HomeMy WebLinkAboutDecember 15, 2003 Council Meeting
Agenda
Monday, December 15, 2003
(I) ADOPTION OF MINUTES
Regular Meeting of December 1, 2003
Special Meeting of December 8, 2003
(11) PRESENTATION
Mayor Ryan will present City pins and the City flag to the coaches and players of
the Pickering Hockey Association Minor Midget A team and the Major Bantam A
team who will be going to Europe this winter to play in a tournament.
(111) DELEGATIONS
Pat Dunnill, representing the Museum Advisory Committee, will address Council
with respect to the Museum.
Rob Taylor, representing OVERT, will address Council to provide an overview of
the activities and mandate of his organization.
(IV) RESOLUTIONS PAGE
To adopt the Planning Committee Report dated December 8, 2003. 1-4
2. To adopt the Committee of the Whole Report dated December 8, 5-7
2003.
3. To consider Report OES 42-03 concerning the Supply & Delivery of 8-15
5-Ton Truck.
4. To consider Report CS 43-03 concerning the Formal Quotations - 16-20
Quarterly Report for Information.
5. To consider Report CS 44-03 concerning the Cash Position Report 21-28
as at September 30, 2003.
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Council Meeting
Agenda
Monday, December 15, 2003
6. To consider Report CS 45-03 concerning Section 357/358 of the 29-32
Municipal Act - Adjustment to Taxes.
7. To consider Report CS 46-03 concerning Section 357/358 of the 33-36
Municipal Act - Adjustment to Taxes - Public Works Canada
8. To consider Report CS 47-03 concerning 2004 Interim Spending 37-41
Authority.
9. To consider Report CS 48-03 concerning 2004 Temporary 42-45
Borrowing By-law.
(V) BY-LAWS
By-law Number 6210/03
Being a by-law to authorize the temporary borrowing of moneys to meet
the current and capital expenditures of the City of Pickering for the year
2004.
By-Law Number 6212/03
Being a by-law to dedicate Lot 112A, Registrar's Compiled Plan 1051,
Pickering and Blocks 22, 24, 25 and 26, Plan 40M-2155, Pickering, as
public highways.
By-law Number 6213/03
Being a by-law to exempt Block 1, Plan 40M-2177, Pickering from part lot
control.
By-law Number 6214/03
Being a by-law to amend By-law Number 5999/02 to provide
remuneration and benefits for Members of Council.
46-47
48-50
51-53
54-55
2
Council Meeting
Agenda
Monday, December 15, 2003
(VI)
1.
NOTICE OF MOTION
Moved by Councillor McLean
Seconded by Councillor ^she
56 -57
WHEREAS the Pickering Museum Village is a recognized and invaluable
historical and educational resource to the community, and delivers heritage
learning programs to over 15,000 students annually; and
WHEREAS the public programs undertaken at the museum are made possible
through the enthusiastic participation of a dedicated group of volunteers, local
community organizations, service clubs and businesses; and
WHEREAS the Brougham Central Hotel at the Pickering Museum Village
currently houses public and staff facilities essential to the operation of programs;
and
WHEREAS the Brougham Central Hotel is planned for relocation and restoration
to a Temperance Hotel as the next joint undertaking by the City and the
Pickering Museum Village Foundation, a project which was supported by Council
under Resolution #99/02; and
WHEREAS, in conjunction with the Hotel restoration, it will be necessary to
provide kitchen, meeting, public washrooms and storage space in support of the
day to day teaching and maintenance activities at the Village; and
WHEREAS significant expenditures have been undertaken to date by the
Pickering Museum Village Foundation in site preparation and consulting towards
the Hotel restoration project; and
WHEREAS the Foundation has committed to fully funding the relocation and
restoration of the Hotel at a cost of approximately $500,000, contingent on the
provision of a program operations centre; and
WHEREAS Council authorized staff to negotiate the acquisition of a suitable at-
risk heritage building on Federal lands in order to establish a new operations
centre in the Pickering Museum Village; and
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Council Meeting
Agenda
Monday, December 15, 2003
WHEREAS the assessment of buildings located on Federal lands undertaken by
heritage preservation consultants retained by the Pickering Museum Village
Foundation recommended that the Winger House, currently unused, be
relocated to the Village, preserved and adapted for use as an operations centre;
and
WHEREAS Federal Government policies require that its buildings be disposed
of in a manner that protects their heritage character, and in the event this
building is not relocated it will be demolished;
NOW THEREFORE the Council of the Corporation of the City of Pickering
formally requests that the Federal Government enable and contribute to the
preservation of an example of the community's heritage, through the donation
and relocation of the Winger House to the Pickering Museum Village; and
FURTHER THAT copies of this resolution be forwarded to:
· Federal Minister of Public Works and Government Services
· Dan McTeague, MP, Pickering-Ajax-Uxbridge
Moved by Councillor Holland
Motion regarding 2004 purchase
separate cover.
of one defibrillator to be circulated under
(VII) OTHER BUSINESS
(VIII) CONFIRMATION BY-LAW
{IX) ADJOURNMENT
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RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
That the Planning Committee Report dated December 8, 2003, be adopted.
CARRIED:
MAYOR
Appendix I
Planning Committee Report
PC 2003-9
That the Planning Committee of the City of Pickering having met on December 8, 2003
presents its ninth report to Council:
PLANNING & DEVELOPMENT REPORT PD 43-03
REQUEST TO DEVELOP LANDS BY LAND SEVERANCE
2030606 ONTARIO INC.
526 ROSEBANK ROAD
That the request made by 2030606 Ontario Inc., be APPROVED, to permit
the division of the land, being Lot 88, Plan 350 (municipally known as 526
Rosebank Road) by land severance rather than a plan of subdivision, subject
to the lotting pattern being consistent with the lotting pattern of the draft
approved plan of subdivision 18T-86015.
PLANNING & DEVELOPMENT REPORT PD 40-03
DURHAM REGION TRANSPORTATION MASTER PLAN
CITY OF PICKERING COMMENTS ON RECOMMENDED PLAN
That the comments contained in Report PD 40-03 of the Director, Planning &
Development and the Director, Operations & Emergency Services, be
ENDORSED as the City's comments on the Durham Region Transportation
Master Plan: Recommended Plan - October 2003; and
That Regional Council be requested to AMEND the recommended
Transportation Master Plan, prior to the Plan's approval, as follows:
* on Figure 16 - Proposed Regional Road Expansion Projects (2004 -
2021), which identifies road projects to be funded and constructed by the
Region of Durham up to 2021;
, add two north-south arterial roads connecting Taunton Road with the
proposed Highway 407 interchanges (which are not located at North
Road and Sideline 24) and Highway 7;
· delete the eastedy diversion and separate bridge crossing of West
Duffins Creek for Whites Road, and replace it with a widening of the
current Whites Road alignment to Taunton Road and an expansion to
the current capacity of the Taunton Road bridge;
- update any related text and appendices as required; and
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PICKEI XIG
Appendix I
Planning Committee Report
PC 2003-9
6
That Regional Council be advised that Pickering Council reaffirms its
opposition to the designation of Dixie Road as a Type B arterial road, and that
Regional Council be requested to AMEND the recommended Transportation
Master Plan, prior to the Plan's approval, as follows:
. on Figure 13.2 - Freeway and Arterial Road Network, which shows the
ultimate road network, to change the designation of Dixie Road from a
Type B arterial to a Type C arterial road,
. and update any related text or appendices as required.
