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HomeMy WebLinkAboutMarch 25, 2019C!, ef DICKERING Council Agenda Monday, March 25, 2019 Council Chambers 7:00 pm 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. For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928. Iroberts@pickering.ca C44 DICKERING Council Meeting Agenda Monday March 25, 2019 Council Chambers 7:00 pm 5:30 pm In Camera Council I) Invocation Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation. II) Disclosure of Interest III) Adoption of Minutes Page Council Minutes, February 25, 2019 1-22 Executive Committee Minutes, March 4, 2019 23-28 Planning & Development Committee Minutes, March 4, 2019 29-34 IV) Presentations V) Delegations VI) Correspondence Corr. 03-19 Corr. 04-19 35 36-47 VII) Committee Reports 48-52 Report EC 2019-03 of the Executive Committee Report PD 2019-02 of the Planning & Development Committee VIII) Reports — New and Unfinished Business 53-113 Report CS 19-19 Report CS 23-19 Report CS 25-19 Report CS 26-19 Report ENG 04-19 Report LEG 04-19 IX) Motions and Notice of Motions For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Iroberts@pickering.ca Cla �f DICKERING Council Meeting Agenda Monday March 25, 2019 Council Chambers 7:00 pm X) By-laws XI) Confidential Council — Public Report XII) Other Business XIII) Confirmation By-law XIV) Adjournment 114-120 For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Iroberts@pickering.ca ate o� DICKERING Council Meeting Minutes Feburary 25, 2019. 7:00 pm - Council Chambers Present: Mayor Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: T. Prevedel K. Bentley P. Bigioni M. Carpino J. Hagg R. Holborn S. Karwowski S. Cassel J. Halsall L. Roberts - Chief Administrative Officer - Director, City Development & CBO - Director, Corporate Services & City Solicitor - Director, Community Services - Fire Chief - Director, Engineering Services - Director, Finance & Treasurer - City Clerk - Manager, Budgets & Internal Audit - Committee Coordinator (I) Invocation (II) Mayor Ryancalled the meeting to order and led Council in the saying of the Invocation. Disclosure of Interest 1. Councillor Brenner declared a conflict of interest with respect to Community Services and Animal Services 2019 .current budgets as he has family members employed in these areas. Councillor Brenner did not take part in the discussion or vote on these matters. 1 1 G4 „h DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers (III) Adoption of Minutes Resolution #41/19 Moved by Councillor Cumming Seconded by Councillor Pickles In Camera Council Meeting Minutes, January 28, 2019 Council Meeting Minutes, January 28, 2019 Executive Committee Minutes, February 4, 2019 Planning & Development Committee Minutes, February 4, 2019 Executive (Budget) Committee Minutes, February 14, 2019 Carried (IV) Presentations There were no presentations. (V) Delegations 1. Durham Region Police Service Brad Carter, DRPS Acting Manager of Strategic Planning 2020-2022 Strategic Business Plan Councillor Ashe, Chair, Durham Regional Police Services Board, joined Brad Carter, Acting Manager of Strategic Planning, DRPS and appeared before Council to provide an overview of the DRPS 2020-2022 Strategic Plan. Through the aid of a PowerPoint presentation, Mr. Carter outlined the established objectives and priorities of the Plan and noted the public consultations which had been conducted as part of the Plan's development. Mr. Carter advised Members of Council that DRPS was in attendance to seek Members' input and feedback on the Plan. A question and answer period ensued between Members of Council and Mr. Carter regarding speeding, the opioid crisis, road and community watch programs and the legislative amendments to the Police Services Act, 1990 requiring each municipality to prepare and adopt a community safety and well- being plan. Further questions were raised as to whether there were opportunities to implement technologies to assist with speeding and whether the DRPS was supportive of these types of technologies. DICKERING ool Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers 2. Christine Ashton Ajax -Pickering Board of Trade 2018 Update & 2019 Goals Christine Ashton, President, Ajax -Pickering Board of Trade (APBOT), appeared before Council and through the aid of a PowerPoint presentation, provided an overview of their 2018.highlights. She noted they had over 600 members who represent many diverse businesses, small and large, from various industries and that the Board of Trade provided education, connection and advocacy to these businesses. She recognized the importance of their many volunteers, community support and partnerships, stating they held 45 events in 2018 with an increase in attendance over prior years. Ms. Ashton outlined the 2019 plans and priorities for APBOT as they continue to support local businesses and help them connect and thrive. In closing, she introduced Nicole Gibson who was recently appointed Executive Director and noted they look forward to continuing their partnership with the City of Pickering. A brief discussion ensued with Members enquiring about APBOT's position on a Pickering Airport. 3. Teresa Shaver Business Advisory Centre Durham Inc. Business Support for Entrepreneurs and Businesses Teresa Shaver, Business Advisory Centre Durham Inc., appeared before Council and through the aid of a PowerPoint presentation, provided an overview of the Advisory Centre and their core fundamental services to provide start up and existing businesses with guidance, training, entrepreneurial funding and networking opportunities. She noted their business model is comprised of Regional and Provincial funding as well as fundraising initiatives. In closing, she noted the need to promote the Business Advisory Centre as well as looking into alternative funding measures. A brief question and answer period ensued with Members enquiring about the Centre's outreach and whether workshops were being conducted in all area municipalities. Further questions were raised as to whether the Centre would be looking into offering workshops at the Pickering Public Library. Resolution #42/19 Moved by Councillor Pickles Seconded by Councillor McLean 3 cry �6 DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council. Chambers That the rules of procedure be suspended in order to change the order of the agenda to bring forward the Notice of Motion as the next item of business. Carried (VI) Notice of Motions a) Safe/Strong Community Neighbourhood Safety Strategy Resolution #43/19 Moved by Councillor Brenner Seconded by Councillor Cumming Whereas the City of Pickering is committed to safe/strong communities; Whereas recent reports by DRPS noted that over 50% of all gun -related crimes across Durham Region have taken place in Pickering and Ajax; Whereas reducing crime is the collective responsibility of Durham Regional Police Services, the community and municipal government; Whereas Durham Regional Police is committed to working with both the City of Pickering and the Town of Ajax, in an effort to address this growing trend; Whereas the Town of Ajax has developed an engagement model for launching a strong neighbourhood strategy; Now Therefore be it resolved that the CAO for the City of Pickering assign a staff team to reach out to the Town of Ajax and Durham Regional Police Pickering Division to discuss the creation of a steeringcommittee with staff from both Ajax and Pickering, Council representation, community representation and representation from DRPS, with a mandate to develop a model and implement a plan with measurable criteria for a Safe/Strong Community Neighbourhood Strategy, and report back to Council no later than the end of September, 2019. (VII) Correspondence Carried There were no items of correspondence. 4 Gtr: DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers (VIII) Committee Reports a) Report EC 2019-02 of the Executive Committee 1. Director, Community Services, Report CS 02-19 Repeal of Pickering Museum Village's By-laws -Pickering Museum Village Advisory Committee -Pickering Museum Village Reserve Fund -Pickering Museum Management Board Report CS 02-19 was referred back to staff at the February 4, 2019 Executive Committee Meeting. 2. Director, Community Services, Report CS 03-19 Community Festivals and Events -Approval of 2019 Events in Esplanade Park Council Decision 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Ajax -Pickering Rotary Clubs from May 31 to June 2, 2019 (inclusive) for Ribfest, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on June 21, 2019 for Aboriginal Celebration Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; That Council authorize staff to issue a park permit for the use of Canadian Food Truck Festivals from August 9 to August 11, 2019 (inclusive) for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by Frederica Black Events on September 21, 2019 for a Brew & BBQ Fest on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 5. That. the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 5 5 cty DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers Director, Community Services, Report CS 05-19 Municipal Highway Winter Maintenance Agreement -Mowbray Street (formerly Brock Road) in the City of Pickering Council Decision 1. That Council authorize the Mayor and City Clerk to execute a Municipal Highway Winter Maintenance Agreement with the Regional Municipality of Durham 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; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. 4. Director, City Development & CBO, Report PLN 02-19 City of Pickering Community Energy Plan Council Decision 1. That Council endorse the Low Carbon Pathway scenario in the draft Community Energy Plan (Energy Plan) in principle; 2. That Council endorse the Energy Plan's recommendations that support a low carbon future save and except Recommendation #2 and Recommendation #3 as outlined in Attachment #1 to Report PLN 02-19; 3. That Council advise the Region of Durham that Pickering has serious concerns with Recommendation #2 regarding the creation of a new central entity to coordinate the implementation of the Energy Plan and instead recommends that Veridian Connections and Enbridge be jointly tasked to lead and coordinate the Energy Plan's implementation, and requests the Region of Durham initiate discussions with Veridian Connections and Enbridge Inc. in this regard; 4. That Council request the Region of Durham to defer the Durham Green Standard Implementation Program in Recommendation #3 until such time as the building community in Durham Region has had an opportunity to assess the risks, barriers, and costs associated with implementing the Green Standard; 6 6'4 DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers 5. That Council authorize staff to participate in developing a five-year implementation plan for the six program areas and report back on the legal, financial and staffing implications of each program; and 6. That the City Clerk forward a copy of Report PLN 02-19 to the Region of Durham, local municipalities in Durham, Veridian Connections, Oshawa Power and Utilities Corporation, Whitby Hydro, Hydro One, Enbridge Inc., Building Industry and Land Development Association and the Durham Region Home Builders' Association. 5. Director, Corporate Services & City Solicitor, Report CLK 01-19 Update to Procedure By-law — Inclusion of Provisions regarding Pregnancy and Parental Leave for Members of Council Council Decision 1. That Report CLK 01-19 respecting an update to the Procedure By-law pertaining to provisions regarding pregnancy and parental leave for Members of Council be received; 2. That the draft By-law included as Attachment #1 to CLK 01-19 be enacted; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Chief Administrative Report CAO 04-19 Naming Rights Agreements Council Decision 1.. That Council approve, in principal, the acceptance of $1.125 million from Chestnut Hill Developments in exchange for the naming rights of the Pickering Recreation Complex, in accordance with the sponsorship agreement (see Attachment No. 1). 2: That Council approve, in principal, the acceptance of $5 million from Lebovic Enterprises in exchange for the naming rights of the future Seaton Recreation Complex, in accordance with the form of sponsorship agreement (see Attachment No. 2). 7 6'4 og DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers 3. That Council approve, in principal, the acceptance of $10 million from Triple Properties in exchange for the naming rights of the future Central Library, in accordance with the form of sponsorship agreement (see Attachment No. 2). 4. That the said sponsorship agreements (Attachment No. 1 and 2) are approved subject to minor revisions acceptable to the Chief Administrative Officer, and the Director, Corporate Services & City Solicitor. 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Resolution #44/19 Moved by Councillor Pickles Seconded by Councillor Butt That Items 2 through 6 of Report EC 2019-02 of the Executive Committee meeting held on February 4, 2019 be adopted. Carried (IX) Reports - New and Unfinished Business 1. Director, Community Services, Report CS O4-19 Tender for Brock Ridge Community Parks and S.M. Woodsmere Park -Baseball Diamond Improvements Project -Tender No. -T-9-2019 Resolution #45/19 Moved by Councillor Pickles Seconded by Councillor Cumming 1. That the Brock Ridge Community Park - Baseball Diamond Improvements and S.M. Woodsmere Park - Baseball Diamond Improvements projects be combined as the "Brock Ridge Community Park and S.M. Woodsmere Park - Baseball Diamond Improvements" project for debenture financing for an estimated total net project cost of $1,005,418.00; 2. That Tender No. T-9-2019 submitted by Anthony Furlano Construction Inc. in the amount of $969,571.07 (HST included) be accepted; 8 8 PICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers 3. That the total gross project cost of $1,116,472.00 (HST included), including the amount of tender, contingency and other associated costs, and the total net project cost of $1,005,418.00 (net of HST rebate) be approved; 4. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $1,005,418.00 as follows: a) the sum of $815,000.00 as provided for in the 2019 Parks Capital Budget be increased to $919,000.00 to be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) the sum of $85,000.00 to be funded by a transfer from the Self - Insurance Reserve; c) the sum of $1,418.00 to be funded from property taxes; d) the annual repayment charges in the approximate amount -of $110,500.00 be included in the Current Budget for the City of Pickering commencing in 2019, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of Current Budget; e) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 5. That the draft By-law attached to this report be enacted; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 2. Director, Corporate Services & City Solicitor, Report LEG 02-19 Request to the Regional Municipality of Durham to Share Unused Conduit -Broadband Service in Pickering A brief discussion ensued with Members questioning responses received to date from the Region, whether the communinities of Whitevale and Claremont would benefit, and the cost factors involved should the Region not fulfill the request. Further questions were raised as to whether the City would need to collaborate with other service providers. 9 C4 f, DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers Resolution #46/19 Moved by Councillor Brenner Seconded by Councillor McLean 1. That Report LEG 02-19 be received for information, and that Council recognize the importance of widespread, fast and affordable Internet access for all residents and businesses, for the purposes of enhancing social and political participation, digital equality and enabling economic development; 2. That the Region of Durham is hereby requested to provide the City with access to unused and/or underutilized conduit within Regional roads for the purpose of a City -sponsored fiber optic broadband network; 3. That a copy of these Recommendations be sent to the Chair, Region of Durham, the Chief Administrative Officer, Region of Durham, the Commissioner of Works, Region of Durham, the Commissioner of Planning and Economic Development, Region of Durham and to all Durham area municipalities; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this Report. Carried 3. Director, Finance & Treasurer, Report FIN 01-19 2019 Current Budget and Financial Statements Excluded Expenses Reporting as Required by Ontario Regulation 284/09 Resolution #47/19 Moved by Councillor Pickles Seconded by Councillor Butt It is recommended that Report FIN 01-19 of the Director, Finance & Treasurer regarding the exclusion of certain expenses from the 2019 Budget be adopted in accordance with the provisions of Ontario Regulation 284/09 of the Municipal Act, 2001. 10 10 Carried 6-4 DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers 4. Director, Finance & Treasurer, Report FIN 02-19 2019 Current & Capital Budget Resolution #48/19 Moved by Councillor Cumming Seconded by Councillor Butt 1. That Report FIN 02-19 of the Director, Finance & Treasurer be approved; 2. That Council direct staff to include in casino revenue negotiations with Durham Region the principle that Durham Region shall develop and implement a Property. Tax Relief program for low income Seniors & Persons with Disabilities for the Regional share of property taxes ,and the property tax relief shall be in the same percentage as the City of Pickering's program for Pickering; 3. That the following reserves be established as a result of the City selling naming rights for various facilities: a) That a Library Building Reserve be established and this reserve be used for: construction of new library facilities, signage and other marketing costs associated with naming rights and or major renovations and these funds be applied towards the City Share of the project's cost; b) That a Recreation Complex Reserve be established and funds in this reserve be applied to cover signage and other marketing costs associated with naming rights and any debt costs associated with major renovations to the building; and That a Seaton Complex Reserve be established and these funds be used for: signage and other marketing costs associated with naming rights and the construction of a new recreational facility in Seaton and that these funds be applied towards the City Share of the building's cost. 4. That the following budget recommendations be approved; a) That the 2019 Current Budget expenditure for personnel costs, consisting of salaries and wages (Account 1100), overtime (Account 1200) and employer contributions (Account 1400), in the total amount of $57,514,793 be approved; 11 G4 DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers. b) That the 2019 Gross Current Budget expenditures for City purposes in the amount of $49,347,792 (excluding personnel expenditures) Tess estimated current revenues of $42,044;874 (City Revenues of. $39,897,874 plus $1,847,000 for assessment growth plus supplementary taxes of $300,000) and net transfer from the Rate Stabilization Reserve of $1,500,000 for City operations be approved; That the Capital from Current expenditure in the amount of $1,293,420 funded from property taxes be approved; and That the total final .City levy under paragraphs a), b) and c) above, plus an additional $180,000 for two additional Fire Fighters, for a total final levy of $64,791,131 being an increase of approximately 2.47% over the 2019 budget, be approved; 5. That the 2019 Capital Budget for the City of Pickering with.a Gross Expenditure of $76,995,776 be adopted as presented: a) That the following capital financing sources be approved as presented in the 2019 Capital Budget: Transfer from Current Fund to Capital Fund . $1,293,420 Transfers from Reserves: - City Share Dev. Charges Projects (7022) 5,481,405 - Rate Stabilization Reserve (7021) 2,749,000 = Vehicle Replacement Reserve (7040) 1,209,000 - Capital Replacement Reserve (7001) 416,000 - Self -Insurance (7020) 235,000 - Fence (7057) 180,000 - Rec. Complex Core Surcharge (7034) 45,000 - Dunbarton Pool Surcharge (7032) 20,000 - Don Beer Arena Surcharge (7033) 20,000 - Rec. Complex Arena (7036) 20,000 - Rec. Complex Pool Surcharge (7035) 18,000 Transfers from Reserve Funds: - Development Charges (7601 — 7630) 12,267,155 - Third Party Contribution (7501) 10,891,000 - Federal Gas Tax Funds (7505) 3,180,000 - Parkland (7502) 126,195 - Building. Permit (7506) 52,000 - Seaton Land Group FIA (7713) 37,772 12 12 oto �d DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm.- Council Chambers Debt - 5 yr 480,000 Debt - 10 yr 3,620,000 Debt - 20 yr 7,091,765 Internal Loan - 5 yr 782,000 Internal Loan 10 yr 695,000 Internal Loan — 15 yr 565,000 Sale of Land 12,000,000 Donations 228,500 Federal Grant — TBD 13,085,984 Federal Grant — Canadian Heritage Legacy 105,000 Fund Provincial Grant — TBD 93,000 Provincial Grant — Invest in Ontario 8,580 Total $76,995,776 b) .That total external debt financed by property taxes of $11;191,765 for the projects identified in the 2019 Capital Budget, and as indicated in this report; in the amount of $480,000 for a period not to exceed 5 years, $3,620,000 for a period not to exceed 10 years and $7,091,765 for a period not to exceed 20 years be approved; c) That the internal loans in the amount of $2,042,000 be undertaken at the discretion of the Director, Finance & Treasurer; d) That projects identified in the 2019 Capital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financing by Council; e) That any debt repayment, interest or financing provisions contained in the annual Current Operating Budget not used in the current year's payments requirements may, at the discretion of the Director, Finance & Treasurer, be used to apply towards additional principal repayment, outstanding loan or debt charges or to reduce debt, internal loans or any other amounts to be financed; That all Capital expenditures or portions thereof approved in the 2019 Capital Budget to be financed through the issuance of debt may, at the discretion of the Director, Finance & Treasurer, be financed through internal loans, current or capital funds or a combination thereof; 13 13 c4„/ DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers g) That the Director, Finance & Treasurer, be authorized to make draws from Reserve and Reserve Funds for projects included in the approved capital budget up to the amount approved; h) That the Village Green Seaton P-110 (5780.1905) and Village Green Seaton P-111 (5780.1906) projects be deferred to 2020 and replaced with the Jackson Green Playground Equipment (5780.2004) project, which was in the 2020 forecast, and that this project be financed from the Parkland Reserve Fund; j) That financing for the design and construction of the Centennial Park Picnic Shelter and Amenities (5780.1902) be changed from 15 year internal loan to 15 year external debt and that financing for the backhoe replacement (5319.1904) be changed from 5 year external debt to 5 year internal loan; That the Director, Finance & Treasurer be authorized at his discretion to apply any Casino revenues attributed to 2019 towards the payment of internal loans; That the Director, Finance & Treasurer be authorized at his discretion to apply any excess, funds obtained through the issuance of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; 1) That the funding for the Conservation Barn Reconstruction (5744.1808.6500) be increased by $10,000 to fund additional construction costs and this cost be funded from a transfer from the Facilities Reserve (7055); 6. That the Director, Finance & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 be allocated in the following manner: the first $70,000 be allocated for the establishment of an elected officials life insurance reserve and this reserve be funded to a limit of $200,000 and that $100,000 be paid to the designated beneficiary and to amend section 07.02 of Council Compensation Policy ADM 190 accordingly;, the remaining surplus be allocated in the following ratio: 25% to the Rate Stabilization Reserve (7021); 10% to the Facilities Reserve (7001) 15% to the Tennis Court Reserve (7049); and 50% to the City Share DC Projects Reserve (7022); Any surplus funds from the Emergency Operational Capital Needs Account (2901.0000.0000) to the Facilities Reserve; and 14 14 cd, PICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers c) The revenue from the sale of used vehicles recorded in account (1593.0001.0000) to the Vehicle Replacement Reserve (7040); 7 That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, including amendments to sections 06 and 07 of Policy ADM 190, to ensure that the budget plan accommodates any reallocation of 2019 current operating expenditures and revenues resulting from any reorganization, including: an adjustment be made for the Toss of the one-third nontaxable allowance by the federal government with an effective date of December 31, 2018 by adjusting elected officials salaries by thirty percent with corresponding adjustment to the benefit account with an effective date of January 1, 2019; the addition and establishment of a health care spending account for $5,000 per year with no carry over provision or unused amount paid out; and to accommodate any labour relations settlements including adjusting the Personnel related accounts and that any revenue shortfall as a result of a Provincial tax policy change be adjusted through the 2019 final tax rates; 8. That the Director, Finance & Treasurer be authorized at his discretion to fund Property Tax Write-offs account (2134.0000.000) that exceed the budget provision due to assessment appeals that translates into a deficit position for the corporation and this shortfall be funded from a transfer from the Assessment Appeal Reserve (7011) and if this reserve is depleted then the shortfall be funded from the Rate Stabilization Reserve (7021) and that any shortfall from Payment -in -Lieu Education Share revenue estimates be funded from a transfer from the Rate Stabilization Reserve (7021); 9. That the Director, Finance & Treasurer be authorized to use any under expenditures from projects funded from Reserves or Reserve Funds to fund over expenditures for approved projects funded from the same source(s); 10. That the Financial Control Policy be amended to establish a capital projects contingency guideline of twelve percent and that the contingency funding excludes material test, permits, inspections services and soil testing; 11. That the Director, Finance & Treasurer be authorized at his discretion to close any prior year's capital expenditure accounts and to first apply any excess funding from property taxes to any over expenditure in other accounts and to secondly transfer any remaining excess funding back to the original sources of funds; 12. That Council approve the cancellation of the following approved capital projects: 15 15 . C4 PICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers a) (4) Oil Grit Separators (5321.1107) - $300,000 b) Oil Grit Separators (5321.1408) - $321,000 c) B-32 Krosno Creek - Flow Diversion Design (5321.1502) - $250,000 d) B-15 Krosno Creek Erosion Control (5321.1604) - $958,100 e) B32 a, b, c Krosno Creek;Culvert Replacements Construction (5321.1605) - $1,750,000 f) Amberlea Park - Asphalt Pathways Reconstruction (5780.1617) - $35,000 g) Greenwood Baseball Fencing Replacement (5780.1616) - $130,000 h) Amberlea Park- Small Diamond Upgrades (5780.1715) - $100,000 i) Amberlea Park - Asphalt Pathways Reconstruction (Additional Funds Required) (5780.1722) - $10,000 j) Recreation Complex - Diesel Backup Generator Replacement (5731.1702) - $200,000 k) Grand Esplanade Phase 1a -Partnership Project Development (5701.1802) - $400,000 I) Grand Esplanade Phase lb -Design & Construction (5701.1803) - $26,500,000 m) Recreation Complex - Concourse Renovation Phase 1 Construction (5731.1805) - $960,000 n) FS# 5 Foundation Repairs & Underpinning (5340.1801) - $250,000 o) Back-up Power to Banquet Hall Air Conditioning (5731.1812) - $145, 000 p) Various Parks Lighting - LED Lighting Conversion (5780.809) - $250,000 q) City-wide Walkways - LED Lighting Conversion (5311.1805) - $110,000 16 16 Qly DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers 13. That the Director, Finance & Treasurer be authorized at his discretion to close any consulting account expenditure and corresponding revenue source that is over three years from the original purchase order date of issuance; 14. That the Director, Finance & Treasurer be authorized at his discretion to re- finance any capital expenditures that failed to meet the Federal Gas Tax reporting criteria from other sources including transfers of funds from reserves and reserve funds; 15. That the Director, Finance & Treasurer be authorized to: a) Undertake transactions in the spot or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; b) Sign leases or rental agreements on the City's behalf for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (e.g. inclement weather); c) Restate the 2019. Current Operating, User Fees and Capital Budgets to reflect: (i) any Council changes made at the February 25 Council meeting; (ii) any reorganization or personnel account changes (salary, benefits and overtime), (iii) reclassifications that result from salary increases or negotiated labour settlements; and d) To process budget transfers during the fiscal year which do not change the overall approved property tax levy; 16. That Council waive the Purchasing Policy where the estimated vehicle repair cost is below $30,000 (HST excluded) for all fleet vehicles and off road vehicle equipment in 2019; 17: That the Director, Finance & Treasurer be authorized to amend Policy ADM 190 with the following changes: subsection 07.01 b) ii) from 75 to 85; subsection 07.04 a) from more than four years to completion of a term; subsection 07.04 c) from 24 months to 36 months; an additional provision to subsection 09.05 to permit economy plus air travel for air travel over five. hours; subsection 09.07 be amendedto include a provision to exclude international air travel for economic development promotion; subsection 12.01 a) be revised from three years to 40 months and subsection 12.03 a) revised to indicate that land line telephone expense reimbursement will expire on November 14, 2022; 17 17 Cly �f DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers 18. That the Director, Finance & Treasurer be authorized at his discretion to draw from the Winter Control Reserve to fund any current budget deficit as a result of higherthan budget winter control costs; 19. That Council authorize the establishment of a Museum Collection Reserve and this reserve be used to fund collections development; artifact maintenance and conservation care of the museum's collection and that transfers from the following accounts be transferred to this reserve: unused funds from the Artefact Repairs & Maintenance Account (2744.2480.0000) and donations from account (2744.9977.0000); 20. That the following two new positions are on hold (Senior. Economic Development Officer and Manager Arts Centre) pending a report to Council; 21. That Council approve the continuing engagement of the firm of Watson & Associates Economists Ltd. to be used for Development Charge issues, financial studies related or in support of the DC Background Study and issues related to the City, Seaton and/or Duffin Heights; 22. That the Financial Control Policy be amended to require Council approval for out of country conferences funded by the City; 23. That Council approve the continuing engagement of the following firms: Nixon Fleet & Poole LLP, Municipal. Tax Advisor Group and Municipal Tax Equity Consultants to protect the property tax base by defending assessment appeals through proactive assessment base management; 24. That Council approve the single source of AECOM Canada Ltd in accordance with the City's Purchasing Policy Item 10:03 (c) to be the City's consultant for plans review assignments to ensure Building Code compliance for hi -rise residential and other complex building development projects for a one year period and that the expenditure for the services do not exceed $30,000 per project within the 2019 calendar year; 25. That Council accept and approve the proposal submitted by The Municipal Infrastructure Group Limited to undertake consulting and professional services for the Pickering City Centre Stormwater Management Strategy Update, in the amount of $133,240 (HST included) in accordance with Purchasing Policy 10:03 (c) and that; a) The total gross project cost of $276,677 (HST included), including the proposal amount, miscellaneous project allowances and contingency, and the total net project cost of $249,156 (net of HST rebate) be approved; and 18 18 QG, DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers b) Council authorize the Director, Finance & Treasurer to finance the total net project cost of $249,156 as follows: (i) The sum of $224,240 to be funded from a transfer from the Development Charges - Stormwater Management (SWM) Reserve Fund (7611); and (ii) The sum of $24,916 to be funded from the Development Charges - City's. Share Reserve (7022); 26. That the Director, Finance & Treasurer be authorized to initiate any additional assessment appeals necessary to protect the assessment base of the City; 27. That the Director, Finance & Treasurer be authorized at his discretion to transfer any green energy rebates and revenue associated with the Claremont solar roof rental project account (1530.2620.0000) and other incentives and rebates account (2620.9993.0000) to the Reserve for Sustainable Initiatives; 28. That Council approves the following financial goals for the current term of office: a) Reduce the use of five year internal debt over the term of Council to nil by 2022; and b) That the City's annual contributions to the "Major Equipment" Parks and "Vehicles" reserves equals the annual amortization amount by 2022. 29. That Council amend the Community Grant policy as follows: a) That the recommended grant to Canadian Food Truck Festival ($3,000) be issued after the event; ) That the grant application deadline date for the 2020 Community Grant Program. be October 25, 2019 to give community groups sufficient time to submit their applications; c) That an organization's or event's activities with high liability (e.g. fireworks, dunk tanks and pyrotechnics) be ineligible for community grant funding; d) That funding of insurance expenses be ineligible for the Community Grant Program; 19 19 cty DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers That the Chief Administrative Officer and Director, Finance & Treasurer be authorized to award up to $250 in minor community grants under the following rules: i) That the organization has to complete the City's application form and their application has to meet the City's criteria; ii) That these organizations be permitted to receive only one $250 grant per term of Council and the funding for these grants be limited to the grant contingency allocation as provided in the grants budget; and iii) That staff report on an annual basis to Council with the list of successful $250 grant applicants as part of the budget process; 30. That any unused funds in excess of $1,000 for accessibility capital projects (6183) be transferred to the Reserve for Accessibility Initiatives; 31. That Council approve the transfer of any Veridian funds exceeding the 2019 budget amount of $3,156,138 to the Roads and Bridges Reserve Fund; 32. That any unspent 2019 Local Planning Appeal Tribunal (LPAT) funds budgeted under General Government consulting account (2126.2392) be transferred to the Tennis Court Reserve; 33. That Council authorize the establishment of a Major Equipment Reserve and this reserve be used to fund the purchase of major equipment or major repairs; 34. That Council direct staff to report on Outstanding Capital projects as of July 31st and December 31st of each year; 35. That Council approve the 2019 Low Income Seniors & Persons with Disabilities grant amount be increased from $300 to $330 per household; 36. That Council pass the attached General Municipal Fees and Charges By- law and adopt the changed fees for By-law and Animal Services as revised below and incorporate the user fee schedule into the 2019 Current budget: a) That Council approve revising "Schedule B — Fees Payable for Building Permits" of the Building By-law with the Building Permit fees listed in the 2019 User Fee Schedule; and 20 20 Gty of DICKERING Council Meeting Minutes Feburary 25, 2019 7:00 pm - Council Chambers b) That the fee structure for Seniors Snow Removal be revised to reflect criteria as presented below: Single/Family Income Level Prior to April 1, 2019 April 2, 2019 Receipt of Guaranteed Annual Income Supplement (GAINS) $0.00 ' $0.00 Net Income < $75,910 $35.00 + HST $60.00 + HST Net Income > $75,911 and < $122,843 $35.00 + HST $90.00 + HST Net Income > $122,844 $35.00 + HST Not Eligible 37. That the appropriate City of Pickering officials be authorized take the necessary actions as indicated in this report. Carried Unanimously on a Recorded Vote (X) By-laws 7678/19 Being a by-law to amend By-law 7665/18, which governs the proceedings of Council, any of its committees, the conduct of its Members, and the calling of meetings. 7679/19 Being a by-law to amend By-law No. 6191/03 to confirm General Municipal Fees. 7680/19 Being a by-law to authorize the Brock Ridge Community. Park and S.M. Woodsmere Park — Baseball Diamond Improvements project in the City of Pickering and the issuance of debentures in the amount of $919,000.00. Resolution #49/19 Moved by Councillor McLean Seconded by Councillor Pickles That By-law Nos. 7678/19 through 7680/19 be approved. Carried 21 21 c4,/ DICKERING Council Meeting Minutes Feburary 25, 2019 _ 7:00 pm - Council Chambers (XI) Confidential Council — Public Report There was no confidential council public report. (XII) Other Business There were no items of other business. (XIII) Confirmation By-law By-law Number#7681/19 Councillor Ashe, seconded by Councillor Brenner moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of February 25, 2019. Carried (XIV) Adjournment Moved by Councillor Cumming Seconded by Councillor Ashe That the meeting be adjourned. The meeting adjourned at 7:55 pm. Dated this 25th day of February, 2019. 22 22 Carried David Ryan, Mayor Susan Cassel City Clerk CLQ �f PICKERING Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean Present: Mayor Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: T. Prevedel K. Bentley P. Bigioni M. Carpino R. Holborn S. Karwowski T. Sinclair S. Boyd S. Cassel C. Rose F. Jadoon T. Higgins L. Roberts - Chief Administrative Officer - Director, City Development & CBO - Director, Corporate Services & City Solicitor - Director, Community Services - Director, Engineering Services - Director, Finance & Treasurer - CEO, Chief Engagement Officer - Deputy Fire Chief - City Clerk - Chief Planner Manager, Economic Development & Strategic Projects - Accessibility Coordinator -Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations 1. Honourable Jennifer O'Connell MP Pickering -Uxbridge Federal Government Update The Honourable Jennifer O'Connell, MP, Pickering -Uxbridge, appeared before the Committee to provide an update from the Federal Government. She stated that since her last appearance in Pickering, she has been appointed as Parliamentary Secretary to the Minister of Finance, Youth Economic Opportunity, noting she is looking forward to 1 23 c4 DICKERING Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean creating opportunities for positive change in the area of youth through job creation and strengthening pension plans. She provided an overview of the successes of the Federal"Government since taking office, highlighting the creation of 900,000 new jobs, and noted the lowest unemployment rate to date. She further advised on cuts to the small business tax rate from 11 to 9 percent and the increased child tax benefit. Ms. O'Connell noted Durham Region had received millions in Federal funding to support transit and that they were continuing with their mandate to increase high speed broadband coverage in rural areas. She provided an update with respect to infrastructure funding and the Bilateral Agreements between the Federal Government and Provinces and Territories. She stated that there were some frustrations in that the Ontario Government had not provided the priority list of projects and that no funding had yet been given out. In closing, .Ms. O'Connell stressed the importance of receiving a priority list from the City in the absence of submissions from the Ontario Government. A discussion period ensued with Members inquiring about the status of the KPMG Needs Study pertaining to the Pickering Airport as well as support and funding for autism in light of recent changes to this program. (111) Matters for Consideration 1. Chief Administrative Officer Report CAO 05-19 City Centre Project: Project Management and Preliminary Engineering Services A discussion period ensued with staff responding to clarification with respect to sole sourcing versus tendering for this project. Staff were requested to provide information to Members prior to the March 25th Council Meeting regarding the timelines of the project and the justifications associated with the sole source. Staff were further requested to provide periodic updates to Council on the project and to continue the practice of obtaining bids as opposed to sole sourcing as much as possible going forward. Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That Council approve the hiring of Sabourin, Kimble & Associates Ltd. to provide project management services and undertake the necessary preliminary engineering services associated with the City Centre Project, in accordance with Purchasing Policy 10.03 (c) as the assignment is above $50,000.00; 2 24 DICKERING 4 Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean That City staff be authorized to continue negotiations with Sabourin, Kimble & Associates Ltd. in order to finalize a consulting agreement that is in a form satisfactory to the Chief Administrative Officer; That the total gross project cost of $500,000.00 (plus HST) be approved for this assignment; That Council authorize the Director, Finance & Treasurer to finance the net project cost from Capital Budget account 5203.1902.6500; That staff be authorized to enter into discussions with Ontario Pension Board. Reality Inc., the owner of Pickering Town Center to cost share the above noted project cost; and 6. That the appropriate. officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Director, Finance & Treasurer, Report FIN 03-19 Statement of the Treasurer Respecting 2018 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation Moved by Councillor Brenner Seconded by Councillor Butt It is recommended that Report FIN 03-19 of the Director, Finance & Treasurer regarding the Statement of the. Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2018 be received for information. 3. Director, Corporate Services & City Solicitor, Report CLK 03-19 Boards and Advisory Committees of Council Policy and Terms of Reference Updates Recommendation Moved by Councillor Pickles Seconded by Councillor Butt 3 Carried 25 CCS of DICKERING Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean 1 That Report CLK 03-19 pertaining to updates to Boards and Committees Policy ADM 040 and the Terms of Reference for Pickering Boards and Committees of Council be received; 2. That the changes to Policy ADM 040 included as Attachment #1 to CLK 03-19 be approved; That the list of Boards and Committees and their respective Terms of Reference included as Attachment #2 to CLK 03-19 be approved; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried as Amended Later in the Meeting [Refer to Following Motions] Moved by Councillor Brenner Seconded by Councillor Pickles That Section 04.03 of Attachment # 1 be amended to read as follows: Advisory Committees shall prepare an annual report to Council reviewing their goals, objectives and successes in relation to their work plan, and should include a delegation to Council. The substance of the report shall be prepared by the Advisory Committee members, with administrative assistance and policy advice given by City staff. Carried Moved by Councillor Brenner Seconded by Councillor Cumming That Section 6.0 of the Taxicab Advisory Committee Terms of Reference be amended to read as follows: The TAC will meet as required to conduct appeal hearings at the Pickering Civic Complex. Meetings shall be called no less than quarterly, or sooner as determined by staff, to provide input regarding matters relating to the taxicab industry. The Main Motion as amended was then Carried. 4 26 Motion Lost C4 ,f PICKERING Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean Director, Corporate Services & City Solicitor, Report CLK 02-19 Revisions to Code of Conduct Policy ADM 070 and Procedure ADM 070-001 -Changes required through Bill68, Harmonization of Gifts and Benefits Wording and Housekeeping Matters A brief discussion ensued with Members questioning whether this policy was consistent with the Region and other area municipalities and whether the City would be considering a lobbyist registry. Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CLK 02-19 respecting changes to the Code of Conduct Policy ADM 070 and Procedure ADM 070-001 be received; That the changes to Policy ADM 070 as outlined in Attachment #1 to CLK 02-19 be approved save and except that the words 'within the City' be struck from Section 04.02 i) and that section 04.04 be amended to add item 04.02 i) as an exception to the maximum acceptable dollar -limit; 3. That the changes to Procedure ADM 070-001 as outlined in Attachment #2 to CLK 02-19 be approved; 4. That the Mayor and Clerk be authorized to execute an addendum agreement for Integrity Commissioner services to align with the new provisions of Bill 68; 5. That the draft by-law to amend Procedure By-law #7665/18 as presented in Attachment #3 to CLK 02-19 be enacted; 6. That the draft by-law to confirm the appointment of the Integrity Commissioner and the expanded roles and responsibilities as presented in Attachment #6 to CLK 02-19 be enacted; That a copy of this report be forwarded to the Regional Clerk, Regional Municipality of Durham, all Durham Region Municipalities and to the Integrity Commissioner, Guy Giorno, Fasken Martineau Dumoulin LLP; and, 8. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 5 27 c4 DICKERING Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean Carried (IV) Other Business 1. Councillor Butt requested that staff reach out to those responsible for the charity boxes located throughout the City of Pickering in order to monitor the contents on a regular basis. Staff requested Councillor Butt to provide them with the locations. (V) Adjournment Moved by Councillor Ashe Seconded by Councillor Brenner That the meeting be adjourned. The meeting adjourned at 2:53 pm. 28 6 Carried DICKERING Planning & Development Committee Meeting Minutes Monday, March 4, 2019 7:00 pm - Council Chambers Chair: Councillor Pickles Present: Mayor Ryan Councillors: K. Ashe M. Brenner S. Butt 1. Cumming B. McLean D. Pickles Also Present: T. Prevedel K. Bentley P. Bigioni C. Rose S. Cassel J. Brooks N. Surti D. Jacobs R. McNeil F. Chau J. McMullen L. Roberts - Chief Administrative Officer - Director, City Development and Chief Building Officer - Director, Corporate Services & City Solicitor - Chief Planner - City Clerk - Manager, Policy & Geomatics - Manager, Development Review & Urban Design - Principal Planner - Policy - Planner 1 - Planner - Coordinator, Geomatics - Committee Coordinator (I) Disclosure. of Interest No disclosures of interest were noted. (II) Part "A" Information Reports Councillor Pickles, Chair, gave an outline of the requirements for a Statutory Meeting under the Planning Act. He outlined the notification process procedures and also noted that if a person or public body does not make oral or written submissions to the City before the by-law is passed, that person or public body are not entitled to appeal the decision of City Council to the Local Planning Appeal Tribunal (LPAT), and may not be entitled to be added as a party to the hearing unless, in the opinion of LPAT, there are reasonable grounds to do so. 1 29 (44 DICKERING Planning & Development Committee Meeting Minutes Monday, March 4, 2019 7:00 pm - Council Chambers Chair: Councillor Pickles C. Rose, Chief Planner, appeared before the Committee to act as facilitator for the public portion of the meeting, explaining the process for discussion purposes as well as the order of speakers. Information Report No. 04-19 Zoning By-law Amendment Application A 14/18 2184107 Ontario Inc. Part of Lot 18, Concession 3: Now Part 2, 40R-6962 (On Brock Road, north of Rex Heath Drive) A public information meeting was held under the Planning Act, for the purpose of informing the public with respect to the above -noted application. R. McNeil, Planner I, appeared before the Committee to provide an overview of the proposed zoning by-law amendment application as submitted by 2184107 Ontario Inc. Through the aid of a PowerPoint presentation, she outlined the location and current surrounding land uses. She noted the applicant is proposing a six storey mixed use building comprised of 634 square metres of commercial space and 35 residential units. She stated that vehicular access is proposed from Carousel Drive leading to underground parking, which would accommodate 48 parking spaces for residents and visitors. She also noted that commercial access would be restricted off Brock Road, and would consist of 19 parking spaces. Mike Pettigrew, Biglieri Group, appeared before the Committee on behalf of the applicant in support of the application. He noted he was in attendance to respond to any questions or concerns raised. Pradeep Kumar, 1726 Carousel Drive, appeared before the Committee noting his concerns with respect to increased traffic and the impact on area residents. He also questioned the residential zoning, as he had understood it to be strictly commercial. He expressed further concerns regarding the proposed pathway with its proximity to the ramp leading to the underground parking, noting safety concerns for children as well as privacy issues for residents. A discussion period ensued with Members questioning whether the road would divide the parkette, noting this could create safety concerns for the children. They also questioned the possibility of a higher fence to create a buffer and allow for privacy between the parking and residential units. Members raised questions regarding traffic concerns and traffic flow, and questioned how southbound traffic would access the development. 30 C4 o/ DICKERING Planning & Development Committee Meeting Minutes Monday, March 4, 2019 7:00 pm - Council Chambers Chair: Councillor Pickles Information Report No. 05-19 Zoning By-law Amendment Application A 12/18 Stuart Mark Golvin and JMPM Holdings Ltd. Lot 19, Range 3 BFC, Now Part of Part 1, 40R-10527 and Part 1, 40R-8832 (1635 Bayly Street) A public information meeting was held under the Planning Act, for the purpose of informing the public with respect to the above -noted application. F. Chau, Planner I, appeared before the Committee and through the aid of a PowerPoint presentation, provided an outline of the proposed amendments to the existing zoning as submitted by Stuart Mark Golvin and JMPM Holdings Ltd. for property municipally known as 1635 Bayly Street. He stated that the proposed amendments would allow for additional uses on the site, as well as modifications to the existing Special Regulations in order to create greater flexibility for additional land uses. He stated the current proposal does not make any changes to the existing and future buildings, vehicular access or parking area. Mark Jacobs, Biglieri Group, appeared before the Committee on behalf of the applicant in support of the application. He stated the purpose of the proposal is to increase the. flexibility for the site. Mr. Jacobs provided clarification that the intent was for either a daycare or private school, not both and stated they have submitted a compatibility study which is currently being reviewed. No members of the public appeared in support of or opposed to the application. A discussion period ensued with Members noting safety concerns for traffic flow in the area, questioning whether the Region of Durham would be receptive to signalization at the intersection of Bayly Street and Salk Road, and if not, would the City pursue alternative measures. (III) Part "B" Planning & Development Reports 1. Director, City Development & CBO, Report PLN 04-19 By-law for the Civic Numbering of Buildings and Properties within the City of Pickering A discussion period ensued with staff responding to questions raised with respect to the proposed changes to the by-law, and whether it would give the City the ability to number sub -units in the industrial areas. Members also sought clarificationmith respect 3 31 QGg • DICKERING Planning & Development Committee Meeting Minutes Monday, March 4, 2019 7:00 pm - Council Chambers Chair: Councillor Pickles to safety concerns and any potential effects on emergency response with the proposed changes, noting that safety should be the first priority. Staff provided background information relating to the implementation of a new by-law which would allow for consistency as well as cost recovery and also address concerns from residents for a formal process. It was noted that the current by-law does not speak to requests for municipal address changes. Recommendation Moved by Mayor Ryan Seconded by Councillor McLean 1. That Council repeal and replace By-law 3503/90 with a new by-law to provide for the civic numbering of buildings and properties within the City of Pickering; and 2. That the draft by-law provided as Appendix I to Report PLN 04-19 be forwarded to Council for enactment. Carried Director, City Development & CBO, Report PLN 05-19 City of Pickering Comments on Proposed Amendment 1 to the Growth Plan for the Greater Golden Horseshoe, 2017 Recommendation Moved by Councillor Butt Seconded by Councillor Brenner 1. That the comments in Report PLN 05-19 on Proposed Amendment 1 to the Growth Plan for the Greater Golden Horseshoe, 2017, be endorsed, and that the Province be requested to: A. revise the lands to be identified within a Provincially Significant Employment Zone, by: 1. excluding the following lands from Zone 3: a. lands designated "Mixed Use Areas - City Centre", (a designated Urban Growth Centre), bounded by the hydro corridor on the east, Bayly Street on the south, Sandy Beach 4 32 cry DICKERING Planning & Development Committee Meeting Minutes Monday, March 4, 2019. 7:00 pm - Council Chambers Chair: Councillor Pickles Road on the west, and Highway 401 on the north; and the row of properties along the south side of Bayly Street, west of the hydro corridor, also designated "Mixed Use Areas — Mixed Corridors", as shown on Appendix II; and 2. including the following employment areas in Pickering within Zone 3: a. the Whites Road Prestige Employment Area in the West Shore Neighbourhood on the south side of Highway 401 and west of Whites Road, as shown on Appendix III; and b. the Seaton Employment Lands along Highway 407, also referred to as the Pickering Innovation Corridor, as shown on Appendix IV; B. initiate a strategy to financially assist municipalities to service vacant employment lands in strategic locations, removing one of the key barriers to economic growth; investigate financial tools (e.g., parking space levy, fuel tax, sales tax, payroll tax, vehicle kilometers travelled tax, highway tolls, development charges, land value capture, property tax, development charges, fare increases, etc.) and funding opportunities to enable the timely implementation of transportation and other municipal infrastructure and services, to support the implementation of the Growth Plan; and 2. That a copy of Report PLN 05-19 be forwarded to the Minister of Municipal Affairs and Housing, Members of Parliament for Pickering -Uxbridge and Ajax, the Region of Durham, and other Durham Area Municipalities. Carried as amended Later in the Meeting [Refer to following motion] Moved by Councillor Ashe Seconded by Councillor Butt That the main motion be amended by adding the following as 1.A.1.b.; b. the Durham Live lands generally bounded by the CN Railway lands to the west and north, Church Street to the east, and Bayly Street to south;" 5 33 G4 �f DICKERING Planning & Development Committee Meeting Minutes Monday, March 4, 2019 7:00 pm - Council Chambers Chair: Councillor Pickles The Main Motion was' then Carried as amended. (IV) Other Business There were no items of other business. (V) Adjournment Moved by Councillor McLean Seconded by Councillor Cumming That the meeting be adjourned. The meeting adjourned at 7:55 pm. 34 6 Carried Carried 614 oh PJCKERI NG Delegations March 25, 2019 Tanya Sinclair, CEO, Chief Engagement Officer Sarah Sheehy, Board Chair Pickering Public Library Re: New Strategic Plan 35 :644 DICKERING March 25, 2019 Correspondence Pages 1. Corr. 03-19 Receive for Information Ralph Walton, Regional Clerk/Director of Legislative Services Region of Durham 37-45 605 Rossland Road East Whitby, ON LIN 6A3 Letter received from Ralph Walton, Regional Clerk/Director of Legislative Services, Region of Durham, with respect to the adoption of a report passed by the Region of Durham on February 27, 2019, regarding the City of Vancouver Single -Use Items Reduction Strategy. 2. Corr. 04-19 Receive for Information Ralph Walton, Regional Clerk/Director of Legislative Services Region of Durham 46-47 605 Rossland Road East Whitby, ON L1 N 6A3 Letter received from Ralph Walton, Regional Clerk/Director of Legislative Services, Region of Durham, regarding engaging all lower -tier municipalities in drafting a streamlined by-law regarding recreational cannabis across Durham Region. 36 .The Regional Municipality of Durham Corporate Services Department Legislative Services. 605 Rossland Rd. E. Level 1 • P.O. Box 623 Whitby, ON L1 N 6A3 Canada 905-668-7711 1-800-372-1102 Fax: 905-668-9963 durham.ca March 8, 2019 Resource Productivity and Recovery Authority • Frank Denton Chief Executive Officer 4711 Yonge Street Suite 408 North York, ON M2N 6K8 Dear Mr. Denton: ORIGINALTO: COPY TO: R APR. ACTION 60/nddring( en4.., c_ocr- 03-(c? RE: City of Vancouver Single -Use Items Reduction Strategy (2019 -WR -1), Our File: E08 Council of the Region of Durham, at its meeting held on February 27, 2019, adopted the following recommendations of the Works Committee, as amended: "A) Whereas plastic waste is an urgent environmental issue creating waste disposal concerns and threatening the health ofwaterwaNis and oceans: i) That federal and provincial leadership is required to adequately address waste generation issues that are significantly beyond the control of individual municipalities; ii) That Regional Chair Henry submit a letter to the Premier of Ontario and Minister of the Environment, Conservations and Parks highlighting the need for provincial leadership to encourage the development of plastics recycling markets and energy recovery solutions where recycling is not a viable option; iii) Furthermore; that the federal and provincial governments undertake a full review of single use plastics and duly ban those deemed most dangerous to our environment; iv) That the federal and provincial governments continue to encourage producers and operators currently utilizing single use plastic to instead proactively conduct their .businesses with recyclable materials in mind; v) That Regional Council request that the Province provide confirmation on the timing for full implementation of s extended producer. responsibility; If you require this information in an accessible format, please contact 1-800-372-1102 extension 2097. 37 Page 2 of 2 vi) That staff investigate the legal mechanisms, including by- laws, for the possible banning of single -use plastics; vii) That Regional Works staff, along with staff from Economic Development at both Regional and Municipal levels, investigate business opportunities and possible savings in helping to jump start the domestic processing of non -Blue Box plastics, and involve the plastics industry; and viii) That a copy of this resolution be forwarded to Ontario municipalities, AMO and the Resource Productivity and Recovery Authority". Please find enclosed a copy of Report #2019 -WR -1 for your information. Ralph/ Rialto -1v Ralph Walton, Regional Clerk/Director of Legislative Services RW/sp c: Ontario Municipalities Association of Municipalities of Ontario S. Siopis, Commissioner of Works J. Hunt, Director of Legal Services A. Harras, Acting Clerk, Town of Ajax T. Gettinby, CAO/Clerk, Township of Brock A. Greentree, Clerk, Municipality of Clarington A. Brouwer, Clerk, City of Oshawa S. Cassel, Clerk, City of Pickering J.P, Newman, Clerk, Township of Scugog D. Leroux, Clerk, Township of Uxbridge C„ Harris, Clerk, Town of Whitby 38 If this information is required in an accessible format, please contact 1-800-372-1102 ext. 3540. ra, DURHAM REGION The Regional Municipality of Durham Report To: From: Report: Date: Works Committee Commissioner of Works #2019 -WR -1 January 9, 2019 Subject: City of Vancouver Single -Use. Items Reduction Strategy Recommendations: That the Works Committee recommends to Regional Council that this report be received for information. Report: 1. Purpose 1.1 On September 12, 2018, Regional Municipality of Durham (Region) Council directed staff to prepare an information report on the City of Vancouver's (Vancouver) Strategy for Single -Use Items Reduction (Strategy). 1.2 This report provides Regional Council with information on the Strategy that was approved by Vancouver Council on June 5, 2018 and builds on the Region's previous Information Report #2018 -INFO -127 on Single Use Plastics issued August 31, 2018. 1.3 Vancouver is responsible for delivering collection services to residents. Industrial, commercial, and institution (ICI) waste services are provided privately. As such, the Strategy focuses primarily on influencing the ICI community with a goal of preventing single -use item waste generation, as opposed to disposal restrictions. 2. Background In May 2016, Vancouver Council directed staff to develop a strategy to achieve Vancouver's long-term goal of zero waste. Zero Waste 2040 Plan (Plan) was 39 Report #2019 -WR -1 Page 2 of 7 created in response to that direction and serves as a long-term strategic waste management plan to guide future decisions relating to waste. Zero Waste 2040 Plan (Plan) establishes a vision, strategic framework, objectives, target, and priorities for action. The development of a Strategy was recommended as a priority action within the Plan. Even though single -use items are predominately made of plastic, this Strategy targets several single -use items not made of plastic. This Strategy was adopted and approved by Vancouver Council on June 5, 2018. This report provides an outline of Vancouver's strategy to reduce single -use plastics. 3. Phase one — Development of Strategy (2018) Plastic and paper shopping bags 3.1 Vancouver will create behavioural change campaigns to promote and educate the public about shopping bag waste. The action planfocuses on the impact of shopping bag waste and is intended to apply equally to all plastic and paper shopping bags and to all businesses using bags. Expanded polystyrene foam cups and take-out containers 3.2 The plan intends to ban. the use of expanded polystyrene foam cups and take-out containers. Once details of the new by=laws have been finalized, Vancouver will work with businesses and other organizations to stop using polystyrene foam cups and containers. The campaign will: • Develop language -appropriate educational resourcesaboutsubstitute materials for polystyrene cups and containers for business. • Work with organizations, charitable organizations, and others to raise awareness of recyclable or compostable substitute materials. • Execute a social media campaign to align with bylaw amendments to educate the public and businesses about the ban. Disposable hot and cold drink cups 3.3 The Plan targets the impact from disposable hot and cold drink cups including polycoat paper cups (such as coffee cups) and plastic cups: The Strategywill: • Investigate options to reduce public space collection costs and recover these costs from the businesses that generate disposable drink cup waste. • Promote and amplify education and behaviour change programs led by industry organizations, non -profits, and community groups. 40 Report #2019 -WR -1 Page 3 of 7 • Investigate and report back on an increased business license fee forlarge businesses in which distribution of single -use items is pervasive. • Execute a social media campaign to align with bylaw amendments to educate the public and businesses about the ban. Take-out food containers 3.4 The action plan is aimed at reducing the disposal of quick -serve and take-out food containers used by restaurants. Vancouver'sprogram will: • Investigate opportunities to recover the costs of collecting take-out containers in public spaces from the businesses that generate this waste. • Launch a Bring Your Own Container pilot in partnership with Vancouver Coastal Health. • Investigate and report back on an increased business license fee for large businesses in which distribution of single -use items is pervasive. 4 Phase Two - Implementation of the Strategy (2019 to 2020) Plastic and paper shopping bags 4.1 In January 2019, Vancouver plans to set annual shopping bag waste reduction targets with an accompanying reduction plan by-law. The following are planned components of the reduction strategy: A) Businesses in the region will be given the following reduction choices: • No plastic or paper shopping bags to be distributed. • Plastic or paper shopping bags cannot be distributed for free. • Other mechanisms that achieve a reduction target to be proposed and finalized through consultation. B) Vancouver will execute a social media campaign to educate the public and businesses and developmaterial for businesses to help educate customers C) The Strategy indorses the development by-law amendments in 2019 to 2020 to require compostable single -use items used in Vancouver be tested and approved by local composting facilities and paper-based shopping bags to contain a minimum 40 per cent post -consumer content. 41 Report #2019 -WR -1 Page 4 of 7 Polystyrene foam cups and take-out containers 4.2 Subject to Regional Council enactment of the proposed by-law in 2019, businesses will be prohibited from serving prepared food in polystyrene foam cups and take-out containers effective June 1, 2019. The Strategy recommends the fostering of a collective purchasing program for small businesses to purchase recyclable and compostable containers at reduced costs. Disposable hot and cold drink cups 4.3 Business license holders must have reduction plans for disposable cups and must report to Vancouver on the number of cups they distribute. These reduction plans must include one of the below options: • No disposable cups to be distributed. • Disposable cups cannot be distributed for free: • Other mechanisms that achieve a reduction target to be proposed and finalized through consultation. 4.4 The Strategy endorses the development by-law amendments in 2019-2020 to require compostable single -use items used in Vancouver be tested and approved by local composting facilities and paper-based disposable cups to contain a minimum 40 per cent post -consumer content. The proposed by-law amendments would be accompanied by the following programs: A) Education and outreach program: • Execute a social media campaign to educate the public and businesses. • Develop display material for businesses to help educate customers. B) Infrastructure and programs: • Explore the need and feasibility for requiring commercial dishwashers to support the use of reusable cups on site. • Explore opportunities to support the development of sharing and exchange programs for a city-wide travel mug exchange program. 4.5 Vancouver will also evaluate the need for a by-law amendment to require single - use cups to be recyclable or compostable, with clear guidelines for acceptable materials in recycling and composting facilities. Finally, Vancouver will mandate in- store collection of recyclable and compostable cups. 42 Report #2019 -WR -1 Page 5 of 7 Take-out food containers 4.6 The Strategy proposes by-law amendments requiring compostable single -use items used in Vancouver to be approved by local composting facilities and that paper-based disposable.containers to contain a minimum 40 per cent post- consumer content. The Strategy for disposable containers also includes the following elements: • Explore opportunities to develop a sharing exchange program for reusable items such as a city-wide reusable take-out container exchange program. • Explore the need and feasibility for requiring commercial dishwashers to support the use of reusable items on-site. • Engage food delivery and food vendors that offer delivery to identify opportunities to reduce single -use take-out containers and packaging. Disposable straws and utensils 4.7 The Strategy aims to reduce the impact that plastic straws and utensils have on • the back end of the recycling/composting recovery process. 4.8 In 2019, Vancouver will prohibit businesses from distributing single -use plastic straws (with exemptions for health care needs) effective June 1, 2019. Vancouver intends to introduce by-law amendments to prohibit business license holders from providing single -use utensils unless requested by customers anddevelop by-law amendments which will also require compostable utensils used in Vancouver to be approved by local composting facilities and that paper-based disposable containers to contain a minimum 40 per cent post -consumer content. This strategy will: • Introduce a social media campaign to educate the public and businesses. • Develop display material for businesses to help educate customers. 