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Home My WebLink AboutApril 27, 2020 - Special Council Meeting Special Council Meeting Agenda April 27, 2020 Electronic Meeting 2:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Due to COVID-19 and the Premier’s Emergency Order to prohibit public events and social gatherings of more than five people, Pickering City Hall is currently closed to the public until further notice. Members of the public may observe the meeting proceedings by accessing the live webcast. A recording of the meeting will also be made available on the City’s website following the meeting. Page 1. Roll Call 2. Disclosure of Interest 3. Adoption of Minutes Council Minutes, March 18, 2020 1 Special Council Minutes, March 18, 2020 (Confidential Special Council Minutes, March 18, 2020, provided under separate cover) 16 Special Council Minutes, March 23, 2020 (Confidential Special Council Minutes, March 23, 2020, provided under separate cover) 18 4. Delegations Due to COVID-19 and the closure of City Hall, members of the public may submit a written communication to the City Clerk prior to the Meeting for any matters relating to agenda items. Written communications can be emailed to clerks@pickering.ca and must be received before noon on the last business day before the scheduled meeting. The communication must relate to a matter on the agenda, clearly state the request or message you wish to convey, and include name and contact information. All written communications will be provided to Members of Council prior to the meeting and will be read aloud and entered into the meeting minutes. Please be advised, the name and address for any citizens submitting a written communication will appear in the public record and will be posted online as part of the meeting minutes. Special Council Meeting Agenda April 27, 2020 Electronic Meeting 2:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 5. Correspondence 5.1 Corr. 06-20 22 Kevin Narraway, Manager of Legislative Services/Deputy Clerk Town of Whitby Re: Provincial Electric Vehicle Rebate Program Recommendation: That Corr. 06-20, dated March 13, 2020, from the Town of Whitby, regarding the Provincial Electric Vehicle Rebate Program be received and endorsed. 5.2 Corr. 07-20 24 Mary Delaney, Chair Land Over Landings Re: Questions regarding the Economic Impact Study for the Aerotropolis and the Survey Conducted by Proof Inc./Environics Analytics Recommendation: That Corr. 07-20, dated April 2, 2020, from Land Over Landings, regarding the Economic Impact Study for the Aerotropolis and the Survey Conducted by Proof Inc./Environics Analytics, be received for information. 5.3 Corr. 08-20 Association of Municipalities of Ontario 35 Re: AMO COVID Update – Staff Reassignment Flexibility Provided 1. That Corr. 08-20, dated April 17, 2020, from the Association of Municipalities of Ontario (AMO) regarding Staff Reassignment Flexibility Labour be received; and, 2. That Staff be directed, through the Office of the CAO, to review the redeployment and prioritization of areas of service during the crisis and provide an update to Council prior to May 25, 2020. Special Council Meeting Agenda April 27, 2020 Electronic Meeting 2:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 6. Matters for Consideration 6.1 Director, Community Services & Deputy CAO, Report CS 11-20 40 Dr. Nelson F. Tomlinson Community Centre Management Agreement - Claremont Lions & District Club Recommendation: 1. That the Mayor and City Clerk be authorized to execute a Management Agreement renewal to which the Claremont Lions & District Club will be permitted to continue to provide certain management services to the City of Pickering at the Dr. Nelson F. Tomlinson Community Centre from April 1, 2020 to March 31, 2025, 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 officials of the City of Pickering be authorized to take the necessary action to give effect thereto. 6.2 Director, Community Services & Deputy CAO, Report CS 24-20 62 COVID-19 Response - Closures and Cancellations Recommendation: 1. That Council endorse the extended closure of all public City facilities, City Playground Structures and Park Amenities until July 1, 2020 (inclusive); 2. That Council endorse the extended cancellation of all public City programs, City events (including Canada Day), and City Permits (including facility, sports field, and parks) until July 1, 2020 (inclusive); and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Special Council Meeting Agenda April 27, 2020 Electronic Meeting 2:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 6.3 Director, Engineering Services, Report ENG 02-20 73 Asphalt Resurfacing on Various City Streets - Tender No. T2020-4 Recommendation: 1. That Tender No. T2020-4 for Asphalt Resurfacing on Various City Streets as submitted by Forest Contractors Ltd. in the total tendered amount of $3,062,321.75 (HST included) be accepted; 2. That the total gross project cost of $3,595,910.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $3,238,228.00 (net of HST rebate) be approved; 3. That the 2020 Capital Budget approved source of funds for the Granite Court and Redbird Crescent projects to be revised from Federal Gas Tax Reserve Fund to Ontario Community Infrastructure Fund Grant and Federal Gas Tax Reserve Fund; 4. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $3,238,228.00 as follows: a) the sum $1,970,355.00 as approved in the 2020 Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) the sum of $850,000.00 as approved in the 2020 Capital Budget to be funded from the Ontario Community Infrastructure Fund Grant to be increased to $880,357.00 for the four designated projects presented in Table 4, and the sum of $335,352.00 by a transfer from the Federal Gas Tax Reserve Fund; and, c) the sum of $52,164.00 as approved in the 2020 Capital Budget to be funded by a transfer from the Rate Stabilization Reserve. 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Special Council Meeting Agenda April 27, 2020 Electronic Meeting 2:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 6.4 Director, Engineering Services, Report ENG 04-20 93 Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction - Proposal No. RFP2020-2 Recommendation: 1. That Proposal No. RFP2020-2 – Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction, submitted by Aquafor Beech Limited in the amount of $78,066.05 (HST included) for detailed design be accepted; 2. That the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the total net project cost of $80,960.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $80,960.00 as follows: a) The sum of $60,720.00 to be funded by a transfer from the Development Charges – City’s Share Reserve; and, b) The sum of $20,240.00 to be funded by a transfer from the Development Charges – Stormwater Management Reserve Fund. 4. That Aquafor Beech Limited be retained for contract administration and construction supervision, at the construction stage of the project; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 6.5 Director, Finance & Treasurer, Report FIN 04-20 101 2020 Tax Rates and Final Tax Due Dates Recommendation: Special Council Meeting Agenda April 27, 2020 Electronic Meeting 2:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 1. That Report FIN 04-20 of the Director, Finance & Treasurer regarding the 2020 tax rates be received; 2. That the 2020 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 August 27, 2020 and October 28, 2020 excluding the industrial, multi-residential and commercial realty tax classes; 4. That the attached By-law be approved; 5. 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, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 6.6 Director, Finance & Treasurer, Report FIN 05-20 109 Financial Update on the Impact of COVID-19 Recommendation: 1. That Report FIN 05-20 of the Director, Finance & Treasurer entitled “Financial Update on the Impact of COVID-19” be received for information; 2. That the Director, Finance & Treasurer be authorized to create a COVID-19 Community Grant based on the principle of providing financial assistance to those groups who are supporting Pickering’s vulnerable during the COVID-19 pandemic; 3. That the COVID-19 Community Grants program be funded by a transfer from the Rate Stabilization Reserve in the amount of $100,000; 4. That local grant recipients funded from 2020 Budget retain their funding provided it is used for its intended purpose or to ensure the organization’s business continuity; Special Council Meeting Agenda April 27, 2020 Electronic Meeting 2:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 5. That the City Centre project be paused due to economic uncertainty as a result of the COVID-19 pandemic until the Fall of 2020; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 6.7 Director, City Development & CBO, Report PLN 07-20 118 Esri Enterprise Agreement for the Supply of ArcGIS Software and Services Extension of the City’s Participation with the Region of Durham Recommendation: 1. That Council supports the proposed extension of the Region of Durham’s Enterprise Agreement (EA) with Esri Canada for the supply of ArcGIS software and services and the City’s ongoing participation in the EA for a three year period at a total cost of $201,444.00 (plus applicable taxes) with annual payments of $66,000.00 for year one (July 15, 2020 to July 14, 2021), $67,722.00 for year two (July 15, 2021 to July 14, 2022), and $67,722.00 for year three (July 15, 2022 to July 14, 2023), to be funded from the Current Budget of the City Development Department; 2. That the Director of City Development be authorized to sign a Letter of Intent to Participate in and Commit to terms and payment, generally as set out in the draft letter provided in Appendix I; and, 3. Further, that the signed Letter of Intent to Participate in and Commit to Terms and Payment be forwarded to the Chief Information Officer, at the Region of Durham. 6.8 COVID-19 Updates and Actions 7. By-laws 7.1 By-law 7752/20 105 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2020 and to establish the Tax Rates necessary to raise such sums Special Council Meeting Agenda April 27, 2020 Electronic Meeting 2:00 pm For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca and to establish the final due dates for the residential, pipeline, farm, and managed forest realty tax classes. [Refer to Item 6.5 FIN 04-20] 8. Confirmation By-law 9. Adjournment Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm Present: Deputy Mayor Kevin Ashe Councillors: D. Pickles Absent: Mayor David Ryan Also Present: T. Prevedel -Chief Administrative Officer M.Carpino -Director, Community Services & Deputy CAO K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor J. Eddy -Director, Human Resources J. Hagg -Fire Chief R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk B. Duffield -Division Head, Operations C. Rose -Chief Planner M. Guinto -Manager, Public Affairs & Corporate Communications L. Harker -Deputy Clerk M. Brenner S. Butt I. Cumming B. McLean 1.Invocation Deputy Mayor Ashe called the meeting to order and led Council in the saying of the Invocation. 2.Disclosure of Interest No disclosures of interest were noted. 3.Adoption of Minutes Resolution # 253/20 - 1 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm Moved by Councillor Brenner Seconded by Councillor Cumming Special Council Minutes, February 27, 2020 Executive Committee Minutes, March 2, 2020 Planning & Development Committee Minutes, March 2, 2020 Special Council Minutes, March 9, 2020 Special Council Minutes, March 11, 2020 Special Council Minutes, March 13, 2020 Carried A brief discussion ensued regarding the projected revenue from the Pickering Casino scheduled to open in April that had been discussed at the February 24th Council meeting, and concerns as to whether the COVID-19 pandemic would have an impact on the projected revenue for the City. Tony Prevedel, Chief Administrative Officer, responded to Members of Council, noting that Staff are looking ahead to the next 60 days for emergency planning and reviewing projected projects based on current issues. Stan Karwowski, Director, Finance & Treasurer, reiterated Mr. Prevedel’s comments, noting that the financial plan and bud get were based on assumptions at that time, and that the Senior Management Team is currently reviewing projects and would provide Council with an update. He noted that the City is in a strong financial position. Resolution # 254/20 Moved by Councillor Butt Seconded by Councillor Cumming Council Minutes, February 24, 2020 Carried 4. Presentations There were no presentations. 5. Delegations There were no delegations. - 2 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm 6. Correspondence 6.1 Corr. 05-20 The Honourable Steve Clark, Minister Ministry of Municipal Affairs and Housing Re: Provincial Policy Statement, 2020 Members of Council noted that the Provincial Policy Statement includes substantive changes to the Planning Act, and that the education and training session will provide an opportunity for Members of Council and Staff to have dialogue and better understand what these changes mean for the City. Resolution # 255/20 Moved by Councillor Brenner Seconded by Councillor Pickles That Corr. 05-20, from the Ministry of Municipal Affairs and Housing, dated February 28, 2020, regarding the Provincial Policy Statement 2020, be received and referred to City Development Staff, through the Office of the CAO, to provide an education and training session on the key changes, to Members of Council, at a future Special Meeting. Carried 7. Report EC 2020-02 of the Executive Committee held on March 2, 2020 7.1 Director, Community Services & Deputy CAO, Report CS 05-20 Vending Services Agreement - Naccaration Enterprises Limited Council Decision: 1. That the Mayor and City Clerk be authorized to execute a Vending Services Agreement with Naccaration Enterprises Limited as set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services & Deputy CAO 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. 7.2 Director, Finance & Treasurer, Report FIN 03-20 - 3 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm Statement of the Treasurer Respecting 2019 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Council Decision: It is recommended that Report FIN 03-20 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 2019 be received for information. 7.3 Director, City Development & CBO, Report PLN 03-20 Sustainable Pickering Year-in-Review Council Decision: That Report PLN 03-20 of the Director, City Development & CBO, on the release of the 2nd Annual Sustainable Pickering Year-in-Review, be received for information. Resolution # 256/20 Moved by Councillor Pickles Seconded by Councillor Brenner That Report EC 2020-02 of the Executive Committee Meeting held on March 2, 2020 be adopted. Carried 8. Report PD 2020-02 of the Planning & Development Committee held on March 2, 2020 8.1 Director, City Development & CBO, Report PLN 04-20 The Municipal Comprehensive Review of the Durham Regional Official Plan: Environment and Greenlands System Discussion Paper, September 2019 A question and answer period ensued pertaining to the declining bee population and whether the City was undertaking any initiatives to increase the population through pollinator gardens. Further questions were raised regarding complaints of people dumping waste into sewer systems, with Staff noting that this was enforced by the Region of Durham - 4 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm through their Sewer Use By-law and that Staff would pass along any comments for review to the Region of Durham. Resolution #257/20 Moved by Councillor Pickles Seconded by Councillor Brenner 1. a) That the goals for the Environment and Greenlands System in the current Regional Official Plan are still relevant and appropriate; b) That the policy framework where the natural environment and agricultural lands intersect be clarified; and, c) That the Regional Official Plan incorporate a climate change lens recognizing the impact climate change may have on the natural environment and infrastructure; 2. a) That policies be introduced in the Regional Official Plan that promote greater collaboration with conservation authorities respecting the investigation and implementation of mechanisms for the control of invasive species and pests throughout the Region; and, b) That policies be introduced in the Regional Official Plan that promote education programs that help to create an awareness of invasive species and pests present in the Region; 3. That policies that address the matter of excess soil/soil conservation be included in the Regional Official Plan in order that existing drainage patterns are maintained, sedimentation and erosion is mitigated, disturbance of landform characteristics are minimized, groundwater, watercourses and natural heritage features are protected, infrastructure is safeguarded, quality of soils is tested to ensure that human health and the environment is protected, and the impact of fill hauling on residents is mitigated; 4. That, if the Region adds policies in its Official Plan to restrict or limit the land application of septage (which is waste material removed from portable toilets, sewage holding tanks and septic systems), it is not clear what mechanism the Region would have to enforce such policies; - 5 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm 5. That policies regarding ecosystem compensation and valuation be included in the Regional Official Plan in order to address the socio- economic benefits and loss associated with natural heritage and hydrologic features and their functions due to development impacts; 6. a) That the Region consider requesting the Province to make resources available to Indigenous Peoples to facilitate the sharing of Traditional Ecological Knowledge; and, b) That the Region, through a coordinated consultation with the Indigenous communities within the Region, endeavour to provide guidance to local area municipalities in terms of who, and how, these communities can appropriately be consulted; 7. a) That, in the future, the Region provide financial support for the LEAF program (backyard tree planting program), and others as appropriate; and, b) That the Region continue and expand its support for environmental stewardship through financial resource contributions, and by including policy in the Regional Official Plan that encourages participation with local area municipalities, conservation authorities and others as appropriate; 8. That the Region continue to use the “Major Open Space” designation on non-prime agricultural lands, in the new Regional Official Plan; 9. a) That, since each “Waterfront Places” location within Durham is unique, the designation and delineation of Waterfront Places be dealt with as a local planning matter, similar to the approach for Local Centres; and, b) That the Waterfront Places symbols be removed from the Regional Official Plan, and that local municipalities be provided with greater discretion regarding the identification of areas for growth, and the distribution and density of development within their municipalities; 10. a) That an Open Space Linkages designation continue to be identified in the Regional Official Plan for the Rouge-Duffins Wildlife Corridor in Pickering, as it represents an east-west - 6 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm corridor for flora and fauna, as well as the location for trails for the movement of people; b) That the Region include policies that address the preparation of a “Rouge-Duffins Wildlife Corridor Management Plan” and establishes funding for ongoing maintenance and restoration of the Rouge-Duffins Wildlife Corridor in the Regional Official Plan; and, c) That the Waterfront Link north of the Pickering Nuclear Generating Station continue to be identified in the Regional Official Plan in recognition of its importance as an east-west corridor for flora and fauna, as well as for the movement of people; 11. a) That policies be included in the Regional Official Plan that establish separate tree canopy targets for urban and rural areas, following the identification of the current baseline; and, b) That the implementation of Regional Road tree planting be assumed by the Region to demonstrate their partnership in improving the tree canopy; 12. That if the Region decides to include targets for other natural heritage and hydrologic features in addition to woodlands in the Regional Official Plan, they consult with the conservation authorities and other appropriate experts; 13. That the Region leave it to the local area municipalities to include the more detailed policies prescribing minimum vegetation protection zones in their official plans; 14. a) That the Region adopt an “overlay” approach to identifying where key natural heritage and key hydrologic features form a component of the Natural Heritage System at the regional level; b) That appropriate policy language be included to allow for adjustments to the overlay where it is deemed appropriate by lower-tier municipalities in consultation with their conservation authorities through various means, such as site specific environmental impact studies, without the need for amendments to the Regional Official Plan; and, - 7 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm c) That the Region have an upper-tier level Natural Heritage System that primarily reflects the Provincial Natural Heritage System, and encourage area municipalities to maintain their own established natural heritage systems; 15. a) That, in considering policies and/or mapping related to wildland fire hazards, the Region identify areas of potential for hazardous forest types for wildland fire as a screening tool to inform development decisions, as well as for awareness and education; and, b) That the Region consider including wildland fire hazard policies in the Regional Official Plan in order to apply a consistent approach to mitigation as well as appropriate mitigation measures; 16. That the Region keep the current policies in the Regional Official Plan that provide guidance on the conveyance of land for natural heritage conservation as they adequately address the matter; 17. That the Region consider implementing policies that provide additional detail regarding the requirements for an Environmental Impact Study (EIS) that include, but are not limited to, the requirement that an EIS describe:  the mitigation, improvement and restoration measures to be used to address the environmental conditions to ensure that the proposed development or site alteration will have no adverse impacts on the natural heritage system or its related ecological functions;  the location and extent of the environmental features and functions that should be preserved; and,  the recommendations for appropriate buffers between the area of development or site alteration; 18. That the Region consider enhancing its definition of “sensitive uses” and including more detailed assessment information within the Regional Official Plan; 19. a) That the Region recognize the following additional sectors as being impacted by climate change: fisheries; finance and insurance; infrastructure; mental health; vulnerable - 8 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm populations; organizational risk management and emergency preparedness; summer recreation; and urban tree canopy health; b) That the Region understand that the City’s vision for climate change and adaptation for Durham is a holistic approach based on a framework for sustainability, wherein policies about climate change should address the following objectives: healthy environment; healthy economy; healthy society; responsible development; and responsible consumption; c) That the Region consider implementing policies that address the changing climate and methods, techniques and best practices for adaptation, mitigation and resiliency in the Regional Official Plan; d) That the Region introduce a policy in the Regional Official Plan identifying the advocacy role that it can play in adapting to climate change in collaboration with all levels of government and a wide variety of stakeholders; and, e) That the Region recognize the Rouge National Urban Park and its management objectives in the Regional Official Plan. Carried 9. Reports – New and Unfinished Business 9.1 Motion to Authorize Mayor Ryan’s absence and to Appoint a Deputy Mayor and Alternate Deputy Mayor Resolution #258/20 Moved by Councillor Cumming Seconded by Councillor Butt That the rules of procedure be suspended in order to allow the introduction of a motion pertaining to Mayor Ryan’s absence and to appoint a Deputy Mayor and Alternate Deputy Mayor. Carried on a Two-Thirds Vote - 9 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm A discussion period ensued regarding the process and timelines for appointing a Deputy Mayor under existing City Policy and what had led to the proposed appointments in the draft motion and the reasons for appointing Members outside the provisions of the Policy. Deputy Mayor Ashe stated that it was the desire of Mayor Ryan to ensure continuity in light of these uncertain times and that the alternate member was being addressed in the event that both Mayor Ryan and the Deputy Mayor were unable to act which was also being suggested to ensure business continuity. Further discussion ensued regarding the current Policy as it pertains to an Acting and Deputy Mayor and the City Clerk was requested to look into tightening up the existing language and to bring back recommendations to Council as it pertains to the Deputy Mayor and Acting Mayor processes. Discussion ensued regarding the importance of communications between all