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HomeMy WebLinkAboutDecember 9, 2013 Cry e4 = Council Meeting Minutes Monday, December 9, 2013 Mal INIX 7:00 PM - Council Chambers Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor, (Acting) City Clerk M. Carpino - Director, Culture & Recreation R. Holborn - Director, Engineering & Public Works T. Melymuk - Director, City Development S. Karwowski - Division Head, Finance &Treasurer B. Douglas - Fire Chief J. Hagg - Deputy Fire Chief D. Selsky - Manager, Capital Projects & Infrastructure C. Kong - Senior Financial Analyst— Capital & Debt Management J. Robertson - Senior Financial Analyst L. Roberts - Committee Coordinator (II) Invocation Mayor Ryan called the meeting to order and led Council in the saying of the. Invocation. A moment of silence was observed to honour the passing of Nelson Mandela. . (III) Disclosure of Interest No disclosures of interest were noted. 1 oo Council Meeting Minutes A . I1 December 9, 2013 N I� 7:00 PM - Council Chambers (IV) Adoption of Minutes Resolution #147/13 Moved by Councillor Dickerson Seconded by Councillor Rodrigues In Camera Council Meeting Minutes, November 18, 2013, as amended Council Meeting Minutes, November 18, 2013 Joint PD & Executive Committee Minutes, December 2, 2013 Special Council Meeting Minutes, December 4, 2013 Special In Camera Council Meeting Minutes, December 4, 2013 Carried Resolution # 148/13 • Moved by Councillor Dickerson Seconded by Councillor O'Connell That the rules of procedure be suspended in order to change the order of business to bring . forward Report FIN 29-13 to be heard as the first item. Carried 2. Director, Corporate Services & City Solicitor, Report FIN 29-13 2013 Development Charges Background Study Resolution #149/13 Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report FIN 29-13 of the Director, Corporate Services & City Solicitor be received as.amended; 2. That the Development Charges Background Study (Background Study) dated October 25, 2013, as amended, prepared by Watson &Associates Economists Ltd. as required under Section 10(1) of the Development Charges Act, 1997 (DC Act) be approved; 2 Calf 00 _ Council Meeting Minutes ""'_�''-'' Monday, December 9, 2013 a/ttlit 7:00 PM - Council Chambers 3. That the Residential Development Charges for the unit types as included in Table 1 below be approved to be imposed on a uniform basis effective January 1, 2014: Table 1 City of Pickering Development Charges Per Residential Dwelling Unit by Type Effective January 1, 2014 Apt. Apt. Dwellings Dwellings Single or with 2 or with Less Semi- More than 2 Other Service Detached Bedrooms Bedrooms Dwellings Development— related Studies 182 96 71 144 Fire 599 317 233 475 Parks Development &Trails 1,645 870 638 1,305 Indoor Recreation Facilities 3,427 1,812 1,328 2,718 Library 825 436 320 654 Operations Facilities & 552 292 215 437 Vehicles Transportation — - Seaton - - - - - Rest of Pickering 5,072 2,682 1,968 4,023 Stormwater Management 387 204 150 307 Total - Seaton 7,617 4,027 2,955 6,040 - Rest of Pickering 12,689 6,709 4,923 10,063 4. That the Non-Residential (Commercial, Industrial and Institutional) Development Charge be approved to be imposed on a uniform basis, as set out in Table 2 effective January 1, 2014; 3 a1 Council Meeting Minutes Monday, December 9, 2013 11112 ~�u�� 7:00 PM - Council Chambers Table 2 City of Pickering Development Charges Non-Residential Charges Effective January 1, 2014 Non-residential per Prestige Employment • Sq. Ft. of Total Floor Land in Seaton per Net Service Area * Hectare Development— related Studies 0.08 2,508 Fire • 0.26 8,119 - Parks Development &Trails 0.14 4,235 Indoor Recreation Facilities 0.28 8,826 Library 0.07 2,123 Operations Facilities &Vehicles 0.24 7,437 Transportation — - Seaton - Rest of Pickering 2.50 - Stormwater Management 0.17 5,453 Total Seaton 1.24 38,701 - Rest of Pickering 3.74 N/A * Does not apply to prestige employment land in Seaton 5. That the Background Study, inclusive of the proposed capital programs contained within it, be approved as an indication of Council's intention to ensure that increases in the need for services attributable to anticipated development are met, in accordance with paragraph 3 of subsection 5(1) of the DC Act. 4 Cif,/ cie Council Meeting Minutes Monday, December 9, 2013 ABIWN 7:00 PM - Council Chambers Indexing 6. That the Division Head Finance &Treasurer be directed that residential and non- residential Development Charges shall be indexed annually on July 1 each year, commencing in 2015, by applying the annual change in the Statistics Canada Quarterly "Construction Price Statistics" to March 31 of each year; Exemptions 7. That all exemptions be as required under the DC Act and as defined in the proposed By-law; Transition Provision 8. That the development charge applicable to any complete permit applications received prior to January 1, 2014 and issued by April 1, 2014 will be based on the rate that applied