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HomeMy WebLinkAboutNovember 14, 2016 Executive Committee Agenda Monday, November 14, 2016 Council Chambers 2:00 pm Chair: Councillor McLean For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 lroberts@pickering.ca Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the “bookmark” icon to the left of your screen to navigate from one report to the next. -C~o~-· - PlCKERlNG Executive Committee Meeting Agenda Monday, November 14, 2016 Council Chambers 2:00pm Chair: Councillor Mclean (I) Disclosure of Interest (II) Delegations 1. Paula Jesty, Deloitte LLP Re: Report FIN 22-16 2. Lorraine Sunstrum-Mann Executive Director, Grandview Children's Centre Re: Update on Activities of Centre 3. Cathy Grant, CEO Pickering Library Bruce Fountain, Senior Associate, TCI Management Consultants Re: Report LIB 01-16 4. Dale Quaife, Manager, Information Technology Re: Smart21 Communities (Ill) Matters for Consideration 1. Director, Finance & Treasurer, Report FIN 22-16 2016 Year End Audit Recommendation Pages 1-36 1. That the Audit Service Plan as submitted by Deloitte LLP, included as Attachment 1 to this report be received for information; and 2. That the Chief Administrative Officer and the Division Head, Finance & Treasurer be authorized to sign the Master Services Agreement on behalf of the City. For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 lroberts@pickering.ca -Cd;;oJ- PJCKERJNG Executive Committee M~eting Agenda Monday, November 14, 2016 Council Chambers 2:00pm Chair: Councillor Mclean 6. Recommendation 1. That the Mayor and City Clerk be authorized to execute a license renewal agreement with the Minister of Infrastructure-Hydro One Networks Inc. for a further 5 year term, commencing January 1, 2017, and ending on December 31, 2021 that is in a form satisfactory to the Director, Corporate Services & City Solicitor; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Engineering Services, Report ENG 19-16 Request for Proposal No. RFP-11-2016 Consulting Services for Claremont Drainage Plan Recommendation 118-128 1. That the Proposal No. RFP-11-20 16 submitted by Amec Foster Wheeler Environment & Infrastructure to undertake the consulting services for Claremont Drainage Plan, in the amount of $161,707.52 (HST included) be accepted; 2. That the total gross project cost of $221,734.00 (HST included), including the RFP amount, and associated costs, and the total net project cost of $199,678.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $199,678.00 as follows: a) The sum of $149.678.00 to be funded by a transfer from the Rate Stabilization Reserve; b) The sum of $50,000.00 to be funded by a contribution from the Regional Municipality of Durham; 4. That a copy of this report be forwarded to the Commissioner of Works, Region of Durham; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. -Cift;oJ·-- P1CKER1NG Executive Committee Meeting Agenda Monday, November 14, 2016 Council Chambers 2:00pm Chair: Councillor Mclean for the Fire Non-union Management Group shall be 65 years effective January 1, 20 17; and 2. That the appropriate officials be authorized to take the necessary actions included in this report. (IV) Other Business (V) Adjournment ---Ofl;q{--~ P1CKER1NG From: Stan Karwowski Director, Finance & Treasurer Subject: 2016 Year End Audit Recommendation: Report to Executive Committee Report Numb~r: FIN 22-16 Date: November 14, 2016 1. That the Audit Service Plan as submitted by Deloitte LLP, included as Attachment 1 to this report be received for information; and 2. That the Chief Administrative Officer and the Division Head, Finance & Treasurer be authorized to sign the Master Services Agreement on behalf of the City. Executive Summary: In accordance with generally accepted auditing standards, the Audit Plan is prepared to communicate the auditor's approach and reporting responsibilities to the Executive Committee, who has oversight responsibility for the financial reporting process. This plan is submitted prior to the commencement of the year end audit. Financial Implications: The base audit fee for City and Library is estimated at $70,000. This remains the same fee as in the previous year. Sufficient provision is available in the 2016 budget. Discussion: In the Committee's role as the body responsible for oversight of the financial reporting process, the Committee is to review the Audit Plan for the 2016 year end audit. The Audit Plan includes the scope of the audit services to be provided, the auditor's reporting responsibilities and an outline of the audit approach. It is included as Attachment 1 to this report. At the Council meeting of June 27, 2016, Resolution 178/16 reappointed Deloitte LLP as the City's external auditors for a period of 3 years from and including 2016-2018. Deloitte LLP requires a Master Services Agreement (MSA) to be executed prior to the start of the audit which summarizes the services they will be providing, their responsibilities, management's responsibilities and the estimate of the audit fees. The MSA is included as Attachment 2 to this report. 1 w Deloitte~~ The Corporation of the City of Pickering 2016 Audit service plan For the year ending December 31, 2016 To be presented to the Executive Committee "~ ::1 )> 0 :c 3: m z -I ~ -1 0 7" rn -n 0 ;;.v -1 ~· t: ! r- .r:::. Deloit~te4~, October 27, 2016 Private and confidential To the Members of the Executive Committee of The Corporation of the City of Pickering 1 The Esplanade Pickering ON LlV 6K7 Dear Executive Committee Members: 2016 Audit service plan Deloitte LLP 400 Applewood Crescent Suite 500 Vaughan, ON, L4K OC3 Canada Tel: 416-601-6150 Fax: 416-601-6610 www.deloitte.ca We are pleased to present our 2016 audit service plan for The Corporation of the City of Pickering ("the City"), which describ.es our audit scope and strategy, our audit approach and our planned communications with you. Our audit will include: • An audit of the City of Pickering's consolidated financial statements (the "Financial Statements") for the year ended December 31, 2016 prepared in accordance with Canadian Public Sector Accounting Standards ("PSAS"); • An audit of the City of Pickering Public Library Board's financial statements for the year ended December 31, 2016 prepared in accordance with Canadian PSAS; and • An audit of the Trust Funds of the City of Pickering's financial statements for the year ended December 31, 2016 prepared in accordance with Canadian Accounting Standards for Not-for-Profit Organizations. We are providing this audit service plan to the Executive Committee ("the Committee") on a confidential basis. It is intended solely for the use of the Committee to assist you in discharging your responsibilities with respect to the Financial Statements and is not intended for any other purpose. Accordingly, we disclaim any responsibility to any other party who may rely on it .. We look forward to discussing our Audit service plan with you and to answering any questions that you may have. Yours truly, d)~LL(J Chartered Professional Accountants Licensed Public Accountants The Corporation of the City of Pickering I Table of contents tn The Corporation of the City of Pickering -2016 Audit service plan Table of contents 2016 Audit plan at-a-glance Our audit explained Audit risks Appendix 1 -Audit approach Appendix 2 -Communication requirements Appendix 3 -Financial reporting update 1 2 4 6 12 14 © Deloitte LLP and affiliated entities. co The Corporation of the City of Pickering I Audit risks Audit risks During our risk assessment, we identified some areas of audit risk that will require special audit consideration. These areas of risk, together with our planned responses, are described below. The following tables set out certain areas of audit risk that we identified during our preliminary planning activities, including our proposed response to each risk. Our planned audit response is based on our assessment of the likelihood of a risk's occurrence, the significance should a misstatement occur, our determination of materiality and our prior knowledge of the City. Revenue recognition* Audit risk Assurance standards include the presumption of a fraud risk involving improper revenue recognition. (Revenue/deferred revenue). Management override of controls* Risk identified Assurance standards include the presumption of a significant risk of management override of controls. · Management is in a unique position to perpetrate fraud because of management's ability to directly or indirectly manipulate accounting records and prepare fraudulent financial statements by overriding controls that otherwise appear to be operating effectively. *Significant risk. 4 The Corporation of the City of Pickering -2016 Audit service plan Our proposed audit response • Certain revenue streams are presumed areas of audit risk. We will test the design and implementation of controls in significant revenue streams and perform substantive analytic procedures and/or detailed testing in these areas, and • Substantive testing to determine if restricted contributions (i.e., development charges), and government transfers/grants have been recognized as revenue in the appropriate period. (Revenue vs. deferred revenue). Our proposed audit response To address the risk of management override of controls we will: • Engage in periodic fraud discussions with certain members of senior management and others • Consider the potential for bias in judgments and estimates, including performing retrospective analysis of significant accounting estimates • Evaluate the business rationale for any significant unusual transactions • Evaluate the City's fraud risk assessment and consider entity-level internal controls and internal controls over the closing and reporting process • Test journal entries that exhibit characteristics of possible management override of controls, identified using manual techniques. © Deloitte LLP and affiliated entities. _,. 0 The Corporation of the City of Pickering 1 Audit risks Management estimates Audit risk Estimates require management judgments (i.e., allowance for significant property tax appeals, contingent liabilities, estimated accrued liabilities, etc.) Our proposed audit response • Obtain documentation on management's controls over the development of accounting estimates for any significant management estimates and assess risk • Focused review of calculations and support • Discussions with management • Analytic review of related accounts, and • Assess outcome of retrospective review of estimates from prior years. We will inform you of any significant changes to the areas of audit risk discussed above and the reasons for those changes as part of our year end communication, or earlier if deemed necessary. 5 The Corporation of the City of Pickering -2016 Audit service plan © Deloitte LLP and affiliated entities. ....... ....... The Corporation of the City of Pickering I Appendix -Audit approach Appendix 1 Audit approach Deloitte's audit approach is a systematic methodology that enables us to tailor our audit scope and plan to address the unique issues facing the City. The following steps are not necessarily sequential nor are they mutually exclusive. For example, once we've developed our audit plan and the audits are being performed, we may become aware of a risk that was not identified during the planning phase. Based on that new information, we would reassess our planning activities and adjust the audit plan accordingly. 1. Initial planning The Deloitte's audit approach begins with an extensive planning process that includes: • Assessing your current business and operating conditions • Understanding the composition and structure of your business and organization • Understanding your accounting processes and internal controls • Understanding your information technology systems • Identifying potential engagement risks • Planning the scope and timing of internal control and substantive testing that take into account the specific identified engagement risks, and • Coordinating our activities with external parties and experts and/or Deloitte specialists. Our Audit will take into account specific items of particular interest raised by the Committee as well as areas of concern identified by the Committee or management. 2. Assessing and responding to engagement risk Our audit approach combines an ongoing identification of risks with the flexibility to adjust our approach when additional risks are identified. Since these risks may impact our audit objectives, we consider materiality in our planning to focus on those risks that could be significant to your financial reporting. 6 The Corporation of the City of Pickering -2016 Audit service plan © Deloitte LLP and affiliated entities. ....... N The Corporation of the City of Pickering I Appendix -Audit approach Risk assessment We compile information from a variety of sources, including discussions with management and the Committee, to identify risks to the City's financial reporting process that may require attention. Our preliminary risk assessment takes into account: • Key business developments and transactions (internal and external) • Current business, regulatory and accounting pronouncements and developments • Key management strategies and business plans • Prior years' audit results • Results of procedures relating to internal control, and • Areas of significant risk. The risks that we have identified to date, and which will be addressed when conducting the audits, are summarized in the "Audit risks" section. As we perform our audits, we will update our risk assessment. We will inform the Committee of any significant changes to our risk assessment, and any additional risks that we identified, in our year end communication, or earlier if deemed necessary. Consideration of the risk of fraud Maintaining an attitude of professional skepticism means that we carefully consider the reasonableness of the responses we receive to our inquiries from management and the Committee, and evaluate other information obtained from them in light of the evidence we obtain during the audits. When we identify a misstatement or control deficiency, we consider whether it may be indicative of fraud and what the implications of fraud and significant error are in relation to other aspects of the audits, particularly the reliability of management representations. Because of the inherent limitations of internal control, including the possibility of collusion or improper management override of controls, it is possible that material misstatements due to error or fraud may not be prevented or detected on a timely basis. Accordingly, the assurance an auditor provides concerning the lack of misstatements arising from fraud is necessarily lower than the assurance provided concerning those arising from an error. Misstatements in the Financial Statements can arise from either fraud or error. The distinguishing factor between fraud and error is whether the underlying action that results in the misstatement of the Financial Statements is intentional or unintentional. The following table explains our respective responsibilities towards fraud. Your responsibilities • The primary responsibility for the prevention and detection of fraud rests with management and the Committee, including the responsibility for establishing and maintaining internal controls over the reliability of financial reporting, ensuring the effectiveness and efficiency of operations, the identification of fraud risks and compliance with applicable laws and regulations. 7 The Corporation of the City of Pickering -2016 Audit service plan Our responsibilities ,, We are required to obtain representations from management regarding internal controls, assessment of risk and any known or suspected fraud or misstatement. • As independent auditors, we will obtain reasonable, but not absolute, assurance that the Financial Statements as a whole are free from material misstatement, whether caused by fraud or error. © Deloitte LLP and affiliated entities. ....... (.,) The Corporation of the City of Pickering I Appendix -Audit approach In determining our Audit strategy to address the assessed risks of material misstatement due to fraud, we will: • Assign and supervise personnel, taking into account the knowledge, skill and ability of individuals with significant engagement responsibilities and our assessment of the risks of material misstatement due to fraud for the engagement • Evaluate whether the City's selection and application of accounting policies, particularly those related to subjective measurements and complex transactions, may be Indicative of fraudulent financial reporting resulting from manageme_nt's effort to manage results, and • Incorporate an element of unpredictability when selecting the nature, timing and extent of our audit procedures. We will inquire directly ofthe Committee regarding: • Its views about the risk of fraud • Whether it has knowledge of any actual or suspeCted fraud affecting the City, and • The role it exercises in the oversight of fraud risk assessment and the establishment of mitigating controls. We will also inquire if the Committee is aware of tips or complaints regarding the City's financial reporting and, if so, the Committee's responses to such tips and complaints and whether it is aware of mattersrelevant to the audits, including, but not limited to, violations or possible violations of laws or regulations. If we suspect fraud involving management, we will communicate these suspicions to the Committee and discuss the nature, timing, and extent of audit procedures necessary to complete the audits. Information technology An important part of our audit planning process involves gaining an understanding of: • The importance of the computer environment relative to the risks to financial reporting • The way in which that environment supports the control procedures we intend to rely on when conducting our audits, and • The computer-based information that supports our substantive procedures. The objective of our review of computer controls is to identify potential areas of risk and assess the relevance, reliability, accuracy and completeness of the data produced by the systems. We also assess the design and implementation of controls relevant to the computer environment and determine the reliability of the financial information used to generate the Financial Statements. To accomplish this, we gain an up-to-date understanding of the City's computer processing environment and our understanding of the relevant general computer controls. We will assess the design and implementation of general computer controls in the following areas: • Data centre and network operations • System software acquisition, change and maintenance Program change • Access security, and • Application system acquisition, development, and maintenance. 8 The Corporation of the City of Pickering -2016 Audit service plan © Deloitte LLP and affiliated entities . ...... +::-The Corporation of the City of Pickering I Appendix -Audit approach 3. Developing and executing the Audit plan The performance of the audits include evaluating the design and determining the implementation of internal controls relevant to the audit, testing the operational effectiveness of the controls we intend to rely on and performing substantive audit procedures. Audit procedures The timing of our audit procedures is dependent upon a number of factors including the need to coordinate with management for the provision of supporting analysis and other documentation. Generally, we perform our audit procedures to allow us sufficient time to identify significant issues early, thereby allowing more time for analysis and resolution. Tests of controls As part of our audit, we will review and evaluate certain aspects of the systems of internal control over financial reporting to the extent we consider necessary in accordance with Canadian GAAS. The main objective of our review is to enable us to determine the nature, extent and timing of our audit tests and establish the degree of reliance that we can place on selected controls. An audit of the Financial Statements is not designed to determine whether internal controls were adequate for management's purposes or to provide assurance on the design or operational effectiveness of internal control over financial reporting. The extent to which deficiencies in internal control may be identified through an audit of Financial Statements is influenced by a variety of factors including our assessment of materiality, our preliminary assessment of the risks of material misstatement, our audit approach, and the nature, timing and extent of the auditing procedures that we conduct. Accordingly, we gain only a limited understanding of controls as a result of the procedures that we conduct during an audit of Financial Statements. We will inform the Committee and management of any significant deficiencies that are identified in the course of conducting the audit. Substantive audit procedures Our substantive audit procedures consist of a tailored combination of analytical procedures and detailed tests of transactions and balances. These procedures take into account the results of our controls tests and are designed to enable us to obtain reasonable assurance that the Financial Statements are free from material misstatements. To obtain this assurance, misstatements that we identify while performing substantive auditing procedures will be considered in relation to the Financial Statements as a whole. Any misstatements that we identify, other than those that are clearly trivial (the threshold has been set at 5% of materiality), will be reported to management and the Committee. In accordance with Canadian GAAS, we will request that misstatements be corrected. 9 The Corporation of the City of Pickering -2016 Audit service plan © Deloitte LLP and affiliated entities. ........ 01 The Corporation of the City of Pickering I Appendix -Audit approach Use of the worl< of specialists The Deloitte audit is distinguished by the use of a broad range of industry and functional specialists who are integral to the audit team and carry a deeper understanding of specific topics. These specialists augment the core engagement audit team in understanding business processes and related risks, and help the audit engagement team apply an appropriate level of professional skepticism to challenge significant management assumptions. For the audit, we will use Deloitte computer assurance specialists to assist us in performing our audit procedures to test the design and implementation of general computer controls. We will also use actuarial specialists to assist in testing the assumptions used in valuing the post-employment benefits. Additionally, we will use valuation specialists to assist in testing the fair values of the interest rates swaps. Our specialists are actively involved in the planning and risk assessment process, and will be available to the audit team and the City management year- round to discuss ongoing risk assessments, industry developments and other matters of interest. 4. Reporting and assessing performance Perform post-engagement activities We will analyze the results of the audit procedures performed throughout the year and, prior to rendering our report, we will conclude whether: • The scope of the audits was sufficient to support our opinion, and • The misstatements identified during the audits do not result in the Financial Statements being materially misstated. Independence We have developed important safeguards and procedures to protect our independence and objectivity. If, during the year, we identify a breach of independence, we will communicate it to you in writing. Our communication will describe the significance of the breach, including its nature and duration, the action taken or proposed to be taken, and our conclusion as to whether or not the action will satisfactorily address the consequences of the breach and have any impact on our ability to serve as independent auditor to the City. We continue to be independent of the City and we will reconfirm our independence, in writing, to the Committee as part of our year-end communication document. Complete engagement a·eport:ing After the satisfactory completion of appropriate audit procedures, we will provide our Independent auditor's reports on the City's, Library Board's and the Trust Fund's Financial Statements. We also provide reports to the Committee to assist you in fulfilling your responsibilities as required by applicable auditing standards. Appendix 2 summarizes the required communications between Deloitte and the Committee. 10 The Corporation of the City of Pickering -2016 Audit service plan © Deloitte LLP and affiliated entities. ....... en The Corporation of the City of Pickering I Appendix -Audit approach Deloitte's client service principles include providing management and the Committee with insights into the condition of the business and offering meaningful suggestions for improvement that come to our attention during the audit. We will report these insights and suggestions to the appropriate members of management and/or the Committee for their consideration. To enable us to determine how well we have achieved our client service objectives, including an assessment of the quality of our audit engagement, we actively solicit feedback from our clients. This feedback will be obtained either through meetings with members of the Committee and management or their completion of questionnaires. Your feedback enhances our understanding of your expectations of us through your evaluation of our performance. The information you provide helps us refine our client service objectives to ensure that we remain focused, responsive and proactive in meeting your needs while fulfilling our professional responsibilities. 