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HomeMy WebLinkAboutApril 23, 2019 Council Agenda Tuesday, April 23, 2019 Council Chambers 7:00 pm For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928. lroberts@pickering.ca Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the “bookmark” icon to the left of your screen to navigate from one report to the next. -Cd:Jof- p](KERJNG -CdtJof·--P1CKER1NG Council Meeting Agenda Tuesday,April23,2019 Council Chambers 7:00 pm 1. Invocation ·Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation. · 2. Disclosure of Interest 3. Adoption of Minutes · In Camera Council Minutes, March 25, 2019 Council Minutes, March 25, 2019 Executive Committee Minutes, April 1, 2019 Planning & Development Committee Minutes, April 1, 2019 4. Presentations 4.1 Alf Spencer, Director of Accessibility Policy Employment & Outreach Presentation of David C. Onley Award For Leadership in AccessibHity 5. Delegations 6. Correspondence 6.1 Corr.05-19 Colin Thomson, Commodore, PARA Marine Search & Rescue Pickering Auxiliary Rescue Association Re: Re-branding Strategy 6.2 Corr. 06-19 Marisa Carpino, Director, Community Services Re: Request to Deaccession Artifacts at Pickering Museum Village 7. Committee Reports 7.1 Report EC 2019-04 of the Executive Committee For information related to accessibility requirements please contact: Linda Roberts · 905.420.4660 extension 2928 lroberts@pickering.ca Page Under Separate Cover 1-16 17-20 21-28 29 30-31 32-37 38-39 -.C1of-· -P1CKER1NG Council Meeting Agenda Tuesday,April23, 2019 Council Chambers 7:00 pm 7.2 Report PD 2019-03 of the Planning & Development Committee 8. Reports -New and Unfinished Business 8.1 Director, Community Services, Report CS 07-19 Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program -Tender No. T-20-2019 8.2 Director, Community Services, Report CS 18-19 Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement -Tender No. T-8..:2019 8.3 Director, Community Services, Report CS 20-19 Canada Cultural Spaces Fund -Pickering Heritage & Community Centre 8.4 Director, Engineering Services, Report ENG 03-19 Brock Road Sidewalk Reconstruction Joseph Street to Lane Street -Tender No. T-21-2019 8.5 Director, Engineering Services, Report ENG 05-19 Tender for Asphalt Concrete Repairs -Tender No. T-20-2019 8.6 Director., Finance & Treasurer, Report FIN 05-19 2019 Tax Rates and Final Tax Due Dates 9. Motions and Notice of Motions 9.1 Pickering Strategic Plan 9.2 Assessing and Enhancing Corporate Waste Diversion Practices 10. By-laws For information related to accessibility requirements please contact: Linda Roberts · 905.420.4660 extension 2928 lroberts@pi,ckering.ca 40-41 42-45 46-56 57-64 65-91 92-100 101-110 111-118 119-120 120 121 -C~of-p](KERJNG 11. Confidential Council -Public Report 12. Other Business 13. Confirmation By-law 14. Adjournment Council Meeting _Agenda Tuesday,April23,2019 Council Chambers 7:00 pm For information related to accessibility requirements please contact: Linda Roberts 905.420.4660.extension 2928 lroberts@pickering.ca -.. c~of-PJCKERJNG Present: Mayor Ryan Councillors: K. Ashe M. Brenner ·s.Butt I. Cumming B. McLean D. Pickles Also Present: -Chief Administrative Officer -Director, City Development & CBO Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers T. Prevedel K. Bentley P. Bigioni M. Carpino J. Hagg ., Director, Corporate Services & City Solicitor R. Holborn S. Karwowski T. Sinclair S. Cassel . L. Roberts -Director, Community Services -Fire Chief -Director, Engineering Services -Director, Finance & Treasurer . · -CEO, Chief Engagement Officer, Pickering Public Library -City Clerk -Committee Coordinator (I) Invocation Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (II) Disclosure of Interest Mayor Ryan declared a conflict of interest with respect to Report LEG 04-19 regarding the Veridian Corporation Merger with Whitby Hydro Energy Corporation, as he is a Director of the Elexicon Board and the matters being discussed included the remuneration of such Directors. Mayor Ryan relinquished the Chair and did not take part in the discussion or vote on this matter. (Ill) Adoption of Minutes Resolution #50/19 Moved by Councillor McLean . Seconded by Councillor Cumming 1 1 2 -Cdgof-p](KERJNG Council Meeting Minutes, February 25, 2019 Executive Committee Minutes, March 4, 2019 Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers Planning & Development Committee Minutes, March 4, 2019 (IV) Presentations There were no presentations. (V) Delegations 1. Tanya Sinclair, CEO, Chief Engagement Officer Sarah Sheehy, Board Chair Pickering Public Library Carried Tanya Sinclair, CEO, Chief Engagement Officer, Pickering Public Library, appeared before Council and was joined by Sarah Sheehy, Chair of the Pickering Library Board. Ms. Sinclair also recognized Councillor Brenner and Councillor Cumming as Council representatives on the Board, as well as other Board members in attendance. Through the aid of a PowerPoint presentation, Ms. Sheehy provided an overview to Council of the Library's new Strategic Plan. She outlined the future vision of the Library, noting that extensive community feedback is essential to meet the needs of the City. Ms. Sheehy explained the strategic plan process, noting that data wa,s obtained through various marketing opportunities in order to determine strategic plans and objectives to confirm the libraries vision, mission and principles. Ms. Sheehy provided a highlight of the 2019-2023 goals for the Pickering Library which included improving the library experience for all residents through financial knowledge and success, leading inclusion and belonging and empowering the community's physical, social and mental well being. In closing, Ms. Sheehy · encouraged all residents to continue to use and re-discover the library. 2. Abigail Sampson Re: Corr. 04-19 Abigail Sampson appeared before Council in support of a consistent by-law for cannabis legislation across the Region. She noted that currently there is confusion surrounding cannabis, stating clarity is the key. She noted that the Region's smoking by-law currently outlines where smoking is prohibited, but also noted one omission, being the difference between tobacco and cannabis. She noted how vapour lounges can provide a solution, whereby residents can bring their own cannabis and use their own devices, in an environment that offers 2 -.C1of-p](KER1NG Council Meeting Minutes · March 25, 2019 7:00 pm -Council Chambers education and knowledge sharing. She stated the importance of including education and harm reduction when preparing a draft by-law. 3. Tiara Sillet Re: Corr. 04-19 Tiara Sillet appeared before Council on behalf of Naturalbudz encouraging Council to seek cannabis education. She also stated the services offered by their business and felt it was imperative to be included in any consultation process with respect to the drafting of a by-law for the enforcement of cannabis laws. (VI) Correspondence 1. Corr. 03-19 Ralph Walton, Regional Clerk/Director of Legislative Services Region of Durham 605 Rossland Road East Whitby, ON L 1 N 6A3 Discusion ensued with Members raising questions regarding whether the City had any by-laws restriciting the release of balloons. Further discussion ensued regarding the importance of finding a reasonable medium which will take into consideration concerns for the environment and health as they relate to single use plastic items. Resolution #51/19 Moved by Councillor Pickles . Seconded by Councillor Brenner 1. . That Corr. 03-19 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 be endorsed; and 2. That Staff be directed to investigate the legal mechanisms, including by-laws, for the possible banning of single-use plastics. Carried 3 3 4 -C~0f-p](KERJNG Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers 2. Corr. 04-19 Ralph Walton, Regional Clerk/Director of Legislative Services Region of Durham 605 Rossland Road East Whitby, ON L 1 N 6A3 A brief discussion ensued with Staff being requested to engage with the Region· of Durham. Resolution #52/19 Moved by Councillor Brenner Seconded by Councillor Pickles 1. That Corr. 04-19 received from Ralph Walton, Regional Clerk/Director of Legislative Services, Region of Durham, dated March 4, 2019, regarding drafting a streamlined by-law regarding cannabis across Durham Region be received for information; and 2. That Staff be directed to engage with the Region of Durham in the drafting of a by-law. Carried (VII) . Committee Reports a) Report EC 2019-03 of the Executive Committee 1. Chief Administrative Officer Report CAO 05-19 City Centre Project: Project Management and Preliminary Engineering Services Council Decision 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 Ud. in order to finalize a consulting agreement that is in a form satisfactory to the Chief Administrative Officer; 4 -C~of-p](KER]NG Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers 3. That the total gross project cost of $500,000.00 (plus HST) be approved for this assignment; 4. 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 Pensior) 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 Statement of the Treasurer Respecting 2018 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Council Decision 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 Service·s & City Solicitor, Report CLK 03-19 Boards and Advisory Committees of Council Policy and Terms of Reference Updates Council Decision 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; 5 5 6 -C~of-p](KER]NG Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers 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 authori;z:ed to take the necessary 'actions as indicated in this report. 4. 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 Council Decision 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; 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; 7. 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 Picker.ing officials be authorized to take the necessary actions as indicated in this report. 6 Council Meeting .Minutes March 25, 2019 7:00 pm -Council Chambers . Resolution #53/19 Moved by Councillor Pickles Seconded by Councillor Butt That Report EC 2019-03 of the Executive Committee meeting held on March 4, 2019 be adopted. Carried b) . . Report PD 2019-02 of the Planning & Development Committee 1. Director, City Development & CBO, Report PLN 04-19 By-law for the Civic Numbering of Buildings and Properties within the · City of Pickering Council Decision 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. 2. 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 Council Decision 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 ori 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 7 7 ·a -C~of-p](KERJNG Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers 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;" . 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 Ill; 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 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. Moved by Councillor Pickles Seconded by Councillor Butt Resolution #54/19 That Report PD 2019-02 of the Planning & Development Committee meeting held on March 4, 2019 be adopted. Carried 8 --Cfit;of--p](KER]NG. Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers (VIII) Reports -New and Unfinished Business 1. Director, Community Services, Report CS 19-19 Security Services Review -Final Report Resolution #55/19 Moved by Councillor Pickles Secqnded by Councillor Brenner 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 $58,000.00, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 2. Director, Community Services, Report CS 23-19 Repeal of Pickering Museum Village's By-laws -Pickering Museum Village Advisory Committee -Pickering Museum Village Reserve Fund -Pickering Museum Management Board Resolution #56/19 Moved by Councillor Butt Seconded by Councillor Cumming Carried 1. That By-law 563/77 establishing a Pickering Museum Village Advisory Committee be repealed; 2. That By-law 621/77 establishing the Pickering Museum Village Reserve Fund be repealed; 3. That By-law 653/77 establishing the Pickering Museum Management Board for the Pickering Museum Village be repealed; 9 9 10 -C1of-Pl(KERJNG Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers 4. That the Pickering Museum Village Advisory Committee be dissolved; 5. The Pickering Museum Village be added as a standing line item to the Cultural Advisory Committee; 6. That the draft By-law attached to this report be enacted; and, 7. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 3. Director, Community Service$, Report CS 25-19 . Council Chamber Flat Roof Replacement -Emergency Purchase . Moved by Councillor Pickles Seconded by Councillor Butt Resolution #57 /19 Carried 1. That Council is notified of the quote submitted by Foran's Roofing and Sheetmetal Limited in the amounf 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 amountof 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 ~fficials 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 10 Carried l -C~of-p](KERJNG Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers Resolution #58/19 Moved by Councillor McLean Seconded by Councillor Brenner 1. That Council endorse reallocation of $125,000.00 (fire protection system) to the project's contingency for the conservation Building Reconstruction (57 44.1808.6500); 2. That Council authorize the Director, Finance & Treasurer to reallocate fundi_n"g from account 57 44.1808.6500 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 -Tend.er No. T-3-2019 Resolution #59/19 · Moved by Councillor McLean Seconded by Councillor Brenner Carried 1. That Tender No. T-3-2019 as submitted by Loe 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; 3. · That the Director, Finance & Treasurer be authorized to finance the total net project cosfin 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; 11 1 1 12 -C¾of-p](KERJNG Council Meeting Minutes March 25, 2019 7:00 prri -Council Chambers 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 ~ttached 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. Carried Having previously declared a conflict of interest, Mayor Ryan relinquished the Chair to Deputy Mayor Ashe and did not take part in the discussion or vote on the following matter. · Deputy Mayor Ashe assumed the Chair. 6. Director, Corporate Services & City Solicitor, Report LEG 04-19 Ve.ridian Corporation Merger with Whitby Hydro Energy Corporation -Merger Closing Resolution #60/19 Moved by Councillor McLean Seconded by Councillor Cumming 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; 12 -C1of-p](KERJNG Council Meeting Minutes · March 25, 2019 7:00 pm -Council Chambers 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. Carried Mayor Ryan resumed the Chair. (IX) Motions and Notice of Motions There were no Notice of Motions. (X) By-laws 7682/19 7683/19 7684/19 7685/19 7686/19 7687/19 7688/19 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. Being a by-law to repeal By-law Nos. 563/77, 621/77 and 653/7Twith respect to the Pickering Museum Village. Being a by-law to confirm the appointment of Guy W. Giorno as the Integrity Commissioner for the City qf Pickering. 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. Being a by-law to provide for the Civic Numbering of Buildings and Properties in the City of Pickering. · . Being a by-law to establish Block 24, Plan 40M-2643 as public highway. · 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. 13 13 14 -C~0f-p](KERJNG Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers Moved by Councillor Pickles Seconded by Councillor Butt Resolution #61 /19 That By-law·Nos. 7682/19 through 7688/19 be approved. (XI) Confidential Council -Public Report ·carried In accordance with the provisions of Section 239 of the Municipal Act and Procedural By-law 7665/18, an In Camera meeting of Council was held prior to the regularly scheduled meeting in that the matters discussed related to; a) the security of the property of the municipality or local board; b) personal matters about an identifiable individual, including municipal or local board employees; c) a proposed or pending acquisition or disposition of land by the municipality or local board; f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose. a) Presentation by Assurance Protection Group Inc. (APGI) Re: Security Services Assessment A presentation was provided by APGI and general discussion ensued. Refer to the In Camera minutes for. further information. [City Clerk has custody and control of the In Camera minutes]. b) Verbal Update from Chief Administrative Officer Re: Acquisition and Disposal of Lands, Seaton Innovation Corridor General discussion ensued. Refer to the In Camera minutes for further information. [City Clerk has custody and control of the In Camera minutes]. Moved by Councillor Cumming Seconded by Councillor Ashe Resolution #62/19 14 -C~of . PlCKERlNG Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers That the direction provided to staff at the Closed Meeting of Council regarding the acquisition and disposal of lands in the Seaton Innovation Corridor, be approved. Carried c) Heritage Appointments Information on the applications were reviewed In Camera in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the personal information was used solely for the purpose of assessing the applicant's qualifications for appointments to the Heritage Pickering Advisory Committee. Resolution #63/19 .Moved by Councillor Cumming · Seconded by Cou~cillor Butt . That Nalisha Asgarali and Paul White be appointed to the Heritage Pickering Advisory Committee for a term ending November 14, 2022 or until a successor is appointed. Carried (XII) Other Business 1. Councillor Brenner advised that he would be bringing forward a Notice of Motion at the April 23 Council meeting with respect to the vision and mission for the City of Pickering as part of the City's changing Strategic Plan. 2. Councillor McLean requested that Staff look into including additional wording on the front agenda pages to provide more context to readers. (XIII) Confirmation By-law By-law Number #7689/19 Councillor Brenner, seconded by Councillor Cumming moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of March 25, 2019. Carried 15 15 16 -C~0f-p](KERJNG (XIV) Adjournment Moved by Councillor Cumming Seconded by Councillor Butt That the meeting be adjourned. The meeting adjourned at 7:35 pm. Dated this 25th day of March, 2019. · 16 Council Meeting Minutes March 25, 2019 7:00 pm -Council Chambers David Ryan, Mayor Susan Cassel City Clerk Carried -C1of-· -PlCl<ERlNG Present: Mayor Ryan Councillors: K.Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: -Director, City Development & CBO Executive Committee Meeting Minutes Monday, April 1, 2019 2:00 pm Council Chambers Chair: Councillor Ashe K. Bentley P. Bigioni M. Carpino -Director,· Corporate Services & City Solicitor -Director, Community Services R. Holborn. -Director, Engineering Services S. Karwowski J. Hagg -Director, Finance & Treasurer -Fire Chief S. Cassel -City Clerk C. Rose -Chief Planner S. Booker -Manager, Capital Projects & Infrastructure B. Duffield -Division Head, Operations L. Roberts -Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations There were no delegations (Ill) Matters for Consideration 1. Director, Community Services, Report CS 01-19 Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre -Request for Proposal No. RFP-13-2019 1 17 18 -Cdgof-p](f(ERJNG Executive Committee Meeting Minutes Monday, April 1, 2019 2:00 pm Council Chambers Chair: Councillor Ashe A discussion_period ensued with staff responding to questions raised with respect to soil remediation, how contaminates are removed and the necessary testing to be competed, as well as the timing and approvals required. Staff provided technical advice with respect to the procedures involved and the various methods of remediation and soil testing. Members noted the importance of the soil being clear of contamination so that the site could be available for a future school, and questioned whether the City was co-ordinating with the Durham District School Board to keep therri apprised of the timelines and process. · Members raised further questions regarding the list of bidders for the RFP submission, with staff advising that further information would be provided to Members prior to the Council Meeting on April 23, 2019. Recommendation Moved by Mayor Ryan Seconded by Councillor Butt 1. That Proposal No. RFP-13-2019 submitted by Cambium Inc. in the amount of $144,754.30 (HST included) be accepted; 2. That the total gross project cost of $189,954.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of $171,059.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $171,059.00 by a transfer from the future sale of land; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 2. Director, Engineering Services, Report ENG 02-19 Asphalt Resurfacing on Various City Streets -Tender No. T-4-2019 -Carried A discussion period ensued with Members inquiring about the use of Federal Gas Tax Funding as opposed to debt financing for the project. Further questions were raised regarding whether there were any mechanisms in place to use the Gas Tax funds for addressing emergency road treatments on City roads, as well as for priority projects for 2 -C~of-p](f(ERlNG Executive ·Committee Meeting Minutes Monday,April1,2019 2:00 pm Council Chambers Chair: Councillor Ashe various borderline projects. Staff indicated that further research would be required prior to confirming this option. Recommendation Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Tender No. T-4-2019 for Asphalt Resurfacing on Various City Streets as submitted by Four Seasons Site Development Ltd. in the total tendered amount of $1,920,646.88 (HST included) be accepted; 2. That the total gross project cost of $2,191,813.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $1,973,796.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $1,973,796.00 as follows: a) The sum $1,597,936.00 as approved in the 2019 Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) The sum of $175,686.00 be financed by the debenture financing approved for the Westney Road -Road Reconstruction Project in Report ENG 15-18, c) The sumof$100,087.00 as approved in the 2019 Capital Budget-Development Projects to be funded by a transfer from the Development Charges -City Share Reserve; d) The sum of $100,087:00 as approved in the 2019 Capital Budget-Development Projects tO be funded by a transfer from the Development Charges-:-Roads & Related Reserve Fund; and . 