That Regional Council be requested to AMEND the recommended
Transportation Master Plan, prior to the Plan's approval, as follows:
· technical changes on Figure 16 - Proposed Regional Road Expansion
Projects (2004 - 2021), including;
· a more easterly realignment of the Brock Road by-pass of Brougham
to be consistent with the alignment identified in the draft Environmental
Assessment; and,
· a more easterly realignment of the Westney Road by-pass of
Greenwood consistent with the Pickering Official Plan;
· technical changes on Figure 13.2 - Freeway and Arterial Road Network,
which shows the ultimate road network, including;
· a more northerly alignment of the east-west Type C arterial crossing
Brock Road within the Duffin Heights Neighbourhood, to be consistent
with refinements in the approval of revision 1 to modification 1 to the
Pickering Official Plan; and,
· adjustment northerly of the shading used to identify urban areas to
follow the St. Lawrence & Hudson (formerly C.P. Belleville) rail line
west of Whites Road, to be consistent with Figure 16 and the current
urban area boundary in the Durham Regional Official Plan;
That Regional Council be requested to ADDRESS funding for the north-south
arterial roads to be added to the Plan; and
That the Director, Planning & Development be directed to APPEAL the
Regional Road Improvement Projects described in the Recommended
Durham Region Transportation Master Plan dated October 2003, to the
Minister of the Environment; and that the letter of appeal advise the Minister
of the City's significant concerns regarding the Transportation Master Plan
that have been raised with Regional staff but to date have not been resolved
to the City's satisfaction; and that the appeal letter be forwarded to the
4
Appendix I
Planning Committee Report
PC 2003-9
Minister of the Environment by December 10, 2003, and copied to the
Regional Clerk.
That the City Clerk FORWARD a copy of Report PD 40-03 and Planning
Committee's decision the day after the Planning Committee meeting in order
to meet the Region's December 10 deadline for comments, and
subsequently, ADVISE the Region of Durham Council of Pickering Council's
decision the day after the City Council meeting in light of the Region's
December 17, 2003, Committee of the Whole and Council meeting.
PLANNING & DEVELOPMENT REPORT PD 41-03
WATERSHED PLANNING INITIATIVES
That Report PD 41-03 concerning the TRCA's Watershed Planning Initiatives
be RECEIVED for information.
That Report PD 41-03 of the Director, Planning & Development be
ENDORSED as the City's comments on the TRCA's Watershed Planning
Initiatives; and
That a copy of Report PD 41-03 be FORWARDED to the Toronto and Region
Conservation Authority and to the Region of Durham for their information.
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05
RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
That the Committee of the Whole Report dated December 8, 2003, be adopted.
CARRIED:
MAYOR
Appendix I
Committee of the Whole Report
COW 2003-10
That the Committee of the Whole of the City of Picketing having met on December 8,
2003, presents its tenth report to Council and recommends:
CLERK'S REPORT CL 29-03
APPLICATION FOR VARIANCE FROM SIGN BY-LAW
That the application dated November 3, 2003 submitted by John Byberg for a
variance to By-law 2439/87 (Signs) to permit a billboard sign on the south side of
Highway #7 immediately west of the east intersection of Highway #7 and
Concession 6 Road BE REFUSED.
REPORT OF THE MUSEUM ADVISORY COMMITTEE
YEARS 2001-2003
That the Report of the Pickering Museum Village Advisory Committee dated
October 31, 2003 providing an overview of the activities of the Committee during
the years 2001-2003 be received.
CLERK'S REPORT CL 30-03
COUNCIL REMUNERATION
MINOR AMENDMENTS
1. That Clerk's Report CL 30-03 respecting Council Remuneration and
Communications Policy be received; and
That the draft by-law to implement the amendments with respect to
remuneration, per diem payments and life insurance be forwarded to Council
for enactment.
That Resolution #97/02, Item #2, to establish a Communications Policy be
amended by deleting Section 8(b) and substituting therefore the following:
8(b) The City will cover the cost of preparing, printing and mailing
newsletters, neighbourhood letters and cooperative letters as well as the
cost of creating and maintaining a website. A budget per Councillor of
$7,500 for the first calendar year, $7,500 for the second calendar year
and $6,000 for the final calendar year of a term will be provided for these
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Appendix I
Committee of the Whole Report
COW 2003-10
q7
items. If the budget is under spent in any given year, there wilt be no
carry-forward of dollars to subsequent budgets.
PROCLAMATION
RACING AGAINST DRUGS, DURHAM WEEK- MAY 2-7, 2004
That Mayor Ryan be authorized to proclaim the week of May 2-7, 2004 as Racing
Against Drugs Durham Week.
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05
RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
That Report OES 42-03 regarding the supply and delivery of a 5-Ton
Tandem Dump Truck, be received; and
That Quotation No. Q-36-2003 submitted by Scarborough Truck Centre for
the supply and delivery of a 5-Ton Tandem Dump Truck in the amount of
$184,705.00, plus applicable taxes (Total $212,410.75) resulting in a net
cost of $205,022.92 be accepted; and
The total funding of $205,023.00, be approved; and
That Council authorize the Director, Corporate Services & Treasurer to
finance the purchase through the issuance of debt through the Region of
Durham; and
a. Debt financing not exceed the amount of $205,000 for a period not
exceeding five (5) years, at a rate to be determined;
b. Financing and repayment charges in the amount of approximately
$45,900 be included in the annual Current Budget for the City of
Pickering commencing in 2004 and continuing thereafter until the loan
is repaid;
c. The remaining balance of $23.00 be funded from the 2003 Current
Budget;
d. The Director, Corporate Services & Treasurer has certified that this
loan and the repayment thereof falls within the City's Debt and
Financial Obligations approved Annual Repayment Limit for debt and
other financial obligations for 2003, as established by the Province for
municipalities in Ontario;
e. The Treasurer be authorized to take any actions necessary in order to
effect the foregoing; and
Staff at the City of Pickering be given the authority to give effect thereto.
09
CARRIED:
MAYOR
JI_0
REPORT TO
COUNCIL
Report Number: OES 42-03
Date: December 4, 2003
From:
Richard W. Holborn, P. Eng.
Division Head
Municipal Property & Engineering
Subject:
Supply & Delivery of 5-Ton Truck
Q-36-2003
Recommendation:
That Report OES 42-03 regarding the supply and delivery of a 5-Ton Tandem
Dump Truck be received; and
That Quotation No. Q-36-2003 submitted by Scarborough Truck Centre for the
supply and delivery of a 5-Ton Tandem Dump Truck in the amount of
$184,705.00, plus applicable taxes (Total $212,410.75) resulting in a net cost of
$205,022.92 be accepted; and
The total funding of $205,023.00, be approved; and
That Council authorize the Director, Corporate Services & Treasurer to finance
the purchase through the issuance of debt through the Region of Durham; and
a. Debt financing not exceed the amount of $205,000 for a period not
exceeding five (5) years, at a rate to be determined;
b. Financing and repayment charges in the amount of approximately
$45,900 be included in the annual Current Budget for the City of Pickering
commencing in 2004 and continuing thereafter until the loan is repaid;
c. The remaining balance of $23.00 be funded from the 2003 Current
Budget;
d. The Director, Corporate Services & Treasurer has certified that this loan
and the repayment thereof falls within the City's Debt and Financial
Obligations approved Annual Repayment Limit for debt and other financial
obligations for 2003, as established by the Province for municipalities in
Ontario;
e. The Treasurer be authorized to take any actions necessary in order to
effect the foregoing; and,
5. Staff at the City of Pickering be given the authority to give effect thereto.
Report OES 42-03
Subject: Supply and Delivery of 5-Ton Truck
Q-36-2003
Date: December 4, 2003
Page 2
1.1.
Executive Summary:
Operations & Emergency Services undertook an operational review of its winter control
response in the spring of 2003. One of the recommendations from the review was to
increase the City's fleet compliment by one piece of heavy equipment to service the
increasing demand for service in central and north Pickering. Based on this exercise,
the City's Supply & Services Section was requested to procure a 5-ton tandem axle
dump truck and defer the approved replacement of a 1993 single axle truck to 2004. In
order to purchase the larger truck to service central and north Pickering, additional debt
financing will be required.
Financial Implications: In the 2003 Roads Capital Budget, the replacement of a 4-
ton truck was approved with a budget of $140,000 under account number 2320-6157,
project code 03-2320-001-00. The funding was approved as debt not to exceed five (5)
years.
The purchase of a 5-ton truck with attachments as per Q-36-2003 requires $205,023.
The additional funds required over the $140,000 in the 2003 Capital Budget of
$65,023, will be made available by issuing additional debt.
Background:
Effective winter control is an essential competency of progressive cities. To undertake
the tasks associated with winter storm management, it is essential that municipalities
have the right tools, processes and people to respond efficiently. After the severe
winter events that gripped most of southern Ontario in the early part of 2003, the City's
Chief Administrative Officer requested a review of the City's winter control operations.