5. Phase Three - Long Term Implementation and Program Optimization Strategy (2021 to 2025) . Plastic and paper shopping bags 5.1 Vancouver aims to accomplish the following long-term goals: Office buildings will be required to provide plastic bag recycling. Vancouver will evaluate the amount of fees that business must charge for. 43 Report #2019 -WR -1 Page 6 of 7 plastic and paper bags, or introduce a ban. • Vancouver will implement a full distribution ban on single -use plastic bags if annual reduction targets are not consistently .met by 2021. Disposable hot and cold drink cups 5.2 The Strategy includes the following actions: • Require office buildings to provide a recycling program for disposable cups. • Evaluate the need for the City to specify the amount of fees that business must charge on disposable cups to drive further reduction. • Implement a full distribution ban on disposable cups if annual reduction targets are not consistently met by 2021 Take-out food containers 5.3 The Strategy includes the following actions: • Evaluate the need for by-law amendments to require take-out containers to be recyclable or compostable, with clear guidelines for acceptable materials that can be processed in local recycling and composting facilities. • Require in-store collection and recycling/composting of take-out containers. • Require office buildings to provide recycling/compost for take-out containers. • Evaluate the need to introduce reduction plans for take-out containers once sufficient reusable alternatives and infrastructure have been established. Disposable straws and utensils 5.4 Vancouver's Strategy recommends the following actions: • Evaluate the need for by-law amendments to require single -use straws and utensils to be recyclable or compostable, with clear guidelines for acceptable materials that can be processed in local recycling and composting facilities. • Require in-store collection of recyclable and compostable straws and utensils where distributed. • Evaluate the need for Vancouver to set fees to be charged on single -use straws and utensils. 44 Report #2019 -WR -1 Page 7 of 7 6. Conclusion 6.1 In May 2016, City of Vancouver Council directed staff to develop a comprehensive single -use item strategy. This Single -Use Item Reduction Strategy outlines progressive steps aimed at helping the City of Vancouver to reach its long-term waste management plan. The common component of the strategy outlined .in this report are by-law amendments and 'comprehensive education programs. 6.2 The City of Vancouver's Single -Use Item Reduction Strategy was initiated as part of a long-term waste management plan and similar strategies for the Regional Municipality of Durham would be identified as part of. the Regional Municipality of Durham's long-term waste management plan. 6.3 If Ontario municipalities are to embark on similar waste reduction strategies, existing education programs and by-law will also need to be evaluated and enhanced. 6.4 For additional information, please contact Craig Bartlett, Manager, Waste Operations, at 905-666-7711, extension 3561. Respectfully submitted, Original signed by: Susan Siopis, P.Eng. Commissioner of Works Recommended for Presentation to Committee Original signed by: Elaine C. Baxter-Trahair Chief Administrative Officer 45 DURHAM REGION The Regional Municipality of Durham Corporate Services Department — Legislative Services 605 Rossland Rd. E. Level 1 P.O. Box 623 Whitby, ON L1N 6A3 Canada 905-668-7711 1-800-372-1102 Fax: 905-668-9963 durham.ca 46 March 4, 2019 Ms. S. Cassel Clerk City of Pickering 1 The Esplanade Pickering, ON L1 V 6K7 Dear Ms. Cassel: THIS LETTER HAS BEEN FORWARDED TO THE EIGHT AREA CLERKS C_ot-f-, 0 L I, 7, ORIGINALTO: COPY T0: • COR FILE TAKE APR. ACTION �p f�� II R2.r,etve, �✓� k"\U �. RE: Drafting a Streamlined By-law Regarding Recreational Cannabis Across Durham Region, Our File: A00 Council of the Region of Durham, at its meeting held on February 27, 2019, adopted the following recommendations: "WHEREAS cannabis consumption became legal across Canada on October 17, 2018; and. WHEREAS the Province of Ontario has empowered each region and local municipality to create their own places of use rules; and WHEREAS this flexibility has the potential to create a patchwork of approaches throughout the Durham Region which will be confusing for residents, frontline staff and Durham Regional Police officers; and WHEREAS six of the eight Durham Region municipalities have opted -in to allowing cannabis retail storefronts within their borders, meaning a 50% share of local revenues for Durham Region earmarked specifically for enforcement, in addition to first round funding received by all municipalities; and WHEREAS residents in the Region of Durham will have a reasonable expectation that any bylaw passed will be enforced on a complaint -basis in a timely manner across the Region; and WHEREAS other jurisdictions including the City of Markham have partnered with police services in their area including York. Regional Police Services in order to enforce cannabis bylaws (presentation to Markham Council, October 16, 2018); THEREFORE BE IT RESOLVED THAT the Region of Durham engage all lower -tier municipalities in drafting a streamlined bylaw regarding recreational cannabis across the Durham Region; and If you require this information in an accessible format, please contact 1-800-372-1102 extension 2097. Page 2 of 2 THAT Durham Region coordinate with Durham Regional Police Service to enforce the unified places of use bylaw throughout the Durham Region where resources permit; and THAT this resolution be distributed to Durham Region municipalities and Durham Regional Police Services (DRPS)." caph, W cataw Ralph Walton, Regional Clerk/Director of Legislative Services RW/ks 47 aaa DICKERING March 25, 2019 Committee Reports a) Report EC 2019-03 of the Executive Committee Executive Pages 1. Chief Administrative Officer Report CAO 05-19 1-4 City Centre Project: Project Management and Preliminary Engineering Services Recommendation 1. That Council approve the hiring of Sabourin, Kimble & Associates Ltd. to provide project management services and undertake the necessary preliminary engineering services associated with the City Centre Project, in accordance with Purchasing Policy 10.03 (c) as the assignment is above $50,000.00; 2. That City staff be authorized to continue negotiations with Sabourin, Kimble & Associates Ltd. in order to finalize a consulting agreement that is in a form satisfactory to the Chief Administrative Officer; 3. That the .total gross project cost of $500,000.00 (plus HST) be approved for this assignment; That Council authorize the Director, Finance & Treasurer to finance the net project cost from Capital Budget account 5203.1902.6500; 5. That staff be authorized to enter into discussions .with Ontario Pension Board Reality Inc., the owner of Pickering Town Center to cost share the above noted project,cost; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 2. Director, Finance & Treasurer, Report FIN 03-19 5-13 Statement of the Treasurer Respecting 2018 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation It is recommended that Report FIN 03-19 of the Director, Finance & Treasurer regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2018 be received for information. 48 . 3. Director, Corporate Services & City Solicitor, Report CLK 03-19 14-56 Boards and Advisory Committees of Council Policy and Terms of Reference Updates Recommendation 1. That Report CLK 03-19 pertaining to updates to Boards and Committees Policy ADM 040 and the Terms of Reference for Pickering Boards and Committees of Council be received; 2. That the changes to Policy ADM 040 included as Attachment #1 to CLK 03-19 be approved save and except that Section 04.03 of Attachment #1 be amended to read as follows: Advisory Committees shall prepare an annual report to Council reviewing their goals, objectives and successes in relation to their work plan, and should include a delegation to Council. The substance of the report shall be prepared by the Advisory Committee members, with administrative assistance and policy advice given by Staff; 3. That the list of Boards and Committees and their respective Terms of Reference included as Attachment #2 to CLK 03-19 be approved; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Director, Corporate Services & City Solicitor, Report CLK 02-19 Revisions to Code of Conduct Policy ADM 070 and Procedure ADM 070-001 -Changes required through Bill 68, Harmonization of Gifts and Benefits Wording and Housekeeping Matters Recommendation 1. That Report CLK 02-19 respecting changes to the Code of Conduct Policy ADM 070 and Procedure ADM 070-001 be received; 2. That the changes to Policy ADM 070 as outlined in Attachment #1 to CLK 02-19 be approved save and except that the words `within the City'.be struck from Section 04.02 i) and that section 04.04 be amended to add item 04.02 i) as an exception to the maximum acceptable dollar -limit. 3. That the changes to Procedure ADM 070-001 as outlined in Attachment #2 to CLK 02-19 be approved; 4. That the Mayor and Clerk be authorized to execute an addendum agreement for Integrity Commissioner services to align with the new provisions of Bill 68; 5. That the draft by-law to amend Procedure By-law #7665/18 as presented in Attachment #3 to CLK 02-19 be enacted; 49 That the draft by-law to confirm the appointment of the Integrity Commissioner and the expanded roles and responsibilities as presented in Attachment #6 to CLK 02-19 be enacted; That a copy of this report be forwarded to the Regional Clerk, Regional Municipality of Durham, all Durham Region Municipalities and to the Integrity Commissioner, Guy Giorno, Fasken Martineau Dumoulin LLP; and, 8. That the appropriate City of Pickering officials be authorized to take the. necessary actions as indicated in this report. 50 zy DICKERING March 25, 2019 Committee Reports P&D b) Report PD 2019-02 of the Planning & Development Committee Pages Director, City Development & CBO, Report PLN 04-19 26-34 By-law for the Civic Numbering of Buildings and Properties within the City of Pickering Recommendation 1. That Council repeal and. replace By-law 3503/90 with a new by-law to provide for the civic numbering of buildings and properties within the City of Pickering; and 2 That the draft by-law provided as Appendix I to Report PLN 04-19 be forwarded to Council for enactment. Director, City Development & CBO, Report PLN 05-19 City of Pickering Comments on Proposed Amendment 1 to the Growth Plan for the Greater Golden Horseshoe, 2017 Recommendation 35-69 1. That the comments in Report PLN 05-19 on Proposed Amendment 1 to the Growth Plan for the Greater Golden Horseshoe, 2017, be endorsed, and that the Province be requested to: A. revise the lands to be identified within a Provincially Significant Employment Zone, by: 1. excluding the following lands from Zone 3: a. lands designated "Mixed Use Areas - City Centre", (a designated Urban Growth Centre), bounded by the hydro corridor on the east, Bayly Street on the south, Sandy Beach Road on the west, and Highway 401 on the north; and the row of properties along the south side of Bayly Street, west of the hydro corridor, also designated "Mixed Use Areas — Mixed Corridors", as shown on Appendix II; and b. the Durham Live lands generally bounded by the CN Railway lands to the west and north, Church Street to the east, and Bayly Street to south;" 51 2. including the following employment areas in Pickering within Zone 3: a. the Whites Road Prestige Employment Area in the West Shore Neighbourhood on the south side of Highway 401 and west of Whites Road, as shown on Appendix III; and b. the Seaton Employment Lands along Highway 407, also referred to as the Pickering Innovation Corridor, as shown on Appendix IV; B. initiate a strategy to financially assist municipalities to service vacant employment lands in strategic locations, removing one of the key barriers to economic growth; C. investigate financial tools (e.g., parking space levy, fuel tax, sales tax, payroll tax, vehicle kilometers travelled tax, highway tolls, development charges, land value capture, property tax, development charges, fare increases, etc.) and funding opportunities to enable the timely implementation of transportation and other municipal infrastructure and services, to support the implementation of the Growth Plan; and That a copy of Report PLN 05-19 be forwarded to the Minister of Municipal Affairs and Housing, Members of Parliament for Pickering -Uxbridge and Ajax, the Region of Durham, and other Durham Area Municipalities. 52 0 DICKERING New and Unfinished Business Director, Community Services, Report CS 19-19 Security Services Review -Final Report Recommendation March 25, 2019 Pages 57-61 1. That the External Security Services Review, Assessment and Recommendations (2018-12) report, as prepared by Assurance Protection. Group Inc., be endorsed in principle; That Council approve a third extension to the contract with Best Guard Security Inc., as set out in Attachment 1 to this report, for a term beginning May 1, 2019 and ending December 31, 2019 for a value of $58,000.00, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Community Services, Report CS 23-19 Repeal of Pickering Museum Village's By-laws - Pickering Museum Village Advisory Committee - Pickering Museum Village Reserve Fund - Pickering Museum Management Board Recommendation 62-73 1. That By-law 563/77 establishing a Pickering Museum Village Advisory Committee be repealed; 2. That By-law 621/77 establishing the Pickering Museum Village Reserve Fund be repealed; 3. That By-law 653/77 establishing the Pickering Museum Management Board for the Pickering Museum Village be repealed; 4. That the Pickering Museum Village Advisory Committee be dissolved; 5. The Pickering Museum Village be added as a standing line item to the Cultural Advisory Committee; 6. That the draft By-law attached to this report be enacted; and, 53 54 7 That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Community Services, Report CS 25-19 Council Chamber Flat Roof Replacement - Emergency Purchase Recommendation 74-78 1. That Council is notified of the quote submitted by Foran's Roofing and Sheetmetal Limited in the amount of $113,300.00 (HST excluded) in accordance with Section 12.01 Emergency Purchase of the Purchasing Policy; 2. That the total gross project cost of $166,449.00 (HST included), including the amount of the quotation, contingency and other associated costs, and the total net project cost of $149,892.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $149,892.00 as provided for in the 2019 Civic Complex Capital Budget, to be funded from a 15 -year internal loan; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4. Director, Community Services, Report CS 26-19 Conservation Building Reconstruction -Funding Reallocation Recommendation 79-93 That Council endorse reallocation of $125,000.00 (fire protection system) to the project's contingency for the conservation Building Reconstruction (5744.1808.6500); 2. That Council authorize the Director, Finance & Treasurer to reallocate funding from account 5744.1808.6500 Conservation Building Reconstruction (furniture, fixtures and equipment) to be used as project contingency, only if required to meet construction deadlines associated with the Canadian Cultural Spaces Fund grant agreement associated with this project; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 5. Director, Engineering Services, Report ENG 04-19 Centennial Park Baseball Diamond Reconstruction Project -Tender No. T-3-2019 Recommendation 94-105 1 That Tender No. T-3-2019 as submitted by Loc Pave Construction Ltd. in the total tendered amount of $487,137A6 (HST included) be accepted; 2. That the total gross project cost of $568,235.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $511,713.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $511,713.00 as follows: a) The sum of $357,000.00 as approved in the 2018 Parks Capital Budget to be financed by the issuance of debentures by The Regional Municipality of Durham over a term not to, exceed 10_ years; b) The sum of $268.00 to be funded from property taxes; c) The sum of $154,445.00 to be funded by a transfer from the Pickering Men's Slow Pitch League Reserve Fund; d) The annual repayment charges in the amount of approximately $42,926.00 be included in the annual Current Budget for the City of Pickering commencing 2019, or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid, e) The Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; That the draft By-law attached to this report be enacted; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Corporate Services & City Solicitor, Report LEG 04-19 106-113 Veridian Corporation Merger with Whitby Hydro Energy Corporation -Merger Closing Recommendation 1. That Report LEG 04-19 be received; 2. That the draft resolutions (Attachment Nos. 1 and 2 to this Report) regarding the nomination of Directors and the authorization of Pickering's representative to attend the first shareholders' meeting of Elexicon. Corporation be approved; 3. That the City of Pickering's representative be authorized to execute the said resolutions on behalf of the City; 55 That a copy of this Report be sent to Veridian Corporation and to Whitby Hydro Energy Corporation; and That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 56 DICKERING Report to Council Report Number: CS 19-19 Date: March 25, 2019 . From: Marisa Carpino Director, Community Services Subject: Security Services Review - Final Report File: A-1440 Recommendation: 1. That the External Security Services Review, Assessment and Recommendations (2018-12) report, as prepared by Assurance Protection Group Inc., be endorsed in principle; 2. That Council approve a third extension to the contract with Best Guard Security Inc., as set out in Attachment 1 to this report, for a term beginning May 1, 2019 and ending December 31, 2019 for a value of $58,000.00, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: In 2018, the City secured the services of Assurance Protection Group Inc. (APGI) to conduct a Security Services Review, as per RFP -9-2018. The purpose of the review was to: 1. Review existing corporate security structure, policies, and practices; 2. Consider best practices and current legislation in a manner that is fiscally appropriate for the City of Pickering; 3. Conduct a security threat and risk assessment of City assets, staff and prescribed City facilities; and, 4. Make recommendations and develop risk mitigation strategies that improves and/or realigns our current public safety and security model/practice. To that end, APGI has collected data, reviewed City policies, facilitated numerous key stakeholder interviews and focus group sessions. APGI also conducted on site facility audits of 12 municipal facilities. The External Security Services Review, Assessment and Recommendations (2018-12) report, as prepared by APGI, is now complete. The report has been reviewed by the City of Pickering corporate staff team responsible to oversee this project, and by the City's Senior Management 57 CS 19-19 March 25, 2019 Subject: Security Services Review Page 2 Team. The purpose of this report is to seek Council's endorsement, in principle, of the External Security Services Review, Assessment and Recommendations (2018-12) report. At this time, staff are also seeking Council's approval to extend the contract with Best Security Services Inc. from April 30, 2019 to December 31, 2019. In accordance with Purchasing Policy, • Section 09.09 the value of the contract extension term requires the approval of Council. Financial Implications: Best Guard Security Inc. was awarded a securities contract on May 1, 2017 through a competitive process for three years. The contract expired on April 30, 2017 and the Director, Community Services extended the contract to September 30, 2018. The second extension was awarded by Council through Report CS 28-18. The second extension was from October 1, 2018 to April 30, 2019. Recommendation 2 is asking Council to approve a third extension from May 1, 2019 to December 31, 2019 for the amount of $58,000.00. By December 31, 2019, the extension value of the contract is $232,000.00 (plus HST) for the period of May 1, 2017 to December 31, 2019 for 32 months. Discussion: In 2018, the City secured the services of APGI to conduct a Security Services Review, as per RFP -9-2018. The purpose of the review was to: 1. Review existing corporate security structure, policies, and practices; 2. Consider best practices and current legislation in a manner that is fiscally appropriate for the City of Pickering; 3. Conduct a security threat and risk assessment of City assets, staff and prescribed City facilities; and, 4. Make recommendations and develop risk mitigation strategies that improves and/or realigns our current public safety and security model/practice. To that end, and with the support of a City staff steering committee, APGI was responsible to: a) Review City community facilities to identify critical assets, areas vulnerable to theft, unauthorized access and vandalism, etc. and make recommendations; b) Review past safety and security incidents occurring at/around each facility from available sources including the City and Durham Regional Police Services; c) Interview City stakeholders to determine safety concerns, issues, and security vulnerabilities and make recommendations; d) Review relevant life safety and security policies and procedures, emergency response protocols, workplace violence policy and procedures, staff training programs, personnel and contractor screening, visitor management system, job descriptions for positions deemed high risk and make recommendations; e) Review current security systems, monitoring, and response, entry and access control, CCTV, alarms, night time lighting levels, mechanical key control, security systems maintenance logs and make recommendations; 58 CS 19-19 March 25, 2019 Subject: Security Services Review Page 3 f) Conduct physical site security surveys of prescribed facilities to include external property, parking lots, footpaths, building perimeter and internal areas from rooftop to basement, lobbies, stairwells, reception, public areas, private areas, restricted access areas, elected officials offices, higher -risk offices, cash handling areas, server rooms, confidential data storage, etc., and make recommendations; Review in-house and contract security personnel standards, deployment, training and intervention capabilities. Organizational review of existing corporate security structure and functions and make recommendations for future security services delivery model; and, h) Complete a comprehensive written report of findings with recommendations and strategic directions to include proposed timelines/priority sequence and financial implications (where applicable), and conduct an oral presentation of report. g) As a result, APGI collected data, reviewed City policies, facilitated numerous key stakeholder interviews and focus group sessions in 2018. APGI also conducted onsite facility audits of 12 municipal facilities to include City Hall, Pickering Central Library Branch, Pickering Recreation Complex, Pickering Recreation Complex Arena, East Shore Community Centre, George Ashe Library & Community Centre, West Shore Community Centre, Tomlinson Centre & Library Branch, Dunbarton Indoor Pool, Pickering Animal Shelter and Pickering Museum Village. The External Security Services Review, Assessment and Recommendations (2018-12), as prepared by APGI, is now complete. The report has been reviewed by the City staff steering committee responsible to oversee this project, and by the City's Senior Management Team. Despite identifying a number of recommendations, the report specifies three overall recommendations that are most necessary and urgent to address, including: 1. The hiring and appointment of a Manager, Security Services for the City of Pickering; 2. Implementation of an Inoident Management System across the City of Pickering; and, 3. Retention of a Physical Security Consultant by the City of Pickering to investigate the ability to integrate various access control and monitoring systems across the City of Pickering. In addition to these key recommendations, the City's immediate priority will be to hire a Supervisor, Security Services & Parking Enforcement as approved in the 2019 Current Budget and award a security services contract for key municipal facilities. The City of Pickering's existing contract with Best Guard Security Inc. expires on April 30, 2019 (which represents a 24 month contract extension from the original term of May 1, 2014 to April 30, 2017, as per Q-7-2014). At this time, an additional extension of eight months, ending December 31, 2019, is required in order for the new Supervisor to be hired, review the APGI report, consult with staff and prepare a new RFQ for contracted security services of Pickering City Hall, Pickering Recreation Complex and Library Central Branch. The total cost resulting from this 32 month contract extension will now increase to $232,000.00 plus HST. As such, the contract extension of Best Guard Security Inc. ending December 31, 2019 requires the approval of Council in accordance with Purchasing Policy, Section 09.09. 