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Home My WebLink AboutFebruary 23, 2015 Call A. Council Meeting Agenda PICKERIN Monday, February 23, 2015 Council Chambers 7:00 pm I) Invocation Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation. H) Disclosure of Interest III) Adoption of Minutes Page In Camera Council Meeting Minutes, January 19, 2015 Under Separate Cover Council Meeting Minutes, January 19, 2015 1-16 Executive Committee Minutes, February 9, 2015 17-21 Special Council Meeting Minutes, February 9, 2015 22-24 Special In Camera Council Meeting Minutes, February 9, 2015 Under Separate Cover IV) Presentations , V) Delegations 25 VI) Correspondence 26-29 Corr. 06-15 Corr. 07-15 VII) Committee Reports 30-31 Report 2015-02 of the Executive Committee VIII) Reports — New and Unfinished Business 32-42 Report CR 12-15 IX) Motions and Notice of Motions Accessible , For information related to accessibility requirements please contact DI C V E n I G Linda Roberts 1�C�'V Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Irobertse_pickerina.ca X) By-laws 43-46 XI) Confidential Council - Public Report XII) Other Business XIII) Confirmation By-law XIV) Adjournment Cali 00 Council Meeting Minutes ; .� Monday, January 19, 2015 OCElItIit 7:00 PM - Council Chambers Present: • Mayor Ryan Councillors: - K. Ashe I. Cumming R. Johnson • B. McLean J. O'Connell D. Pickles Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation J. Hagg - Fire Chief R. Holborn - Director, Engineering & Public Works • T. Melymuk - Director, City Development C. Grant - Chief Executive Officer, Library S. Karwowski - Division Head, Finance & Treasurer D. Shields - City Clerk C. Rose - Chief Planner R. Pym - Principal Planner, Strategic Initiatives K. Pyke - Coordinator, Museum Operations L. Harker - (Acting) Supervisor, Legislative Services (I) Invocation Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (II) Disclosure of Interest No disclosures of interest were noted. (III) Adoption of Minutes Resolution #1/15 Moved by Councillor Johnson Seconded by Councillor McLean • 1 1 Cali 00 A. Council Meeting Minutes ``'_ ` "°�= '=� Monday, January 19, 2015 NCIN�� IVE 7:00 PM - Council Chambers • In Camera Council Meeting Minutes, December 15, 2014 Council Meeting Minutes, December 15, 2014 Joint Planning & Development and Executive Committee Minutes, January 12, 2015 Carried (IV) Delegations 1. Roger Anderson, Regional Chair Region of Durham Re: Annual Address to Council Roger Anderson, Regional Chair, appeared before Council to provide his annual address to Council. Chair Anderson described 2014 as a year full of happy and distressing events, beginning with the celebration of the Region's 40th anniversary, the election of the first Regional Chair and ending with the fire at Fairview Lodge. Chair Anderson expressed his appreciation for staffs quick response to the fire, resulting in no lives lost. He also noted that the Federal and Provincial government announced funding for affordable housing and as a result.the Region can begin implementing the Durham Housing Plan. Plans for 2015 include the potential restructuring of Regional Council, investigating the potential for streamlining fire protection across the Region, construction on Regional Roads, the OPG Plant shut down in Pickering and the planning and delivery of potassium iodide pills to those close to the nuclear plant. Resolution #2/15 Moved by Councillor Pickles Seconded by Councillor Cumming That the delegation time be extended by 5 minutes. Carried Chair Anderson provided an overview of the budget process, advising that a 1% tax increase is being proposed. He noted that strong partnerships with Regional municipalities is vital. A question and answer period ensued regarding the restructuring of Regional Council and various waste questions. 2 2 ose Council Meeting Minutes s._., P , Monday, January 19, 2015 7:00 PM - Council Chambers 2. Laura Drake & Paul Savel Pickering Museum Village Advisory Committee RE: 2014 Report Laura Drake, Pickering Museum Village Advisory Committee appeared before Council to provide the Committees' annual report to Council. Using their four pillars (Community Connections, Collections & Preservation, Education & Interpretation, and Marketing & Tourism), Ms. Drake outlined objectives achieved in 2014 and plans for 2015. Ms. Drake thanked all Committee members and City staff for helping make Pickering Museum Village the best living history site in Durham Region. 3. Rosi Vanderheijden Re: Clearing of Pickering Waterfront Trail in Winter Months Rosi Vanderheijden, a Pickering resident, appeared before Council to request that the Pickering Waterfront Trail be cleared during the winter months. Ms. Vanderheijden noted that residents would like to use the trail year-round and provided a copy of a petition to . the City Clerk. A question and answer period ensued. 4. Michael Bode Re: Procedures Taken During 2014 Municipal Election Michael Bode appeared before Council to express his dissatisfaction with procedures taken during the 2014 Municipal Election. - 5. Mark Turney, Vice-President of Operations Veridian Connections Inc. Re: Report LEG 02-15 Mark Turney, Veridian Connections Inc., appeared before Council in support of Report LEG 02-15 and was available to answer any questions. (V) Correspondence 1. Corr. 01-15 Cheryl Bandel, Deputy Clerk Region of Durham 605 Rossland Road East Whitby, ON LI N 6A3 3 3 Council Meeting Minutes Monday, January 19, 2015 KO V er 7:00 PM - Council Chambers Resolution #3/15 Moved by Councillor McLean Seconded by Councillor Pickles That Corr. 01-15 received from Cheryl Bandel, Deputy Clerk, Region of Durham seeking Council's nomination of a Member of Regional Council and one citizen • nomination as the City's representative on the Durham Trail Coordinating Committee be confirmed as follows: That Councillor Pickles be appointed as the Council representative; and That Shirley Van Steen be nominated as the City of Pickering citizen representative. Carried 2. Corr. 02-15 Debbie Shields City Clerk City of Pickering Resolution #4/15 Moved by Councillor Pickles Seconded by Councillor Cumming That Corr. 02-15, received from Debbie Shields, City Clerk, City of Pickering, detailing the request by the Region of Durham to nominate a City of Pickering resident to the Durham Environmental Advisory Committee be confirmed as follows: That Ozair Chaudry be nominated as the City of Pickering citizen representative. Carried 3. Corr. 03-15 • Susan Dickison Communications Coordinator, Durham Region Transit 9 605 Rossland Road East Whitby, ON L1 N 6A3 4 4 �fq o0 Council Meeting Minutes 11 -= Monday, January 19, 2015 WO NMI 7:00 PM - Council Chambers Resolution #5/15 Moved by Councillor McLean Seconded by Councillor Pickles That Corr. 04-15 received from Susan Dickison, Communications Coordinator, Durham Region Transit seeking Council's nomination of one citizen nomination as the City's representative on the Durham Region Transit Advisory Committee be confirmed as follows: That Judy Gaw be nominated as the City of Pickering citizen representative. Carried 4. Corr. 04-15 Debbie Shields City Clerk City of Pickering Resolution #6/15 Moved by Councillor Pickles Seconded by Councillor Ashe That Corr. 04-15 received from Debbie Shields, City Clerk requesting endorsement of Council appointments to Advisory Boards and Committees be endorsed. Carried 5. Corr. 05-15 Tanya Ryce, Supervisor, Culture & Recreation Re: Pickering Museum Village Advisory Committee 2014 Annual Report Resolution #7/15 Moved by Councillor Pickles Seconded by Councillor McLean That Corr. 05-15 received from Tanya Ryce, Supervisor, Culture & Recreation, submitting the 2014 report on behalf of the Pickering Museum Village Advisory Committee be received as information. Carried 5 5 Citq 00 Council Meeting Minutes