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CAO 06-05
PTCK"Call 0� ERIN From: Thomas J. Quinn Chief Administrative Officer CONFIDENTIAL REPORT TO COUNCIL Subject: FCM Green Municipal Enabling Fund Grant to the City of Pickering - File: D-1100-001 and F-4360--001 Recommendations: Report Number: CAO 06-05 Date: February 14, 2005 1. That Council receive for information, Report CAO 06-05 concerning the Federation of Canadian Municipalities' (FCM's) Green Municipal Enabling Fund grant to the City of Pickering. 2. That Council formally declares the City's support for the Federation of Canadian Municipalities "Partners for Climate Protection" (PCP) program by adopting the resolution included as Attachment 1 to this Report. 3. That Council authorize the Mayor and City Clerk to execute an agreement with FCM as outlined in Attachment 2 to this Report in order to secure a Green Municipal Enabling Fund grant to a maximum of $175,000. 4. That Council authorize the following additional actions with respect to FCM's Green Municipal Enabling Fund (GMEF) grant to the City: A. That the work programs for the "Partners for Climate Protection" (PCP) program and the revised Phase 3 of the City's Growth Management Study, referenced in this Report as the "Sustainable Neighbourhood Plan" (SNP), be endorsed as set out in Attachment 3 to this Report; B. That staff be authorized to retain the environmental consulting services of Greenpath to act as the City's consultant in completing the "Partners for Climate Protection" program (Milestones 1 to 3), and to continue to use the consulting services of Dillon Consulting Ltd. to undertake the "Sustainable Neighbourhood Plan"; Report CAO 06-05 February 14, 2004 Subject: FCM Green Municipal Enabling Fund Page 2 C. That the total budget to complete the proposed "Partners for Climate Protection" (PCP) program (Milestones 1 to 3) and the "Sustainable Neighbourhood Plan" (SNP) not exceed $350,000, as outlined in Attachment 3 and in the Financial Implications Section in this Report; D. That the City adopt interim greenhouse gas emission reduction targets for municipal operations and for the community of 20 percent and 6 percent, respectively, below 1994 levels by 2010, and that final targets will be established by Council at the completion of the Partners for Climate Protection program (Milestones 1 to 3); E. That the City's Division Head, Corporate Projects & Policy be authorized to act as the City's liaison with FCM in regard to the "Partners for Climate Protection" program (Milestones 1 to 3); and F. That a "Sustainable Pickering Committee" be established and that Staff report back to Council with recommendations on the Committee's mandate and membership. 5. That the City Clerk forward a copy of this Report and resultant resolutions to FCM, Greenpath, Dillon Consulting Ltd., the RDC Group and any others interested in the project. Executive Summary: In 2004, with the assistance of the RDC Group (a local environmental consulting company), the City made an application to the Federation of Canadian Municipalities (FCM) for a Green Municipal Enabling Fund (GMEF) grant to assist in completing a Partners for Climate Protection (PCP) Action Plan and a local Sustainable Neighbourhood Plan (SNP). The City's application met the objectives of the GMEF grant program and in August FCM advised the City that its National Board of Directors had approved the grant application. Over the past months the City has worked with FCM and consulting partners (RDC Group, Greenpath and Dillon) to develop and finalize a work program and budget. FCM has now forwarded a completed agreement (signed by them) allocating up to $175,000 to assist the City in completing a Partners for Climate Protection Action Plan and a Sustainable Neighbourhood Plan. In accordance with this grant, FCM has asked the City to enact a resolution expressing the City's commitment to reducing greenhouse gas emissions and to "' execute an agreement with them (see Attachments 1 and 2 respectively). Report CAO 06-05 February 14, 2004 Subject: FCM Green Municipal Enabling Fund Page 3 By enacting the recommendations set out in this Report, the City of Pickering will become a municipal leader in reducing local greenhouse gas emissions and implementing proactive sustainable practices in local planning. Financial Implications: FUNDING PCP SUSTAINABLE TOTAL SOURCES ACTION PLAN NEIGHBOURHOOD PLAN FCM Grant $54,500 $120,500 $175,000 Revenue account #1592-2192 Revenue account #2611-9990 (Partners for Climate Protection — (Growth Management Study Phase 3, FCM Grant) Sustainable Neighbourhood Plan — FCM Grant Other $50,000 $110,000 $175,000 Funding Revenue account#1592-2192 Deferred revenue account#2611-9990 Sources (Commitment from the RDC Group (Growth Management Study Phase 3, to secure sponsorship funds for the 2004 deferred funds) Partners for Climate Protection project) $4,500 $10,500 Expense account # 2192-2392 Expense account #2611-2392 (New consultative expenditure — (New consultative expenditure — Growth Partners for Climate Protection Management Study Phase 3, project) Sustainable Neighbourhood Plan TOTAL $109,000 $241,000 $350,000 The financial impact of the FCM grant has been discussed with the Director, Corporate Services & Treasurer who is supportive of the information provided. Background: 1.0 Partners for Climate Protection (PCP) Program The Federation of Canadian Municipalities (FCM), in partnership with the International Council for Local Environmental Initiatives, has established the Partners for Climate Protection (PCP) program to encourage Canadian municipalities to become local leaders in reducing corporate and community greenhouse gas emissions. The PCP program is intended to assist in carrying out Canada's commitment to the Kyoto Protocol, as ratified by the Government of Canada in 2002. Report CAO 06-05 February 14, 2004 Subject: FCM Green Municipal Enabling Fund Page 4 It is recommended that Council adopt the Partners for Climate Protection resolution as outlined in Attachment 1 to this Report. Initiating a PCP program will signify the City's commitment to complying with Kyoto Protocol emission reduction targets, and will position the City as a leader in municipal sustainable development initiatives in Durham Region and the GTA. The PCP program is based on a five -milestone framework, of which the City would be completing Milestones 1 to 3 in 2005-06. The recommended Pickering PCP work program is set out in Attachment 3 and includes: 1. The completion of a greenhouse gas (GHG) and energy use inventory and forecast for the community and City of Pickering Operations; 2. The setting of local GHG reduction targets; and 3. The development of a Local Action Plan to meet established reduction targets. Certain standard actions are required by FCM to initiate their PCP program. In order to commence the program in the City, the following actions are required to be completed: 1. The execution of an agreement with FCM; 2. The establishment a local committee to monitor and implement the PCP milestones, and implement the resultant Local Action Plan; 3. The appointment of a municipal contact to liaise directly with FCM and ensure that the PCP program is delivered, as outlined in the grant agreement; and 4. The establishment of a provisional GHG community emission reduction target. FCM Agreement FCM and the Government of Canada have established a Green Municipal Enabling Fund (GMEF), administered by FCM, to provide grants to assist municipalities in completing feasibility studies for local environmental projects. FCM has agreed to fund the City's proposed work program (proposed PCP Action Plan and SNP) to a maximum contribution of $175,000 (which is 50% of the projected cost of the program). It is recommended that Council authorize the Mayor and City Clerk to sign an agreement with FCM in the format generally outlined in Attachment 2 to this Report. Report CAO 06-05 February 14, 2004 Subject: FCM Green Municipal Enabling Fund Sustainable Pickering Committee Page 5 It is recommended that Council establish a "Sustainable Pickering Committee" that initially would be mandated to oversee and monitor the FCM grant and related programs. Ultimately, the duties of the Committee could be expanded to include: • prioritizing, planning and initiating "green" activities and projects, including recommended annual budgeting, that establish the City as a local leader and champion for sustainable and environmentally -friendly actions; • monitoring active City projects and operations and recommend, where possible, the inclusion of sustainable principles and "green" actions to enhance them; • recommending the establishment of City policies that encourage sustainable practices in municipal operations, facilities and programs; • advocating to the local business community and residents the importance of sustainable actions and "green" activities; and • liaising with local environmental groups, organizations and stakeholders to understand other community efforts and "green" activities, and establishing appropriate partnerships with stakeholders where possible. It is recommended that staff be directed to develop a proposed mandate and membership for the Sustainable Pickering Committee and provide recommendations to Council for consideration in 2005. Appointment of Pickering PCP Representative FCM requests that municipalities participating in their program appoint a single municipal contact to liaise directly with them to ensure the program is carried out as agreed upon and that funding requirements are met. It is recommended that the City's Division Head, Corporate Projects & Policy be authorized to act as the City's liaison with FCM for the PCP program in 2005-06. Provisional GHG Emission Reduction Target The establishment of provisional GHG emission reduction targets for municipal operations and for the community of 20 percent and 6 percent, respectively, below 1994 levels by 2010, would provide a base framework to carry out Milestones 1 to 3 in 2005-06. It is recommended that Council adopt these provisional targets. Report CAO 06-05 February 14, 2004 Subject: FCM Green Municipal Enabling Fund Page 6 These targets are generally considered to be an acceptable baseline target in PCP programs to achieve compliance with Kyoto reduction targets. The provisional targets may be revised once actual local inventories and community - specific circumstances are revealed at the completion of the PCP program (Milestones 1 to 3). 2.0 Local Sustainable Neighbourhood Plan (SNP) The staff recommended 2005-06 work program outlined in Attachment 3 to this report proposes a revised Phase 3 to the City's Growth Management Study through the completion of a local Sustainable Neighbourhood Plan (SNP). The proposed SNP project would encourage the completion on an innovative and practical plan built upon an approved neighbourhood land use base already adopted by Council in Phase 2 of the City's Growth Management Study. It is expected that the resultant sustainability principles, guidelines and strategies developed for the specific neighbourhood would later serve as a practical template for other future neighbourhood planning throughout the City. Development of the proposed Sustainable Neighbourhood Plan will involve extensive and ongoing stakeholder consultation, and will consist of: 1. Confirming City objectives and sustainable goals and principles. 2. Establishing baseline conditions and a list of sustainable design elements. 3. Establishing a hierarchy of practical sustainability levels in order to measure and develop land use plan options. 4. Developing sustainability plan concepts and a baseline case for evaluation. 5. Completing a report recommending a preferred sustainable neighbourhood plan concept, and including: i. A description of stakeholder feedback and design modifications; ii. Design guidelines recommending detailed design elements and performance expectations; iii. A cost analysis; iv. A cost -benefit analysis of the preferred concept over base case and conventional design; V. Recommended marketing, education and monitoring programs; vi. Approval requirements; and vii. Recommended implementation strategies. FCM's GMEF grant would also assist in funding this proposed sustainability project. Report CAO 06-05 February 14, 2004 Subject: FCM Green Municipal Enabling Fund 3.0 Consultative Considerations RDC Group/Greenpath - Completion of PCP Milestones 1 to 3 Page 7 It is recommended that Council authorize staff to retain the environmental consulting services of Greenpath to act as the City's consultant to complete Milestones 1 to 3 of FCM's PCP program, in a manner generally outlined in the work program (see Attachment 3). Greenpath is an experienced and qualified local consulting group capable of completing the PCP Milestones on behalf of the City, and took a lead role in developing the City's proposed PCP work program in collaboration with the RDC Group and Staff. Information on Greenpath is included as Attachment 4 to this Report. The RDC Group is a Pickering -based environmental consulting group that has been active in introducing the PCP Program and FCM GMEF grant opportunities to the City, and has served as an in -kind consultant for Staff in completing the application for funding to FCM. Greenpath works collaboratively with the RDC Group on various projects. The RDC Group/Greenpath are headquartered in the Hamlet of Brougham in the "Durham Conservation Centre", and network regularly with Durham -based environmental groups and organizations. Their mandate is to encourage and facilitate local environmental initiatives and projects, and improve the environmental health of the Region of Durham. The proposed PCP program and Sustainable Neighbourhood Plan projects clearly assist in fulfilling their mandates. The principal of the RDC Group, Jack McGinnis, has expressed an interest in playing an active advisory role throughout the proposed projects, and has proposed to be an active funding partner in the process. Proposed funding source details are outlined in the staff recommended work program included in Attachment 3 to this Report. The principal of Greenpath, Terry Green, would serve as the coordinator and lead consultant for the PCP Action Plan (Milestones 1 to 3) project. The RDC Group/Greenpath has worked collaboratively with the City at the onset to secure the grant agreement with FCM and to develop the PCP Action Plan work program. The City's Purchasing Policy requires a competitive method of purchase to be utilized for consulting services at the dollar value proposed by Greenpath. Proposals or pricing from other consulting firms has not been undertaken. Council approved Resolution #25/03 for the delegation of authority and --� engagement of consultants and professional services that makes reference to situations when purchasing procedures have not been followed. Report CAO 06-05 February 14, 2004 Subject: FCM Green Municipal Enabling Fund The Manager, Supply & Services can award services, subject to CAO approval and written report to Council apprising them of the award, up to a value of $50,750. It is therefore required in this circumstance for Council to authorize staff to retain the environmental consulting services of Greenpath to continue to act as the City's partner and consultant in completing the proposed "Partners for Climate Protection" program (Milestones 1 to 3) at a value in excess of $50,750. Dillon Consulting Ltd. — Completion of Sustainable Neighbourhood Plan It is recommended that Council authorize staff to continue using the services of Dillon Consulting Ltd. to complete the recommended revised Phase 3 of the City's Growth Management Study, referred to as the proposed local Sustainable Neighbourhood Plan (SNP), in a manner as generally outlined in the staff recommended 2005-06 work program (see Attachment 3). Dillon Consulting Ltd. has effectively served as the consultant to complete Phases 1 and 2 of the City's Growth Management Study, and has taken a lead role in developing the City's proposed SNP work program. Dillon Consulting Ltd. has demonstrated to staff their strong understanding of local sustainable neighbourhood planning principles and objectives. 