63 43.48 31,628 25,865 35.55 19.55 14,222 KITCHENER WWTP 122.60 NO CHANGE 0.3624 67.82 54.78 3,137 2.88 51.90 56,503 10,721 9.85 44.94 48,919 WATERLOO WWTP 54.60 72.73 0.3826 41.54 13.06 3,614 3.51 9.55 9,838 9,137 8.87 4.19 4,315 GALT WWTP 56.80 NO CHANGE 0.4801 34.42 22.38 1,319 1.80 20.58 15,071 4,438 6.06 16.32 11,952 PRESTON WWTP 16.86 NO CHANGE 0.6214 11.58 4.27 164 0.26 4.01 2,558 255 0.40 3.87 2,467 HESPELER WWTP 9.32 NO CHANGE 0.3688 7.12 2.20 120 0.13 2.07 1,879 1,055 1.16 1.04 944 ELMIRA WWTP 7.80 NO CHANGE 0.5958 4.49 3.31 49 0.08 3.23 2,017 49 0.08 3.23 2,017 ST. JACOBS WWTP 1.45 NO CHANGE 0.7158 0.92 0.53 0 0.00 0.53 232 0 0.00 0.53 232 BADEN-NEW HAMBURG WATER SYSTEM 12.11 NO CHANGE 0.5813 4.42 7.69 111 0.17 7.52 4,787 1,406 2.21 5.48 3,492 BADEN/NEW HAMBURG 5.20 NO CHANGE 0.3768 2.70 2.50 111 0.12 2.38 2,270 1,406 1.48 1.02 975 WWTP AYR WATER SYSTEM 2.57 3.33 0.6214 2.34 0.23 57 0.10 0.12 68 121 0.22 0.00 0 AYR WWTP 1.50 1.63 0.3213 1.21 0.29 57 0.05 0.24 250 117 0.11 0.18 190 WELLESLEY WATER SYSTEM 1.50 NO CHANGE 0.5849 1.02 0.48 95 0.16 0.32 193 196 0.33 0.15 92 WELLESLEY WWTP 1.10 NO CHANGE 0.3850 0.67 0.43 95 0.10 0.33 295 196 0.22 0.21 194 ST. CLEMENTS 1.77 NO CHANGE 0.9075 1.20 0.57 14 0.04 0.53 194 14 0.04 0.53 194 WATER SYSTEM

NOTES: 1. Shaded cells are areas of concern with respect to current capacity or commitments 2. Category #1 Commitments include unbuilt registered as of December 31, 2001, building permits issued during the last six months of 2001, and executed Servicing Agreements. 3. Category #2 Commitments include Category #1, plus the units in draft approved plans without any special conditions. 4. Water Systems are in italics. 5. St. Clements Water System per capita flows are based on design numbers. 6. Adjusted per capita wastewater flows are based on calculated 85% wastewater flow level and adjusted per capita water flows are based on conservative interpretation of maximum day or week water use data.

P-02-076/E-02-062

TABLE 2(IMPERIAL): WATER AND WASTEWATER FLOW AND COMMITMENTS SUMMARY DECEMBER 31, 2001

2001 CAPACITY 2000 CAPACITY REMAINING REMAINING ADJUSTED COMMITMENTS UNCOMMITTED COMMITMENTS UNCOMMITTED EXPECTED FLOW 2001 2001 (CATEGORY 1) (CATEGORY 1) (CATEGORY 2) (CATEGORY 2) 2001 2011 PER ADJUSTED REMAINING SERVICE CAPACITY CAPACITY CAPITA FLOW CAPACITY TOTAL FLOW FLOW TOTAL TOTAL FLOW FLOW TOTAL AREA (mgd) (mgd) (g/d) (mgd) (mgd) UNITS mgd mgd UNITS UNITS mgd mgd UNITS INTEGRATED URBAN WATER SYSTEM 56.50 68.09 111.2 44.4 12.12 8,459 2.558 9.56 31,628 25,865 7.822 4.30 14,222 KITCHENER WWTP 26.97 NO CHANGE 79.7 14.9 12.05 3,137 0.634 11.42 56,503 10,721 2.167 9.89 48,919 WATERLOO WWTP 12.01 15.99 84.2 9.1 2.87 3,614 0.772 2.10 9,838 9,137 1.952 0.92 4,315 GALT WWTP 12.50 NO CHANGE 105.6 7.6 4.92 1,319 0.396 4.53 15,071 4,438 1.333 3.59 11,952 PRESTON WWTP 3.71 NO CHANGE 136.7 2.5 0.94 164 0.057 0.88 2,558 255 0.088 0.85 2,467 HESPELER WWTP 2.05 NO CHANGE 81.1 1.6 0.48 120 0.029 0.45 1,879 1,055 0.255 0.23 944 ELMIRA WWTP 1.72 NO CHANGE 131.1 1.0 0.73 49 0.017 0.71 2,017 49 0.017 0.71 2,017 ST. JACOBS WWTP 0.32 NO CHANGE 157.5 0.2 0.12 0 0.000 0.12 232 0 0.000 0.12 232 BADEN-NEW HAMBURG WATER SYSTEM 2.66 NO CHANGE 127.9 1.0 1.69 111 0.038 1.65 4,787 1,406 0.486 1.21 3,492 BADEN/NEW HAMBURG 1.14 NO CHANGE 82.9 0.59 0.55 111 0.03 0.52 2,270 1,406 0.32 0.23 975 WWTP AYR WATER SYSTEM 0.57 0.73 136.7 0.5 0.05 57 0.023 0.03 68 121 0.048 0.00 0 AYR WWTP 0.33 0.36 70.7 0.3 0.06 57 0.012 0.05 250 117 0.024 0.04 190 WELLESLEY WATER SYSTEM 0.33 NO CHANGE 128.7 0.2 0.11 95 0.035 0.07 193 196 0.072 0.03 92 WELLESLEY WWTP 0.24 NO CHANGE 84.7 0.1 0.09 95 0.023 0.07 295 196 0.048 0.05 194 ST. CLEMENTS 0.39 NO CHANGE 199.7 0.3 0.13 14 0.008 0.12 194 14 0.008 0.12 194 WATER SYSTEM NOTES: 1. Shaded cells are areas of concern with respect to current capacity or commitments 2. Category #1 Commitments include unbuilt registered units as of December 31, 2001, building permits issued during the last six months of 2001, and executed Servicing Agreements. 3. Category #2 Commitments include Category #1, plus the units in draft approved plans without any special conditions. 4. Water Systems are in italics. 5. St. Clements Water System per capita flows are based on design numbers. 6. Adjusted per capita wastewater flows are based on calculated 85% wastewater flow level and adjusted per capita water flows are based on conservative interpretation of maximum day or week water use data. P-02-076/E-02-062

TABLE 3 - SUMMARY OF SMALL WATER SUPPLY SYSTEMS - 2001

Revision Date: 24-Jun-2002

ACTUAL PER ACTUAL PER ESTIMATED UNBUILT REMAINING DEMAND CAPITA DEMAND CAPITA WATER SYSTEM COMMITTED UNCOMMITTED AVE DAY DEMAND MAX DAY MAX DAY DEMAND CAPACITY CAPACITY CAPACITY

MUNICIPALITY SYSTEM POP. PPU m3/d m3/d m3/d m3/d m3/d m3/d m3/d m3/d NORTH Branchton 116 3.550 26 0.2241 82 0.707 N/A 130 0 0 DUMFRIES Meadows Brown's 109 3.760 32 0.2936 83 0.761 N/A 276 0 0 Roseville 214 3.400 87 0.4065 285 1.332 285 358 0 0 WELLESLEY Linwood 604 2.930 200 0.3311 477 0.790 516 743 0 0 Eastgate 145 2.960 31 0.2138 105 0.724 124 717 0 0 Meadows Heidelberg 821 3.300 219 0.2667 599 0.730 764 829 0 0 WILMOT New Dundee 1,175 3.050 336 0.2860 726 0.618 1,005 983 0 0 Foxboro

Green 432 2.020 73 0.1690 145 0.336 N/A 288 0 0 St Agatha 49 3.508 24 0.4898 87 1.776 N/A 518 0 0 WOOLWICH Conestoga 233 3.150 117 0.5021 361 1.549 N/A 601 0 0 Golf Course Conestoga

Plains 287 3.460 123 0.4286 411 1.432 N/A 199 0 0 Heidelberg as above Maryhill 213 3.380 37 0.1737 112 0.526 N/A 157 0 0 Village Heights 132 3.380 57 0.4318 190 1.439 190 820 0 0 West Montrose 154 3.140 68 0.4416 177 1.149 N/A 238 0 0

NOTES: 1. Estimated water demands are based on design flows and assume a per capita daily consumption of 285 litres, and a maximum day demand factor of 3.0. In cases where the actual demand is higher than the calculated demand, actual demand is used. 2. Linwood includes the Linpine subdivision. 3. Branchton Meadows, Brown's, Roseville, Foxboro Green, Conestoga Golf Course, Conestogo Plains, Maryhill, West Montrose and New Dundee systems have no available capacity to service any development beyond existing and draft approved (or pending) plans. 4. Each system will be re-evaluated using the latest capacity information prior to providing development comments. 057 Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES TRANSIT SERVICES PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Fred Kent and Members of the Report No: E-02-082/P-02- 080 Planning and Works Committee File Code: Date: July 2, 2002 Subject: TRANSPORTATION SMOG ALERT COMMUNICATION PLAN

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the Transportation Smog Alert Communication Plan as outlined in Report E-02-082/P-02-080 to increase community awareness and promote the use of environmental friendly modes of transportation, particularly on smog days.

SUMMARY: NIL

REPORT:

Background

On May 22, 2002 Council approved the recommendation in Report P-02-062, that Regional staff develop a communication plan that uses smog days to increase community awareness and promote the use of environmental friendly modes of transportation. The Transportation Smog Alert Communication Plan has been created to build upon the recently approved Community Health Department Smog Alert Communication Plan, but stays focused on Transportation issues.

Smog Alert Process

The Ministry of the Environment monitors, analyzes and forecasts ambient air quality. When unacceptable high levels of ground-level ozone are present or expected, the Ministry issues official smog alerts. These alerts are communicated to the public through the media, to allow our community the opportunity to take appropriate health precautions, and to remind us of the ways that we should reduce emissions. The Region of Waterloo plays a vital role by facilitating local action to clear the air.

Specifically, the Community Health Department receives these alerts on behalf of the Region of Waterloo and immediately faxes a notice to all area municipalities and Regional Departments and sends out an internal e-mail to all Region of Waterloo employees. (Appendix A) The notice advises that there is a forecasted Smog Alert Day, recommends implementation of appropriate actions recommended by the Waterloo Region Health Department, and any actions identified for implementation by local institutions and internal Departments. It also reminds area municipalities and Region staff of the Waterloo Region Idling Control Protocol and to review the idling policy. In addition to the notice, a Media Release is issued to the local media. (Appendix B). - 3 - E-02-082

Proposed Transportation Smog Alert Communication Plan

Motor vehicles are still the leading source of air pollution. Since car drivers are the main target market of the "reduce auto use" message, it is recommended that the following activities be initiated upon receipt of a smog alert to encourage the use of alternative means of transportation.

1. Bus Destination Sign: Currently there is a public relations message installed on all buses with electronic destination signs. Operators have been instructed to activate this PR message on a smog day to target auto users. It reads “Smog Alert…ride the bus”.

The electronic destination sign facilitates the display of messages since they are pre-programmed and require minimal bus driver intervention to be displayed alternately with the Route destination name and number. Most buses in the Kitchener-Waterloo Service Area are equipped with electronic destination signs. All of them will be equipped with electronic signs once the new buses are phased in as of January 2003. The Cambridge Service Area has 6 buses equipped with electronic signs programmed with this message.

2. TeleRider: A message is added to our TeleRider system and is delivered to 6,000 callers a day when accessing transit schedule information. When the alert is received in advance, our message is programmed to start at 5:00 a.m. the following day.

3. Website: A flashing message indicating a smog alert is in effect will be added to the GRT we bsit e and acti vat ed upo n rec eipt of the Sm og aler t.

4. Media Release – Transportation staff will work with the Community Health Department staff to furt her enh anc e the - 4 - E-02-082

cur rent me ssa ge reg ardi ng alte rnat ive tran spo rtati on.

5. A brochure will be developed by staff that outlines information about smog, its effects and the nee d for eve ryo ne to do his or her part and red uce or sto p acti ons that gen erat e har mfu l, sm og- pro - 5 - E-02-082

duc ing emi ssio ns and ma ke lifes tyle cho ices that are mo re app rop riat e.

6. An external Employee Awareness and Participation Program will be implemented:

- TDM Planner will contact additional companies and organizations to urge their participation to get more people aware of smog alerts in Waterloo Region. Contacts would begin with those not currently on the Community Health Smog Alert faxing list who would be invited to be added to that list - or create an e-mail Smog Alert list as well. They would be encouraged to pass along the Smog Alert message to their employees, clients and customers. When appropriate, additional messages would be sent to this group about what they can do to make transportation choices which help alleviate the smog situation.

- An evaluation process of this initiative would be completed at the end of the 2002 smog season to estimate the number of people in Waterloo Region who actually received the Smog Alert message and initiate actions to expand the program in the Region.

- Develop a poster to be given to the businesses that are involved in this initiative and retailers who sell products which are environmentally friendly (e.g. bike retailers, People’s Car CoOp).

7. Update the Region’s website in the "Getting Around" section to provide a screen of how our community should make appropriate transportation choices on smog alert days and throughout the year. On a smog alert day, the screen will be activated to be linked to the scrolling bar.

8. Establish a GRT smog day greeting to be used by Call Centre agents, thanking callers for using GRT on a smog day. - 6 - E-02-082

In addition to the proposed initiatives, it is necessary for staff to review the Transportation communication plan with the local media partners to ensure that the alternative transportation choices are communicated in time for our community to make choices.

All of the actions in the above list are specifically recommended for smog alert days. Grand River Transit and the Transportation Demand Management Program continue to participate and develop strategies within their annual programs for long-term transportation modal shift (e.g. participation in the Commuter Challenge, transit fare programs, employer TDM programs, infrastructure and service improvement programs, changes in land use and most recently, the development of a curriculum-based school program to be presented to Council in August).

Air pollution is a society-wide problem. This communication plan which is recommended will reinforce the communities' understanding of smog days, encourage appropriate transportation choices and reinforce the Region of Waterloo's commitment to facilitating actions to "clear the air".

CORPORATE STRATEGIC PLAN:

The implementation of a Transportation Smog Alert Communication Plan in the Region supports the Region's Clean Air Plan, the GRT 5 year Business Plan, Regional Cycling Master Plan and the auto reduction goals and transportation demand management initiatives established in the Regional Transportation Master Plan.

FINANCIAL IMPLICATIONS:

The cost of the brochure and poster or any other costs to implement this initiative will be dealt with through the 2003 budget process.

OTHER DEPARTMENT CONSIDERATIONS:

The Transportation Smog Alert Communication Plan builds on the Community Health Departments Smog Alert Communication plan. The Community Health Department staff have provided input into this report and Transportation and Health staff will continue to work together to ensure that effective plans are implemented for the Region.

PREPARED BY: Sandy Roberts, Manager, Marketing and Communications JoAnn Woodhall, Transportation Demand Management Planner

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services Larry Kotseff, Commissioner, Planning, Housing and Community Services

b Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES DESIGN AND CONSTRUCTION DIVISION

To: Chair Fred Kent and Members of the Report No: E-02-083 Planning and Works Committee File Code: 4920, C06-60 Date: July 2, 2002 Subject: CONSULTANT SELECTION - AQUIFER TESTING, DESIGN AND CONSTRUCTION ENGINEERING SERVICES FOR K-18 NEW WELL AND K-18 TO GLASGOW STREET WATERMAIN PROJECT, CITY OF KITCHENER

RECOMMENDATION:

THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Stantec Consulting Ltd. to provide engineering services to conduct aquifer testing, prepare the detailed design and provide services during construction for the K-18 New Well and K-18 to Glasgow Street Watermain Project in the City of Kitchener at an upset fee limit of $191,031.50, plus applicable taxes, including pre-budget approval of $150,000 to be advanced to 2002 to allow engineering to proceed.

SUMMARY:

Existing well K-18 is located on golf course lands and is shared between the Regional Municipality of Waterloo and Westmount Golf & Country Club for municipal supply and golf course irrigation, respectively. The golf course is permitted to withdraw as much water as it requires for its use except in the case of a water supply emergency, in which situation the Region retains exclusive use of K-18 for municipal supply. The Region has been advised that planned upgrades to the golf course's irrigation system will result in increased water demand by the golf course. Please refer to the key plan attached in Appendix A.

In 2001, the Kitchener West Side Water Project Class Environmental Assessment (EA) was completed 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 would be dedicated solely for golf course irrigation use so that existing well K-18 (the highest-yielding well in the Kitchener West Side Well Field) could be dedicated solely for municipal use. The EA further recommended that a new raw water supply main be constructed from the existing K-18 well to Glasgow Street to ultimately connect existing well K-18 to Pressure Zone 4 and to the future Strange Street Water Treatment Plant, which will provide centralized treatment for iron and manganese to meet the Regions's 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 are subject to the negotiation of an agreement between the Region and the Westmount Golf & Country Club. The Westmount Golf & Country Club generally supports this project, and has requested that all construction activities on their property be completed during their off-season from January to February 2003. In order to meet this request, an engineering consultant must be hired immediately, and the existing budget expenditures for this project must be advanced from 2004-2007 to 2002-2003. This can be accommodated within the 2002 Twenty Year Water Capital - 2 - E-02-083

Program with no increase to user rates.

A consultant selection process was carried out following the Region’s Consultant Selection Policy which includes price as a factor in the selection process. Following review and assessment of the consultants’ detailed submissions, the Project Team recommends that Stantec Consulting Ltd. be awarded this assignment for a total upset fee of $191,031.50 plus applicable taxes.

Subject to Council’s approval of this consultant assignment, it is anticipated that design work will commence immediately, and construction will commence in January 2003 and be completed by February 2003

REPORT:

1.0 Background

Existing well K-18 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 K-18 well is shared between the Regional Municipality of Waterloo and Westmount Golf & Country Club, and is located on the golf course lands. Please refer to the key plan attached in Appendix A.

The current arrangement is that surplus water from well K-18 not required for golf course use (primarily irrigation) is pumped directly into the municipal distribution system. The golf course is permitted to withdraw as much water as it requires for its use (primarily irrigation), except in the case of a water supply emergency, in which situation the Region has the ability to maintain K-18 exclusively for municipal use. The Westmount Golf & Country Club has advised the Region that planned upgrades to its irrigation system will result in increased water demand by the golf course.

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 in the immediate vicinity of existing well K- 18. Subject to confirmation by test well drilling and aquifer testing, it is proposed that the new K-18 well be a bedrock well and be dedicated solely for golf course irrigation use, so that the highest-yielding well in the Kitchener West Side Well Field (existing well K-18) can be dedicated solely for municipal use.

The Kitchener West Side Water Project Class EA also recommended that the existing connection from the K-18 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 K-18 well to Glasgow Street. This will ultimately connect well K-18 to Pressure Zone 4 and to the future Strange Street Water Treatment Plant, which will provide centralized treatment for iron and manganese to meet the Regions's aesthetic objectives for the entire Kitchener West Side Well Field, as recommended as part of the overall plan in the EA. - 3 - E-02-083

The estimated construction cost for the new well and the new raw water supply main is $580,000. Construction activities for this project will occur on golf course property and are subject to the negotiation of a mutually satisfactory agreement between the Region and the Westmount Golf & Country Club to define well ownership and provide access for construction and ongoing operations and maintenance. The Westmount Golf & Country Club generally supports this project, and Region staff have had ongoing discussions with the Westmount Golf & Country Club in order to define the specifics of such an agreement. As part of such an agreement, the golf course will require that major construction activities on their property be completed during their off-season.

The K-18 new well and the K-18 to Glasgow street watermain were originally scheduled by the Region to be constructed in 2005 and 2007 respectively in conjunction with the recommended upgrades to the Strange Street Water Treatment Plant. In early 2002, the Westmount Golf & Country Club requested that all construction activities on their property be completed during their off-season from January to February 2003 in order to coordinate this project with other works planned by the golf course.

In order to meet the Westmount Golf & Country Club's request to construct these works during the off-season in 2003, an engineering consultant must be hired immediately to commence design of the new works.

2.0 Consultant Selection

A consultant selection process for this engineering assignment was carried out following the Region’s Consultant Selection Policy. An invitation for proposals, together with detailed work plans and upset fees, was advertised in the Kitchener-Waterloo Record on May 7, 2002. Four (4) consultants responded to the advertisement by submitting proposals. The Project Team involved with the consultant selection and the four consultants that responded to the advertisement are listed in Appendix B attached to this report.

The evaluation criteria used for selecting the successful consultants were consistent with the Region's Consultant Selection Policy, which includes price as a factor in the selection process. These evaluation criteria and their respective weightings are provided in Appendix B. All four of the proposals submitted demonstrated a good understanding of the project, capable project teams and experience on a number of similar projects. The $191,031.50 upset fee submitted by Stantec Consulting Ltd. for this assignment was the lowest of the four proposals. After assessing the proposals using the quality, equity and price criteria, Stantec Consulting Ltd. scored the highest of the four proposals.

Based on the above evaluation criteria, including a review of the detailed work plans, schedules and upset fees provided, the Project Team recommends that Stantec Consulting Ltd. be retained to undertake the aquifer testing, detailed design, and provide services during construction for the K-18 New Well and K-18 to Glasgow Street Watermain Project for a total upset fee of $191,031.50 plus applicable taxes. The upset fee of $191,031.50 includes well drilling and analytical laboratory subcontractor costs for the aquifer testing tasks of $79,946.50, which represents 42 percent of the upset fee. The engineering fees portion of $111,085.00 represents 19 percent of the estimated construction value of this project. This is within the expected range for a project of this scope and magnitude. - 4 - E-02-083

3.0 Scope of Work

For this engineering assignment, the Consultant will:

C review the pre-design;

C drill and install a test well and conduct an aquifer testing program, including a provisional item for drilling and installing a second test well, if required in case of unsatisfactory results at the first location;

C conduct an existing conditions survey and prepare a base plan;

C prepare and submit draft and final detailed design packages (drawings and technical specifications);

C prepare all required approval applications;

C administer and evaluate the tenders;

C administer and inspect the construction contract; and

C provide post-construction services (record drawings, O & M manuals, commissioning, training and warranty assistance).

A breakdown of upset fees for individual tasks is included in Appendix C which is attached to this report.

4.0 Schedule

In order to meet the Westmount Golf & Country Club's request to construct these works during the off-season in 2003, staff recommend pre-budget approval to advance funds to allow engineering to proceed.

Subject to Council’s approval in July 2002, design work will commence immediately. Test well installation, aquifer testing, detailed design and tendering will be completed in 2002. Construction will occur during the off-season period of January to February 2003 in accordance with the requirements of the Westmount Golf & Country Club. It is anticipated that final restoration will be completed in the spring of 2003.

CORPORATE STRATEGIC PLAN:

This consultant selection process meets the Corporate Strategic Plan goal of ensuring that we spend widely the dollars that we are entrusted with and maximizing their use for those we serve. - 5 - E-02-083

FINANCIAL IMPLICATIONS:

The 2002 Twenty Year Water Capital Program currently includes budgetary allowances for this project from 2004 to 2007, as follows:

K-18 New Well 2004: $150,000 2005: $400,000

K-18 to Glasgow Street Watermain 2006: $40,000 2007: $210,000

Total Project Budget $800,000

In order to advance the schedule for this project as requested by the Westmount Golf & Country Club, the existing budgets for this project must be advanced to 2002 and 2003. Estimated expenditures would be $150,000 in 2002 and $650,000 in 2003. The Finance Department has reported that the these expenditures can be accommodated within the 2002 Twenty Year Water Capital Program with no increase to user rates.

It is also noted that the majority of the costs for this project ($650,000) will be incurred in 2003 and can be addressed during the 2003 budget cycle.

The $191,031.50 upset fee of Stantec Consulting Ltd. is within the engineering allowances provided for in the total project budget of $800,000.

OTHER DEPARTMENT CONSIDERATIONS:

Construction and ongoing operation and maintenance of these works will require that the Region and the Westmount Golf & Country Club enter into a mutually satisfactory legal agreement. The Westmount Golf & Country Club has provided the Region with a Letter of Intent supporting this project subject to several conditions. Water Services and Legal Services staff are currently preparing a draft agreement to be presented to the Westmount Golf & Country Club. Details of the draft agreement will be negotiated in the weeks ahead and will be provided to Council prior to finalization.

