HomeMy WebLinkAboutSeptember 8, 2014
For information related to accessibility requirements please contact Linda Roberts
Phone: 905.420.4660 extension 2928
TTY: 905.420.1739
Email: lroberts@pickering.ca
Council Agenda
Monday, September 8, 2014
Council Chambers
7:00 pm
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2
Report FIR 03-14
Emergency Response Preparedness to Dangerous Goods
Shipped by Rail in Pickering
September 8, 2014
Page 2
Financial Implications: There are no additional financial implications related to the
training Fire Services staff have completed or will be completing for this purpose. All
past and future training has been covered by either CP Rail, CN Rail, Ontario Power
Generation (OPG), Ontario Fire College (OFC) or DEMO and within the current Fire
Protection and Emergency Operations operating budgets.
CP Rail is covering all expenses (flights, tuition, accommodations, ground transportation
·and most meals) for 5 of our firefighters to attend the Crude by Rail Emergency
Response course in Pueblo Colorado.
Discussion: The transportation of hazardous goods shipped by rail has
become a huge issue throughout North America since the tragedy in Lac Megantic. Fire
Services and the CEMC have undertaken an initial review and assessment of our
preparedness for these types of events, and the subsequent implementation of a plan to
upgrade our knowledge and skills in preparation for a rail related emergency.
Training and education are the key components to ensuring that Fire Services and the
City are prepared. For example, the First Responder Operations Level Hazardous
Materials course. This is a 24 hour program delivered and designed for firefighters and
other first responders. In the last year, Fire Services hosted 4 of these courses here in
Pickering, and we currently have 52 staff trained to this level. Fire Services will be
hosting another course in November, and we hope to certify another 12 to 15 of our
firefighters. We have also invited our other first responder partners to attend these
courses, responders from OPG, Durham Regional Police Service and Durham
Emergency Medical Services have attended. Our plan is to have all of our staff trained
to a first responder operations level by the end of 2015.
Earlier this year, CN Rail facilitated training sessions for all of our fire crews. This
training program included familiarization with rail related dangerous goods incidents,
information on types of dangerous goods shipped and emergency procedures to follow
in the event of a rail incident.
CP Rail is paying for 5 key Fire Services staff to attend The Crude by Rail Emergency
Response course between August and October of this year. This program is only
offered in one location in North America, it provides the first responder with basic
knowledge, skills and abilities to respond to incidents involving crude transported by rail.
The program is delivered over3 days (24 hours) with over 60% field exercises and it
covers additional subjects such as: the history of crude oil, chemical and physical
properties of the different crude oil transported, basic site and damage assessment, .
tank car design and construction, tactical product control methods including the
application of firefighting foam agents, water and spill control procedures, planning for
crude oil incidents, and the environmental impacts. The practical evolutions will include
a demonstration of crude oil fires, boil-overs, and foam applications as applied to crude
CORP0227-07/01 revised
Report FIR 03-14 September 8, 2014
Emergency Response Preparedness to Dangerous Goods
Shipped by Rail in Pickering Page 3
oil incidents by rail and advanced firefighting techniques. The practical evolutions will
culminate in a full-scale derailment exercise.
Two of our Platoon Chiefs will be attending the CN Rail course at Ontario Fire College
in October. This course, which is offered in conjunction with CN Rail, and is intended for
senior officers likely to be involved in incident management of rail accidents.
Participants will learn about the roles individual employees and departments play at a
rail incident and CN Rails internal incident command structure, as well as the protocol
for functioning in a unified incident command system if multiple stakeholders are
involved. The seminar participants will review the CN Rail Emergency Response Plan,
and participate in a tabletop exercise using the plan and their newly acquired knowledge
of railroad emergency response management.
From an Emergency Management perspective we have begun receiving the information
from the railways about the quantities and types of dangerous goods being transported
by rail through Pickering. This is pursuant to Protective Direction No. 32 of November
20, 2013. The Minister of Transport issued this protective direction to ensure that local
authorities and first responders obtain the information they need about the dangerous
goods being transported by rail in their communities in order to support their emergency
planning and response training.
We continue to foster training and information sessions. On August 13, 2014 Randy
Marsh, Director of Government Affairs for CP Rail presented a rail information session
for senior City staff. This 'is part of CP Rails efforts to communicate with, and educate
local communities in the area of rail-related emergency response. They wanted to meet
with senior municipal leadership across the City to present a comprehensive review of
rail-related emergency response planning and preparedness. The presentation also
included information about CP Rail, the railway industry, emergency planning and
preparedness communications and training, CP Rail's safety performance framework,
and post incident activities.
Fire Services and the CEMC are committed to ensuring that our City is prepared,
resilient and informed about the dangerous goods that are moving through our
community on rail lines and highways.
Attachment:
1. Report FIR 01-14 -Hazardous Goods Transported by Rail in Pickering
(April14, 2014)
CORP0227-07/01 revised 3
.CANUTEC.
6) A Chief Administrative Officer of a
municipality may request T:~;ansport
Canada, through CANl)T:pC, that the·
name of its designated Emergency'
Planning Official be added to the list of
Emergency Pl3.nning Officials referred
to in item 3(a) by providing the
following inforffiati<m: the name, title,
organization, address; e-mail ::J.ddress ·
fax number, telephone number and cell
phone number of the Emergency
Planning Off!.cial th~t he or she·
desig-nated .. This contact information ·will be shared with any Canadian Class
I railway companywho transports
dangerous goods and any person ~Yho
transports dangerous goods by-railway
vehicle.
For the purpos~s of this Protective.
Direction, information to. be provided to
CANUTEC i~ to be provided to the ·
following address:
. Canadian Transport Emergency Centre
(CANUTEC)
Place de Ville, Tower C
th 330 Sparks Street, I4. Floor,
Ottawa, Ontirio, KIA ON5
Attenti9n: Mr: Angelo Boccanfuso,
Director ofCANUTEC
Or by email to ·.CANUTEC@tc.gc.ca.
4
1
,?, ENT #._l ___ , TC) R.EPORT # 'f1R.~ "3-lf/
-S~l4/ . J
ferroviaire fournis~ent to us le~ .
renseignements ~ommuniques selon les
points I et 2 a Transports Canada, par
l'interrilediaire de CANU1E.C. ·
6) Qu'un agent administratif principal
d'une municipalite puisse demander a
Transports Canada, par l'intermediaire.
de C.ANlJTEC, que le riem de son·
agent designe de la-planification des
mesures d'urgence soit ajoute ala liste
des agents de la planification des
niesun~s d'urgence mentiounee au .
point 3a) en.fournissant les
renseignements suivants : le nom, le
titre, l'organisation, les. adresses postale
et courriel et les numeros de telephone
cellulaire et telecopieur de l'agent ·
designe. Ces coordonnees seront
. communiquees a toute compagnie de
chemin de fer canadienne de classe I
qw transporte des marchandises
. dangereuses eta toute personne qui
transporte des io.archandises ..
dangereuses par vehicule ferroviaire.
Pour les besoms du pres·ent ordre preventif,
les informations· a fouinir a CANUTEC .
doivel).t etre e'nvoyees a l'adresse suivante:
. Centre canadien d'urgence transport
(CANUTEC)
Place de Ville, Tour C
330, rue Sparks, I4e etage,
Ottawa (Ontario} KIA ON5
A l'attention de : M. Angelo Boccanfuso,
Directeur de CANUTEC
Ou par courriel a : CANUTEC@tc.gc.ca
I q_j_ __ TO REPORT#'Ff( !)~~-/~ ------'--,-------~--------'-'---"-----'--'-~-~-f!l~kl . . --__ )
This Protective Direction No. 32 takes
effect immediately U:pon signing. tt remains
in effect for three years from 'the date of
signing or until_ cancelled _in :.writing by the
Director General of the Transport ·
Dangerous Goods Directorate, Transport
Canada. ·
Le present ordre preventifn° 32 entre en
vigueur des s'a signature. n demeure en .
vigueur pour une periode de trois ans de la·
date de signature, oujusqu'a ce qu'il soit
annule par avis ecrit du directeur general de
. la birection generale du trarisport des
:imrrchandises dangereuses, Transports
Canada. ·
SIGNED AT OTTAW~, ONT~O, this 20th day ofNovember2013,
SIGNE A OTTAWA (O~ARIO), ce 20ieme j~ur de novembre 2013.