Monday, January 19, 2015 ES 1 V[ 7:00 PM - Council Chambers (VI) Committee Reports Planning & Development Committee Reports 1. Director, Corporate Services & City Solicitor, Report LEG 01-15 2016508 Ontario Limited, Plan of Subdivision 40M-2261 -Final Assumption of Plan of Subdivision Council Decision 1. That the works and services required by the Subdivision Agreement within Plan 40M-2261, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance, save and except for Blocks 2 and 4; and 2. That the Subdivision Agreement and any amendments thereto relating to Plan 40M-2261 be released and removed from title. Executive Committee Reports 2. Director, Corporate Services & City Solicitor, Report FIN 02-15 2014 Year End Audit Council Decision 1. That Report FIN 02-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Audit Plan as submitted by Deloitte LLP, included as Attachment 1 to this report be received for information; and, 3. That the Chief Administrative Officer and the Division Head, Finance &Treasurer be authorized to sign the Auditor's Engagement Letter on behalf of the City. 3. Director, Corporate Services & City Solicitor, Report FIN 01-15 2015 Interim Levy and Interim Tax Instalment Due Dates • Council Decision 1. That Report FIN 01-15 of the Director, Corporate Services and City Solicitor be received; 6 6 ON 00 Council Meeting Minutes Monday, January 19, 2015 ICS-OW 7:00 PM - Council Chambers 2. That an interim property tax levy be adopted for all realty property classes for 2015; 3. That the interim property tax levy tax instalment due dates be February 27 and April 27, 2015; 4. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 4. Director, Corporate Services & City Solicitor, Report FIN 03-15 Tender/Contract Approval - Approvals During Council Recess 2014 Council Decision 1. That Report FIN 03-15 of the Director, Corporate Services & City Solicitor regarding tender and contract approvals during Council Recess be received; and, 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Councils' recess being, Tender No. T-16-2014, Brick Cladding & Masonry Repairs, Quotation No. Q-42- 2014 One New Latest Model Year, Four Wheel, Pure Vacuum Multi-Functional Street Sweeper, and Quotation No. Q-51-2014, Seniors and Person with Disabilities Snow Clearing Program. Resolution #8/15 Moved by Councillor Ashe Seconded by Councillor Cumming That Report 2015-01 of the Joint P & D and Executive Committee meeting held on January 12, 2015 be adopted, save and except Item #5 and Item #6. Carried 5. Director, Engineering & Public Works, Report ENG 01-15 Review of Accessible Parking Space Requirements for the City of Pickering 7 7 00 Council Meeting Minutes LjF= Monday, January 19, 2015 01_01444014:1 7:00 PM - Council Chambers A question and answer period ensued. Council requested that the Municipal Law Enforcement Section monitor how many tickets are being issued to those parked illegally in accessible parking spots to ensure vigorous enforcement. Resolution #9/15 Moved by Councillor Ashe Seconded by Councillor Cumming 1. That Report ENG 01-15 of the Director, Engineering & Public Works regarding the review of accessible parking space requirements in the City of Pickering, be received; 2. That City Council authorize staff to initiate a public consultation process on the proposed amendments to By-law 6604/05 regarding accessible parking space requirements in the City of Pickering, as outlined in this report, including consultation with the Accessibility Advisory Committee, business owners, and other stakeholders; and 3. That following the receipt of comments, staff prepare a draft by-law with final recommendations for Council's consideration. Carried 6. Director, Corporate Services & City Solicitor, Report CLK 01-15 Amendment to Procedural By-law to Provide for 2015 Committee and Council Meeting Schedule Change Resolution #10/15 Moved by Councillor Ashe Seconded by Councillor Cumming 1. That Report CLK 01-15 of the Director, Corporate Services & City Solicitor, regarding an amendment to Procedural By-law 7212/12 be received; 2. That the draft amendment by-law to Procedural By-law 7212/12, to provide for a revised Standing Committee Meeting as noted in Attachment#1 be approved; and 3. That the 2015 Standing Committee and Council Meeting calendar included as Attachment#2 be approved. 8 8 Cry 00 A Council Meeting Minutes Monday, January 19, 2015 ION 7:00 PM - Council Chambers Carried as Amended Later in the meeting (See following motion) Resolution #11/15 Moved by Councillor Pickles Seconded by Councillor Ashe . That the 2015 Standing Committee and Council Meeting calendar included as Attachment#2 be amended as follows: That Council on February 17th be moved to February 23rd due to.Family Day on the 16tH Carried The main motion was then carried as amended. (VII) New and Unfinished Business 1. Director, Corporate Services & City Solicitor, Report LEG 02-15 Solar Photovoltaic (PV) Installation under the Provincial FIT 2.0 Program -Solar Array Roof Lease Agreement A brief question and answer period ensued confirming that the revenue generated from this project will be used towards environmentally sustainable projects. Resolution #12/15 Moved by Councillor Pickles Seconded by Councillor Johnson 1. That Report LEG 02-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Solar Array Roof Lease Agreement between the City of Pickering and Veridian Connections Inc., Solera Sustainable Energies Company Limited and Queen Street Solar Co-operative Corporation be approved; 3. That the Mayor and City Clerk be authorized to execute the Solar Array Roof Lease Agreement as set out in Attachment 1 to this Report, subject to minor revisions agreeable to the Director, Corporate Services & City Solicitor; 9 9 City o0 A Council Meeting Minutes l= Monday, January 19, 2015 RAZE 7:00 PM - Council Chambers 4. That Council authorize the appropriate City official to undertake the necessary actions required to implement the above recommendations; and 5. Further, that a copy of this Report be forwarded to Veridian Connections Inc., Solera Sustainable Energies Company Limited, and Queen Street Solar Co- operative Corporation. Carried • (VIII) By-laws 7401/15 Being a by-law for the collection of taxes and to establish the instalment due dates for the Interim Levy 2015. 7402/15 Being a by-law to amend By-law 7212/12, which governs the proceedings of Council, any of its committees, the conduct of its Members,-and the calling of meetings. 7403/15 Being a by-law to establish that part of Lot 22, Registrar's Compiled Plan 819, designated as Part 4, Plan 40R-20788 and that part of Lot 23, Registrar's Compiled Plan 819, designated as Part 3, Plan 40R-20788, as public highway. 