Members of Council and the need to work together as a team especially during these times. Resolution # 259/20 Moved by Councillor Cumming Seconded by Councillor Butt Whereas Section 259 (1) of the Municipal Act, 2001, provides that the office of a member of council of a municipality becomes vacant if the member, in part, is absent from the meetings of council for three successive months without being authorized to do so by a resolution of council; And Whereas Section 242 provides that a municipality may, by by-law or resolution, appoint a member of the council to act in the place of the head of council or other member of council designated to preside at meetings in the municipality’s procedure by-law when the head of council or designated member is absent or refuses to act or the office is vacant, and while so acting such member has all the powers and duties of the head of council or designated member, as the case may be, with respect to the role of presiding at meetings; And Whereas City of Pickering Policy ADM 045 provides for the definition of a Deputy Mayor and outlines the process in which a Deputy Mayor is appointed; And Whereas the Province of Ontario has declared a state of emergency due to the COVID-19 Pandemic and the City of Pickering has subsequently opened its Emergency Operations Centre, as there is a critical need to ensure the continuity of leadership and key decision making to allow critical business and operations to - 10 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm continue and also ensure that the best interests of residents and the community are looked after during this unprecedented time of crisis and uncertainty; Now therefore be it resolved that the Council of The Corporation of the City of Pickering: 1. Authorizes Mayor Ryan to be absent from meetings of Committee and Council beyond three successive months; 2. That notwithstanding the provisions of Policy ADM 045, Council Appointments to Committees, Councillor Kevin Ashe be appointed as Deputy Mayor for the remainder of the term until November 14, 2022 and while so acting as the Deputy Mayor, shall have all the powers and authorities of the Mayor; 3. That in the event that Deputy Mayor Ashe is unable to act, that Councillor David Pickles be appointed as the alternate Deputy Mayor, with all the associated powers and duties, until such time that Deputy Mayor Ashe is able to resume his duties; 4. That Councillor Maurice Brenner continue as the appointed alternate member to the Council of the Regional Municipality of Durham in accordance with section 04.09 of the City’s Procedure By-law; and, that the Council of the Regional Municipality of Durham be requested to expand his duties to include attendance and voting rights at Committee of the Whole and any Standing Committee that Mayor Ryan was appointed to and any other duties afforded to a Regional Councillor for the remainder of the term (November 14, 2022) or until Mayor Ryan is able to resume his duties, whichever comes first; and, 5. That a copy of this Resolution be provided to the Regional Clerk of the Regional Municipality of Durham. Carried Later in the Meeting (See Following Motion) Resolution #260/20 Moved by Councillor McLean Seconded by Councillor Brenner That Item 3 of the main motion be amended to read as follows: 3. That in the event that Deputy Mayor Ashe is unable to act, that the alternative Deputy Mayor be appointed in accordance with City Policy ADM - 11 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm 045, being Councillor Bill McLean and subsequently Councillor David Pickles until such time that Deputy Mayor Ashe is able to resume his duties. Motion Lost on a Recorded Vote as Follows: Yes Councillor McLean No Councillor Brenner Councillor Butt Councillor Cumming Councillor Pickles Deputy Mayor Ashe The Main Motion was then Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Butt Councillor Cumming Councillor Pickles Deputy Mayor Ashe No Councillor McLean 9.2 Correspondence from AMO regarding COVID-19 Update Resolution #261/20 Moved by Councillor Brenner Seconded by Councillor Cumming That the rules of procedure be suspended in order to allow the introduction of correspondence from AMO regarding COVID-19 update. Carried on a Two-Thirds Vote Resolution #262/20 Moved by Councillor Brenner Seconded by Councillor Cumming 1. That Correspondence from AMO, dated March 17, 2020, regarding AMO COVID-19 Update: Emergency Management and Civil Protection Act Invoked be received and endorsed; and, - 12 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm 2. That a copy of this resolution be sent to the Premier of Ontario, Pickering Uxbridge MPP, the Honourable Peter Bethlenfalvy and Durham Region Council. Carried 9.3 Pickering Nuclear Safety Restriction Zone Resolution # 263/20 Moved by Councillor Cumming Seconded by Councillor McLean That the rules of procedure be suspended in order to allow the introduction of a motion regarding the Pickering Nuclear Safety Restriction Zone. Motion Lost on a Recorded Tie Vote as Follows: Yes Councillor Brenner Councillor Cumming Councillor McLean No Councillor Butt Councillor Pickles Deputy Mayor Ashe 10. By-laws 10.1 By-law 7746/20 Being a by-law to provide for a prompt and coordinated response to an emergency. Resolution # 264/20 Moved by Councillor Pickles Seconded by Councillor Butt That By-law No. 7746/20 be approved. Carried 11. Other Business 11.1 Councillor Cumming gave notice that he would be bringing forward a Notice of Motion regarding the Pickering Nuclear Safety Restriction Zone, at a future - 13 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm regular Council Meeting, as it pertains to opposing any minor variances within the exclusionary zone. 11.2 Councillor Brenner requested that Staff review and re-visit the priorities discussed at the Strategic Planning Session held on March 9, 2020 in light of the COVID-19 pandemic, and the potential impacts to the City’s revenues, particularly as it pertains to the possible delay of the opening of the casino. Councillor Brenner also reiterated the importance of one of the identified priorities, being a high frequency rail line, and the importance of this initiative as it will service the employment corridor lands in North Pickering and will drive the economic base for the City. 11.3 Councillor Pickles requested clarification pertaining to the April Committee and Council meetings. Susan Cassel, City Clerk, advised Council that regularly scheduled Committee and Council meetings have been cancelled for April, but that placeholders had been put in place for April 6 and 27 to allow for Special Council Meetings if required. Ms. Cassel also advised that Clerk’s Office Staff are working to get notices out to advise interested parties of the Planning & Development Committee meeting cancellation for April 6, 2020. 12. Confirmation By-law By-law Number 7747/20 Councillor Brenner, seconded by Councillor Butt moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of March 18, 2020. Carried 13. Adjournment Moved by Councillor Butt Seconded by Councillor Pickles That the meeting be adjourned. Carried The meeting adjourned at 2:56 pm. Dated this 18th of March 2020. - 14 - Council Meeting Minutes March 18, 2020 Council Chambers 2:00 pm Kevin Ashe, Deputy Mayor Susan Cassel, City Clerk - 15 - Special Council Meeting Minutes March 18, 2020 Main Committee Room 3:00 pm Present: Deputy Mayor Kevin Ashe Councillors: D. Pickles Absent: Mayor David Ryan Also Present: J. Eddy - Director, Human Resources S. Cassel - City Clerk M. Brenner S. Butt I. Cumming B. McLean 1. Disclosure of Interest No disclosures of interest were noted. 2. In Camera Matters Resolution # 265/20 Moved by Councillor Cumming Seconded by Councillor Pickles That Council move into closed session in accordance with the provisions of Section 239 (2) of the Municipal Act and Procedural By-law 7665/18, in that the matters to be discussed relate to: b) personal matters about an identifiable individual, including municipal or local board employees. Carried 2.1 Re: Personal Matters This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] - 16 - Special Council Meeting Minutes March 18, 2020 Main Committee Room 3:00 pm Resolution # 266/20 Moved by Councillor Cumming Seconded by Councillor Pickles That Council rise and ratify the recommendations from the closed session. Carried 4. Confirmation By-law By-law Number 7748/20 Councillor Cumming, seconded by Councillor Butt moved for leave to introduce a by-law of the City of Pickering to confirm the proceedings of March 18, 2020. Carried 5. Adjournment Moved by Councillor Cumming Seconded by Councillor Pickles That the meeting be adjourned. Carried The meeting adjourned at 4:01 p.m. Dated this 18th of March, 2020. Kevin Ashe, Deputy Mayor Susan Cassel, City Clerk - 17 - Special Council Meeting Minutes March 23, 2020 Main Committee Room 2:00 pm Present: Deputy Mayor Kevin Ashe Councillors: D. Pickles Absent: Mayor David Ryan Also Present: T. Prevedel - Chief Administrative Officer M. Carpino - Director, Community Services & Deputy CAO K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor J. Eddy - Director, Human Resources F. Jadoon - Director, Economic Development & Strategic Projects R. Holborn - Director, Engineering Services S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk D. Quaife - Division Head, Information Technology L. Harker - Deputy Clerk M. Brenner S. Butt I. Cumming B. McLean - participated electronically via telephone in accordance with By-law 7749/20 1. Disclosure of Interest No disclosures of interest were noted. Resolution # 267/20 Moved by Councillor Cumming Seconded by Councillor Brenner That the order of the agenda be changed to hear Item 3.1, By-law 7749/20, as the next item of business. Carried 3. By-laws - 18 - Special Council Meeting Minutes March 23, 2020 Main Committee Room 2:00 pm 3.1 By-law 7749/20 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 Resolution # 268/20 Moved by Councillor Cumming Seconded by Councillor Brenner That By-law No. 7749/20 be approved. Carried 2. In Camera Matters Resolution # 269/20 Moved by Councillor Brenner Seconded by Councillor Butt That Council move into closed session in accordance with the provisions of Section 239 (2) of the Municipal Act and Procedural By-law 7665/18, in that the matters to be discussed relate to: 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; and, k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Carried 2.1 Verbal Update from the CAO and City Solicitor Re: Update on Land Purchase with IO within the Innovation Corridor - 19 - Special Council Meeting Minutes March 23, 2020 Main Committee Room 2:00 pm This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] 2.2 Verbal Update from the City Solicitor and Deputy Mayor Re: City Centre Project Agreements This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] 2.3 Verbal Update from the Director, Human Resources and Deputy Mayor Re: Personal Matter This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Resolution # 270/20 Moved by Councillor Pickles Seconded by Councillor Cumming That Council rise from the closed session. Carried 4. Confirmation By-law By-law Number 7750/20 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 23, 2020. Carried 5. Adjournment Moved by Councillor McLean Seconded by Councillor Butt That the meeting be adjourned. Carried - 20 - Special Council Meeting Minutes March 23, 2020 Main Committee Room 2:00 pm The meeting adjourned at 4:36 p.m. Dated this 23rd of March, 2020. Kevin Ashe, Deputy Mayor Susan Cassel, City Clerk - 21 - Town ofWhitby575 Rossland Road EastWhitby, ON L1 N 2M8 ^ A ^a •.905.430.4300whitby.caMarch 13,2020Via Email:Honourable Doug FordPremier of Ontariopremier@gntariQ,caRe: Provincial Electric Vehicle Rebate ProgramPlease be advised that at a meeting held on March 9, 2020, the Council of the Town ofWhitby adopted the following as Resolution # 41-20:1. That the Council of the Town of Whitby requests that the Provincial Governmentre-establish an electric vehicle rebate program to encourage consumers topurchase zero emissions vehicles; and,2. That a copy of this resolution be sent to the Minister of Transportation, theMinister of the Environment, Conservation and Parks, the Minister of Finance, thelocal M.P.P., the local M.P., and Durham Region municipalities.Should you require further information, please do not hesitate to contact the PublicWorks Department at 90^430.4307.^^—-7Kevin NarrawayManager of Legislative Services/Deputy ClerkCopy: S. Beale, Commissioner of Public Works - beales@whitby.caS. Klein, Director of Strategic Initiatives - klein@whitby.caHonourable Caroline Mulroney, Minister of Transportation -carol ine.mulronev@pc.ola,orgHonourable JeffYurek, Minister of the Environment, Conservation and Parks -ieff.vurek@pc.ola.orgHonourable Rod Phillips, Minister of Finance - rod.phillips@)pc.ola.orqLorne Coe, M.P.P. - lorne.coe@pc.ola.orgCorr. 06-20- 22 - Ryan Turnbull, M.P. - Rvan.Turnbull@parl.gc.caN. Cooper, Director of Legislative and Information services, Town ofAjax-clerks@ajax.caB. Jamieson, Township of Brock - biamieson(a)townshipofbrock.caA. Greentree, Municipal Clerk, Municipality of Clarington - clerks@clarington.netM. Medeiros, City Clerk, City of Oshawa - mmedeiros@5oshawa.caS. Cassel, City Clerk, City of Pickering - clerks@pickering.caJ. Newman, Municipal Clerk, Township of Scugog - jnewman@scugoci.caD. Leroux, Clerk, Township of Uxbridge - dleroux@town.uxbridge.on.ca- 23 - 2 April 2020 To the Acting Mayor and Councillors of the City of Pickering. Subsequent to a Freedom of Information request submitted to the City by a Pickering resident in December,2019, we have become aware of a very troubling initiative at City Hall. In 2019, members of City staff began soliciting hefty financial contributions from various sources, specifically to help fund a study to rebut the findings of Land Over Landings’ agricultural economics study.Our commissioned report, A Future for the Lands, contained a road map to a prosperous future for the Federal Lands based on agriculture and agri-tourism, rather than on an airport.The discovery of the City’s initiative is troubling for many reasons. An unhealthy amount of attention had already been paid to Land Over Landings in a telephone survey developed for the City by Proof Inc./Environ-ics Analytics in late spring, 2018, just after our study’s release. The survey purported to be about the eco-nomic potential of the 407 Corridor but, after the first question, was all about an airport. Land Over Landings and our agricultural study were referred to obliquely or directly in a number of questions. Our organization figured by name on two multiple-choice lists to do with credibility and trust/distrust. Now, we have learned this:Jan. 30, 2019 – Pickering’s CAO e-mails Markham’s CAO, York Region’s CAO, and Durham Region’s CAO about plans for the GTA East Aerotropolis event on April 9, adding: “You may recall that we talked about undertaking an Economic Impact Study for the Aerotropolis area to assist in rebutting the agricultural reportprepared by Land Over Landings. So, we need some funding to cover the cost of this work, which is esti-mated to be $80,000. Would you be able to assist us by contributing $20,000 each to help defray the cost.”Jan. 31 – Durham’s CAO responds: “We would be happy to contribute $20k. [The Region’s Corporate PolicyDirector] has given some thought to terms of reference for such a study as Durham was interested in the information.” Mar. 12 – In an e-mail exchange (subject: “Toronto East Aerotropolis”), Pickering’s Director of Economic Development tells [name and affiliation redacted, but it appears to be the Region of York’s Director of Economic Strategy Planning & Economic Development] that he hopes York Region “will still help to fund this project. The study will look at more than just Pickering….” He adds: “I understand Markham’s reasoningbehind not being able to fund the study. However, the price tag was not significant.”Mar. 13 – In an e-mail (subject: “Funding Partnership-Aerotropolis”), Pickering’s CAO follows up on a requestfor a contribution: “Just checking in to confirm that [redacted] is still good for a $20,000 contribution to thestudy we want to initiate to illustrate the economic benefits of the proposed airport versus the Land overLandings report on agriculture.” The recipient [name and affiliation redacted] replies, “We’re in.” Mar. 22-26 – E-mails show Pickering’s CAO and the Director of Economic Development interacting with an individual [name and affiliation redacted] who has made a contribution “towards our Toronto EastAerotropolis Project.” Cheque to be made out to “City of Pickering.” 4560 Sideline 22, R.R. #5, Claremont ON L1Y 1A2 / landoverlanding@gmail.com / 905-649-2433 Corr. 07-20 - 24 - This rebuttal study, in particular, raises many questions that require answers:1.Was the rebuttal study an initiative approved by Pickering Council?2.Did Council authorize the solicitation of $20,000 contributions from York and Durham regions,Markham, and (apparently) private organizations?3.Was the study undertaken?4.If the study was undertaken, was it sole-sourced?5.Was a report completed and submitted? Have you seen it?6.How was the accounting done?7.If nothing came of this initiative, what happened to the financial contributions?8.Where are the financial contributions recorded?9.Was Council even aware of the initiative?This project seems to have been an adjunct of the $150,000 project that Council approved in May, 2018, to“undertake the Community Engagement on Economic Impact & Employment – 407 Corridor” ($58,704 tocome from the Development Charges – Administration Studies Reserve Fund, and $91,296 to come from the Seaton Application Fee Reserve). Proof Inc. (and parent company Environics Analytics) were retained withindays to “execute a comprehensive community engagement program.” The $150,000 seem to have gone toProof. But the project’s focus was not on the 407 Corridor. It was on an airport. Why was the City spending significant money on, and soliciting outside funding for, projects related to anairport whose approval by Ottawa was unlikely at best? The current pandemic is opening eyes to the critical importance of supporting and expanding local food production, so it is deeply disappointing to learn that our own municipal government was/is attempting to discredit the work of a local, well-respected volunteer organization because it promotes a vision for north Pickering that would improve residents’ health and quality of life and significantly increase their food security.Our study shows that agriculture (chiefly food production) and agri-tourism on the Lands would add over2,000 sustainable jobs and over $230 million annually to our economy – and that Pickering (and other communities) could start enjoying those benefits soon. The study’s vision includes urgently needed start-upopportunities and training for new farmers, and a research centre whose work is focussed on best agricultural practices in a time of climate change. It points out that Pickering now has within its borders the gift of a national park (primarily thanks to the tireless efforts over many years of local citizens’ groups and MPs). Pickering should be working to exploit this extraordinary economic opportunity, not trying to counter and invalidate a study that recognizes the opportunity and promotes a way to use it to best advantage. We respectfully request a prompt and detailed reply to our questions in this letter and in the attached addendum and we thank you for your attention to these matters. Sincerely, Mary DelaneyChair, Land Over Landings Addendum:Questions regarding the Survey... – 2 – - 25 - ADDENDUM to Letter of 2 April 2020from Land Over Landings Questions regarding the Survey conducted by Proof Inc./Environics Analytics On July 5, 2018, a resident who had contacted the City of Pickering to learn more about a telephone surveythat had just taken place was advised by the Manager of Business Development & Public Affairs, Office of the Mayor, that those surveyed were “a sampling of 500 residents to collect their thoughts and opinions withrespect to the proposed airport, economic development, agriculture, and other local issues.” As the survey itself makes clear, its prime focus was the “proposed airport.” Anything else was incidental. The resident was advised that “550 surveys were completed. 175 were allocated to Ward 1, 175 were allocated to Ward 2, and 200 were allocated to Ward 3.” The survey, “commenced on the week of June25th,” was expected to take two weeks and “will be fully funded through the Development Charges – Administration Studies Reserve Fund and the Seaton Application Fee Reserve.”On July 16, the same manager wrote to the same resident that “the combined research work, which includesthe telephone surveying, analysis, and insights work, is estimated to be $80,000.”We have forwarded a pdf of the survey as a separate attachment in the covering e-mail to the City. Our questions:1.How was the survey funded?2.How much did this large-type, 8-page survey (of which 2 pages are virtually boilerplate) actuallycost to develop, conduct, analyse, and gain “insights” from?3.Was the survey presented in a transparent manner to Council and to the public?4.Was Council informed of, or given access to, the survey’s results?5.What were those results?6.How were the results used to benefit Pickering and its taxpayers, and how was the benefitmeasured? While City staff have provided assurances that the “community engagement” project was not funded fromtax revenue, the funds that were used, wherever they came from, could have been allocated to projects offar greater benefit to Pickering’s residents that the promotion of an unapproved airport. And now we havethe recently released KPMG study report to back up that statement. The report was conclusive on the matterof airport supply and demand, stating, many times over, that no new airport will be needed for southern Ontario before 2036 or in 2036 (the horizon of the study), when airport capacity will still outstrip the fore-casted increase in demand by a huge margin. Attachment #1 to Corr. 07-20 - 26 - Warm-up Q1. What, in your opinion, is the single most important local issue facing the City of Pickering today? DO NOT READ CODE LIST 01 – Environment/pollution/climate change 02 – Education 03 – Economy/unemployment/jobs 04 – Taxes 05 – Infrastructure/roads 06 – Crime/law/order 07 – Poor government/leadership 08 – Housing costs/property issues 09 – Energy/hydro/energy/electricity 10 – Building an airport 97 – Other (specify): ________________ 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Awareness and Support Q2. Have you seen, read or heard anything within the past six months about building an airport in Pickering? 01 – Yes 02 – No 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Read statement: As you may know, a portion of land was set aside more than 40 years ago by the Federal Government to build an airport in the City of Pickering. Recently the City of Pickering has stated that it supports building an airport on these lands, while some in the community are opposed to using lands for that purpose. Q3. Based on what you know about this project, do you support or oppose having an airport built in the City of Pickering? 01 – Strongly support 02 – Somewhat support 03 – Somewhat oppose 04 – Strongly oppose 98 – DK/NA (Do not read) 99 – No opinion (Do not read) IF Q3 = 01/02 - 27 - Page 2 of 8 Q4a. What is the main reason you [strongly/somewhat] support the project? (text open end) IF Q5 = 03/04 Q4b. What is the main reason you [strongly/somewhat] oppose the project? (text open end) Perceptions of the Airport Q5. For each of the following, please indicate whether or not you consider this to be _____ (READ ITEMS FROM COLUMN LIST) of having an airport in Pickering: (Randomize order) a)Jobs for Pickering residents during construction of the airport b)Jobs for Pickering residents once the airport is operating c)More commercial and passenger traffic through the City of Pickering d)Greater interest from businesses wanting to set up offices in Pickering e)Investment in local businesses and sectors such as high tech and innovation f)Growth in tourism and hospitality industries in Pickering COLUMNS 01 - A significant benefit 02 - Somewhat of a benefit 03 - Not much of a benefit 04 - No benefit at all 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Q6. And how concerned are you about each of the following things that could result from building an airport in Pickering? Are you… (Randomize order) 01 – Noise from airplane traffic 02 – Additional traffic congestion 03 – Loss of farmland 04 – Decrease in property values 05 – Air pollution/emissions from additional air and vehicle traffic COLUMNS 01 - Very concerned 02 - Somewhat concerned 03 - Not very concerned - 28 - Page 3 of 8 04 - Not at all concerned 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Q7. Do you strongly agree, somewhat agree, somewhat disagree, or strongly disagree with the following statements: (Randomize order) A. I am concerned about noise from airplanes landing and taking off B. The airport will decrease local property values C. The federal lands would be better used for agriculture than for building an airport D. The Greater Toronto Area needs another airport to meet the growing needs for personal and commercial air transportation E. Building an airport will create more local jobs for Pickering residents F. The airport will make Pickering a less attractive place to live for potential residents G. There are already enough airports in and around the Greater Toronto Area H. Because so much farmland has already been lost to development, it is important to preserve remaining agricultural lands COLUMNS 01 - Strongly agree 02 - Somewhat agree 03 - Somewhat disagree 04 - Strongly disagree 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Q8. Do the following considerations make you much less likely, somewhat less likely, somewhat more likely, or much more likely to support an airport in Pickering? (Randomize order) A. The airport will drive economic development and job creation in the City of Pickering. B. The project will bring investment for local transportation, high-tech and innovation sectors. C. New jobs in the region resulting from the airport being built will mean more residents can work close to home. D. 9,000 acres of productive farmland will be lost if the airport is built COLUMNS 01 – Much less likely 02 – Somewhat less likely 03 – Somewhat more likely 04 – Much more likely 05 – Makes no difference (do not read) 98 – DK/NA (Do not read) 99 – No opinion (Do not read) - 29 - Page 4 of 8 Q9. Are you aware of any studies that have been released recently about the Federal airport lands in Pickering? 