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 3. Director, Finance & Treasurer, Report FIN 04-19 Commodity Price Hedging Agreement Report Recommendation 3 Carried 19 20 -C~of-p](f(ERJNG Moved by Mayor Ryan Seconded by Councillor McLean Executive Committee Meeting Minutes Monday, April 1, 2019 2:00 pm Council Chambers · Chair: Counci_llor Ashe It is recommended that Report FIN 04-19 from the Director, Finance & Treasurer regarding commodity price hedging agreements be received for information. Carried (IV) Other Business 1. Councillor Butt gave notice that he would be bringing forward a Notice of Motion at the April 23rd Council meeting with respect to recycling and waste diversion practices. (V) Adjournment Moved by Councillor McLean · Seconded by Councillor Butt That the meeting be adjourned. The meeting adjourned at 2:25 pm. Carried 4 -C~of-p](KER]NG Planning & Development Committee Meeting Minutes Monday, April 1, 2019 7:00 pm -Council Chambers Chair: Councillor Brenner Present: Mayor Ryan Councillors: K.Ashe M. Brenner · S. Butt I. Cumming B. McLean D. Pickles Also Present: K. Bentley P. Bigioni C. Rose S. Cassel J. Brooks N. Surti M. Kish T. Bal L. Roberts -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 I -Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations The delegation listed on the agenda was not in attendance and therefore did not appear before the Committee. (Ill) Part "A" Information Reports Councillor Brenner, 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 1 21 22 -Cdgo/-p](KERJNG Planning & Development Committee Meeting Minutes Monday, April 1, 2019 7:00 pm -Council Chambers Chair: Councillor Brenner entitled to be added as a party to the hearing unless, in the opinion of LPAT, there are reasonable grounds to do so. 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. 1. Information Report No. 06-19 Revised Zoning By-law Amendment Application A 13/17(R) Avonmore Ventures Inc. Part of Lot 18, Concession 3 . (North of William Jackson Drive, South of CPR Corridor) A public information meeting was held under the Planning Act, for the purpose of informing the public with respect to the above-noted application. N. Surti, Manager, Development Review & Urban Design,• appeared before the Committee to provide an overview of the rezoning application as submitted by Avonmore Ventures Inc. Through the aid of a PowerPoint presentation, he outlined the site location and surrounding land uses. He provided background information noting that the applicant had submitted a revised plan to allow for a wider range of housing types and to take into consideration previous resident's concerns. Mr. Surti stated the proposed development would consist of a ?-storey apartment building and back to back townhouse units containing a total of 205 units, with 282 resident and 33 visitor parking spaces. He also noted the main access for residents would be a three-way intersection at William Jackson Drive, with a second access strictly for emergency vehicles. The proposed application also provides for a concrete crash wall for protection along the CP Rail corridor. Melinda Holland, Planner, the Biglieri Group Ltd. appeared before the·committee on behalf of the applicant in support of the application. She noted revisions that had been made to the project to address resident's concerns with respect to traffic which included the re-alignment of the access point to the site to the north portion of William Jackson Drive. She stated this would be controlled by a 3-way stop to address safety issues, and noted the inclusion of additional parkland in the development. Ms. Holland stated she was in attendance to respond to any questions raised. Kevin Foxton, 2799 William Jackson Drive, Pickering, appea·red before the Committee seeking clarification that the units would consist of 3 storeys as opposed to 4 with the· addition of the balconies. He also noted concerns that the three way stop could potentially block traffic on the laneway at the south portion of William Jackson Drive. 2 -C~of-p](l(ERJNG Planning & Development Committee Meeting Minutes Monday, April 1, 2019 7:00 pm -Council Chambers Chair: Councillor Brenner Heather Robertson, 893 Modlin Road, Pickering, appeared before the Committee noting her concerns with respect to tree protection, stating this needed a high degree of consideratio·n. lmad Koussan, 1780 Carousel Mews, Pickering, appeared before the Committee noting concerns with respect to a lack of privacy with the height of the 7 storey building. Melinda Holland re-appeared to provide clarification with respect to the number of storeys and balconies, tree protection, and the crash wall that would provide a safety buffer along the CP Rail corridor-. A discussion period ensued with Members seeking clarification on the type of units and whether they were apartments or condominiums as well as the 3 way stop being proposed. Further questions were raised regarding the amount of acreage being · conveyed to the Toronto Region Conservation Authority (TRCA) and what areas would remain as desrgnated protected lands. Concerns for safety were noted with respect to the proximity to the CP Rail tracks and whether the buffer would be sufficient protection to deter youth from accessing the tracks. Questions pertaining to the number of · accessible units that would be available were also posed. 2. Information Report No. 07-19 Zoning By-law Amendment Application A 02/19 2545633 Ontario Inc. Part of Lot 6, Plan 585, Now Part 11; Plan 40R-2633 (2620 Brock Road) A public information meeting was held under the Planning Act, for the purpose of informing the public with respect to the above-noted application. T. Bal, Planner I, appeared before the Committee to provide an outline of the application as submitted by 2545633 Ontario Inc. Through the aid of a PowerPoint presentation, she provided location details of the subject lands and surrounding land uses, which are located within the Duffin Heights Neighbourhood. She stated the application proposes a condominium development consisting of 30 stacked units with a new north/south connection to Dersan Street. She noted vehicular access would be provided from an internal private road with 3 residential blocks allowing for 2 parking. spaces for each stacked unit · · 3 23 24 -C~of-p](KERJNG Planning & Development Committee Meeting Minutes Monday, April 1, 2019 7:00 pm -Council Chambers Chair: Councillor Brenner Amy Emm, Senior Planner, IBI Group, appear~d before the Committee on behalf of the applicant in support of the application, stating she was in attendance to respond to any questions raised. No members of the public appeared in support of or in opposition to the application. A discussion period ensued with concerns being raised by Members of the Committee with respect to the proposed built form not being in keeping with the future surrounding neighbourhood, garage dimensions, as well as the location for gas fittings for each unit. Staff were requested to bring forward more detailed drawings to ensure the built form was consistent with the abutting Lebovic developments to the north and south, and also to ensure protection of the woodlot area. Members raised further questions regarding how many units would be accessible and the number of accessible parking spaces that would be available. · .(IV) Part "8" Planning & Development Reports 1. Director, City Development & CBO, Report PLN 06-19 Infill and Replacement Housing in Established Neighbourhoods Study Existing Conditions and Preliminary Observations Report Pha$e 1 Report K. Bentley provided a brief overview of Report PLN 06-19. He stated that established neighbourhoods in South Pickering have seen a large amount of infill over the past few years, creating a need to provide direction and develop design guidelines to facilitate a sensitive transition between existing houses and new construction. As a result, the City had authorized a study be undertaken, and through public consultation, initially the 15 neighbourhoods .within the study area were narrowe.d down to nine. K. Bentley introduced David Riley, Principal, SGL Planning & Design Inc., the consultants 9uthorized to undert9ke the Infill and Replacement Housing in Established Neighbourhoods Study. David Riley appeared before the Committee and through the aid of a PowerPoint presentation, provided an overview of the purpose of the Study, noting the key objectives were identifying susceptible areas, issues and occurring trends, and consideration of best practices and how they could be managed. He outlined the definitions of infill housing, replacement housing and neighbourhood character. Mr. Riley provided an overview of the community feedback received from the public open house conducted in March, 2019 with respect to built form, streetscape and neighbourhood composition. He noted that Phase 1 was now complete, and Phase 2 would consider planning options and provide recommendations. 4 --Ci~ of--,..--p] (KER 1 NG Moved by Councillor Ashe Seconded by Councillor Butt Planning & Development Committee Meeting Minutes Monday, April 1, 2019 7:00 pm -Council Chambers Chair: Councillor Brenner That the rules of procedure be suspended in order to allow an additional delegation to be heard. Carried on a Two-thirds Vote Paul White, 507 Cliffview Road, Pickering, appeared before the Committee on behalf of the Fairport Beach Neighbourhood Association, thanking Council for undertaking the initiative to hire a consultant for the purpose of undertaking this study. He provided some clarification with respect to the area of Cliffview Road where he has resided since 1979, noting that some of the infill homes ha_d greater heights due to larger setbacks and others due to them being constructed prior to the 9-metre by-law coming into effect. . . Mr. White commented on the number of homes built on the Newman farm property and noted that the majority of mature trees had been removed from the property. He stated that the main source of frustration for area residents was the steady increase of infill housing taking place with construction continuing over a number of years. In closing, Mr. White stated the Association would like to see improvements under By-law 2511 and the inclusion of best practices that have been adopted by other jurisdictions. Mr. White provided a copy of his delegation for distribution to Members of the Committee. A discussion period ensued with Members raising questions pertaining to: • The options considered based on concerns raised by residents in the east and west shore communities; • Lot coverage, use of the_ terminology 'monster home', building height and associated privacy issues; • Whether the Bay Ridges neighbourhood and Nautical Village had been included in the Study, nqting the uniqueness of these areas; • The need to ensure appropriate transition in established neighbourhoods and defining community character which varies from.neighbourhood to neighbourhood; • Whether the feedback received from residents in the Nautical Village was sufficient to include and consider during Phase 2 of the Study; • The continued opportunities for public engagement and feedback during the next phase of the Study; and, • The importance of incorporating the vision of the Nautical Village in the key elements of the neighbourhood charter. Recommendation 5 25 26 --C/;gof--p](KERJNG Moved by Councillor McLean Seconded by Councillor Pickles Planning & Development Committee Meeting Minutes Monday, April 1, 2019 7:00 pm -Council Chambers Chair: Councillor Brenner 1. That the Infill and Replacement Housing in Established Neighbourhoods, Existing Conditions and Preliminary Observations Report -Phase 1 Report, be received; and 2. That Council authorize City Development staff to proceed with Phase 2 of the Infill .and Replacement Housing in Established Neighbourhoods Study. Moved by Councillor McLean Seconded by Mayor Ryan Carried Later in the Meeting [Refer to following motion] That Item 2 of the main motion be amended to read as follows; 2. That Council ,wthorize City Development staff to proceed with Phase 2 of the Infill and Replacement Housing in Established Neighbourhoods Study and to incorporate into the Study the inclusion of a vision for the Nautical Village which is situated in the Bay Ridges Community, consistent with Section 4.2 of the Key Elements of the Neighbourhood Character. The main motion, as amended, was then carried. 2. Director, City Development & CBO, Report PLN 07-19 Toronto and Region Conservation Authority's Guideline for Determining Ecosystem Compensation, June 2018 Carried Unanimously on a Recorded Vote K. Bentley, Director, City Development & CBO provided a brief overview regarding the Toronto and Region Conservation Authority's (TRCA) guidelines for determining ecosystem compensation. He noted through urbanization, infrastructure expansion and climate change arid the resulting loss to natural heritage spaces, that there was a need to determine compensation. Mr. Bentley noted that TRCA is looking at policies in order to set consistent standards and to harmonize the role of all parties involved. 6 -Cd:Jof-_ -PlCl<ERlNG Planning & Development Committee Meeting Minutes Monday,April1,2019 7:00 pm -Council Chambers Chair: Councillor Brenner Steven Heuchert, TRCA, appeared before the Committee to respond to questions raised with respect to providing consistency in regulations among municipalities, and to ensure strong policies at all levels of government. Members questioned whether all · municipalities and conservation authorities within TRCA's jurisdiction were looking at a similar approach and whether the Memorandum of Understanding and Official Plan Amendment noted in the staff recommendation would be coming back to Council for final approval. Recommendation Moved :by Councillor Ashe Seconded by Mayor Ryan 1. That Council support the use of the Toronto and Region Conservation Authority's Guideline for Determining Ecosystem Compensation, dated June 2018, as a technical guideline to determine compensation for ecosystem loss due to development impacts, where all options for protection have been exhausted, when required through conditions of draft plans of subdivision, zoning, land divisions, and site plans, with the exception of tree removal that falls under the purview of the City's Tree Removal Compensation Fee; · 2. That the City collect compensation for ecosystem loss due to development impacts, where all options for protection have been exhausted, when required through conditions of draft plans of subdivision, zoning, land divisions, and site plans, under the circumstances set out in Table 1 in Report PLN 07-19; 3. That staff be authorized to develop a memorandum of understanding in consultation with Toronto and Region Conservation Authority regarding the administration and collection of the fees and technical guidance regarding the interpretation and calculation of compensation in terms_ of the Guideline; and 4. That staff be authorized to initiate an amendment to the Pickering Official Plan to introduce policies that address ecosystem loss and compensation due to development impacts, where all options for protection have been exhausted, on a city-wide basis. Carried 7 27 28 -C1of-p](KERJNG (V) Other Business Planning & Development Committee Meeting Minutes Monday, April 1, 2019 7:00 pm -Councii Chambers Chair: Councillor Brenner 1. Councillor Brenner gave notice that he would be bringing forward a Notice of Motion at the April 23, 2019 Council meeting with respect to the regionalization of the conservation authorities in Durham Region. 2. Councillor Brenner mentioned a report.titled 'Market Year in Review and Outlook Report 2019' by the Toronto Real Estate Board and highlighted the contents pertaining to middle housing. Councillor Brenner stated he would provide a copy of the report to the Director of Planning and Development as it provides options that are currently not in place in the City for consideration· in future initiatives and projects. 3. Councillor Pickles requested that staff follow up on previous concerns with respect to the work being conducted by Rogers on City boulevards and the poor condition the property was being left in. · · (VI) Adjournment Moved by Councillor Butt Seconded by Councillor Cumming That the meeting be adjourned. The meeting adjourned at 9:03 pm. 8 Carried --at11of--P1CKER1NG 6. . Correspondence 6.1 Corr. 05-19 . Colin Thomson Commodore, PARA Marine Search and.Rescue Pickering Auxiliary Rescue Association Re: Re-branding Strategy Recommendation April 23, 2019 Pages 30-31 That the letter received from Colin Thomson, Commodore, PARA Marine Search and Rescue Unit dated April 3, 2019 regarding PARA's re-branding strategy be endorsed. 6.2 Corr. 06-19 Marisa Carpino, Director, Community Services . Re: Request to Deaccession Artifacts at Pickering Museum Village Recommendation 32-37 That the request received from Marisa Carpino, Director, Community Services, to approve the deaccession of artifacts as proposed by City staff and approved by the former Pickering Museum Village Advisory Committee (PMVAC) on July 24, 2018 be approved. · 29 ORIGINAL TO: April 3, 2019 Dear Mayor Ryan and City of Pickering Members of Council, In 2019, the City of Pickering generously awarded PARA Marine Search and Rescue with another donation of $4700. The city has supported PARA for the past 3 years and this is recognized by our membership and community. PARA has enjoyed a long positive history with the municipal government from the 1960's to the present. We wish to continue this strong working relationship as our relationships with neighbouring communities also mature. As such, we are pleased to invite the municipalities of Whitby, Ajax and Pickering· to discuss PARA's re-branding strategy. The re-branding strategy will reflect the communities in which PARA Marine Search 9-nd Rescue serves and recognizes the government funding sources that support the unit. PARA would also like to discuss board level representation for participating parties and would like to ensure that the City of Pickering participates in this initiative. As the boating season approaches, PARA is looking forward serving the residents of Durham Region lakeshore communities. The rescue vessel PARU will be launched in mid-April and will continue service through to the fall.. 30 31 Thank you for your continued support as it will take all of us to make PARA a success. Yours Aye Colin Thomson 905-409-7354 Colin. thomson@para-rescue.org Commodore, PARA Marine Search and Rescue Unit Unit Leader, Unit 1 CCGA C&A www.para-rescue.org Copyright© 2019 Pickering Auxiliary Rescue Association, All rights reserved. You are a valued supporter of PARA! Our mailing address is: Pickering Auxiliary Rescue Association 682 Hillview Cresent Pickering, On L 1W2R7 Canada Add us to your address book Want to change how you receive these emails? You can update your preferences or unsubscribe from this list. -C~of-PJ(KERJNG Memo To: Susan Cassel City Clerk April 4, 2019 From: Copy: Marisa Carpino Director, Community Services Chief Administrative Officer Supervisor, Museum Services Conservator Subject: Request to Deaccession Artifacts at Pickering Museum Village 2018 Deaccession List File: S-3060-004-14 Council is requested to approve the deaccession of artifacts (see attachments), as proposed by City staff and approved by the former Pickering Museum Village Advisory Committee (PMVAC) on July 24, 2018. The Conservator, the Coordinator, Museum Operations, the Supervisor, Museum Services and the former PMVAC Collections Sub-Committee recommend this deaccession. PMVAC approved the motion of deaccession made by the PMVAC Col,lection Sub-Committee during a meeting held July 24, 2018. Following approval from Council, Museum staff will follow ethical deaccession, disposal and documentation guidelines in accordance with the Pickering Museum Village Collections Development and Management Policy CUL 010 and the Deaccession of Artifacts Procedure CUL 010-001. MC/et Attachment Deaccession List July 2018 Deaccession List Cellulose Nitrate July 2018 32 Artifact# Object Name BS34 Thresher BS25 Steam Trap X959.37.1AB Buzz Saw & Blade X973.5.1 BG Pump, Gasoline ST1.284.1 Table Description Waterloo Man'fg Co. Limited, Waterloo Ontario Canadian Armstrong Machine Works Toronto ONT Green wood frame, fly wheel and metal shaft. Tilts back to form a ledge.Circular Blade. Bowser Long Distance Gasoline Storage System. Unfinished wood. Engraved circle on table. Two solid wood legs (rotting) Gas & Steam Barn Artifact Deaccession July 2018 Reason Lack of relevance to museum research, exhibit or programming goals. Proper preservation within current museum resources is not possible. Missing rear wheel. Better example in the collection. Lack of relevance to museum research, exhibit or programming goals. Proper preservation within current museum resources is not possible. Poor condition. Missing elements. Lack of relevance to museum research, exhibit or" programming goals. Proper preservation within current museum resources is not possible. Restoration was not accurate. Wood replaced and design changed. Fly wheel.and shaft only original parts. Information confirmed by current volunteer. Lack of relevance to museum research, exhibit or programming goals. Proper preservation within current museum resources is not possible. No known provenance to Pickering. Deaccession to Education Collection. Approved By Collections Sub- Committee July 9, 2018 July 9, 2018 July 9, 2018 July 9, 2018 July 9, 2018 and switch to Education Colleclion Approved by PMV Advisory Committee 24-Jul-18 24-Jul-18 24-Jul-18 24-Jul-18 24-Jul-18 977.3.1A Grinder, Feed 977.3.18 Trough for above D221 Chopper, Feed X964.2.46 Cutter, Feed X967.1.735 Hammer D198 X964.2.11 2 Peck Measure J. Fleurys Sons, Aurora, Ont. Oat Roller Completely restored as of 2013. Improper methods. Use of tremclad and brand new wood elements held with robertson screws. Not found. May no longer exist. Not found. May no longer exist. 12" cut. "The Peter Hamilton Co. Inadequate provenance documentation. Ltd. Peterborough, ON" Has Extremely poor condition. Excessive horse power drive. resources required to repair. Belt driven. Wood feeder table, Lack of relevance to museum research, painted with red, blue and white. exhibit or programming goals. Inadequate "DC Cummings Patented Aug 7, provenance. Opportunity to reduce 1855" redundancy in collection. Poor condition. Lack of relevance to museum research, exhibit or programming goals. Opportunity Metal head with wood handle. to reduce redundancy in collection. Only handle remains. Missing hammer head. Round, circular shape. Made out of one piece of wood. Criss crossed strips of metal on Lack of relevance to museum research, bottom. "Made by A. Root, Lyn, exhibit or programming goals. Bottom ON" only. July 9, 2018 24-Jul-18 July 9, 2018 24-Jul-18 July 9, 2018 24-Jul-18 July 9, 2018 24-Jul-18 July 9, 2018 24-Jul-18 July 9, 2018 24-Jul-18 ST20603.1 X974.264.1 X959.48.1 R1 Kerosene Can Model for steam demonstration Water Tank Book-The Ontario Boundary Papers 1882 Rusty metal and blackened cylindrical base with funnel shaped top. A corn husk is being used as a stopper, small and narrow spat. There is a thin metal handle over the top. Considered to be in fair condition. Still contains liquid. Grey painted metal horizontal boiler, with two steam stacks, plastic tube, which runs into the top of the boiler. The oil pressure gauge gives as high as 80, driven by wood shavings. Attached to the small green, red and yellow steam engine with "Stuart" stamped on top which is in tum attached to a grey painted wood HP tester. All are mounted on a grey board. 