7405/15 Being a by-law to stop-up and close Tracy Street, Plan 94, Pickering, as public highway and authorize the sale of a portion of it, subject to required easements. • Resolution #13/15 Moved by Councillor Pickles, Seconded by Councillor Ashe That By-law Nos. 7401/15 through 7405/15 be approved, save and except 7404/15. Carried 7404/15 Being a by-law to amend Restricted Area (Zoning) By-law 2511, as amended, to implement the Official Plan of the City of Pickering, Region of Durham in Part of Lots 15 & 16, Concession 1, City of Pickering. (A 3/14) 10 10 - I Cifq 00 Council Meeting Minutes Monday, January 19, 2015 1101 ��0" 7:00 PM - Council Chambers Resolution #14/15 Moved by Councillor O'Connell Seconded by Councillor McLean That By-law 7404/15 be amended as follows: That "Medical Office Use" be moved from primary uses to secondary uses. Motion Lost on a Recorded Vote as Follows: Yes No Councillor O'Connell • Councillor Pickles Councillor Cumming Councillor Ashe Councillor McLean Councillor Johnson Mayor Ryan A question and answer period ensued with City Development staff providing clarification with respect to the proposed parking allotment and the potential inclusion of a "severability clause". Resolution #15/15 Moved by Councillor O'Connell Seconded by Councillor McLean That By-law 7404/15 be amended as follows: That a gaming establishment/casino use is only permitted as part of a hotel, convention or conference centre, entertainment complex. Therefore a building permit will only be issued for the construction of a gaming establishment/casino when a minimum of 20% of construction is completed on a hotel, convention or conference centre, entertainment complex. Motion Lost on a Recorded Vote as Follows: Yes No Councillor O'Connell Councillor Pickles Councillor McLean Councillor Ashe Councillor Cumming Councillor Johnson Mayor Ryan 11 11 Coal 00 Council Meeting Minutes =R Monday, January 19, 2015 CO NN WE 7:00 PM - Council Chambers The main motion was then carried on a recorded vote as follows: Yes No Councillor Pickles Councillor O'Connell Councillor Ashe Councillor Cumming Councillor Johnson Councillor McLean Mayor Ryan (IX) Confidential Matters In accordance with Procedural By-law 7212/12 and the provisions of the Municipal Act, an In Camera meeting of Council was held prior to the regularly scheduled meeting. An In Camera meeting of Council has been scheduled in accordance with the provisions of the Municipal Act and Procedural By-law 7212/12, in that the matters to be discussed relate to personal matters about an identifiable individual. [City Clerk has custody and control of the In Camera minutes]. Carried 1. Boards and Advisory Committees of Council for 2014-2018 Information on the applications were reviewed In Camera in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the personal information was used solely for the purpose of assessing the applicant's qualifications for appointment to one of the City's Advisory Committees. a) Regional Appointments Resolution #16/15 Moved by Councillor Johnson Seconded by Councillor Cumming That the recommendations considered at the Closed Meeting of Council confirming Paul Pistritto as the City of Pickering nomination to the Durham Agricultural Advisory Committee be approved for a term to expire on November 30, 2018. Carried 12 12 Council Meeting Minutes Monday, January 19, 2015 VIS 7:00 PM - Council Chambers b) City of Pickering Appointments Resolution #17/15 Moved by Councillor Johnson Seconded by Councillor Cumming That the recommendations considered at the Closed Meeting of Council confirming the Advisory Boards and Committee appointments be approved; That the City Clerk notify the applicants to confirm their interest in the appointment to the Committee; and That, once confirmed the names of the applicants be noted in the January 19, 2015 Council minutes. Confirmed Appointments Accessibility Advisory Committee That the following persons are appointed to the Accessibility Advisory Committee for a term to expire on November 30, 2018: Terry Arvisais Peter Bashaw Maurice Brenner Andrew Doucette Dan Hughes Cody Morrison Susan Wilkinson Animal Services Appeal Committee That the following persons are appointed to the Animal Services Appeal.Committee for a term to expire on November.30, 2018: Mandiee O'Brien Shirley Beadle 13 13 co Council Meeting Minutes 6 = �=_ Monday, January 19, 2015 'iiS 1 \[ 7:00 PM - Council Chambers Committee of Adjustment That the following persons are appointed to the Committee of Adjustment for a term to expire on November 30, 2018: Thomas Copeland Dave Johnson Eric Newton Denise Rundle Sean Wily Heritage Pickering Advisory Committee That the following persons are appointed to the Heritage Pickering Advisory Committee for a term to expire on November 30, 2018: Kathryn Borisko James Calder Jennifer Dempsey Wickham Jamadar Deanna Joyce Tom Reimer Mike Sawchuck Charles Sopher Jutta Van Huss Livestock Valuer That the following is hereby appointed as Livestock Valuer for a term to expire on November 30, 2018: John Laider Pickering Museum Village Advisory Committee That the following persons are appointed to the Pickering Museum Village Advisory Committee for a term to expire on November 30, 2018: James Calder • Laura Coulter Rose Ann Cowan Laura Drake Karen Emmink Pamela Fuselli Donald Hudson Deanna Joyce Graham Lowman Paul Savel 14 14 Citq oq Council Meeting Minutes f = iF Monday, January 19, 2015 N iliC 7:00 PM - Council Chambers Pickering Library Board That the following persons are appointed to the Pickering Library Board for a term to expire on November 30, 2018: Mary K. Anderson Shashi Bhatia Ruvette Coelho Susan Kular John Sabean Doodnauth Sharma Irene Elizabeth Thomaidis Shirley Van Steen Property Review Committee That the following persons are appointed to the Property Review Committee for a term to expire on November 30, 2018: Peter Dickson Richard Farrell - Gregory Fernandes Claude Lavoie Patricia Short-Galle Carried (X) Other Business 1) Councillor O'Connell requested that the CAO follow up with respect to citizen involvement on an advisory committee relating to the decommissioning of the OPG power plant. 2) Councillor McLean advised Council of a Canadian Army veteran, Paul Nicholls, who will be riding a horse across Canada to get Canadians to rethink their image of veterans and bring awareness of Post-Traumatic Stress Disorder. Councillor McLean hopes that the City can assist in some fundraising initiatives and perhaps even assist with boarding the horses when they come through Pickering. 3) Councillor Cumming requested that the CAO follow up with respect to noise complaints regarding motorcycles riding on Frenchman's Bay. • 15 15 City 00 A Council Meeting Minutes "'",X-F,=liez Monday, January 19, 2015 7:00 PM - Council Chambers (XI) Confirmation By-law By-law Number#7406/15 Councillor Johnson seconded by Councillor Pickles moved for leave to introduce a By- law of the City of Pickering to confirm those proceedings of January 19, 2015. Carried (XII) Adjournment Moved by Councillor Cumming Seconded by Councillor O'Connell That the meeting be adjourned at 9:50 pm. Carried Dated this 19th day of January, 2015. Mayor Ryan Debbie Shields City Clerk 16 16 o! Executive Committee s Meeting Minutes Monday, February 9, 2015 2:00 pm - Council Chambers Chair: Councillor Johnson Present: Mayor Ryan Councillors: K. Ashe I. Cumming R. Johnson J. O'Connell D. Pickles • Absent: B. McLean Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation J. Hagg - Fire Chief R. Holborn - Director, Engineering & Public Works T. Melymuk - Director, City Development S. Karwowski - Division Head, Finance &Treasurer C. Rose - Chief Planner D. Shields - City Clerk L. Roberts - Committee Coordinator • (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations 1. Michele James, Interim Chief Operating Officer Rouge Valley Health System Update Michele James, Interim Chief Operating Officer, Rouge Valley Health System appeared before the Committee to provide an update with respect to growth and integration at Rouge Valley. Ms. James provided an overview on some of the challenges as well as opportunities over the past year. She discussed growth in west Durham and what it will mean with the addition of the Seaton community within • 1 17 00 Executive Committee -- `' "- Meeting Minutes KOT1411410E Monday, February 9, 2015 2:00 pm - Council Chambers Chair: Councillor Johnson the next 5 years. She also provided an overview on the latest initiatives in technology, cardiac and end of life care as well as updates on the recent privacy breaches and merger process, explaining the strategies for moving forward. A question and answer period ensued with questions raised regarding any potential for Provincial initiatives to share wait times, such as road signage as well as any possible relationships with Durham College or UOIT. Questions were also raised with respect to any special accommodation for increased traffic this year due to the Pan Am Games. 