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Home My WebLink AboutJune 11, 2012 Citq of = Executive Committee Meeting Minutes - Monday, June 11, 2012 7:30 pm - Council Chambers Chair: Councillor Pickles Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer E. Buntsma - Director, Community Services G. Paterson - Director, Corporate Services & Treasurer P. Bigioni - City Solicitor B. Douglas - Fire Chief D. Shields - City Clerk K. Senior - Manager, Accounting Services M. Gadzovski - Senior Water Resources & Environmental Engineer A. Mostert - Coordinator, Landscape & Park Design (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations a) Paula Jesty, Deloitte & Touche LLP Director, Corporate Services & Treasurer, Report CST 18-12 2011 Year End Audit Paula Jesty, Deloitte &Touche appeared before the Committee to provide an overview of the 2011 year end audit report. She provided a summary of the findings and noted the focus areas, stating tangible capital assets were new areas in the last two years. A brief question and answer period ensued with staff responding. 1 cis 4 Executive Committee _ _ ' Meeting Minutes Monday, June 11, 2012 7:30 pm - Council Chambers Chair: Councillor Pickles b) Centennial College Re: Continuing Education Opportunities Michael Vourakes, Dean of the School of Business and Nate Horowitz, Dean of the School of Communication, Media and Design, appeared before the Committee on behalf of Centennial College. They provided information with respect to the possibilities of continuing education options available to the City of Pickering through their joint campus with Durham College at the Pickering Town Centre. Lori Bursey, Manager, Corporate Training for the College was also in attendance. A question and answer period ensued with respect to programs, student numbers and course options. c) Toronto and Region Conservation Authority Re: Urban Forest Study Report CS 20-12 Meaghan Eastwood, Ecology Division, Toronto and Region Conservation Authority, appeared before the Committee to present the findings of the Urban Forest Study report. She noted this was a joint initiative between the City of Pickering and TRCA. Through the aid of a power point presentation, she provided background information and explained the methodology for strategic urban forest planning and management. She outlined the urban forest structure and function, providing details on tree size, density and species as well as forest function regarding carbon storage, emissions and annual energy savings. She also provided details with respect to City-wide management plan criteria, noting outreach education is critical to urban forest management. A question and answer period ensued with respect to the next steps, timing, invasive species and funding requirements. (II) Matters for Consideration 1. Director, Corporate Services & Treasurer, Report CST 18-12 2011 Year End Audit Recommendation Moved by Councillor McLean Seconded by Councillor O'Connell 1. That Report CST 18-12 of the Director, Corporate Services & Treasurer be received; 2 • City 0¢7 Executive Committee Meeting Minutes -��ik Monday, June 11, 2012 • 7:30 pm - Council Chambers Chair: Councillor Pickles 2. That the Year-end Communication Report as submitted by Deloitte & Touche - LLP be received for-information; and, 3. That the 2011 draft Audited Consolidated Financial Statements for the City of Pickering be approved. Carried • 2. Director, Community Services; Report CS 17-12 Tender No. T-10-2012 -Tender for East Shore Community Centre Parking Lot Improvements Recommendation • Moved by Councillor O'Connell - Seconded by Councillor Dickerson 1.. That Report CS 17-12 of the Director, Community Services regarding Tender No. T-10-2012 for the East Shore Community Centre Parking Lot Improvements . be received; 2. That the proposed works under Tender No. T-10-2012 is to include East Shore Community Centre-west side, parking lot reconstruction and drainage improvements; 3. That Tender No. T-10-2012 submitted by Wyndale Paving Company Limited in the total tendered amount of $217,700.83 (HST included) and a net cost of $196,046.34 be accepted; 4. That the total gross project cost of$244,821 (HST included) and a net project cost of$220,469 (net of HST rebate) including the total tendered amount and- other associated costs be approved; 5. • That Council authorize the Director, Corporate Services& Treasurer to finance • • the project as follows: • a) the sum of$200,000 as.provided for in the 2012 Capital Budget be-increased to $220,000 and be financed through the issuance of.debentures by the Regional Municipality of Durham for a period not to exceed five years, at a rate to be determined; • b) the balance sum of$469 be funded from property taxes; 3 cal/ e4 Executive Committee Meeting Minutes 0011014�� Monday, June 11, 2012 7:30 pm - Council Chambers Chair: Councillor Pickles c) that the annual repayment charges in the amount of approximately $47,350 be included in the annual Current Budget for the City of Pickering commencing in 2013, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; 6. That the draft by-law attached to this report be enacted; and 7. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Carried 3. Director, Community Services, Report CS 20-12 Urban Forest Study Recommendation Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report CS 20-12 of the Director, Community Services regarding the Urban Forest Study be received; 2. That the City of Pickering Urban Forest Study—Technical Report, be received by Council for information; 3. That City staff be authorized to commence the preparation of a request for proposals, and investigate costs related to consulting services for the preparation of a city-wide Urban Forest Management Plan; 4. That staff be directed to include a request for funding in the 2013 Current Budget for the purpose of retaining a consultant to assist in the preparation of a city-wide Urban Forest Management Plan; and 5. Further that a copy of this report be forwarded to the Toronto and Region Conservation Authority for their information. Carried 4. Director, Community Services, Report CS 21-12 Amberlea Creek Erosion Control Environmental Assessment 4 cat' oO Executive Committee Meeting Minutes 410-MK Monday, June 11, 2012 7:30 pm - Council Chambers Chair: Councillor Pickles Recommendation Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report CS 21-12 of the Director, Community Services, regarding the Amberlea