5. Leveraging technology Our audit approach utilizes fully automated, paperless audit software where information and supporting schedules are prepared and exchanged electronically. Our audit software facilitates leveraging what the City already prepares as part of account analysis and financial closings and allows us to share files and work papers with our engagement team members. We use other web-based connectivity tools and file interrogation software to quickly and comprehensively analyze data. Our audit software supports the full lifecycle of an audit engagement. The proprietary software we use is globally connected and allows for real-time tracking, ultimately providing better status reporting to our clients. Our software leverages industry guidance and knowledge so that we tailor our approach in a meaningful way to reflect the nuances of our clients' businesses. Our ability to customize our software to each client's specific situation enables us to have more engaging business conversations. In addition, our software allows us to track findings and observations noted throughout the course of our audits, enabling us to provide our clients with more meaningful insights and discuss any issues as they arise with fewer surprises. The tools described in the following table help us determine our audit scope, prepare consistent audit work papers and files, conduct analytical procedures, select data for testing, accumulate audit results, and monitor progress to provide for the timely completion of tasks. In addition, we intenl;l to make full use of the City's own technologies to gain further efficiencies. Technology Engagement Management System Deloitte Technical Library Description Deloitte's audit software, incorporating audit-specific templates, reference materials, support documents, and management insights A comprehensive online compilation of accounting and financial disclosure literature that allows Deloitte to research specific accounting issues and functions through access to authoritative literature from pertinent regulatory bodies, as well as our own interpretations and guidance 11 The Corporation of the City of Pickering -2016 Audit service plan Benefits Rapid, effective and secure electronic transfer of information among the audltteam members The extensive accounting and reporting guidance helps support the quick and efficient research of complex accounting matters © Deloitte LLP and affiliated entities. ....... ........ The Corporation of the City of Pickering I Appendix -Communication requirements Appendix 2 Communication requirements Required communication Audit service plan 1. Our responsibilities under Canadian GAAS, including forming and expressing an opinion on the Financial Statements. 2. An overview of the overall audit strategy, addressing: a. Timing of the audit b. Significant risks, including fraud risks c. Nature and extent of specialized skill or knowledge needed to perform the planned audit procedures related to significant risk. 3. Significant transactions outside of the normal course of business, including related party transactions. Enquiries of those charged with governance Reference CAS1 260.14. CAS 260.15. CAS 260 App. 2, CAS 550.27. 4. How those charged with governance exercise oversight over management's process for identifying and responding to the risk CAS 240.20. of fraud and the Internal control that management has established to mitigate these risks 5. Any known suspected or alleged fraud affecting the City 6. Whether the City is In compliance with laws and regulations Year end communication 7. Fraud or possible fraud identified through the audit process. 8. Significant accounting policies, practices, unusual transactions, and our related conclusions. 9. Alternative treatments for accounting policies and practices that have been discussed with management during the current audit period. 10. Matters related to going concern. 11. Management judgments and accounting estimates 12. Significant difficulties, if any, encountered during the audit. 13. Material written communications between management and us, including management representation letters. 1 CAS: Canadian Auditing Standards-CAS are issued by the Auditing and Assurance Standards Board of CPA Canada 12 The Corporation of the City of Pickering -2016 Audit service plan CAS 240.21. CAS 250.14. CAS 240.40-.42. CAS 260.16 a. CAS 260.16 a. CAS 570.23. CAS 260.16 a. CAS 260.16 b. CAS 260.16 c. © Deloitte LLP and affiliated entities . _.. (X) The Corporation of the City of Pickering I Appendix -Communication requirements Required communication 14. Other matters that are significant to the oversight of the financial reporting process. 15. Modifications to our Independent Auditor's Reports. 16. Our views of significant accounting or. auditing matters for which management consulted with other accountants and about which we have concerns. 17. Significant matters discussed with management. 18. Illegal or possible Illegal acts that come to our attention. 19. Significant deficiencies in internal control, if any, identified by us in the conduct of the audit of the Financial Statements. 20. Uncorrected misstatements and disclosure items. 21. Any significant matters arising during the audit in connection with the City's related parties 13 The Corporation of the City of Pickering -2016 Audit service plan Reference CAS 260.16 d. CAS 260.A18. CAS 260.A19. CAS 260.A.19. CAS 250.23. CAS 265. CAS 450.12-13. CAS 550.27. © Deloitte LLP and affiliated entities. The Corporation of the City of Pickering I Appendix -Financial reporting update Appendix 3 Financial reporting update The following public sector accounting standards are set to be effective for fiscal years after December 31, 2016: Title Description Effective Date Section PS 3210 -frhis Section provides guidance for applying the definition of assets and Fiscal years beginning on or after April 1, 2017. Earlier adoption is Assets establishes general disclosure standards for assets; but does not include permitted. standards for recognition and disclosure of specific types of assets, which are ~ealt with in other Handbook Sections. Section PS 3320 -frhis Section defines and establishes disclosure standards on contingent assets; frhis Section applies to fiscal years beginning on or after April 1, 2017. Contingent assets but does not include disclosure standards for specific types of contingent assets. Earlier adoption is permitted. Section PS 3380 -frhis Section defines and establishes disclosure standards on contractual rights; Fiscal years beginning on or after April1, 2017. Earlier adoption is Contractual rights but does not include disclosure standards for specific types of contractual rights; permitted. and does not include those contractual rights to exchange one asset for another where revenue does not arise. Section PS 3430 -This Section establishes standards on how to account for and report Restructuring transactions occurring in fiscal years beginning on or after Restructuring restructuring transactions by both transferors and recipients of assets and/or April 1, 2018. Earlier adoption is permitted. transactions liabilities, together with related program or•operating responsibilities. Section PS 1201-This Section establishes general reporting principles and standards for the It is effective for (i) government organizations for fiscal years beginning Financial statement disclosure of information in government financial statements. on or after April 1, 2012; and (ii) governments for fiscal years presentation beginning on or after April 1, 2019. Earlier adoption is permitted. Section PS 2200 -his Section defines a related party and establishes disclosures required for his Section applies to fiscal years beginning on or after April 1, 2017. Related party related party transactions. Earlier adoption is permitted. disclosures Section PS 2601-lfhis Section establishes standards on how to account for and report transactions his Section is effective for (i) government organizations for fiscal years Foreign currency hat are denominated in a foreign currency in government financial statements. beginning on or after April 1, 2012; and (ii) governments for fiscal translation years beginning on or after April 1, 2019. Earlier adoption is permitted Section PS 3420 -frhis Section establishes standards on how to account for and report transactions frhis Section applies to fiscal years beginning on or after April 1, 2017. Inter-entity between public sector entities that comprise a government's reporting entity Earlier adoption is permitted. transactions rom both a provider and recipient perspective. Section PS 3450 -This Section establishes standards on how to account for and report all types of This Section is effective for: (i) government organizations -fiscal years Financial instruments inancial instruments including derivatives. beginning on or after April 1, 2012; and (ii) governments -fiscal years beginning on or after April 1, 2019. Earlier adoption is permitted. 14 The Corporation of the City of Pickering -2016 Audit service plan © Deloitte LLP and affiliated entities . ...... co N 0 Deloi·tte,~ www .deloitte.ca Deloltte, one of Canada's leading professional services firms, provides audit, tax, consulting, and financial advisory services. Deloitte LLP, an Ontario limited liability partnership, Is the Canadian member firm of Deloltte Touche Tohmatsu Limited. Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited, a UK private company limited by guarantee, and its network of member firms, each of which Is a legally separate and Independent entity. Please see www.deloitte.com/about for a detailed description of the legal structure of Deloitte Touche Tohmatsu Limited and its member firms. © Deloltte LLP and affiliated entitles. 22 The Corporation ofthe City of Pickering October 28, 2016 Page2 Services and fees (continued) Scope of services chart Entity names The Corporation of the City of Pickering The Corporation of the City of Pickering Trust Pickering public Library Board Total Yearend December 31, 2016 December 31,2016 December 31, 2016 Services Fees Audit $64,250 Audit Included in City of Pickering fee Audit $ 5,750 $70,000 For purposes of this MSA and the appendices, "Financial Statements" shail refer to the statements issued by each entity in the context of the services outlined above. Unless otherwise noted in the appendices, "the City" shall refer to the entities to which that service is being provided, as outlined above. Ms. Paula Jesty will be responsible for the services that we perform. Should the nature of our services change in the future from what is set out in the chart above or if there are changes to the entities we serve, we will provide you with a letter confirming the changes. The description of our services as set out in Appendices A to C in this MSA will continue to apply to any changes set out in a confirmation letter. Also, we may from time to time provide you with updates (including by way of a letter delivered to you in hard copy or electronically via e-mail, by way of a link to our website or otherwise) to the description of the services set out in Appendices A to C based on changes in applicable professional standards and changes in our practices. Any updates to Appendices A to C in this MSA provided to you shall form part of this MSA and shall be binding on you. Any changes in fees for subsequent years will be confrrmed separately. Also, we would be pleased to provide you with other services, such as consulting and fmancial advisory services, subject to our professional rules. The scope and fees for such services would be contained in a separate letter and, unless otherwise agreed, the General business terms that are contained in this MSA will apply. Term Our mutual intention is that this MSA applies to all services Deloitte provides to you over time, including for the year ends referred to above and all other work in the future. In accordance with section 2 of the General business terms, this MSA can be terminated on 30 days' written notice. Our responsibilities Our responsibilities will depend on the services we provide. Specific conditions may apply and if this is the case, we will bring them to your attention in the attached appendices. We are committed to client service. Here are our client service standards: • Making and meeting our commitments to you; • Working with you to understand your business and what is important to you; • Providing value and building trust through technical competence and consistent results; • Demonstrating professionalism through effective interaction and communication; and • Providing a no surprises experience. 24 General business terms The Corporation of the City of Pickering October 28, 2016 The following General business terms (the "GBTs") apply to all services that are performed under this MSA and any separate confirmation letters (the "Confirmation Letters") that further amend or describe services issued under this MSA (the "Services") between Deloitte LLP, a limited liability partnership organized under the laws of Ontario ("Deloitte") and you, the City or other entity that is a party to this MSA (the "Client"). The GBTs, the MSA, (including the appendices to the MSA), as such MSA and appendices may be updated and amended from time to time, and the Confirmation Letters are together the "Agreement". 1. Timely performance-Deloitte will not be liable for failures or delays in performance that arise from causes beyond Deloitte's control, including the untimely performance by the Client of its obligations. 2. Termination -Either Deloitte or the Client may terminate this Agreement and any Services for . convenience on 30 days' written notice to the other party. Should either party fail to fulfill their responsibilities under the Agreement, the other party may terminate this Agreement on 30 days' written notice. The Client will pay for time and expenses incurred by Deloitte up to the termination date together with reasonable time and expenses incurred to bring the Services to a close in a prompt and orderly manner. 3. Fees -Any fee estimates take into account the agreed-upon level of preparation and assistance from the Client and Client personnel. Deloitte will advise the Client on a timely basis should this preparation and assistance not be provided or should any other circumstances arise which cause actual time to exceed that estimate. 4. Billing -All invoices shall be due and payable when rendered. Interest shall be calculated at a simple daily rate of 0.0493% (equivalent to 18% per annum). Interest shall be charged and payable at this rate on any part of an invoice which remains unpaid from 30 days after the invoice date to the date on which the outstanding invoice is paid. 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Governing law-The Agreement will be governed by the laws of the Province where Deloitte's principal office performing the Services is located and all disputes related to the Agreement and Services shall be subject to the exclusive jurisdiction of the courts of such Province. 6. Working papers-All working papers, files and other internal materials created or produced by Deloitte related to the Services are the property ofDeloitte. In the event that Deloitte is requested by the Client or required by legal or regulatory process to produce its files related to the Services in proceedings to which Deloitte is not a party, the Client will reimburse Deloitte for its professional time and expenses, including legal fees, incurred in dealing with such matters. General business terms Page2 7. Third parties-Deloitte's Services are not planned or conducted in contemplation of, or for the purpose of, reliance by any third party (other than the Client and any party to whom Deloitte's report is addressed) or with respect to any specific transaction. Therefore, items of possible interest to a third party will not be addressed and matters may exist that would be assessed differently by a third party, possibly in connection with a specific transaction. The Client shall use the advice, opinions, reports or other work product ofDeloitte solely for the purposes specified in this Agreement and, in particular, shall not, without the prior written consent ofDeloitte, use any advice, opinion, report or other work product ofDeloitte in connection with business decisions of any third party or for advertisement purposes. All Services are only intended for the benefit of the Client and any party to whom Deloitte' s report is addressed. The mere receipt of any advice, opinions, reports or other work product by any other persons is not intended to create any duty of care, professional relationship or any present or future liability between those persons and Deloitte. As a consequence, if copies of any advice, opinions, reports or other work product (or any information derived therefrom) are provided to others under the above exclusions, it is on the basis that Deloitte owes no duty of care or liability to them, or any other persons who subsequently receive the same. Nothing in this section shall be construed as limiting or restricting disclosure of the tax treatment or tax structure of the transaction as described in Rule 3501(c)(i) ofPCAOB Release 2005-014 or Internal Revenue Code sections 6011 and 6111 and related Internal Revenue Service guidance. 8. 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Confidentiality-To the extent that Deloitte comes into possession ofPersonal Information or any proprietary or confidential information of the Client (collectively, "Confidential Information"), Deloitte will not disclose such information to any third party without the Client's consent, except as may be required or permitted by law, regulation or professional obligations or as otherwise permitted by this Agreement. Also, Confidential Information may be disclosed by Deloitte to its affiliates and to member firms ofDeloitte Touche Tohmatsu Limited and their respective subsidiaries and affiliates ("Deloitte entities") and third parties that provide services to Deloitte. Confidential Information may be used, processed and stored outside Canada by Deloitte, Deloitte entities and third party service providers. Deloitte is responsible to the Client for causing Deloitte entities and third party service providers to comply with the obligations of confidentiality set out in this section. Confidential Information may be subject to disclosure in accordance with laws applicable in the jurisdiction in which the information is processed or stored, which laws may not provide the same level of protection under Canadian law. The Client also agrees that Deloitte may aggregate Confidential Information and use and disclose that information as part of research and advice, including, benchmarking services, provided that all such information will be rendered anonymous and not subject to association with the Client. Except as instructed otherwise in writing, each party consents to properly addressed fax, email (including email exchanged via Internet media) and voicemail communication ofboth sensitive confidential and non-sensitive documents, information and other communications concerning this Agreement, as well as other means of communication used or accepted by the other. It is recognized that the Internet may be insecure and each party will be responsible for protecting its own systems and interests and, to the fullest extent permitted by law, will not be responsible to the other on any basis (contract, tort or otherwise) for any loss, damage or omission in any way arising from the use of the Internet or from access by any Client or Deloitte personnel, including personnel ofDeloitte entities and third parties that provide services to Deloitte, to networks, applications, electronic data or other systems of the other party. 25 26 General business terms Page3 10. Limitation on liability -The Client and Deloitte agree to the following with respect to Deloitte' s liability to the Client: a The Client agrees that Deloitte shall not be liable to the Client for any claims, liabilities, or expenses relating to this Agreement and any Services for an aggregate amount in excess of three times the fees paid by the Client to Deloitte in the twelve months preceding the incident giving rise to the claim. b. In no event shall Deloitte be liable for consequential, special, indirect, incidental, punitive or exemplary loss, damage, or expense relating to this Agreement or any Services for any loss of revenue or profit, loss of opportunity, loss of data, or any other commercial or economic loss or failure to realize expected savings. c. In any action, claim, loss or damage arising out of this Agreement and any Services, the Client agrees that Deloitte's liability will be several and not joint and several and the Client may only claim payment from Deloitte ofDeloitte's proportionate share ofthe total liability based on the degree offault ofDeloitte. The provisions of this section shall apply to the fullest extent of the law, whether in contract, statute, tort (such as negligence), m otherwise. This section shall survive termination or expiry of the Agreement. The provisions of this section shall not apply to any liability which by the governing law of the Agreement is unlawful to limit or exclude. In furtherance of the foregoing, from time to time, Deloitte may have · individual partners and employees performing the Services within the Province of Quebec who are members of the Ordre des comptables professionnels agrees du Quebec. The limitations outlined above in this Section 10 shall not apply to limit the personal civil liability of members of the Ordre des comptables professionnels agrees du Quebec performing professional Services hereunder (and with respect to such members, such limitations shall be deemed not to be included in this Agreement). For purposes of this section, "Deloitte" shall mean Deloitte LLP and its directors, officers, partners, professional corporations, employees, subsidiaries and affiliates and to the extent providing Services, any Deloitte entities and all of their partners, principals, members, owners, directors, staff and agents; and in all cases any successor or assignee. The Client agrees that any claims that may arise out of this Agreement or any Services will be brought solely against Deloitte as the contracting party and not against any other Deloitte entities. 11. Assignment -Except as provided herein, no party may assign, transfer, or delegate any of its rights or obligations relating to the Agreement without the prior written consent of the other party. Deloitte may assign its rights and obligations under this Agreement to any affiliate or successor in interest to all or substantially all the assets or business of the relevant Deloitte practice. 12. Deloitte entities and subcontractors -Deloitte may use the services of any Deloitte entities, component auditors, or other subcontractors (including those operating outside Canada) to assist Deloitte in providing any Services. Deloitte remains responsible to the Client for Services performed by Deloitte entities and subcontractors. · 13. Survival-Any clause that is meant to continue to apply after termination of the Agreement will do so. 14. Entire Agreement-The Agreement forms the entire agreement between the parties in relation to the Services and supersedes all other oral and written representations, understandings or· agreements related to the Services. 15. Severability -If a court or regulator with proper jurisdiction determines that a provision of this Agreement is invalid, then that provision will be interpreted in a way that is valid under applicable law or regulation. If any provision is invalid, the rest of the Agreement will remain in effect. 16. Qualifications-Notwithstanding anythingherein to the contrary, Deloitte may use the name of the Client, refer to this Agreement and the performance of Services in marketing, publicity materials and other material, as an indication of its experience, and in internal data systems. General business terms Page4 17. Tax senrices and review by tax .authorities -The Client shall cooperate with Deloitte in the performance by Deloitte of tax related Services, including, without limitation, providing Deloitte with reasonable facilities and timely access to data, information and personnel of the Client. Client shall be responsible for the performance of its personnel and agents, for the timeliness, accuracy and completeness of all data and information (including all fmancial information and statements) provided to Deloitte by or on behalf of the Client and for the implementation of any advice, opinions, reports or other work product in any form provided as part of the Services. Deloitte may use and rely on information and data furnished by the Client or others without verification. Deloitte's performance shall be dependent upon the timely performance of the Client's responsibilities hereunder and timely decisions and approvals of the Client in connection with the Services. Deloitte shall be entitled to rely on all decisions and approvals of the Client. To the extent the Client requests tax related Services, Deloitte will use professional judgment in resolving questions affecting the Client relating to the tax Services to be provided by Deloitte. Where there are alternative filing positions or tax transactions, Deloitte will undertake to describe the benefits and risks of each so that the Client can make an informed decision. All returns are subject to examination by taxation authorities and the Client's returns may be audited and challenged by Canadian and other tax authorities. The Client understands that Deloitte's tax advice or opinions are not binding on tax authorities or the courts and should never be considered a representation, warranty, or guarantee that the tax authorities or the courts will concur with Deloitte's advice or opinion. Any tax assistance provided by Deloitte will be based upon the law, regulations, cases, rulings, and other tax authority in effect at the time the specific tax assistance is provided. Deloitte may provide the Client with draft copies of returns or tax advice. Where any drafts are finalized and provided to the Client in fmal form, such previous drafts should not be relied upon. Nothing in this Agreement shall be construed as limiting or restricting disclosure of the tax treatment or tax structure of any transaction as described in the rules of any taxation authority, including Canada Revenue Agency and the Internal Revenue Service. 18. Electronic messaging-In accordance with Canadian anti-spam legislation, the Client consents to Deloitte contacting the Client and its personnel through electronic messages relating to Deloitte's Services, products and other matters of interest to the Client after the completion of this Agreement. The Client may withdraw any such consent by contacting Deloitte at unsubscribe@deloitte.ca. 19. Language-The parties have requested that this Agreement and all communications and documents relating hereto be expressed in the English language. Les parties ont exige que la presente convention ainsi que tousles documents s'y rattachant soient rediges dans la langue anglaise. 