01 – Yes, I am aware there have been studies released about the lands 02 – No, I don’t know about any studies that have been released about the lands 98 – DK/NA (Do not read) 99 – No opinion (Do not read) IF 01 in Q9 Q10. Based on your knowledge of these studies, have their results mostly been in favour of or opposed to the construction of an airport on the federal lands in question? 01 – The studies have mostly been in favour of building an airport 02 – The studies have mostly been opposed to the building of an airport and in favour of another use of the lands (like agriculture) 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Q11. Which of the following statements is closest to your personal point of view? ROTATE 01 - Some/Other people in and around the City of Pickering are in favour of building an airport on land that was set aside by the Federal Government more than 40 years ago, because an airport has the potential to create jobs and bring industry to the City and Region. 02 - Other/Some people oppose using the federal land set aside by the Federal Government more than 40 years ago to build an airport in Pickering because it is classified as productive farmland that could be used to create jobs and food through agriculture. 03 - Don’t know (do not read) Post-test Q12. To review, based on what you know about this project, do you support or oppose having an airport built in the City of Pickering? 01 – Strongly support 02 – Somewhat support 03 – Somewhat oppose 04 – Strongly oppose 98 – DK/NA (Do not read) 99 – No opinion (Do not read) - 30 - Page 5 of 8 IF “SUPPORT (01/02)” IN Q3 AND “OPPOSE (03/04)” IN Q12 Q13a. What is the main reason you now oppose an airport in Pickering? OPEN END IF “OPPOSE (03/04)” in Q3 AND “SUPPORT (01/02)” IN Q12 Q13b. What is the main reason you now support an airport in Pickering? OPEN END IF SUPPORT/OPPOSE REMAINS THE SAME IN BOTH Q3 AND Q12, DO NOT ASK Q13A OR 13B Q14. What is your primary source of information about local issues in Pickering, including the discussion about building an airport? DO NOT READ CODE LIST 01 – Local newspapers – print or online version (Pickering News, DurhamRegion.com…) 02 – Television news 03 – Information from local Council (including Newsletters, City Website…) 04 – Websites and Newsletters of local organizations (e.g. Lands over Landings) 05 – Social Media 06 – Word of mouth 97 – Other (specify): ________________ 98 – DK/NA (Do not read) 99 – No opinion (Do not read) IF Q14=05 Q15. Which of the following social media channels do you use to learn about local issues in Pickering? READ - SELECT ALL THAT APPLY 01 – Facebook 02 - YouTube 03 – Instagram 04 – Twitter 05 – LinkedIn 06 – Reddit 07 – Google+ 97 – Other (specify): ________________ 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Values/Trust Q16. Do you consider the following to be a credible source of information about local issues, like the airport project? - 31 - Page 6 of 8 (READ – RANDOMIZE 01-07, Select all that apply) 01 - The City of Pickering 02 - My local City Councillor 03 - Advocacy groups, like Land over Landings 04 – The Mayor of Pickering 05 – My Federal Member of Parliament 06 – Local Media/Newspapers 07 – Business groups, like the Ajax-Pickering Board of Trade 97 – Other (specify): ________________ 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Q17. Using a 7-point scale where 1 means you strongly distrust this person or organization and a 7 means you completely trust them, please indicate to what extent you trust or distrust the following people or organizations when it comes to influencing decisions that affect development in your area? READ – RANDOMIZE A) Issue-specific organizations (IF ASKED: Such as Land over Landings) B) City of Pickering employees C) Elected officials, such as the mayor and city councillors D) Outside experts COLUMNS 1 – Strongly distrust 2 3 4 5 6 7 - Completely trust 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Q18. Please indicate if you strongly agree, somewhat agree, somewhat disagree or strongly disagree with the following statements: READ - RANDOMIZE A) I prefer to live in a place where things are always changing B) I feel most comfortable living in a place where everyone is similar to me C) I worry a great deal about how changes to my neighbourhood could negatively affect property values - 32 - Page 7 of 8 COLUMNS 01 – Strongly agree 02 – Somewhat agree 03 – Somewhat disagree 04 – Strongly disagree 98 – DK/NA (Do not read) 99 – No opinion (Do not read) Demographics We have just a few final questions for you that will help us analyze the results of this survey. D1. In what year were you born? (Record year) Valid range: 1910 – 1999 99 – Refused/no response (Do not read) D2. For how many years have you lived in Pickering? (Record year) Valid range: 0-100 years 98 – DK/NA (Do not read) 99 – No opinion (Do not read) D3. Which of the following categories best describes your total household income? That is, the total income of all persons in your household combined, before taxes for 2017? 01 – Less than $40,000 02 – $40,000 to $59,999 03 – $60,000 to $79,999 04 – $80,000 to $99,999 05 – $100,000 to $149,999 06 – $150,000 or more 99 – Refused/no response (do not read) D4. What is the highest level of formal education that you have completed? (Read list) 01 - High school or less 02 - Some community college, vocational, trade school 03 - Completed community college, vocational, trade school 04 - Some university 05 - Completed undergraduate degree - 33 - Page 8 of 8 06 - Completed graduate/professional degree 99 – Refused/no response (do not read) D5. Including yourself, how many people live in your household? (Numeric open end, range 0 to 10) 99 – Refused/no response (do not read) IF D5 > 1 D6. How many children under 18 live in your household? (Numeric open end, range 0 to 10) 99 – Refused/no response (do not read) D7. Which of the following categories best describes your current employment status? (Read list) 01 - Working full-time, that is, 35 or more hours per week 02 - Working part-time, that is, less than 35 hours per week 03 - Self-employed 04 - Unemployed, but looking for work 05 - A student 06 - Retired 07 - Not in the workforce 97 - Other (do not specify) 99 – Refused/no response (do not read) IF D7=01, 02, 03, 05 D8. Do you commute outside of Pickering for (IF D8=01-03) work/(IF D8=05) school, or is your (IF D8=01- 03) workplace/(IF D8=05) school located in the City of Pickering? 01 - Commute outside of Pickering 02 - My workplace/school is located in Pickering 99 – Refused/no response (do not read) End - 34 - April 17, 2020 AMO COVID Update – Staff Reassignment Flexibility Provided The Ontario government has announced support to municipalities through an order O. Reg. 157/20 under the Emergency Management and Civil Protection Act (EMCPA) to provide municipal government with the flexibility for redeployment and other measures where there is local need during the outbreak including child care, social assistance, and by-law enforcement. A similar order (O. Reg. 154/20) has been issued for District Social Service Administration Boards (DSSABs). This order is temporary during the time of the declared provincial emergency and should be considered as an additional tool to assist municipal employers specifically in responding to the COVID-19 emergency. Municipalities or DSSABs will need to determine where there is a local need for staffing to deliver particular services. All other provincial orders, provincial legislation such as the Occupational Health and Safety Act and existing rights under the Employment Standards Act, as well as any guidance and safety standards prescribed by the Ontario government for COVID -19 are to be followed. Employers are responsible for ensuring that any staff reassigned to the new duties have the required training and skills. The orders specify conditions under which the authority can be exercised. This includes requiring a municipality to provide at least 24 hours of advance notice to affected bargaining units before implementing a redeployment plan. To exercise this authority, if it hasn’t already, a municipality will need to declare an emergency under Section 4 of the EMCPA concurrent with this order. The authority provided for in this order includes the ability for municipalities to redeploy certain of their staff within the same employer or to employ volunteers to perform bargaining unit work, cancel leaves and change assignment of work, for those priority services listed in the order. While it provides new, temporary authority, it is not a substitute for constructive and respectful discussions with bargaining agents and potentially affected staff. As is also noted clearly in the order, this authority is for “reasonably necessary” measures which means use of the authority must be proportionate to the situation at hand. Corr. 08-20 - 35 - Ultimately, the way in which this temporary authority is used will influence an employer’s future relationship with employees and bargaining agents. This order O. Reg. 157/20 does not apply to paramedic services. Rather, the Province has provided municipal and DSSAB paramedics services the ability to hire and assign college students who have not yet completed exams or graduated, to provide services where needed that are appropriate to their competence level and scope of practice. It also does not apply to water and wastewater services, public health, or municipal long-term care services which are covered in other orders under the Act. It does not apply to fire services. The Honourable Steve Clark, Minister of Municipal Affairs and Housing, has sent a letter to all Heads of Council regarding this order and can be viewed here. Electricity Disconnection Ban Expanded On March 19, 2020, the Ontario Energy Board (OEB) extended the ban on electricity disconnections for non-payment for residential customers to July 31, 2020. Now low- volume and small business customers (those who pay time-of-use or tiered electricity prices) will also be protected by the ban during this period. OEB made this change to ensure the risk of loss of electricity service, on account of arrears, would not be an added source of uncertainty at this time. A number of local electricity distributors have taken additional steps to support their customers by waiving certain charges and making special payment arrangements during this difficult time. Contact or visit your electricity distributor’s website for more information about programs it may have put in place. Visit oeb.ca for the latest updates from the Ontario Energy Board on measures it is taking in response to the COVID-19 pandemic. AMO’s COVID-19 Resources page is being updated continually so you can find critical information in one place. Please send any of your municipally related pandemic questions to covid19@amo.on.ca. *Disclaimer: The Association of Municipalities of Ontario (AMO) is unable to provide any warranty regarding the accuracy or completeness of third-party submissions. Distribution of these items does not imply an endorsement of the views, information or services mentioned. Please consider the environment before printing this. Association of Municipalities of Ontario 200 University Ave. Suite 801,Toronto ON Canada M5H 3C6 Wish to Adjust your AMO Communication Preferences ? Click Here - 36 - Ministry of Municipal Affairs and Housing Ministère des Affaires municipales et du Logement Office of the Minister 777 Bay Street, 17th Floor Toronto ON M7A 2J3 Tel.: 416 585-7000 Bureau du ministre 777, rue Bay, 17e étage Toronto ON M7A 2J3 Tél.: 416 585-7000 234-2020-1284 April 16, 2020 Dear Head of Council: As you know, on March 17, 2020, our government declared a provincial emergency pursuant to the authority granted under the Emergency Management and Civil Protection Act (EMCPA). I am writing to update you that on April 16, 2020, our government issued an emergency order under the EMCPA (O. Reg. 157/20) to provide municipalities with the flexibility to deploy certain of their staff to where they are needed most. At this critical time, it is important that municipalities continue to work collaboratively and engage in good faith with their bargaining agents. The order is effective immediately and we intend for it to remain in effect for the duration of the declared provincial emergency. I know that these are challenging times for municipalities, particularly as the situation around us changes so quickly. In these unprecedented times, I have heard a strong and consistent message from municipalities and numerous sector organizations that the authority to enable work deployment similar to what has been provided by the Province for hospitals and public health units is urgently needed to ensure continuity of critical services. I thank you for sharing these concerns. We have heard you and have worked quickly to issue this order. This order is a temporary measure and provides your municipality – as an employer – the authority to take any reasonable measure necessary to respond to COVID-19 with respect to internal work deployment. In order to exercise this authority, if it hasn’t already, the municipality will need to also declare an emergency under section 4 of the EMCPA concurrent with this order. The authority provided for in this order includes the ability for municipalities to redeploy certain of their staff within the same employer or to employ volunteers to perform bargaining unit work, cancel leaves and change assignment of work, for those priority services listed in the order. The orders specify conditions under which the authority can be exercised. This includes requiring a municipality to provide at least 24 hours of advance notice to affected bargaining units before implementing a redeployment plan. The Occupational Health and Safety Act and existing rights under the Employment Standards Act will continue to apply. Municipalities, as employers, are required to comply with all provincial orders, as Attachment #1 to Corr. 08-20 - 37 - Head of Council Page 2 well as any guidance and safety standards prescribed by the province for COVID-19. They are also responsible for ensuring that any staff being reassigned to new duties have the required training and skills. Full details of the orders can be reviewed online at Ontario.ca/alert. I want to acknowledge and applaud the proactive efforts that many municipalities have already taken to engage in good faith with their bargaining agents to keep their staff employed and safe, and to establish local arrangements to redeploy employees to high- need areas. I would also encourage municipalities to continue leveraging their existing authorities as employers and building on pre-existing relationships and structures with your bargaining agent partners, such as joint health and safety committees, to address staffing needs and allocate resources. Moreover, as you and others in your organization consider whether and how you will exercise the authority under the emergency order, I would ask that you maintain the following important objectives: • In making staffing decisions, first provide opportunity for full-time work to existing part-time staff before seeking out and employing extra full-time staff from outside your organization. • In redeploying staff, should there be a difference in the terms and conditions of work, in the different departments of the organization, the expectation is that staff will not receive a lower wage than their home position. Municipalities are encouraged to review this and other applicable orders (available on the Government’s Emergency Information webpage at: Ontario.ca/alert) and work with their legal counsel for advice and understanding of the flexibility it provides to you in managing your organizations. If your municipality chooses to implement the authority in these orders, I would ask that you keep my staff apprised by letting your local Municipal Services Office know when you use it. If your municipality has any further questions regarding this order, we encourage contacting your local Municipal Services Office. I thank you for your continued support and collaboration in these challenging times. This collaborative relationship is critical at all times, and never more so than during this emergency. - 38 - Head of Council Page 3 Visit Ontario’s website to learn more about how the province continues to protect Ontarians from COVID-19 Sincerely, Steve Clark Minister of Municipal Affairs and Housing c: Chief Administrative Officers Municipal Clerks Kate Manson-Smith, Deputy Minister of Municipal Affairs and Housing Brian Rosborough, Executive Director, Association of Municipalities of Ontario Cam Guthrie, Chair, Large Urban Mayor’s Caucus of Ontario Karen Redman, Chair, Mayors and Regional Chairs of Ontario Jane Albright, President, Ontario Municipal Human Resources Association - 39 - Report to Council Report Number: CS 11-20 Date: April 27, 2020 From: Marisa Carpino Director, Community Services & Deputy CAO Subject: Dr. Nelson F. Tomlinson Community Centre Management Agreement - Claremont Lions & District Club - File: A-1440 Recommendation: 1. That the Mayor and City Clerk be authorized to execute a Management Agreement renewal to which the Claremont Lions & District Club will be permitted to continue to provide certain management services to the City of Pickering at the Dr. Nelson F. Tomlinson Community Centre from April 1, 2020 to March 31, 2025, 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 officials of the City of Pickering be authorized to take the necessary action to give effect thereto. Executive Summary: The Claremont Lions & District Club have an existing Management Agreement to provide certain management services to the City at the Dr. Nelson F. Tomlinson Community Centre which will expire on March 31, 2020. The Claremont Lions & District Club have requested to renew this agreement for an additional five years. The Community Services Department recommends that a renewal agreement be initiated with the Claremont Lions & District Club. Financial Implications: The City will receive 25 percent of the gross revenues collected by the Claremont Lions & District Club for their use of the premises on Saturdays and New Year’s Eve throughout the term of the agreement. This represented approximately $250.00 of gross revenues for the City of Pickering in 2019. Discussion: The Claremont Lions & District Club currently have a Management Agreement with the City of Pickering which will expire on March 31, 2020. They have requested to renew this agreement for the next five years. Under the terms and conditions of the Management Agreement, the Claremont Lions & District Club is responsible for security, caretaking, and general maintenance services of the Dr. Nelson F. Tomlinson Community Centre. The renewal agreement allows the Claremont Lion & District - 40 - CS 11-20 April 27, 2020 Subject: Dr. Nelson F. Tomlinson Community Centre Management Agreement Page 2 CORP0227-07/01 revised Club to continue to book the premises for non-profit functions, charity events, receptions and any other City approved purposes. The Director, Community Services & Deputy CAO recommends that a Management Agreement renewal be initiated with the Claremont Lions & District Club from April 1, 2020 to March 31, 2025. Attachments: 1. Management Agreement 2020-2025 Prepared/Approved/Endorsed By: Marisa Carpino Director, Community Services & Deputy CAO :mc Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Original Signed By: Original Signed By: - 41 - This Management Agreement made as of ___________________, 2020, Between: Claremont & District Lions Club (the "Club") - and - The Corporation of the City of Pickering (the "City") WHEREAS the City owns and operates a multi-facility community centre known as the Dr. Nelson F. Tomlinson Community Centre, in the Hamlet of Claremont, in the City of Pickering, hereinafter referred to as the “Community Centre” for the benefit of its citizens, particularly those residents in the Hamlet of Claremont and surrounding area; WHEREAS the Club has provided certain management services to the City with respect to other City- owned facilities located within the Hamlet of Claremont since November 5, 1979 and wishes to continue providing management services at the Community Centre; NOW THEREFORE this Agreement witnesseth that, in consideration of the mutual covenants and agreements herein contained and the sum of Two (2.00) Dollars paid by each party to the other (the receipt and sufficiency of which is hereby acknowledged), subject in the terms and conditions hereinafter set out, the Parties hereto agree as follows: 1. Definitions (1) For the purpose of this Agreement “Premises” shall mean: (a) that portion of the Community Centre being composed of the multi-purpose hall, the kitchen, the meeting room and adjacent hallways, washroom facilities and public changerooms as shown on Schedule “A” attached hereto. (2) For the purpose of this Agreement, “Management Services” shall mean: (a) the leasing of the Premises, or parts thereof, from time to time during the Term of this Agreement, to non-commercial lessees and third parties for non-profit functions, charity events, receptions and any other City-approved purposes in accordance with the rental rates agreed to between the parties hereto in accordance with section 7(f) of this Agreement; (b) the provision of caretaking and general maintenance services to the Premises at the Club’s expense, together with the provisions of all necessary cleaning and maintenance supplies such as cleaning products, related paper products and cleaning equipment. - 42 - 2 2. Term The Club shall have use of the Premises and shall provide the City with Management Services to the satisfaction of the City for a five-year Term (the "Term") commencing as of April 1, 2020 and ending on March 31, 2025, unless earlier terminated. 3. Maintenance (a) The City shall be responsible for all inspections and preventative maintenance with respect to the exterior of the Community Centre, the heating equipment, transformer, parking lot and lights, exterior landscaping and the physical structure of the building provided, however, that the Club shall be responsible for any damages or costs incurred due to the misuse or negligence of the Club, its employees, invitees, servants, agents, or others under its control and the Club shall pay to the City on demand the expense of any repairs including the City’s reasonable administration charge necessitated by such negligence or misuse. (b) The City shall be responsible for all day-to-day operating expenses of the Premises including, hydro, water, heating, air conditioning, sewage disposal (including periodic emptying of the septic tank) and garbage removal. The City shall provide grass cutting and landscaping services and snow removal for the parking lot, sidewalks, walkways and other areas of pedestrian passage of the Community Centre only. The City shall provide cleaning services to the common areas of the Community Centre only once per week; subject to cancellation, at the discretion of City staff, should the need be unwarranted. Common areas include the interior main entrance vestibule, the lobby area, the two interior washrooms, and during the outdoor sports season, the two exterior washrooms. (c) As set out in WHMIS Regulation R.R.O. 1990, Reg. 860, as amended by: O. Reg 36/93 of the Occupational Health and Safety Act, the Club shall be responsible to maintain a binder containing material safety data sheets for all hazardous products stored or used on the Premises. Said binder must be kept current at all times and available for reference by users of said products. (d) The Club shall be responsible to provide the City with WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Club members working alone or overseeing any maintenance tasks performed on the Premises. 4. Security The Club shall be responsible for the security of the Premises. The Club shall be responsible for any costs incurred or arising due to the misuse or negligence of the Club, its employees, invitees, servants, agents or others under its control and the Club shall pay to the City on demand the expense of any repairs including the City’s reasonable administration charges necessitated by such negligence or misuse. The Club will ensure that no copies of the keys to - 43 - 3 the Premises are made or given to third parties (even temporarily) without the prior written consent of the City. Only Club representatives that have signed for keys with the City will be authorized to be in the possession of keys to the Premises. 