Marie-France Dagenais
Director General, Transport Dangerous Goods Directorate·
Directrice generale, Pirection generale du transport des marchandises dai:lgereuses . '
s·
'\
Explanatory note
For the purpos~s of this Protective Direction
"CNef Administrative Office( means the person holding the mo.st senior staff position
within a municipal orgal}isational structure or band council, whe~her that officr:;
bears that title or an equivalent one.
"Emergency Planni(lg Official:' means the person who coordinates emergency response
planning for a municipality, whp may also be a First Responder for that community
"municipality'). means a corporate body-constituted under the applicable provincia! or
·territorial legislation, in each ptoviace or territory, relating to the creation of municipal
. administrations, be they designated as cities, towns, villages, counties or by other names
and includes abpriginal communities with their own First Responders. In cases where d
territory is governed by two tiers of municipal a~ ministrations, the expression refers to
the tier which bas the primary responsibility for emerge.ncy planning, meaning either to
the lower tier or the upper tiei administrations but not both. The decision as to which
tier is to receive the information provide.d under this Direction is to be made locally and·
the name of the appropriate designate is to be communicated in accprdance with this.
Direction.
·"nature" means class, UN number and name ofthe·dangerous good.
"volume" means the number of car loads of a dangerous good.
The parties will agree between themselves prior to the exchange of information on the
standard provisions governing the extent to which the information received under items I
or 2 may be disseminated · ·
Note explicative
Pour les beso.fns du·pnisent ordre preventif ·
{(agent administratifprincipal » signifie la personne occupant fe po~e de cadre
superieur' dans un .organigramr:ne municipal au un conseil de bande, que ce bureau porte
au non ce titre au un equivalent.
«agent de Ia planification des mesures d'urgence >) sign.ifie Ia personne qui planifie
['intervention d'urgence pour une rriunidpalite, qui peut egalement etre le premier
· fnterveliant'pour cette collectivite.
(( municipalite » signifie une collectivite constituee en vertu de fa l~gislation provinciale
au terr:itoriafe f!Pplicable, dans chaque province au territoire, !iee a Ia creation des
administrations municipales, qu'elles soient designees coin me etant des villes, des· . . . : .
6
I
ATTACHt1ENT#_!__TO REPORT#'Fl«. ~"'lV
~ _ __ _ __ _ l-z-~ IC{__ . . _ )
·_Emergency ·Directive Pursuant to .Section 33
of the Railway Safety Act
. .
S,afety and Security of Locomotives in Canada·.
T9: All Railway Companies and Local Railway Companies
Section 33 ofthe Railway Safety Act (RSA) gives the :Minister of Transport the authority to issue
an emergency directive to any company when the Minister is of the opinion that there is an
immediate $eat to safe railway operations or the security of railway transportation.
Although the cause of the tragic accident in Lac-Megantic remains unknqwn at this time,. and
although I remain confident in the strength of the regulatory regime applicable to railway .
transportation ill Canada, I am of the opinion that, in ligbf of the catastrophic results of the Lac-
Megantic accident and :in the interest of _ensuring the continued safety and security of' railway
transportation, there is an immediate need to clarify. the r~gime 'respecting unattended
locomotives on main track and sidings and the transportation of dangerous goods in tank cars
using a one person crew to address any threatto the safety and security of railway operations: . .
Pursuant to section 33 of the RSA, allrailw:aY. companies and local railway companies are hereby ·
ordered to: · ·
1. Ensure, within 5 days ofthe issuance of the emergency directive, that all unattended
. controlling locomotives on main track and sidings are protected from unauthorized entry
into the cab of the locomotives;
2. Ensure that reversers are removed from any unattended locomotive on wain track arid
sidings~ ~ _
3. Ensure that their <;ompany' s special iJ?.structions on-hand brakes referred to in Rule 11 ;2. of _
the Canadian Rail Operating Rules are applied whe:q. any locomotive ·coupled with one or
more cars is left unattended for more than one hour on main track or sidings;
4. ·Ensure, when any locomotive coupled With one ·or more ·cars is left unattended for one ·
hour or less on main track or sidings, that in addition to cqmplying with their company's
8pecial instructions on hand brakes referred to in item 3 above, the locomotives· have the
automatic brake set in full service position and have the independent brake fi,J.lly·applied;
5. ·Ensure that no locomotive coupled with one or more loaded tank cars transporting
"dangerous goods" as this expression is defined in section 2 of the Transportation of
Dangerous Goods Act (TDGA) is left unattended on main track; and
6. En.Sure that no locomotive coupled with one or more loade.d tank cars transporting
"dangerous goods" as this expression is defined in section 2 ·of the TPGA is op~rated on
main track or sidings with fewer than two persons qualified under th~ir company; s
r<?quirements for operating employees.
For the purpose of this emergency directive an 'lm.attended locomotive" or a "locomotive
coupled with one or more cars that is left unattended" means that it is not in the immediate
,/··
-1--\TTACHMENT # I
{ 3 __ 6-jl"! -
physical control or sup.ervision of a qualified person acting for ~e company operating the
locqmotive or car(s) in the case of iteriis 3 and 4 above or a person acting for the company .
operating the locomotive or car(s) ~the case of items 1, 2 and 5 above. ·
For the purpose of this emergency directive, "main track" and "sidings" do not incluq_e main
track or sidings in yards and terminals.
For greater certainty, nothing in this emergency directive relieves a company of the obligation to
comply with Rule 112 of the Canadian Rail Operating Rules. ·
Pursuant to section 33 of the RSA, this emergency directive takes effect ~ediately and is to . . .
remain in effect until23:59 EST on December 31, 2013. '
\
20
Report PLN 19-14
Subject: Rouge National Urban Park
September 8, 2014
Page 2
The previous staff report PLN 03-14 indicated that City owned lands within the Rouge
National Urban Park Study Boundary that will be transferred to the Federal Government
will no longer be subject to "PIL Ts" (payment in lieu of taxes). An analysis by City staff
estimated the property tax loss to the City to be approximately $6,000.00 annually.
Future service agreements with the Federal Government will address the continued
provision of municipal services (such as fire and by-law enforcement) and the amount of
compensation to be provided to the City for these services.
1. Background
At its January 2014 meeting, Pickering Council directed staff to undertake the
necessary steps to facilitate the transfer of ten City properties to Parks Canada,
and authorized the appropriate City Officials to enter into a Memorandum of
Agreement Respecting the Assembly of Lands for the Proposed Rouge National
Urban Park (the "Agreement"). The ten properties, comprising approximately
8.6 hectares in total, are considered surplus to the City's needs. At the time of
writing of this report, the Agreement has been signed by the City of Pickering, and
it is expected that the Agreement will be executed by Parks Canada later this year.
Staff is continuing to work with Parks Canada to establish a service agreement(s)
for the delivery of municipal services such as fire and by-law enforcement to the
Park. ,
2. Discussion
2.1 Bill C-40, an Act to establish the Rouge National Urban Park, was
introduced in the House of Commons
In June, Bill C-40, an Act respecting the Rouge National Urban Park, wa~ given
two readings by the House of Commons. Intended to establish a national park in
the Rouge valley that is different from existing national parks, Bill C-40 proposes
a new type of national protected area managed by Parks Canada. The proposed
legislation provides for the protection and presentation of natural and cultural
resources, and the promotion of a vibrant farming community. After a review in
the fall by the House of Commons' Standing Community on the Environment and
Sustainable Development, the Bill is expected to return to the House for debate
and enactment.