59 CS 19-19 March 25, 2019 Subject: Security Services Review Page 4 Therefore, the purpose of this report is to seek Council's endorsement to extend the contract with Best Guard Security Inc. to December 31, 2019; and, of the External Security Services Review, Assessment and Recommendations (2018-12) report, in principle. Due to the sensitive nature of this information, the consultant will deliver an in -camera presentation of their report to Council immediately prior to the Council Meeting of March 25, 2019. Furthermore, the External Security Services Review, Assessment and Recommendations (2018- 12) report by APGI will not be made public. Attachments: 1. Purchase Order'180267 Prepared By: Marisa Carpino Director, Community Services :mc oved/Endorsed By: Pau Dir ctor, Co orate Services & City Solicitor Ray Rodrigues, CPPB Manager, Supply & Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council (ii e/ Tony Prevec el, P.Eng. Chief Administrative Officer 60 VENDOR:B0506 BEST GUARD SECURITY INC. 200-1001 FINCH AVE WEST TORONTO, ON M3J 2C7 PH: (416)749-2009 FAX: (866)444-4702 CONTACT: BOYAN BOZHKOV EXT 203 PURCHASE ORDER THE CITY OF PICKERING ONE THE ESPLANADE PICKERING, ON L1V 6K7 (905) 420-4616 Page: 1 Purchase Order Number BL 180267 QUOTE THIS NUMBER ON ALL INVOICES, SHIPPING DOCUMENTS & CORRESPONDENCE For Information regarding this order contact Ray Rodrigues (905)420-4616 Ship to: AS DIRECTED XXX XXX ATTN: Marcos Moreira Note: Deliveries to the Pickering Civic Complex: Trucks over 10' in height must ship to Pickering Operations Centre - 2570 Tillings Road, Pickering Ontario L1V 2P8 Order Date 2018/09/25 Delivery Date 2018/04/23 Ship Via Requisition Number Terms Delivery 11977 NET 30 FOB Buyer PICKERING Ray Rodrigues SUBJECT TO TERMS AND CONDITIONS STATED BELOW Account Code QTY UOM DESCRIPTION PRICE EXT HST TOTAL 0000.0000.0000 1 EACH Provide Security Services for the City of Pickering at specified locations and dates/times as requested TOTALS: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 As per SS2018-8 approved by M.Carpino THIS ORDER IS VALID FROM MAY 1, 2018 UNTIL SEPTEMBER 30, 2018 - EXTENSION PRICING COORDINATE WORK WITH: MARCOS MOREIRA @ 905.420.4660, EXT. 3234 HEALTH & SAFETY REGULATIONS, WSIB CLEARANCE CERTIFICATE AND CERTIFICATE OF INSURANCE HAVE BEEN RECEIVED AND ON FILE. As per report CS -28-18 and Resolution #472/18 approved by Council on Sept 17, 2018 The contract end date has been revised to April 30, 2019 CONDITIONS: 1. PACKING SLIPS MUST ACCOMPANY SHIPMENT 2. MSDS MUST ACCOMPANY SHIPMENT WHERE APPLICABLE 3. NOT VALID UNLESS SIGNED BY AN AUTHORIZED REPRESENTATIVE OF SUPPLY & SERVICES 4. ORDERS EXCEEDING DELIVERY TERMS MAY BE SUBJECT TO CANCELLATION 5. GOODS OR SERVICES IN NON - COMPLIANCE OF ORDER ARE SUBJECT TO RETURN OR CORRECTION AT THE VENDORS EXPENSE 6. ADJUSTMENTS TO A PURCHASE ORDER MUST BE AUTHORIZED BY SUPPLY & SERVICES Ia r\ Authorization VENDOR COPY #IRO WHDVI1J -4 DICKERING Report to Council Report Number: CS 23-19 Date: March 25, 2019 From: Marisa Carpino Director, Community Services Subject: Repeal of Pickering Museum Village's By-laws - Pickering Museum. Village Advisory Committee - Pickering Museum Village Reserve Fund - Pickering Museum Management Board - File: A-1440 Recommendations: 1. That By-law 563/77 establishing a Pickering Museum Village Advisory Committee be repealed; 2. That By-law 621/77 establishing the Pickering Museum Village Reserve Fund be repealed; 3. That By-law 653/77 establishing the Pickering Museum Management Board for the Pickering Museum Village be repealed; 4. That the Pickering Museum Village Advisory Committee be dissolved; 5. The Pickering Museum Village be added as a standing line item to the Cultural Advisory Committee; That the draft By-law attached to this report be enacted; and, 7. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: When Pickering Museum Village ("PMV") was established in 1977, several By-laws were enacted in order to govern its operation. By-law 563/77, to establish a Pickering Museum Village Advisory Committee, was for the purpose of advising Council on matters of establishment, management and maintenance of the museum; By-law 621/77, to establish a Pickering Museum Village Reserve Fund, was for the purpose of setting aside monies to be used for the development of the museum; and, By-law 653/77, to establish a Pickering Museum Management Board, was in furtherance to undertaking the establishment of a public historical museum. In the 40 years that have passed, the PMV has grown to become an award winning, living history museum that offers hundreds of heritage programs, events and services to thousands of visitors annually within a quaint pioneer village featuring 17 heritage buildings spanning from 1810 to. 1920. Today, the Pickering Museum Village is operated with the support of 7 full-time staff and approximately 25 part-time staff who manage daily operations, capita! projects and strategic 62 Report CS 23-19 March 25, 2019 Subject: Repeal of Pickering Museum Village's By-laws developments subject to Council approved operating and capital budgets. Over the years, Council has continued to demonstrate its high level of financial support by funding various capital projects such as the Conservation Barn and Heritage & Community Centre that negate the need for any special reserve or reserve fund funding. Clearly, over the past four decades, the need for an Advisory Committee and Museum Board has waned as the development, management and maintenance of the PMV is now largely drawn from. the expertise and knowledge of in-house staff who are industry experts. In essence, the work of the Museum Board and Advisory Committeeas enacted in 1977 is complete. PMV staff currently have the ability to directly advise Council on matters of museum management and strategic development through the investment of qualified industry professionals employed by the City of Pickering. On the February 4, 2019 Executive Committee Meeting agenda, Report CS 02-19 recommended a repeal of these PMV By-laws which are no longer reflective of current and evolving practices. The report also recommended the dissolution of the Pickering Museum Village Advisory Committee and realignment of regular reporting practices to the Cultural Advisory Committee. At that time, Council referred. Report CS 02-19 back to staff for further consultation with former Pickering Museum Village Advisory Committee Members and that staff report back at the March 25th meeting of Council. 'As a result, staff have since consulted with the former Pickering Museum Village Advisory Committee Members who applied for reappointment for the 2018-2022 term regarding the recommendations outlined in this report. They understood the reasons why staff have come to make these recommendations and each has expressed an interest to continue supporting the PMV by volunteering with the Pickering Museum Village Foundation or participating on a future PMV project steering committee. Financial Implications: The recommendations in this report have no financial impact to the City. The City of Pickering receives approximately $39,000.00 in operational funding for. the PMV annually from the Government of Ontario, which requires the PMV to follow standards for community museums in Ontario. City staff have confirmed with the Provincial Program Officer of the Community Museums Operating Grant that establishing the PMV as a standing item on the Cultural Advisory Committee would retain the City's eligibility in the annual funding program. Discussion: Over the past 40 years, the PMV has progressed in both governance and management by participating in the Ontario standards for community museums program; bringing in museum staff that are qualified museum professionals; and, employing more advanced forms of planning including the PMV 5 year Strategic Plan (2018-2023) and the Cultural Strategic Plan that identify priorities for the PMV. This growth has made the Committee and its By-laws obsolete and/or redundant. As such, this report seeks Council's approval to dissolve the Committee and repeal By-laws 563/77, 621/77 and 653/77. When the PMV was established in 1977, the Pickering Museum Village Advisory Committee was established by way of By-law 563/77 for the purpose of advising Council on matters of establishment, management and maintenance of museums within the City of Pickering. Since 63 Report CS 23-19 March 25, 2019 Subject: Repeal of Pickering Museum Village's By-laws that time, the Pickering Museum Village Advisory Committee has played a valuable role in advocating for, and professionalizing the PMV. The Committee has advised staff through several strategic planning cycles which has resulted in a foundation of strong museum policy and practice that has shaped museum operations. However, since that time, the governance and management structure of the PMV has shifted to be predominately led by dedicated and qualified City staff who are responsible for museum management, strategic planning, policy development, collections and conservation, public and education programs, volunteer development, seasonal and summer programs, facility maintenance, capital and infrastructure projects, facility rentals and filming. These staff are industry professionals with relevant expertise to manage a dynamic living history museum. In fact, the Supervisor, Museum Services and two supporting museum staff have Masters Degrees in their field of study; many other museum staff have applicable post graduate certificates/degrees in heritage studies and/or teaching certificates; and all museum capital projects are led by the Manager, Facilities Capital Projects who is a licensed architect. As a result, the PMV Advisory Committee mandate and terms of reference has changed and now directly relies on the input of museum staff who are responsible for those operational areas. Also, the most recent call for applications to the PMV Advisory Committee unfortunately resulted in approximately only six candidates eligible for consideration; for a total nine vacancies. This level of interest was despite staffs efforts to broadly promote the citizen appointment opportunity with education institutions, heritage associations/networks, through direct e -blasts and on social media. To be clear, limited membership to the Advisory Committee makes meaningful discussion and broad-based citizen input difficult. Despite the steadfast support of the PMV by the Pickering community, the waning interest to join the PMV Advisory Committee is compounded by historic patterns of committee member absences from meetings through the year. Clearly, the purpose of By-law 563/77 to advise Council in matters of establishment, management and maintenance of museums within the City of Pickering is now complete. The PMV is now fully established and is managed and maintained by a full complement of City staff who are industry professionals with the relevant expertise. For this reason, staff seek Council's approval to repeal By-law 563/77 which established a Pickering Museum Village Advisory Committee. As a demonstration of the City's continued commitment to citizen engagement, accountability and transparency, while planning for innovation, competition and growth, Pickering Museum Village will be a standing agenda item to the Cultural Advisory Committee. The PMV was included as a key component of the Cultural Strategic Plan, and the PMV 5 year Strategic Plan (2018-2023) aligns with the priorities of the Cultural Strategic Plan. Should a specific museum project arise which would benefit from the input of community and industry experts, staff will strike a project steering committee for a designated duration — a model working successfully with the Age Friendly Community Steering Committee. When the PMV was established in 1977, the City of Pickering also enacted By-law 621/77 which created a reserve fund for the development of the Museum. Due to the inactivity of the reserve fund and the evolution of the PMV over the past 40 years, staff recommend repealing By-law 621/77 which established the Museum Reserve Fund. The PMV is supported by the City's annual operating and capital budgets, as approved by Council as part of the annual budget process. Council has demonstrated its high level of financial support by funding various capital projects 64 Report CS 23-19 March 25, 2019 Subject: Repeal of Pickering Museum Village's By-laws such as the Conservation Barn and Heritage & Community Centre that negate the need for any special reserve or reserve fund funding. The PMV also receives grants and subsidies from various Federal and Provincial grants, in addition to project specific donations from the Pickering Museum Village Foundation. Lastly, when the PMV was established in 1977, the City of Pickering enacted By-law 653/77 which established the Pickering Museum Management Board in furtherance to establishing a public historical museum. The Museum Management Board is currently inactive. With a growing team of professional staff managing the Museum, the Management Board is no longer required for the effective management of the Museum. On the February 4, 2019 Executive Committee Meeting agenda, Report CS 02-19 recommended a repeal of these PMV By-laws which are no longer reflective of current and evolving practices. The report also recommended the dissolution of the Pickering Museum Village Advisory Committee and realignment of regular reporting practices to the Cultural Advisory Committee. At that time, Council referred Report CS 02-19 back to staff for further consultation with former Pickering Museum Village Advisory Committee Members and that staff report back at the March 25th meeting of Council. As a result, staff have since consulted with .the former Pickering Museum Village Advisory Committee Members, who applied for reappointment for the 2018-2022 term, regarding the recommendations outlined in this report. They understood the reasons why staff have come to make these recommendations and each has expressed an interest to continue supporting the Pickering Museum Village by volunteering with the Pickering Museum Village Foundation or participating on a future PMV project steering committee. The Pickering Museum Village Foundation is a charitable organization with its own, independently elected Board of Directors. As such, they are responsible for the decisions and activities of the Pickering Museum Village Foundation, and accountable to the Canada Revenue Agency as a registered charity. The Pickering Museum Village Foundations' activities as they relate to the Ontario Lottery and Gaming Corporation Act are monitored by the City of Pickering's Legislative Services Division. Given the governance structure of'the Pickering Museum Village Foundation and subject to the dissolution of the Pickering Museum Village Advisory Committee, eligible funding requests to support Museum projects and initiatives will be made directly by City staff to the Pickering Museum Village Foundation for their consideration. Attachments: 1. By-law 563/77 2. By-law 621/77 3. By-law 653/77 4. Being a By-law to Repeal By-law Nos. 563/77, 621/77 and 653/77 with respect to the Pickering Museum Village 5. Pickering Museum Village Advisory Committee Terms of Reference 65 Report CS 23-19 Subject: Repeal of Pickering Museum Village's By-laws March 25, 2019 Prepared By: 66 Laura Gibbs, MBA, MSc. Supervisor, Museum Services MC:Ig Approved/Endorsed By: Marisa Carpi ` ®, MA Director, Community Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer k, iz1 zo/? ATTACH -NT _LAO REPORT #, _ J 3 � 19 •TAE CORPORPTIOId OF THE TOWN OF PICKCERING EY-I.,AW• NUMBER 5i 3177 A By-lawof the Municipality of the Town of Pickering to establish a Museum Advisory Committee. 'WHEREAS ,pursuant to the provisions of Section 242 of the •Muni:cipal Act, R.S.O. 19701 Chapter 284, the Council of every local :municipality may pass.such by-law and make such regulations for the health,. safety_, morality and welfare of the inhabitants of the Municipality. NOW THEREFORE. the Council of the Town of Pickering enacts as follows: 1. A Committee shall be established to be .known as the Town of Pickering Museum Advisory Committee. 2. The Town of Pickering Museum Advisory Committee shall advise Council in matters of establishment, management and maintenance. of museums within the Town of Pickering. By-law read a FIRST, SECOND and THIRD time and PASSED this day of , 1977. Mayor Administrator -Clerk 67 ATTACHMENT �. _,'(" j � ' THE: ?ORPOR?.TION OF ,THE TOWN OF PICRERIl G BY-LAW NUMBER ‘1.177 Being a By-law to establish and maintain a reserve fund for Museum development c45.c3�ic' WHEREAS pursuant to the previsions of subsection 1 of section 308 of The Municipal Act, R.S.U. .1970, c. 284, as amended, every municipality may provide for the establishment or maintenance of a reserve fund for any purpose for which it has the authority to spend funds; AND WHEREAS pursuant to the provisions of paragraph 74 of section 352 of the said Act, the Council of the Corporatior of the Town of Pickering has enacted By-law Number /77 for the operation of a Museum; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. A reserve fund shall be established and mcintained for the purpose of setting aside any monies received from the expropriation of or for.compensation resulting from the expropriation of Museum properties by the Federal Government as well as all other monies that may be received from time to time for Museum purposes. 2. All monies so received in each year shall be deposited in a special.bank account designated "Reserve Fund - Museum Development" on or before December. 31st in than year, and may be invested in such securities as the Trustee may invest under The Trustees Act, and the earnings derived from the investment of such monies shall form part of the reserve fund. All monies forming part of the Reserve Fund - Museum Development shall be used for the development of the Town of Pickering Museum. 4. Notwithstanding the provisions in section 3, abcve, any monies forming part of the Reserve Fund - Museum Development may be expended, pledged or applied for any purpose other than that for which the fund is established with the consent of at least two thirds of the members of Council. 5. The Auditor in his annual report shall report on the activities and position of the Reserve Fund - Museum t velopment. By-law read a first, second and third time and PASSED this day of ru 1977. Mlayor Administrator -Clerk 68 ATTACHMENT #TO REPORT tAl - • •TH.cOflPMATION OF.TE TOWN OF PICKERING • 111:14M4- :NWIER -S-3/17 •"•: . - - - - • • • , • • Beinga•By-law„tCrappoint a Board of Management ..for .7the. Pickering MuSeum . -• WHE.REA*: pursuant • to the .,provisions of paragraph 74. of 134ctiOn:352-:.of .theM4nidipal .Act,'.R:s:O. 1970, chapter 284, as ..amended, by-1aai s ed: bythe councils of all - Board - of Management for any. under- taking 'ief err eVto t4ekeitl; _ , • . . .ANO WHEREAS pursuant to . the provision's of this said- section, the• ColinOil of the :Corporation' of the. town. of Pickering passed Bylaw pamber .620/17 on the:6th -day: of. June, 1977 establishing within. the Municipality a publi.6 historical museum; • . . _ AND .11BEBEAS. it, is now deemed desirable: to appoint a Board of Management. in furtherance of that undertaking; • • NOW THEREFORE THE. COUNCIL OF THE CORPORATION OF THE TOWN .OF PICKERING HEREBY ENACTS AS -FOLLOWS 2. A Board 'Of. -Management for the Town of Pickering PubliO. HistorlaaI Museum shall be established and . _ . shall be .1(nownai The Pickering Museum Management ..Board. The Pickering .Musetm. Management Board shall be composed(6) persons, at least two Of whom shall . be meMbers- of .the Councii ofthe Corporation. of the:town of Pickering. • FrOm the date of. passage of this by-law until and _ .Including the -31st day .of December, i 9 77, the • persons .*comPoSing: the .Pickering Museum Management Board.. shall be Mayor JaCk .Anderson Councillor LaurieCahill CouncilloGerryFisherer ounCilior '11491n:Kitahen opunCillor. KenMatheson. COuncilleir Alex -Robertson. Promthe,aate -of passage of this by-law until and inClUdingthe -3ist day of beteMber, 1977- the Chairman of:the: Pickering ..Mnseum 'Management Board shall be Mayor. Jack Anderson. ByriaWread a . second and third time and PASSED thle. ' 4-itt - 'day, of. • - - , 1977. (4 -- (\Slayer : 1.\\ 14 ti Adminis rator- •- 6 9 ATTACHMENT # H TO REPORT a' # > I ( The Corporation of the City of Pickering By-law No. XXX -19 Being a by-law to Repeal By-law Nos. 563/77, 621/77 and 653/77 with respect to the Pickering Museum Village Whereas on March 7, 1977 Council passed By-law 563/77, being a by-law establishing a Pickering Museum Village Advisory Committee; and Whereas on June 6, 1977 Council passed By-law 621/77, being a by-law establishing the Pickering Museum Village Reserve Fund for Museum development; and Whereas on July 4, 1977 Council passed By-law 653/77, being a by-law establishing the Pickering Museum Management Board for the Pickering Museum; Whereas on March 25, 2019 Council passed Resolution # xxx/19 to dissolve the Pickering Museum Village Advisory Committee; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: That By-laws 563/77, 621/77 and 653/77 are hereby repealed. By-law passed this 25th day of March, 2019. David Ryan, Mayor Susan Cassel, City Clerk 70 ATTACHMENT # 5 _ TO fTORT #S, �J Terms of Reference Pickering Museum Village Advisory Committee 1.0 - Mandate The Committee is charged with the responsibility of giving guidance to, and advising the City through City staff with respect to the sustainability, both long and short term, and general operation of the Pickering Museum Village. 