27 28 Appendix A Financial statement audit The Corporation of the City of Pickering October 28,2016 Our audit services and audit scope The consolidated financial statements We have been requested by you to audit the consolidated fmancial statements (the "Financial Statements") of The Corporation of the City of Pickering (the "City"). These Financial Statements are comprised of the consolidated statement offmancial position as at the fiscal year end of the City ("Fiscal Year"), and the consolidated statements of operations, changes in net-fmancial assets and cash flows for the Fiscal Year, and a summary of significant accounting policies and other explanatory information. The Financial Statements, subject to audit are those of the City, prepared by management, with oversight from those charged with governance ("Executive Committee"). The objective of our audit is to express an opinion on whether the Financial Statements are fairly presented, in all material respects, in accordance with Canadian public sector accounting standards ("PSAS"). We plan and perform the audit to obtain reasonable assurance that the Financial Statements as a whole are free from material misstatement, whether due to fraud or error. Our audit report On completion of our audit procedures, we expect to issue an audit report in the form set out in Canadian Auditing Standard 700. If we are unable to issue or decline to issue an audit report, we will discuss the reasons with management and the Executive Committee. There may be circumstances in which our report may differ from the expected form and content in light of our audit fmdings. Our responsibilities Performance of the audit We will conduct our audit in accordance with Canadian generally accepted auditing standards ("Canadian GAAS"). Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the Financial Statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the Financial Statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the Financial Statements, whether due to fraud or error. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the Financial Statements. Because of the inherent limitations of an audit, together with the inherent limitations of internal control, there is an unavoidable risk that some material misstatements may not be detected, even though the audit is properly planned and performed in accordance with Canadian GAAS. Information on internal controls We do not consider internal controls in order to express any opinion to you on their effectiveness. We consider internal controls relevant to the City's preparation and fair presentation of the Financial Statements in making our risk assessments and in order to design appropriate audit procedures. We will, however, communicate to you in writing concerning any significant deficiencies in internal control relevant to the audit of the Financial Statements that come to our attention during the course of our engagement. Appendix A PageA-2 Our responsibilities (continued) Communication with the Executive Committee The Executive Committee is responsible for the oversight of the fmancial reporting process and our work as auditors. We are required to communicate with the Executive Committee about certain matters that may arise during our audit and that may be significant to their role. These matters may include, but are not limited, to: • The planned scope and timing of the audit; • Our views about significant qualitative aspects of the city's accounting practices, including accounting policies, accounting estimates and fmancial statement disclosures; • Any matters identified that may cast doubt on the city's ability to continue as a going concern; • Any significant difficulties encountered during the audit; • Any significant matters that were discussed or subject to correspondence with management; and • Written representations we are requesting. Fraud and illegal acts An audit designed and executed in accordance with Canadian GAAS may not detect fraud or illegal acts. However, it is possible that actual and potential fraud or illegal acts may be discovered during the course of our audit. We will communicate actual or potential fraud or illegal acts identified during the audit to, in our sole judgement, the appropriate level of management and I or the Executive Committee depending on the type and significance of the issue. Your responsibilities Financial Statements and internal control The audit of the Financial Statements does not relieve management or the Executive Committee of their responsibilities. You are responsible for the preparation and fair presentation of the Financial Statements in accordance withPSAS. You are also responsible for establishing internal control necessary for the preparation of Financial Statements that are free from material misstatement, whether due to fraud or error. You must determine what internal control is required, including how it is designed, implemented and maintained. You will advise us of any deficiencies identified and any changes in internal control over fmancial reporting. Access to information and personnel You are responsible for providing us with access to all information that is relevant to your preparation of the Financial Statements and any additional information that we request for the purpose of the audit. You will also provide unrestricted access to persons in the City or others from whom we determine we need to obtain evidence for our audit. Prevention of fraud and error You are responsible for designing and implementing programs and controls to prevent and detect fraud, illegal acts and error. You will inform us about all known or suspected fraud, illegal acts or errors affecting the City. You will further inform us of any allegations of fraud, illegal acts or potential errors received in communications (written or oral) from employees, former employees or any other parties external to the City. 29 30 Appendix A PageA-3 Your responsibilities (continued) Compliance with laws and regulations You are responsible for identifying and ensuring that the City complies with the laws and regulations applicable to its activities. You will inform us of any known or possible violations of these laws or regulations. Related parties You will identify the City's related parties and whether the City entered into any transactions with these related parties in the time period under audit. Subsequent events You will advise us ofwhether any events have occurred between the date of the balance sheet and the date our audit report is released, that may affect the Financial Statements. Correction of material errors You are responsible for adjusting the Financial Statements to correct material misstatements identified during the course of our audit engagement. Representation letter As part of our engagement procedures, you will provide written confirmation of representations made to us in connection with the audit. Disclosure of report We are engaged solely by the City to perform an aud\t engagement, the purpose of which is to provide an opinion as to whether the Financial Statements are free from material misstatement. We do not have any responsibility to other parties who choose to rely on our audit report for their own purposes. You will not, without obtaining our prior written consent: • Publish or reproduce our report in any document that contains the Financial Statements; • Make reference to our fmn in a document which contains other information in addition to the Financial Statements; or • Place our report on an electronic site. ·In order for us to consider granting such written consent, you must provide adequate notice of your request as well as provide any draft document which is proposed to contain/refer to our report. If written consent is provided by us, you are solely responsible for the accurate and complete reproduction of our report and the Financial Statements on which we reported. Independence It is your responsibility to have policies and procedures in place to ensure that the City (together with other related entities) does not engage us or accept services from us that may impair our independence under applicable professional rules. In order to assist us in maintaining independence, you will also notify us of any substantive employment conversations that have occurred with current or former Deloitte personnel. Executive Committee' responsibilities The Executive Committee is responsible for the oversight of the financial reporting process, including management's preparation of the Financial Statements and monitoring of the City's internal controls . related to financial reporting and oversight of our work. AppendixB Financial statement audit The Corporation of the City of Pickering Trust Funds October 28, 2016 Our audit services and audit scope We have been requested by you to audit the financial statements (the "Financial Statements") of The Corporation of the City of Pickering Trust Funds (the "Trust Funds"). These Financial Statements comprise the statement of fmancial position as at the fiscal year end of the Trust Funds ("Fiscal Year") and the statement of financial activities and fund balances for the Fiscal Year, and a summary of significant accounting policies and other explanatory information. The Financial Statements, subject to audit are those of the Trust Funds, prepared by management, with oversight from those charged with governance ("Executive Committee"). The objective of our audit is to express an opinion on whether the Financial Statements are fairly presented, in all material respects, in accordance with Canadian accounting standards for not-for-profit organizations ("ASNPO"). We plan and perform the audit to obtain reasonable assurance that the Financial Statements as a whole are free from material misstatement, whether due to fraud or error. Our audit report On completion of our audit procedures, we expect to issue an audit report in the form set out in Canadian Auditing Standard 700. If we are unable to issue or decline to issue an audit report, we will discuss the reasons with management arid the Executive Committee. There may be circumstances in which our report may differ from the expected form and content in light of our audit fmdings. Our responsibilities Performance of the audit We will conduct our audit in accordance with Canadian generally accepted auditing standards ("Canadian GAAS"). Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the Financial Statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amoUnts and disclosures in the Financial Statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the Financial Statements, whether due to fraud or error. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the Financial Statements. Because of the inherent limitations of an audit, together with the inherent limitations of internal control, there is an unavoidable risk that some material misstatements may not be detected, even though the audit is properly planned and performed in accordance with Canadian GAAS. Information on internal controls We do not consider internal controls in order to express any opinion to you on their effectiveness. We consider internal controls relevant to the Trust Funds' preparation and fair presentation of the Financial Statements in making our risk assessments and in order to design appropriate audit procedures. We will, however, communicate to you in writing concerning any significant deficiencies in internal control relevant to the audit of the Financial Statements that come to our attention during the course of our engagement. 31 32 AppendixB PageB-2 Our responsibilities (continued) Communication with the Executive Committee The Executive Committee is responsible for the oversight of the financial reporting process and our work as auditors. We are required to communicate with the Executive Committee about certain matters that may arise during our audit and that may be significant to their role. These matters may include, but are not limited, to: • The planned scope and timing of the audit; • Our views about significant qualitative aspects of the trust funds' accounting practices, including accounting policies, accounting estimates and fmancial statement disclosures; • Any matters identified that may cast doubt on the trust funds' ability to continue as a going concern; • Any significant difficulties encountered during the audit; • Any significant matters that were discussed or subject to correspondence with management; and • Written representations we are requesting. Fraud and illegal acts An audit designed and executed in accordance with Canadian GAAS may not detect fraud or illegal acts. However, it is possible that actual and potential fraud or illegal acts may be discovered during the course of our audit. We will communicate actual or potential fraud or illegal acts identified during the audit to, in our sole judgement, the appropriate level of management and I or the Executive Committee depending on the type and significance of the issue. Your responsibilities Financial Statements and internal control The audit of the Financial Statements does not relieve management or the Executive Committee of their · responsibilities. You are responsible for the preparation and fair presentation of the Financial Statements in accordance withASNPO. You are also responsible for establishing internal control necessary for the preparation .of Financial Statements that are free from material misstatement, whether due to fraud or error. You must determine what internal control is required, including how it is designed, implemented and maintained. You will advise us of any deficiencies identified and any changes in internal control over fmancial reporting. Access to information and personnel You are responsible for providing us with access to all information that is relevant to your preparation of the Financial Statements and any additional information that we request for the purpose of the audit. You will also provide unrestricted access to persons in the Trust Funds or others from whom we determine we need to obtain evidence for our audit. Prevention of fraud and error You are responsible for designing and implementing programs and controls to prevent and detect fraud, illegal acts and error. You will inform us about all known or suspected fraud, illegal acts or errors affecting the Trust Funds. You will further inform us of any allegations of fraud, illegal acts or potential errors received in communications (written or oral) from employees, former employees or any other parties external to the Trust Funds. AppendixB PageB-3 Your responsibilities (continued) Compliance with laws and regulations You are responsible for identifying and ensuring that the Trust Funds co:t~plies with the laws and regulations applicable to its activities. You will inform us of any known or possible violations of these laws or regulations. Related parties You will identify the Trust Funds' related parties and whether the Trust Funds entered into any transactions with these related parties in the time period under audit. Subsequent events You will advise us of whether any events have occurred between the date of the balance sheet and the date our audit report is released, that may affect the Financial Statements. Correction of material errors You are responsible for adjusting the Financial Statements to correct material misstatements identified during the course of our audit engagement. Representation letter As part of our engagement procedures, you will provide written confirmation of representations made to us in connection with the audit. · Disclosure of report We are engaged solely by the City to perform an audit engagement, the purpose of which is to provide an opinion as to whether the Financial Statements are free from material misstatement. We do not have any responsibility to other parties who choose to rely on om audit report for their own purposes. You will not, without obtaining our prior written consent: • Publish or reproduce our report in any document that contains the Financial Statements; • Make reference to our firm in a document which contains other information in addition to the Financial Statements; or • Place our report on an electronic site. In order for us to consider granting such written consent, you must provide adequate notice of your request as well as provide any draft document which is proposed to contain/refer to our report. If written consent is provided by us, you are solely responsible for the accurate and complete reproduction of our report and the Financial Statements on which we reported. Independence It is your responsibility to have policies and procedures in place to ensure that the City (together with other related entities) does not engage us or accept services from us that may impair our independence under applicable professional rules. In order to assist us in maintaining independence, you will also notify us of any substantive employment conversations that have occurred with current or former Deloitte personnel. Executive Committee' responsibilities The Executive Committee is responsible for the oversight of the financial reporting process, including management's preparation of the Financial Statements and monitoring of the Trust Funds' internal controls related to fmancial reporting and oversight of our work. 33 34 Appendix C Financial statement audit City of Pickering Public Library Board October 28, 2016 Our audit services and audit scope , We have been requested by you to audit the fmancial statements (the "Financial Statements") of the City of Pickering Public Library Board (the "Library"). These Financial Statements comprise the statement of financial position as at the fiscal year end of the Library ("Fiscal Year") and the statements of operations, changes in net debt and cash flows for the Fiscal Year, and a summary of significant accounting policies and other explanatory information. The Financiai Statements, subject to audit are those of the Library, prepared by management, with oversight from those charged with governance ("Executive Committee"). The objective of our audit is to express an opinion on whether the Financial Statements are fairly presented, in all material respects, in accordance with Canadian public sector accounting standards ("PSAS"). We plan and perform the audit to obtain reasonable assurance that the Financial Statements as a whole are free from material misstatement, whether due to fraud or error. Our audit report On completion of our audit procedures, we expect to issue an audit report in the form set out in Canadian Auditing Standard 700. If we are unable to issue or decline to issue an audit report, we will discuss the reasons with management and the Executive Committee. There may be circumstances in which our report may differ from the expected form and content in light of our audit findings. Our responsibilities Performance of the audit We will conduct our audit in accordance with Canadian generally accepted auditing standards ("Canadian GAAS"). Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the Financial Statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the Financial Statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the Financial Statements, whether due to fraud or error. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the Financial Statements. · Because of the inherent limitations of an audit, together with the inherent limitations of internal control, there is an unavoidable risk that some material misstatements may not be detected, even though the audit is properly planned and performed in accordance with Canadian GAAS. Information on internal controls We do not consider internal controls in order to express any opinion to you ori their effectiveness. We consider internal controls relevant to the Library's preparation and fair presentation of the Financial Statements in making our risk assessments and in order to design appropriate audit procedures. We will, however, communicate to you in writing concerning any significant deficiencies in internal control relevant to the audit of the Financial Statements that come to our attention during the course of our engagement. Appendix C Page C-2 Our responsibilities (continued) Communication with the Executive Committee The Executive Committee is responsible for the oversight of the financial reporting process and our work as auditors. We are required to communicate with the Executive Committee about certain matters that may arise during our audit and that may be significant to their role. These matters may include, but are not limited, to: • The planned scope and timing of the audit; • Our views about significant qualitative aspects of the library's accounting practices, including accounting policies, accounting estimates and fmancial statement disclosures; • Any matters identified that may cast doubt on the library's ability to continue as a going concern; • Any significant difficulties encountered during the audit; • Any significant matters that were discussed or subject to correspondence with management; and • Written representations we are requesting. Fraud and illegal acts An audit designed and executed in accordance with Canadian GAAS may not detect fraud or illegal acts. However, it is possible that actual and potential fraud or illegal acts may be discovered during the course of our audit. We will communicate actual or potential fraud or illegal acts identified during the audit to, in our sole judgement, the appropriate level of management and I or the Executive Committee depending on the type and significance of the issue. Your responsibilities Financial Statements and internal control The audit of the Financial Statements does not relieve management or the Executive Committee of their responsibilities. You are responsible for the preparation and fair presentation of the Financial Statements in accordance with PSAS. You are also responsible for establishing internal control necessary for the preparation of Financial Statements that are free from material misstatement, whether due to fraud or error. You must determine what internal control is required, including how it is designed, implemented and maintained. You will advise us of any deficiencies identified and any changes in internal control over fmancial reporting. Access to information and personnel You are responsible for providing us with access to all information that is relevant to your preparation of the Financial Statements and any additional information that we request for the purpose of the audit. You will also provide unrestricted access to persons in the Library or others from whom we determine we need to obtain evidence for our audit. Prevention of fraud and error You are responsible for designing and implementing programs and controls to prevent and detect fraud, illegal acts and error. You will inform us about all known or suspected fraud, illegal acts or errors affecting the Library. You will further inform us of any allegations of fraud, illegal acts or potential errors received in communications (written or oral) from employees, former employees or any other parties external to the Library. 35 36 Appendix C Page C-3 Your responsibilities (continued) Compliance with laws and regulations You are responsible for identifying and ensuring that the Library complies with the laws and regulations applicable to its activities. You will inform us of any known or possible violations of these laws or regulations. Related parties You will identify the Library's related parties and whether the Library entered into any transactions with these related parties in the time period under audit. Subsequent events You will advise us ofwhether any events have occurred between the date of the balance sheet and the date our audit report is released, that may affect the Financial Statements. Correction of material errors You are responsible for adjusting the Financial Statements to correct material misstatements identified during the course of our audit engagement. Representation letter As part of our engagement procedures, you will provide written confirmation of representations made to us in connection with the audit. Disclosure of report We are engaged solely by the City to perform an audit engagement, the purpose of which is to provide an opinion as to whether the Financial Statements are free from material misstatement. We do not have any responsibility to other parties who choose to rely on our audit report for their own purposes. You will not, without obtaining our prior written consent: • Publish or reproduce our report in any document that contains the Financial Statements; • Make reference to our firm in a document which contains other information in addition to the Financial Statements; or • Place our report on an electronic site. In order for us to consider granting such written consent, you must provide adequate notice of your request as well as provide any draft document which is proposed to contain/refer to our report. If written consent is provided by us, you are solely responsible for the accurate and complete reproduction of our report and the Financial Statements on which we reported. Independence It is your responsibility to have policies and procedures in place to ensure that the City (together with other related entities) does not engage us or accept services from us that may impair our independence under applicable professional rules. In order to assist us in maintaining independence, you will also notify us of any substantive employment conversations that have occurred with current or former Deloitte personnel. Executive Committee' responsibilities The Executive Committee is responsible for the oversight of the financial reporting process, including management's preparation of the Financial Statements and monitoring of the Library's internal controls related to frnancial reporting and oversight of our work. LIB 01-16 November 14, 2016 Subject: Pickering Local History Collection Strategic Plan Page 2 The future Central Library expansion project will include dedicated space for combined archival quality storage space for Library, City, Museum, and Local History Society documents. The 2016 estimated total cost for this space ranges from $412,500 to $580,000 including mobile shelving. These costs will be included in the total project Capital Budget for the Central Library expansion. Operational costs for the Local History Service includes collection development and archival supplies which are less than $1,000 per annum. It is expected that these costs will increase with the size of the collection, starting in 2017. Discussion: The Pickering Local History Collection Strategic Plan was approved by the Library Board in June 2016. The Plan: 1. Addresses a priority recommendation from Pickering's Cultural Strategic Plan to conserve and promote history and heritage in the City and specifically to develop facilities to house and conserve archival collections. 