HomeMy WebLinkAboutMay 7, 2018DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
Present:
Mayor Ryan
Councillors:
K. Ashe
M. Brenner
S. Butt
I. Cumming
B. McLean
D. Pickles
Also Present:
T. Prevedel
K. Bentley
M. Carpino
R. Holborn
S. Karwowski
J. Hagg
C. Rose
D. Shields
M. Guinto
F. Jadoon
C. Hodge
L. Roberts
- Chief Administrative Officer
- Director, City Development & CBO
- Director, Community Services
- Director, Engineering Services
- Director, Finance & Treasurer
- Fire Chief
- Chief Planner
- City Clerk
- Manager, Business Development & Public Affairs
- Manager, Economic Development & Strategic Projects
- Senior Coordinator, Business Development & Marketing
- Committee Coordinator
(1) Disclosure of Interest
No disclosures of interest were noted.
(11) Matters for Consideration
1. Director, Community Services, Report CS 02-18
Lease Agreements
-Sport Associations
Recommendation
Moved by Councillor McLean
Seconded by Councillor Cumming
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
1 That the Mayor and City Clerk be authorized to execute the Lease Agreement
with Pickering Hockey Association 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 the Mayor and City Clerk be authorized to execute the Lease Agreement
with Durham West Girls' Hockey Association set out in Attachment 2 to this
report, subject to minor revisions as may be required by the Director, Community
Services and the Director, Corporate Services & City Solicitor;
3. That the Mayor and City Clerk be authorized to execute the Lease Agreement
with Pickering Ringette Association set out in Attachment 3 to this report, subject
to minor revisions as may be required by the Director, Community Services and
the Director, Corporate Services & City Solicitor;
4. That the Mayor and City Clerk be authorized to execute the Lease Agreement
with Skate Canada Pickering Skating Club set out in Attachment 4 to this report,
subject to minor revisions as may be required by the Director, Community
Services and the Director, Corporate Services & City Solicitor;
5. That the Mayor and City Clerk be authorized to execute the Lease Agreement
with Pickering Swim Club set out in Attachment 5 to this report, subject to minor
revisions as may be required by the Director, Community Services and the
Director, Corporate Services & City Solicitor;
6. That the appropriate City officials be authorized to take the necessary actions as
indicated in this report.
2. Director, Community Services, Report CS 14-18
Quotation No. Q-31-2018
-Quotation for Supply and Delivery of One New Four Wheel
Pure Vacuum Street Sweeper
Recommendation
Moved by Councillor Pickles
Seconded by Councillor Cumming
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Carried
DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
1 That Quotation No. 0-31-2018 submitted by Joe Johnson Equipment in the
amount of $320,258.95 (HST included) be accepted;
2. That the total gross quotation cost of $321,954.00 (HST included) and the total
net project cost of $289,930.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net
project cost of $289,930.00 by a transfer from the Development Charges — Other
Services Related to Highway Reserve Fund;
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this memo.
Carried
3. Director, Community Services, Report CS 17-18
Quotation No. 0-42-2018
-Quotation for Supply and Delivery of Various Trucks
Recommendation
Moved by Councillor Pickles
Seconded by Councillor Cumming
1. That Quotation No. 0-42-2018, submitted by Donway Ford Sales Limited, in the
amount of $367,074.85 (HST included) be accepted;
2. That the total gross project cost of $369,787.00 (HST included) and the total net
project cost of $333,005.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net
project cost of $333,005.00 from the Vehicle Replacement Reserve;
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this memo.
Carried
4. Director, Engineering Services, Report ENG 06-18
Declaration of Lands as Surplus, and Approval to Transfer Lands to the
Regional Municipality of Durham at Valley Farm Road and Finch Avenue
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
A brief discussion period ensued with staff responding to clarification being requested
regarding the long term objective for Finch Avenue, expressing concerns over the costs
of urbanization at this time, and whether the City was satisfied with the transfer of
responsibility.
