HomeMy WebLinkAboutFebruary 25, 2019-C1 °f'----· -
PlCKERlN
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
·February 25, 2019
7:00 pni -Council Chambers
T. Prevedel
K. Bentley
P. Bigioni
M. Carpino
J. Hagg
-Director, Corporate Services & City Solicitor
R. Holborn
S. Karwowski
S. Cassel .
J. Halsall
L. Roberts
-Director, Community Services
-Fire.Chief
-Director, Engineering Services
-Director, Finance & Treasurer
-City Clerk
'" Manager, Budgets & Internal Audit
-Committee Coordinator
(I) Invocation
Mayor Ryan· called the meeting to order and led Council in the saying of the.
Invocation.
(II) Disclosure of Interest
1. Councillor Brenner declared a conflict of interest with respect to Community
Services and Animal Services 2019 current budgets as he has family members
employed in these areas. Councillor Brenner did not take part in the discussion or
vote on these matters.
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Council Meeting Minutes
· February·2s, 2019
7:00 pm -Council Chambers
(Ill) Adoption of Minutes
Resolution #41 /19
Moved by Councillor Cumming
Seconded by Councillor Pickles
In Camera Council Meeting Minutes, January 28, 2019
Council Meeting Minutes, January 28, 2019
Executive Committee Minutes, February 4, 2019
Planning & Development Committee Minutes, February 4, 2019
Executive (Budget) Committee Minutes, February 14, 2019
(IV) Presentations
There were no presentations.
(V) Delegations
1. Durham Region Police Service
Brad Carter; DRPS Acting Manager of Strategic Planning
2020-2022 Strategic Business Plan
Carried
Councillor Ashe, Chair, Durham Regional Police Services Board, joined Brad .
Carter, Acting Manager of Strategic Planning, DRPS and appeared before
Council to provide an overview of the DRPS 2020-2022 Strategic Plan.
Through the aid of a PowerPoint presentation, Mr. Carter outlined the
established objectives and priorities of the Plan and noted the public
consultations which had been conducted as part of the Plan's development.
Mr. Carter advised Members of Council that DRPS was in attendance to seek
Members' input and feedback.on the Plan.
A que_stion and answer period ensued between Members of Council and Mr.
Carter regarding speeding, the opioid crisis, road and community watch
programs and the legislative amendments to the Police Services Act,-1990
requiring each municipality to prepare and adopt a community safety and well-
being plan. Further questions were raised as to whether there were
opportunities to implement technologies to assist with speeding and whether
the DRPS was supportive of these types of technologies.
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2. Christine Ashton
Ajax-Pickering Board of Trade
2018 Update & 2019 Goals
Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
Christine Ashton, President, Ajax-Pickering Board of Trade (APBOT), appeared
before Council and through the aid of a PowerPoint presentation, provided an
· overview of their 2018 highlights. She noted they had over 600 members who
represent many diverse businesses, small and large, from variou·s industries
and that the Board of Trade provided education, connection and advocacy to
these businesses. She recognized the importance of their many volunteers,
community support and partnerships, stating they held 45 events in 2018 with
an increase in attendance over prior years. Ms. Ashton outnned the 2019 plal)s
and priorities for APBOT as they continue to support local businesses and help
them connect and thrive. In closing, she introduced Nicole Gibson who was
recently appointed Executive Director and noted they look forward to continuing
their partnership with the City of Pickering. ·
· A brief discussion ensued with Members enquiring about APBOT's position on
. a Pickering Airport.
3. Teresa Shaver
Business Advisory Centre Durham Inc.
Business Support for Entrepreneurs and Businesses
Teresa Shaver, Business Advisory Centre Durham Inc., appeared before
Council and throug~ the aid of a PowerPoint presentation, provided an
overview of the Advisory Centre and their core fundamental services to provide
start up and existing businesses with guidance, training, entrepreneurial
funding and networking opportunities. She noted their business model is
comprised of Regional and Provincial funding as well as fundraising initiatives.
In closing, she noted the need to promote the Business Advisory Centre as well
as looking into alternative funding measures.
A brief question and answer period ensued with Members enquiring about the
Centre's outreach and whether workshops were being conducted in all area
municipalities. Further questions were raised as to whether the Centre would
be looking into offering workshops at the Pickering Public Library.
Resolution #42/19
Moved by Councillor Pickles
Seconded by Councillor McLean
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Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
That the rules of procedure be suspended in order to change the order of the
agenda to bring forward the Notice of Motion as the next item of business ..