2. Mary-Anne Pietrusiak • Durham Region Health Department Re: Health Neighbourhoods Project Launch Mary-Anne Pietrusiak, Epidemiologist, Durham Region Health Department, appeared before the Committee to provide an overview on the Health Neighbourhoods project in Durham Region. Through the aid of a power point presentation, Ms. Pietrusiak explained how the Region was divided into 50 areas with an approximate population of 12,000 in each area. She also explained the various tools and how to manoeuvre through the Region's website. She noted this is the first time comprehensive health information has been available publicly at Durham Region Neighbourhood level, providing information to help support strong, safe and equitable neighbourhoods, improving the health and well-being of all residents. A question and answer period ensued. It was questioned whether a link could be available through the City of Pickering's website. (III) Matters for Consideration 1. Director, Engineering & Public Works, Report PW 01-15 Quotation No. Q-54-2014 -Quotation for the Supply and Delivery of One New Latest Model Year 41,000 lb. GVW Dump Truck with Snow Plow and Wing Recommendation Moved by Councillor O'Connell Seconded by Councillor Pickles 1. That Report PW 01-15 of the Director, Engineering & Public Works regarding the Quotation for the Supply and Delivery of One New Latest Model Year, 41,000 lb. GVW Dump Truck with Snow Plow and Wing be received; 2 18 • o0 Executive Committee `'- Meeting Minutes N-CONOME Monday, February 9, 2015 2:00 pm - Council Chambers Chair: Councillor Johnson 2. That Quotation No. Q-54-2014 as submitted by Mack Sales and Service of Durham for the Supply & Delivery of One New Latest Model Year, 41,000 lb. GVW Dump Truck with Snow Plow and Wing in the amount of$235,185.77 (HST included) be accepted; 3. That the total gross project cost of$236,316.00 (HST included) and the total net project cost of$212,810.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the net project cost of$212,810.00 as follows: a) The sum of$19,500.00 as approved in the 2014 Roads Capital Budget to be funded from the Development Charges (DC) City's Share Reserve, to be increased to $21,281.00; b) The sum of$175,500.00 as approved in the 2014 Roads Capital Budget to be funded from the Development Charges (DC) Reserve Fund-Operations Services, to be increased to $191,529.00; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried 2. Director, Corporate Services & City Solicitor, Report LEG 03-15 D'Angelo (P.& G.) Homes Limited Lease Renewal -935 Dillingham Road, Pickering Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report LEG 03-15 respecting the City's lease renewal with D'Angelo (P.&G.) Homes Limited at 935 Dillingham Road, Pickering be received; 2. That the term of the said lease be extended for an additional two‘years ending March 31, 2017, and that a lease renewal letter be executed by the Mayor and City Clerk substantially in the form set out in Attachment 1 to this Report; and 3 19 Qty no Executive Committee Meeting Minutes Monday, February 9, 2015 2:00 pm - Council Chambers Chair: Councillor Johnson 3. That the appropriate City officials be authorized to take the necessary actions to implement these recommendations. Carried 3. Director, Corporate Services & City Solicitor, Report LEG 04-15 Seaton-District Park Agreement and Financial Impacts Agreement Discussion period ensued with staff providing clarification with respect to land use. Recommendation Moved by Councillor Pickles V Seconded by Councillor Mayor Ryan 1. That Report LEG 04-15 respecting the District Park Agreement and the Financial Impacts Agreement for the Seaton Development Area be received; 2. That the District Park Agreement, substantially in the form included in this Report as Attachment 1, be entered into by the City subject to such minor revisions as are satisfactory to the Director, Corporate Services & City Solicitor and the Director, City Development; 3. That the Financial Impacts Agreement, substantially in the form included in ' this Report as Attachment 2, be entered into by the City subject to such minor revisions as are satisfactory to the Director, Corporate Services & City Solicitor; 4. That the said Agreements be executed by the Mayor and City Clerk; and 5. That the appropriate City officials be authorized to take the actions necessary to implement these recommendations. Carried (III) Other Business 1) Councillor O'Connell informed Members of a pilot program which the Region of Durham is looking into for the collection of building materials. She wanted staff to be aware of this and questioned whether the City of Pickering could track this information in Pickering for the Region's use. • 4 20 00 Executive Committee Meeting Minutes ORNME Monday, February 9, 2015 2:00 pm - Council Chambers. Chair: Councillor Johnson (IV) Adjournment The meeting adjourned at 3:20 pm. 5 21 Caq 00 Special Council Meeting Minutes - `� Monday, February 9, 2015 V[S ati leC. I 3:25 pm Main Committee Room Present: Mayor Ryan Councillors: • K. Ashe D. Dickerson J. O'Connell D. Pickles P. Rodrigues Absent: B. McLean Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor T. Melymuk - Director, City Development C. Rose - Chief Planner J. Brooks - Manager, Policy & Geomatics D. Jacobs - Principal Planner- Policy D. Shields - City Clerk (I) Disclosure of Interest No disclosures of interest were noted. (II) Confidential Matters Resolution #18/15 Moved by Councillor Pickles Seconded by Councillor Johnson That Council move In Camera in accordance with the provisions of the Municipal Act and Procedural By-law 7212/12, in that the matters'to be discussed relate to the receiving of advice that is subject to solicitor-client privilege, including 1 22 • C'l, Special Council Meeting Minutes ' Monday, February 9, 2015 3:25 pm Main Committee Room communications necessary for that purpose, and to litigation or potential litigation_, including matters before an administrative tribunal affecting the City. Carried • a) OMB Legal Matters Regarding the Official Plan Amendment 26 Appeal General discussion ensued on this matter. Refer to the In Camera minutes for further information. [City Clerk has custody and control of the In Camera minutes] Resolution #19/15 Moved by Councillor O'Connell Seconded by Councillor Johnson That Council rise into open session of Council. Carried Resolution #20/15 Moved by Councillor Pickles Seconded by Councillor Ashe That the recommendations considered at the Special In Camera Council meeting be approved. Carried (III) Confirmatory By-law By-law Number 7407/15 Councillor Johnson seconded by Councillor Cumming 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 Special Meeting of Council of February 9, 2015. Carried 2 23 Cali 00 Special Council Meeting Minutes Monday, February 9, 2015 r1 VE NI[ 3:25 pm Main Committee Room (IV) Adjournment The meeting adjourned at 3:40 pm. Dated this 9th day of February, 2015 Mayor David Ryan Debbie Shields City Clerk 3 24 f" o1 i/IPA• ' a PICKERING February 23, 2015 Delegations 1. Samantha Burdett, Policy Advisor Diversity and Immigration, Region of Durham Re: Durham Diversity and Immigration Community Report Card 2. Christina Dodds Re: Safety Concerns on Bowler Drive • 25 City 00 :5;7. 411, i PICKERING February 23, 2015 Correspondence Pages 1. Corr. 06-15 Motion for Direction Lon Harnish 27 Pickering RibFest Chairperson 255 Huntingwood Drive Oshawa, ON L1J 7C6 Letter received from Lon Harnish, Pickering RibFest Chairperson, seeking Council support for the Pickering RibFest event to be held from June 5th through June 7th, 2015 to be a pet-free event. 