Recommendation
Moved by Councillor Pickles
Seconded by Councillor Butt
1. That Council declare part of Lots 20 and 21 Concession 2, and part of the Road
Allowance between Lots 20 and 21, Concession 2, being Parts 2, 3 and 4, Plan
40R-29446 surplus to the needs of the City for the purpose of transfer to the
Regional Municipality of Durham for nominal consideration;
2. That Council authorize the acquisition of Part 6, Plan 40R-29446 from the Regional
Municipality of Durham for road allowance purposes for nominal consideration;
3. That the Mayor, City Clerk and Director, Corporate Services & City Solicitor be
authorized to execute all relevant documentation necessary to effect the above;
and
4. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in the report.
Carried
5. Director, Engineering Services, Report ENG 07-18
Traffic Impact Assessment Guidelines
Recommendation
Moved by Councillor Butt
Seconded by Mayor Ryan
1. That Council endorse the Traffic Impact Assessment Guidelines dated March
2018;
2. That staff be authorized to release an electronic version of the guidelines to the
public upon request; and
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
3. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Carried
6. Director, Engineering Services, Report ENG 08-18
Declaration of Lands as Surplus and Approval to Transfer Lands to the Regional
Municipality of Durham and the Regional Municipality of York at Liverpool Road and
Finch Avenue
Discussion ensued with Members noting some concerns with respect to the home
located to the north currently owned by York Region. They noted that York Region had
taken the garage down in order to do work in the area and stated that it had to be
replaced in order to maintain the character of the neighbourhood. They noted that they
wanted the garage replaced prior to the sale of the property by York Region.
Recommendation
Moved by Councillor Pickles
Seconded by Councillor McLean
1. That Council enact a by-law to stop -up and close Block 73, Plan M-1215 (now
Parts 5, 6 and 7, Plan 40R-29193) as public highway;
2. That Council declare those parts of Block 73, Plan M-1215, being Parts 5 and 7,
Plan 40R-29193 surplus to the needs of the City for the purpose of transfer to the
Regional Municipality of York and the Regional Municipality of Durham
respectively for nominal consideration;
3. That Council authorize the acquisition of that part of Block 43, Plan M-1194,
being Part 3, Plan 40R-29193 from the Regional Municipality of Durham and the
Regional Municipality of York for walkway purposes for nominal consideration;
4. That Council authorize the acquisition of those parts of Lot 25, Plan M-1215,
being Parts 11 and 13, Plan 40R-29193 from the Regional Municipality of York
for walkway and open space purposes for nominal consideration subject to
easements in favour of the Regional Municipality of York for sanitary sewer
purposes;
5. That the Mayor, City Clerk and Director, Corporate Services & City Solicitor be
authorized to execute all relevant documentation necessary to effect the above;
and
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
6. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
Carried
7. Director, Engineering Services, Report ENG 10-18
Request for Additional Funding
- Contract Administration and Field Inspection
- Palmer Bridge Rehabilitation
A brief discussion period ensued with staff responding to questions raised regarding
additional impacts on area residents, as well as the length of time for completion of the
project. Members questioned whether the City had explored any means to expedite
completion of this project. Concerns were also noted over the high percentage of
additional fees being requested.
Recommendation
Moved by Councillor Butt
Seconded by Councillor McLean
1. That the fee proposal as submitted by AECOM Canada Ltd. in the amount of
$200,633.76 (HST included) to cover additional contract administration and field
inspection to complete the Palmer Bridge Rehabilitation project be accepted;
2. That the total revised gross project cost of $601,899.00 (HST included ) and the
total revised net project cost of $542,029.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total revised
net project cost in the amount of $542,029.00 from the York Region Southeast
Collector Funding Agreement; and
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
8. Director, Finance & Treasurer, Report FIN 06-18
Commodity Price Hedging Agreements Report
Recommendation
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Carried
DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
Moved by Councillor Pickles
Seconded by Councillor Butt
It is recommended that Report FIN 06-18 from the Director, Finance & Treasurer
regarding commodity price hedging agreements be received for information.
Carried
9. Director, Finance & Treasurer, Report FIN 07-18
2018 Tax Rates and Final Tax Due Dates for all Realty Tax Classes,
Except for Commercial, Industrial and Multi -Residential Realty Classes
Discussion ensued with Members questioning how the City tracks properties when the
classification changes from residential to commercial.