PREPARED BY: Phil Bauer, Senior Project Manager, Environmental Engineering

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services APPENDIX A E-02-083

AQUIFER TESTING DESIGN AND CONSTRUCTION ENGINEERING SERVICES

K-18 NEW WELL AND K-18 TO GLASGOW STREET WATERMAIN PROJECT

KEY PLAN APPENDIX B E-02-083

AQUIFER TESTING, DESIGN AND CONSTRUCTION ENGINEERING SERVICES

K-18 NEW WELL AND K-18 TO GLASGOW STREET WATERMAIN PROJECT

The Project Team involved with the consultant selection consisted of:

• Phil Bauer, Senior Project Manager, Design and Construction Division • Karl Cober, Senior Planning Engineer, Water Services Division • Alan Couch, Supervisor, Systems (Water Supply), Water Services Division • Tammy Middleton, Hydrogeologist, Water Services Division

Four (4) consultants responded to the advertisement by submitting proposals and are listed below:

C Conestoga-Rovers & Associates Ltd. C Earth Tech Canada Inc. C MTE Consultants Inc. C Stantec Consulting Ltd.

The evaluation criteria used for selecting the successful consultant were consistent with the Region's Consultant Selection Policy, which includes price as a factor in the selection process. These evaluation criteria and their respective weightings were as follows:

Quality Factors

Project Understanding and Approach 25%

Qualifications - Project Manager 20%

Qualifications - Project Support Staff 20%

Experience on Similar Projects 15%

Equity Factors

Current Workload for Region 3%

Local Office 2%

Price Factor

Upset Price 15% APPENDIX C E-02-083

AQUIFER TESTING, DESIGN AND CONSTRUCTION ENGINEERING SERVICES

K-18 NEW WELL AND K-18 TO GLASGOW STREET WATERMAIN PROJECT

CONSULTANT TASK SUMMARY AND COST BREAKDOWN

Task Total 1.0 Test Well Drilling and Aquifer Testing 1.1 Test Well Drilling (up to 2 test wells) $47,870.50 1.2 Monitoring Well Installation (1 well) $18,557.50 1.3 Aquifer Testing $35,276.00 1.4 Summary Report $8,875.00

2.0 Design Brief $7,817.50

3.0 Final Design and Tendering

3.1 Final Drawings and Specifications $21,552.50 3.2 Approvals $3,380.00 3.3 Tender Administration $3,887.58

4.0 Services During Construction

4.1 Contract Administration $11,570.00 4.2 Site Inspection $24,900.00 4.3 Testing and Commissioning $3,065.00 4.4 Post-Construction Services $4,280.00

Total Upset Fee (plus applicable taxes) $191,031.58

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES TRANSIT SERVICES

To: Chair Fred Kent and Members of the Report No: E-01-065.2 Planning and Works Committee File Code: D10-60/ST Date: July 2, 2002 Subject: SPECIALIZED TRANSIT SERVICES ADVISORY COMMITTEE TERM EXTENSIONS AND REPLACEMENT APPOINTMENT

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the following regarding membership on the Specialized Transit Services Advisory Committee: a) Approve the extension of the appointments of one year term members of the Specialized Transit Service Advisory to December 31, 2002 and approve the extension of the appointments of two year term members of the Specialized Transit Service Advisory to December 31, 2003; and b) Approve the appointment of Ms. Sharron Garrah (a Major Interest Group Representative) to the Specialized Transit Services Advisory Committee, to complete the vacated term, now expiring December 31, 2002, due to the resignation of Mr. William Gallagher (a Major Interest Group Representative).

SUMMARY:

Regional Clerk’s Office has advised that, to be consistent with Regional Committee practice, the Specialized Transit Services Advisory Committee should follow the format of calendar year appointments.

Due to the most recent resignation of a member of the Specialized Transit Services Advisory Committee, a replacement is required.

REPORT:

On June 19, 2001 (Report E-01-065) Regional Council approved the appointments of the following people to the Specialized Transit Services Advisory Committee for a one year term commencing July 1, 2001 and expiring June 30, 2002: a) Kathryn Cowan Mobility PLUS user b) Doug Farwell Mobility PLUS user c) Christine Jestin Major Interest Group Representative d) William Gallagher Major Interest Group Representative e) Brandy Duchesne Mobility PLUS user -2- E-01-065.2 and the following people to the Specialized Transit Services Advisory Committee for a two year term commencing July 1, 2001 and expiring June 30, 2003: a) Mary Ellen McIlroy Medical Community Representative b) Michael Mullen Major Interest Group Representative c) Irma Neff Major Interest Group Representative d) Sue Morgan Major Interest Group Representative e) Sidney Turner Mobility PLUS user.

Mr. Sidney Turner tendered his resignation from the Specialized Transit Services Advisory Committee, in writing, on November 2, 2001 and Ms. Susan Czajkowskyj, was appointed on January 2, 2002 (Report E-01- 065.1) to complete Mr. Turner’s term.

Mr. William Gallagher tendered his resignation from the Specialized Transit Services Advisory Committee, in writing, March 24, 2002. A replacement was not immediately sought as originally this term would have ended within a three month period. Regional Clerk’s Office has since advised that, to be consistent with Regional Committee practice, the Specialized Transit Services Advisory Committee should follow the format of calendar year appointments. If approval of Recommendation “a)” the term vacated by Mr. Gallagher would then expire on December 31, 2002.

Ms. Sharron Garrah, a Major Interest Group Representative, having been the Past Chair of the Board of Directors of The Multiple Sclerosis Society, presently the Chair of the Board of Directors of The Independent Living Centre and a long time Customer of Mobility PLUS, has been contacted and has indicated that it would be her pleasure to serve on the Specialized Transit Services Advisory Committee for the remainder of Mr. Gallagher's term. To that, it is recommended that Ms. Sharron Garrah be appointed to the Specialized Transit Services Advisory Committee.

CORPORATE STRATEGIC PLAN:

A key objective of the Region's Strategic Plan is "To develop Region-wide transit services and examine other alternative modes of transportation". The integration of Specialized Transit Services and the creation of a "Specialized Transit Services Advisory Committee" will support this objective.

FINANCIAL IMPLICATIONS:

Expenses for the administration and operation of the Specialized Transit Services Advisory Committee are contained within the Transit Services Division Operating Budget of the Transportation and Environmental Services Department.

OTHER DEPARTMENT CONSIDERATIONS: NIL

PREPARED BY: Dave Smith, Assistant Manager, Specialized Services

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES TRANSPORTATION DIVISION

To: Chair Fred Kent and Members of the Report No: E-02-066 Planning and Works Committee File Code: C06-60 Date: July 2, 2002 Subject: REQUEST FOR LANDSCAPE ADVERTISING ON HESPELER ROAD, CITY OF CAMBRIDGE

RECOMMENDATION:

THAT the Regional Municipality of Waterloo enter into a lease agreement with Ad Traffic for a portion of the road allowance on Hespeler Road (Regional Road #24) at a point approximately 500 metres south of Maple Grove Road (Regional Road #38)/Fisher-Mills Road for the purpose of landscape advertising as detailed in report No. E-02-066 dated July 2, 2002.

And that the Commissioner of Transportation and Environmental Services (or designate) be authorized to execute leasing agreements on behalf of the Regional Municipality of Waterloo with respect to the provision of landscape advertising on Regional roads.

SUMMARY:

On April 2, 2002 Mr. Tim Quirke and Mr. Paul Rooney of Ad Traffic appeared before Planning and Works Committee regarding a proposal to lease property along Hespeler Road just south of Maple Grove Road in the City of Cambridge for the purpose of landscape advertising. Planning and Works Committee referred this matter to staff for a detailed report. Staff have negotiated this matter with Ad Traffic and are recommending that the Region enter into a 5 year lease agreement with Ad Traffic.

REPORT:

On April 2, 2002 Mr. Tim Quirke and Mr. Paul Rooney of Ad Traffic appeared before Planning and Works Committee regarding a proposal to lease property along both sides of Hespeler Road in the City of Cambridge for the purpose of landscape advertising. Planning and Works Committee referred this matter to staff for a detailed report.

The property in question is located from a point approximately 500 metres south of Maple Grove Road/Fisher- Mills Road to a point approximately 250 metres southerly thereof as shown in Figure 1. There are steep embankments along both sides of this section of road which creates some difficulties for Regional staff to maintain the property. - 2 - E-02-066

Figure 1

Ad Traffic is proposing that they would lease this land from the Region for a period of 5 years. They would then construct between 6 and 8 ads per side for local corporate advertisers who wish to identify their corporate name and logo. These ads would be constructed using such materials as aggregate, shrubbery, flowers, and bushes. The ads would also be illuminated in such a manner as not to create a glare problem for motorists using Hespeler Road and for adjacent residences.

Regional staff have investigated the request and are recommending that the Region enter into a leasing agreement with Ad Traffic. The leasing agreement will include, but not be limited to the following conditions:

1. Ad Traffic will pay the Region $100.00 per month plus G.S.T. per landscaped ad. This money will be forwarded to the Region 4 times per year at the end of each quarter;

2. The length of agreement will be a minimum of 5 years;

3. The Region reserves the right to consider a request for proposal concerning the future of the site at the expiration of the agreement; - 3 - E-02-066

4. Ad Traffic will be responsible for the restoration of the site to its present condition if the lease is not extended;

5. Regional staff will sign off on any advertisers to ensure the advertising is suitable using the same advertising guidelines established for Grand River Transit. These guidelines will be presented at the August 13, 2002 Planning and Works Committee Meeting.

6. The Region will approve the design of any illumination on the site;

7. The Region will be indemnified and saved harmless from liability;

8. The use of pesticides will be discouraged. The use of any pesticide must first be approved by the Region; and

9. Ad Traffic will maintain the site at a level acceptable to the Region.

CORPORATE STRATEGIC PLAN:

The implementation of this program addresses the Region’s goal to create a climate that encourages economic prosperity.

FINANCIAL IMPLICATIONS:

Depending on the number of ads actually installed revenue to the Region is estimated to be in the order of $14,400 to $19,200 annually. Staff feel that $100 per month per ad is a reasonable rate when compared to other types of advertising such as billboards and transit ads for local businesses. As well, the Region will no longer be responsible for the maintenance of the adjacent roadside portion of the roadway. Annual maintenance costs on this portion of the road are less than $1,000 annually as the lands are planted with low maintenance ground cover.

All costs associated with the development of these properties will be absorbed by Ad Traffic. The advertising revenues will be placed in the Roads Capital Rehabilitation Reserve Fund.

OTHER DEPARTMENT CONSIDERATIONS:

This report was developed in consultation with the Legal Services Division of the Corporate Resources Department.

PREPARED BY: David Banks, Manager, Transportation Engineering

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES TRANSPORTATION DIVISION

To: Chair Fred Kent and Members of the Report No: E-02-081 Planning and Works Committee File Code: C06-60, T05-20/4 Date: July 2, 2002 Subject: TRAFFIC AND PARKING AMENDMENTS, REGIONAL ROAD #4 (OTTAWA STREET), FISCHER-HALLMAN ROAD TO TRUSSLER ROAD, CITY OF KITCHENER

RECOMMENDATION:

THAT the Regional Municipality of Waterloo amend Traffic & Parking By-law No. 00-032, as amended, to reflect the following:

(a) Extension of the existing 50 km/h speed limit on Regional Road #4 (Ottawa Street) from Grove Drive to the International Place/Wilderness Drive;

(b) Reduction of the posted speed limit from 70 km/h to 60 km/h on Regional Road #4 (Ottawa Street) from International Place/Wilderness Drive to Regional Road #70 (Trussler Road);

(c) "No Stopping Anytime" prohibition on both sides of Regional Road #4 (Ottawa Street) from Regional Road #58 (Fischer-Hallman Road) to 65 metres west of International Place/Wilderness Drive.

SUMMARY:

Existing and proposed development on Ottawa Street, west of Fischer-Hallman Road has prompted Transportation Services to review the existing speed limit between Fischer-Hallman Road and Trussler Road, and recommend a reduction in the posted speed limit, along with a review of permitted stopping on Ottawa Street, from Fischer-Hallman Road to International Place/Wilderness Drive.

REPORT:

The existing speed limit on Ottawa Street from Fischer-Hallman Road to Grove Drive is 50 km/h, increasing to 70 km/h from Grove Drive west to Trussler Road.

A major commercial development, including several big box stores, is proposed for the northwest corner of Ottawa Street at Fischer-Hallman Road, along with a smaller commercial development on the southwest corner. In conjunction with this development there will also be two central access locations on the north side, with one of these commercial access locations being signalized. The intersection of Ottawa Street and International Place/Wilderness Drive will also be signalized during this development.

There is an existing Freure development on the north side of Ottawa Street (west of International Place/Wilderness Drive) with several proposed residential subdivisions to the west of Freure. - 3 - E-02-081

In light of the potential growth in this area, staff recommend the extension of the existing 50 km/h speed limit from Grove Drive to the intersection of International Place/Wilderness Drive, and a reduction of the posted 70 km/h speed limit to 60 km/h from International Place/Wilderness Drive to Trussler Road.

In conjunction with the proposed development, left turn lanes, bicycle lanes and curb/gutter will be installed on Ottawa Street from Fischer-Hallman Road to 65 metres west of International Place/Wilderness Drive. The installation of curb through this area has prompted staff to recommend a "No Stopping Anytime" prohibition to ensure that vehicles do not stop in the curb lanes.

Figure 1 illustrates the existing speed limits on Ottawa Street, along with the proposed speed limit extensions/reductions.

Figure 1: Existing and Proposed Speed Limits; Ottawa Street (Fischer-Hallman Road To Trussler Road), City of Kitchener

Figure 2 illustrates the proposed "No Stopping Anytime" prohibition on both sides of Ottawa Street from Fischer-Hallman Road to 65 metres west of International Place/Wilderness Drive. - 4 - E-02-081

Figure 2: Proposed "No Stopping Anytime" Prohibition Ottawa Street from Fischer-Hallman Road to 65 metres west of International Place/Wilderness Drive

QUESTIONNAIRE RESULTS:

A questionnaire was distributed to the surrounding residents located in the area of Ottawa Street between Fischer-Hallman Road and Trussler Road, regarding the proposed speed limit extension and speed limit reduction. Of the 15 distributed, 6 were returned, with 5 in favour of the recommendation, and 1 opposed. Four respondents requested to be informed of when this issue was to be dealt with. These people have been provided a copy of the report and advised of the date, time and place of when it will appear before Planning and Works Committee.

An additional questionnaire was distributed to the residents located in the area of Ottawa Street between Fischer-Hallman Road and International Place/Wilderness Drive, regarding the proposed "No Stopping Anytime" prohibition. Of the 6 distributed, 5 were returned, with 4 in favour of the recommendation, and 1 opposed. These people have been provided a copy of the report and advised of the date, time and place of when it will appear before Planning and Works Committee.

Both Waterloo Regional Police and City of Kitchener Traffic Division concur with staff's recommendations.

CORPORATE STRATEGIC PLAN:

The revisions to the existing speed limit and "No Stopping Anytime" prohibition addresses the Region's strategic - 5 - E-02-081 objective of providing a safe community. - 6 - E-02-081

FINANCIAL IMPLICATIONS:

The cost to revise the existing signing is approximately $600 and is provided for in the Sign Maintenance Budget.

OTHER DEPARTMENT CONSIDERATIONS:

The Council and Administrative Services Division will be required to prepare the amending by-law.

PREPARED BY: Valerie Pearcey, Engineering Technologist (Traffic)

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services Regional Municipality of Waterloo

CORPORATE RESOURCES DEPARTMENT REPORT

To: Chair F. Kent and Members of the Report No: CR-RS-02-034 Planning and Works Committee File Code: Date: July 2, 2002 Subject: AUTHORIZATION TO EXPROPRIATE LANDS FOR THE AINSLIE STREET EXTENSION

RECOMMENDATION:

THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the extension of Ainslie Street, in the City of Cambridge:

1. Complete an Application to the Council of the Regional Municipality of Waterloo for approval to expropriate land which is required for the construction of the extension of Ainslie Street, and described as:

Parts 3, 4, 9, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26, 30, 31, 32, 33, 36, 37, 38, 39, 40, 41, 43, 44, 51 and 52, Reference Plan 58R-13587

2. Give notices of the above application required by the Expropriations Act.

3. Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to Regional Council for information.

4. Do all things necessary and proper to be done, and report thereon to Regional Council in due course.

SUMMARY:

NIL

REPORT:

In 1994, the Region completed an Environmental Study Report (ESR) in accordance with the Municipal Class Environmental Assessment (Class EA) for the Ainslie Street Extension from Walnut Street to south of Birch Street in the City of Cambridge. (Please refer to attached keyplan in Appendix A). The study was completed at that time, well in advance of any planned construction, to plan a route for the future extension of Ainslie Street in order that property requirements could be protected and to permit development planning in conjunction with the future road network.

Construction of the Ainslie Street Extension is now planned for 2003. Because of the time lapse since the original ESR was completed, the Region was obligated under the Class EA to revisit the original ESR and file - 2 - CR-RS-02-034 an ESR Addendum documenting any changes to the original conclusions. The review of the original ESR was completed in 2001 and the Project Team concluded that the conclusions of the original 1994 ESR are still valid. A Public Information Centre (PIC) was held in the Fall of 2001 and public comments were addressed in a report to Committee in February, 2002. The project received final Council approval in February, 2002. The ESR Addendum document has now been completed and is being filed for the 30-day public review period, which will expire on July 25, 2002.

Since the time when the route alignment was established in 1994, the Region has purchased 3 of the properties that are required for the Ainslie Street Extension. There are 8 remaining property purchases to be secured before construction commences in Spring, 2003. In order to ensure the proposed 2003 construction timing is achieved, it is recommended that property expropriations be commenced at this time for the remaining 8 properties.

The Region will continue to negotiate with the property owners in an attempt to secure lands without the need to expropriate; however, notice of expropriation must be given at this time to ensure the property is available for construction in Spring, 2003.

At this time, staff are confident that agreements can be secured with a majority of the remaining property owners. Council will be kept informed through subsequent reports as to the status of the various agreements for execution as well as expropriations proceedings.

CORPORATE STRATEGIC PLAN:

The following goals of the Corporate Strategic Plan are giving direction to this project:

• Ensuring our community is the safest in Canada; • Ensuring we spend wisely the dollars that we are entrusted.

FINANCIAL IMPLICATIONS:

The total project budget for the Ainslie Street Extension is $2,900,000 of which $450,000 is available for the remaining 8 property purchases. Based on the estimated appraisal costs for the remaining properties, there are sufficient funds available within the property acquisition budget to complete purchase agreements for the outstanding land acquisitions; however, if land acquisition is secured though expropriation, additional funds may be required to cover the expropriation costs.

OTHER DEPARTMENT CONSIDERATIONS:

The Transportation and Environmental Services Department has been consulted.

PREPARED BY: Bruce McNaughton, Administrator, Real Estate Services

APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources & Regional Solicitor

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WASTE MANAGEMENT

To: Chair Fred Kent and Members of the Report No: E-02-070 Planning and Works Committee File Code: C06-20/ER02 Date: July 2, 2002 Subject: GRASS CLIPPING DIVERSION PROGRAM

RECOMMENDATION:

THAT the Regional Municipality of Waterloo: a) actively promote the diversion of grass clippings from landfilling effective immediately; and b) ban grass clippings from curbside garbage collection as of March 31, 2003.

SUMMARY:

Regional residents generate an estimated 8,000 tonnes of grass clippings annually, some of which are still landfilled. With the introduction of yard waste collection throughout the tri-city area in 2002, residents now have a variety of options to divert grass clippings from landfill. Options include: backyard composting, grasscycling, naturescaping, bi-weekly yard waste collection and drop off at the Region's small vehicle transfer stations. Banning grass from Regional garbage collection service represents a final step in diverting grass clippings from landfill.

REPORT:

Background

Organic waste such as grass clippings and yard waste represents over 35% of the residential waste stream in season. Grass clippings from lawn maintenance represent almost 15% of all organics or 5% of the residential waste stream. Diversion of organic waste continues to be a priority and a key component of a balanced approach to waste reduction.

Grass by its very nature degrades easily and at relatively accelerated rates. The high moisture, low fiber composition of grass causes it to generate more than twice as much methane and other landfill gases when landfilled compared to other yard wastes.

Regional Diversion Program Options

Grass clippings are easily managed at the home through "at source" practices such as backyard composting and grasscycling. To date, the Region has given out over 65,000 backyard composters. A recent survey of local - 2 - E-02-070 C06-20/ER02 residents revealed that over 50% of Regional residents with backyards, of sufficient size, currently practise backyard composting. Moreover, 85% of these residents are utilizing their composters to manage yard wastes including grass. The Region also actively promotes "best management practices" such as grasscycling, xeriscaping and property naturalization to, among other things, reduce the amount of grass waste produced by residents. The practice of grasscycling involves leaving the grass clippings on a freshly cut lawn rather than removing them. Typically a mulching lawn mower blade is employed to finely cut the grass clippings so they are not noticeable and to incorporate the clippings back into the soil as a nutrient source. Xeriscaping and naturalization involve replacing a portion or all of the resident's lawn with drought resistant and/or native species of groundcover. This concept reduces water consumption, fertilizer and pesticide usage and promotes diversification of plant species.

As of this Spring, the Region now offers bi-weekly yard waste collection throughout the tri-city area. Residents who choose not to manage their yard waste at source can take advantage of this expanded service or opt to drop off their grass clippings at any of the Region's small vehicle transfer stations.

The Region currently estimates that over half the grass clippings are diverted through these various options. A ban on grass clippings from curbside garbage collection is the next logical step to complete the diversion of this organic waste.

Curbside Garbage Ban

Implementation of the ban is proposed to begin immediately on a voluntary basis. Enforcement of the ban would take effect as of March 31, 2003. The ban would prohibit disposal of grass clippings in curbside garbage. Grass will be accepted from April to November each year in the paper yard waste bags and tagged yard waste containers.

Current Regional promotional materials already indicate that grass clippings should not be included in the garbage. Throughout the Fall of 2002 and Spring of 2003 residents will be reminded in Regional promotional materials of the pending ban.

Garbage bags and containers found to contain grass clippings after the ban has become effective, would not be picked up and would be "stickered" with a reminder notice. The sticker would remind residents that a ban on grass clippings is in effect and would provide a phone number for residents to call for assistance.

Program Support

Current efforts to promote grasscycling will also be expanded to ensure residents receive sufficient support. Information on how to grasscycle successfully will be placed on the Region's Internet web site and will be made available in print. The feasibility of offering rebates to residents purchasing mulching lawnmower blades will also be explored.

A waste composition study of the residential waste stream is also being undertaken at this time. The initial phase of the study is measuring, among other things, how much grass is currently being landfilled prior to implementation of the ban. The second part of the study will focus on determining the "post implementation" effectiveness of the ban. - 3 - E-02-070 C06-20/ER02

CORPORATE STRATEGIC PLAN:

This proposed initiative meets the Corporate Strategic Plan goal of ensuring that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve.

FINANCIAL IMPLICATIONS:

The promotional costs associated with this initiative will be accommodated within the existing operational budget for the Division, as the promotional focus will shift from new blue box materials to organic diversion.

OTHER DEPARTMENT CONSIDERATIONS:

Staff from the Finance Department have reviewed this report.

PREPARED BY: Michael Birett, Project Manager

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services

Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WASTE MANAGEMENT

To: Chair Fred Kent and Members of the Report No: E-02-072 Planning and Works Committee File Code: C06-20/ER20 Date: July 2, 2002 Subject: WOOD WASTE DIVERSION PROGRAM

RECOMMENDATION:

THAT the Regional Municipality of Waterloo: a) implement a wooden pallet recycling program and a voluntary ban on the disposal of wooden pallets effective October 1st, 2002; and b) ban wooden pallets from disposal effective January 1st, 2003.

SUMMARY:

Pallets or wooden skids account for an estimated 30% of all wood waste generated locally each year. In the early 1990's, the Region made a concerted effort to divert pallets from Regional landfills and most pallets were diverted from landfill or recycled. Regional landfills currently receive approximately 3,000 tonnes of pallets and wood waste (excluding brush) annually. This remaining amount is discarded primarily by companies with insufficient volume to warrant separate delivery to local recyclers. Implementation of a pallet diversion program at the Regional landfills will facilitate recovery of this remaining volume from landfill. A ban on disposal of pallets to landfill is a reasonable, final step in diverting this readily recyclable material.