2.2 The draft Management Plan for the Rouge National Urban Park was
released initiating the public consultation period
Following the introduction of Bill C-40, the Rouge National Urban Park draft
Management Plan (see Draft Management Plan for Rouge National Urban Park
Summary, Attachment #1) was also introduced in the House of Commons. On
behalf of the Minister of the Environment and the Minister responsible for Parks
Canada, public consultation for the draft Management Plan was launched on
June 21, 2014 by the Member of Parliament for Pickering-Scarborough East.
Report PLN 19-14
Subject: Rouge National Urban Park
September 8, 2014
Page 3
The draft Management Plan, along with a public online survey, are available on
the Rouge National Urban Park Initiative page of Parks Canada's website. The
deadline for responding to the survey is September 30, 2014. On July 10, 2014,
Parks Canada briefed City staff on the relevant components of the draft
Management Plan. In addition, Parks Canada announced that there will be
four public open houses, including a public open house scheduled for
September 16, 2014 at 7 pm at the Pickering Recreation Complex.
2.3 Key and transition strategies will guide park management over a ten-year
period
The draft Management Plan is a wide ranging document that will guide the ···
management of the Rouge National Urban Park during its first ten years.
Providing a framework for making decisions and launching initiatives, the draft
Management Plan outlines the Park vision of 'a people's park' along with a suite
of strategies, objectives, and actions supporting natural and cultural resource
conservation, visitor experience, external relations, education, agriculture, and
collaboration with partners. The draft Management Plan identifies key and
transition strategies that are intended to:
• demonstrate how the Park's unique mix of nature, cultural heritage, and
agriculture will be managed in a supportive manner
• identify how change in the Park will be managed in terms of ecological
connectivity and restoration, ecosystem health, cultural heritage
conservation, and species-at-risk
• strengthen existing connections and create new connections by focusing
on visitor infrastructure intended to improve the park environment, such as
welcome areas connected to transit, a future trail network coordinated with
environmental restoration opportunities, and visitor activities
• identify how Parks Canada will work with others in delivering park
services, volunteers, and research and innovation, as well as the
promotion of compatible land use change in the vicinity of the Park, and
compatible infrastructure crossing the Park
• transition from the Rouge Park to the Rouge National Urban Park,
highlighting the establishment of long-term commitments in the Park,
ecological and trail connections between Lake Ontario and the Oak
Ridges Moraine, and long term leases to support farming in the Park
3. City staff have identified areas of interest particular to Pickering and will be
providing input to Parks Canada
The draft Management Plan identifies six proposed Park Welcome Areas that are
not easily accessible to Pickering residents. In a number of locations within
Pickering, the Park abuts residential areas and local residential streets. Staff
have identified that the draft Management Plan needs to permit the establishment
of informal and easy access points into the Park for Pickering residents.
21
22
Report PLN 19-14
Subject: Rouge National Urban Park
September 8, 2014
Page 4
A Main Multi-Use Trail, primarily running north/south the length of the Park, is
identified by the draft Management Plan. Staff have identified the need to
establish east/west trail connections to the proposed Main Multi-Use Trail to
provide convenient access to the trail system for Pickering residents.
Bill C-40, an Act respecting the Rouge National Urban Park, permits agricultural
and commercial uses in the Park. The terms agricultural and commercial are not
defined by either Bill C-40 or the draft Management Plan. Staff have identified
that there is a need for a clear understanding of the types of commercial and
agricultural uses to be permitted in the Park by adding to the draft Management
Plan definitions of these uses and/or strategies of how permitted uses will be
determined.
4. Engagement between the Pickering and Parks Canada will continue
throughout the development and operation of the Park
The draft Management Plan advances an inclusive governance structure led by
Parks Canada. After the Management Plan is in place, areas of natural, cultural,
and agricultural value, along with more detailed trail alignments, will be defined
through continued collaboration with the local community. Involvement by the
City in the future development and operation of the Park, ensuring recognition of
the City's interests, will continue through on-going discussion with Parks Canada,
the development of service agreements, and through the participation in the
Advisory Committee and working groups proposed by the draft Management Plan.
Attachment:
1. Draft Management Plan for Rouge National Urban Park Summary
EXTENSION AGREEMENT
This Extension Agreement is made as of the 5th day of July 2012
8 ETWE EN:
THE REGIONAL MUNICIPALITY Q
(the "Licensor'')
-and-
THE CITY OF PICKE~IN!G
("Licensee")
WHEREAS by an Agreement dated .
an agreement (the "Original Agreeme
Rosebank Road, located in Part of Lor
(known as the Rosebank Reservoir), Re
th, 1982 the l.:ic$nsor and the Licensee entered into
.cting propertymunicipally known as 30
·on 1 (the '!Lands") in the City of Pickering
·t of Durham;
AND WHEREAS the Li~n~;ci~'~tid.the Lice
Agreement upon and;:$tibject to th~?terms a
Agreement. . ,{~~.<~<
NOW THEREFOREih,~pnsidEi)t~~~~~'bfttw,surn ,, 2.00, paid by the Licensee to the
whicn~J$~~~reby acknowledged the Parties agree as follows:
1.
2.
30 3.
··,·=,:}.;>,
.,.i<•:'-,·'·
nowledges that the Licensor retains the right of access to the
tion purposes and/or for installation of additional structures or
· e Lands. The Licensor shall provide the Licensee with notice in
writing r to the construction of structures or services on the Lands. Any
required barriers to restrict public access to the affected area during the
construction period will be instal.led by the Licensor.
The Licensor at'. its option may require vacant possession of the Lands for any
proposed expansion or construction of Regional facilities on the Rosebank
Reservoir site. The Licensor shall provide reasonable prior written notice, riot less.
than six (6) months prior notice to the Licensee that this agreement shall be
terminated and at an end.
The Licensee, at its sole cost and expense, shall take out and maintain:
4.
-2 -
(a) insurance upon property owned by it which is located on the Lands; and
(b) commercial general liability insurance pertaining to the Licensee's liability
to others in respect of injury, death or damage to property occurring
upon, in or about the Lands, such insurance to be of an amount which is
reasonable and sufficient having regard to the scope of the risk and the
current practice of prudent owners of similar premises for the carrying on
of similar businesses, but in any event in an amount not less than five
million dollars ($5,000,000.00) for claims aris!ng-out of one occurrence.
The Licensee shall provide an insurance certificate completed by the Licensee's
insurance provider confirming such coverage. ·
Any notice, demand or other commuoieation (in this section, a "notice") required
or permitted to be given or made undefthis Agreement shall be in writing and
shall be sufficiently given or made if,::
'~'· ' . '
(a) delivered in person during normal busin~ss hours on a Business Day and
left with a receptionist or other respol"u:;ible employee of the relevant party
at the applicable address set forth below;
(b) sent by prepaid first class mail; or
(c) sentbY: ariy.el~ctronic means of sending messages, including telex or
faqgimile transmission, which produces a paper record ("Electronic.
