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HomeMy WebLinkAboutMarch 17, 2003 Committee of the Whole Meeting Minutes Monday, March 17,2003 8:00 p.m. Chair: Councillor Brenner PRESENT: Mayor Wayne Arthurs COUNCILLORS: M. Brenner M. Holland R. Johnson B. Mclean D. Pickles ALSO PRESENT: E. Buntsma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development G. Paterson - Director, Corporate Services & Treasurer B. Taylor - City Clerk D. Kearns - Committee Coordinator ABSENT: Councillor Ryan - Vacation ADOPTION OF MINUTES Meeting of February 10, 2003 II MA TIERS FOR CONSIDERATION 1. CLERK'S REPORT Cl 05-03 APPOINTMENT OF BY-LAW ENFORCEMENT OFFICERS By-law Forwarded To Council - 1 - Committee of the Whole Meeting Minutes Monday, March 17, 2003 8:00 p.m. Chair: Councillor Brenner 2. CLERK'S REPORT Cl 06-03 APPOINTMENT OF BY-LAW ENFORCEMENT OFFICERS By-law Forwarded to Council 3. PROCLAMATIONS "DAY OF MOURNING" -APRil 28, 2003 "PITCH-IN CANADA WEEK" -APRil 21-27, 2003 "NEW HOMES MONTH" - APRil, 2003 "RACING AGAINST DRUGS DURHAM WEEK" - MAY 4-10,2003 Approved See Recommendation #1 4. OPERATIONS & EMERGENCY REPORT OES 08-03 TENDER FOR SPORTS FIELD LIGHTING, KINSMEN PARK TENDER T -5-2003 Approved See Recommendation #2 III ADJOURNMENT The meeting adjourned at 8:03 p.m. -2- Appendix I Committee of the Whole Report COW 2003-3 That the Committee of the Whole of the City of Pickering having met on March 17, 2003, presents its third report to Council and recommends: 1. PROCLAMATIONS "DAY OF MOURNING" - APRil 28, 2003 "PITCH-IN CANADA WEEK" - APRil 21-27, 2003 "NEW HOMES MONTH" - APRil, 2003 "RACING AGAINST DRUGS DURHAM WEEK" - MAY 4-10,2003 The Mayor Arthurs be authorized to make the following proclamations: "Day of Mourning" - April 28, 2003 "Pitch-in Canada Week" - April 21-27, 2003 "New Homes Month" - April, 2003 "Racing Against Drugs Durham Week" - May 4-10, 2003 2. OPERATIONS & EMERGENCY REPORT OES 08-03 TENDER FOR SPORTS FIELD LIGHTING, KINSMEN PARK TENDER T-5-2003 1. That Report OES 08-03 of the Director, Corporate Services & Treasurer and Director, Operations & Emergency Services, be received; and 2. That the expenditures and financing for Project 03-2718-001-00 in the amount of $400,000 for lighting and improvements at the Kinsmen Park and Project 03-2718-001-17 in the amount of $20,000 to upgrade the electrical service at Kinsmen Park, as included in the 2003 Capital Budget, be approved; and 3. That Tender No. T-5-2003 submitted by loc-Pave Construction limited in the amount of $183,398 (taxes included) for the configuration of an electrical distribution service upgrade, supply and installation of sports field lighting within Kinsmen Park, be accepted; and 4. That the optional price in Tender No. T-5-2003 submitted by Loc-Pave Construction limited in the amount of $90,843 (taxes included) for the electrical work for the football field known as the Ajax-Pickering Dolphins Minor Football Club Field within Kinsmen Park, be accepted; and - 3- Appendix I Committee of the Whole Report COW 2003-3 5. That contracted services in the amount of $28,913 be authorized for Veridian Connections, in order to undertake the necessary utility upgrade to facilitate sports field lighting projects; and 6. That Council approve the Financing Plan submitted February 17, 2003, by Mr. Jeff Priestman, President of the Ajax-Pickering Dolphins Minor Football Club for their contribution towards their portion of the shared costs of the partnership venture in the amount of $53,623 plus interest; and 7. That Council approve the Financing Plan submitted on March 14,2003 by the Pickering Soccer Club for their contribution towards their portion of the shared costs of the partnership venture in the amount of $102,789 plus interest; and 8. That the balance of the work for the project, currently estimated at approximately $60,000, consisting of primarily irrigation requirements and field improvements and included in the projects approved under Recommendation 2 above, be approved; and 9. Council approve the City portion of the funding as follows: a) The Director, Corporate Services & Treasurer be authorized to finance the City's portion of the costs in the estimated amount of $230,000 (T-5-2003) project through the issuance of debt through the Region of Durham for a period not exceeding 5 years, at a rate to be determined, be approved and the balance of approximately $2,850 plus financing costs be financed from current funds; and b) That annual repayment charges in the amount of approximately $55,000 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until the loan is repaid; and c) That the Director, Corporate Services & Treasurer has certified that this loan and the repayment falls within the City's Debt and Financial Obligations approved Annual Repayment limit for debt and other financial obligations for 2002 as established by the Province for municipalities in Ontario; and -4- Appendix I Committee of the Whole Report COW 2003-3 d) That a temporary loan in the amount of approximately $102,789 less the initial deposit of $10,000 be extended to the Pickering Soccer Club; and, approximately $53,623 to the Ajax-Pickering Dolphins Football Club on terms and conditions satisfactory to the Treasurer; and e) That the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to effect the foregoing; and 10. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. - 5-