The result of the review led to the development of several new business norms and
communication protocols for Municipal Operations. The review also revealed a
shortage of equipment needed to respond to the service requirements of central and
north Pickering residents and recommended opportunities that would not adversely
affect future Capital budgets.
One of the key observations from the review was the extraordinary infiltration of traffic
on the City of Pickering's rural road system. One of the primary contributors of the
demand is generated from 407 clients creating more traffic moving through the
Pickering rural road system. Another observation is related to the service expectation
of residents living in rural Pickering. Generally they feel that the City's response to an
event should be equal to the response received in urban Pickering. This also applies to
road maintenance in general.
With these observations in mind, and the genuine need to respond, Operations &
Emergency Services looked at its current inventory of equipment, processes and
human resources. What was discovered was that the inventory of heavier equipment
used to plow, sand and salt roads had actually decreased over the past 10 years.
12
Report OES 42-03
Subject: Supply and Delivery of 5-Ton Truck
Q-36-2003
Date: December 4, 2003
Page 3
Another finding was that a 4-ton truck, scheduled for replacement in 2003 could,
according to Fleet Operations, serve an additional year without adversely affecting
operating costs or potential trade-in value. The recommendation was made to seek a
larger piece of equipment using funds "earmarked" for the replacement of a smaller
piece in order to fulfill a demonstrated need for rural Pickering. This acquisition would
augment the City's fleet by one larger truck and would also prove advantageous in the
spring and summer months for ditching and gravel resurfacing operations.
Since it had been more that six years since the City of Pickering purchased a 5-ton
tandem dump truck, staff in MP&E contacted other like organizations to investigate
current specifications. Fleet Operations also interviewed vendors of equipment to
ensure that the City, if it were to make this substantial investment, specified a product
that would last many years and serve as a "workhorse" for Municipal Operations.
Included in the specifications was a request for vendors to identify units either on the lot
or inventory of non-current year models that may be close to the specification provided,
however, no such vehicle was available from the lot or from inventory.
Quotation No. Q-36-2003 was issued on October 17, 2003. Two addenda resulted in
an extension of the closing date to November 14, 2003. Nine (9) companies were
invited to participate of which two (2) responded. A copy of memorandum from
Corporate Services summarizing the quotation results is attached. The quotation
submitted by Scarborough Truck Centre in the total amount of $184,705.00 plus
applicable taxes is the Iow quotation and recommended for acceptance.
The purchase of a larger truck for winter control purposes translates into a shortfall
when considering funding for the acquisition. In the 2003 Capital Budget (6157
Vehicles) $140,000 was approved for the replacement of a 1993 International 4-ton
dump truck. A budget shortfall of $65,023 will require additional debt financing in order
to purchase this equipment.
The unit, if approved will help ensure a more rapid response to winter events for
residents and commuters in rural Pickering, increase efficiency of spring and summer
ditching operations, help with maintenance of rural road surface maintenance and
represent a prudent investment in the City's equipment inventory. The replacement of
the 4-ton single axle truck will be requested in the 2004 Capital Budget.
Attachments:
1. Memorandum from Corporate Services - Quotation No. Q-36-2003
Report OES 42-03
Subject: Supply and Delivery of 5-Ton Truck
Q-36-2003
Date:
December 4, 2003
Page 4
./.3
Prepared
/
/
dent, Mu~
:ipal Operations
Approved / Endorsed By: ////
E¥
Director, Operations & Emergency Services
Di
W. Iborn, P. Eng.
sion
pal Property & Engineering
RH/JL:jl
Attachments
Copy: Chief Administrative Officer
I:\COUNC1L\OES42-O3.docDec-03
Gillis Paterson
DirectorCorporate Services & Treasurer
Recommended for the consideration of
Pickering City Council
Tho(n~s J. QuidS, Chie[~,~dm~-'i'rff~ative Off, er I
November 14, 2003
To:
From:
Subject:
,~'i '~'ACHHENT#.._.~/,, TOREPORT# 0~',..~
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
Richard Holborn,
Division Head, Municipal Property & Engineering
Bob Kuzma
Purchasing Analyst
Q-36-2003 - Supply & Delivery of a Five Ton Truck
Quotations have been received for the above project. Nine (9) companies
were invited to participate of which two (2) responded.
Copies 'of the quotations are attached for your review along with the
summary of costs. Each line item provides a space for the vendor to
indicate a "Yes, No, Specify" to provide the city with information and details
to subjectively review each line item and the sum total of all specifications.
Supplementary Quotation Terms & Conditions Item 8 states where a
manufacturer deviates from the quotation specifications, they must indicate
"NO" and then specify the changes. The acceptance of these deviations
relies solely within the discretion of the User Department/Division.
The quotation submitted by Scarborough Truck Centre in the [otal amount of
$212,410.75 is the Iow quotation, .subject to further, evaluation of the
vehicles conformance to specification. Please advise with your
recommendation any reason the Iow bid from Scarborough Truck Centre is
not acceptable.
Please note that in accordance with Purchasing Policy & Procedures, formal
quotations over the amount of $75,000.00 are subject to Council approval.
If you require further information or assistance during the evaluation phase
of this quotation call, feel free to contact me at extension ~2131.
Thank you,
/bk
Attachments
~:~,"~V~.CHHENT~ ! TOREPORT~OE~) ~:2.-C)3
Subject: Q-36-2003 - Supply & Delivery of Five Ton Truck
November 14, 2003
Page 2
'SUMMARY
Scarborough Donway
Description Truck Centre Sterling
..... inc. TruCks
Latest model year 5 ton truck $111,819.00 $183,516.00
chassis and cab
All Season Combination Dump 32,835.00 32,825.00
Body/Sander
Wing, harness and assembly 7,810.00 7,810.00
Reversible snow plow and 23,521.00 23,521.00
harness
Air conditioning tax 100.00 100.00
Electronic Salt Metering 8,620.00 8,620.00
Subtotal $184,705.00 $256,392.00
G.S.T. 12,929.35 17,947.44
G.S.T. Rebate (7,387.83) (10,255.16)
P.S.T. 14,776.40 20,511.36
Total $205,022.92 $284,595.64
2003 Capital Budget 140,000.00 140,000.00
Over (Under) $65,022.92 $144,595.64
Royal Woods Ford Lincoln - Unable to bid
RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
That Report CS 43-03 concerning Formal Quotations - Quarterly Report for
Information, of the Director, Corporate Services & Treasurer, be received for
information.
CARRIED:
MAYOR
PICKERING
REPORT TO COUNCIL
Report Number: CS 43-03
,Date: November 26, 2003
17
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Formal Quotations - Quarterly Report for Information
Recommendation:
It is recommended that report CS 43-03 concerning Formal Quotations - Quarterly
Report for information of the Director, Corporate Services & Treasurer be received and
forwarded to Council for information.
Executive Summary: Council approved the Purchasing By-law on November 5,
2001 which includes a request to have a summary of contract awards arising from the
formal quotation process be forwarded to Council as information only on a quarterly
basis.
Financial Implications: Not applicable
Background: In accordance with Purchasing Policy Item 04.06, a summary of
contract awards arising from the formal quotation process is provided herein for the
information of Council.
Formal Quotations Summary
July 1,2003 to September 30, 2003
Lump Sum Price Including GST
Reference No. Description Vendor Pricing Date Awarded
Q-8-2003 1 / 2 Ton Truck Supply and Alex Irvine $27,618.05 July 4, 2003
delivery of one Motors
1/2 ton truck-
Fire Services
Q-15-2003 Resurface Resurface Court $11,101.25 July 28, 2003
Tennis Courts indoor tennis Contractors
Complex courts 2, 3 & 4
at the Pickering
Recreation
Complex
Report CS 43-03 Date:
Subject: Formal Quotations - Quarterly Report for Information
November 26, 2003
Page 2
Reference No. Description Vendor Pricing Date Awarded
Resurface Tennex $19,238.60 July 17, 2003
outdoor tennis Systems
courts -
Dunmoore Park
Q-16-2003 Quotation for Provision of Honeywell Various August 1,
Boiler boiler unit pricing2003
Maintenance maintenance per
and service location
Q-19-2003 Supply & Squash Court & Solar Roofing Area 1.2A - July 10, 2003
Installation of Maintenance & Sheet Metal $36,273.00
Roofing Corridor - Ltd.