2. Corr. 07-15 Motion for Direction Nicole Wellsbury 28-29 Manager of Legislative Services/Deputy Clerk Town of Ajax 65 Harwood Avenue South Ajax, ON L1 S 2H9 Letter received from Nicole Wellsbury, Manager of Legislative Services/Deputy Clerk, Town of Ajax, advising that at a meeting held,January 26, 2015, Ajax Council passed a resolution to call on the Ontario Government to introduce legislation to replace the Waste Diversion Act with Individual Producer Responsibility that will ensure producers are responsible for 100% of the costs of waste and have the flexibility to determine how IPR programs are established. • 26 • ROTARY CLUB OF AJAX www.ajaxrotary.orq so TA 314 HARWOOD AVE. S. www.pickeringribfest.com P.O. BOX 21022 col AJAX, ON L1S 7H2 _c2rsi‘ 06,71-3 '1%� ORIGINAL TO: ��- �. FRNATNo COPY TO: ® L.-FUR &fE� t^�LATIQN +►(VISION • COR' TAKE APR.ACTION ?Yt; �t�� iA7E Jan30 2015 Oirec. lot% w�rcc� _ - _recIL al uary SERVICES HUrvIAFJ City of Pickering =c_C_,; L RESOURCES. i zA C/o Marisa Carpmo - -r-. LA'cE SUSTAIN r Pickering Civic Complex "�`°�" One The Esplanade Pickering, ON L1V 6K7 Attn: Mayor and City Council • RE: Pickering RibFest and Pets Both the Pickering and Ajax Rotary Clubs are looking forward to hosting this year's RibFest. The dates of the event are June 5th thru to June 7t, 2015. We wish to make this event a Pet-Free Event. Health and safety of all attending are our main concerns for making this request. Both Rotary Clubs respectively ask for City Council to endorse the Pickering RibFest as a Pet-Free annual event. City Council has ourassurance that if this request is approved, we will take the steps to advertise this fact in all our advertising. Your kind consideration to this request would be greatly appreciated. Yours truly a • ofi Harnish Pickering RibFest Chairperson 255 Huntingwood Drive Oshawa, ONL1J7C6 H: 905-723-5478 B: 800-661-0243 ext 4146 F: 905-576-2919 Lon.harnish @cibc.ca ROTARY FOUR-WAY TEST"Of the things we Think,Say or Do" 1.Is it the TRUTH? 2. Is it FAIR to all concerned? 3.Will it build GOODWILL and BETTER FRIENDSHIPS? 4.Will it be BENEFICIAL to all concerned? 27 • Town of TOWN OF AJAX 65 Harwood Avenue South Ajax ON L1S 2H9 By the Lake www.ajax.ca Minister Glen R. Murray, Ministry of the Environment and Climate Change Public Information Centre 2nd Floor, Macdonald Block . ORIGINALTO: ' — M2-22-900 Bay Street COPY TO: Toronto ON M7A 1N3 . J111-ff11MAPII1111111 a January 30, 2015• 'CORK. ALE • E APR.ACTION - Re: Individual Producer Responsibility tvptrec io�. ",«� P,e`L- Please be advised that the following resolution was passed by Ajax Town Council at its meeting held January 26, 2015 WHEREAS municipalities have no control over the form of municipal solid waste that is generated from packing and products that enter their jurisdiction; WHEREAS municipal taxpayers bear more than 50% of the cost of waste disposal and recycling of packaging and printed paper in the waste stream,which products are increasingly complex, multi-material and expensive to recycle, reclaim or dispose of; WHEREAS the Ministry of the Environment and Climate Change has committed to replacing . the current waste diversion legislation, but has not yet introduced replacement legislation to the legislature; WHEREAS independent producer responsibility(IPR)provides that producers be responsible for 100% of the costs of certain designated wastes and have the flexibility to determine how IPR programs are established, designed and operated; WHEREAS municipalities should not have to bear the cost of managing the disposal of these materials; WHEREAS waste is a valuable resource; WHEREAS IPR would provide considerable savings to Ajax/Durham residents and grow the local economy as producers innovate to reduce waste; develop more easily recyclable packaging and better ways to collect and process it; WHEREAS increased recycling and reclamation could add 13,000 good, high-quality jobs in Ontario and contribute more than$1.5 billion every year to Ontario's economy; THEREFORE BE IT RESOLVED THAT the Town of Ajax calls on the Ontario Government to introduce legislation to replace the Waste Diversion Act with a system based on Individual Producer Responsibility, ensuring that producers are responsible for 100% of the costs of designated wastes and have the flexibility to determine how'IPR programs are established, designed and operated,subject to competition provisions,in order to ensure they meet strictly enforced targets and standards. - ontwiltitiihtpt il r?111?9bb7'eiYnS'f1ypruittiiiunitry 28 • • AND THAT notice of this resolution be circulated to all Durham MPPs, all Durham • F. 1 1. �c r• € l c ingM rham Region, AMO, and the Minister of Environment and Climate 5r.--_..._.-._....Change:_ T:, 1,,;3.31 I • ��i i T€%:1 :? it4t`A ?mot , t-- -Ifyou reqiire;:furrthec i`nfo �afiorna lease contact me at 905-619-2529 ext. 3342 or 1-*1: nicole.we1labunry 0aiax.ca _cJ- r. Sincerely;_ ,J:^ _ Jii.i.J i?#+k4724:i'Fft . • . /77'k..ili/b. . / .,/ Gzil.,-./ , . / . Nicole Wellsbury , Manager of Legislative Services/Deputy Clerk . • • . Copy: J. Dickson, MPP—Ajax/Pickering C. Elliott, MPP—Whitby/Oshawa . . J. French MPP-Oshawa " T. MacCharles, MPP-Pickering-Scarborough East) L. Scott,_MPP-Haliburton/Kawartha Lakes/Brock G.Anderson, MPP-Durham , • R.Anderson, Regional Chair • •• D. Bowen, Regional Clerk i A. Greentree, Clerk, Municipality of Clarington . D. Shields, Clerk,City of Pickering D. Leroux, Clerk,Township of Uxbridge T. G.Gettinby, Clerk,Township of Brock • S. Kranc, Clerk,The Corporation of the City of Oshawa K. Coates, Clerk,Township of Scugog D.Wilcox, Clerk,Town of Whitby Association of Municipalities of Ontario(AMO) t)r,'liki!,.. 1,.+rr7 1.so.1041 Quality l•nnronurrrlu , • . 29 Cali 00 lam:: ,,■ 3 _ February 23, 2015 PICKERING Committee Reports • b) Report EC 2015-02 of the Executive Committee Executive Pages 1. Director, Engineering & Public Works, Report PW 01-15 1-14 Quotation No. Q-54-2014 -Quotation for the Supply and Delivery of One New Latest Model Year 41,000 lb. GVW Dump Truck with Snow Plow and Wing Recommendation 1. That Report PW 01-15 of the Director, Engineering & Public Works regarding the Quotation for the Supply and Delivery of One New Latest Model Year, 41,000 lb. GVW Dump Truck with Snow Plow and Wing be received; • 2. That Quotation No. Q-54-2014 as submitted by Mack Sales and Service of Durham for the Supply & Delivery of One New Latest Model Year, 41,000 lb. GVW Dump Truck with Snow Plow and Wing in the amount of $235,185.77 (HST included) be accepted; 3. That the total gross project cost of$236,316.00 (HST included) and the total net project cost of$212,810.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the net project cost of$212,810.00 as follows: a) The sum of$19,500.00 as approved in the 2014 Roads Capital Budget to be funded from the Development Charges (DC) City's Share Reserve, to be increased to $21,281.00; b) The sum of$175,500.00 as approved in the 2014 Roads Capital Budget to be funded from the Development Charges (DC) Reserve Fund-Operations Services, to be increased to $191,529.00; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 2. Director, Corporate Services & City Solicitor, Report LEG 03-15 15-43 D'Angelo (P.& G.) Homes Limited Lease Renewal - -935 Dillingham Road, Pickering Recommendation 1. That Report LEG 03-15 respecting the City's lease renewal with D'Angelo (P.&G.) Homes Limited at 935 Dillingham Road, Pickering be.received; 30 2. That the term of the said lease be extended for an additional two years ending March 31, 2017, and that a lease renewal letter be executed by the Mayor and City Clerk substantially in the form set out in Attachment 1 to this Report; and 3. That the appropriate City officials be authorized to take the necessary actions to implement these recommendations. 