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HomeMy WebLinkAboutMay 9, 2005Executive Committee Meeting Agenda Monday, May 9, 2005 7:30 PM Chair: Councillor Brenner ADOPTION OF MINUTES Meeting of April 25, 2005 PAGE 1-9 (11) ]. MATTERS FOR CONSIDERATION CORPORATE SERVICES REPORT CS 37-05 ANIMAL CONTROL SERVICES PAGE 10-29 OPERATIONS & EMERGENCY SERVICES REPORT OES 13-05 PICKERING MUSEUM VILLAGE -REQUEST TO DE-ACCESSION QUARRY ENGINE 30-36 OPERATIONS & EMERGENCY SERVICES REPORT OES 09-05 TENDER NO. T-1-2005 - TENDER FOR ASPHALT OVERLAY WORKS FOR ROUGEMOUNT DRIVE AND SANDY BEACH ROAD 37-45 OPERATIONS & EMERGENCY SERVICES REPORT OES 15-05 FIRE SERVICES EMERGENCY MEDICAL RESPONSE (EMS) 46-52 o CORPORATE SERVICES REPORT CS 31-05 DEVELOPMENT CHARGES RESERVE FUND STATEMENT OF THE TREASURER FOR 2004 53-61 CORPORATE SERVICES REPORT CS 33-05 2004 PRE-AUDIT BALANCES OF RESERVES AND RESERVE FUNDS 62-86 CORPORATE SERVICES REPORT CS 32-05 2005 ANNUAL REPAYMENT LIMIT FOR DEBT AND FINANCIAL OBLIGATIONS 87-93 Executive Committee Meeting Agenda Monday, May 9, 2005 7:30 PM Chair: Councillor Brenner CORPORATE SERVICES REPORT CS 18-05 STATEMENT OF THE TREASURER RESPECTING 2004 REMUNERATION AND EXPENSES OF MEMBERS OF COUNCIL AND COUNCIL APPOINTEES TO BOARDS, AGENCIES AND OTHER BODIES 94-102 CORPORATE SERVICES REPORT CS 23-05 FORMAL QUOTATIONS - QUARTERLY REPORT FOR INFORMATION 103-107 ]0. CORPORATE SERVICES REPORT CS 35-05 APPOINTMENT OF MUNICIPAL LAW ENFORCEMENT OFFICERS 108-111 CORPORATE SERVICES REPORT CS 34-05 APPOINTMENT OF BY-LAW ENFORCEMENT OFFICERS 112-120 ]2. PROCLAMATIONS: "ARTS WEEK" "HEALTH BEFORE PREGNANCY MONTH" "RICK HANSEN WHEELS IN MOTION DAY" 121-124 (111) OTHER BUSINESS (IV) ADJOURNMENT PICKERING Executive Committee .Meeting Minutes Monday, April 25, 2005 7:50 PM Chair: Councillor Ashe PRESENT: Mayor Dave Ryan COUNCILLORS: K. Ashe M. Brenner D. Dickerson R. Johnson B. McLean D. Pickles ALSO PRESENT: T. J. Quinn - Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development G: Paterson - Director, Corporate Services & Treasurer B. Taylor - City Clerk D. Watrous - Committee Coordinator (i) ADOPTION OF MINUTES Meeting of April 11, 2005 (11) 1. MATTERS FOR CONSIDERATION PLANNING & DEVELOPMENT REPORT PD 16-05 ZONING BY-LAW AMENDMENT APPLICATION A 04~04 1612042 ONTARIO LIMITED 979- 983 KINGSTON ROAD SOUTH PART OF LOT 26, CQNCESSION 1, PART 2, 40R-11222 (EAST OF THE POLICE CREDIT UNION, FRONTING SHEPPARD AVENUE) Aploiication Not Approved See Recommendation #1 0£ Executive Committee Meeting Minutes Monday, April 25, 2005 7:50 PM Chair: Councillor Ashe a) b) c) d) e) f) g) Dick Briscoe, 950 Sheppard Avenue, stated his ' concerns with respect to traffic and parking and the need for controlled access to Merritton Road. He requested that the two entrances to his property remain the same. Joe Murray, 1751 Appleview Road, stated his concern with the proposed use of the hotel, noise, and sound barrier. He feels that the issue of long-term housing has not been addressed and the size of the appliances in the units should be restricted. This is an inappropriate location for a hotel. Sherrie Gleed, 1754 Appleview Road, expressed her concerns with the suitability of the location, stating that the traveling public need visibility, access to Hwy. 401 and attractions. A hotel should not be located in a neighbourhood and certainly not across from a Montessori School. Scott Currie, 1738 Appleview Road, stated his support of the comments made at the previous meeting along with the comments made this evening. These units should not have kitchens as this is geared to long-term housing. The Dunbarton Neighbourhood is not an appropriate location for a hotek Vern Bruce and Cassandra, stated their concerns with the location of this hotel advising that they are the adjacent owners and this hotel would overshadow their property and would cause a loss of privacy. The property is too small to accommodate parking which is already a problem. The address for this property should be stated as Merritton Road not Sheppard Avenue. Lisa Biker, 938 Dunbarton Road, advised that they have recently moved onto Dunbarton Road and are very concerned with this proposal stating its inappropriateness for this location. Deno D'Allessandro, 924 Dunbarton Road, expressed concerns with respect to noise and vibration from the railway. This location is inappropriate for a four-storey hotel, the property is too small and there is no exposure to Hwy. 401. He stated that at the previous Statutory Public Information Meeting, Mr. Gleed requested, and he would like to see, a market study and a list of the room rates. -'2- Executive Committee Meeting Minutes Monday, April 25, 2005 7:50 PM Chair: Councillor Ashe PLANNING & DEVELOPMENT REPORT PD 15-05 REQUEST FOR COUNCIL'S PERMISSION TO DEVELOP BY LAND SEVERANCE TANIA SPRING 1839 PINE GROVE AVENUE PART OF LOT 6, PLAN 282 & PART OF THE ROAD ALLOWANCE BETWEEN LOT 34 & 35 (PART 2, PLAN 40R-20388) Approved See Recommendation #2 OPERATIONS & EMERGENCY SERVICES REPORT OES 08-05 ANTI-WHISTLING BY-LAW, ROSEBANK ROAD CROSSING Approved By-law Forwarded to Council See Recommendation #3 a) Reg Marshall, 107 Secord Street, requested assistance with the train whistling on the Finch Avenue CNR rail. b) Nancy Picciolo, 250 Waterford Gate, expressed her upset with the train whistling on the Finch Avenue CNR rail and requested that Council address the issue. OPERATIONS & EMERGENCY SERVICES REPORT OES 11-05 STOP CONTROL BY-LAW AMENDMENT TO BY-LAW 2632~88 ROSEBANK ROAD AT GRANITE COURT Referred to Staff for Further Dialoque 3 PICKF. R1NG Executive Committee Meeting Minutes Monday, April 25, 2005 7:50 PM Chair: Councillor Ashe OPERATIONS & EMERGENCY SERVICES REPORT OES 10/05 PICKERING DRAGON BOAT CLUB RACES - JUNE 4 & 5, 2005 AMENDMENT OF PARKNIG BY-LAW 2359187 FOR PROHIBITING STOPPING ON PORTIONS OF BREEZY DRIVE AND OKLAHOMA DRIVE Approved By-law Forwarded to Council See Recommendation #4 OPERATIONS & EMERGENCY SERVICES REPORT OES 12-05 PROVINCIAL SECONDARY LAND USE PROGRAM - PSLUP RATIFICATION OF MUNICIPAL PUBLIC INTERESTS FOR HYDRO CORRIDORLANDS Approved See Recommendation #5 PROCLAMATIONS: "AJAX-PICKERING BOARD OF TRADE MONTH" Approved See Recommendation #6 1. o OTHER BUSINESS Councillor Pickles advised of the passing of Bill 60 and questioned what powers this gives the City with respect to designations of Heritage Properties on Federal lands. Councillor Dickerson congratulated Mayor Ryan and his wife Anne on their 35th Wedding Anniversary. Councillor Dickerson advised that the Peer Review speaks to only two, possibly three, sirens in Pickering. Councillor Dickerson further advised that he has received a proposal from a Picketing resident for wireless alerting. 4 PICKFRING Executive Committee Meeting Minutes Monday, April 25, 2005 7:50 PM Chair: Councillor Ashe 0;5 Councillor Brenner also commented on the passing of Bill 60 and questioned the legal obligations of the Federal Government with respect to airport lands. Councillor Johnson questioned why our Official Plan has an airport designation included. The following matters were discussed prior to the regular meeting: a) The Director, Corporate Services & Treasurer reviewed the 2005 Current and Capital Budget based on decisions made at the April 7th and 8th Budget Meeting. In a motion moved by Councillor Pickles and Seconded by Councillor Johnson, the allocations in Account 2126 - General Government - Purchased Services was amended by reducing item #5 - Unanticipated Needs by $30,000 and adding Item #8 - Peer Review of GTAA Draft Plan and Financial Assessment Analysis. This motion was carried. The Committee went In Camera at 6:28 pm. b) The CAO provided Members of Council with an update on the status of his health. c) There was a discussion on personnel matters. d) The CAO advised that an advertisement for an in-house Solicitor was inserted in two legal publications and a letter will be sent to those law firms that provided a response to the RFP for legal services stating that their response will be put on hold. e) The CAO distributed a Confidential memo dated April 21, 2005 from the Solicitor for the City and a memo dated April 22, 2005 from the Solicitor for the City respecting the Berrywood application. f) The CAO further distributed a Confidential memo dated April 21, 2005 from the Solicitor for the City respecting a matter of potential litigation. The Committee rose from its in Camera meeting at 7:26 pm. -5- PICKERING Executive Committee Meeting Minutes Monday, April 25, 2005 7:50 PM Chair: Councillor Ashe g) The Division Head, Corporate Projects & Policy advised Members of Council that the Provincial Government intents to include both the Seaton and Cherrywood areas in the OPDA plan and to designate the Cherrywood as an Agricultural Area. '(IV) ADJOURNMENT The meeting adjourned at 9:20 pm. -6- PICKERING Appendix I Executive Committee Report EC 2005-07 07 That the Executive Committee of the City of Pickering having met on April 25, 2005, presents its seventh report to Council and recommends: PLANNING & DEVELOPMENT REPORT PD 16-05 ZONING BY-LAW AMENDMENT APPLICATION A 4/04 162042 ONTARIO LIMITED 979- 983 KINGSTON ROAD SOUTH PART OF LOT 26, CONCESSION 1 PART 2, 40R-11222 (EAST OF THE POLICE CREDIT UNION, FRONTING SHEPPARD AVENUE That Zoning By-law Amendment Application A 4/04 to permit a four-storey, thirty-two unit hotel, submitted by 1612042 Ontario Limited, on lands being South Part of Lot 26, Concession 1, Part 2, 40R-11222, City of Pickering be NOT APPROVED, PLANNING & DEVELOPMENT REPORT PD 15-05 REQUEST FOR COUNCIL'S PERMISSION TO DEVELOP BY LAND SEVERANCE TANIA SPRING 1839 PINE GROVE AVENUE PART OF LOT 6, PLAN 282 & PART OF THE ROAD ALLOWANCE BETWEEN LOT 34 & 35 (PART 2, PLAN 40R-20388) 1. That the request made by T. Spring, be APPROVED, to permit the division of the subject lands, being Part 2, 40R-20388 (known as 1839 Pine Grove Avenue), by land severance rather than a plan of subdivision, subject to Rockwood Drive being extended through the subject lands in a north-south direction. OPERATIONS & EMERGENCY SERVICES REPORT OES 08-05 ANTI-WHISTLING BY-LAW, ROSEBANK ROAD CROSSING '~. That Report OES 08-05 regarding prohibition of train locomotiVe whistiin§ be received; and 7 05 RT G Appendix I Executive Committee Report EC 2005-07 That the attached draft by-law be enacted to prohibit train locomotive whistling at Rosebank Road crossing (mileage 190.60) along the Canadian Pacific Railway Line, Belleville Subdivision; and That the Mayor and Clerk be authorized to enter into the necessary agreements with the Canadian Pacific Railway Company Limited to give effect to the cessation of train whistling at the above noted level crossing. o OPERATIONS & EMERGENCY SERVICES REPORT OES 10/05 PICKERING DRAGON BOAT CLUB RACES - JUNE 4 & 5, 2005 AMENDMENT OF PARKNIG BY-LAW 2359/87 FOR PROHIBITING STOPPING ON PORTIONS OF BREEZY DRIVE AND OKLAHOMA DRIVE That Report OES 10-05 regarding a temporary by-law for prohibiting parking, standing and stopping on portions of highways under the jurisdiction of the City of Pickering be received and forwarded to Council for their approval; and That a by-law be enacted to amend Schedule 'A' By-law 2359~87 as amended regulating stopping restrictions and prohibitions on certain highways. OPERATIONS & EMERGENCY SERVICES REPORT OES 12-05 PROVINCIAL SECONDARY LAND USE PROGRAM - PSLUP RATIFICATION OF MUNICIPAL PUBLIC INTERESTS FOR HYDRO CORRIDORLANDS That OES 12-05 regarding the Provincial Secondary Land Use Program, be received; and That Council approve the City of Pickering's submission of future public interests on hydro corridor lands under the Provincial Secondary Land Use Program, as contained in Report OES 12-05; and That a copy of Report OES 12-05, be forwarded to the Regional Municipality of Durham to facilitate a joint municipal submission to the Ministry of Municipal Affairs and Housing; and That Council acknowledge that the City of Pickering's resolution(s), and its submission contained in the joint submission, will be a public document and will remain on file with the Ministry of Municipal Affairs and Housing. -8- Appendix I Executive Committee Report EC 2005-07 0§ PROCLAMATIONS: "AJAX,PICKERING BOARD OF TRADE MONTH" That Mayor Ryan be authorized to make the following proclamations: "Ajax-Pickering Board of Trade Month"-October, 2005 -9- RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report of Corporate Services CS 37-05 regarding Animal Control Services for the City of Pickering, be received; and That Council approve one of the options listed in the Executive Summary, as the City's preferred method for Animal Control Services effective January 1, 2006; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: CS 37-05 Date: April 22, 2005 From: Everett Buntsma Director, Operations & Emergency Services Subject: Animal Control Services - City of Pickering - File: A-2130 Recommendation: 1. That Report of Corporate Services CS 37-05 regarding animal control services for the City of Pickering be received; and That Council approve one of the options listed in the Executive Summary, as the City's preferred method for Animal Control Services effective January 1, 2006; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: City staff in accordance with the direction of Council, have investigated various options for the operation of animal