'The gauge and steam engine are missing. There is now a ferri wheel like structure that spins freely, and appears to be run off of steam or heat. Black, made out of metal. Long oval shape. A metal plate "WESTEL-T UNDERWRITERS LABORATORIES OF CANADA, INSPECTED INSIDE STORAGE TANK FOR OIL BURNERS, METAL NO. 1, U.S. GAUGE NO. B473520." Cistern pump pumps water into this tank, engines at its side pump water from tank into the boiler. Dec 4 1856-May 17 1882. reports, speeches etc of various government officials including JA MacDonald. Lack of relevance to museum research, exhibit or programming goals. Opportunity to reduce redundancy in collection. Alteration requiring excessive resources to repair. Lack of relevance to museum research, exhibit or programming goals. Opportunity to reduce inaccurate items in the collection. Lack of relevance to museum research, exhibit or programming goals. Opportunity to reduce redundancy in collection. Lack of relevance to museum research, exhibit or programming goals. July 9, 2018 24-Jul-18 July 9, 2018 24-Jul-18 July 9, 2018 24-Jul-18 July 9, 2018 24-Jul-18 R2 R3 R4 RS Book-The Armenian Magazine for the year 1797Vol XX Book-Every Saturday 1869Vol 7 Funk and Wagnalls Standard Dictionary Vol 1 A-L Funk and Wagnalls Standard Dictionary Vol 2 M-Z Book of extracts and original treatises on general redepmtion. Inside front cover: "Josiah T. McLeod; Given to him by His Mother Sarah T. June 21 1863 at Stenn Island When she was 65 yrs old. This book was given to her by her Father Roderick Mackenzie.11 Book with paper covered card cover. A journal of choice reading selected from Foreign Current Literature. Lack of relevance to museum research, exhibit or programming goals. Lack of relevance to museum research, exhibit or programming goals. Lack of relevance to museum research, exhibit or programming goals. Lack of relevance to museum research, exhibit or programming goals. July 9, 2018 July 9, 2018 July 9. 2018 July 9, 2018 24-Jul-18 24-Jul-18 24-Jul-18 24-Jul-18 w --.J Deaccession -Cellulose Nitrate Objects A ril 17 2018 ~A_c_c_e_s_s_io_n_#_+-O_b""'j~e_ct __ -+Photo X970.1.55 Hair Pin X970.1.62 Hair Comb X970.1.77 Hair Pin X970.1.117 Hair Clip Approved by Approved by Collections Advisory Sub-Committee Committee 9-Jul-18 24-Jul-18 9-Jul-18 24-Jul-18 9-Jul-18 24-Jul-18 9-Jul-18 24-Jul-18 Justification: The objects listed above are showing signs of cellulose nitrate degradation and as such are a fire risk to the remaining collection. The off gases of these are also causing metal components of other nearby objects to rust. The are exhibiting severe signs of britleness, cracking and crazing. Heat and high RH are the usual and in this case the probable cause. These objects were segrated and stored in a freezer to halt chemical decomposition. It is recommeded that these artifacts be destroyed as they pose a threat to the collection and staff. The acetic acid off gases can cause respiratory issues in people. -C1of-p] KERlNG April 23, 2019 7. Committee Reports 7.1 Report EC 2019-04 of the Executive Committee Executive Pages 1. Director, Community Services, Report CS 01-19 1-7 Consulting Services for the Remediation and Demolition of the 2. · Tillings Road Operations Centre -Request for Proposal No. RFP-13-2019 Recommendation 1. That Proposal No. RFP-13-2019 submitted by Cambium Inc. in the amount of $144,754.30 (HST included) be accepted; 2. That the total gross project cost of $189,954.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of $171,059.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the nef project cost of $171,059.00 by a transfer from the future sale of land; and. 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Engineering Services, Report ENG 02-19 Asphalt Resurfacing on Various City Streets -Tender. No. T-4-20'19 Recommendation 8-23 1. That Tender No. T-4-2019 for Asphalt Resurfacing on Various City Streets as submitted by Four Seasons Site Development Ltd. in the total tendered amount of $1,920,646.88 (HST included) be accepted; 2. That the total gross project cost of $2,191,813.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $1,973,796.00 (net of HST rebate) be approved; 3. · That Council authorize the Director, Finance & Treasurer to finance the net project cost of $1,973,796.00 as follows: a) The sum $1,597,936.00 as approved in the 2019 Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; 38 3. 39 b) The sum of $175,686.00 be financed by the debenture financing approved for the Westney Road -Road Reconstruction Project in Report ENG 15-18,. c) The sum of $100,087.00 as approved in the 2019 Capital Budget -Development Projects to be funded by a transfer from the Development Charges -City Share Reserve; d) The sum of $100,087.00 as approved in the 2019 Capital Budget-Development Projects to be funded by .a transfer from the Development Charges -Roads & Related Reserve Fund; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. · Director, Finance & Treasurer, Report F!N 04-19 Commodity Price Hedging Agreement Report Recommendation 24-27 It is recommended that Report FIN 04-19 from the Director, Finance & Treasurer regarding commodity price hedging agreements be received for information. . . _a~~/. -PlC:KERlN·G · April.23, ·2019 7. Committee Reports 7.2 Report PD 2019-03 of the Planning & Development Committee 1. Director, City Development ~ CBO, Report P~N 06-19 Infill and Replacement Housing in Established Neighbolirhoods Study . · Existing Conditions and Preliminary Observations Report Phase 1 Report · Recommendation P ~ D Pages 30-41 1. That the Infill and Replacement Housing in Established Neighbourhoods, Existing Conditions and Preliminary Observations Report -Phase 1 Report, be received; and 2. That Council authorize City Development staff to proceed with Phase 2 of the Infill and Replacement Housing in Established Neighbourhoods Study and to incorporate into the Study the inclusion of a vision for the Nautical Village which is situated in the Bay Ridge~ Community, consistent with Section 4.2 of the Key Elements of the Neighbourhood Character. · 2. . Director, City Development & CBO, Report PLN 07-19 Toronto and Region Conservation Authority's Guideline for Determining Ecosystem Compensation, June 2018 Recommendation 42-51 1. That Council support the use of the Toronto and ·Region Conservation Authority's Guideline for Determfning Ecosystem Compensation, dated June 2018, as a technical guideline to determine compensation for . · ecosystem loss due to development impacts, where all options for · protection have been exhausted, when required through conditions of draft plans of subdivision, zoning, land divisions, and site plans, with the · exception of tree removal that falls under the purview of the City's Tree · Removal Compensation Fee; · 2. That the City collect compensation for ecosystem loss due to development impacts, where all options for·protection have been exhausted, when required through conditions of draft plans of subdivision, zoning, land divisions, and site plans, under the circumstances set out in Table 1 in Report PL~ 07-19; . 40 ' '· 41 3. That staff be authorized to develop a memorandum of understanding iri consultation with Toronto and Region Conservation Authority regarding the administration and collection of.the fees 9nd technical guidance regarding the interpretation and calculation of compensation in terms of the Guideline; and . 4. That staff be authorized to initiate an amendment to the Pickering Official Plan· to introduce policies that address ecosystem loss and compensation due to development impacts, where all options for protection have been exhausted, on a city-wide basis. -Q~of-PlCKER]NG 8. New and Unfinished Business 8.1 Director, Community Services, Report CS 07-19 Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program -Tender No. T-10-2019. Recommendation April 23, 2019 Pages 46-56 1. That Tender No. T-10-2019 submitted by Eileen Roofing Inc. in the amount of $658,790.00 (HST included) be accepted; 2. That the total gro$s project cost of $766,705.00 (HST included), including the amount of the tender, and other associated costs, and the total net . project cost of $690,442.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $690,442.00 as follows: a) the sum of $690,000.00, as provided forin the 2018 and 2019 Pickering Recreation Complex (Arena) Capital Budgets to be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed 20 years; b) the balance amount of $442.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $50,775.00 be included in the 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, and any financing cost to be paid out bf th~ Current Budget; d) 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 City of Pickering officials be authorized to take the necessary actions as indicated in this report. 42 43 8.2 Director, Community Services, Report CS 18-19 Tender for Rink 1 & 2 Refrigeration Plan Rebuild at Don Beer Arena and O'Brien Arena Header Replacement -Tender No. T-8-2019 Recommendation 57-64 1. That Tender No. T-8-2019 submitted by Cimco Refrigeration; a division of Toromont Industries Ltd., in the amount of $633,549.19 (HST included) be accepted; 2. That the total gross project cost of $780,449.00 (HST included), including the amount of the tender, contingency, and other associated costs, and the total net project cost of $702,818.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $702,818.00 as follows: a) the sum of $522,818.00, as provided for in the 2019 Don Beer Arena Capital Budget by a transfer from the Federal Gas Tax Reserve Fund;' b) the sum of $180,000.00, as provided for in the 2019 Pickering Recreation Complex -Arena Capital Budget be revised from a 10-year debt issue to a transfer from the Federal Gas Tax Reserve Fund; c) the Treasurer be authorized to make any chang·es, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8.3 Director, Community Services, Report CS 20-19 Canada Cultural Spaces Fund -Pickering Heritage & Community Centre Recommendation 65-91 1. That Council endorse the City of Pickering's application to the Canada Cultural Spaces Fund for the Pickering Heritage & Community Centre project by way of a Council resolution; 2. That a copy of this report be forwarded to Jennifer O'Connell, MP, Pickering-Uxbridge; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 8.4 Director, Engineering Services, Report ENG 03-19 92-100 Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street -Tender No. T-21-2019 Recommendation 1. That Tender No. T-21-2019 for Brock Road Sidewalk Reconstruction from Joseph Street to Lane Street as submitted by Emmacon Corp. in the total tendered amount of $114,463.35 (HST included) be accepted; 2. That the total gross project cost of $131,560.00 (HST included), including the tendered amount, a contingency, other associated costs, and the total net project cost of$118,474.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost in the amount of $118,474.00 as follows: a) The sum of $110,000.00 as approved in the 2018 Sidewalks Capital Budget be increased by $8,474.00 to be funded by a transfer from the Federal Gas Tax Reserve Fund;. and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. , 8.5 Director, Engineering Services, Report ENG 05-19 Tender for Asphalt and Concrete Repairs -Tender No. T-20-2019 Recommendation • 101-110 1. That Tender No. T-20-2019 for Asphalt and Concrete Repairs submitted by Pine Valley Corporation in the amount of $279,519.98 (HST included) be accepted; 2. That the total gross project cost of $404,028.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $363,840.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $363,840.00 as follows: a) The sum of $273,225.00 as approved in the 2019 Current Budget -Sidewalk Rehabilitation Program to be funded by a transfer from the Federal Gas Tax Reserve Fund; · b) The sum of $6,517.00 as approved in the 2019 Current Budget-Water Resources & Development Services -Roads Maintenance to be funded from Third Party (Developer) Revenue; 44 45 c) The sum of $55,000.00 as approved in the 2019 Current Budget -Roads -Asphalt and Concrete Repairs program to be funded by a transfer from the Rate Stabilization Reserve; . d) The sum of $29,098.00 as approved in the 2019 Current Budget -Roads -Asphalt.and Concrete Repairs Program to be funded by Property Taxes; and 4: That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8.6 Director, Finance & Treasurer, Report FIN 05-19 2019 Tax Rates and Final tax Due Dates Recommendation 111-118 1. That Report FIN 05-19 of the Director, Finance & Treasurer regarding the 2019 tax rates be received; 2. That the 2019 tax rates for the City of Pickering be approved as contained in Schedule "A" of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2019 and September 26, 2019 excluding the industrial, multi-residential and commercial realty tax classes; · 4. That for the year 2019, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the University or College, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1st; 5. That the attached By-law be approved; 6. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. -.C~of-p](KER]NG Report to Council Report Number: CS 07-19 Date: April 23, 2019 From: Marisa Carpino Director, Community Services Subject Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program· -Tender No. T-10-2019 -File: A-1440 Recommendation: 1. That Tender No. T-10-2019 submitted by Eileen Roofing Inc. in the amount of $658,790.00 (HST included) be accepted; 2. That the total gross project cost of $766,705.00 (HST included), including the amount of the tender, and other associated costs, and the total net project cost ·of $690,442.00 · (net of HST rebate), be approved; · 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $690,442.00 as follows: a) b) c) d) the sum of $690,000.00, as provided for in the 2018 and 2019 Pickering · Recreation Complex (Arena) Capital Budgets to be financed by the issuance of · debentures by The Regional Municipality of Durham over a period not to exc~ed 20 years; the balance amount of $442.00 to be funded from property taxes; the. annual repayment charges in the amount of approximately $50,775.00 be included in the 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, and any financing cost to be paid out of the Current Budget; the Treasurer be authorized to make any changes, adjw~tments, 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 City of Pickering officials be authorized to take the necessary actions as indicated in this rep·ort. 46 cs 07-19 Subject: Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program April 23, 2019 Page 2 Executive Summary: Tender T-10-2019 for the Pickering Recreation Complex Roof & Skylight Rehabilitation Program consisted of two projects approved in 2018 as "O'Brien Lobby Roof Replacement", account 5735.1803.6500 and in 2019 as "Lobby & O'Brien Arena Skylight & Roof Replacement", account 5735.1902.6500. For debenture financing purposes, these two projects are combined as one project; requiring debentures financing for 20 years term. The O'Brien arena, lobby and meeting room addition at the Pickering Recreation Complex was constructed and opened in 1993. The main flat roof extending over the bulk of the lobby, meeting and dressing rooms is nearing end of life and requires replacement. This roof extends from the main entrance to the mechanical spaces north and west of the two arenas, and includes several skylights which aI$0 require repair and replacement. . The lowest compliant bid to Tender No.T-10:-2019 submitted by Eileen Roofing Inc. in the amount of $658,790.00 (HST included) is recommended for approval. The total gross project cost is estimated to be .$766,705.00 (HST included) and the total net project·cost is estimated at $690,442.00 (net of HST rebate). 47 Financial Implications: 1. Tender Amount Tender No. T-10-2019 HST (13%) Total Gross Tender Cost 2. Estimated Pro·ect Costin Tender No. T-10-2019 Rooftop Privacy Screens Contingency Sub Total HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $583,000.00 751790.00 $658,790.00 $583,000.00 25,500.00 701000.00 $678,500.00 881205.00 $766,705.00 (76)63.00) $690,442.00 cs 07-19 Subject: Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Progrqm · 3. Approved Source of Funds 2018 & 2019 Capital Bud et -Pickerin Recreation Complex Arenas Description Account Code Source of Funds Budget O'Brien Lobby Roof 5735.1803.6500 Replacement Lobby & O'Brien 5735.1902.6500 Arena Skylight & Roof Replacement Combined Project 5735.1803.6500 -Pickering Recreation Complex Roof & Skylight Rehabilitation Debt -20-years Debt -10-years Debt -20~years Property Taxes $430,000.00 310,000.00 0.00 0.00 April 23, 2019 Page 3 Required $0.00 0.00 690,000.00 442.00 Total Funds $740.000.00 $690,442.00 Project Cost Under (Over) Approved Funds $49,558.00 For ease of tracking, the above two accounts will be combined as qne, to be consolidated under the main account, 5735.1803.6500. Proceeds from debentures financing and expenses will all be tracked in 5735 .1803. 6500. Discussion: The existing flat roof over the O'Brien arena lobby, dressing rooms, meeting rooms and rear mechanical spaces is original and was installed in 1993. The roof is at the end of its serviceable life, and many of the skylights within it are leaking and in need of replacement. The work will include replacement of an existing walkway over large mechanical equipment on the north side, as well as screen walls used to hide rooftop mechanical equipment from view. Much of the rooftop equipment must remain operational, now that the City will be providing summer ice in O'Brien arena. Tender No. T-10-2019 was posted on the City's website on Tuesday, February 5, 2019 and closed on Wednesday, March 13, 2019 for the Pickering Recreation Complex Roof & Skylight Rehabilitation Program. Optional site visits were held on Tuesday, February 12, 2019 and· Tuesday, March 5, 2019. A total of seven bids were received. References for Eileen Roofing Inc., its Waste Management Plan and letter from a specified membrane manufacturer confirming that Eileen Roofing Inc. is a certified applicator of specified roofing systems and list of sub-contractors have been reviewed and are deemed acceptable by the 48 49 cs 07-19 Subject: Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program April 23, 2019 Page 4 Manager, Capital Projects & Infrastructure. The City's Health and Safety Policy form, and a current Clearance Certificate issued by the Workplace Safety & Insurance Board submitted by Eileen Roofing Inc. have been received and are deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & External Audit and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience, the Tender No. T-10-2019 is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Community Services Department recommends the acceptance of the low bid submitted by Eileen Roofing Inc. for Tender No. T-10-2019 in the amount of $658,790.00 (HST included) and that the total net project cost of $690,442:00 be approved. Attachments: 1. Supply & Services Summary Memorandum dated March 18, 2019 2. Location Map 3. Being a By-law to authorize the Pickering Recreation Complex Roof & Skylight Rehabilitation Program project in the City bf Pickering and the issuance of debentures in the amount of $690,000.00 cs 07-19 April 23, 2019 Subject: Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program Page 5 Prepared ~y: J~ Vince Plouffe, OAA, RAIC Manager, Facilities Capital Projects MC:vp Recommended for the consideration . of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Approved/Endorsed By: Marisa Carpino, MA Director, Community Services . 17 . Ft~ Ray Rodrigues, CPPB Manag~f, Supply & Services Stan Karwowski, MBA, C_PA, CMA Director, Finance & Treasurer 50 ATT~CHMENT # J_ ro REPORT# C-S,o ~f-1 cl -.~bf-PlCKERlNG To: Marisa Carpino . Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Coordinator, Facilities Capital Assets Subject: Tender No. T-10-2019 Memo March 18, 2019 Tender for Pickering Recreation Complex Roof & Skylight Rehabilitation Program Closed: Wednesday, March 13, 2019 -2:00pm File: F-5400-001 Tender No. T-10-2019 was advertised on the City's website on February 5th, 2019. Seven (7) 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 0.10-001, Item 13.03 (w). Three (3) bids have been retaine_d for review at this time and are attached. 51 Bidder Eileen Roofing Inc. Brook Restoration Inc. Semple Gooder Roofing Corp. Flynn Group of Companies Summary Harmonized Sales Tax Included Total Tendered Amount $658,790.00 $659,920.00 $675,120.00 $795,508.70 Triumph Roofing & Sheet Metal Inc. $834,166.00 Nortex Roofing Ltd. $940,442.50 Trio Roofing Systems Inc. $1,035,645.00 After Calculation Check $658,790.00 $659,920.00 $675,120.76 $795,508.70 $834,166.00 $940,442.50 $1,035,645.00 Pursuant to Information to Bidders Item 30 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Eileen Roofing Inc. 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· · J (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 $765,000.00 was provided to Supply & Services for this prncurement. 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 $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer', CAO and Council. · · Please include the following items in your report: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Community Services 4. if Item (d) is acceptable to Community Services . 5. any past work experience with low bidder Eileen Roofing Inc. including work location; 6. without past work experience, if reference information is acceptable to Community Services; 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; 10. related departmental approvals; and 11. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. March 14, 2019 Tender No. T-10-2019 Pickering Recreation Complex Roof & Skylight Rehabilitation Program Page §z Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. JC/le Attachments (4) March 14, 2019 53 Tender No. T-10-2019 Pickering Recreation Complex Roof & Skylight Rehabilitation Program Page 3 1 .1 1.1 A 1.1 B ATTACHMENT# a .,TO REPORT#~ o--:+--/4 · 7.0 0 ro 9.0 ............................. 0 2.0 1.2A oo 3.0 •. · · · · · · · 5 0 . 4.0 4.1 1.2B KEYPLAN SCALE: N. T.S. 54 55 /\rfACHMENT#_3_TOREPORT#_c$ 0'1--}9 The Corporation of the City of Pickering · By-law No. Being a by-law to authorize the Pickering Recreation Complex . Roof & Skylight Rehabilitation Program in the City of Pickering and the issuance of debentures in the amount of $690,000.00. 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 Pickering Recreation Complex Roof & Skylight Rehabilitation Program; and, Whereas before authorizing the construction in respect of the Pickering Recreation Complex Roof & Skylight Rehabilitation Program, 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, the 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 Ontario Municipal Board approval is not required, the Council of the City approved report CS 07-19 on the date hereof and awarded Tender No. T-10-2019 for the Pickering Recreation Complex Roof & Skylight Rehabilitation project; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: BY-LAW NO Page 2 1. That the City proceed with the project referred to as "Pickering Recreation Complex Roof & Skylight Rehabilitation Program"; 2. That the estimated costs of the project in the amount of $690,442.00 be financed as follows: · a) the sum of $690,000.00 be .financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) the sum of $442.00 from property taxes; 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 Gommencing 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 23rd day of April, 2019 David Ryan, Mayor Susan Cassel, City Clerk 56 57 --Cd;Jof--Pl(KERJNG Report to Council Report Number: CS 18-19 Date: April 23, 2019 From: Subject: Marisa Carpino Director, Community Services Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement Tender No. T-8-2019 -File: A-1440 Recommendation: 1. That Tender No. T-8-2019 submitted by Cimco Refrigeration, a division of Toromont Industries Ltd., in the amount of $633,549.19 (HST included) be accepted; 2. That the total gross project cost of $780,449.00 (HST included), including the amount of the tender, contingency, and other associated costs, and the total net project cost of $702,818.