HomeMy WebLinkAboutApril 13, 2015 For information related to accessibility requirements please contact Linda Roberts
Phone: 905.420.4660 extension 2928
TTY: 905.420.1739
Email: lroberts@pickering.ca
Executive
Committee Agenda
Monday, April 13, 2015
Council Chambers
2:00 pm
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2
ENG 03-15 April13, 2015
Subject: Asphalt Resurfacing on Various City Streets, Parking Lot & Trail
Tender No. T-:.:3-2015. .;,.c;\o Page 2
f) The sum of $74,075.00 from the Roads & Bridges Reserve Fund as approved
in the 2015 Capital Budget for Acorn Lane;
g) The total project cost of $117,796 for Toynevale Road be approved and funded
from the following sources: Rate Stabilization Reserve ($88,347.00) and
Reserve Fund Development Charges Road & Related ($29,449.00);
h) The total project cost of $41,571.00 for Welrus Street be approved and funded
from the following sources: Reserve Development Charges City Share
($1 0,393.00) and Reserve Fund Development Charges Roads & Related
($31, 178.00);
i) The total project cost of $43,521 for Creekside Park parking lot be approved
and funded from the following sources: Property Taxes ($34, 121.00) and Third
Party Contribution ($9,400.00);
j) The sum of $52,844.00 from Other Revenue York Region as provided for in the
approved 2013 Capital Budget for Duffins Trail.
5. Further, that the appropriate officials of the City of Pickering be authorized to take
the necessary actions to give effect thereto.
Executive Summary: The 2015 Capital Budget includes resurfacing projects for
the following streets, parking lot and trail: Acorn Lane, Brookshire Square, Clements
Road, Fieldlight Boulevard, Squires Beach Road, Toynevale Road, Welrus Street,
Creekside Park Parking Lot and Duffins Trail. Tender No. T-3-2015 was issued on
Wednesday, February 18, 2015 with a tender closing date of Wednesday, March 11,
2015. Recommendation 2 is seeking Council approval to award the tender in the
amount of $1,231,890.74 (HST included) or $1,090,168.80 (HST excluded) to Forest
Contractors.
The total gross project cost is estimated to be $1,450,574.00 (HST included) and
consists of the following components.
Tender Bid (Excludes HST)
Add:
Materials Testing
Construction contingency
HST (13%)
Sub-total
Total Gross Project Cost
CORP0227-07/01 revised
$1,090,169.00
30,000.00
163,525.00
1 ,283,694.00
166,880.00
$1.450.574.00
ENG 03-15 April 13, 2015
Subject: Asphalt Resurfacing on Various City Streets, Parking Lot & Trail
Tender No. T-3-2015 Page 3'···
The above Recommendations are requesting additional funds of $161,301.00 less
savings from other projects of $27,850.00 for a net increase of $133,443.00. In the
Financial Implications Section of the report, under "Box 2", the next increase figure is
the difference between $1,253,443 minus $1,120,000 that leaves a residual value of
$133,443.00. This additional funding request excludes the savings from the York
Region funded project due to the fact these dollars are dedicated to certain projects and
. cannot be applied to fund other projects. In accordance with Purchasing Policy Item
06.12, a tender exceeding $125,000 is subject to Council approval.
Financial Implications:
1. Tender Amount
Tender No. T-3-2015
HST (13%)
Total
2. Approved Source of funds
Roads Capital Budget
Location Project Code Source of Funds
RF-Roads &
Bridges
Brookshire Square 5320.1518.6250
Fieldlight Blvd. 5320.1519.6250 Prov. OCIF Grant
RF-Roads &
Bridges
Squires Beach Rd. 5320.1520.6250 Debt -1 0 year
Clements Rd.
Acorn Lane
T oynevale Rd.
Welrus Street
CORP0227 -07/01 revised
Internal Loan-
10 year
Property Taxes
5320.1521.6250 RF-Roads &
Bridges
5320.1522.6250 RF-Roads &
Bridges
5321.1503.6250 Rate Stab. Res
RF-Development
Charges -Roads
& Related
5321.1505.6250 Res.-DC City
Share
Budget
$80,000.00
198,000.00
42,000.00
310,000.00
0
190,000.00
80,000.00
90,000.00
30,000.00
12,500.00
$1,090,168.80
141,721.94
$1.231.890.74
Required
$75,179.00
198,740.00
87,165.00
0
360,000.00
573.00
254,823.00
74,075.00
88,347.00
29,449.00
10,393.00
3
ENG 03-15 April13, 2015
Subject Asphalt Resurfacing on Various City Streets, Parking Lot & Trail
Tender No. T-3-2015 Page 5
were adjusted in the tender document after a field inspection was carried out. The
Budget estimates were not revised to reflect the increased quantities.
Council approval is being sought at the same time for these three projects exceeding
1 0% of the approved budget, with source of funding as indicated in the
Recommendations.
Discussion: As part of the 2015 Roads, Development Projects (Development
Charge funded), Parks and Property Maintenance Budgets, asphalt resurfacing on
Acorn Lane, Brookshire Square, Clements Road, Fieldlight Boulevard, Squires Beach
Road, Toynevale Road, Welrus Street, Creekside Park Parking Lot and Duffins Trail
were approved as construction projects.