~Transmission")during normal business hours on a Business Day or, if not
~et1t on a Business Day, such notice shall be deemed to have been sent
onth~.Busihf?ssDay·nextfollowing;
:.":.:_,:::-.. <::>' ·, __ ,·. .. .. . -· .. ·.·_: ,. ·.
in the case ofahotice to the Lic~nsor, addressed to it at:
605 Rossi and Road East, Box 623
Whitby, Ontario
L 1 N 6A3
Attention: Regional Clerk
Facsimile: (905) 668-9963
with a copy to:
Works Department
Real Estate Division
605 Rossland Road East, P.O. Box 623
Whitby, Ontario L 1 N 6A3
Facsimile.: (905) 668-2051
and in the case of a notice to the Licensee, addressed to it at:
Community Service Department
Pickering Civic Complex
31
32
One The Esplanade
Pickering, On, L 1V 6K7
-3 -
Attention: Director, Community Services
Facsimile: 905-420-4650
Each notice sent shall be deemed to have been received:
(a) on the day it was delivered and as stated in sectiqn 14.05(c) above;
(b) on the third Business Day after it was mailed(excluding each Business
Day during which there existed any generidioterruption of postal services
due to strike, lockout or other cause); qr [ ·· · ·
(c) on the same day that it was sent byEiectronic Transmi~sion, or on the first
Business Day thereafter if the day on which it was senfbyEiectronic
Transmission was not a Business Day.
Either party may change its address for notice by giving notice to the other party
as provided in this section.
5.
-4-
All other covenants, provisos and stipulations contained in the Original
Agreement dated July 51h, 1982 shall remain in full force and effect and the
Licensor and Licensee hereby mutually agree that they will perform and
observe the covenants, provisos and stipulations in the Original Agreement as
fully as if such covenant, provisos and stipulations have been repeated herein
in full with such modifications only as are necessary to make them applicable to
this Extension Agreement and shall be executed by the Landlord and the
Tenant.
We hereby accept the above Extension Agreement on the terms set out.
DATED AT PICKERING IN THE PROVINCE OFONTARIO
CITY OFPICKERING
Per: ----~~----~-------------Name:
Title:
CIS
Per: ---------------------------Name:
Title:
DATED AT WHITBY IN THE PROVINCE OF ONTARIO
THE REGIONAL MUNICIPALITY OF DURHAM
Per: ---------------------------Roger Anderson, Regional Chair and CEO
CIS
Per: ------------------~-------Deb Bowen, Clerk
33
36
Report ENG 19-14 September 8, 2014
Subject: Stormwater Drainage in the Hamlet of Claremont Page 2
financing source-Rate Stabilization Reserve. There are sufficient funds in this Reserve
to meet the revised project cost.
Discussion: Due to the age of development in the Hamlet of Claremont, the
drainage infrastructure in the community was not built to meet formal and current
engineering standards. The City periodically receives drainage complaints that are ·
primarily related to nuisance drainage issues caused by blocked driveway culverts, cross
road culverts, and roadside ditches requiring maintenance. These nuisance issues are
routinely resolved by City forces.
Staff are aware of two properties that have experienced repeated basement flooding
from surcharging gravity foundation drains, and one property that has experienced
surface flooding from road drainag~. These drainage issues are more serious in nature
and they have been mitigated through remedial works by the City and the affected
homeowner.
It is worth noting that the Region of Durham completed a stud yon the Central Street
drainage system in 1996 in response to drainage issues associated with the road
right-of-way (Stormwater Management Study for Road Improvements for Regional Road
No.5 through the Town of Claremont, Paul Theil Associates, 1996). The
recommendations of that report were implemented when the Region reconstructed
Central Street in 1996.
The information in Tables 1 and 2 provides some context regarding the nature of the
drainage issues in Claremont. It can be seen from the information in the tables that the
· drainage problems are mainly nuisance issues and occur primarily during the spring.
Table 1 -Summary of Flooding Complaints in Claremont since 2009
Type of Drainage Number of Complaints Action
Complaint over the last 5 Years
Basement Flooding 2 Resolved by private
contractors
Surface Flooding 1 " City retained contractor to
raise the road curb
Wet yards due to the 4 No action at this time
Claremont Drainage Feature
Nuisance Drainage (Wet 7 Resolved by City forces or
yards, driveway culvert currently being reviewed.
replacements, re-ditching)
CORP0227-07/01 revised
Report ENG 19-14 September 8, 2014
Subject: Stormwater Drainage in the Hamlet of Claremont Page 3
Table 2 -Drainage Complaints by Season
Season Complaint was Received Number of Complaints
Spring 9
Summer 2
Fall 2
Winter 1
An analysis of the rainfall data from 2009 to 2013 indicates that there have been some
significant rainfall events in Claremont during this period. A storm that occurred on July
25, 2009 is characteristic of the intense summer storms which frequently cause drainage
issues in urban areas. The storm was approximately equivalent to the City of Pickering's
2 hoyr, 50 year return period storm. Notwithstanding, the City's Customer Care Centre
did not receive any drainage complaints following this storm. The only customer care
complaint that was received following any of the large rainfall events that occurred from
2009 to 2013 was after the April 3, 2009 event, and was a request for an update on work
the City was completing on the Canso Drive ditch.
Claremont Drainage Feature
The 2013 Stormwater Capital Budget allocated funds for the Claremont Drainage
Feature Cleanout project. The Claremont Drainage Feature, hereinafter referred to as the
ditch, originates at a storm sewer outfall on Central Street west of Franklin Street and
flows south through private property, through Claremont Park, through more private
property and west under Old Brock Road south of Bovingdon Place (refer to Figure 1).
With respect to ownership, where the ditch is on private property the City has an 8 m
wide easement with the exception of the section through 4933 Brock Road.
CORP0227-07/01 revised 37
40:
Report ENG 19-14 September 8, 2014
Subject: Stormwater Drainage in the Hamlet of Claremont Page 6
The drainage ditch is being deemed as a watercourse by TRCA, which is subject to their
permit process under Ontario Regulation 166/06. Although redside dace are not found in
the ditch, the MNR deems it contributing habitat due to the presence of redside dace in
the subwatershed. As such, MNR's approval is required and any works must take place
during the timing window of July 1 to September 15.
Cole Engineering evaluated design slopes on the ditch of 0.5%, 1% and 2%. Regardless
of the design slope, the ditch would need to be excavated to provide the necessary
grades. It should be noted that the City's engineering standards specify that the minimum
acceptable slope on a ditch is 2%. To provide some context, the minimum acceptable
slope to allow for proper drainage on roads is 0.5%. ·
The City had the subsurface utilities mapped which determined that the TransCanada
.pipeline is only 1.3 m below the ditch. Any work within the TransCanada right-of-way
requires their approval and the minimum allowable cover on the pipeline is 1.2 m. It
should be noted that this is TransCanada's main east-west pipeline and the costs
associated with relocating it would be significant. Staff have found that similar pipeline
relocation projects in surrounding municipalities cost in the order of millions of dollars.
Given the restriction of the shallow pipeline, the maximum possible slope which can be
achieved on the ditch is 0.5%. A ditch with a slope of 0.5% translates into 5 centimeters
of vertical fall for every 10 linear meters of ditch. It is difficult to construct a ditch with this
degree of precision. Furthermore, given the gentle slope of the ditch, vegetation growth
may prevent the ditch from functioning properly. As this ditch is regulated by both TRCA
and MNR, the City would need a permit to cut vegetation as this would constitute in-
water works.
While a 0.5% ditch will be an improvement over the existing condition, it is not certain
that the cost can be justified given the nature of the drainage complaints received to
date. There are 9 properties that would directly benefit from this cleanout and the
estimated cost to complete the project is approximately $385,000.00. Based on the
above, staff are recommending that the balance of the Claremont Drainage Feature
Clean Out project be cancelled and that alternative solutions be reviewed.
Given the constraints and the ineffectiveness of the resulting design of the ditch cleanout
project, staff are reviewing options and alternative methods of improving the drainage
system in Claremont. A cost-sharing arrangem~nt for the proposed options will be
explored with the Region of Durham since Cen~ral Street is a Regional Road, and its
associated drainage infrastructure are an important component of any solution. The
options are presented below.