REPORT:

Background

An estimated 20% of the local business waste stream, or roughly 50,000 tonnes of waste, consists of discarded wood and wood products. The majority of wood waste is readily reusable and/or recyclable. Over 50% of all wood waste generated has historically been re-utilized. Diversion options include: laminated board and particle board, animal bedding, landscaping mulches, fire logs and boiler fuel or energy from waste. Waste diversion efforts over the past decade have expanded these and other markets to the point where manufactured wood products average 25% to 75% recycled content.

Wooden Pallet Diversion

Approximately 2.5 million pallets or wooden skids are discarded annually in Canada. Over 60% are purchased for resale for between $1 and $10 each. An additional 35% are ground down for sale as particle board, animal bedding and landscaping mulch. Wooden pallets, as a result, can average a diversion rate of up to 95%. Maximizing diversion of pallet waste from the local business waste stream has, therefore, been a long standing - 2 - E-02-072 priority of the Waste Management Division.

Proposed Pallet Diversion Program

It is proposed that a voluntary landfill ban on disposal of wooden pallets generated by businesses take effect October 1st , 2002. Compliance with the proposed ban would be voluntary for a three month period. Enforcement of the ban would take effect as of January 1st, 2003. The Region would provide convenient drop off locations at both Regional landfills in advance of the ban. The fee for pallet recycling would be the same as the landfill tipping fee (currently $45/tonne) to avoid competing with local pallet refurbishers and wood recyclers.

Warning notices would be distributed to customers bringing pallets into the landfill throughout the Fall of 2002. A list of local alternative outlets will also be provided. After January 1st, 2003, vehicles found to contain pallets would be required to separate the pallets from the rest of the waste. This is the same as the current practice for cardboard, tires and scrap metal. Trucks found to contain an unreasonable number of pallets after having unloaded at the tipping area would be warned on the first offence, fined double the tipping fee after the second and subsequent offences.

Program Expansion

Upon evaluation and confirmation of the success of the Pallet Diversion Program, staff propose to expand the initiative to include clean, dimensional lumber and wood products. Lumber and manufactured wood products, free of laminated surfaces, and excluding pressure treated materials and window panes would be considered as possible materials to include in an expanded landfill ban. The final phase of the program would involve working with staff from Habitat for Humanity to maximize diversion of the remaining wood and manufactured wood products to their Waterloo Landfill depot for reuse.

CORPORATE STRATEGIC PLAN:

This proposed schedule of activities meets the Corporate Strategic Plan of ensuring that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve.

FINANCIAL IMPLICATIONS:

The promotional costs, signage and storage bins associated with this initiative can be accommodated in the existing operational budget for the Division as the promotional focus will shift from new blue box materials to organic diversion. An additional $45,000 annually in processing costs to divert approximately 3,000 tonnes of pallets would be required to be added to the operating budget for 2003 and thereafter.

OTHER DEPARTMENT CONSIDERATIONS:

Staff from the Finance Department have reviewed this report. - 3 - E-02-072

PREPARED BY: Michael Birett, Project Manager

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WATER SERVICES

To: Chair Fred Kent and Members of the Report No: E-02-074 Planning and Works Committee File Code: C06-60/PWC/WSD.02; E06-70/8750 Date: July 2, 2002 Subject: RURAL WATER QUALITY PROGRAM EXTENSION

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve in principle the extension of the Rural Water Quality Program for a further five years, as outlined in Report E-02-074, subject to approval of a revised implementation plan.

SUMMARY:

In recognition of the benefits to the Region of reducing rural impacts on water quality, Regional Council approved the Rural Water Quality Program (RWQP) in March 1998. The program provides financial incentives to rural landowners to implement measures to improve surface water and groundwater quality.

The RWQP is in the last year of its five-year duration. Based on feedback from farmers, the number of projects completed, and external recognition, the program has been very successful. To ensure continued improvement in water quality it is recommended that the program be expanded for a second five-year period with an accompanying commitment of $1.5 Million for financial incentives. Approval of this program would be conditional on Regional Council approval of a revised implementation plan that would be developed following a thorough review of implementation over the previous five years and consideration of other legal and technical issues.

REPORT:

Background

The quality of water in the Grand River and its tributaries is critical to the Region’s water supply and wastewater treatment interests. The Region supplies drinking water to approximately 380,000 residents through an integrated system of groundwater and surface water sources. Almost all rural residents rely on groundwater via private wells for their domestic supply and rely on surface water and groundwater to sustain viable agricultural operations. In addition to supplying water to residents, the Grand River and its tributaries receive discharges from 11 wastewater treatment plants (WWTPs) within the Region. The Grand River also represents an important cultural and recreational attribute of Waterloo Region and the watershed.

Studies have shown that run-off from agricultural land is a very significant source of several surface water contaminants, including phosphorus, bacteria and cryptosporidium cysts. In addition, infiltration of rain water through agricultural land can be a significant source of nitrate to groundwater. Controlling or reducing such - 2 - E-02-074 sources will benefit the Region in many ways, including: improving the security and reliability of drinking water supplies and deferring or reducing the cost of WWTP upgrades.

In recognition of the benefits to the Region of reducing rural impacts on water quality, Regional Council approved the Rural Water Quality Program (RWQP) in March 1998. The program provides financial incentives to rural landowners to implement measures to improve surface water and groundwater quality. The program is being administered by Region staff and a steering committee of stakeholder groups with support from the Grand River Conservation Authority (GRCA). The GRCA also delivers the program and distributes financial incentives to farmer applicants.

The Region committed $1.5 million over five years to fund the program. In addition to these funds, in-kind and staff implementation costs have been provided by the GRCA valued at $420,000. External funding for the program has also been obtained from Agriculture and Agri-food Canada through the Agricultural Adaptation Council ($241,000). In November 2001, the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) Healthy Futures for Ontario Agriculture program, in response to the Region and GRCA staffs’ application, provided $348,000 to establish a parallel incentive program. The Waterloo Healthy Waters project provides financial incentives to all farmers in Waterloo Region for a similar but slightly reduced number of practices ending December 2002.

The RWQP is in the last year of its five-year duration. Based on feedback from farmers, the number of projects completed, external recognition, and development of similar programs in other jurisdictions in Ontario, the program has been very successful. To ensure continued improvements in water quality Region staff are recommending extension of the program for a second five-year period. This report presents the rationale for program expansion and presents a summary of results of the program’s fourth year of implementation. This report also identifies a number of issues that need to be considered and that may influence the design and implementation of the program to ensure it addresses the Region’s and farmer’s water quality improvement needs.

Program Structure

Several types of financial incentives are available to farmers in the RWQP including one-time grants to share the construction costs of a project, and/or annual performance incentives for implementing specific management practices. Maximum grants, cost share percentages, and performance incentives rates have been established for each practice. Eligible practices also vary for the groundwater and surface water priority areas. Farmers in five surface water areas and one groundwater priority areas are currently eligible for this program. The surface water areas are the watersheds of the upper Nith River above New Hamburg, the Conestogo River below the Conestogo Reservoir, and Canagagigue, Cox and Hopewell Creek. These areas are presented in Figure 1 and represent areas of high nutrient loading to the Nith and Grand Rivers, or where nitrogen infiltration into the groundwater poses a threat to regional groundwater supplies. As discussed above, all farmers in Waterloo Region are eligible for funding by the Healthy Waters project.

2001 Project Applications/Approvals

In 2001, a total of 107 project applications were received and 104 were approved. This represents the highest number of projects approved and an increase of 25% compared to the next highest year in 1999. This brings the total number of projects approved during the first 4 years of the program to 304. The distribution of - 3 - E-02-074 approved projects over the course of the program is presented in Table 1. During 2001 there was dramatic increase in the number of fencing and fragile land retirement (e.g. creek buffer) projects approved. Many of the projects were implemented in the Boomer Creek watershed and other parts of Wellesley Township. The Mennonite community in this area has become very interested in this management practice. Most of the projects were approved in the surface water priority areas. A total of 6 projects in the groundwater area were approved in 2001 for a total of 32 projects over the 4 years of the program. The total value of incentives allocated for projects approved in 2001was approximately $470,000.

Table 1: Projects Approved Per Year Clean Water Nutr. Diversio Manure Mgmt Milk- Erosion Fragile Well Cover Fuel n Storage Plan house Fencing Control Land Projects Tillage Crops Storage Total 1998 6 14 14 7 2 2 1 0 1 1 48 1999 15 17 16 7 5 5 5 3 8 2 83 2000 9 11 13 4 12 4 12 2 0 2 0 69 2001 17 14 15 8 24 1 25 0 0 0 0 104 Total 47 54 58 26 43 12 43 5 8 5 1 304

A total of 73 projects were completed and incentives distributed in 2001. The reasons that some of the approved projects were not completed includes the lateness in the year that the application was submitted, and/or the lack of financial resources by the farmer for the year. Some farmers were also reluctant to build due to uncertainty over the proposed Nutrient Management Act that may create standards that differ from those required by the RWQP. Staff will be encouraging farmers to complete their projects by the end of 2002. The total cost to farmers to complete the 73 projects was approximately $499,000, of which approximately $258,000 in incentives were paid. These incentives represent approximately 86% of the capital budget for 2001.

For the first four years of the program, a total of approximately $837,000 in grants and incentives has been paid which represents approximately 70% of the first four years of the RWQP capital budget. These grants contributed to construction of approximately $2.2 million worth of projects. Using these costs, farmers contributed 1.6 times as much money in cash and in-kind costs as they received in incentives to complete the projects.

There are 73 projects outstanding from previous years representing approximately $323,000 in grants and performance incentives. This allocation is split between the RWQP and Healthy Waters program with approximately $220,000 allocated to the RWQP.

Program Benefits and Monitoring

In addition to the financial and application success noted above, the success and benefits of the program are being tracked in other ways. Several of these are presented below.

The program continues to receive recognition from other municipalities, conservation authorities, provincial government agencies, and farm groups. In 1999, Wellington County and the City of Guelph initiated the - 4 - E-02-074

Wellington RWQP with financial commitments of $1,300,000 over five years beginning in 2000. In 2001, Brant County and the City of Brantford initiating a similar program with commitments of $50,000 each for the first year of implementation. Both the Region and the Wellington County have received funds from Healthy Futures to establish parallel incentive programs, and Agriculture and Agri-Food Canada through the Agricultural Environmental Stewardship Initiative has provided the Grand River Conservation Authority with $210,000 over two years for a program in areas of the watershed currently not covered by other municipal programs. The Region received a Federation of Canadian Municipalities - CH2MHill Sustainable Communities award in May 2002 for its Water Resources Protection Strategy. The Waterloo RWQP is one of three initiatives that contributed to this recognition. The RWQP also received recognition from the Consul Generals of the Canadian consulate and the American Consulate in October 2000 as part of the State of the Lakes Ecosystem Conference in recognition of exceptional and distinguished achievement in Great Lakes ecosystem improvement.

Staff, in consultation with provincial agencies, developed a method to estimate the amount of phosphorus that is prevented from reaching surface water as a result of the RWQP projects. In 2001, approximately 2,361 kilograms of phosphorus was prevented from reaching surface water and continues to be removed on a yearly basis. The total for program so far is over 8,800 kilograms. Over 60% of this reduction is attributed to nutrient management planning. This is equivalent to the amount of phosphorus discharged to surface water from Region waste water treatment plant for 120,000 people.

One of the prerequisites of the program is that farmers must have a completed and approved Environmental Farm Plan (EFP). The EFP program is a self-audit program used by farmers to identify problems on the farm and to develop action plans to improve problem areas. Historically, participation in EFP workshops and completion of plans in Waterloo Region has been poor compared with the adjacent counties of Perth and Wellington. Of the 289 approved plans in Waterloo Region, approximately 85 percent were completed between 1998 and March 31, 2002. This increasing trend in EFP participation can be directly attributed to the RWQP as participation is decreasing in many other Southern Ontario counties over the same time period.

In addition to the above indicators, the Waterloo RWQP has resulted in the fencing of 19 kilometres of creeks and rivers to prevent cattle access, and retirement of 83 acres of fragile land. The program has also had remarkable acceptance by the Mennonite community with this community completing 71 percent of all the projects, and over 85 percent of the fencing and fragile land retirement projects.

Next Steps

Both the RWQP and the Healthy Futures project are contributing to improving the water quality in the Region and demonstrating the Region’s commitment to source water protection. While recognizing the success of the programs so far, there is still room for improvement. Based on previous information collected by the Region and the GRCA, the program: has had participation of only 10 to 15 percent of the farms in the Region; has not achieved a phosporous loading reduction of 15 to 20 tonnes/yr that is estimated to be needed for preventing overly abundant aquatic weed growth; and may not have reached all of the more than 300 high priority farms in Wellesley and Woolwich township identified in a reconnaissance survey completed in 1989. Further, participation in the groundwater priority area has been low and sufficient measures to improve nitrate concentrations in groundwater were not included in the program as technical information has only recently become available. Based on all of the above, it is proposed that the RWQP be extended for a further five-year duration and that a further $1.5 million be allocated for financial incentives. Approval of this program would - 5 - E-02-074 be conditional on Regional Council approval of a revised implementation plan that would be developed following a thorough review of the previous five years and consideration of other legal and technical issues as discussed below.

The intent of the RWQP is to encourage farmers to implement measures to improve water quality above and beyond that required by regulation. OMAFRA has recently proposed a Nutrient Management Act which will regulate many aspects of farming. In addition, the Region is proposing to implement a nutrient management by law to ensure nutrients are applied in a manner that do not result in degradation of water resources. Finally there are several other precedent setting municipal policies and regulations on nutrient management and groundwater protection that should be considered in the RWQP to ensure that the program is consistent with and goes beyond legislative requirements.

There is continuing concern in Ontario about the impact of agricultural practices on groundwater quality. Nitrate levels are elevated in several of the Region’s municipal water supply wells and nitrate concentrations in samples from numerous monitoring wells and private water supply wells are above Ontario Drinking Water Standard of 10 mg/L. While this information was not new at the time the program was originally developed, there was insufficient technical or field-scale approaches available for nitrate management. Several research projects to look at these issues have been underway for the last few years that could provide guidance on the design of financial incentives. These include the Partnership In Nitrogen-Use Efficiency project in Waterloo Region, and research projects on farms near Strathroy and Woodstock.

A final technical issue that will be considered is whether to expand the scope of the RWQP to include all farmers in Waterloo Region. This approach would make it consistent with other programs in the Grand River watershed and consistent with Waterloo Healthy Waters Program. However, this would result in a reduction in funds available to the watersheds that were identified initially as contributing the larger proportion of phosphorus to the Grand River.

Implementation, legal and technical issues will be reviewed by the Steering Committee over the next several months. Recommendations will be made and incorporated in a revised implementation plan for approval by Regional Council in early 2003.

CORPORATE STRATEGIC PLAN:

The Rural Water Quality Program represents one step in achieving the Region’s Strategic Plan goal of developing policies and practices to protect our groundwater and surface water resources.

FINANCIAL IMPLICATIONS:

The approved 2002 Wastewater Capital Budget and the 20 Year Capital Forecast includes $300,000 for each of years 2003 through 2008 to cover the costs of incentives for the program extension. The budget also includes $544,000 for 2002 to fulfill the current program commitments. It is anticipated that $350,000 will be spent in 2002. The remaining funds ($194,000) will be moved forward to 2003 for completion of the first five- year commitment before accessing funds for the program extension. GRCA implementation costs for the program are obtained directly from the GRCA tax levy.

OTHER DEPARTMENT CONSIDERATIONS: - 6 - E-02-074

The Community Health Department helps to distribute brochures and ensure awareness for the program. Staff continue to liaise with Planning, Housing and Community Services department regarding the proposed Nutrient Management Act and Region nutrient management by law. Both departments have been invited to participate in the program Steering Committee.

PREPARED BY: Eric Hodgins, Manager, Water Resources Protection

APPROVED BY: Michael Murray, Commissioner, Transportation & Environmental Services Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WATER SERVICES

To: Chair Fred Kent and Members of the Report No: E-02-084 Planning & Works Committee File Code: C06-60/PWC/WSD.02; E03-20/UV-20 Date: July 2, 2002 Subject: GRAND RIVER WELLS - SHORT TERM UPGRADE

RECOMMENDATION:

THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Stantec Consulting Limited of Kitchener, Ontario to provide engineering services to prepare the conceptual design and final design, and to provide design and construction administration services for the implementation of the Grand River Wells Short Term Upgrade at an upset limit of $147,000 plus applicable taxes.

SUMMARY:

Nil

REPORT:

1. Background

In 2000, the Regional Municipality of Waterloo (Region) completed the Class Environmental Assessment and preliminary design for the facilities identified in the Grand Reservoir and Pumping Station Project (Grand Reservoir Project). These facilities are required to enhance fire supply and water supply balancing capabilities in the eastern side of the City of Kitchener, and to improve treatment of water supplied by the Woolner, Forwell and Pompeii Wells (River Wells). The final design and construction of these facilities have been scheduled in the Regional Twenty-Year Capital Forecast between the years 2005 and 2007.

The River Wells were constructed to operate as infiltration wells drawing water from the local overburden aquifer and from the Grand River through river bank infiltration. Assessment of the River Wells during the Grand Reservoir Project identified that natural filtration between the river and the wells provides 3.5 to 4 log (99.95% to 99.99%) removal of particles of the size of Giardia and Cryptosporidium. The level of water treatment recommended for the River Wells in the Grand Reservoir Project was additional filtration for iron/manganese removal, primary disinfection using UV radiation, and secondary disinfection using chlorine or chloramines.

The Forwell Wells (K70 and K71) and Pompeii Wells ( K72, K73, K74 and K75) have been disconnected from the water distribution system and will only be reconnected once the Grand Reservoir Project is implemented. The Woolner Wells (K80, K81 and K82) remain connected to the water distribution system - 2 - E-02-084 but have not been used for water supply since 1996 due to potential presence of Giardia and Cryptosporidium in the infiltration wells. Based on the studies described above, it is expected that natural filtration followed by UV radiation for primary disinfection and chlorine for secondary disinfection would provide adequate water treatment to allow the Region to safely use the Woolner Wells for water supply. The Woolner Wells will add approximately 11 million litres/day (2.4 MIGD) of water supply capacity to the Tri- City water supply system during periods of elevated water demand. This additional capacity will increase water supply reliability and sustainability during periods of elevated temperature and drought such as the one experienced in the summer of 2001. Year-round use of these wells is only expected after installation of treatment for removal of iron and manganese when the Grand Reservoir, Pumping Station and Water Treatment Plant are completed in 2007. Disinfection equipment proposed for the Woolner Wells Short Term Upgrade will be designed to allow its utilisation in the implementation of the final Grand Reservoir facilities.

2. Consultant Selection

The consultant selection process for this project was based on criteria consistent with the Region’s Consultant Selection Policy, which includes price as a factor. Requests for letters of interest were advertised in The Record and Cambridge Reporter. Four consultants submitted letters of interest. Based on the evaluation criteria provided in Appendix A attached to this report, two consultants were short listed and invited to submit a work plan, schedule and cost estimate for the assignment.

After assessing the short-listed consultants using the quality, equity and price factors, Stantec Consulting Limited scored the highest of the two proposals. Stantec also submitted the lowest cost estimate for undertaking the assignment.

3. Scope of Work

The scope of this project includes compilation and review of the hydrogeological and water quality studies previously undertaken during the Grand Reservoir Project, preparation of a summary report based on the compiled information and submission of this report to the Ministry of the Environment (MOE) to justify the proposed level of treatment, completion of a conceptual and final design of necessary water works to allow the use of the Woolner Wells for safe water supply, and administration of the construction phase of these works.

4. Schedule

It is anticipated that the implementation of the Grand River Wells Short Term Upgrade will take 12 months to complete. Subject to Council approval in July 2002, the hydrogeological review and the conceptual design will commence immediately. Upon MOE approval of the proposed treatment concept, equipment pre-selection and final design will follow with completion expected by December 2002. Tendering will be initiated early in 2003 with construction completion expected by early summer of 2003.

5. Consultant Upset Limit

The upset limit for engineering fees and disbursements for the Grand River Wells Short Term Upgrade is $147,000 plus applicable taxes. - 3 - E-02-084

CORPORATE STRATEGIC PLAN:

The completion of the Grand River Wells Short Term Upgrade is consistent with the Region’s strategic plan goals and directions of providing a high quality water supply system to support the varying needs of our urban and rural citizens and communities.

FINANCIAL IMPLICATIONS:

The 2002 Water Supply Twenty-Year Capital Forecast provides $445,000 in 2002 and an additional $1,000,000 in 2003 for the implementation of the Grand River Wells Short Term Upgrade. The capital cost estimate will be refined by the engineering consultant during the conceptual and final design phases of the assignment, and the overall budget will be adjusted accordingly during the 2003 budget deliberations. Any unspent funds from the 2002 budget will be carried forward to 2003.

This capital project is financed from the Regional Water Supply Capital Reserve Fund and Regional Development Charges.

OTHER DEPARTMENT CONSIDERATIONS:

Nil

PREPARED BY: Jorge Cavalcante, Manager, Engineering & Planning, Water Services Division

APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services E-02-084

APPENDIX A

GRAND RIVER WELLS - SHORT TERM UPGRADE

CONSULTANT SELECTION CRITERIA

The Project team involved with the consultant selection consisted of:

• Hendrik Fourier, Senior Project Manager, Design & Construction Division • Jorge Cavalcante, Manager, Engineering & Planning, Water Services Division • Nancy Kodousek, Manager, Operations & Maintenance, Water Services Division • Tammy Middleton, Senior Hydrogeologist, Water Services Division

Four consultants submitted letters of interest for undertaking the Grand River Wells Short Term Upgrade project, as follows:

• Acres & Associated/Hydromantis Joint Venture • Dillon Consulting Limited • Earth Tech Canada Inc. • Stantec Consulting Limited

All four letters of interest were evaluated using the following criteria and their respective weighting:

Quality Factors (80%) Project understanding and approach 25 % Project Manager qualifications 20 % Project support staff qualifications 20 % Firm’s experience on similar projects 15 %

Equity Factors (5%) Current Regional work load 3 % Local office 2 %

Price Factor (15%) Upset Price 15 %

Based on the quality and equity factors, the project team short-listed Acres & Associated/Hydromantis Joint Venture and Stantec Consulting Limited. The short-listed consultants were asked to submit a work plan, schedule and upset fees for undertaking the project. E-02-084

APPENDIX B

GRAND RIVER WELLS - SHORT TERM UPGRADE

CONSULTANT TASK SUMMARY AND COST BREAKDOWN

Tasks Fees & Disbursements 1. Hydrogeological Review $ 25,000 2. Conceptual Design $ 16,800 3. Final Design & Tendering $ 48,400 4. Contract Administration & Post- $ 56,800 Construction Activities

Total $ 147,000

Regional Municipality of Waterloo MEDIA RELEASE: Friday, June 28, 2002, 4:30 P.M. COMMUNITY SERVICES COMMITTEE AGENDA Tuesday, July 2, 2002 12:00 Closed Session Waterloo County Room 1:00 p.m. Regular Meeting Council Chamber 150 Frederick Street, Kitchener

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

2. CLOSED SESSION (motion required)

Part II, Section 14 (1) of Procedural By-law 00-031, as amended.

(Distributed Separately) a) P-02-084 b) CR-RS-02-033 c) CR-FM-02-023 d) CR-FM-02-025

3. OPEN SESSION

4. DELEGATIONS - 2 -

5. JOINT REPORT - Community Services & Administration & Finance

Planning, Housing & Community Services

a) P-02-082 Affordable Housing Strategy - Agreements (Distributed Separately)

REPORTS - Social Services

b) SS-02-043 National Child Benefit New Project Development Proposal 1 Review, Selection and Recommendation for 2002

c) SS-02-044 Provincial Policy on "Spouse in the House" 6

REPORTS - Community Health

d) CH-02-057 Publication of a Buy Local Brochure by Foodlink 10 Waterloo Region

JOINT REPORT - Community Services & Administration & Finance

e) CH-02-058 Emergency Medical Services Station Development Capital (Distributed Separately)

6. INFORMATION/CORRESPONDENCE

7. OTHER BUSINESS

8. NEXT MEETING - August 13, 2002

9. ADJOURN

Regrets Only to Marion Morris at 575-4493 [email protected] Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Sean Strickland and Members of the Report No: P-02-082 Community Services Committee File Code: and Chair Tom Galloway and Members of the Administration and Finance Committee

Date: July 2, 2002 July 3, 2002

Subject: AFFORDABLE HOUSING STRATEGY - AGREEMENTS

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the following with regard to its Affordable Housing Strategy agreements required to enable the Region of Waterloo to provide financial assistance in the provision of new affordable housing: a) the general form of the Forgivable Loan Agreement, the Forbearance Agreement and the Affordable Housing Operating Agreement, filed in the Council and Administrative Services Division, Regional Councillors' Library and the Planning, Housing and Community Services Department, as described in Report No. P-02-082; and b) authority to refine and execute the Forgivable Loan Agreement, the Forbearance Agreement and the Affordable Housing Operating Agreement for specific projects be delegated to the Commissioner of Planning, Housing and Community Services, and the Chief Financial Officer, or their respective designates, on behalf of the Regional Municipality of Waterloo.