4.0 — Project Timing The draft FCM GMEF grant agreement and proposed work programs for the PCP Action Plan (Milestones 1 to 3) and the local Sustainable Neighbourhood Plan (Attachments 2 and 3 respectively to this Report) were drafted in the Fall of 2004, and envisioned project timelines from December, 2004 to December, 2005. Since additional time has elapsed to finalize a draft agreement with FCM and mutually -agreed upon work programs, the proposed agreement milestones and work programs will be updated at project start-up to reflect a new program timeline commencing in March, 2005 and ending in March, 2006. Attachments: 1. Partners for Climate Protection (PCP) Resolution. 2. FCM GMEF Grant Agreement. 3. Work Program for Partners for Climate Protection (PCP) Action Plan (Milestones 1 to 3) and local Sustainable Neighbourhood Plan (SNP). 4. Background Information on Greenpath Consulting. Report CAO 06-05 Subject: FCM Green Municipal Enabling Fund Prepared By: Coordinator, Business Development & Investment Prepared By: Thomas lym k Division H ad, Corporate Projects & Policy RST:TM: Attachments Copy: Directors Recommended for the consideration of Pickering City Council aeJ. Quinn.;;Chief Ad(nini February 14, 2004 Approved / Endorsed By: Tkfofnas J. QL hn If Chief Administrative Officer Page 9 Attachment 1 to Report CAO 06-05 RESOLUTION PARTNERS FOR CLIMATE PROTECTION (PCP) WHEREAS the International Panel on Climate Change (IPCC) has observed that global average surface temperature has increased over the 20th Century by about 0.6 degrees Celsius, that snow cover and ice extent have decreased, that global average sea level has risen and ocean heat content has increased; AND WHEREAS the IPCC concludes in its 2001 Third Scientific Assessment that "there is new and stronger evidence that most of the warming observed over the last 50 years is attributable to human activities; AND WHEREAS the IPCC projects that global average temperature will increase between 1.4 to 5.8 degrees Celsius by 2100 if current trends in greenhouse gas (GHG) emissions continue; AND WHEREAS federal and provincial costs related to extreme weather events -� in Canada increased form $500 million in 1980-1984 to $5.3 billion in 1995-1999, exclusive of municipal costs not yet measured on a national basis; AND WHEREAS greenhouse gases (carbon dioxide, methane, nitrous oxide), released from burning coal, oil and natural gas and from cutting trees and clearing land for agriculture and development, are the primary cause of climate change; AND WHEREAS the Government of Canada ratified the Kyoto Protocol in December, 2002; AND WHEREAS Canada committed under the Kyoto Protocol to reducing GHG emissions six percent below 1990 levels by 2012; AND WHEREAS the Federation of Canadian Municipalities (FCM) and the International Council for Local Environmental Initiatives (ICLEA) have established Partners for Climate Protection (PCP) to provide a forum for municipal governments to share their knowledge and experience with other municipal governments on how to reduce GHG emissions; AND WHEREAS over 100 municipal governments across Canada representing more than 50 percent of the population have already committed to reducing corporate and community GHG emissions through PCP; AND WHEREAS PCP participants commit to working towards reducing GHG emissions in municipal operations by a suggested target of 20 percent below 1994 levels, and a suggested target of six percent reductions below 1994 levels throughout their respective community within 10 years of joining the PCP initiative; AND WHEREAS PCP is based on a five -milestone framework that includes completing GHG and energy use inventories and forecasts for community and corporate sectors, setting a GHG reduction target, developing and implementing a local action plan and monitoring that plan; AND WHEREAS municipal investment in building retrofits, community energy systems, water conservation, renewable energy technologies, waste reduction, landfill gas capture, fleet management and public transit reduce operating costs, help maintain community services, protect public health and contribute to sustainable community development while cutting GHG emissions contributing to climate change; NOW THEREFORE the Corporation of the City of Pickering hereby declares its interest in and support for the Federation of Canadian Municipalities Partners for Climate Protection program and its intent to participate in that program through the adoption of a "Partners for Climate Protection Action Plan" and a "Sustainable Neighbourhood Plan" in 2005-06. Attachment 2 to Report CAO 06-05 GRANT AGREEMENT FEDERATION OF CANADIAN MUNICIPALITIES GREEN MUNICIPAL ENABLING FUND GREEN MUNICIPAL ENABLING FUND (GMEF) Study no.: 5158 Project Title: Partners for Climate Protection (PCP) Action Plan and Sustainable Neighbourhood Plan Grant Agreement Between THE CORPORATION OF THE CITY OF PICKERING - and - FEDERATION OF CANADIAN MUNICIPALITIES, as Trustee of the Green Municipal Enabling Fund This document is not an offer to enter into a contract and, until executed by all parties, it is not a contract. S:\CSCD\G,— M�midpal Fimds\Opt ti—\Opportmitic and Projects\GMF Prgj l Filt \Y 00 to 5999\5150 to 5199\5158\Coaua U\Final Contrwt\EF 5158-Grmt MAR 12-2004 V Nov 04.dm GMEF Study no.: 5158 GRANT AGREEMENT THIS AGREEMENT is made as of the 30th day of August 2004. BETWEEN: THE CORPORATION OF THE CITY OF PICKERING, a municipal corporation organized and existing under the laws of the Province of Ontario and of Canada (herein called "Recipient") -and- FEDERATION OF CANADIAN MUNICIPALITIES, as Trustee of the Green Municipal Enabling Fund (herein called "FCM") WHEREAS: (a) the Government of Canada (herein called "GoC") and FCM have established the Green Municipal Enabling Fund (herein called "GMEF") to provide grants for feasibility studies of proposed municipal environmental projects; (b) the GoC has funded GMEF, which is being administered by FCM as Trustee thereof; (c) FCM, in its capacity as Trustee of GMEF, has agreed to provide the Recipient a maximum grant of one hundred seventy five thousand dollars ($175,000) for use by the Recipient solely for the feasibility study referred to in this Agreement; and (d) the parties hereto need to provide arrangements for the administration and disbursement of the grant to, and its use by, the Recipient. NOW THEREFORE, the parties hereby agree as follows: ARTICLE I Definitions Section 1.01. Definitions. Whenever used in this Agreement and unless the context otherwise requires, the following terms have the following meanings: "Contribution" means each portion of the Grant Amount that is advanced from time to time by FCM to the Recipient under the terms and conditions of this Agreement; SACSCDIGreen Municipal FundslOperationslOppartunNes and ProjectslGMF Project Files15000 to 599915150 to 5199151551ContrectslFinel Co trwtlEF 5155-Greet MAR 12 QQ¢,!(p(ov1 of 25 04.doc � 66 "Eligible Costs" means those permitted expenditures described in Part 2 of Schedule A, for which the Recipient may use the Contributions; "GAAP" means the generally accepted accounting principles which are in effect in Canada, including those published in the Handbook of the Canadian Institute of Chartered Accountants, as the same are generally applied to persons carrying on a type of business or activity similar to that of the Study; "Grant" means the grant set forth in Article II; "Grant Amount" means the amount to be advanced by FCM on account of the Grant up to the maximum amount set forth in Section 2.02; and "Study" means the feasibility study described in Part 1 of Schedule A ARTICLE II The Grant Section 2.01. Grant Purpose. FCM is providing the Grant to the Recipient for the sole purpose of assisting the Recipient in the performance of the Study and the Recipient hereby explicitly acknowledges and accepts the conditions and terms of the Study as described in Part 1 of Schedule A. Section 2.02. Grant Amount. Subject to and in accordance with the terms and conditions of this Agreement and in reliance upon the representations, warranties and covenants of the Recipient hereinafter set forth, FCM agrees to contribute towards the Eligible Costs a grant equal to fifty percent (50%) of Eligible Costs up to a maximum grant amount of one hundred seventy five thousand dollars ($175,000). Section 2.03. Contributions. FCM shall advance the Grant Amount in three (3) Contributions, as outlined in Sections 3.01 and 3.02 and 3.03. No Contribution will be made by FCM without it first receiving from the Recipient a completed Request for Contribution in the form of Schedule C and unless the relevant conditions are met as set forth in Article III. ARTICLE III Conditions of Contribution Section 3.01. Conditions of First Contribution. FCM shall make a first Contribution in the amount of twenty six thousand two hundred fifty dollars ($26,250) or fifteen percent (15%) of the maximum Grant Amount by no later than the 28t" day of January, 2005 provided that the following conditions are satisfied: SACSCOIGrean Municipal FundslOperationslOppodundies and ProjectslGMF Project Fites15000 to 599915150 to 519915156IContractslFinal ContractlEF 51 M.Grant MAR 1 04.doc r 2#Q04�(p(ou� 6 L of 25 (a) the Recipient has obtained, or has made other arrangements satisfactory to FCM for obtaining, all appropriate authorizations, including any necessary by-law or resolution passed by the Recipient's Council and any necessary authorization from the Government of the Province of Ontario for undertaking the Study and receiving the Grant; (b) each of the Sources of Funding as described in Part 2 of Schedule A has contractually agreed on the nature and the amount and timing of its funding of the Study; (c) the Recipient has delivered to FCM a Progress Report that describes the current status of each of the conditions and terms listed in Part 1 of Schedule A, and FCM is satisfied with the progress of the Study. (d) the Recipient has delivered to FCM, by no later than ten (10) days prior to the requested date of Contribution, the Request for Contribution in the form of Schedule C; (e) the Recipient has delivered to FCM a copy of the Certificate of Incumbency and Authority in the form of Schedule B; and (f) the Recipient has delivered to FCM a summary of expenses, together with copies of supporting invoices and receipts, evidencing, in a manner satisfactory to FCM, that the Recipient has incurred Eligible Costs for the Study equal to or greater than two (2) times the total requested Contribution. Each of the foregoing conditions is included for the benefit of FCM and may be waived in whole or in part at FCM's sole option by notice to the Recipient. Section 3.02. Conditions of Second Contribution. FCM shall make a second Contribution in the amount of eighty seven thousand five hundred dollars ($87,500) or fifty percent (50%) of the Grant Amount by no later than the 24t" day of June 2005, provided that the following conditions are satisfied: (a) the first Contribution has taken place; (b) the Recipient has maintained the authorizations referred to in subsection 3.01(a); (c) The Recipient has delivered to FCM a Progress Report that describes the current status of each of the terms and conditions listed in Part 1 of Schedule A, and FCM is satisfied with the progress of the Study; (d) the Recipient has delivered to FCM, by no later than ten (10) days prior to �~ the requested date of Contribution, the Request for Contribution in the form of Schedule C; and SASSOOIGreen Municipal FundslOpwationslOpportunifies and Projects1GMF Project Res15000 to 580015150 to 5100151581ContrectslFinal GontractLEF 515E-Grant MAR 12,evoa 04.doc 1�c1 dNCei of 25 (e) the Recipient has delivered to FCM a summary of expenses, together with copies of supporting invoices and receipts, evidencing, in a manner satisfactory to FCM, that the Recipient has incurred Eligible Costs for the Study equal to or greater than two (2) times the requested Contribution. Each of the foregoing conditions is included for the benefit of FCM and may be waived in whole or in part at FCM's sole option by notice to the Recipient. Section 3.03. Conditions of Third Contribution. FCM shall make a third Contribution in the amount of sixty one thousand two hundred fifty dollars ($61,250) or thirty five percent (35%) of the maximum Grant Amount by no later than the 16th day of December, 2005 provided that the following conditions are satisfied: (a) the prior Contributions have taken place; (b) the Recipient has maintained the authorizations referred to in subsection 3.01(a); (c) the Recipient has delivered to FCM, a paper and an electronic copy of a Final Report in accordance to the requirements of Schedule D — GMEF Final Report Submission Requirements, and that describes the status of each of the conditions and terms listed in Part 1 of Schedule A, and FCM is satisfied with the completion of the Study; (d) the Recipient has delivered to FCM, by no later than ten (10) days prior to the requested date of Contribution, the Request for Contribution in the form of Schedule C; and (e) the Recipient has delivered to FCM a summary of expenses, together with copies of supporting invoices and receipts, evidencing, in a manner satisfactory to FCM, that the Recipient has incurred Eligible Costs for the Study equal to or greater than two (2) times the requested Contribution. Each of the foregoing conditions is included for the benefit of FCM and may be waived in whole or in part at FCM's sole option by notice to the Recipient. Section 3.04. Conditions of any Contribution. The obligation of FCM to make any Contribution