Option 1 -Complete a Master Drainage Plan Class Environmental Assessment for
Claremont
The purpose of completing a Master Drainage Plan is to comprehensively analyze the
existing drainage system throughout Claremont, identify deficiencies and recommend
CORP0227-07/01 revised
Report ENG 19-14 September 8, 2014
Subject: Stormwater Drainage in the Hamlet of Claremont Page 7
projects to improve the drainage system. This Master Drainage Plan would be very
similar to the Whitevale Master Drainage Plan that was completed in 2013.
Furthermore, given that Claremont was built prior to modern drainage standards, the
Master Drainage Plan will also determine the level of service that can be provided.
Setting the level of service is a policy decision made by the municipality that sets the
minimum standard for the drainage system. The purpose of setting the level of service for
the drainage system is to provide some protection for the City from claims should an
event occur that is larger than the level of service set.
Some of the background work for the Master Drainage Plan has already been completed
through the Claremont Flood Mitigation Study completed by AECOM in 2012. Staffhave
reviewed the AECOM study and have determined that the scope was too narrow, the
model overestimates flows, and the methodology used to evaluate alternatives is
oversimplified. However, the AECOM work is a good starting point and can be built upon.
This study could proceed in 2015 subject to budget approval.
Option 2-Modify the Weir in the Control Structure on Central Street
This would be a scoped version of the Claremont Master Drainage Plan that would focus
on the feasibility of modifying the weir in the control manhole on Central Street to send
increased flow west to the outlet on Canso Street and less flow south to the ditch. It is
recommended that the analysis completed by AECOM be calibrated and that a field
·survey determine whether there are any foundation drain connections along Central
Street. The hydraulic impacts of modifications to the weir in the control manhole on
Central Street can then be analyzed and a modified weir can be designed and
constructed. This project could proceed in 2015 subject to budget approval.
Recommendation
Staff recommend that the funds allocated for the Claremont Drainage Feature Clean out
in the 2013 Capital Budget be reduced to the expenditures that have been spent on
consulting services to date, and that new funds be proposed in the 2015 Current Budget
to undertake the Claremont Master Drainage Plan. The Master Drainage Plan will
analyze the existing drainage system in Claremont, identify deficiencies and propose
recommended projects to optimize and improve the drainage system. By completing a
full analysis of the drainage system, the City can ensure that projects are prioritized to
maximize the benefit to the community as a whole.
Attachments:
1. Not Applicable
CORP0227-07/01 revised 41
44
Report PW 02-14
Subject: Boundary Road Agreement
City of Toronto
Scarborough-Pickering Townline Road
September 8,2014
Page 2
Financial Implications: By entering into a new agreement with the City of Toronto,
there will not be any adverse financial impact to the City of Pickering. The
maintenance, repair and construction activity costs are shared equally between the
municipalities. The total annual cost for ongoing maintenance is in the range of $3,000
to $5,000.
In the previous agreement, Pickering would invoice the City of Toronto twice annually
on January 15 and July 15. It is proposed to change this to April 30 and November 30,
to better align with winter and summer maintenance activities and expenditures.
Discussion: The Scarborough-Pickering Townline Road between Finch
Avenue and Taunton Road/Steeles Avenue forms the boundary between the City of
Pickering and the City of Toronto. This collector road is approximately 2.75km in length
and is a boundary road under joint jurisdiction of both municipalities.
This road has been the subject of several boundary road agreements in the past,
including agreements with the former Borough of Scarborough, the former City of
Scarborough and the City of Toronto. The most recent agreement with the City of
Toronto was a 1 0-year agreement effective January 1, 2003 to January 1, 2013.
Although the formal agreement has expired, the practices related to maintenance, repair
and construction still continue.
As this is the only road that forms a boundary between the City of Toronto and the City
of Pickering, practice has been that one municipality (Pickering) takes responsibility for
maintenance, repair and construction, but costs are shared equally on a 50/50 basis
between the two municipalities.
Typically, the total annual cost for maintaining the Scarborough-Pickering Town line
Road ranges from $3,000 to $5,000. Under the agreement, Pickering invoices Toronto
twice annually after January 15 and July 15, for their share of the cost.
In April 2013, Toronto Council approved a report from their Public Works and
Infrastructure Committee recommending that staff negotiate and enter into a new
agreement with the City of Pickering (see Attachment 1 ). Since then, staff from both
municipalities have met and discussed terms' and conditions for the new agreement. It
was agree<;! that the only change required was the dates upon which Toronto would be
invoiced for their share of the costs. It was agreed that April 30 and November 30
would be more ideal to align with winter and summer maintenance activities and costs.
All other aspects of the agreement are still acceptable to both parties.
It is also recommended that the new boundary road agreement have a 1 0-year term
and will be effective from January 2, 2013 to January 1, 2023.
CORP0227-07/01 revised
on such other terms and conditions satisfactory to the General Manager of Transportation
Services and in a form satisfactory to the City Solicitor.
Financial Impact
There are no additional funding implications resulting from the adoption of this report, beyond
what the City would have to pay in the absence of an agreement. It is anticipated that the
average annual cost for maintaining the Pickering Town Line road; for the duration of the new
agreement, to be in the range of$3000 to $5000, which will be shared equally by Toronto and
Pickering. The funds to cover the City's share of the cost have been accommodated within the
Transportation Services' annual Approved Operating Budget.
The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with
the financial impact information.
DECISION HISTORY
At its meeting of September 22, 23, 24 and 25, 2003, City Council adopted, as amended, Clause
19 ofReport No.7 of the Works Committee, titled "Pickering Town Line Agreement Renewal,"
authorizing the execution of a new agreement between Toronto and Pickering. That agreement ·
became effective January 1, 2003 and has expired on January 1, 2013, although the practices
under that arrangement have continued.
ISSUE BACKGROUND
In 1989, the former Corporation of the City of Scarborough entered into a ten-year agreement
with the former Corporation of the Town ofPickering (now City of Pickering) regarding cost-
sharing and the protocols of co-operation between the two municipalities respecting the ongoing
maintenance and repair of the road krtown as Pickering Town Line. This road extends from
Finch Avenue East to Steeles Avenue East (2.75 kilometres in length) and functions as a
collector road, and forms the boundary between the City of Toronto ("Toronto") and The
Corporation of the City of Pickering ("Pickering"). Under that agreement, Pickering carried out
the necessary work and kept the former Scarborough informed and billed them for its share of
the work.
That agreement terminated in 1999, although the practice under that arrangement continued. In
2003, City Council gave staff authority to enter into a new agreement with the City of Pickering.
That agreement became effective January 1, 2003 and although it expired on January 1, 2013, the
practices under that agreement have still continued.
Pickering and Toronto would like to update the expired agreement and extend it for another ten-
year term, effective January 2, 2013 and expiring on January 1, 2023.
Staff report for action on the Pickering Town Line Agreement Renewal 2
49
50
COMMENTS
City staff of both Toronto and Pickering have reviewed the terms and conditions in the expired
agreement for the ongoing maintenance, repair and construction, and the cost-sharing of such
maintenance, repair and construction, of the Pickering Town Line road. The work-related terms
are still acceptablt:: to both parties with the exception of one item which is related to the invoicing
of Toronto's share ofthe work completed by Pickering.
In the past, invoicing was done on January 15th and July 15th of each year. The revised
agreement would now see the invoicing dates changed to April 30th and November 30th of each
year to better align with the winter and summer maintenance activities and expenses. As noted
earlier, all other work-related terms ofthe new agreement are generally the same as the previous
agreement with Pickering. Some of the key elements of the draft agreement are highlighted
below.