2. Brings together all of Pickering's historical records in one location with improved public access and security. Much of Pickering's documentary heritage is at risk due to improper storage conditions and many are unknown due to lack of an acquisition strategy within the City. 3. Removes present public confusion regarding where to donate material and where to go for information about historical documents. 4. Offers a long-term shared solution for an improved safe document storage facility of historical and City documents. This collaborative solution represents a cost-saving proposal for tax- payers. 5. Provides a strategic direction for the Pickering Library's Local History Collection. 6. Supports the City's business by supporting open access to government records; tourism; community engagement and a sense of shared culture. , The Plan was developed in consultation with the Museum Village, the City Clerk's Department, as well as the Pickering Township Historical Society, who are in agreement with the plan and have provided signed supporting letters. Attachments: 1. Local History Collection Strategic Plan -Final Report-June 15, 2016, prepared by TCI Management Consultants/Information Management Specialists/Reich+ Petch Architects Inc. CORP0227-07/01 revised 38 Munitions Assembly Line Pickering Defense Industries Limited 1943 Township Council 1929 Pugh Farm John Diefenbaker Cherrywood Lot 10 Con.9 13th. Prime School Pickering Twp. Minister Circa 1850 1877 Steam Claremont Band Spink's Mill Locomotives Circa 1920 Duffin's Creek Defense 1880 Industries Limited 1942 Source: Pickering Ajax Digital Archives 41 42 TCI MANAGEME.NT CONSULTANTS 99 Crown's Lane • Toronto I Canada • M5R 3P4 • 416-515-0815 Strategic Planners Serving the Heritage, Cultural and Tourism Sectors since 1991 June15, 2016 Ms. Elaine Bird Director of Support Services Pickering Public Library Administrative Offices One-The Esplanade Pickering, ON L1V 2R6 Dear Ms. Bird: Re: 15-Year Strategic Plan for Pickering Local History Collection We are pleased to submit our Strategic Plan to you and the members of the project Steering Committee. We believe the accomplishment of the plan will be a significant milestone in implementing the key directions and actions outlined in the City of Pickering's Cultural Strategic Plan as well as the Library's Strategic Plan. It will address an urgent space issue. It will help consolidate and protect Pickering's valuable documentary history as well as improve access to Pickering residents and others interested in Pickering's history. The proposed expansion of the Central Library and development of needed environmentally controlled storage space also presents an opportunity to collaborate and create efficiencies with the City Clerk's department which also is in need of space. We appreciate the cooperation and assistance we have received from your staff as well as the key members of the City Clerk's office, the Pickering Museum Village and the Pickering Township Historical Society who have contributed to the plan's development. We would be pleased to respond to any additional questions you may have. Yours truly, Bruce Fountain Senior Associate, TCI Management Consultants 416-515-7490 -bfountain@consulttci.com cc. G. Young, C. Ardern, J. Linton, W. Petch Pickering Local History Collection Strategic Plan Contents Executive Summary ............................................................................................................ 5 1. Project Background .................................................................................................... 7 · 1.1 Pickering Growth Restraints and Implications for Pickering Public Library ........ 7 1.2 Pickering Local History Collection ....................................................................... 8 1.3 Pickering's Cultural Strategic Plan ...................................................................... 9 1.4 Pickering Public Library Local History RFP Issued and Project Objectives .......... 9 2. Project Approach and Work Undertaken .......................................................... ~ ...... 11 3. The Importance and Role of the Pickering Local History Collection ......................... 12 4. Pickering Local History Collection-Current Situation ............... : .............................. 14 4.1 Current Stakeholders ........................................................................................ 14 4.2 Summary of Joint Agreements Among All Stakeholders .................................. 15 4.3 Proposed Joint Collections Agreement ............................................................ 15 · 4.4 Collaborative Approach to Development of the Strategic Plan ....................... 16 5. Pickering Local History Collection Strategic Plan ...................................................... 17 6. The Pickering Local History Collection and the City of Pickering's Corporate Records Space Requirements ................................................................................................ 22 6.1 Pickering Local History Collection Space Requirements ................................... 22 6.1.1 Pickering Local History Collection Storage Space ......................................... 22 6.1.2 Pickering Local History Collection Non-Storage Space .................................. 23 6.2 City's Corporate Records Space Requirements ................................................ 25 6.3 Planning for Shared Space ................................................................................ 27 6.4 Summary of Future Environmentally Controlled Storage Requirements and Costing ....................................................................................................... 28 Appendix A: Possible Model for a Joint Collections Agreement ..................................... 31 Appendix B: Storage and Costing Requirements (Detailed) ............................................ 33 Appendix C: Steering Committee Members and Key Stakeholders ............................... .45 Appendix D: Letters of Support from Key Stakeholders .................................................. 46 4 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 43 44 Executive Summary The need to develop programs and facilities to house and conserve archival collections has been identified as a priority in the Pickering Cultural Strategic Plan. For some years, the Pickering Local History Collection has been unable to accept materials because it is severely constrained by lack of space. In 2012, the Pickering Public Library identified·the need for an expansion of the Central Library including the expansion of the present Local History facilities in response to population and client growth. The purpose of the report is to provide the Pickering Public Library with a clear strategy for: • Total space requirements for the next 15 years for its Pickering Local History Collection • Design and layout of storage, staff and public research space • Proper storage environment including material housing, shelving and HVAC recommendations • Service improvements • Pricing model for all recommendations This report addresses distinct but related issues including, 1) the safer storage of Pickering's historical documents and the City's corporate records in a new combined environmentally controlled storage facility, 2) the coming together of Pickering's history story tellers in a new cooperative and collaborative way, 3) an expanded role for the Library in local history matters, and 4) an innovative solution to a joint Library/City problem. Consultation (individual and joint sessions) was undertaken with the other major Pickering local history stakeholders: the Pickering Township Historical Society and the Pickering Museum Village. These conversations quickly indicated a series of shared concerns paramount of which was an immediate need for improved combined storage of the three local history collections because of the risk that human or natural actions could imperil Pickering's historic documentation assets. Beyond the shared storage concerns, the three stakeholder groups all committed to collecting and telling Pickering's stories through various means, and agreed that a coordinated approach to collecting is now required. This has resulted in a proposed Collections Agreement between the three stakeholders regarding future joint efforts. Letters of support for this cooperative concept are provided in Appendix D of this report. All three stakeholders contributed to the development of this strategic plan and agreed to cooperate on future efforts. 5 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects At the outset of the project, it became clear that the City Clerk's Department is also running out of storage space for its corporate records. Further, the City's corporate records are at various degrees of risk. The consultants met with the City Clerk's office regarding the possibility of storing its corporate records in the proposed Central Library expansion, assuming suitable environmentally controlled space for the City could be included in the project. A prerequisite for the City was that it be given separate controlled access to its portion of the facility. Details of the shared space requirements are contained in this plan and Appendix B. The sharing of environmentally controlled space in the proposed Central Library expansion was supported because 1) the City Clerk is running out of storage space; 2} the facility will provide ready access to City Hall; and 3} cost efficiencies can be created by sharing this space with the Pickering Local History Collection. The City Clerk and the Pickering Local History Collection would each have separate controlled access to its own space and records. Until such time that the Central Library's proposed expansion is approved, there is a need for all four involved parties-The City Clerk [corporate records], The Library's Pickering Local History Collection, the Pickering Township Historical Society and the Pickering Museum Village-to address. their short-term documentary storage needs and deficiencies. Options include the use of 1} temporary commercial storage, 2} surplus commercial and office space in the City or 3} surplus City owned or rented space. Off- site storage would ideally be located in the City core area. The strategic plan provides the stepping stones to enable the Pickering Local History Collection to move forward in continued and improved collaboration with its partners- the Pickering Township Historical Society and the Pickering Museum Village. It also outlines how the Local History Collection can grow through participation with and further acquisitions from individuals and business in the community, making their stories and history more accessible both locally and globally. This strategic plan, along with the resources of an expanded Pickering Central Library, will allow the Library to realize the goals of its own Strategic Plan. It will also help realize the Library's vision-to become a focal point in the community to acquire, preserve and make available Pickering's history to the community. It will allow the Library to efficiently and effectively work with its community partners, to expand and house the community's Local History Collection, and to develop innovative programming to share Pickering's heritage to a growing and diverse community. It will also support the City's vision, strategic goals and recommendations as outlined in its Cultural Strategic Plan. 6 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 45 46 ·1. Project Background Ll Pickering Growth Restraints and Implications for Pickering Public Library Since 1974, lands available for development in the City of Pickering have been limited because of the expropriation and ownership of lands by the Federal Government for a proposed international airport. In conjunction with the proposed airport development the Province of Ontario reserved contingent lands and began planning for the new community of Seaton in North Pickering. Both projects resulted in substantial reserved lands that limited Pickering's population growth during the past 10-20 years compared to adjacent Ajax, Whitby and Markham1. In January 2016, the Province of Ontario announced its intention to sell1,000 acres of land along the Highway 7/407 corridor to allow for the development of the Seaton Community that when completed will provide homes for 70,000 people and jobs for 35,000 people. The scale and impact of this growth will provide major opportunities as well as challenges for the City of Pickering and the Library system in the decade ahead. In anticipation of this and future projected growth in the community and the resulting increased demands on the Central Library, the Pickering Public Library undertook two studies2 in 2011 and 2012 which addressed expansion and renovation options, including an expanded space for its local History program. Among the principal recommendations were: • • • • A minimum guideline of 0.6 GSF3 per capita should be adopted to project future library space requirements for the Pickering Public Library. Following this guideline, the Pickering Public Library should provide a minimum of 135,400 GSF of library space by 2031 to serve a projected population of 225,670. The Pickering Public Library will continue to have its Central Library in the downtown core. The Central Library will continue to serve the downtown and surrounding urban areas and provided some specialized services for the entire library system. In the short term (by at least 2015) the Pickering Public Library should expand the Central Library by a minimum of 10,000 GSF to help address the current 1 The Ajax and Whitby Libraries both have local history collections while Markham has a dedicated museum and associated heritage village on a 25-acre site 2 Central Library: Expansion and Renovation Study-Background Report (December 2011) and Central Library: Expansion and Renovation Study-Proposed Expansion Option (March 2012), dmA Planning & Management Services and Chamberlain Architects Services Ltd. 3.GSF =Gross Square Feet-The sum of all areas on all floors of a building included within the outside faces of its exterior walls, including all vertical penetration areas, for circulation and shaft areas that connect one floor to another. 7 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects · shortfall of library space system-wide to rectify current space limitations at the Central Library and meet some growth related needs. The proposed expansion should be built to accommodate a minimum of two additional levels, should additional library space be required in the future. " That the Local History/ Archives existing space allocation (500 SF) be increased to 900 SF for staff and client use, excluding storage. 1.2 Pickering Local History Collection The Pickering Public Library's commitment to a local history program, with the provision of dedicated space (500 SF)4 began in 1990 when the current Central Library opened. The original documentary history collection was transferred from the Pickering Museum Village collection that could no longer store and care for its paper-based collections. The current Pickering Local History Collection now occupies 500 square feet on the second floor of the Central Library. Since the original transfer of historical documents in 1990, the Pickering Museum Village and members of the Pickering community have continued to provide additional materials to the Library's Local History Collection. However, the ability to receive additional materials from the community has been hampered over the past few years as a result of severe space limitations in the Local History Room and staff resources5 to identify and work with potential donors from the community. The Pickering Local History Collection is a unique collection of the community's documentary heritage6, recording the activities of the individuals, organizations and businesses in Pickering. The collection is representative of all forms of media and will . evolve as technologies change and digital preservation strategies advance. Because of its professional skills, competencies and mandate, the Library is ideally positioned to take on th~ major role in expanding the local history service, which to date has been limited due to the lack of resources and a strategic plan. This strategic plan, along with the resources of an expanded Central Library, will allow the Library to realize its vision-to become a focal point in this community to acquire, preserve and make available Pickering's history. It will allow the Library to efficiently and effectively work with its community partners, to develop a plan to expand and house the community's collection, and to develop innovative programming to share Pickering's heritage to a growing and diverse community; 4 SF= Square Feet 5 The resources allocated to the overall Local History Collection are currently 15 hours per week dedicated to supporting all the activities associated with the program. 6 The documentary heritage may be in the form of audio-visual materials, paper, electronic records, photographs, etc. 8 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 47 48 1.3 Pickering's Cultural Strategic Plan The Pickering Local History Collection, as proposed in this plan strongly supports the City of Pickering's Cultural Plan (2014) that sets a vision for the place of arts, culture and heritage in the City and identifies strategic directions for policy, investment, partnerships and programs for the next 10 years. The implementation of the City's Cultural Plan has six strategic directions including: 1. Broaden and deepen city leadership and Investment 2. Build a strong and collaborative cultural sector 3. Strengthen culture-led economic development 4. Conserve and promote history and heritage 5. Celebrate and support diversity and inclusion 6. Cultivate opportunities for the creation, education and enjoyment of the arts Strategic Direction 4 identified in the Cultural Strategic Plan is "to conserve and promote history and heritage"7• The first two recommendations are: 1. Develop programs and facilities to house and conserve archival collections. 2. Strengthen the promotion of local history assets.8 There is a clear commitment to providing archival quality facilities to house collections and to strengthen and promote local history efforts between the present heritage stakeholders (Pickering Museum Village, Pickering Township Historical Society and the Library) who have cooperatively interacted for more than 30 years on local history matters. 1:4 Pickering Public Library Local History RFP Issued and Project Objectives In light of these developments in November 2015, the Library issued a Request for Proposal for consulting services to complete a 15-year Strategic Plan for Local History and Archival Services. Early in the planning process, the Project Steering Committee decided to name the Library's local history collection and archival services the "Pickering Local History Collection" which is a term we adopt throughout this report. The purpose of the report is to provide the Library with a clear strategy for: • Total space requirements for the next 15 years (local history collection) 7 Pickering Cultural Strategic Plan, p.37. 8 Ibid., p.37. 9 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects .. .. " " Design and layout of storage, staff and public research space9 Proper storage environment including material housing, shelving and HVAC recommendations Service improvements Pricing model for all recommendations10• In January 2016, following a public tendering process, the consulting team of TCI Management Consultants (lead}, Information Management Specialists and Reich+Petch Architects Inc. was selected as the project's consultants. The three firms have all collaborated together on other similar projects. In early meetings between the consultants and the Pickering Public Library's project coordination team11 it was identified that there had been preliminary conversations regarding the potential for storing the City of Pickering's corporate records in an environmentally controlled storage facility envisioned for the Central Library expansion proposal. This possibility was not identified in the project's Request for Proposal. Members of the consulting team met with representatives from the City Clerk's department (responsible for corporate records) and confirmed that: " .. " Present City records storage capacity was near its limits Some of the current City records storage space was potentially "at risk" (e.g . sanitary sewer pipe that runs though one of the storage areas} As a result, there was interest in an environmentally controlled storage facility which could be shared by both the City Clerk's department and the Pickering Local History Collection. Accordingly, in addition to the objectives set out above, this plan analyzes the volume of environmentally controlled space required to store both the City Records and Pickering Local History Collection with the understanding that each organization would maintain separate, controlled access to its respective collections. There was agreement that a shared environmentally controlled space should be incorporated into the new Central Library expansion proposal. The project period extended from January 2016 to April 2016. 9 As detailed design drawings would be developed by the architect ultimately chosen to design the expanded Central Library, it was agreed that the consultants would focus on assessing the space , requirements for the next 15 years and review cost considerations associated with design alternatives. 10 The Steering Committee clarified the focus is on capital costs. 11 See Appendix C for Steering Committee members and Key Stakeholders. 10 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 49 50 . 2. Project Approach and Work Undertaken The Pickering Local History Collection Strategic Plan was developed based on the following activities: • A review of the Pickering Public Library strategic plan and the proposed Central Library expansion reports • A review of the City of Pickering Cultural Strategic Plan • A review of internally developed documentation supporting the expansion of the Local History Collection of the Pickering Public Library • Meetings with the stakeholders that included discussions on ways to collaborate in the collection of archival materials • Meetings with the stakeholders who participated in and contributed to the development of the Pickering Local History Collection's strategic plan • Meetings and workshops with the project Steering Committee and key stakeholders12 in order to determine the volume of their collections that would be included in the Pickering Local History Collection • Meetings with the City Clerk's office to review its future space requirements and ways to collaborate in the storage of archival materials in the expanded Central Library The Strategic Plan was designed and organized into the major operational activities undertaken to manage and make available local history collections. Each activity includes a number of tasks that should be undertaken to achieve the articulated vision and mission statements. Recognizing that there are resource implications and dependencies, the plan has identified: • Activities considered to be high, medium and low priorities • Which activities are dependent on resolution of the current space limitations for acquiring collections The team also calculated the space requirements and associated capital costs required for the next 15 years: • for the City Clerk's office and its corporate records storage space • for the Pickering Local History Collection storage and non-storage space 12 See Appendix C for list of Steering Committee members and key stakeholders. 11 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 3. The Importance and Role of the Pickering local History Collection "History is not just something that happened long ago and far away. History happens to all of us all the time. Local history brings history home, it touches your life, the life of your family, your neighborhood, your community." --Thomas J. Noel, author and historian Local history is the study of the people, places and events of a particular geographic area. It allows us to study national events within the context of local communities, acts as a source of local pride, and creates an effective way of teaching history to students. Preserving, understanding, and sharing Pickering's local history will support community building and social development. No matter how different our backgrounds are, we have a shared history through the Community. The Local History Collection is a way to instill pride in our community. It brings history to life, facilitates friendships and bonding between people with a shared interest, and it helps us create a better future by understanding our past, and celebrating our successes and accomplishments. For students and researchers, the Local History Collection documents the impact of societal changes on our community. For residents, it brings history to life and shows how the past has had an impact on their community and present lives. For genealogists, who are tracing back their family's· story it may even solve a family mystery. Our Local History Collection supports city planning, local tourism, and economic development. · Clients of the Library have provided many positive comments about the value they find in the services of the Local History Collection. • Many homeowners in Pickering have requested information about the history of their homes and neighbourhoods. In addition to brief historical sketches, staff often provides them with historic pictures of their home and neighbourhood. Many have gone on to frame these images and put them on display in their homes and local businesses. • Numerous students, from elementary level to post-graduate, have utilized the collection and research services in order to complete assignments. • City Councillors were thrilled when they were provided with historic images so they could compare historical and current photos to show development and change in their Wards. • Government agencies and business developers have been able to complete environmental assessments ahead of constructions thanks to the resources held in the collection and a number of commemorative signs have been put in place as a result of this research. 