3. Director, Corporate Services & City Solicitor, Report LEG 04-15 44-115 Seaton-District Park Agreement and Financial Impacts Agreement Recommendation 1. That Report LEG 04-15 respecting the District Park Agreement and the Financial Impacts Agreement for the Seaton Development Area be received; 2. That the District Park Agreement, substantially in the form included in this Report as Attachment 1, be entered into by the City subject to such minor • revisions as are satisfactory to the Director, Corporate Services & City Solicitor and the Director, City Development; 3. That the Financial Impacts Agreement, substantially in the form included in this Report as Attachment 2, be entered into by the City subject to such minor revisions as are satisfactory to the Director, Corporate Services & City Solicitor; 4. That the said Agreements be executed by the Mayor and City Clerk; and 5. That the appropriate City officials be authorized to take the actions necessary to implement these recommendations • • 31 �tgc1 >�-. � ,, ,- ,;� ...... . ... February 23, 2015 PICKERING . NEW AND UNFINISHED BUSINESS PAGES 1. Director, Culture & Recreation, Report CR 12-15 33-42 Pickering Recreation Complex Integrated Energy Project Consulting and Contract Administration Services Recommendation 1. That Report CR 12-15 of the Director, Culture & Recreation regarding the Pickering Recreation Complex Integrated Energy Project Consulting and Contract Administrative Services be received; 2. That Council approve to engage the services of I.B. Storey Inc. for the consulting and contract administration services of the Pickering Recreation Complex Integrated Energy Project in accordance with the City's Purchasing Policy Item 10:05; 1. That the total gross project cost of$67,800.00 (HST included), and a net project cost of$61,056.00 (net of HST rebate), including the proposed amount and contingency be approved; 2. That Council authorize the Division Head, Finance &Treasurer to finance the project as provided for in the 2014 Recreation Complex— Core and Pool Capital Budgets in the amount of$61,056.00 from the Federal Gas Tax Reserve Fund; 3. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 32 cat/co = Report to Council u=rn'='. Report Number: CR 12-15 I KERIN Date: February 23, 2015 From: Marisa Carpino Director, Culture & Recreation Subject: Pickering Recreation Complex Integrated Energy Project Consulting and Contract Administration Services - File: A-1440 Recommendation: 1. That Report CR 12-15 of the Director, Culture & Recreation regarding the Pickering Recreation Complex Integrated Energy Project Consulting and Contract Administrative Services be received; 2. That Council approve to engage the services of I.B. Storey Inc. for the consulting and contract administration services of the Pickering Recreation Complex Integrated Energy Project in accordance with the City's Purchasing Policy Item 10:05; 3. That the total gross project cost of$67,800.00 (HST included), and a net project cost of$61,056.00 (net of HST rebate), including the proposed amount and contingency be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the project as provided for in the 2014 Recreation Complex— Core and Pool Capital Budgets in the amount of$61,056.00 from the Federal Gas Tax Reserve Fund; 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: Consistent with the principles of the City's Corporate Energy Management Plan, staff seek out energy efficiencies within our operation particularly when considering the replacement of aging equipment. As such, a detailed engineering study was completed by I.B. Storey Inc. in 2014 to analyze the condition of existing equipment and energy consumption at the Pickering Recreation Complex and to identify cost- effective opportunities for improved efficiencies. This study identified energy cost saving opportunities surrounding the replacement of aging mechanical systems in the Recreation Complex core, pool and arena operations by improving equipment efficiency and recovery of waste heat by integrating systems that currently operate independently. For this reason, various capital projects have been identified in the 2014 and 2015 capital budgets, and will be combined into a single Integrated Energy Project at the Pickering Recreation Complex. This approach will produce cost savings through economy of scale and consolidated work as part of a single 33 Report CR 12-15 February 23, 2015 Subject: Pickering Recreation Complex Integrated Energy Project Page 2 contract, avoiding the inherent risks of coordinating multiple, complex scopes of work by different parties on the same systems at the same time, and minimizing potential disruptions to programs and services offered at the Recreation Complex. At this time, the engagement of an engineering consultant is required to complete technical documents detailing the scope of work for procurement, and to facilitate supply and installation of equipment on site in order to achieve the specified system performance upgrades of the Pickering Recreation Complex Integrated Energy Project. By completing the original systems analysis and details, I.B. Storey Inc. are uniquely positioned to complete these technical documents in a fraction of the time and cost compared to other engineering firms. The City's Purchasing Policy Item 10.04 states "Where the project or annual cost of a consulting or professional service assignment is expected to be more than $30,000 the Manager shall obtain written proposals in accordance with procedures set out in Section 06". However, the City's Purchasing Policy Item 10.05 states "Where the project or annual cost of a consulting or professional service assignment is expected to be more than $30,000 and the initiating Director intends to acquire the services without obtaining written proposals, the Director shall submit a report to Council to obtain approval to engage the services of a particular consultant." The proposal of I.B. Storey Inc. is more than $30,000 and intent to acquire the services without obtaining written proposals requires Council approval. This report is to obtain Council approval to engage the service of I.B. Storey Inc. to provide consulting and contract administration services for implementation of the Integrated Energy Project at the Pickering Recreation Complex. The technical design work needs to start now in order for the purchasing cycle and awarding of tender to be completed before the summer maintenance period. This will allow all of the critical work to be completed during the summer maintenance period without affecting Fall program use. Financial Implications: 1. Consulting Services Consulting & Contract Administration (I.B. Storey Inc.) $50,000.00 HST (13%) 6,500.00 Total Gross Amount $56,500.00 34 Report CR 12-15. February 23, 2015 Subject:. Pickering Recreation Complex Integrated Energy Project Page 3 2. Estimated Project Cost Summary Consulting & Contract Administration (I.B. Storey Inc.) $50,000.00 Miscellaneous Contingency 10,000.00 Total Cost $60,000.00 HST (13%) 7,800.00 Total Gross Amount $67,800.00 HST Rebate (11.24%) (6,744.00) Total Net Project Cost $61,056.00 3. Approved Source of Funds — Dehumidification Upgrade & Domestic Hot Water Tanks Source of Funds Budget Required 5731.1408.6181 Federal Gas Tax $210,000.00 $30,528.00 5733.1401.6181 Federal Gas Tax 360,000.00 30,528.00 Total Funds . $570,000.00 $61,056.00 Net project costs under (over) approved funds $508,944.00 There are two components involved in the consulting services required for completion of the Integrated Energy Project: engineering services to complete drawings and specifications sufficient for the issue of a request for proposal from general or mechanical contractors; and contract administration services required to monitor compliance of goods and work supplied and installed by the contractor, including certification of payments. The requested funding is for both components of the work and will be divided equally between two projects (noted above) to be