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $702,818.00 as follows: a) the sum of $522,818.00, as provided for in the 2019 Don Beer Arena Capital Budget by a transfer from the Federal Gas Tax Reserve Fund; b) the sum of $180,000.00, as provided for in the 2019 Pickering Recreation Complex -Arena Capital Budget be revised from a 10-year debt issue to a transfer from the Federal Gas Tax Reserve Fund; c) 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; 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: Tender T-8-2019 was issued for life cycle replacement of equipment essential to refrigeration of rink 1 & 2 at Don Beer Arena, and replacement of the warm and cold header pipes connecting the· O'Bri~:m rink slab to its refrigeration plant. Both scopes of work are required to ensure ongoing operations in their respective ice arenas, and have been prioritized due to the age of the equipment, to support implementation of the new summer ice program, and to ensure the ongoing safety of the public, stakeholders, and operations staff. Report CS 18-19 Subject: Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement April 23, 2019 The work at Don Beer Arena must commence immediately following award to be completed within the summer shutdown season and resume normal ice operations in September 2019. Summer ice will require the work in the O'Brien Arena to be completed during the month of August 2019. Tender No. T-8-2019 was released and made available for information to the public on the City's website on March 5, 2019. Optional site visits were held at both locations on March 14, 2019. The tender closed on April 3, 2019. Two companies submitted bids for this project. The low bid submitted by Cimco Refrigeration, a division of Toromont Industries Ltd., in the amount of $633,549.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $780,449.00 (HST included) and the total net project cost is estimated at $702,818.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-8-2019 HST (13%) Total Gross Project Cost 2. Estimated Pro ·ect Costin Tender No. T-8-2019 Controls Upgrades Testing & Inspection Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $560,663.00 72,886.19 $633,549.19 $560,663.00 50,000.00 . 10,0Q0.00 70,000.00 $690,663.00 89,786.00 $780,449.00 (77,631.00) $702,818.00 58 Report CS 18-19 Subject: Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement 3. Approved Source of Funds April 23, 2019 · 2018 & 2019 Capital Bud et -Don Beer Arena & Rec. Complex -Arenas Description Account Code Source of Funds Budget Required Don Beer 5715.1902.6500 Arena-Rink 1 & 2 Plan Rebuild Rec Complex 5735.1903.6500 -O'Brien Arena Header 5735.1903.6500 Replacement Federal Gas Tax $600,000.00 Debt-10-Year 270,000.00 Federal Gas Tax 0.00 Total Funds $870,000.00 I Project Cost under ( over) approved funds by $522,818.00 0.00 180,000.00 $702,818.00 $167,182.00 Contingency has been set at approximately 12 percent, in accordance with guidelines included in Report FIN 02-19. ,Separate provisions have been included. for testing and inspection services and controls upgrades required to connect new equipment to the City-wide building automation system. The funding source for the Recreation Complex-Arena project, 5735.1903.6500 has been changed -from 10-year debt to Federal Gas Tax Reserve Funds (FGT) as both projects are tendered as one project. The Association of Municipalities of Ontario (AMO) has confirmed that this project is eligible for FGT funding. · Discussion: Facilities staff retained TS Engineering Inc. in late 2018, following the release of the final report investigating the deaths of three workers at Fernie Memorial Arena, to conduct a review of the rink 1 and 2 refrigeration room at Don Beer Arena. The resulting report identified several deficiencies in existing systems and made recommendation for replacement of equipment at the end of its serviceable life. Critical items were addressed immediately. Tender T-8-2019 includes the balance of required work. Several components, including the primary heat exchanger, have been maintained through to the end of the' current ice season, but will not be capable of returning to service in the fall if they are not replaced. The O'Brien Arena addition at the Pickering Recreation Complex opened in 1993 and is now 26 years old. Part of the· cold supply and return headers failed during replacement of the mairi refrigeration plant in 2018. The balance of these headers, and the entirety of the warm headers must be replaced to ensure continuity of service and programs. The Don Beer Arena refrigeration plant work must be operational by mid-August, 2019 in order to produce ice in time for the 2018-2019 ice season. The City will be providing summer ice programs in the O'Brien Arena at the Pickering Recreation Complex until the end of July, wheh ice use will be transferred to rink 3 at Don Beer Arena. This will allow a brief window to remove the 59 Report CS 18-19 Subject: Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement April 23, 2019 ice and thaw any sub-surface ice buildup to prevent risk of damage to the rink slab. Replacement of the balance of the cold and warm headers will occur at the same time, restoring the rink to service in time for the 2019-2020 ice season. Repair of the warm headers is essential to support ongoing use of this rink for summer ice, as extended arena operations can lead to the formation of permafrost. Tender No. T-8-:2019 was released and made available for information to the public on the City's website on March 5, 2019. Optional site visits were held at both locations on March 14, 2019. The tender closed on April 3, 2019. Two companies submitted bids for this project. The low bidder, Cimco Refrigeration, a division of Toromont Industries Ltd, has submitted a signed copy of the City's Health & Safety form. The Certificate of Insurance, and Waste Management Plan is deemed acceptable to the Manager, Budgets & Internal Audit. Staff have reviewed previous work experience of Cimco Refrigeration, a division of Toromont Industries Ltd., and deemed it to be acceptable. · Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Tender No. T-8-2019 submitted by Cimco Refrigeration, a division of Toromont Industries Ltd, in the amount of $633,549.00 (HST included) and that the total net project cost of $702,818.00 be approved. Attachments: 1. Supply & Services Memorandum dated April 4, 2019 60 61 Report CS 18-19 Subject: Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement Prepared By: u i /7~ ~-Vince Plouffe, OAA, C Manager, Facilities Capital Projects Brian Duffield Division Head, Operations '.-) /1 . ;)(~VI. '\ Ray Rodrigues, CPPB Manager, Supply & Services MC:vp Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Approved/Endorsed By: (_~~ M . C 'M -_A{)(. , ansa arp,no, -Director, Community Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer April 23, 2019 ATfACHMEi\lT # _,.i __ TO REPORT#_(§. 16-j c, -04;0f-· -P1CKER1NG Memo To: Marisa Carpino April 4, 2019 Director, Community Services From: Lisa Chang Buyer -Capital Projects, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply and Services Manager, Facilities Capital Projects Subject: Tender No. T-8-2019 Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement Closed: Wednesday, April 3, 2019 -2:00pm File: F-5400-001 . Tender No. T-8-2019 was advertised on the City's website on March 5, 2019. Optional site visits were held on March 14, 2019 at 10:00 am and March 14, 2019 at 11 :00pm. Two (2) 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). Two (2) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Cimco Refrigeration, a Division of $633,549.19 Toromont Industries Ltd. $633,549.19 Black & McDonald Limited $856,540.00 $856,540.00 Pursuant to Information to Bidders Item 30 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Cimco Refrigeration, a 62 Division of Toromont Industries Ltd. 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 Plgn. A budget of $1,000,000.00 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 Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Community Services 4. if Item (d) is acceptable to Community Services 5. any past work experience with low bidder Cimco Refrigeration, a Division of Toromont . Industries Ltd. including work location; 6. ·without past work experience, if reference information is acceptable to Community 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. April 4, 2019 Tender No. T-8-2019 Page 2 63 Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement . . 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/le Attachments · April 4, 2019 Tender No. T-8-2019 Tender for Rink 1 & 2 Refrigeration Plant Rebuild at Don Beer Arena and O'Brien Arena Header Replacement Page 3 64 65 --Cdpbf-. ~ P1CKER1NG From: Marisa Carpino Director, Community Services Subject: Canada Cultural Spaces Fund -Pickering Heritage & Community Centre -File: A-1440 Recommendation: Report to Council Report Number: CS 20-19 Date: April 23, 2019 1. That Council endorse the City of Pickering's application to the Canada Cultural Spaces Fund for the Pickering Heritage & Community Centre project by way of a Council resolution; 2.· That a copy of this report be forwarded to Jennifer O'Connell, MP, Pickering-Uxbridge; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: City staff will submit an application to the Canada Cultural Spaces Fund offered by the Department of Canadian Heritage for the outstanding design and construction of the Pickering Heritage & Community Centre located at the Pickering Museum Village. The Pickering Heritage & Community Centre project is included in the Council approved 2019 Capital Budget as subject to receiving senior government grant funding. The Canada Cultural Spaces Fund (CCSF) was identified by staff as an ideal grant program because it supports the improvement, renovation and construction of arts and heritage facilities, and can fund up to 50 percent of the eligible project. The purpose of this report is to receive a Council resolution endorsing the request for CCSF funding as a required condition of the grant program. Financial Implications: Especially suited to the Pickering Heritage & Community Centre project, the CCSF invests in capital projects to improve physical conditions for professional arts and heritage related collaboration, creation, presentation, preservation, and exhibition; and increased and improved access for Canadians to arts and culture. Eligible costs include capital construction that will directly support arts, heritc1ge and culture. Construction related to parking lots, landscaping and office/administration are not eligible for funding. In order to consider the full scope of eligible project costs, several capital and current approved expenditures have been included in the full project budget for a total eligible project cost of $18,600,378. Eligible and ineligible project costs are detailed below. cs 20-19 Subject: Canada Cultural Spaces Fund Description -Account No. Pickering Heritage & 5744.1806.6230 Community Centre (Design) Pickering Heritage & 5719.1901.6500 Community Centre (Construction) Schoolhouse 57 44.1903.6500 Relocation (move) Schoolhouse 57 44.1904.6500 Relocation -Foundation · Harvey House. 57 44.1905.6500 Relocation (move) Harvey House -57 44.1906.6500 Foundation Harvey House 57 44.1907 .6230 (Design) Site Security 5744.1701.6500 lmprbvements Archives and Library 5800.1902.6500 · Space (Construction) Museum Land 57 44.1801.6265 Purchase Budget CCSF Eligible Amount $1,507,579 $490,240 $14,915,675 $13,378,675 r $75,000 . $75,000 $75,000 $75,000. $75,000 $75,000 $75,000 $75,000 $30,000 $30,000 $50,000 $50,000 $3,968,292 $3,571,463 $150,000 $150,000 April 23, 2019 Page 2 Notes 100% eligible for work not completed.· Construction Administration, contingency, plus testing and inspection Exclude landscaping ($276k), parking lots ($431 k), gift. shop ($30k), and admin areas ($800k) 100% eligible 100% eligible 100% eligible 100% eligible 100% eligible 100% eligible 90% eligible (excludes admin area) 100% eligible 66 cs 20-19 Subject: Canada Cultural Spaces Fund Pickering Heritage & 5719.2011.6173 $450,000 Community Centre (FF&E) Archives and Library 5800.2005.6173 $300,000 Space (FF&E) Total: $21,671,546 $350,000 $280,000 $18,600,378 April 23, 2019 Page 3 Exclude office equipment, furniture and computers for admin area and systems Exclude office equipment, furniture and computers for admin area and systems Funding Request: .· $9,300,189 As such, the City's application to the CCSF requests a Federal Government contribution of $9,300, 189 toward the Pickering Heritage & Community Centre project. Discussion: The Pickering Heritage & Community Centre project will meet several objectives to improve the City's facilities and services. This project will replace the aging infrastructure of the Pickering Museum Village administrative building and the Greenwood Community Centre. Both of these existing facilities are at the end of their useful life and would require significant investment to remain operational. The Pickering Heritage & Community Centre will provide adequate collections storage for the Museum's artifact collection, the City's archival collection and the Library's material culture and archival collections. Collection assessments have identified the need for a minimum of 6,500 linear feet of climate-controlled storage space to adequately house the City's 3 unique, at-· risk collections. This project will increase the capacity of the Pickering Museum Village to offer programs, services and adequate amenities in a year-round operation. The Pickering Heritage & Community Centre has the potential to increase the museum's annual attendance by increasing facility capacity and extending operational hours; offering programs and services to the residents of Pickering · including, including a growing population in North Pickeril')g. The Pickering Heritage & Community Centre project is subject to receiving funding from a senior government grant funding program. As such, City staff will prepare an application to the CCSF requesting funding of $9,300,189 toward the Pickering Heritage & Community Centre project at the Pickering Museum Village. The purpose of this report is to receive a Council resolution endorsing the request for CCSF funding as a required condition of the grant program. 67 cs 20-19 Subject: Canada Cultural Spaces Fund Attachments: 1. Canada Cultural Spaces Fund General Application Form 2. Canada Cultural Spaces Fund Application Budget Prepared By: Approved/Endorsed By: Lau,2{ Marisa Carpino April 23, 2019 Page 4 Supervisor, Museum Services Director, Community Services :me Tony Prevedel, P.Eng. Chief Administrative Officer 68 69 ATTACHMENT#_l TO REPORT# C£ ::20. -Jc:1 l•I Canadian Heritage IMPORTANT Patrimoine canadien Canada Cultural Spaces Fund General Application Form • Complete parts A through G, sign and date section G. • The original form, with signature, as well as all the required documents can be sent by mail or email. • Please read through the entire application prior to completing. Part A -Applicant Information Incorporated Name (required) Corporation of the City of Pickering Usual Name (if applicable) City of Pickering Previous Name of Organization (if applicable) Scope of Organization's Activities (required) 0 Local @Municipal Legal Status (required) Incorporated? Q Provincial/Territorial QRegional Q National FOR OFFICE USE ONLY Protected A when completed Q International · @ Yes • Q Provincial/Territ~rial Q Federal • Registration Number 108078593 --------------Date of Registration (YYYY-MM-DD) 2000-01-01 ----------QNo • Registered with Canada Revenue Agency as a charitable organization? (required) @ Yes • Registration Number Deemed by Income Tax Act QNo Part B -Applicant Contact Information Name of contact for official correspondence (required) Marisa Carpino Salutation (required) 0 Mr. @ Mrs. Q Ms. Q Other (specify) Title (required) Director, Community Services Organization's Address Street Address (required) One the Esplanade FCEC-CCSF _OOF02_20180320-eng Page 1 of 19 Date of Registration (YYYY-MM-DD) C dl+B ana a. l+I Canadian Heritage City (required) Pickering Patrimoine canadien Province/Territory (required) Ontario Postal Code (required) L 1V6K7 Telephone (required) Extension (if applicable) Fax (if applicable) (9Q5) 420-4660 2025 Other Telephone (if applicable) Extension (if appli<:able) E-mail Address (required) mcarpino@pickering.ca Web Site (if applicable) pickering.ca In which official language do you wish to communicate? (required) @ English 0 French Organization's Mailing Address (if different) Street Address (if applicable) City (if applicable) Province/Territory (if applicable) Postal Code (if applicable) Part C -Project Information 1. Project Title (required) Pickering Heritage & Community Centre 2. Type of project (required) @ Construction/Renovation. 0 Specialized Equipment 0 Feasibility Study 3. Cost Total Project Cost (required) Amount Requested (required) Percentage {%) (required) $21,671,546.00 $9,300,189.00 43% 4. Project L~ad Name (required) Laura Gibbs Salutation (required) QMr. @Mrs. 0 Ms. 0 Other (specify) Title (required) Supervisor, M~seum Services Email Address (required) Telephone (required) lgibbs@pickering.ca (905) 420-4660 5. Fiscal Year of Organization (YYYY-MM-DD)(required) 6. Period C9vered In This Application (YYYY-MM-DD)(Project)(required) From: 2019-01-01 To: 2019-12-31 7. Main Artistic Discipline (required) Q Dance O Music O Visual Arts O Media Arts O Theatre O Circus Q NIA FCEC-CCSF_OOF02_20180320-eng From: 2020-04-01 To: 2022-03-31 0 Humour 0 Other (specify) Page 2 of 19 i @ Multidisciplinary (more than one disdpline) Canada 70 71 l+I Canadian Heritage Patrimoine canadien Main Heritage Specialization (required) Q Archives Q Multidisciplinary (more than one discipline) @ Heritage centre/site O Museum Q Art Gallery 8. Main Sector of Activity (required) 0 Creation 0 Production O Exhibition 0 Presentation Q Other (specify) Q N/A @ Preservation 9. Is your facility or site designated a Historic Place? If yes, by which government? (required) QYes • @No Q Training 10. Does the project meet the provincial and local fire and safety by-laws? (required) @ Yes QNo 11. Provide a brief summary of the proposed project. Maximum 200 words. (required) The description may be used in public reporting if you receive funding. 0 Creative Hub The Pickering Heritage & Community Centre (PHCC) will make possible four key community functions: Commemorate, Celebrate, Conserve and Create. We will commemorate the past by providing opportunities for the community to research Pickering's past in the Library's Heritage Resource Room with greater access to archival, artifact, and resource materials than ever before. In the theatre and adjacent rental spaces indoors and out, we will celebrate history, heritage, arts and culture, together with partners and community through cultural festivais, heritage programs and arts-based events. We will conserve our collections in dedicated storageJacilities that provide opportunities to engage with artifacts and archives through permanent and temporary exhibits. The PHCC will be a place to create and discover Pickering's past and present, where the community can explore our histories and shared stories together through new, dynamic programming, co-curation of exhibits and installations in the gallery, or performances of music, dance and drama on stage. I Located at the gateway to the Pickering Museum Village, the PHCC will serve as a beacon and entranceway to the heritage village while offering opportunities for the museum to innovate with the community, expand to new and larger audiences, and to build resiliency into the museum. FCEC-CCSF_OOF02_20180320-eng Page 3 of 19 l•I Canadian Heritage Patrimoine canadien Part D -All Applicants Please answer all the applicable questions to a maximum of six (6) pages. 