(VI) Notice ·of Motions
a) Safe/Strong Community Neighbourhood Safety Strategy
Resolution #43/19
Moved by C9uncillor Brenner
Seconded by Councillor Cumming
Carried
Whereas the City of Pickering is committed to safe/strong communities;
Whereas recent reports by DRPS noted that over 50% of all gun-related crimes
across Durham Region have taken place in Pickering and Ajax;
)
Whereas reducing crime is the collective responsibility of Durham Regional Police
Services, the community and municipal government;
Whereas Durham Regional Police is committed to working with both the City of
Pickering and the Town of Ajax, in an effort to address this growing trend;
Whereas the Town of Ajax has developed an engagement model for launching a
strong neighbourhood strategy;
Now Therefore be it resolved that the CAO for the City of Pickering assign a staff
team to reach out to the Town of Ajax and Durham Regional-Police Pickering
Division to discuss the creation of a steering committee with staff from both Ajax
and Pickering, Council representation, community representation and
representation from DRPS, with a mandate to develop a model and implement a
plan with measurable criteria for a Safe/Strong Community Neighbourhood
Strategy, and report back to Council no later than the end of September, 2019.
Carried
(VII) Correspondence
There were no items of correspondence.
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Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
(VIII) Committee Reports
a) Report EC 2019-02 of the Executive Committee
1. Director, Community Services, Report CS 02-19
Repeal of Pickering Museum Village's By-laws
-Pickering Museum Village Advisory Committee
-Pickering Museum Village Reserve Fund
-Pickering Mus·eum Management Board
Report CS 02-19 was referred back to staff at the February 4, 2019 Executive
Committee Meeting.
2. Director, Community Services, Report CS 03-19
Community Festivals and Events
-Approval of 2019 Events in Esplanade Park
Council Decision
-.
1. That Council authorize staff to issue a park permit for the use of Esplanade
Park by Ajax-Pickering Rotary Clubs from May 31 to June 2, 2019
(inclusive) for Ribfest, on terms and.conditions satisfactory to Director,
Community Services and Chief Administrative Officer;
2. That Council authorize staff to issue a park permit for the use of Esplanade
Park by Carea Community Health Centre on June 21; 2019 for Aboriginal
Celebration Day, on terms and conditions satisfactory to Director,
Community Services and Chief Administrative Officer;
. .
3. That Council authorize staff to issue a park permit for the use of Canadian
Food Truck Festivals from August 9 toAugust 11, 2019 (inclusive) for
Pickering Food Truck Festival, on terms and conditions satisfactory to
Director, Community Services and Chief Administrative Officer; ·
4. That Council authorize staff to issue a park permit for the use of Esplanade·
Park by Frederica Black Events on September 21, 2019 for a Brew & BBQ
Fest on terms and conditions satisfactory to Director, Community Services
and Chief Administrative Officer; and, · ·
5. That the appropriate officials of the City of Pickering be authorized to take
the necessary actions as indicated in this report.
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Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
3. Director, Community Services, Report CS 05-19
Municipal Highway Winter Maintenance Agreement
-Mowbray Street (formerly Brock Road) in the City of Pickering
Council Decision
1. That Council authorize the Mayor and City Clerk to execute a Municipal
Highway Winter Maintenance Agreement with the Regi6nal Municipality of
Durham set out in Attachment 1 to this report, subject to minor revisions as
may be required by the Director, Community Services, and the Director,
Corporate Services & City Solicitor; and,
2. That the appropriate City officials be authorized to take the necessary
actions as indicated in this report.
4. Director, City Development & CBO, Report PLN 02-19
City ,of Pickering
. Community Energy Plan
Council Decision
1. That Council endorse the Low Carbon Pathway scenario in the draft
Community Energy Plan (Energy Plan) in principle;
2. That Council endorse the Energy Plan's recommendations that support a
low carbon future save and except Recommendation #2 and
Recommendation #3 as outlined in Attachment #1 to Report PLN 02-19;
3. That Council advise the Region of Durham that Pickering has serious
concerns with Recommendation #2 regarding the creation ·of a new
central entity to coordinate the implementation of the Energy Plan and
instead recommends that Veridian Connections and Enbddge be jointly
tasked to lead and coordinate the Energy Plan's implementation, and
requests the Region of Durham initiate discussions with Veridian
Connections and Enbridge Inc. in this regard;
4. That Council request the Region of Durham to defer the Durham Green
Standard Implementation Program in Recommendation #3 until such time
as the building community in Durham Region has had an opportunity to
assess the risks, barriers, and costs associated with implementing the
Green Standard;
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Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
5. That Council authorize staff to participate in developing a five-year
implementation plan for the six program areas and report back on the legal,
financial and staffing implications of each program; and.