Recommendation
Moved by Councillor Pickles
Seconded by Councillor McLean
1. That Report FIN 07-18 of the Director, Finance & Treasurer regarding the 2018
tax rates be received;
2. That the 2018 tax rates for the City of Pickering be approved as contained in
Schedule A of the By-law attached hereto;
3. That the tax levy due dates for the Final Billing be June 27, 2018 and September
27, 2018 excluding the industrial, multi -residential and commercial realty tax
classes;
4. That for the year 2018, the City shall levy upon designated Universities and
Colleges an annual tax at the prescribed amount for each full-time student
enrolled in the University or College, as determined by the Minister of Training,
Colleges and Universities, payable on or after July 1St ;
5. That the attached By-law be approved;
6. That the Director, Finance & Treasurer be authorized to make any changes or
undertake any actions necessary to comply with Provincial regulations including
altering due dates or final tax rates to ensure that the property tax billing process
is completed;
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
7. That Council approve the filing of the following assessment appeals:
1801 010 038 19800;
1801 020 017 17300;
1801 020 017 27300;
1801 020 022 06700;
1801 020 022 06906;
1801 020 025 00100;
1801 020 025 04500;
1801 020 025 25610; and,
8. That the appropriate City of Pickering officials be authorized to take the
necessary actions to give effect thereto.
Carried
10. Director, Finance & Treasurer, Report FIN 08-18
Section 357/358 of the Municipal Act — Adjustment to Taxes
Recommendation
Moved by Councillor McLean
Seconded by Councillor Pickles
1. That the write-off of taxes as provided for in Attachment 1, in accordance with
sections 357 and 358 of the Municipal Act, 2001 be approved; and
2. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Carried
11. Director, Finance & Treasurer, Report FIN 09-18
2017 Building Permit Stabilization Reserve Fund
Recommendation
Moved by Councillor Pickles
Seconded by Councillor Butt
1. That Report FIN 09-18 of the Director, Finance & Treasurer be approved;
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
2. That Council authorize a transfer of $83,440 to the Building Permit Stabilization
Reserve Fund (Account #7506);
3. That Council authorize a transfer of $83,440 from the Building Permit
Stabilization Reserve Fund to the Rate Stabilization Reserve (Account #7021);
and
4. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
Carried
12. Director, Finance & Treasurer, Report FIN 10-18
2018 Refinancing Debentures
Recommendation
Moved by Mayor Ryan
Seconded by Councillor Cumming
1. That Report FIN 10-18 of the Director, Finance & Treasurer regarding the 2018
refinancing debentures be approved;
2. That the Director, Finance & Treasurer be authorized to transfer $582,000 from
the Rate Stabilization Reserve to fund the outstanding principal for the debt
issued for the Fire Services Division Headquarters project;
3. That the draft by-laws attached to this report be enacted;
4. That the Director, Finance & Treasurer be authorized to make any changes,
adjustments, and revisions to amounts, terms, conditions, and take any actions
necessary in order to effect the foregoing; and
5. That the appropriate City of Pickering ("City") officials be authorized to take the
necessary actions as indicated in this report.
Carried
13. Fire Chief, Report FIR 01-18
Revisions to the Community Emergency Response Plan
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
A brief discussion ensued with Members seeking clarification that any changes to the
Community Emergency Response Plan, such as nuclear preparedness, would come
before Council as well.
Recommendation
Moved by Councillor Pickles
Seconded by Councillor Cumming
1. That Report FIR 01-18 of the Fire Chief be received;
2. That the Mayor and Council hereby appoint Fire Chief John Hagg, Community
Emergency Management Coordinator (CEMC) as Chair of the Community
Emergency Management Program Committee;
3. That the Mayor and Council hereby appoint the municipal positions of Chief
Administrative Officer, Director, City Development & Chief Building Official,
Director, Community Services, Director, Corporate Services & City Solicitor,
Director, Engineering Services, Director, Finance & Treasurer, Fire Chief/CEMC,
City Clerk and any alternate CEMC(s) to the Community Emergency
Management Program Committee;
4. That Council approve the attached draft Community Emergency Management
Plan that includes the changes above and other minor housekeeping
amendments;
5. That By-law 7440/15 be repealed in its entirety and that the attached draft By-law
be enacted.