12. What is your organization's mandate? Describe how the organization supports, or intends to support, professional artistic, creative and/or heritage practices, which could include Indigenous cultural practices. (required) The City of Pickering's vision, as outlined in the Cultural Strategic Plan {2014), is to collaborate with the community to celebrate our cultural diversity, heritage and the arts; to sustain our natural environment; to foster a creative economy; and to strengthen our vibrant neighbourhoods. Within that City~wide mandate, the Pickering Museum Village aims to be a cultural hub where people come together to learn, share stories, and build relationships through progressive, fun, and vibrant experiences. Pickering Museum Village will ignite imaginations through a living history museum that fosters a connection to Pickering by collecting, preserving, and interpreting artifacts and soda! culture. The Pickering Heritage & Community Centre will house the City's archives, museum collection and Local History Collection. The approximately 4,075 square feet of climate-controlled storage spaces in the Pickering Heritage & Community Centre will house the museum's existing 5,000 artifacts from the heritage collection (Museum Storage Report, 2016; 2017). It will relocate the majority of the collection from high-risk storage areas that include the attics of our heritage buildings which lack temperature or humidity controls, and have a high risk of interference by pests. The facility will also meet the needs of the Pickering Public Library's history collection of 1,700 linear feet of storage (TCI Report, 2016). The.City's archives require 3,050 linear feet of storage (TCI Report, 2016), which will also be accommodated in the shared collections storage spaces. The safeguarding and long-term storage solution that will be built into the PHCC will provide crucial care and added longevity to the City's material culture and heritage. Storage spaces will also include quarantine facilities, a processing workroom and offices for collections staff to adequately care for and manage collections. The PHCC will provide theatre space for performing arts, theatre and community use. Community theatre groups such as Backwoods Players and Young Singers will utilize the space to stage plays, performances and recitals. The theatre also provides event and function space that can be rented out. Rentals of the theatre and adjacent spaces play a crucial role in the operational model of the PHCC with an expected revenue of $100,000 annually (Operations.Plan 2020 -2024). The PHCC will provide exhibition space to showcase museum exhibits, artist's works, and community curated exhibits. The 1,500 square feet of temporary exhibit gallery space and approximately 2,580 square feet of permanent exhibit gallery space will provide the Pickering Museum Village and com in unity an unprecedented opportunity to feature stories, artworks and artifacts to visitors in a professional and acc;essible format. Curatorial staff from the museum plan to work with First Nations partners to exhibit part of the museum's First Nations collection in the permanent gallery. The temporary gallery can also accommodate travelling exhibits from other institutions and community led or curated exhibits. The combined 4,080 square feet of y'ear-round exhibit space will transform the museum and community's ability to professionally display, share and interpret artifacts, artworks and Pickering's stories. The PHCC will provide space for learning, teaching and experiencing heritage, history, arts and culture. The new facility will include a program room that can be used to offer year-round museum education programs to school groups by Museum Interpreters, and arts and culture programs led by artists and artisans to the public. The PHCC will also include volunteer areas to accommodate the activities of some of the Pickering Museum Village's 250 volunteers. Reproduction period costume making, costume storage and volunteer workrooms will be included in the building. While costumes support the living history function of the museum, these spaces will also be available for public programming in costume making, fashion design and skills-based workshops like sewing, spinning and weaving. It will be a space for learning as well as for large-scale project work. Last, the Pickering Heritage & Community Centre will serve as a beacon and gateway into the Heritage Village. The design of the building is intended to celebrate Pickering's dynamic culture, commemorate Pickering's past and foster opportunities for the community to create their own interpretation or expression of the past. The PHCC will provide more than extended operating hours and year-roun'd operation for the museum; it will also provide l')eW opportunities for the community to engage with our shared material culture. FCEC-CCSF _OOF02_20180320-eng Page4of19 Canada 72 l•I Canadian Heritage Patrimoine canadien 73 13. A. Describe the capital project you wish to undertake. (Please summarize the construction work and/or renovation· to be carried out and/or the major categories of specialized equipment to be acquired or the objectives of the feasibility study to be carried out). (required) The City of Pickering will construct the Pickering Heritage & Community Centre on the upper site of the Pickering Museum Village. The building is planned as a 40,000 square foot new build, plus unfinished basement, and will replace the current administrative building that is at the end of its useful life. The Pickering Museum Village will remain operational during construction. In order to achieve this, administrative staff will be moved into temporary trailers during construction. Additionally, two heritage buildings are currently located within the planned construction zone for the PHCC. The Puterbaugh Schoolhouse (c. 1830) and the Harvey House (c. 1919-1929) will be. moved south of the PHCC to their permanent locations, with full basements allowing the buildings to be heated_ and accessed by the public year-~ound through museum programming or services. Originally this project was planned to be designed and constructed in two phases. In 2018, Council approved consulting fees for the second. phase. The design has since developed to create a more unified concept that can no longer be constructed in separate phases. A single phase will reduce overall costs, reduce operational interruption to the museum by shortening construction time, and will include a single tender and project management approach. Detailed design drawings and a cash flow are included in the appendix. 13.B. Describe the history of your project: How was the need identified? Were there community and/or professional consultations done? (required) · The Pickering Museum Village 2011 Strategic Plan identified a Visitor's Service Centre with performing, exhibit, event, collections storage and office space as a priority. The 2011 Museum Strategic Plan was approved by Senior Management and Council. The Toronto and Region Conservation's Greenwood Conservation Master Plan (November 2012), recommended a feasibility study to investigate the relocation of Pickering Museum Village's historic buildings, construction of a new museum visitor's centre and installation of additional parking lots to service the visitor's centre on TRCA lands, in partnership with the City of Pickering. Since 2012, the Pickering Museum VillageAdvisory Committee has been discussing plans for a 'Visitor's Centre'. Supported by the Pickering Museum Village Foundation, and strongly supported by members of the Advisory Committee, the Visitor's Centre project has evolved into the PHCC project from initial and ongoing discussions by the Advisory Committee. In 2014, the City of Pickering formed a working group of staff to identify program needs for the Pickering Heritage & Community Centre. Outputs from this working group formed key information the building design and planning. On June 9, 2014, Council approved the City of Pickering Cultural Strategic Plan (CS 02-14). Action item 4.2.4.2. recommended that Pickering establish a Visitor's Centre at Pickering Museum Village. The Pickering Public Library completed the Pickering Local History Strategic Plan on June 15, 2016. The plan includes . recommendations to create partnerships between the Pickering Museum Village, the City Archives and the Public Library History Collection for the purpose of storing collections and aligning collecting practices. In 2018, City Council approved the Pickering Museum Village strategic plan that identified the Pickering Heritage & Community Centre as a strategic priority. On June 18, 2018, Council approved that proposal No. RFP-6-2018, submitted by Hariri Pontarini Architects, at the value of $743,675.60 (HST included) be accepted. The total gross project cost for design work for.the Pickering Heritage & Community Centre was approved at $852,871.00 (CS 19-18). Following approval from City Council (June, 2018), a working group was formed comprised of staff from Pickering Museum Village, Pickering Public Library, Facilities and Capital Projects, and Hariri Pontarini. The working group meets monthly to advise on design plans and building requirements. On December 10, 2019, Council approved report CS 34-18 to increase the scope of work awarded to Hariri Pontarini Architects by $660,654.50, for a total design cost of $1,404,330 to complete all work associated with the second phase of the project. From November to December 2018, The City of Pickering held stakeholder consultations with the Museum Advisory Committee, Shuttlebug Weavers, Pickering Library Board, Museum Volunteers, City of Pickering Accessibility Advisory Committee, Museum Staff, Pickering Museum Village Foundation, Greenwood Recreation Association, City of Pickering Senior Management, and City Council. · · On January 21, 2019 the City of Pickering held a community consultation at Greenwood Community Centre. There were approximately 75 members of the community in attendance. FCEC-CCSF_OOF02_20180320-eng Page 5 of 19 l•I Canadian Heritage Patrimoine canadien On January 22, 2019 the City ot Pickering held a community consultation at George Ashe Community Centre. There were approximately 25 members of the community in attendance. The City of Pickering made a public survey available about the project to gather input from the community. The survey generated 182 responses (December 2018 -February 2019). The City of Pickering also established a project webpage that will be updated as the project progresses. The Community Consultation Plan and results of the survey are included in the appendix. The City also posted links to the survey and community consultations through social media and received 180 likes, 29 comments and 50 shares (January, 2019). On April 8, 2019 the City of Pickering held a Community Workshop with community members who expressed their interest in participating in a design workshop. Approximately 100 members of the community received invitations to participate. 13. C. Describe the project implementation plan, the work accomplished to date, and the rationale _behind your detailed project timeline. (required) The preliminary design work for the PHCC began in 2018 and developed a building design that was used in community consultation in late 2018, early 2019. Formal community consultation has concluded, however, stakeholder consultation related to future use and operations will continue throughout construction. The design concept and project budget has been approved by City Council (;2019 capital budget). The project is planned to be completed in one phase, starting in April 2020, to be substantially completed by December 2021, and open to the public by April 2022. The project timeline is based on a number of factors. First, two heritage buildings will need to be relocated on the upper site in order to build the PHCC in its planned location. Those buildings will need to be moved before primary construction of the PHCC begins. Construction of the building is planned to take place during favorable . seasonal periods so that foundations are not being laid in winter, when the ground is frozen. The general timeline of the project is based on other recent major capital construction undertaken by the City of Pickering and supported by recommendations from project consultants. 13. D. Describe any anticipated and confirmed sources of funding for your project. (required) The Pickering Heritage & Community Centre was included in the Council approved 2019 Capital Budget, at a value of $21,671,546. The project is subject to receiving matching funding toward the project cost. City Council has approved $12,371,357 in funding from DC Charges and City-issued debt toward this project. 14. A. Who is your current audience or clientele (demographics and size)? Where applicable, include information about underserved communities and groups such as official-language minority communities, Indigenous communities, ethnocultural communities and youth. (required) · -Pickering Museum Village (PMV) has been operated by the City of Pickering as a rural living history site since 1977. In 2018, PMV welcomed 12,000 visitors to the site, including 10,000 school children. Over the past decade, PMV visitation has remained consistent, between 10,000 -12,500 visitors per year. Visitor demographics are detailed in the Visitor Research Program included in the appendix. In 2019, Pickering Museum Village is positioning for growth, expansion and innovation. The communities around PMV are currently undergoing rapid development, with the new Seaton Development expected to grow Pickering's population from 94,000 to 190,000 by 2031. Seaton's quickly growing suburban communities are located adjacent to the museum, altering PMV's location from rural to urban in the next five years. Juxtaposed to the rapid urban development, the sustainability of living history rnuseums is in decline with visitor numbers steadily falling across Canada and the United States (Master Site Plan, 2019). Museum Staff engaged Lord Cultural Resources in 2018 to help identify strategies to diversify operations and build sustainable practices irito the museum's approach to ensure that PMV remains relevant, vibrant and resilient. As a result of the recommendations made b'y Lord Cultural Resources (Master Site Plan, 2019), the museum plans to expand functionally beyond the living history village into a more interdisciplinary model (exhibit gallery, rental spaces, creative community partnerships), and extend the operating season and day to a year-round operation and 12-hour day. The museum will also embark on new, innovative programming in arts, culture, leisure and heritage that take advantage of.the core functionality that will be built into the PHCC. Given the extended operating hours, year-round operation and enhanced diversity of programming and opportunities at the FCEC-CCSF_OOF02_20180320-eng Page 6 of 19 Canada 74 l•I Canadian Heritage Patrimoine canadien IPHCC, we expect to double our current attendance to 24,000 by 2024 (~utlined in Operational Plan, appendix) .. 14. B, For the last completed year of programming, please indicate the number of presentation/exhibition activities that you organized, as well as the audience/visitor attendance numbers for your spaces. Indicate which activities were professional in nature. (required) The museum attracts about 12,000 visitors each year, with school groups comprising the significant portion of our demographics (10,000 visitors). Building on the recommendations of Lord Cultural Resources (Master Site Plan, 2019), the museum plans to diversify programming to reach new audiences. Strengthening internal partnerships with Culture and Recreation teams in the City of Pickering will establish more interdisciplinary programs at the museum like new children's camps, paint night, learn to sew, woodcarving, costume making, tai chi, yoga and after school youth programs. Arts and Culture programs are run by artists, cultural professionals and paid instructors. Since the museum plans to indude these types of programs as our core programming, we have included a segment of City of Pickering Culture programming in our reported figures. The museum plans to continue to build on the dynamic heritage-based programming we already offer. 2018 Programming Summary Education Program Museum -Professional led program -10,000 children. Special Events Museum -Professional led programs -1,750 visitors Public Programs Museum -Volunteer led -250 participants Museum Exhibit in community-Museum Professional -20,000 views Experience Art Exhibit, City Hall -Culture & Rec -Professional led exhibit, 1000 views Community exhibits, City Hall -Culture & Rec Community led -5,000 views Teen Art and Talent Show, Culture & Rec Community led -100 visitors Arts & Culture Camps -Culture & Rec Seasonal staff led -2,000 children Arts & culture public programs -C::ulture & Rec Professional led -estimated 3,000 participants Event -ArtFest-Culture & Rec Professional led -1,250 Event -Summer Concerts -Culture & Rec Professional led -3,894 A breakdown of culture and recreation public programs is included in the appendix. 15. Describe your management and organizational structure. Please include reference to your Board of Directors, management and staff. (required) The Pickering Heritage & Community Centre will be municipally owned and operated. The Centre will combine three separate functional areas into one facility: the Pickering Museum Village, the Pickering Public Library and City Archives. City Council is the governing body that oversees all three functional areas; however, each area has a distinct management structure and reporting lines. The PHCC will be managed primarily by Museum Staff, with support from Cultural Services and Recreation Staff all of whom report to the Director, Community Services. Organizational charts are included in the appendix. For National Arts Training Institutions: 16. Describe your application/audition process for the professional training program. Please cover topics such as: What are the basic requirements for admission to your program? How are students made aware of your application/audition process (website, emails, social media, flyers, advertisements in other schools, etc.)? Are the students' applications/auditions judged by a panel of experts in the discipline? How many students usually apply and how many do you usually accept? (required) I FCEC-CCSF _00F02_20180320-eng Page 7 of 19 Canada 75 l•I Canadian Heritage Patrimoine canadien For Proponents of Creative Hub Projects: 17: A. Describe the governance and operations model for your creative hub. Examples of models include COOP, not-for-profit -for-profit partnerships, third party property management, one lead organization, etc. Explain how you determined which model would work best for your creative hub, including any research or consultations undertaken. (required) 17. B. Describe how you have or will select the tenants and users for your creative hub. These tenants and users should come from·various arts, heritage and/or creative sectors, and can include various business models such as not-for-profit, for-profit and self-employed creative workers. Please provide a list of your confirmed tenants and users and a list of your anticipated tenants and users. (required) 17. C. Describe how you will provide tenants and users with affordable shared space, equipment and amenities. The elements of this response should include pricing and leasing models. (required) 17. D. Describe how you will provide tenants and users with opportunities for collaboration and/or professional development. The elements of this response could include a description of the physical design of your space, types of activities planned and human resources dedicated to animating the hub. (required) 17. E. Describe how your creative hub will provide space and programming that is accessible to the public. (required) Please describe your previous programming activity. (if applicable) FCEC-CCSF _OOF02_20180320-eng Page 8 of 19 Canada 76 l•I Canadian Heritage Patrimoine canadien Checklist of documents to include "For all applicants": cgJ Completed General Application Form Parts A-B°C-D-E+G including signature by Board Chair or other authorized individual · (as per documented delegated signing authority). cgJ Answers to questions 1 to 15 (and 16 or 17 if applicable). cgJ Completed and balanced Budget Form (additional budget support materials may be requested). cgJ Financial Report or audited financial statements for the last two (2) years. cgJ Resolution or other documentation approving the present request for funding and identifying the authorized signing authority for the application. The Program may request additional information not listed above, such as: cgJ Proof in writing of any confirmed project funding; cgJ Organizational chart and list of Board or Council Members, etc. New Applicant Only: D Proof of incorporation or registration For National Arts Training Institutions: D A copy of the professional program's training curriculum and training. schedule. Other program literature provided to staff and/or students can also be provided. D A chart listing the current place of employment of graduates from the professional training program in the last two calendar years. D An up-to-date curriculum vitae for each of the leading artistic and teaching staff of the professional training program. D A chart detailing the awards and achievements received in the last 2 calendar years by the artistic and teaching staff, the students and graduates of the professional training program (e.g., awards, distinctions, grants, major roles, publications). For Proponents of Creative Hub Projects: D Organizations with less than 2 years of experience in the development of creative hubs may be asked to demonstrate their . level of preparedness by submitting additional planning documents such as feasibility studies, construction plans, operating and/or business plans, regardless of the requested contribution. For funding requests over $250,000 include: cgJ Quarterly Cash Flow forecast for the duration of the project. If you are applying for construction or renovation, please go to Question 18 If you are applying for specialized equipment, please go to Question 19 If you are applying for a feasibility study, please go to Question 20 I FCEC-CCSF_OOF02_20180320-eng Page 9 of 19 Canada 77 l•I Canadian Heritage Patrimoine canadien Part E -Component: Construction or Renovation Provide concise and relevant information to all applicable questions to a maximum of seven (7) pages. (May include specialized equipment purchase) 18. A. How will the project improve physical conditions for collaboration, artistic creation, production and/or presentation, or for the exhibition and preservation of heritage collections? Consider the impact on audiences, artists, creators, exhibitors, heritage practitioners, staff and other users. If applicable, please indicate the number of presentation/exhibition/professional . development activities that you will be organizing, as well as the audience/visitor attendance numbers for the three years following the realization of your project. (required) Pickering Museum Village has excelled in collaboration in the past. Our 250 volunteers work in thematic teams and collaborate to deliver interdisciplinary programs and events. Our staff work with community partners, artists and other cultural professionals to launch events, exhibits and unique heritage programs at the museum. The Pickering Heritage & Community Centre will build in a core functionality for collaboration, co-curation and creativity by providing year-round spaces that will be used to enhance and expand what collaborative practices already exist at the museum. The PHCC will increase internal collaboration within the City of Pickering's Community Services teams to create, facilitate and establish new, dynamic programming at the museum. This project will create new, formal partnerships with the Pickering Public Library and City of Pickering Clerks department, as their collection material will be accessed in the Heritage Reading Room and stored in the collections storage spaces. This collaboration will also significantly enhance the City's ability to preserve dur material heritage and ardiival collections through the sharing of best practices, and linking of thematic materials. The exhibit gallery space in the new PHCC will provide opportunities for community and artist-curated exhibits that have never before been featured at the museum. Paired with the permanent exhibit galleries, the temporary exhibit gallery space provides opportunities for City staff and arts associations, community groups, artists and practitioners to display a more diverse range of exhibits in the galle(y. We expect the exhibit gallery to attract 800 unique visitors by 2024 through higher quality museum exhibits; partner-led exhibits, community co-curated exhibits, complimentary exhibit launch events and community programming. The PHCC will create significantly more opportunities for artistic creation and production. Community Services teams and partner organizations will offer arts-based programs include painting, drawing, writing, sewing and textile design, and other heritage and arts-based, practices. Apart from programs, the PHCC will also provide opportunities for artists, curators and community groups to _exhibit their art, heritage crafts, or exhibits in the gallery space. The new facility will also allow partner organizations or groups to better host their own events, festivals and programs on site at th_e museum. Based on input from the com.munity consultations there is significant demand for exhibit/gallery space, and spaces for performing arts. By making these spaces available and accessible to the community, the PHCC will increase capacity in the arts, culture and heritage sectors in Pickering. The PHCC theatre space, with adjoining kitchen and reception areas provides, for the first time, per~ormance space at the museum. Performances in dance, drama, music, and other disciplines will be featured on site at the museum. We project that 10,580 new visitors/users will come to the museum by 2024 due to the enhanced functionality of the site, diversity of programming_ and opportunity to create unique experiences and events on site. As a result of the PHCC, we expect to double our attendance by 2024. A detailed table with expected audience growth is included in the Operating Plan. 18. B. How will the equipment or project improve the level of safety of the facility (i.e. alarm system, fire system), environmental or conservation controls? (if applicable) The Pickering Heritage & Community Centre will significantly improve the environmental and conservation controls for the museum, library and archival collections. The use of high-density mobile shelving and custom storage units in collections storage will allow all artifact collections to be housed on site, at the museum. The collections shelving design provides for fire suppression and ease of access. The design of the collections storage spaces provides for climate control, and improved security FCEC-CCSF_OOF02_20180320-eng Page 10 of 19 C dl+I . ana a 78 l•I Canadian Heritage Patrimoine canadien lteatures, as collections storage will only be accessible by key card. Adjacent to artifact and archival storage is a designated quarantine room. Currently neither the museum nor the archives have a designated quarantine/treatment area for infested collections. The quarantine room would contain a biological safety cabinet, ventilated to the outside that allows staff to safely work with materials contaminated with biohazards such as mold, insect frass and rodent feces. These materials are present in the PMV artifact collection and mold is present in the Local History Room Collection. Currently, these materials are being sealed to be dealt with at a later date. The use of the quarantine room would prevent mold and insect infestations in the collection and protect staff and guests from contaminated materials. 