shall also be subject to the condition that the representations and warranties confirmed or made in Article IV shall be true on and as of the date of the relevant Contribution with the same effect as though such representations and warranties have been made on and as of the date of such Contribution. This condition is included for the benefit of FCM and may be waived in whole or in part at FCM's sole option by notice to the Recipient. SACSCOIGreen Municipal FundslOperationslOpportunities end ProjectslGMF Protect Files15000 to 599915150 to 5199151581CantrwtslFinal Cantra&L'F 5158-Grant MAR 12 ov 04.da 1 �� 4 of 25 ARTICLE IV Representations and Warranties Section 4.01. Representations and Warranties. The Recipient represents and warrants: (a) that it is a duly established municipal corporation incorporated under the laws of the Province of Ontario and has the legal power and authority to enter into, and perform its obligations under, this Agreement and the Study; and (b) that this Agreement has been duly authorized and executed by it and constitutes its valid and binding obligations, enforceable in accordance with its terms. ARTICLE V Particular Covenants Section 5.01. Affirmative Covenants. The Recipient shall: (a) use the Grant only for the purposes described in Section 2.01; and (b) conduct the Study with due diligence and efficiency and in accordance with sound financial and business practices; maintain its accounts, management information and cost control system and books of accounts adequately to reflect truly and fairly the financial condition of the Study and to conform to GAAP. Section 5.02. Negative Covenants. Unless FCM shall otherwise agree in writing, the Recipient shall not: (a) use the Contributions for expenditures that are not Eligible Costs; or (b) make any material change to the Study. Section 5.03. Continuing Information Requirements. The Recipient shall, at its cost, provide to FCM the following information, each in a form and substance satisfactory to FCM: (a) prompt notice of any changes to the first, second or third Contribution dates provided in Sections 3.01, 3.02 and 3.03. These dates may, in FCM's sole discretion, be extended; (b) prompt notice of any proposed change in the nature or scope of the legal status of the Recipient and of any event or condition which might materially S:ICSCOIGreen Municipal FundslOparationslOppatuni ies and ProjectslGMF Prqect Files15000 to 599915150 to 5199151581ContractslFinal ContraclL-F 5158-Grant MAR 12#WQ4J(p�o O I C J 04.doc I""Cll�y. CC and adversely affect the carrying out of the Study by the Recipient or the performance of its obligations under this Agreement; (c) prompt notice of any litigation or administrative proceedings, together with any written legal documents as FCM may request, before any court or arbitral body or other authority which might materially and adversely affect the Study or the ability of the Recipient to perform its obligations under this Agreement and the Study; and (d) such other information as FCM may from time to time by notice to the Recipient reasonably request. ARTICLE VI Termination Section 6.01. Termination. FCM may, on not less than thirty (30) days prior notice to the Recipient, terminate this Agreement. If this Agreement is so terminated, the liability of FCM for any unadvanced portion of the Grant Amount shall be limited to an amount that, in the sole opinion of FCM, is a reasonable contribution for the Recipient's partial performance of the Study to the date of termination. ARTICLE VII Schedules Section 7.01. Schedules. As referred to in this Agreement, the following annexed Schedules form part of this Agreement: Schedule A: Part 1 — Description of the Feasibility Study (see definition of "Study" and Section 2.01) Part 2 — Description of Eligible Costs and Sources of Funding (see definition of "Eligible Costs" and subsection 3.01(b)) Schedule B: Form of Certificate of Incumbency and Authority (see subsection 3.01(e)) Schedule C: Form of Request for Contribution (see Section 2.03 and subsections 3.01(d), 3.02(d) and 3.03(d)) Schedule D: GMEF Final Report Submission Requirements (see subsection 3.03(c)) S:ICSCDIGreen Municipal FundslOperationslOpportundies and ProjectslGMF Project Files15000 to 599915150 to 5199151551ContlactsWinal ContracWF 515E-Grant MAR 12$QQ¢66T of 25 04.doc iCll,. C ARTICLE VIII Miscellaneous Provisions Section 8.01. Publications (a) The Recipient shall be the owner of the copyrights pertaining to the reports or other documents prepared, under the terms of this Agreement or of the Study, by or on behalf of the Recipient. However, the GoC and FCM retain the full capacity, free of all royalties or other charges, to publish or use, at any time, or times such reports and other documents, in whole or in part, as well as any related information. (b) For this purpose, the Recipient undertakes to execute any document and to take all other actions that could be reasonably required of it to materialize the Recipient's rights to the reports and other documents prepared under the terms of this Agreement or of the Study, notably any clause of assignment and transfer of rights, including copyrights and other intellectual property rights. (c) The Recipient will have to indicate the Copyright notice in at least one prominent place in the reports and other documents related to the Study, in the following manner: Copyright © 200X, [City of Pickering] All rights reserved. No part of this publication may be reproduced, recorded or transmitted in any form or by any means, electronic, mechanical, photographic, sound, magnetic or other, without advance written permission from the owner. (d) The Recipient shall recognize and state in an appropriate manner, as approved by FCM, the support offered by GMEF concerning the Study and the contribution of the GoC to the GMEF. Unless the Recipient has received written notice to the contrary from FCM, the following shall be incorporated into the reports and other documents produced by the Recipient in connection with the Study: This Study has been produced with the assistance of the Green Municipal Enabling Fund, a Fund financed by the Government of Canada and administered by the Federation of Canadian Municipalities. Notwithstanding this support, the views expressed are the personal views of the author(s), and the Government of Canada and the Federation of Canadian Municipalities accept no responsibility for them. SACSCOIGreen Municipal FundslOperationslOpportundles and ProjectslGMF Project Files15000 to 599915150 to 5199151581ContractslFinal CoidrectlEF 5158-Grant MAR 12�p96 04.doc 1' Q¢x yo7 of 25 (e) The provisions of Section 8.01 shall remain in force after the termination of the Agreement. Section 8.02. Communication. The parties recognize the importance of having an agreed -upon communications approach to making public information on the Study and agree to cooperate in developing a communications strategy which shall be consistent with this Section. The Recipient shall provide information relating to the Study to the public and shall be responsible for replying to the public and media inquiries regarding the Study. Following the execution of this Agreement, the Recipient shall contact GMEF's Community Liaison Manager at FCM to obtain guidelines for the planning of communications and the respective roles of the Recipient and of FCM in the coordination and implementation of the communications strategy. The communications strategy will give suitable visibility to the Study and related technology and to the Recipient, and to GoC as the funder of GMEF. The Recipient also agrees to cooperate in providing reasonable information on the Study to other interested parties. This may be most efficiently achieved through cooperation of the parties in developing fact sheets and related Study information. The provisions contained in this Section shall remain in force after the termination of this Agreement. Section 8.03. Notices and Requests. Any notice, demand, request or other communication to be given or made under this Agreement to FCM or to the Recipient shall be in writing and may be made or given by personal delivery, by ordinary mail, by facsimile or by electronic mail addressed to the recipient as follows: For the Recipient: City of Pickering One The Esplanade Pickering, Ontario L1V 6K7 Attention: Mr. Thomas Melymuk Division Head, Corporate Projects & Policy • telephone: (905) 420-4636 • by facsimile: (905) 420-4610 • by electronic mail: tmelymuk@city.pickering.on.ca For FCM: Federation of Canadian Municipalities 24 Clarence Street Ottawa, Ontario K1 N 5P3 Attention: Mr. John Purkis Senior Project Officer S:ICSCDIGreen Municipal FundslOperationslOppatundies and ProjectslGMF Project Files15000 to 599915150 to 5199151581ContractslFinal ContractlEF 5158-Grant MAR 12#W2?�(yo�p 04.doc riCCllyyFC.' O of 25 • telephone: (613) 241-5221, ext. 236 • by facsimile: (613) 244-1515 • by electronic mail: jpurkis@fcm.ca Any notice, demand, request or other communications made or given by personal delivery shall be deemed to have been made or given on the day of actual delivery thereof, and if made or given by mail, on the Td day (excluding Saturday, Sunday and Statutory Holidays) following the deposit thereof in the mail, and if made or given by facsimile transmission or by electronic mail, on the 1st day (excluding Saturday, Sunday and Statutory Holidays) following the transmittal thereof. If the party giving any notice, demand, request or other communications knows or reasonably ought to know of any difficulties with the postal system that might affect the delivery of mail, such notice, demand, request or other communications shall not be mailed, but shall be given by personal delivery, facsimile transmission or electronic mail. Section 8.04. Indemnification of FCM. The Recipient shall indemnify and save harmless FCM from and against all claims, demands, actions and costs, whatsoever that may arise out of the Recipient's performance of the Study and this Agreement or by reason of any matter or thing done by the Recipient, by members of the Recipient's Study team, or by their employees or agents, whether occasioned by negligence or otherwise. Such indemnification shall survive termination of this Agreement. Section 8.05. Further Assurances. The Recipient shall promptly execute and deliver, upon request by FCM, all such other and further documents, agreements, opinions, certificates and instruments as may be reasonably required by FCM to more fully state the obligations of either party to this Agreement or to make any recording, file any notice or obtain any consent. Section 8.06. Amendment. Any amendment of any provision of this Agreement, including the Schedules, must be in writing and signed by both parties. Section 8.07. Choice of Language. It is the express wish of the parties that this Agreement and any related documents be drawn up and executed in English. Les parties reconnaissent avoir exige que la presente convention et tous les documents connexes soient redig6s en anglais. Section 8.08. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and the laws of Canada applicable therein. SACSCDIGreen Municipal Fundsl0peretionslOpportundies end ProjectslGMF Project Files15000 to 599915150 to 5199151581ContractslFinal ContractlEF 5158-Grant MAR 12�90_ GJ dg'9 of 2 C 04.doc I'�Cly(C: Section 8.09. Choice of Forum. The parties hereto agree and intend that the proper and exclusive forum for any litigation of any disputes or controversies arising out of or related to this Agreement shall be a Court of competent jurisdiction located in the Province of Ontario, City of Ottawa. Section 8.10. Effectiveness. This Agreement shall continue in force until such time as FCM has received, and notified the Recipient of its satisfaction with, the Final Report referred to in subsection 3.03(c), or until this Agreement has been terminated in accordance with Section 6.01, whichever shall first occur. Section 8.11. Successors and Assigns. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns, except that the Recipient may not assign or otherwise transfer all or any part of its rights or obligations under this Agreement without the prior written consent of FCM. Section 8.12. Counterparts. This Agreement may be executed in two counterparts, each of which shall be deemed an original, but both of which together shall constitute one and the same agreement. S.ICSCOIGreen Municipal FundslOperationslOpportundies and ProjectslGMF Project F11es15000 to 599M5150 to 5199151581ContrectsiPinal ContrectwF 5158.Grant MAR PppQ9� � of 25 04.doc IN WITNESS WHEREOF, the parties hereto, acting through their duly authorized representatives, have caused this Agreement to be signed in their respective names as of the date first above written. CORPORATION OF THE CITY OF PICKERING per: per: Mr. David Ryan, Mayor Mr. Bruce Taylor, City Clerk We have authority to bind the Recipient herein. FEDERATION OF CANADIAN MUNICIPALITIES, as Trustee of the Green Municipal Enabling Fund per: Mr. Jean-Frangd'm-T44�anier, CA Chief Operating Officer I have authority to bind FCM herein SACSCOIGreen Municipal FundslOperationslOpportundies end Projeets1GMF Project Fi1e45000 to 599915150 to 5199151581ContrectslFinal ContracI EF 5158-Grant MAR 04.doc Pt&996ZQQ¢y lW f �1 of 25 Schedule A Part 1: Description of the Feasibility Study (see definition of "Study" and Section 2.01) Most new residential developments leave large ecological footprints because those involved in creating and approving new developments do not always understand the long-term environmental, social, and economic costs associated with the development. In the City of Pickering, planning and development efforts, in both the public and private sectors, do not fully embody sustainable development principles. The City recognizes the need to provide a solid foundation for future development and is committed to providing the leadership, guidance, and support required to make Pickering a sustainable City. The City of Pickering is committed to reducing corporate and community carbon dioxide (COO emissions through its enrolment in Partners for Climate Protection (PCP). This application seeks funds to prepare a Sustainable Neighborhood Plan (SNP) as part of the City of Pickering's growth management strategy and to complete PCP milestones one to three. Within the context of the City of Pickering's growth management strategy the SNP will be created for a proposed residential development. The project management committee, which includes representatives from the City of Pickering and the RDC Group, will oversee all activities associated with preparation of the SNP. Specific Deliverables for the Sustainable Neighborhood Plan include: • Create four concept plans for the proposed neighborhood; • Conduct market acceptance study; • Review concept plans and marketing results through a design charette process; • Compile information and create a preferred design concept; and • Prepare final report with recommendations, performance criteria, site layout, cost estimates, approval requirements, evaluating and monitoring systems, and implementation plans. The project management committee, which includes representatives from the City of Pickering and the RDC Group, will oversee all activities associated with preparation of the local action plan (LAP). Specific deliverables for PCP include: • Complete corporate emissions inventory; • Hold public consultations; • Complete community and institutional emission inventory; and SACSCOIGreen Municipal FundslOperetionslOpportunities and ProjectslGMF Project Files15000 to 59990150 to 519915158IContractslFinal ConlrectlEF 5158-Grant MAR �. 