2.0 Goals, Objectives and Responsibilities • Development and regular review of the PMV Strategic Plan that aligns all short and Tong -term goals with the museum's Vision, Mission, Mandate and Statement of Purpose • Prepare an annual work plan for the Pickering Museum Village Committee, linked with the PMV strategic plan, which is submitted to City Council annually • Prepare, submit, and present an annual report that summarizes the Committee's progress on the approved annual work plan which is submitted to City Council annually • On an ongoing basis, review the PMV's plans, policies, procedures and standard operating procedures against the Ministry of Tourism, Culture and Sport's expected Standards for Community Museums, and recommend and support revisions as appropriate • Recommend restoration and capital expenditure projects to the City and the Pickering Museum Village Foundation for funding • Review annually, provide comments and recommendations to the City of Pickering on the proposed current and capital budgets of the PMV in accordance with the future goals and approved Strategic Plan and committee work plans • Receive and approve the reports from designated subcommittees • Receive the report from Chair of Pickering Museum Foundation at each meeting Specific Member Responsibilities • Provide a clear Criminal Reference Check and Vulnerable Sector Screening • On an ongoing basis, act as Ambassadors of the PMV and actively promote its' programs, activities and special events • Prepare for and attend all PMV advisory committee meetings • Attend museum Volunteer Orientation seminar once every two years • Participate in a minimum of five special event days and/or work days thereby assisting and supporting the staff and other volunteers in the operation and presentation of events and activities on site and at other locations, i.e. public presentations • Member attendance at the Committee meetings, training and event/work days will be provided to the Facilitator. At the discretion of the Facilitator, a 71 recommendation on the continuation of the absent member on the Committee will be reported to the Clerk's Office for their consideration • Participate in training and education programs designed to upgrade the knowledge and skills of the member in regard to current trends, processes, standards for prudent and professional management and operation of the museum. Share and disseminate learning to others through presentation of materials/information acquired at the training sessions. Apply learning in the best interests of the museum • Members will participate on sub -committees as required. Standing sub- committees will be facilitated by city staff and will carry out specific functions, which are not limited to: volunteer recognition, collections, large capital projects, special events, and programs. Additional sub -committees may be formed based upon activity and need 3.0. Standing Sub -Committees Responsibilities and Activities Collections Committee • Will be responsible for reviewing and making recommendations regarding the development, management and care of the museum collections • In consultation with the Coordinator, Museum Operations, prepare a work plan for the ongoing inventory of the museum collection • Support initiatives to develop staff and volunteer training programs and processes regarding the use, care, and preservation of artifacts • Support and assist staff with the development and review of plans, policies and procedures related to artifact collection management and development, and conservation • Support and assist staff with collections -related projects that put museum policy and plans into practice • Prepare and present work plan and report on activities to the PMV Advisory Committee at each full Advisory Committee meeting Site Improvements Committee • Support and assist staff to identify and prioritize large capital projects • Maintain a project, list by priority, prepare work plan and cost benefit analysis • Work with identified City and Foundation representatives to prepare details of project plan • Present list to Advisory Committee and staff members and work with City and Foundation to identify appropriate projects for general capital funding and special projects outside of general operational work to present to the Foundation for funding • Prepare and present project plans and report on activities to the PMV Advisory Committee at each full Advisory Committee meeting Volunteer Recognition Committee • Review and prepare volunteer recognition "kudos" for circulation to volunteer team • Maintain a data base of volunteer achievements for recognition and award reference purposes 72 • Review requirements for awards nominations, gather supporting documentation, and prepare draft of nomination for staff review, approval and submission • Review and make recommendations regarding the PMV Volunteer Service and Recognition Program • Support and assist staff with the development and review of plans, policies and procedures related to volunteers • Plan, develop, and coordinate annual recognition and awards reception • Assist and support volunteer training seminars and workshops, including the development of training presentations and programs • Prepare and present work plan and report on activities to the PMV Advisory Committee at each full Advisory Committee meeting 4.0 Composition 9 Citizen Appointments, no new appointments to be made within the last year of a committee term, unless requested by the committee. The committee requests council to consider that committee members serve no longer than 3 consecutive terms 5.0 Member Qualifications Members should have previous experience, knowledge and expertise related to museum operations, marketing,.board operation, heritage sites, artefacts, heritage architecture and/or structural engineering, grant writing for culture related initiatives, and/or a relatable skill set that is applicable to the Pickering Museum Village. 6.0 Meeting Schedule The Pickering Museum Village Advisory Committee meets monthly. Established meeting dates and times shall not be changed unless circumstances warrant special consideration. Meetings will not be held in the months of July, August or December unless determined by the Committee that a meeting is necessary to meet the mandate or work plan of the Committee. During a Municipal election year, meetings shall be held until such time as a new committee is appointed. At the discretion of the committee meetings may not be held after September 30th if determined by the Committee that a meeting is unnecessary to fulfill the mandate or work plan of the Committee. 6.0 Budget The committee has no operating budget, but advises on the Pickering Museum Village current and capital budgets, as part of the annual budget process. 73 cty oh DICKERING Report to Council Report Number: CS 25-19 Date: March 25, 2019 From: Marisa Carpino Director, Community Services Subject: Council Chamber Flat Roof Replacement - Emergency Purchase File: A-1440 Recommendation: 1. That Council is notified of the quote submitted by Foran's Roofing and Sheetmetal Limited in the amount of $113,300.00 (HST excluded) in accordance with Section 12.01 Emergency Purchase of the Purchasing Policy; 2. That the total gross project cost of $166,449.00 (HST included), including the amount of the quotation, contingency and other associated costs, and the total net project cost of $149,892.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $149,892.00 as provided for in the 2019 Civic Complex Capital Budget, to be funded from a 15 -year internal loan; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The existing flat roof around the metal dome of the Council Chamber at the Pickering Civic Complex was installed as part of the original construction of the building in 1992. Several leaks were observed throughout 2018, resulting in multiple repairs and prompting more detailed investigations. A report provided by IRC Building Sciences Group Inc. in December 12, 2018 confirmed that the flat roof membrane had failed and required replacement, and recommended installation of a permanent walkway and safety lines for maintenance access. The adjoining flat roof over City Hall was replaced in 2017 by Foran Roofing and Sheetmetal Limited. That work remains under warranty. Installation of a new maintenance walkway will require cutting into the City Hall roof to securely anchor the new bridge, and must be completed by the same company to avoid voiding their warranty. Foran Roofing and Sheetmetal Limited submitted a price of $128,029.00 (HST included), which was accepted in accordance with the Purchasing Policy, Section 12.01 Emergency Purchase. The total gross project cost is estimated to be $166,449.00 (HST included) and the total net project cost is estimated at $149,892.00 (net of HST rebate). 74 CS 25-19 Subject: Council Chamber Flat Roof Replacement March 25, 2019 Page 2 Financial Implications: 1. Quotation Amount Quotation by Foran Roofing and Sheetmetal Limited HST (13%) Total Gross Quotation Cost $113,300.00 14,729.00 $128,029.00 2. Estimated Project Costing Summary Quotation by Foran Roofing and Sheetmetal Limited Contingency Sub Total HST (13%) Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $113,300.00 34,000.00 $147,300.00 19,149.00 $166,449.00 (16,55700) $149,892.00 3. Approved Source of Funds 2019 Capital Budget — Civic Complex Description Council Chamber Flat Roof Replacement Account Code Source of Funds 5700.1906.6500 Total Funds Budget Required Internal Loan $150,000.00 $149,892.00 (15 -years) $150,000.00 $149,892.00 Project Cost under (over)'approved funds by $108.00 The Purchasing Policy (PUR 010), Section 12.01 permits staff to obtain such goods and services as are necessary to respond to the emergency. If the purchase amount exceeds $50,000.00, the Director must notify the Treasurer and CAO and the Director shall submit a report of the incident to the appropriate Committee and Council at the earliest possible time. The existing roof membrane failed in multiple locations and requires immediate replacement. A connecting walkway must be provided for safe access from the main flat roof of City Hall to the Council Chamber roof. The walkway must be anchored to the City Hall roof, which was replaced in 2017 and remains under warranty. By awarding this work to Foran Roofing and Sheetmetal Limited, who replaced the City Hall roof, the City will also avoid voiding that warranty. In accordance with section 12.01 of the Purchasing Policy, purchase amounts exceeding $50,000.00 must be reported to Council. 75 CS 25-19 March 25, 2019 Subject: Council Chamber Flat Roof Replacement Page 3 A larger contingency has been included to allow for concealed conditions that could affect the work while connecting to the Council Chamber metal dome roof and skylights over the City Hall lobby, both of which will remain in place. Unexpended funds will be returned to source. Discussion: The flat roof surrounding the Council Chamber's metal dome roof is original to the building, installed in 1992, and is at the end of its serviceable life. Early drafts of the 2019 Capital Budget projected its replacement in 2020. This timeline had to be advanced based on recent, progressive degradation. Staff observed and repaired multiple leaks in the flat roof over the Council Chamber throughout 2018, requiring repeated. repairs. The leaks returned in new locations after each repair, suggesting a broader problem with the roof. IRC Building Sciences Group Inc. were retained by the City to undertake a detailed condition assessment. Their report, dated December 12, 2018, confirmed that the inverted roof assembly and membrane had failed and required replacement. It also identified a need to provide permanent access and safety lines for maintenance access to this roof, which is the only way to reach the upper levels of the Council Chamber dome. In addition to the urgency of the roof repairs, provision of a new maintenance access bridge requires physical anchoring on both sides of the skylights separating the flat roof around the Council Chamber from the main flat roof over City Hall. The roof over City Hall was replaced in 2017, by Foran's Roofing and Sheetmetal Limited, and remains under warranty provided by them as the installers. Retaining the same contractor who completed this work avoids voiding their warranty. The Community Services Department is notifying Council as per Purchasing Policy, Section 12.01 of the work being completed by Foran Roofing and Sheetmetal Limited in the amount of $128,029.00 (HST included), and the total net project cost of $149,892.00. Attachments: 1. CAO Memorandum (CAO 02-19) dated January '8, 2019 76 CS 25-19 March 25, 2019 Subject: Council Chamber Flat Roof Replacement Page 4 Prepare cj By. Approved/Endorsed By: Vince Plouffe, OAA, RAIC Manager, Facilities Capital Projects M.C:vp Marisa f' .rpino, MA Director ommunity Services Ray Rodrigues, CPPB Manager, Supply & Services Stan Karwowski, MBA, A; f, Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel; P.Eng. Chief Administrative Officer ia,C , r 2, 20r7 77 ATTACHMENT # c4,d DICKERING TO REPORT OS - 1 61 CAO 02-19 Memo To: Mayor Ryan and January 8, 2019 Members of Council From: Tony Prevedel Chief Administrative Officer Copy: Director, Community Services Division Head, Operations Manager, Facilities Capital Projects Subject: Council Chamber Roof Repairs - Flat Roof Leaks File: 0-8320 Several leaks have developed in the flat roof around the dome over the Council Chamber at City Hall. Several repairs were undertaken throughout 2018, but the leaks continue to migrate. This roof is at end of life and had previously been identified for replacement in 2020. As a result, the replacement of this flatroof will proceed immediately and in advance of Council's approval of the 2019 Capital Budget in order to maintain continuity of service. The roof is quite narrow and difficult to access, and will require a metal walkway and safety lines to also be installed for worker safety. Please note that this project budget estimated at $150,000 is subject to the approval of the Manager,. Director, Treasurer and CAO, as per section 06.11 (b) of the City's Purchasing Policy. 78 eta �h DICKERING Report to Council Report Number: CS 26-19 Date: March 25, 2019 From: Marisa Carpino Director, Culture & Recreation Subject: Conservation Building Reconstruction - Funding Reallocation - , File: A-1440 Recommendation: 1. That Council endorse reallocation of $125,000.00 (fire protection system) to the project's contingency for the conservation Building Reconstruction (5744.1808.6500); That Council authorize the Director, Finance & Treasurer to reallocate funding from account 5744.1808.6500 Conservation Building Reconstruction (furniture, fixtures and equipment) to be used as project contingency, only if required to meet construction deadlines associated with the Canadian Cultural Spaces Fund grant agreement associated with this project; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: Conversion of the previous Pickering Museum Village's former steam barn into a new Conservation Building is nearly complete. The project is partially funded by $450,000.00 from the Canadian Cultural Spaces Fund (CCSF) grant program. The grant requires the project to be completed by the end of March 2019, coinciding with the end of the Federal Government's fiscal year. Staff continue to investigate the costs associated with provision of a fire suppression system in this building, but they are expected to exceed the available budget and installation cannot be completed within the project schedule. Reallocation of approved funding for the fire protection system for use as part of the project contingency is requested to ensure project completion in accordance with schedule obligations for the CCSF grant. Authorizing the Treasurer to draw upon funding from account 5744.1808.6500, only if necessary to meet these obligations, will provide an additional budgetary buffer to avoid any potential for approval -related delays in the final days of the work. Financial Implications: This project has incurred higher than expected costs associated with post -tender changes required for building permit approval, winter construction, and upgrades to building electrical and gas supplies. Final project costs, still being finalized, have exceeded the approved project contingency of $150,000.00, but not the overall funding approved of $1,678,366.00 in Report CS 09-18. 79 CR 26-19 March 25, 2019 ' Subject: Conservation Building Reconstruction Funding Reallocation Page 2 The Conservation Barn Renovation project includes $200,000 for furniture, fixtures and equipment (FFE) and this amount was included, in the 2018 Capital Budget. This amount is debt financed as a five year internal loan. Recommendation 2 provides staff the authority to use surplus FFE dollars to complete the project only if it is required. After the project is completed, FFE Capital Budget Account will be closed. Discussion: Reconstruction of the Museum Conservation Building was awarded in May 2018. Work could not commence until a new shed structure was completed on the upper site to temporarily house displaced artifacts from the existing steam barn. Construction began in early September and has progressed at a pace consistent with the original schedule. Tender T-14- 2018 allowed for a late start, protecting the City from potential delay claims. Tender and building permit applications were undertaken concurrently due to overall schedule constraints. The City secured $450,000.00 in grant funding from CCSF, which required all work to be completed by the end of March 2019. This date coincides with the Federal Government's fiscal year end. Post -tender changes required for permit approval consumed $89,000.00 of the project's available $150,000.00 contingency. Upgrades to the building's electrical and gas supplies have also exceeded expectations, and still being finalized. A late construction start will result in an estimated $12,000.00 in winter control costs, and additional costs common to all construction project have also been encountered, exhausting available project contingency. Report CS 09-18 included a preliminary costs estimate for provision of a fire suppression system to add extra projection for the artifacts to be housed in this Conservation Building after completion of this project. Designs for a fire suppression system have been completed and are currently being priced. Initial estimates suggest that the cost to install such a system would significantly exceed the preliminary costs estimate, primarily due to secondary costs associated with backup power requirements and water storage needs on a building supplied by a well. An update on costs will be provided to Council for consideration at a later date. It will not be possible to install a sprinkler system before the project completion deadline, as restricted by grant obligations, and within the approved budget. The building will still be equipped with a modern remotely monitored fire and security alarms, as part of the tender scope of work, and be in full compliance with the requirements of the building code. Due to the unexpected costs summarized above, and the inability to provide a fire suppression system at this time within the available budget, it is requested that the $125,000.00 in funding allocated for the fire suppression system in Report CS 09-18 be repurposed to serve as additional project contingency. Project 5744.1808.6500 was also approved as part of the 2018 Capital Budget for the provision of furniture, fixtures and equipment for the renovated space. This account has $200,000.00 in available funds. Approval is requested to authorize the Treasurer to supplement the project funds from this account, if necessary. These funds are not expected to be required, but the request is included in this report as only Council can delegate this authority, and there will not be another opportunity to do so before the March 31 deadline for the CCSF grant. 80 CR 26-19 March 25, 2019 Subject: Conservation Building Reconstruction Funding Reallocation Page 3 Attachments: 1. Report CS 09-18 Tender for Conservation Barn Reconstruction at the Pickering Museum Village (Tender T-14-2018) Prepared By: ccv{ Marisa Za i"no, MA Director, Community Services MC:vp Approved/Endorsed By: Ray Rodrigues, CPPB Manager, Supply & Services Stan Karwowski, MBA—C'�ACMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer if --4(• rz,2_0r9 81 City oh PJCKER1NG ATTACHMENT#. I TO REPORT# Report to Council Report Number: CS 09-18 Date: May 14, 2018 From: Marisa Carpino Director, Community Services Subject: Tender for Conservation Barn Reconstruction at the Pickering Museum Village - Tender No. T-14-2018 - File: A-1440 Recommendation: 1. That Tender No. T-14-2018 submitted by J.J. McGuire General Contractors Inc. in the amount of $1,553,000.38 (HST included) be accepted; 2. That the total gross project cost of $1,863,751.00 (HST included), including the amount of the tender, contingency and other associated costs, and the total net project cost of $1,678;366.00 (net of HST rebate), be approved; • That Council authorize the Director, Finance & Treasurer to finance the net project cost of $1,678,366.00 as follows: a) the sum of $850,000.00, as provided for in the 2018 Museum Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed 20 years;• b) the annual repayment charges in the amount of approximately $62,545.00 be included in the annual Current Budget for the City of Pickering (the "City") commencing in 2018, or such. subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; c) The sum of $450,000.00 to be funded from the Canada Cultural Spaces Fund (CCSF) through the Government of Canada; d) The sum of $378,366.00 to be funded by a transfer from*the Rate Stabilization Reserve; e) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terrns, conditions, or take any actions. necessary in order to effect the foregoing; 4. That the draft by-law attached to this report be enacted; and 5. That the appropriate officials of the City be authorized to take the necessary actions as indicated in this report. 