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Home My WebLink AboutNovember 9, 2004PICKEI IG Executive Committee Meeting Minutes Tuesday, November 9, 2004 7:30 PM Chair: Councillor Johnson PRESENT: Mayor Dave Ryan COUNCILLORS: K. Ashe M. Brenner D. Dickerson R. Johnson B. McLean D. Pickles ALSO PRESENT: E. Buntsma - (Acting) Chief Administrative Officer and Director, Operations & Emergency Services N. Carroll - Director, Planning & Development G. Paterson - Director, Corporate Services & Treasurer B. Taylor - City Clerk ABSENT: T. J. Quinn - Chief Administrative Officer (Medical Leave) O) ADOPTION OF MINUTES Meeting of October 25, 2004 (11) DECLARATION OF OFFICE The Declaration of Office was administered by the City Clerk to Councillor Doug Dickerson. Executive Committee Meeting Minutes Tuesday, November 9, 2004 7:30 PM Chair: Councillor Johnson 1. MATTERS FOR CONSIDERATION OPERATIONS & EMERGENCY SERVICES REPORT OES 34-04 T. ARNTS LOAM SUPPLY LTD. RENEWAL OF LEASEAGREEMENT Approved By-law Forwarded To Council See Recommendation #1 OPERATIONS & EMERGENCY SERVICES REPORT OES 35-04 1317970 ONTARIO INC. PICKERING DRIVING RANGE RENEWAL OF LEASE AGREEMENT Approved By-law Forwarded To Council See Recommendation #2 OPERATIONS & EMERGENCY SERVICES REPORT OES 37-04 DON BEER ARENA SNACK BAR CONCESSIONS LEASE AMENDMENT PICKERING HOCKEY ASSOCIATION INCORPORATED ADDroved By-law Forwarded To Council See Recommendation #3 CORPORATE SERVICES REPORT CS 39-04 FINAL APPROVAL FOR FINANCING OF COUNCIL APPROVED CAPITAL PROJECTS - INTERNAL LOANS AND EXTERNAL BORROWING THROUGH THE ISSUANCE OF DEBT Approved By-laws Forwarded To Council See Recommendation #4 PICK I :RIINC Executive Committee Meeting Minutes Tuesday, November 9, 2004 7:30 PM Chair: Councillor Johnson CORPORATE SERVICES REPORT CS 38-04 INVESTMENT PORTFOLIO ACTIVITY FOR THE YEAR ENDED DECEMBER 31, 2003 Approved See Recommendation #5 CORPORATE SERVICES REPORT CS 40-04 FORMAL QUOTATIONS-QUARTERLY REPORT FOR INFORMATION Approved See Recommendation #6 CORPORATE SERVICES REPORT CS 44-04 APPOINTMENT OF BY-LAW ENFORCEMENT OFFICERS By-law Forwarded To Council (IV) ADJOURNMENT The meeting adjourned at 8:00 pm. Appendix I Executive Committee Report EC 2004-17 That the Executive Committee of the City of Pickering having met on October 25, 2004, presents its seventeenth report to Council and recommends: OPERATIONS & EMERGENCY SERVICES REPORT OES 34-04 T. ARNTS LOAM SUPPLY LTD. RENEWAL OF LEASEAGREEMENT That Report OES 34-04 regarding a renewal of a Lease Agreement, be received; and That the attached draft by-law be enacted to authoriize the execution of a lease agreement (renewal for an additional year) with T. Arnts Loam Supply Ltd. for those lands consisting of 3,824 hectares of rentable area located in Lot 19, Concession 3, Pickering, and comprising that part of Parts 37 and 40, Plan 40R-6934, for a term of one year commencing January 1, 2005 and expiring December 31, 2005; and That the Mayor and Clerk be authorized to give effect hereto. OPERATIONS & EMERGENCY SERVICES REPORT OES 35-04 1317970 ONTARIO INC. PICKERING DRIVING RANGE RENEWAL OF LEASE AGREEMENT That Report OES 35-04 regarding the renewal of a Lease Agreement be received; and That the attached draft by-law be enacted to authorize the execution of a lease agreement (renewal for an additional year) with 1317970 Ontario Inc. for those lands consisting of 50,167.64 square metres of rentable area located in Lot 19, Concession 3, Pickering, and comprising that part of Parts 37 and 40, Plan 40R-6934 for a term of one year commencing January 1, 2005 and expiring December 31, 2005. 