6 1�,2 of 25 04.doc Revise corporate, community, and institutional LAP's and present finding and action plan to city council. A. The study will proceed as per the description above and with the following conditions from the GMF Council: 1. That the City of Pickering demonstrate evidence, satisfactory to FCM, consultation with other similar sized cities' (Sudbury, Edmonton for example) climate change plans, and compile a key list of areas requiring action in the City of Pickering and incorporate this list into discussions on the local area plan; 2. That the City of Pickering demonstrate evidence, satisfactory to FCM, of considering the benefits of an eco-industrial network concept in its design charrettes; 3. That the City of Pickering demonstrate evidence, satisfactory to FCM, of the creation of a multi -stakeholder Task Force with representatives from the transportation and building sectors, local business and environmental groups (if applicable) to oversee the PCP planning process; and 4. That the City of Pickering submit to FCM a revised work plan and budget, satisfactory to FCM: a) To clarify how implementation strategies for sustainable design criteria will be incorporated into the future development; and b) To clarify the PCP implementation strategy. B. The Final Report shall be completed and submitted in accordance with the Schedule D - GMEF Final Report Submission Requirements. SACSCOIGreen Municipal FundslOpwationslOpportunitles and ProjectslGMF Project Fdes15000 to 599915150 to 5199151581Contractsnnal CantractWF 5158-Grant MAR p� y AIM of 25 04.doc Schedule A Part 2: Description of Eligible Costs and of Sources of Funding (see definition of "Eligible Costs" and subsection 3.01(b)) Summarize the Study's Eligible Costs' as follows: 1. FCM Application Development of application Stakeholder, Partner and Public 2. PCP Consultation, Milestone I, II and III; Project Management Stakeholder Consultation and Meetings; Coordination & Documentation of Evaluation 3. Sustainable process and Consultation; $241,000 Neighbourhood Plan Technical Work One to Five; Dillon Project Management; Report Production and Final Report Production. 4. Communication $10,000 Total Eligible Costs $350,000 1. The expenditures claimed are subject to audit by FCM near completion of the Study. The amounts contributed by the GMEF may vary as a consequence. No expenditure incurred prior to January 24, 2004 is permitted to be included as an Eligible Cost Funding Percentage Table SACSMIGreen Municipal FundsJOperetionsl0pportundies and ProjectslGMF Project Files15000 to 599915150 to 5199151581CmIreotsLlinal ContrW EF 5158-Grant MAR 04.doc C F& y1v4 of 25 Sources of Fundingz Table Percentage Source2 SourceName De9cript16h1Notes Amount Date of Total Project Committed Activity Cost June 1, 2004 Municipal2 City of Pickering $125,000 ($110,000) 36% and Dec. 13, 2004 $15,000 Green Municipal Green Municipal Enabling Grant for a Planning $175,000 August 26, g Funds Fund Initiative 2004 50% Private Sector RDC Group $50,000 February 14% Financings 17, 2004 Total Project Activity Costs $350,000 2. For each funding source listed, you must submit evidence of the intended financial contribution. S: ICSCDIGreen Municipal FundslOperationstOpportunities and ProjectslGMF Project Files15000 to 599915150 to 5199151581ContractslFtna1 ContracAEF 5158-Grant MAR P966 "1'S of 25 04.doc Schedule B Form of Certificate of Incumbency and Authority (see subsection 3.01(e)) [LETTERHEAD OF THE RECIPIENT] [Address] Federation of Canadian Municipalities [Date] 24 Clarence Street Ottawa, Ontario K1 N 5P3 Attention: Mr. John Purkis Senior Project Officer Ladies and Gentlemen: Re: Green Municipal Enabling Fund — Study no. 5158 Agreement dated August 30, 2004 ("Agreement") between the Federation of Canadian Municipalities (as Trustee/Donor) and the Corporation of the City of Pickering ("Recipient") Certificate of Incumbency and Authority 1, the undersigned XXX of the Recipient, with the authority of its municipal Council, hereby certify that the following are the names, offices and true specimen signatures of the persons each of whom will, and shall continue to be (until you receive authorized written notice from the Recipient that they, or any of them, no longer continue to be) authorized: to sign on behalf of the Recipient the Requests for Contributions provided for in the Agreement; to sign the certificates provided for in the Agreement; and to take, do, sign or execute in the name of the Recipient, any other action required or permitted to be taken, done, signed or executed under the Agreement and under any other agreement to which you and the Recipient are parties: No. Name 1. Mr. David Ryan 2. Mr. Bruce Taylor Specimen Signature Office Mayor City Clerk Yours truly, Corporation of the City of Pickering per: XXX I have authority to bind the Recipient herein SACSCDIGreen Municipal FundslOperadi sl0pportunkies end PrcoctslGMF Project Files15000 to 500815150 to 5100151581C Iractslftal ContrectL-F 5158-Grant 04.doc MAR P6 '6 of 25 Schedule C Form of Request for Contribution (see Section 2.03 and subsections 3.01(d), 3.02(d) and 3.03(d)) [LETTERHEAD OF THE RECIPIENT] [Address] [Date] Federation of Canadian Municipalities 24 Clarence Street Ottawa, Ontario K1 N 5P3 Attention: Mr. John Purkis Senior Project Officer Ladies and Gentlemen: Re: Green Municipal Enabling Fund — Study no. 5158 Agreement dated August 30, 2004 ("Agreement") between the Federation of Canadian Municipalities (as Trustee/Donor) and the Corporation of the City of Pickering ("Recipient") Request for Contribution no.: 1. All terms defined in the Agreement shall have the same meanings herein and all references herein to Articles, Sections and subsections are to those Articles, Sections and subsections of the Agreement. 2. The Recipient hereby requests a Contribution, on or before , 20OX, of the following amount, in accordance with the provisions of Section 2.03 and subsection 3.01(d) OR 3.02(d) OR 3.03(d); The Recipient requests that such amount be paid to: Name of Bank: Address of Bank: Telephone no. of Bank: Bank no.: Transit no.: to the credit of Recipient's Account no.: Provided that if this is not the first Contribution, the Recipient hereby acknowledges having received from you the following prior Contribution(s): . S. ICSCDIGreen Municipal FundslOperadwslOpportunities and ProjectslGMF Project Files15000 to 599915150 tO 5199151591ContrWt4-ma1 COntracflEF 515E-Grant MAR 04.doc � 6 I v% Of 25 Contribution no. 1 on , 20OX of $ Contribution no. 2 (if applicable) on , 20OX of $ 3. The Recipient hereby certifies as follows: (a) the Recipient has obtained and maintained in good standing, all appropriate authorizations, including any necessary by-law or resolution passed by the Recipient's Council and any necessary authorization from the Government of the Province of Ontario for undertaking the Study and receiving the Grant; (b) each of the Sources of Funding as described in Part 2 of Schedule A has contractually agreed on the nature and the amount of its funding and all such funding that is due at the date of this Request has been received by the Recipient; (c) the representations and warranties confirmed or made in Article IV shall be true on and as of the date of the requested Contribution with the same effect as though such representations and warranties have been made on and as of the date of such Contribution; (d) the proceeds of the Contribution hereby requested will be applied exclusively for Eligible Costs in accordance with the Grant purpose specified in Section 2.01; and (e) provided that this is not the first Contribution, the prior Contribution(s) has/have been entirely used by the Recipient for Eligible Costs in accordance with the Grant Purpose specified in Section 2.01 within six (6) months following the date of (each) such prior Contribution. 4. The certifications in paragraph three (3) above are effective as of the date of this Request for Contribution and will continue to be effective as of the date of Contribution. If any of these certifications is no longer valid as of or prior to the date of the Contribution hereby requested, the Recipient will immediately notify FCM. Yours truly, Corporation of the City of Pickering by Authorized Representative* *As named in the Recipient's last Certificate of Incumbency and Authority SACSMIGreen Municipal FundslOperetionslOpporiundies end Projects1GMF Project RW15000 to 599815150 to 51 DD1515B1ContrectslFinel Contrecter 5158•Grent MAR PgU6 Nip of 25 04.doc Schedule D GMEF Final Report Submission Requirements (see subsection 3.03(e)) Green Municipal Enabling Fund (GMEF) Detailed Feasibility Study Report Requirements Purpose of Report Requirements The goal of the Green Municipal Enabling Fund (GMEF) is to support studies to assess the technical, environmental and/or economic feasibility of innovative environmental infrastructure projects. It is hoped that by providing such support, a greater number of innovative environmental infrastructure projects will be undertaken by municipal governments and their partners. Recipients of GMEF grants are required to submit a final Detailed Feasibility Study report to the Green Municipal Funds (GMF) as a condition of their final disbursement request. These reports must correspond to the reporting requirements laid out in this document. The GMEF reporting requirements are designed to facilitate the development of innovative environmental infrastructure projects based on the results of GMEF studies by asking grant recipients to provide specific information in their detailed feasibility study reports that demonstrates exactly how the option deemed feasible by the study (or the preferred option in the case of multi -option studies) can be implemented. This document describes the GMF reporting requirements for GMEF funded detailed feasibility studies. It presents instructions and an outline for completing the two sections of the detailed feasibility study report that are required by the GMEF Grant Agreement. Submission of Reports GMEF grant recipients must enclose final copies of the Detailed Feasibility Study reports in both hard (paper) and soft (electronic) formats with their final request for disbursement. Reports that are not clearly identifiable as final reports, such as those displaying headers, footers, titles or watermarks containing terms such as "draft" or "for internal use only", will not be accepted by GMF. Recipients must enclose at least one hard copy of the final report, including all attachments and appendices, appropriately bound with protective cover and backing. Additionally, an electronic copy of the report, including all attachments and appendices, must be submitted in Portable Document Format (PDF) with searchable text functionality. If a recipient does not have the capacity to create PDF documents in-house (typically using Adobe Acrobat software), there are SACSWIGreen Municipal FundslOperatlonslOpport Wos end ProjectslGMF Project Filoslww to 599915150 to 5199151581ContractsWinal ContrectlEF 5158-Grant MAR P?@6 N1� of 25 04.doc numerous firms that can provide a commercial service at reasonable costs to meet this requirement. Required Information Because of the wide range of study types funded by the GMEF, the GMF does not stipulate a required overall document structure for final reports. Instead, the GMF requires that certain specific information demonstrating exactly how the preferred option(s) can be implemented be included in the report. This information must be presented in sections with clearly marked titles. The sections that must be included are: 5. Financing and Implementation Plan for the Preferred Option(s), and 6. Expected Environmental Benefits of the Preferred Option(s). The intention is that these sections should present municipal council members, potential project financing organizations (such as banks, and provincial and federal government programs like the Green Municipal Investment Fund), and other stakeholders with a solid foundation of information that will aid them in future decisions regarding the implementation of the preferred study option as an actual physical project. Instructions for Completing Required Sections 1. Financing and Implementation Plan for the Preferred Option In this section, the recipient must determine and propose a Financing and Implementation Plan that describes how the municipality could implement the preferred study option. This plan should be complete enough to form the basis of a future formal council recommendation to implement the option. In completing this section, recipients are asked to contact a GMF Project Development Manager. GMF Project Development Managers are expert financial planners who specialize in the development of financing and implementation plans for innovative municipal environmental infrastructure projects. Involving a GMF Project Development Manager in the completion of this section, as early as possible in the report writing process, will ensure the quality and scope of this section of the report. In this section, recipients are required to: A. Describe how the project will be financed, and B. Describe the political framework in which the project will take place. Guidelines for completing these required subsections are presented below. More specific information and guidance should be obtained from a GMF Project Development Manager. SACSCOIGreen Municipal FundslOperati nslOPPQ tunities and ProjectslGMF Project Files15000 to 599915150 to 5199151581Contrectsl ftal ContraetlEF 5158-Grant MAR Pgd '�D of 25 04.doc A. Description of how the project will be financed The following are a few of the important issues that need be addressed in a project financing plan: Who is expected to be financing the project? • Municipality • Private Sector • Partnership • Other provincial or federal government programs (such as the Green Municipal Investment Fund) • Other (describe) If municipal or partnership funding, how are the costs being covered? • Operations Budget (lease, operational savings, etc.) • Capital Reserve • Debt • Other (describe) If debt, what are the details of: • Repayment (property tax, user fees, etc.) • Debt Structure (term, rate, lending institution, etc If private sector financing: • What is the partnership structure? • What connection(s) exist between the municipality and the private sector partner? Potential Economic Benefits of the Project • Potential operating cost savings (labour, utilities, etc.) • Potential capital cost savings (i.e. how this project saves money by differing or avoiding other projects) • Potential economic spin-offs (such as jobs created, multiplier effects, upstream or downstream effects, etc.) • Others (describe) B. Description of the political framework for the project This subsection should contain descriptions of the presence or absence of targets, action plans, by-laws or any other formal or informal programs or initiatives at the municipality that may affect the project. These may include: Municipal environmental performance • Past performance • Existing innovative environmental infrastructure • Legislated or non -legislated goals or targets SACSCDIGreen Municipal FundslOperationslOppertunlies and ProjectsIGMF Protect Files15000 to 599915150 to 5199151581ContractARnal ContractlEF 5158-Grant MAR PM6 NZ1 of 25 04.doc • Other indicators (describe) Potential political barriers/bottlenecks to the project and how the barriers/bottlenecks could be overcome • Demonstrated council or public resistance to innovation • Upcoming elections • Issues specific to the project (land availability, zoning, etc.) • Timing of the council recommendation • Other barriers (describe) How the project fits into existing municipal plans and objectives • Long term infrastructure requirements/plans of municipality • Development plans • Sustainability commitments/plans • Others (describe) Based on the information in the financing plan and the political framework subsections, some proponents may wish to submit a recommendation to their councils. GMF Project Development Managers can also assist in the preparation of such a recommendation. The recommendation may be of the form: It is recommended that: 1. The report [title] be received. 