Pickering Area 2.0 -
Recreation $83,246.00
Complex
Q-21-2003 School Crossing Provision of Adecco $29,017 August 20,
Guard Program school crossing Employment per month 2003
guards Services Ltd.
Sept 2003-June
2OO4;
Sept 2004-June
2005
Q-23-2003 Bridge Provide bridge Totten Sims $42,800.00 September 16,
Conditions condition Hubicki Assoc. 2003
Surveys surveys (4
Bridges)
Q-24-2003 Sport Utility Supply of utilityAlex Irvine $27,026.15 September 9,
Vehicle vehicle for Motors Limited 2003
-2nd call for Planning &
quotations Development
Division
IFQ-1-2003 Street Print Provision of Taylor Forbes $13,089.85 September 13,
Pavement street print Limited 2003
Texturing pavement
texturing
%279-2003 Cooperative Delivery of Shepstone Unit price July 8, 2003
Tender for sodium chloride Haulage
Delivery of
Sodium
Chloride
Report CS 43-03 Date:
Subject: Formal Quotations- Quarterly Report for Information
November 26, 2003
Page 3
Reference No. Description Vendor Pricing Date Awarded
T-283-2003 CooperativeProvision of Miller Paving Unit price July 8, 2003
tender for mixing winter Ltd.
Mixing of Winter salt and sand
Salt & Sand
C518-03 Cooperative Supply and Litemor Various September 3,
Tender for delivery of Products unit prices 2003
Lamps & lamps and
Ballasts ballasts
RFP902 Co-operative Supply of Direct Energy 2na & 3ra July 10, 2003
Proposal natural gas Year
Request for -2nd & 3rd year Firm Fixed
Direct Purchase price option Unit Price
of Natural Gas
T-282-2003 Cooperative Supply and Vicdom Sand Unit price September 25,
Tender for delivery of & Gravel 2003
Supply and winter sand
Delivery of
Winter Sand
C570-03 Cooperative Provision of Securicor Unit price September 25,
Tender for armoured car Cash Services 2003
Armoured Car services
Services
T-220-00 Cooperative Supply and Tirecraft Various July 16, 2003
Tender for delivery of tiresCommercial unit prices
Supply & and tubes - (Ont) Inc.
Delivery of Tiresrenewal - Yr 3
and Tubes of 5 year Term
Q216-01 Cooperative Provision of Halton Various July 17, 2003
RFP for Testing testing and Inspection unit prices
& Inspection of inspection of Services
Aerial & Ladder aerial and
Devices ladder devices
(Fire Services)
renewal - Yr 3
of 3 year term
CL2003-6 Cooperative Supply and Scugog Signs Various June 18, 2003
Tender for delivery of unit prices
Traffic Signs, various traffic
Part A, Part B signs
Report CS 43-03 Date:
Subject: Formal Quotations- Quarterly Report for Information
November 26, 2003
Page 4
Attachments:
Not applicable
Prepared By:
Vera A. Felgemacher
Manager, Supply & Services
Approved / Endorsed By:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Co~dncil
~Th~rrT~ ~J. O~/nn, ChiC, J/Administr~Offic~r
RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
That Report CS 44-03 from the Director, Corporate Services & Treasurer,
concerning Cash Position Report as at September 30, 2003, be received for
information.
CARRIED:
MAYOR
22
REPORT TO COUNCIL
Report Number: CS 44-03
Date: December 3, 2003
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Cash Position Report as at September 30, 2003
Recommendation:
It is recommended that Report CS 44-03 from the Director, Corporate Services &
Treasurer be received for information.
Executive Summary: The attached schedules provide the City of Pickering's cash
position, continuity of taxes receivable, outstanding investments, development charges
collected and other development contribution information for the three months ended
September 30, 2003.
Financial Implications: The cash position of the Corporation for three months
ended September 30, 2003 was a net increase in cash of $2,356,253 to $6,364,016.
Sources of Funds totalled $58,778,941 and Use of Funds totalled $56,422,688.
Background: The discussion below describes the purpose and the information
contained in each of the attached schedules.
Statement of Cash Position: Attachment 1 reflects the sources and uses of funds for
the third quarter of 2003. Subcategories have been identified to highlight those cash
transactions that are significant in nature or large dollar value transactions for the City
of Pickering.
~.ontinuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions
from July 1 to September 30, 2003 and provides the outstanding taxes receivable as at
September 30, 2003 with the exception of Commercial taxes billed in September, but
not due until October 15. This balance represents all three levels of taxes billed, such
as City, Region and School Boards.
Outstandinq Investments: Attachment
investments for both the Current Fund
September 30, 2003.
3 reflects the short-term and long-term
and the Reserve Funds outstanding as at
Report CS 44-03
Subject: Cash Position Report as at September 30, 2003
Date:
December 3, 2003
Page 2
23
Development Charqes Collected: Attachment 4 indicates the total development
charges for the City, Region and School Boards, as the City is responsible for collecting
development charges on behalf of all levels of government. The total amount collected
of $1,958,508 agrees with the balance indicated under Sources of Funds on
Attachment 1. However the remittance of development charges to the Region and
School Boards indicated under the Use of Funds is different than the total collected on
Attachment 4. This variance is a result of timing differences because payments to the
Region and School Boards are due 25 days following the month collected.
Other Development Contributions: Attachment 5 is provided to show other significant
development contributions that have been received.
Attachments:
2.
3.
4.
5.
Statement of Cash Position
Continuity of Taxes Receivable
Outstanding Investments
Statement of Development Charges Collected
Other Development Contributions
Prepared By:
Approved / Endorsed By:
Avril Pay~~
Audit Analyst
Gillis A. Paterson
Director, Corporate Services & Treasurer
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
Thd'~s J. Quint/Chief ~dministm~,e.~Officer
24
ATTACHMEN'f# ! TO REPORT# ('~5 ~/,./ ,~
City of Pickering
Cash Position Statement
for the three months ending September 30, 2003
September, 2003
Sources of Funds:
Accounts Receivable collected $ 142,529
Development charges collected 1,958,508
Operating 17,260,260
Grants-in-lieu:
Federal 303,667
Provincial
Ontario enterprises _
Municipal enterprises 67,635
Linear Properties
Federal specific grants 1,460
Ontario specific grants 27,258
Interest Income 278,921
Sale of land
Tax payments received 38,738,702
POA Revenue
Total $ 58,778,941
Use of Funds:
Operating and Capital Expenditures $ 12,050,927
Payroll 6,904,569
Region Levy 24,278,944
Regional portion of Dev. Charges 1,228,037
School Board Levies 9,598,162
School Board portion of Dev. Charges 253,711
APTA Funding 2,108,338
Total $ 56,422,688
Net Cash Increase (Decrease) $ 2,356,253
FINANCIAL POSITION
Bank Balance Net Cash Bank Balance
July 1, 2003 Provided (Used) Sept. 30, 2003
Current Fund $ 4,007,763 $ 2,356,253 $ 6,364,016
TOTAL $ 4,007,763 $ 2,356,253 $ 6,364,016
Note: Includes City, Region and School Boards
Cash Position 3rd quarter 2003.xlsN ET CHANGES
ATTACHMENT #_~.._ ~ 0 RE, ORT # ~;~- ~- ~.~
<< ~
~ 0 (1) 0
X ~
I'-- ×
W
r~
IJJ
ATTACHMENT #~TO REPORT
000000
000000
000000
0000
0000
0~00
0~
~000
~000
0~00
0~
00~ 0
°1
n,'
0
0
REPORT#
~-o_~
City of Pickering
Other Development Contributions
For three months ending September 30, 2003
CONTRIBUTIONS:
Cash - In - Lieu of Parkland
TOTAL CASH-IN-LIEU OF PARKLAND
$71,700
$71,700
Cash Position 3rd quarter 2003.xlsOther Dev. Contrbtns
RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
That Report CS 45-03 concerning Section 357/358 of the Municipal Act -
Adjustment to Taxes, from the Corporate Services & Treasurer, be received;
and
That the write-offs of taxes as provided under Section 357/358 of the
Municipal Act, 2001 be approved; and
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions to give effect thereto.