3. That the Mayor and Clerk be authorized to give effect hereto. Appendix I Executive Committee Report EC 2004-17 OPERATIONS & EMERGENCY SERVICES REPORT OES 37-04 DON BEER ARENA SNACK BAR CONCESSIONS LEASE AMENDMENT PICKERING HOCKEY ASSOCIATION INCORPORATED 1. That Report OES 37-04 regarding the Don Beer Arena Snack Bar Concessions be received; and That a by-law be enacted to authorize the execution of an amending licence agreement pursuant to which Pickering Hockey Association Incorporated will be permitted to continue to operate snack bar concession facilities within the Don Beer Arena; and That staff at the City of Pickering be given authority to give effect thereto. CORPORATE SERVICES REPORT CS 39-04 FINAL APPROVAL FOR FINANCING OF COUNCIL APPROVED CAPITAL PROJECTS - INTERNAL LOANS AND EXTERNAL BORROWING THROUGH THE ISSUANCE OF DEBT That Report CS 39-04 from the Director, Corporate Services & Treasurer be approved; and That Council approve the internal loans of up to $267,000 to be financed from the Development Charges Reserve Funds based on the purposes, terms & conditions as specified in Attachment I and furthermore, that the Director, Corporate Services & Treasurer be authorized and directed to take whatever actions necessary, including the recommendations below, to give effect thereto; and That the Director, Corporate Services & Treasurer be authorized to: a) undertake long term financing through the issuance of debt up to a total amount of $1,537,000 for the projects listed on Attachment 2 in the indicated amounts up to a maximum term of 10 years, through the Region of Durham or the Ontario Municipal Economic Infrastructure Financing Authority (OMEIFA) for the following purposes, as indicated in Attachment 2: Appendix I Executive Committee Report EC 2004-17 Parks Property Maintenance Roads $ 134,000 100,000 370,000 Culture & Recreation 555,000 Fire 378,000 Total $1,537,000 o and the funding for remaining balances in these accounts amounting to approximately $79,008 be provided from the annual Current Budget; and b) undertake the financing of any projects or portions thereof that cannot be accommodated through the foregoing through internal loans or a financial institution offedng long term financing under similar terms and conditions; and c) finance any capital expenditures currently financed through intemal loans, should the need for funds arise, through the Region of Durham or through a financial institution; and d) make any changes, adjustments, revisions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; and That the costs of undertaking the financing, currently estimated at up to approximately $12,000, be charged to the 2005 Current Budget, General Government Loan Repayment; and That the annual repayment costs of principal and interest amounting to approximately $203,910 be included in the 2005 Current Budget and thereafter until the loan is repaid; and That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debt or long term financing arrangements, through the Region of Durham, a financial institution, internal loans or whatever means necessary at the discretion of the Treasurer; and That the Director, Corporate Services & Treasurer be authorized to engage the services of any individual or firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an Appendix I Executive Committee Report EC 2004-17 10. undertaking and any other aspects in regards to the financing of capital projects; and That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised on external and internal loans to other capital projects for which long-term financing is required, or to reduce the promissory notes for internal loans as is permitted under the Municipal Act; and That the Director, Corporate Services & Treasurer be directed to prepare the requisite by-laws for presentation to and adoption by Council at its meeting of November 15, 2004; and That the appropriate officials of the City of Pickering be given authority to give effect thereto. CORPORATE SERVICES REPORT CS 38-04 INVESTMENT PORTFOLIO ACTIVITY FOR THE YEAR ENDED DECEMBER 31, 2003 That Report CS 38-04 of the Director, Corporate Services & Treasurer, concerning Investment Portfolio Activity for the Year' ended December 31, 2003, be received by Council for information. CORPORATE SERVICES REPORT CS 40-04 FORMAL QUOTATIONS-QUARTERLY REPORT FOR INFORMATION That Report CS 40-04 of the Director, Corporate Services & Treasurer concerning Formal Quotations - Quarterly Report for Information be received and forwarded to Council for information.