6. That the City Clerk forward a copy of Report PLN 02-19 to the Region of
Durham, local municipalities in Durham, Veridian Connections, Oshawa
Power and Utilities Corporation, Whitby Hydro, Hydro One, Enbridge Inc.,
Building Industry and Land Development Association and the Durham
Region Home Builders' Association. ·
5. Director, Corporate Services & Chy Solicitor, Report CLK 01-19·. •
Update to Procedure By.:.law -Inclusion of Provisions regarding Pregnancy and
Parental Leave for Members of Council
Council Decision
1. That Report CLK 01-19 respecting an update to the Procedure By-law
pertaining to provisions regarding pregnancy and parental leave for
Members of Council be received;
2. That the draft By-law included as Attachment #1 to C.LK 01-19 be enacted;
and,
3. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
6. Chief Administrative Report CAO 04-19
Naming Rights Agreements
Council Decision
1. That Council approve, in principal, the acceptance of $1.125 million from
Chestnut Hill Developments in exchange for the naming rights of the
Pickering Recreation Complex, in accordance with the sponsorship .
agreement (see Attachment No. 1).
2. That Council approve, in principal, the acceptance of $5 million from
Lebovic Enterprises in·exchange for the naming rights of the future Seaton
Recreation Complex, in accordance with the form of sponsorship
agreement (see Attachment No. 2).
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February 25, 2019
7:00 pm -Council Chambers
3. That Council approve, in principal, the acceptance of $10 million from
Triple Properties in exchange for the naming rights of the future Central
Library, in accordance with the form of sponsorship agreement (see
Attachment No. 2).
4. That the said sponsorship agreements (Attachment No. 1 and 2) are
approved subject to minor revisions acceptable to the Chief Administrative
Officer, and the Director, Corporate Services & City Solicitor.
5. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
Resolution #44/19
Moved by Councillor Pickles
Seconded by Councillor Butt
That Items 2 through 6 of Report EC 2019-02 of the Executive Committee
meeting held on February 4, 2019 be adopted.
Carried
/ (IX) Reports -New and Unfinished Business
1. Director, Community Services, Report CS 04-19
Tender for Brock Ridge Community Parks and
S.M. Woodsmere Park
-Baseball Diamond Improvements Project
-Tender No. T-9-2019
Resolution #45/19
· Moved by Councillor Pickles
Seconded by Councillor Cumming
1. That the Brock Ridge Community Park -Baseball Diamond
Improvements and S.M. Woodsmere Park -Baseball Diamond
Improvements projects be combined as the "Brock Ridge Community Park
and S.M. Woodsmere Park -Baseball Diamond Improvements" project for
debenture financing for an estimated total net project cost of
$1,005,418.00;
2. That Tender No. T-9,.;2019 submitted by Anthony Furlano Construction Inc.
in the amount of $969,571.07 (HST included) be accepted;
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Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
3. That the total gross project cost of $1,116,472.00 (HST included), including
the amount of tender, contingency and other associated costs, and the total
net project cost of $1,005,418.00 (net of HST rebate) be approved;
4. That the Director, Finance & Treasurer be authorized to finance the total
net project cost of $1,005,418.00 as follows:
a) the sum of $815,000.00 as provided for in the 2019 Parks Capital
Budget be increased to $919,000.00 to be financed by the issuance
of debentures by The Regional Municipality of Durham over a period
not to exceed ten years;
b) the sum of $85,000.00 to be funded by a transfer from the Self-
Insurance Reserve;
c) the sum of $1,418.00 to be funded from property taxes;
d) the annual repayment charges in the approximate amount of
$110,500.00 be included in the Current Budget for the City of
Pickering commencing in 2019, or such subsequent year in which
the debentures are issued, and continuing thereafter until the
debenture financing is repaid, and any financing cost to be·paid out
of Current Budget;
e) the Treasurer be authorized to make any changes, adjustments, and
revisions to amounts, terms, conditions, or take any actions
necessary in order to effect the foregoing;
5. That the draft By-law attached to this report be enacted; and,
6. That the appropriate officials of the City of Pickering be authorized to take
the necessary actions as indicated in this report.