immediately prior to January 1, 2014; Administration 9. That the City continue the Reserve established for the City's share (ie. the non- development charge portion) of the costs of services included in the Development Charges Study and that contributions be included in the Annual Current Budget for consideration by Council; 10. That the Development Charges By-law originally proposed in the October 25, 2013 Background Study has been modified since the public meeting on November 11, 2013, but that Council confirms that no further public meeting under section 12 of the Development Charges Act, 1997 is necessary as a result; 11. That the City Clerk be instructed to undertake the By-law passage notification requirements in accordance with the DC Act and O.Reg 82/98; 12. That the Development Charges By-law attached to this report be approved, as amended; 13. That professional fees incurred in 2013 in relation to the Seaton Development area in the amount of$300,000 be funded as follows: a) The sum of $283,725 from the Development Charges (DC)-Studies Reserve Fund; b) The sum of$16,275 from property taxes; and 14. That the appropriate staff of the City of Pickering be authorized to give effect thereto. 5 City 00 Council Meeting Minutes _ '= = Monday, December 9, 2013 N��intgar 7:00 PM - Council Chambers Carried Unanimously (V) Delegations 1. Pam Veinotte, Parks Canada Pam Veinotte, Field Unit Superintendent, Rouge National Urban Park, appeared before Council to provide an update on the Rouge National Urban Park. She noted much has been accomplished, and outlined some of the strategies being considered in order to integrate their objectives into the management plan. She also explained how this would progress from the current park to a National Park, explaining what this means to Pickering. She noted that no other place in Canada could have such a protected area. She also informed Members that the City of Pickering will continue to be involved in the planning process. Ms. Veinotte outlined enhanced opportunities for engagement, conservation, volunteerism and stewardship as well as the trail network connections. A question and answer period ensued. The delegation responded to questions raised regarding land transfers and how the trail will work in the area of Twyn Rivers. Members questioned the existing infrastructure and the connectability between the City of Toronto and Pickering, and whether the Park would be proactive on the need for infrastructure in this area. Members also questioned the airport lands and private interests as well as the reporting structure. 2. Renuka Swaminathan Re: Tamil Heritage Month Renuka Swaminathan appeared before Council and introduced students from Donald A. Wlilson School, who appeared before Council to outline the activities and events taking place in Durham Region. Information was also provided on the traditions of the Tamil Cultural Society of Durham and the importance of preserving their culture for future generations. Invitations were extended to attend their cultural event being held at the Pickering Town Centre on Saturday, January 25. The City of Pickering has proclaimed January, 2014 as Tamil Heritage Month. A question and answer period ensued. 3. Ian Cumming Ian Cumming, 828 Helen Crescent, Pickering, appeared before Council in support of the Notice of Motion regarding Council expenses and withdrew his delegation. 6 II Cis 00 Council Meeting Minutes Monday, December 9, 2013 I4111([ 7:00 PM - Council Chambers Councillor O'Connell noted her concerns for the current process of including correspondence received in the agenda, and stated that she would be requesting that a review of this process be undertaken. (VI) Committee Reports a) Report JT 2013-08 of the Joint Planning & Development and Executive Committee 3. Director, Engineering & Public Works, Report ENG 17-13 School Zone No Stopping Restrictions Amendment to By-law 6604/05 Council Decision 1. That Report ENG 17-13 of the Director, Engineering & Public Works regarding a proposed amendment to the municipal traffic by-law (By-law 6604/05) for the removal and addition of stopping restrictions around schools be received; 2. That the attached draft by-law be enacted to amend Schedule "1" to By-law 6604/05 to provide for the regulation of stopping on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to remove stopping restrictions on streets in the vicinity of three catholic schools that have been closed, and to address parking and stopping concerns on Oklahoma Drive between Eyer Drive and Hillcrest Road. • 4. Director, Engineering& Public Works, Report ENG 20-13 Don Beer Memorial Park— New Park Development Tender No. T-19-2013 Council Decision 1. That Report ENG 20-13 of the Director, Engineering & Public Works regarding Tender No. T-19-2013 for the Don Beer Memorial Park— New Park Development be received; 2: That Tender No. T-19-2013 as submitted by Melfer Construction Inc. in the total tendered amount of$1,091,572.09 (HST included) be accepted; 3. That the total gross project cost of$1,298,125.