12 TCI Management Consultants I Information Management Specialists I Reich+Petch ArchiteCts 51 52 • Residents have found missing links in their family tree and people from all over the world have found a link to their ancestors here in Pickering thanks to genealogical records and resear.ch. • Through the Local History Collection and services, residents have actively engaged with their history through displays and participation in community events that celebrate Pickering's unique history. These are just some of the examples of how the Local History Collection supports the community. Expanding the scope of the Pickering Local History Collection and services will further benefit the community in similar ways. 13 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 4. Pickering local History Collection -·current Situation 4.1 Current Stakeholders In Pickering there are now four organizations storing local history materials as a result of the lack of storage space in the Local History Room. This leads to public confusion as to "where to go" to get both information for research purposes and make donations of materials to support the telling of Pickering's story These organizations are: • Pickering Public Library's Local History Collection • Pickering Township Historical Society • Pickering Museum Village • The Archives of Ontario Details as to the extent and nature of the four collections and their current depositories are shown below. Organizations Currently Holding Pickering Historical Document Collections Organization Collection Public Space for HVAC Software Other Risks Policy in Access Additional Storage Records Place Materials Standards System for Archival Materials . · .. Met Pickering No Yes, limited No No Yes Local History Collection Pickering Yes, for Yes, limited No No Yes Security System in Museum artifacts Collections Storage Village Room in Administration Building and in off-site storage location; no wired security system of heritage buildings where artifacts housed in contextual exhibits Pickering None By No No No -Private Home Twp. articulated appointment Basement Historical -No Security Society System Archives of NA Yes No Yes Yes Ontario 14 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 53 54 The Archives of Ontario has indicated that it would like to return the Pickering Township Corporate Records to the Pickering Local History Collection when proper environmentally controlled storage facilities are available. Separate private interviews with the three principal stakeholders involved in local history (excluding the Ontario Archives) demonstrated consensus that the present situation put Pickering's documentary heritage at risk. There was a collective agreement that improvements were needed to ensure the longer-term safety and stor~ge of Pickering's local history collections in the Local History Room. 4.2 Summary of Joint Agreements Among All Stakeholders The three main players involved in the collection of Pickering historical documents agreed that: 1. All shared an immediate problem in that they lacked storage space and this had restricted new collection initiatives 2. All recognized that what they had stored at this time was at various degrees of risk (as reflected in the table above) and none of the storage areas currently meets archival storage standards a. Pickering Public Library has humidity and temperature control issues created by electric base board heaters against collection storage cabinets b. Pickering Township Historical Society collections are largely stored in the basement of a private home with humidity and temperature control issues, space issues, limited documentation and no security system c. Pickering Museum Village has archival material housed in the Collections Storage Room of the Administration Building; this room meets environmental storage standards for artifacts, but not for archival material 3. There is currently very limited coordination in each organization's collection activities 4. In the past there has been duplication of effort directed at acquiring materials from the same potential donors 5. The absence of a shared common collections policy for Pickering produces potential gaps in collection efforts in the longer-term as well as preventing an opportunity for a more coordinated approach to future collection efforts. 4.3 Proposed Joint Collections Agreement In an early joint meeting with the three main players present, it was agreed that it was timely for the Library to be undertaking this strategic plan to address the community's long standing need to address a number of issues with regard to the management and care of its documentary history collections. The consulting team suggested that 15 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects consideration be given to creating a three party agreement that would jointly address the shared common issues. The consulting team drafted a draft memorandum of understanding on how a joint collections policy might begin to be developed. Some very preliminary joint discussions, facilitated by members of the consulting team, identified the principal areas of cooperation between the three parties. That work has resulted in a draft memorandum of understanding in order to develop a more coordinated approach to collections management for Pickering's (ocal history. This is provided in Appendix A of this report. The new proposed agreement between the three main parties engaged in local history in Pickering promotes better utilization of the documentary historical resources within the Pickering community. It does not diminish the past or future roles of the Pickering Township Historical Society or the Pickering Museum Village. Rather, it provides a . solution that serves the efforts of the three parties and the community at large in the longer term. It was also recognized that the Pickering Museum Village and the Pickering Township Historical Society would like to transfer the materials they are currently holding as soon as possible and they are only inhibited in the transfer by the lack of space in the Pickering Local History Collection facility. The Library agreed to take the lead in determining the available options that might be considered until an environmentally controlled storage facility is available in the new Central Library. All parties agreed that the Library proposal for an archival quality storage facility presented the best storage solution for all in the longer term. 4.4 Collaborative Approach to Development of the Strategic Plan As noted, the parties were supportive of working with the Library to address the community's need to improve the management and care of documentary collections. In addition to the joint collections agreement, the parties agreed that a collections committee be formed in the early days to help coordinate the needs of each party, particularly as they begin to transfer documents to the Pickering Local History Collection. The parties also contributed to the development of the Pickering Local History Collection's strategic plan which follows. 16 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects · 55 56 5. Pickering local History Collection Strategic Plan Expanding the role of the Pickering Local History Collection, as outlined in Section 3, supports the overall mission and vision for the Library. As has been shown in the earlier sections, collecting the documentary history of the community has, over time, evolved to the stage where all stakeholders recognize that there is a n~ed to work together to protect and preserve the community's documentary history for future generations. Collecting and preserving the history of the community involves a number of elements, each of which contributes to the whole. Issues such as what do we collect, how do we manage and preserve it, how is it made available to our community (which could mean the immediate or the global community) and where is it stored and maintained raise issues around financial, physical and human resources. The process of expanding the Pickering Local History Collection is a multi-year activity that has to be incorporated into both the Library and the City's strategic plans. The Strategic Plan following provides a Vision and Mission statement for the Pickering Local History Collection. A series of Action Areas are provided in the left hand column representing the broad areas of activity that the Plan has identified. Within each Action Area are a number of Specific Initiatives (middle column) and a series of Priorities (high, medium and low) in the right hand column. Several dependencies have also been identified which are dependent upon other initiatives first taking place. As with any planning document, this strategic plan reflects a dynamic and evolving process and is subjectto input and update on a regular basis to ensure that it addresses changes within the Pickering Public Library and Pickering Local History Collection. 17 TCI Management Consultants !Information Management Specialists I Reich+Petch Architects 01 (X) ~ B) Archival Policies and Procedures . .J; IC) Availability and Accessibility A7-Repatriate Township of Pickering records from the Archives of Ontario A8-Arrange to transfer materials from the Pickering Twp. Historical Society and Museum to the PLHC through appropriate donor receipts and documentation 81-Develop a PLHC Collecting policy which includes: authority, purpose, definitions, mandate, roles and responsibilities, to address acquisition, arrangement and description, preservation, access, community education/outreach activities, overall management and administration ? I 82-Develop procedures which define appraisal process and standards, donor recognition, documentation required to support transfer of ownership, response to and methods for appraising charitable donations and bequests, etc. B3 -Develop a de-accession policy Cl-Define digitization standards and acquire appropriate digitization equipment as required C2 -Identify high use collections to be digitized C3-Identify ways to make the collection more accessible via the web, including use of social media and through collaborative databases which support the library, archives and local history communities ? I C4-Continue to inventory existing local history materials in the Library and update PastPerfect database CS-Arrange and describe collections from the Museum when received C6-Arrange and describe materials from Pickering Township Historical Society when received C7-Incorporate repatriated collections from the Archives of Ontario into the database 19 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects A7 Low-dependent on new storage space with better environmental controls A8 Medium- dependent on an interim storage space 81 High ? I 82 High 83 High Cl Medium C2 Medium C3 High ? I C4 Medium CS Medium C6 Medium C7 Low (11 co [-----I .., D) Education and Programming w E) Marketing and Outreach w F) Partnerships, Organization and Staffing· C8-Include PHLC collections in wider collaborative databases C9-Ensure research I user friendly areas in current and new archival facility Dl-Exploreadditional educational and programming activities relating to the collection D2-Develop on-site and remote educational programs for elementary, secondary and post-secondary school programs ~ I D3-Develop complementary community programming with Museum D4-Identify opportunities to develop relevant community programs through dialogue with organizations such as the Pickering Township Historical Society, the local Genealogical Society, Heritage Pi.ckering and other local heritage groups as required El-Expand or increase web site presence of Pickering Local History Collections E2-Raise awareness of Local History and Archival Services E3-Increase outreach with heritage organizations and community organizations E4-Create articles for local newspapers and media, including use of social ~I media ~ E5-Participate in local events to promote the history of the area and Pickering Local History Collection E6-Identify and pursue connections with emerging communities E7-Create displays and commemorative signage to support collaborative activities (e.g. with Pickering Town Centre) and travelling exhibits Fl-Establish advisory committee for PLHC F2-Develop strategic relationships with key community partners F3-Formalize relationship with City Clerk's Department regarding roles and responsibilities in responding to information requests F4-Establish linkages with Museum and heritage organizations including city advisory committees F5-Review staffing requirements associated with expanded PLHC to address immediate and long-term needs 20 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects l nC8 High I C9 High Dl High D2 Low ~ I D3 High D4 High ~ ~ El High E2 High E3 High E4High E5 High E6 High E7 Medium Fl Medium F2 High F3 Medium F4 High F5 High m 0 ~--m I ~ G) Facilities and Equipment ~ H) Administration and Resourcing F6-Identify shared service opportunities between PLHC, City of Pickering, Pickering Township HistoricaiSociety and the Museum F7-Review opportunities for additional volunteer resources Gl-Initiate/establish interim off-site storage and space arrangements in cooperation with City Records until a new facility can be built G2-Improve use of current Local History space in short term 7 I G3-Confirm preferred location for interim off-site storage G4-Ensure functional plan for new storage, equipment and operational space for PLHC is included in the expanded Central Library plan and design Hl-Develop budget to include resources for implementation H2 -Budget for collections development H3-Budget line for local history and digitization H4-Determine budget implications for short term storage and equipment HS-Review budget implications of future staffing requirements, administration and operations to implement strategic plan H6-Review budget to support marketing and outreach activities including displays and exhibits 21 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects F6 Medium F7 High Gl High G2 High 7 I G3 High G4 Low-Dependent on Central Library Expansion moving forward Hl High H2 Medium H3-High 7 I H4 High HS High H6 High 6. The Pickering local History Collection and the City of Pickering's Corporate Records Space Requirements As a result of the storage concerns raised by all parties involved, and the requirement to incorporate the space planning exercise to support the Library expansion plan, the consultants worked with the stakeholders to develop projections for growth. The projections address the needs of both the Pickering Local History Collection and the City Clerk's department for its inactive and permanent records collections for the next 15 years. The projections are estimates, based on today's understanding of the potential growth and should be reviewed as the expansion planning moves forward. The following section outlines the projected space requirements for each party. 6.1 Pickering Local History Collection Space Requirements 6.1.1 Pickering Local History Collection Storage Space As was identified through the interviews with the key stakeholders, the current Pickering Local History Collection space is full and will not allow for transfer of the collections from the Archives of Ontario, the Pickering Museum Village and the Pickering Township Historical Society, as the latter two have space issues themselves. In addition, the types of documentary heritage that is being acquired, requires proper environmental controls to ensure the long term preservation of the collections. While it is difficult to create finite volumes on which to base space projections, the consultants worked with the local history stakeholders and created metrics on which to base the projections for storage space. These metrics were based on past acquisition volumes .and knowledge of the Pickering community with regards to prominent families and businesses whose records might be acquired for the Pickering Local History Collection. The projected storage volumes include the centralization of collections currently held by: • The Pickering Township Historical Society • The Pickering Museum Village • The Archives of Ontario In addition, they include ongoing collections growth over the next 15 years as the role of the Pickering Local History Collection increases in the community. Should large collections be acquired as a result of additional program development the volumes could increase and as such, should be monitored on an ongoing basis. In the storage space projections for the Pickering Local History Collection the consultants included a 100 SF workspace in the storage area. 22 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 61 62 6.1.2 Pickering Local History Collection Non-Storage Space In addition, the consultants reviewed a list of non-storage spaces that would be required to support the operation of the Pickering Local History Collection with the Steering Committee. These additional spaces include: • Meeting space and program/exhibit space13 • Collections receiving/holding area close to a loading dock • Cold storage -fridge/freezer space • Reading room/reference desk (in 900 SF currently planned to be on the second floor of the expanded library) • Office/workspace (in 900 SF currently planned for on the second floor of the expanded library) Specific details re: design will be considered as part of the overall planning within the expansion project. The major focus for the space planning exercise was on the need for environmentally controlled storage space for the collections. The consultants assumed that the 900 SF currently designated in the Library Expansion Plan would still be available to the Pickering Local History Collection for office and public access space. 13 Shared with the Library 23 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 64 6.2 City's Corporate Records Space Requirements In addition to the needs of the parties involved in collecting the community's documentary history, a major conside_ration for moving forward is resolution of the storage issues which are faced by both the Pickering Local History Collection and the City Clerk's Department. A key component of the planning process is ensuring that appropriate facilities are available to store those records having long term value to both the Library and the City Clerk's office. The following section looks at the storage issues and potential solutions within the expanded Library facility. This section of the report focuses on identifying the storage requirements of the Pickering Local History Collection and the City's Corporate Records. The City Clerk is responsible for the oversight of the City's records and does, through the Records Management Bylaw, apply retention .schedules to manage both paper and electronic records in the City. At present, the City's storage rooms are close to capacity and are not environmentally controlled, posing a risk to those long terms records which are stored for the life of the municipality. When initial discussions regarding the library expansion were proposed, discussions between the Library and the City Records department led to consideration of the City having an environmentally controlled storage space, for which it would be responsible, in part of the newly expanded storage area in the library. The cost to build such a purpose built space would be more economical as part of the overall expansion project than as a separate facility, resulting in more cost effective expenditure of the taxpayers' money. The project team met with the representatives from the City Clerk's department to discuss options for the facility. The storage projections provided were calculated based on current volumes received and disposed of, with an understanding that the City will not be totally electronic within the 15 years projected in the planning exercise. The consultants worked with the members of the City Clerk's staff responsible for corporate records and developed a 15-year projection of the required storage space to meet its requirements. The City's summary storage requirements for 2016 and 15 years' future are as follows: 25 TCI Management Consultants !Information Management Specialists I Reich+Petch Architects 66 6.3 Planning for Shared Space There are logical reasons, synergies and potential savings in having the Library and the City come together to develop a shared solution for each organization's need to provide acceptable environmentally controlled storage requirements. Among these reasons are the following, • Both the Central Library and the Pickering City Clerk's Corporate Record function are located on a shared site in the city's core area, which meets the City's Records Management requirement for ready access to its records. • The Library is proposing an expansion of the present Central Library by approximately 17,000 SF. • Within the proposed expansion of the Central Library, a shared space of between 1,500 SF to 2,200 SF14 could be incorporated into the design for a specially designed but self-contained storage facility with features meeting archival standards and with separate access available to each organization. This could be located either in the basement or on the first floor15. • Compared to the costs and inefficiencies of developing two separate environmentally controlled storage facilities, it Was agreed that having a single purpose built environmentally controlled storage space would benefit both the City and the Library in the longer term. · • Despite the impact of technology on the creation of records and information, the potential holdings which will be transferred to the Pickering Local History Collection will con~inue to be paper-based for some years to come. Digitization of the collections will enhance the access and availability to potential researchers. However, the intrinsic value of the archival material will continue to be in the original form, so both the original and digital versions will need to be maintained. • Discussions with the City Clerk's office indicate that paper records will continue to be created over the next 15 years. As new initiatives have an impact on overa·ll records management, the storage requirements will have to be reviewed on an ongoing basis. 14Space ca.lculations are shown in Section 6.4 and Appendix B. 15 Weight bearing considerations plus possible wet soil conditions in the area. 27 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 6.4 Summary of Future Environmentally Controlled Storage Requirements and Costing The consultants assessed the space and related costs associated with two different space and design scenarios, the first involving fixed shelving and the second involving mobile shelving16• The proposed space would provide the Pickering Local History Collection and the City Records Management group with sufficient environmentally controlled space17 for the next 15 years18• While mobile shelving has a higher cost per square foot, their compact nature means that a smaller footprint is required, thereby bringing total costs down. Costs are shown assuming 9 foot high shelving units for both a "high end" and "mid- range" design solutions and two different levels of environmental controls within the storage area. The high end solution includes a purpose built envelope around the storage area with its own HVAC19 unit separate from the rest of the building. The mid- range solution would have a purpose-built envelope but would use individual air conditioners and dehumidifiers to control temperature and humidity. Costing for each would vary based on the level of investment in HVAC, partitions, walls and shelving solutions adopted. Costing metrics for the fixed and mobile shelving options20 are outlined below. 16 The detailed calculations are shown in Appendix B. 17 It is important to control temperature and humidity in the storage space because large fluctuations in either resu'lts in damage to the paper records and shortens the life of items in the collection. 18 barring the arrival of a large unanticipated documentary collection 19 Heating, ventilation and air conditioning 20 It is assumed the base building costs are covered as part of the library's expansion costs and therefore the costs below do not include the base building costs. 28 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 67 Frenchman's Bay J. Landymore Pickering Township Historical Society on Loan to Pickering Public Library Appendix A. Possible Model for a Joint Collections Agreement B. Storage and Costing Requirements (Detailed) • Pickering Local History Collection • Corporate Records C. Project Steering Committee and Key Stakeholders D. Letters of Support from Key Stakeholders 30 TCI Management Consultants !Information Management Specialists I Reich+Petch Architects 69 70 Appendix A: Possible Model for a Joint Collections Agreement PICKERING LOCAL HISTORY OVERSIGHT AGREEMENT This Agreement ("the Agreement"), entered into on this __ day of _____ _, · 2016, ("Effective Date") by and between the undersigned, duly authorized representatives of the Pickering Local History Collection (PLHC) the Pickering Township Historical Society (PTHS) the Pickering Museum Village (PMV) does hereby declare and state as follows: WHEREAS, the Library (PPL) is the designated repository for the PLHC21, and agrees to collaborate with PTHS and PMV and other organizations as described below to ensure the acquisition, preservation and availability of the Pickering Local History Collection: NOW, THEREFORE, in consideration of the mutual interests of all the parties, it is agreed by and between the parties as follows: Vision The Pickering Local History Collection (PLHC) will tell the story of Pickering from its earliest people to today's growing City by collecting, preserving, and making available Pickering's recorded history to the community. Mission The Pickering Local History Collection collects and makes available a comprehensive history of Pickering, including any records created today that will be important for generations to come. PLHC primarily aims to acquire, conserve, protect, interpret and promote the collection, make the materials available to the public, and support community building through our shared connection to Pickering. Acquisition and Collecting: PPL staff will work with PTHS and PMV to: • identify organizations and individuals whose records are of potential interest to the Pickering Local History Collection • Work together to determine who will make contact regarding the Pickering Local History Collection and when, as appropriate. 