control services, effective January 1,2006. The following summarizes the options available. Option 1 - Status Quo Renegotiate a new contract with the Town of Whitby to continue to provide animal control services for Pickering. Option 2 - City self-operated Under the auspices of the City Clerk hire part-time animal control staff, buy a vehicle and use the Whitby animal shelter for animal confinement and other services or construct own shelter and hire a full-time trained staff to operate. Option 3 - Partnership with Ajax This would involve a negotiated arrangement with Ajax with regard to staffing and vehicle acquisition. Costs are based on preliminary estimates provided by Ajax. Note that Ajax could be invited to participate under Option 4. Report CS 37-05 Subject: Animal Control Services Date: April 22, 2005 Page 2 Option 4 - Contract Out This would involve an arrangement through an RFP with an animal control service presently offering services of a similar nature, could be a private contract or a contract with a public agency. Financial Implications: Option 1 Option 2 Option 3 Option 4 2006 estimated 2006 estimated 2006 estimated 2006 estimated Various as outlinedin background. $300,000 $550,000 + $150,000 + $150,000- $600,000 Dependenton capitalneeds Background: the Town of Whitby advised The City of Pickering that the Town was terminating the present PAW contract for animal control services effective December 31, 2005. As such Report to Council # CS 11-05 was forwarded to Pickering Council seeking direction. Pickering Council directed staff to explore various options and report back to Council those options available. Staff has spent considerable time evaluating preliminary options and now requires specific direction from Council as to which option City staff should pursue to effect a solution for January 1, 2006. The options are displayed in the attached chart. It should be noted that staff have only had sufficient time to analyze briefly the options listed. An in depth review of Council's preferred option will be undertaken at Council's direction and reported back to Council in sufficient time as to ensure a service exists on January 1, 2006. CORP0227-07/01 Report CS 37-05 Subject: Animal Control Services Date: April 22, 2005 Page 3 Options Description Con's Pro's Estimated costs 1. Status Quo Possible unfunded liabilityInvolves little City $300,000 issues, staff time. Significant union inflexibility Cost effective basic issues, service. Residents familiar Escalating costs to with service. maintain shelter and upgrade 2. City Self Operated Significant Capital Cost Can establish desired Estimated level of service Capital (based on 12 $300,000 to hr/day Mon - Fri Administration of staff andEnforcement under $400,000 4 hr/day Saturday benefits direct City control Estimated & Sunday) Operating $15.00 - $20.00 Supervisory concerns $150,000 + per hour plus benefits Staff Training and TOTAL associated costs. $550,000 + plus shelter Shelter operating costs operating - costs unknown 3. Partnership with Require shelter access Possibly more cost Town of Ajax controlled Capital costs for vehicles $150,000 + Possible increased staffingHire part-time for liabilities flexible service hours 4. Contract Out Work required for RFP Cost controlled over Estimated life of Agreement Capital Loss of direct control $300,000 to Reduced Admin. $400,000 Any increase in service will requirements contract cost increase costs for Professional staff enforcement I I No available shelter, No staffing liabilities $200,000 i unless negotiate use for Total existing shelter or construct $600,000 + ~OWR. I CORP0227-07/01 Report CS 37-05 Subject: Animal Control Services Date: April 22, 2005 Page 4 Attachments: 1. Report to Council CS 11-05 2. Preliminary Quote - Kennel Inn Inc. Director, Operations & Emergency Services Approved / ~n rsed Bye/. Bruce Taylor City Clerk EB:mld Attachments Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Recommended for the consideration of Pickering//e,C[ty (: q~~ ra/t.[~,.~,,',,~f" ~ " CORP0227-07/0I REPORT TO EZE UTIYE OMMITTEE Report Number: CS 11-05 Date: January 26, 2005 F rom: Bruce Taylor, AMCT, CMM City Clerk Subject: - PAW Animal Services 2004 Activity Report - Notice of Termination of PAW Agreement Recommendation: That the PAW Animal Services 2004 Activity Report as set out in PAW Treasurer's Report 2-05 be received for information. That the letter from the Town of Whitby dated December 14, 2004 advising of a resolution passed by the Council of the Town of Whitby giving notice of the termination of the current animal services agreements effective December 31, 2005 be received for information. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: The purpose of this Report is to advise Council of the 2004 PAW Activity Report and to advise Council of a resolution passed by Whitby Council to give notice of termination of the current animal services agreements effective December 31, 2005. Financial Implications: Not applicable Background: Please be advised that the PAW Joint Animal Services Committee passed the following motion at its meeting of January 11, 2005: That the Pickering-Ajax-Whitb¥ (PAW) Animal Services 2004 Activity Report be received as information.. Report CS 11-05 PAW Animal Services ATTACHMENT fi:_ ':Z OP- l~ January 26, 2005 Page 2 2. That the PAW Committee commend the efforts of the public and the local animal rescue organizations in assisting the animal services staff achieve a "no kill" status for a third successive year; and, 3. That a copy of Treasurer's Report, Item 2-05, be forwarded to the Councils of Ajax, Pickering and Whitby for their information. Attached hereto is a copy of PAW Treasurer's Report 2-05 for your information. At its meeting of December 13, 2004, the Council of the Town of Whitby passed the following resolution: That the Town of Ajax and the City of Pickering be advised that the Town of Whitby desires to negotiate a new joint animal services arrangement; and That the Town of Whitby give written notice of the termination of the current animal services agreements effective December 31st, 2005. Attached hereto for your information is a letter from the Town of Whitby providing the written notice of termination as noted in the above resolution. Attachments: 1. PAW Treasurer's Report 2-05 2. Letter from the Town of Whitby giving notice of termination of PAW agreements Prepared By: Bruce Taylor City Clerk Approved I Endorsed By: Gillis A. Paterson Director, Corporate Services & Treasurer Attachments Copy: Chief Administrative Officer Report CS 11-05 PAW Animal Services Page 3 IRecommende~onsideration of Pickering~ /~,~Thomas J. ~i~n, Cl"i~'~f Administrative Officer Subject: 3anuary tl, 2005 Picke..ringrAjax-Whitby Animal Services 2004 Addvity Report-. ,Recommendation: That the Pickering-Ajax-Whitb¥ (PAW) Animal Services 2004 Activity Report be received as information; ,.Origin: Analysis: That the PAW Committee commend the efforts of the public and the local animal rescue organizaUons in assisting the animal services staff achieve a "no kill~ status for a third successive year; and, That a copy of Treasurer's Report, Item 2-05, be [orwarded to the Councils of Ajax, Picketing and Whitby for their information. As the attached activity report indicates, PAW can' boas~ that for'the third successive year no adoptable pets had tO be euthanised. With the assistance of the general public and the local animal rescUe organizations PAW was successful in finding a home for every adoptable pet taken in al~ the Animal Services Centre in 2004. The adoption success of PAW is in no small measure attributable to a number of initiatives introduced by the PAW Committee to, · ' promote.and develop responsible pet ownership; and, adopt out as many homeless animals as possible. The initiatives include, customer service training and development for the animal services staff to equip them with the skills and. knowledge required to provide 'quality animal services; the development of an animal services website to better promote and publicize'animal services available to the citizens of the three communities; an advertising program to promote the importanceof responsible pet ownership, publicize the plight of homeless pets, find good, loving homes for unwanted pets and seek the public's assistance in · combatting pet overpopulation; exploring new ways and means of improving communication and working relationships with Iocalpet fanciers such as veterinarians, pet store owners, animal shelter operators, rescue groups, etc., to find gaod, loving homes for homeless pets and.to promote responsible pet ownership; and, establishing a pet foster program to increase the chances that animals at the Anima! Services Centre find good homes. ~;q'7~CHHENT# i/ TOREPORT#c~,,-:':, . ...-. TC. REPORT# Treasurer's Report, item 2-05 (Continued) These' initiatives have resulted in PAW achieving a "no kill" status the last three years. With the invaluable help and'assistance of the general public and local animal rescue groups, PAW has been able to find a .home for every homeless, adoptable pet taken in. Alternatives: N/A Existinq Policy:~ · Financial Considerations: ATTACHMENT c .... ,s ir-' 6Lg" ;i Telephone 905-668-5803 Toronto 905-686-2621 90S-686-?005 THE CORPORAT ON Lr~,'~e~Bi~§ional Mun' ipa ity ofDurhan~' ~ ~'C~ / ~ MUNICIPAL  .57~ Ro¥land Eoad East ~ Wh~tby, on~rlo ~~ Canada ~'~IN 2M8 December 14, 2004~ Rle: A-2160 (Animal SedUces) Clerk's Division Corporate Services Department Pickering Civic Complex One The Esplanade Pickering, Ontario LlV 6K7 Attention' Bruce Taylor, City Clerk Re: Pickerinq-Ajax-Whitby (PAW) Animal Services 2005 will mark the 20th anniversary of Whitby's reciprocal animal services arrangement with the Town of Ajax and the City of Pickering. Whitby Town Council believes it is timely to review the arrangement. At a meeting held on December 13th, 2004, Whitby Town Council passed the following resolution: That the Town of Ajax and the City of Pickering be advised that the Town of Whitby desires to negotiate a new joint animal services arrangement; and, That the Town of Whitby give written notice of the termination of the current animal services agreements effective December 31st, 2005. Background information is contained in Corporate Services Dire~ofs Report, Item 22-04, a copy of which is enclosed. Notice is accordingly hereby given that the animal services agreements dated December 3:1.$t, 1985, between the Town of Whitby and the City of. Picketing and the Town of Ajax shall terminate on December :]::[st, 2005. As indicated, Whitby wishes to negotiate a new joint animal services arrangement. The founding premise that by working together Ajax, Pickering and Whitby are able to offer animal services of the highest quality and the most effective delivery possible with the resources that are available applies equally as well today. DGM/icr Direi~.~rate Services/Clerk CORPORATE SERVZCES DZRECTOR'S REPORT TO OPERATIONS COMMI'iTEE Subiect: Pickering-Ajax-Whitby (P.A.W.) Animal Services Recommendation: That the Town, of Ajax:end-.the Qtyof P!ckering be advised that'the Town of WhitbY desires to negotiate .a new joint animal services arrangement; and, That the Town of Whitby give written notice of the termination of the current animal services agreements effective December 31~, 2005. Origin: Analysis: Next year will mark the 20t~ anniversary of Whitby's reciprocal animal services arrangement with the Town of Ajax and the C bt of Pickering. It is timely to review and update the joint animal services arrangement to best position the municipalities to continue to provide cost effective animal services to the citizens of their communities. Background In :[985 Ajax, Pickering and Whitby collaborated to assume joint responsibility for animal services. The services had previously been provided under contract by the Ontario Humane Society. By agreement, the Town of Whitb¥ assumed responsibility for the provision of pound-keeper and animal control officer services for the three municipalities. In return, Ajax and Pickering agreed to pay their per capita share of the operating costs. It was agreed that capital costs would be shared equally. Also, a joint board of management known as the Pickedng-Ajax-Whitby .loint Animal Services Committee, composed of a councillor from each of the three municipalities, was established to manage the operation of the joint service, including the maintenance and operation of the animal services centre in Whitby and the administration of the service contract. The agreement was based on the premise that by acting together in a collaborative way, the three municipalities would be best positioned to offer animal services of the highest qualitF and.the most effective delivery possible within the resources that were available. Over the years, the economies of scale have benefited each of the municipalities. The reciprocal animal services arrangement has served the municipalities well. Corporate Services Director's Report, Item 22:04 (Con't) ........... - / ,, Curre--dt~ituation It is timely to review the terms and conditions of the animal services agreements to ensure the three municipalities am well positioned to continue to provide cost effective services to an ever increasing urban population. There are a number of areas that should be reviewed. For example, under