Tender T -3-2015 was issued on Wednesday, February 18, 2015 and closed on
Wednesday, March 11, 2015 with nine bidders responding. The low bid submitted by
Forest Contractors Ltd. is recommended for approval. The total gross project cost is
estimated at $1,450,574.00 (HST included), with an estimated total net project cost of
$1,306,287.00 (net of HST rebate).
References for Forest Contractors Ltd have been checked and are deemed acceptable
by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, proof of
Confined Space Entry Procedure and a list of employees trained, a current WSIB
Workplace Injury Summary Report, and Certificate of Clearance issued by the
Workplace Safety & Insurance Board as submitted by Forest Contractors Ltd. have
been reviewed by the Coordinator, Health & Safety, and deemed acceptable. The
Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit,
and is deemed acceptable. In conjunction with staff's review of the contractor's previous
work experience and the bonding available on this project, the tender is deemed
acceptable.
Upon careful examination of all tenders and relevant documents received, the
Engineering & Public Works Department recommends acceptance of the low bid
submitted by Forest Contractors Ltd, for Tender No. T-3-2015 in the amount of
$1,231,890.74 (HST included), and that the total net project cost of $1,306,287.00 be
approved.
Attachments:
1. Supply & Services Memorandum dated March 13, 2015
2. Record of Tenders opened and checked
3. Location Maps
CORP0227 -07/01 revised
5
12
ENGINEERING & PUBLIC WORKS DEPARTMENT
Attachment for Tender T -3-2015
Asphalt Resurfacing on Various City Streets, Parking Lot & Trail
SUBJECT AREA
Location Map -Clements Road
Location Map -Squires Beach Road
Page 12
14
3 YC\'o~p. 0'"~''"'6-N:; 03-15 ' .-~,..r r "=· r\ f ff ='""'""""""'~"""""'""'"'
_:±_., ol ~5--
ENGINEERING & PUBLIC WORKS DEPARTMENT
Attachment for Tender T-3-2015
Asphalt Resurfacing on Various City Streets, Parking Lot & Trail
Location Map-Toynevale Road
Location Map -Duffins Trail
Page 14
Pages 16 and 17 of the April 13,
2015 Executive Agenda have been
removed due to a correction to
Report ENG 03-2015.
FIN 09-15
Subject: Request by SR&R Bay Ridges Ltd. to Defer Payment of
Development Charges
April13, 2015
obligation to pay development charges to the City. City staff recommend approval of the
deferral because it will speed up the process of construction of this condominium
development: This benefits the City by bringing in new residents and helping the City to
meet its Provincial Growth Plan population and density targets in the City Center area.
Construction and occupancy of this building will also increase the City's property tax
revenues.
The deferral will not result in any reduction in the amount of the development charges
paid to the City by SR&R.
Financial Implications: Deferral of the payment of development charges will not
result in any loss of DC revenue for the City. In fact, the City may receive higher DC
revenues if SR&R's final building permit is issued after June 301h. The economic benefit
to the City is the earlier receipt of property taxes for this project. Once fully occupied,
this building is expected to generate approximately $270,000 of property tax revenue
annually for the City.
Discussion: The Council of the City of Pickering adopted the Report FIN 29-13 of
the Director, Corporate Services & City Solicitor on the 2013 Development Charges
Study and enacted By-law No. 7324/13, the City's current DC By-law. The DC By-law
requires payment of development charges prior to issuance of a building permit.
Typically, a municipality will consider a request to defer the payment of development
charges when it is in the broader community interest to do so. It should be noted that in
June, 2010, Council approved a deferral of development charges for SR&R's first.
condominium tower.
In the specific. request before us, SR&R has requested a deferral to assist it in matching
its financial obligations with its funding sources. Construction of a condominium
building involves large upfront costs associated with underground works. Funds flow,
whether from construction financing or units sales, well after underground work must
begin. The deferral would assist SR&R in beginning construction sooner. This benefits
the City by bringing in new residents and helping the City to meet its Provincial Growth
Plan population and density targets in the City Center area. Construction and
occupancy of this building will also increase the City's property tax revenues. Once fully
occupied, this building is expected to generate approximately $270,000 of property tax
revenue annually for the City.
SR&R is requesting deferral to the earlier of six months after the commencement of
foundation construction or when its above grade work commences. The amount
requested to be deferred is $967,723 being the City's development charges only.
SR&R will have to make separate deferral requests to the Region and the School
Board. Total Development Charges payable to the City, Region and School Boards is
estimated to be $3,475,632.00 From a financial perspective it is not whether or not
19
App# Reason for Adjustment
49/14 Property became exempt
03/15 Demolition
50/14 Razed by fire
41/14 MPAC gross or manifest clerical error
95/13 Demolition
94/13 Demolition
46/14 Property became exempt
14/14 MPAC gross or manifest clerical error
01115 Ceased to be liable at tax rate it was taxed
N
(A)
City of Pickering
Section 357/358 Adjustment to Taxes
April 20, 2015
Details Year City
No recommendation-returned as exempt 2015 0.00
House demolished 2014 174.82
House demolished 2014 14.34
Ceased to be liable at rate it was taxed 2014 342.36
No recommendation-buildings had no value 2013 0.00
No recommendation-buildings had no value 2013 0.00
Purchased by City 2014 514.36
Ceased to be liable at rate it was taxed 2013 330.96
Returned as taxable should be PIL 2014 530.73
1,907.57
Region
0.00
337.35
27.68
632.61
0.00
0.00
992.54
649.94
1,024.13
3,664.25
Education Total Type of
Application
0.00 0.00 357
94.62 606.79 357
7.76 49.78 357
726.03 1,701.00 358
0.00 0.00 357
0.00 0.00 357
278.39 1,785.29 357
713.98 1,694.88 358
918.58 2.473.43 357
2,739.36 8,311.18
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C)
Report BLD 01-15
Subject: Building By-law Amendments
under the Building Code Act
Appendix:
April13, 2015
Page 2
1. Recommended amending by-law, reflecting the revised Schedule A of appointments
and revised Schedule B-Fees Payable for Building Permits
Prepared By:
¥~ Kyle Bentley
Chief Building Official
KB:jm
Recommended for the consideration
Approved/Endorsed By:
,~;rC·
Thomas Mely:2 ~
Director, City Development
ofPicke~ ~IL(_. :3{), UJL5
Tony Prevedel, P.Eng.