21 regardless ofwho receives and/or collects materials 31 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects • • Ensure that where the collection includes artifacts and artwork, decisions are made regarding the appropriate repository based on collecting mandates of each institution22 Ensure that appropriate donor information is completed using approved documentation from PLHC to capture details about such issues as copyright, access and use restrictions, etc. Arrangement and Description: PPL staff will ensure that the collections are arranged and described in accordance with accepted archival practices, respecting original order where appropriate, given the nature of the collections Availability and Access23 : PPL staff will make the collections available • through the Local History Room in the Library • through the internet where appropriate By: By: -------------------------- Printed name: Title: Etc. 22 Which organization has the mandate to collect, in order to avoid competition/duplication 23 Assumption that there is a full-time staff person dedicated to the Pickering Local History Collection 32 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 71 Appendix B: Storage and Costing Requirements (Detailed) 33 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 72 -....J (.A) Strategic Plan for Local History & Archival Services Pickering Public Central library 1!'-!ft TCI MANAGEMENT lliil CONSULTANTS + + 34 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects ....,J .j:::o. Space Costing for Storage for Pickering Local History Collection+ City Records 35 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects -J c.n Two Storage_and Pricing Models Presented 36 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects -.1 en Costing Metrics Fixed Shelving 37 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects -....I -....I Projected Storage Costs (Fixed Shelving) Pickering Local History Collection • Using fixed shelving 38 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects ....... co Projected Storage Costs (Fixed Shelving) · City Records Space • Using fixed shelving 39 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects ........ co Costing Metrics Using Mobile Shelving 40 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects (X) 0 Costing Metrics Using Mobile Shelving 41 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects co ....... Projected Storage Costs (Mobile Shelving} Pickering Local History Cotlection • Using mobile shelving 42 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 00 N Projected Storage Costs (Mobile Shelving) City Records Space • Using mobile shelving 43 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects (X) w Summary Storage Requirements and Costs (2016 $) GSF 840 1,380 2,220 High end $/SF . $300-$350 $300-$~50 ' $300-$350 Mid range $/SF $150-$175 $150-$175 $150-$175 Total Cost Hi?h end $252,000-$294,000 $414,000-$483,000 $666.,000-$777,000 Mid range· .$126, 000 :' $14 7;000 $207,000-$241,500 $333,000-$388,500 Mobile Shelving GSF 550 900 1,450 High end $/SF $350-$400 $350-$400 $350-$400 Mid range $/SF .. $200:-$225 .. $200-$225 $200-$225 Total Cost High end $192,500-$220,000 $315,000-$360,000 $412,500-$580,000 Mid range $110,000-$123,750 $180,000-$202,500 $290,000-$326,250 44 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 84 Appendix C: Steering Committee Members and Key Stakeholders Steering Committee Members 1) Elaine Bird-Director of Support Services, Pickering Public Library • 905-831-6265 ext. 6231 • elaineb@picnet.org 2) Carolyn von Hasselbach-Manager of Collections, Pickering Public Library • 905-831-6265 ext. 6232 • carolynv@picnet.org 3) Becky George-Local History & Genealogy Librarian, Pickering Public Library • 905-831-6265 ext. 6240 • beckyg@picnet.org Key Stakeholders 1) Cathy Grant-CEO, Pickering Public Library • 905-831-6265 ext. 6236 • cathyg@picnet.org 2) Paul Bigioni-Director, Corporate Services & City Solicitor, City of Pickering • 905-420-2222 ext.2048 • pbigioni@pickering.ca 3) Debbie Shields-City Clerk, City of Pickering • 905-420-2222 ext. 2019 · • dshields@pickering.ca 4) . Lisa Harker-Deputy Clerk, City of Pickering • 905-420-2222 ext. 2153 • lharker@pickering.ca 5) Renee Michaud-Coordinator, Records & Elections, Corporate Services Department, City of Pickering • 905.420.4660 ext. 2097 • rmichaud@pickering.ca 6) Katrina Pyke-Coordinator Museum Operations, City of Pickering • 905-420-2222 ext. 3714 • kpyke@pickering.ca 7) John Sabean-President, Pickering Township Historical Society • 905-831-3811 • johnsabean88@gmail.com 45 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects Appendix D: letters of Support from Key St~keholders Pickering Museum Village Pickering Township Historical Society City Clerk 46 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 85 -Ct%of- PJCKER1NG Report to Executive Committee Report Number: BYL-01-16 Date: November 14, 2016 From: Subject: Paul Bigioni Director, Corporate Services & City Solicitor sth Annual Toys for Tickets and Food for Fines 2016 File: L-2220-001-16 Recommendation: 1. That parking tickets issued between December 1 through 16, 2016 be eligible for the Toys for Tickets/Food for Fines program; and 2. That the Toys for Tickets/Food for Fines program be implemented from December 1 through December 16, 2016. Executive Summary: The Toys for Tickets/Food for Fines program accepts toys or groceries in lieu of payment for parking tickets. Toy or food donations must be dropped off to City Hall, and a receipt must be presented to confirm that the value of the donation equals or exceeds the fine. Tickets for parking in a Disabled Parking Space are not eligible for the program. This program promotes community engagement and supports families in need. Financial Implications: The lost revenue associated with the Toys for Tickets/Food for Fines in 2015 was $1 ,450.00. A similar amount of lost revenue is anticipated for 2016. Discussion: The first Toys for Tickets/Food for Fines program was offered by the City of Pickering in 2009. Since that time, it has been a tremendous success, supporting families in need and promoting the spirit of the holiday season. The program has received extensive media coverage at both the national and local level, as well as through social media. · Participation from the community is always generous and enthusiastic. Last year's Toys For Tickets/Food for Fines program brought in approximately $2,500.00 in donations, as compared to the $1 ,450.00 in lost fine revenue. This year's program will continue to benefit families in need by sharing donations with the Durham Regional Police Service Food and Toy Drive, and the Pickering Fire Services Food and Toy Drive. 89 ---C<r P1CKER1NG Report to Executive Committee Report Number: CS 14-16 Date: November 14, 2016 From: Subject: Marisa Carpino Director, Community Services Community Association Lease Agreement -South Pickering Seniors Club File: A-1440 Recommendation: 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with South Pickering Seniors Club set out in Attachment 1 to this Report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 2. That th~ appropriate City officials be authorized to take the necessary actions as indicated in this report. Executive Summary: On April22, 2014, Council approved Resolution #224/14 authorizing staff to prepare written facility agreements with various community associations regarding exclusive and/or regular use of City owned facilities; with each such agreement to be brought back to Council for consideration and approval. As such~ staff have prepared a draft Lease Agreement with the South Pickering Seniors Club (SPSC) for their exclusive use of activity and storage rooms located at the East Shore Community Centre. The Community Services Department recommends that the Lease Agreement included as Attachments 1 be initiated for a five year term beginning December 1, 2016 and ending November 30, 2021. Financial Implications: The City of Pickering is responsible to fund the general operating costs (such as utilities, snow/garbage removal, maintenance and cleaning) of the East Shore Community Centre which are reflected annually in the Community Services Department (formerly Culture & Recreation Department) within the Current Budget (cost centre 2572). The Current Budget does not reflect capital expenditures that vary year-to.:.year depending on facility need. South Pickering Seniors Club is responsible to fund the day-to-day costs to operate the Club within the activity rooms, which includes program supplies, administrative and insurance costs. SPSC is also responsible to supply, maintain, repair and/or replace furniture, appliances and equipment at its expense, in order to operate Club activities. 91 cs 14-16 Subject: Community Association Lease Agreement Recommended for the consideration of Pickering City Council tf/JJ aj: 3t, 2£>/(p Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised November 14, 2016 Page 3 93 94 AJTACHi'iENT#_l_roREPoRr#__ys IL\ -I 0 Lease Agreement This Lease is made as of the pt day of December, 2016. Between: The Corporation of the City of Pickering (the "City") -and- (b) (e) Headings 2. The division of this Lease into articles, sections, subsections and schedules and the insertion of headings are for convenience of reference only and shall not affect the construction or interpretation of this Lease. 2 Schedule 3. Schedule "B" (City's Alcohol Management Policy) and Schedule "C" (City's Conditions of Agreement) are incorporated into and form part of this Lease. Severability 4. All of the provisions of this Lease are to be construed as covenants even where not expressed as such. If any such provision is held to Qe,or rendered invalid, unenforceable or illegal, then it shall be considered SE?P~:~§fe and severable from this Lease and the remaining provisions of this Lea.s.~-#h'all remain in force. Number .•• ,:,·~W~,,, 5. Wherever a word importing the singular n,y~Q}b~r only is used"lnltbis Lease, such word shall include the plural. Words ir:p~gftlng either gender oi'fi(m~, or corporations shall include the other ge))g~r and indjyi_quals, firms Or~¢9rporation where the context so requires. ··~:;[~'l~~"· ,,;;:g:'2;,:>> ·• ·~"1:''!::.~'' Governing Law ,~~~:·t~0f: .,, .. 6. This Lease shall be governec/~~,"~~~-·:fllt~mret;d~~oq,enforced in accordance with, the laws in force in the ProVInce ofOntario. "':~;,~:, t~~;~:::~~ ~··" 'si:\~~~.·~~. ·:~1%l.:~~:~~>·:::~;:~~~:~~:(~::\·· .,:· Entire Agreement::::~~%~:~·~h:~~·~>::,:~i;~~~1)"i~ ~-:{;:~.t.> '" 7. This Lease.~g§i'lstitutes t~:~'§ntire agre.~r:pent between the parties concerning the Premises an<l~f'Rc:lY onl}',g~:~.~JI!.-K.Q9ed ot;:B.l.JPplemented by an agreement in writing .··=~~{f~~~~~ti;.:~-~: ·······~~~Yl~%]\;v , .> ' , ··~·>" ··~~3-f:.>, Article II ' ~;,, .,, ~;;.<>rant and Use Grant ·'''"'. · · ';~~-,~:~~.:~>.~'-. ', '<~~~~~~~ .:::·;:~'.}< '·· .. , .,( ~:;~~~~~~~;>" 8. In consider~tior:t.~tthe performance by the Club of its obligations under this Lease, the CttY]eases the Premises to the Club for its use during the Term. Club Use of Premises 9. The Premises shall be used only for non-profit functions, charity events or non- commercial receptions of the Club at its expense and for no other purpose without the prior written consent of the City. 95 96 3 10. The Association's use of the Premises shall be in accordance with the City's Alcohol Management Policy (Schedule "B") and Conditions of Agreement (Schedule "C"). Nuisance 11. The Club shall not carry on any activities or do or suffer any act or thing that constitutes a nuisance or which is offensive or an annoyance to the City. City Use of Premises Term 4 Article Ill Term 19. The term of this Lease shall be five (5) years from the Commencement Date to November 30, 2021. 20. The City may terminate this Lease at any time for any reason provided it has given the Club six (6) months prior notice. .), <,::_>'<···>··~ .•.•.. ··• .. ·.::.?.• .. '.I.~i.l~~%~!~' '.·· _·,·. ·. ..<~.:·:~<> Overholding 21. If the Club remains in possession of the Pr~rf!h~~-after th~~~~piry of the Term, there shall be no tacit renewal of this Leqs~~·ofthe Term, notwithstanding ,'.~~:,_·,"':\\_",: •,:'·,'<_<•L'C Rent statutory provisions or legal presumptigJ:(tOthe contrary, and the@JJJb shall be deemed to be occupying the Premise~J[()m monthJg.month upon'th~;9ame terms, covenants and conditions as aree:~~tJorth)ri.~his Lease insofatas they are applicable to a monthly tenancy. ·<:;·.;~.-~t·~!j!.>'" ~:~.~$~;.:t,~·:~~?•:• .. . ·:<z; ~;,; .. ··q~~,;. ~ftitf~· 1¥ ·•· . '•:::~·~1~~ .•. ·~.!.·.·.··.~.·.·.·· .. :.·.·. '{~,~;~ .. ~enf~·~~::~;,·~~;·l~~::~-.~> < .· ·~8::~:~;·~~::~.. 't;~_-.·.·.:.··.~;:.~~.·.·.·.·.·'·.·.·_._ .. <'._:~:::? ' ' <:' .-cs:~*~~it-~:~:······ ... ,.~1~~:, \~.~~·· 22. The Club sfj~lfpay to theJ~§!ty as renff<?r.the entire the Term in lawful money of Canada the sUm of On~~(:~}:;Q.q,l!~r ($1 ~QO). . . .... . \., .. ~.:~;~·~<·'·f~~i:~~:¢·~2?,·~~~:~t~t~~·x,~,.~;~:· Gross Lease'-::-.'\::": ·:~::~;{ · :::.•·•· .• :·s~:·· . .. . ~·-s:·~~:~~-··~\~~·>~,.. . 23. •'. \The City ackrib\¥Jydges'tq~t this is a gross lease and agrees to pay all charges, '•.·:impositions and BQ,Iays or·~v~ry nature and kind relating to the Premises except ~s.~x.~ressly set o'qi,J~ this L~ase. '·~:-~:.~.<:-'>"-. '';,~~'.~ '~~::~-~~~~~~,, <~~>:~ \·~)-;.. <<.0~~~ •· .,, ···<~<<; Article V ''~:;;::~, ,;;:;~}'-::· ,~~::c:s:&~Maintenance, Repairs and Alterations '<:~~~~' Maintenance of Premises 24. The Club shall maintain and operate the Premises so that they shall always be of good appearance and suitable for the proper operation of the Premises. 25. The Club shall be responsible to supply, maintain, repair and/or replace furniture, appliances and equipment at its expense in order to operate Club activities. 97 98 5 26. The City shall provide general maintenance services to the Premises at its expense and shall provide all necessary cleaning and maintenance supplies such as cleaning products, related paper products and cleaning equipment. 27. The City shall be responsible for all day-to-day operating expenses including garbage removal. The Club shall not be responsible for utilities. · 28. The City shall provide snow removal services for the par-Kiqg lot, sidewalks, walkways and all other areas of pedestrian passage qn:Jt;i~Premises. ~'·.>S~~:~:~~:;':· 29. (1) (2) Subject to subsection (2), the City shall b~<t~~r>'i?'h~Jble for all inspections and preventative maintenance with respeG_~to th~b?a.ting equipment, transformer, parking lot, lights and e~t~tior grass clittiQ·~~and landscaping. The Club shall be responsible for atjyfuamages or cost~>lhqurred due to the misuse or negligence of theQI\ib'; its employees, voldrH'~~rs, invitees, o·,.,... \' ' .. ~:·,' "'\,'-.:•' ;. ·~> servants, agents, or others undef~its control.and the Club sli8:1J>pay to the· ,>::-:s .,~, .. ,.;_·. :.·· ,'~·. '-' ··.> ·>. City on demand the expense of aiiy.~repai[$')JqCiuding the City's reasonable administration charge necessitated'By,§,QJ~Wnegligence or misuse. ·t~>·~;~~'·,:.. ' ''·~?~~}t~ 30. The Club shall immediately nMifY:thE?.~ity of any,,qpsafe conditions on the Securi:emises. ,,;1~~~:~, '\\~~,~~1~;:\1> 31. The City shCJ,ti:Qe'responsjple for the;~~.curity of the Premises. The Club is not ;:~,·:'-::~,~ '·"'":';>.·· -,':,·,:-~· permitted tt~tU~e the prerr)'is¢s without!~Qity personnel on site to perform this function. T~~~Gipb will~efH~'t.r~.Jb?t no~~pies of the keys to the Premises are made,y)IJthout tf1e~pr.i~~wrift~'ns8~J}S,~J1t,f>fthe city . . ,,.,:~~~~;}~:,~{\:}\~':~~·\·, ~\~~:ijf~· . ,,,;~:.jG;> Alter~~~.phsllmprov~m~nts·:!g,J)remises ,~~·~~iY ···~~i§2··~. \~~:~:~?., 32. ·>•%,•to~ Club shall o'ii1:Y1J:?e p~rr1)itted to make alterations and improvements to the Pr~tg!ses that hav~:~~'<~en approved by the City. >~ .. -,:.~ >~.~,' :~-~~~;,., " ~ . -~'<~~~;: :<:).~.~:,.:~.:: ... ,~~.,~ .... ·. ·.. ' .. ' ' ' '. ~ .;t:~n~::> · ·-:·· :·: .. ~:~~;,, \:'::·::~::~~ :~s, . -~-·.~.F.>.:-~,~~.·:~.~ .. ' .. ·,> • , -.. ' .<::~~~\::::~~· : -~·.', •, Club's Insurance Article VI Insurance and Indemnity 33. The Club, at its sole cost and expense, shall take out and maintain, (a) insurance upon property owned by it which is located on the Premises; and 6 (b) commercial general liability insurance pertaining to the Club's liability to others in respect of injury, death or damage to property occurring upon, in or about the Premises, and includes coverage for tenants legal liability. Such insurance to be of an amount which is reasonable and sufficient having regard to the scope of the risk and the current practice of prudent owners of similar premises for the carrying on of similar businesses, but in any event in an amount not less than five million dollars ($5,000,000.00) for claims arising out of one occurrence. Such policy shall also name the City as an additional narned insured and may not p§ cancelled unless prior notice by registered letter has been given t9~l!1e City by the insurer 30 days l·n advance of the exp1·ry date. <·>.::r:• ,'~'\>---<-:~:- ~' :::-~,?i0~~~f?~:-:~~~}-~t~:::;:\ 34. Prior to the Commencement Date, the Club shatlfile witn•Jh~ City a Certificate of Insurance in a form satisfactory to the City Ir~asurer, verifYiQ'gthat the commercial general liability insurance poJi~y1i§.in effect and ~et{tng out the essential terms and conditions of the insufiifnce. ' :i~~ <;i::;~~~·;:' ,, :> ' ~ .. ~>::·~ 35. The provision of the insurance policy req01[ed by,this'section shall nofrelieve the Club from liability for claims not covered BYJh~ pblicy or which exceed its limits, if any, for which the Club may)~~ ~eld respon§l~l~~. Insurance Risks :~.~?~'2t;:~~t·,:;> ·<~~~Gi.~~:::~ .. ·<~1::\ '·.;:~~~:,· :':.~ ·>;··~::::?} 36. The Club shall ngtR9·'PI"llit to do;::QJ p~rtp.it to'~b~::pQqe'or omitted to be done upon the Pren1J§~$·'anYf~iOg that m~x~politraven~df'be prohibited by any of the City's insurans~ policies i8~fprce front•t!_me to time covering or relevant to any part of the Prerril~·~~ or whichW'9uld prev~~~~the City from procuring its policies with companies c:fcgeptableJC)'~H·~."GJty. If th*::ponduct of business in the Premises or any apts or omis~tpns~9Jthe'C:IU6·:(?'1)i.th~Premises causes or results in any i!'1q(~~§~~··l!\:premi0:~~~4or any of the City's insurance policies, the Club shall pay such increas~''to the City. . lnd~~.~,i~:ication <~<~1l~~~ ..•. ~.~>, \~~~~{ .• , ' ' " " ,~," ',::::~~,:.-'\:s·:~.:~>·. ;:~· .• v:: 37. Each:§f.!he City anpJhe Club shall indemnify and save harmless the other from and a1f~IJ~~.t any ~9;cga11 actions, losses, damages, claims, costs and expenses (includin'g:~()HcitPF$':fees on a solicitor and client basis) to which the party being indemnifiecfsh)~UF6r may become liable by reason of any breach, violation or non- performance b}lthe party so indemnifying of any covenant, term or provision of this Lease or by reason of any damage, injury or death occasioned to or suffered by any person or persons including the City or the Club, as the case may be, or any property by reason of any wrongful act, neglect or default on the part of the party so indemnifying or any of those persons for whom it is in law responsible. For greater certainty, the limitation of liability set out above in this section does ·not extend to claims, losses or damages resulting in whole or in part from the 99 100 7 gross negligence or wilful misconduct of the party claiming indemnification, its employees or those for whom it is in law responsible .. City's Right to Re-Enter Article VII Remedies on Default If any amount payable to the City under this Lease sh~Jr;·f~ff,ain unpaid for fifteen (15) days after the Club has received notice thereof,:,f~€H1 it shall be lawful for the City at any time thereafter to re-enter the Premi~~;~~~;:~~1~:~1.~;!~·>. City's Right to Remedy Default ·~~~~~~,,,· '>;t:~>. ~ ~\. '(.'. :~~\~~~;;;·-". 38. In addition to all other remedies the City .m:~~j~~ve under thi~:~~~ase and in law, if the Club is in default of any of its oblig~tlg_ris under this Lease, ~:ri#<?Uch default has continued for a period often (1 O}'~a:~ys after reg.€!ipt of notice t>y;·fb~ Club (or such longer period as may be reasomibi~;X~.qui~~.~$iDthe circumstances to cure such default, except in an emergency wher~;~tQz~~~yify will not be required to give notice), the City, without preNtJJ<:::~ to any oth~[·:tights which it may have with respect to such default, ma~h[~il'f€3gy,!?uch default~'<;md the Club shEll I be Waive:esponsible to::;"~ ~;c~~~:ts:'''~\~:::'~l\~~~} 39. No condoniQ9)~xcusing ()J;,'SlVerlook.i[1'g by the City of any default, breach or non-obse!V~Ij~e by the qJ,qp at any tifij~1pr times in respect of any covenant, obligation or .. agr~ementl.J~~ct~f:::tbi~ Lea$§.:.~ hall operate as a waiver of the City's rights"hE;reunder~iJ::t,re~pgcf:oYa(\M3~QQtjiJ'U"ing or subsequent default, breach or , __ ;,S.··.· ';:,.:< :· ;< :>. ·. . "\~ ·~, ~ :\>.~·~'·>. . \, "-.'<:<''·~0~<~0 • • • • ngr:m~~~g.w~nce, or:~~gas to defeat'oraffect 1n any way the nghts of the C1ty m ,-:{~§pect ofaqy;.§!JCh 'ci?htin~uing or subsequent default or breach, and no waiver .•• ~:~.J~'f1'all be inferr~8ifr2m tirl!})plied by anything done or omitted by the Club save ·~·i§n!y an express W~jyer iri\.Vri!ing . . '\(~~'·~(' :·,·:_-.:·.·_ •.•. ·~~~.·.~•··-·.·~· .. '._··:· .•. ·.: .. _: .• ····-·~~ ... M i~~!~l~n~~~s > ~~c~~lz~•: · . . · Quiet Enjoyment '~<s•: 40. The City shall permit the Club to peaceably possess and enjoy the Premises during the Term and as per the facility operating hours without any interference from the City, or any person lawfully claiming by, from or under the City provided the Club is not in default. 8 Right of Entry 41. The Club agrees to permit the City and authorized representatives of the City to enter the Premises during normal business hours for the purpose of inspecting the Premises. The City shall use its best efforts to minimize the disruption to the CLUB's use of the Premises during any such entry. Signs 42. The Club may only erect signs on the Premises with t)1E;~'¢ity's prior approval. All such signs shall be removed from the Premises at tb~~efld of the Term .. Compliance with Laws ~~;,;~~~?~s'~t~~~;~('. <·~ ,::?~' ~~~~~~~?;. 43. The Club, at its sole cost and expense, sJ1~Jftbmply with all'li3g~Lrequirements (including statutes, laws, by-laws, regulaJions, ordinances, ordefs;'}:LJies and regulations of e~ery governmental alitQ;Q~~Y. havin~J~ftsdiction) thMt~t?te to the use of the Premrses by the Club or the tn?~lflg qt~QYimprovements to the Premises by the Club. '·''~>,<~t o,''',"-> :><<~::>'' ·,'•<,:· .. ' Notice ·~.> ~~::~~~? ·<'( .. <··::~~.~---··.'·' .,, ·. -::::~~>\ •' :~~,~;~~~~;~i>'<'''' ., ··;_· 44. Any notice required to be giveri:::$y th~ 2jJy{qJh~ cHjb~\.mder this Lease shall be in writing and sh~!h9~:·.R~Uyered to:~h~ ~L~fPis~s~gf~~~:YPh:other address of which the Club has ngtifi.ed'tHeSp.ity in wri~lqg·~~ahd any sl.Jch notice delivered shall be deemed gogg?@hd suffici~'f!t:. notice uJ}~~r the terms of this Lease. <~;:;~~;tri;~:. · ~~~~~~~: :~~~~~r~: ~, 45. Any notice reqUired to bfigiv~llby the Clqb to the City under this Lease shall be in writing and sh?!l:b,§,:q~iiv~i~d~ti,Dw~, •. Q6rporation of the City of Pickering, Pig.~~f;lq~fj~i\(tp ca·~gl~:~' One The'Esp'fanade, Pickering, Ontario (Attention: City ;QJ~rk) or suC,h,qt!ler'afJ{jJ~ss of which the City has notified the Club in writing, and .:< \~ny such notite•Cielive'r~'d'~shall be deemed good and sufficient notice under the < :···<"·., 0;~~~>:·'\·, '\~·~ >'>>>"' '\l~qns of this Leas~~~.~ \~:~~;{,, ';~:t~~:~:> I \~~~:: '~ Successors:~Jld Assign~1~:i 46. This L:;~~\$haJL~~B;~ to the benefit of and be binding upon the parties and their respective sQgq~~sors (including any successor by reason of amalgamation or statutory arrangement) and permitted assigns. Schedules 47. Schedules "A", "8" and "C" attached hereto form part of this Agreement. In Witness Whereof the parties have executed this Lease. 1 01 104 Schedule 8 THE CORPORATION OF THE CITY OF PICKERING Purpose Engineering & Public Works Department Culture & Recreation Department MUNICIPAL ALCOHOL POLICY December 17, 2014 The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the safety and well being of all participants and to protect the Corporation, its employees and volunteers. 1. Definitions In this Policy, the term, (a) "Licensed function" means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario atwhich alcoholic beverages may be consumed; (b) "Closed private licensed function" means a licensed function determined by the Director of Culture and Recreation to be closed to the general public and of a private nature; (c) "Designated facility" means a City owned building, park, open space and associated parking lot designated by this policy as · suitable for an indoor or outdoor licensed function; (d) "User" means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e) "Server" means any person serving alcohol 2. Designated Facilities (1) The following are designated facilities for indoor licensed functions: (a) Brougham Community Centre (b) Claremont Community Centre (c) Don Beer Sports Facility Community Centre (d) East Shore Community Centre (e) Front Street Centre (f) Green River Community Centre (g) Greenwood Community Centre (h) Mount Zion Community Centre (i) Pickering Civic Complex U) Pickering Recreation Complex (k) Seniors Activity Centre (I) West Shore Community Centre (m) Whitevale Community Centre (n) Petticoat Creek Community Centre (o) Pickering Museum Village (2) The following are designated facilities for outdoor licensed functions: · (a) Claremont Community Park (b) Dunmoore Park (c) Kinsmen Park (d) Pickering Museum Village 3. Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a "public place" and as such, in accordance with Section 31 of the Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4. Safe Transportation (1) Only those users implementing a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 5. No Alcohol and Low Alcohol Drinks (1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 6. "Statement of lntoxicatio'n" Sign (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to 2 105 106 serve participants to a state of intoxication. Such signs shall read as follows: City of Pickering -Department of Engineering and Public Works Services -Culture and Recreation Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons to intoxication. For this reason, servers in this facility are required to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol "breather" round, request a soft drink, coffee or smaller than usual portion of alcohol. (2) Signs shall be provided by the City to users for display by them in the designated·facility during the licensed function. 7. Participant Controls (1) Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2) Such controls shall include the following: (a) Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. (b) Having at least two monitors at each entrance to the licensed function at all times during the function; (c) Accepting only an age of majority card, a photo driver's license or a passport as identification for entry; (d) Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; (e) Using monitors and servers who are 19 years of age or older; (f) Using monitors and servers who do not consume alcohol during · the function; and (g) Providing a list of the names of supervisors, monitors and servers to the Director prior to the function. 3 (3) The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 8. Supervisor, Monitor, and Server Training (1) Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. (2) Such training should utilize CAMH course material, and may be provided, at a reasonable cost, through the Department of Culture and Recreation. (3) The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility for a licensed function is granted. (4) Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. (5) All servers must be "Smart Serve Certified" 9. Insurance (1) Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city-owned or operated facilities within the City of Pickerjng. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of $2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only. The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. 4 107 108 (2) When a patron requests a facility/ice rental, facility booking staff members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance User Group Rating Schedule to determine the appropriate fee to be charged to the individual/community user group. (3) Only users having a minimum of $2,000,000 third party general liability insurance coverage, naming the Corporation of the City of Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10. Accountability (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: (a) The name, address and telephone number of the user; (b) The name, address and telephone number of the representative of the user responsible for the function; (c) The address and telephone number of the nearest Police Station; (d) The address and telephone number of the Liquor License Board of Ontario; and (e) The address and telephone number of the Department of Culture and Recreation (2) A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated facilities for licensed functions, at the Director's discretion; Indefinitely, or (a) Until the user can demonstrate to the Director's satisfaction that a further contravention shall not occur. 11. Promoting the Policy The Department of Culture and Recreation shall design and implement, in consultation with CAMH, a strategy to orient all potential users to the requirements of this policy and to promote this policy to the community at large. J:\FACIL1TY\FAC1000\MISC\Municipa! Alcohol Policy.DOC 5 HYDRO CORRIDOR Licence Renewal (rec.) August, 2016 LICENCE RENEWAL AGREEMENT-(RECREATIONAL) BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by THE MINISTER OF INFRASTRUCTURE (hereinafter called the "Licensor") -and- CITY OF PICKERING (hereinafter called the "Licensee") WHEREAS: A. Ontario Infrastructure and Lands Corporation acting as agent on behalf of Her Majesty the Queen in right of Ontario as represented by The Minister of Infrastructure entered into a Licence Agreement with the Licensee, dated February 14th, 2012 (the "Licence Agreemynt");r(!garding certain lands located in the City of Pickering in the Regional Municipality of Dlirham, described as Part of Lots 19 & 20, Concession 1, in the Town of Pickering, comprising an area of approximately 28.92 acres, (the ''Lice~ce Lands") for public recreational purposes only; B. The Mihist~roJ Infra~~ucture is responsible for real property pursuant to the Ministry ofln.frgstructureAct, S.O. 2011, c. 9, Sched 27; C. Ontario Infr(lStructl.lre and Lands Corporation confirms that it is the designated agent of the Millist~:r of Infrastructure with authority to act in respect of the Licence Agreement. IN CONSIDERATION of the mutual covenants hereinafter set forth and the sum of five dollars ($5.00) paid by the Licensee to the Licensor, the receipt whereof is hereby acknowledged, and other good and valuable consideration, the Licensor and the Licensee agree as follows: 1. The LicenceAgreement is hereby renewed, subject to the terms set out below. 2. "Licensor" shall mean Ontario Infrastructure and Lands Corporation acting as agent on behalf of Her Majesty the Queen in right of Ontario as represented by the Minister of Infrastructure. 3. The Term of the Licence Agreement shall be five (5) years, commencing on the 181 day of January, 2017. HONI File#: Pickering T 632.1-537 113 3 IN WITNESS WHEREOF the parties hereto have executed this Licence Renewal Agreement. Signed by the Licensee at ________ this ____ day of. ______ .20_. CITY OF PICKERING Per: _____________ ~--------- Name: Title: Per: ---~---------------------------Name: Title: 1/We have authority to bind the Corporation Signed by the Licensor at. ________ ~ ___ this __ ·day of __________ .20_. HONI File#: Pickering T 632.1-537 HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by THE MINISTER OF INFRAST)lUCTURE, as.represented by ONTARIO INFRASTRUCTURE AND LANDS CORPORATION Per:~~~------------------------------­N~rrne: Title: !have authority to bind the Corporation. 115 11 6 4 Schedule "A" HONI File: Pickering T 632.1-537 Temint(s): City of Pickering Legal Description: Part of Lots 19 & 20, Concession 1, Regional Municipality of Durham, Town ofPickering Licensed Area: 28.92 acres D Lands Owned by Her Majesty the Queen in the Riglffo(qntario ·~ Licensed Area HONI File#: Pickering T 632.1-537 118 ---Ctk -~ (/ P1CKER1NG From: Richard Holborn Director, Engineering Services Report to Executive Committee Report Number: ENG 19-16 Date: November 14, 2016 Subject: Request for Proposal No. RFP-11-2016 Consulting Services for Claremont Drainage Plan File: A-1440 Recommendation: 1. That the Proposal No. RFP-11-2016 submitted by Amec Foster Wheeler Environment & Infrastructure to undertake the consulting services for Claremont Drainage Plan, in the amount of $161,707.52 (HST included) be accepted; 2. That the total gross project cost of $221,734.00 (HST included), including the RFP amount, and associated costs, and the total net project cost of $199,678.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $199,678.00 as follows: a) The sum of $149.678.00 to be funded by a transfer from the Rate Stabilization Reserve; b) The sum of $50,000.00 to be funded by a contribution from the Regional Municipality of Durham; 4. That a copy of this report be forwarded to the Commissioner of Works, Region of Durham; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Claremont Drainage Plan will be a comprehensive functional analysis of the existing drainage patterns and infrastructure in the central area of Claremont, that identifies deficiencies and proposes recommended projects to improve the drainage system. The Claremont Drainage Plan will be completed in accordance with the planning principles ofthe Municipal Engineers Association Municipal Class Environmental Assessment, October 2000, as amended in 2007 and 2011, which is an approved process under the Environmental Assessment Act. 120 ENG 19-16 November 14, 2016 Subject: Request for Proposal No. RFP-11-2016 Professional Services for Claremont Drainage Plan In 2016, the Claremont Drainage Plan was approved in the Water Resources & Development Services Consulting & Professional account, in the amount of $200,000.00. Page 3 As the Regional Municipality of Durham (Region) would benefit from this Drainage Study for its future road design improvements, they have agreed to contribute $50,000.00 toward the cost of this study. The Region has initiated a purchase order to confirm its share of the contribution. Discussion: Periodically the City receives complaints from the residents in the Hamlet of Claremont related to nuisance drainage issues caused by blocked catchbasins and driveway culverts, cross road culverts, and roadside ditches. In 2009/2010, the City retained a Consultant to undertake an analysis of the drainage system in Claremont following some flooding incidents on Franklin Street. The study outlined conclusions regarding storm sewers on Franklin Street and Central Street, however, the scope of the completed analysis was determined to be too narrow to optimize and improve the overall drainage system in Claremont. In 2012, the City received drainage complaints from properties located along Livingston Street and Bovingdon Place, about a poorly functioning ditch due to excessive vegetation growth. C'ity staff reviewed the drainage system south of Central Street, and determined that the ditch originates at a storm sewer outfall on Central Street and flows south through private property, through Claremont Park, through more private property and west under Old Brock Road south of Bovingdon Place (refer to map). Flow to the ditch is controlled by a weir at a control manhole on Central Street, where the flow is split between the ditch flowing south and the Central Street storm sewer flowing west. The .control structure was designed and constructed for the Region of Durham in 1996. The weir design information is not available, but observations of the drainage through the structure indicate that the most of the flow drains south into the ditch, rather than draining west via the storm sewer on Central Street. The City retained a Consultant in 2013 to complete a design for the ditch cleanout, and secure the necessary approvals from Toronto and Region Conservation Authority and Ministry of Natural Resources and Forestry prior to construction. During the design process, subsurface utilities mapping determined that the TransCanada pipeline is only 1.3 m below the surface of the ditch and a minimum allowabl~ cover of 1.2 m over the pipeline is required. Given this restriction, the maximum possible slope that could be achieved on the ditch was 0.5%. It was determined that this gentle slope would be too difficult to construct with precision and would promote more vegetation growth, which would prevent the ditch from functioning properly. Given the constraints and the ineffectiveness of the resulting design of the ditch cleanout project, Council authorized staff in September 2014 to cancel the project and CORP0227-07/01 revised ENG 19-16 Subject: Request for Proposal No. RFP-11-2016 Professional Services for Claremont Drainage Plan November 14, 2016 ·Page 4 prepare Terms of Reference in order to initiate a Request for Proposal for the Claremont Drainage Plan (Resolution #283/14), so that options and alternative methods of improving the drainage system in Claremont could be analyzed. As such, funds were secured through the 2016 Current Budget to complete the Claremont Drainage Plan, which will be completed in accordance with the planning principals of the Master Planning component of the Municipal Engineers Association Municipal Class Environmental Assessment (MCEA), October 2000, as amended in 2007 and 2011, an approved process under the Environmental Assessment Act. The Claremont Drainage Plan will address Phase 1 and 2 of the MCEA process (identifying the problem or opportunity, and identifying alternative solutions to the problem or opportunity), and incorporate broad public, agency, stakeholder and First Nations consultation on all aspects of the Drainage Plan development. Public consultation will consist of a Notice of Commencement, two meetings with representatives of the Claremont District Community Association (COCA), one meeting with local residents, one meeting with Gernanium Homes and their consultant, two Public Information Centres and a Notice of Completion, which will allow for public and stakeholder input throughout the project. The meetings with COCA and local residents were added as part of an enhanced public consultation plan for the project, similar to the Whitevale Master Drainage Plan, which proved to be a useful forum for residents to provide input to the plan and exchange ideas with the project team. Request for Proposal No. RFP-11-2016 for Consulting Services for the Claremont Drainage Plan was issued on July 19, 2016. An advertisement was posted on the City's website. Three proposals were received by the closing date of August 23, 2016. An Evaluation Committee, consisting of City staff from the Engineering Services Department, evaluated the proposals using the criteria outlined in the Terms of Reference. The highest scoring proponent was Amec Foster Wheeler Environment & Infrastructure.· The Health & Safety Policy and Certificate of Clearance issued by the Workplace Safety & Insurance Board have been reviewed by the Coordinator, Human Resources and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit, and is deemed acceptable. Upon careful examination of all proposals and relevant documents received, the Engineering Services Department recommends the acceptance of Proposal No. RFP-11- 2016 submitted by Amec Foster Wheeler Environment & Infrastructure in the amount of $161,707.52 (HST included) and that the total net project cost of $199,678.00 (net of HST rebate) be approved. CORP0227-07/01 revised 121 122 ENG 19-16 Subject: Request for Proposal No. RFP-11-2016 Professional Services for Claremont Drainage Plan Attachments: 1. Study Area Map 2. Supply & Services Memorandum dated September 1, 2016 3. Supply & Services Memorandum dated September 26, 2016 4. Resolution #283/14 CORP0227-07/01 revised November 14, 2016 Page 5 . . ATTACHt1ENT#2~. TO REPORT# I ~"J('( I cf -'1 (p 5. the appropriate account n~mber(s) to which this ~scJo~hargea; " . 6. the budget amount(s) assigned thereto; .~ - 7. Treasurer's confirmation of funding; 8. related departmental approvals; and 9. re.lated comments specific ~o the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponent will be advised .of the outcome in due course. An award notice will be placed on the City's website upon receipt of all required approvals. If you require further information, please feel free to contact me or a member of Supply_ & Se~ices. . · . · · . c~\ . VAF/so Attachments. (1) Request for Proposal No. RFP-11-201.6 Consulting Services for a Claremont Drainage Plan Page 2 of2 127 128 ATIACHMENT# £1 TOREPORT#·__.fN-.,;?] I q -I~ · I of I Legislative Services Division Clerk's Office · Directive Memorandum September 18, 2014 To: From: Richard Holborn Director, Engineering & Public Works Debbie Shields City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on September 15, 2014 Director, Engineering & Public Works, Report ENG 19-14 Stormwater Drainage in the Hamlet of Claremont ,. -:-Update on the Claremont Drainage Feature Cleanout Council Decision Resolution #283/14 1. That Report ENG 1.9-14 of the Director, Engineering & Public Works concerning Stormwater Drainage in the Hamlet of Claremont be received;. 2. That Council change the 2013 Capital Budget approval and corresponding funding for the Claremont Drainage Feature Cleanout (Account 5410.1301) from $550,000 to $41,700 and that the Tre~surer be authorized to fund the expenditure from a transfer from the Rate Stabilization Reserve; and 3. That Staff be authorized to finalize the scope, and prepare Terms of Reference of a Claremont Master Drainage Plan in order to initiate a Request for Proposal for consulting services for the study, with funds being proposed in the 2015 Current Budget. Please take any action deemed necessary. Debbie Shields /lr Copy: Chief Administrative Officer ----Clq P1CKE lNG Report to Executive Committee Report Number: ENG 26-16 Date: November 14, 2016 From: Subject: Richard Holborn Pirector, Engineering Services Proposed Parking Restrictions Hamlet of Cherrywood File:· A-1440 Recommendation: 1: That the attached draft by-law be enacted to am~nd Schedule "2" to By-law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to address parking concerns on Rosebank Road and Third Concession Road. 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Hamlet of Cherrywood area residents requested City of Pickering staff to investigate vehicle access and traffic flow within the hamlet on Third Concession Road and Rosebank Road. The increase of vehicle activity is due to the overflow of parking at the AI Mahdi Islamic Center located at the northeast corner of Third Concession Road and Rosebank Road. Based on staff's review, it is recommended that parking restrictions be implemented on the west side of Rosebank Road from Third Concession Road to 400 metres south thereof, and on the south side of Third Concession Road from Rosebank Road to 50 metres west thereof. In addition, it is recommended that no parking signs be placed to restrict parking in accordance with By-law 6604/05 within three metres of the super mailbox on the east side of Rosebank Road north of Third Concession Road, and within the intersection of Rosebank Road and Third Concession Road including signing no parking at any time within 10 metres of the intersection: Financial Implications: The acquisition and installation of no parking signs and posts can be accommodated within the Roads Current budget. Discussion: In October 2016, a number of calls were received by Municipal By-law Services staff from the residents in the Hamlet of Cherrywood related to vehicle access and traffic flow concerns caused by an overflow of parking at the AI Mahdi Islamic Center. The AI Mahdi Islamic Center is located on the northeast corner of Third Concession Road and Rosebank Road in the Hamlet of Cherrywood. In response to vehicle access and traffic flow within the Hamlet of Cherrywood, in 2013 Pickering City Council passed By-law 7317/13 restricting parking on the west side of Rosebank Road north 129 ENG 26-16 November 14, 2016 Subject: Proposed Parking Restrictions Hamlet of Cherrywood Page 2 of Third Concession Road, and on the south side of Third Concession east of Rosebank Road. These parking restrictions are being adhered to by visitors to the AI Mahdi Islamic Center. However, recent functions at the AI Mahdi Islamic Center have attracted up to 200 vehicles, with vehicles parking on both sides of Rosebank Road south of Third Concession Road, as well as, vehicles blocking fire hydrants, driveways, mailboxes and within the intersection of Third Concession Road and Rosebank Road. Rosebank Road south of Third Concession Road does not have an adequate pavement width to accommodate parking on both sides of the road without reducing the road to a single travel lane for both directions. This situation creates safety concerns since the road would have difficulty accommodating an emergency vehicle, if required. To resolve the parking and restricted flow concerns on Rosebank Road south of Third Concession Road, it is recommended that the Traffic and Parking be amended to reflect parking restrictions at any time on the west side of Rosebank Road from Third Concession Road to 400 metres south thereof and on the south side of Third Concession Road from Rosebank Road to 50 metres west thereof. Additionally, no parking signs will be placed to restrict parking at any time in accordance with By- law 6604/05 at the following locations: • within three metres of the super mailbox on the east side of Rosebank Road north of Third Concession Road • within the intersection of Rosebank Road and Third Concession Road including signing no parking at any time within 10 metres of the intersection The proposed parking restrictions on Third Concession Road and Rosebank Road are illustrated in the attached sketch (Attachment 1 ). The draft by-law amendment to Schedule 2 of By-law 6604/05 for the proposed parking restrictions on the west side of Rosebank Road from Third Concession Road to 400 metres south thereof, and on the south side of Third Concession Road from Rosebank Road to 50 metres west thereof is provided in Attachment 2. Attachments: 1. Proposed Parking Restrictions, Third Concession Road and Rosebank Road 2. Being a by-law to amend by-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. CORP0227-07/01 revised 130 The Corporation of the City of Pickering By-law No. Being a by-law to amend by-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. Whereas, By-law 6604/05, as amended, provides for the regulating of traffic and parking on highways, private property and municipal property within the City of Pickering, and Whereas, it is deemed expedient to amend Schedule 2 to By-law 6604/05 to establish parking restrictions on Rosebank Road south of Third Concession Road and Third Concession Road west of Rosebank Road. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:·· 1. Schedule 2 to By-law 6604/05, as amended, is hereby further amended thereto by the following: Column 1 Highway Add Rosebank Road Third Concession Road Column 2 Side West South Schedule 2 No Parking Column 3 Limits (From/To) Third Concession Road to 400 metres south . thereof Rosebank Road to 50 meters west thereof Column 4 Prohibited Times or Days Anytime Anytime 133 134 By-law No. XXXX Page 2 2. This By-law shall come into force on the date that it is approved by the Council of the City of Pickering and when signs to the effect are installed. By..,law passed this 21st day of November, 2016. David Ryan, Mayor Debbie Shields, City Clerk ENG 27-16 November 14, 2016 Subject: Quotation No. Q-56-2016 Hedgerow Place Storm Sewer Improvements Page 3 10%. As a result, Council approval is being sought at this time in order to proceed with the project. The additional funds required will be funded from property taxes, through savings realized from the Engineering Services Department operating costs. Discussion: As part of the 2016 Capital Budget-Stormwater Management, Hedgerow Place Storm Sewer Improvements was approved as a construction project. Over the past few years Hedgerow Place has been experiencing severe flooding during heavy periods of rain. Staff have investigated the concern and determined that storm sewer improvements in this area are required to alleviate the flooding concerns. Request for Quotation No. Q-56-2016 was issued on Tuesday, August 23, 2016 and closed on Thursday, September 8, 2016 with two bidders responding. The low bid submitted by Bry Ron Contracting Limited is recommended for approval. References for Bry Ron Contracting Limited have been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Waste Management Plan has been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, and Certificate of Clearance issued by the Workplace Safety & Insurance Board as submitted by Byr Ron Contracting have been reviewed by the Coordinator, Human Resources, 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, the quotation is deemed acceptable. Upon careful examination of all quotations and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by Bry Ron Contracting Limited for Quotation No. Q-56-2016 in the amount of $58,556.60 (HST included), and that the total net project cost of $60,040.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated September 8, 2016 2. Location Map CORP0227-07/01 revised 137 ATTACHMENT# . l TOREPORT# f"Nf) J-""4---l ~ Lowest Total Price ~------------~-~~------------ Second Lowest Total Price Lowest Total Price ------~'--:""!"--------.-""'"--~~- Third Lowest To:taf Price And so on, for.each quotation. . .. ~ of 2::::: · X Total avadable pmnts =Score for second · lowest total price X Total available points = Score for third lowest prrce In the event of a tie score, the selected Respondent will be determined in accordan6e with the City~s Purchasing Procedures. A budget pf $50,00'0 wa.s. provided to Supply.& Services for this procurement. If the yecommendation to award ··exceed~ the budgeteq arnbunt; refer to Financial Control Policy ltem 11 for additional instructions. Bry Ron Contracting Lh:nited has received the highest overall points. ln accordance. with Appendix D-Deliverables,, the following documents will be requested from Bry Ron Contracting Limited · (a) A copy of the He!llth and Safety PoiJoy to be v.t?eq on this project,~ (b) A copy. of the current Clearance Certificate. issued by Workplace safety & Insurance Board; . (c) The City's c.ertificate of .insuranct) arapproved ·alternative: form shall be completed by the bidder's a:gent, broker or insurer;. c:md 'Please advise if Supp:ly ,& -Services is to proceed with this task. In accordance with Purchasing Policy. Item 06.11 ~where the compliant quotation or tender meeting speCifications and ·offering best value to the City is acceptable or where the highest sc(,xihg proposal·· is recommended and the estimated total purchase price is: (a) Over $30,000 at:'ld up 'to $75,000, the Manager may approve the awatdf subject to consultation With the appropriate Director and .confitfrlatkm of fihancih9 b'ythe r reas11rer. Subject to receipt of approvals on Health & Safety documer:rts fro-m Human Resources; . please prgvkie your recommeJ1d<1tion in ·memo fOrm~ as well as an en---tine requisition. . ' Please direct all enquiries to S1.,Jpp1y & Services. Respondents WiiJ be advis~d of the outcome when the contract has been awarded. · .If you require further information~ pl~ase contact myself or a member of Supp1y .