82 Report CS 09-18 May 14, 2018, Subject: Tender for Conservation Barn Reconstruction at the Page 2 Pickering Museum Village Executive Summary: The City intends to partially demolish and reconstruct the existing Steam Barn on the lower site of Pickering Museum Village in order to upgrade and repurpose it as the site's new Conservation Building. The existing building consists of an unheated and uninsulated metal roof and cladding on wood post and timber construction. The roof and cladding are at the end of their serviceable life. The project includes provision of a water and septic system to meet health and safety requirements, insulation and provision of heating and.cooling systems to maintain a tempered internal environment, the addition of a sprinkler system to better protect irreplaceable historical artefacts, dedicated Targe artefact conservation lab and storage, and structural reinforcement of the roof to accommodate future solar panel installation. On February 8, 2018, Request for Prequalification RFPQ-5-2018 was publically released for the Prequalification of General Contractors for the Conservation Barn Reconstruction at the,Pickering Museum Village. A total of twelve proposals were received by the deadline of Thursday, March 1, 2018. Based on the results of the evaluation rated criteria, five General Contractors were successfully prequalified by the City to submit bids for consideration. Tender No. T-14-2018 was released to the prequalified General Contractors and was also made available for information to the public on the City's website on March 23, 2018. A mandatory site visit was held on April 4, 2018. The tender closed on May 1, 2018. Four companies submitted bids for this project. The low bid submitted by J.J. McGuire General Contractors Inc. in the amount of $1,553,000.38 (HST included) is recommended for approval. The total gross project cost is estimated to be $1,863,751.00 (HST included) and the total net project cost is estimated at $1,678,366.00 (net of HST rebate). In July 2017, the City was awarded $450,000.00 towards this reconstruction project from the federal government through the CCSF. • Commencing with this project as soon as possible will help maintain the project schedule of June to November 2018 and could even accelerate building occupancy. Subject to award, the contractor can immediately order equipment and materials for fabrication in advance of other key project milestones (including construction of a shed structure and the relocation of existing building contents to that shed). Construction can then proceed at a faster pace by avoiding the risks of late or long delivery times. Faster construction in the early parts of the work will also facilitate early enclosure of the building, reducing any risks associated with inclement weather in the fall. Financial Implications: 1. Tender Amount Tender No. T-14-2018 HST (13%) Total Gross Project Cost $1,374,336.62 178,663.76 $1,553,000.38 83 Report CS 09-18 Subject: Tender for Conservation Barn Reconstruction at the Pickering Museum Village May 14, 2018 Page 3 Estimated Project Costing Summary Tender No. T-14-2018 Fire Protection System Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) ' Total Net Project Costs $1,374,337.00 125, 000.00 150,000.00 $1,649,337.00 214,414.00 $1,863,751.00 (185,385.00) $1,678,366.00 3. Approved Source of Funds 2018 Capital Budget — Museum Account Code 5744.1808.6500 Source of Funds Budget Debt — 20 Years $850,000.00 • CCSF 450,000.00 Rate Stabilization Reserve 0.00 Total Funds $1,300,000.00 Required $850,000.00 450, 000.00 378,366.00 $1,678,366.00 Project Cost under (over) approved funds by ($378,366.00) The additional cost will be funded by a transfer from the Rate Stabilization Reserve. By adopting this strategy, the City will be in an enhanced financial position to reach the 2019 budget levy target of 2.25% as established by Council. Investigations during the design process confirmed poor soil conditions beneath the existing building and rot in several of the existing structural members intended to be re -used. Allowances have been included in the tender price for the reinforcement and replacement of affected structures, but could not be accounted for at the time of submission of the construction budget. A separate allowance has been included for the provision of a fire suppression system, including sprinkler distribution, water storage tanks, pumps, backup power system and related ancillary works. The system is not required by the Ontario Building Code, and was therefore not included in the original construction budget, but it is strongly recommended that it be included in the scope of work. Many artefacts to be stored in this building are unique and irreplaceable parts of the City's heritage, and valuable public assets in need of added protection. The absence of municipal water -service and hydrants in the vicinity of the museum site increases the "cost to provide this protection. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditure exceeding 10% of the approved capital expenditures shall require the approval of the Treasurer, 84he Chief Administrative Officer, and Council. Therefore, Council approval is being sought at this Report CS 09-18 May 14, 2018 Subject: Tender for Conservation Barn Reconstruction at the Pickering Museum Village Page 4 time for the additional funds required. The Treasurer has concurred that the over expenditures will be funded by a transfer.from the Rate Stabilization Reserve. Contingency funds of approximately 10% of the construction cost has been included to address any additional soils or structural costs and to address unforeseen costs common with renovation projects on older buildings. If the contingency is not required, the funds will be.returned to the Rate Stabilization Reserve. Discussion: -The existing Steam Barn at Pickering Museum Village was constructed in the late 1970s, shortly after the Museum relocated to its current site from its previous location in Brougham. Additions were added for workshop spaces on the south side of the main structure in 2007 and 2008. The original building is approximately 100 feet long by 60 feet wide and 'of wood post and timber column construction with prefinished sheet metal cladding. Wood trusses support a sheet metal • roof. The floor is a concrete slab on grade.- The interior is uninsulated and unheated. Minimal fighting. is provided by translucent fiberglass panels on the north face and high bay industrial fixtures. The building is currently monitored by a security alarm, but has no water supply or septic system. The building currently houses most of the museum's collection of heritage vehicles and agricultural equipment, including tractors, steam -powered engines and other machinery. Indoor storage protects these artefacts from direct exposure to the elements, but they remain vulnerable to large fluctuations in temperature and humidity, pests, and other factors that negatively impact efforts to conserve them. Limited available storage space, compared to the size of the existing collection and other materials currently stored across the Museum, has been a persistent and growing issue. Museum staff have been working diligently to update their collection inventory and deaccession redundant items, or those without provenance to the City's history. Reconstruction of the Conservation Barn will upgrade the existing facility while retaining as much of the existing structure as possible, including both existing workshop additions. Construction will commence in July 2018 and is scheduled for completion by. November 2018. The following tasks and requirements have been included in the scope of work: • Repurposing existing wall and roof cladding to serve as an interior liner panels. Insulation and new metal cladding will be added to the building•exterior to meet energy conservation requirements; . • Structural reinforcement of the overall building to meet current codes and sufficient for the future installation of solar panels on the roof's expansive southern exposure; • Provision of a single office, large artefact conservation workspace and barrier -free washroom; 0 85 Report CS 09-18 May 14, 2018 Subject: Tender for Conservation Barn Reconstruction at the Pickering Museum Village Page 5 • Relocation of the main entrance to the east face of the building to eliminate ice and snow fall hazard over the existing entrance on the south side; • Provision of permanent potable water and septic systems; • Provision of a HVAC system capable of maintaining museum -grade class B (tempered) air quality; • Provision of a dedicated fume hood for artefact conservation; • Upgrades to existing electrical service; • Upgrades to existing lighting systems to the City's current LED standard; • Upgrades to existing life safety systems, including fire suppression; • Added protection to the artefact collection against pests and vermin; • Replacement of the existing racking storage system; and • Enhanced security systems, including the provision of cameras. On February 8, 2018, Request for Prequalification RFPQ-5-2018 was publically released for the Prequalification of General Contractors for the Conservation Barn Reconstruction at the Pickering Museum Village. A total of twelve proposals were received by the deadline of Thursday, March 1, 2018. Based on the results of the evaluation rated criteria, five General Contractors were successfully prequalified by the City to submit bids for consideration. Tender No. T-14-2018 was released to the prequalified. General Contractors and was also made available for information to the public on the City's website on March 23, 2018. A mandatory site visit was held on April 4, 2018. The tender closed on May 1, 2018. Four companies submitted bids for this project. The low bidder, J.J. McGuire General Contractors Inc., has submitted a signed copy of the City's Health &.Safety Regulation form. The Certificate of Insurance is deemed acceptable to the Manager, Budgets & Internal Audit. Staff reviewed the previous work experience of J.J. McGuire General Contractors Inc. as part of the pre -qualification process. The references provided were deemed acceptable. Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Tender No. T-14-2018 submitted by J.J. McGuire General Contractors Inc. in the amount of $1,553,000.38 (HST included) and that the total net project cost of $1,678,366.00 be approved. Attachments: 1. Supply & Services Memorandum dated May 1, 2018 2. Design Concept Rendering 3. Being a by-law to authorize the Conservation Barn Reconstruction at the.Pickering Museum Village project and the issuance of debentures in the amount of $850.000.00 86 Report CS 09-18 May 14, 2018 Subject: Tender for Conservation Barn Reconstruction at the Page 6 Pickering Museum Village • Prepared By: Approved/Endorsed By: Vince'-Plouffe•, SAA, RAIC • Marisa Carpino, MA Manager, Facilities Capital Projects Director, Community Services Briari Dt' ield Division ead, Operations Ray Rrigues Manager, Supply & Services MC:vp Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 87 044 DICKERING ATTACHMENT# TOREPORT# (A" tie) Memo To: Marisa Carpino May 1, 2018 Director, Community Services From: . Ray Rodrigues Manager, Supply & Services Copy: Administrative Assistant, Community Services Subject: Tender No. T-14-2018 Tender for Conservation Barn Reconstruction at the Pickering Museum Village Closing: Wednesday, May 1, 2018 —, 2:00pm File: F-5400-001 Tender No. T-14-2018 was advertised on the City's website on March 23, 2018. A mandatory site visit was held on April 4, 2018 at 10:00 am. Four (4) companies have submitted a bid for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check J.J. McGuire General Contractors Inc. $1,553,000.38 $1,553,000.38 Stracor inc. $1,570,370.00 $1,570,370.04 Harbridge & Cross Ltd. $1,598,950.00 $1,598,950.00 Ultimate Construction Inc. $1,664,716.00 $1,664,716.00 Pursuant to Information to Bidders Item 29 and Tendering Specifications Item 21, the following documentation will be requested of J.J. McGuire General Contractors Inc. for your review during 88 the evaluation stage of this tender call. Please advise if Supply & Services is to proceed.with collecting the following. documentation: (a) The City's certificate.of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; and (b) Waste Management Plan. A budget of $1,300,000 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, 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 scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and' Council. Please include the following items in your report: 1. if Item (a) is acceptable to the Manager, Budgets & Internal Audit; 2. if the list of subcontractors is acceptable to Community Services; 3. if Item (b) is acceptable to Community Services; 4. any past work experience with low bidder J.J. McGuire General Contractors Inc. including work location; 5. without past work experience, if reference information is acceptable to Community Services; 6. the appropriate account number(s) to which this work is to be charged; 7. the budget amount(s) assigned thereto; 8, Treasurer's confirmation of funding; 9. related departmental approvals; and .10. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. May 1, 2018 Tender No. T-14-2018 Conservation Barn Reconstruction at the PMV Page 2 8 9 Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply& Services. RR/rr Attachments (3) May 1,2018 90 Tender No. T-142018 Conservation Barn Reconstruction at the PMV Page 3 m z im-fos F x'31 ! : n=1-1 3 —4"-e■ + .. —nl1;4, __ — - - _- - - _ . - .---.7Z - --; tis T T -9-ir7-- _ , 'sem _ - r..... ,.` - 4 �l4 - - .- .-�_ - t ti_ k y# -T-_YS`' ~7V.. 'ard�.r.i.- ---_ "y --}- =rte - -s �__' - :. ;�- r-. �.� - y �3 ._ = _ .- ; -.- -_- -. NG` ARCHITECTS THE VENi1N GROUP LTD PICKER[NG MUSEUM VI CONSERVATION BUI ATTACHMENT 14_3_1 O REPORT# 9q-16 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Conservation Barn Reconstruction at the Pickering Museum Village project in the City of Pickering and the issuance of debentures in the amount of $850.000.00 Whereas Section 11 of the. Municipal Act, 2001, as amended, provides that a lower -tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; .and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in, any other way; and, •. Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower -tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower -tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with debenture financing for the Conservation Barn Reconstruction at the Pickering Museum Village project; and Whereas before authorizing the construction in respect of the Conservation Barn Reconstruction at the Pickering Museum Village project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and therefore, Ontario'Municipal. Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved report CS 09-18 on the date hereof and awarded Tender No. T-14-2018 for the Conservation Barn Reconstruction at the Pickering Museum Village project; 92 BY-LAW NO Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Conservation Barn Reconstruction at the Pickering Museum Village"; 2. That the estimated costs of the project in the amount of $1,678,366.00 be financed as follows: a) the sum of $85Q000.00 be financed by the issue of debentures by the Regional Municipality of Durham over a period not,to.exceed 20 years; b) The sum of $450,000.00 be funded from the Canada Cultural Spaces Fund through the Government of Canada; • c) The sum of $378,366.00 be funded by a transfer from the. Rate Stabilization Reserve; and 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2018 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 14th day of May, 2018 David Ryan, Mayor Debbie Shields, City Clerk 93 CGS of PICKERING Report to Council Report Number: ENG 04-19 Date: March 25, 2019 From: Richard Holborn Director, Engineering Services Subject: Centennial Park Baseball Diamond Reconstruction Project - Tender No. T-3-2019 - File: A-1440 Recommendation: 1. That Tender No. T-3-2019 as submitted by Loc Pave Construction Ltd. in the total tendered amount of $487,137.16 (HST included) be accepted; 2. That the total gross project cost of $568,235.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $511,713.00 (net of HST rebate) be approved; That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $511,713.00 as follows: a) The sum of $357,000.00 as approved in the 2018 Parks Capital Budget to be financed by the issuance of debentures by The Regional Municipality of Durham over a term not to exceed 10 years; b) The sum of $268.00 to be funded from property taxes; c) The sum of $154,445.00 to be funded by a transfer from the Pickering Men's Slow Pitch League Reserve Fund; d) The annual repayment charges in the amount of approximately $42,926.00 be included in the annual Current Budget for the City of Pickering commencing 2019, or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid, e) The Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 4. That the draft By-law attached to this report be enacted; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report 94 ENG 04-19 March 25, 2019 Subject: Centennial Park Baseball Diamond Reconstruction Project Tender No. T-3-2019 Page 2 Executive Summary: As part of the 2018 Parks Capital Budget, funds were approved for the Centennial Park Baseball Diamond Reconstruction project. The project includes the removal of the backstop fencing and infield of the small (west) baseball diamond and restoration of this area, replacement of the backstop fencing and lighting of the main (east) baseball diamond, and construction of an outfield fence and warning track for the main (east) baseball diamond. Prior to the detailed design and tender of the baseball diamond reconstruction, a master plan for additional site improvements was prepared. A copy of the master plan was included in an Information Notice that was hand delivered to the neighbourhood residents for their information and comment on August 3, 2018. Tender No. T-3-2019 was issued on February 7, 2019 and closed on March 6, 2019 with 6 bidders responding. The low bid submitted by Loc Pave Construction Ltd. in the amount of $487,137.16 (HST included), is recommended for approval. The total gross project cost which includes the tender amount, consulting costs, a contingency and other associated costs, is estimated at $568,235.00 (HST included) and the total net project cost is estimated at $511,713.00 (net of HST rebate). A 12 percent contingency is included in the estimated project cost to cover any unforeseen costs such as electrical service connection issues and poor soils conditions. Financial Implications: 1. Tender Amount Tender No. T-3-2019 $431,094.83 HST (13%) 56,042.33 Total $487,137.16 2. Estimated Project Costing Summary Tender No. T-3-2019 — Tender for Centennial Park Ball Diamond Reconstruction Project Associated Costs Materials Testing Allowance Topographic Survey Structural Engineering Geotechnical Investigations Recognition Signage Allowance Project Contingency (12%) Sub Total — Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $431,095.00 2,000.00 3,240.00 3,250.00 6,900.00 2,500.00 53,878.00. 502,863.00 65,372.00 $568,235.00 (56,522.00) $511,713.00 95 ENG 04-19 Subject: Centennial Park Baseball Diamond Reconstruction Project Tender No. T-3-2019 March 25, 2019 Page 3 3. Approved Source of Funds — 2018 Parks Capital Budget Account Code 5780.1804.6129 Source of Funds Debt — 10 year Property Taxes Pickering Men's Slow Pitch League Reserve Fund Budget $469,500.00 0.00 150,000.00 Total $619,500.00 Required $357,000.00 268.00 154,445.00 $511,713.00. Net project costs (over) under approved funds $107,78700 The Pickering Men's Slow Pitch League donated $125,000.00 to the City of Pickering in 2007. The Pickering Men's Slow Pitch League Reserve Fund (Reserve Fund) was established in 2007 to deposit this donation, and any interest earned on investment of fund balances. The Pickering Men's Slow Pitch League had certain stipulations as to how the funds were to be spent based on a timeline. On or after July 1, 2017, the funds were to remain with the City and be used towards a men's softball facility or be used towards the cost of a community facility subject to approval by the Pickering Men's Slow Pitch League, and that the League be recognized as a partner. The amount shown in the required column above reflects funds available for this Reserve Fund with the interest earned. Discussion: As part of the 2018 Parks Capital Budget, funds were approved for the Centennial Park Baseball Diamond Reconstruction project. Prior to the detailed design and tender of the baseball diamond reconstruction, a master plan for additional site improvements was prepared. The master plan included the proposed improvements to the baseball diamond as well as the installation of a picnic shelter west of the park washrooms, accessible pathways connecting the parking lot, ball diamond, washrooms, picnic shelter and existing playground, associated site grading and tree planting. A copy of the master plan was included in an Information Notice that was hand delivered to the neighbourhood residents for their information and comment on August 3, 2018. The additional works proposed in the master plan that are not included in Tender No. T-3-2019, have been approved in the 2019 Parks Capital Budget and will be completed under a separate contract later this year. The work to be completed in Tender No. T-3-2019 includes the following items: • Removal of the existing backstop fencing, player's benches and in -field clay surface, placement of topsoil and sodding of the small (west) baseball diamond Replacement / upgrading of the backstop fencing for the main (east) baseball diamond • Reinstallation of the existing player's benches and bleachers (new concrete pads) • Removal of the existing baseball diamond lights and installation of a new LED sports field lighting system • Construction of an outfield fence and warning track 96 ENG 04-19 March 25, 2019 Subject: Centennial Park Baseball Diamond Reconstruction Project Tender No. T-3-2019 Page 4 Tender No. T-3-2019 was issued on February 7, 2019 and closed on March 6, 2019 with 6 bidders responding. The low bid submitted by Loc Pave Construction Ltd. is recommended for approval. Loc Pave Construction Ltd. have successfully completed several projects for the City of Pickering including the reconstruction of Glengrove Park ,and construction of the concrete multi -use path on Bayly Street (from Begley Street to the West Shore Community Centre), both in 2017. References for Loc Pave Construction Ltd. and their Waste Management Plan have been reviewed and are deemed acceptable by the Manager, Capital Projects & Infrastructure. The City's Health & Safety Policy form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board have been submitted by Loc Pave Construction Ltd. 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 performance on City projects and references available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends the acceptance of the low bid submitted by Loc Pave Construction Ltd. for Tender No. T-3-2019 in the amount of $487,137.16 (HST included) and that the total net project cost of $511,713.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated.March 8, 2019 2. Record of Tenders Opened 3. Being a by-law to authorize the Centennial Park Baseball Diamond Reconstruction Project in the City of Pickering and the issuance of debentures in the amount of $357,000.00 4. Location Map 97 ENG 04-19 Subject: Centennial Park Baseball Diamond Reconstruction Project Tender No. T-3-2019 March 25, 2019 Page 5 Prepared By: Arnold Mostert Senior Coordinator, Landscape & Parks 9evelopment Scott Booker Manager, Capital Projects & Infrastructure Ray Rodrigues Manager, Supply & Services AM:mjh Approved/Endorsed By: Ricrard Holborn ector, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer. 98 ATTAC.Et °, _.: TO REPOT# ENi O/ -i ? 046(1 DICKERING Memo To: Richard Holborn March 8, 2019 Director, Engineering Services From: Justin MacDonald Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Subject: Tender No. T-3-2019 Tender for Centennial Park Baseball Diamond Reconstruction Closed: Wednesday, March 6, 2019 — 2:OOpm File: F-5400-001 Tender No. T-3-2019 was advertised on the City's website on February 7, 2019. 6 companies. have submitted a bid.for this project. . A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shalt be returned to the . applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Loc Pave Construction Ltd. $487,125.86 $487,137.16 Melfer Construction Inc. $506,045.64 $506,045.64 Cambium Site Contracting Inc. $510,325.75 $510,325.75 Latitude 67 Ltd. $550,013.94 $550,380.06 Pine Valley Corporation $579,885.39 $579,885.39 CSL Group Ltd. 0 $641,154.09 $641,154.09 99 A` sAC IGEN``, l__. i sR E,roR # ._. id oy-/I Pursuant to Information to Bidders Item 26 Pre -Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Loc Pave Construction Limited for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the City's Health and Safety Policy form currently dated and signed; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; and (d) Waste Management Plan. A budget of $619,500.