funded from the Federal Gas Tax Reserve Fund. For reference, the following table shows the individual projects and funding sources required to undertake the Integrated Energy Project. Approved 2014 Capital Budget: Account Description Amount 5731.1408.6181 Domestic Hot Water Tanks & Heat Exchanger $210,000 Replacement 5733.1401.6181 Dehumidification Upgrade $360,000 5733.1402.6173 Axial High Speed Fan Replacement $60,000 35 Report CR 12-15 February 23, 2015 Subject: Pickering Recreation Complex Integrated Energy Project Page 4 Proposed 2015 Capital Budget (Pending Council Approval): Account Description Amount 5731.1507.6181 Domestic Hot Water Heat Recovery $200,000 5735.1502.6178 Refrigeration Integration Upgrades $400,000 — 5735.1504.6178 Ice Controller System $120,000 A separate report will be submitted for Council approval of the supply and installation of required equipment upon receipt and evaluation of proposals from contractors and in accordance with the City's Purchasing Policy. The Detailed Engineering Report completed by I.B. Storey identified there is a possibility that the City may receive $45,000.00 for implementing the IEP and these dollars will be applied to future energy efficient projects. The various major system components to be replaced as part of this work are already at or nearing end of life. Those system elements providing the greatest energy savings have a payback of 6 years. Including other equipment in need of life cycle replacement, the overall Integrated Energy Project has an estimated simple payback of 12 years. The Division Head, Finance &Treasurer has reviewed the financing of the expenditures contained in this report and confirms that it is appropriate. Discussion: In 2014, the City retained I.B. Storey Inc. to provide a detailed engineering study of existing mechanical equipment at the Pickering Recreation Complex, including comprehensive evaluation of the age, operating and maintenance costs of major building systems and identifies opportunities to consolidate life cycle equipment replacement and upgrades to produce future energy savings with payback periods sufficient to validate the required capital investments. Implementation of the recommended upgrades is scheduled to proceed in 2015, combining six previously independent scopes of work. This Integrated Energy Project includes: • replacement of three compressors in the Delaney arena refrigeration plant • replacement of the Delaney arena ice controller system • replacement of boilers, water tanks • replacement of two large dehumidification units serving the pool area • provision of heat exchangers to recover waste heat from the refrigeration plant for use in pre-heating domestic.water and pool water. • reduced demand on equipment by sharing loads, resulting in less wear and extended service life Managing long lead time for ordering and delivery of new equipment is key for completion of the project without impacting programming and facility operations. Several of the affected systems can only be modified during fixed shut-down periods in parts of the Recreation Complex, such as replacement of the refrigeration plant compressors for 36 Report CR 12-15 February 23, 2015 Subject: Pickering Recreation Complex Integrated Energy Project Page 5 Delaney Arena. Many of the larger pieces of equipment to be replaced have long lead times for delivery, some of which could exceed 3 to 4 months. The detailed engineering study provided by I.B. Storey Inc. in 2014 includes preliminary design drawings and specifications for the recommended upgrades. Because of familiarity developed during completion of the study, I.B. Storey are uniquely positioned to complete these technical documents in a fraction of the time and cost compared to other engineering firms. A separate procurement process for consulting services would delay finalization of tender documents, require duplication of work already completed by I.B. Storey, and result in delays impacting the overall project schedule. The cost for the proposed consulting services represents a fee of approximately 4.5% of the overall cost of the Integrated Energy Project, which is very competitive and will result in a well managed project. Therefore, it is requested that the firm of I.B. Storey Inc. be engaged to provide engineering consulting and contract administrative services to facilitate implementation of the Integrated Energy Project. Attachment: 1. Proposal for Project Facilitation (Version 2.0), The Pickering Recreation Complex, January 21, 2015, I.B. Storey Inc. Prepared By: Approved/Endorsed By: (i.) 4 r _ Brian I 1-Id Marisa arpino Manager, Facilities Operations Director, Culture & Recreation Stan Karwowski Division Head, Finance & Treasurer Recommended for the consideration of Pickering City Council 6-gtioda r 45, 206 Tony Prevedel, P.Eng. Chief Administrative Officer. MC:vp 37 „4„..,,AcHEN.,,, L,FO REPORT# C-r— 12-—IS PROPOSAL S: ORI Prof ess ional Thew Solutions PROPOSAL FOR PROJECT FACILITATION PICKERING RECREATION COMPLEX CITY OF PICKERING, ONTARIO JANUARY 21, 2015 Version 2.0 _ : I Prepared by: I.B. Storey Inc. , . Ontario Office: 400 Applewood Cres., Suite 100 = Vaughn, ON L4K 0C3 Phone: 416-800-1482 Fax: 647-438-5707 Email: info(&,ibstorey.ca . , CONFIDENTIAL&PROPRIETARY CITY OF PICKERING _ PROPOSAL FOR PROJECT FACILITATION I n. O Ern �asri.wsdm.o. SOLUTION OVERVIEW This proposal is in response to a request by the City of Pickering for Project Facilitation services. This service offering is in reference to the scope of work pertaining to the upgrades for the Pickering Recreation Complex. These upgrades will include the following scopes of work as presented in I.B. Storey Inc.'s Detailed Engineering Study: Item 1: Refrigeration Integrated Upgrades Item 2:Dectron(Pool Dehumidifier Upgrades) Item 3: Domestic Hot Water Heat Recovery Item 4:Water Tanks and Boiler Upgrades Please note that I.B Storey Inc. will prepare specifications and utilize within a Design Build RFP Framework-in accordance with CCDC-14 2013. PROJECT FACILITATION The engineering and project facilitation services offered by I.B. Storey Inc. highlight innovative and practical analysis as well as advice. This will result in operational and equipment improvements. This value added approach is essential to successful and efficient project performance. I.B. Storey Inc. is familiar with the needs and priorities of the Pickering Recreation Complex and is keenly interested in working with the City of Pickering on the implementation of this project.The City of Pickering is eligible to receive funding for this project through the Ontario Power Authority (OPA). The project will encompass energy efficiency measures, as well as other infrastructure improvements areas that will have additional benefits. The need to manage through project challenges highlights the importance of integrated results. I.B. Storey Inc. understands that the integration of energy upgrades within an existing facility are necessary, therefore the services proposed will ensure maximum efficiency throughout the project. The project facilitation will be managed by a team of professionals with extensive and comprehensive energy experience. I.B.Storey Inc. has provided advice to all levels of government and a wide variety of clients on the development,design, program materials and implementation of energy management and efficiency projects. This will result in a high quality end result, expert advice, on time, to support the Client's objectives and funding program timelines. 