Included in the Agreement:
• Pickering will carry out all maintenance and capital improvement work, with all associated
costs shared equally between Toronto and Pickering on a 50/50 basis;
• Any planned capital work will be communicated to Toronto twelve (12) months prior to any
work being undertaken. This will allow Toronto sufficient time to review the proposed work
and budget accordingly;
• Timeframes for any capital work will be established by mutual agreement;
• The City of Pickering will also save harmless and fully indemnify the City of Toronto from
any suits, claims, costs, damages, which may be brought against the City of Toronto as a
result of work undertaken by the City of Pickering on the Pickering Town Line road or
·failure to maintain the condition of said road; and
• The new agreement will have a ten year term, effective January 2, 2013 to January 1, 2023,
unless either party wishes to terminate the agreement upon giving written notice of at least
twelve (12) months to the other party.
Annual Maintenance and Capital Costs
The agreement does not impose any unusual cost or additional work than in the past. It is
anticipated that the average annual cost for maintaining the Pickering Town Line road, for the
duration ofthe new agreement, to be in the range of$3000 to $5000, which will be shared
equally by Toronto and Pickering. For the last three.years, Toronto's share of the cost has been
on average approximately $1925. The funds to cover the City's share of the cost have been
accommodated within the Transportation Services' annual Approved Operating Budget.
, With respect to Capital costs there are currently no plans for any major capital expenditures in
the foreseeable future. Howev~r, if the need arises, funding for such work will be
accommodated in future Transportation Services Capital Budgets.
Staff report for action on the Pickering Town Line Agreement Renewal 3
It is recommended that the longstanding agreement respecting the maintenance and repair of the
Pickering Town Line road be renewed and that authority be granted to negotiate, enter into and
execute a new agreement with The Corporation of the City of Pickering for the ongoing
maintenance, repair and construction, and the cost-sharing of such maintenance, repair and
construction of the Pickering Town Line road on terms and conditions generally as set out in this
report and on such other terms and conditions satisfactory to the General Manager of
Transportation Services and in a form satisfactory to the City Solicitor.
CONTACT
N azzareno A. Capano, P. Eng.
Manager, Operational Planning and Policy
Transportation Services Division
Tel: (416) 392-7766
Fax: (416) 392-4808
E-mail: ncapano@toronto.ca
SIGNATURE
Stephen M. Buckley
General Manager, Transportation Services
NC/cs
ATTACHMENT
Draft Agreement for Pickering Town Line
Staff report for action on the Pickering Town Line Agreement Renewal 4
51
52
THIS AGREEMENT made this
BETWEEN:
day of , 2013.
THE CORPORATION OF THE CITY OF PICKERING
herein called "Pickering"
BACKGROUND:
and
CITY OF TORONTO
herein called "Toronto"
of the First Part
of the Second Part
WHEREAS pursuant to the City of Toronto Act, 2006, if a highway forms the boundary line
between the City and another local municipality, the City and the other municipality have joint
jurisdiction over the highway;
WHEREAS section 20 of the Municipal Act, 2001, S.O. 2001, c.25 provides that municipalities
may enter into agreements for undertaking, at their joint expense and for their joint benefit, any
matter which they have jurisdiction to provide within their own boundaries;
WHEREAS pursuant to section 35 of the City ofToronto Act, 2006, the City and another
municipality having joint jurisdiction over a boundary line highway may enter into an agreement
under which each municipality agrees to keep any part of the highway in repair for its whole
width and to indemnify the other municipality from any loss or damage arising from the lack of
repair for that part; ·
WHEREAS pursuant to section 35 of the City of Toronto Act, 2006, if the City and another ·
municipality enter into such an agreement, each municipality has jurisdiction over that part of the
highway that it has agreed to keep in repair and is liable for any damages that arise from failure
to keep the highway in repair and the municipality which no longer has jurisdiction is relieved
from all liability in respect of the repair of that part;
WHEREAS that highway known as the Pickering Town Line forms part of the boundary
between Pickering and Toronto;
WHEREAS Pickering and Toronto are adjoining municipalities and certain portions of highways
form part of the boundary between Pickering and Toronto; and
WHEREAS, by this Agreement, Pickering and Toronto wish to make provisions for all matters
relating to the maintenance, repair and construction of certain parts of the roads forming the
boundary between Pickering and Toronto;
NOW THEREFORE in consideration of the mutual terms, conditions and covenants contained
herein and other good and valuable consideration, the receipt and sufficiency of which by each of
the municipalities is hereby acknowledged, Pickering and Toronto he~eto agree as follows:
Staff report for action on the Pickering Town Line Agreement Renewal 5
ARTICLE I
INTERPRETATION
1.1 Definitions: In this Agreement, except where the context or subject matter is inconsistent
therewith, the following tem1s shall have the following meanings:
"Agreement" means this agreement, including its recitals and Schedule A which form an
integral part of it as amended from time to time. This Agreement shall be binding upon and
ensure to the benefit of each of the municipalities and their respective successors and assigns.
"Pickering" means The Corporation of the City ofPickering.
"Pickering Roads" mean that part of the road allowance on Pickering Town Line between The
Corporation of the City of Pickering and the City ofToronto adjacent to Lot 35, Concession 2,
Pickering, and the south 840 metres of Lot 35, Concession 3, Pickering, as shown on Appendix
A, including the maintenance and repair of the St. Lawrence & Hudson Railway crossing, except
the rails, tees, rail-bed and any other appurtenances owned by the St. Lawrence &, Hudson
Railway, and includes the maintenance and repair of the signal lights and bells at the crossing.
"Municipality" means either Pickering or Toronto, as the case may be, and "municipalities"
means Toronto and Pickering.
"Maintenance and Repair" means activities relating to the normal maintenance and repair of
municipal highways (excluding traffic signals, signs and lighting fixtures) in accordance with,
and to the standard from time to time prescribed by by-law or statutes, and that service required
to provide safe vehicular and pedestrian passage including the provision of normal seasonal
maintenance and winter control.
"Construction" includes activities beyond normal Maintenance and Repair including but not
limited to road reconstruction, major infrastructure repairs or replacement, asphalt patching or re--
gravelling in excess of normal maintenance and repair.
"Maintenance Period" means the six (6) months immediately following the completion by
either Municipality of any Construction, wherein any restoration, replacement or repair ofworks
or services must be done to rectify any deficiency.
2.0 Term and Notice
ARTICLE II
TERMS AND CONDITIONS
2.0.1 The term of the Agreement shall begin on January 2, 2013 and expire at the end of the
day on January 1, 2023, unless this Agreement is earlier terminated pursuant to section
2.0.2.
Staff report for action on the Pickering Town Line Agreement Renewal 6
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2. 0.2 Either Municipality may terminate this Agreement upon giving written notice of at least
twelve (12) months to the Clerk of the other Municipality.
2.0.3 Receipt of notice shall pe deemed to be the earlier of the date of delivery or five (S) days
following the date of mailing. Either Municipality may change its designated person or
address for notice by giving notice of such change to the other.
2.1 Maintenance and Repair
2.1.1 Pickering covenants and agrees that it shall: (1) Maintain and Repair the Pickering Roads,
excepting traffic signals, signs and lighting fixtures; and (2) indemnify and save harmless
Toronto from and against any claims arising from, or in any way related to, any alleged
failure by Pickering to maintain the condition the Pickering Roads.
2.1.2 (1) If Pickering determines it is necessary to perform any Construction either on, in
or over the portion of roads for which it has the obligation to maintain and repair,
then
Pickering shall,
(i) twelve months prior to the commencement of such work, advise Toronto of the
nature,
extent and projected costs of the work to be done;
(ii) arrange a mutually agreeable timetable for the performance of the work;
(iii) upon completion of the work, restore or replace the road back to the same
condition it was prior to the commencement of work; and
(iv) advise Toronto, in writing, the date on which the work was completed and the
Maintenance Period commenced.