Carried
2. Pirector, Corporate Services & City Solicitor, Report LEG 02-19
Request to ,the Regional Municipality of Durham to Share Unused Conduit
-Broadband Service in Pickering
A brief discussion ensued with Members questioning responses received to date
from the Region, whether the communinities of Whitevale and Claremont would
benefit, and the cost factors involved should the Region not fulfill the request.
Further questions were raised as to whether the City would need to collaborate
with other service providers. ·
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Council Meeting Minutes
· February 25, 2019
7:00 pm -Council Chambers
Resolution #46/19
Moved by Councillor Brenner
Seconded by Councillor McLean
1. That Report LEG 02-19 be received for information, and that Council
recognize the importance of widespread, fast and affordable internet
access for all residents and businesses, for the purposes of enhancing
social and political participation, digital equality and enabling economic
development;
· 2. That the Region of Durham is hereby requested to provide the City with
access to unused and/or underutilized conduit within Regional roads for the
purpose of a City-sponsored fiber optic broadband network;
3. That a copy of these Recommendations be sent to the Chair, Region of
Durham, the Chief Administrative Officer, Region of Durham, the
Commissioner of Works, Region of Durham, the Commissioner of Planning
and Economic Development, Region of Durham and to all Durham area ·
municipalities; and
4. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this Report. ·
3. Director, Finance & Treasurer, Report FIN 01-19
2019 Current Budget and Financial Statements
Carried
Excluded Expenses Reporting as Required by Ontario Regulation 284/09
Moved by Councillor Pickles
Seconded by Councillor Butt
Resolution #47/19
It is recommended that Report FIN 01-19 of the Director, Finance & Treasurer
regarding the exclusion of certain expenses from the 2019 Budget be adopted in
accordance with the provisions of Ontario Regulation 284/09 of the Municipal Act,
2001.
Carried
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. Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
4. Director, Finance & Treasurer, Report FIN 02-19
2019 Current & Capital Budget
Resolution #48/19
Moved by Councillor Cumming
Seconded by Councillor Butt
1. That Report FIN 02-19 of the Director, Finance & Treasurer be approved;
2. That Council direct staff to include in casino revenue negotiations with
Durham Region the principle that Durham Region shall devE!lop and
implement a Property Tax Relief program for low income Seniors &
Persons with Disabilities for the Regional share of property taxes and the
property tax relief shall be in the same percentage as the City of
Pickering's program for Pickering;
3. That the following reserves be established as a result of the City selling
naming rights for various facilities:
a) That a Library Building Reserve be established and this reserve be
used for: construction of new library facilities, signage and other
marketing costs associated with naming rights and or major
renovations and these funds be applied towards the City Share of
the project's cost; .
b) That a Recreation Complex Reserve be established and funds in
this reserve be applied to cover signage and other marketing costs
associated with naming rights and any debt costs associated with
major renovations to the building; and
c) That a Seaton ComplexReserve be established and these funds be
used for: signage and other marketing costs associated with naming
rights and the construction of a new recreational facility in Seaton
and that these funds be applied towards the City Share of the
building's cost.
4. That the following budget recommendations be approved;
a) That the 2019 Current Budget expenditure for personnel costs,
· consisting of salaries and wages (Account 1100), overtime (Account
1200) and employer contributions (Account 1400), in the total
amount of $57,514,793 be approved;
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February 25, 2019
7:00 pm -Council Chambers
b) Thatthe 2019 Gross Current Budget expenditures for City purposes
in the amount of $49,347,792 (excluding personnel expenditures)
less estimated current revenues of $42,044,874 (City Revenues of
$39,897,874 plus $1,847,000 for assessment growth plus
supplementary taxes of $300,000) and net transfer from the Rate
Stabilization Reserve of $1,500,000 for City operations be approved;
. c) That the Capital from Current expenditure in the amount of
$1,293,420 funded from property taxes be approved; and
d) That the total final City levy under paragraphs a), b) and c) above,·
plus an additional $180,000 for two additional Fir~ Fighters, for a
total final levy of $64,791,131 being an increase of approximately
2.47% over the 2019 budget, be approved;
5. That the 2019 Capital Budget for the City of Pickering with a Gross
Expenditure of $76,995,776 be adopted as presented:
a} That the following capital financing sources be approved as presented
in the 2019 Capital Budget:
Transfer from Current Fund to Capital Fund
Trarn~fers from Reserves:
-City Share Dev. Charges Projects (7022)
-Rate Stabilization ReservE? (7021)
-Vehicle Replacement Reserve (7040)
-Capital Replacement Reserve (7001)
-Self-Insurance (7020)
-Fence (7057)
-Rec. Complex Core Surcharge (7034)
-Dunbarton Pool Surcharge (7032)
-Don BeerArena Surcharge (7033)
-Rec. Complex Arena (7036) ·
-Rec. Complex Pool Surcharge (7035)
Transfers from Reserve Funds:
. -Development Charges (7601 -7630)
-Third Party Contribution (7501)
-Federal Gas Tax Funds (7505) .