SUMMARY:

NIL

REPORT:

Background

A key component of Waterloo Region's Affordable Housing Strategy is the Affordable Housing Partnership Projects (AHPP) initiative, which seeks to assist in the creation of new affordable housing. The proposed agreements (available on file in the Council and Administrative Services Division, Regional Councillor's Library and the Planning, Housing and Community Services Department) ensure that the Region's financial contributions to help create affordable housing both protect the investment of the Region and allow the respective proponents to carry out their mandate to create affordable housing with formalized Regional funding commitments. The proposed agreements form the general template to be used to flow and protect Regional - 2 - P-02-082 investment, and the establishment of time frames for the completion of individual projects will also be formalized between the proponent and the Region. Any substantive changes to the agreement would be forwarded to Council for consideration.

The AHPP has generally provided for capital contributions from the Region of up to $15,000 per unit of affordable housing created. In return for this capital assistance, proponents receiving allocations in 2001 agreed to create housing with rents no higher than the following monthly amounts, as set out in the 2001 Expression of Interest issued by the Region of Waterloo:

$570 for a bachelor $665 for a one bedroom $740 for a two bedroom $805 for a three bedroom

The affordable rent figures being used for the 2002 Expression of Interest (which had a May 30, 2002 deadline for proposals) have been adjusted to define affordable rents as the average market rents established by the latest Canada Mortgage and Housing Corporation's (CMHC) rental market survey, issued in November 2001.

To date Regional Council has allocated $2.5475 million to the following housing providers:

Beechwood Co-operative Homes - 18 units Heartwood Place Non-profit - 30 units Kitchener Housing Inc. - 42 units Mennohomes Inc. - 24 units Victoria Park Community Homes - 45 units Cambridge Kiwanis - 20 units The Working Centre - 6 units Ayr and District Citizen's Association - 2 units

Total - 187 units

In addition, there are 19 units under development through funding under the Federal government's Residential Rehabilitation Assistance Program (RRAP) and 13 residents are now being provided with Rent Geared to Income assistance, funded by the Province, through Waterloo Region Homes for Mental Health. In total, there are 219 affordable housing units now allocated under the Region's Affordable Housing Strategy.

Basic Principles Underlying The Agreements

Regional Council's Affordable Housing Strategy set the goal of creating 1,000 units of affordable housing between 2001 and 2005. The Strategy was created to respond to both the housing affordability and housing supply needs in the Region of Waterloo. As noted in the Council-endorsed report "Municipal Housing Facilities By-law" (CSC- P-02-060), over the past 20 years, non-profit and co-op housing providers have been successful in mixing Rent- Geared to Income residents with market residents. This philosophy has been the basis for Waterloo Region's new housing initiatives, including the Affordable Housing Strategy and the associated Municipal Housing Facilities By- law, which extends the ability to provide affordable housing assistance to the private sector.

All of the units created under the Strategy will be "affordable" as they will be at, or below, CMHC average rent levels. In adopting the Municipal Housing Facilities By-law report, Regional Council also approved a goal that 50% - 3 - P-02-082 of the 1,000 units created under the Region's Affordable Housing Strategy has increased affordability to lower income households. This is expected to be achieved in large part through the use of Rent Supplement funding from both the Province and the Region, (thereby selecting tenants from the Region's Co-ordinated Access waiting list) or through use of other Provincially-funded programs such as the Rent Geared to Income (RGI) housing provided by Waterloo Region Homes for Mental Health. However, individual negotiations with housing proponents will refine the achievable targets, and accommodating households on the Co-ordinated Access waiting list will be a key consideration.

Proposed Agreements

The proposed agreements are structured to protect the interests of the Region both during construction and for the first 20 years of operation. The Agreements have a "cross default clause" (meaning that the violation of terms in one agreement affects the other agreements), which may be viewed as more stringent than standard industry agreements in order to additionally protect the public interest and investment.

In order to access capital assistance, there are three operating agreements (all of which are typical financial tools) that a housing proponent must sign with the Region: a) a Forgivable Loan Agreement, which sets out the amount of the forgivable second mortgage in which principle and interest are only payable if the housing provider violates the agreed upon affordable rent levels. The Region would also have additional remedies available upon default, including the sale of the property and taking control of the housing project itself. Other key points include:

- the Region is taking a supplementary role, as first mortgages have to be arranged by housing proponents with a financial institution of their choice; - the financial assistance provided by the Region is secured by means of a second mortgage registered on title. This is an effective method of ensuring the Region's "capital grant" is used to ensure the long term affordability of the housing; and - the funding is to be flowed to housing proponents in installments based upon specific benchmarks in developing and completing the project. The typing schedule of payments is described in the attached Appendix A. It should be noted that all Regional investment will be secured and registered against the property owned by the proponent and the first advance of 25% would require the property to be owned and be eligible for building permit issuance for the approved proposal. b) a Forbearance Agreement in respect of the Region's registered second mortgage (placing the Region's investment and requirements on property title), requiring the Region to be notified by the first mortgagee if there is a potential foreclosure, and therefore giving the Region the option of assuming the first mortgage and concluding the construction of the housing. c) an Affordable Housing Operating Agreement, which sets out the affordable rent levels to be maintained by the housing proponent. Other key points and related issues include:

- the length of the agreement is at least 20 years, within which terms may vary (for example, there may be varying transitional details to cover rent levels for existing tenants when the agreements expire); - an individual housing proponent's willingness to accommodate households on the Co-ordinated Access waiting list will be a key criterion in determining which of the responses to the Region's Request for Expression of Interest may be funded. Requirements to accommodate households on the Co-ordinated Access waiting list may be included in the operating agreements on a case-by-case basis. - 4 - P-02-082

- rents are permitted to increase each year by the annual rent guideline as established by the Province of Ontario under the Tenant Protection Act; - tenant selection is restricted to those households which do not currently own a residential property. If rent supplement units are assigned to the new building, a separate rent supplement contract, generally requiring tenant selection from the Region's Co-ordinated Access waiting list, is entered into; and - the agreement will allow the Region of Waterloo to request at least 25% of the new units to be offered on a Rent-Geared-to-Income basis, including the use of Rent Supplement allocations.

It should be noted that in the event that the proponent does not comply with its obligations to provide affordable housing, the Region may choose to take legal action.

Executions of all three agreements on behalf of the Regional Municipality of Waterloo, including necessary refinements (such as modifying language appropriate for a project being developed as a co-operative, which legally must use different terminology than a non-profit or private sector rental complex), is recommended to be delegated to the Commissioner of Planning, Housing and Community Services jointly with the Chief Financial Officer, or their respective designates (Director of Housing, Director of Financial Services, Treasury/Tax Policy). Any substantive variations (i.e. a higher level of "affordable rents" or significant changes to payment schedules for Regional contributions) which change the overall intent of the agreements would be forwarded to Regional Council for consideration as required.

Copies of the proposed template agreements are available on file in the Council and Administrative Services Division, in the Regional Councillors' Library and in the Planning, Housing and Community Services Department.

CORPORATE STRATEGIC PLAN:

The Corporate Plan identifies the need to develop Region-wide strategies that balance housing need with housing supply and find solutions to housing shortages.

FINANCIAL IMPLICATIONS:

In 2000, Regional Council approved funding for the first round of Affordable Housing Partnership Projects in the amount of $1.1 million and in May 2001, Regional Council approved a further $6.5 million of funding for the Affordable Housing Strategy including funding for additional partnership projects. There are currently $2.5475 million in approved allocations for Affordable Housing Partnership Projects. With the current Expression of Interest (which closed May 30, 2002), a further $2.9 million could be allocated for such projects. The costs of the Affordable Housing Partnership Projects are funded from the Social Housing Reserve Fund.

OTHER DEPARTMENT CONSIDERATIONS:

The Legal Services Division has been extensively involved in the preparation of the agreements. Staff of the Finance Department has also been consulted in the preparation of this report.

PREPARED BY: Tim Welch, Housing Programs Administrator

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services - 5 - P-02-082

APPENDIX A

AFFORDABLE HOUSING STRATEGY: TYPICAL PAYMENT SCHEDULE FOR REGIONAL INVESTMENT

Project % of Regional Stage Investment Flowed At 25% Project Progress 25% At 50% Project Completion 25% At 75% Project Completion 25% Following substantial completion and expiry of lien period 25% Total Regional Investment 100% Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT SOCIAL PLANNING DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-043 Community Services Committee File Code: S01-18 Date: July 2, 2002 Subject: NATIONAL CHILD BENEFIT NEW PROJECT DEVELOPMENT PROPOSAL REVIEW, SELECTION AND RECOMMENDATION FOR 2002

RECOMMENDATION:

For information only.

SUMMARY:

NIL

REPORT:

1.0 Background

The National Child Benefit (NCB) Reinvestment Plan for 2001-02 (SS-01-031) was approved by Regional Council in June 2001. A component of the Reinvestment Plan for 2001-02 includes an allocation for the New Project Development (NPD) Fund. The goal of the NPD Fund is to fund new and innovative projects that help to advance one or both of the NCB objectives:

-to prevent and reduce the depth of child poverty; and -to promote attachment to the workforce by ensuring that families will always be better off as a result of finding work

This is the third year that the fund has been made available to the community. The past projects have been very successful in demonstrating the community’s innovation and commitment to the NCB objectives and direct service to people.

This report summarizes the results of the National Child Benefit (NCB) New Project Development Proposal review, selection and recommendations related to the approved funds of $295,000 for 2002 (SS-02-038).

1.1 Project Review and Selection

The NCB Reference Group struck a Selection Committee to develop criteria and to review the submissions. Letters and application packages were sent out to over 120 groups and agencies inviting them to respond by a June 7, 2002 deadline. Projects had to meet the following nine criteria: - 2 - SS-02-043 S01-18

• address one or both of the NCB objectives; • identify an activity which is new and innovative; • seek to address an unmet need in the community; • be completed by March 31, 2003; • identify ways to engage individuals and families in decision making, planning and implementation of the project; • have clearly defined goals and objectives • identify how activities will work toward increasing coping skills and resiliency in individuals, families or communities; • state how the work will be sustained beyond March, 2003; • include a completed submission package

In addition to these criteria, the Committee also considered geography, potential for partial funding and previous funding under NCB.

Submissions were received from 26 groups for a total of $315,657.47 by the June 7th deadline. Project submissions were fundable up to a maximum of $15,000. Based on their review, the Selection Committee recommended the 20 submissions which most closely met the criteria and could be partially or fully funded within the $295,000 allotment approved by Community Services Committee (SS-02-038) as part of the 2002 overall NCB Reinvestment Plan.

The projects, their sponsoring agency or group, a brief description and the recommended funding are identified in Appendix A.

1.2 Next Steps

The successful applicants will be notified and asked to agree to the funding time lines and implementation process. Each will receive a contract outlining roles and responsibilities of the Region and the Agency. Upon completion, each project sponsor is required to submit a synopsis of the project and meet to share results and lessons learned with other participants and the community. The summary will provide input and direction into subsequent reinvestment planning.

CORPORATE STRATEGIC PLAN:

The NCB New Project Development fund was established to support the enhancement of the quality of life of children and families who are living in poverty and support families connection to the workforce.

FINANCIAL IMPLICATIONS:

This process will allocate $224,204.08 of the $295,000 New Project Development Fund from the2001-02 National Child Benefit Reinvestment Plan. The remaining funds will be used to support other one time projects identified in 2002 or will become a carryover to the 2003 National Child Benefit Reinvestment Plan. - 3 - SS-02-043 S01-18

OTHER DEPARTMENT CONSIDERATIONS:

Members of the Selection Committee included a representative from the Community Health Department who is also a member of the NCB Reference Group.

PREPARED BY: Noreen Steinacher, Administrator, National Child Benefit Program

APPROVED BY: Michael Schuster, Commissioner, Social Services Regional Municipality of Waterloo

SOCIAL SERVICES DEPARTMENT REPORT EMPLOYMENT & INCOME SUPPORT DIVISION

To: Chair Sean Strickland and Members of the Report No: SS-02-044 Community Services Committee File Code: S04-11 Date: July 2, 2002 Subject: PROVINCIAL POLICY ON “SPOUSE IN THE HOUSE”

RECOMMENDATION:

For information

SUMMARY:

NIL

REPORT:

1. Background

Prior to 1995 (and beginning in 1987) two people could live together for three years before they were assessed to determine, if they were spouses and if they were eligibile for social assistance. In 1995 the Province introduced amendments to the Family Benefit Acts (FBA), so that common-law couples were treated as married couples. As a result the income and assets of both were taken into account, when determining their eligibility. The assessment was made regardless of the length of time they had lived together. This has become known as the “spouse in the house” rule.

In 1998 the Ontario Works Act (OWA) and the Ontario Disability Support Program (ODSP) replaced the FBA and General Welfare Assistance Act. They retained substantially the same definition of spouse and in the year 2000 were amended to include same sex partners. Consequently the financial resources and budgetary needs of spouses and same sex partners had to be considered in the application process for OW assistance. Economic, social and familial factors are considered in the determination of the status, of those who apply for assistance.

2. Appeal

An appeal of the 1995 amendment under the Family Benefits Act was initiated in 1995. Those appealing were unmarried women with one or more dependent children, who were also in a relationship with a man with whom they had lived for less than one year. In 2000 the Divisional Court of Ontario found that the definition of spouse in the FBA and regulations was unconstitutional, as it did not permit a couple a three year period of cohabitation before being considered spouses.

The Province’s appeal of this Court’s decision was heard in the Ontario Court of Appeal in February 2001. - 2 - SS-02-044 S04-11 The Court’s decision was released on May 13, 2002. The Court held that the definition of spouse in the FBA and supporting regulations was unconstitutional. It is seen as too broad and capturing relationships which were neither spousal nor like a marriage. As well, the Court found that social assistance recipients are among the protected groups covered under the equality provision of the Charter of Rights and Freedoms.

3. Provincial Response

The Province has indicated that it will appeal this decision to the Supreme Court of Canada; its major concern is the implication of the protected status of social assistance recipients. It has also advised that it will take immediate steps to amend the definition of spouse for those, who receive assistance under the OWA and the ODSP.

Pending legislative amendment, the income and assets of both people, who live together will be considered when deciding eligibility, only if:

• they declare themselves to be spouses or same sex partners • they are legally married • they have a court order or domestic contract • there exists an obligation to support each other or any of their dependants under the Family Law Reform Act

Where cohabitation exists but the above criteria are not met, no decision on spousal status is to be made pending further direction. New (and existing) cases are to be flagged and brought forward in 30 working days for review. The Province has advised that two people living together will not be assessed for spousal relationship until they have lived together for three months.

4. Issues for Consideration

As a Consolidated Municipal Service Manager (CMSM), staff work with several different pieces of legislation (OWA, Family Law Reform Act, Day Nurseries Act), each with a different timeline or approach to spousal status. The same client may be impacted by all three, contingent upon the services we provide into the future. Unfortunately, this variety will continue.

In the short and long term the resolution of this matter will present administrative challenges. As a result of technical limitations the assessment of existing cases must be done manually. The proposed three month time frame for review will introduce new administrative procedures, potentially further burdening staff.

Assessment of spousal status has been made on the basis of a 31 point questionnaire, which explores economic, social and familial issues. The questionnaire is simply a tool to assist us in our determination of eligibility. There is an opportunity now to streamline the process and move to a potentially less subjective interpretation (i.e. focus on the economic and use of self-declaration). It appears the Provincial intent is to retain all three elements.

The AMO alert (attached) on this issue identified the matter of “the protected status” of social assistance recipients as a issue. - 3 - SS-02-044 S04-11 Finally, staff are not able at this time to assess the impact of the decision in terms of social assistance costs, as we are unable to determine the number of cases affected. In the event of a significant, unplanned cost, we would hope that the Province would accept full financial responsibility.

CORPORATE STRATEGIC PLAN:

The ramifications of this appeal will affect the development of appropriate health and social services for residents of Waterloo Region. At the same time they may impact our ability to spend wisely the dollars we are entrusted with and maximize the use for those we serve.

FINANCIAL IMPLICATIONS:

The administration of the new Provincial direction may increase our administrative workload. There is too little detail at this time to permit an adequate assessment of the potential impact on our social assistance costs.

OTHER DEPARTMENT CONSIDERATIONS:

As appropriate, Finance and Corporate Services (i.e. legal) will be involved in the analysis of and response to these issues.

PREPARED BY: David Dirks, Director, Employment & Income Support

APPROVED BY: Michael Schuster, Commissioner, Social Services Regional Municipality of Waterloo

COMMUNITY HEALTH DEPARTMENT HEALTH DETERMINANTS, PLANNING & EVALUATION REPORT

To: Chair Sean Strickland and Members of the Report No: CH-02-057 Community Services Committee File Code: Date: July 2nd, 2002 Subject: PUBLICATION OF A BUY LOCAL BROCHURE BY FOODLINK WATERLOO REGION

RECOMMENDATION:

For information

SUMMARY:

This report describes the work of FOODLINK Waterloo Region’s Buy Local Working Group to produce a Buy Local Brochure and highlights the Community Health Department’s support to this project.

REPORT:

Community Services Report CH-02-033 provided an update of the activities of FOODLINK Waterloo Region, an incorporated non-profit organization that works to strengthen the local food system. One of the key roles of FOODLINK Waterloo Region is to create public awareness about the local food system and in particular investigate and implement education strategies to link consumers with producers.

The Buy Local Working Group is a sub-committee of FOODLINK Waterloo Region. Members include several farmers, community health and nutrition workers, a university student, and a representative from a local food relief agency. In May 2002, the working group received $14,759.00 from CanadAdapt Small Projects Initiative to produce a Buy Local Brochure. The Brochure will be a marketing tool designed to increase awareness of the benefits of buying food locally and promote the sales of locally produced food. It will provide a list of local growers, a brief description of foods they sell, hours of operation, and a map which indicates the location of their farms. 40,000 copies of the brochure will be distributed throughout the summer of 2002.

In developing the brochure, FOODLINK Waterloo Region surveyed small farms in order to gain a better understanding of what is grown locally and where this food is currently marketed. This survey identified 100 local farmers interested in a campaign to market locally produced foods. Twenty-nine of these farmers expressed interest in being listed in the Buy Local Brochure.

The Buy Local brochure project will incorporate an evaluation to determine the degree to which consumers - 2 - CH-02-057 used the brochure to make direct farm food purchases. FOODLINK plans to continue distribution of the Buy Local brochure on an annual basis, and to increase the number of participating farmers and readership over time.

The Community Health Department has been supporting the activities of the Buy Local Working Group. This support has entailed: administrative support, writing funding proposals, project planning, and overseeing the work of the communications consultants. This work is in keeping with the Department’s commitment to community food security. Community food security exists, in part, when we have the capacity to grow nutritious food in a sustainable way that adequately compensates farmers.

CORPORATE STRATEGIC PLAN:

The project supports the Region’s strategic direction to create and support a climate that supports economic prosperity.

FINANCIAL IMPLICATIONS:

Support to the Buy Local committee of FOODLINK, and the brochure is taking place within the existing budget.

OTHER DEPARTMENT CONSIDERATIONS:

Nil

PREPARED BY: Katherine Pigott, Manager, Healthy Communities and Policy

APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health Regional Municipality of Waterloo MEDIA RELEASE: Friday, June 28, 2002, 4:30 P.M. ADMINISTRATION AND FINANCE COMMITTEE AGENDA Wednesday, July 3, 2002 9:00 a.m. - Closed Session Waterloo County Room Regular Meeting to Follow Regional Council Chamber 150 Frederick Street, Kitchener, ON

1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT 2. CLOSED SESSION (motion required)

Pursuant to Part II, Section 14 (1) of Procedural By-law 00-031, as amended a) CR-RS-02-033 b) CR-FM-02-025 3. JOINT REPORTS

a) P-02-082 Affordable Housing Strategy - Agreements

b) CH-02-058 Emergency Medical Services Station Development Capital Plan REPORTS

c) CR-FM-02-019 Revisions to the Facilities 2002 and 2003 Capital Forecast 1

d) CC-02-005 Area Municipal Millennium Superbuild Project Financial 5 Liability

e) F-02-080 Property Tax Capping for 2002 7

f) F-02-081 Budget Process - 2003 12 4. PRESENTATIONS a) Deloitte & Touche - Peter Barr - (Refer to attachments at pages 16-37) (Audit Meeting to Follow) 5 INFORMATION/CORRESPONDENCE 6. OTHER BUSINESS 7. NEXT MEETING - 2 -

8. ADJOURN Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Sean Strickland and Members of the Report No: P-02-082 Community Services Committee File Code: and Chair Tom Galloway and Members of the Administration and Finance Committee

Date: July 2, 2002 July 3, 2002

Subject: AFFORDABLE HOUSING STRATEGY - AGREEMENTS

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve the following with regard to its Affordable Housing Strategy agreements required to enable the Region of Waterloo to provide financial assistance in the provision of new affordable housing: a) the general form of the Forgivable Loan Agreement, the Forbearance Agreement and the Affordable Housing Operating Agreement, filed in the Council and Administrative Services Division, Regional Councillors' Library and the Planning, Housing and Community Services Department, as described in Report No. P-02-082; and b) authority to refine and execute the Forgivable Loan Agreement, the Forbearance Agreement and the Affordable Housing Operating Agreement for specific projects be delegated to the Commissioner of Planning, Housing and Community Services, and the Chief Financial Officer, or their respective designates, on behalf of the Regional Municipality of Waterloo.

SUMMARY:

NIL

REPORT:

Background

A key component of Waterloo Region's Affordable Housing Strategy is the Affordable Housing Partnership Projects (AHPP) initiative, which seeks to assist in the creation of new affordable housing. The proposed agreements (available on file in the Council and Administrative Services Division, Regional Councillor's Library and the Planning, Housing and Community Services Department) ensure that the Region's financial contributions to help create affordable housing both protect the investment of the Region and allow the respective proponents to carry out their mandate to create affordable housing with formalized Regional funding commitments. The proposed agreements form the general template to be used to flow and protect Regional - 2 - P-02-082 investment, and the establishment of time frames for the completion of individual projects will also be formalized between the proponent and the Region. Any substantive changes to the agreement would be forwarded to Council for consideration.

The AHPP has generally provided for capital contributions from the Region of up to $15,000 per unit of affordable housing created. In return for this capital assistance, proponents receiving allocations in 2001 agreed to create housing with rents no higher than the following monthly amounts, as set out in the 2001 Expression of Interest issued by the Region of Waterloo:

$570 for a bachelor $665 for a one bedroom $740 for a two bedroom $805 for a three bedroom

The affordable rent figures being used for the 2002 Expression of Interest (which had a May 30, 2002 deadline for proposals) have been adjusted to define affordable rents as the average market rents established by the latest Canada Mortgage and Housing Corporation's (CMHC) rental market survey, issued in November 2001.

To date Regional Council has allocated $2.5475 million to the following housing providers:

Beechwood Co-operative Homes - 18 units Heartwood Place Non-profit - 30 units Kitchener Housing Inc. - 42 units Mennohomes Inc. - 24 units Victoria Park Community Homes - 45 units Cambridge Kiwanis - 20 units The Working Centre - 6 units Ayr and District Citizen's Association - 2 units

Total - 187 units

In addition, there are 19 units under development through funding under the Federal government's Residential Rehabilitation Assistance Program (RRAP) and 13 residents are now being provided with Rent Geared to Income assistance, funded by the Province, through Waterloo Region Homes for Mental Health. In total, there are 219 affordable housing units now allocated under the Region's Affordable Housing Strategy.

Basic Principles Underlying The Agreements

Regional Council's Affordable Housing Strategy set the goal of creating 1,000 units of affordable housing between 2001 and 2005. The Strategy was created to respond to both the housing affordability and housing supply needs in the Region of Waterloo. As noted in the Council-endorsed report "Municipal Housing Facilities By-law" (CSC- P-02-060), over the past 20 years, non-profit and co-op housing providers have been successful in mixing Rent- Geared to Income residents with market residents. This philosophy has been the basis for Waterloo Region's new housing initiatives, including the Affordable Housing Strategy and the associated Municipal Housing Facilities By- law, which extends the ability to provide affordable housing assistance to the private sector.