Chief Administrative Officer
25
26
Appendix I to
Report Number BLD 01-15
Draft amending by-law, reflecting the appointments
and Fees Payable for Building Permits
Schedule "A"
Appointments
Item Column Column
1. Chief Building Official Kyle Bentley
2. Deputy Chief Building Official/Inspector Brenda Yarush
3. Inspector Albert Alvero
4. Inspector Adam Fowler
5. Inspector £{[/P Toby Hill
6. Inspector (~~;? Brian Holmes
7. Inspector Carl Kolbe
8. Inspector lan McKinlay
9. Inspector '~ri' Paul Nishikawa
10. Inspector Andras Szonyi
11. Inspector Robert Watson
12. Inspector Andy Westcott
13. Inspector Vacant
28
34
Schedule 8 -Part 8
Fees Payable for Building Permits
Notes:
1. The following guidelines for calculating floor areas and fees apply to the specific building
types and construction indicated. In order to determine the applicable occupancy, recourse
shall be had to the building code and its appendices.
2. Floor area shall be measured to the outer face of exterior walls and to the centerline of
party walls or demising walls. No deductions shall be made for openings within the floor
area (e.g., stairs and stair openings, ducts, elevators, escalators). Floor area shall include
all habitable areas, including mezzanines, finished attics and enclosed balconies.
(a} Assembly Occupancies:
The "Assembly Occupancies" rate shall apply to the total floor area of floors which
are principally of assembly use. Other rates shall be applied to other floors based
on the principal use of that floor area.
(b) Institutional Occupancies:
The "Institutional Occupancies" rate shall apply to the floor areas of floors which are
principally of institutional use. Other rates shall be applied to other floors based on
the principal use of that floor area.
(c) Residential Occupancies:
For detached, semi-detached and townhouse dwellings, the floor areas of
unfinished basements, attached garages, porches and decks shall not be included
in the area calculations, but the fee is inclusive of these areas.
For the other residential occupancies, the "Residential Occupancies" rate shall
apply to the floor areas of floors which are principally of residential use. Other rates
shall be applied to other floors based on the principal use of that floor area.
(d) Business and Personal Services & Mercantile Occupancies:
The "Business and Personal Services & Mercantile Occupancies" rate shall apply to
the floor areas of floors which are principally of business and personal service or
mercantile use. Other rates shall be applied to other floors based on the principal
use of that floor area.
(e) Industrial Occupancies:
Each "Industrial Occupancies" rate includes subsidiary incidental finished office
space to a maximum of 1 0% of the total floor area. The "Interior Partitioning and
Finishing" rate shall be applied where additional finished space is provided. Other
rates shall be applied to other floors based on the principal use of the total floor
area.
3. "Construction value", as used in Item 10 of Schedule B-Part B, means the value of the
proposed construction as determined by the Chief Building Official, whose determination of
that value shall be final.
Boards & Advisory Committees
Terms of Reference
Accessibility Advisory Committee
Animal Services Committee .
Committee of Adjustment
Heritage Pickering Committee
Library Board
Pickering Museum Village Advisory Committee
Property Review Committee
Site Plan Advisory Committee
Attachment # 1
37
38
1.0 Mandate
Terms of Reference
Accessibility Advisory Committee
As directed by the Accessibility for Ontarians with Disabilities Act, 2005, the
Council of every municipality in Ontario having a population of not less than
1 0,000 shall establish an accessibility advisory committee. The mandate of the
Accessibility Advisory Committee is to fulfill the duties as outlined in the Act and
to provide advice to Council on programs, policies and services provided to
persons with disabilities.
2.0 Goals, Objectives and Responsibilities
The Accessibility Advisory Committee will accomplish its mandate by:
-Providing advice to staff and Council on the development, implementation and
effectiveness of the City of Pickering's Accessibility Plan.
-Acting as a commenting body to the Corporation to address accessibility to a
building, structure or premises, or part of a building, structure or premises, that
Council purchases, constructs, renovates, leases or which is provided to the
Municipality as a capital facility.
-Preparing an annual report to Council outlining the Committee's achievements
during the year.
-Consulting with City Development staff on applicable site plans and drawings
described in Section 41 of the Planning Act.
The Accessibility Advisory Committee will not be responsible for the following:
-Accessibility issues relating to regulation of private facilities or corporations
except where requested to comment by such agencies.
-Administration issues relating to the implementation of the Accessibi.lity Plan.
3.0 Composition
The Committee shall have a membership of not more than 9 Citizen
appointment's, with the majority being persons with a disability, consideration
will be given to a caregiver of a person with a disability. Committee
representation will include:
• A maximum of 9 Citizen appointment's, with the majority being persons with a
disability.