-Parkland (7502)
-Buildi,ng Permit (7506)
~ Seaton Land Group FIA (7713)
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$1,293,420
5,481,405
2,749,000
1,209,000
416,000
235,000
180,000
45,000
20,000
20,000
20,000
18,000
12,267,155
10,891,000
3,180,000
126,195
52,000
37,772
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Debt -5 yr .
Debt -10 yr
Debt -20 yr
Internal Loan -5 yr
Internal Loan -1 0 yr
Internal Loan -15 yr
Sale of Land
Donations
Federal Grant -TBD
Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
480,000
3,620,000
7,091,765
782,000
695,000
565,000
Federal Grant -Canadian Heritage Legacy
Fund
12,000,000
228,500
13,085,984
105,000
Provincial Grant -TBD
, Provincial Grant -Invest in Ontario
Total ·
93,000
8,580
$76,995,776
b) That total external debt financed by property taxes of $11,191 ;765
for the projects identified in the 2019 Capital Budget, and as
. indicated in this report, in the amount of $480,000 for a period not to
exceed 5 years, $3,620,000 for a period not to exceed 10 years and
$7,091;765 for a period not to e~ceed 20 years be approved;
c) That the internal loans in the amount of $2,042,000 be undertaken
at the discretion of the Director, Finance & Treasurer;
d) That projects identified in the 2019 Capital Budget as being financed
through the issuance of debt be subject to additional, specific
approval of the expenditure and the financing by Council;
e) That any debt repayment, interest or financing provisions contained
in the annual Current Operating Budget not used in the current
year's payments requirements may, at the discretion of the Director,
Finance & Treasurer, be used to apply towards additional principal
repayment, outstanding loan or debt charges or to reduce debt,
internal loans or any other amounts to be financed;
f) Th,;1t all Capital expenditures or portions thereof approved in the
2019 Capital Budget to be financed through the issuance ofdebt
may, at the discretion of the Director, Finance & Treasurer, be
financed through internal loans, current or capital funds or a
combination thereof;
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g) That the Director, Finance & Treasurer, be authorized to make
draws from Reserve and Reserve Funds for projects included in the
approved capital budget up to the amount approved;
h) . That the Village Green Seaton P-110 (5780.1905) and Village Green
Seaton P-111 (5780.1906) projects be deferred to 2020 and
replaced with the Jackson Green Playground Equipment
(5780.2004) project, which was in the 2020 ,forecast, and that this
project be financed from the Parkland Reserve Fund;
i) That financing for the design and construction of the Centennial
Park Picnic Shelter and Amenities (5780.1902) be changed from 15
year internal loan to 15 year external debt and that financing for the
backhoe replacement (5319.1904) be changed frorn 5 year external
debt to 5 year internal loan;
j) Thatthe Director, Finance & Treasurer be authorized at his
discretion to apply any Casino revenues attributed to 2019 towards
the payment of internal loans;
. k) That the Director, Finance & Treasurer be authorized at his
discretion to apply any excess funds obtained through the issuance
· of debentures as provided for under Section 413 of the Municipal
Act, 2001 as amended;
I) That the funding for the Conservation Barn Reconstruction
(5744.1808.6500) be increased by $10,000 to fund additional
constructioo costs and this cost be funded from a transfer from the
Facilities Reserve (7055);
6. That the Director, Finance & Treasurer be authorized to transfer:
a) Any surplus current operating funds at year-end in excess of
approximately $125,000 be allocated in the following manner: the
first $70,000 be allocated for the establishment of an elected officials ·
life insurance reserve and this reserve be funded to a limit of
$200,000 and that $100,000 be paid to the designated beneficiary
and to amend section 07.02 of Council Compensation Policy ADM
190 accordingly; the remaining surplus be allocated in the following
ratio: 25% to the Rate Stabilization Reserve (7021); 10% to the
Facilities Reserve (7001) 15% to the Tennis Court Reserve (7049);
and 50% to the City Share DC Projects Reserve (7022);
b) Any surplus funds from the Emergency Operational Capital Needs
Account (2901.0000.0000) to the Facilities Reserve; and
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February 25, 2019
7:00 pm -Council Chambers
c) The revenue from the sale of used vehicles recorded in account
(1593.0001.0000) to the Vehicle Replacement Reserve (7040);
7. That the Diredor, Finance & Treasurer be authorized to make any changes
or undertake any actions necessary, including amendments to sections 06
and 07 of Policy ADM 190, to ensure that the budget plan accommodates
any reallocation of 2019 current operating expenditures and revenues .