CARRIED:
MAYOR
3O
PICKERING
REPO'RT TO COUNCIL
Report Number: CS 45-03
Date: November 26,2003
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Section 357/358 of the Municipal Act- Adjustment to Taxes
Recommendation:
1. It is recommended that Report CS 45-03 of the Director, Corporate Services &
Treasurer be received and that:
2. The write-offs of taxes as provided under Section 357/358 of the Municipal Act,
2001 be approved; and,
3. The appropriate officials of the City of Pickering be authorized to take the necessary
action to give effect hereto.
Executive Summary: Not Applicable
Financial Implications: If approved, the write-off of taxes as contained in this report
represents a gross cost of $104,403.43 with a net cost to the City of approximately
$21,112.64, the balance being charged back to the Region of Durham and the School
Boards. Pickering's share of the costs will be charged to the 2003 Current Budget
allocation under General Government - Provision for Uncollectable Taxes. The 2003
budget provision is $316,304 and $85,920.64 including the above has been spent to
date.
Background: The Municipal Act provides the Treasurer with various tax tools
regarding the administration and collection of property taxes. Under the provisions of
the new Municipal Act, 2001, as amended, Section 357 of the Act (formerly Section
442) provides for the reduction of taxes due to fire, demolition, exemption, assessment
change or error and the tax reduction is applicable to the current year only. Section 358
of the new Municipal Act (formerly Section 443) allows for the reduction of taxes due to
assessment error and this section can be applied to property taxes for the two
preceding years (2001 & 2002).
Change in realty tax class can translate into lower property taxes if the property went
from industrial to commercial tax class or commercial to residential tax class. When
the City of Pickering acquires property, the property becomes exempt from taxation and
Report CS 45-03 Date: November 26, 2003
Subject: Section 357/358 of the Municipal Act- Adjustment to Taxes Page 2
31
therefore, the taxes have to be cancelled, as reflected in the attached report.
Demolitions, and other physical changes to a property, such as removing or filling in a
swimming pool, or damage caused by fire result in a reduction in assessment and
taxes.
Attachments:
1. Section 357/358 Adjustment to Taxes
Prepared By:
GAP:tp
Attachment
Copy: Chief Administrative Officer
Approved / Endorsed By:
~iillis~'A. ~ater~on '
Director, Corporate Services & Treasurer
Recommended for the consideration of
Pickering City Council
Tt1'ef~.s U. O~nn, Chief Ad~]'r~ative Off~cer~
ATTACHMENT #~TO it~PORT #_ ~ ~ '/~'- ~ ~
CITY OF PICKERING
SECTION 357/358 ADJUSTMENTS TO TAXES
November, 2003
APP # NAME
REASON FOR ADJUSTMENT YEAR
ROLLNUMBER
CITY
REGION
EDUCATION
TOTAL
78/03 Cynthia Samuels& Thomas Rostrick
79/03 Cynthia Samuels& Thomas Rostrlck
101/03 1375379 Ont Ltd & 1566137 Ont Ltd
97/03 City of Pickering
86/03 Hoopp Realty
87/03 Hoopp Realty
86/03 Brigitte LaCourciere
Razed by Fire 2002
Razed by Fire 2003
House demolished 2003
Became Exempt 2003
Class Change 2002
Class Change 2003
Razed by Fire 2003
030-020-16503
030-020-16503
01 0-019-28500
020-016-29300
01 0-030-06800
01 0-030-06800
030-004-27500
132.94
31.92
133.06
382.45
9,548.14
10,813.88
70.25
21,112.64
258.72
62.19
259.22
745.09
18,582.37
21,067.31
136.85
41,111.75
132.03
29.87
124.53
1,276.64
13,612.32
26,937.91
65.74
42,179.04
523.69
123.98
516.81
2,404.18
41,742.83
58,819.10
272.84
104,403.43
Note: MPAC is The Municipal Property Assessment Corporation
3,3
RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
That Report CS 46-03 concerning Section 357/358 of the Municipal Act -
Adjustment to Taxes - Public Works Canada, from the Director, Corporate
Services Treasurer, be received; and
2. That the write-offs of taxes as provided under Section 357 and 358 of the
Municipal Act, R.S.O. 2001, as amended, be approved; and
3. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions to give effect thereto.
CARRIED:
MAYOR
34
REPORT TO COUNCIL
Report Number: CS 46-03
Date: November 26, 2003
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Section 357/358 of the Municipal Act- Adjustment to Taxes
- Public Works Canada
Recommendation:
It is recommended that Report CS 46-03 of the Director, Corporate Services be
received; and that:
The write-offs of taxes as provided under Section 357 and 358 of the Municipal
Act, R.S.O. 2001, as amended, be approved; and,
The appropriate officials of the City of Pickering be authorized to take the
necessary action to give effect hereto.
Executive Summary: Not Applicable
Financial Implications: The write-off of taxes as reflected in this report pertain to
Federal Government properties. For the majority of Government owned properties, the
City retains the education portion of the property taxes. If. approved, the write-off of
taxes as contained in this report represents a gross cost of $30,518.49 with a net cost
to the City of approximately $24,391.51, and the balance being charged back to the
Region of Durham. (The education taxes for the Public Works Canada properties will
be charged to the City.) Pickering's share of the costs will be charged to the 2003
Current Budget allocation under General Government - Provision for Uncollectable
Taxes. The 2003 budget provision is $316,304 and $110,312.15 including the above
has been spent to date.
Background: The Municipal Act provides the Treasurer with various tax tools
regarding the administration and collection of property taxes. Section 357 of the
Municipal Act provides for the reduction of taxes due to fire, demolition, exemption,
assessment change or error and the tax reduction is applicable to the current year only.
Section 358 allows for the reduction of taxes due to assessment error and this section
can be applied to property taxes for the two preceding years (2001 & 2002).
Report CS 46-03 Date: November 26, 2003
Subject: Section 357/358 of the Municipal Act- Adjustment to Taxes Page 2
- Public Works Canada
35
The properties on the attached document are owned by the Federal Government
(Public Works Canada.) Demolition of structures on these properties such as homes
and barns has resulted in a reduction in property taxes. MPAC clerical errors are the
result of incorrect assessment values being placed on a property at the beginning of the
year, or an incorrect assessment value placed on a supplementary assessment notice,
issued later in the year. Change in realty tax classification such as commercial to
residential will result in lower taxes because the new tax rate is lower than the previous
rate.
The reduction in property taxes for the Public Works properties are cost shared only
between the City and the Region. The Federal Government properties are classifed as
a "Payment-in-lieu-of Taxes" or (PIL) properties and the municipality is able to retain the
education portion of the property taxes. Therefore, the City's share of the property tax
write-off is higher for PIL properties.
Attachments:
1. Section 357/358 Adjustment to Taxes
Prepared By:
GAP:tp
Attachment
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
,-~h-d'rn-~ts j. ~i, n, Cl~of Ad m,n~a~ice r~~
Approved ! Endorsed By:
Gillis ^. Paterson
Director, Corporate Services & Treasurer
CITY OF PICKERING
SECTION 3571358 ADJUSTMENTS TO TAXES
November, 2003
APP # NAME
REASON FOR ADJUSTME YEAR ROLL NUMBER CITY REGION EDUCATION TOTAL
70~03 Public Works Class Change 2003 030-009-01800 $80.41 $156.66 $669.30 $906.37
68/03 Public Works Class Change 2003 030-001-13500 $173.16 $337.34 $1,441.17 $1,951.67
67103 Public Works Class Change 2003 030-009-22900 $193.20 $376.38 $1,607.92 $2,177.50
66103 Public Works Class Change 2003 030-009-20700 $241.49 $470.48 $2,009.91 $2,721.88
63/03 Public Works Class Change 2003 030-003.14800 $298.42 $58t.37 $2,483.67 $3,363.46
60/03 Public Works Class Change 2003 030-001-39800 $193.20 $376.38 $1,607.92 $2,177.50
59103 Public Works Class Change 2003 030-001-37200 $250.12 $487.28 $2,081.69 $2,819.09
15/03 Public Works House Demolished 2003 030-001.32300 $272.04 $529.99 $254.60 $1,056.63
57103 Public Works Class Change 2003 030-001-26700 $315.86 $615.35 $2,628.81 $3,560.02
56103 Public Works Class Change 2003 030-001.26610 $173.04 $337.13 $1,440.24 $1,950.41
52/03 Public Works Class Change 2003 030-001-06700 $558.89 $1,088.82 $4,651.50 $6,299.21
64/03 Public Works Building Demolished 2003 030-003-21800 $21.48 $41.84 $20.10 $83.42
55/03 Public Works Building Demolished 2003 030-001-14100 $35.80 $69.74 $33.50 $139.04
98/03 Public Works Destroyed by Fire 2003 030-003-12300 $337.87 $658.22 $316.20 $1,312.29
$3,144.98 $6,126.98 $21,246.53 $30,518.49
Note: MPAC is The Municipal Property Assessment Corporation
RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
1. That Report CS 47-03 concerning 2004 Intedm Spending Authority, from the
Director, Corporate Services & Treasurer, be received; and
2. That the 2004 Interim Operating Expenditures be approved at 50% of the
prior years' budget including exceptions as contained in Attachment 1,
pending approval of the formal 2004 Current Budgets by Council; and
That the Treasurer be authorized to transfer to the Ajax Pickering Transit
Authority (APTA) a maximum of 50% of APTA (City of Pickering's share) prior
years budget, pending approval of the formal APTA 2004 Current Budgets by
Council; and
4. That the appropriate City of Pickering officials be authorized to take the
necessary actions to give effect thereto.