2. That the project be financed as indicated in section XX.X.X of the report. 3. [Any other recommendations regarding the project that are included in other areas of the report] 4. etc. 2. Expected Environmental Benefits of the Preferred Option In this section, the recipient must describe the net environmental benefits of the project. To do this, it must be demonstrated that the environmental effects (both positive and negative) of both the project and the baseline systems have been considered using a Life Cycle Approach as described below. Recipients are encouraged to contact their GMF Project Officer should they have any questions about completing this section of the report. In this section, recipients are required to: A. Summarize the study goal(s) and compare the options being studied in a summary table, B. Provide more detailed information on the project system of the preferred study option, S:ICSCOIGreen Municipal FundslOperationslOpportunities and ProjectslGMF Project Files150oo to 590915150 to 5199151581ContractslFinal ContractlEF 5158-Grant MAR l 996 N 2 Of 25 04.doc C. Provide more detailed information on the baseline system of the preferred study option, and D. Calculate the projected net environmental benefits of the preferred study option. Descriptions of these requirements are provided below. A. Summary of the study goal(s) and comparison of the study options This subsection must contain a brief narrative description of the study and project goals including: Study goal • Describe the overall study goal. • This may be to assess the technical, environmental and/or economic feasibility of an innovative environmental infrastructure project (e.g. to determine if producing green power for sale to the provincial power authority is economically feasible). • Note: the study goal may not necessarily be an environmental goal (it may be technical or economic, as in the above example). Primary environmental benefit of the preferred option • Describe the environmental goal of the preferred option if the physical project is implemented. • This may be along the lines of "lower GHG emissions from capturing and destroying landfill gas" and is potentially different from the study goal, above. Secondary environmental benefits of the preferred option • Describe any expected secondary environmental benefits of the preferred option if implemented. • These are other positive effects the project may have on water, soil, the atmosphere or climate. • For example, a recycling program may have the primary benefit of reducing the amount of municipal solid waste landfilled, but its secondary benefits could be improved groundwater quality through reduced leachate from the landfill, reduced Greenhouse Gas emissions from the landfill, reduced societal reliance on primary resources, increased community awareness of environmental issues, etc. B. Description of Project System This subsection must describe the environmental impacts (both positive and negative) of the preferred study option. This includes the following: S.ICSMIGreen Municipal FUndslOperationslOpportunbes and ProjectslGMF Project Files15000 to 599915150 to 519915158IContractslFinal ContractlEF 5158-Grant MAR Pgg6 � of 25 04.doc Identify main project elements • Describe the project systems, including the main project elements. • What are the production levels of the system (e.g. sq. feet of building space heated, m3 of water processed, total vehicle kilometres traveled, etc.) • Be sure to include any elements that contribute to the environmental benefits defined above. Identify mass & energy inputs/outputs for each element (including units) • For example, a landfill gas flare would have a certain mass of methane as input and a certain mass of carbon dioxide as output, both measured in kg. • Note: expected results should be calculated in units of measure (such as litres, kilograms, meters, etc.), rather than in intensities (such as kg of CO2e per year). C. Description of Baseline System This subsection must describe the system to which the project is being compared (the baseline): Define the baseline systems • For the purposes of the GMF, there are 2 types of baselines: alternative and generational. An alternative baseline is: - The technology, process or system that is to be displaced, through retrofit or avoidance. - This may be the existing infrastructure that would be replaced by the project, or if nothing currently exists it would be the industry standard technology, process or system. A generational baseline is: - The previous version of the technology, process or system that is being introduced by the project. - In other words, an earlier (possibly out -dated or less efficient) version of the technology, process or system. Identify main baseline elements • Describe the baseline systems, including the main baseline elements. • What are the production levels of the baseline (e.g. sq. feet of building space heated, m3 of water processed, total vehicle kilometres traveled, etc.). S:ICSCOIGreen Municipal FundslOperationslOppwtmities and Projects1GMF Project Files150o0 to 599M5150 to 5199151581ContractslFinat CwtractlEF 5158-Grant MAR 04.doc L4 � � Of 25 .� Identify mass & energy inputs/outputs for each element (including units) • As above. D. Net Environmental Benefits of the Preferred Option This subsection must describe the anticipated environmental results of the preferred option if implemented. Describe the expected energy and mass flow changes from baseline to project • Subtract the project emissions and energy use from the baseline emissions and energy use to obtain the difference • The environmental benefit of the project is simply the amount of pollutant emitted by the baseline (usually, the amount of pollutant currently being emitted) minus amount that will be emitted by the project • Be sure to account for all impacts and benefits in this description. Describe potential environmental benefits outside project boundaries • Some projects may change the amount of pollutants emitted or resources used by some third party, and this should be described and estimated here. • For example, an alternative energy project would need to use appropriate emissions factors to calculate the amount of GHG reduced by displacing power from coal-fired generating stations. Many other industries have similar published emissions factors or other "rule of thumb" type guidelines for calculating emissions due to their products or services. Present a Study Options Summary table • Present a summary table containing expected environmental data for the preferred study option. • If the study was conducted in order to determine the most feasible option out of a range of possibilities, the expected environmental benefits of all the options studied should be summarized in this table. S.ICSCOIGreen Municipal FundslOpwationslOpportundies and ProjectslGMF Project Files15000 to 599915150 to 5199W IWContractslFinal ContracAEF 5158-Grant MAR P6 25 of 25 04.doc Attachment 3 to Report CAO 06-05 PARTNERS FOR CLIMATE PROTECTION PROGRAM (MILESTONES 1 TO 3) AND LOCAL SUSTAINABLE NEIGHBOURHOOD PLAN City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan November 3, 2004 1.0 OVERVIEW The City of Pickering is preparing a Sustainable Neighbourhood Plan (SNP) and a Partners for Climate Protection (PCP) Local Action Plan with the assistance of the Green Municipal Enabling Fund. The City and its partners recognize the need to provide a solid foundation for future development and to provide the leadership, guidance, and support required to make Pickering a sustainable City. Some recent initiatives have been developed by the City of Pickering to assist in the integration of the SNP and PCP programs and other sustainability projects into its long- term community vision as well as business and operating decisions. For example, the City of Pickering recently created a new staff position, Environmental Coordinator that is responsible for marketing municipal environmental and sustainability matters. Another initiative is the creation of a standing committee called the Sustainable Pickering Committee (see below), which will oversee all sustainability projects and enable their full integration into the fabric of Pickering corporate and community life. The PCP and SNP programs are synergistic and will be conducted in parallel. It is anticipated that each component will assist the other in building a critical driving force and momentum for future implementation stages. The project results apply to both existing and new neighbourhoods and will be developed and communicated to the community through public consultations and newsletters. The following describes the overall approach to consultation and provides detailed work plans for the SNP and PCP programs. Figures 1 and 2 provide an overview of the process and associated consultation activities for each project. Project Management and Consultation The PCP and SNP programs will each be managed by Project Teams established in the initial phase of the project. The specific responsibilities of these Project Teams are to: 1) Confirm objectives based on the project plan; 2) Establish membership of major stakeholder groups and community partners; and 3) Oversee and support the preparation and completion of deliverables/milestones in both projects. The PCP and SNP Project Teams will be established in each case by the respective lead consultant and will include core stakeholders, City staff members and City councillors. The input from these Project Teams will be supplemented by targeted consultation with a range of additional stakeholder groups as noted in the detailed work programs. City of Pickering Page d City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan November 3, 2004 The PCP and SNP Project Teams will each report to a newly formed Sustainable Pickering Committee. This committee will be responsible for the co-ordination of sustainable community projects including primary responsibility for enabling synergies between the PCP and SNP projects. The responsibilities of the Sustainable Pickering Committee with regard to the SNP and PCP programs include the following: 1) Overall guidance and coordination of the Project Teams, including budgeting; 2) Liaison with FCM, City Council, and City staff; 3) Media relations and communications; 4) Integration of PCP and SNP programs with City programs and policy; and 5) Liaison with all stakeholders. Table 1 outlines the overall project structure, and the proposed participants. Sustainable Pickering Committee: City Council Representatives City of Pickering senior staff Jack McGinnis (RDC Group) Project Teams: SNP Program: Ann Joyner - Lead Consultant (Dillon), Consultants, Core Stakeholders, City staff and City Councillors PCP Program: Terry Green - Lead Consultant (Greenpath), Consultants, Core Stakeholders, City staff and City Councillors Additional Stakeholders: Local, Regional, Provincial and Federal Government Representatives (both elected officials and staff) Development Industry Representatives and Associations (residential, commercial/industrial and retail sectors, Building Owners and Managers Association (BOMA) and Durham Homebuilders Association) Transportation Representatives (GO Transit, 407 ETRIMTO, Ajax -Pickering Transit Authority, York Region Transit) Education Representatives (School Boards, UOIT, Dunbarton High School) Toronto and Region Conservation Authority Greater Toronto Airports Authority Environmental Representatives and Organizations (Durham Region Environmental Network, Community Conservation Centre and City's Corporate Green Committee) Utilities/Energy Supplier Representatives (Veridian, Enbridge, Hydro One, Ontario Power Generation and Miller Waste) Local Business/ Employment Representatives (Ajax -Pickering Board of Trade and Mayor's Business Advisory Council) Agriculture/Countryside Representatives ADDITIONAL STAKEHOLDERS MAY BE ADDED OR DELETED AS DEEMED APPROPRIATE BY THE PCP AND SNP PROJECT TEAMS. �..r City of Pickering Page 2 crj)� 'o C7 =40 F'2LJ ~ WW iQWpfn Z V 0 d C7 C nlm@ c�coo� m Nc�o ♦— -Jp —mW ZLL 7W -)W WO— m U'SF' �c QZ Ecn d aw Um a� QYw F-F� m 10O c ujujoa rnMw L.LoEm �W (D mom N V E.. 3 oz a m � c Vi E l co H I'LIJ IL in a VXO OYN co 'oN = Y Y inc V�� ❑� • O UZ JC7 ZLL W.dtn aNi m m w<- �O ����—���� -- W� =W HE NON O c.c ►ter W J3 r+ O� Um > _ m LU FNf a o� Q�N 0 LU wS 61� C V N QQ= COSH IL a N ❑ D N (nUm N ,. 