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06A 1, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: . (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your report: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Rem (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Engineering Services; 4. if Item (d) is acceptable to Engineering Services; 5. any past work experience with low bidder Loc Pave Construction Limited including work location; 6. without past work experience, if reference information is acceptable to Engineering Services; 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; 10. related departmental approvals; and 11. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. March 6, 2019 100Tender .No. T-3-2019 Centennial Park Baseball Diamond Reconstruction Page 2 ATTACHMENT TO REPORT OLN7 3 of_ ._ Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply &-Services. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. JM Attachments (3) March 6,2019 • Tender No. T-3-2019 Centennial Park Baseball Diamond Reconstruction Pagel PICKERING City of Pickering Record of Tenders Opened and Checked Tender Description: Centennial Park Baseball Diamond Reconstruction Tender No.: Date: Time: T-3-2019 Wednesday, March 6, 2019 Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount Bidder Sign In Comments Cambium Site Contracting Inc. $5 2.- S� 7" 5 ' i CSL Group Ltd. $ 6 crf , /51t.0 Latitude 67 Ltd. $ 55o t pj3 . IN Loc Pave Construction $ et 8-4; 1 6..3 Ildifyidah - Melfer Construction Inc. $ a ,or. Pine Valley Corporation $ 57538 r City Staff Present Other The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. #1N3WHOVLIV 6/71796 _.. �aod��Oi .A TACHMENT# _ TO REPORT# EiV 0y-/ `/ The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Centennial Park Baseball Diamond Reconstruction Project in the City of Pickering and the issuance of debentures in the amount of $357,000.00. Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower -tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower -tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham (the "Region") has the sole authority to issue debentures for the purposes of its lower -tier municipalities including The Corporation of the City of. Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with debenture financing for the Centennial Park Baseball Diamond Reconstruction project and; Whereas before authorizing the construction in respect of the Centennial Park Baseball Diamond Reconstruction project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and therefore, Local Planning Appeal Tribunal approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Local Planning Appeal Tribunal approval is not required, the Council of the City approved report ENG 04-19 on the date hereof and awarded Tender No. T-3-2019 for the Centennial Park Baseball Diamond Reconstruction Project; 103 By-law No. ATTAC iMENT# _ 3 dt� EP®13I# 01-t Ll Page 2. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Centennial Park Baseball Diamond Reconstruction" 2. That the estimated costs of the project in the amount of $511,713.00 be financed as follows: a) the sum of $357,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a term not to exceed 10 years; b) the sum of $268.00 be funded by property taxes; c) The sum of $154,445.00 be funded by a transfer from the Pickering Men's Slow Pitch League Reserve Fund; and 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2019 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 25th day of March, 2019. 104 David Ryan, Mayor Susan Cassel, City Clerk GLS o� PICKERING ATTACkiMENT#_/_ iOREPORT&4°-17 Engineering Services Department Tender No. T-3-2019 Centennial Park Baseball Diamond Reconstruction Project Location Map 105 cry 001 PICKERING Report to Council Report Number: LEG 04-19 Date: March 25, 2019 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Veridian Corporation Merger with Whitby Hydro Energy Corporation - Merger Closing File: L-1000-005-16 Recommendation: 1. That Report LEG 04-19 be received; 2. That the draft resolutions (Attachment Nos. 1 and 2 to this Report) regarding the nomination of Directors and the authorization of Pickering's representative to attend the first shareholders' meeting of Elexicon Corporation be approved; 3. That the City of Pickering's representative be authorized to execute the said resolutions on behalf of the City; 4. That a copy of this Report be sent to Veridian Corporation and to Whitby Hydro Energy Corporation; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: In accordance with the Merger Participation Agreement and the Unanimous Shareholders Agreement approved by Council on June 18, 2018 (Report # CAO 05- 18), Veridian Corporation will amalgamate with Whitby Hydro Energy Corporation as of April 1, 2019. The merged corporation will carry on operations under the name Elexicon Corporation. The City of Pickering, as a shareholder of Veridian Corporation, must nominate directors to the board of Elexicon Corporation. The shareholder resolutions (Attachment Nos. 1 and 2 to this Report) will give effect to Pickering's director nominations and will appoint Pickering's Chief Administrative Officer as the Authorized Representative to (i) attend the first shareholders' meeting of Elexicon Corporation on Pickering's behalf, and (ii) execute such documents as are required to elect the directors, set their compensation and otherwise give effect to the provisions of'the Merger Participation Agreement. The attached resolutions are required by the provisions of the Merger Participation Agreement. 106 Report LEG 04-19 March 25, 2019 Subject: Veridian Merger Closing Page 2 Financial Implications: There are no direct financial implications arising from this Report. Discussion: In accordance with the Merger Participation Agreement and the Unanimous Shareholders Agreement approved by Council on June 18, 2018 (Report # CAO 05-18), Veridian Corporation will amalgamate with Whitby Hydro Energy Corporation as of April 1, 2019. The merged corporation will carry on operations under the name Elexicon Corporation ("Elexicon"). Equity ownership of Elexicon is as follows (rounded): Ajax -22% Belleville — 9% Clarington — 9% Pickering — 28% Whitby — 32% Elexicon will own Elexicon Energy Inc., the Merged LDC that will be formed by the amalgamation of two current local distribution companies and any non-regulated affiliate companies (e.g., service providers, renewables companies, etc.). The Elexicon Board of Directors will consist of 11 directors, 5 of whom will be the shareholders' Mayors (or designates). The remaining 6 will be Independent Directors. The boards of Elexicon Energy Inc. and the affiliates will consist of independent directors. The following is a visual representation of the governance structure: Mayor or Oealgrate OtdonShareholder Independent Board Member 0 Independent (not Holdco Board) •OEB regears that one thkd of LOC directors not be directors of affiliates i 'a+c WHITBv ,yelrtCnAt w+� CAHAOA `—I P1CKERING ONTA RSO cIarirgoJ New Energy Services Company Holding Company LDC Co. Beard of nlrectara t]J 0000 Non-regulated Board of Directors {5) :80 Board al Directors X11) • ••••• 107 Report LEG 04-19 March 25, 2019 Subject: Veridian Merger Closing Page 3 The Unanimous Shareholders Agreement states that the board of Elexicon shall consist of the Mayors of the 5 shareholder municipalities plus 6 independent (non-political) directors. Section 3.2(c) of the Unanimous Shareholders Agreement specifies that each municipal shareholder shall appoint its Mayor or Mayor's designate as a director of Elexicon. Section 3.2(c) further requires each Veridian shareholder municipality to nominate the slate of independent director candidates recommended by Veridian Corporation. By letter dated March 1, 2019, Veridian Corporation recommended the appointment of Ron Chatterton, Doug Parker, Jim Macpherson and Brian Mountford to the initial board of directors of Elexicon. The appointment of these individuals to the board of Elexicon is set out in Attachment Nos. 1 and 2 to this Report. The names of the additional independent directors were provided by resolution of Whitby Town Council dated February 25, 2019. Section 3.10 of the Unanimous Shareholders Agreement states that each shareholder shall designate its Chief Administrative Officer or an individual designated by the CAO as a legal representative of the shareholder for the purposes of providing any consent or approval required under the agreement or the Business Corporations Act (Ontario), and to attend and vote at any meeting of shareholders. The appointment of Pickering's Chief Administrative Officer as the City's authorized representative is set out in Attachment No. 2 to this Report. Attachment No. 2 also provides the City's authorized representative with the authority to execute and deliver such documents and agreements, and to all such other acts and things as may be necessary or advisable in connection with the election of directors to the board of Elexicon, and as may be necessary or advisable in connection with the first shareholders meeting of Elexicon, including the election -of directors to the boards of Elexicon's subsidiaries, setting compensation of directors in dealing with any other matter contemplated by the Merger Participation Agreement or Unanimous Shareholders Agreement. The authority granted to Pickering's authorized representative is consistent with the Business Corporations Act (Ontario), and is needed in order to organize the newly merged corporation to carry on business. Attachments: 1. Draft Shareholders' Resolution re Nomination of Elexicon Directors. 2. Draft Shareholders' Resolution appointing the Chief Administrative Officer to be Pickering's authorized representative to attend Elexicon's first shareholders' meeting. Pre • Paul Bi Directo PB:ks 108 orate Services & City Solicitor Prepared By: S an Cassel City Clerk Report LEG 04-19 March 25, 2019 Subject: Veridian Merger Closing Page 4 Recommended for the consideration of Pickering City Council Tony Pre e �. /,/14/ Chief Administrative Officer 109 ATTACHMENT# TO REPORT# f .of. MUNICIPAL RESOLUTIONS RE NOMINATION OF INDEPENDENT DIRECTORS RESOLUTIONS OF THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING (THE "MUNICIPALITY") WHEREAS the Municipality is a party to a Merger Participation Agreement dated July 10, 2018 (the "MPA").with respect to the amalgamation (the "Amalgamation") of Whitby Hydro Energy Corporation and Veridian Corporation to form Elexicon Corporation ("Merged Holdco"), to which is attached a form of Unanimous Shareholder Agreement (the "USA") to be executed and come into force as at the date of the Amalgamation; AND WHEREAS, under the USA the Municipality and the municipalities of Ajax, Belleville and Clarington may nominate one director who shall, in its Mayor's sole discretion, be either its Mayor or its Mayor's designate; AND WHEREAS, under the USA the Municipality and the municipalities of Ajax, Belleville and Clarington may nominate certain Independent Directors (as defined below) of Merged Holdco following receipt of a recommendation by the board of directors of Veridian Corporation; AND WHEREAS, the Municipality has received such a recommendation and has received notice that Clarington has nominated Brian Mountford (the "Recommended Director") as Independent Director of the Merged Holdco; AND WHEREAS, Ajax and Belleville have not yet nominated Independent Directors of Merged Holdco; AND WHEREAS the USA defines an Independent Director in relation to a municipality, as an individual that, at the time of his or her appointment to a Board and throughout his or her term as a member of such Board is not: the Mayor of such municipality; a member of the municipal council of such municipality; a member of a "local board" (as defined in the Municipal Act, 2001) of such municipality; or an employee of such municipality or such local board; AND WHEREAS Recommended Directors would, if elected, be Independent Directors and otherwise fulfill the requirements to be directors of the Merged Holdco; BE IT RESOLVED THAT: 1. The Municipality nominates the Recommended Directors and Mayor David Ryan to the Board of Directors of the Merged Holdco effective as at the date of the Amalgamation; 2. The Municipality nominates as Independent Directors such individuals as Ajax and Belleville shall duly nominate in accordance with the USA; and 3. The Mayor, Chief Administrative Officer, or other duly authorized representative, of the Municipality (the "Authorized Representative") is authorized and directed, for and in the name of and on behalf of the Municipality, to provide notice to the other parties to the MPA of these resolutions and to execute and deliver all such 110 other agreements, amendments, instruments, certificates, resolutions and other documents, and to do all such other acts and things as the Authorized Representative may determine to be necessary or advisable in connection with the nomination of the Recommended Directors as set out in paragraph 1, the execution and delivery of any such agreement, amendment, instrument, certificate, resolution or other document or the doing of any such other act or thing by the Authorized Representative being conclusive evidence of such determination. 111 Cl ATTACHMENT#. TO REPORT# .of. MUNICIPAL RESOLUTIONS RE AUTHORIZING ITS REPRESENTATIVE TO ELECT THE DIRECTORS OF ELEXICON CORPORATION RESOLUTIONS OF THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING (THE "MUNICIPALITY") WHEREAS The Corporation of the City of Pickering (the "Municipality") is a party to a Merger Participation Agreement dated July 10, 2018 (the "MPA") with respect to the amalgamation (the "Amalgamation") of Whitby Hydro Energy Corporation and Veridian Corporation to form Elexicon Corporation ("Merged Holdco"), to which is attached a form of Unanimous Shareholder Agreement (the "USA") to be executed and come into force as at the date of the Amalgamation; AND WHEREAS the USA provides that the initial board of Merged Holdco shall consist of six independent directors (each, an "Independent Director") and five directors that are the mayors of the municipal shareholders of the Merged Holdco or such mayor's designate; AND WHEREAS the Municipality has received notice of such nominated Independent Directors and mayors or designates and wishes to elect such persons as directors of the Merged Holdco; BE IT RESOLVED THAT: 1. The Municipality authorizes the Chief Administrative Officer of the Municipality or an individual designated by the Chief Administrative Officer as the legal representative of the Municipality (the "Authorized Representative") to elect the following persons as directors of Merged Holdco effective as of the date of the Amalgamation for an initial term as indicated: • Patrick McNeil (Independent Director) to hold office for two (2) years; • Brian Mountford (Independent Director) to hold office for two (2) years; • Ron Chatterton (Independent Director) to hold office for three (3) years; • Lesley Rose (Independent Director) to hold office for three (3) years; • Shaun Collier (Mayor) to hold office concurrent with the municipal term of the Mayor for the Town of Ajax; • Mitch Panciuk (Mayor) to hold office concurrent with the municipal term of , the Mayor for the City of Belleville; • Adrian Foster (Mayor) to hold office concurrent with the municipal term of the Mayor for the Municipality of Clarington; • David Ryan (Mayor) to hold office concurrent with the municipal term of the Mayor for the City of Pickering; and, • Don Mitchell (Mayor) to hold office concurrent with the municipal term of the Mayor for the Town of Whitby. 112 2. The Municipality authorizes the Chief Administrative Officer of the Municipality or an individual designated by the Chief Administrative Officer as the legal representative of the Municipality to elect the following persons as directors of Merged Holdco effective as of the date of the Amalgamation: such individuals as Ajax and Belleville shall duly nominate in accordance with the USA to hold office for a two (2) or three (3) year initial term; and 3. The Authorized Representative is authorized and directed, for and in the name of and on behalf of the Municipality: a. to provide notice to the other parties to the MPA of these resolutions and to vote at a meeting of shareholders of Mergeco Holdco, to execute a written resolution of the shareholders of Mergeco Holdco, to execute and deliver all such other agreements, amendments, instruments, certificates, resolutions and other documents, and to do all such other acts and things as the Authorized Representative may determine to be necessary or advisable in connection with the election of the directors as set out in paragraphs 1 and 2, the execution and delivery of any such agreement, amendment, instrument, certificate, resolution or other document or the doing of any such other act or thing by the Authorized Representative being conclusive evidence of such determination; and b. to execute and deliver all such other agreements, amendments, instruments, certificates, resolutions and other documents, and to do all such other acts and things as the Authorized Representative may determine to be necessary or advisable in connection with the first shareholder meeting of Merged Holdco, including without limitation the election of the directors of the subsidiaries of Merged Holdco, setting the compensation of such directors and dealing with matters to be decided by the shareholders of Merged Holdco as contemplated in the MPA or USA, the execution and delivery of any such agreement, amendment, instrument, certificate, resolution or other document or the doing of any such other act or thing by the Authorized Representative being conclusive evidence of such determination. 113 DICKERING March 25, 2019 By-laws 7682/19 Being a by-law to establish Part Lot 10, Plan 434, designated as Part 2, 40R-30307 and Part Block 25, 40M-1562, designated as Part 3, 40R-30307 as public highway. (By-law attached) 7683/19 Being a by-law to repeal By-law Nos. 563/77, 621/77 and 653/77 with respect to the Pickering Museum Village. [Refer to New and Unfinished Business page 70] 7684/19 Being a by-law to confirm the appointment of Guy W. Giorno as the Integrity Commissioner for the City of Pickering. [Refer to Executive Committee Agenda pages 114 — 116] 7685/19 Being a by-law to amend By-law 7665/18, which governs the proceedings of Council, any of its committees, the conduct of its Members, and the calling of meetings. [Refer to Executive Committee Agenda page 102] 7.686/19 Being a by-law to provide for the Civic Numbering of Buildings and Properties in the City of Pickering. [Refer to Planning & Development Agenda pages 30 — 34] 7687/19 Being a by-law to establish Block 24, Plan 40M-2643 as public highway. (By-law attached) 7688/19 Being a by-law to authorize the Centennial Park Baseball Diamond Reconstruction Project in the City of Pickering and the issuance of debentures in the amount of $357,000.00. [Refer to New and Unfinished Business pages 103-104] 114 c . PICKERING Memo To: Susan Cassel City Clerk From: Paul Bigioni Director, Corporate Services & City Solicitor Copy: Director, City Development & CBO Manager, Development Services Subject: Request for Road Establishing By-law - Owner: Maureen Williamson - LD 080/18 - Part Lot 10, Plan 434, being Part 2, 40R-30307 Part Block 25, 40M-1562, being Part 3, 40R-30307 - (Ashwood Gate) File: Roadded.587/L4610-18-18 February 22, 2019 The Owner has applied to the Land Division Committee to sever Lot 10, Pian 434 into two parcels .creating one new development lot fronting onto Ashwood Gate. Conditions of theseverance included, (a) the conveyance, from the Owner to the City, of a road widening parcel across the frontage of Ashwood Gate (Part 2, Plan 40R-30307); and (b) establishing Part 2, Plan 40R-30307 along with part of Block 25, 40M-1562 (Part 3, Plan 40R-30307) as public highway. Block 25, 40M-1562 is a reserve that was acquired by the. City through the registration of Plan 40M-1562. This application requires that only a portion of this block fronting the newly created lot (being Part 3, Plan 40R-30307) be established as public highway. As the Owner has conveyed Part 2, Plan 40R-30307 to the City, it is now appropriate to pass a by-law establishing Parts 2 and 3, Plan 40R-30307 as public highway, providing legal road frontage to the newly created lot. Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for March 25, 2019. :bg Attachments Location Map Draft By-law 1.15 1 h •a 0 0 Twyn Rivers Drive 0 0 0 z U) Subject Lands a 0 0 R Citi 4 Location Map File: ROADDED 587 PICKERING City Development Department Applicant: M. Williamson Property Description: Part Lot 10, Plan 434, being Part 2, 40R-30307 and Part Block 25, 40M-1567, being Part 3, 40R-30307 Date: Jan, 25, 2019 d the Corperaaon of the Chy fPkkenry Pmdoced pn pro under erne four. el Oueena Pnmen Ontario Mnoky of tlaPaal Ra.aarsea, Ul DTerme! EMerp dies Inc. snd Its supP>krs all ABMs reserved.; 0 Murvdpsl Prop arty Assesamsnt Corporatbn a nd la suppters ill rghb resolve d; SCALE: 1.2,500 THIS 1911OT APtAI OF SURVEY. The Corporation of the City of Pickering • By-law No. /19 Being a by-law to establish part Lot 10, Plan 434, designated as Part 2, 40R-30307 and part Block 25, 40M-1562, designated as Part 3, 40R-30307 as public highway. Whereas The Corporation of the City of Pickering is the owner of certain lands lying within Pickering and wishes to establish them as public highway. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Part Lot 10, Plan 434, designated as Part 2, 40R-30307 and part Block 25, 40M-1562, designated as Part 3, 40R-30307 are hereby established as public highway. (Ashwood Gate) By-law passed this 25th day of March, 2019. David Ryan, Mayor Susan Cassel, City Clerk 117 cry or DICKERING Memo To: Susan Cassel City Clerk From: Paul Bigioni Director, Corporate Services & City Solicitor Copy: Director, City Development & CBO Manager, Development Services Subject: Request for Road Establishing By-law Developer: Woodview Land Development Corporation. Block 24,PIan 40M-2643 (Bralorne Trail) File: Roadded.589 March 12, 2019 When Plan 40M-2643 was registered, Block 24 was conveyed to the City for turning circle purposes. As the road works within this plan have commenced, it is appropriate to establish the turning .circle block as public highway.. Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for March 25, 2019. :bg Attachments Location Map Draft By-law 118 Finch Avenue i Bralorne Trail Subject Lands Woodview Avenue Ha\ie • Cres t City Location Map File: ROADDED 589 o4 PICKERING City Development Department Applicant: Woodview Land Development Corporation Property Description: Block 24, 40M-2643 Date: Mar. 07, 2019 . B The Corp/aeon el the Cay al PNItedrts Produced Qn pad) under knee SomeQueens Prudes Oraanu FAhhoy of Ilatunl Resources. All rights res eN9 Mer IA Oa at/ filo QUcen In RIMS of Canada, Dap aament of Natural Rem... AI d91ts reserved.; *Tenet Entespdseslne. and Ma auppliors all tights re:arvcd.; 0 Alunldpal Property Assessment Cor peralbn LM is suppler. all HAhh Me Ned.; SCALE a I:Zerl�Q THIS IS!IOTA PLAN OF SURVEY. 119 The Corporation of the City of Pickering By-law No. /19 Being a by-law to establish Block 24, Plan 40M-2643 as public highway. Whereas The Corporation of the City of Pickering is the owner of Block 24, Plan 40M-2643 and wishes to establish it as public highway. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Block 24, Plan 40M-2643 is hereby established as public highway (Bralorne Trail). By-law passed this 25th day of March, 2019. 120 David Ryan, Mayor Susan Cassel, City Clerk