All of the units created under the Strategy will be "affordable" as they will be at, or below, CMHC average rent levels. In adopting the Municipal Housing Facilities By-law report, Regional Council also approved a goal that 50% - 3 - P-02-082 of the 1,000 units created under the Region's Affordable Housing Strategy has increased affordability to lower income households. This is expected to be achieved in large part through the use of Rent Supplement funding from both the Province and the Region, (thereby selecting tenants from the Region's Co-ordinated Access waiting list) or through use of other Provincially-funded programs such as the Rent Geared to Income (RGI) housing provided by Waterloo Region Homes for Mental Health. However, individual negotiations with housing proponents will refine the achievable targets, and accommodating households on the Co-ordinated Access waiting list will be a key consideration.

Proposed Agreements

The proposed agreements are structured to protect the interests of the Region both during construction and for the first 20 years of operation. The Agreements have a "cross default clause" (meaning that the violation of terms in one agreement affects the other agreements), which may be viewed as more stringent than standard industry agreements in order to additionally protect the public interest and investment.

In order to access capital assistance, there are three operating agreements (all of which are typical financial tools) that a housing proponent must sign with the Region: a) a Forgivable Loan Agreement, which sets out the amount of the forgivable second mortgage in which principle and interest are only payable if the housing provider violates the agreed upon affordable rent levels. The Region would also have additional remedies available upon default, including the sale of the property and taking control of the housing project itself. Other key points include:

- the Region is taking a supplementary role, as first mortgages have to be arranged by housing proponents with a financial institution of their choice; - the financial assistance provided by the Region is secured by means of a second mortgage registered on title. This is an effective method of ensuring the Region's "capital grant" is used to ensure the long term affordability of the housing; and - the funding is to be flowed to housing proponents in installments based upon specific benchmarks in developing and completing the project. The typing schedule of payments is described in the attached Appendix A. It should be noted that all Regional investment will be secured and registered against the property owned by the proponent and the first advance of 25% would require the property to be owned and be eligible for building permit issuance for the approved proposal. b) a Forbearance Agreement in respect of the Region's registered second mortgage (placing the Region's investment and requirements on property title), requiring the Region to be notified by the first mortgagee if there is a potential foreclosure, and therefore giving the Region the option of assuming the first mortgage and concluding the construction of the housing. c) an Affordable Housing Operating Agreement, which sets out the affordable rent levels to be maintained by the housing proponent. Other key points and related issues include:

- the length of the agreement is at least 20 years, within which terms may vary (for example, there may be varying transitional details to cover rent levels for existing tenants when the agreements expire); - an individual housing proponent's willingness to accommodate households on the Co-ordinated Access waiting list will be a key criterion in determining which of the responses to the Region's Request for Expression of Interest may be funded. Requirements to accommodate households on the Co-ordinated Access waiting list may be included in the operating agreements on a case-by-case basis. - 4 - P-02-082

- rents are permitted to increase each year by the annual rent guideline as established by the Province of Ontario under the Tenant Protection Act; - tenant selection is restricted to those households which do not currently own a residential property. If rent supplement units are assigned to the new building, a separate rent supplement contract, generally requiring tenant selection from the Region's Co-ordinated Access waiting list, is entered into; and - the agreement will allow the Region of Waterloo to request at least 25% of the new units to be offered on a Rent-Geared-to-Income basis, including the use of Rent Supplement allocations.

It should be noted that in the event that the proponent does not comply with its obligations to provide affordable housing, the Region may choose to take legal action.

Executions of all three agreements on behalf of the Regional Municipality of Waterloo, including necessary refinements (such as modifying language appropriate for a project being developed as a co-operative, which legally must use different terminology than a non-profit or private sector rental complex), is recommended to be delegated to the Commissioner of Planning, Housing and Community Services jointly with the Chief Financial Officer, or their respective designates (Director of Housing, Director of Financial Services, Treasury/Tax Policy). Any substantive variations (i.e. a higher level of "affordable rents" or significant changes to payment schedules for Regional contributions) which change the overall intent of the agreements would be forwarded to Regional Council for consideration as required.

Copies of the proposed template agreements are available on file in the Council and Administrative Services Division, in the Regional Councillors' Library and in the Planning, Housing and Community Services Department.

CORPORATE STRATEGIC PLAN:

The Corporate Plan identifies the need to develop Region-wide strategies that balance housing need with housing supply and find solutions to housing shortages.

FINANCIAL IMPLICATIONS:

In 2000, Regional Council approved funding for the first round of Affordable Housing Partnership Projects in the amount of $1.1 million and in May 2001, Regional Council approved a further $6.5 million of funding for the Affordable Housing Strategy including funding for additional partnership projects. There are currently $2.5475 million in approved allocations for Affordable Housing Partnership Projects. With the current Expression of Interest (which closed May 30, 2002), a further $2.9 million could be allocated for such projects. The costs of the Affordable Housing Partnership Projects are funded from the Social Housing Reserve Fund.

OTHER DEPARTMENT CONSIDERATIONS:

The Legal Services Division has been extensively involved in the preparation of the agreements. Staff of the Finance Department has also been consulted in the preparation of this report.

PREPARED BY: Tim Welch, Housing Programs Administrator

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services - 5 - P-02-082

APPENDIX A

AFFORDABLE HOUSING STRATEGY: TYPICAL PAYMENT SCHEDULE FOR REGIONAL INVESTMENT

Project % of Regional Stage Investment Flowed At 25% Project Progress 25% At 50% Project Completion 25% At 75% Project Completion 25% Following substantial completion and expiry of lien period 25% Total Regional Investment 100% Regional Municipality of Waterloo

CORPORATE RESOURCES DEPARTMENT REPORT

To: Chair T. Galloway and Members of the Report No: CR-FM-02-019 Administration and Finance Committee File Code: Date: July 3, 2002

Subject: REVISIONS TO THE FACILITIES 2002 AND 2003 CAPITAL FORECAST

RECOMMENDATION:

THAT the Regional Municipality of Waterloo approve revisions to the Facilities Capital Forecast relative to the Courthouse and the Operations Centre as summarized in Appendix A of Report CR-FM-02-019, dated July 3, 2002 with no impact on the total expenditures or type of financing for the Waterloo County Courthouse and the Regional Operations Centre in 2002 and 2003,

AND that the Regional Municipality of Waterloo approve an increase of $27,000 for the Regional Administration Building’s capital plan in 2002 (also shown in Appendix A) funded from the Building Reserve Fund.

SUMMARY:

The approved Ten Year Capital Forecasts for the Waterloo County Courthouse, the Regional Operations Centre and the Regional Administration Building require minor adjustments based on a detailed review of the budget for 2002 and 2003. Specifically, the Waterloo County Courthouse requires additional funds to complete upgrades to its 38 year old heating, ventilation and air conditioning systems. Another facility project at the Regional Operations Centre has been identified where costs can be reduced to meet the additional funding requirement at the Courthouse. The adjustments will have no impact on the total expenditures and sources of financing for both facilities in 2002 and 2003.

Also, additional funds are required to improve the acoustics within the Council Chamber of the Regional Administration Building. It is proposed to use $27,000 from the Building Reserve Fund to finance this work.

REPORT:

Waterloo County Courthouse

The County Courthouse at 20 Weber Street, Kitchener was constructed in 1964 and many of its systems are at the end of their life expectancy. In order to maintain the value of the asset, the Region has put in place a comprehensive multi-year upgrade plan for the facility which includes the replacement and upgrade of the heating, ventilation and air conditioning (HVAC) systems. The implementation of new HVAC systems commenced in the summer of 2001 with the construction of a new electrical room and the replacement of the boiler plant. The construction of a new penthouse mechanical room followed in the fall in preparation for the installation of new ventilation and humidification equipment. Construction activities have continued through - 2 -

2002 to complete the installation of ventilation and heating systems and the replacement of cooling equipment. The approved budget included approximately $587,000 in 2002 to complete this phase of the work.

The work has progressed well to date. The penthouse mechanical room is complete and both heating and cooling plants are now fully operational. The air distribution system upgrade is underway however, unforeseen site conditions and additional asbestos removal work has increased the cost of the renovations considerably and this work cannot be completed without additional funds. Additional expenditures were also necessary to cover “shift premiums” for work re-scheduled to weekend and nights to minimize noise during court proceedings. To finish this phase of the HVAC upgrade, an additional $275,000 is required for the 2002 Waterloo County Courthouse capital budget. Staff have identified an equivalent amount of capital funding from another facility project which can be reduced to meet the additional funding requirement. The adjustments will have no impact on total expenditures or sources of financing for 2002 to 2003 as discussed below.

Regional Operations Centre

The approved capital plan includes $350,000 to carry out extensive structural repairs to the concrete floors at the Regional Operations Centre in 2003. Initially, it was recommended that large sections of the floor be re-surfaced to stop salt deterioration but additional engineering and investigative work completed earlier this year have indicated that the current deterioration of the floors can be halted through the implementation of alternate structural repairs. The alternate method of repairs will extend the useful life of the concrete floors beyond the ten-year capital forecast. The costs of the repairs, approximately $30,000 every five years, is minimal when compared to the previously budgeted restoration work of $350,000 which would also have involved periodic maintenance costs. The alternate structural repairs will have no impact on the operations of the facility and will delay future major repairs to the floors for at least another fourteen years. Therefore, a total of $275,000 can be made available for other capital projects if required. The remaining $75,000 will be used for maintenance work on the building envelope in 2003.

It is proposed that $275,000 of the $350,000 in the Regional Operations Centre capital maintenance program in 2003 be advanced towards the Waterloo County Courthouse in the 2002 capital program with no impact on total expenditures for 2002 and 2003. Both projects are to be funded from debentures so there is no impact in the sources of financing. A summary of the existing and proposed Capital Forecast for 2002, 2003 and 2004 is provided in Appendix A.

Regional Administration Building

The natural acoustics within the Council Chamber make it difficult for public attendees to clearly understand staff and Councillors using the public address system’s microphones. Last year, Regional Council asked staff to investigate and make recommendations to improve existing conditions. Staff have consulted with experts in the field of speech intelligibility and have developed a solution to improve the acoustics for Committee and Council meetings. Cloth insulated panels will be installed on the ceiling dome and the ceiling mounted speakers replaced to enable speaker volume to be increased and sound quality improved. This work is additional to the approved capital plan for the building which includes $251,362 in 2002 for facility maintenance, cafeteria upgrades and leasehold improvements to meet the requirements of the approved accommodation plan (report CR-FM-02-006, February 20, 2002). It is proposed to use $27,000 from the Building Reserve Fund to finance the acoustics upgrade. - 3 -

CORPORATE STRATEGIC PLAN:

The recommended revisions to the 2002 and 2003 Facilities Capital Forecast is consistent with the Corporate Strategic Directions Goal to “spend wisely the dollars that we are entrusted with and maximize their use for those we serve”.

FINANCIAL IMPLICATIONS:

The revisions to the Facilities Capital program will have minimal impacts on the Ten Year Capital Forecast as approved during the 2002 budget process and the 2003 and 2004 base operating budgets. Total capital expenditures and sources of financing are unchanged for the Operations Centre and the Waterloo County Courthouse under the revised program. The revisions will however have an approximate impact of $37,400 on the 2003 operating budget due to the advancement of the debenture financing and resulting debt charges.

The current capital program for the Regional Administration Building includes $251,362 in 2002 for facility maintenance and renovations, cafeteria upgrades and leasehold improvements as discussed in report CR-FM- 02-006 February 20, 2002. An additional amount of $27,000 is required to fund the proposed acoustics upgrades to the Council Chamber. It is proposed to use funds from the Building Reserve Fund for this work.

Appendix A shows the current and proposed Capital Forecast to 2004 for the Regional Operations Centre, the Waterloo County Courthouse and the Regional Administration Building.

OTHER DEPARTMENT CONSIDERATIONS:

This report has been reviewed by staff from the Finance Department and their comments have been included.

PREPARED BY: Yanick Cyr, P.Eng., Manager, Facilities Engineering, Facilities Management

APPROVED BY: Connie Peterson Giller, Commissioner, Corporate Resources & Regional Solicitor Regional Municipality of Waterloo

REPORT OF THE SPECIAL COMMITTEE ON SUPERBUILD FUNDING

To: Chair T. Galloway and Members Report No: CC02-005 of the Administration and Finance Committee Date: July 3, 2002 Subject: Area Municipal Millennium Superbuild Project Financial Liability

RECOMMENDATIONS:

That the Regional Municipality of Waterloo assume no financial liability for any area municipal projects receiving Superbuild Millennium funding through the Regional allocation.

REPORT:

In 2001, the Province of Ontario announced that $40 million in Superbuild Millennium funding was to be allocated to the Region of Waterloo and the area municipalities. The Province further directed that the funds are to be used for Regional infrastructure projects which are to be decided upon by Regional Council and the Province.

At its meeting of Aug. 22, 2001, Regional Council established the Special Committee on Superbuild Funding consisting of Councillors Jane Brewer, Tom Galloway, Fred Kent, Sean Strickland, Jim Wideman and Regional Chair Ken Seiling to develop a process for allocating the $40 million among the Region and area municipalities and deal with any Millennium Superbuild Fund issues.

It was decided that approximately $15 million of the fund would be allocated for area municipal projects which would be submitted by area municipalities for approval by Regional Council. In October 2001, Regional Council approved specific allocations, with the City of Waterloo share to be credited to the Region and other area municipalities in view of the Regional contribution to the Research and Technology Park. As presented in report CA-02-003 to Council on May 29, 2002, the Region's contributions to the project include road improvements on Westmount Road and Northfield Drive, its acquisition of the Waterloo-Elmira transit corridor, and contributions to the Accelerator Center and park servicing components.

Over late 2001 and early 2002, the other area municipalities developed project proposals for utilizing their allocated shares of the Millennium funding, and forwarded these proposals to the Region. The proposals were considered by the Superbuild Committee and brought forward to Regional Council for approval. The City of Cambridge's application for the School of Architecture project has recently been approved by the Provincial and Federal governments. Senior government approvals for the projects proposed by the other area municipalities are still pending. Kitchener has received funding for one of its projects through another Superbuild fund and will be bringing forward projects to replace the proposal for the Kitchener market.

Each approved project will require an agreement with the Province before funding will be cash-flowed. To date, discussions and correspondence with the Province have indicated that all projects under the Millennium Fund will be considered by the Province to be Regional projects, that the Region will be the primary signatory - 2 - to each agreement with the Province, and that provincial funds will flow through the Region to the area municipalities. Regional staff have made it clear in all discussions that these agreements will attract no financial obligation or other liability to the Region outside of the Superbuild allocations approved by Regional Council in October 2001. Regional staff have further explained that the underlying nature of each of the agreements (apart from the Research Park project, in which the Region is a direct participant) is really that of an undertaking between the Province and the specific area municipality, and that in the interest of simplifying the legal and administrative processes, the Region would be prepared to take a less prominent role in the specific project agreements. Discussions on these matters are continuing with the Province, although it appears that the Region will still be required to be the principal signatory.

FINANCIAL IMPLICATIONS:

If, as currently appears to be the case, the Region is required to be the primary signatory to the Superbuild agreements for the area municipal projects, the agreements will be structured to insure that no financial obligation or other liability accrues to the Region. Regional staff time will be involved in assisting with the negotiation of the agreements and administering claims and other aspects of the agreements. Specific impacts will be dependent upon the complexity of the individual projects and the timing and frequency of claims.

RESPECTFULLY SUBMITTED BY:

Councillors Jane Brewer, Tom Galloway, Fred Kent, Sean Strickland, Jim Wideman and Regional Chair Ken Seiling

Regional Municipality of Waterloo

FINANCE DEPARTMENT REPORT

To: Chair T. Galloway and Members of the Report No: F-02-080 Administration and Finance Committee File Code: Date: July 3, 2002 Subject: PROPERTY TAX CAPPING FOR 2002

RECOMMENDATION:

THAT the Regional Municipality of Waterloo limit tax increases for 2002 for commercial, industrial and multi- residential properties as required under Bill 140, the Continued Protection for Property Taxpayers Act, 2000 by limiting tax decreases for properties in the same class; and

THAT the Area Municipalities be notified accordingly.

SUMMARY:

Bill 140, the Continued Protection for Property Taxpayers Act, 2000, requires municipalities to continue limiting tax increases for commercial, industrial and multi-residential properties for 2001 and subsequent years. This report address the 2002 capping program and recommends funding the tax limits or capping costs by limiting tax decreases on properties within the same class.

REPORT:

Background

In 1998, the Province passed legislation to protect Ontario businesses from large property tax increases resulting from property tax reform. The legislation limited property taxes for commercial, industrial and multi- residential properties (capped classes) to 10% in 1998 and a further 5% in each of 1999 and 2000. The 10- 5-5 limits applied to tax increases related to property tax reform and budgetary increases were in addition to the limits. The limits on the tax increases for the capped classes were financed by limiting tax decreases for other properties within the same class and there were no impacts on the uncapped property classes, including the residential class. For 2000 and subsequent years, the Province committed to continue the limits on tax increases until tax fairness was fully achieved and the former outdated assessment system was transitioned to the new current value assessment system. The Continued Protection for Taxpayers Act, 2000 (Bill 140) establishes a permanent program to implement the Province's commitment of limiting tax increases for the capped classes and this report addresses the Region’s 2002 requirements under this legislation.

Limits on Tax Increases for 2002

Under Bill 140, municipalities are required to limit reform-related property tax increases for commercial, industrial and multi-residential property to 5% over the previous year’s annualized taxes (excluding budget increases where applicable) and the limits are to remain in place until properties reach their current value - 2 - F-02-080 taxation. With Bill 140, the ability to pass municipal levy increases on to the capped classes depends on the ratios established for the capped classes relative to threshold ratios prescribed by the Province. Municipal levy or budget increases are in addition to the 5% provided municipalities are at or below the threshold ratios for the capped classes as is the case in this Region. Municipalities can finance the capping costs by limiting tax decreases, by internal revenues, or through the general levy. Recommended Capping Program for 2002

As noted above, municipalities may recover all or part of the capping costs by limiting property tax decreases within the same property class. Municipalities can also fund the capping costs through internal revenues or through municipal levy increases. The recommended option for funding the 2002 capping costs is by limiting tax decreases for properties within the same property class. This option is recommended for a number of reasons:

< there are sufficient tax decreases in the capped classes to fund the increases; < this is the same method of financing in effect for 1998 - 2000 and approved by Council for 2001; < there is no impact on the residential property class which was significantly impacted in 2001 by tax shifts from the commercial, industrial and multi-residential classes; < there is no impact on municipal levies;

Preliminary Impacts

Capping impacts are calculated by the Ontario Property Tax Analysis System (OPTA), a financial modeling tool provided by the Province. The model uses applicable 2002 tax ratios, municipal tax rates and education tax rates and updated property assessments to calculate the impacts. Calculations are done on a Region wide basis as tax capping is a Regional tax policy issue which also applies to the Area Municipalities. The 2002 OPTA system calculations were just recently made available and are still being reviewed and revised as required. Although all the data and the analysis are not yet finalized, preliminary impacts based on the recommended funding option are noted in the following table:

Preliminary 2002 Capping Data Multi-Res Commercial Industrial Total Properties Capped 27 1,356 344 1,727 Properties with Claw back 723 3,013 1,057 4,793 Properties with No Impact 222 814 88 1,124 Total Properties 972 5,183 1,489 7,644 Capping Costs $58,538 $6,955,120 $1,253,182 $8,266,840 Clawback Percentages 24.3 % 93.2 % 26.4%

The recommended funding for the capping costs is by limiting or "clawing back" tax decreases within the same class. The limits on tax decreases or the clawback amounts are calculated on a Region-wide basis so the clawback percentage is the same for each applicable property within a capped class. Clawback percentages - 3 - F-02-080 differ between the capped classes. Properties with no impact are those properties where the tax increase from 2001 to 2002 (excluding municipal budget changes) does not exceed 5%.

It should be noted that the above information is preliminary. The data is currently being refined in the OPTA system and being reviewed by finance staff at the area municipalities and the Region. Based on this review, the final capping costs and limits on tax decreases may change. Should the impacts be significantly different, staff will provide an update at the Administration and Finance Committee meeting.

Comparison to 2001 Capping

Although one might expect to see both the capping costs and the clawback percentages declining from 2001 to 2002, that is not necessarily going to occur as there are a number of factors or changes that will affect the capping costs and clawback percentages. These include increases and decreases to the number of properties in the class, changes in assessment due to successful appeals, the impacts of legislation on how to treat properties with new construction and the evolving reduction in the “pool” of decreases from which the capping costs are funded. Under the post 2000 capping program, the amount of tax decreases is determined by the previous year’s annualized taxes compared to the current year’s taxes. Consequently, there is resultant reduction in tax decreases as the previous year’s taxes increase over time. With the reduction in the “pool” of decreases, the clawbacks have to increase to ensure there are sufficient decreases to fund the capping costs.

One factor that has a significant impact on the “pool” of decreases was the reduction in tax ratios for the multi- residential and industrial classes in 2001. The tax ratio reduction resulted in a one-time increase in the “pool” of tax decreases and favorable clawback percentages. That benefit does not occur in 2002 and the “pool” of tax decreases available to fund the capping costs has been reduced and the clawback percentages increased.

The following table compares the impacts of the 2001 capping program to the preliminary impacts for 2002.

Comparison of Capping Impacts - 2001 and Preliminary 2002 2001 Preliminary 2002 Properties Capped 2,202 1,727 Properties with Clawback 4,515 4,793 Properties with No Impact 982 1,124 Total Properties 7,699 7,644 Multi-Res Capping Costs $173,183 $58,538 Multi-Res Clawback % 4.0% 24.3 % Commercial Capping Costs $7,282,423 $6,955,120 Commercial Clawback % 70.2% 93.2% Industrial Capping Costs $1,528,918 $1,253,182 - 4 - F-02-080

Industrial Clawback % 10.7% 26.4% Total Capping Costs $8,984,524 $8,266,840

In the multi-res property class, the capping costs are declining as expected but the clawback percentage is increasing. This is primarily due to the reduced “pool” of decreases to draw from to cover the capping costs and a reduction in the number of properties in the class. In the commercial class, the capping costs are not declining to the extent expected and the clawback percentage is increasing. This is the property class that had the most significant capping impacts in 2001. A number of large properties had sizeable capping benefits and it will take some time to transition those properties to their full current value taxes. This property class is also impacted by the requirements under the legislation regarding new construction. The capping legislation also applies to newly constructed properties or properties with an expansion of more than 50%. Consequently, there are a number of new or expanded properties that will receive a capping benefit in 2002 which did not receive this benefit in 2001. The results for the industrial class are similar to that of the commercial class as the decline in the capping costs is less than expected and the clawback percentage is increasing. The reasons for this include the decline in “pool” of decreases from which the capping costs can be funded and the impacts of the legislation relative to new construction.

Future Impacts

While there are sufficient tax decreases to fund the capping costs in 2002, it is possible that in future years, the “pool” of tax decreases may not be sufficient to cover the capping costs. This is of particular significance for the commercial property class where there is still some sizeable capping costs. While the reassessment for the 2003 taxation year and any Provincial direction on threshold ratios will also impact the capping costs and clawback percentages for that year, it is not known whether the impacts will be beneficial or detrimental. In the event that there are insufficient tax decreases to fund the capping costs in a given year, other sources of funding will be required.

Required By-law

In order to enable municipalities to issue final tax bills, the Region must pass a by-law to adopt the recommended option of funding the capping costs by limiting tax decreases for properties in the same class. Since Regional Council has a limited number of meetings during the summer, it is planned that the by-law will be included in the agenda for the July 10, 2002 Council meeting.

Area Municipal Involvement

Provincial legislation requires capping programs to be implemented on a Region-wide basis. This requires all of the area municipalities to progress through the implementation within the same time frame. Since late 1998, a sub-group of the Area Treasurers and a representative from the local office of the Municipal Property Assessment Corporation have been working on the implementation of the provincial capping program. This same group is now working on the 2002 capping program and will continue to work together on future capping requirements.

CORPORATE STRATEGIC PLAN: - 5 - F-02-080

One of the goals of the Corporate Strategic Plan is to ensure that the tax levels are reasonable for the levels of services provided. Tax policy determines the distribution of Regional taxes across the various property classes.