5. City Use of Premises Notwithstanding any other provision of this Agreement, the City and the Club acknowledge and agree that the City will have first right of refusal to use the Premises, for the City’s services, programs, events and general activities, including for Claremont and District Community Association program purposes or for any other City purpose Monday through Thursday from 7:00 am to 11:00 pm and Friday’s from 8:00 am to 5:00 pm throughout the Term, at no cost to the City. The City agrees to provide the Club with the specific dates and times that the Premises will be required for City use or for use by the Claremont and District Community Association, at least one month in advance of the required date. The Club will not be entitled to any rental fees or other remuneration associated with the said use of the Premises by the City or by the Claremont and District Community Association. 6. Use & Occupancy of Premises By The Club The Club agrees to use, and ensure that the use of the Premises is in accordance with the City’s Alcohol Management Policy and the City’s rules and regulations which are attached hereto as Schedules “B” and “C”. (a) Sharing of Use With The Club The parties herein acknowledge and agree that the Club shall have the exclusive use of the Premises every Saturday throughout the year and New Year’s Eve of each year throughout the Term; (b) Appearance of Premises The Club agrees to maintain and operate the Premises so that it shall always be of good appearance and suitable for the proper operation of the uses required to be carried on therein and comparable with the standards of the best such uses, and in so doing, to keep both the interior and exterior of the Premises clean, orderly and tidy, and clear of all refuse, snow and ice. (c) By-Laws The Club agrees to comply, at its own expense, with all Municipal, Federal and Provincial, sanitary, fire, health and safety laws, regulations, by-laws and requirements pertaining to the occupation and use of the Premises, the condition of the improvements, trade fixtures, furniture and equipment installed by or on behalf of the Club therein and the making by the Club of any repairs, changes or improvements therein, which repairs, changes or improvements, shall be subject to pre-approval by the City in accordance with the provisions of section 10. - 44 - 4 7. Rental Revenues (a) The Club shall pay to the City a fee equal to 25% of the gross revenue collected by the Club for their use of the Premises on Saturdays and on New Year’s Eve throughout the Term. (b) The Club shall retain 100% of the rental fees recovered for the Premises from all authorized leases other than the City and the Claremont and District Community Association as outlined in section 5(a). (c) The applicable fee, as set out in section 7(a) above, shall be paid by the Club to the City, in lawful money of Canada, on January 31st, April 30th, July 31st, and October 31st of each year throughout the Term and at the address of the City set out in section 16(c)(i) or at such other place as the City shall from time to time designate. (d) The Club shall submit a written report to the City every three months, on January 31st, April 30th, July 31st, and October 31st of each year throughout the Term, documenting the source and amount of all licence fees received by the Club for the Premises. (e) The Club shall submit its annual financial statement and annual schedule to the City by the 2nd Monday of August of the following year throughout the Term. (f) The Club agrees that it shall only charge such fees for the rental of the Premises at the rate that is approved by the City annually. The City and the Club shall establish the approved rental fee rate yearly throughout the Term. (g) The City shall pay to the Club 40% annually of filming rental fees for the Community Centre parking lot only by February 15th of each year throughout the Term. 8. General Covenants (a) The City covenants with the Club: (i) for quiet enjoyment; and (ii) to observe and perform all covenants and obligations of the City herein. (b) The Club covenants with the City: (i) to pay rent; and (ii) to pay all applicable taxes, including business taxes and goods and services taxes; and (iii) to observe and perform all covenants and obligations of the Club herein. - 45 - 5 9. Prohibition Against Assignment and Sub-Letting The Club shall not assign this Agreement without the prior written consent of the City which consent may be arbitrarily withheld. 10. Leasehold Improvements & Trade Fixtures (a) Definition of Leasehold Improvements For purposes of this Agreement, the term "Leasehold Improvements" includes without limitation all fixtures, improvements, installations, alterations and additions from time to time made, erected or installed by or on behalf of the Club in or on the Premises, and whether or not moveable, with the exception of furniture and equipment not of the nature of fixtures. (b) Installation of Improvements & Fixtures The Club shall not make, erect, install or alter any Leasehold Improvements or trade fixtures, including lighting, in or on the Premises without having first obtained the City's written approval. The Club's request for any approval hereunder shall be in writing and accompanied by an adequate description of the contemplated work and, where appropriate, working drawings and specifications thereof. All work to be performed in the Premises shall be performed by competent contractors and subcontractors of whom the City shall have approved such approval not to be unreasonably withheld. All such work shall be subject to inspection by and the reasonable supervision of the City, and shall be performed in accordance with any reasonable conditions or regulations imposed by the City and completed in a good and workmanlike manner in accordance with the description of work approved by the City. (c) Liens & Encumbrances on Improvements & Fixtures In connection with the making, erection, installation or alteration of Leasehold Improvements and trade fixtures and all other work or installations made by or for the Club in or on the Premises, the Club shall comply with all the provisions of the Construction Act, R.S.O. 1990, c. C.30, as amended, and other statutes from time to time applicable thereto, including any provision requiring or enabling the retention by way of hold-back of portions of any sums payable, and except as to any such hold-back shall promptly pay all accounts relating thereto. The Club shall not create any mortgage, conditional sale agreement or other encumbrance in respect of its Leasehold Improvements or, without the consent of the City, with respect to its trade fixtures nor shall the Club take any action as a consequence of which any such mortgage, conditional sale agreement or other encumbrance would attach to the Premises or any part thereof. If and whenever any lien for work, labour, services or materials supplied to or for the Club or for the cost of which the Club may be in any way liable or claims therefore shall arise or be filed or any such mortgage, conditional sale agreement or other encumbrance shall attach, the Club shall within 20 days after receipt of notice - 46 - 6 thereof procure the discharge thereof, including any certificate of action registered in respect of any lien, by payment or giving security or in such other manner as may be required or permitted by law, and failing which the City may in addition to all other remedies hereunder avail itself of its remedy under section 12 and may make any payments required to procure the discharge of any such liens or encumbrances, shall be entitled to be reimbursed by the Club as provided in section 12, and its right to reimbursement shall not be affected or impaired if the Club shall then or subsequently establish or claim that any lien or encumbrance so discharged was without merit or excessive or subject to any abatement, set-off or defense. This subsection shall not prevent the Club from mortgaging or encumbering its chattels, furniture or equipment not of the nature of fixtures. (d) Additions and Alterations The Club shall not make any alterations or additions to the Premises without the prior written consent of the City’s Director, Community Services. Any such pre-approved alterations, additions, or fixtures shall be added to the City’s inventory of fixtures, and shall form part of the City’s property. The Club acknowledges that it has no claim to any such alteration, addition or fixture upon the termination of this Agreement. 11. Insurance & Liability (a) Club's Insurance The Club shall take out, at its sole cost and expense, and keep in force during the Term: i. insurance upon property owned by the Club which it is located on the Premises;_ ii. comprehensive insurance of the type commonly called general public liability, which shall include coverage for personal liability, contractual liability, Club’s legal liability, non-owned automobile liability, abuse liability, bodily injury, death and property damage, all on an occurrence basis with respect to the Club's use and occupancy of the Premises, with coverage for any one occurrence or claim of not less than $2,000,000.00 or such other amount as the City may reasonably require upon not less than six months notice at any time during the Term, which insurance shall include the City as a named insured and shall protect the City in respect of claims by the Club as if the City were separately insured; and (iii) insurance against such other perils and in such amounts as the City may from time to time reasonably require upon not less than 90 days written notice, such requirement to be made on the basis that the required insurance is customary at the time for prudent tenants of similar properties. All insurance required to be maintained by the Club hereunder shall be on terms and with insurers to which the City has no reasonable objection. Each policy shall contain a waiver by the insurer of any rights of subrogation or indemnity or any other claim over to - 47 - 7 which the insurer might otherwise be entitled against the City or the agents or employees of the City, and shall also contain an undertaking by the insurer that no material change adverse to the City or the Club will be made, and the policy will not lapse or be cancelled, except after not less than thirty days written notice to the City of the intended change, lapse or cancellation. The Club shall furnish to the City, if and whenever requested by it, certificates or other evidences acceptable to the City as to the insurance from time to time effected by the Club and its renewal or continuation in force, together with evidence as to the method of determination of full replacement cost of the Club's Leasehold Improvements, trade fixtures, furniture and equipment, and if the City reasonably concludes that the full replacement cost has been underestimated, the Club shall forthwith arrange for any consequent increase in coverage required hereunder. If the Club shall fail to take out, renew and keep in force such insurance, or if the evidences submitted to the City pursuant to the preceding sentence are unacceptable to the City or no such evidences are submitted within a reasonable period after request therefore by the City then the City may give to the Club written notice requiring compliance with this section and specifying the respects in which the Club is not then in compliance with this section. If the Club does not, within 72 hours or such lesser period as the City may reasonably require having regard to the urgency of the situation, provide appropriate evidence of compliance with this section, the City may, but shall not be obligated to, obtain some or all of the additional coverage or other insurance which the Club shall have failed to obtain, without prejudice to any other rights of the City under this Agreement or otherwise, and the Club shall pay all premiums and other expenses incurred by the City in that connection as additional rent pursuant to section 14 hereof. (b) Limitation of City's Liability The City shall not be liable for any bodily injury or death of, or loss or damage to any property belonging to the Club or its employees, invitees or licensees or its guests, or to any other person in, on or about the Premises. (c) Club's Indemnification of City The Club shall indemnify and save harmless the City in respect of: (i) all actions, causes of actions, suits, liens, claims and demands whatsoever, which may arise either directly or indirectly by reason of any act or omission of the Club, its servants, licensees, invitees, members, guests, contractors or agents in the use or occupation of the Premises; (ii) any loss, cost, expense or damage suffered or incurred by the City arising from any breach by the Club of any of its covenants and obligations under this Agreement; - 48 - 8 (iii) all costs, expenses and reasonable legal fees that may be incurred or paid by the City in enforcing against the Club the covenants, agreements and representations of the Club set out in this Agreement; and (iv) the Club shall ensure that all permit holders using the Premises have a minimum of $2,000,000.00 third party general liability insurance that must be arranged through the permit application process and paid for by the permit holder. 12. City’s Access (a) The Club shall be responsible for minor repairs to the Premises, at its expense, reasonable wear and tear, fire damage, lightning damage and storm damage excepted. (b) The City shall be permitted at any time and from time to time to enter and to have its authorized agents, employees and contractors enter the Premises for the purposes of inspection, maintenance or making repairs, and the Club shall provide free and unhampered access for the purpose, and shall not be entitled to compensation for any inconvenience, nuisance or discomfort caused thereby, but the City in exercising its rights hereunder shall proceed to the extent reasonably possible so as to minimize interference with the Club's use and enjoyment of the Premises. 13. Delay & Non-Waiver (a) Unavoidable Delay Except as herein otherwise expressly provided, if and whenever and to the extent that either the City or the Club shall be prevented, delayed or restricted in the fulfillment of any obligation hereunder in respect of the making of any repair, the doing of any work or any other thing, other than the payment of rent or other monies due, by reason of: (i) strikes or work stoppages; (ii) inability to obtain any material, service, utility or labour required to fulfill such obligation; (iii) any statute, law or regulation of, or inability to obtain any permission from, any government authority having lawful jurisdiction preventing, delaying or restricting such fulfillment; or (iv) other unavoidable occurrence, the time for fulfillment of such obligation shall be extended during the period in which such circumstances operates to prevent, delay or restrict the fulfillment thereof, and the other party shall not be entitled to compensation for any inconvenience, nuisance or discomfort thereby occasioned. - 49 - 9 (b) Waiver If either the City or the Club shall overlook, excuse, condone or suffer any default, breach or non-observance by the other of any obligation hereunder, this shall not operate as a waiver of such obligation in respect of any continuing or subsequent default, breach or non-observance, and no such waiver shall be implied but shall only be effective if expressed in writing. 14. Remedies of City (a) In addition to all rights and remedies of the City available to it in the event of any default hereunder by the Club through improper compliance or non-compliance with any obligation arising either under this or any other provision of this Agreement or under statute or the general law, (i) the City shall have the right at all times to remedy or attempt to remedy any default of the Club, and in so doing may make any payments due or alleged to be due by the Club to third parties and may enter upon the Premises to do any work or other things therein, and in such event all expenses of the City in remedying or attempting to remedy such default shall be payable by the Club to the City as additional rent forthwith upon demand; (ii) the City shall have the same rights and remedies in the event of any non- payment by the Club of any amounts payable by the Club under any provision of this Agreement as in the case of a non-payment of rent; and (iii) if the Club shall fail to pay any rent or other amount from time to time payable by it to the City hereunder promptly when due, the City shall be entitled, if it shall demand it, to interest thereon at a rate of three per cent per annum in excess of the minimum lending rate to prime commercial borrowers from time to time current at the City's bank from the date upon which the same was due until actual payment thereof. (b) Remedies Cumulative The City may from time to time resort to any or all of the rights and remedies available to it in the event of any default hereunder by the Club, through improper compliance or non-compliance with any obligation arising either under any provision of this Agreement or under statute or the general law, all of which rights and remedies are intended to be cumulative and not alternative, and the express provisions hereunder as to certain right and remedies are not to be interpreted as excluding any other or additional rights and remedies available to the City by statute or the general law. (c) Right of Re-Entry on Default or Termination If and whenever the rent hereby reserved or other monies payable by the Club or any part thereof shall not be paid on the day appointed for payment thereof, whether lawfully - 50 - 10 demanded or not, and the Club shall have failed to pay such rent or other monies within five (5) business days after the City shall have given to the Club notice requiring such payment, or if the Club shall breach or fail to observe and perform any of the covenants, agreements, provisos, conditions and other obligations on the part of the Club to be kept, observed or performed hereunder, or if this Agreement shall have become terminated pursuant to any provision hereof, or if the City shall have become entitled to terminate this Agreement and shall have given notice terminating it pursuant to any provision hereof, then and in every such case it shall be lawful for the City thereafter to enter into and upon the Premises or any part thereof in the name of the whole and the same to have again, repossess and enjoy as of its former estate, anything in this Agreement contained to the contrary notwithstanding. (d) Termination & Re-Entry (i) If and whenever the City becomes entitled to re-enter upon the Premises under any provision of this Agreement the City, in addition to all other rights and remedies, shall have the right to terminate this Agreement forthwith by leaving upon the Premises notice in writing of such termination. (ii) This Agreement may be terminated by either party upon six month’s notice to the other in writing. (iii) This Agreement may be terminated by the City upon ten day’s notice to the Club in writing in the event that the insurance required to be provided in section 11 of this Agreement is not provided or is not kept in force. (iv) In the event that this Agreement is terminated by the City pursuant to subsection (i), (ii) or (iii) above, the City shall honour any bookings previously made by the Club with non-commercial lessees or third parties for the use of the Premises after the effective date of termination. (e) Payment of Rent, etc. on Termination Upon the giving by the City of a notice, in writing, terminating this Agreement, whether pursuant to this or any other provision of this Agreement, this Agreement and the Term shall terminate, rent and any other payments for which the Club is liable under this Agreement shall be computed, apportioned and paid in full to the date of such termination, and the Club shall immediately deliver up possession of the Premises to the City, and the City may re-enter and take possession of the Premises. 15. Improper Use of Premises; Bankruptcy In the event that the Premises are used, without the City’s consent, for any purpose other than that for which they were leased, or occupied by any persons whose occupancy is prohibited by this Agreement, or if the Premises shall be vacated or abandoned, or remain unoccupied for fifteen (15) days or more while capable of being occupied; or if the balance of the Term or any of the goods and chattels of the Club shall at any time be seized in execution or attachment, or - 51 - 11 if the Club shall make any assignment for the benefit of creditors or any bulk sale, become bankrupt or insolvent or take the benefit of any statute now or hereafter in force for bankrupt or insolvent debtors, then in any such case the City may at its option terminate this Agreement by leaving upon the Premises notice in writing of such termination and thereupon, in addition to the payment by the Club of rent and other payments for which the Club is liable under this Agreement, rent for the current month and the next ensuing 3 months shall immediately become due and paid by the Club. 16. Miscellaneous Provisions (a) Registration of Management Agreement Neither the Club nor the City shall register this Agreement or a notice of this Agreement against title to the Premises or any part thereof. (b) Management Agreement Constitutes Entire Agreement There are no covenants, representations, warranties, agreements or conditions express or implied, collateral or otherwise forming part of or in any way affecting or relating to this Agreement save as expressly set out in this Agreement; this Agreement constitutes the entire agreement between the City and the Club and may not be modified except as herein explicitly provided or except by agreement in writing executed by the City and the Club. (c) Notices Any notice required or contemplated by any provision hereof shall be given in writing, and (i) if to the City, either delivered to the City Clerk personally or mailed by prepaid registered mail addressed to The City Clerk, The Corporation of the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario L1V 6K7; and (ii) if to the Club, delivered to The Claremont & District Lions Club, c/o the President or Secretary, at 4941 Old Brock Rd, Claremont, ON L1Y 1A9 Every such notice shall be deemed to have been given when delivered or, if mailed as aforesaid, upon the third day after the day it is mailed. Either party may from time to time by notice in writing to the other, designate another address in Canada as the address to which notices are to be mailed to it. (d) Interpretation All of the provisions of this Agreement are to be construed as covenants and agreements as though words importing such covenants and agreements were used in each separate provision hereof, and the titles and captions appearing for the provisions - 52 - 12 of this Agreement have been inserted as a matter of convenience and for reference only and in no way define, limit or enlarge the scope or meaning of this Agreement or of any provision hereof. (e) Extent of Management Agreement Obligations This Agreement and everything herein contained shall ensure to the benefit of and be binding upon the respective heirs, executors, administrators and other legal representatives, as the case may be, of each party hereto, and every reference herein to any party hereto shall include the heirs, executors, administrators, and other legal representatives of such party. (f) Schedules Schedules “A”, “B” and “C” attached hereto form part of this Agreement. In Witness Whereof the Parties hereto have executed this Agreement as of the date first written above. Signed, Sealed and Delivered Claremont & District Lions Club The Corporation of the City of Pickering David Ryan, Mayor Susan Cassel, City Clerk - 53 - 13 Schedule “A” Sketch of Premises - 54 - 14 Schedule “B” The Corporation of the City of Pickering Community Services Department MUNICIPAL ALCOHOL POLICY February 2020 Purpose The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the safety and well being of all participants and to protect the Corporation, its employees and volunteers. 1. Definitions In this Policy, the term, (a) “Licensed function” means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario at which alcoholic beverages may be consumed; (b) “Closed private licensed function” means a licensed function determined by the Director of Community Services to be closed to the general public and of a private nature; (c) “Designated facility” means a City owned building, park, open space and associated parking lot designated by this policy as suitable for an indoor or outdoor licensed function; (d) “User” means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e) “Server” means any person serving alcohol 2. Designated Facilities (1) The following are designated facilities for indoor licensed functions: (a) Brougham Community Centre (b) Dr. Nelson F. Tomlinson Community Centre (c) Don Beer Sports Facility Community Centre (d) East Shore Community Centre (e) Green River Community Centre - 55 - 15 (f) Greenwood Community Centre (g) Mount Zion Community Centre (h) Pickering Civic Complex (i) Chestnut Hill Developments Recreation Complex (j) Seniors Activity Centre (k) West Shore Community Centre (l) Whitevale Community Centre (m) George Ashe Community Centre (n) Pickering Museum Village (2) The following are designated facilities for outdoor licensed functions: (a) Dr. Nelson F. Tomlinson Community Park (b) Dunmoore Park (c) Kinsmen Park (d) Pickering Museum Village 3. Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a “public place” and as such, in accordance with Section 31 of the Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4. Safe Transportation (1) Only those users implementing a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 5. No Alcohol and Low Alcohol Drinks (1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. - 56 - 16 6. “Statement of Intoxication” Sign (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to serve participants to a state of intoxication. Such signs shall read as follows: City of Pickering – Community Services Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons to intoxication. For this reason, servers in this facility are required to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol “breather” round, request a soft drink, coffee or smaller than usual portion of alcohol. (2) Signs shall be provided by the City to users for display by them in the designated facility during the licensed function. 7. Participant Controls (1) Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2) Such controls shall include the following: (a) Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. (b) Having at least two monitors at each entrance to the licensed function at all times during the function; (c) Accepting only an age of majority card, a photo driver’s license or a passport as identification for entry; (d) Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; (e) Using monitors and servers who are 19 years of age or older; (f) Using monitors and servers who do not consume alcohol during the function; and (g) Providing a list of the names of supervisors, monitors and servers to the Director prior to the function. - 57 - 17 (3) The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 8. Supervisor, Monitor, and Server Training (1) Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. (2) Such training should utilize CAMH course material, and may be provided, at a reasonable cost, through the Community Services Department. (3) The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility for a licensed function is granted. (4) Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. (5) All servers must be “Smart Serve Certified” 9. Insurance (1) Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city-owned or operated facilities within the City of Pickering. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of $2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only. The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. (2) When a patron requests a facility/ice rental, facility booking staff members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance - 58 - 18 User Group Rating Schedule to determine the appropriate fee to be charged to the individual/community user group. (3) Only users having a minimum of $2,000,000 third party general liability insurance coverage, naming the Corporation of the City of Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10. Accountability (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: (a) The name, address and telephone number of the user; (b) The name, address and telephone number of the representative of the user responsible for the function; (c) The address and telephone number of the nearest Police Station; (d) The address and telephone number of the Liquor License Board of Ontario; and (e) The address and telephone number of the Community Services Department (2) A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated facilities for licensed functions, at the Director’s discretion; Indefinitely, or (a) Until the user can demonstrate to the Director’s satisfaction that a further contravention shall not occur. 11. Promoting the Policy The Community Services Department shall design and implement, in consultation with CAMH, a strategy to orient all potential users to the requirements of this policy and to promote this policy to the community at large. - 59 - 19 Schedule “C” Facility Rules and Regulations Failure to comply with the below will result in loss of damage deposits A. All Facilities  no confetti/rice is allowed in City facilities or parking lots  facilities must be vacated by 2:00 am, ensuring that all decorations and function supplies have been removed  smoking of any type of tobacco product is not permitted in any City facility. All City facilities are designated non-smoking (Durham Region By-law No. 66-2002)  the City of Pickering cannot supply ladders or lift equipment to any permit holder. If this service is required it must be arranged with and approved by the City of Pickering one week prior to the event  caterers, bartenders, disc jockeys, entertainers, liquor licenses, etc., are the renter’s responsibility  keys for West Shore Community Centre may be obtained at the Chestnut Hill Developments Recreation Complex during regular operating hours. Please call 905.831.1711 for hours  liquor license must be visible on the bar wall at all times during the function  unnecessary noise, which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility is not permitted  daytime rental keys must be returned immediately following the function to the Recreation Complex  evening rentals (those finishing after 9:00 pm) must be returned before 12:00 pm the following day to the Recreation Complex  decorating is the sole responsibility of the renter. Staples, tape, nails, glue, etc., are not permitted. Helium balloons are permitted, provided they are securely anchored  as per liquor regulations all bars must close at 1:00 am sharp  set-up times for your event is as per your permit B. West Shore Community Centre  garbage must be placed in the garbage bin at the back of the building  renters are responsible for their own set-up  tables and chairs must be put neatly away in the storage room  no live bands are permitted  renters must supply their own mix - 60 - 20 C. George Ashe Community Centre  the piano is the property of the Rouge Hill Senior Club. Please do not play  renters must supply their own mix and ice  City of Pickering staff will set-up the tables and chairs provided a diagram of the layout is submitted on the Monday preceding the function. You may obtain the diagram at the Recreation Complex Information Desk  Staples, tape, nails, glue, etc., are not permitted D. Don Beer Arena  renters are responsible for their own set-up  tables and chairs must be put neatly away in the storage room  renters must supply their own mix and ice E. Chestnut Hill Developments Recreation Complex East/West Salons and O’Brien Meeting Rooms  Recreation Complex Staff will set-up the tables and chairs provided a diagram of the layout is submitted on the Monday preceding the function  you may obtain the diagram at the Recreation Complex Information Desk F. East Shore Community Centre  renters are responsible for their own set-up  tables and chairs must be neatly away in the storage room  renters must supply their own mix and ice For complete regulations, please see Conditions of Agreement. - 61 - Report to Council Report Number: CS 24-20 Date: April 27, 2020 From: Marisa Carpino Director, Community Services & Deputy CAO Subject: COVID-19 Response - Closures and Cancellations - File: A-1440 Recommendation: 1. That Council endorse the extended closure of all public City facilities, City Playground Structures and Park Amenities until July 1, 2020 (inclusive); 2. That Council endorse the extended cancellation of all public City programs, City events (including Canada Day), and City Permits (including facility, sports field, and parks) until July 1, 2020 (inclusive); and 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: In an effort to curtail the spread of COVID-19 and in compliance with the Province of Ontario Declaration of Emergency, the City of Pickering has taken the extraordinary measure to close all public City facilities, playground structures and park amenities until May 3, 2020 (inclusive); cancel all public City programs and facility permits until May 3, 2020 (inclusive); cancel all sports field permits until May 25, 2020 (inclusive); and, cancel all City events (including community-organized events in city parks) until May 31, 2020 (inclusive). In response to the rapidly evolving COVID-19 situation and the Province of Ontario’s recent extension of the emergency declaration to May 12, 2020, the City of Pickering is currently seeking Council’s support to extend all existing municipal closures and cancellations until July 1, 2020 (inclusive). A determination is required, at this time, in order for staff to make the necessary arrangements. Financial Implications: Revenues lost due to these extended closures and cancellations are primarily applicable to the Community Services Department which employs a “fee for service” delivery model. Therefore, within the Community Services Department, extending closures and cancellations from May 3rd to July 1st will result in lost gross revenues totaling approximately $460,000. This is largely comprised of refunds for memberships, sports field permits, facility permits, summer ice rentals, arena floor rentals, pool rentals and school tours and missed revenues in pool admissions, small group fitness training, museum admissions and events. - 62 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 2 CORP0227-07/01 revised The cancellation of Canada Day in 2020 will save approximately $250,000 from the City’s Current Budget through unspent supplies, rentals, advertising, staff salaries and overtime and equipment costs. That said, a nominal portion of these funds will be required in order to deliver Canada Day in a virtual format. Due to staff efforts to rapidly re-establish business continuity via digital means, any reductions in Building Permit revenue during COVID-19 are primarily due to the implementation of the Province of Ontario’s Declaration of Emergency (and the suspension of non-essential work) rather than the closure of municipal facilities such as City Hall. For this reason, reduced building permit revenues are not identified in this report, but continue to be monitored. Discussion: On March 13, 2020, following the Province of Ontario’s order to close publicly funded schools until April 5, 2020, the City of Pickering closed all public City facilities, with the exception of Pickering City Hall, cancelled all City public events and City programs (including March Break Camps) as of 4:30 pm on March 13, 2020 until April 5, 2020 (inclusive). At noon on March 16, 2020, the City of Pickering also closed public access to Pickering City Hall, until April 5, 2020. Despite being closed to the public, Pickering City Hall and the Operations Centre remained minimally staffed to ensure the continued delivery of essential and critical services. Moreover, the Customer Care Centre has remained operational from Monday to Friday between 8:30 am to 4:30 pm through telephone 905.683.7575, email at customercare@pickering.ca, or through live chat at pickering.ca/livechat. While there were no reported cases of COVID-19 in Pickering, at that time, the City felt strongly that aligning efforts across Durham Region and the Province of Ontario would help prevent the spread of COVID-19 and keep our residents and the greater community safe. On March 17, 2020, the Province of Ontario made an order declaring an emergency under s 7.0.1 (1) the Emergency Management and Civil Protection Act. As a result of this declaration, the following establishments were legally required to close immediately: All facilities providing indoor recreational programs; All public libraries; All private schools as defined in the Education Act; All licensed child care centres; All bars and restaurants, except to the extent that such facilities provide takeout food and delivery; All theatres including those offering live performances of music, dance, and other art forms, as well as cinemas that show movies; and, Concert venues. Furthermore, all organized public events of over fifty people were prohibited, including parades and events and communal services within places of worship. These orders were approved by the Lieutenant Governor in Council and were to remain in place until March 31, 2020. - 63 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 3 CORP0227-07/01 revised On March 27, 2020, as part of its ongoing efforts to support government efforts related to COVID- 19, the City of Pickering extended closures and cancellations to include: i. Facilities: All facilities were closed and public meetings and open houses were suspended until May 3, 2020. This included City Hall, community centres, arenas, and the Pickering Museum Village. While closed to the public, Pickering City Hall and the Operations Centre remain minimally staffed to ensure the continued delivery of essential and critical services. ii. Leisure Programs: All Spring leisure programs (including aquatics, fitness, and leisure programs) were cancelled, while registration for Summer 2020 leisure programs was put on hold until further notice. iii. Library: All Pickering Public Library branches remain closed until May 3, 2020, but virtual services could be accessed at picnet.org/digitallibrary. All Pickering Public Library in-house programs were cancelled until May 31, 2020. iv. Private Permitted Events: Permits for private events at City facilities, including Library rooms, were cancelled until May 3, 2020. v. City Events: All City events were cancelled until May 31, 2020. Additionally, the following City and community-organized events in April, May, June and July were cancelled: Easter Parade, Earth Month Workshops & Events, Petapolooza, Artfest, Whitevale Spring Festival, D-Day Ceremony & Parade, Ajax-Pickering Rotary Ribfest, Pickering Dragon Boat Festival, and the Adobo Festival. vi. Sports Fields: Permits for sports fields were suspended until May 25, 2020. vii. Summer Ice: Summer ice permits were put on hold until further notice. viii. Playgrounds & Park Amenities: While the City's parks and trails remain open, the amenities within it did not. Playground structures and amenities were closed to the public until May 3, 2020. This includes basketball courts, tennis courts, gazebos, splash pads, skateboard parks, off-leash dog parks and park parking lots. On March 30, 2020, the existing provincial emergency orders set to expire on March 31st were extended to April 14, 2020. And, on March 30, 2020, the Province of Ontario also introduced a regulation under the Emergency Management and Civil Protection Act (Subsection 7.0.2 (4)) to close outdoor recreation amenities including sports fields, playgrounds, dog-leash parks, community gardens and picnic sites for the duration of the declared emergency. On April 14, 2020, the Province of Ontario once again extended the Declaration of Emergency to May 12th in order to continue the fight against COVID-19. For this reason, City staff are now proposing to extend all of its existing closures and cancellations until July 1, 2020 (inclusive). These extraordinary measures are meant to combat the spread of COVID-19 and safeguard the community and City staff. As of April 20th, the Region of Durham has 621 confirmed cases of COVID-19, with the leading number of cases at 208 residing in Pickering. Therefore, we must remain diligent to support the government’s recommendations for residents to, among other things, stay home, maintain physical distance (of at least 2 metres), and limit interaction with others. Furthermore, these measures are consistent with those taken by other municipalities in the Region of Durham, as per Attachment 1 of this report. Notably, many area municipalities have - 64 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 4 CORP0227-07/01 revised taken a longer term approach to cancellations and closures by stating “until further notice”, which maintains the flexibility to make adjustments as warranted. Moreover, many area municipalities have made the determination to cancel Canada Day festivities on July 1, 2020. This includes the Town of Ajax, Town of Whitby, City of Oshawa and Township of Scugog. Other GTA municipalities who have cancelled Canada Day Celebrations include Mississauga, Oakville, and Brampton. The City of Pickering Canada Day festivities typically attracts in excess of 5,000 people for the daytime program and 10,000 people for the evening program. Hosting a public event of this scale is contrary to the City’s efforts to mitigate risk, support government efforts to fight COVID-19 and safeguard our community and staff. For this reason, the City proposes that all municipal closures and cancellations be extended to July 1, 2020 (inclusive) which clearly includes the cancellation of Canada Day. Making the determination now will provide staff with sufficient lead time to make the necessary arrangements to terminate their traditional event planning exercise and, instead, pursue online or virtual event programming which can be delivered to our community on Canada Day. Similarly, in light of the extended closures and cancellations and the desire to continue to serve our residents during this time, staff across the Corporation are actively exploring alternative methods of program, event and service delivery. In fact, City staff already begun to introduce services online including the following: free online fitness classes, youth dance tutorials and virtual Library Branch services. That said, City staff (primarily within Community Services, Libraries and City Development) are continuing to explore the new virtual service delivery model which includes the following: Community Services Department: Activity Description Virtual Recreation & Leisure Programs Deliver a variety of online recreation and leisure programs (via tutorials and program instruction) to include art classes, dance classes, seniors spotlight series presentations, games nights, sewing, cooking/baking, tai chi, iPad & Windows tutorials, games & trivia, volleyball, basketball, breakdancing, cartooning, school support, karate, guitar and potentially virtual summer camp. Virtual Fitness Classes Approximately 20 classes per week offered on line for free at Pickering Fit on Facebook Virtual Pickering Museum Village  History and Education: Explore the past from a sample of some of our education programs  Kids in the Village: Crafts to learn about Pickering’s past  Exhibits: Explore some of Pickering Museum Village’s past exhibits  Behind the Scenes at the Museum: Share what happens behind the scenes at the museum  Museum Fashion: Explore the PMV extensive costume collection - 65 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 5 CORP0227-07/01 revised Community Services Department: Activity Description Social Media posts: Recreation & Culture #StayHomeMakeMemories campaign Community Services, Social Media Platforms including @PickeringEvents, @PickeringMuse, @RecreationPickering, @FreeTeenStuff, @PickeringFIT supports residents by providing inspiration, activities, and events; paired with accurate information regarding supports, health and wellness related to COVID- 19. The @PickeringEvents channels on Instagram, Twitter and Facebook focus on at-home events, virtual tourism, heritage appreciation, online participation in education, inspiration from around the world, celebrations and observances, cultural activities, online volunteerism, and support of culture- based businesses. The @PickeringFIT channels offer virtual fitness classes, exercise tips, health and wellness information, pool safety videos, recipes and nutrition tips. The @PickeringMuse channels offer Local and World Wide Heritage, museum glimpses, and artifact stories. The @FreeTeenStuff channels offer daily challenges and teen content The @RecreationPickering channel offers virtual classes, activities, older adult information, and COVID-19 related online volunteerism. All channels are to pair posts with accurate and related health & wellness information, or resources. Online Summer Concerts All concerts will operate at the traditional times and dates, however will be delivered virtually via Pickering Events social media @PickeringEvents Online Events i.e. Artfest Online workshops Demonstrations and galleries from local artists Live & Recorded performances Indie authors online shop Share artist online shops Readings from independent authors live and pre-recorded Observances and Celebrations Commemorate online observances in our community i.e. Earth Month, Seniors Month, Parks & Recreation Month, Responsible Pet Ownership Month, Nurses Week, Youth Week, Prom and Graduation Season. - 66 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 6 CORP0227-07/01 revised Pickering Library Services: Activity Description Virtual Tech Support  Library staff providing remote tech support via help@picnet.org and Zoom video conferencing http://www.picnet.org/zoom.  Extended wifi outside of Library branches so residents without the Internet have access at this critical time. Virtual Resources  Purchasing more ecollections to meet the growing demand.  Will launch a webpage entitled “38 ways to use the Library from home”.  Library is providing free access to Ancestry.com from home for the first time.  Rich collection of online resources available 24/7.  Will launch a webpage “38 ways to use the Library from home”.  Will launch a webpage entitled We Are Always Open Online! Virtual Programming  Launched Stay At Home Storytimes for the community using Facebook Live. https://www.facebook.com/PPLibrary/videos/213418486655543/. Community Book Clubs are continuing to meet using Zoom.  The Stay at Home Book Club meetings have been planned for April to June for the public.  Library staff will support local, external book clubs during the pandemic. Caremongers and Community Partners  Facilitating meetings for the local Caremongers group to ensure that all residents receive food, medicine and other essential supplies if they are shut-in or under quarantine.  Partnering with Canada Sews to ensure that City and Library sewing machines are used to make masks for front-line workers. Forging additional partnerships with existing community agencies. Restoration of all service points Library actively connects clients with government information and community agencies. Therefore, we are restoring phone access, chat and other types of email inquiries to meet community information needs. Reference, reader’s advisory service and homework help which is particularly helpful for students and their caregivers will also be offered remotely. Bringing More Programs Online  Introducing youth trivia program, a wellness and genealogy program for adults and several technology programs.  The summer reading clubs are being planned in a virtual format.  Plans are in the works for additional programs. Website Development Staff are resuming work on the new website. Currently relying on our social media platforms to promote programs and services to the community. - 67 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 7 CORP0227-07/01 revised City Development Department (Planning & Design Division) Activity Description Comprehensive Zoning By-law Review  The Comprehensive Zoning By-law Review is in its 1st Phase and consists of the preparation of various discussion papers, and public open houses. Discussion Paper #1: Guiding Principles and Parameters, and Discussion Paper #2: Assessment of Existing Parent By-laws were posted on the City’s website as well as information boards with a voice over describing the project and the first two discussion papers.  As drafts of the discussion papers become available, they will also be posted on the project webpage. Open houses for all discussion papers will take place in the fall. Infill and Replacement Housing in Established Neighbourhood Study  The Infill and Replacement Housing in Established Neighbourhood Study is in its 3rd and final phase. As part of this phase, a draft Report identifying the Recommended Strategy, as well as draft Urban Design Guidelines, were prepared. These documents were originally to be presented at Open House no.3 that had been scheduled for March 24, 2020.  The Open House will be re-scheduled for early-summer or early fall 2020, pending the COVID-19 emergency situation. In lieu of waiting until the new Open House to release these documents, they will soon be posted on the City project’s webpage, inviting the public to provide comments electronically or in writing to the project planner on the file.  The Open House will also provide further opportunity for inputs and comments on the Recommended Strategy Report and Draft Urban Design Guidelines, after which the final documents will be presented to Council for approval. Virtual Site Plan Committee and Heritage Pickering Advisory Committee meetings In coordination with Corporate Services, Planning staff are reviewing opportunities to conduct virtual Site plan Committee and Heritage Pickering Advisory Committee meetings via Cisco WebEx platform and/or to facilitate feedback on submissions via email. Pre-submission consultations Planning staff are holding pre-submission consultations with potential applicants via teleconference, or digital and email circulation. Planning staff continue to circulate, review comments, and evaluate development applications. Electronic development applications Electronic development applications are encouraged. Alternatively, hard copy submissions will be accepted via Canada Post or courier service. - 68 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 8 CORP0227-07/01 revised City Development Department (Building Services Section) Activity Description Electronic building permit applications  Building Services Section took initial steps to receive and process electronic building permit applications. While existing hard copy files continue to be processed, this digital- only approach has now become the standard going forward.  Efforts are being made to secure additional licenses over the next couple of weeks to broaden electronic plans review capabilities within the department and corporately.  