THIS MEETING WILL BE WEBCAST ON THE CITY’S PUBLIC YOUTUBE SITE (CITYWATERLOO) AND MAY BE TELECAST ON PUBLIC TELEVISION COUNCIL MEETING Monday, March 9, 2020 2:00 PM AGENDA Councillor Henry in the Chair 1. TERRITORIAL ACKNOWLEDGEMENT 2. MOMENT OF REFLECTION 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 4. APPROVAL OF MINUTES None 5. DELEGATIONS Council Workshop Council Meeting Page 1 of 158 March 9, 2020 a) Title: 2020-2022 Budget Process Debrief Page 8 Report No.: CORP2020-008 Prepared By: Filipa Reynolds Presentation: Filipa Reynolds; Director, Financial Planning and Deputy Chief Financial Officer Brad Witzel, Financial Analyst Recommendation: 1. That staff report CORP2020-008 be received as information. 6. CONSENT MOTION Recommendation: That consent motion items (a) and (b) be approved. a) Title: Annual Statement of Remuneration and Page 15 Expenses for Elected Officials Report No.: CORP2020-006 Prepared By: Rhonda Bell Recommendation: 1. That Council receive report CORP2020-006 as information. b) Title: Community Cash Grants 2020 Page 23 Report No.: COM2020-005 Prepared By: Beth Rajnovich Recommendation: 1. That Council receive report COM2020-005. 7. ITEMS REMOVED FROM THE CONSENT MOTION Council Meeting Page 2 of 158 March 9, 2020 8. STAFF REPORTS a) Title: Culture Plan Implementation Report Card Page 35 2019 Report No.: CAO2020-004 Prepared By: Erin Applebee Presentation: Erin Applebee, Cultural Planning Specialist Recommendations: 1. That Council approve report CAO2020-004. 2. That Council continue to champion local cultural development. b) Title: Collaborative Municipal Funding for Key Page 46 Cultural Institutions 2019/2020 Summary Report No.: CAO2020-005 Prepared By: Astero Kalogeropoulos Recommendations: 1. That report CAO2020-005 be received for information. 2. That staff be directed to undertake a comprehensive review of the Collaborative Municipal Funding process, in partnership with Municipal Cultural Partners and Key Cultural Institutions, to identify opportunities to continuously improve the process, with any recommended changes being presented to Council for consideration in advance of the 2021 annual report. Council Meeting Page 3 of 158 March 9, 2020 c) Title: Platinum Drive Extension and West Side Page 72 Employment Lands - Phase 1 & 2 Municipal Servicing Report No.: IPPW2020-018 Prepared By: Mike Lupsa Recommendations: 1. That IPPW2020-018 be approved. 2. That capital funding for the Platinum Drive Extension and West Side Employment Lands - Phase 1 & 2 Municipal Servicing in the amount of $8,208,000, funded $6,420,000 from the Industrial Land Reserve Fund - West Side Lands, $1,411,000 from the Development Charges Reserve Fund – Roads and $377,000 from the Development Charges Reserve Fund – Storm be approved as per the 2020-2022 approved capital budget ref #123. 3. That Council approves the award of tender RFT19-20 – Platinum Drive Extension and West Side Employment Lands - Phase 1 & 2 Municipal Servicing to iN4Structure Ltd. at the lowest submitted price of $8,065,335 plus non-recoverable HST in the amount of $141,950 for a total award value of $8,207,285. 4. That the Mayor and Clerk be authorized to sign the Agreement between The Corporation of the City of Waterloo and iN4Structure Ltd., and any other documents related to this project, subject to the satisfaction of the City Solicitor. d) Title: Request for Exemption Pursuant to Page 79 SS.45(1.4) of the Planning Act for 651 Colby Drive Report No.: IPPW2020-019 Prepared By: John Vos Recommendations: 1. That IPPW2020-019 be approved. 2. That Council declare by resolution that subsection 45(1.3) of the Planning Act shall not apply to 651 Colby Drive pursuant to subsection 45(1.4) of the Planning Act. Council Meeting Page 4 of 158 March 9, 2020 e) Title: Award of Tender RFT19-19 Roosevelt Page 84 Avenue Reconstruction Report No.: IPPW2020-021 Prepared By: Caroline Amyot Recommendations: 1. That IPPW2020-021 be approved. 2. That Council approves the award of RFT19-19 – Roosevelt Avenue Reconstruction to Oxford Civil Group Incorporated for the lowest submitted price of $2,845,332.70 plus unrecoverable HST in the amount of $50,077.86, for a total award value of $2,895,410.56. 3. That the Mayor and Clerk be authorized to sign the Agreement between the Corporation of the City of Waterloo and Oxford Civil Group Incorporated, and any other documents related to this project, subject to the satisfaction of the City’s Solicitor. f) Title: Microsoft Enterprise Licensing Agreement Page 91 Report No.: CORP2020-007 Prepared By: Teresa Soulliere Recommendations: 1. That Council approve Staff Report CORP2020-007. 2. That Council approve entering into a new three year agreement between CDW Canada and the City of Waterloo for the provision of the Enterprise Agreement with Microsoft. 3. That Council authorize the Mayor and City Clerk to sign the agreement and any related and future documents subject to the approval of the City Solicitor. COUNCIL MEETING WILL RECESS AND RECONVENE AT 6:30 PM 9. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Council Meeting Page 5 of 158 March 9, 2020 10. PUBLIC MEETINGS Formal Planning Meeting a) Title: Official Plan Amendment No. 25 and Zone Page 96 Change Application Z-18-18, Your Neighbourhood Credit Union Limited, for 164, 168 King Street South and 8 George Street Report No.: IPPW2020-015 Prepared By: Rita Szilock Ward No. Ward 7 – Uptown Presentation: Rita Szilock, Development Planner Delegations: 1. Trevor Hawkins, Senior Planner, MHBC Planning Recommendations: 1. That Council approve Staff Report IPPW2020-015. 2. That Council adopt Official Plan Amendment No. 25 (OPA25) as set out in Section 8 of IPPW2020-015. 3. That Council request that the Regional Municipality of Waterloo approve Official Plan Amendment 25 (OPA25). 4. That Council approve Zone Change Application Z-18-18, Your Neighbourhood Credit Union, for 164, 168 King Street South and 8 George Street, in accordance with Section 8 of Staff Report IPPW2020-015. 11. CONSIDERATION OF NOTICE OF MOTION GIVEN AT PREVIOUS MEETING None 12. NOTICE OF MOTION None 13. COMMUNICATIONS AND CORRESPONDENCE None Council Meeting Page 6 of 158 March 9, 2020 14. UNFINISHED BUSINESS None 15. QUESTIONS 16. NEW BUSINESS 17. ENACTMENT OF BY-LAWS Recommendation: That the By-laws listed below be read a first, second and third time and finally passed, numbered sequentially commencing with By-law Number 2020-013 and that the Mayor and Clerk be authorized to sign them accordingly. a) By-law establishing (widening) a public highway in the City of Waterloo known as Albert Street. (SP-1905, April 23, 2019) b) By-law to confirm all actions and proceedings of Council, March 9, 2020 – Regular 18. ADJOURNMENT Council Meeting Page 7 of 158 March 9, 2020 STAFF REPORT Finance Title: 2020-2022 Budget Process Debrief Report Number: CORP2020-008 Author: Filipa Reynolds Meeting Type: Finance & Strategic Planning Committee Meeting Council/Committee Date: March 9, 2020 File: N/A Attachments: N/A Ward No.: City-wide Recommendation: 1. That members of Council provide individual feedback on the 2020-2022 budget process as described within CORP2020-008 to influence future budget processes. A. Executive Summary Staff welcome feedback from Council on what further improvements can be made to enhance future budget process. Council members will be asked to answer questions posed in the body of this report (CORP2020-008) live and in person at the Council meeting on March 9, 2020. B. Financial Implications None C. Technology Implications None D. Link to Strategic Plan Corporate Excellence E. Previous Reports on this Topic Previous Year’s report: CORP2019-018 2019 Budget Process Debrief Council Meeting Page 8 of 158 March 9, 2020 2020-2022 Budget Related reports: Corporate reports CAO2019-031 Efficiencies and Continuous Improvement Efforts CAO2019-040 Strategic Plan Implementation Update CORP2019-025 Capital Budget and Capital Overhead Policy Updates CORP2019-060 Reserves and Reserve Funds Annual Update CORP2019-061 2020 to 2022 Budget Strategy Update CORP2019-070 Development Charge Background Study and Update CORP2019-075 Long Term Financial Plan - Update CORP2019-080 Early Approval of Capital Projects CORP2019-081 Development Charge Update - Formal Public Meeting CORP2019-085 2020 Annual Debt and Financial Obligation Limit Calculation CORP2019-088 2020 to 2022 Budget Summary CORP2020-001 Routine Capital Projects CORP2020-004 2020 to 2022 Draft Budget Survey Results Department rate or fees and charges reports CAO2019-020 Office of CAO - Ec Dev and Legal Fees and Charges 2020 to 2022 CAO2019-022 Parking Rates 2020 COM2019-020 Cemetery Services 2020 Fee Adjustments COM2019-023 Community Services Fees and Charges 2020 to 2022 COM2019-024 Rental Housing and Business Licensing Fee and Charges Report CORP2019-040 Corporate Services 2020 to 2022 Fees and Charges IPPW2019-037 Building Standards Fees and Charges 2020 IPPW2019-038 IPPW 2020 to 2022 Fees and Charges IPPW2019-069 City Utilities 2020 Rates Release IPPW2020-001 City Utilities 2020 Rates F. Approvals Name Signature Date Author: Filipa Reynolds Director: Filipa Reynolds Commissioner: Keshwer Patel Finance: Filipa Reynolds CAO Council Meeting Page 9 of 158 March 9, 2020 2020-2022 Budget Process Debrief CORP2020-008 The City of Waterloo is committed to developing budgets that strike a balance between being fiscally responsible while also delivering services and programs that provide value to the community. The budget is developed in alignment with Council’s strategic plan, which is the guiding document that influences budget priorities. Through a carefully planned city budget, Waterloo delivers valuable services and programs to residents. Throughout the budget process, Council considers and balances many competing needs and evaluates a variety of services/programs and projects that are often complex, to ensure alignment to the strategic plan. To enable Council’s review and evaluation, staff publish reports and deliver presentations over an eight month period (see Section E/page 2 of this report).