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $1,169,002.00 (net of HST rebate) be approved; 4. That Council authorizes the Division Head, Finance &Treasurer to finance the project in the amount of$1,169,002.00 as follows: 7 Ciu 00 _ Council Meeting Minutes Monday, December 9, 2013 1N 3I [ 7:00 PM - Council Chambers 5. The sum of$996,132.00 to be funded by a contribution from the Ontario Ministry of Transportation; 6. The sum of$170,000.00 to be financed by an internal loan for a period not exceeding ten years; 7. The sum of$2,870.00 to be funded from property tax; 8. That the repayment charges in the amount of approximately $20,440.00 be included in the annual Current Budget for the City of Pickering commencing in 2014 and continuing thereafter until the loan is repaid; and 9. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 5. Director, Engineering & Public Works, Report PW 07-13 Antenna Site Agreement Custom Communications Ltd. Council Decision • 1. That Report PW 07-13 of the Director, Engineering & Public Works regarding an Antenna Site Agreement with Custom Communications Ltd. be received; 2. That the Mayor and City Clerk be authorized to execute a lease agreement for tower antenna space with Custom Communications Ltd. for a five-year term with the option to renew for four additional five year terms. 6. Director, Corporate Services & City Solicitor, Report FIN 24-13 Section 357/358 of the Municipal Act—Adjustment to Taxes Council Decision 1. That Report FIN 24-13 of the Director, Corporate Services & City Solicitor be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. 8 Cluj = Council.Meeting Minutes Monday, December 9, 2013 _ 7:00 PM - Council Chambers 7. Director, Corporate Services & City Solicitor, Report FIN 25-13 2014 Interim Spending Authority Council Decision 1. That Report FIN 25-13 from the Director, Corporate Services & City Solicitor be received; 2. That the 2014 Interim Operating Expenditures be approved at 50% of the prior year's budget, including adjustments, as contained.in Attachment 1, pending approval of the formal 2014 Current Budget by Council; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 8. Director, Corporate Services & City Solicitor, Report FIN 26=13 2013 Temporary Borrowing By-law Council Decision 1. That Report FIN 26-13 from the Director, Corporate Services & City Solicitor be received; 2. That the temporary borrowing limit to meet 2014 current expenditures pending receipt of taxes and other revenues be established at $39,000,000 for the period January 1, 2014 to September 30, 2014 inclusive, and $19,000,000 thereafter until December 31, 2014;. 3. That the temporary borrowing limit for capital purposes for 2014 be established at $55,000,000; 4. That the attached draft by-law providing for the temporary borrowing of monies, be enacted; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 9. Director, Corporate Services & City Solicitor, Report FIN 27-13 2014 Property and Liability Insurance Renewal Council Decision 9 Cat' 00 A Council Meeting Minutes Monday, December 9, 2013 WOMANIZE 7:00 PM - Council Chambers 1. That Report FIN 27-13 of the Director, Corporate Services & City Solicitor regarding the 2014 property and liability insurance_renewal be received; 2. That the proposal No RFP-13-2013 submitted by Jardine Lloyd Thompson Canada Inc. (JLT) for general insurance and risk management services for the period January 1, 2014 to December 31, 2014 in the amount of$624,503 (plus applicable taxes) be accepted; 3. That the insurance coverage through JLT be for a period of one (1) year with an option in favour of the City to extend the coverage on the same terms and conditions for four (4) consecutive one year renewal terms, each subject to Council approval; 4. That L.V. Walker &Associates be confirmed as the City's Adjuster of Record for property, liability and other insurance and related matters; 5. That the Division Head, Finance &Treasurer be authorized to settle any claims including any adjusting and legal fees, where it is in the City's interest to do so; 6. That the Division Head, Finance & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary to limit potential liability exposure and to protect the assets of the City and its elected officials and staff; and, 7. That the appropriate officials be authorized to take the necessary actions to give effect thereto. • 10. Director, Corporate Services & City Solicitor, Report FIN 28-13 Awarding of Contract for Property Tax Software Implementation Council Decision 1. That Report FIN 28-13 of the Director, Corporate Services & City Solicitor regarding the awarding of a contract for property tax software implementation be received; 2. That, pursuant to Purchasing Policy Sections 09.09 and 09.10, Council award the contract for the City's new Property Tax Software, including licence and implementation, to the Corporation of the City of Mississauga, on terms satisfactory to the