CARRIED:
MAYOR
38
PICKERING
REPORT TO COUNCIL
Report Number: CS 47-03
Date: December 5, 2003
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: 2004 Interim Spending Authority
Recommendation:
1. That Report CS 47-03 from the Director, Corporate Services & Treasurer be
received; and that:
the 2004 Interim Operating Expenditures be approved at 50% of the prior years'
budget including exceptions as contained in Attachment 1, pending approval of the
formal 2004 Current Budgets by Council;
the Treasurer be authorized to transfer to the Ajax Pickering Transit Authority
(APTA) a maximum of 50% of APTA (City of Pickering's share) prior years budget,
pending approval of the formal APTA 2004 Current Budgets by Council; and,
4. the appropriate City of Pickering officials be authorized to take the necessary
actions to give effect thereto.
Executive Summary: Not applicable
Financial Implications: Adoption of interim current operating appropriations does
not constitute approval of a formal budget but rather is required to provide funding
authorization for the payment of salaries and wages and such other accounts as may
be necessary for normal day-to-day operations of the City. At the conclusion of the
Budget process, all interim current operating appropriations are nullified and replaced
with the detail appropriations as approved by Council.
Background: Each year, pending approval by City Council of the annual Operating
Budget, it is necessary to provide expenditure authority respecting the payment of
accounts for the interim period from January 1 until the Budget is adopted by Council.
Report CS 47-03
Subject: 2004 Interim Spending Authority
Date:
December 5 2003
Page 2
Such authority is in the form of interim current operating appropriations to meet
estimated expense requirements of the individual departments, agencies and boards.
The 2003 Current Budget was considered by Council in March 2003. Fiscal year 2004
may prove to be as challenging as 2001 to 2003 due mainly to Bill 140 and its impact
on taxation. As of 2003, we are still making adjustments to the property taxes affected
by re-classification and some of these taxes were paid as far back as 2001.
Therefore, we are seeking approval to provide for interim spending authority for up to
the first six months of 2004 or when Council approves the 2004 Budget, whichever
occurs first.
At the conclusion of the budget process, all interim appropriations are nullified and
replaced with the detail appropriations as approved by Council.
Appropriate adjustments have been made in the departmental appropriations listed as
Attachment 1 where the spending patterns indicates that something greater than 6/12's
will be necessary for the first six months of 2004 such as snow clearing (Roads). While
there is a minor provision for small capital expenditures from current funds, any capital
projects proposed prior to the approval of 2004 Capital budget will require specific
approval by Council. The Interim Appropriations as listed are based upon the cost
centres of the City and being the basis upon which the 2003 Budget was presented
and approved.
With the transfer of the Public Transit and Specialized Services to the Ajax Pickering
Transit Authority (APTA), we continue to exclude this expenditure from the City of
Pickering's budget. Instead, the City of Pickering's share of APTA's expenditures is
addressed separately in Recommendation 3.
Attachments:
1. 2004 Interim Appropriations for Current Budget Operating Expenditures
Report CS 47-03
Subject: 2004 Interim Spending Authority
Date:
December5 2003
Page 3
Prepared By:
Caryn ~('~n g
Senior Financial Analyst
Approved / Endorsed By:
Gillis A. Paterson
Director, Corporate Services & Treasurer
GAP:vw
Attachment
Copy: Chief Administrative Officer
Director, Operations & Emergency Services
Director, Planning & Development
Chief Executive Officer, Library
Recommended for the consideration of
Pickering City Council
~horr~s-~. Q~inn, Chief A~ministrab'~..O~
ATTACHMENT N__L_ TO R~?ORT #.~_ x/7_o.f
CITY OF PICKERING
2004 INTERIM CURRENT OPERATING APPROPRIATIONS
DEPARTMENT
2OO3
BUDGET
2004
(Jan I - June 30)
INTERIM
APPROPRIATION
Animal Control
Building Services
By-Law
C.A.O. Office
Civic Complex
Clerk Office
Community Centres
Corp. License, Contracts & Services
Corporate Projects and Policy
Council
Crossing Guards
Cult. & Rec. Admin.
Customer Care Centre
Development Control
Don Beer Arena
Dunbarton Pool
Elections
Emergency Operation Control Centre
Equipment & Furniture - cap/curr
Finance
Fire Protection
Human Resources
Information Technology
Legal Services
Libraries
Mayor
Mun. Prop. & Eng. & Admin.
Museum
Operations & Emerg. Services-Admin.
Operations Centre-Municipal Garage
Parks
Plan & Develop - Admin
Planning
Print Shop/Mail Room
Programs
Property Maintenance
Records Management
Recreation Complex - Arenas
Recreation Complex - Central Core
Recreation Complex - Pool
Roads
Safety & Training
Senior Citizens Centre
Solid Waste
Street Lights
Supply & Services
Various-Gen. Govt.
TOTAL
APTA
$ 268 300
636 300
439 048
313 045
398 679
478 758
433 545
354 715
492 827
431 483
286 000
805 423
129 461
450082
863,442
251,353
235,015
66,999
75,000
1,762,391
8,517,505
542,394
532,662
169,638
3,485,925
159,791
1,174,863
323,219
306,590
702,756
2,036,389
738,111
1,481,776
371,156
1,676,402
312,020
10,000
614,964
1,785,458
620,360
3,406,051
91,109
196,916
1,519,315
482,800
294,533
4,642,691
$ 45,367,260
$ 4,089,726
$ 134,150
318,150
219,524
156,523
199,340
239,379
216,773
177,358
246,414
215,742
143,000
402,712
64,731
225,041
431,721
125,677
117,508
33,500
75,000
881,196
4,258,753
271,197
266,331
84,819
1,742,963
79,896
587,432
161,610
153,295
351,378
1,018,195
369,056
740,888
185,578
838,201
156,010
5,000
307,482
892,729
310,180
2,043,631
45,555
98,458
759,658
241,400
147,267
2,321,346
$ 22,683,630
$ 2,044,863
RESOLUTION OF COUNCIL
DATE
MOVED BY
SECONDED BY
=
That Report CS 48-03 from the Director, Corporate Services & Treasurer,
concerning 2004 Temporary Borrowing By-law, be received; and
That the temporary borrowing limit to meet 2004 current expenditures
pending receipt of taxes and other revenues be established at $24,000,000
for the period January 1, 2004 to September 30, 2004 inclusive, and
$12,000,000 thereafter until December 31, 2004; and
That the temporary borrowing limit for capital purposes for 2004 be
established at $13,000,000; and
That the attached By-law be read three times and passes; and
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions to give effect thereto.