Building Services successfully processed the very first e- permit (from intake to permit issuance). This e-permit was issued on April 2, 2020.  This approach has been accepted by the industry as we continue to receive permit applications during this emergency. Building Inspections Building inspections continue to be booked and undertaken by staff (in accordance with Provincial legislation), with the following exceptions to ensure the safety of staff and customers:  Inspectors will not enter occupied buildings. For critical inspections, alternatives will be considered.  Buildings that are enclosed (but not occupied) must have no workers or other people inside when the inspector is in the building.  Exterior inspections can be carried out as per usual, with special attention paid to maintaining distance to other people on site. City Development Department (Sustainability Section) Activity Description Virtual Farmers’ Market The City’s annual Farmers’ Market will be delivered a virtual format until the traditional market can resume. This year’s temporary new format, due to COVID-19, will connect shoppers to the suppliers and products online, where they can shop and arrange contact-free home delivery. City staff will work with vendors to update the website page as more produce and goods become available as the growing season ramps up. Information on market vendors, products, and delivery details is available at pickering.ca/farmersmarket. Virtual Educational Awareness Programs Educational awareness programs, such as the Earth Month workshops, are being delivered virtually for 2020. Sustainable Development Guidelines Review of development applications in relation to the Sustainable Development Guidelines has continued uninterrupted. - 69 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 9 CORP0227-07/01 revised City Development Department (Sustainability Section) Activity Description Sustainable Building and Development Guidelines Development of the draft update to the Sustainable Building and Development Guidelines has continued. The draft Guidelines are being revised to reflect three types of development: low-rise residential, low-rise non-residential and mid to high-rise residential development. These Guidelines serve to update the 2009 Guidelines that were approved by Council for use to evaluate development proposals. In-person stakeholder engagement with representatives from the building community will occur in the fall. Virtual Outreach Outreach is being done electronically. Earth Month and sustainability messages were prepared for the #StayHomeMakeMemories campaign on Pickering’s Great Events platform. This messaging will now be included on the main City account to provide positive softer content. Sustainable Pickering Spring eNewsletter was developed to showcase stimulating, fun, free opportunities for residents to do while adhering to COVID-19 protocols including: Scientist in School ‘meet the scientist’ videos to promote STEM careers and the Earth Rangers new app allowing kids to go on ‘missions’ like home energy conservation. The eNewsletter was distributed to the 1045 subscribers. LEAF is a backyard tree planting program LEAF is a backyard tree planting program in partnership with the Region of Durham and local area municipalities. The launch has been tentatively shifted to summer 2020 during which time residents can sign-up. The in-person consultations and plantings will occur in fall 2020 to coincided with planting season. Tree Planting Community events, such as tree-plantings, are being postponed to the fall of this year. City Development Department (Sustainability Section) Activity Description IESO SaveOnEnergy Program Preparing documentation to close-off and receive financial incentive payments from the IESO SaveOnEnergy program for energy conservation projects has continued uninterrupted. Reports have been prepared for Ice Storage, Chillers, Boilers and LED Street Lighting Phase 2.5 (Uncaptured Streetlights). These are unprecedented times requiring the City to adapt and respond in exceptional ways. With the support of Council, City staff remain committed to deliver services through unique and virtual means in an effort to engage and support our residents and build community. - 70 - CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 10 CORP0227-07/01 revised Attachments: 1. Closures and Cancellations due to COVID-19 among Durham Regional Municipalities Prepared By: Approved/Endorsed By: Marisa Carpino Kathy Williams Director, Community Services (Acting) Chief Executive Officer & Deputy CAO Kyle Bentley Director, City Development & CBO :mc Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 2ULJLQDO6LJQHG%\2ULJLQDO6LJQHG%\ 2ULJLQDO6LJQHG%\ 2ULJLQDO6LJQHG%\ - 71 - CITY OF PICKERINGTOWN OF AJAXTOWN OF WHITBYCITY OF OSHAWAMUNICIPALITY OF CLARINGTONTOWNSHIP OF UXBRIDGETOWNSHIP OF SCUGOGTOWNSHIP OF BROCKREGIONAL MUNCIPALITY OF DURHAMCity FacilitiesClosed until May 3Closed until further noticeClosed until further noticeClosed until further noticeClosed until further noticeClosed until further noticeClosed until July 3 Closed indefinitelyClosed to the public until further noticeProgramsCancelled until May 31Cancelled until further noticeClosed until further noticeCancelled until further noticeAll Spring programs cancelledSuspended until further noticeCancelled until July 3Cancelled until further noticeSome public health programs suspendedPublic Meetings/ Open HousesCancelled until May 3Holding monthly virtual Council meetings starting Monday April 20Postponed until further noticeClosed until further noticeContinuing, in partSuspended until further noticeCouncil / Committee meetings proceeding April 27, 2020. Virtual Open House trial planned for road construction projects.Suspended indefinitelyAll standing Committee meetings have been cancelled for the month of April and MayFacility Permits Cancelled until May 3Cancelled until end of JuneCancelled until further noticeCancelled until May 31Cancelled until May 31Cancelled until further noticeCancelled until further noticeSuspended until further noticeCancelled until further noticePlayground Structures & Park AmenitiesClosed until May 3Closed until further noticeClosed until further noticeClosed until further noticeClosed until further noticeClosed until further noticeClosed until July 3 Closed indefinitely N/ASports Fields / Skate ParksSuspended until May 25Closed until further noticeClosed until further noticeSports field permits are cancelled until the end of June.Closed until further noticeClosed until further noticeClosed until July 3 Closed indefinitely N/ASummer IcePermits are on holdN/A N/ADetermination not yet madeN/A N/A N/A N/A N/AEventsCancelled until May 31Cancelled until end of JulyCancelled up to and including July 1Cancelled all City led events and festivals up to and including July 1, 2020 All Municipal events on holdSuspended until further noticeCancelled until July 3Suspended until further noticeCancelled until further notice*as of April 20, 2020City of Pickering is currentlly seeking Council approval to extend closures and cancellations up to and including July 1, 2020 (to exclude public meetings for which alterate formats are being considered)Attachment #1 to Report CS 24-20- 72 - Report to Council Report Number: ENG 02-20 Date: April 27, 2020 From: Richard Holborn Director, Engineering Services Subject: Asphalt Resurfacing on Various City Streets - Tender No. T2020-4 - File: A-1440 Recommendation: 1. That Tender No. T2020-4 for Asphalt Resurfacing on Various City Streets as submitted by Forest Contractors Ltd. in the total tendered amount of $3,062,321.75 (HST included) be accepted; 2. That the total gross project cost of $3,595,910.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $3,238,228.00 (net of HST rebate) be approved; 3. That the 2020 Capital Budget approved source of funds for the Granite Court and Redbird Crescent projects to be revised from Federal Gas Tax Reserve Fund to Ontario Community Infrastructure Fund Grant and Federal Gas Tax Reserve Fund; 4. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $3,238,228.00 as follows: a) the sum $1,970,355.00 as approved in the 2020 Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) the sum of $850,000.00 as approved in the 2020 Capital Budget to be funded from the Ontario Community Infrastructure Fund Grant to be increased to $880,357.00 for the four designated projects presented in Table 4, and the sum of $335,352.00 by a transfer from the Federal Gas Tax Reserve Fund; c) the sum of $52,164.00 as approved in the 2020 Capital Budget to be funded by a transfer from the Rate Stabilization Reserve; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. - 73 - ENG 02-20 April 27, 2020 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2020-4 Page 2 Executive Summary: As part of the 2020 Roads Projects Capital Budget, asphalt resurfacing for the following locations were approved as construction projects:  Gablehurst Crescent  New Street  Redbird Crescent  Jaywin Circle  Hoover Drive  Sideline 22  Dellbrook Avenue  Clements Road  Oklahoma Drive  Fieldlight Boulevard  Rambleberry Avenue  Sheppard Avenue  Sideline 24  Granite Court  Shadybrook Drive  Naroch Boulevard As part of the 2016 Road Needs Study endorsed by Council through Report E NG 25-17, these streets have been identified as a priority for resurfacing improvements. T he 2016 Road Needs Study is used by staff as a resource document for identifying and planning maintenance, rehabilitation and reconstruction strategies, programs and projects for all Pickering roads. The 2020 roads selected for asphalt resurfacing align with the priorities of the Road Needs Study. Tender No. T2020-4 was issued on Wednesday, February 26, 2020 with a tender closing date of Wednesday, March 18, 2020. Five companies submitted a bid for this project. The low bid of $3,062,321.75 (HST included) submitted by Forest Contractors Ltd. is recommended for approval. The total gross project cost is estimated at $3,595,910.00 (HST included) with an estimated total net project cost of $3,238,228.00 (net of HST rebate). Due to the ongoing concerns and new business practices related to the COVID-19 virus pandemic, Engineering Services and Corporate Services staff will work with Forest Contractors Ltd., to ensure that proper procedures and protocols are in place to provide a safe work environment for Pickering residents, the contractor, sub-contractors, and City staff. These measures may include a delay to the start date of the project. - 74 - ENG 02-20 April 27, 2020 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2020-4 Page 3 Financial Implications: 1. Tender Amount Tender No. T2020-4 $2,710,019.25 HST (13%) 352,302.50 Total $3,062,321.75 2. Estimated Project Costing Summary Tender No. T2020-4 – Tender for Asphalt Resurfacing on Various City Streets $2,710,019.00 Associated Costs Materials Testing 130,000.00 Federal Gas Tax Sponsor Signage 2,500.00 Provincial OCIF Sponsor Signage 2,500.00 CP Rail Flag Person 12,000.00 Construction Contingency (12% ) 325,202.00 Sub Total – Costs $3,182,221.00 HST (13%) 413,689.00 Total Gross Project Cost $3,595,910.00 HST Rebate (11.24%) (357,682.00) Total Net Project Cost $3,238,228.00 - 75 - ENG 02-20 April 27, 2020 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2020-4 Page 4 3. Approved Source of Funds Location Expense Code Source of Funds Budget Required Gablehurst Crescent 5320.2008.6251 Rate Stabilization $70,000 $52,164.00 New Street 5320.2010.6251 Federal Gas Tax 220,000 171,398.00 Redbird Crescent 5320.2011.6251 Federal Gas Tax 271,000 210,376.00* Jaywin Circle 5320.2012.6251 Federal Gas Tax 242,000 190,659.00 Hoover Drive 5320.2013.6251 Federal Gas Tax 225,000 167,768.00 Sideline 22 5320.2014.6251 Federal Gas Tax 16,000 41,363.00 Dellbrook Avenue 5320.2015.6251 Federal Gas Tax 418,000 304,613.00 Clements Road 5320.2016.6251 Federal Gas Tax 260,000 194,891.00 Oklahoma Drive 5320.2017.6251 Federal Gas Tax 254,000 203,964.00 Fieldlight Boulevard 5320.2018.6251 Federal Gas Tax 160,000 146,302.00 Rambleberry Avenue 5320.2019.6251 Federal Gas Tax 354,000 277,432.00 Sheppard Avenue 5320.2020.6251 Federal Gas Tax 325,000 230,602.00 Sideline 24 5320.2021.6251 Federal Gas Tax 16,000 41,363.00 Granite Court 5320.2022.6251 Federal Gas Tax 390,000 335,077.00* Shadybrook Drive 5320.2023.6251 OCIF Grant 350,000 259,448.00 Naroch Boulevard 5320.2024.6251 OCIF Grant Rate Stabilization 500,000 105,000 410,808.00 0.00 $4,176,000.00 $3,238,228.00 * Will be applying a combination of OCIF grant and FGT funds. Net project cost (over) under approved funds $937,772.00 - 76 - ENG 02-20 April 27, 2020 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2020-4 Page 5 4. OCIF Grant – Bundling of Projects Location Expense Code Budgeted Source of Funds Amount Source of Funds To Draw from Shadybrook Drive 5320.2023.6251 OCIF Grant $259,448.00 OCIF Grant Naroch Boulevard 5320.2024.6251 OCIF Grant 410,808.00 OCIF Grant Granite Court 5320.2022.6251 Federal Gas Tax 335,077.00 OCIF Grant and FGT Redbird Crescent 5320.2011.6251 Federal Gas Tax 210,376.00 OCIF Grant and FGT Total Net Project Cost including Contingency $1,215,709.00 Source of Funding OCIF Grant $880,357.00 Federal Gas Tax 335,352.00 Total Funds Required $1,215,709.00 Traditionally, the City’s annual road resurfacing program has been funded by Federal Gas Tax funds at a level of approximately $1.5 million to $2.0 million. However, in 2019 the Federal Government announced a one-time top of Federal Gas Tax funds for municipalities, resulting in an additional $2.7 million for the City of Pickering. Some of these funds were allocated to the 2020 road resurfacing projects through the 2020 Capital Budget process. The Ontario Community Infrastructure Fund (OCIF) was launched in 2014 and provides formula based funding to help small, rural and northern communities build and repair critical infrastructure. All small municipalities (populations less than 100,000) are eligible. This program was scheduled to end in 2019. However, on January 16, 2020, the Province announced additional funding for municipalities in 2020. Pickering’s formula based allocation from this grant is $880,357.00, and these funds are being used to add more streets to the road resurfacing program. In the 2020 Roads Capital Budget, two projects were budget ed to be funded from OCIF grant. Due to favourable tender results, the net tender cost for the two approved OCIF grant projects came in below the OCIF allocation of $880,357.00. In order to maximize the entire 2020 OCIF allocation, two additional projects have been added in order to provide a total net tender cost exceeding the OCIF grant amount. The balance of funds required for these combined four projects in excess of $880,357.00 will be funded from Federal Gas Tax Reserve (FGT) funds. Note that the budget provision of $105,000.00 from Rate Stabilization Reserve for Naroch Boulevard (OCIF project) is no longer necessary as the primary source of funding from OCIF grant in the amount of $410,808.00 is sufficient to cover the estimated net project cost of $410,808.00 . - 77 - ENG 02-20 April 27, 2020 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2020-4 Page 6 The four projects as presented in Table 4 will be bundled as one project: “Asphalt Resurfacing on Multiple Streets-Name of Streets”, to be submitted to the province as the designated project for the 2020 OCIF allocation. In order to draw the maximum funds from OCIF grant, funding of the total net project cost (included contingency provision), in the amount of $1,215,709 for the four OCIF projects will be done in the following order: Shadybrook Drive, Naroch Boulevard, Granite Court and Redbird Crescent until the maximum of $880,357.00 is fully utilized. The balance of funds required for the Granite Court and Redbird Crescent project will be funded from the FGT. Maximizing the draw from OCIF grant will ensure we fully utilize grant funding, as 2020 is the final year of OCIF, and at this time we are uncertain of the province’s position with regard to any unspent funds beyond 2020. Discussion: As part of the 2020 Capital Budget, asphalt resurfacing, for the following locations were approved as construction projects:  Gablehurst Crescent – from Brookshire Square to 90m west (to the new infill section)  New Street – from Parkside Drive to Cricket Lane  Redbird Crescent – from Huntsmill Drive to Huntsmill Drive  Jaywin Circle – from Denmar Road to Denmar Road  Hoover Drive – from Twyn Rivers Drive to Littleford Street  Sideline 22 – at the CP Rail Crossing north of Regional Road #5  Dellbrook Avenue – from Valley Farm Road to Meriadoc Drive  Clements Road – from Brock Road (RR#1) to Rail Line Spur  Oklahoma Drive – from Hillcrest Road to W est Shore Boulevard  Fieldlight Boulevard – from Rosefield Road to Glenview Road  Rambleberry Avenue – from Dixie Road to Kelvinway Lane (south leg)  Sheppard Avenue – from Edmund Drive to Whites Road (RR#38)  Sideline 24 – at the CP Rail Crossing south of Regional Road # 5  Granite Court – from Rosebank Road to Ironstone Manor  Shadybrook Drive – from Belinda Court to south of Edgewood Road (to the road bend at Shadybrook Park)  Naroch Boulevard – from Grenoble Boulevard (west leg) to Modlin Road These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. The at-grade rail level crossings on Sideline 22 and Sideline 24 have been identified by staff as deficient, and in an effort to enhance vehicular safety, the existing gr avel approaches will be upgraded to asphalt under this program. All protocols and safety procedures (including the use of a flag person) for trackside protection will be followed as a requirement of Canadian Pacific Rail. - 78 - ENG 02-20 April 27, 2020 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2020-4 Page 7 Tender No. T2020-4 was issued on Wednesday, February 26, 2020 with a tender closing date of Wednesday, March 18, 2020. Five companies submitted a bid for this project. The low bid of $3,062,321.75 (HST included) submitted by Forest Contractors Ltd. is recommended for approva l. The total gross project cost is estimated at $3,595,910.00 (HST included) with an estimated total net project cost of $3,238,228.00 (net of HST rebate). References for Forest Contractors Ltd., their Waste Management Plan and list of sub -contractors 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 Forest Contractors Ltd.. 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 Forest Contractors Ltd. for Tender No. T2020-4 in the amount of $3,062,321.75 (HST included), and that the total net project cost of $3,238,228.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated March 19, 2020 2. Record of Tenders Opened and Checked 3. Location Maps - 79 - ENG 02-20 April 27, 2020 Subject: Asphalt Resurfacing on Various City Streets Tender No. T2020-4 Page 8 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Scott Booker Richard Holborn, P.Eng. Manager, Capital Projects & Infrastructure Director, Engineering Services Original Signed By: Original Signed By: Ray Rodrigues, CPPB Stan Karwowski, MBA, CPA, CMA Manager, Supply & Services Director, Finance & Treasurer SB:mjh Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer - 80 - To: Richard Holborn Director, Engineering Services March 19, 2020 From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Manager, Capital Projects Coordinator, Infrastructure Design Subject: Tender No. T2020-4 Tender for Asphalt Resurfacing on Various City Streets Closed: Wednesday, March 18, 2020 – 2:00pm File: F-5400-001 Tender No. T2020-4 was advertised on the City’s website on February 26, 2020. Five companies have submitted a bid for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder’s tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010 -001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attac hed. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Forest Contractors Ltd. $3,062,321.75 $3,062,321.75 Four Seasons Site Development Ltd. $3,839,022.45 $3,839,022.45 C. Valley Paving Ltd.$3,953,138.32 $3,953,138.33 Viola Management Inc. $3,977,006.21 $3,977,006.21 Dufferin Construction Company; A Division of CRH Canada Group Inc. $5,356,890.43 $5,356,890.43 Memo Attachment #1 to Report # ENG 02-20 - 81 - Tender No. T2020-4 Page 2 Pursuant to Information to Bidders Item 26 Pre-Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Forest Contractors 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 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 shall be completed by the Bidder’s agent, broker or insurer and; (d) A Waste Management Plan; A budget of $3,000,000.00 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 Engineering Services; 4. if Item (d) is acceptable to Engineering Services; 5. any past work experience with low bidder Forest Contractors including work location; 6. without past work experience, if reference information is acceptable to Engineering Services; 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer’s confirmation of funding; 10. related departmental approvals; and 11. related comments specific to the project. After receiving Council’s approval, an approved “on -line” requisition will be required to proceed. - 82 - Tender No. T2020-4 Page 3 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/lc Attachments - 83 - Attachment #2 to Report # ENG 02-20 - 84 - Location Map – Dellbrook Avenue Dellbrook Avenue – from Valley Farm Road to Meriadoc Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Location Map – Clements Road Clements Road – from Brock Road (RR #1) to Rail Line Spur. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Attachment #3 to Report # ENG 02-20 - 85 - Location Map – Oklahoma Drive Oklahoma Drive – from Hillcrest Road to West Shore Boulevard. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Location Map – Fieldlight Boulevard Fieldlight Boulevard – from Rosefield Road to Glenview Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 86 - Location Map – Rambleberry Avenue Rambleberry Avenue – from Dixie Road to Kelvinway Lane (south leg). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Location Map – Sheppard Avenue Sheppard Avenue – from Edmund Drive to Whites Road (RR #38). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters that are deficient shall be removed and replaced as required. - 87 - Location Map – Granite Court Granite Court – from Rosebank Road to Ironstone Manor. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters that are deficient shall be removed and replaced as required. Location Map – Sideline 22 Sideline 22 – from 15m northbound and 15m southbound of the approach to the CP Railway on Sideline 22 north of Regional Road #5. The proposed work includes asphalt resurfacing. - 88 - Location Map – Sideline 24 Sideline 24 – from 15m northbound and 15m southbound of the approach to the CP Railway on Sideline 24 south of Regional Road #5. The proposed work includes asphalt resurfacing. Location Map – New Street New Street – from Parkside Drive to Cricket Lane. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 89 - Location Map – Redbird Crescent Redbird Crescent – from Huntsmill Drive to Huntsmill Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Location Map – Jaywin Circle Jaywin Circle – from Denmar Road to Denmar Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 90 - Location Map – Hoover Drive Hoover Drive – from Twyn Rivers Drive to Littleford Street. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Location Map – Shadybrook Drive Shadybrook Drive – from Belinda Court to south of Edgewood Road (to the road bend at Shadybrook Park). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 91 - Location Map – Naroch Boulevard Naroch Boulevard – from Grenoble Boulevard (west leg) to Modlin Road. The proposed work includes asphalt resurfacing. All existing concrete barrier curbs shall be removed and replaced with new concrete curbs and gutters. Location Map – Gablehurst Crescent Gablehurst Crescent – from Brookshire Square to 90m west to New Infill Section. The proposed work includes asphalt resurfacing. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. - 92 - Report to Council Report Number: ENG 04-20 Date: April 27, 2020 From: Richard Holborn Director, Engineering Services Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction - Proposal No. RFP2020-2 - File: A-1440 Recommendation: 1. That Proposal No. RFP2020-2 – Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction, submitted by Aquafor Beech Limited in the amount of $78,066.05 (HST included) for detailed design be accepted; 2. That the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the total net project cost of $80,960.