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O ct a N W City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan November 3, 2004 In addition, the following activities will be carried out by the City on an on -going basis to enhance communication and awareness of both components of this project within the community: Regular communication (e.g. City newsletters and publications and local media announcements/community page advertisements) City of Pickering website providing updates on the process Education outreach using volunteers to increase public awareness of the importance and impact of sustainable development and climate change initiatives City Council will be briefed regularly throughout the project. The consultants to the City (Dillon and Greenpath) will provide support for the consultation programs. The consultants will be responsible for preparation of meeting notes and circulation of notes from meetings, preparation of display materials and input to media releases. The City of Pickering will arrange venues and refreshments, send invitations to stakeholders and work collaboratively with the consultants to prepare agendas and formats for events. Presentations of material will be undertaken jointly as appropriate. City of Pickering Page 5 City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan 2.0 SUSTAINABLE RESIDENTIAL NEIGHBOURHOOD DESIGN November 3, 2004 The objective of the Sustainable Neighbourhood Plan (SNP) is to identify a feasible, affordable and multi -stakeholder approach to sustainable community design that can serve as a template for future developments and that can apply to the selected development area. The proposed neighbourhood plan will be created as Phase 3 of the City of Pickering Growth Management Study (GMS). The project will identify options for achieving various levels of sustainability and provide two Sustainability Concepts incorporating various infrastructure, landscape and building design measures. Suggestions for marketing, implementation strategies, monitoring and education programs will also be provided. The starting point for the sustainable community design is the land use plan and environmental/cultural heritage framework identified in Phase 2 of the Growth Management Study. This land use plan has been approved by Pickering City Council. The plan incorporates critical elements of sustainable design that will form a strong platform for more focused analysis in Phase 3. Sustainable elements already defined in Phase 2 include: • High density mixed use community (average 30 units/ha); • Transit supportive design and density including a looped transit spine that is highly accessible to residents and linked to regional transit network; • Identified opportunities for a network of paths and bike routes; • Strong emphasis on locating significant, high quality employment within transit reach of the community as well as supporting retail/office/commercial with pedestrian/bike/transit access; • Community of neighbourhoods based on nodes and corridors centered on walkable distances to amenities; • Very extensive natural/cultural heritage framework (i.e. 60% of area retained in non -urban uses) with guidelines for edges and protection of natural areas/corridors/linkages; • A road system that minimizes impacts to natural features and stream crossings; and • Attention paid to integration of the new community with South Pickering to maximize use of hard and soft infrastructure and amenities. The study will also consider the benefits of a "sustainable employment network". The land use plan for each Central Pickering neighbourhood envisions a mix of uses including residential, commercial/retail, office and institutional. Building on the models of other communities across Canada, it is our objective to create a network of relationships among businesses, governments and the community to share and more efficiently use resources, such as energy, material, water, capital, information and people. City of Pickering Page 6 City of Pickering- GMEF 5158 Sustainable Neighbourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 Significant potential for such networking opportunities include: 1) Collaboration with the GTAA in airport and ancillary facilities design (a Pickering Airport is currently being planned in Central Pickering); 2) Collaboration with the power sector on green energy projects (OPG is a significant employer in Pickering); 3) Opportunity to link the mixed use neighbourhoods with the prestige employment areas designated along Highway 407 to the north; 4) Support for the countryside areas/uses adjacent to the planning area and identified for protection; and 5) Working with the University of Ontario Institute of Technology (UOIT)/Durham College on a potential West Durham campus site in the planning area. Opportunities to fully integrate the mixed use employment areas with residential uses by providing a network of transportation links (walking, bike, transit, and car) and by linking employment areas within the industrial parks and within general residential areas will be considered in order to facilitate an integrated sustainable employment network. The site selected for the SNP will be within the broad study area covered by the Growth Management Study. At this time, it is likely that a specific development site will be identified in the Cherrywood Neighbourhood area, given current uncertainties regarding the City's ability to make planning decisions in the eastern portion of Central Pickering. The study will take place over a 12-month period, and is organized into five steps: 1) Objective Setting and Project Start-Up 2) Baseline Conditions and Sustainable Design Elements 3) Evaluation of Sustainability Levels for Subject Areas 4) Sustainability Concepts and Design Workshop 5) Preferred Concept and Reporting Objective Setting & Project Start-Up Timeline: December 2004 - February 2005 Objectives and Tasks During this initial phase, the Project Team will confirm the project work plan and schedule, and assign responsibilities as follows: · confirm objectives based on the project plan including a clear understanding of project partners, participants and stakeholders; · define critical development industry goals and objectives in order to ensure their support of the product; · determine residential population/densities and core land use/mad network; City of Picl~ering Page 7 City ofPickering - GMEF 5158 Sustainahle Neighhourhood Plan (SNP); Partnersfor Climate Protection (PCP) Action Plan Novemher 3, 2004 confirm approach and criteria for screening design measures; and confirm specific neighbourhood study area. Documentation of the following will be prepared: • GIS maps delineating the study area, land use, arterial road network; • residential and employment population, including the range of population densities for low, medium and high density residential areas, mixed use, etc.; • number and type of residential units; and • list of unique opportunities and constraints (e.g. natural/cultural heritage). Consultation This step will include a half -day workshop, conducted with the selected stakeholders, including the development industry, to establish a set of goals/measures that the Project Team can use to test the Neighbourhood Plan in terms of marketability, cost and feasibility. This step will also include one Council briefing. Consideration will also be given to delivering an orientation session to FCIVI on the project and to delivering Sustainable Community Design education sessions to Council and staff about the project, sustainable design opportunities and integration with other City policy and programs. Products • Documentation of any changes to the project plan; • Documentation of stakeholder input; • Identification of any overriding urban design assumptions/principles; and • Documentation/defineation of selected neighbourhood area and core urban structure, proposed population densities and regional road network. BASELINE CONDITIONS & SUSTAINABLE DESIGN ELEMENTS Timeline: Februa[y --March 2005 This part of the analysis involves the Consultants compiling the baseline conditions and a list of sustainable design elements. These factors will both contribute to the development of the Sustainability �Concepts. Baseline Conditions The Consultants will establish the baseline conditions representing conventional design measures. A review of approval requirements and local policies will also be required. The following illustrates the types of baseline/conventional conditions that will need to be determined: City of Pickering Page 8 City of Picketing - GMEF 5158 Sustainable Neighbourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 Water and Waste Water: · Conventional design measures · Irrigation practices · Per capita water consumption · Capital, operating and maintenance costs Stormwater Management: · Baseline runoff · Amount of permeable surface and conventional design measures · Capital, operating and maintenance costs Solid Waste and Construction Waste Management: · Average generation and diversion rates · Standard practices for dealing with waste · Capital, operating and maintenance costs Transportation: · Modal split · Parking rates · Degree of infrastructure provided in conventional design (cycling, pedestrian, transit) · Capital, operating and maintenance costs Building Design: · Energy consumption for different residential units and employment areas · Conventional design practices · Capital, operating and maintenance costs Landscaping and Natural Heritage Protection: · Adopt the GMS natural heritage protection strategy and mapping as the base case for neighbourhood design. The study will not attempt to provide more detailed natural heritage area delineations. · Establish assumptions about any land uses that will be allowed in natural heritage areas that still protect the integrity of the areas; · Conventional design practices including amount of green space, tree coverage, pesticide use, irrigation practices, connections with other green spaces · Capital, operating and maintenance costs City of Picketing Page 9 City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 Establishing the baseline conditions enables comparison of sustainable design elements, and, more specifically: · Assists in determining the marginal costs associated with each sustainable design elements; · Identifies minimum requirements for obtaining approval for conventional or sustainable designs by the City/Region/TRCA; and, · Assists in determining environmental effects/benefits. Sustainable Design Elements The Consultants will then develop a comprehensive list of sustainable design elements that are considered to have a reduced impact on the environment compared to conventional design standards or practices. The comprehensive list of sustainable elements will be compiled based on: 1) the Consultants' knowledge of sustainable design; 2) the LEED frameworkS; 3) relevant experience on similar sustainable design projects; and 4) actions being undertaken across Canada in similar sized cities; 5) input from stakeholders. Design elements will be grouped in the following categories: · Sustainable Sites · Transportation · Public Realm/Landscaping · Stormwater Management · Water and Wastewater Efficiency · Building Design and Energy · Emergency Preparedness · Natural Heritage Protection · Solid Waste Management · Construction Waste Management Next, the Consultants will refine the comprehensive list of sustainable design elements to include elements that are applicable to the SNP. In order to do so, the elements will be classified into one of the following four categories: · Not applicable/outside scope of project · Consider for immediate implementation and future phases · Consider for implementation in future phases only · Consider for Phase 1 pilot project 1 The United States Green Building Council created the Leadership in Energy and Environmental Design (LEED) rating system in 1999. The LEED system provides a standard by which to measure the environmental and economic performance of buildings. A Canadian LEED system may also soon be available for reference. City of Pickering Page 10 City of Picketing - GMEF 5158 Sustainable Neighbourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 At this point, the Consultants will attempt to identify potential synergy among different subject areas (for example, xeriscaping impacts water, stormwater and landscaping). Where an overlap occurs, Consultants will work together throughout the analysis to identify constraints, and to ensure that benefits and costs are not double-counted. By refining the list of sustainable design elements and considering synergies, a short list of overall optimal measures will be identified. The short list of optimal measures will be presented to the Project Team for input. Based on feedback received, the list of design elements will be further refined and then finalized. Once the screening process is complete, it may be necessary to re-evaluate the existing budget to assess where it is felt the greatest resources should be reallocated. Budget and resource allocation will be adjusted accordingly. Consultation This step will include consultation with the Project Team as needed to review the sustainable design elements and one Council briefing. Products · Documentation of Baseline Conditions · Documentation of screening process and stakeholder input in a Working Paper. · Documentation of any changes to the Work Plan/Budget. EVALUATION OF SUSTAINABILITY LEVELS FOR SUBJECT AREAS Timeline: April - June 2005 In this step, the selected short list of design measures will be grouped based on targets for environmental improvement and fully evaluated based on a consistent evaluation framework. Evaluation Framework The evaluation framework will incorporate study objectives and evaluation criteria, and classify the design elements into a hierarchy of sustainability levels: · Baseline Conditions · Comprehensive Best Management Practices · Pilot Projects Baseline conditions represent the conventional designs that would just meet approval requirements. City of Pickering Page 11 City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 Comprehensive Best Management practices reflect an increased level of environmental benefit and will be established for each subject area based on appropriate sustainability targets and the abilities of the short list of elements to provide such benefits. For example, Comprehensive Best Management practices for stormwater will aim at increased'infiltration levels and improved water quality targets using a range of design elements such as exfiltration trenches, green roofs, permeable pavers, etc. Pilot projects refer to design elements that retain uncertainties about such things as performance, environmental approval or market acceptance. These would be recommended for incremental implementation and monitoring in the neighbourhood plan or for future development. These last two levels will allow for the assessment of the incremental benefit and cost of sustainability measures. Evaluation criteria may include life cycle cost, environmental/health impact, public acceptance, ease of approval, and aesthetics and community character. Evaluation & Inter-Disciplinary Review Consultants specializing in each of the subject areas (storm water management, building design and energy modeling, transportation, water/wastewater, solid waste management and construction waste management and public realm including landscaping and natural heritage/systems protection) will use their expertise and experience to carry out the evaluation. The Consultant will apply the evaluation framework, identifying the advantages and disadvantages, costs, synergies, environmental impact, etc. for each design element. To reflect the considerable interconnections among various measures, an interdisciplinary, collaborative process will be followed.2 The following provides key points of the analysis that will be carried out for each area (assuming the baseline conditions have already been established): Water and Waste Water: The water and waste water analysis will determine the potential water savings for different design measures, i.e. dual flush toilets, grey water reuse, etc. Water consumption data will need to be ,obtained in order to be able to determine the impact of sustainability measures. Impacts of reduced water consumption will be included in the analysis. 