resulting from any reorganization, including: an adjustment be made for the
loss of the one-third nontaxable allowance by the federal government with
an effective date of December 31, 2018 by adjusting elected officials
salaries by thirty percent with corresponding adjustment to the benefit
account with an effective date of January 1, 2019; the addition and
establishment of a health care spending account for $5,000 per year with
no carry over provision or unused amount paid out; and to accommodate
any labour relations settlements including adjusting the Personnel related
accounts and that any revenue shortfall as a result of a Provincial tax policy
change be adjusted through the 2019 final tax rates;
8. That the Director, Finance & Treasurer be authorized at his discretion to
fund Property Tax Write-offs account (2134.0000.000) that exceed the
budget provision due to assessme.nt appeals that translates into a deficit
position for the corporation and this shortfall be funded from a transfer from
the Assessment Appeal Reserve (7011) and if this reserve is depleted then
the shortfall be funded from the Rat~ Stabilization Reserve (7021) and that
any shortfall from Payment-in~Lieu Education Share revenue estimates be
funded from a transfer from the Rate Stabilization Reserve (7021);
9. That the Director, Finance & Treasurer be authorized to use any under .
expenditures from projects funded from Reserves or Reserve Funds to
fund over expenditures for approved projects funded from the same
source(s); .
10. That the Financial Control Policy be amended to establish a capital proje'cts
contingency guideline of twelve percent and that the contingency funding
excludes material test, permits, inspections services and soil testing;
11. That the Director, Finance & Treasurer be authorized at his discretion to
close any prior year's capital expenditure accounts and to first apply any
excess funding from property taxes to any over expenditure in other
accounts and to secondly transfer any remaining excess funding back to
the original sources of funds;
12. That Council approve the cancellation of the following approved capital
projects:
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a)
b)
. c)
d)
e)
f)
g)
h)
i)
j)
k)
I)
m)
n)
o)
p)
q)
Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
(4) Oil Grit Separators (5321.1107) -$300,000
Oil Grit Separators (5321.1408) -$321,000
8-32 Krosno Creek -Flow Diversion Design (5321.1502) ~ $250,000
8-15 Krosno Creek Erosion Control (5321.1604) -$958,100
832 a, b, c Krosno Creek Culvert Replacements Construction
(5321.1605) -$1,750,000
Amberlea Park -Asphalt Pathways Reconstruction (5780.1617) -
$35,000
Greenwood Baseball Fencing Replacement (5780.1616) -$130,000
Amberlea Park -Small Diamond Upgrades (5780.1715) -$100,000
Amberlea Park -Asphalt Pathways Reconstruction (Additional
Funds Required) (5780.1722) -$10,000
Recreation Complex -Diesel Backup Generator Replacement
(5731, 1702) -$200,000
Grand Esplanade Phase 1 a-Partnership Project Development
(5701.1802) -$400,000 .
Grand Esplanade 'Phase 1 b-Design & Construction (5701.1803) -
$26,500,000
Recreation Complex -Concourse Renovation Phase 1' Construction
(5731.1805) -$960,000
FS# 5 Foundation Repairs & Underpinning (5340.1801) -$250,000 ·
Back-up Power to Banquet Hall Air Conditioning (5731.1812) -
. $145,000
Various Parks Lighting -LED Lighting Conversion (5780.1809) -
$250,000 .
City-wide Walkways -LED Lighting Conversion (5311.1805) -
$110,000
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13.
14.
15.