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $80,960.00 as follows: a) The sum of $60,720.00 to be funded by a transfer from the Development Charges – City’s Share Reserve; b) The sum of $20,240.00 to be funded by a transfer from the Development Charges – Stormwater Management Reserve Fund; 4. That Aquafor Beech Limited be retained for contract administration and construction supervision, at the construction stage of the project; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2019 Capital Budget, Development Projects DC Funded account, the Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction was approved as a project. Proposal No. RFP2020-2 for the detailed design was issued on Wednesday, February 12, 2020 and closed on Wednesday, March 4, 2020 with one proposal being submitted. The Evaluation Committee consisting of staff from the Engineering Services Department, reviewed and evaluated the proposal received based on the criteria outlined in the Terms of Reference. - 93 - ENG 04-20 April 27, 2020 Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Proposal No. RFP2020-2 Page 2 It is recommended by the Evaluation Committee that Aquafor Beech Limited be retained to undertake the detailed design of the Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction at a cost of $78,066.05 (HST included). It is also recommended that the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the net project cost of $80,960.00 (net of HST rebate) be approved. In accordance with Section 10.04 (c) of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000, the award is subject to the approval of Council. Financial Implications: 1. Request for Proposal Amount Proposal No. RFP2020-2 $69,085.00 HST (13%) 8,981.05 Total $78,066.05 2. Estimated Project Costing Summary Proposal No. RFP2020-2 $69,085.00 Associated Costs Additional soil testing 1,950.00 Contingency (12% ) 8,524.00 Sub Total – Costs $79,559.00 HST (13%) 10,343.00 Total Gross Project Costs $89,902.00 HST Rebate (11.24%) (8,942.00) Total Net Project Costs $80,960.00 3. Approved Source of Funds Account Source of Funds Budget Required 5321.1902.6253 5321.1902.6253 R DC – City Share RF DC – Storm Water Mgmt. $447,225.00 149,075.00 $60,720.00 20,240.00 Total: $596,300.00 $80,960.00 Net project costs (over) under approved funds $515,340.00 - 94 - ENG 04-20 April 27, 2020 Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Proposal No. RFP2020-2 Page 3 In 2019, the Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction was approved as a project in the Development Projects DC Funded account 5321.1902.6253, in the amount of $596,300.00. The balance of the funds in the amount of $515,340.00 will be required for the construction component of the project, which is expected to commence in 2021 . Discussion: The Frenchman's Bay Stormwater Management Master Plan, completed in 2009, identified the Breezy Drive/Sunrise Avenue Storm Sewer Outfall (the Frenchman’s Bay Yacht Club) as one of the sites requiring restoration/enhancement measures. The Breezy Drive/Sunrise Avenue Storm Sewer Outfall is located south of the Frenchman’s Bay Yacht Club on Sunrise Avenue (refer to the Location Map in Attachment #1). The existing outfall was originally constructed in 1968 and requires reconstruction due to its poor condition. Years of sediment transport and deposition and associated coastal engineering processes that have occurred within Frenchman’s Bay (which is a coastal marsh) and flows from the storm sewer outfall, have necessitated the need for regular dredging over the years by the FBYC to enable safe access from their southern dock area. The reconstruction of the outfall will also improve the quality of the stormwater that is currently being discharged untreated into Frenchman’s Bay, as the project will include restoration of the eroded shoreline, creation of a sediment forebay and installation an oil-grit separator. Proposal No. RFP2020-2 was issued on February 12, 2020 to obtain proposals to undertake the detailed design for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction. The Request for Proposal process closed on March 4, 2020, with one proposal submitted from Aquafor Beech Limited. The proposal received was reviewed by the Evaluation Committee consisting of staff from the Engineering Services Department. The proposal was evaluated based on criteria outlined in the RFP document such as:  the consultant’s experience on similar projects  their understanding of the project  proposed work plan and deliverables  project team overview  quality of their references  price Aquafor Beech Limited is a leading civil engineering firm with significant expertise in completing stormwater and restoration projects under both the Municipal Class EA process as well as the Conservation Ontario process. Through those experiences, Aquafor Beech Limited recognizes the environmental and social complexities involved in such projects and the importance of providing a long-term solution to protect surrounding urban areas and infrastructure. Recent examples of such projects include the Amberlea Creek Erosion Control EA in the City of Pickering, the Dick’s Creek - 95 - ENG 04-20 April 27, 2020 Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Proposal No. RFP2020-2 Page 4 West Branch Sanitary and Storm Sewer Outfall Restoration in the City of St. Catharines and the Pine Creek Outfall Channel Restoration in the City of Pickering. References for Aquafor Beech Limited have been reviewed and are deemed acceptable by the Division Head, Water Resources & Development Services. The City’s Health & Safety Policy form, and a current Clearance Certificate issued by the Workpl ace Safety & Insurance Board have been submitted to the City by Aquafor Beech Limited. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. The proposal submitted by Aquafor Beech Limited meets the City’s needs for completing the detailed design for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction, considering their team’s strengths and previous experience relative to the required work. Upon careful examination of the proposal and relevant documents received, the Engineering Services Department recommends the acceptance of Proposal No. RFP2020-2 submitted by Aquafor Beech Limited to undertake the detailed design for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction in the amount $78,066.05 (HST included). It is also recommended that the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the net project cost of $80,960.00 (net of HST rebate) be approved. It is recommended that Aquafor Beech Limited be retained at the construction stage of the project for contract administration and construction supervision. This includes inspection of the installation of the works and certification that the works are carried out in accordance with the approved design drawings and specifications of a tender. Due to the ongoing concerns and new business practices related to the COVID-19 virus pandemic, Engineering Services and Corporate Services staff will work with Aquafor Beech Limited, to ensure that proper procedures and protocols are in place to provide a safe work environment for Pickering residents, the consultant, sub-consultants, and City staff. These measures may include a delay to the start date of the project. Attachments: 1. Location Map 2. Supply & Services Memorandum dated April 7, 2020 - 96 - ENG 04-20 April 27, 2020 Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Proposal No. RFP2020-2 Page 5 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Irina Marouchko, P.Eng. Richard Holborn, P.Eng. Senior Water Resources Engineer Director, Engineering Services Original Signed By: Original Signed By: Marilee Gadzovski, M.Sc. (Eng.), P.Eng. Stan Karwowski, MBA, CPA, CMA Division Head, Water Resources & Director, Finance & Treasurer Development Services Original Signed By: Ray Rodrigues, CPPB Manager, Supply & Services MG:mjh Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer - 97 - Engineering Services Department =: Mlt: N.T.S APRIL 27, 2020 EXISTING OGS HG12M Location Map FRENCHMAN'S BAY SUBJECT AREA ·-· -�o/P1(KER1NGConsultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Attachment #1 to Report # ENG 04-20 - 98 - To: Richard Holborn Director, Engineering Services April 7, 2020 From: Justin MacDonald Acting Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Division Head, Water Resources & Development Services Subject: Proposal No. RFP-2-2020 Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Closing Date: Wednesday, March 4, 2020 -File: F-5300-001 Further to the memo dated March 9, 2020, one proposals proceeded to Stage II of the evaluation process. The Evaluation Committee, consisting of City Staff from Engineering Services, conducted independent evaluations of the proposal. A summary of average scores is completed and a copy is attached. Aquafor Beech Limited submitted a price of $69,085.00, plus HST, for the scope of work identified in the RFP bid document. A budget of $596,300.00 was provided to Supply & Services for this procurement. In accordance with Part B. Material Disclosures, Item 1, as a pre-condition of award, the selected Proponent, Aquafor Beech Limited, will be required to provide the following documents for review: a)A copy of the City’s Health & Safety Regulations form, currently dated and signed ; b)A certificate of insurance completed by the Company’s agent, broker or insurer; and c)A completed Sub-contractors List, listing all sub-contractors who may be carrying out any part of this Contract. Please advise if we are to proceed with this task. In accordance with Purchasing Policy Item 10.04 (c), where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are a vailable in the approved budget: (c)An award over $50,000 is subject to the additional approval of Council. Memo Attachment #2 to Report # ENG 04-20 - 99 - RFP2020-2 Page 2 of 2 Please include the following items in your Memo: 1. if Item (a) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit; 3. any past work experience with the highest ranking proponent Aquafor Beech Limited including work location; 4. the appropriate account number(s) to which this work is to be charged; 5. the budget amount(s) assigned thereto; 6. Treasurer’s confirmation of funding; 7. related departmental approvals; and 8. related comments specific to the project. Once Council approval is received, an “on-line” requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponent s 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 (1) - 100 - Report to Council Report Number: FIN 04-20 Date: April 27, 2020 From: Stan Karwowski Director, Finance & Treasurer Subject: 2020 Tax Rates and Final Tax Due Dates Recommendation: 1.That Report FIN 04-20 of the Director, Finance & Treasurer regarding the 2020 tax rates be received; 2.That the 2020 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 August 27, 2020 and October 28, 2020 excluding the industrial, multi-residential and commercial realty tax classes; 4.That the attached By-law be approved; 5.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 6.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 required to raise the levy approved in the 2020 Current Budget of the City of Pickering and to levy taxes for School Boards and for the Region of Durham. They also set the property tax final due dates for residential property classes. The final due dates for non-residential (commercial, industrial, etc.) tax classes will be set later this year. ______________________________________________________________________ Financial Implications: Adoption of the Recommendations and enacting the By-law will allow the City to bill the Final 2020 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 - 101 - FIN 04-20 April 27, 2020 Subject: 2020 Tax Rates and Final Tax Due Dates Page 2 ______________________________________________________________________ and reducing any borrowing costs. This levy also raises taxes for the Region of Durham and the School Boards. ______________________________________________________________________ Discussion: The 2020 final tax billing process will consist of two separate components: 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 2020 Budget provided for an average property tax increase of 2.99 per cent and was adopted by Council through Finance Department Report FIN 02-20. The 2020 Council approved a budget levy of $68,630,621 plus assessment growth of $1,198,000 which translates into a total property tax levy of $69,828,621. The Region’s tax increase for Pickering is 2.42 per cent and the School Board increase is zero, resulting in a total average residential increase of approximately 2.25 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 August 27, 2020 and October 28, 2020. These dates are later than in recent years because of the current global health crisis. The table below provides a summary of the changes to the due dates. Residential Instalment Due Dates Feb.March April May June July Aug.Sept.Oct. Regular Interim Interim Final Final Revised Plan Interim Penalty Waived Penalty Waived Final Final - 102 - FIN 04-20 April 27, 2020 Subject: 2020 Tax Rates and Final Tax Due Dates Page 3 ______________________________________________________________________ Under the revised instalment plan, the residential taxpayer is being provided with an additional 150 days to pay their property taxes. Pickering will forward to Durham Region its share of the property taxes seven days after the due date. The Province announced that it will defer the property tax payments to the school boards that would have been due on June 30th to September 30th and the September 30th is now due on December 30th. The deferral of the school board payments will assist the City in managing its cash flow. COVID 19 Impacts The Property Tax Section is seeing an increase in workload due to the impact of COVID 19 on the economy and corresponding effect on residents’ ability to make property tax payments. On Saturday, March 21st, the City posted information on its website that the penalties and interest on unpaid property taxes would not be charged on May 1st and June 1st. Indirectly, by waiving the application of penalties and interest, the April due date has been deferred to the end of June. This action has resulted in the following: •Increase in cancellations from the City’s pre-authorized payment plan (213 as of April 10th). •Increase in phone call volume and more time spent by staff in answering phone calls and emails queries. •Increase in NSF cheque volume. Previous to March 2020, every month the City had more taxpayers joining its pre- authorized payment plan than cancelling until the COVID 19 lockdown. Staff expect the number of cancellations to continue until self-isolating or lockdown direction is cancelled. It is staff’s expectation that the taxpayers who withdrew from the pre-authorized plan will want to rejoin the plan in the future when the economic situation improves. Taxation staff have also noticed that the duration of the phone calls is longer due to the fact the taxpayer wants to understand the benefit of the interest penalty being waived for two months and their options. Please note that the attached By-law is subject to any emergency orders made by the province pursuant to the Emergency Management and Civil Protection Act. Communication Strategy 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. - 103 - FIN 04-20 April 27, 2020 Subject: 2020 Tax Rates and Final Tax Due Dates Page 4 ______________________________________________________________________ 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 later this year. Staff’s preliminary estimate for the final non-residential tax due date is for the end of October. ______________________________________________________________________ Attachments: 1.By-law to Establish the 2020 Tax Rates for All Realty Classes and Final Instalment Due Dates for All Residential Realty ______________________________________________________________________ Prepared By: Approved / Endorsed By: Original Signed By: Original Signed By: Mike Jones Stan Karwowski Supervisor, Taxation Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer - 104 - Attachment #1 to Report #FIN 04-20 The Corporation of the City of Pickering By-law No. 7752/20 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2020 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 08-2020 to establish tax ratios, By-law 10-2020 to adopt estimates of all sums required by The Regional Municipality of Durham for the Durham Region Transit Commission, By-law 11-2020 to set and levy rates of taxation for Regional Solid Waste Management, and By-law 09- 2020 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 2020 education tax rates for the 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 2020; and, Whereas an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law 7730/19 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 2020, The Corporation of the City of Pickering (the “City”) on February 24, 2020, approved Council Report FIN 02-20 and corresponding schedules and attachments as presented, resulting in a taxation levy of $69,828,621. - 105 - By-law No.7752/20 Page 2 2.For the year 2020, 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 Region 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 2020. 4.The Tax Levy due dates for the Final Billing be August 27, 2020 and October 28, 2020 for all classes excluding the non-residential tax classes (commercial, industrial, and multi-residential). 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 2020, 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. - 106 - By-law No.7752/20 Page 3 By-law passed this 27th day of April 2020. ______________________________ Kevin Ashe, Deputy Mayor ______________________________ Susan Cassel, City Clerk - 107 - 2020 Budget Tax Levy 69,828,621 2020 City Region Education Total Pickering Region Education Total RTC Property Class - Taxable Phase-In Assessment Tax Rate Tax Rate Tax Rate Tax Rate Billing Billing Billing Billing RT Residential 16,632,432,522 0.00325566 0.00585522 0.00153000 0.01064088 54,149,545 97,386,552 25,447,622 176,983,719 RD Residential-Educ only (Legion)- 0.00000000 0.00000000 0.00153000 0.00153000 - - - - FT Farm 164,399,400 0.00065113 0.00117105 0.00038250 0.00220468 107,045 192,520 62,883 362,448 TT Managed Forest 4,937,200 0.00081392 0.00146381 0.00038250 0.00266023 4,018 7,227 1,888 13,134 PT Pipelines 31,376,000 0.00400251 0.00719841 0.00980000 0.02100092 125,583 225,857 307,485 658,925 MT Multi-Residential 170,362,900 0.00607669 0.01092876 0.00153000 0.01853545 1,035,243 1,861,855 260,655 3,157,753 NT Multi-Residential (New Construction)- 0.00358123 0.00644074 0.00153000 0.01155197 - - - - CT Commercial 1,047,286,401 0.00472071 0.00849007 0.00980000 0.02301078 4,943,935 8,891,535 10,263,407 24,098,877 CU Commercial - Excess Land 13,286,623 0.00472071 0.00849007 0.00980000 0.02301078 62,722 112,804 130,209 305,736 CX Commercial Vacant Land 88,198,000 0.00472071 0.00849007 0.00980000 0.02301078 416,357 748,807 864,340 2,029,505 XT Commercial (New Construction) Full 84,476,233 0.00472071 0.00849007 0.00980000 0.02301078 398,788 717,209 827,867 1,943,864 XU Commercial (New Construction) Exc Land 5,360,525 0.00472071 0.00849007 0.00980000 0.02301078 25,305 45,511 52,533 123,350 XX Commercial (New Construction) Vacant - 0.00472071 0.00849007 0.00980000 0.02301078 - - - - ST Shopping Centres 656,252,536 0.00472071 0.00849007 0.00980000 0.02301078 3,097,978 5,571,630 6,431,275 15,100,883 SU Shopping Centres Excess Land 1,322,512 0.00472071 0.00849007 0.00980000 0.02301078 6,243 11,228 12,961 30,432 ZT Shopping Centre (New Construction)41,292,960 0.00472071 0.00849007 0.00980000 0.02301078 194,932 350,580 404,671 950,183 ZU Shopping Ctr Exc Land (New Construction)85,300 0.00472071 0.00849007 0.00980000 0.02301078 403 724 836 1,963 DT Office Building 87,016,543 0.00472071 0.00849007 0.00980000 0.02301078 410,780 738,777 852,762 2,002,319 DU Office Building Excess Land - 0.00472071 0.00849007 0.00980000 0.02301078 - - - - YT Office Building (New Construction)- 0.00472071 0.00849007 0.00980000 0.02301078 - - - - GT Parking Lot 2,115,900 0.00472071 0.00849007 0.00980000 0.02301078 9,989 17,964 20,736 48,689 HT Landfill - 0.00358123 0.00644074 0.00153000 0.01002197 - - - - IT Industrial 183,153,228 0.00658783 0.01184804 0.01250000 0.03093587 1,206,582 2,170,007 2,289,415 5,666,004 JT Industrial (New Construction)13,004,100 0.00658783 0.01184804 0.00980000 0.02823587 85,669 154,073 127,440 367,182 IU Industrial Excess Land 1,561,800 0.00658783 0.01184804 0.01250000 0.03093587 10,289 18,504 19,523 48,316 IX Industrial Vacant Land 17,970,600 0.00658783 0.01184804 0.01250000 0.03093587 118,387 212,916 224,633 555,936 JU Industrial Excess Land (New Construction)1,986,700 0.00658783 0.01184804 0.00980000 0.02823587 13,088 23,539 19,470 56,096 LT Large Industrial 54,016,500 0.00658783 0.01184804 0.01250000 0.03093587 355,852 639,990 675,206 1,671,047 LU Large Industrial - Excess Land 1,615,400 0.00658783 0.01184804 0.01250000 0.03093587 10,642 19,139 20,193 49,974 KT Large Industrial (New Construction)17,233,000 0.00658783 0.01184804 0.00980000 0.02823587 113,528 204,177 168,883 486,589 KU Large Ind Excess Land (New Construction)- 0.00658783 0.01184804 0.00980000 0.02823587 - - - - -1 Farmland Awaiting Development - 0.00244175 0.00439142 0.00114750 0.00798067 - - - - Total Taxable 19,320,742,883 66,902,904 120,323,126 49,486,892 236,712,922 Property Class - Payments in Lieu RF Residential 163,061,400 0.00325566 0.00585522 0.00153000 0.01064088 530,872 954,760 249,484 1,735,117 RP Residential - Tax Tenant 36,291,500 0.00325566 0.00585522 0.00153000 0.01064088 118,153 212,495 55,526 386,173 RG Residential - General 60,743,900 0.00325566 0.00585522 0.00000000 0.00911088 197,761 355,669 - 553,430 RH Residential - Full Shared PIL 258,200 0.00325566 0.00585522 0.00153000 0.01064088 841 1,512 395 2,747 FF Farm 122,105,900 0.00065113 0.00117105 0.00038250 0.00220468 79,507 142,992 46,706 269,204 FP Farm - Tax Tenant 28,824,000 0.00065113 0.00117105 0.00038250 0.00220468 18,768 33,754 11,025 63,548 CF Commercial Full 135,845,300 0.00472071 0.00849007 0.00980000 0.02301078 641,286 1,153,336 1,331,284 3,125,906 CH Commercial Full - Shared PIL 42,270,050 0.00472071 0.00849007 0.00980000 0.02301078 199,545 358,876 414,246 972,667 CP Commercial Full - Tax. Tenant 2,441,480 0.00472071 0.00849007 0.00980000 0.02301078 11,526 20,728 23,927 56,180 CG Commercial General 49,158,300 0.00472071 0.00849007 0.00000000 0.01321078 232,062 417,357 - 649,419 CV Commercial Full - Excess Land 2,478,100 0.00472071 0.00849007 0.00980000 0.02301078 11,698 21,039 24,285 57,023 CW Commercial General Excess Land 1,833,900 0.00472071 0.00849007 0.00000000 0.01321078 8,657 15,570 - 24,227 CZ Commercial Gen - Vacant Land 3,681,000 0.00472071 0.00849007 0.00000000 0.01321078 17,377 31,252 - 48,629 CJ Commercial - Vacant Land Shared PIL - 0.00472071 0.00849007 0.00980000 0.02301078 - - - - DH Office Building Full - Shared PIL 27,365,915 0.00472071 0.00849007 0.00980000 0.02301078 129,187 232,339 268,186 629,711 IG Industrial General PIL 69,000 0.00658783 0.01184804 0.00000000 0.01843587 455 818 - 1,272 IH Industrial Full- Shared PIL 16,153,000 0.00658783 0.01184804 0.01250000 0.03093587 106,413 191,381 201,913 499,707 IP Industrial Full- Tax Tenant 413,500 0.00658783 0.01184804 0.01250000 0.03093587 2,724 4,899 5,169 12,792 IK Ind. Excess Land - Shared PIL 9,705,700 0.00658783 0.01184804 0.01250000 0.03093587 63,940 114,994 121,321 300,254 IQ Ind. Excess Land Tax Tenant PIL 264,500 0.00658783 0.01184804 0.01250000 0.03093587 1,742 3,134 3,306 8,183 IJ Industrial Vacant Land Shared PIL 3,110,000 0.00658783 0.01184804 0.01250000 0.03093587 20,488 36,847 38,875 96,211 LK Large Ind. Excess Land - Shared PIL 7,874,600 0.00658783 0.01184804 0.01250000 0.03093587 51,877 93,299 98,433 243,608 LI Large Ind. Water Intake - Shared PIL 9,865,200 0.00658783 0.01184804 0.01250000 0.03093587 64,990 116,883 123,315 305,189 LS Large Ind. Generating Station - Shared PIL 24,048,900 0.00658783 0.01184804 0.01250000 0.03093587 158,430 284,932 300,611 743,974 LN Large Ind. Non-Gen Stn - Shared PIL 39,083,955 0.00658783 0.01184804 0.01250000 0.03093587 257,478 463,068 488,549 1,209,096 Total PIL 786,947,300 2,925,777 5,261,935 3,806,556 11,994,268 Grand Totals 20,107,690,183 69,828,681 125,585,061 53,293,448 248,707,190 Schedule A - 2020 Calculated Tax Rates - 108 - Report to Council Report Number: FIN 05-20 Date: April 27, 2020 From: Stan Karwowski Director, Finance & Treasurer Subject: Financial Update on the Impact of COVID-19 ______________________________________________________________________ Recommendation: 1. That Report FIN 05-20 of the Director, Finance & Treasurer entitled “Financial Update on the Impact of COVID-19” be received for information; 2. That the Director, Finance & Treasurer be authorized to create a COVID-19 Community Grant based on the principle of providing financial assistance to those groups who are supporting Pickering’s vulnerable during the COVID-19 pandemic; 3. That the COVID-19 Community Grants program be funded by a transfer from the Rate Stabilization Reserve in the amount of $100,000; 4. That local grant recipients funded from 2020 Budget retain their funding provided it is used for its intended purpose or to ensure the organization’s business continuity; 5. That the City Centre project be paused due to economic uncertainty as a result of the COVID-19 pandemic until the Fall of 2020; and 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. ______________________________________________________________________ Executive Summary: The COVID-19 pandemic presents the greatest financial challenge that individuals, families, businesses and municipalities have seen in generations. Paul Krugman (distinguished world economist) describes the current financial situation as putting the world’s economy in a financial induced coma in order to save the patient. Unfortunately, there is no historical experience from which to draw upon, in order to guide economic or financial decision making in reviving the patient. The high level financial review is based on the following assumptions:  Lockdown and social distancing continues until June 30th.  For the summer months, the City is transitioning to the “new normal”. - 109 - FIN 05-20 April 27, 2020 Subject: Financial Update on the Impact of COVID-19 Page 2  From September to December, the City continues to operate under the new normal that includes some degree of social distancing.  