the current arrangements neither Ajax nor Pickering sham any of the associated overhead costs of running the animal services operation. ~'n the early days, PAW's mandate was simple and straight forward i.e. to control domestic animals and wildlife. Over the years, PAW's mandate has developed into a multi-faceted animal service providing everything from cat and dog control to public education in dealing with wildlife, the regulation and control of exotic animals, and the promotion of responsible pet ownership. Ajax and Pickering have increasingly relied on Whitby to take the lead in the development, delivery and administration of animal services programs and operations. While Ajax and Picketing have played an important contributing role in the area of policy development, it has been left to Whitby to administer and manage the day to day animal services operations and programs. While there is general agreement that each of the municipalities is better served by having the responsibility for the delivery and administration of animal services vested in one municipality, Whitby is finding it necessary to devote an ever increasing amount of time and effort in providing the necessary administrative support services in areas such as finance, human resources, information technology, administration, marketing and promotion, legal, and technical services. The overhead costs associated with these administrative services are significant. Conservatively speaking, it is estimated that they amount to between six and eight percent of PAW's operating budget, or, in other words, between $45,000.00 and $60,000.00 annually. Under the current contractual arrangements, Ajax and Picketing do not share these costs. They are borne sotely by the Town of Whitby. Another contractual area that needs to be addressed is the termination provisions contained in the current animal services agreements. The agreements simply provide that the animal services contract may be terminated on December 31~t in any year by any one of the municipalities upon six months written notice. On termination, Whitby is required to pay to each of Ajax and Picketing one third of the value of the animal services premises including buildings, equipment and related appurtenances. There is no requirement on the part of either Ajax or Picketing to assist Whitby in the placement of animal services employees that might be displaced as a result of the termination of the contract. As the municipalities continue to grow in population and as PAW continues to provide ever increasing levels of service, there will be a need for Whitby to hire additional staff. The termination provisions of the current agreements need to be revisited to better protect Whitby's interests and the interests of its employees. Also, the whole concept of the management and control of the animal service and what particular role the Pickering-Ajax-Whitby .loint Animal Services Committee shoutd play in the future requires examination. These are but a few of the areas that need to be reviewed and updated. · ' -, . IL/t~,E, UK~ .:_ Corporate Services Director's Report, Item 22-04 lC,on't) ~ founding premis~ thn~ by ~orking toga~ar Ajnx. Pickaring w~m nbl~ ~o offer nnimnl s~ic~s af th~ high~ qunli~ nnd ~ mos~ ~ffa~iw d~tiv~ DosslBl~ ~ith t~, resources t~nt ~unlly ~s ~11 ~od,y. However. th~ ~orking negotJnt~ nearly ~enW yea~ ago is om of date and n~ds to be revisited. ]~t is therefore recommended that Ajax and Pickering be advised that Whitby desires to negotiate a "new deal", in order to best position the Town of Whitby going into the negotiations, Whitby should give wdtten notice of the termination of the current animal services agreements effective December 31~, 2005. Existinq Policy: Refer to Analysis Alternatives: N/A Financial Considerations: Refer to Analysis Animal Control Centre 14378 Yonge St., RR#2, Aurora, 0ntado LaG :3G8 April 27, 2005 Mr. Bruce Taylor, AMCT, CMM City Clerk, Picketing Civic Complex One the Esplanade, ?ickering, Ontario LIV 6K7 Dear Mr. Taylor: Re: Proposal for A~lmal Control Serviees Thank you very much for allowing us th~ opportunity to submit a proposal for Animal Control Services with the City of Pickering. It is understood that thi-~ submission is for consideration purposes and that there are no obligations to either party. The proposal is based on the following level of services: Monday to Saturday By-Law enforcement response hours: g:00 am -4:30 pm Sundays/Public Holidays: emergency service only 24 houx/7 day emergency service Animal By-Law enforcement, court representation Daily activity re~orts Cadaver disposal Kennel Inn Inc provides: 2 Animal Control Officers 2 identifiable Animal Control vehicles/paraphernalia g~soline, insunme~, repairs cell phones/pagers uniforms Exemption fi'om liability once tlz animal is in the care ofth~ shelter, Not responsible for any shelter or veterinary costs ~ 20~,00~ p/year Kennel Inn Pg 2 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY 1. That Operations & Emergency Services Report OES 13-05 regarding the request to de-accession the quarry engine at the Pickering Museum Village, be received; and 2. That the Council of the City of Pickering approve the de accessioning of the quarry engine from the Picketing Museum Village; and 3. That Council approve the donation of the quarry engine to the Ontario Steam Heritage Museum Inc.; and 4. That staff be authorized to enter into an appropriate disposal agreement respecting the quarry engine; and 5. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: OES 13-05 Date: May 3, 2005 From: Stephen Reynolds Division Head, Culture & Recreation Subject: Pickering Museum Village Request to De-Accession Quarry Engine Recommendation: 1. That Report OES 13-05 regarding the request to de-accession the quarry engine at the Pickering Museum Village be received; and 2. That Council approve the deaccessioning of the quarry engine from the Pickering Museum Village; and 3. That Council approve the donation of the quarry engine to the Ontario Steam Heritage Museum Inc.; and That staff be authorized to enter into an appropriate disposal agreement respecting the quarry engine; and 5. That the appropriate officials of the City of Picketing be given the authority to give effect thereto. Executive Summary: The Pickering Museum Village is currently home to a 1900's quarry engine located on a length of track just north of the steam shed on the Museum site. The quarry engine has no particular heritage significance to Pickering Township and is not used for any programming or interpretive purpose. At present, it is taking up valuable space on site and poses a safety risk as children try to climb on it. The Pickering Ivluseum Village Advisory Committee and staff recommend the quarry engine be deaccessioned and donated to the Ontario Steam Heritage Museum located in Puslinch, Ontario. Report OES 13-05 Subject! Pickering Museum Village - Request to De-Accession Quarry Engine Date: May 3, 2005 Page 2 Financial Implications: The Ontario Steam Heritage Museum will be responsible for all costs to remove and relocate the Quarry Engine from the Pickering Museum Village to their location. Background: The Pickering Museum Village Advisory Committee recommend the deaccessioning of the quarry engine (photo attached) that is presently on a length of track just north of the steam shed on the Museum site. The quarry engine was built in 1919 by the Vulcan Iron Works in Wilkes-Barre, Pennsylvania for a construction company in Illinois. The Vulcan Works operated from 1878-1957 and made over 5500 narrow-guage locomotives. In 1913, it was purchased by another construction company which had been hired to work on repairs and expansion of the Trent Canal system. It was at that time that it was used in a quarry near Kirkfield, Ontario. It was subsequently purchased by the Dufferin Construction Co. for use in a quarry near Burlington, Ontario. That quarry was opened in August 1921 to provide crushed stone for provincial highway construction. The engine was in use until the start of World War II when it was parked at the entrance to the quarry until it was donated to the Museum, circa 1972. At its February 8, 2005 meeting, the Pickering Museum Advisory Committee approved a motion recommending the quarry engine be deaccessioned and donated to the Ontario Steam Heritage Museum located in Puslinch, Ontario. This engine has been a subject of concern for staff and the Museum Advisory Committee for a number of years because of safety with children climbing on it and health factors associated with asbestos which has been encapsulated. The engine has no particular heritage significance to Pickering Township. The Gas & Steam Barn Volunteers have stated they do not have the time and funds available (estimated to be approximately $70,000 to restore the engine and make it operational) given other priorities in their area. The Ontario Steam Heritage Museum has an extensive collection and facility that is open to the public on several occasions each year. Once acquired by the Ontario Steam Heritage Museum, the quarry engine will be restored and be operational on a % mile track on site. Their site includes a small limestone quarry. The quarry engine will then be available for public education and enjoyment. A plaque would be on display recognizing the City of Pickering and Pickering Museum Village donation. CORP0227-07/01 Report OES 13-05 Subject: Pickering Museum Village Request to De-Accession Quarry Engine Date: May 3, 2005 Page 3 With approval from City Council, the Pickering Museum Advisory Committee and City staff would proceed to deaccession and donate the quarry engine to the Ontario Steam Heritage Museum. Attachments: 1. Location Map. 2. Photos of Quarry Engine. Approved / Endorsed,B~/: -Stephen Re~-nolds':" Division-Head, Culture & Recreation Everett'Buntsma Director, Operations & Emergency Services SR:mc Attachments Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Recommended for the consideration of Pickering City~ouncil.-.., T~mas J. Qu~nntCh~ef:ACm~mstrat~e O~cer f CORP0227-07/01 SIXTH CONCESSION ROAD PICKER! G OPERATIONS & EMERGENCY SERVICES DEPARTMENT CULTURE & RECREATION DIVISION NTSI May 4/2005 REPORT TO COUNCIL PICKERING MUSEUM VILLAGE DE-ACCESSION OF QUARRY ENGINE AND DONATliON t PI(;KIgR1NI¢; L:\MPandE\Thernotic Mopping\Mop$\O~E~ -Cultur¢ ~ Recreation\Attochment for Reporf\2005 C~R--Reporf-Ol.dwg RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY 1. That Report OES 09-05 regarding the Asphalt Overlay Works for Rougemount Drive & Sandy Beach Road, be received; and That Tender No. T-1-2005 submitted by D. Crupi & Sons Ltd. for asphalt Overlay Works for Rougemount Drive and Sandy Beach Road in the amount of $151,434.75 (G.S.T. included) and a net cost after G.S.T. rebate of $141,527.80, be accepted; and 3. That the total project cost of $173,905 including the tender amount, and other associated costs and a net total cost after rebates of $162,528, be approved; and That the total costs of $90,026 for Rougemount Drive to be funded from Public Works Services Reserve Fund, and the amount of $72,502 for Sandy Beach Road being an unfinished work from 2001, to be funded by Development Charges Reserve Fund ($36,251) and Internal Loan ($36,251), be approved; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to bring effect thereto. REPORT TO EXECUTIVE COMMITTEE Report Number: OES 09-05 Date: May 3, 2005 From: Richard Holborn, P. Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-1-2005 - Tender for Asphalt Overlay Works for Rougemount Drive & Sandy Beach Road Recommendation: o That Report OES 09-05 regarding the ASphalt Overlay Works for Rougemount Drive & Sandy Beach Road be received and that; Tender No. T - 1 - 2005 submitted by D. Crupi & Sons Ltd. for Asphalt Overlay Works for Rougemount Drive and Sandy Beach Road in the amount of $151,434.75 (G.S.T. included) and a net cost after G.S.T. rebate of $141,527.80 be accepted; The total project cost of $173,905 including the tender amount, and other associated costs and a net total cost after rebates of $162,528 be approved; The total costs of $90,026 for Rougemount Drive to be funded from Public Works Services Reserve Fund, and the amount of $72,502 for Sandy Beach Road being an unfinished work from 2001, to be funded by Development Charges Reserve Fund ($36,251) and Internal Loan ($36, 251) be approved; The appropriate City of Pickering officials be authorized to take necessary action to bring effect thereto. Executive Summary: As part of the 2000 External Subdivision Works Capital Budget and 2005 Roads Capital Budget, asphalt overlay works for Rougemount Drive and Sandy Beach Road respectively were identified as construction projects. Tender T- 1-2005 was issued on April 5, 2005 and closed on April 22, 2005 with five bidders responding. The total project cost is estimated to be $173,905 for an estimated net cost to the City of $162,528 (net of G.S.T. rebate). Staff have been directed to report to Council on the results of the tender and financing in order to proceed with this project in a timely manner. Report OES 09-05 Subject: Tender T-1-2005 Tender for Asphalt Overlay Works Date: May 3, 2005 Page 2 Financial Implications: 1. TENDERED AMOUNT T-1-2005 $141,527.80 G.S.T. 9,906.95 Sub-Total 151,434.75 G.S.T. Rebate (9,906.95) Total $141,527.80 APPROVED SOURCE OF FUNDS: 2000 External Subdivision Works Capital Budget Account 2321-6181 and 2005 Roads Capital Budget Account 2320-6003 Location Rougemount Drive Sandy Beach Road Proiect Code Source of funds Available 05-2320-008- Public Works Services 100,000 O3 internal Loan 39,300 ES-2000-B-11 Development Charges 39,301 FUNDS AVAILABLE $178,601 Required 90,026 36,251 36,251 $162,52 ESTIMATED PROJECT COSTING SUMMARY %1-2005 - Asphalt Overlay Works for Rougemount Drive Sandy Beach Road Sub-Total $79,526 $62,002 $141,528 Associated Costs Materials Testing Miscellaneous Costs Project Contingency Total G.S.T. Total Gross Project Cost 2,500 3,500 15,000 162,528 11,377 173,905 G.S.T. Rebate Total Net Project Cost (11,377) 162,528 Report OES 09-05 Subject: Tender %1-2005 Tender for Asphalt Overlay Works Date: May 3, 2005 Page 3 Project Cost over (under) Approved Funds $(16,073) The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and has provided the financing recommendations. Background: In the year 2000, Go Transit Authority proposed to expand their existing parking lot on the west side of Sandy Beach Road, north of BaylY Street. This section of roadway adjacent to the proposed parking lot works, was identified in the City's Development Charges Study as an Urbanization Project. The City determined that this would be an excellent opportunity to partner with Go Transit Authority. The road works associated with the urbanization, would be combined in a joint tender with the Go Transit parking lot works. The project received Council Approval under the 2000 External Subdivision Works Capital Budget. The road works and parking lot works were completed the following year, with the exception of the final lift of asphalt. The time has now come to complete this project. Staff have combined this project with the completion of asphalt overlay works for Rougemount Drive, a project identified in the 2005 Roads Capital Budget. By combining both projects, there have been considerable savings and both projects have come in under budget. Bids for Tender No T-1-2005 were received on Friday, April 22, 2005. Five (5) companies submitted bids at the time of closing. The Iow bidder, D. Crupi & Sons Ltd., has completed similar projects for the City in the past, the most recent under Quote No Q-17-2004 Progress Frenchman's Bay Park Parking Lot, and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, a list of personnel trained in Confined Space, and the CAD 7 form issued by Workplace Safety & Insurance Board, as submitted by D. Crupi & Sons Ltd., have been reviewed by the Safety & Training Coordinator and are deemed acceptable. Credit information as provided by D & B for D. Crupi & Sons Ltd. has been reviewed by the Purchasing Analyst and in conjunction with staff's review of reference information and the bonding available on this project, is deemed acceptable. Upon careful examination of all tenders, and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the iow bid submitted by D. Crupi & Sons Ltd. for Tender No. T-1- 2005 in the amount of $151,434.75 (G.S.T. included) and that the net total project cost of $162,528 be approved. This report has been prepared in conjunction with the Manager of Supply & Services who concurs with the foregoing. Report OES 09-05 Subject: Tender T-1-2005 Tender for Asphalt Overlay Works Date: May 3, 2005 Page 4 Attachments: Location Map Record of Tenders Opened and Checked Supply & Services Memorandum Prepared By: Da, r.,~e 'H~. Selsky /?., Super¥isor, Engineering & CaPffal Works Manager, Supply & Services Approved ~Endors{ By: **~'e re:tt..,B u n ts ma-.-.- Director, Operations & Emergency Services Gillis A. Paterson Director, Corporate Services & Treasurer Rich¢~ W. Hol.~"-rh,-P.Eng. Di/v~on Head,t~Municipal Property & Engineering DS:ko Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Co~n.~il · · ,~i ,,~, ~ ~' ~'* ,~ ThOrfi:as ~J'. Quinn, Ghief Admini'strative officer ATTACF!HENT~4__~. TO REPORT# MUNICIPAL PROPERTY & ENGINEERING Attachment For Tender T-1-2005 ROUGEMOUNT DRIVE / SANDY BEACH ROAD ASPHALT OVERLAY SUBJECT AREA ROUGEMOUNT DRIVE E A.'/L_: SANDY BEACH ROAD PROPOSED CONSTRUCTION INCLUDES: Asphalt Overlay h~Attachment$ for 7enders~2OO51Rougemount Drive.doc 0 CORPORATE SERVICES DEPARTMENT MEMORANDUM April 25, 2005 To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky / Supervisor, Engineering & Capital Works From: Barbara Tran Buyer RE: T-1-2005, Tender for Overlay Asphalt Rougemount Dr. & Sandy Beach Rd. CLOSING: Friday, April 22, 2005, 2:00 p.m. Tenders have been received for the above project. Seven (7) companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser Community Page and on the City's Website all of which yielded interest from additional bidders. Seven (7) bidders picked up tendering documents for a non-refundable fee of $40.00 per set of which five (5) responded. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached.' Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the Iow three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Therefore, the tenders of the Iow three (3) bidders are attached for review. Richard Holborn Darrell Selsky "?' "" rO REPORT#._.....~pri125, 2005 -.-~.of~ Page 2 Summary (PST included, GST included) D. C'rupi & Sons Limited 151,434.75 151,434.75 Harnden & King Construction 163,460.50 163,460.50 Vaughan Paving 181,080.81 181,080.81 A1 Asphalt Maintenance 192,367.76 192,367.76 Miller Paving Limited 202,521 ~19 202,521.1 9 Pursuant to Information to Bidders Item 21, the following are being requested of the Iow bidder for your review during the evaluation stage of this tender'calh (a) a copy of the Health and Safety Policy to be used on this project; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety & insurance Board (in lieu of the Cost and' Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & insurance Board; (d) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer. Please review the copies of the bids. Include the following items in your Report to Council: (a) if items (a) through (c) noted above, are acceptable to the Safety & Training Co- ordinator; (b) any past Work experience D. Crupi & Sons Limited including work location; (c) without past work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the Iow bid of D. Crupi & Sons Limited is not acceptable; and related comments specific to the project. If you require further' in,ol~ll~t,ol l, please feel free to contact me:. / Barbar~ Tran /bt Attachments Copy for: Director,,Operations & Emergency Services Construction Coordinator/inspector RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That the Region of Durham reimburse all costs associated with the purchase of all medical equipment and training to Municipal Fire Services; and That the City support the recommendation that existing and future fire station locations be strongly considered as joint Emergency Medical Response / Fire facilities; and That the City support the establishment of a local stakeholder committee mandated to review our present Regional tiered response system and implement improvement where possible and practical. REPORT TO EXECUTIVE COMMITTEE Report Number: OES 15-05 Date: May 3, 2005 From: Everett Buntsma Director, Operations & Emergency Services Subject: Fire Services - Emergency Medical Response (EMS) - File: A-2130 Recommendation: 1. That the Region of Durham reimburse all costs associated with the purchase of all medical equipment and training to Municipal Fire Services; and That the City support the recommendation that existing and future fire station locations be strongly considered as joint Emergency Medical 'Response / Fire facilities; and That the City support the establishment of a local stakeholder committee mandated to review our present Regional tiered response system and implement improvement where possible and practical. Executive Summary: The purpose of this report is to outline concerns, that the Fire Services administration has regarding the tiered response to emergency medical calls (EMS) and to recommend changes to the current EMS protocol established by the Province. Financial Implications: Not applicable Background: This report is in response to a similar initiative and Council recommendation from the City of Oshawa. Oshawa has requested the support of other Durham Region Municipalities. in the early 1990's the current 9-1-1 System was introduced in Durham Region. This system requires Police, Fire and EMS to become part of a "tiered response" system. The following table indicates the number of EMS alarms Pickering Fire Services have responded to and the proportional percentage of EMS alarms. Report OES 15-05 Subject: Fire Services Emergency Medical Response Date: May 3,2005 Page 2 TOTAL # OF ALARMS MEDICAL ALARMS (%) 2001 3159 1205 (38.14%) 2002 3142 1270 (40.4%) 2003 3379 1421 (42.05%) 2004 3545 1501 (42.34%) Current EMS Operation The Central Ambulance Communication Centre (CACC) presently located in Oshawa is under Provincial authority. Therefore, the Province of Ontario controls the communications system, which tiers Durham EMS and Municipal Fire Services. CACC determines the severity of calls and dispatches Fire Services according to set criteria. Fire Services will respond at the request of CACC where a person is believed to be suffering from: 1. Absence of breathing / difficulty breathing 2. Unconsciousness 3. Severe Trauma 4. Motor Vehicle crash 5. Cardiac Arrest Municipal Fire Services are the second level of response. 9-1-1 operators receive the alarm from the resident and transfer it to CACC. CACC dispatchers notify EMS then determine if Fire Services should be dispatched (see above criteria) and if so notifies our Fire Dispatcher of the alarm. Fire Apparatus is then dispatched by Pickering Fire Services. It is important to note that CACC, being the agency responsible for emergency medical dispatch is in control of notifying Fire Services. These have been concerns in the past by Fire Services in reference to delays in notification of our personnel from CACC. CORP0227~07/01 Report OES 15,05 Subject: Fire Services Emergency Medical Response Date: May 3, 2005 Page 3 2004 Response Times Pickering Fire Services response items are as follows: Within Under 5 Under 6 Over Ambulance on the scene 4 min. min. min. $ min. Total Before Fire after Fire Total # of EMS alarms responded to 684 410 212 166 '1472 876 596 % of EMS alarms responded to 46.5% 27.9% 14.4% 11.3% 100% 59.5% 40.5% *29 cancelled and assist calls (not included) "Stopping the Clock" The term "Stopping the Clock" is a measure of the time necessary for a primary care provider to arrive on scene with appropriate equipment to provide emergency patient care. Fire Services personnel arriving at a medical emergency does not "stop-the- clock" and are not included in provincially targeted timelines. The issues for Fire Services is that we spend a lot of money and training time so that Fire Services personnel can provide competent professional medical aid to our residents, but Ministry of Health do not even recognize the standard of care we provide. Regional EMS The Region of Durham provides medical emergency services. This downloading from the Province to the Region has provided a better EMS system, i.e., better coverage by moving about ambulances and strategically locating or building new ambulance stations. There is a consistent training program and equipment purchasing. Fire Services Pickering Fire Services have always responded to medical emergencies. In the 1970s & 1980s we had basic medical supplies and resuscitators on our fire apparatus. Most medical alarms at that time were related to motor vehicle accidents were most of what we did was trauma medical aid. Today the number of medical responses has dramatically increased. In 2004, we responded to 1501 medical emergencies and 579 motor vehicle accidents. CORP0227-07/01 Report OES 15-05 Subject: Fire Services Emergency Medical Response Date: May 3, 2005 Page 4 This increase in medical responses has led to fire service operational staff having to enhance their medical training and expertise. Firefighters are now trained by Base Hospital to a national standard, "Emergency Medical Responder", and carry defibrillators on our apparatus. So Fire Services make a significant contribution to the provision of emergency medical services in our community. Costs Fire Services personnel are now highly trained to respond to emergency medical alarms. Defibrillators, bag valve masks and other medical supplies are carried on our fire apparatus. Although some costs for this equipment used is reimbursed to us (i.e., oxygen bottle refills), and some everyday equipment are replaced by EMS as required, costs for sophisticated equipment and training are not. For example, in 2005 the "Defibrillator Program" and Emergency Medical Response training have a budget of $40,000.00. This pays for annual recertification, annual updates and physician licensing costs related to the delegated act of defibrillation. There are also the costs associated with responding apparatus. Issues Tiered response has led, in some instances, to a duplication of services as well as delayed notification from CACC to Fire Dispatch. Although guidelines have been established by CACC, either Fire Dispatch should receive notification of EMS alarms from 9-1-1 Centre Operator at the same time as the CACC or more stringent supervision