79 Improvements to safety include a building designed to meet current building code standards. A structural engineering report, prepared by Barry Bryan Associates (2016) confirms that the museum's administration building does not comply with building code and has identified safety risks. Key items were immediately repaired, but the report highlighted that the building is beyond capacity and serviceable life. The Pickering Heritage and Community Centre will include cameras, fire and security alarms·and remote monitoring to ensure the safety of guests staff, and property. The PHCC will include internal key card access and master keys, designating public and private zones of the building. While key card access is standard in City of Pickering facilities, i~ has not been implemented at the museum. Last, the PHCC project will include improvements to site boundary fencing, including better traffic control through the site to the adjacent TRCA Conservation area. Parking lot lighting and clear signage will also improve the overall safety of the site for all users. 18. C. How '-'.Viii the project employ sustainable building practices? (if applicable) The City of Pickering is committed to sustainable practices, guided by Sustainability Pickering and the Corporate Energy Management Plan (2014-2019). The project Architects have also taken into consideration the forested environment, watershed and conservation areas that c;omprise the immediate setting for the Pickering Heritage & Community Centre in their plans to create a sustainable and environmentally responsible building. Sustainable building practices wil_l be achieved thro,ugh material selection for building design. We.will encourage sourcing of local materials through specification and procurement. We will encourage re-use and recycling of waste materials generated by construction. We will source durable material and finish selections, including high post-consumer content wherever practical. We will install LED lighting using power over-Ethernet cabling. Water management practices including low-flow automatic plumbing fixtures throughout the building will control water use. Water management on site will include use of gray water, rainwater harvesting, and drought-resistant landscaping. The building will include a built-in capacity for climate change resiliency by exceeding current ASH RAE performance standards in HVAC and envelope design. Building assemblies will be designed to maximize energy conservation and efficiency. The building will encourage sustainable practices and use with the provision of bicycle racks. Public drinking fountains with animal bowls will support active living and connections to trails on adjacent lands owned by the Toronto and Region Conservation Authority (the site is traversed by the Trans-Canada trail). Finally, the roof will be designed to accommodate solar panels in the future. Preventative maintenance will be used to maximize internal systems and building longevity. 18. D. How will the project allow your organization, or other organizations utilizing the facility, to better reach or serve audiences? This can include access for persons with a disability and increases in facility seating or visitor capacity. (required) First, the Pickering Heritage & Community Centre will significantly increase the museum's visitor capacity. The site is currently limited by 90% unheated heritage buildings that serve as public areas in the heritage village. The PHCC will increase on-site capacity in several ways. The Pickering Museum Village closes from mid-December to mid-April due to unheated heritage buildings, and poor site conditions in winter months. The Pickering Heritage & Community Centre will transform operations at the museum into a year-round museum. The new facility will also extend open hours from 9 a.m. to 9 p.m., significantly increasing opportunities to provide programs, services and facility use to users. This project will require that two heritage buildings be relocated on the upper site. In order to support a year-round operation, these heritage buildings will be heated, lit and made accessible in winter months for the first time ever. The impact of extending the operating season can include new FCEC-CCSF_OOF02_20180320-eng Page 11 of 19 C dHB ana a. l+I Canadian Heritage Patrimoine canadien winter and evening programs in these heritage buildings. The PHCC will also improve the site's capacity in septic load and water use with a new septic system and well, increasing the site's total visitor capacity for larger scale events and festivals. Additional indoor spaces increases the museum's ability to offer more programming at one time, increasing the overall per hour capacity from 150 to 300 people. Second, the Pickering Heritage & Community Centre will improve accessibility to the museum. Currently the museum is mainly accessed by an unpaved path with a steep grade. Access to many of the heritage buildings, or the second floor of heritage buildings, is only available via stairs. The Pickering Heritage & Community Centre design includes accessible entryways, washrooms and reception counters. In consultation with the Pickering Accessibility Committee, the building will provide users better access to exhibits, programs and events at the museum. Third, the PHCC will improve functionality to users. Designed in close consultation with staff and user groups, the PHCC will improve the city's ability to offer a dynamic and diverse range of experiences. The inclusion of a modern kitchen that can support the theatre space or other programming spaces in the building will allow the museum to offer more food services or food-based programming on site. In addition, the theatre space will serve as both a performing arts space and rental/event space. The performing arts function will allow theatre groups to rehearse on site and perform in adequate indoor space instead of relying on weather conditions to perform outdoors during events and programs. The rental space will significantly increase the number of weddings the museum can facilitate on site, as the museum can only host indoor receptions of about 50 people presently, during fair-weather months and daylight hours. The PHCC theatre space will increase capacity to over 200 people at once. Functionality will improve with adequate storage space for programs, events and functions in the basement and planned storage areas. 18. E. How will the project improve the quality and diversity of the professional arts or heritage programming carried out at your facility, now and in the future? This can include more complex or sophisticated programming, a greater diversity of disdplines presented, a wider variety of programming, or the potential for an increased range of presenters/exhibitors to use your facility. (if applicable) Pickering Museum Village will continue to program living history tours, programs and experiences in the heritage village on the lower site from May to early December. The Pickering Heritage & Community Centre (PHCC) will allow us to significantly expand on existing successful education programs, public programs, theatrical performances and arts and culture prpgrams in a more reliable; safe, comfortable and year-round facility. The Operations Plan outlines the types of programs and expected_ participation that will be established at the PHCC. Some of the areas that will result in significant improvement for the museum include exhibitions, programs/events and rentals. Exhibitions will evolve from a 1,000 square foot temporary exhibit space in the front entry-way of our museum administration building .to a 15,000 square foot custom-built exhibit gallery with climate controls, appropriate security, lighting and improved display methods. The new gallery space will allow us to borrow items from partner intuitions to include a wider array of artifacts in the display. The museum has featured exhibits about artist Ebeneezer Birrell (2014) and Tom Thompson (2017); however, could not display their artworks due to space and security restrictions and lack of climate control. Museum staff have demonstrated the quality and potential of exhibits that can be mounted in the new facility. Through the Looking Glass, featured at the Pickering Town Centre, demonstrated the high quality of exhibit the museum team can achieve in a more adequate gallery space (Exhibit Report, 2019). The PHCC will also offer quite substantial permanent exhibit space in the foyer and hallway areas. This type of display is not currently available at the museum and will provide opportunities to display artifact_s that have been in storage for over 30 years. Museum staff plan to work with First Nations partners to include an exhibit about First Nations peoples history in the permanent gallery. This would be the first of its kind at the museum. Further, community curated exhibits in the gallery space will increase diversity in theme, medium, approach, history, visitation, and can be multi-disciplinary in approach. · Museum programs in the heritage village currently draw the majority of our annual visitors to the museum. The PHCC will significantly increase the museum's usable indoor, year-round programming spac~, increasing our overall hourly visitor capacity from 150 in the summer and fall months in the heritage village to 300 people including the PHCC; and increasing from about 1 O people from December -April in the heritage village to 150 including PHCC. The daily operating hours will increase from our typical 10:00 a.m. -4:30 p.m. Wednesday to Sunday in the heritage Village (July to August); to 9 a.m. - 9 p.m. Monday to Sunday including PHCC. FCEC-ccs·F _00F02_20180320-eng Page 12 of 19 Canada 80 81 l•I Canadian Heritage Patrimoine canadien The PHCC includes new spaces tor theatrical, dance and music pertormances with a stage and theatre, increasing the range ot disciplines included at the museum. It will include dedicated program room space along with amenities like washrooms, cloak room and a gift shop/ snack bar to purchase refreshments and souvenirs. We expect the PHCC to diversify programming through community partners and from Culture & Recreation Community Services teams. Last, the PHCC will transform the museum's rental horizons. Rentals make up a significant portion of earned revenue for the museum, which is critical in developing a sustainable and resilient operational model for the museum. The PHCC will significantly increase the quality of our rentals with viable indoor theatre/events space made available for the first time ever. The theatre/event space will be serviced by an adjacent catering-quality kitchen allowing us to offer fully catered events and rentals for the first time. While the heritage village does have an operational kitchen on the lower site, it has limitations in servicing settings of more than 25 people at one time, ·and is only connected to the Redman House. Servicing to more than one heritage room requires that furniture, food and set up, be walked outdoors from the Redman House to other spaces. The theatre/event space will be available year-round, not just in our peak summer season, providing more opportunity to book . rentals into the space on our shoulder or low seasons. 18. F. How will this project benefit other professionals from a range of arts or heritage sectors and creative disciplines? (required) Firstly, this project will benefit current staff from the museum, t_he library and arc;hives in providing adequate workspace, storage and programmable spaces. The PHCC will allow existing staff teams an opportunity to create new programs based on an existing professional skill set. The Museum Interpreter team includes singer/songwriters, a sculptor, a painter, a theatre director, actors, dancers, storytellers, and historians. The museum's direction into more interdisciplinary programming will allow these cultural professionals an opport_unity to develop dynamic new programs in these areas. The museum also plans to hire Museum Interpreters that identify as First Nations to develop First ~ations exhibits and programs. This is a new opportunity for · the City to develop this type of content. Planning to double arts, heritage and culture programs at the museum will lead to an estimated 20 new part time, term contracts to facilitate programs at the museum by arts, culture and heritage professionals. The new building will also provide an opportunity for artists to have their work featured as public art, through the City's submission and juried process. Similarly, artists, curators, and cultural professionals will also have an opportunity to submit a proposal to curate an exhibit at the museum in the professional-grade gallery space. Last, the Local History Collection will be accessible to heritage professionals and academic historians to conduct in-depth historical research into Pickering's past and access City collections. 18. G. Who will manage the project? Describe the role of members from your organization and indicate how professionals such as architects, engineers or consultants, will contribute to the success of the project. (required) The project will be managed by the City's Facility Operations team that is responsible for managing capital construction projects for the City of Pickering. The team includes licensed architects, and a registered quantity surveyor. A team of professional consultants, including architects, electrical, mec;hanical and structural engineers, and cost consultant, will be retained by the city to undertake the formal design, prepare tender and permit drawings and specification review progress of the work for conformance during construction. 18. H. What would be the anticipated financial impact of this project on the organization's operation, for example, increase of programming expenses, staff salaries, ongoing operating and maintenance costs, increase in revenues? (required) The Operating Plan (2020 -2024) includes estimates of the financial impact to the Pickering Museum Village and City of Pickering current budget. The operating budget for the museum in 2019 is $1,072,338 and is expected to increase to $1,371,325 in 2024. The anticipated revenue in 2019 is $228,900 and is expected to increase to $395,100 in 2024. The operating plan does not take into account capital costs for the museum site (capital budget), which include mandatory infrastructure repairs in the heritage village, upgrades and conservation work. 18.1. In. cases where operating costs would increase, what plans and resources are in place to address this situation? (required) The City of Pickering is rapidly growing. As the city expands, so too must its services to residents. The Pickering Heritage & Community Centre has been approved by Council to accommodate the City's planned growth and growing tax base. Around 78% of the museum's operating budget is currently from the City of Pickering's current budget, and financial projections for the PHCC demonstrate that the earned revenue ratio of City operational funding will improve to around 71 %. The museum will continue to plan to build resiliency into the operational model with diverse strategies for earned revenue from admissions, FCEC-CCSF_OOF02_20180320-eng Page 13 of 19 C dl+I jana a l•I Canadian Heritage Patrimoine canadien Iretail, rental, program tees, memberships and grants. For Public Art: 18. J. Describe the process and criteria for selecting the public art element of your project. (required) The City's cultural plan has set a priority for capital projects to include public art. To commission public art, the City will work with the Cultural Advisory Committee and community to outline a detail document for artists to use in preparing their concept submission. A public notice outlining the scope of the project with a call for submissions will be posted to local media, and in relevant publications. Submissions which meet the criteria of the project outline will be reviewed by a jury consisting of professional artists, resident members of the Cultural Advisory Committee, and selected City staff. The submission with the highest score will be awarded the commission. Project criteria may include: artist's past experience in completing similar works; maintenance requirements and public safety; timeframe and scope of the project; relevance to social and environmental history of the site; demonstrated ability to complete work on time and on budget. · Checklist of documents to include for Construction or Renovation component: [:g] Answers to questions 18 -A to J. [:g] Documentation of ownership or long-term facil_ity lease (minimum 10 years). [:g] Tender and supply policy. D Relevant operational agreements between the organization and.the facility owners and other tenants. D If budget includes specialized equipment, attach a list, including cost, of the equipment to be acquired. For projects over $1,000,000 also include: [:g] Formal Business Plan including a financial operating forecast for the three years following project completion. The program reserves the right to request a Business Plan for funding requests under $1,000,000. The Program may request additional information not listed above, such as: D Complete Feasibility Study. D Class C Estimates. I FCEC-CCSF_OOF02_20i80320-eng Page 14of19 C dl"'I ana a 8,2 83 l•I Canadian Heritage Patrimoine canadien Part E -Component: Specialized Equipment Please note that if you are applying for funding towards a construction or renovation project that also includes specialized · equipment purchase, you do not need to answer this section. Provide concise and relevant information to all applicable questions to a maximum offive (5) pages. 19. A. How will the project improve physical conditions for collaboration, artistic creation, production or presentation, or for the exhibition and preservation of heritage collections? Consider the impact on audiences, artists, creators, exhibitors, heritage · practitioners, staff and other users. If applicable, please indicate the number of presentation/exhibition/professional development activities that you will be organizing, as well as the audience/visitor attendance numbers for the three years following the realization of your project. (required) 19. B. How will the equipment improve the level of safety of the facility (i.e. alarm system, fire system), environmental or conservation controls? (if applicable) 19. C. How will the project increase the capacity of your organization, and/or other organizations utilizing the facility, to reach or serve audiences? This can include access for persons with a disability and increases in facility seating or visitor capacity. (required) 19. D. How will the project improve the quality and diversity of the professional arts or heritage programming carried out at your facility, now and in the future? This can include more complex or sophisticated programming, a greater diversity of disdplines presented, a wider variety of programming, or the potential for an increased range of presenters/exhibitors to use your facility. (if applicable) FCEC-CCSF_OOF02_20180320-eng Page 15 of 19 l•I Canadian Heritage Patrimoine canadien 19. E. How will this project benefit other professionals from a range of arts or heritage sectors and creative disciplines? (required) Checklist of documents to include for Specialized Equipment component: 0 Answers to questions 19 -A to E. D A list, including cost, of the specialized equipment to be acquired. D Documentation of ownership or long-term facility lease (minimum 10 years) in case of non-portable equipment. For funding requests over $25,000 also include: D A minimum of two (2) quotes from separate vendors for the proposed equipment. FCEC-CCSF_OOF02_20180320-eng Page 16 of 19 Canada 84 l•I Canadian Heritage Patrimoine canadien 85 Part E -Component: Feasibility Study Applications in support of a feasibility study will be assessed based upon the answers provided in the application form, as well as the Terms of Reference for the study itself. Provide concise and relevant information to all applicable questions to a maximum of three (3) pages. Please note that CCSF support for feasibility study does not guarantee support for any project which might result from the study. 20. A. Describe what you will learn or discover from the feasibility study. (required) 20. B. Describe the process and criteria for selecting the consultant for the feasibility study. (required) Checklist of documents to include for Feasibility Study component: D Answers to.questions 20 -A and B. D Copy of the Terms of Reference. For funding requests over $25,000 also include: D A minimum of two (2) proposals with quotes from separate consultants. FCEC-CCSF_OOF02_20180320-eng Page 17 of 19 ~ dR-i-1 \_;ana a l•I Canadian Heritage Patrimoine canadien Part F -Environmental Effects Evaluation The applicant shall ensure that all activities related to this application comply with all federal, provincial/territorial and municipal laws and regulations and related laws or guidelines with respect to environmental matters. Activities to be carried out on federal lands may require an Environmental Effects Evaluation under the Canadian Environmental Assessment Act, 2012, prior to the start of the proposed project. 