2 For example:, green roofs have the ability to reduce and improve the quality of runoff, provide enhanced habitat and, to a limited degree, reduce building energy requireme:ats, thus affecting the evaluations for stormwaler management, landscaping and building design. City of Pickering Page 12 City of Picketing - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan November 3, 2004 Stormwater Management: Quantity and quality of stormwater runoff will represent the performance measures for the stormwater management analysis. As previously documented in Phase 2 of the Growth Management Study, the amount of developed (non-permeable) area will have a minimal impact on groundwater due to the soil type (mostly clay) which results in limited natural ground water infiltration. A key component of this analysis will be to model runoff effects on surface and ground water flows and subsequent health of the significant cold and warm-water streams in the study area. Clarifica will complete this modelling. Solid Waste and Construction Waste Management: Each measure will be analyzed with respect to potential reduction in waste or increase in diversion rate. Transportation: Modal split is the key transportation performance factor. Increased public transit and/or non-auto use represent positive environmental benefits. Two levels of transportation networks (representing infrastructure and amenities, including auto share, pedestrian and bike path networks, etc.) will be evaluated over the baseline conditions. Building Design: For the residential analysis, three different types of units will be modeled (single family home, townhouse and apartment unit) for each level of sustainability. The building envelope will be designed to optimize energy efficiency with respect to insulation, fenestration, ventilation systems, heating and cooling delivery, domestic hot water, and high efficiency lighting, appliances and equipment. A college campus may be included in the analysis in order to achieve populations/energy requirements that justify a district energy plant. In addition, considered. each level. opportunities for using agricultural waste to generate energy will be The energy requirements will be analyzed and cost/benefits compared for Building materials and resources, indoor and outdoor air quality Will also be considered at a lower level of detail than for the energy analysis. Landscaping and Natural Heritage Protection: This analysis involves determining the impact of various landscaping measures including the amount of green space, protection of trees and opportunities for natural landscaping or xeriscaping and will require significant coordinated evaluation efforts. City of Pickering Page 13 City of Picketing - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan November 3, 2004 Consultation Following 'the evaluation process, the following meetings will be held: · Project Team meetings · ~ day workshop with selected stakeholders, including the development industry, to review the feasibility and market acceptance of the sustainability levels; · Council briefing Products Documentation of evaluation SUSTAINABILITY CONCEPTS & DESIGN WORKSHOP Timeline: July- September 2005 Following the full evaluation of the sustainable design elements, sustainability concepts and a baseline case will be developed and will then be reviewed during a workshop process. Sustainability Concepts The Consultants will illustrate the preferred sustainability levels/options and apply them to the selected neighbourhood using two sustainability concepts. The sustainability concepts will be developed to bring together: · Preferred sustainability levels; · Physical site characteristics; · Options for neighbourhood urban design to achieve sustainability objectives (through for example, street cross sections, street layout, street and building orientation); · Development industry and other stakeholder preferences; · Regulatory parameters/policies; and · Proposed neighbourhood plan from Phase 2 of the Growth Management Study. The concepts will be characterized, highlighting the potential for environmental improvements and the associated costs. Maps and figures will be used to describe the visible and "invisible" sustainability features of the neighbourhood (i.e. including the "visible" urban design, and the "invisible" building envelope and infrastructure characteristics). Innovative ways to pay for infrastructure/building measures and to spread costs by working with benefiting partners will be identified at this stage. The baseline design will also be characterized for comparison purposes. The Project Team and possibly targeted stakeholders will be involved in the development and characterization of the concepts. City of Pickering Page 14 City of Picketing - GMEF 5158 Sustainable Neighbourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 Design Workshop Following the development of the sustainability concepts, a design workshop will be held with a range of participants/stakeholders including residents of Pickering, environmental and government groups, neighbouring community representatives, public agencies, and representatives of the development industry. The purpose of the workshop will be to: · raise awareness on the environmental impact of conventional development practices; · educate stakeholders on sustainable design practices, costs and environmental benefits; · obtain input on the form and content of the sustainability concepts; · obtain input on marketability of sustainability concepts; · discuss the benefits of a sustainable employment network; · identify concerns and challenges to implementing various design elements; and · discuss methods of implementation. Following the design workshop, the Project Team will meet in order to review the results of the workshop process and discuss any remaining questions including marketability. Market research and further cost analysis may be needed to resolve issues of market preferences and values. If needed, further targeted consultation with key stakeholders will be undertaken. Consultation The step will include Project Team meetings, targeted stakeholder consultation and the Design Workshop. This step will also include one Council briefing. Products · 2 Sustainability Concepts plus a baseline case · Documentation of Design Workshop PREFERRED CONCEPT & REPORTING Timeline: September- December 2005 Preferred Concept The Consultants will describe the preferred Sustainability Concept based on feedback from the design workshop along with the design elements analysis and market research. City of Pickering Page 15 City of Picketing - GMEF 5158 Sustainable Neighbourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 Design Guidelines including monitoring strategies and education programs will be developed for the preferred Sustainability Concept. Implementation and marketing strategies will be identified based on long and short-term infrastructure planning programs for the study area and the City of Pickering. The intention is to produce Guidelines that are applicable to the specific targeted neighbourhood, but that will also be useful as general policy guidance for the entire Central Pickering growth area, as well as other greenfield or intensification areas in Pickering. Recommendations will be presented to the Project Team for final input/revisions. Subsequently, a public open house will be held with recommendations shown on displays to obtain input on the preferred concept and Design Guidelines. Final Report The final report will describe the preferred Sustainability Concept, including: Description of stakeholder feedback and design modifications; Recommended design elements and performance expectations above conventional for the preferred design in the form of Design Guidelines; Cost analysis, including marginal capital, operating and maintenance and life cycle costs; Illustrations of costs and benefits over the base case/conventional design; Conceptual site and infrastructure layout; Recommended marketing, education and monitoring programs; Approval requirements; and implementation strategies. A draft version of the final report will be provided to all Project Team members for final review and comment prior to the report being finalized. Consultation The following meetings will be held in order to obtain feedback on the final recommendations: ° Project Team meetings (2) ° Public Open House · Council briefing · Targeted Stakeholder meetings as needed Products Final report (in accepted print and digital formats allowing for easy and efficient reproduction) documenting the Sustainable Design Guidelines and their application to the selected residential neighbourhood. City of Pickering Page 16 City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 3.0 PARTNERS FOR CLIMATE PROTECTION (PCP) ACTION PLAN Milestones One, Two and Three as set out in the Partners for Climate Protection (PCP) program will be completed for this project. Milestone One establishes a greenhouse gas (GHG) inventory for a baseline year, Milestone Two sets GHG reduction targets and timeframe for both municipal corporate operations and the community, and Milestone Three involves the development of a Local Action Plan (LAP) that sets out how the community and municipality will achieve their targets. The LAP components include residential, industrial/commercial/institutional (ICI), transportation, municipal, and education/outreach. Milestones Four and Five which involve implementation and measurement of the program are not included in this scope of work. The PCP program, supported jointly by the Federation of Canadian Municipalities (FCM) and the International Council for Local Environmental Initiatives (ICLEI), is a national capacity building network established in 1999, which supports municipal governments working towards greenhouse gas (GHG) reductions and sustainable community planning. Currently, 116 municipal governments representing over 60% of the population of Canada are participating in the PCP program. A number of municipal PCP programs that have successfully completed milestones 1-3 have been reviewed including larger city programs such as Vancouver and Edmonton and medium sized municipal programs such as Sudbury. The Sudbury LAP planning process is an exemplary program that will serve as a model for the Pickering program, but with a faster track focus. During the initial stage of this project (December 2004 - February 2005), the City of Pickering Council will pass a resolution approving membership in and commencement of the PCP program. Once the project start-up activities have been completed, milestones 1-3 will be worked on concurrently by establishing provisional GHG reduction targets that may be changed based on finalized GHG data and analysis performed in milestones 1 and 3. This will allow for a fast track focus without compromising the quality of the program. Milestone One Timeline: December 2004 - Auqust 2005 This milestone establishes a greenhouse gas inventory in a selected base year for the City of Pickering. The following data is required: Electricity and fossil fuel energy use Transportation including vehicle kilometres traveled, fleet composition and fuels consumed Quantity and composition of waste and method of disposal City of Picl~ering Page 17 City of Pickering - GMEF 5158 Sustainable ]Veighb ourhood Plan (SNP) ; Partners for Climate Protection (PCP) Action Plan November 3, 2004 The emissions inventory will be estimated for the community comprising of residential, institutional, commercial, industrial, transportation and solid waste sectors and for the City of Pickering municipal facilities and operations. A GHG inventory forecast for the next 10 years will be included based on City of Pickering forecasted growth rates. A significant amount of inventory data has already been collected for the region by the Durham Environmental Network (DEN), a non-profit community group. This includes electricity and natural gas consumption, vehicle kilometres traveled, transportation fuels consumed, and solid waste data for several years up to 1996. It is the intent of this study to segregate City of Pickering community data for the year 1994 frorn the DEN regional database, and utilize additional data where available. Typical energy use per capita and per household from existing Canadian literature sources will be used where specific data is not available. The Project Team will assess the existing data, work with the City of Pickering, complete the estimated GHG inventory, and provide a 10-year forecast. A GHG software analysis will be conducted from using simple PCP spreadsheets to purchased CCP GHG software. Milestone Two Timeline: December 2004 - November 2005 Provisional emissions reduction targets and timeframe will be established for the community and for municipal operations upfront to make the objectives of the program more concrete. These provisional reduction targets will be based on PCP recommendations and the specific circumstances of the City of Pickering. The provisional targets and timeframe may be changed later based on the information gathered and analyzed from the Milestone One and Three processes. Additional community partners will be identified and brought on-board to increase the participation of the community in developing local initiatives throughout this program. This will be part of the remit of the Education/Outreach working group. Once a preliminary draft LAP has been developed, a Public Forum will be organized to confirm a community reduction target and timeframe as well as to solicit additional initiatives for the LAP. The City of Pickering will recommend a municipal reduction target and timeframe based on the community target and consideration of its role as a leader and example for the community program. The reduction targets and timeframe will be recommended to Council for approval along with