FINANCIAL IMPLICATIONS:

Provincial legislation requires municipalities to limit tax increases for commercial, industrial and multi-residential property to 5% over the previous year's taxes. Provided municipalities are at or below the threshold ratios for these property classes, municipal budget increases are in addition to these limits. While the legislation allows municipalities some options in funding the tax limits or capping costs, it is recommended that the costs be financed by limiting tax decreases in the same property class. The recommendation in this report has no impact on the other property classes and no impact on the total amount of property taxes collected.

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: A. Hinchberger, Director of Financial Services, Treasury and Tax Policy

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

FINANCE DEPARTMENT REPORT

To: Chair T. Galloway and Members of the Report No: F-02-081 Administration and Finance Committee File Code: Date: July 3, 2002 Subject: BUDGET PROCESS - 2003

RECOMMENDATION:

THAT the budget dates included within report F-02-081 be adopted for the 2003 budget process.

SUMMARY:

The Region has experienced substantial growth over the past number of years. Underfunded transferred services has resulted in a number of budget expansion requests. As in past years, these requests far exceed the ability of the taxpayers to fund all items. In response to increasing service demands, the Region implemented a three year budget plan in 2001. The operating budget has been expanded to a three-year time horizon which classifies all budget issues into budget themes or strategic priorities. The three-year plan is a decision making model which allows both staff and Council to establish priorities and set financial targets. Due to the integrated approach, all budget issues will be discussed at Budget Committee of the Whole. This report covers the dates set aside for budget review and the public input process developed for the 2003 budget process.

REPORT:

Background

The Region's overall net tax levy has doubled since 1998 with the responsibilities of Social Housing, Ambulance, Provincial Offences, expanded Child Care programs and expanded Social Assistance programs downloaded from the Province. In addition, Transit and Garbage Collection were transferred to the Region effective January 1, 2000. The Region's total budget expenditures now exceed $500 million annually. As operational plans have developed for these new services, it quickly became apparent that the budget demands for these services, exceeded by far, the capacity of the property taxpayer to accommodate all these requirements. Most of the downloaded and transferred services were underfunded. The Region's budget process has been focused on strategic budget issues for a number of years. However, the budget process utilized prior to 2001 could not address the complexities of the 2001 budget. Due to the massive growth experienced over the past three years and the sheer number and magnitude of budget expansion requests, the Region's budget process was redesigned. In 2001, a three year operating budget model was adopted.

- 2 - F-02-081

Three-Year Budget Plan

The three year plan is a rolling three year plan which adds on a new third year for each new budget cycle. All budget issues for year three of the plan will be new items or issues deferred from years one and two. Council has approved in principle years one and two of the 2003 plan (formerly years two and three of the 2002 plan). The approval in principle extends to both the issues and the tax rate targets of 2.9% for 2003 and 2004. The plan must be stable and reliable in order to develop a credible plan for the future. However, our environment is constantly changing and therefore specific issues and priorities will change. In the end, the plan must strike a balance between developing reliable three year plans and providing flexibility to accommodate our changing environment.

Integrated Approach

As Committee members will recall, there were approximately seventy five 2002 budget issues included within the eight strategic priorities. These strategic priorities crossed departmental lines in that as many as four departments had issues included on any one list. Whether an issue was property tax based, capital, user rate (Water, Wastewater, and Waste) or a special area charge (Transit), it was included under one of the eight strategic priorities. These lists provided an all inclusive, comprehensive summary of all known budget issues facing the Region over the next three years.

Due to the integration of all budget issues within the framework of the eight strategic priorities, it is critical that the entire budget be discussed at Budget Committee of the Whole. Since strategic priorities cross departmental lines and to a significant degree standing committees as well, it would be problematic to fragment the issues and refer them back to a committee. Pulling apart the budget issues would defeat the purpose of this integrated budget approach and Councillors would lose the balance of receiving detailed information on all budget issues. This approach is consistent with the 2001 and 2002 budget processes.

Since all issues will be discussed at Committee of the Whole, two "workhorse" days are required for the budget schedule. During the 2002 process, Budget Committee of the Whole dedicated the first day to major budget issues which were considered in depth. Major budget issues include those that have the most significant impact on both the bottom line and service levels. The balance of budget issues in years one and two are either carried forward or new to the budget but not significant. The second workhorse day focuses on these budget issues but only on a selective basis. These issues will be brought forward either by staff or as directed by Budget Committee. As was the case for the past two years, all budget issues will be organized in a detailed budget package that will be circulated prior to the first budget session scheduled for October 23rd.

The timing of the budget process is consistent with Regional budget processes utilized in non-election years. The purpose and timing of key budget dates are itemized below.

Timetable - Key Budget Dates

Purpose of Budget Session Planned Date Time

Budget Guideline Session October 23rd 3:00pm until 6:00pm -overview of 3 year plan - 3 - F-02-081

Purpose of Budget Session Planned Date Time

Detailed Budget Review - Day One November 27th 12:00 until 6:00pm - review major budget issues

Detailed Budget Review - Day Two December 11th 12:00 until 6:00pm - review of balance of budget issues - review of program budget books - develop preliminary final position for 3 year plan - approval of user rates

Public Input - Budget Delegations January 15th 7:00pm

Final Budget Approval January 29th 3:00pm until 6:00pm

Public Input

In terms of obtaining public opinion on the three-year budget, it is planned to set aside one Council meeting (January 15, 2003) to formally receive input through delegations to Council. In addition, it is planned to utilize the newly redesigned Regional website to make the three-year budget plan more accessible to the public. The Region will notify stakeholders that the budget is available on the website via newspaper ads and possibly the Rogers community information announcements. These various sources of feedback should provide Council with a cross section of public input to assist with budget deliberations.

Tax Policy

The year 2003 will be a reassessment year. As with all reassessments, shifts in taxation are expected and most often it is the residential taxpayer that bears the impact of property tax shifts. A separate process for tax policy review will be required for 2003. However, until the Province announces its tax ratio requirements for 2003, a timetable can not be established. Ideally, tax policy review should be completed by the end of 2002 so that the tax billing process is not delayed. However, even during non-reassessment years (2002) tax billings are delayed due to the complexities of the property tax system and property tax capping requirements. If the Province repeats past practice, critical tax policy information will not be available until March or April of 2003.

The Municipal Property Assessment Corporation (MPAC) will be providing Area Treasurers with a reassessment update in September or October of this year. Once this information is available, Finance staff will provide Committee with an information report on the impacts of market value changes among property classes. This will be the first step in understanding the impacts of the 2003 reassessment.

Once the impacts of the 2003 budget are known and the implications of tax policy shifts are understood, then the combined tax payer impacts can be calculated. As in the past, communication strategies around impacts to property tax bills will be developed. - 4 - F-02-081

CORPORATE STRATEGIC PLAN:

The Corporate Strategic Plan calls for the development of three-year financial plans for programs and services and requires that tax levels and user rates are reasonable for the levels of services provided.

The three-year operating budget plan addresses both the longer term financial planning horizon and the balance required in approving responsible tax increases versus meeting the increased service demands.

FINANCIAL IMPLICATIONS: Nil

OTHER DEPARTMENT CONSIDERATIONS:

All departments and Waterloo Regional Police Services contribute to the development of the three-year operating budget.

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

Regional Municipality of Waterloo MEDIA RELEASE: June 28, 2002, 4:30 P.M. LIBRARY COMMITTEE AGENDA Wednesday, July 3, 2002 9:00 a.m. Room 216 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener Ontario

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

2. DELEGATIONS

3. REPORTS - Planning, Housing and Community Services a) P-LIB-02-009, Rural Switchboard 01 b) P-LIB-02-010, Library Automation System 07 c) P-LIB-02-007, Acceptance of Trust Funds for St. Jacobs Library 10 d) P-LIB-02-008, Waterloo Regional Library Draft Strategic Plan 2003-2006 11

4. INFORMATION/CORRESPONDENCE

5. OTHER BUSINESS

6. NEXT MEETING

7. CLOSED SESSION (motion required)

8. ADJOURN Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Bill Strauss and Members of the Report No: P-LIB-02-009 Library Committee File Code: Date: July 3, 2002 Subject: RURAL SWITCHBOARD

RECOMMENDATION:

THAT the Regional Municipality of Waterloo authorize Waterloo Regional Library staff to submit grant applications to advance the objectives of the Rural Switchboard initiative (previously called Rural Gateway), including forming working partnerships as required for the funding, provided that any matching contribution required is available from the current library budget, or from alternative external sources, as detailed in P-LIB- 02-009, dated July 3, 2002.

SUMMARY:

Intensive research in May-June 2002 has substantiated a strong demand for local and highly targeted agricultural information, and pinpointed the potential market. A pilot project to develop this information, led by the University of Waterloo and funded by Human Resources Development Canada, will begin in the Fall. WRL, through the CAP Internet Access Co-ordinator, would provide specific mapping and farm information, assist in selecting appropriate delivery channels, and conduct training. The training and facilitation components of the initiative will need to continue past February 2003, when Industry Canada CAP funding ends. It is thus recommended that Waterloo Regional Library staff be authorized to proceed with grant applications to fund continued staffing for the project and for potential expansion.

REPORT:

Following approval by Library Committee at the April meeting, the WRL Internet Access Co-ordinator has discussed the Rural Gateway project (since renamed Rural Switchboard) with over a dozen different farm, agribusiness and other organizations. Universally, the response to the concept was enthusiastic. The research has shown that the critical information and service gap identified in Report P-LIB-02-002 remains. Many organizations have seen the need for an initiative like Rural Switchboard, and have even developed some of the tools needed, but were forced to abandon their efforts in favour of projects with quicker financial returns. Rather than see Rural Switchboard re-invent these steps, these organizations have offered to share their data and tools to speed this initiative to fruition, to the mutual benefit of all.

Advice and generous offers of assistance such as agricultural data, development of website and training materials have been received from organizations which have done extensive work in this general area. These organizations include AgvisionTV, www.farms.com Information Portal Website, University of Waterloo Computer Systems Group, www.mytown.com Community Website, and Rural Mailbox. Commitments to use and promote a local agricultural information portal website have come from agribusinesses such as Agraturf, Coleman Farm Equipment and Stratford Farm Equipment/Zehr Brothers. Farm organizations including Ontario Federation of Agriculture, Waterloo County Dairy Farmers, and Ontario Pork Producers Marketing Board, - 2 - P-LIB-02-009 have expressed strong interest in seeing an easily accessible site for local agricultural information.

Services to be Provided

The research has shown that the concept should focus on three areas: a central website called an ‘information portal’; training; and facilitation. These are described below, along with the role that WRL would play in each area.

Information Portal Website: Intensive research confirmed a strong demand for local and highly targeted agricultural information, as opposed to the broader, nationally oriented data compiled by private sector organizations (e.g. www.farms.com) which proved not a great match for users' demands. This site will also host a variety of Internet-based tools. The Website would be designed so individuals can find information for their local community, and also for their commodity/agricultural specialization.

The University of Waterloo Computer Systems Group and Social Planning Council of Kitchener-Waterloo have already agreed to take on development of this Website as part of the Community Learning Space Project funded by Human Resources Development Canada's Office of Learning Technologies. (See Appendix B for more information on this project.) WRL's involvement would be to provide access to map and farm information for this Website.

Training and Training Materials: This includes delivery of training material both through traditional, in-person means as well as several varieties of online learning. Some of the online tools may be developed through the Community Learning Space Project. WRL's role would be to pre-test these tools and gather feedback to improve them.. WRL would also be involved in determining the best delivery methods and channels to reach the target users.

Facilitation and Network Building: A critical part of the project, facilitation covers everything from promotion and awareness building, to problem solving using the tools and information sources developed. The goal is to help farmers and agricultural business work together to strengthen their economic position. WRL's role will be to provide this facilitation and networking service, the "glue" that will ultimately hold this project together.

Further detail is provided in the Preliminary Business Case in Appendix A. The Information Portal Website development, and some of the training development can begin immediately, based on currently available staff and funding. However, the continuation of the Library’s involvement in this project past February 2003 (when the CAP Co-ordinator funding ends) requires grants from other sources. Any expansion of the project would also require funds from other agencies.

In summary, the work to date has confirmed that the objectives of Waterloo Regional Library and the Rural Switchboard overlap in the areas of information sharing, and ensuring universal access to information. The Rural Switchboard concept is an excellent fit with the "Empower the Rural User" initiative proposed in the 2003- 2006 WRL Strategic Plan. This program would give the library a chance to be on the forefront of new and different ways of information delivery.

CORPORATE STRATEGIC PLAN:

These activities are in keeping with the Economic Prosperity goal of creating and supporting a climate that - 3 - P-LIB-02-009 encourages economic prosperity.

FINANCIAL IMPLICATIONS:

There are no direct costs to WRL, other than the contribution of approximately 50% of the Internet Access Coordinator's time until contract expiration in February 2003. Costs beyond that point will be dependent on the funding sources and grant possibilities available. These opportunities will be regularly reported back to Library Committee.

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Kyle Young, Internet Access Coordinator

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services P-LIB-02-009 Appendix A

The Rural Switchboard Concept Preliminary Business Case

Project Mandate:

Help people connect to the information and tools they need. The name, Rural Switchboard, refers back to the days when the first telephone exchanges were introduced. A telephone operator made physical connections between people so that information could be shared. In the same way, the Rural Switchboard will help farmers and businesses get connected to the information they need.

Target Market

* Agricultural Businesses - Progressive businesses looking towards the future. * Farmers - The more progressive farmers who are looking for information and new ways of doing business, involving the Internet. This is a relatively small sub-set of all potential users, perhaps 20% of all farmers and rural businesses, but ones which account for approximately 80% of total production, and ones that are often seen as leaders. Success with this segment will entice other potential users to participate.

Services to be provided

* Information Portal Website This site will provide local and highly targeted agricultural information, as well as hosting a variety of Internet-based tools. The Website would be designed so individuals can find information for their local community, and also for their commodity/agricultural specialization.

* Training and Training Materials Delivery of training material both through traditional, in-person means as well as several varieties of online learning.

* Facilitation and Network Building A critical part of the project, facilitation covers everything from promotion and awareness building, to problem solving using the tools and information sources developed. The goal is to help farmers and agricultural business work together to strengthen their economic position.

Time Line: (work in 2003 is dependant on obtaining grants):

September 2002 Begin work on the development of Community Learning Space Website October 2002 Begin work on the delivery methods for the training November 2002 Complete demonstration model of portal, ready for feedback Jan. - Feb. 2003 Launch portal to the public Start the delivery of training material April 2003 Evaluation of delivery and response to training materials and delivery methods May - August 2003 Add to training material, make modifications where necessary Add mapping information to portal and add other resources as needed P-LIB-02-009 Appendix A

* Network building and information facilitating would be ongoing * Marketing and partnership building would also be ongoing

The Opportunities:

C Fill an identified information gap that threatens to hold back economic development in the agricultural community. C Benefit from years of market research and product development by potential partners (e.g. www.farms.com, UW Computer Systems Group) to jump-start the creation of a successful and viable rural information service. C Take advantage of funding opportunities open to not-for-profit and public sector organizations, that aren't available to private sector firms. C Potential that external funding found for the Rural Switchboard could be a mechanism to help pay for upgrades to the mobile teaching lab and/or the wireless wide area network. C Develop partnerships with organizations, such as the University of Waterloo, that could open doors to other projects. C Place WRL on the forefront of new and different ways to deliver information. C Help strengthen the agricultural business and farmers of the region. C Help create a more robust and diverse rural community.

Budget

WRL will contribute 50% of time of the CAP-funded Internet Access Co-ordinator until that funding expires in February 2003. WRL will also contribute data and mapping. The Community Learning Space Pilot Project will contribute the technology to assist in developing the information portal and training methods. Other funding will be sought from federal and provincial government programs. The total budget will depend on the success of grant applications. P-LIB-02-009 Appendix B

Community Learning Space Project - Proposed Fourth Pilot Project: Project Overview

The Community Learning Space Pilot Project is a joint project undertaken by the Computer Systems Group (CSG) at the University of Waterloo and the Social Planning Council of Kitchener-Waterloo (SPCKW). This project, funded by HRDC’s Office of Learning Technologies (OLT), is to work with four community organizations to develop their own sector-specific learning space. This three-year project began in September 2001 with the first pilot, the Waterloo Regional Arts Council, the second pilot, Economic Development for Canada’s Technology Triangle (CTT) and the third pilot the Quality of Life data from the Social Planning Council of KW. In the proposal to HRDC, a fourth pilot project was to be selected after the project was underway. It has been suggested that the fourth pilot be a rural learning space that could improve local community rural life through skills development, sharing expertise and best practices, solving problems together and promoting successes.

A learning space is a Web-based site with community-focused content that is: - dynamic e.g. constantly changing and growing - supported by databases, maps, and transaction processing - can be easily searched for information - eases the burden of maintenance by the owners of the data - accessible to the public

Learning Space Project Goals

The goal is to provide an easy-to-use process to allow organizations to make their data available to the community. The project aims to: - increase the sustainability of on-line access to information - enhance the types of online information and tools within the local community - be community focused

The learning space is not intended to replace existing Web sites but will provide another access point combined with other community data. Each pilot learning space is related to employment either to provide access to employment-related information or enable employment opportunities. The project team will work with each community organization to develop a learning space to bridge their data to the community. Building these partnerships within the community is a vital component of this project to ensure sustainability.

Rural Switchboard (FARM) Pilot

To develop this pilot, the team needs to work with one or more organizations that can provide data, define specific objectives and provide feedback during the project.

Proposed general objectives are: • Agricultural Businesses P-LIB-02-009 Appendix B • Make business more cost effective and sustainable • Increase the opportunity for existing business and creation of new rural business • Farmers • Improve quality of life • Increase sustainability and make the farm more effective.

Some ideas suggested for the rural pilot project focus are: a) Searchable directories for: • Farm-related businesses and organizations (possibly Waterloo, Wellington and Oxford regions) from farms.com • Local Mennonite shops (Waterloo region) • Include mapping to find businesses in a selected area and to map business locations b) Training material - provide over the internet • Textual – existing material from Ontario Agricultural Training Institute (OATI) • Interactive – showcase one example

The applications undertaken will depend on data and application feasibility in the project’s timeline. Regional Municipality of Waterloo

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Bill Strauss and Members of the Report No: P-LIB-02-010 Library Committee File Code: Date: July 3, 2002 Subject: LIBRARY AUTOMATION SYSTEM

RECOMMENDATION:

For information.

SUMMARY:

Waterloo Regional Library has been asked by the Ontario Library Consortium (OLC), the library’s automation software buying and support group, to decide by September 17, 2002 whether WRL intends to purchase new library automation software from its existing vendor, Sirsi Corporation. OLC is negotiating a new consortium contract with Sirsi, and needs to know by that date how many members will be in the group. The actual purchase will not be until 2003.

Preliminary investigations suggest there are five key factors affecting this decision: purchase price, annual support costs, functionality, possibilities for collaboration with other libraries, and ongoing support. This report summarizes the information collected so far, and provides Library Committee the opportunity to comment on how these factors should be weighted in selecting a new system.

REPORT:

Background

Waterloo Regional Library joined the Ontario Library Consortium, comprised of 19 county and rural libraries, in 1986 to create a CDROM-based database of the library holdings. In 1991 the OLC went through a rigorous and competitive tender process before deciding to purchase the MultiLIS automation system. MultiLIS (then owned by the Montreal-based firm Sobeco, Ernst, Young) won the competition because it offered the Collection Exchange function so vital to county library operations, and because it was PC-, rather mainframe-based.

Collection Exchange is a sophisticated function which: C enables the quick and easy exchange of whole collections of materials among branches without having to re-enter database records or change labels on the items; C allows each branch to set up a target profile for its holdings (e.g. 35% Adult Fiction, 5% Books on CD, 7% Science and Social Issues books, etc.); C ensures that each branch maintains this target profile, while the actual titles change each month; C provides an efficient, cost-effective way to share expensive resources equitably among ten library branches; C equalizes access of all library members, regardless of the size of their “home” branch, to all parts of the collection.

Since 1991, OLC libraries have heavily invested in the MultiLIS collection management software. Many new - 2 - P-LIB-02-010 features and adaptations have been collectively developed and purchased. OLC hires a consultant who provides invaluable troubleshooting and staff training support, and works with each member library to derive the maximum benefit from the MultiLIS software. The OLC membership cost $ 5600 in 2002.

The MultiLIS product has changed ownership twice in the intervening period, and most recently was purchased by Sirsi, a library automation vendor based in Alabama, although they have retained a Canadian branch office in Montreal. Sirsi has promised to support MultiLIS “as long as it economically feasible to do so”, which is estimated to be 3 to 5 years. However, MultiLIS will ultimately be replaced by Unicorn, a new product based on current technology. To meet the needs of MultiLIS users, Sirsi has agreed to develop a Collection Exchange module for Unicorn, to be available by early 2003.

Current Situation

Four OLC libraries (Wellington County, Owen Sound, Welland and Caledon) will migrate to Unicorn in Autumn, 2002. Most of the other OLC members plan to migrate in 2003, when the Collection Exchange module is completed. The rationale for this decision is explained by the OLC President as follows:

"To change over to a different collection management software now would be an expensive process. In addition, the requirement by many OLC libraries for Collection Exchange is not available from any other vendor. I understand that most municipalities have a ‘single sourcing’ option in their purchasing policy and we are simply upgrading to match existing products. In fact, most OLC libraries view the move to Unicorn as simply an upgrade of our existing system, in the same way that we were all prepared to upgrade to DRA's Web2/Taos if the name- change to Sirsi (with its Unicorn product) had not come along.”

Considerations for Waterloo Regional Library

Although WRL could also consider the acquisition of the Sirsi Unicorn system as an upgrade to the existing MultiLIS system, there are significant changes in the database, operation and cost. It is therefore appropriate to consider other automation system options at this time.

Very preliminary investigations have been undertaken of three library automation software products: C Unicorn by Sirsi; C Millennium by Innovative Interfaces (product used by Kitchener, Waterloo and Cambridge Public Libraries); C Horizon Sunrise by epixtech (epixtech software is used by Guelph Public Library).

Five factors that are key to the selection have been identified:

1. Purchase price: It is very hard to compare the preliminary quotations received, but it appears only Sirsi’s Unicorn will fall within the amount of the existing Library Automation Reserve Fund of $50,000. The initial purchase price of the other products appears to be 20% to 400% higher.

2. Functionality: All three products offer basically the same functions except for Collection Exchange. Neither Millennium nor Horizon Sunrise come close to matching MultiLIS/Sirsi functionality in this area, although both vendors express willingness to develop these features, at an additional cost. Collection Exchange is obviously not as important a function for urban libraries with only a few large branches.

3. Possibilities for collaboration with other libraries: Since 2001, Kitchener and Waterloo Public Libraries - 3 - P-LIB-02-010

have been sharing the Millennium software on a single server, maintained by Kitchener Public Library. Last year, after an extensive review, Cambridge Public Library independently decided to purchase the same software. There are obvious potential partnerships possible with Kitchener, Waterloo or Cambridge, should Waterloo Regional Library decided to purchase Millennium. One concern is that, since WRL’s functional requirements are different from the three city libraries, WRL might have to compromise on functionality, or persuade the other libraries to share the costs of developing Collection Exchange for Millennium. ( When sharing software, all partners must purchase the same modules and features).

It is also possible to continue collaborating with other rural libraries whose needs are more similar to those of WRL. OLC offers excellent possibilities for joint problem-solving and cost-savings, with county/rural library systems with similar functional and software requirements. OLC is currently investigating the feasibility of a single server and software license shared among Waterloo, Oxford, Huron, Bruce, Middlesex, Elgin, and Essex County Libraries. This would greatly reduce both purchase price and annual support costs.

4. Annual Support Costs: Every company charges a yearly fee to cover costs of calls to its hotline, and the development and installation of software upgrades. This is an annual operating expense. Annual support costs for all three products exceed WRL’s current MultiLIS fee of $9000 per year: it appears the Unicorn shared server option may come closest to this existing cost level.

5. Library Service Development and Support: Choosing Sirsi's Unicorn would allow WRL to remain in the OLC, retain the excellent services of its consultant, and continue to maximize the value WRL derives from its library automation software. To replace the value added by the consultant, WRL would need to fund approximately 15 hours a week of additional highly specialized staff resources, or attempt to convince Kitchener, Waterloo and Cambridge Libraries to create a similar position.

No one product excels in all five areas. The Library Committee’s assistance in identifying priorities is requested.

CORPORATE STRATEGIC PLAN:

These activities are in keeping with the Corporate Effectiveness goal of providing value to the taxpayer.