21. Will the proposed project be carried out, in whole or in part, on federal lands? (required) IOYes l@No Specify the land ownership and indicate the source used to answer the question above: The City of Pickering owns the land where the planned project will take place. The proof of ownership from the Land Registry is included in the appendix (Service Ontario, 2016). The City of Pickering plans to purchase adjacent land from Toronto and Region Conservation Authority to increase the area of the museum site. If you have answered.yes to·the question 21 above, you must contact your Program Regional Office. FCEC-CCSF_OOF02_20180320-eng Page 18 of 19 Canada 86 l+I Canadian Heritage Patrimoine canadien 87 Part G -Affirmation I affirm that the information in this application, including any other docum~nt provided, is accurate and complete. I agree that once funding is provided, any change to the project proposal will require prior approval of the Department. I agree to publicly acknowledge funding and assistance by the Department, in accordance with the terms of the funding agreement. I aiso agree to submit required reports, and where required, financial accounting for evaluation of the activity funded by the Department. i agree to provide disclosure of any involvement in the proposed project, of former public servants, subject to the Values and Ethics Code for the Public Sector. I also agree to respect the spirit and intent ofthe various acts governing the programs of the Department of Canadian Heritage. By signing this application, I authorize the Department of Canadian Heritage to disclose any information received in this application within Canadian Heritage and the Government of Canada or to outside entities for the following purposes: to reach a decision on this appli_cation, to administer and monitor the implementation of the project or programming, or to evaluate the results of the project or programming and this program after project completion. This disclosure of any information received in this application may also be used to reach a decision on any other application of the applicant for funding under any other Canadian Heritage program. In the event of an access to information request regarding the present funding application or any other information about the organization in the Department's possession, the information provided to the Department will be treated in accordance with the Access to Information Act and the Privacy Act. Where funding is approved, however, the amount of funding, the purpose for which the funds were granted and the name of the organization receiving the funding are considered public information. I confirm that I have the authorization to represent the Applicant and sign all the official documents as they relate to this funding application on behalf of the Applicant. Signing Authority Name (required) Stan Karwowski Signature (required) OFFICE USE ONLY File Number Type of organization Date received Title (required) Treasurer, City of Pickering Date (YYYY-MM-DD) (required) 2019-04-15 Program officer O Official language minority communities Qlndigenous communities QEthnocultural communities FCEC-CCSF_OOF02_20180320-eng Page 19 of 19 Canada ATTACHMENT# R TOREPORT#_C$ ~0~19 l•I Canadian Heritage Patrimoine canadien Canada Cultural Spaces Fund Project Budget Name of the organization (required): _C---'ity'-o_f_P_ic_k_er_in--'g'-------------------------Project Title (required): Pickering Heritage & Community Centre IMPORTANT • Please note that the expenditures and revenues must balance • The original budget form must be signed and can be sent by mail or email, as well as all the required documents Expenditures $ Projected <:osts % of Expenditures ·. ' Project Manager 0.00% Architects, engineers $1,537;579.00 7.09% Consultants $50,000.00 0.23% Professional Fees Feasibility study 0.00% Contingency (maximum 5% of total eligible professional fees) 0.00% Other (specify). 0.00% Sub-total' $1,587,579.00 7.32% Excavation and site preparation $450,000.00 2.08% Material and labour $18,883,967.00 87.14% Acquisition of specialized equipment $750,000.00 3.46% Capital Expenses Installation costs of specialized equipment. 0.00% Contingency (maximum 15% of total eligible construction or 0.00% renovation; 5% of total eligible specialized equipment) other (specify) 0.00% Sub-total $20,083,967.00 92.68% FCEC-CCSF-01 F01_20160522-eng Page 1 of4 FOR OFFICE USE ONLY Protected A when completed Canada 88 l•I ,: Canadian Heritage Administration Expenses (maximum of 5% of total eligible expenses) Training Patrimoine canadlen Audit fees Expenditures Other (specify) Sub-total In-kind expenses (in-kind expenses and revenues must be equal) Public Art other (specify) FCEC-CCSF-01 F01_20160522-eng 89 $ Projected Costs % of Expenditures 0,00% 0.00% 0,00% 0.00% 0.00% 0,00% 0,00% TOTAL $21,671,546.00 100.00% Page 2 of4 l•I Canadian Heritage Public Sector Private Sector Applicant Patrimoine canadien in-kind revenues (in-kind revenues and expenses must be equal) Other_ (specify) FCEC-CCSF-01 F01_20160522-eng Revenues Canada Cultural Spaces Fund Canadian Heritage (PCH) Other -Federal Government Provincial/ Territorial Municipal Fundrai_sing Corporate Support Other (specify) City of Pickering, municipal funding Page3 of4 $ Confirmed $ Projected % of Revenues $0.00 $9,300,189.00 42.91% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% $12,371,357.00 57.09% . 0.00% 0.00% Sub-total $12,371,357.00 $9,300,189.00 90 l•I Canadian Heritage Patrimoine canadien FCEC-CCSF-01 F0l _20160522-eng 91 Revenues Signing Authority Name (required) Stan Karwowski Signature (required) Page 4 of 4 $ Confirmed $ Projected % of Revenues TOTAL $21,671,546.00 100,00% Title (required) Treasurer, City of Pickering Date (YYYY-MM-OO) 2019-04-15 -C¾of~ P1CKER1NG Report to Council Report Number: ENG 03-19 Date: April 23, 2019 From: Richard Holborn Director, Engineering Services Subject: Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street -Tender No. T-21-2019 -File: A-1440 Recommendation: 1. That Tender No. T-21-2019 for Brock Road Sidewalk Reconstruction from Joseph Street to Lane Street as submitted by Emmacon Corp. in the total tendered amount of $114,463.35 (HST included) be accepted; 2. · That the total gross project cost of $131,560.00 (HST included), including the tendered amount, a contingency, other associated costs, and the total net project cost of $118,474.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost in the amount of $118,474.00 as follows: a) The sum of $110,000.00 as approved in the 2018 Sidewalks Capital Budg·et be increased by $8,474.00 to be funded by a transfer from the Federal Gas Tax Reserve Fund; 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: As part of the 2018 Sidewalks Capital Budget, the Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street was approved as a construction project. Tender No. T-21-2019 was issued on Tuesday, February 5, 2019 with a tender closing date of Wednesday, February 27, 2019. Eleven companies submitted a bid for this project. The low bid of $114,463.35 (HST included) submitted by Emmacon Corp. is recommended for approval. The total gross project cost is estimated at $131,560.00 (HST included) with an estimated total net project cost of $118,474.00 (net of HST rebate). 92 93 ENG 04-19 Subject: Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street Tender No. T-21-2019 Financial Implications: 1. Tender Amount Tender No. T-21-2019 HST (13%) Total 2. Pro·ect Costin Summar Tender No. T-21-2019 Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street Associated Costs Materials Testing Federal Gas Tax Sponsor Sign Construction Contingency ( 10%) Sub Total -Costs HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost 3. Approved Source of Funds Expense Code Source of Funds 5323.1805.6255 Federal Gas Tax Additional Funds Required Federal Gas Tax I Net project cost (over)under approved funds Budget $110,000.00 $110,000,00 April 23, 2019 Page 2 $101,295.00 13,168.35 $114,463.35 $101,295.00 3,000.00 2,000.00 10,130.00 $116,425.00 15,135.00 $131,560.00 ($13,086.00) $118,474.00 Required $110,000.00 8A74.00 $118,474.00 ($8,474.oo) 1 Although the estimated net project cost has resulted in an over expenditure of $8,474.00, mainly due to carrying a construction contingency, this over expenditure will be funded by Federal Gas Tax savings to be realized in the 2019 Roads Projects Capital Budget -Asphalt Resurfacing on Various City Street projects. ENG 04-19 Subject: Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street Tender No. T-21-2019 April 23, 2019 Page 3 Discussion: As part of the 2018 Sidewalks Capital Budget, Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street, was approved as a construction project. Tender No. T-21-2018 was issued on October 16, 2018 with 7 bidders responding. Due to prices received not being favourable, and well above budget, the tender was not awarded, and was to be reissued in 2019. Tender No. T-21-2019 was issued on Tuesday, February 5, 2019 and closed on Wednesday, February 27, 2019 with 11 bidders responding. The low bid submitted by Emmacon Corp. is recommended for approval. The total gross project cost is estimated at $131,560.00 (HST included), with an estimated total net project cost of $118,474.00 (net of HST rebate). References for Emmacon Corp., 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 a current Clearance Certificate issued by the Workplace Safety & Insurance Board has been submitted to the City by Emmacon Corp. The Certificate of Insurance has been reviewed by the Manager, Budgets & External Audit and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by Emmacon Corp., for Tender No. T-21-2019 in the amount of $114,463.35 (HST included), and that the total net project cost of $118,474.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated February 28, 2019 2. Record of Tenders Opened and Checked 3. Location Maps 94 95 ENG 04-19 Subject: Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street Tender No. T-21-2019 Prepared By: '• Kevinfahill, CET, CRS Seni 1 Coordinator, Capital Projects -~k ~ ooker er,.Capital Projects & Infrastructure Ray Ro igues Manager, Supply & Services KC:mjh Recommended for the consideration April 23, 2019 Page 4 Approved/Endorsed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer of Pickerul ;/at_. J,.,;, 2.of Cf Tony Prevedel, P.Eng. Chief Administrative Officer ATTACHMENT#._ ...... TOREPORT# Ff\!(;() 3 ·-f '( __ i_of ~ -C40/-P1CKER1NG Memo To: Richard Holborn February 28, 2019 From: ~opy: Subject: Director, Engineering Services Jacqueline Charles Senior Purchasing Analyst Administrative Assistant, Engineering Services Manager, Supply & Services Tender No. T-21-2019 Tender for Brock Road Sidewalk Reconstruction Joseph Street to Lane Street Closed: Wednesday, February 27, 2019 -2:00pm · File: F-5400-001 Tender No. T-21-2019 was advertised on the City's website on February 5, 2019. Eleven (11) -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 and confirmed with the Record of Tender attached. 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. Pursuant to Information to Bidders Item 26 and Tendering Specifications Item 19, the following documentation will be requested of Emmacon Corp; 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$ 110,000 was provided to Supply & Services for this procurement. 96 .ATTACHMENT# I_ . REPOf{TtL_jp/9 0 3 ·-f °/ __ :2_. of. ?--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: (b) Over $75,000 and up to $250,000 the Manager may approve the award, subject to the approval of the Director, Treasurer and CAO. Please include the following items in your memo: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (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 Emmacon Corp. 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 CAO's approval, an approved "on-line" requisition will be required to proceed. 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. JC Attachments (5) February 28, 2019 97 Tender No. T-21-2019 Page 2 City of Pickering. Record of Tenders Open·ed and Checked . . Tender Description: Brock Road Sidewalk Reconstruction -Joseph St. to Lane St. . . .. Tender _No.: T-21-201-9 Date:, · -·wednesday;--February 21;-2019 Time: ·_ Approx. 2: 15 pm Local Time -Bidder Name Total Tendered Amount Bidder S'ign In Comments Aqua Tech Solutions Inc. $ 158' I' 8 · 3/o Emmacon Corp. $·J1'-f . (f l/3 · 35 Blackstone. Paving· and $ /35 ?l/7 · Cf? Consturction RA Crete-Scape Ltd $ 2.2-3 858 -bS IPAC· Paving Ltd $ .1 ?-I :).ljq .. oo Bennington Construction <t / :2. 0 7<-f+-73 Ltd. - Onesite Contracting Inc -<f I :>-8 01"":/-30 yp1~ · Otl')er he information is strictly prelimin ng review and verification of conformance to terms, conditions and specifications. co ·CX> Pagel 1 co co . City of Pickering Record o_f Tenders Opened and Checked Tender Description: Brock Road Sidewalk Reconstruction -Joseph St. to Lane St. Tender No.: T-21-2019 · Date: Wednesday, February 27, 2019 Time: Approx. 2: 15 pm Local Time Bidder Name Total Tendered Amount· Bidder Sign In Serve Construction . $ I 'S·t )..SS·SD / ~ Melrose paving Co. Ltd $ 15~ q :;1-6 .. D 3 ~7J? f e<::_ 'I /,l,f>iiL<d'.'i .. Aloia Bros. Concrete $ I I Cf q 33 . 7 <-f-Contractors Ltd. Forest Contractors Ltd. $ /~4 5S8--f{-3 9a)JY~ .. $ ,,.._ City S~aff_resen~ Other '(',,,_.11.✓...., '?tt - ~ -v - Comments - T~e inform~tion is strictly preliminary, pending review and verification of conformance to terms, conditions and.specifications. ~age l 2 Engineering Services Department Tender No. T-21-2019 Brock Road Sidewalk Reconstruction, Joseph Street to Lane Street 1-z 0 2 w [t j 0 Location Map -Brock Road Sidewalk -Joseph Street to Lane Street 100 -C14of-p](KER1NG Report to Council From: Richard Holborn Director, Engineering Services Report Number: ENG 05-19 Date: April 23, 2019 Subject: Tender for Asphalt and Concrete Repairs -Tender No. T-20-2019 File: A-1440 Recommendation: 1. · That Tender No. T-20-2019 for Asphalt and Concrete Repairs submitted by Pine Valley Corporation in the amount of $279,519.98 (HST included) be accepted; 2. That the total gross project cost of $404,028.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $363,840.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $363,840.00 as follows: · a) The sum of $273,225.00 as approved in the 2019 Current Budget -Sidewalk Rehabilitation Program to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) The sum of $6,517.00 as approved in the 2019 Current Budget-Water R~sources & Development Services -Roads Maintenance to be funded from Third Party (Developer) Revenue; c) The sum of $55,000.00 as approved in the 2019 Current Budget -Roads -Aspha_lt and Concrete Repairs program to be funded by a transfer from the Rate Stabilization Reserve; d) The sum of $29,098.00 as approved in the 2019 Current Budget-Roads -Asphalt and Concrete Repairs Program to be funded _by Property Taxes; 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: As part of the Roads, Sidewalks and Water Resources & Development Services Current Budgets, an annual service contract is called for Asphalt and Concrete Repairs. Tender T-20-2019 includes locations that were not completed in 2018, as well as new locations for 2019 for a total of approximately 215 locations across the City. This service contract is administered by staff in the Engineering Services Department, with input from the Public Works Section of the Community Services Department. Tender T-20-2019 was issued on February 8, 2019 and closed on March 6, 2019 with 7 bidders responding. The low bid submitted by Pine Valley Corporation in the amount of $279,519.98 (HST included) is recommended for approval. 101 ENG 05-19. Subject: Tender for Asphalt and Concrete Repairs Tender No. T-20-2019 April 23, 2019 Page 2 In accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications an.d 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 awa,rd, subject to the approval of the Director, Treasurer, CAO and Council. Financial Implications: 1. Tender Amount Tender No. T-20-2019 Part A -Engineering -Maintenance Work Part B -Development Services -Maintenance Work Subtotal HST (13%) Total Gross Tender Amount . 2. Estimated Project Cost Summary Tender No. T.:.20-2019 Associated Costs Material Testing -Sidewalk Rehabilitation Program only Federal Gas Tax Sponsor Sign Additional Locations to address resident safety (approx. 20 locations) Project Allowance to address additional safety deficiencies Construction Contingency (12%) Total Project Cost HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost .$241,645.22 $5,717.60 $247,362.82 $32,157.16 $279,51_9.98 $247,363.00 $3,000.00 $1,500.00 $26,000.00 $50,000.00 $29,684.00 $357,547.00 $46,481.00 $404,028.00 ($40,188.00) $363,840.00 102 ENG 05-19 Subject: Tender for Asphalt and Concrete Repairs Tender No. T-20-2019 3. Approved Source of Funds 2019 Current Budget Expense Project Description Source of Account Funds 2320.2410.0001 Asphalt and Concrete Rate Stabilization Repair Program Reserve 2320.2410.0001 Asphalt and Concrete · Property Taxes Repair Program 2323.5981.0000 Sidewalk Federal Gas Tax Rehabilitation Reserve Fund Program 2613.2407.0000 Water Resources & Third Party Development (Developer) Services Road Revenue Maintenance Total Funds Net Project Cost under ( over) Approved Funds April 23, 2019 Page 3 Available Required Budget $55,000.00 $55,000.00 45,000.00 29,098.00 500,000.00 273,225.00 20,000.00 6,517.00 $620,000.00 $363,840.00 $256,160.00 Discussion: . As part of the Roads, Sidewalks and Water Resources & Development Services Current Budgets, an annual service contract is issued for Asphalt and Concrete Repairs at various locations throughout the city. This annual maintenance repair contract consists of the removal and replacement of concrete curb and gutter, removal and replacement of concrete · sidewalk, asphalt driveway restoration and asphalt road repairs. This service contract is administered by staff in the Engineering Services Department, with input from the Public Works Section of the Community Services Department. This year's budget for the program has been increased by including funds not spent in 2018, to address the ongoing maintenance and repairs required to address safety for City sidewalks and road curbs. Although 215 site locations are stipulated in the Contract, the list of needs grows continually throughout the year with input from both residents and field staff. Twenty additional locations with an estimated value of $26,000.00, have already been identified to address safety since Tender No.T-20-2019 was issued. A further Project Allowance of $50,000 is being requesteq for the anticipated service requests for safety deficiencies for the balance of the year. These 2 additional line items have been included in the Estimated Project Cost Summary with the intent of leveraging the unit prices provided by Pine Valley Corporation and subject to the Contractor extending their bid pricing for the extra work. 103 ENG 05-19 Subject: Tender for Asphalt and Concrete Repairs Tender No, T-20-2019 April 23, 2019 Page 4 Tender No. T-20-2019 was issued on Friday, February 8, 2019 and closed on Wednesday, March 6, 2019 with 7 bidders responding. The low bid submitted by Pine Valley Corporation in the amount of $279,519.98 (HST included) is being recommended for approval. References for Pine Valley Corporation have been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The City's Health & Safety Regulation form and current Clearance Certificate issued by the Workplace Safety & Insurance Board has been submitted to the City by Pine Valley Corporation. The Certificate of Insurance has been reviewed by the Manager, Budgets & ·Internal Audit and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by Pine Valley Corporation for Tender No. T-20-2019 in the amount of $279,519.98 (HST included), and the total net project cost of $363,840.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated March 14, 2019 2. Record of Tenders Opened and Checked 104 ENG 05-19 Subject: Tender for Asphalt and Concrete Repairs Tender No. T-20-2019 ' ,sy: .. / ~ / . ~ b•vl . . c.--Scott Booker Manager, Capital Projects & Infrastructure \ R JR I • ay o ngues Manage\ Supply & Services SB:mjh Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 105 April 23, 2019 Page 5 Approved/Endorsed By: ;i( . di;--) Ri,nl,=~g-({Gtor, Engineering Servi,es ~----Stan Karwowski, MBA, CPA, CMA · Director, Finance & Treasurer ATTACHMENT# / TOREPORT# ENf] oc;--1 q ... "'-~-,.-.. ;;:~¼"''· I of 3 _:c-.::::c-""'° :--Of;jo/-P](KER]NG Memo To: Richard Holborn · March 13, 2019 Director, Engineering Services From: Justin MacDonald Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply and Services Subject: Tender No. T-20-2019 Tender for Asphalt and Concrete Repairs Closed: Wednesday, March 6, 2019 -2:00pm File: F-5400-001 . Tender No. T-20-2019 was advertised on the City's website on February 8, 2019. 7 companies have submitted a -~id 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 acco~dingly, 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 Pine Valley Corporation $279,519.95 $279,519.98 Emmacon Corporation $473,190.89 $473,190.89 Serve Construction Limited $534,604.70 $534,604.70 Aqua Tech Solutions Incorporated $539,892.98 $539,892.98 Pencon Con~truction Canada Corporation $548,445.50 $548,445.50 Aloia Bros. Concrete Contractors Limited $590,387.43 $590,387.43 106 ATTACHMENT# I TOREPORT# £/\./(i o<::; ·-19. 2-of 3 Bidder Total Tendered Amount After Calculation Check Jeffrey G. Wallans Construction Limited $847,256.76 $849,436.82 Pursuant to Information to Bidders Item 26 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Pine Valley Corporation for your ·review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following docu·mentation: (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 $500,000.00 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 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: (b) Over $75,000 and up to $250,000 the Manager may approve the award, subject to the approval of the Director, Treasurer and CAO. Please include the following items in your memo: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or . designate, if required; . 2. if Item (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 Pine Valley Corporation 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 CAO's approval, an approved "on-line" requisition will be required to proceed. March 6, 2019 Tender No. T-20-2019 Page 2 107 Tender for Asphalt and Concrete Repairs 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 (4) March 6, 2019 Tender No. T-20-2019 Tender for Asphalt and Concrete Repairs Page 3 108 -UDJ()f-PlCKER]NG City of ~ickering Record of Tenders Opened and Checked Tender Description: AspJlalt an!i Concrete Repairs Tender No.: T-20-2019 Date: Time: Wednesday, March 6, 2019 Approx. 2:15 pm Local Time Bidder Name Total Tendered Amount Aloia Bros. Concrete $ S<tD 38-:J-•<'f3 Contractors Ltd. Aqua Tech Solutions Inc. $5311 iq-:::i..qtf I Emmacon Corp. $ lf-73, i 9D, gq-Jeffrey G. Wallans $ 84 7, "-fl,· 76 Construction Limited Pencon Construction Canada $5lf~'fcl-5-50 Corp. Pine Valley Corporation $ ~''1; sir. °ts City Staff Present Bidder Sign In other Comments ~o_ ~-Jkr~u/u. __ ? The informatioti~ strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. 