• 1 City of Pickering staff member on a rotating basis that is involved in the
City's Accessibility Plan/Programs/Services-no voting rights
Staff representatives will be selected by the Director, staff will rotate as required
during the term in order to utilize the experience/knowledge of the staff person in
the area that the Committee is discussing at the time.
Accessibility Advisory Committee
Terms of Reference
• Service Agency Representative with a mandate/responsibility for people with
disabilities-no voting rights
• 1 representative from the Ajax-Pickering Board of Trade to support
accessibility issues of private businesses -no voting rights
Invitations will be sent to Service Agencies with a mandate/responsibility for
people with disabilities and to the Ajax-Pickering Board of Trade requesting
interest in attending Accessibility Advisory Committee Meetings in order to utilize
the experience/knowledge of the organizations.
4.0 Member Qualifications
Qualifications include the skills, knowledge, and experience committee members
need to contribute effectively to the accomplishment of the committee's
objectives. Awareness and knowledge of potential barriers to public access of
facilities, programs and services would be an asset.
-The majority of the Committee must be individuals with a disability, consideration
will be given to a caregiver of an individual with a disability.
5.0 Meeting Schedule
Meetings shall be held monthly on a set week and day to be determined by the
Committee at its first meeting of the term. The meetings shall commence at 7:00
pm.
Established meeting dates and times shall not be changed unless circumstances
warrant special consideration. Meetings will not be held in the months of July,
August or December unless determined by the Committee that a meeting is
necessary to meet the mandate or work plan of the Committee.
During a Municipal election year, meetings shall not be held after September 301h
unless determined by the Committee that a meeting is necessary to meet the
mandate or work plan of the Committee.
6.0 Budget
The Director, Culture & Recreation shall be responsible for the Accessibility
Advisory Committee budget, which shall be submitted annually in accordance
with established City budget guidelines.
The Staff Facilitator confirms the proposed budget with the Accessibility Advisory
Committee based on their following year's work plan. The Director, Culture &
Recreation reviews the proposed budget and submits within the Department
budget.
39
40
1.0 Mandate
Terms of Reference
Animal Services Committee
To act as a quasi-judicial committee, hearing appeals relating to Orders to
Restrain issued under the provisions of the Responsible Pet Ownership By-law, as
amended. The Committee has the ability to amend the order, permit a follow up
review of the Order, or quash the Order.
2.0 Goals, Objectives and Responsibilities
The Animal Services Committee fulfills the requirements of the Responsible Pet
Ownership By-law to provide a review process and hear appeals.
3.0 Composition
The Animal Services Committee is comprised of two members of the public
appointed by Council, and one member of Council. Appointments shall be for the 4
year term corresponding with the term of City Council.
Committee members shall be paid an honorarium of $50.00 per hearing attended.
4.0 Member Qualifications
Committee members who have experience as dog owners, dog trainers, or animal
behaviour would be an asset.
5.0 Meeting Schedule
Meetings are scheduled as required to hear appeals.
6.0 Budget
Remuneration for committee members will be paid from the Animal Services
Salary Account.
1.0 Mandate
Terms of Reference
Committee of Adjustment
The Committee of Adjustment is a body appointed by City Council to consider
requests for minor changes, or variances, to the City's zoning by-laws. The
purpose of the Committee is to provide a forum for the expeditious and practical
consideration of minor variances. The Committee considers zoning matters
which are often of the utmost importance to individual applicants, but which are
not of sufficient magnitude to warrant the formal consideration of City Council.
Applications to the Committee of Adjustment will be processed in accordance
with the requirements of Sections 45 of the Planning Act, applicable regulations
(O.Reg. 200/96), the Statutory Powers Procedures Act and Committee of
Adjustment Rules of Procedure.
The Committee is authorized by the Planning Act to consider applications for:
• Minor variances from the provisions of the Zoning By-law;
• Extensions, enlargements or variations of existing legal non-conforming uses
under the Zoning By-law; and
• Determine whether a particular use conforms with the provisions of the
Zoning By-law where the uses of land, buildings or structures permitted in the
by-law are defined in general terms
2.0 Goals, Objectives and Responsibilities
The Zoning By-law regulates how land and buildings are used and where
buildings and structures can be located. Zoning By-laws also specify lot sizes
and dimensions, parking requirements, building heights and other regulations
necessary to ensure proper and orderly development. Sometimes it is not
possible or desirable to meet all of the requirements of the Zoning By-law. In that
case, a property owner may apply for approval of a minor variance. A minor
variance provides relief from a specific Zoning By-law requirement.
The majority of applications typically dealt with by the Committee are requests for
minor variances to the zoning by-law in which an applicant seeks relief from a
specific requirement of the zoning by-law, such as a reduction in minimum yard
width or an increase in maximum permitted building height.
For the Committee to approve this type of application, Section 45(1) of the
Planning Act requires that the members must be satisfied that the application:
• Is considered to be a "minor" change from the Zoning requirements;
• Is desirable for the appropriate development or use of the land, building or
structure;
• Maintains the general intent and purpose of the Official Plan; and
• Maintains the general intent and purpose of the Zoning By-law.
41
42
Committee of Adjustment
Terms of Reference
The Committee of Adjustment will accomplish its mandate by:
1. Reviewing the merits of the application, the documentation and evidence put
forward and rendering decisions on the application, in accordance with the
requirements of the Planning Act.