CARRIED:
MAYOR
REPORT TO COUNCIL
Report Number: CS 48-03
Date: December 3, 2003
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: 2004 Temporary Borrowing By-law
Recommendation:
1. That Report CS 48-03 from the Director, Corporate Services & Treasurer be
received; and that:
=
the temporary borrowing limit to meet 2004 current expenditures pending receipt of
taxes and other revenues be established at $24,000,000 for the period January 1,
2004 to September 30, 2004 inclusive, and $12,000,000 thereafter until December
31,2004;
3. the temporary borrowing limit for capital purposes for 2004 be established at
$13,000,000;
4. the attached By-law be read three times and passed; and,
5. the appropriate officials of the City of Pickering be authorized to take the necessary
actions to give effect thereto.
Executive Summary: Not applicable
Financial Implications: At this time it is difficult to estimate the interest costs as it is
uncertain how much temporary financing may be required and for how long. An
estimate will be provided at a later date in the 2004 Current Budget. With internal
borrowings being undertaken to the maximum advisable, we will be resorting to
external borrowing from the Region in early 2004 for 2003 approved expenditures. For
Current purposes, the $23 million limit for 2003 has been increased to $24 million for
2004 and the $11 million has been increased to $12 million. The limit for Capital
purposes has been reduced from $16 million for 2003 to $13 million for 2004. This may
have to be adjusted once 2004 Capital budget has been approved.
Report CS 48-03
Subject: 2004 Temporary Borrowing By-law
Date: December 3, 2003
Page 2
Background: The borrowing of funds for current and capital purposes may
become necessary during the normal course of operations during 2004. Under the
provisions of Section 407 of the Municipal Act, 2001, (the Act), the Council of the City of
Pickering may pass a by-law to provide for the temporary borrowing of funds to meet
current operating expenditures pending receipt of taxes and.other revenues of the City.
Under the Act, the Corporation may also undertake temporary borrowings, under
individual project approvals, for capital projects pending permanent financing, including
the issuance of debentures by the Region.
Current Budget Financing:
The amount of such temporary borrowing outstanding at any one time is generally
limited by the Act, unless otherwise approved by the Ontario Municipal Board, to 50 per
cent of the estimated annual revenues from January 1 to September 30 and to 25 per
cent thereafter.
Until the current year's estimates are adopted, the limitation may be calculated upon
the revenues set forth in the estimates adopted for the next preceding year. Based
upon the 2003 estimates of the Corporation, the allowable level of temporary borrowing
outstanding under legislation is estimated at $24,000,000 from January 1 to September
30 and $12,000,000 thereafter.
The requested $24,000,000 should be sufficient to meet the current expenditures of the
City until the levies for 2004 are received. It is hoped that this amount will provide a
sufficient level of temporary borrowings taking into account the potential effects of
Taxation Legislation and its impact on cash flows.
Capital Budget Financing:
Borrowing for capital purposes under the Act can only be undertaken on projects
approved by Council and will only be undertaken in the event that sufficient funds are
not available at the time they are required. Recommendation 3 provides the authority
for the Treasurer to obtain additional temporary interim financing (internal or external)
for capital projects approved by Council. The $13 million capital borrowing limit would
provide sufficient funds to cover the estimated 2004 capital expenditures.
Attachments:
1. 2004 Temporary Borrowing By-law
Report CS 48-03
Subject: 2004 Temporary Borrowing By-law
Date:
December 3, 2003
Page 3
Prepared By:
Caryn Kong
Senior Financial Analyst
Attachment
Copy: Chief Administrative Officer
Approved / Endorsed By:
~i'~ A. Paterson
Director, Corporate Services & Treasurer
Recommended for the consideration of
Pickering City Council
The~t"~ J. Quinn~,~hief ,4~min' '
THE CORPORATION OF THE CITY OF PICKERING
BY-LAW NO. 6210/03
Being a by-law to authorize the temporary
borrowing of moneys to meet the current and
capital expenditures of the City of Pickering
for the year 2004.
WHEREAS Section 407(1) of the Municipal Act, 2001, provides that the Council of the
City of Pickering may by by-law authorize the Mayor and Treasurer of the Municipality
to borrow from time to time by way of promissory note such sums as the Council may
deem necessary to meet, until the taxes for the current year are collected and other
revenues are received, the current expenditures of the Municipality for the year,
including the amounts required for principal and interest falling due within the year upon
any debt of the Municipality, and the sums required by-law to be provided by the
Council for any local board of the Municipality; and,
WHEREAS Section 407(2) limits the total of such borrowings to not exceed 50 per cent
of the estimated annual revenues from January 1,2004 to September 30, 2004 and 25
per cent thereafter; and,
WHEREAS it is deemed necessary by the said Council to borrow the sum of twenty
four million dollars ($24,000,000) to meet, until the taxes for the current year are
received, the current expenditures of the Municipality for the year 2004, including the
amounts and sums aforesaid; and,
WHEREAS the said sum of twenty four million dollars ($24,000,000) plus any similar
borrowings that have not been repaid, is less than 50 per cent of the total amount of the
estimated revenues of the Municipality from January 1 to September 30 as set forth in
the estimates adopted by the said Council for the year 2003 exclusive of revenues
derivable from the sale of assets, borrowings or issues of debentures or from a surplus
including arrears of levies and $12,000,000 is less than 25 per cent thereafter; and,
WHEREAS the Municipal Act provides that if a municipality has by by-law approved an
undertaking to be financed in whole or in part by incurring long-term debt, the council
may by by-law authorize temporary borrowing to meet expenditures made in connection
with the undertaking; and,
WHEREAS it is deemed necessary by the said Council to borrow the sum of thirteen
million dollars ($13,000,000) to meet the capital expenditures approved by Council.
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOLLOWS:
The Mayor and Treasurer of the City of Picketing be and they are hereby authorized
to borrow from time to time by way of promissory notes a sum or sums not
exceeding twenty four million dollars ($24,000,000) to meet, until the levies for the
year 2004 are received, the current expenditures of the Municipality for such year,
including the amounts required for principal and interest falling due within the year
upon any debt of the Municipality for the period January 1, 2004 to September 30,
2004 inclusive and $12,000,000 thereafter until December 31, 2004.
The Mayor and Treasurer of the City of Pickering be and they are hereby authorized
to borrow from time to time by way of promissory notes a sum or sums not
exceeding in all the sum of thirteen million dollars ($13,000,000) to meet the capital
expenditures as approved by Council, of the Municipality including the amounts
required for principal and interest.
Any promissory notes made under the authority of this By-law shall be sealed and
signed in accordance with the provisions of the Municipal Act and may be
countersigned in writing by the Manager, Accounting Services of the Corporation in
accordance with the provisions of the said Act.
4. This By-law shall come into effect on the first day of January 2004.
BY-LAW read a first, second and third time and finally passed this 15th day of
December, 2003.
David Ryan, Mayor
Bruce Taylor, Clerk
PLANNING & DEVELOPMENT DEPARTMENT
MEMORANDUM
December 5, 2003
To:
From:
Subject:
Bruce Taylor
City Clerk
Denise Bye
Coordinator, Property & Development Services
Request for Road Dedication By-Law
- 1441483 Ontario Inc.
- Lot 112A, Registrar's Compiled Plan 1051, Pickering (Fairport
Road)
- Block 22, Plan 40M-2155, Pickering (Fairport Road)
- Blocks 24, 25 and 26, Plan 40M-2155, Picketing (Goldenridge
Road)
File: Roadded.425
On February 25, 2003, the above-noted developer entered into an Agreement
with the City for the development of 20 residential lots. Prior to the registration of
that Agreement, the City required the conveyance of certain lands for reserve
purposes, which reserves were to be dedicated as public highways upon the
satisfactory completion of the roads within the Plan.
As the conveyances have been made to the City and the developer has now
completed the construction of the road works within the Plan to standards
sufficient to permit public access, a By-law should be enacted to dedicate them
as public highway.
Attached hereto is a location map and draft By-law for the consideration of City
Council at its meeting scheduled for December 15, 2003.
DB:bg
Attachments
· ~
Denise Bye
Copy: Director, Planning & Development
Division Head, Municipal Property & Engineering
Supervisor, Development Control
THE CORPORATION OF THE CITY OF PICKERING
BY-LAW NO, 6212/03
Being a By-law to dedicate Lot 112A, Registrar's
Compiled Plan 1051, Pickering and Blocks 22, 24, 25
and 26, Plan 40M-2155, Pickering, as public
highways.