1.8.Storey Inc. CONFIDENTIAL&PROPRIETARY PAGE 1 Professional Energy Solutions Version 2.0 39 CITY OF PICKERING PROPOSAL FOR PROJECT FACILITATION Prof missal Oarli Me= Summary of Scope of Work Items' • Preparation of Technical Specifications • Attend and provide technical support and expertise at the pre-submission meeting • Creation of Tender/RFP Documents and associated schematics as required • Respond to technical questions during the Tender/RFP process • Revise technical requirements/specifications for any required addenda • Evaluation of Proposals and submissions • Negotiation of contract with successful Contractor to meet budget requirements and scope as presented in the Detailed Engineering Study • Coordination of awarded contractors activities, conduct regular site work inspections and lead site meetings • • Review and approval of invoicing/written recommendation for payment(payment processing) • Evaluation and issuance of change orders as required • Creation and maintenance of project schedule with a Gantt Chart • Creation and Maintenance of an Open Items Register of all outstanding project issues with project timelines for corrective action • Fully coordinate inspections,deficiency lists and corrective measures with project team • Ensure completion of all deficiencies • Coordinate the documentation of warranties and guarantees Detailed Commissioning Requirements included,but not limited to: o Flow Rates, Operating Conditions and Power Measurements will be a Contractor Requirement included in Tender Documents' STATEMENT OF QUALIFICATIONS I.B. Storey Inc. is a premier energy management firm that specializes in facilitating independent decision-making information for our recreational, industrial and commercial clients. Our standard service offerings include three grades of assessment ranging from investigative to investment. Our boutique service offerings include: energy management and planning strategies; engineering upgrades and system redesign; specialty engineering and lifecycle services, and; monitoring and performance verification engineering. I.B. Storey Inc. has experience working with clients across North America with annual utility expenditures ranging from $30,000 to $10 million. Founded in 2001, I. B. Storey Inc. has cultivated a specialization in refrigeration systems for the arena industry. 'Incentive Application Support is not provided as part of this scope 2 I.B.Storey Inc.will provide further commissioning analysis only as needed to ensure compliance with the intent of the contract documents I.B.Storey Inc. CONFIDENTIAL&PROPRIETARY PAGE 2 Professional Energy Solutions Version 2.0 40 CITY OF PICKERING ` PROPOSAL FOR PROJECT FACILITATION S, ORB lhMessIUY Mfg MUMS AFFILIATIONS It is important to note that I.B. Storey Inc. is an independent energy management firm.While I.B.Storey Inc. maintains positive working relationships with various suppliers and contracting firms, I.B.Storey Inc. has no financial interest in the selection of any particular product or service from any organization. It is this independence that allows for resolute and impartial advice for our clients. QUALIFICATIONS • • Certificate of Authorization&Licensing—Professional Engineers Ontario(also Licensing held in 6 other provinces in Canada) • Ontario Recreational Facility Association (ORFA) Advanced Recreation Facility Energy Management Instructor—Ian B.Storey,P.Eng. • Member,International Institute of Ammonia Refrigeration(IIAR) • Member,American Society of Heating,Refrigerating and Air-Conditioning Engineers (ASHRAE) . COMMENCEMENT COSTS C OMMENCEMENT COSTS I.B.Storey Inc.is available to commence immediately upon award. I.B. • • Storey Inc. CONFIDENTIAL&PROPRIETARY PAGE 3 Professional Energy Solutions Version 2.0 • 41 • CITY OF PICKERING S O R EY PROPOSAL FOR PROJECT FACILITATION ?Messina'Faer01 UM= PRICING SUMMARY This comprehensive approach will provide consistency throughout the entire project and will provide • the City of Pickering with an independent advocate throughout the process. DETAILED ENGINEERING PRICING MATRIX; PLEASE Price SELECT Q PROJECT FACILITATION $50,000 TOTAL PACKAGE PRICE $50,0004 ACCEPTANCE: POSITION/TITLE: PURCHASE ORDER#: Please return this signed sheet to I.B.Storey via fax at 647-438-5707. 3 All Prices in CAD.Taxes extra. 4 Based on discussions with the City of Pickering,I.B.Storey Inc.will release all invoices before June 30,2015;due upon receipt. I.B.Storey Inc. CONFIDENTIAL&PROPRIETARY PAGE 4 Professional Energy Solutions Version 2.0 42 City 44 tom:: PICKERING February 23, 2015 By-laws 7408/15 Being a by-law to establish that part of Lot 30, Concession 1, designated as Part 7, Plan 40R-28582 and Block 141, • Plan 40M-1418, as public highway. (By-law.attached) • • 43 (7;4/4 • Memo. PI KERING To: Debbie Shields February 17, 2015 City Clerk From: Denise Bye Supervisor, Property & Development Services Copy: Director, City Development Director, Corporate Services &City Solicitor Division Head, Water Resources &Development Services Chief Planner Subject: Request for Road Establishing By-law Owner: Almont Homes Inc. - LD 028/14 to LD 031/14 - Part Lot 30, Con. 1, being Part 7, 40R-28582 and Block 141, 40M-1418 - Broadoak Crescent File: Roadded.557/D0314 The Owner has applied to the Land Division Committee to sever part of Lot 30, Concession 1 into four parcels with two of the newly created lots fronting Broadoak Crescent. Conditions of severance include, (a) the conveyance, from the Owner to the City, of a parcel of land for road purposes across the frontage of Broadoak Crescent(Part 7, Plan 40R-28582); and (b) establishing Part 7, Plan 40R-28582 and Block 141, Plan 40M-1418 as public highway. As the Owner has conveyed Part 7, Plan 40R-28582 and Block 141, Plan 40M-1418 is a reserve that was acquired by the City through the registration of Plan 40M-1418, it is now appropriate to pass a by-law establishing Part 7, Plan 40R-28582 and Block 141, Plan 40M-1418 as public highway, providing legal road frontage on Broadoak Crescent to the newly created lots. • Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for February 23, 2015. DB:bg • Attachments Location Map Draft By-law • 44 DETAIL INSET SCALE NTS - u a u MIN Y E- kr „ ...A m.,0\ cRESC < w 40 -1141, ' I O 0 40 -1418 ir . Q w re � CHARNWOOD �, COURT ilkil oz. , . .:,��..•��.„��,�„��,:,,,• Z yam_D , . , ................................................,►•�ime,•••••••v••••••••viii A •11111 ' AS 1D• PART 7, 40R-28582;:;:; „"'' !4 ? *•••••••••••••••••••••• YOOL •••••• •••❖•❖❖❖•••••4 ••••••••••••••••••• — o • .•.Av No= DRI: 1 Litt��. ____, ,STROUDS LANE / . , z— HIGHBUSH 0 iii _A '3 --Ea,,, __ LL,___ _ o o U_ PUBLIC SCHOOL —§ o a r �� /i/ S QUARE-w ��4 AMBERLEA ' l �1� 1 = �� o a PARK ` u a SUBJECT cn- SELANDS INS RT , ' ROSEBANK RESERVOIR �BRAEBURN Z Ilf-Ix' . • _ - 11111 m �— __m FOXWOOD ��\!y 7 FOXWOOD ✓�� . 111 *j *1111 m ��r TRAIL ...7.:±_\ w �� 41111. F-- �- WMARK I.,, PINEVIEW LANE U 0 _, PLACE �, ` w �_'„w ` SQUARE ` — 14 it: Lc ti S"1”w ^_ Cr Li AUTUMN LAURIER o �w —m c� It . Location Map Cifq • °i _ FILE No: ROADDED.557 • • `' 1 � APPLICANT:Almont Homes Inc. ti[a Ll A N I,C PROPERTY DESCRIPTION:Part Lot 30,Con.1,being Part 7,40R-28582 City Development• and Block 141,40M-1418 DATE Feb.10,2015 D .. EM..a.s...Ina. ne w..00Ban.M.soar. Rs.rwtl. Net a Woo of.ery r. SCALE 1:5,000 PN41 D 2013 UPAC and its.upPLa a M fght Rswr.d. Net a plan A Sunray. _ • 45 The Corporation of the City of Pickering - - By-law No. Being a by-law to establish that part of Lot 30, Concession 1, designated as Part 7, Plan 40R-28582 and Block 141, Plan 40M-1418, as public highway. Whereas The Corporation of the City of Pickering is the owner of that part of Lot 30, Concession 1, designated as Part 7, Plan 40R-28582 and Block 141, Plan 40M-1418, and wishes to establish them as public highway. ii Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows; . 1. That part of Lot 30, Concession 1, designated as Part 7, Plan 40R-28582 and Block 141, Plan 40M-1418 are hereby established as public highway (Broadoak Crescent). • By-law passed this 23rd day of February, 2015. David.Ryan,.Mayor Debbie Shields, City Clerk • 46