Treasurer and to the Director, Corporate Services & City Solicitor; 10 Car 0,4 Council Meeting Minutes Ian Monday, December 9, 2013 ���� NIK 7:00 PM - Council Chambers 3. That the total gross Property Tax Software project cost of$299,450 (HST included) and $269,664 (net of HST rebate) be approved; 4. That the Mayor and the City Clerk be authorized to execute the said contract; and, 5. That the appropriate officials be authorized to take the necessary actions to give effect thereto. Resolution #150/13 • Moved by Councillor Dickerson Seconded by Councillor Pickles • That Report JT 2013-08 of the Joint Planning & Development and Executive Committee meeting held on December 2, 2013 be adopted, save and except Item Nos. 1 and 2. . Carried 1. Director, City Development, Report PLN 23-13 Zoning By-law Amendment Application A 7/12 Almont Homes Inc. Part of Lot 30, Concession 1 and Block 137, 40M-1418 1799 Rosebank Road and southerly portion of 1716 Broadoak Crescent. Discussion period took place with respect to property maintenance and construction timelines. Resolution # 151/13 Moved by Councillor Dickerson Seconded by Councillor Pickles - . • 1. That Zoning By-law Amendment Application A 7/12, submitted by Almont Homes Inc., to amend the zoning of the subject lands to site specific "S1" and "S3" zones in order to facilitate the creation of four lots, a part block and the extension of Broadoak Crescent on lands being Part of Lot 30, Concession 1 and Block 137, 40M-1418, be endorsed as outlined in Appendix Ito Report PLN 23=13, and that staff be authorized to finalize and forward the implementing Zoning By-law Amendment to Council for enactment; and 11 Cliq Council Meeting Minutes Monday, December 9, 2013 fiC ONEK 7:00 PM - Council Chambers 2. Further, that the request made by Almont Homes Inc. to permit the division of the lands being Part of Lot 30, Concession 1 and Block 137, 40M-1418 through land severance rather than by draft plan of subdivision, be approved. Carried 2. Director, City Development, Report PLN 27-13 Draft City of Pickering Protocol for Radiocommunication and Broadcasting Antenna Systems (Cell Tower Protocol) Discussion period took place with clarification being provided as required. It was questioned whether the language is broad enough to allow for the inclusion of an increased radius during the pre consultation period. Members also questioned, whether procedures were in place in the event the applicant does not follow protocol, or if an applicant wishes to add onto a tower as well as how much time Council would be given to consider applications. Staff were requested to look into the creation of a Cell Tower Committee during the next term of Council. Resolution # 152/13 Moved by Councillor Dickerson Seconded by Councillor Pickles 1. That Report PLN 27-13 of the Director, City Development, regarding the Draft City of Pickering Protocol for Radiocommunication and Broadcasting Antenna Systems (Cell Tower Protocol), be received; and 2. Further, that City Council authorize staff to initiate circulation of the Draft City of Pickering Radiocommunication and Broadcasting Antenna System Protocol (Cell Tower Protocol), as set out in Appendix Ito Report PLN 27-13, to the public, industry representatives and other stakeholders to seek their comments and prepare a recommended protocol for Council's consideration in February, 2014. Carried Unanimously on a Recorded Vote (VII) New and Unfinished Business 1. Director, Engineering & Public Works, Report ENG 21-13 Asset Management Plan.for Roads and Bridges A brief discussion period ensued with regards to the consideration for the adoption of a special levy for roads and bridges as opposed to incorporating this into the budget process. 12 ,54 Council Meeting Minutes . '� Monday, December 9, 2013 7:00 PM - Council Chambers Resolution #153/13 Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report ENG 21-13 of the Director, Engineering & Public Works and Division Head, Finance &Treasurer regarding the Asset Management Plan For Roads and Bridges be received; 2. That Council endorse the Asset Management Plan for Roads and Bridges as prepared by Watson &Associates Economists Ltd. arid RJ Burnside and Associates Limited, dated November 28, 2013; 3. That staff be directed to use the Asset Management Plan as a tool to guide the decision-making process for levels of service, annual operating and capital budget preparation, capital forecasting, and managing the asset inventory for roads and bridges; 4. That Council direct staff to include the following programs in the 2014 Draft Current Budget: $35,000 for a bridge washing program and $50,000 for the implementation of a crack seal roads repair program; 5. That consideration be given to-adopt a 1% roads and bridge special levy each - year during the next term of office; 6. That the Asset Management Plan be reviewed, refined and updated on an ongoing basis, as improvements and expansions to the assets are realized, and as the needs and priorities of the City's infrastructure change; and . 