WHEREAS The Corporation of the City of Picketing is the owner of Lot 112A, Registrar's
Compiled Plan 1051, Pickering and Blocks 22, 24, 25 and 26, Plan 40M-2155, Pickering and
wishes to dedicate them as public highways;
NOW THEREFORE, the Council of The Corporation of the City of Pickering HEREBY
ENACTS AS FOLLOWS:
Lot 112A, Registrar's Compiled Plan 1051, Pickering is hereby dedicated as public
highway (Fairport Road).
Block 22, Plan 40M-2155, Pickering is hereby dedicated as public highway (Fairport
Road).
Blocks 24, 25 and 26, Plan 40M-2155, Pickering are hereby dedicated as public
highways (Goldenridge Road).
BY-LAW read a first, second and third time and finally passed this 15th day of December,
2003.
David Ryan, Mayor
Bruce Taylor, Clerk
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City of Pickering Planning & Development Department
LOT 112~ BCP 1051 AND
PROPERTY DESCRIPTION BLOCKS 2~, 24, 2s, 26 AND LOT ll2A, PLAN
OWNER CFEY OF PIOKEFIING DATE DEC. 8~ 2003 DRAWN BY J~
FILE No. FIBBED SCALE 1:5000 CHECKED BY DB
FOR DEPARTMENT USE ONLY PN-7 PA-
PLANNING & DEVELOPMENT DEPARTMENT
MEMORANDUM
December 3, 2003
To:
Bruce Taylor
City Clerk
From:
Denise Bye
Coordinator, Property & Development Services
Subject:
Part Lot Control By-Law
- Marshall Homes (Village) Ltd.
- Block 1, Plan 40M-2177
- File: PLC.40M-2177
The above-mentioned land is being developed in accordance with the
appropriate Subdivision Agreement and Zoning By-Law in such a manner to
allow more than one dwelling unit to be constructed on the Block referred to.
Attached hereto is a location map and a draft by-law, enactment of which will
exempt this land from the part lot control provisions of the Planning Act, thus
permitting transfers of those units into separate ownership. This By-law is
attached for the consideration of City Council at its meeting scheduled for
December 15, 2003.
DB:bg
Attachments
Denise Bye
THE CORPORATION OF THE CITY OF PICKERING
BY-LAW NO.
Being a By-law to exempt Block 1, Plan 40M-2177,
Pickering, from part lot control.
WHEREAS pursuant to the provisions of section 50 of the Planning Act, R.S.O. 1990,
chapter P.13, the Council of a municipality may by By-law p~:ovide that section 50(5) of
the Act does not apply to certain lands within a plan of subdivision designated in the
By-law;
NOW THEREFORE, the Council of The Corporation of the City of Pickering HEREBY
ENACTS AS FOLLOWS:
Section 50(5) of the Planning Act, R.S.O. 1990, chapter P.13, does not apply to
the land described as follows:
Block 1, Plan 40M-2177, Pickering.
This By-law shall remain in force and effect for a period of eighteen months from
the date of the passing of this By-law and shall expire on June 15, 2005.
BY-LAW read a first, second and third time and finally passed this 15th day of
December, 2003.
David Ryan, Mayor
Bruce Taylor, Clerk
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54
THE CORPORATION OF THE CITY OF PICKERING
BY-LAW NO.6214/o3
Being a by-law to amend By-law Number
5999/02 to provide remuneration and benefits
for Members of Council.
WHEREAS the Council of the Corporation of the City of Picketing enacted By-law
Number 5999/02 on June 24, 2002 to provide remuneration and benefits for Members
of Council; and
WHEREAS at a meeting held on November 17, 2003, Council has requested that
certain amendments be made to that By-law;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOLLOWS:
Section 2(a) of By-law Number 5999/02 is hereby amended by deleting the
following:
The remuneration payable to the Mayor shall be as follows:
First year in office
Second consecutive year in office
Third and subsequent consecutive years in office
$54,000.00
$58,OOO.OO
$60,000.00
And substituting therefore the following:
The remuneration payable to the Mayor shall be $60,000 per annum.
Section 3(a) of By-law Number 5999/02 is hereby amended by deleting the
following:
The remuneration payable to a Councillor shall be as follows:
First year in office
Second consecutive year in office
Third and subsequent consecutive years in office
$22,000.00
$24,000.00
$25,000.00
and substituting therefore the following:
The remuneration payable to a Councillor shall be $25,000 per annum.
Section 4(a)(iii) of By-law Number 5999/02 is hereby amended by deleting the
following:
attending a meeting, workshop, seminar or convention authorized by the
Mayor, by policy, such as ....
and substituting therefore the following
attending a meeting, workshop, seminar or convention such as ....
CORP0223-07/01
4. By-law Number 5999/02 is hereby amended by adding thereto the following
Section:
A Life Insurance Policy that is paid by the City of Picketing on behalf of
Members of Council in the following amounts:
Councillor - $100,000.00
Mayor - $200,000.00
5. Sections 1 and 2 of this By-law shall take effect as of December 1, 2003.
BY-LAW read a first, second and third time and finally passed this 15~ day of
December, 2003.
David Ryan, Mayor
Bruce Taylor, Clerk
NOTICE OF MOTION
DATE: DECEMBER 15, 2003
MOVED BY: COUNCILLOR McLEAN
SECONDED BY: COUNCILLOR ASHE
WHEREAS the Pickering Museum Village is a recognized and invaluable
historical and educational resource to the community, and delivers heritage
learning programs to over 15,000 students annually; and
WHEREAS the public programs undertaken at the museum are made possible
through the enthusiastic participation of a dedicated group of volunteers, local
community organizations, service clubs and businesses; and
WHEREAS the Brougham Central Hotel at the Pickering Museum Village
currently houses public and staff facilities essential to the operation of programs;
and
WHEREAS the Brougham Central Hotel is planned for relocation and restoration
to a Temperance Hotel as the next joint undertaking by the City and the Pickering
Museum Village Foundation, a project which was supported by Council under
Resolution #99/02; and
WHEREAS, in conjunction with the Hotel restoration, it will be necessary to
provide kitchen, meeting, public washrooms and storage space in support of the
day to day teaching and maintenance activities at the Village; and
WHEREAS significant expenditures have been undertaken to date by the
Pickering Museum Village Foundation in site preparation and consulting towards
the Hotel restoration project; and
WHEREAS the Foundation has committed to fully funding the relocation and
restoration of the Hotel at a cost of approximately $500,000, contingent on the
provision of a program operations centre; and
WHEREAS Council authorized staff to negotiate the acquisition of a suitable at-
risk heritage building on Federal lands in order to establish a new operations
centre in the Pickering Museum Village; and
WHEREAS the assessment of buildings located on Federal lands undertaken by
heritage preservation consultants retained by the Pickering Museum Village
Foundation recommended that the Winger House, currently unused, be relocated
to the Village, preserved and adapted for use as an operations centre; and
WHEREAS Federal Government policies require that its buildings be disposed of
in a manner that protects their heritage character, and in the event this building is
not relocated it will be demolished; and
NOW THEREFORE the Council of the Corporation of the City of Pickering
formally requests that the Federal Government enable and contribute to the
preservation of an example of the community's heritage, through the donation
and relocation of the Winger House to the Pickering Museum Village; and
FURTHER THAT copies of this resolution be forwarded to:
· Federal Minister of Public Works and Government Services
· Dan McTeague, MP, Pickering-Ajax-Uxbridge
7
CARRIED:
Btaylor:Notices of Motion:Winger House
MAYOR
NOTICE OF MOTION
DATE: DECEMBER '15, 2003
MOVED BY: COUNCILLOR HOLLAND
SECONDED BY: COUNCILLOR MCLEAN
THAT the Council of the Corporation of the City of Pickering hereby gives pre-
budget approval for the purchase and installation of a defibrillator at the Don
Beer Arena; and
FURTHER THAT staff be directed to work in partnership with the Men's Progress
Club to have the Club pay for and install a second defibrillator to be available at
the Delaney and 'O'Brien ice dnks; and
FURTHER THAT the purchase and installation of the referenced defibrillators be
undertaken as soon as possible.
CARRIED:
Btaylor:Notices of Motion:Defibrillators
MAYOR