should occur at CACC to ensure Fire Dispatch is notified without delay. Costs are increasing to maintain currency of training. Most of the medical equipment is paid for or replaced by EMS, but Fire Services have to purchase defibrillators and pay for Medical Response Training from Municipal operating budgets. We are also aware that there is the issue of the costs associated with responding our apparatus, i.e., fuel costs and repair costs. Because we are assisting another emergency service to meet their mandate of responding to Medical Response Training alarms then all or a large proportion of Fire Services costs for defibrillators and training should be paid out of Regional budgets. The Province administers the communications system for ambulance. We believe that Durham Region EMS should take over the responsibility of the CACC located in Whitby. CORP0227-07/01 Report OES 15-05 Subject: Fire Services Emergency Medical Response Date: May 3, 2005 Page 5 EMS and Fire Services should consider "Consolidated Facilities" when opportunities arrive to do so. This would ensure duplicate responses would not occur. EMS cars are currently staffed by two EMS personnel. Currently, if a patient has to be "worked-on" during the EMS transport to hospital a firefighter assists with patient care on route. We then have to pick up our own firefighter from the hospital. I believe EMS should consider minimum staffing of vehicles to be 3 personnel. Currently Ministry of Health does not "stop-the-clock" when fire services arrive at the scene. EMS does not recognize, within their own protocols that our trained fire service personnel arriving at an emergency medical scene ensures appropriate medical care is being provided. This leads to EMS purchasing more emergency vehicles to meet established response time criteria when Fire Services is already on the scene providing advanced medical services. We see this as EMS saying we need your help, but we are not officially going to recognize it. Conclusion There are many issues mentioned in this report that are very complex. Financial implications for both the Region and Municipalities are substantial. Response issues need to be addressed as they lead to frustration for Fire Personnel responding to EMS alarms. There seems to be a lack of commitment on behalf of EMS to look seriously at sharing facilities with Municipal Fire Services at a generate cost to taxpayers. The Ontario Association of Fire Chiefs is working with the Ontario Fire Marshal's Office to lobby the Provincial government for improvements to the EMS system. Durham Regional Fire Chiefs are attempting to meet more regularly with EMS management to add ress concerns. Our City, along with other municipalities, should support any initiative to have the Province increase funding for all EMS service providers. The Ministry of Health should review their CACC guidelines to ensure fire services are dispatched immediately to appropriate EMS alarms. Attachments: None CORP0227-07/01 5£ Report OES 15-05 Subject: Fire Services Emergency Medical Response Date: May 3, 2005 Page 6 Prepared By: Mark Dio{~ (Acting) Fire Chief Approved / Endorsed ~ Everett4~"ntsma Director, Operations & Emergency Services MD:mid Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ThemeS J. Quinn¢ Chief?Administrativb Of Ci'cer CORP0227-07/01 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 31-05 of the Director, Corporate Services & Treasurer respecting the Development Charges Reserve Fund, be received and forwarded to Council for information. REPORT TO EXECUTIVE COMMITTEE Report Number: CS 31-05 Date: May 3, 2005 Fro m: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Development Charges Reserve Fund - Statement of the Treasurer for 2004 Recommendation: That Report CS 31-05 of the Director, Corporate Services & Treasurer respecting the Development Charges Reserve Fund be received and forwarded to Council for information. Executive Summary: Not applicable Financial Implications: There are no financial implications to the receipt of this statement. Background: Section 43 of the Development Charges Act requires that the Treasurer furnish to Council a Statement in respect of each Reserve Fund (i.e. for each Development Charge) established under Section 33 of the Act. Accordingly, the attached Schedules 1 to 5 details the activity in the Development Charges Reserve Fund for the year ended December 31, 2004 in the manner as prescribed by the Development Charges Act. Funds are not transferred out of the Reserve Fund for projects until the funds are actually needed as required under accounting rules which ensures that the Reserve Fund continues to earn interest income on these unspent monies until such time that the actual expense is incurred. Attachment 1 presents the total Reserve Fund balance, before unspent commitments of $19,496,777. Taking into account the unspent commitments at December 31, 2004 of $2,672,169 the uncommitted fund balance available for future expenditures is $16,824,608. The development charges collected in 2004 were $3,709,465 an increase of 30% from amounts collected in 2003. The increase in building activities was due in part to the economic condition of low interest rates and the booming building industry. Report CS 31-05 Subject: Development Charges Reserve Fund-Statement of the Treasurer for 2004 Date: May 3, 2005 Page 2 55 The 2004 budgeted funding from this Reserve Fund was $1,293,025 as detailed on Attachment 2. The capital and current expenditures actually incurred in 2004 that were funded from this Reserve Fund amounted to $778,446. These expenditures pertained to capital projects and studies approved in 2001 to 2004. Attachment 3 provides a summary by projects of these capital expenditures funded by development charges and other sources as prescribed by O. Reg. 82/98 Section 12(3). In 2004, the City undertook additional internal loans of $267,000 from this Reserve Fund, bringing the combined 2001 to 2004 outstanding internal loans at $5,756,900 as of December 31, 2004. Attachment 4 provides detailed information on the 2004 internal borrowings and the purpose for which it was borrowed as prescribed by O. Reg. 82/98 Section 12(2)3. Interest and principal repayments on 2004 internal loans will commence in 2005. Please note that the principal and interest of $1,160,726 paid in 2004 and as indicated in Attachment 5 are related to 2001 to 2003 internal loans. This amount was funded from the general tax levy. Schedule 5 also provides a summary of amount and source of any money used by the municipality to repay money borrowed from the fund and interest on such money as required by O. Reg. 82/98 Section 12(2)4,5. Though the fund balance has increased significantly due to increase in building activities, caution has to be used when budgeting for draws for capital projects as this trend may not continue in the future due to the limited availability of land in Pickering and the uncertainty of economic times ahead of us. Attachments: 2004 Annual Statement of Development Charges Reserve Fund Projects Approved in 2004 Capital Budget Funded from Development Charges Reserve Fund 2004 Actual Capital Expenditures Summarized by Projects 2004 Internal Loans from Development Charges Reserve Fund New Loans Undertaken During the Year Total Development Charges Reserve Fund Total Internal Loans - Annual Repayment for the Year Ended December 31, 2004 Report CS 31-05 Subject: Development Charges Reserve Fund-Statement of the Treasurer for 2004 Date: May 3, 2005 Page 3 Prepared By: Approved / Endorsed By: Caryn Kong Senior Financial Analyst GP:ck Attachments Copy: Chief Administrative Officer Gillis A. Paterson Director, Corporate Services & Treasurer ~ J. Qui~n, Chief Admil Recommended for the consideration of Pickering City Council ~5' t.' Offi'cer 0 ('9 ~0 00 0 0 cq °si° 55 ATTACH NBqT ~:~ TO REPORT # ~'$'-- .~'t, a g Source of Funding Dev. Charges D.C-City's Reserve Fund Share Reserve Total Projects: External Subdivision (Road Construction) Rosebank Rd. Bridge 04-001-02 Clements Road-east Church 04-001-22 Church St-Bayly to Clements 04-001-23 External Subdivision ( Sidewalks ) Kingston Rd-Steeple Hill to Whites Brock Rd-Bayly to 401 04-002-03 04-002-07 External Subdivision ( Traffic Signals ) Pickering Pkwy @ Valley Farm Rd. 04-003-02 Brock Rd @ Clements 04-003-03 External Subdivision ( Storm Water Management ) Storm Water Mgmt Works 04-004-00 $300,000 $900,000 $1,200,000 65,560 65,560 131,120 598,785 598,785 1,197,570 $964,345 $1,564,345 2,528,690 58,500 58,400 116,900 25,250 25,250 50,500 83,750 83,650 167,400 56,250 66,250 122,500 56,250 26,250 82,500 112,500 92,500 205,000 132,430 23,370 155,800 132,430 23,370 155,800 Total $1,293,025 $1,763,865 $3,056,890 ATTACHMENT #_.~___,TO REPORT #_.~. 3i- o ~' ~ ~lze Corporate Services 2003 & 2004 budgeted project Development Charges Background Study Total Corporate Services External Subdivision 2003 and prior budqeted proiects Road Construction: Southview Drive-reconstruction ES 1996 06B Squires Beach Rd-Bayly to 750 m south 03-001-15 Traffic Signal: Twyn Rivers Dr @ Woodview Av. ES 2000 RO-4 Sidewalks & Streetliqhts: North side of Finch/Altona to Rosebank 03-002-16 Total Ext. Subdivision Works-2003 & prior 2004 budgeted projects Road Construction: Rosebank Rd Bridge 04-001-02 Traffic Signa Pickering Pkwy @ Valley Farm Rd 04-003-02 Total Ext. Subdivision Works- 2004 Total Spent Dev. Charges Corn. Facilities D.C-City's Share Internal Reserve Fund Reserve Fund Reserve Loans Total $ 78,673 $ 78,673 $ 78,673 - $ 78,673 $ 21,420 6,197 $ 27,617 338,006 338,006 56,250 18,000 74,250 7,800 4,069 11,869 $ 423,476 $ 6,197 $ 4,069 $ 18,000 $ 451,742 230,047 230,047 56,250 40,050 96,300 $ 286,297 $ $ 40,050 $ $ 326,347 $ 788,446 $ 6,197 $ 44,119 $ 18,000 $ 856,762 ATTACHMENT #~ TO REPORT # ¢'.._~ .~ ! 'o ~- Budget Year Project Number Parks 2003 03-2718-001-01 Terms Description 10-Year David Farr Park 5.09% Amount of Loans 100,000.00 2004 04-2718-001-00 1 O-Year 5.09% Progress Frenchman's Bay Park 75,000.00 Roads 2004 04-2320-001-02 2004 04-2320-004-02 Streetlight 2004 04-2325-007-01 5-Year 5.00% 5-Year 5.00% 1 O-Year 5.09% 3/4 Ton Pick-Up Truck Res.103/04 OES 22-04 Replacement Culvert Steamer High Pressure Hot Water Traffic Control Project Twin Rivers/Woodview 35,000.00 25,000.00 32,000.00 Total Internal Loans for 2004 267,000.00 ATTACHMEN, #~ ~ REPORT#_~.~.~ - Development Charges Booked in 2001 Rosebank Eastshore Community Ctr Fire Tanker Dispatch Ctr 1999 Roads Projects 1999 Streetlights 2000 Roads Projects Specialized Transit Aerial Truck Waterfront Trail Western Branch Outstanding Principal Outstanding Principal Repayment Principal Interest (Jan 1) 2004 2004 2004 Jan. 1,2004 Dec. 31,2004 $ $ $ $ 680,897 (81,615) 599,282 590,868 (70,824) 520,044 120,292 (14,419) 105,873 132,397 (15,870) 116,527 707,378 (84,789) 622,589 431,991 (51,780) 380,211 630,207 (75,539) 554,668 36,648 (36,648) 302,621 (36,273) 266,348 97,331 (58,074) 39,257 1,069,765 (128,226) 941,539 4,800,395 (654,057) 4,146,338 (39,492) (34,270) (6,977) (7,679) (41,028) (25,056) (36,552) (17,552) (21,413) (62,046) (292,065) Booked in 2002 Fire Hall & Communication Parks Sidewalks Storm Water Management Streetlight Arena & Recreation Roads 35,265 (8,145) 27,120 143,130 (12,558) 130,572 72,026 (6,320) 65,706 147,747 (12,964) 134,783 36,937 (3,241) 33,696 50,788 (4,456) 46,332 639,928 (56,151) 583,777 1,125,821 (103,835) 1,021,986 (1,869) (8,302) (4,178) (8,569) (2,142) (2,946) (37,116) (65,122) Bookedin 2003 Roads Library Rec. Complex-Core 100,476 (7,914) 92,562 241,071 (18,988) 222,083 7,524 (593) 6,931 349,071 (27,495) 321,576 (5,225) (12,536) (391) (18,152) Booked in 2004 Parks 175,000 175,000 Roads 60,000 60,000 Streetlights 32,000 32,000 267,000 267,000 Total Source of Funding 6,542,287 (785,387) 5,756,900 Gen. Tax Levy (375,339) Gen. Tax Levy Annual Charges (Principal & Interest) (1,160,726) RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 33-05 of the Director, Corporate Services & Treasurer regarding the 2004 Pre-Audit Balances of Reserves and Reserve Funds, be received and forwarded to Council for information. PICKERING REPORT TO EXECUTIVE COMMMITTEE Report Number: CS 33-05 Date: May 3, 2005 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2004 Pre-Audit Balances of Reserves and Reserve Funds Recommendation: 1. It is recommended that Report CS 33-05 of the Director, Corporate Services & Treasurer be received and forwarded to Council for information. Executive Summary: Based on the preliminary 2004 results, we can now report on the pre-audit actual activities within the Reserves and Reserve Funds for 2004. A summary is presented in Appendix A. The purpose and 2004 financial transactions for each Reserve and Reserve Fund are set out in Appendices B and C respectively. Financial Implications: Not applicable Background: As in previous reports filed over the last four years, this report provides specific information on each of the City's Reserves and Reserve Funds, including year-end balances. The 2004 pre-audit Reserves and Reserve Funds balance of $42,665,007 is one of the highest balances ever reported in Pickering. However, this balance is not fully available for use due to the outstanding commitment of funds not yet spent, the obligations connected with the collection of funds or other specific purposes approved by Council or under