2. Complying with the applicable rules, regulations and policies for the
Committee of Adjustment
3.0 Composition
The Committee of Adjustment is composed of the following:
5 Citizen Appointments
City Support Staff-Secretary-Treasurer
City Support Staff-Assistant Secretary-Treasurer
4.0 Member Qualifications
It is desired that the Committee develop community-focused outcomes while
rendering decisions in accordance with the provisions of the Planning Act.
Individuals should have a demonstrated commitment and interest in the
community, and the committee membership should reflect a balanced
representation from the areas of planning, construction and lay people.
5.0 Meeting Schedule
The Committee of Adjustment meets every third Wednesday to .consider minor
variance applications. On average, there are between three to six applications
scheduled for each meeting. The Committee Members will be provided with an
agenda the Friday before the meeting, which contains a summary of the
applications and all comments received through circulation of the application,
including the City Development Department's recommendations. The Committee
is also to attend a pre-meeting a~ 6:30p.m. to discuss the agenda with other
Committee Members or if clarification is needed from City Development staff.
The Committee meetings are scheduled to start at 7:00p.m. The Secretary-
Treasurer of the Committee of Adjustment or designate will attend the meetings
to assist the Committee with interpretations or other technical details and the
Assistant Secretary-Treasurer will be in attendance to take minutes. Committee
of Adjustment meetings are also open to the public, and all applicants and any
interested property owners may atterid the meetings to present comments or
concerns.
Committee meetings are intended to be as informal and applicant-friendly as
possible, however Rules of Procedure for the meetings are to be followed. A$
Committee of Adjustment
Terms of Reference
per section 44(7) a Committee Member will be appointed to act as Chairperson
for the meetings in order to provide a clear structure and process.
The Committee of Adjustment must make a decision on each application as it is
heard at the meeting, either for approval, refusal, deferral to another meeting or
tabled indefinitely. The Committee may impose conditions that must be fulfilled
as part of the approval of an application, or may approve an application with
revisions, as long as those revisions result in a similar variance than what was
originally applied for. In making a decision, the Committee must pass a
resolution that clearly sets out the reasons for the decision. The City
Development Department will always provide a recommendation on the
application for the Committee's assistance.
Minutes of the meetings and the mailing of decisions of the Committee are
coordinated by the Assistant Secretary-Treasurer.
Each Committee of Adjustment decision is subject to a twenty-day appeal period
during which an individual, including City Council, may lodge an appeal of the
decision to the Ontario Municipal Board. The City Development Department
keeps City Council informed of all Committee of Adjustment decisions.
6.0 Budget
Committee Members are paid in accordance with a City Council Resolution.
Honorarium ($80.00 per attended meeting) and mileage (53 cents per kilometre)
are paid on a bi-annual basis (January to June and July to December).
43
44 .
1.0 Mandate
Terms of Reference
Heritage Pickering Committee
Heritage Pickering Advisory Committee is hereby established in order to advise
and assist Council on all matters relating to the conservation of property of cultural
heritage value or interest and heritage conservation districts, and such other
heritage matters as the council may specify by by-law.
Enabling Legislation -The Heritage Pickering Advisory Committee is provided for
under Part IV, Section 28, of the Ontario Heritage Act. The Committee is deemed
to be a statutory committee.
2.0 Goals, Objectives and Responsibilities
Undertake research into Pickering properties having cultural heritage value or
interest and advise Council on matters related to their conservation;
Advise Council on applications pertaining to a heritage property or a heritage
district involving:
a) designation or de-designation
, b) alterations, additions, new construction or demolition
c) loans, grants or other forms of assistance to heritage property owners; or
d) easement agreements.
Provide guidance and assistance to owners of heritage properties in meeting their
conservation obligations and obtaining heritage approvals;
Advise and assist with the development and maintenance of an inventory of the
City's heritage resources; and
Advise and assist with the development of cultural heritage conservation
guidelines, and with cultural heritage policies, plans and programs.
In addressing its responsibilities, the Committee shall comply with the Official Plan
·and have regard for the heritage.policies adopted by Council, including:
a) Regional and City Official Plans
b) Whitevale Heritage Conservation District Guidelines
c) Heritage Permit Application Procedures; and
d) Individual heritage by-laws.
Heritage Pickering Committee
Terms of Reference
3.0 Composition
The Committee shall be comprised of nine (9) citizen appointments.
4.0 Member Qualifications
Committee members shall contribute time, knowledge, skill and expertise to the
fulfillment of the committee's mandate; research issues relevant to their
committee's mandate as required; work with staff to implement Council's
decisions relevant to the Committee's mandate and commit to attending regular
meetings during the year.
5.0 Meeting Schedule
The Heritage Pickering Advisory Committee shall meet on the fourth Wednesday
of every month at the Civic Complex, One the Esplanade, Pickering, at 7:00pm.
Established meeting dates and times shall not.be changed unless circumstances
warrant special consideration. Meetings will not be held in the months of July,
Augusf or December unless determined by the Committee that a meeting is
necessary to meet the mandate or work plan of the Committee.
During a Municipal election year, meetings shall not be held after September 30th
unless determined by the Committee thatameeting is necessary to meet the
mandate or work plan of the Committee.
6.0 Budget
The Director, City Development shall be responsible for the Heritage Pickering
Advisory Committee budget, which shall be submitted annually in accordance
with established City budget guidelines.