109 ') ENn o~.--I 9 .A"fi'ACHMENT# ~ TOREPORT#·--·1 -Cd:;of-PJ(KERJNG __ ;;;._rof r2:: City of Pickering . Record of Tenders Opened and Checked . Tender Description: Asphalt and Concrete Repairs Tender No.: T-20-2019 Date: Wednesday, March 6, 2019 · Time: Approx. 2:15 pm Local Time Bidder Name Total Tendered Bidder Sign In Amount SeNe Construction Ltd. $ 534 bOl/-•70 $ $ $ $ $ City Staff Present Other -.. Comments The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications. 110 1 1 1 G From: Stan Karwowski Director, Finance & Treasurer Subject: 2019 Tax Rates and Final Tax Due Dates Recommendation: Report to Council· Report Number: FIN 05-19 Date: April 23, 2019 1. That Report FIN 05-19 of the Director, Finance & Treasurer regarding the 2019 tax rates be received; 2. That the 2019 tax rates for the City of Pickering be approved as contained in Schedule "A" of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2019 and September 26, 2019 excluding the industrial, multi-residential and commercial realty tax classes; 4. That for the year 2019, the City shall levy upon designated Universities and Colleges an annual tax at t~e prescribed amount for each full-time student enrolled in the University or College, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1's1 ; 5. That the attached By-law be approved; 6. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and · 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Adoption of the above Recommendations and the attached By-law provides for the approval of tax rates reqwired to raise the levy approved in the 2019 Current Budget of the City of Pickering and to levy taxes for School Boards and for the Region of Durham. This is for all realty tax classes except for commercial, industrial and multi-residential which will be dealt with later this year. FIN 05-19 Subject: 2019 Tax Rates and Final Tax Due Dates April 23, 2019 Page 2 Financial Implications: Adoption of the Recommendations and enacting the By-law will allow the City to bill the Final 2019 levy for all properties except for the industrial, commercial and multi-residential tax classes, which will be dealt with later this year. Passing of the By-law will assist the City of Pickering in meeting its financial obligations and reducing any borrowing costs. This levy also raises taxes for the Region of Durham and the School Boards. Discussion: components: The 2019 final tax billing process will consist of two separate 1. Residential and residential-related (farm, managed forest) properties; and, 2. Commercial, industrial, and multi-residential realty classes. Later this year, a report will be presented to Council asking for Council's approval to bill the non-residential tax classes. The non-residential tax classes are subject to tax capping and Pickering's staff, in conjunction With the other lower tier municipal_ tax staff and the Region's finance staff, will be working on the tax capping calculations during the next few months. City's Net Tax Levy and Tax Rate Increase The City's 2019 budget provided for an average property tax increase of 2.47 per cent and was adopted by Council through Finance Department Report FIN 02-19. The 2019 Council approved budget levy of $64,791,131 plus assessment growth of $1,847,000 translates into a total property tax levy of $66,638,131. The Region's tax increase for Pickering is 1.89 per cent and the School Board increase is zero, resulting in a total average residential increase of approximately 1. 79 per cent. The property tax rates are calculated based on the budgets of both Pickering and · Durham Region. The tax rate· itself is defined under section 306 of the Municipal Act and it is to be calculated to eight decimal points. Tax Due Date Instalments Recommendation 3 sets the due dates for the payment of residential taxes at June 26, 2019 and September 26, 2019. For your reference, the table below lists the tax instalment due dates for residential properties for the last three years. Year 1st Instalment 2nd Instalment 2019 June 26, 2019 September 26, 2019 2018 June 27, 2018 September 27, 2018 2017 June 28, 2017 September 28, 2017 2016 June 28, 2016 September 28, 2016 11 2 113 FIN 05-19 Subject: 2019 Tax Rates and Final Tax Due Dates Communication Strategy April 23, 2019 Page 3 In addition to mailing the tax bills, the City will advertise the tax instalment due dates on the City's webpage, the Pickering News Advertiser and any other communication channels deemed appropriate by the Director, Finance & Treasurer, prior to each tax due date. Other Recommendations 2 and 3 provide for the levying of all tax rates on all classes of property, except for the non-residential properties. For non-residential properties, the property taxes will be billed at a later date because the "claw back" percentages have not yet been determined. Staff will bring a separate report to Council for the non-residential billing in June. Staff's preliminary estimate for the final non-residential tax due date is September 26, 2019. Recommendation 4 provides for the levying of an annual tax for institutions designated under section 323 of the Municipal Act. In the fall of 2013, the Ministry of Training, Colleges & Universities implemented a new enrolment system for colleges which resulted in the Durham College of Applied Arts and Techn~logy being reported under the City of Pickering. Each year the Ministry of Municipal Affairs and Housing provides a listing of institutions and their respective capacity figures as of December 31st of the prior year. The Minister of Training, Colleges and Universities prescribes the amount to be levied for each full-time student enrolled in the college. The institution is billed directly, and levies are payable on or after July 1st each year. It is estimated that the gross billing under recommendation 4 is approximately $9,750. Changes to the Billing Schedule Recommendation 5 will allow the Director, Finance & Treasurer some latitude, limited by Provincial legislation, in effecting whatever changes may be necessary in order to ensure that the taxes are billed properly and in a timely fashion. Recommendation 5 will be used only if required to meet Provincial legislative requirements, such as the requirements in subsection 343(1) of the Municipal Act that property owners must have at least 21 days notice to pay their taxes. A further report to Council will be prepared if there is any substantial change proposed to the billing of the final taxes. eBilling Last year, the City implemented an ·"eBilling" option for Pickering taxpayers. Currently, the City has 231 taxpayers taking advantage of this option. The current postage rate is $1.05 for first class letter mail and as a minimum, the City is saving at least $485 per year. The City is promoting eBilling through the following paths: • Community Page • Property Tax Brochure (Interim and Final) • Website •· Social Media FIN 05-19 Subject: 2019 Tax Rates and Final Tax Due Dates April 23, 2019 Page 4 The everyday challenge for all levels of government is to find cost efficiencies without impacting customer service levels. The eBilling option has the potential to save the City up to $28,000 per year if the taxpayers selected this option. Attachments: 1. By-law to Establish the 2019 Tax Rates and Final Instalment Due Dates for All • Realty Classes Except Non-Residential Prepared By: (lJ_/1/ Mik~nes Supervisor, Taxation Recommended for the consideration of Pickering City Council Approved / Endorsed By: Stan Karwowski Director, Finance & Treasurer ¥1s-,zot? Tohy Prevedel, P.Eng. Chief Administrative Officer . 114 115 ArrAcHMENT#L ro REPoRr#..t:at{S-1 The Corporation of the City of Pickering By-law No. Being a by-law to adopt the estimates of all sums required to be raised by taxation for th~ year 2019 and to establish the Tax Rates necessary to raise such sums and to establish the final due dates for the residential, pipeline, farm and managed forest realty tax classes. Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c25, as amended, to pass a By-law to levy a separate tax rate on the assessment in each property class; and, Whereas the property classes have been prescribed by the Minister of Finance under the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and, Whereas it is necessary for the Council of The Corporation "of the City of Pickering, pursuant to the Municipal Act, to levy on the whole ratable property according to the last revised assessment roll for The Corporation of the City of Pickering the sums set forth for various purposes in Schedule "A", for the current year; and, Whereas the Regional Municipality of Durham has passed By-law 22-2019 to establish tax ratios, By-law 24-2019 to adopt estimates of all sums required by The Regional Municipality of Durham for the Durham Region Transit Commission, By-law 25-2019 to set and levy rates of taxation for Regional Solid Waste Management, and By-law 23-. 2019 to set and levy rates of taxation for Regional General Purposes and set tax rates on Area Municipalities; and, Whereas the Province of Ontario has provided the 2019 education tax rates forthe realty · classes; and, Whereas sub section 342(2) of the Municipal Act, 2001, S.O. 2001, c25, as amended, permits the issuance of separate tax bills for separate classes of real property for 2019; . and, Whereas an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law 7668/18 before the adoption of the estimates for the current year); Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. For the year 2019, The Corporation of the City of Pickering (the ''.City") on February 25, 2019, approved Council Report FIN 02-19 and corresponding schedules and attachments as presented, resulting in a taxation levy of $66,638,131. By-law No. Page 2 2. For the year 2019, the City shall levy upon the Property Classes set out in Schedule "A", the rates of taxation as set out in Schedule "A", for the City of Pickering, the Regi.on of Durham and for Education purposes on the current value assessment as also set out in Schedule "A". Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3. The levy provided for in Schedule "A" shall be reduced by the amount of the interim levy for 2019. 4. The Tax Levy due dates for the Final Billing be June 26, 2019 and September 26, 2019 for all classes excluding the non-residential·tax classes (commercial, industrial and multi-residential). C 5. The Treasurer is hearby authorized to accept twelve monthly electronic payments commencing January 1st and ending December 1st inclusive. Failure by the taxpayer to pay any one ,monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 6. The Treasurer is hearby authorized to accept twelve monthly electronic payments commencing January 8th and ending December 8th inclusive. Failure by the taxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 7. The Treasurer is hearby authorized.to accept twelve monthly electronic payments commencing January 16th and ending December 16th inclusive. Failure by the taxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 8. For the year 2019, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the university. or college, as determined by the Minister of Training, Colleges, and Universities, payable on or after July 1st in accordance with section 343 of the Municipal Act. 9. If any section or portion of this By-law or of Schedule "A" is found by a court of competent jurisdiction to be invalid, it is the intent of Council for The Corporation of the City of Pickering that all remaining sections and portions of this By-law and of Schedule "A" continue in force and effect. 10. This By-law comes into force on the date it is passed. 11 6 By-law No. Page 3 By-law passed this 23rd day of April 2019. David Rya~, Mayor Susan Cassel, City Clerk 117 Schedule A -2019 Calculated Tax Rates 2019 Budget Tax Levy 63,229, 1001 2018 City Region Education Total Pickering Region Education TOTAL RTC Property Class -Taxable Phase-In Assessment Tax Rate Tax Rate Tax Rate Tax Rate BIiiing Billing Billlng BILLING RT Residential 15,252,692,897 0.00335634 0.00606877 0.00161000 0.01103511 51,193,223 92,565,085 24,556,836 168,315,144 RD Residential-Educ only (Legion) 908,000 0.00000000 0.00000000 0.00161000 0.00161000 0 0 1,462 1,462 FT Farm 161,923,891 0.00067127 0.00121375 0.00040250 0.00228752 108,695 196,535 65,174 370,404 TT Managed Forest 4,642,289 0.00083909 0.00151720 0.00040250 0.00275879 3,895 7,043 1,869 12,807 PT Pipelines 30,454,175 0.00412628 0.00746095 0.01030000 0.02188723 125,662 227,217 313,678 666,558 MT Multi-Residential 149,578,391 0.00626461 0.01132735 0.00161000 0.01920196 937,050 1,694,327 240,821 2,872,198 NT Multi-Residential (New Construction) 0.00369197 0.00667565 0.00161000 0.01197762 0 0 0 0 CT Commercial 972,783,710 0.00486669 0.00879971 0.01030000 0.02396640 4,734,237 8,560,215 10,019,672 23,3N,124 cu Commercial -Excess Land 11,361,479 0.00438002 0.00791974 0.00927000 0.02156976 49,764 89,980 105,321 245,064 ex Commercial Vacant Land 68,404,587 0.00438002 0.00791974 0.00927000 0.02156976 299,613 541,747 634,111 1,475,471 XT Commercial (New Construction) Full 80,395,899 0.00486669 0.00879971 0.01030000 0.02396640 391,262 707,461 828,078 1,926,800 XU Commercial (New Construction) Exe Land 4,735,907 0.00438002 0.00791974 0.00927000 0.02156976 20,743 37,507 43,902 102,152 xx Commercial (New Construction) Vacant 0.00438002 0.00791974 0.00927000 0.02156976 0 0 0 0 ST Shopping Centres 685,123,755 0.00486669 0.00879971 0.01030000 0.02396640 3,334,285 6,028,890 7,056,775 16,419,950 SU Shopping Centres Excess Land 146,300 0.00438002 0.00791974 0.00927000 0.02156976 641 1,159 1,356 3,156 ZT Shopping Centre (New Construction) 40,436,133 0.00486669 0.00879971 0.01030000 0.02396640 196,790 355,826 416,492 969,109 zu Shopping Cir Exe Land (New Construction) 85,300 0.00438002 0.00791974 0.00927000 0.02156976 374 676 791 1,840 OT Office Building 84,633,469 0.00486669 0.00879971 0.01030000 0.02396640 411,885 744,750 871,725 2,028,360 DU Office Building Excess Land 0.00438002 0.00791974 0.00927000 0.02156976 0 0 0 0 YT Office Building (New Construction) 0.00486669 0.00879971 0.01030000 0.02396640 0 0 0 0 GT Parking Lot 480,500 0.00486669 0.00879971 0.01030000 0.02396640 2,338 4,228 4,949 11,516 HT Landfill 0.00369197 0.00667565 0.01036762 0 0 0 0 IT Industrial 167,165,016 0.00706174 b.01276869 0.01290000 0.03273043 1,180,476 2,134,478 2,156,429 5,471,383 JT Industrial (New Construction) 12,955,676 0.00706174 0.01276869 0.01030000 0.03013043 91,490 165,427 133,443 390,360 IU Industrial Excess Land 1,281,618 0.00623763 0.01127881 0.01139457 0.02891101 7,994 14,455 14,603 37,053 IX lndustrtal Vacant Land 12,679,522 0.00623763 0.01127881 0.01139457 0.02891101 79,090 143,010 144,478 366,578 JU lnduslrtal Excess Land (New Construction) 1,986,700 . 0.00623763 0.01127881 0.00909799 0.02661443 12,392 22,408 18,075 52,875 LT Large lnduslrtal 54,016,500 0.00706174 0.01276869 0.01290000 0.03273043 381,450 689,720 696,813 1,767,983 LU Large lndustrtal -Excess Land 2,349,000 0.00623763 0.01127881 0.01139457 0.02891101 14,652 26,494 26,766 67,912 Kr Large lndustrtal (New Construction) 14,360,000 0.00706174 0.01276869 0.01030000 0.03013043 101,407 183,358 147,908 432,673 KU Large Ind Excess Land (New Construction) 0.00623763 0.01127881 0.00909799 0.02661443 0 0 0 0 -1 Farmland Awaiting Development 0.00251726 0.00455158 0.00120750 0.00827634 0 0 0 0 Total Taxable 17,815,580,714 63,679,409 115,141,995 48,501,525 227,322,930 Property Class -Payments in Lieu RF Residential 150,641,023 0.00335634 0.00606877 0.00161000 0.01103511 505,602" 914,206 242,532 1,662,340 RP Residential -Tax Tenant 39,136,820 0.00335634 0.00606877 0.00161000 0.01103511 131,356 237,512 63,010 431,879 RG Residential -General 62,227,071 0,00335634 0.00606877 0.00000000 0.00942511 208,855 377,642 0 586,497 RH Residential -Full Shared PIL 251,650 0.00335634 0.00606877 0.00161000 0.01103511 845 1,527 405 2,777 FF Farm 117,917,350 0.Q0067127 0.00121375 0.00040250 0.00228752 79,154 143,122 47,462 269,738 FP Farm -Tax Tenant 34,081,093 0.00067127 0.00121375 0.00040250 0.00228752 22,878 41,366 13,718 77,961 CF Commercial Full 131,008,493 0.00486669 0.00879971 0.01030000 0.02396640 637,578 1,152,837 1,349,387 • 3,139,802 CH Commercial Full -Shared PIL 42,143,410 0.00486669 0.00879971 0.01030000 0.02396640 205,099 370,850 434,077 1,010,026 CP Commercial Full -Tax. Tenant 2,500,605 0.00486669 0.00879971 0.01030000 0.02396640 12,170 22,005 25,756 59,930 CG Commercial General 48,674,934 0.00486669 0.00879971 0.00000000 0.01366640 236,886 428,325 0 665,211 CV Commercial Full -Excess Land 2,062,825 0.00438002 0.00791974 0.00927000 0.02156976 9,035 16,337 19,122 44,495 cw Commercial General Excess Land 1,833,900 0.00438002 0.00791974 0.00000000 0.01229976 8,033 14,524 0 22,557 CZ Commercial Gen -Vacant Land 3,251,500 0.00438002 0.00791974 0.00000000 0.01229976 14,242 25,751 0 39,993 CJ Commercial -Vacant Land Shared PIL 0.00438002 0.00791974 0.00927000 0.02156976 0 0 0 0 . DH Office Building Full -Shared PIL 26,576,690 0.00486669 0.00879971 0.01030000 0.02396640 129,341 233,867 273,740 636,948 IH Industrial Full-Shared PIL 15,892,903 0.00706174 0.01276869 0.01290000 0.03273043 112,232 202,932 205,018 520,182 IP Industrial Full-Tax Tenant 291,075 0.00706174 0.01276869 0.01290000 0.03273043 2,055 3,717 3,755 9,527 IK Ind. Excess Land -Shared PIL 9,529,438 0.00623763 0.01127881 0.01139457 0.02891101 59,441 107,481 108,584 275,506 IQ Ind. Excess Land Tax Tenant PIL 266,425 0.00623763 0.01127881 0.01139457 0.02891101 1,662 3,005 3,036 7,703 IJ lnduslrtal Vacant Land Shared PIL 3,010,000 0.00623763 0.01127881 0.01139457 0.02891101 18,775 33,949 34,298 87,022 LK Large Ind. Excess Land -Shared PIL 7,874,600 0.00623763 0.01127881 0.01139457 0.02891101 49,119 88,816 89,728 227,663 LI Large Ind. Water Intake -Shared PIL 9,698,200 0.00706174 0.01276869 0.01290000 0.03273043 68,486 123,833 125,107 317,426 LS Large Ind. Generating Station -Shared PIL · 24,048,900 0.00706174 0.01276869 0.01290000 0.03273043 169,827 307,073 310,231 787,131 LN Large Ind. Non-Gen Stn -Shared PIL 39,083,955 0.00706174 0.01276869 0.012~0000 0.03273043 276,001 499,051 504,183 1,279,235 Total PILS 772,002,860 2,958,671 5,349,727 3,853,149 12,161,547 Grand Totals 18,587,583,574 66,638,080 120,491,723 52,354,674 239,484,477 118 April 23, 201.9 · 9. Notice of Motion 9.1 Pickering Strategic Plan ' Moved by Councillor Brenner Seconded by Councillor McLean Whereas the City of Pickering adopted a strategic· plan, a vision and a mission over a decade ago; · · · Whereas the City of Pickering has weathered an economic recession, downturn in the economy, and a lack'. of growth caused by a lack of developable lands;.. · Whereas according to statistics and projections jn 2017, the GTA experienced the fastest growth in Ontario and by ~026, the GTA will make up 50% of Ontario's population driven by Durham Region with the highest growth in the GTA; Whereas by 2031, the City of Pickering with the highest growth in Durham-Region including the Durham Live tourist area, City·Centre re-development, intensification of the dqwntown core, Pickering Innovation Employment Corridor, and a Transportation Hub/Aerotropolis will position Pickering as the economic engine of'Ontario; · · Whereas organizations that are committed to ·innovation and exceptional service recognize the importance bf revisiting their strategic framework to ensure they are making progress on key priorities, while ensuring that their focus remain committed to achieving their vision as set out in their Strategic Plan; · Whereas organizations on the leading edge of innovation recognize that strategic plans are roadmaps for the future, and·are living documents that necessitate regular validation and assessment; Whereas the Provincial Government and the public have expectations that munidpalities shall assess and evaluate how to expend res9urces in a cost efficient manner con~istent with. its mission's current and future priorities; Whereas Durham Region has commenced a review ofits Strategic Plan which encompasses its relationship with the lower-tier municipalities of the Region; Whereas Durham Region has established a Strategic Plan Development Task· Force consisting of appointed members of Regional Council; And Whereas Pickering Regional Councillor David Pickles is a member of the Durham Region Strategic Plan Development Task Force; 119 120 · Now Therefore be it resolved that: 1. Council direct City staff through the CAO, to prepare a work plan to enable a revlew of the Vision and Mission for the City of Pickering, including.the creation·of a new Strategic Plan that shall establish priorities and mechanisms to validate priorities that have been met, and report back with a work plan no later than .the June 24, 2019 Council meeting; and, 2. That Ward 3 Regional Councillor David Pickles be appointed as the liaison between th(3 City of Pickering and Durham Region regarding the Durham Region Strategic Planning Process, and liaise with Karen Wianecki, Director of Practice Planning Solutions Inc. who has been _retained by Durham Region. 9.2 Assessing and Enhancing Corporate Waste Diversion Practices Moved by Councillor Butt Seccmde~ by Councillor Pickles Whereas the Province of Ontario's 'Made-in-Ontario Environment Plan' outlines a commitment to protect and conserve our air, land and water by reducing and diverting waste, reducing plastic waste, reducing litter, and improving opportunities for waste reduction; Whereas many residents and businesses are recognizing the importance of stewardship and taking action to address the challenges associated with ~~; . Whereas the City of Pickering is on a continuous journey to become a more sustainable City and strives to lead by example; · Whereas the City recognizes the economic, social and environmental importance of responsible resource consumption, and coordinates a number of waste diversion initiatives; And Whereas eliminating all waste in the short.:.term is unlikely, however, the City can strategize mechanisms corporately, to produce less, re-use and recycle more, improve staff and patron awareness, and establish targets to measure success; Now Therefore be it resolved that City staff be directed to initiate the necessary steps to: 1. Identify the necessary steps required for the City to reduce waste, , increase diversion, and reduce contamination rates in recyclables; 2. Assess the City's corporate waste disposal and diversion practices; 3. Research best practices of other municipalitie_s;-and, : 4. Report findings back to Council in Fall 2019. April 23, 2019 10. By-laws 7690/19 7691/19 Being a by-law to adopt the estimates of all sums required to be raised by tc1xation for the year2019 and to establish the Tax Rates necessary to raise such sums and to establish the final due dates for the residential, pipeline, farm and managed forest realty tax classes. [Refer.to New & Unfinished Business pages 115-118] Being a by-law to authorize the Pickering Recreation Complex Roof & Skylight Rehabilitation Program in the City of Pickering and the issuance of debentures in the amount of $690,000.00. [Refer to New & Unfinished Business pages 55-56] 1 21