FINANCIAL IMPLICATIONS:

The Library Automation Reserve Fund has $50,000 allocated for expenditure in 2003. Preliminary estimates indicate that the Unicorn product would cost approximately that amount and the other two products would exceed that amount.

There will probably be at least a slight increase in WRL’s annual software support costs. The amount of the increase will depend on the product chosen.

OTHER DEPARTMENT CONSIDERATIONS:

NIL

PREPARED BY: Kae Elgie, Manager, Information Services - 4 - P-LIB-02-010

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

PLANNING HOUSING AND COMMUNITY SERVICES

To: Chair Bill Strauss and Members of the Report No: P-LIB-02-007 Library Committee File Code: Date: July 3, 2002 Subject: ACCEPTANCE OF TRUST FUNDS FOR ST. JACOBS LIBRARY

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the balance of funds from the Library Trust established by the Estate of Lola Snider and use these funds to provide landscaping features and upgrade the children's area of the St. Jacob's Branch, as outlined in P-LIB-02-007, dated July 3, 2002.

REPORT:

The TD Private Client Group-Estates and Trusts is the present trustee for the Estate of Lola Snider, who passed away in 1933. The trustee has stated that, since the Library trust is a modest size, they would like to wind it up and pay the balance of the funds to WRL, provided that the Region “undertakes to continue to hold the funds and use them in accordance to the terms set out in the Trust Deed”. The Deed states that the funds are to be applied “...toward maintenance, upkeep and expenses of the public library of St. Jacobs”.

As of the end of September 2001, the library trust had a balance of approximately $6,500 (net of tax preparation and distribution fees). At current rates of interest, this amount of capital generates a very modest annual amount to spend on the branch.

Library staff suggest that some of the funds be used to purchase perennial plants and a landscape feature for the garden at the St. Jacobs branch. The balance of the funds would be used to purchase equipment for the children's area of the branch. This would both enhance the exterior of the Library and improve materials for the patrons. This would not be possible without the contribution of the trust funds.

CORPORATE STRATEGIC PLAN:

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

FINANCIAL IMPLICATIONS:

Any expenditure would be within the amount provided by the trust fund.

OTHER DEPARTMENT CONSIDERATIONS:

Staff of the Finance Department proposed that WRL accept the funds and use them in accordance with the Deed of Trust.

PREPARED BY: Lucille Bish, Director Community Services - 2 - P-LIB-02-007

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

PLANNING, HOUSING AND COMMUNITY SERVICES

To: Chair Bill Strauss Members of the Report No: P-LIB-02-008 Library Committee File Code: Date: July 3, 2002 Subject: WATERLOO REGIONAL LIBRARY DRAFT STRATEGIC PLAN 2003-2006

RECOMMENDATION:

For information.

REPORT:

The Waterloo Regional Library's strategic plan will provide a blueprint for staff to follow to offer excellent rural library service. The plan is driven by a new vision, mission, values, key initiatives and strategies to support the rural information seeker and develop informed communities.

This draft plan, attached in Appendix A, has been developed following an extensive consultation process with library users and non-users, library staff, and Township Councils. The results of this consultation have been consolidated into four key areas, or initiatives, which are: (1) Rural Residents' Bridge to Information; (2) The Best Gift: Public Libraries in The Rural Community; (3) Empower The Rural User; and (4) The Library as a Community Meeting Place. Many of the comments show that WRL is already doing many things well, and these are reflected as ‘Current Strengths’ in the plan. To further improve performance in four key areas, the Plan goes on to identify a broad range of ‘Strategies’.

Following discussion of key initiatives in this draft with Library Committee, the Strategies will be refined and detailed action steps will be developed to guide the implementation of this plan. These will provide priorities and related costs, for consideration in developing the 2003 WRL budget.

CORPORATE STRATEGIC PLAN:

The purpose of the WRL Strategic Plan is to identify priorities for future activities. This supports the corporate goal of providing value to the taxpayer.

FINANCIAL IMPLICATIONS:

Many of the strategies in the draft can be achieved withing the current WRL budget, or with the support of grants. Some strategies would have budget implications and these will be brought forward in conjunction with the 2003 budget process.

OTHER DEPARTMENT CONSIDERATIONS:

NIL - 2 - P-LIB-02-008 Appendix A

PREPARED BY: Lucille Bish, Director of Community Services

APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services - 3 - P-LIB-02-008 Appendix A

ENRICHING THE RURAL COMMUNITY

WATERLOO REGIONAL LIBRARY STRATEGIC PLAN 2003-2006 (DRAFT)

Introduction

The library is absolutely vital to my life and to the community. I can't imagine what I would do without access to a library ~ Wellesley focus group participant

The Strategic Plan for the Waterloo Regional Library provides a vision, key initiatives and strategies to support the information needs of our rural communities, and to move library service forward. Based on the results of public focus groups, staff meetings, township council presentations and new trends in information seeking, the strategic plan will guide us to meet the needs of the communities we serve.

Vision

To engage, inform and enrich the rural community.

Mission

To meet the needs of the rural information seeker by ensuring access to a broad range of collections and services in community focused libraries.

Values

Community We value the library as a meeting place for all members of the rural community

Services We commit to providing a broad range of library services and collections

Staff We provide knowledgeable and helpful staff who offer personalized service

Technology We strive for innovation and efficiency with new technologies

Lifelong Learning We empower the individual in the quest for information through the provision of resources, services, technology

Literacy We encourage the joy of reading in people of all ages

Accessibility We strive to provide facilities, programs and collections that are accessible to all

Participants spoke passionately about the library as a gathering place for the community that is comfortable and welcoming. One participant described the library as

Initiatives

Based on the vision, mission, and values of the Waterloo Regional Library, four initiatives have been developed. - 4 - P-LIB-02-008 Appendix A They are:

1. Rural Residents' Bridge to Information 2. The Best Gift: Public Libraries in The Rural Community 3. Empower The Rural User 4. The Library as a Community Meeting Place

These initiatives serve as guiding principles, and each has its own objective. The library has current strengths in these areas to build on. Effective strategies to achieve the objectives and enrich the rural community follow.

1. Rural Residents' Bridge to Information

The group perceives the library's role as being primarily one of supporting literacy and a love of reading for children and adults, as well as supporting education. They appreciate the fact that access to the library saves them thousands of dollars every year, in terms of free entertainment, borrowing as opposed to buying books, and access to a wide range of important information. They see the public library as being the main mechanism of getting good information out into rural households and doing so in the context of human interaction and assistance. ~ St. Jacobs focus group

Objective: Provide quality and timely information that meets the needs of information seekers

Current strengths:

Collections Collection development principles ensure a balanced collection Books and other materials available on a variety of topics Information available in various formats Collections support literacy and lifelong learning Programs and collections encourage children to read and learn

Interlibrary loan Interloan between branches in WRL Efficient delivery system Interlibrary loan offered between library systems

On-line information Library website: www.wrl.library.on.ca Catalogue on-line Some databases available, e.g Electric Library

Staff Staff offer personal assistance to locate information Staff help public with computer use through instruction and courses Reader's advisory offered to recommend materials Children assisted with their information needs - 5 - P-LIB-02-008 Appendix A Strategies Collections 1.1 Review and update the collection development policy to meet rural community needs and lifelong learning. 1.2 Help build communities through the development of timely collections and materials for specific users, e.g. young adults, local history researchers. 1.3 Expand formats of information to include new technologies. 1.4 Enact efficiencies to ensure new materials are in libraries on a regular basis through exchanges and other means. 1.5 Ensure children are encouraged to read and develop collections to serve as a gateway to literacy.

Interlibrary loan 1.6 Ensure materials are in users' hands in a timely manner by reviewing procedures and delivery . 1.7 Streamline process to expedite interlibrary loans from other library systems.

On-line information and services 1.8 Upgrade library automation system. 1.9 Provide increased access to electronic resources by increasing subscriptions. 1.10 Ensure catalogue is current and accurate. 1.11 Enhance content of library web site.

Staff 1.12 Train and empower staff to be information navigators and get the right information to the user at the right time. 1.13 Bridge the digital divide for users by providing public training in on-line services. 1.14 Retain personal contact with users - balance "high touch and high tech". 1.15 Increase contact with educators to enhance partnerships and assist students.

2. The Best Gift: Public Libraries in the Rural Community

There was unanimous support for the public library as a publicly funded community service, the role of which is to provide access to information, meet the reading and leisure needs of the public, help children come to know and love books and reading, provide community information and increase community awareness, provide tourist information, be the social hub...

There was widespread concern that many of the residents of Waterloo Region were not aware of interlibrary loan or all the services WRL offers...there is need for more promotion of the library; not everyone knows all the library does, or thinks of the library as being the place to go. ~Elmira public focus group

Objective: To promote and place the library at the centre of rural community life - 6 - P-LIB-02-008 Appendix A

Current strengths:

Community links Libraries link rural communities through ten branches in four townships Community meeting places Tradition of personal library service Libraries are the Region/government presence in rural communities Local information centres

Programs and services Programs: children's programs - preschool storytimes, summer reading club, seasonal programs, author/illustrator visits, computer courses for adults, special events

Services: collections, reference and reader's advisory, reserves, interloan, local history, internet access

Strategies

Community links 2.1 Increase visibility and value of the best gift: rural libraries. 2.2 Focus on community building aspect of library services. 2.3 Highlight libraries as rural community meeting places. 2.4 Identify target markets and develop strategies to reach them. 2.5 Build partnerships with community organizations, leaders. 2.6 Develop branch staff role in library advocacy.

Programs and services 2.7 Conduct a review of children's and adult programs. 2.8 Create annual plan of programs and special events. 2.9 Develop communication plan to contact local media, agencies, educators, stakeholders. 2.10 Create logo to identify regional library system. 2.11 Review branch hours. 2.12 Develop library web site as 24/7 community portal/information centre.

3. Empower the Rural User

What they would like: more computer courses and the opportunity to keep learning; access to a basic suite of office software; public libraries to play a role in teaching kids how to research and how to use the library; to be able to use the library more independently with written instructions near computers; place holds and check status of items from home. There is an awareness that the internet is creating new roles for the library, a place to visit when traveling and send e-mails home, and access to the Internet wherever you are ~ summary of comments from public focus groups - 7 - P-LIB-02-008 Appendix A Objective: Enable the user to be confident and independent in accessing library services

Current strengths: Staff Regular staff training in new technology Train the trainer sessions to empower staff CAP program funding and staff Information Systems support

Public service Staff offer personal assistance to users Delivery of courses in computer skills to the public with mobile lab Instruction/tip sheets for public in branches

Technology Web site with recommended links On-line catalogue E-mail addresses for all branches and headquarters Internet access at all branches

Strategies

Staff 3.1 Continue and increase staff training in technology to enable them to empower users. 3.2 Maintain and enhance Information Systems support. 3.3 Seek opportunities for technology partnerships with libraries, organizations, consortia, government. 3.4 At the termination of CAP, review, recommend and implement staffing needed to deliver training, maintain and enhance library web site, develop web-based services.

Public Services 3.5 Review computer courses offered to public and adapt to meet community needs in content and delivery. 3.6 Empower users through self-service enhancements to library's automated system. 3.7 Meet auditory/kinesthetic/visual learning styles of users through various means of instruction (courses, guides, activities).

Technology 3.8 Provide infrastructure for broad band connectivity for the rural community. 3.9 Expand library web site with added links, on-line sources, enhanced catalogue. 3.10 Create personalized interfaces. 3.11 Deliver 24/7 on-line access to library services.

4. The Library as a Community Meeting Place

The library was...heralded as an important public space and an influential place, a community hub and local gathering place where community residents can find peace and quiet, visit with neighbours, meet like- - 8 - P-LIB-02-008 Appendix A minded people, enjoy a fun and free family outing, and simply connect with the community in which they live.

The need for all library buildings to be wheelchair and stroller accessible was widely discussed in most of the focus groups. Addressing this over the next few years was seen as an absolute necessity... In all cases, the libraries were seen to have a welcoming and familiar small-town ambience that should be maintained and enhanced. Comfortable seating was seen to be an important part of the library as community gathering place, something that was seen to be missing or inadequate in a number of locations. As well, the naming of both children's and adult programming as important library activities , makes meeting room space an important feature in all library facilities. ~ summary of comments from public focus groups

Objective: Create a welcoming, accessible and comfortable environment for the community

Current Strengths:

Facilities Library locations in ten rural towns and villages Some libraries accessible for disabled Building audits completed Support of Facilities Maintenance for repair and enhancements Parking available in some locations

Image Strong public perception of libraries as community meeting places Belief in libraries as safe environment for children Role of libraries as arts and culture institutions in rural communities Understanding that libraries serve all ages Hub for rural connections and community building

Strategies

Facilities 4.1 Determine priorities for building maintenance based on audits. 4.2 Develop plan for expansions and new buildings. 4.3 Achieve barrier free access to all buildings. 4.4 Review parking situations and develop workable solutions.

Image 4.5 Create community meeting spaces in all branches. 4.6 Provide comfortable furniture and lay-out. 4.7 Use welcoming exterior and interior building design. 4.8 Conduct space planning for comfortable environment for staff and public, adequate space collections and services. - 9 - P-LIB-02-008 Appendix A Conclusion

The Waterloo Regional Library strives to provide excellent library service to our rural communities. This strategic plan provides a guideline for initiatives to be undertaken in 2003-2006 to enhance library service. The contributions of the public and staff in the planning process are greatly appreciated and valued. The commitment of staff and support of the community help build a vital library system.

Action steps will be prepared to guide the implementation of this plan. The progress of the WRL strategic plan will be monitored over the next three years to ensure that the strategies are enacted and results evaluated. Future changes in information retrieval and other external factors will be assessed and the plan revised as necessary to keep it viable and moving forward.

WRL will be guided by its vision: To engage, inform and enrich the rural community. Regional Municipality of Waterloo MEDIA RELEASE: Friday, June 28, 2002, 4:30 P.M. WATER EFFICIENCY ADVISORY COMMITTEE AGENDA Thursday, July 4, 2002 3:00 P.M.-4:30 P.M. Room 218 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario

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

3. APPROVAL OF MINUTES OF PREVIOUS MEETING - February 28, 2002 2 4. BUSINESS ARISING FROM MINUTES OF PREVIOUS MEETING 5. REPORTS - TRANSPORTATION AND ENVIRONMENTAL SERVICES a) E-WE-02-002, Year 2001 Summary Report, Water Efficiency Programs 6 b) E-WE-02-003, Rain Barrel Distribution Program, 2002 Program Report and 2003 15 Recommendations 6. VERBAL REPORTS a) Toilet Replacement Program, 2002 Update b) Ayr Water Efficiency Program Update c) SWEB - Hospital Program d) Lawn Watering Bylaws and Peak Use Reduction Promotion 7. INFORMATION/CORRESPONDENCE 8. OTHER BUSINESS 9. NEXT MEETING 10. CLOSED SESSION (motion required) 11. ADJOURN Regrets only to Kerri O'Kane Telephone: 575-4450 Email: [email protected] REGIONAL MUNICIPALITY OF WATERLOO

WATER EFFICIENCY ADVISORY COMMITTEE MINUTES

The following are the minutes of the Regular Committee meeting held on February 28, 2002 at 3:00 p.m. in the 8th Floor Meeting Room, Regional Administration Building, 150 Frederick Street, Kitchener, Ontario.

Members present: Chair T. Galloway, M. Dorfman, B. Erhardt, S. Freiburger, K. Hagerman, C. Hynd, S. Murphy, W. Roth*, K. Seiling*, B. Whitcher

Regrets: J. Wideman

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

None declared.

2. NEW MEMBERS

Committee Members introduced themselves.

3. APPROVAL OF MINUTES OF PREVIOUS MEETING - DECEMBER 6, 2001

MOVED by M. Dorfman SECONDED by W. Roth

THAT the minutes of the Water Efficiency Advisory Committee dated December 6, 2001 be approved as presented.

CARRIED

4. REPORTS - TRANSPORTATION AND ENVIRONMENTAL SERVICES a) E-02-024, 2002 Water Efficiency Advisory Committee Appointments

T. Galloway informed the Committee that Regional Council at its meeting on February 27, 2002 approved the appointments of Brad Erhardt, Scott Freiburger, Craig Hynd, Stephen Murphy and Bob Whitcher to the Water Efficiency Advisory (WEAC) Committee; and that the WEAC Terms of Reference were amended to reflect that the appointee representing the “K-W Industrial Coalition” will now represent a “Major Regional Water User;” and to increase the number of members from nine to ten with the additional appointee representing the "Major Regional Water User" category. WEAC - 2 - 02/02/28

b) E-WE-02-001, Washing Machine Incentive Program

Steve Gombos, Water Efficiency Manager, made a presentation on the water efficient washing machine incentive program. Components of the enhanced water efficiency program include publishing Environews, distributing rain barrels for five years, expanding Industrial, Commercial and Institutional (IC & I) Efficiency Program, promoting/advertising outdoor water use reduction and implementing a clothes washer rebate program.

In reviewing indoor water use, clothes washers are the second largest water user in the household after toilets. Water efficient washing machines are front-loading. Benefits of front-load washers are 40% water savings, 50% energy savings for a total of $71.25/year or $997.50 over the 14 year life time of the machine.

A research study conducted by the Canadian Innovation Centre indicates a consumer shift in purchasing from top-loading to front-loading washing machines. In 2000, approximately 9,634 washers were sold locally; and of those, 963 were front-loaders. In 1999, the market share for front-loaders was 2%, by 2000 it was 10%, and by 2003 it is predicted that 30% of washers sold will be front-loaders. Local retailers support a consumer rebate to further stimulate sales of front- loading machines.

S. Gombos indicated the proposed efficient clothes washer promotion program would be a 16 month program (Sept. 2002 - Dec. 2003) with a budget of $74,000 to cover marketing and cash awards. Three main options for promoting efficient clothes washers presented were: a) giving 200 $150 rebates; b) implementing an intensive promotion campaign; or c) deferring the project and monitoring local market trends. Staff feel the option of the high promotion campaign with big prizes (one free washer per month), including point of purchase literature, events, radio/news advertisements, public relations activities, and partnering with retailers to monitor sales should be undertaken. This option would be reviewed in November 2003 to determine whether the program would continue.

Discussion ensued on the benefits of this proposed promotion campaign. The Committee’s focus is on water savings, and a purchase rebate could be seen as subsidizing savings in energy and soap costs. Members noted that the shift in the consumer purchasing trend to purchasing front-end loading machines may continue and this program might encourage sales. Thomas Schmidt, Water Services Director, noted that this is a pilot promotion project designed to test how much the market can be influenced locally. He pointed out that a “do nothing option” is available to the Committee in order to see where the market direction is going.

In discussing the decision-making process and priority list of the consumer when considering a front- loading washing machine, Members felt that water conservation is not a factor. Consumers are looking at wanting cleaner clothes, using less soap, and a shorter drying time.

Members felt that it may be better to embark on a less-intensive campaign than the one proposed WEAC - 3 - 02/02/28 to expound the values of front-loading washing machines in order to get the general public to consider water efficient models.

MOVED by B. Erhardt SECONDED by W. Roth

THAT the Regional Municipality of Waterloo authorize staff to initiate an efficient clothes washer marketing program using point of purchase materials, Environews and if possible, utility bill mailings.

CARRIED

* W. Roth left the meeting.

5. VERBAL REPORTS a) SWEB - Saving Water, It's Everyone's Business (Hospital efficiencies)

Steven Gombos, reported on his discussions with Cambridge Memorial Hospital. The Hospital has reduced water consumption by 30% over 3 years. The hospital has converted to using softwater in its cooling tower, initiated a leak detection program, and uses smaller water efficient bathing tubs.

S. Gombos will be touring the hospital to conduct a preliminary audit as well as making a presentation to senior staff and maintenance personnel on water efficiency measures. Discussions are underway to network with the other hospitals. Areas for future water reduction include x-ray machine processors, dishwashers, cooling tower cycle times, plant operations, toilets and taps.

It was noted that the three local hospitals will be undergoing major construction and there should be opportunities for water efficiency, both in the new construction and retro-fitting. Staff will contact the hospitals to follow up on this. b) Residential Program Updates - Curricula; Toilet Replacement Program; Ayr Program; Rain Barrels

S. Gombos, Water Efficiency Manager, provided an update on the Ayr Water Efficiency Program. To date, 82 toilet rebates have been issued, with 114 household registered and 220 toilets registered. The promotion officer for the Ayr Program started Feb. 11/02. Promotional activities for the program include open houses (April 6 & June 22), news advertisements and promotions, posters, telemarketing, door-to-door canvassing, and direct mail out. Key messages to Ayr residents include that the program saves water/money, it’s an easy process, and the toilets work.

S. Gombos spoke on the toilet replacement program for the year end 2001. There were 3,494 rebates for the year and a total of 26,521 rebates over the life the toilet replacement program which began in 1994. The program has been successful in achieving the .09 million gallon per day WEAC - 4 - 02/02/28

(MIGD) target annual savings and exceeding the MIGD cumulative target by .02 MGID. The 2001 participants include 1,934 residential units and 1,184 multi-residential units. The 2001 Toilet Replacement Program budget was $124,997 total or a cost per toilet of $62.00

The program has a target of 5,000 toilet replacements per year; however, the Division focuses more on reaching water savings targets rather than the actual number of toilet units replaced. The 2002 program will be administered on the same basis.

* K. Seiling left the meeting.

Steve Gombos confirmed that April 27, 2002 is rain barrel distribution day at Conestoga, Fairview Park and Cambridge Centre Malls. Promotion of the event will be through Environews, brochures, posters, radio and news ads. The media launch is tentatively set for April 19 at 10 a.m. at a local elementary school. The schools are having a poster contest - one school for each city. The winning posters will be displayed at the local malls during the rain barrel distribution day. Jim St. Marie, retired garden writer, is endorsing this initiative. The rain barrel distribution promotion campaign report will be presented to Public and Works Committee on April 2/02. c) 2001 Annual Report.

The 2001 Water Efficiency Program Annual Report will be available at the Committee’s next meeting.

6. OTHER BUSINESS

B. Whitcher inquired if the names of the large industrial water users can be shared in order for the Committee to assist the users in coming up with creative solutions. S. Gombos will circulate the names to the Committee Members by email.

7. NEXT MEETING

Thursday May 23, 2002 at 3:00 p.m. in Room 217, 150 Frederick Street, Kitchener.

8. ADJOURN

MOVED by M. Dorfman SECONDED by S. Freiburger

THAT the meeting adjourn.

CARRIED

COMMITTEE CHAIR, T. Galloway WEAC - 5 - 02/02/28

REGIONAL CLERK, E. L. Orth Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WATER SERVICES

To: Chair Tom Galloway and Members of the Report No: E-WE-02-002 Water Efficiency Advisory Committee File Code: C06-60/WEAC; E-07-01 Date: July 4, 2002 Subject: YEAR 2001 SUMMARY REPORT, WATER EFFICIENCY PROGRAMS

RECOMMENDATION:

For information only.

SUMMARY:

The Region’s 2001 comprehensive water efficiency program was recognized as outstanding by the Ontario Water Works Association, and an award was presented to the Region in recognition of this achievement in May 2002.

A range of water saving and education programs were delivered in 2001, including the Toilet Replacement Program, new water education curricula for grades two and eight, Environews, and industrial/institutional efficiencies. A new program launched exclusively in Ayr during November of 2001 features $200 rebates for each water-guzzling toilet replaced with an efficient 6 litre toilet.

The Region’s Water Efficiency Master Plan (1998) established a cumulative water savings target for 2001 of .50 million gallons per day (MIGD), and the estimated actual savings were .57 MIGD.

REPORT:

The Regional Municipality of Waterloo has been actively promoting and implementing water efficiency programs since 1974. The biggest step taken to achieve residential water savings was in 1994 with the launch of the Toilet Replacement Program (TRP), which provides rebates to those who replace inefficient toilets with 6-litre, low flush models. By the end of 2001, the ongoing program had funded over 26,500 toilet replacements. A variety of other programs have also been implemented to provide a comprehensive, integrated approach to saving water.

The Region of Waterloo’s water efficiency programs have been developed and implemented by staff in consultation with the general public and appointees to the Water Efficiency Advisory Committee (WEAC). WEAC, which provides advice through staff to Planning and Works Committee and Regional Council, consists of three Regional Councillors and seven citizens representing community and business groups.