The Director, City Development will present a draft budget for review by the
Heritage Pickering Advisory Committee on an annual basis, prior to submission
to the Chief Administrative Officer for approval.
45
46
Terms of Reference
Library Board
1.0 Mandate
The Public Libraries Act, R.S.O. 1990, c. P.44, s.3 (3) provides the authority, and
direction for the establishment of public library boards by municipal Councils. The
relevant sections of the Act are as follows.
Board
3 (1) A public library shall be under the management and control of a board,
which is a corporation known in English as The City of Pickering Public Library
Board. ·
Composition of public library board
9 (1) A public library board shall be composed of at least five members appointed
by the municipal Council. 2002, c. 18, Sched. F, s. 3 (8). ·
Board Members
10. (1) A person is qualified to be appointed as a member of a board who is a
member of the appointing Council or,
a) Is at least eighteen years old;
b) Is a Canadian citizen;
c) Is,
i. A resident of the municipality for which the board is established in
the case of a public library board,
ii. A resident of a municipality that has a contract with the board under
.section 29,
iii. A resident of the board area of a local service board that has the
contract with the board under section 29,
iv. A member of an Indian band that has a contract with the board
under section 29, or
v.. A member of a second board that has entered into a contract with
the board to purchase from it library services for the residents of the
second board; and
d) Is not employed by the board or by the municipality or county or, in the
case of a union board, by any of ttie affected municipalities. R.S.O. 1990,
c. P.44.s.10 (1); 2002, c. 18, Sched. F, s. 3 (9).
Number of council members on board limited
10. (2) The appointing Council shall not appoint more of its own members to a
board than the number that is, ·
a) In the case of a public library board or union board, one less than a
majority of the board;
Library Board
Terms of Reference
Term
10. (3) A board ·member shall hold office for a term concurrent with the term of
the appointing council, or until a successor is appointed, and may be reappointed
for one or more further terms. R.S.O. 1990, c. P.44, s. 10 (3).
Time for making appointments
10. (4) The first appointments of members of a new board shall be made at a
regular meeting of council and the member shall take office as soon as possible
thereafter, and thereafter appointments shall be made at the first meeting of
council in each term, but if the council fails to make the appointments at its first
meeting, it shall do so at any regular or special meeting held within 60 days after
its first meeting. R.S.O. 1990, c. P.44, s. 10 (4); 2002, c. 18, Sched. F, s. 3 (10).
Notice of Vacancies
11. (1) The clerk of the appointing municipality or county or, in the case of a
union board, the clerks of the affected municipalities shall give public notice of
vacancies on the board by publishing a notice of them, inviting applications, in a
newspaper of general circulation in the municipality. R.S.O. 1990, c. P.44, s. 11
(1 ). . .
2.0 · Goals, Objectives and Responsibilities
The purpose of the Board is to:
• Represent the interests of the moral ownership, defined as the
Residents of Pickering
• Determine the benefits that the organization will provide, keeping a
long term, strategic perspective (the Ends policies)
• Monitor the operations to ensure that the Executive Limitations
policies are being complied with and that the Ends policies are
being accomplished according to Board-CEO Delegation policies
3.0 Composition/Member Qualifications
The Committee shall be comprised of 8 citizen appointments and 2
members of Council.
Committee Chair
The position of Chair will be elected by a majority of the Board at the first
meeting of each calendar year during the term of the Board. The Chair
will serve for a one-year term and until a successor is elected. A Board
member may not serve as Chair for more than 5 consecutive (one year)
terms.
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Library Board
Terms of Reference
The Chair, a specially empowered member of the Board, assures the
integrity of the Board's process and secondarily, represents the Board, as
authorized by the Board, to outside parties.
The Chair shall ensure that decorum is maintained at each meeting and
that the rules of procedure (as per the Board's By-laws and GP 4, the
Board Members code of conduct) are observed.
Vice-Chair
The position of Vice-Chair will be elected by a majority of the Board at the
first meeting of each calendar year during the term of the Board. The
Vice-Chair will serve for a one-year term and until a successor is elected.
A Board member may not serve as Vice-Chair for more than 5
consecutive (one year) terms. In the absence of the Chair, the Vice-Chair
will preside and will have all of the Chair's powers and responsibilities.
Councillors
A member of Council is appointed to the Library Board Committee to act
as a liaison between Council and the Committee; respond to Committee
members' questions; provide updates on Committee activities to Council
and to provide updates on Council activities to the Committee.
Members of Council are also acting members of the Library's Board and
as such have the responsibilities and duties that are assigned to all Board
members.
Board Members
Duties of Board Members
-employ a competent and qualified Chief Executive Officer
-determine and adopt written policies to govern the Library
-determine the 'Ends' for the Library
-understand the Library programmes and needs of the community in
relation to the Library
-keep abreast of standards and trends in libraries
-be aware of local and other laws which affect libraries and play an active
role in initiating and supporting beneficial Library legislation
-attend all Board and committee meetings as assigned. May attend
outside meetings and workshops for Board members
-be an effective advocate for the Library in the community
-be prepared to interact with provincial library agencies if required.