(2) Despite subsection (l)(i) and (ii) above, Pickering may initiate, without giving prior
notice to Toronto, in the event of an emergency, any Construction, but must notify
Toronto within 24 hours of the work commencing. ·
2.3 Cost-Sharing Provisions:
2.3.1 Each Municipality acknowledges and agrees:
(1) that Pickering will be solely responsible for the cost to perform any of the
Maintenance and
Repair and Construction work herein on the portions of roads for which the
Municipality has the obligation to maintain and repair pursuant to this Agreement;
(2) Toronto agrees to pay one-. half of the· costs incurred for any of the Maintenance and
Repair and Construction to Pickering in accordance with subsection 2.3.2 and 2.3.3;
and
(3) Toronto agrees to pay one-half of the costs incurred for the restoration, replacement
or repair of any work performed during the Maintenance Period in accordance with
section 2.3.3.
Staff report for action on the Pickering Town Line Agreement Renewal 7
2.3.2 On April 30th and November 30th in each year ofthe term hereof, Pickering shall invoice
Toronto for one-half of its costs in the preceding period of up to six months of the
Maintenance and Repair.
2.3.3 Toronto agrees to pay upon completion the full amount invoiced for the performance of
any Maintenance and Repair or Construction work within 30 days of receipt ofthe invoice
therefore. All Maintenance and Repair and Maintenance Period costs are to be in accordance
with Schedule A attached to this Agreement. In the event that payment has not been received by
Pickering within 30 days, Toronto agrees to pay a penalty equal to 1% percent per month,
calculated from the date of the invoiceto the date ofthe payment.
ARTICLE III
GENERAL PROVISIONS
3.1 Notwithstanding anything in this Agreement, neither Municipality shall be in default with
respect to the performance of any of the terms of this Agreement if any non-performance is due
to any force majeure, strike, lock-out, labour dispute, civil commotion, war or similar event,
invasion, the exercise of military power, act of God, government regulations or control, inability
to obtain any material or service, or any cause beyorid the reasonable control of the Municipality
(unless such lack of control results from a deficiency in financial resources). Otherwise, time
shall be of the essence of this Agreement and all the obligations contained herein.
3 .2 The rights and liabilities of the Municipalities shall ensure to the benefit of and be
binding upon the Municipalities and their respective successors and approved assigns.
3.3 This Agreement contains the entire Agreement between the Municipalities. There is no
covenant, promise, agreement, condition precedent or subsequent, warranty or representation or
understanding, whether oral or written, other than as set out herein. This Agreement fully
replaces and supersedes any agreement or other contractual arrangement between the
Municipalities related to the subject matter, save and except any outstanding contractual
agreement or arrangement relating to any outstanding financial obligations between the
Municipalities related to this.
3.4 If any article, section, subsection, paragraph, clause or sub-clause or any of the words
contained in this Agreement shall be held wholly or partially illegal, invalid or unenforceable by
any court of competent jurisdiction, the Municipalities agree that the remainder of this
Agreement shall not be affected by the judicial holding, but shall remain in full force and effect.
The provisions of this Agreement shall have effect, notwithstanding any statute to the contrary.
3.5 The division of this Agreement into articles, sections, subsections and schedules and the insertion
of headings are for convenience of reference only and shall not affect the construction or interpretation of
this. Agreement. The articles, section, subsection and schedule headings in this Agreement are not
intended to be full or precise descriptions of the text to which they refer and should not be considered part
of this Agreement.
3.6 The words expressed in the singular include the plural and vice versa and words in one gender
Staff report for action on the Pickering Town Line Agreement Renewal 8
55
56
include all genders.
3. 7 This Agreement· shall be governed by and construed in accordance with the laws of the Province
of Ontario and the federal laws of Canada applicable tl)_erein.
3.8 Unless otherwise indicated, all dollar amounts referred to in this Agreement are in Canadian
funds.
IN WITNESS WHEREOF Pickering and Toronto have hereunto affixed their respective
corporate seals attested to by the hands of their proper authorized officers.
SIGNED, SEALED & DELIVERED
THE CORPORATION OF THE CITY OF
PICKERING
Per:
Dave Ryan, Mayor
Per:
Debbie Shields, City Clerk
CITY OF TORONTO
Per:
Roberto Rossini,
Deputy City Manager and Chief Financial Officer
Per:
Ulli S. Watkiss, City Clerk
Staff report for action on the Pickering Town Line Agreement Renewal 9
58
Activity
Winter Maintenance
Summer Maintenance
• Illegal dumping cleanup
Schedule A
Average Maintenance Unit Costs
For Pickering Town Line
Measurement Unit
Average cost in last 4 years
At least once a week, 1-2 m1>n crew
• Cold patch repairs (potholes) At least once a week, 1-2 man crew
-
• Replacement of damaged Approx. 2 (per year), 2 man crew-1 hour
guard rail post
• Line painting 2 man crew, 1 hour
• Selective Paving Asphalt patching, as required
• Ditching Per linear metre, as required
Capital Work As jointly agreed
* Unit costs reflect the total cost to Pickering, 50% of which will be paid by Toronto
Unit Cost *
$ 3,640 per year
$ 81.66 per visit
$ 234.50 per visit
$ 127.82 per visit
$ 25.00 per metre
$ 30.00 per sq. metre
$40.00 per ITietre
As contracted out
Unit costs, as per contract clause, will be jointly reviewed periodically to account for changing cost of work
Staff report for action on the Pickering Town Line Agreement Renewal
60
Report PW 03-14 September 8, 2014
Subject: Seniors and Persons with Disabilities Snow Clearing Program
Expansion to the Hamlets of Brougham, Claremont
Greenwood and Whitevale Page 2
Discussion: The City of Pickering has been running the Seniors and
Persons with Disabilities Snow Clearing Program since 1975 and over the years the
program elements have been enhanced along with the number of participants being
increased. In the 2012/2013 program and prior, registration was limited to 300
participants. In 2013/2014, the program was expanded to 325 during registration, but
was increased to 350 participants through approval of a recommendation in Report
PW 06-13 due to high demand, and in order to expand the boundary to Taunton Road
from Third Concession Road.
Report PW 06-13 (Attachment #1) also recommended that staff prepare a report for
consideration on the possibility of expanding the program to include Hamlets north of
Taunton Road for the 2014/2015 winter season.
Staff have prepared an information notice/flyer that has been distributed to residents in
the Hamlets of Brougham, Claremont, Greenwood and Whitevale, as well as their
respective. residents' associations and posted in community centres, on Facebook and
Twitter. Approximately 550 notices were distributed by mail service. Seven notices
(every Wednesday) will be submitted for the Community Page ad during September and
October. The City is also including mention of the new registration process in
September, Your City, Right Now newsletter. A media release is expected to go out in
September. This outreach is being made to determine the level of interest for the
expanded service.
The Hamlets of Brougham, Claremont; Greenwood and Whitevale were chosen based
on proximity, population and density. Although it is unknown how many participants
there will be from the Hamlets, staff is recommending an expansion of 25 additional
participants to the program.
The level of service for the·program and the criteria to qualify for the program will not
change from the previous year.
Qualifications of the Program
• Over 65 or if under 65 years, have proof of permanent disability (certified by a
doctor, as having a permanent physical or cognitive limitation which prohibits from
snow clearing). Proof of age is required,
• Resident must live within the urban area of Pickering (south of Taunton Road), or
within the hamlets of Brougham, Claremont, Greenwood, and Whitevale.
• That no one under the age of 65 resides in the home (with the exception of a person
with a permanent physical or cognitive limitation which prohibits them from providing
assistance).
CORP0227-07/01 revised
Report PW 03-14 September 8, 2014
Subject: Seniors and Persons with Disabilities Snow Clearing Program
Expansion to the Hamlets of Brougham, Claremont
Greenwood and Whitevale
level of Service
Page 3
• Seniors and Persons with Disabilities snow clearing begins when City ploughs have
completed their routes (City staff begin clearing snow from municipal roads once the
snow has stopped, and after 5 em (2 inches) of snow has accumulated).