& Services. . ~1~ . ~ VAF/gb '\a\ Attaohment(s): {1') Quotation No, Q-56-2016 Hedgerow Place Storm Sewer Improvement 14.0 Pa.ge 2 of2 /'.j. j ----ULfj C'}') ---- PICKERING From: Stan Karwowski Director, Finance & Treasurer Report to Executive Committee Report Number: FIN 21-16 Date: November 14, 2016 Subject: Insurance Renewal-January 1, 2017 to December 31, 2017 Recommendation: 1. That the City of Pickering renew its property, liability and other insurance policies through Jardine Lloyd Thompson Canada Inc. (JLT) for the period January 1, 2017 to December 31, 2017 in the amount of $601,947 (plus applicable taxes) and inclusive of terms and conditions acceptable to the Director, Finance & Treasurer; 2. That the insurance coverage through JLT be for a period of one (1) year with an option in favour of the City to extend the coverage on the same terms and conditions for a second one year renewal term, subject to Council approval; 3. That LV. Walker & Associates be confirmed as the City's Adjuster of Record for property, liability and other insurance and related matters; 4. That the Director, Finance & Treasurer be authorized to settle any claims including employing resources to investigate and defend claims, adjusting and legal fees, where it is in the City's interest to do so; 5. That the Director, Finance & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary to limit potential liability exposure and to protect the assets of the City and its elected officials and staff; and 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The City's insurance program continues to operate successfully and the above recommendations provide for a renewal of the policies essentially on the same or improved terms and conditions as in past years, with coverage that includes the Library, its Board and its employees. 142 FIN 21-16 Subject: Insurance Renewal-January 1, 2017 to December 31, 2017 November 14, 2016 Page 2 In September, the Manager, Budgets & Internal Audit and the Treasurer met with representatives from JL T to negotiate renewal terms for the 2017 insurance year. The negotiations were successfully concluded resulting in a premium decrease of5.9% or a savings of $37,468 over last year. The insurance premium environment has historically reflected an upward direction in costs. The City's 2017 insurance premium renewal changes this direction due to successful risk management practices employed by the City to keep claim costs low. The lower premium cost reflects the efforts of all City staff. Financial Implications: The insurance renewal premium will be provided for in the City's 2017 current budget to be approved by Council. The insurance premium for 2017 is $601,947 (plus applicable taxes) which is 5.9% less than last year's premium of $639,415. Discussion:. The City provides a wide variety of public services and programs to its residents including but not limited to fire, roads and sidewalks maintenance, parks, recreation and cultural services, storm water management, planning services, building services and animal services. The City's capital assets have an insured value of $205 million. The City is exposed to many potential risks and claims through the provision of services to the public and by allowing public access to its facilities and infrastructure. As these claims may be significant, the City maintains financial stability with a combination of risk management practices and insurance coverage .. The City's current insurance provider was secured through a competitive Request for Proposal process in 2013. A total of four proposals were received and the successful proponent was Jardine Lloyd Thompson (JLT), which was the highest ranked and lowest priced proponent. Council approved the award of the City's insurance program to JL T for a period of one year (January 1, 2014 to December 31, 2014) with an option in favor of the City to extend coverage on the same terms and conditions for four consecutive one year renewal terms, each subject to Council approval. Current Coverage The City's current insurance coverage is very broad and includes: -General Municipal Liability -Property and Equipment Breakdown -Automobile Fleet -Errors and Omissions -Non-Owned Automobile -Environmental Liability -Comprehensive Crime -Councilors' and Board Members' Accident 143 146 f.\TTACHMENT#_j_ TO REPORT#£L.cl" Jl-~~ Jardine Lloyd Thompson Canada Inc. ~JLT Public Sector Division Box 3, Suite 800, 55 University Avenue, Toronto, ON M5J 2H7 Phone: 416 941 9551 Toll Free: 800 268 9189 Fax: 416 941 9323 MUNICIPAL INSURANCE PROGRAM PROPOSAL Corporation of the Citv of Pickering Date of Issue: September 29, 2016 Prepared by: Andrea Bartels Direct phone line: 416-644-4826 E-mail address: abartels@jltcanada.com Page 1 of 21 148 Jardine Lloyd Thompson Canada Inc. ~JLT TAXES PAYABLE BY INSUREDS: The following taxes as prescribed by federal and/or local laws and regulations will apply to all or certain portions of the premiums quoted and will be charged by JL T in addition to the premiums quoted: Provincial Sales Tax Page 3 of 21 Jardine Lloyd Thompson Canada Inc. ~JLT SUMMARY OF COVERAGE, LIMITS AND DEDUCTIBLES Name of Insured: Corporation of the City of Pickering Policy Period: January 1, 2017 to January 1, 2018 12:01 a.m. local time at the mailing address of the Named Insured CANADIAN COUNCILS LIABILITY General Liability (including Sudden And Accidental Pollutionl: $ 5,000,000 any one LIMIT OF LIABILITY Occurrence and in the Annual Aggregate for Products and Completed Operations during the Policy Period Extension Limit EXTENSIONS Employers' Liability $ 5,000,000 any one Claim OF COVERAGE Tenant Legal Liability $ 5,000,000 any one Occurrence Employee Benefit Liability $ 5,000,000 any one Claim Incidental Medical Malpractice $ 5,000,000 any one Claim Retro Date: November 15, 1993 Voluntary Medical Payments $ 50,000 any one Claim and in the Annual Aggregate during the Policy Period Forest Fire Fighting Expense $ 1,000,000 any one Occurrence and in the Annual Aggregate during the Policy Period Voluntary Payment for Property $ 50,000 any one Occurrence Damage and in the Annual Aggregate during the Policy Period Incidental Garage Operations $ 250,000 any one Occurrence and in the Annual Aggregate during the Policy Period Municipal Marina Legal Liability $ 100,000 any one Pleasure Craft $ 1 ,000,000 in the Annual Aggregate for Legal Liability for Property Damage during the Policy Period Wrongful Dismissal (Legal $ 250,000 any one Claim Expense) and· in the Annual Aggregate during the Policy Period Conflict of Interest and Legal $ 100,000 any one Claim and Expense Reimbursement $ 500,000 in the Annual Aggregate during the Policy Period Non-Owned Automobile (including $ 5,000,000 any one Occurrence Contractual Liability for Hired Autos) Page 4 of21 149 Jardine Lloyd Thompson Canada Inc. ~JLT CANADIAN COUNCILS LIABILITY Legal Liability for Damage to $ 250,000 any one Occurrence Hired Autos Wrap-up Liability -Difference in $ 5,000,000 any one Occurrence Conditions and Difference in Limits Endorsement Limit ENDORSEMENTS Municipal Errors and Omissions $ 5,000,000 any one Claim and in Liability the Annual Aggregate during the Policy Retroactive Date: Period Unlimited Environmental Impairment Liability $ 2,500,000 any one Claim and Retroactive Date: $ 5,000,000 in the Annual Unlimited Aggregate during the Policy Period Abuse I Molestation Liability $ 250,000 any one Claim and Retroactive Date: $ 500,000 in the Annual January 1, 2014 Aggregate during the Policy Period Voluntary Compensation As per Endorsement No. 4 -Schedule of Benefits Applicable Coverage Deductible DEDUCTIBLE{S) Public Entity General Liability $ 100,000 per Occurrence except per Claimant in respect of Sewer Backup Extensions of Coverage $ 100,000 per Occurrence I per Claimant for all Extensions of Coverage except: $NIL with respect to Non- Owned Automobile Liability, Conflict of Interest and Legal Expense Reimbursement, and Voluntary Compensation; $ 1,000 with respect to Legal Liability for Damage to Hired Autos $ 5,000 with respect to Wrongful Dismissal (Legal Expense) Municipal Errors and Omissions $ 100,000 per Claim Liability Environmental Impairment Liability $ 100,000 per Claim Abuse I Molestation Liability $ 100,000 per Claim Checkroom Liability $ 5,000 per Claim Page 5 of 21 150 Jardine Lloyd Thompson Canada Inc. ~JLT ENDORSEMENTS POLICY FORM CANADIAN COUNCILS LIABILITY 1. Police Officer Assult Endorsement 2. The following USTs are excluded: • 2570 Tillings Rd 22,700 L Diesel • 2570 Tillings Rd 22,700 L Diesel • 2570 Tillings Rd 22,700 L Diesel 3. 3 Year Long Term Agreement Primary CAD 5,000,000 I CAD 100,000 Deductible The policy will be renewed annually for a period of three years expiring on 01 January 2020 on the existing terms and conditions with the premiums paid annually in advance, as follows:- 01 January 2017 to 01 January 2018 01 January 2018 to 01 January 2019 01 January 2019 to 01 January 2020 CAD 292,000 (Gross) CAD 292,000 (Gross) CAD 292,000 (Gross) However terms and conditions may be reviewed 60 days prior to annual renewal if any of the following apply: • Pertinent changes in reinsurance cover • there is an increase of 15% or more in population numbers • there are legislative changes that may impact upon the value or frequency of claims against the policy • there is a change in the exposure of the insured (as per the business description) or; • the value of Incurred Claims exceeds 40% of net premium (excluding Taxes) for any one Period of Insurance to which this agreement relates. • there has been significant adverse development on historical loss record in any of the prior 7 policy years whereby Incurred Claims exceed 50% of the Net Premium. The term "Incurred Claims" means the total cost of claims including actual claim payments (including medical, legal and other costs and expenses) and reserves set by the Insurers on outstanding claims (also including such costs and expenses). "Net Premium" means the premium received by the Insurers net of tax and any commissions or other deductions. All other terms and conditions remain unaltered. EK1500547000 (2015) UMR 80901EK1500547000 Page 6 of 21 151 Jardine Lloyd Thompson Canada Inc. ~JLT CANADIAN COUNCILS LIABILITY INSURER{S) AND PROPORTION OF Certain Lloyd's Underwriters (SyndicatE! 1886) -100% PARTICIPATION{S) 1. Abuse & Molestation -background checks in place for employees SUBJECT TO implemented into hiring process 2. Terms will remain as indicated subject to no claims deterioration as of effective date (refer to page #4) 1. UMR No. UMR B0901EK1601219000 2. Forest Fire Fighting Expense Limit increased from $1,000,000 to $2,000,000 any one Occurrence and in the annual aggregate during the Policy Period 3. Wrongful Dismissal (Legal Expense) Limit increased from $250,000 any one claim I $500,000 in the annual aggregate during the Policy Period to CHANGES FROM $500,000 any one claim I $500,000 in the annual aggregate during the EXPIRING POLICY Policy Period 4. Conflict of Interest Reimbursement Expenses and Legal Expense Reimbursement Expenses split into two separate limits and non- aggregated for Conflict of Interest 5. A new Wrap-Up Liability DICIDIL extension of cover has been added 6. Police Officer Assault Endorsement has been included into the Policy Wording Page 7 of21 152 Jardine Lloyd Thompson Canada Inc. ·~JLT CANADIAN COUNCILS UMBRELLA LIABILITY $45,000,000 any one Occurrence $ 45,000,000 in the Annual Aggregate in respect of Products & Completed Operations LIMITS OF LIABILITY $45,000,000 in the Annual Aggregate in respect of Municipal Errors and Omissions Liability $45,000,000 in the Annual Aggregate in respect of Employee Benefits Liability EXCESS OF Underlying Coverage Underlying Limit UNDERLYING General Liability $ 5,000,000 any one Occurrence COVERAGE(S) AND Incidental Medical $ 5,000,000 any one Claim LIMIT(S) Malpractice Non-Owned Automobile $ 5,000,000 any one Occurrence Liability Municipal Errors & $ 5,000,000 any one Claim Omissions Liability Owned Automobile Liability $ 5,000,000 any one Occurrence Garage Automobile Liability $5,000,000 any one Occurrence Employee Benefits Liability $ 5,000,000 any one Claim RETAINED LIMIT $Nil ENDORSEMENTS Endorsement #1 -Standard Excess Automobile Liability Policy SPF No. 7 Follow Form Named Insured POLICY FORM EK1500547000 (2015) UMR B0901EK1500547000 INSURER(S) AND PROPORTION OF Certain Lloyd's Underwriters (Syndicate 1886) -1 00% PARTICIPATION(S) SUBJECT TO Terms will remain as indicated subject to no claims deterioration as of effective date (refer to page #4) CHANGES FROM UMR No. B0901EK1601216000 EXPIRING POLICY Page 8 of 21 153 Jardine Lloyd Thompson Canada Inc. ~JLT COMBINED PHYSICAL DAMAGE & MACHINERY BREAKDOWN COVERAGE Property Of Every Description -All Risks of Direct Physical Loss or Damage (Subject to Policy Exclusions) $205,334,542 Limit of Loss on Blanket Property of Every Description including Machinery Breakdown $ 1,659,900 Computer I Electronic Data Processing LIMITS (Included in Blanket Limit) $ 2,584,500 Business Interruption-Profits (Included in Blanket Limit) $ 2,180,000 Bridges (Not Included in Blanket Limit) EXTENSIONS The Limits shown below are included in the Blanket Limit shown above: OF COVERAGE Extension Limit Valuable Papers $ 500,000 Extra Expense $ 1,000,000 Accounts Receivable $ 500,000 Gross Rentals $ 500,000 Computer Media $ 500,000 Fine Arts $ 25,000 The Limits shown below are in addition to the Blanket Limit shown above: Extension Limit Newly Acquired Property $ 1,000,000 Buildings in the Course of Construction $ 1,000,000 Property in Transit $ 500,000 Unnamed Locations $ 1,000,000 Expediting Expense $ 500,000 Business Interruption -Profits $ 300,000 subject to Maximum of $25,000 per Month Contingent Business Interruption $ 1,000,000 Fire Extinguishing Materials and Fire $ 100,000 Fighting Expense Professional Fees $ 500,000 Hacking Event or Computer Virus attack -any one Random Attack or Any One Specific Attack, any one event or totC!I $ 100,000 loss in a policy year for the combined total loss or damage The Limits shown below are in addition to the Blanket Limit shown above: EXTENSIONS Extension Limit OF COVERAGE Master Key $ 10,000 Page 9 of 21 154 156 Jardine Lloyd Thompson Canada Inc .. AJLT COMBINED PHYSICAL DAMAGE & MACHINERY BREAKDOWN DEDUCT! BLE{S) POLICY FORM JNSURER{S) AND PROPORTION OF PARTICIPATION{S) SUBJECT TO CHANGES FROM EXPIRING POLICY $ 25,000 each Occurrence for All Losses except: $ 25,000 each Flood Loss 5% of total loss or $100,000 minimum, whichever is greater, each Earthquake occurrence. $ 1,000 each Fine Arts Loss Municipal Insurance Program-Master Policy (August 15, 2014) Physical Damage: Aviva Insurance Company of Canada -70% The Sovereign General Insurance Company -12.2% Certain Lloyd's Underwriters-17.8% (Participation of Lloyd's Underwriter is based on Blanket Limit and Limits in Addition to the Blanket Limit) · Machinery Breakdown: A viva Insurance Company of Canada-100% 1. Schedule of Locations including breakdown of values, construction, protection and occupancy. 2. Schedule of Miscellaneous Tools and Gontractors Unlicensed Equipment. 3. All cooking facilities are ULC wet chemical compliant with semi-annual maintenance contract and Class K portable extinguisher. 4. Unless specifically agreed, all heritage properties are covered for Replacement Cost only. For Heritage Replacement Cost, a professional appraisal must be provided for approval by the insurer. 5. All locations may be subject to Engineering Inspection. 6. Terms will remain as indicated subject to no claims deterioration as of effective date (refer to page #4) UMR No. B0901EG1600053000 Page 11 of 21 Jardine Lloyd Thompson Canada Inc. ~JLT AUTOMOBILE INSURANCE {ONTARIO) Liability-Bodily Injury I Property Damage Limit: $5,000,000 Deductible: $10,000 Accident Benefits-Basic Benefits Limit as stated in Policy COVERAGE Uninsured Automobile Limit as stated in Policy APPLICABLE Direct Compensation-Property Damage Limit as stated in Policy Deductible: $ 10,000 Loss or Damage -All Perils Deductible:$ 10,000 Notice of Cancellation Ninety (90) Days OPCF 43R Removing Depreciation Deduction-24 Months New OPCF 20 Loss Of Use-Applicable to Forty Four (44) Light Units OPCF 21 B Blanket Fleet Endorsement-No Annual Adjustment OPCF 31 Non-Owned Equipment OPCF 24 Freezing of Fire-Fighting Apparatus OPCF 44 Family Protection Endorsement: (Applicable only to Private Passenger Vehicles, Light Commercial Vehicles, Skidoos and All ENDORSEMENTS Terrain Vehicles, and Police Vehicles) Additional Endorsements: OPCF 3 Drive Government Automobiles OPCF 4A Permission to Carry Explosives OPCF 48 Permission to Carry Radioactive Material · OPCF 5 Permission to Rent or Lease OPCF 32 Use of Recreational Vehicles by Unlicensed Drivers Tarmac Exclusion POLICY FORM Provincial Statutory Owner's Policy INSURER{S) AND PROPORTION OF PARTICIPATION{S) Aviva Insurance Company of Canada -:-100% Provision of updated vehicles and drivers list to insurer SUBJECT TO Terms will remain as indicated subject to no claims deterioration as of effective date (refer to page #4) Page 13 of 21 158 Jardine Lloyd Thompson Canada Inc. AJLT GARAGE AUTOMOBILE (ONTARIO) Section 1 $5,000,000 Third Party Liability Inclusive Limit Section 2 Accident Benefits -Included Section 3 Uninsured Automobile -Included Section 4 Direct Compensation Property Damage -InCluded LIMITS OF Section 5 Liability Damage to Customer's Automobile COVERAGE Collision-Limit any One Automobile $200,000 D~ductible: $500 Specified Perils -Limit of Liability -Any One Occurrence $300,000 Deductible: $500 OEF 71 Excluding Owned Automobiles Endorsement ENDORSEMENTS OEF77 Comprehensive Damage to Customer's Automobiles including Open Lot Theft OEF 81 Garage Family Protection Endorsement POLICY FORM Provincial. Statutory Garage Automobile Policy OAP 4 INSURER(S) AND PROPORTION OF Aviva Insurance Company of Canada -100% PARTICIPATION(S) Terms will remain as indicated subject to no claims deterioration as of SUBJECT TO effective date (refer to page #4) Page 15 of 21 160 Jardine Lloyd Thompson Canada Inc. ~JLT MUNICIPAL VOLUNTEERS ACCIDENT COVERAGE LIMITS OF $50,000 Principal Sum-Volunteers of the Policyholder While on Duty COVERAGE Only under the age of 80 POLICY FORM Insurers Standard Form INSURER(S) AND PROPORTION OF AIG Insurance Company of Canada -100% PARTICIPATION(S) $1,000,000 Aggregate Limit of Indemnity Per Accident SUBJECT TO Terms will remain as indicated subject to no claims deterioration as of effective date (refer to page #4) Page 17 of 21 162 164, Jardine Lloyd Thompson Canada Inc. ~JLT Environmental Impairment Liability Employment Practices Liability Automobile Insurance MUNICIPAL OPTIONS OPTIONAL COVERAGE AVAILABLE: To secure coverage on known high risk environments exposures such as Current Landfills/Closed Landfills that have known Leachates or Environmental Impairment additional underwriting requirements will be necessary. Additional premium quotations can be arranged; Limit: $250,000 Each Claim & Aggregate SIR: $5,000 Application required in order to quote Insurer: Creechurch International-Beazley Group 100% Amended Other Insurance Clause-QBE Primary Insurer with respect to Wrongful Dismissal Legal Expense Limit $250,000 Any One Claim & Aggregate During the Policy Period _ Minimum Retained Premium: 20% of Annual Premium To Reduce TPL and DC Deductible to Nil -Additional Annual Premium $2,590 To Add Limit $2,500 I Daily Maximum $1,500 Loss of Use to Forty 40 heavy commercial vehicles over 4,500 kgs, excluding Public Emergency Vehicles ie: Fire, Ambulance and Police, and Transit Vehicles-Annual Additional $12,000 Additional Limits available in $500 increments up to a maximum of $10,500-Quotation available upon request. Accident Benefits: OPTION A. Medical & Rehabilitation (Non-Catastrophic) increase Limit · $130,000-Annual Additional $780 OPTION B. Catastrophic Injury-Med Rehab and Attendant Care increase Limit from $1,000,000 to $2,000,000-Annual Additional $542 OPTION C. Medical Rehab and Attendant Care increase Limit from $1,000,000 to $2,000,000 -Annual Additional $1,560 Caregiver Benefit Limit up to $250 per week plus $50 each additional dependant Housekeeping and Home Maintenance-Limit up to $100 per week up to 2 Years-Non-Catastrophic Impairment Annual Additional $1,7 46 Page 19 of 21 166 Jardine Lloyd Thompson Canada Inc. ~JLT ACCEPTANCE OF MUNICIPAL INSURANCE PROGRAM PROPOSAL To: Policy Term (mm/dd/yy): Jardine Lloyd Thompson Canada Public Sector Division Suite 800, 55 University Avenue Toronto, Ontario M5J 2H7 Telephone:416-941-9551 or Toll Free 1-800-268-9189 Fax: 416-941-9323 January 1, 2017 to January 1, 2018 We agree with the underwriting and claims information submitted and to the terms quoted in the Municipal Insurance Program proposal. This is your authority to proceed with binding cover(s) as outlined in the Municipal Insurance Proposal effective the date(s) noted above. We have also noted below our choice of any optional items in the Insurance Proposal as well as any specific instructions. Indicated below are our instructions regarding any optional coverages shown in the insurance proposal. Optional Coverages I Specific Instructions: Signed on Behalf of Corporation of the Corporation of the City of Pickering Authorized Signature Date Please print the name of the person signing above Page 21 of 21 /'.) J .....;._.---C-lfjj D(J---- PlCKERl G Report to Executive Committee Report Number: HUR-02-16 Date: November 14, 2016 From: Subject: Jennifer Eddy Division Head, Human Resources OMERS Normal Retirement Age Conversion Fire Non-union Management Group File: A-4420-001 Recommendation: 1. That Council enact a By-law to amend the normal retirement age from 60 years under the Ontario Municipal Employees Retirement System (OMERS) primary pension plan to provide that the normal retirement age for the Fire Non-union Management Group shall be 65 years effective January 1, 2017; and 2. That the appropriate officials be authorized to take the necessary actions included in this report. Executive Summary: The City is recommending converting the Fire Non-union Management group to NRA 65 effective January 1, 2017. The NRA for members of the Pickering Professional Firefighters' Association will remain at 60. A change in NRA from age 60 to 65 will have the following effects: • The contribution rate of 9.2% will decrease for both the City and the members to the NRA 65 rate of 9.0%. • The member will be required to work longer to qualify for an unreduced pension or normal retirement age pension (employee's eligibility extended by 5 years). Financial Implications: Savings of approximately $3,500 per year (based on current contribution rates and current earnings). 167 HUR-02-16 November 14, 2016 Subject: OMERS Normal Retirement Age Conversion Page 2 Discussion: Normal Retirement Age (NRA) is applicable to an entire class of employees, not individual employees. Most OMERS members with the City of Pickering have a NRA of 65 with the exception of Fire Services who have a NRA of 60 due to the physically demanding nature of the job. The City is recommending converting the Fire Non-union Management group (3 employees) to NRA 65 effective January 1, 2017. NRA 60 for members of the Pickering Professional Firefighters' Association will remain unchanged as this is a negotiated benefit. A decision to convert the NRA for a group of employees is authorized by the employer and not the affected members. There is no requirement under OMERS that an employer obtain the consent of the affected members, although our Fire Non-union Management group is supportive ofthis change. A NRA conversion would affect all three current incumbents of positions within the Fire Non-union Management group. The affected positions are: 1. Fire Chief 2. Deputy Fire Chief (2 incumbents) A change in NRA from age 60 to 65 will have the following effects: • The contribution rate will decrease for both the members and the employer to the NRA 65 rate. The current contribution rates outlined below for NRA 65 and NRA 60, as determined by OMERS, will remain in effect for 2017: o 9.0%-NRA 65 o 9.2% -NRA 60 • The employee must wait 5 years longer to be eligible for early retirement or normal retirement and their early retirement factor (years of eligible service plus age) changes from 85 to 90. Financial Implications • Based on current contribution rates set by OMERS and current salaries within the Fire Non- union Management group the annual savings are approximately $3,500. • Affected members would receive a refund of the excess contributions between the NRA 60 and NRA 65 rates plus interest, less withholding tax. • The City would not receive a refund of our matching contributions. Attachments: 1 . Draft By-law CORP0227-07/01 revised 168 170 The Corporation of the City of Pickering By-law No. /16 Being a by-law to amend By-law Number 2995 to change the normal retirement age under the OMERS primary pension plan ("Primary Plan"), and the retirement compensation arrangement that provides benefits for members and former members of the Primary Plan ("RCA"}, in respect of the employees identified herein. Whereas the City of Pickering ("Employer") previously enacted By-law No. 2995 and elected to participate in the Primary Plan and the RCA. And Whereas By-law No. 2995 provides that the normal retirement age for the Fire Non- union Management group identified therein shall be 60 years. And Whereas it is deemed desirable to change the normal retirement age from 60 years to 65 years for the Fire Non-union Management group identified herein. Therefore the Council of the employer enacts as follows: Effective as of the first day of January 2017, the normal retirement age of employees who are employed by the Employer as firefighters as defined in subsection 1 ( 1) of the Fire Protection and Prevention Act, 1997, as Qmended from time to time, and who are employed in the following classes: Fire Non-union Management, is 65 years. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: By-law passed this day of '2016. David Ryan, Mayor Debbie Shields, City Clerk