-interest in the Library, the community and their inter-relationship
-readiness to dedicate time and effort
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Library Board
Terms of Reference
-knowledge of the community's social and economic condition
.,. aptitude for planning -both long and short range
-ability to work in a political environment
Disqualification of Board Members
If a board member,
(a) is convicted of an indictable offence;
(b) becomes incapacitated;
(c) is absent from the meetings of the board for three consecutive months
without being authorized by a board resolution;
(d) ceases to be qualified for membership under clause 10 (1) (c); or
(e) otherwise forfeits his or her seat,
the member's seat becomes vacant and the remaining members shall
forthwith declare the seat vacant and notify the appointing council
accordingly. R.S.O. 1990, c. P.44, s. 13.
Vacancies
Where a vacancy arises in the membership of a board, the appointing
council shall promptly appoint a person to fill the vacancy and to hold
office for the unexpired term, except where the unexpired term is less than
forty-five days. R.S.O. 1990, c. P.44, s. 12.
Library Staff
The CEO, is an employee of the Board, is designated as the Secretary of
the Board. As Secretary, the CEO shall:
• Distribute the agenda
• Notify members of upcoming meetings
• Address administrative duties including correspondence, reports,
presentations etc.
• Record and circulate minutes
• Follow up on approved Board directions.
The Library CEO is an employee of the Board as a whole. Decisions or
instructions are not binding unless the Board has specifically authorized
such exercise of authority.
The CEO is the Board's only link to operational achievements and
conduct, and the Board will never give instructions to or evaluate any staff
other than the CEO. The Board's relationship with the CEO is defined in
Board-CEO delegation policies.
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Library Board
Terms of Reference
4.0 Reporting
The Library Board will provide an annual report at year end to Council to
communicate its activities in the preceding year. Generally, this annual
report follows the release of the Library's audit.
The Library Board will present its four-year strategic plan to council in
which it prioritizes library services to the community based on community
feedback and engagement.
5.0 Meeting Schedule
The Library Board shall meet every fourth Thursday of the month at 7:00
pm.
Established meeting dates and times shall not be changed unless
circumstances warrant special consideration. Meetings will not be held in
the months of July, August or December unless determined by the
Committee that a meeting is necessary to meet the mandate or work plan
of the Committee.
During a Municipal election year, meetings shall not be held after
September 30th unless determined by the Committee that a meeting is
necessary to meet the mandate or work plan of the Committee.
6.0 Budget
The CEO shall be responsible for the Library budget, which shall be
submitted annually in accordance with established City budget guidelines.
The CEO will present a draft budget for review by the Board on an annual
basis, prior to submission to City Council for approval.
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Terms of Reference
Pickering Museum Village Advisory Committee
1.0 Mandate
The Committee is charged with the responsibility of giving guidance to, and
advising the City through City staff with respect to the sustainability, both long
and short term, and general operation of the Pickering Museum Village.
2.0 Goals, Objectives and Responsibilities
• Development and regular review of the PMV Strategic Plan that aligns all
short and long-term goals with the museum's Vision, Mission, Mandate
and Statement of Purpose
• Prepare an annual work plan for the Committee, linked with the PMV
strategic plan, which is submitted to City Council annually
• Prepare, submit, and present an annual report that summarizes the
Committee's progress on the approved annual work plan which is
submitted to City Council annually
• On an ongoing basis, review the PMV's plans, policies, procedures and
standard operating procedures against the Ministry of Tourism, Culture
and Sport's expected Standards for Community Museums, and
recommend and support revisions as appropriate
• Recommend restoration and capital expenditure projects to the City and
the Pickering Museum Village Foundation for funding
• Review annually, provide comments and recommendations to the City of
Pickering on the proposed current and capital budgets of the PMV in
accordance with the future goals and approved Strategic Plan and
committee work plans
• Receive and approve the reports from designated subcommittees
• Receive the report from Chair of Pickering Museum Foundation at each
meeting
Specific Member Responsibilities
• Provide a clear Criminal Reference Check and Vulnerable Sector Screening
• On an ongoing basis, act as Ambassadors of the PMV and actively promote
its' programs, activities and special events
• Prepare for and attend all PMV advisory committee meetings
• Attend museum Volunteer Orientation seminar once every two years
• Participate in a minimum of five special event days and/or work days
thereby assisting and supporting the staff and other volunteers in the
operation and presentation of events and activities on site and at other
locations, i.e. public presentations
• Member attendance at the Committee meetings, training and event/work
days will be provided to the Facilitator. At the discretion of the Facilitator, a
recommendation on the continuation of the absent member on the
Committee will be reported to the Clerk's Office for their consideration
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Pickering Museum Village Advisory Committee
Terms of Reference
• Participate in training and education programs designed to upgrade the
knowledge .and skills of the member in regard to current trends, processes,
standards for prudent and professional management and operation of the
museum. Share and disseminate learning to others through presentation of
materials/information acquired at the training sessions. Apply learning in the
best interests of the museum
• Members will participate on sub-committees as required. Standing sub-
committees will be facilitated by city staff and will carry out specific
functions, which are not limited to: volunteer recognition, collections, large
capital projects, special events, and programs. Additional sub-committees
may be formed based upon activity and need
3.0 Standing Sub-Committees Responsibilities and Activities
Collections Committee
• Will be responsible for reviewing and making recommendations regarding
the development, management and care of the museum collections
• In consultation with the Coordinator, Museum Operations, prepare a work
plan for the ongoing inventory of the museum collection
• Support initiatives to develop staff and volunteer training programs and
processes regarding the use, care, and preservation of artifacts
• Support and assist staff with the development and review of plans, policies
and procedures related to artifact collection management and development,
and conservation
• Support and assist staff with collections-related projects that put museum
policy and plans into practice
• Prepare and present work plan and report on activities to the PMV Advisory
Committee at each full Advisory Committee meeting
Capital Projects Committee .