That-the Director, Finance & Treasurer be authorized at his discretion to
close any consulting account expenditure and corresponding revenue
source that is over three years from the original purchase order date of
issuance;
That the Director, Finance & Treasurer be authorized at his discretion to re-
finance any capital expenditures that failed to meet the Federal Gas Tax
reporting criteria from other sources including transfers of funds from
reserves and reserve· funds;
That the Director, Finance & Treasurer be authorized to:
a)
b)
c)
d)
Undertake transactions in the spot or forward (12 months or less)
currency markets in order to effect United States dollar denominated
expenditures in the Current or Capital Budgets;
Sign leases or rental agreements on the City's behalf for the provision
of vehicles or equipment required for temporary use during periods of
equipment breakdown or repair or during periods of increased need
(e.g. inclement weather);
Restate the 2019 Current Operating, User Fees and Capital Budgets
to reflect: (i) any Council changes made at the February 25 Council
meeting; (ii) any reorganization or personnel acco,ulit changes (salary,
benefits and overtime), (iii) reclassifications that result from salary ·
increases or negotiated labour settlements; and
To process budget transfers during the fispal year which do not
change the overall approved property fax levy;
16. That Council waive the Purchasing Policy where the estimated vehicle
repair cost is below $30,000 (HST excluded) for all fleet vehicles and off
road vehicle equipmenUn 2019;
17. That the Director, Finance & Treasurer be authorized to amend Policy
ADM 190 with the following changes: subsection 07.01 b) ii) from 75 to 85;
subsection 07.04 a) from more than four years to completion of a term;
subsection 07.04 c) from 24 months to 36 months; an additional provision
to subsection 09.05 to permit economy plus air travel for air travel over five
hours; subsection 09.07 be amended to include a provision.to exclude·
international air travel for economic development promotion; subsection
12.01 a) be revised from three years to 40 months and subsection 12.03 a)
revised to indicate that land line telephone expense reimbursement will
expire on November 14, 2022;
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18. That the Director, Finance & Treasurer be authorized at his discretion to
draw from the Winter Control Reserve to fund any current budget deficit as
a result of higher than budget winter control costs;
· 19_ That Council authorize the establishment of a Museum Collection Reserve·
and this reserve be. used to fund collections development; artifact
maintenance and conservation care of the museum's collection and that
transfers from the following accounts be transferred to this reserve:
unused funds from the Artefact Repairs & Maintenance Account
(2744.2480.0000) and donations from account (2744.9977.0000);
20. That the following two new positions are on hold (Senior Economic
Development Officer and Manager Arts Centre) pending a report to
Council; ·
21. That Council approve the continuing engagement of the firm of Watson &
Associates Economists Ltd. to be used for Development Charge issues,
financial studies related or in support of the DC Background Study and
issues related to the City, Seaton and/or Duffin Heights;
22. That the Financial Control. Policy be amended to require Council approval
for out of country conferences funded by .the City;
23. That Council approve the continuing engagement of the following firms:
Nixon Fleet & Poole LLP, Municipal Tax Advisor Group and Municipal Tax
Equity Consultants to protect the property tax base by defending
assessment appeals through proactive assessment base management;
24. That Council approve the single source of AECOM Canada Ltd in
accordance with the City's Purchasing Policy Item 10:03 (c) to be the City's
consultant for plans review assignments to ensure Building Code
compliance for hi-rise residential and other complex building development
projects for a one year period and that the expenditure for the services do
not exceed $30,000 per project within the 2019 calendar year;
25. That Council accept and approve the proposal submitted by The Municipal
Infrastructure Group Limited to undertake consulting and professional
services for the Pickering City Centre Stormwater Management Strategy
Update, in the amount of $133,240 (HST included) in accordance with
Purchasing Policy 10:03 (c) and that;
a) The total gross project cost of $276,677 (HST included), including
the proposal amount, miscellaneous project allowances and
contingency, and the total net project cost of $249, 156 (net of HST
rebate) be approved; and
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b). Council authorize the Director, Finance.& Treasurer to finance the
total net project cost of $249,156 as follows:
(i) The sum of $224,240 to be funded from a transfer from the
Development Charges -Stormwater Management (SWM)
Reserye Fund (7611); and
(ii) The sum of $24,916 to be funded from the Development
Charges -City's Share Reserve (7022);
26. That the Director, Finance & Treasurer be authorized to initiate any
additional assessment appeals necessary to protect the c:1ssessment base
of the City;
27. That the Director, Finance & Treasurer be authorized at his discretion to
transfer any green energy rebates and revenue associated with the
Claremont solar roof rental project account (1530.2620.0000) and other
incentives and rebates account (2620.9993.0000) to the Reserve for
Sustainable Initiatives;
28. That Council approves.the following financial goals for the current term of
office:
a) Reduce the use of five year internal debt over the term of Council to
hil by 2022; and
b) That the City's annual contributions to the "Major Equipment" Parks
and "Vehicles" reserves equals the annual amortization amount by
2022.