Creek Erosion Control Environmental Assessment be received; 2. That the Toronto and Region Conservation Authority be authorized to assume a leadership role in the partnership with the City of Pickering to undertake the project; 3. That the proposal from Toronto and.Region Conservation Authority for services related to the Amberlea Creek Erosion Control Environmental Assessment, in a gross amount of $532,334 and a net project cost of$479,383 including net HST, disbursements, and a 15% contingency be approved; 4. That the Director, Corporate Services & Treasurer be authorized to fund the above mentioned project through a transfer from: a) the Development Charges Reserve Fund — Stormwater in the amount of $57,526; b) the DC-City's Share Reserve in the amount of$421,857; 5. That a report be presented to Council upon completion of the Class Environmental Assessment; and, 6. Further that appropriate City of Pickering staff be authorized to enter into any agreements to give effect hereto. Carried 5. Director, Community Services, Report CS 23-12 _ No Parking By-law, Sandstone Manor -Amendment to By-law 6604/05 Recommendation Moved by Councillor O'Connell Seconded by Councillor Dickerson • 1. That Report CS 23-12 of the Director, Community Services regarding the installation of No Parking Zones on Sandstone Manor, and a proposed 5 cis c? Executive Committee _- � Meeting Minutes l iSAWV E Monday, June 11, 2012 7:30 pm - Council Chambers Chair: Councillor Pickles amendment to the municipal traffic and parking by-law 6604/05 be received; and 2. Further that the attached draft by-law be enacted to amend Schedule "2" to By- law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to address parking concerns on Sandstone.Manor. Carried 6. Director, Community Services, Report CS 24-12 Tender No. T-17-2012 -Tender for School Crossing Guard Program Recommendation Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report CS 24-12 of the Director, Community Services regarding Tender T- 17-2012 for the administration, supply and service of the School Crossing Guard Program be received; 2. That Tender No. T-17-2012 submitted by Staffing Services in the total tendered amount of$1,356,000 (HST included) with a net project cost of $1,221,120 be approved for the three year period from September 2012 to June 2015, subject to the annual review and extension to the contract by the Manager, Supply & Services; 3. Further that the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 7. Director, Community Services, Report CS 27-12 Supply & Delivery of one 41,000 LB. GVW Dump Truck -Quotation No. Q-13-2012 Recommendation Moved by Councillor O'Connell Seconded by Councillor Dickerson 6 Ctq o4 Executive Committee Meeting Minutes -1.-- -1 Monday, June 11, 2012 7:30 pm Council Chambers Chair: Councillor Pickles 1. That Report CS 27-12 of the Director, Community Services regarding the supply and delivery of one 41,000 LB. GVW Dump Truck be received; 2. That Quotation No. Q-13-2012, as submitted by Scarborough Truck Centre Inc. for the supply and delivery of one 41,000 LB. GVW Dump Truck in the amount of $187,758 (HST extra) be accepted; 3. That the total gross purchase cost of$213,297 and a net purchase cost of $192,081 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows as provided for in the 2012 Capital Budget; a) the sum of$190,000 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five years, at a rate to be determined; b) that the balance of$2,081 plus issuing costs be funded from property taxes; c) that the financing and repayment charges in the amount of approximately $41,000 be included in the annual Current Budget for the City of.Pickering. commencing in 2013 and continuing thereafter until the loan is repaid; d) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms; conditions or take any actions necessary in order to effect the foregoing; and 5. That the draft by-law attached to this report be enacted; and 6. Further that the appropriate City of Pickering Officials be authorized to take necessary action to give effect. Carried 8. Director, Corporate Services & Treasurer, Report CST 17-12 Development Charges —Annual Indexing Recommendation . Moved by Councillor O'Connell Seconded by Councillor Dickerson 7 Carl o0 == Executive Committee -Athi `' Meeting Minutes 1� ri Clt Monday, June 11, 2012 7:30 pm - Council Chambers Chair: Councillor Pickles 1. That Report CST 17-12 of the Director, Corporate Services & Treasurer be received; 2. That effective July 1, 2012 as provided for in Section 16 of By-law 6978/09, the Development Charges referred to in Sections 6 and 11 of that By-law be increased by 3.3 percent; and, 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. Carried 9. Director, Corporate Services & Treasurer, Report CST 19-12 2012/2013 Property and Liability Insurance Renewal Recommendation Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report CST 19-12 of the Director, Corporate Services & Treasurer be received; 2. That the City of Pickering renew its property, liability and other insurance policies through the Frank Cowan Company for the period July 1, 2012 to June 30, 2013 in the amount of$790,690.92 (includes applicable taxes) and inclusive on terms and conditions acceptable to the Director, Corporate Services & Treasurer; 3. That L.V. Walker & Associates be confirmed as the City's Adjuster of Record for property, liability and other insurance and related matters; 4. That the Director, Corporate Services & Treasurer, as part of the Risk Management Program, be authorized to continue the Deductible Program, including entering into the attached Claims Handling Agreement, through the Insurance Adjuster L.V. Walker & Associates, and the Frank Cowan Company and further, that the Director, Corporate Services & Treasurer or the Manager, Finance & Taxation be authorized to settle any claims including any adjusting and legal fees where it is in the City's interest to do so; 5. That the Director, Corporate Services & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary in order to limit 8 Cal, oi) Executive Committee €' 'II'-' Meeting Minutes Monday, June 11, 2012 7:30 pm - Council Chambers Chair: Councillor Pickles. potential liability exposure and to protect the assets of the City and it's elected officials and staff; and, 6. That the appropriate officials be authorized to take the necessary actions to give effect thereto. Carried (IV) Adjournment • The meeting adjourned at 8:35 pm. 9