• Support and assist staff to identify and prioritize large capital projects
• Maintain a project, list by priority, prepare work plan and cost benefit
analysis
• Work with identified City and Foundation representatives to prepare details
of project plan
• Present list to Advisory Committee and staff members and work with City
and Foundation to identify appropriate projects for general capital funding
and special projects outside of general operational work to present to the
Foundation for funding
• Prepare and present project plans and report on activities to the PMV
Advisory Committee at each full Advisory Committee meeting
Pickering Museum Village Advisory Committee
Terms of Reference
Volunteer Recognition Committee
• Review and prepare volunteer recognition "kudos" for circulation to
volunteer team
• Maintain a data base of volunteer achievements for recognition and award
reference purposes
• Review requirements for awards nominations, gather supporting
documentation, and prepare draft of nomination for staff review, approval
and submission ·
• Review and make recommendations regarding the PMV Volunteer Service
and Recognition Program
• Support and assist staff with the development and review of plans, policies
and procedures related to volunteers
• Plan, develop, and coordinate annual recognition and awards reception
. • Assist and support volunteer training seminars and workshops, including
the development of training presentations and programs
• Prepare and present work plan and report on activities to the PMV Advisory
Committee at each full Advisory Committee meeting
4.0 Composition
Up to 9 Citizen Appointments
5.0 Member Qualifications
Members should have previous experience, knowledge and expertise related to
museum operations, marketing, board operation, heritage sites, artefacts,
heritage architecture and/or structural engineering, grant writing for culture
related initiative$, and/or a relatable skill set that is applicable to the Pickering
Museum Village.
6.0 Meeting Schedule
The Pickering Museum Village Advisory Committee meets monthly.
Established meeting dates and times shall not be changed unless circumstances
warrant special consideration. Meetings will not be held in the months of July,
August or December unless determined by the Committee that a meeting is
necessary to meet the mandate or work plan of the Committee.
During a Municipal election year, meetings shall not be held after September 3Q1h
unless determined by the Committee that a meeting is necessary to meet the
mandate or work plan of the Committee.
7.0 Budget·
The committee has no operating budget, but advises on the Pickering Museum
Village current budget, as part of the annual budget process.
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1.0 Mandate
Terms of Reference
Property Review Committee
To act as a quasi-judicial tribunal, hearing appeals to Property Standards Orders
issued under the authority of the Building Code Act. The Committee may
confirm, amend or quash an Order.
The Property Review Committee will also review applications for exemptions
under the City's Fence By-law and render a decision which becomes final and
binding.
2.0 Goals, Objectives and Responsibilities
The Property Review Committee fulfills the legislated requirements of the
Building Code to provide a committee to hear appeals. It is also responsible for
providing a review process for Fence Exemption applications and rendering a
decision that is final and binding.
3.0 Composition
The Property Review Committee will be comprised of 5 Citizen Appointees. A
hearing conducted by the Property Review Committee shall have 3 members
present for quorum purposes. Appointments shall be for a 4-year term
corresponding with the term of City Council.
Committee members shall be paid an honorarium of $50.00 per appeal or
hearing attended.
4.0 Member Qualifications
Committee members with experience in building construction or property
maintenance would be an asset.
5.0 Meeting Schedule
The Property Review Committee shall meet as required.
6.0 Budget
Remuneration for committee members will be paid from the By-law Services
Salary Account.
Terms of Reference
Site Plan Advisory Committee
1.0 Mandate
Pursuant to Section 41 (2) of the Planning Act, the City of Pickering has passed
By-law 1079/80 and further amended by By-law 7009/09 identifying the territorial
limits of the City of Pickering as being designated as a site plan control
area. The following types of development are exempt for site plan control:
(i) Residential development of one or two dwelling units per lot, except on
properties of historical or architectural value or interest, or on properties
situated within a heritage conservation district, as designated pursuant to the
Ontario Heritage Act; and
(ii) Agricultural and farm-related building or structures that are used in farming
operation.
Site plan control is a form of development control provided to municipalities by
Ontario's Planning Act. No one can undertake any development which is S\Jbject
to site. plan control unless the City has reviewed and approved certain plans.
Once the plans are approved, a site plan agreement is generally executed. This
agreement contractually binds the owner to develop and maintain a site in
accordance with the approved plans and the terms of the agreement. The
Director, City Development, has been delegated the authority to approve site
plans.
2.0 Goals, Objectives and Responsibilities
The Site Plan Advisory Committee is to assist and advise the Director, City
Development on applic.ations for sign variances and site plan approval with
respect to matters such as architecture, building massing and exterior building
materials, site layout, landscaping, accessibility, arid sustainable design
elements.
3.0 Composition
3 Members of Council-1 from each Ward
Staff support:
Chief Planner
Manager, Development Review & Urban Design
Senior Planner-Site Planning
Planner II -Site Planning
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Site Plan Advisory Committee
Terms of Reference
4.0 Member Qualifications
Not applicable.
5.0 Meeting Schedule
The Site Plan Advisory Committee meets the second and fourth Tuesday of
every month at 2:00 pm at the Pickering Civic Complex, One The Esplanade,
Pickering.
6.0 Budget
There is no budget allocated to the Site Plan Advisory Committee.