Carried
14. Director, City Development & CBO, Report PLN 10-18
Assignment, Assumption and Amending Agreement
TM Mobile Inc. Lease of City Lands Located on Unopened Road Allowance -
(Sideline 16), Municipally Described as 3010 William Jackson Drive
City of Pickering
Telecommunication Installation #14
A brief discussion ensued with Members questioning whether there would be a future
lease extension.
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
Recommendation
Moved by Mayor Ryan
Seconded by Councillor Butt
1. That the Mayor and the Clerk be authorized to execute an assignment,
assumption and amending agreement with TM Mobile Inc. and Bell Mobility Inc.
substantially on the terms set out in this Report, and to the satisfaction of the
Director, Corporate Services & City Solicitor; and
2. That the appropriate officials of the City be authorized to give effect thereto.
Carried
15. Director, City Development & CBO, Report PLN 12-18
Infrastructure Ontario Public Works Class Environmental Assessment
Seaton Community — Primary Neighbourhood Connecting Trails
City of Pickering
A brief discussion ensued with Members questioning who would be paying for the
extension and maintenance of trails.
Recommendation
Moved by Councillor Ashe
Seconded by Councillor Pickles
1. That Council approve the hiring of Candevcon Limited for undertaking an
Infrastructure Ontario Public Works Class Environmental Assessment for the
Primary Neighbourhood Connecting Trails in the Seaton Community in
accordance with Purchasing Policy 10.03 (c), as the assignment is above
$50,000.00;
2. That the Letter Proposal submitted by Candevcon Limited for Professional
Consulting Services for undertaking an Infrastructure Ontario Public Works Class
Environmental Assessment for the Primary Neighbourhood Connecting Trails in
the amount of $90,000.00 (HST excluded), provided as Appendix I to Report
PLN 12-18, be accepted;
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
3. That the total gross project cost of $110,740.00 (HST included) including the
proposal amount plus contingency costs for other expenses such as permits,
licensing or review fees, and the total net project cost of $99,725.00 (inclusive of
the HST rebate) be approved;
4. That Council authorize the Director, Finance & Treasurer to finance the total net
project cost from the Seaton Development, Implementation & Legal Assistance
2018 Council Approved Current Budget Account 2611.2392.0002;
5. That City staff be authorized to sign any agreements between the City and
Candevcon Limited in a form satisfactory to the Director, City Development; and
6. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Carried Later in the Meeting
[Refer to Following Motion]
Moved by Councillor Ashe
Seconded by Mayor Ryan
That the following be added as Recommendation No. 6 and the balance be renumbered
accordingly:
That staff continue to work with TRCA to advance connecting links for trails,
restoration plantings and other stewardship opportunities in Seaton and Duffin
Heights and report back with recommendations as part of the 2019 budget
process.
Carried
The Main motion was then Carried as amended.
16. Chief Administrative Officer, Report CAO 03-18
Proposal — Community Engagement on Economic Impact & Employment
407 Corridor
Discussion period ensued with staff responding to questions raised with respect to the
process for posting reports and whether any members of the public contacted the City
on this item prior to the meeting. Members also questioned the timelines as well as the
type of polling to be conducted, and requested that a more detailed circulation plan be
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DICKERING
Executive Committee
Meeting Minutes
Monday, May 7, 2018
2:00 pm Council Chambers
Chair: Councillor Brenner
made available. They also noted that we ensure ample opportunities are made
available for advising the residents.
Recommendation
Moved by Councillor Ashe
Seconded by Mayor Ryan
1. That Proof Inc. be retained as a consultant in the amount of $150,000 as per the
Purchasing Policy, Section 10.03 (c), to undertake the Community Engagement
on Economic Impact & Employment — 407 Corridor;
2. That the total gross project cost of $150,000.00 (HST included) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net
project cost of $150,000 as follows:
a) The sum of $58,704 to be funded by a transfer from the Development
Charges — Administration Studies Reserve Fund;
b) The sum of $91,296 to be funded by a transfer from the Seaton
Application Fee Reserve;
4. That a copy of this report be forwarded to the Region of Durham and Transport
Canada; and
5. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
(IV) Adjournment
The meeting adjourned at 3:00 pm.
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Carried