7. That appropriate officials of the City of Pickering be given authority to give effect thereto. Carried Unanimously on a Recorded Vote (VIII) Notice of Motion a) Council Expenses — Monthly Reporting Resolution # 154/13 Moved by Councillor McLean Seconded by Councillor O'Connell 13 Ca o0 Council Meeting Minutes Monday, December 9, 2013 ItS til[ 7:00 PM - Council Chambers A detailed discussion period ensued with Members posing various questions regarding the process with respect to staff resources, any associated costs as well as the protection of personal information. It was noted that the current policy is reviewed at the beginning of each term of Council. Whereas Council have discretionary accounts to cover expenses incurred while conducting business on behalf of the City, as prescribed under the Council Compensation Policy ADM 190; and Whereas in the interest of accountability and transparency, expense information for Council expenses should be easily accessible to all members of the public; and Whereas at this time, the City of Pickering reports Council expenses on an annual basis to the public through a report to Council; however, this report only shows total costs incurred and does not provide specific expense breakdowns; and Whereas all expense details submitted by Members of Council are public record, and therefore a member of the public should not have to make a request to the City Clerk to be provided expense details. Many municipalities and political parties have decided to make detailed expense information available online. Now Therefore be it Resolved; As of January, 2014, any expenses being submitted for reimbursement from the Mayor and Members of Council must submit the original receipts, as well as an electronic copy that can be uploaded to the City's website. That the Clerk's office and the Website Coordinator post the detailed expenses within 30 days of reimbursement to the City of Pickering's website. And that the Council Compensation Policy ADM 190 be amended to reflect the above procedure for submitting expenses by the Mayor and Members of Council. And that the Council Compensation Policy ADM 190 section 10 be amended to no longer allow for "reasonable liquor" expenses to be reimbursed by the Mayor and Members of Council. And further that any meal receipts being submitted for reimbursement should provide the names of those who attended the meal and the purpose of the meeting, and should be included in the detailed expenses being uploaded to the City of Pickering's website. Referred later in the Meeting [Refer to following motion] 14 Cat/ o0 Council Meeting Minutes Monday, December 9, 2013 itti C 7:00 PM - Council Chambers Resolution # 155/13 Moved by Councillor Ashe Seconded by Councillor Pickles That the Notice of Motion regarding Council Expenses be referred to staff for a report to come forward in January, 2014. Carried (IX) By-laws 7321/13 Being a by-law to exempt Blocks 31 to 34, 36, 42 and 44 to 49, Plan 40M- 2479, from the part lot control provisions of the Planning Act. - 7322/13 Being a by-law to authorize the temporary borrowing of monies to meet the current and capital expenditures of the City of Pickering for the year 2014. 7323/13 Being a By-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. 7324/13 Being a By-law regarding Development Charges. Resolution # 156/13 Moved by Councillor Dickerson Seconded by Councillor Pickles That By-law Nos. 7321/13 to 7324/13 be approved. Carried • (X) Other Business 1) Councillor O'Connell requested that the CAO in conjunction with the Mayor's Office forward a letter to CN rail regarding the appearance of the bridge over Kingston Road and that copies be forwarded to local Members of Parliament as well. 2) Councillor Rodrigues requested that staff look into the c onditions of sidewalks at the development on the east side of Major Oaks. 15 o4 Council Meeting Minutes Monday, December 9, 2013 KINN atiliK 7:00 PM - Council Chambers • 3) Councillor Rodrigues requested staff give serious consideration to item cuts and fee increases with respect to the 2014 budget and also to look at ways to engage the residents in this process. 4) Councillor Pickles gave notice that he would be bringing forward a Notice of Motion with respect to an airport issue in January, 2014. 5) Councillor Pickles requested that staff look into the street lights along Valley Farm and Southcott Drive to determine whether they need replacement or lens cleaning. (XI) Confirmation By-law By-law Number#7325/13 Councillor McLean, seconded by Councillor Dickerson moved for leave to introduce a By-law of the City of Pickering to confirm those proceedings of the Council of The Corporation of The City of Pickering at its Regular Meeting of December 9, 2013. (XII) Adjournment Moved by Councillor Dickerson Seconded by Councillor Ashe That the meeting be adjourned at 9:41 pm. Carried Dated this 9th day of December, 2013. i Mayor Paul , (Acting) erk 16