Pickering receives 100 percent of its dividend from Elexicon. The key outcome of the high level financial projection exercise is that it appears that the City will be at least in a breakeven financial position unless there are future unknown negative circumstances and or conditions that would impact the City. The most significant impact on City finances is related to a loss of revenues offset by savings in expenditures due to program cancellations and operational savings. Over the last two weeks, the City has funded two community “asks” St. Paul’s on-the Hill ($5,000) and Canada Sews – Durham Chapter ($3,000). Recommendation two is establishing a budget of $100,000 to meet the needs of the Pickering community by providing financial assistance to non-profit organizations who are helping Pickering residents through the COVID-19 pandemic. Financial Implications: Under the direction of the Chief Administrative Officer, senior staff including library undertook a high level financial exercise based on the assumptions referenced above. The results of the financial exercise indicate that the City operations may generate a small surplus in the range of approximately $100,000 to $203,000. The surplus measured against the City’s total operating expenses ($113.6 million) is 0.18 percent or less than 2/10’s of one percent. Presented below is a high level financial projection based on several assumptions that will probably change over time. - 110 - FIN 05-20 April 27, 2020 Subject: Financial Update on the Impact of COVID-19 Page 3 The financial projection identifies financial changes on the 2020 operating Budget arising from the various COVID-19 impacts. The above analysis is based on the assumption that social distancing and self-isolation practices will continue until June 30th. For the summer months, it is assumed that Ontario is transitioning to a new normal that includes to some degree a level of social distancing until a vaccine is developed. Current literature indicates that the world economy will be operating under the “new normal” until a vaccine is developed. The projected timeline for the development of a vaccine is 12 to 18 months. After the vaccine is developed, it will probably be distributed to our “hero” front line health workers and to vulnerable Canadians. Therefore, the vaccine would probably be distributed to the general public within 24 months . Therefore, it appears that we won’t return to the “old or regular normal” until after two years. Projected Revenue Changes 1 Recreation Area 1,780,600$ -1,968,100$ 2 Building Permits & App Fees 1,004,600 -1,110,400 3 Penalty & Interest & Inv. Income 536,750 -593,250 4 Business & Taxi Licenses 167,680 -185,330 5 Other: Reduced Revenues 1,076,800 -1,190,160 6 Sub Total 4,566,430$ 5,047,240$ Projected Expenditure Changes 7 Personnel Expenses (2,301,900)$ (2,544,200)$ 8 Cost Containment Exercise (608,800) -(608,800) 9 General Equip & Supplies (199,000) -(220,000) 10 Program & Event Supplies (176,710) -(195,300) 11 Building Repairs & Mtce (111,300) -(123,000) 12 Fuel Savings (63,750) -(70,500) 13 Savings from Canada Day (250,000) -(250,000) 14 Other: General Reductions (1,058,510) -(1,135,700) 15 Sub Total (4,769,970)$ -(5,147,500)$ 16 2020 Projection (Surplus)/Deficit (203,540)$ -(100,260)$ Financial Projection Estimated Financial Impact of COVID-19 Pandemic For Pickering - 2020 Financial Projection - 111 - FIN 05-20 April 27, 2020 Subject: Financial Update on the Impact of COVID-19 Page 4 COVID-19 Financial Explanation of Key Projections: 1. The closure of recreation facilities has resulted in significant lost revenues. The lost revenues are a result of immediate closures, cancellation of spring classes, smaller level of summer programs and anticipated reduced revenues for the rest of the year as customer behavior gradually returns to the new normal. 2. It is projected that there will be a decrease in construction activity resulting in a lower revenue projection for building permits. Home sales recorded over Canadian MLS® Systems dropped by 14.3 percent in March 2020 compared to February, as the economic turmoil and physical distancing rules surrounding the COVID-19 pandemic caused both buyers and sellers to increasingly retreat to the sidelines over the second half of the month. Transactions were down on a month to month basis in the vast majority of local markets in March. The GTA area experienced a sales decline of 20.8 percent. If the economic rebound follows a “U” shape, there is a strong probability that the forecast building permit revenue reduction may be higher. 3. The two month relief on the application of penalty and interest on property taxes will reduce the City’s revenue from this fee. However, there is the potential that future tax payments from residents may be paid later than usual that would reduce this revenue loss. Investment income is projected to decrease due to: extended timeline for second due date and tax payers opting out of the Pre-Authorized Payment Plan has reduced cash flow resulting in a loss of investment income. On March 4th, the Bank of Canada lowered its target interest by 50 basis points and again on March 27 with another 50 basis points reduction. These interest rate reductions will have an impact on the City’s investment income. 4. Other revenue reductions include various accounts such as lower projected photocopier income for the library ($17,000) and reduction in various property tax fees including property tax certificates ($40,000). 5. Reduction in personnel costs is due to: staff salary savings because of cancelled recreation programs, reduced hiring of summer students and delayed hiring of the majority of new staff approved in the 2020 Budget. The Council approved Budget included funding for 18 new positions and staff have now postponed the hiring of most of these new positions except for Fire (3); mechanic and By-law. 6. The CAO directed staff to undertake a cost containment exercise focusing on the following three accounts: consulting, conferences and education and training. The financial results of this exercise are presented below: - 112 - FIN 05-20 April 27, 2020 Subject: Financial Update on the Impact of COVID-19 Page 5 Some of the City’s consulting projects are funded from reserves or are recovered from third party funding. This financial exercise is focused on the net bottom line taxpayer funded position and that is why the net consulting figure is used in the total savings amount. Without these savings, the City would have been projecting a deficit position. For professional staff there is a requirement to complete “X” hours of verifiable and documented education to maintain their professional designation. However, it should be noted that the education and training account was still reduced by 26.25 percent. Where possible, staff will be encouraged to undertake web based training to save on travel costs that will in-turn meet possible future social distancing requirements. The City staff conferences budget was reduced by almost 40 percent and there are probably further reductions as conferences planned for this year are cancelled due to the pandemic. 7. Other cost savings includes various accounts such as printing ($63,000) and office supplies ($10,450). ______________________________________________________________________ Discussion: Council approves an annual Budget with a four year capital forecast as part of its plan to align service delivery with community expectations, manage growth and finance community priorities. In a time of a global pandemic, plans change so that public health and critical services are prioritized. As the City manages through the pandemic, program and related financial changes will occur throughout the year based on local, national and global health and economic events. It is this context that the following recommendations were developed and or required. Recommendation 2 Over the last two weeks, the City has funded two financial requests from non-profit organizations that are helping Pickering residents through the pandemic. These requests demonstrate that there is need in the community to provide additional funding to these various groups so that they can continue to assist those in need. Gross Consulting Reductions 1,003,680$ Less: Cost Recovery/Reserves Funding (529,580) Taxpayer Consulting Funded Reductions 474,100$ Education & Training 101,700 Conferences 33,000 Total Savings 608,800$ CAO Cost Containment Exercise - 113 - FIN 05-20 April 27, 2020 Subject: Financial Update on the Impact of COVID-19 Page 6 Staff envision that these COVID-19 community grant requests will come through directly or indirectly with staff working with various groups or through “word of mouth”. It should be recognized that unlike the City’s formal grant process whereby user groups have to complete a detailed application form, these grant requests will be based on the applicant providing a written description of the identifiable need and how City the funds will be used to address the need. In some situations such as the for the local food bank, it may be necessary for the City to provide more than one grant. Before the grant is provided, staff will make “best efforts” to discuss the grant “ask” with Members of Council who may be familiar with the good works of the asking organization. Recommendation 4 Many of the City’s funded community groups are considering postponing or cancelling their events due to the COVID-19 pandemic. However, it should be recognized that these groups may still have expenses and commitments that could threaten their ability to continue operations. In addition, these organizations may be seeing a decrease in corporate sponsorship funding due to the pandemic. Therefore, this recommendation allows these important local groups to use already Council approved and received City funds to maintain operations and to meet their financial obligations. When these groups apply for 2021 funding, they will be asked to provide written documentation as to how they used their 2020 funds if they were used in alternative means . If the funds were not used in 2020, then their grant request may be reduced as part of their 2021 grant request. Recommendation 5 – The Qualitative Factors to Consider for a City Centre “Pause” In the early days of the COVID-19 pandemic, Bay Street was banking on a brief idling of the economy. The “Bay Street” thinking that the shutdown would be long enough to conquer the virus after which everything would quickly return back to the “old normal”. Unfortunately, the prospects of a “V shaped” recovery have all but evaporated . The current scope of the lockdown now rules out more optimistic forecasts and Bay Street consensus is that we are now looking at a “U shaped” recovery. Under this scenario, businesses and social restrictions drag into the summer and late fall and the recouping of Canada’s lost economic output gets pushed into the future. How far into the future depends upon on consumer and business confidence. Businesses need to feel confident in order to invest and or spend. For the consumer, the perceived threat of a layoff or reduced hours will affect their spending decisions. Another factor to consider is the impact of COVID-19 on the supply chain used in the construction industry. While the labour component is local or regional, it is not known what impact the pandemic and corresponding lockdown has had on the construction industry suppliers. Unfortunately, there is a possibility that key construction suppliers are no longer able to provide components and/or their foreign supplier is no longer able to provide critical subcomponents that they require. - 114 - FIN 05-20 April 27, 2020 Subject: Financial Update on the Impact of COVID-19 Page 7 All of this uncertainty dictates that it would be prudent to financially pause the project until we are more certain of the direction of the economy and the availability of the construction supply industry to meet demand. In addition, it is assumed that the project’s economics may need to be recalculated and or reviewed by our private sector partner due to the COVID-19 pandemic and they may welcome the use of this time to review the project economic fundamentals based on the new economic reality and its impact on the business cycle. The other factor to consider is the impact of the COVID-19 on the opening and operation of the Pickering Casino. The City is fortunate, that sometime this year, the casino will open. The casino may or may not be operating under a social distancing rules that in-turn may mean a reduction in the number of gaming positions or the number or individuals allowed into the building. The City Centre project is based on the City receiving $10.0 million per year from casino revenues. If Council adopts Recommendation 5, the uncertainty regarding casino operations and the corresponding economic fog may be partially resolved. It should be noted that staff are not recommending that the City Centre project be cancelled or deferred, instead staff are recommending that the project be “paused” for a few months until some of the concerns or unknowns identified above are resolved. 2020 Capital Program The COVID-19 pandemic is expected to cause some delays for the delivery of the City’s 2020 capital program as a consequence of adjustments associated with alternate work arrangements, such as working from home, for projects that require a high degree of collaboration between City staff and its external consultants. Social distancing and other best practices to be adopted by contractors are also changing construction methods and introducing delays. In some cases, contractors are experiencing employee shortages with crews having to self-isolate and mobilize off a construction site. Over recent decades, supply chains have globalized, specialized and become leaner or just - in-time, making them more susceptible to supplier chain disruptions and delays due to the COVID-19 pandemic. City staff have conducted a review of its 2020 Capital program and have identified $12.3 million in capital projects and expenditures that will probably be delayed and carried over into 2021 due to the current and anticipated challenges caused by the COVID -19 pandemic. The attached listing of delayed 2020 Capital projects is based on the assumptions referenced earlier in this report that were used for this high level financial projection exercise. As more information becomes available, staff may be able to complete some of these capital projects in 2020 or there may be further delays causing additional 2020 projects to be carried over to 2021 due to the COVID-19 pandemic. - 115 - FIN 05-20 April 27, 2020 Subject: Financial Update on the Impact of COVID-19 Page 8 Next Steps In the fall, it is staff’s intent to provide Council with a report based on Actuals vs Budget that includes a financial projection for the remainder of the year. The structure of this report is based on several months of actual financial data that will develop the year-end financial projection. The current general assumptions used in this report could drastically change in the next few weeks and that is why the fall financial report will have a greater significance. ______________________________________________________________________ Attachments: 1. Delayed 2020 Capital Projects ______________________________________________________________________ Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: James Halsall Stan Karwowski Manager, Budgets & Internal Audit Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer - 116 - Account # Project Name Amount Information Technology 5206.2002 City Network Upgrades 89,000$ 5206.2001 Fire Services Mobile Devices 36,000 Animal Services 5219.2002 Cargo Van - Replacement 45,000 Property Maintenance 5311.2004 Sidewalk Plow with Attachments - New (Seaton)175,000 5311.2003 Wide Area Mower Replacement 155,000 Roads Equipment 5319.2009 Tractor with Attachments - Replacement 170,000 Development Projects 5321.2002 Highway 401 Road Crossing Design 2,000,000 5321.2004 Highway 401 Road Crossing - Land Acquisition 5,000,000 Streetlights & Signalization 5325.2004 Accessible Pedestrian Signals - 4 locations 360,400 Fire Services 5340.2003 Fire Pumper Rescue Replacement 1,000,000 Building Services 5612.2001 E-Permitting Software - Phase 1 500,000 5612.2002 Building Services Vehicle - New 52,000 Community Centres 5719.2010 Pickering Heritage Community Centre Project Management 450,000 5719.2005 3/4 Ton Van Replacement 45,000 5719.2009 George Ashe Library & Community Centre HVAC Rebalancing 20,000 Seaton Community Centre 5720.2001 - Preliminary Planning & Investigations 80,000 Recreation Complex - Core 5731.2004 Tennis Court Flooring Replacement - Construction 1,200,000 5731.2007 Tennis Court Repainting 80,000 Recreation Complex - Arena 5735.2004 Sealant Replacement 85,000 Museum 5744.2010 Harvey House Restoration - Design 30,000 Parks 5780.2006 Diana, Princess of Wales Park - Pathway Construction 300,000 5780.2019 Dunmoore Park Tennis Courts Reconstruction 300,000 5780.2007 South Pine Creek Ravine - Pathway Reconstruction 150,000 Library 5800.2007 Utility Van - Replacement 45,000 TOTAL 12,322,400$ City of Pickering Delayed 2020 Capital Projects Due to COVID-19 Pandemic Attachment #1 to Report #FIN 05-20 - 117 - Report to Council Report Number: PLN 07-20 Date: April 27, 2020 From: Kyle Bentley Director, City Development & CBO Subject: Esri Enterprise Agreement for the Supply of ArcGIS Software and Services Extension of the City’s Participation with the Region of Durham File: L-4100-001 Recommendation: 1. That Council supports the proposed extension of the Region of Durham’s Enterprise Agreement (EA) with Esri Canada for the supply of ArcGIS software and services and the City’s ongoing participation in the EA for a three year period at a total cost of $201,444.00 (plus applicable taxes) with annual payments of $66,000.00 for year one (July 15, 2020 to July 14, 2021), $67,722.00 for year two (July 15, 2021 to July 14, 2022), and $67,722.00 for year three (July 15, 2022 to July 14, 2023), to be funded from the Current Budget of the City Development Department; 2. That the Director of City Development be authorized to sign a Letter of Intent to Participate in and Commit to terms and payment, generally as set out in the draft letter provided in Appendix I; and, 3. Further, that the signed Letter of Intent to Participate in and Commit to Terms and Payment be forwarded to the Chief Information Officer, at the Region of Durham. Executive Summary: The City of Pickering participates in the Region of Durham’s Enterprise Agreement (EA) with Esri Canada, for the supply of ArcGIS software and services. The Region is the customer, and the City of Pickering and a number of other local municipalities and the Durham Regional Police Service, are affiliates. The Region’s EA with Esri Canada is expiring on July 14, 2020. The Region has received a budgetary financial proposal from Esri Canada to renew the EA for the next three years (to July 14, 2023) at a cost of $1,404,000 (for the Region and all affiliates combined over the 3-year term). The City of Pickering’s proportionate share of the total cost is $201,444.00 (plus applicable taxes) with annual payments of $6 6,000.00 for year one, $67,722.00 for year two, and $67,722.00 for year three. The ArcGIS software and services provided by Esri Canada are essential elements of the City’s Geographic Information System operations and services. Continued participation in the Region’s EA not only provides various added benefits as discussed in the report, but also would continue to improve efficiencies in internal operations and service delivery at a cost-effective rate. It is recommended that the City participate in the Region of Durham’s extension of the EA with Esri Canada for a three year period starting July 15, 2020. - 118 - PLN 07-20 April 27, 2020 Subject: Esri Enterprise Agreement for the Supply of ArcGIS Software and Services Page 2 Financial Implications: 1. Total Project Cost for Pickering’s 3-Year License Agreement Extension 3 Year License Extension HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $201,444.00 26,187.72 $227,631.72 (22,642.31) $204,989.41 Annual Costs Year 1 Year 2 Year 3 Pickering Costs (excl. taxes) HST (13%) Gross Project Costs HST Rebate (11.24%) Net Project Cost to City (incl. 1.76%) $66,000.00 8,580.00 $74,580.00 (7,418.40) $67,161.60 $67,722.00 8,803.86 $76,525.86 (7,611.95) $68,913.91 $67,722.00 8,803.86 $76,525.86 (7,611.95) $68,913.91 2. Approved Source of Funds – Phase 1 (2020 Current Budget) Account Code Source of Funds Budget Required 2610.2479.0000 Property Taxes $67,500.00 $67,162.00 3. Funds Required For Years 2 and 3 $137,828.00 Background: The City of Pickering is a participant in the Region of Durham’s Enterprise Agreement (EA) with Esri Canada, for the supply of ArcGis software and services . The Region is the customer, and the City of Pickering and a number of other local municipalities in Durham (e.g., Brock, Scugog and Uxbridge) as well as the Durham Regional Police Service, are affiliates. The Region has recently approached the affiliates, indicating that the Region’s EA with Esri is expiring on July 14, 2020, and that the Region has received a budgetary financial proposal from Esri Canada to renew the EA for the next three years (to July 14, 2023) at a cost of $1,404,000 (for the Region and all affiliates combined over the 3 -year term). The City of Pickering’s proportionate share of the total cost is $201,444.00 (plus applicable taxes) with annual payments of $66,000.00 for year one, $67,722.00 for year two, and $67,722.00 for year three. - 119 - PLN 07-20 April 27, 2020 Subject: Esri Enterprise Agreement for the Supply of ArcGIS Software and Services Page 3 These costs are based on a formula that weights deployed software (maintenance cost only) at 60 per cent and population at 40 per cent. A 2.6 per cent uplift is applied across the board from year one to year two to help plan changing budgets. The Region confirmed that every affiliate has and will continue to save on up-front costs for software (due to bulk software licensing and service delivery), and that uncapped products (those for which we do not need specific licenses to use) and general terms will remain unchanged from previous agreements. The ArcGIS software and services provided through the Region’s EA include ArcGIS Online subscription, an array of uncapped GIS software products, a limited number of discounted pre-paid training packages and User Conference attendance, as well as formal user support from Durham Region. Participating in this licensing renewal will also include the deployment of much needed additional uncapped software and changing from basic to standard user licenses, to improve internal user capacity and operations and our service to a growing population. If Pickering were to get a Small Local Government EA on its own it would have cost approximately $65,260.00 per year. However, once the City’s population reaches 100,000 the price would change to approximately $95,300.00. Procuring through the Region’s EA will therefore keep the costs stable while Pickering grows. The ArcGIS software and services provided by Esri Canada are an essential element of the City’s Geographic Information System operations and services. Continued participation in the Region’s EA is therefore crucial to maintaining our GIS operations and improving our service delivery to the public and external agencies. Recommendation #1 requests Council’s support of the proposed extension of Region of Durham’s EA with Esri Canada and the City’s ongoing participation in the EA for the next three years, starting July 15, 2020, and Recommendation #2 requests that the Director, City Development, be authorized to sign the attached Letter of Intent to Participate in and Commit to terms and payment. This report has been reviewed by the Director, Finance & Treasurer, the Director, Engineering Services and the Division Head, Information Technology. They concur with the contents of the report and its recommendations. Appendix I Draft Letter of Intent to Participate in and Commit to terms and payment - 120 - PLN 07-20 April 27, 2020 Subject: Esri Enterprise Agreement for the Supply of ArcGIS Software and Services Page 4 Prepared By: Approved/Endorsed By: Déan Jacobs, MCIP, RPP Catherine Rose, MCIP, RPP Manager, Policy & Geomatics Chief Planner Kyle Bentley, P.Eng. Director, City Development & CBO DJ:ld Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Original Signed By:Original Signed By: Original Signed By: Original Signed By: - 121 - Appendix I to Report PLN 07-20 Draft Letter of Intent to Participate in and Commit to Terms and Payment - 122 - [Insert date] Kalyan Chakravarthy Chief Information Officer Corporate Services – Information Technology The Regional Municipality of Durham 605 Rossland Road East, Lower Level Whitby, ON L1N6A3 Subject: Esri Enterprise Agreement (EA) Purpose: Letter of Intent to Participate in and Commit to terms and payment Dear Kalyan Chakravarthy, Recently the Region of Durham reached a tentative deal with Esri Canada with Esri Canada, which allows for the area municipalities and Durham Regional Police Service to join. This letter is to inform you that the City of Pickering intends to participate in the EA as a registered affiliate. City of Pickering acknowledges that it has carefully read and fully understands that we are bound by all terms, conditions and obligations of the Agreement. We understand that the total cost of this 3-year Agreement is $1,404,000, and that the Region of Durham will charge City of Pickering in the following amounts to participate, invoicing directly each year. 2020 2021 2022 Total $66,000 $67,722 $67,722 $201,444 City of Pickering agrees to be bound by the terms of the EA and pay the above fees, for the duration of the contract ending July 14, 2023. Regards, [Name], [Title] City of Pickering - 123 -