29. That Council amend the Community Grant policy as follows:
a) That the recommended grant to Canadian Food Truck Festival
($3,000) be issued after the event;
. b) That the grant application deadline date for the 2020 Community
Grant Program be October 25, 2019 to give community groups
sufficient time to submit their applications;
c) That an ·organization's or event's activities with high liability (e.g.
fireworks, dunk tanks and pyrotechnics) be ineligible for community ·
grant funding; ·
d) That funding of insurance expenses be ineligible for the Community
Grant Program;
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e) That the Chief Administrative Officer and Director, Finance &
Treasurer be authorized to award up to $250 in minor community
grants under the following rules: ·
i) That the organization has to complete the City's application
form and their application has to meet the City's criteria;
ii) That these organizations be permitted to receive only one
$250 grant per term of Council and the funding for these
grants be limited to the grant contingency allocation as
provided in the grants budget; and
iii) That staff report on an annual basis to Council with the list of
successful $250 grant applicants as part of the budget
process;.
30. That any unused funds in excess of $1,000 for acces·sibility capital projects
(6183) be transferred to the Reserve for Accessibility Initiatives;
31. That Council approve the transfer of any Veridian funds exceeding the
2019 budget amount of $3,156,1'38 to the Roads and Bridges Reserve
Fund; ·
32. That any unspent 2019 Local Planning Appeal Tribunal (LPAT) funds
budgeted under General Government consulting account (2126.2392) be
transferred to the Tennis Court Reserve;
33. That Council authorize the establishment of a Major Equipment Reserve
and this reserve be used to fund the purchase of major equipment or major
repairs; ·
34. That Council direct staff to report on Outstanding Capital projects as of July
31 st and December 31st of each year; ·
35. That Council approve the 2019 Low Income Seniors & Persons with
Disabilities grant amount be increased from $300 to $330 per.household;
36. That Council pass the attached General Municipal Fees and Charges By-
law and adopt the changed fees for By-law and Animal Services as revised
below and incorporate the user fee schedule into the 2019 Current budget:
a) That Council approve revising "Schedule B -Fees Payable for
Building Permits" of the Building By-law with the Building Permit fees
listed in the 2019 User Fee Schedule; and
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7:00 pm -Council Chambers
b) That the fee structure for Seniors Snow Removal be revised to
reflect criteria as presented below:
Single/Family
Income Level Prior to April 1, 2019 April 2, 2019
Receipt of Guaranteed Annual $0.00 $0.00
Income Supplement (GAINS)
Net Income $35.00 + HST $60.00 + HST
< $75,910
Net Income> $35.00 + HST $90.00 + HST
$75,911 and< $122,843
Net Income $35.00 + HST Not Eligible
> $122,844
37. That the appropriate City of Pickering officials be authorized take the
necessary actions as indicated in this report.
Carried Unanimously on a
Recorded Vote
(X) By-laws
. 7678/19
7679/19
7680/19
Being a by-law to amend By-law 7665/18, which governs the proceedings
of Council, any of its committees, the conduct of its Members, and the
calling of meetings.
Being a py-lawto amend By-law No. 6191/03 to confirm General
Municipal Fees.
Being a by-law to authorize the Brock· Ridge Community Park.and S.M.
Woodsmere Park -Baseball Diamond Improvements project in the City of
Pickering and the issuance of debentures in the amount of $919,000.00.
Resolution #49/19
Moved by Councillor McLean
Seconded by Councillor Pickles
That By-law Nos. 7678/19 through 7680/19 be approved.
Carried
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(XI) . Confidential Council -Public Report
Council Meeting Minutes
February 25, 2019
7:00 pm -Council Chambers
There was no confidential council public report.
(XII) Other Business
There were no items of other business.
(XIII) Confirmation By-law
By-law Number #7681/19
Councillor Ashe, seconded by Councillor Brenner moved for leave to introduce a
By-law of the City of Pickering to confirm the proceedings of February 25, 2019.
(XIV) Adjournment
Moved by Councillor Cumming
Seconded by Councillor Ashe
That the meeting be adjourned.
The meeting adjourned at 7:55 pm.
Dated this 25th day of February, 2019.
Carried
Carried
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