In 1998, Council approved the Water Efficiency Master Plan (WEMP), which established the goal of reducing water consumption by 1.5 million gallons per day (MIGD) by 2009, through a variety of water efficiency programs. In 2000, Regional Council approved the Long Term Water Strategy, which outlines how the Region will provide water and infrastructure to the growing community during the next several decades. A - 2 - E-WE-02-002 recommendation coming from the public through the Long Term Water Strategy was to do more to promote water efficiency and potentially defer capital projects. As a result, the Region of Waterloo endorsed an “enhanced water efficiency program”. The combined 2001-2002 WEMP and enhanced water efficiency programs are listed below.

Program Status

Distribute rain barrels to households at $20 each New/Ongoing Develop Curriculum Supplement for grades K-6 and 9-12 New/Ongoing Launch an Ayr Intensive Water Efficiency Program & TRP New/Ongoing Provide Rebates to Promote Water Efficient Washing Machines Research initiated The Region to set an example by being efficient Ongoing Maintain Public Awareness - Residential Ongoing Maintain a Residential Toilet Replacement Program Ongoing Promote Industrial, Commercial, Institutional efficiencies Ongoing

Rain Barrel Distribution

The 2001 rain barrel distribution was the first in a five-year program, as approved under enhanced water efficiency measures. The objective is to distribute 25,000 high-quality rain barrels to Regional residents at a subsidized cost of $20 each. The primary goals of the program are to increase public awareness about the importance of water efficiency and to reduce outdoor residential water use.

A total of 6,000 rain barrels were distributed on May 12, 2001 at three locations throughout the Region. The program was overwhelmingly successful, with barrels selling out by 9:30 a.m.

Curriculum Supplement

In September of 2001, the Water Services Division, in partnership with the Waterloo Region District School Board and the Waterloo Catholic District School Board, delivered grades two and eight water education curricula to local schools. Staff contracted a consultant to write the curricula with extensive input from teachers in both school boards. The programs were piloted in classrooms during the winter of 2001, followed by final revisions during the summer.

The Water Efficiency Master Plan originally called for curricula for grades K-6 and 9-12, however, due to new provincial curriculum requirements, the need for grades two and eight curricula was identified. The new curricula addresses both local and global water issues, and meet many of the science and technology requirements in the provincial guidelines. The 200-page teacher manuals were delivered to school boards with videos, posters a CD-ROM and other support materials.

The main objective of these kits is to educate teachers, students and their parents about the importance of water in their lives. An expected benefit to the curricula will be water efficiencies through current and future water- saving lifestyle changes.

The target audiences are Region of Waterloo school teachers and over 5,800 grade two and 5,900 grade eight students. Staff worked with the school boards to present the curricula to teachers during special after school - 3 - E-WE-02-002 training sessions in the fall of 2001. The next challenges will be to continue to promote the kits to teachers, to monitor their use, and to assess the impacts these teachings will have on students.

Ayr Water Efficiency Program

The Water Services Division launched an intensive water efficiency program in the Settlement of Ayr on November 24, 2001 with an open house. The program features rebates of up to $200 per efficient 6-litre toilet replacement to encourage water savings. Staff also offered efficient shower heads and tap aerators where needed, and home water audits to identify other ways to save water. The program targets Ayr homes built before 1996 that are connected to the municipal water supply. Homes built after 1996 are required to have maximum 6-litre-per-flush toilets under the Ontario Building Code.

Regional Council approved the intensive program (E-01-089) scheduled to conclude on December 31, 2002, to save water and defer capital expansions of both water supply and wastewater treatment systems. If 80 percent of the targeted 1,893 old toilets are replaced with 6-litre low-flush models, the water savings would be approximately 78,873 cubic metres per year, which could delay expansions by four to seven years. The estimated net present value of the water efficiency program and the deferred expansions is $949,000 less than proceeding without the water efficiency program.

By December 31, 2001, 77 households had registered to replace 154 toilets. Of the registered toilets, 15 had actually been installed and reimbursed by year end. Due to the late launch of this program, 2001 water savings are minimal.

Promote Efficient Clothes Washer Purchases

Water efficiency staff provided verbal information and brochures to the public regarding the benefits of using water efficient clothes washers in 2001 on a limited basis. As part of the enhanced water efficiency program, it was recommended that a rebate program be implemented to promote increased efficient washer sales. In order to understand market trends before implementing a program, staff contracted Canadian Innovation Centre to conduct research and report by year-end. A staff report and recommendations regarding the program expansion were to follow in 2002.

Region To Set An Example

The Region of Waterloo has been committed to installing water efficient fixtures in its facilities since 1990. Plumbing fixtures within buildings are well maintained and checked for leakage. A recent project that exemplifies the Region’s leadership in water efficiency is the current redevelopment of Sunnyside Home in Kitchener. Long Term Care Facilities such as Sunnyside are exempt from the low-flush toilet requirement outlined in the Ontario Building Code. However, the Region installed low-flush 6-litre toilets following extensive research and testing.

Residential Public Awareness - 4 - E-WE-02-002

The Water Efficiency Master Plan requires that an effective and ongoing residential public awareness campaign be carried out. The campaign elements include publication of Environews, a joint water/waste management newsletter delivered to each Regional household, brochures, displays, events, speakers bureau, and advertising.

As part of the enhanced water efficiency program, it was recommended that publication of Environews be increased from once to twice per year. In 2001, Environews was published both in the spring and fall.

The following is a partial list of educational brochures produced by staff for distribution via mail and at displays and presentations:

Rain Barrels, Where To Get One Healthy Lawns and Gardens Naturescaping & Plant Guide Toilet Replacement Program Mulch Guide 40 Ways To Be Water Wise How To Install a 6-Litre Toilet Water Efficient Washing Machines

Another enhancement to the water efficiency program was to increase advertising to promote outdoor water use reductions during peak demand months. During the months of July and August, staff placed a series of advertisements in local newspapers to promote reduced lawn watering and reduced losses from residential swimming pools.

The naturescaped demonstration garden at Greenbrook pumping station was again maintained and open to the public for formal and informal tours in 2001. The demonstration garden, opened in 1997, is intended to provide residents with examples of alternative residential landscapes that require very little water to survive. A summer student was hired to maintain the garden and conduct the tours.

Water efficiency staff attended a variety of public events and public speaking engagements in 2001 to inform residents about the benefits of saving water. It is estimated that over 1,500 Region residents were reached in 2001 through displays and presentations. A sample of the venues and organizations targeted in 2001 is listed below.

K-W Twin City Home and Garden Show, March 2001 Cambridge Home and Garden Show, October 2001 2001 Earth Day Festival, April 2001 Chamber of Commerce Energy and Environment Forum Public & Catholic schools and school boards Retail plumbing outlets Waterloo Wellington Children’s Groundwater Festival Grand River Conservation Authority

Water efficiency was also promoted to hundreds of local children during the 2001 Waterloo-Wellington Children’s Groundwater Festival held during the week of May 28, 2001.

Finally, water efficiency staff provide up-to-date information on all programs at Waterloo Region’s web site, www.region.waterloo.on.ca. - 5 - E-WE-02-002

Residential Toilet Replacement Program

The Toilet Replacement Program (TRP) is a residential rebate program for both single-family dwellings and landlord properties in the Region of Waterloo. Residents replace old, inefficient toilets with 6-litre water- efficient toilets. Single-family dwellings can receive a rebate for up to two toilets and landlords can receive a rebate for up to 300 toilets per address per year. The current rebate is $40 per toilet across the Region, excluding Ayr (offering $200 per toilet until December 31/02).

The 2001 TRP was promoted through retailer displays, point of purchase literature, local home shows, newspaper and radio advertisements, Environews, and a “ValPac” direct marketing flyer.

In 2001, 3,494 toilets were replaced through the TRP, which is 964 higher than the total replaced in 2000. Cumulatively, 26,521 toilet replacements have been subsidized by the Region between 1994 and 2001. From 1998 (the year of WEMP approval) to year-end 2001, 12,279 toilets have been replaced under the TRP. Refer to Appendix A for historical details on the TRP.

A full-time coordinator and support from a program assistant is required to administer the TRP. As a general rule, 10 percent of participating single family homes are randomly inspected to ensure only approved toilets are being installed. All owners of multi-unit dwellings who replace toilets under the program must submit to an inspection. The list below provides a breakdown of the number of participating households in 2001 and inspections conducted.

2001 TRP Household Count and Inspections Total participating single family households = 1,933 Total single family households inspected = 168 Percentage single family households inspected = 8.7%

Total participating multi-unit buildings = 133 Total mulit-unit buildings inspected = 133 Percentage multi-unit buildings inspected = 100%

Due to staff turnover, the launch of the Ayr Water Efficiency Program in November of 2001 and the resultant need to carry out inspections in Ayr, the percentage of single family households inspected for the regular TRP was slightly below the target 10 percent.

Industrial, Commercial and Institutional Efficiencies

The Region of Waterloo’s Industrial, Commercial and Institutional (IC&I) water efficiency program is referred to as SWEB, “Saving Water – It’s Everybody’s Business.” The program focuses on educating businesses and providing support for them to initiate water savings processes and activities.

During 2000, the Region signed memorandums of understanding with Toyota Motor Manufacturing Canada (TMMC) in Cambridge and Conestoga College of Applied Arts and Technology in Kitchener to assist with implementing water efficiency programs and sharing the information. The Region agreed to provide both staff time and paid consultant time to assist with water balance audits, employee education programs and water - 6 - E-WE-02-002 saving technology implementation. The project concluded in 2001 with both facilities realizing significant water savings.

The Cambridge Toyota manufacturing plant installed a wastewater recycling system using new “Zeeweed” membrane filtration technology in 2000 and was fully operational in 2001. TMMC invested $2 million to install the filtration system and the 2001 average water savings was, .09 MIGD or 149,336 m3 for the year; this represents a water recycling rate of 45 to 50 percent.

Conestoga College conducted an extensive water balance audit with a team of students and consultants, and implemented a variety of water savings initiatives. In addition to targeting plumbing leaks, the College converted to a glycol cooling system for air conditioner compressors in recreation facilities to save water. The estimated water savings are 6,685 m3 per year or .004 MIGD. - 7 - E-WE-02-002

Water Savings Estimates

The WEMP established a water efficiency target of 1.5 millions gallons per day (MIGD) or 6,802.74 m3 per day by the year 2009. The 1.5 MIGD reduction in projected water use represents a reduction of approximately four percent of projected 2009 average-day demand (approximately 36 MIGD). The WEMP also provides cumulative efficiency targets for each program on an annual basis to measure progress toward achieving the long term goal. The water savings target for 2001 is 2,284.93 m3 per day and the estimated actual savings per day achieved is 2,549.09, which is 264.16 m3 per day above the target. Table 1 below details the WEMP annual targets and estimated actual water savings from 1998 to 2001.

Table 1 - WEMP Estimates and Actuals - m3 Per Day* Program/Sector 1998 1999 2000 2001 Toilet Replacement Prog. Target m3/d 268.49 602.74 1,005.48 1,408.22 Toilet Replacement Progr. Actual**m3/d 274.26 801.64 1,125.89 1,573.68 Residential Public Awareness Target*** 0.00 109.59 328.77 547.95 Residential Public Awareness Actual 0.00 109.59 328.77 547.95 IC&I Education & Awareness Target 0.00 0.00 164.38 328.77 IC&I Education & Awareness Actual**** 0.00 0.00 170.99 427.46 Rain Barrel Program Actual***** 0.00 0.00 0.00 19.90 Total Target, m3 Per Day 268.49 712.33 1,498.63 2,284.93 Estimated Actual Total m3 Per Day 274.26 911.23 1,625.65 2,568.99 Target Million Imp. Gallons Per Day 0.06 0.16 0.33 0.50 Actual Million Imp. Gallons Per Day 0.06 0.20 0.36 0.57 * all targets/actuals are cumulative totals ** does not include 14,242 toilets replaced from ‘94 - ‘97 and associated savings *** WEMP assumption of 4% per household water savings per year (enhanced not included) **** year 2000, est. 40% of ongoing annual savings noted for 2001 (full implement’n) ***** 6053 rain barrels drained 6x/yr X 200L / 365 / 1000; no WEMP target set

It is important to note that the WEMP water savings targets approved in 1998 do not include potential savings from the enhanced water efficiency program elements implemented in 2001. These are primarily the rain barrel and increased public awareness campaigns. The WEMP estimates that the public awareness programs will help reduce residential water consumption, in general, by about four percent. Water savings from promotional activities is difficult to quantify directly and, therefore, the new promotion and education initiatives have not been directly quantified in Table 1.

Table 1 indicates that approximately 20 m3 per day of water is potentially being saved through rain barrel use. This estimate is a very conservative figure based on a 2001 Metroline Research Group survey of 200 purchasers of the Region barrels. The survey results indicated that respondents drained their 200-litre barrels from one to nine or more times during the summer of 2001, with the average being approximately six times per barrel. If a homeowner drained a single barrel six times for outdoor water use, and used that much less tap water, the total water savings would be 1,200 litres. Although more research is needed to measure the water saving benefits of rain barrels, it is clear that there is a big benefit in educational and promotion value, as well as the potential for other water saving behaviour changes as people become more aware of the need to be more water efficient around the home. - 8 - E-WE-02-002

The major water saving program, as shown in Table 1, is the Toilet Replacement Program. Cumulatively, there were 12,279 toilet replacements rebated through the program from 1998 to 2001, which represents water savings of over 1,573 m3 per day. This exceeds the WEMP target for 2001 by over 165 m3 per day. Table 2 below provides the cumulative toilet replacement numbers and water savings calculations from 1998 to 2001.

Table 2 - Toilet Replacements & Water Savings 1998 1999 2000 2001 Total cumulative # of Toilets 2,140 6,255 8,785 12,279 Total cumulative m3 /day water savings* 274.26 801.64 1,125.89 1,573.68 * 4flushes per toilet, per day X 12L per flush saved X 2.67 people per HH / 1000

The TRP has actually achieved much greater water savings if pre-1998 replacements are included in the calculation. As the table in Appendix A indicates, since its launch in 1994, at total of 26,521 toilets have been replaced, resulting in a savings of 3,404 m3 per day, or .75 MIGD.

OWWA Award For 2001 Programs

The Ontario Water Works Association (OWWA) presented the Region with an award for its outstanding, comprehensive water efficiency programs delivered in 2001. The award was announced and presented in May of 2002 during the the OWWA annual conference.

CORPORATE STRATEGIC PLAN:

The Region of Waterloo’s Water Efficiency Programs are consistent with the Strategic Plan goal of providing and enforcing strong, effective policies that ensure responsible and sustainable growth.

FINANCIAL IMPLICATIONS:

In 2001, the Region of Waterloo Water Efficiency Section consisted of a Manager, two Water Efficiency Coordinators, a Program Assistant, and a summer student. The Section falls within the Region’s Transportation and Environmental Services Department, Water Services Division. Ongoing salaries, benefits, communications costs (e.g. Environews), supplies and administration are financed through the general operating budget. A breakdown of the 2001 expenditures and actuals for water efficiency programs is detailed below. Unspent funds have been maintained in the Water Reserve Fund to finance future Water Efficiency initiatives.

Detail 2001 Budget 2001 Actual Toilet Replacement Program $209,000 $172,233 Grds. 2 & 8 Curricula $38,000 $31,381 SWEB (IC&I Efficiency Program) $50,000 $17,642 Rain Barrel Distribution $225,000 $211,696 Washing Machine Rebate Program $50,000 $ --- General Operating Budget $387,955 $292,184 Total $959,955 $725,136

OTHER DEPARTMENT CONSIDERATIONS: Nil

PREPARED BY: Steve Gombos, Manager, Water Efficiency - 9 - E-WE-02-002

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services E-WE-02-002

APPENDIX A-1

1994-2001 Toilet Replacement Program Summary - Cumulative Totals

Year 1994 1995 1996 1997 1998 1999 2000 2001 Total # of toilets 1782 2601 5348 4511 2140 4115 2530 3494 Total households participating 1093 2126 4826 4189 2011 3839 2313 2067 Average People Per Household 3 2.76 2.74 2.70 2.69 2.64 2.68 2.67 Homeowner toilets 1203 1992 1458 738 1332 1356 2280 Landlord toilets 923 3356 3053 1273 2507 957 1184 Rebate amount 25%* $75 $75/50 $50 $40 $40 $40 $40 Regional cost per toilet $173 $116 $89 $82 $52 $47 $63 $61 Average toilet cost $165 $163 $151 $154 $146 $156 $157 $172 Annual Water Savings m3/day** 256.61 344.58 703.37 584.63 276.32 521.45 325.46 447.79 Annual water savings (MIGD) .06 .07 0.15 0.13 0.06 0.11 0.07 0.10 Cumulative Water Savings m3/day*** - 580.66 1279.82 1845.76 2115.24 2597.38 2967.47 3404.19 Cumulative water savings (MIGD) - 0.13 0.28 0.41 0.47 0.57 0.65 .75 Toilets Replaced (cumulative) 1782 4,383 9,731 14,242 16,382 20,497 23,068 26,521

*Program paid for 25% of toilet cost plus installation - Elmira, St. Jacobs and Kitchener pilot prog. **Assumes 4 flushes per person, per toilet per day; 12 litres per flush savings X People Per Household Unit (PPU) / 1000 ***Total cum. toilets X water savings X PPU

Note: Planning and Works Assessment Data (from Municipal Property Assessment Corporation) indicates a total of 139,140 Region homes were built before 1996 and, at that time, contained 197,700 low-efficiency toilets. Homes built after 1996 were required under the Ontario Building Code to have 6-litre per flush toilets or better. E-WE-02-002

APPENDIX A-2

TOTAL REBATES - BY MUNICIPALITY

1994 1995 1996 1997 1998 1999 2000 2001 Total All Total 98-01

Cambridge 396 683 347 184 769 348 515 3,242 1,816

Kitchener 1,136 1,118 3,156 2,411 1,427 2,299 1,078 1,930 14,555 6,734

North Dumfries 5 15 9 6 34 9 38 116 87

Waterloo 787 1,262 1,593 404 844 919 837 6,646 3,004

Wellesley 16 27 18 7 22 9 11 110 49

Wilmot 70 170 84 73 89 78 67 631 307

Woolwich 646 209 35 49 39 58 89 96 1,221 282

TOTALS 1,782 2,601 5,348 4,511 2,140 4,115 2,530 3,494 26,521 12,279 Regional Municipality of Waterloo

TRANSPORTATION AND ENVIRONMENTAL SERVICES WATER SERVICES

To: Chair Tom Galloway and Members of the Report No: E-WE-02-003 Water Efficiency Advisory Committee File Code: C06-60/WEAC; E07-40/RB4886-01 Date: July 4, 2002 Subject: RAIN BARREL DISTRIBUTION PROGRAM 2002 PROGRAM REPORT AND 2003 RECOMMENDATIONS

RECOMMENDATION:

THAT Regional Council approve the purchase and distribution of 5,000 rain barrels in the Waterloo Region in 2003;

And that the distribution take place from three locations on one day, tentatively set for April 26, 2003. SUMMARY: Nil

REPORT:

This report will summarize the 2002 Rain Barrel Distribution program and make recommendations for the 2003 program. The Water Services Division has successfully completed the second year of a five-year residential rain barrel distribution program in Waterloo Region. A total of 25,000 rain barrels are to be distributed to residents at a subsidized cost of $20 each over the five years.

The rain barrel program supports two primary goals:

1. To reduce outdoor residential water use. 2. To increase public awareness about water efficiency.

On April 27, 2002 rain barrel distribution was again a big success. A total of 6,000 rain barrels were distributed in a few hours from Cambridge Centre Mall, Fairview Park Mall and Conestoga Mall. There were approximately 2,000 rain barrels at each of the three locations.

In 2001, a total of 6,053 rain barrels were distributed from three locations and the program was well received. The total number of rain barrels distributed over two years, therefore, is 12,053.

A 2001 survey revealed that Region residents like their rain barrels and are using them. The Water Services Division had a competitive, secure purchase contract with Forest City Models and Patterns, Inc. for an optional second year, and the company was retained to supply and distribute units in 2002. The Forest City Models Inc. contract in 2001 included both the supply of rain barrels and the staffing and logistical support to distribute them from three locations on one day. By capitalizing on the second year contract option, the Regional staff worked with Forest City to build on experience gained in year one and made the many small changes that contributed to an improved 2002 campaign. - 2 - E-WE-02-003

Utilizing comments from the Water Efficiency Advisory Committee (WEAC) and a survey of residents who picked up barrels, staff implemented the following successful improvements to the 2002 program: a. Replaced the Heidelberg Works Yard with Conestoga Mall in north Waterloo and replaced the Kitchener Memorial Auditorium with Fairview Park Mall in Kitchener to add parking space; b. Limited the number of rain barrels allowed per household to one each (two per household were allowed in 2001); c. Eliminate the waiting times for people who would not be able to purchase a rain barrel because they would be sold out before they reached the front of the lineup; d. Had the rain barrel day coincide with Earth Week to take advantage of cross-promotional opportunities.

The larger distribution locations in 2002 provided ample room for the distribution day activities and lots of parking space. Residents arriving too late to purchase a rain barrel also had the opportunity to view displays and other attractions inside the malls to alleviate any disappointment.

The rule of one barrel per household also helped to increase the number of households that obtained a rain barrel. Lineups went quickly as Regional staff checked identification and handed out forms. Forms handed out corresponded to the number of rain barrels at each location. When the forms were used up, there were no more barrels available and residents were informed by staff and through signage that the barrels were sold out. This eliminated numbering problems and allowed staff to know how many barrels were on the trucks at all times.

2003 Rain Barrel Distribution - Recommendations

Following on the success of the 2002 rain barrel program, it is recommended that the Region endorse a rain barrel distribution that is largely the same in 2003. The aim will be to distribute 5,000 high quality rain barrels at a subsidized cost of $20 each to Regional residents in a one-day event to be held tentatively on April 26, 2003.

The following is a list of recommendations for next year's program:

T Utilize the same locations as the 2002 programs for convenience, ample space, ample parking and better site control; T Have 5,000 rain barrels for distribution at the three locations;

The justification for the number of barrels recommended for 2003 is based on the following plan for the distribution of 25,000 rain barrels over five years. Since the program ends in 2005, staff have planned to have a higher number of rain barrels available in the first two years with a gradual reduction of numbers available toward the program's end.

2001 6,000 units 2002 6,000 units 2003 5,000 units 2004 4,000 units 2005 4,000 units TOTAL 25,000 units

Water Savings - 3 - E-WE-02-003

A 2001 survey revealed that Regional residents who obtained rain barrels during the 2001 program drained their rain barrels an average of approximately six times per season. Assuming that each barrel is emptied when full, that represents 200 litres per drainage multiplied by six, therefore each of the rain barrels accounted for a savings of approximately 1,200 litres per season.

Based on the overall distribution of 12,053 rain barrels over the past two years, staff deduced the following potential water savings:

200 litres per barrel 6 drains per season 1,200 litres of water saved per rain barrel

12,026 rain barrels distributed 1,200 litres of water saved per rain barrel 14,463,600 litres of water saved (approximately equivalent to filling 579 swimming pools)

CORPORATE STRATEGIC PLAN:

The rain barrel distribution program is part of the enhanced water efficiency program, and is consistent with the Strategic Plan goal of providing and enforcing strong, effective policies that ensure responsible and sustainable growth.

FINANCIAL IMPLICATIONS:

The 2002 rain barrel distribution cost a net total of $205,640 which is $89,360 less than the estimated total of $295,000. In summary, the net capital cost to purchase 6,000 rain barrels, less $20 each for the sale of the units was $183,874, advertising and promotion cost $21,266 and police coverage for all three distribution locations cost $500. The cost details are presented below:

2002 RAIN BARREL PROGRAM COST SUMMARY (Includes 3% G.S.T. rebate adjustment) Net Rain Barrels, distributed* $183,874.41 Newspaper $7,954.41 Advertisements Pennysaver $1,042.36 Advertisements Radio Advertisements $10,029.14 Posters/Flyers $1,165.63 Misc. Prizes/Promotion $1,074.42 Police Assistance (3 Officers) $500.00 TOTAL EXPENDITURES $205,640.37 APPROVED BUDGET $295,000.00 *6,000 barrels purchased less $120K revenue @ $20 ea.

A total of $225,000 in the Water Services capital budget is recommended to be allocated for the 2003 rain barrel distribution program. The allocation budgets for the purchase of up to 5,000 rain barrels and associated advertising and distribution costs. The net purchase costs and estimated promotion costs to distribute 5,000 rain barrels in 2003 will follow upon the selection of the successful bidder for the 2003 rain barrel contract.

OTHER DEPARTMENT CONSIDERATIONS: Nil - 4 - E-WE-02-003

PREPARED BY: Roger D'Cunha, Coordinator, Water Efficiency, Water Services Division

APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services