• Clearing should be completed within 24 hours; however, timing is not guaranteed.
• Lower driveway apron: a 12ft wide by 12ft deep portion of the driveway adjacent to
the street.
• Walkway: approximately 2ft wide path from the cleared driveway to the closest
house entry.
• Concrete sidewalk: all sidewalks fronting and adjacent to the property (if applicable).
• Shoveling the entire driveway is not included.
As indicated in the memorandum to the Chief Administrative Officer dated July 24, 2014
(issued to Members of Council as correspondence CAO 41-14) (Attachment #2), staff
are considering a fee for the program.
Staff have undertaken a review of charges for similar services from other Durham
municipalities. The Town of Whitby and City of Oshawa do not charge a fee for their
program. The Town of Ajax has two options; municipal sidewalk and windrow for $30
plus HST and municipal sidewalk, windrow, driveway and pathway to door for $130 plus
HST. The Municipality of Clarington charges $60 plus HST for municipal sidewalk and
windrow.
In order to offset the cost of running the program, staff will recommend a nominal fee
during the 2015 budget process for the service. The fee will be proposed in the 2015
Summary of Fees & Charges. If approved, the rate will be advertised in the promotion
of the 2015/2016 program prior to registration. Any fee proposed will go into effect for
the 2015/2016 program. ·
Attachments:
1, Report PW-06-13
2. Correspondence CAO 41-14
CORP0227-07/01 revised 61
64
Report PW 06-13 October 28, 2013
Subject: Seniors and Persons with Disabilities Snow Clearing Page2
Financial Implications: Gray's Landscaping and Snow Removal has agreed to provide
this service for the 2013/2014 winter season at the 2012/2013 unit prices per location.
The guaranteed minimum payment per season will be prorated to adjust the number of
properties in the program from 300 to up to 350. The additional cost impact to the
guaranteed minimum payment, which covers the first six snow clearings of the season,
amounts to $5,250 plus applicable HST.·
Discussion: The Seniors Snow Removal program commenced in 1975 with
very few seniors and disabled persons participating. Since that time the program has
expanded to encompass over 300 participants. City of Pickering staff were originally
utilized to provide the service, but with the growth of the City and the program, the work
was eventually tendered out to private contractors.
During the planning stages for the 2013/2014 program registration, staff made the
decision to increase the program registration limit to 325 participants to acknowledge
new development in Duffin Heights and previous year's demand for the program, as
some residents had to be placed on a waiting list. This information was provided to
Council in CAO Correspondence CAO 72-13 on September 26, 2013 (Attachment #1).
Due to the successful registration held October 9, 2013 at the Pickering Recreation
Complex, the program is full at 325 participants, and there are still residents on the
waiting list. Staff is now recommending that the program be expanded to up to 350
partiCipants for the 2013/2014 winter season.
As mentioned in correspondence CAO 72-13 staff will be reviewing options to increase
·the service parameters for the 2.014/2015 program. That information will be contained in
a future repor:t to the Executive Committee.
Gray's Landscaping and Snow Removal was awarded the Seniors and Persons with
. Disabilities Snow Clearing contract through the award of Quotation Q-74-2010. The
award was a two year contract for the winter of 2010/2011 and 2011/2012. Through
clause 09.03 (d) of the Purchasing Policy, the qontract was extended for one year,
which was the winter of 2012/2013. Although the Purchasing Policy only allows for
extensions of one year, staff recommends a further one year extension with Gray's
Landscaping and Snow Removal for the winter of 2013/2014. This extension will allow
time for staff to review the service parameters and prepare a new multi year
procurement document commencing the winter of 2014/2015.
Previous to the hiring of Gray's Landscaping and Snow Removal in 2010, the program
experienced numerous problems with delivery of service. Gray's has reduced
complaints to a minimum, and service is being provided in a timely fashion. The
Contractor visits each address at the end of the season to inspect, clean up and repair
any da.mage that may have occurred during snow clearing at no additional cost to the
City of Pickering. ·
72
Report FIN 20-14 September 8, 2014
Subject: Cash Position Report as at June 30, 2014 Page 2
Continuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions
from January 1 to June 30, 2014 and provides the outstanding taxes receivable as at
June 30, 2014. The total amount represents all three levels of taxes billed for the City,
Region and School Boards. It includes amounts owing for the September 26th
residential due date but not the commercial final billing as this will come out later in the
year.
The following is the summary of taxes receivable:
Current year as at June 30, 2014:
• Taxes billed to date: $163.9M (excludes commercial final billing)
• Tax adjustments and payments: $115.6M
• Taxes receivable at Jun 30/14: $48.4M
All years as at June 30, 2014:
• Taxes billed to date: $163.9M (excludes commercial final billing)
• Tax adjustments and payments: $120.5M
• Taxes receivable at Jun 30/14: $59.9M
Outstanding Investments: Attachment 3 presents the short-and long-term investments
for both Current and Reserve Funds outstanding as at June 30, 2014. The total
investment portfolio as at June 30, 2014 is about $88.0M, with $3.0M from internal
loans and $85.0M from general investments. This represents an increase of about
$6.6M or 8.1% on total investments from the same period last year. This variation is
expected as total investments differ from year to year depending on the timing of
collection and remittance of development charges and supplementary taxes.
Development Charges Collected: The City is responsible for the collection of
development charges on behalf of the City, Region and School Boards. Attachment 4
shows a total collection of $3.1 M for the first half of 2014 with $1.3M for the City, $1.5M
for the Region and $0.3M for the School Boards.
Note that the development charges collected, as reported under the Sources of Funds
on Attachment 1, does not match the remittance amounts to the Region and School
Boards indicated under the Use of Funds, also in Attachment 1. This variance is a result
of: (a) timing differences in payments to the Region and School Boards as monies
become due 25 days following the month of collection; and (b) the fact that the City
portion of development charges is not reported as a line item under the Use of Funds.
Other Development Contributions: Attachment 5 is provided to show other development
contributions received in the first half 2014.
Multi-Year Receipts: The balance of the Attachments shows the 1 0-year, semi-annual
receipts of the City's portion of development charges presented as a bar chart. The
$1.3M total amount collected forthe six months ending June 30, 2014 is the fourth
highest collection for a first half year in the past 10 years. In comparison with June
2013 results, June 2014\s lower. However, this lower level of activity and
Sources of Funds:
Accounts Receivable collected 1
Development charges collected 2
Operating
Grants-in-lieu:
Federal
Provincial
Ontario enterprises
Municipal enterprises
Linear Properties
Federal specific grants
Ontario specific grants
Interest Income
Tax payments received
Total
Use of Funds:
Operating and Capital Expenditures
Payroll
Region Levy
Regional portion of Dev. Charges
School Board Levies
School Board portion of Dev. Charges
Debenture payment to Region
Total
Net Cash Increase (Decrease)
Current Fund
TOTAL
1 Includes DRT fuel recovery from Region
2 Includes City, Region and School Boards
74
/\TTACHMENT#_l_ TO REPORT# f, tJ"20 -IL{
City of Pickering
Statement of Cash Position
for six months ending June 30, 2014
$ 1 ,883,178
3,127,872
8,251,776
878,747
415,527
4,109,050
1,057,681
-
49,335
38,100
326,624
121,448,724
$ 141,586,614
$ 29,827,912
18,183,301
. 71,229,093
880,417
22,455,822
310,312
1,252,555
$ 144,139,412
$ (2,552,798)
FINANCIAL POSITION
Bank Balance Net Cash Bank Balance
January 1, 2014 Provided (Used) June 30, 2014
$ 9,015,913 $ (2,552, 798) $ 6,463,115
$ 9,015,913 $ (2,552, 798) $ 6,463,115