the final LAP by December 2005. City of Pickering Page 18 City of Picketing - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan November 3, 2004 Milestone Three Timeline: February- November 2005 A Local Action Plan (LAP) will be developed to outline how the community and the municipality will achieve its targets. The Project Team will access stakeholders in order to form working groups to develop recommendations and detailed GHG reduction actions related to their sector. It is envisaged that there be five working groups as follows: 1) Residential 2) Industrial, Commercial & Institutional 3) Transportation 4) Municipal 5) Education & Public Outreach The chair of each working group will be a member of the Project Team and will report to the Team on a monthly basis. The work groups will seek input from community partners and interactive outreach programs and prepare a report for their sector that includes existing GHG reduction measures that are ongoing as well as newly proposed actions. The working groups will include appropriate areas that require sustainable action in the City of Pickering including emphasis on the following: Land Use Planning -integrate sustainable and smart growth principles in the municipal planning process (a key initiative is the SNP as part of Phase 3 of Pickering's Growth Management Study). Energy Planning - including conservation and energy efficiency initiatives along with renewable energy projects both in the community and within municipal operations. Transportation - including promotion of fuel efficiency and alternative fuel sources within municipal operations and the community when commercially viable, promotion and integration of Iow GHG impact transportation options (e.g. an enclosed walking bridge over 401 connecting the GO station and Pickering Town Centre), and promoting reduction of travel times and mileage. Solid Waste - Fast track rollout of "green bin" organic waste program and enhanced blue box recycling currently delayed until 2006. Air Quality - City of Pickering is a member of the GTA Clean Air Council - coordinate program initiatives with LAP including promotion of the PCP program while hosting the regional smog summit in May 2005. City of Piclrering Page 19 Cio; of Pickering - GMEF 5158 Sustainable 11'eighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan November 3, 2004 Water Resources — Support the region in community -based water efficiency program and incorporate sustainable wastewater and storm water design principles in new development. Eco-procurement — develop a municipal green procurement strategy and promote in the community. Sustainable Economy — support sustainable employment networking and "green" industry and promote a shift in community identity from "a nuclear community" to "a multi -faceted sustainable community" that attracts "green" industry and commercial expertise. Each working group will address these issues where appropriate within their sector and provide a plan to involve the community. The working group reports will include implementation strategies for major initiatives including cost, schedule, responsibilities, funding sources, monitoring plans and implementation status. The Project Team will assign responsibility for integrating the various plans into a cohesive community LAP in addition to the municipal operations LAP. The corporate LAP will be developed for the municipal operations based on input from City of Pickering staff in various departments and coordinated through the City's Chair of the Corporate Green Committee. Several actions will be fast -tracked during the remainder of the study period to set a positive example for the community. The corporate LAP will possibly be revised later based on further input during public consultation. The LAP process will draw on existing knowledge and cost data of emissions reduction initiatives in the various sectors within municipalities across Canada. The Sudbury LAP process will be used as a guiding model for this process. The corporate and community LAP reports will include overall implementation plans. City of Pickering Page 20 City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan 4.0 BUDGET Table 2 Outlines overall costs for the project. Table 2: Overall Project Budget FCM Application Z4@ November 3, 2004 11,000 Stakeholder/Partner/Public Consultation $ 17,500 Milestone 1 $ 17,500 Milestone II & Milestone III $ 38,000 Project Management & Reporting $ 5,000 GST $ 5,460 Expenses $ 4,500 Sub -Total $ 87,960 W Stakeholder Consultation & Meetings $ 44,75C Coordination & Documentation of Evaluation Process and Consultation $ 20,OOC Technical Work — One to Five $ 124,000 Dillon Project Management (including PM meetings) $ 7,000 Report Production (draft) $ 10,000 Final Report Production $ 10,000 GST $ 15,100 Expenses $ 10,000 Sub -Total $ 240,851 Communications $ 10,000 Total $ 349,81 C City of Pickering Page 21 City o. f Pickering - GMEF 5 158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan Table 3 outlines costs for the PCP program. Table 3: PCP Budget November 3, 2004 Stakeholder/Community/Partner/Public Consultation PMC Meetings (12) and Preparation $ 7,500 Community Partner, Other Meetings and Preparation $ 5,000 Public Forum $ 5,000 Sub -Total $ 17,500 Milestone 1 — GHG Inventory & Forecast Software $ 2,000 Data Collection, Analysis & Synthesis $ 10,000 Report $ 5,000 Sub -Total $ 17,500 Milestones 2 & 3 — Targets & LAP Coordination of LAP Working Groups $ 5,500 Residential $ 3,500 Industrial, Commercial & Institutional $ 3,500 Transportation $ 3,500 Municipal $ 3,500 Education & Outreach $ 3,500 GHG Target Analysis & LAP Reports $ 15,000 Sub -Total $ 38,000 Project Management & Reporting $ 5,000 GST 5,460 Expenses $ 4,500 Total $ 87,960 City of Pickering Page 22 City of Pickering - GMEF 5158 Sustainable Neighbourhood Plan (SNP); Partners for Climate Protection (PCP) Action Plan Table 4 outlines costs for the SNP program. Stakeholder Consultation November 3, 2004 Project Team Meetings (12) $ 14,000 3 Developer Workshops (1/2 day each) $ 5,750 1 Full Day Workshop $ 7,500 Public Open House $ 7,500 Other Meetings (assume 5 1/2 day meetings & prep) $ 10,000 Sub -Total $ 44,750 Technical Work Steps 1-5 Coordination and Documentation of Evaluation Process & Consultation $ Transportation $ Building Energy, Materials & Indoor Air Quality, District Energy $ Ground Water Modeling (Clarifica) $ Water and Wastewater Servicing $ Stormwater $ Urban Design $ Implementation Strategies $ Landscaping and Natural Heritage Protection $ Solid Waste and Construction Waste Management $ Dillon Project Management (including PM meetings) $ Report Production (draft) Final Report Production Sub -Total H 20,000 20,000 35,000 10,000 7,500 15,000 14,000 10,000 7,500 5,000 7,000 10,000 10,000 171,000 GST 15,100 Expenses $ 10,000 Total $ 240,850 Cdty of Pickering Page 23 Attachment 4 to Report CAO 06-05 BACKGROUND INFORMATION ON GREENPATH CONSULTING Greenpath Project Team Greenpath provides environmental advisory services for organizations and communities through development of sustainable and adaptive solutions to complex environmental problems involving multiple stakeholders. Focus is placed on supporting organizations and communities to adapt and thrive in an ever -changing environment that is rapidly growing in complexity with fragmented and opposing agendas. A triple bottom line approach is backed up with measurable economic, social, and environmental benefits. Project Manager — Terry Green Terry Green is the founder and president of Greenpath and has over 15 years experience managing creative environmental solutions involving multiple stakeholders in the private and public sectors. His background combines solid technical, engineering and business experience with a broader human motivational perspective from studies in developmental psychology. Environmental Experience • Extensive experience in the North American environmental services sector since 1987. • Developed creative environmental solutions that provide value rather than added cost for energy sector customers - BP, Syncrude, Shell and Petro -Canada. • Developed a business model that converts waste streams and air emissions problems into value-added solutions for a wide range of customers in the power utility, oil refining, and base metal smelting sectors. • Worked with state and federal EPA government regulators in developing more stringent air emission regulations in the US. • Worked with the local community and industry in Toledo, Ohio in establishing a Responsible Care and Emergency Response program in the chemical industry. • Managed an environmental odour problem in Montreal by working with local government, community and industry to engage with a pragmatic implementation plan that not only solved the problem, but elevated the level of trust between the parties. • Managed the transformation of a small by-product chemicals trading business into a $100 million leading -edge, environmental outsourcing services business. • Built-up an extensive knowledge base of leading technologies in recycling, air emissions abatement, renewable energy alternatives, and energy conservation. Education Graduated from University of Toronto with an honours BASc in Chemical Engineering, studied business management (MBA) at University of Toronto and is currently an MA candidate in psychology at Naropa University, Colorado. Community Affiliations Actively involved in the Durham Region community as a director of the board for the following non-profit organizations: Durham Conservation Centres, Eco-Energy Durham, Durham Environmental Network and Durham West Arts Centre (advisory board). Senior Project Advisor — Gail Lawlor Gail Lawlor, the founder and principal of Energy Matters, has been a leader in the field of resource conservation for over 18 years. She has helped to pioneer the products, principles and services that now define the leading edge in key areas such as energy management, water conservation and waste management. Gail maintains this leading edge by being actively involved in the energy, water and waste fields through memberships and director positions in a number of affiliated organisations. Experience - Energy Conservation • Co-founder and co-ordinator of Seneca College's Residential Accreditation Program (RAP). RAP was developed to facilitate and encourage residential contractors and advisors to undertake training from a variety of private and public sources. Participants earn college credits and industry -wide recognition. • Conducted training needs assessment and developed a comprehensive training and evaluation strategy for RAP clients. Participants in this program include Irving Oil Ltd., Canadian Forces Housing Agency, Newfoundland and Labrador Hydro, Toronto Hydro, and ClimateCare. • Developed and deliver a 40 hour House As A System / Building Science course and training material for all RAP clients and to Durham College Building Environmental Science students. Produced the 200 + page course binder, exercises and evaluation materials in conjunction with Seneca College Energy Training Office • Provide ongoing technical support to a variety of gas and electric utilities for bill inserts, brochures, articles, seminars, and public workshops/seminars on a variety of home energy efficiency, House As A System and environmental topics. Two brochures have received international marketing awards. • Developed the communication and training tools for the EnerGuide program for the HVAC Industry for Natural Resources Canada (NRCan) and the Heating, Refrigerating and Air Conditioning Institute (HRAI). • Conducted an industry stakeholder consultation process for Natural Resources Canada and Canadian gas utilities for the purposes of determining the feasibility of energy efficiency labelling for residential and commercial natural gas water heaters, and commercial boilers. • Develop curriculum and deliver public, retailer, contractor and staff training courses on energy conservation, House As A System and building science principles to: gas and electric utilities (e.g. Enbridge, Union Gas, Ontario Hydro and many individual municipal utilities) various government departments (CMHC, NRCan, Ministry of Environment) Green Communities, and private firms (e.g. Owens Corning, Home Hardware). • Administered HRAI's national Residential Mechanical Ventilation Training program for 2 years. • Developed and delivered the Ontario Electric League Train -the -Trainer sessions for Energy Saving Specialists training course General Environmental • Developed curriculum and deliver the Green Roof Design 101 course across North America for Green Roofs for Healthy Cities (GRHC), also the Director of Education and Accreditation for GRHC for 10 months. • Developed curriculum and assisted in the delivery of the comprehensive Ontario Ministry of Environment and Energy's (MOEE) "Green Home Assessment Training Program" for communities participating in the MOEE's Green Communities Initiative program. • Facilitated the development of a strategic "Green Plan" for the City of Oshawa on energy and water conservation, and waste management for the residential, industrial, commercial and institution sectors, including strategies for the development and attraction of Green Industry to the City. Waste Management • Developed and delivered a training program for recycling volunteers and cleaning staff at the 1996 Olympics in Atlanta, Georgia and at the 1991 International Special Olympics, in Minneapolis -St. Paul, MN. • Administered the public participation program for the Durham Region Waste Management Master Plan. Affiliations • Seneca College representative on the Canadian Renovators' Council and Canadian Training and Education Committees, Canadian Home Builders' Association (CHBA), and the Ontario Training and Education and Ontario Renovator's Council Committees, Ontario Home Builders' Association (OHBA) • Chairperson of Durham Environmental Network (volunteer position promoting environmental stewardship) • Vice -Chair of Eco-Energy Durham (volunteer position promoting the development of renewable energy) • Member of the Ajax -Pickering Board of Trade • Member of the Energy Action Council of Toronto (ENACT) • Reviewer of CMHC External Research Grant Applications • Past Member of the Water Efficiency Committee of the OWWA • Past Director of the Recycling Council of Ontario • Past Director of the Durham Recycling Centre Board • Past Director for the Oshawa GreenCAP Green Community initiative Accreditation • R2000 Builder Certificate • Canadian General Standards Board (Senior Estimator) Certificate • HRV Installers Course Attendance Certificate • Accredited instructor with the National Energy Conservation Association and the Ontario Electric League Education • Bachelor of Environmental Studies, Honour Program, University of Waterloo, 1982. • Diploma in Adult Education, St. Francis Xavier University, in progress.