Provincial Legislation. With regards to unspent commitments for capital projects, we are continuing the practice of not transferring funding for commitments until the expenditures are incurred. This procedure allows the Reserve Funds to earn interest income as long as funds are still in the reserve fund's custody and is in compliance with PSAB for obligatory Reserve Funds. The combined unspent commitments for all Reserve Funds are $3,116,066. From 2001 to 2003, the City's share of collections from OPG rel~,ted to properties under assessment appeal were $6,555,478. In 2004 an additional amount of $2,179,648 was collected followed by a repayment of $1,029,886 due to settlement for a portion of the Report CS 33-05 Subject: 2004 Pre-Audit Balances of Reserves and Reserve Funds Date: May 3, 2005 Page 2 collections, bringing the December 31, 2004 value to $7,705,240 in the OPG Contingency Reserve pending final decision of this appeal. At this time, we are still unable to confirm the availability of these monies for corporate purposes. In the meantime, these funds are being used for the temporary financing of the Don Beer Arena expansion with the balance being invested. The Development Charges, Parkland, Third Party/Developer Contributions, Ontario Transit Renewal and Provincial Dedicated Gas Tax Reserve Funds represents funds received for specific purposes subject to legislative requirements and based on developer agreements or agreements with any third parties. Funds available in these Reserve Funds are obligatory in nature and should be treated as committed. The balance in these obligatory Reserve Funds is $23,440,099. The combined total of the unspent commitments, OPG assessment appeal, other committed balances and obligatory Reserve Funds of approximately $37 million reduced the "discretionary" balance to approximately $5.6 million as at December 31,2004. The City established a new reserve and reserve fund this year, namely: Vehicle Replacement Reserve and Provincial Dedicated Gas Tax Reserve Fund. The purpose of the reserve and reserve fund is discussed further in Appendix C. Internal borrowings from the Reserve Funds commenced in 2001, to assist in funding capital projects. Although the amount borrowed each year has declined, the outstanding principal balance at December 31, 2004 is approximately $6.4 million borrowed from the Development Charges and Parkland Reserve Funds. This provided the Reserve Funds with an attractive rate of interest compared to current market investment rates while at the same time providing a cheaper cost of borrowing to the capital fund. Interest earned on internal loans represents amounts earned on the 2001 to 2003 internal borrowings. Repayment for 2004 internal borrowings will commence in 2005 and interest earned will be reflected accordingly. Attachments: 1. Appendix A 2. Appendix B 3. Appendix C Summary of Reserves and Reserve Funds Description of Reserves Description of Reserve Funds Report CS 33-05 Subject: 2004 Pre-Audit Balances of Reserves and Reserve Funds Date: May 3,2005 Page 3 Prepared By: Approved / Endorsed By: Caryn Kong Senior Financial Analyst Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vw Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City..Council , ,, The~a'~~ 3.'Quinn, (~hief h~dminis~'c~v.~/Offi~er APPENDIX A CITY OF PICKERING SUMMARY OF RESERVE AND RESERVE FUND PRE-AUDIT ACTUALS DECEMBER 3'1, 2004 Pre Audit Audited Audited Audited ,Appendix B Summary Reserves 2004 2003 2002 2001 4610 Working Funds 400,000 400,000 400,000 400,000 4611/4623 Replacement Capital 758,175 730,713 615,800 1,083,837 4612 Contingencies (2) 9,053,320 7,813,558 6,791,047 5,277,795 4613 Self-Insurance (2) 940,514 940,514 949,106 972,489 4619 Rate Stabilization 2,619,565 2,177,209 2,421,909 2,104,410 4620 Develop. Charges-City's Share (2) 1,921,332 2,685,297 2,812,214 2,765,000 4621 Region Transit (2) 1,025,741 1,106,634 1,242,507 - 4622 Continuing Studies (2) 233,159 141,884 67,400 4624 Vehicle Replacement-New 25,000 - Total Reserves 16,976,806 15,995,809 15,299,983 12~603,531 Appendix C Summary of Reserve Funds Pre Audit Audited Audited Audited 2004 2003 2002 2001 4225 Community Facilities 380,604 386,726 352,423 4227/9 Development Charges (1) (2) 19,496,777 15,804,668 12,866,749 4228 Capital Works 302,610 535,849 516,013 4230 Parkland (1) (2) 2,166,696 1,959,087 2,017,875 4232 Public Works 1,152,444 1,465,425 1,400,169 4233 Pickering Baseball Assoc (closed) - 4234 Workers Safety Insurance Brd (2) 378,731 181,023 176,974 4235 Third Party/Dev. Contributions (1) 1,601,076 1,024,691 - 4236 Ontario Transit Renewal (1) 14,035 14,957 402,939 4237 Squash Courts (2) 33,713 7,450 - 4238 Prov. Dedicated Gas Tax (1)(new) 161,515 Total Reserve Funds Total Reserves & Reserve Funds 69,102 10,393,615 499,540 2,622,150 1,365,285 1,228 7,232 25,688,201 21,379,876 17,733,142 14,958,152 42,665,007 37,375,685 33,033,125 27,561,683 Notes (1) Obligatory (2) Committed Total Obligatory (1) & Committed (2) = $37,026,609 CS33ck Appendix A.xls APPENDIX B RESERVE FOR WORKING FUNDS 4610 Actual Balance December 31, 2003 Transfers into the Reserve $ 400,000 Transfers out of the Reserve Pre Audit Actual Balance December 31, 2004 $ 400,000 1. Purpose of this Reserve: The reserve for working funds is used to provide operating cash to assist in avoiding short term interest expenses incurred on operations, typically during the first months of the year prior to tax billing and at other times when cash inflows and outflows do not match as occurs in any corporation. The interest income on these funds form part of the annual Current Budget General Government Revenue. 2. Recommended Maintenance Levels of the Reserve: It is recommended as a "rule-of-thumb" that this reserve be 2% to 3% of total City revenues. APPENDIX B RESERVE FOR REPLACEMENT OF CAPITAL EQUIPMENT - G/L 4611/4623 Actual Balance December 31, 2003 Transfers into the Reserve Revenue Fund Contribution Transers out of the Reserve Transfer to Capital Fund - Operation Centre Pre-Audit Actual Balance December 31, 2004 $ 730,713 115,462 (88,0oo) $ 758,175 Purpose of this Reserve: The purpose of this reserve is to reduce the need to levy for the full cost of major equipment in the year of acquisition. The reserve acts as a stabilization factor and helps to avoid both tax rate fluctuations and the issuance of long term debt or other means of financing. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: This reserve should be kept at a level that is equivalent to the replacement cost of the assets for which they were established. Over the last couple of years, the reserve balance has been kept at a minimum level. Contributions to this Reserve are provided for annually in the Current Budget. In 2003, additional sub-categories were set up for accounting purposes to better match the collection of funds to the application of these funds to particular facilities as shown on the following page. APPENDIX B The balances pertaining to these sub-categories are as follows: REPLACEMENT OF CAPITAL EQUIPMENT - SUB CATEGORIES General Recreation Dunbarton Don Beer Rec Comp Rec Comp Rec Comp Corp Use Prgrms Pool Arena Core Pool Arena $ $ $ $ $ $ $ Total $ Dec 31/03 172,653 111,260 24,810 32,500 35,893 121,312 232,285 730,713 Transfer in 18,500 4,962 30,000 27,000 15,000 20,000 115,462 Transfer out (88,000) - (88,000) Dec 31/04 84,653 129,760 29,772 62,500 62,893 136,312 252,285 758,175 ~ U APPENDIX B RESERVE FOR CONTINGENCIES - G/L 4612 Actual Balance December 31, 2003 Transfers into the Reserve Revenue re OPG Assmt. Appeal Properties Transfer from Revenue Fund Transfers out of the Reserve Settlement OPG Assessment Appeals Transfer to Revenue Fund - Election Pre-Audit Actual Balance December 31, 2004 2,179,648 90,000 $ 7,813,558 2,269,648 $ (1,029,886) 0 (1,029,886) $ 9,053,320 Purpose of this Reserve: Like the capital equipment replacement reserve, this reserve acts in a tax stabilization capacity. It was established in anticipation of unknown, unusual or extraordinary expenditures which occur from time to time. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: In 2003, the large balances in this Reserve were reviewed and grouped into sub- categories in the General Ledger, for accounting purposes only, to better distinguish those amounts that are committed and those amounts available for general corporate use. The sub-categories are as follows: OPG Assessment Appeal, Elections, Other Assessment Appeals and Miscellaneous. The transfer regarding Ontario Power Generation (OPG) in the amount of $2,179,648 for the current year is the City's revenue for properties currently under assessment appeal. This amount plus the last three years' contributions of $6,555,478 less settlement in the amount of $1,029,886 in 2004 result in a combined total of $7,705,240. The availability of these funds is undeterminable as the appeal is still outstanding and is considered committed in the event repayment must be made. The amounts pertaining to the other sub-categories are as follows: Election - $90,000; Other Assessment Appeals - $682,594 and Miscellaneous - $575,486. APPENDIX B RESERVE FOR SELF INSURANCE - G/L 4613 Actual Balance December 31, 2003 Transfers into the Reserve 940,514 Transfers out of the Reserve Transfer to Capital Pre-Audit Actual Balance December 31, 2004 $ 940,514 Purpose of this Reserve: This reserve was established as a necessary form of asset protection. Specifically, it is to cover insurance claims resulting from the increase in deductible levels, costs of uninsured claims and other claim related costs. The higher deductible reduced insurance premiums. Significant savings can be realized through reduced premium costs and staff analyze the costs/benefits of such actions on an annual basis. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: This reserve should be maintained at a level to ensure that the funding is adequate to meet future liabilities. This situation is analyzed by staff on a regular basis. APPENDIX B RESERVE FOR RATE STABILIZATION - G/L 4619 Actual Balance December 31,2003 Transfers into the Reserve Excess Surplus Contribution Transfers out of the Reserve 2004 Current Budget Provision Pre-Audit Actual Balance December 31, 2004 $ 2,177,209 1,607,300 (1,164,944) $ 2,619,565 Purpose of this Reserve: The purpose of this reserve is to act as a tax rate stabilization factor for annual current budget funding. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: The fund balance should be maintained at a level of 3 to 5 per cent of tax revenues to provide tax rate stabilization for annual current budgeting purposes. The 2004 Current Budget provided for a transfer in the amount of $1,164,944 from this Reserve to fund current expenditures. The 2004 operating surplus of $1,607,300 has been transferred to this reserve, resulting in a pre-audit balance of $2,619,565. APPENDIX B RESERVE FOR DEVELOPMENT CHARGES - CITY SHARE G/L 4620 ?3 Actual Balance December 31, 2003 Transfers into the Reserve 2004 Current Budget Provision Transfers out of the Reserve Transfer to Capital Fund External Subdivision Works Pre-Audit Actual Balance December 31, 2004 2,685,297 1,000,000 (1,763,965) $ 1,921,332 Purpose of this Reserve: This reserve has been established to set aside funds for projected growth in the City. From the 1999 and the 2004 DeVelopment Charges Studies it was approved that a Reserve be established for the City's share (i.e. the non- development charge portion) of the costs of services included in the Development Charges Study and that contributions be included in the annual Current Budget for consideration by Council. For the City to meet its obligations for the various capital projects an annual contribution of $2.4 million is required. The interest income on these funds form part of the annual Current Budget General Government Revenue. w Recommended Maintenance Levels of this Reserve: Funds continue to be budgeted in the Current Budget to build up this reserve to fund future capital growth of the City. The draws in the current year were to finance external subdivision works. This reserve should be maintained at a level to ensure that the funding is adequate to meet future capital growth in the City. APPENDIX B REGION TRANSIT RESERVE - G/L 4621 Actual Balance December 31, 2003 Transfers into the Reserve GO Transit Funding from Region Transfers out of the Reserve APTA Expenditures Pre-Audit Actual Balance December 31, 2004 $ 1,106,634 1,356,720 (1,437,613) $ 1,025,741 Purpose of this Reserve: This reserve fund was established in 2002 to capture funds raised by the Region for transit purposes and not immediately required. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: Transfer into the Reserve represents funding of $1,356,720 received from the Region of Durham. Funds were transferred out of this reserve to finance the 2004 current and capital operations of Ajax Pickering Transit Authority (APTA). The amount transferred in 2004 was $1,437,613 bringing the year-end December 31,2004 balance to $1,025,741. The balance of this Reserve is expected to be used to finance APTA Capital Budget and City related transit costs in 2005. APPENDIX B RESERVE FOR CONTINUING STUDIES & CONSULTING - G/L 4622 75 Actual Balance December 31, 2003 Transfers into the Reserve Continuing Consulting Work or Studies Transfers out of the Reserve Pre-Audit Actual Balance December 31, 2004 $ 141,884 11 9,304 (28,029) $ 233,159 Purpose of this Reserve: This reserve was established to capture any unspent annual Current Budget provisions related to consulting, continuing studies, professional and legal fees. Under Generally Accepted Accounting Principles, the approval to expend funds for these efforts ceases at year-end, however work may continue beyond that date. The establishment of this fund enables the transfer of unspent funds into future year and accommodates this frequent timing difference between the approval and the expenditure. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: There would be no recommended maintenance levels. Funds transferred to this reserve will be used to fund the balance of the expenditures still to be incurred for incomplete studies or consulting contracts. Expenditures incurred in 2004 for the amount of $28,029 pertained to consulting work that were transferred into the Reserve in the prior year. An additional amount of $119,304 has been transferred-in for future work. APPENDIX B RESERVE FOR VEHICLE REPLACEMENT - G/L 4624 Actual Balance December 31, 2003 Transfers into the Reserve 25,000 Transfers out of the Reserve Pre-Audit Actual Balance December 31, 2004 $ 25,000 1. Purpose of this Reserve: This reserve was newly established in 2004 to begin building up funds to finance the cost of replacing the City's aging fleet. The interest income on these funds form part of the annual Current Budget General Government Revenue. 2. Recommended Maintenance Levels of this Reserve: There would be no recommended maintenance levels. Funds transferred to this reserve will be committed to fund the purchase of new vehicles. APPENDIX C 77 RESERVE FUND FOR COMMUNITY FACILITIES - G/L 4225 Actual Balance December 31, 2003 Transfers into the Reserve Fund Capital Fund - Return to Source Interest Earned on External Investments Transfers out of the Reserve Fund Transfer to Capital Fund -Property Maint., Community Centres, Museum Pre-Audit Actual Balance December 31, 2004 $ 386,726 11,466 11,466 (17,588) $ 380,6O4 Purpose of this Reserve: This is a "discretionary" reserve fund established by Council to attempt to avoid both tax rate fluctuations and the need for issuing long term debt for major expenditures required for community facilities. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve: The balances in this fund have fluctuated from the 2001 year Iow of $69,102 to the high in 1998 of $773,483. Other than interest income earned, there was no transfer to this reserve fund in 2004. Expenditures are transferred out of Reserve Funds only when incurred, therefore the amount committed but not incurred at end of 2004 is $192,210. Taking these commitments into consideration, the uncommitted balance of funds available is $188,394. Additional amounts must be provided to this fund. APPENDIX C RESERVE FUND FOR DEVELOPMENT CHARGES - G/L 4227/4229 Actual Balance December 31, 2003 Transfers into the Reserve Fund Net Developer Contributions Interest Earned on External Investments Interest Earned on Internal Loans Transfers out of the Reserve Fund: Transfer to Revenue Fund - Develop. Charge Study Transfer to Capital Fund: External Subdivision Works Roads Pre-Audit Actual Balance December 31, 2004 $ 3,709,465 395,752 375,338 (78,673) $ (709,773) $ 15,804,668 4,48O,555 (788,446) $ 19,496,777 Purpose of this Reserve: This is an "obligatory" reserve fund and as such is governed by Provincial legislation, regulation, City By-law or agreement and requires revenue received for the special purposes to be segregated from the general revenues of the municipality. Obligatory Reserve Funds must be created whenever a statute requires revenue received for a special purpose to be segregated from the general revenues of the municipality and the revenue is to be used solely for the purpose prescribed by statute, i.e. in this case the monies charged to developers must be held and used to fund capital services required for new growth. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve: In accordance with development charge legislation, al.__[ development charge revenue must be held within separate Reserve Funds and can only be used for the financing of growth-related projects. As such, no reserve fund limits are appropriate for Development Charge Reserve Funds because they are tied to growth-related capital requirements. This reserve fund has unspent commitments of $2,672,169. The pre-audit actual balance of $19,496,777 would be reduced by this amount to reflect an uncommitted balance of funds available of $16,824,608. APPENDIX C RESERVE FUND FOR CAPITAL WORKS - G/L 4228 Actual Balance December 31, 2003 Transfers into the Reserve Fund Interest Earned on External Investments Transfers out of the Reserve Fund Parks & Recreation Complex-Core Pre-Audit Actual Balance December 31, 2004 $ 535,849 16,761 (250,oo0) $ 302,610 Purpose of this Reserve: This Fund is a "discretionary" one and was established pursuant to section 417(1)(2) of the Municipal Act, 2001 for specified purposes by Council related to the acquisition of assets. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve Fund: Between the years of 1998 to 2000, the balances have been maintained at $600,000 to $800,000. There has been no major contribution to this Reserve Fund in the past four years. The value of the unspent commitments at the end of 2004 is $13,822. Taking these unspent commitments into account, the uncommitted balance available at December 31, 2004 will be $288,788. Major additional contributions will be required in future years. APPENDIX C RESERVE FUND FOR PARKLAND - G/L 4230 Actual Balance December 31, 2003 Transfers into the Reserve Fund Developers Contributions Interest Earned on External Investments Interest Earned on Internal Loans Transfers out of the Reserve Fund Transfer to Capital Fund Parks Other Development Parks-Tractor & Gangmower Playground Equipment Progress Frenchman's Park Pre-Audit Actual Balance December 31, 2004 $ 749,449 38,288 41,072 $ (129,143) (155,879) (241,049) (95,129) $ 1,959,087 828,809 (621,200) $ 2,166,696 Purpose of this Reserve Fund: This is an "obligatory'' reserve fund and it was established pursuant to section 417(1)(2) of the Municipal Act, 2001 as required by subsections 42(1), (5), (6), (7), (8) and (9) of the Planning Act. This fund is governed by legislation, regulation or agreement and requires revenues received for the special purposes to be segregated from the general revenues of the municipality. Obligatory Reserve Funds must be created whenever a statute requires revenues for a special purpose to be segregated from the general revenues of the municipality and the revenue is to be used solely for the purpose prescribed by statute. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve Fund: Due to the obligatory nature of this fund, there are no limits on this fund. The value of the unspent commitments at end of 2004 is $125,973. The pre-audit balance of $2,166,696, taking into account the unspent commitments, will provide an uncommitted balance available of $2,040,723 as at December 31, 2004. APPENDIX C RESERVE FUND FOR PUBLIC WORKS - G/L 4232 Actual Balance December 31, 2003 Transfers into the Reserve Fund Developer Contributions Interest Earned on External Investments Transfers out of the Reserve Fund Transfer to Capital Fund - Property Maint., Roads & Sidewalk Transfer to Third Party Reserve Fund Pre-Audit Actual Balance December 31, 2004 $ 1,465,425 $ 30,132 45,765 75,897 (83,784) (305,094) (388,878) $ 1,152,444 Purpose of this Reserve Fund: This fund was established by Council pursuant to section 417(1)(2) of the Municipal Act, 2001. The purpose of the reserve fund is to acquire fixed assets, e.g. storm sewers, without the need to fund on a long term nature through the issue of debentures. The main purpose at this time is to fund the City's share of the cost of subdivision works committed to under various subdivision agreements. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve Fund: The "average" annual balance of this fund over the last four years has been approximately $1.38 million. This reserve fund should be kept at least at this level in the future. Staff will periodically review the need for this level with the requirements contained in the capital budget and four year program and report any different findings to Council. The value of unspent commitments for 2004 is $111,892. The pre-audit balance of $1,152,444 after taking into account the unspent commitments will provide an uncommitted balance of funds available at $1,040,552 as of Dec. 31,2004. 8£ APPENDIX C RESERVE FUND FOR WORKERS SAFETY INSURANCE BOARD - G/L 4234 Actual Balance December 31, 2003 Transfers into the Reserve Fund Contribution from Current Fund Interest Earned on External Investments Transfers out of the Reserve Fund Claims and Other Related Costs Insurance Costs Contribution to Health & Safety Program Pre-Audit Actual Balance December 31, 2004 $ 181,023 $ 357,894 14,926 372,820 $ (80,090) (86,692) (8,330) (175,112) $ 378,731 ,purpose of this Reserve Fund: This Reserve Fund has been established to provide for the annual costs of insurance coverage, contributions towards the health and safety program, and the payment of claims and other related costs now that the City is a Schedule 2 employer. This Reserve Fund was created in 2001 further to the recommendation passed in Council Resolution#127/01 and in compliance with Workplace Safety & Insurance Act. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve Fund: In 2004, the contributions were more than double the claims experience for the year, thus resulting to a built-up in the balance of the Reserve Fund. As Schedule 2 operates on the self-insured principle, for 2005 the anticipated savings between contributions and claims experience will be transferred to this Reserve Fund to build up the fund balance in the event of any catastrophic claim- related costs, which may occur. Should that be insufficient, additional funding may have to be considered in the 2006 budget. APPENDIX C THIRD PARTY/DEVELOPERS CONTRIBUTIONS RESERVE FUND - G/L 4235 Actual Balance December 31, 2003 Transfers into the Reserve Fund Contributions from Developers/Third Parties Transfer from Public Works Reserve Fund Interest Earned on External Investments $ 280,894 $ 305,094 79,397 $ 1,024,691 665,385 Transfers out of the Reserve Fund Transfer to Capital Fund-Prop. Maint. & Rec.Complex (89,000) Pre-Audit Actual Balance December 31, 2004 $ 1,601,076 = Purpose of this Reserve Fund: This reserve fund was established by Council pursuant to Section 417(1) of the Municipal Act, 2001. The purpose of this reserve fund is to capture contributions from developers or third parties per development agreements or cost sharing arrangements for future capital projects. This Reserve Fund is not obligatory however, the collections are committed for a specific purpose and not available for general use. Unless specified, the City is under no obligation to pay interest to any developers or third parties. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve No reserve fund limits are appropriate for this fund as collection and commitment of funds are dependent upon development agreements or cost sharing arrangements. APPENDIX C ONTARIO TRANSIT RENEWAL RESERVE FUND - G/L 4236 Actual Balance December 31, 2003 Transfers into the Reserve Fund Contribution from Ministry of Transportation Interest on External Investments-reversal Transfers out of the Reserve Fund APTA Capital Expenditures Pre Audit Actual Balance December 31, 2004 $ 59,888 (922) $ 14,957 58,966 (59,888) $ 14,035 Purpose of this Reserve Fund: This is an "obligatory" Reserve Fund established to capture funding received from Ministry of Transportation for the sole purpose of funding acquisition of APTA vehicles or for any major vehicle refurbishment. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve Fund: No reserve fund limits are appropriate for this fund as availability of funds is dependent on the amount of grant received. The amount of $59,888 received from the Ministry of Transportation represents City of Pickering's share of the grant under the Ontario Transit Renewal Program. Commencing the latter half of 2003, funds have been provided from the Ontario Transit Renewal Program as expenditures are incurred. Thus, the same amount has been transferred-out to fund the acquisition of vehicles under APTA. As a result, this Reserve Fund may no longer be needed and the balance is expected to be nil as we continue to draw from the leftover funds. The remaining funds balance of $14,035 was an unspent amount from the 2003 grant. APPENDIX C SQUASH COURTS RESERVE FUND - G/L 4237 Actual Balance December 31,2003 Transfers into the Reserve Fund Surcharge on Memberships Interest on External Investments Transfers out of the Reserve Fund Pre Audit Actual Balance December 31, 2004 25,100 1,163 $ 7,450 26,263 $ 33,713 Purpose of this Reserve Fund: This Reserve Fund was established to capture funds from Pickering Squash Club memberships' surcharges, corporate sponsorships, third party contribution and any such funds as the Council may approve. This Reserve Fund shall be used for the purpose of paying expenses related to the provision of double squash courts. This Reserve Fund was newly created in 2003 further to the recommendation passed in Council Resolution #79/03, Item 5 per Report to Council CS 40-03. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. Recommended Maintenance Levels of this Reserve Fund: No reserve fund limits are appropriate for this fund. APPENDIX C PROVINCIAL DEDICATED GAS TAX RESERVE FUND - G/L 4238 Actual Balance December 31, 2003 Transfers into the Reserve Fund Prov. of Ontario Interest on External Investments Transfers out of the Reserve Fund 161,515 161,515 Pre Audit Actual Balance December 31, 2004 $ 161,515 Purpose of this Reserve Fund: This Reserve Fund was established to capture funds from the Province of Ontario for the new provincial gas tax revenue program. This Reserve Fund shall be used for the purpose of paying eligible public transportation expenditures, to offset Pickering's share of the costs for funding the Ajax Pickering Transit Authority. This Reserve Fund was newly created in 2004 further to the recommendation passed in Council Resolution #167/04, Item 3 at the Council Meeting of December 20, 2004 per Report to Council CS 56-04. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, 2001. J Recommended Maintenance Levels of this Reserve Fund: No reserve fund limits are appropriate for this fund. Under this program, the provincial government will provide one cent a litre of the provincial gas tax funding in 2004. This will increase to 1.5 cents in 2005 and two cents in 2006. RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 32-05 of the Director, Corporate Services & Treasurer concerning 2005 Annual Repayment Limit for Debt and Financial Obligations, be forwarded to Council for information. REPORT TO EXECUTIVE COMMITTEE Report Number: CS 32-05 Date: April 25, 2005 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2005 Annual Repayment Limit for Debt and Financial Obligations Recommendation: That this report be forwarded to Council for information. Executive Summary: Not applicable Financial Implications: Not applicable Background: Recently, the Ministry of Municipal Affairs and Housing (MMAH) provided information regarding the City's 2005 Debt and Obligation Repayment Limit. Debt for these purposes includes all forms of loans, leases and other long term financial obligations and commitments. The 2005 Annual Repayment Limit (ARL) was calculated based on 25 percent of 2003 net own-source revenues as reported in City of Pickering's 2003 Financial Information Report (FIR) submitted to the Ministry of Municipal Affairs and Housing (MMAH). The FIR was prepared in conjunction with the annual financial statements. Own-source revenues represent generally the discretionary revenues of a municipality including property taxes, user fees, licenses and fines and exclude all grants, internal transfers and extraordinary items such as the one time sale of land or other fixed assets and non-discretionary items such as development charges. The calculated 2005 ARL, 25% of net revenue fund, after taking into account net debt charges is $11,449,747. Based on the 2005 Budget, the total annual principal and interest charges and all other financial obligations as recorded in the City's books are $2,500,371. The difference of $866,469 ($2,500,371 - $1,633,902), being the increase in debt charges (approximately $800,000) since 2003 and other financial obligations such as photocopier leases, and small vehicle financings, the ARL available for 2005 would have to be reduced to $10,583,278. Report CS 32-05 Subject: 2005 Annual Repayment Limit for Debt and Financial Obligation Date: April 25, 2005 Page 2 The net ARL of $10,583,278 for 2005, as adjusted, represents the maximum additional principal and interest payment for the year that could be undertaken without Ontario Municipal Board approval. This calculation does not measure affordability nor take into account other commitments the City may have and the need to change levels of service or raise property taxes to maintain the debt repayment amount. This limit represents the maximum amount which the municipality has available for approval and certification by the Treasurer as of December 31, 2003 to commit to payments relating to debt and financial obligations. The limit is effective January 1,2005. For illustration purposes, if the City could borrow at 7%, the rate used by MMAH in the calculation, the net ARL of $10,583,278 would allow it to undertake additional long term borrowing as follows: Terms a) 5 years b) 10 years c) 15 years d) 20 years Debt Amount($) 43,393,529 74,332,516 96,391,585 112,119,398 Attachments: 1. Letter from the Ministry of Municipal Affairs and Housing dated January 18, 2005 Prepared By: Approved / Endorsed By: Caryn I~ng Senior Financial Analyst Gillis A. Paterson Director, Corporate Services & Treasurer GAP:ck Attachment Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci,~'~r~'ci I ThUd'bias J. Q~nn, ,Ghief Administ~OffiC'er 9O Ministry of Municipal Affairs and Housing Municipal Finance Branch 777 Bay Street, 13th Floor Toronto ON M5G 2E5 Phone: (416) 585-6951 Fax: (416) 585-6315 January 18, 200d~ ,,nist~,re des Ontario Affaires municipales et du Logement 777, Rue Bay, 13" ~tage Toronto ON M5G 2E5 Telephone: (416) 585-6951 T~i~copieur: (416) 585-6315 Dear Municipal Treasurer, Clerk/Treasurer: I am pleased to enclose a report showing your municipality's 2005 Annual Repayment Limit (ARL) respecting long-term debt and financial obligations. Your 2005 ARL was calculated based on 25 percent of your 2003 net own source revenues as reported in your 2003 FIR. Note that revenues for municipal electrical utilities are not included in the calculation of the ARL, in accordance with Public Sector Accounting Board (PSAB) g~idelines. If you require any further information, please contact the appropriate Municipal Services Office of the Ministry of Municipal Affairs and Housing (list enclosed). Yours truly, jan~' Director Enclosures Minist~. of Municipal Affairs and Housing 777 Bay Street, Toronto, Ontario. MSG 2E5 Ministbre des affaires municipales et du logement 777 rue Bay Toronto (Ontario) M5G 2E5 ANNUAL REPAYMENT LIMIT (UNDER ONTARIO REGULATION 403/02) The repayment limit has been calculated based on data contained in the 2003 Financial Information Return, as submitted to the Ministry. This limit represents the maximum amount which the municipality had available as of December 31, 2003 to commit to payments relating to debt and financial obligations. Prior to the authorization by Council of a long term debt or financial obligation, this limit must be adjusted by the Treasurer in the prescribed manner. The limit is effective January 01, 2005. FOR ILLUSTRATION PURPOSES ONLY, the additional long-term borrowing which a municipality could undertake over a 5 - year, a 10 - year, a 15 - year and a 20 - year period is shown. Page: 01 of 03 Date Prepared: January 6, 2005 DETERMINATION OF ANNUAL DEBT REPAYMENT LIMIT 1.0 GROSS DEBT CHARGES 1.1 Principal 1.2 Interest 1.3 SUBTOTAL 2.0 DEBT CHARGES ON O.C.W.A. PROVINCIAL PROJECT SLC 74 3099 01 991,724 SLC 74 3099 02 642,178 Add Lines 1. I, 1.2 [ 1,633,9021 2.1 Water Projects -- this municipality only SLC 74 2810 03 0 2.2 Water Projects -- share of integrated project(s) SLC 74 2820 03 0 2.3 Sewer Projects -- this municipality only SLC 74 2830 03 0 2.4 Sewer Projects -- share of integrated project(s) SLC 74 2840 03 0 2.5 SUBTOTAL Add Lines 2.1 thru 2.4 3.0 PAYMENT IN RESPECT OF LONG TERM COMMITMENTS AND LIABILITIES SLC 42 6010 01 0 i"AL rmn ; 5.0 DEBT CHARGES FOR MUNICIPAL UTILITIES 5.1 Electricity SLC 40 3099 02 + SLC 40 3099 08 0 5.2 Gas SLC 40 3299 02 + SLC 40 3299 08 0 5.3 Telephone SLC 40 3499 02 + SLC 40 3499 08 0 Amounts Recovered from Unconsolidated Entities 5.4 Electricity (Principal) SLC 74 3030 01 0 5.5 Electricity (Interest) SLC 74 3030 02 0 5.6 Gas and Telephone (Principal) SLC 74 3040 01 + SLC 74 3050 01 0 5.7 Gas and Telephone (Interest) SLC 74 3040 02 + SLC 74 3050 02 0 6.0 5.8 SUBTOTAL Add Lines 5.1 thru 5.7 PAYMENTS TO PROVINCE FOR DOWNTOWN REVITALIZATION PROGRAM LOANS SLC 42 5410 01 0 7.0 DEBT CHARGES FOR TILE DRAINAGE AND SHORELINE ASSISTANCE SLC 40 1850 02 + SLC 40 1850 08 Page: 02 of 03 Date Prepared: January 6, 2005 DETERMINATION OF ANNUAL DEBT REPAYMENT LIMIT 10.0 11.0 12.0 13.0 14.0 TOTAL REVENUE FUND REVENUES FEES FOR REPAYING THE PROVINCE FOR DOWNTOWN REVITALIZATION LOANS FEES FOR TILE DRAINAGE AND SHORELINE ASSISTANCE GRANTS FROM GOVERNMENT OF ONTARIO, GOVERNMENT OF CANADA AND OTHER MUNICIPALITIES SLC 10 9910 01 53,388,002 13.4 SLC 42 5410 01 0 SLC 12 1850 04 0 13.1 Ontario Grants SLC 10 0699 01 + SLC 10 0810 01 735,470 13.2 Canada Grants SLC 10 0820 01 15,554 13.3 Other Municipalities SLC 10 1099 01 302,383 SUBTOTAL FEES AND REVENUES FOR JOINT LOCAL BOARDS FOR HOMES FOR THE AGED Add Lines 13.1 thru 13.3 1.053.4071 15.0 16.0 NET REVENUEFUND REVENUES 25% OFNETREVENUEFUND REVENUE Lines 10 less Lines 11,12,13.4,14 SLC denotes Schedule, Line, Column Page: 03 of 03 Date Prepared: January 6, 2005 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 18-05 of the Director, Corporate Services & Treasurer concerning Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2004, be received. REPORT TO EXECUTIVE COMMITTEE Report Number: CS 18-05 Date: April 25, 2005 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Statement of the Treasurer Respecting 2004 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Other Bodies Recommendation: It is recommended that Council receive report CS 18-05, Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2004. Executive Summary: Section 284(1) of the Municipal Act 2001 states in part that the Treasurer of every municipality shall, in each year, submit to the Council of the municipality, an itemized statement of the remuneration and expenses paid to each Member of Council. The statement must also include remuneration and expenses paid to any other person who has been appointed by Council to serve as a member of any body. Financial Implications: None Background: Over the last few years this report has evolved to include various categories of expenditures that have been interpreted to be required under the new Municipal Act and/or financial reporting requirements of the Province of Ontario or professional accounting bodies. While the old Act was rather vague, the new one clarifies some aspects but still leaves others open to interpretation. In the interests of Council wanting to provide clear and transparent reporting of these expenses as required under the Act, changes were incorporated into this report, first year being 2003, and the 2004 budget format was revised. The reference in the Act to "...expenses paid...to ..." has been interpretated to also include expenses paid on behalf of a Member of Council or appointee. For example, assume two Councillors incur the same registration expense to attend the same conference. One puts in on his charge card and seeks reimbursement from the City while the other has the City billed directly. There should be no difference in the reporting treatment due to the method of payment and this interpretation will Report CS 18-05 Date: April 25, 2005 Subject: Statement of the Treasurer Respecting 2004 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Other Boards Page 2 accomplish that. It also complies with what I believe is the intent of the legislation. The report excludes expenditures that are corporate in nature, for example school awards, promotional items and photography, and that are not directly associated with any individual Councillor. Council receptions, Committee meeting expenses and City Hall administration and overhead expenses are also excluded. Payments made by Veridian Corporation to Pickering Council appointees to the Board have been included. This comes about as a result of a review of the Act and enquiries made to Veridian and its legal counsel. While the Act refers to expenses paid, it is silent as to paid by whom. Furthermore, the Act also stipulates that any body to whom a Council appointment is made must provide the municipality with a statement of remuneration and expenses paid for the year. This has been interpreted to mean that this information must be included in the Treasurer's report to Council. It is my understanding the Treasurers of Ajax and Clarington are also including this information in their reports to their respective Councils. Several other bodies to which Council makes appointments have also been included as an "other body" as required under the Act. However, the many community committees and groups that Councillors are appointed to have been excluded as, to the best of my knowledge, no remuneration or expenses are paid. The amounts paid by the Region of Durham to Regional Councillors are not included in this report. Attachments: 1. Remuneration and Expenses of Members of Council 2. Detailed Breakdown of 2004 Expenses 3. Remuneration and Expenses of Council Appointees 4. Remuneration and Expenses Paid by Veridian Corporation to Council Appointees Report CS 18-05 Date: April 25, 2005 Subject: Statement of the Treasurer Respecting 2004 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Other Boards Page 3 Prepared By: Avril ~rayne Audit Analyst GAP:ap Attachments Approved / Endorsed By: Gillis A. Paterson Director, Corporate Services & Treasurer Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council Themas J. Qgmn, ,~ef Adm~,~t~ve Officer [J ~ ATTACHHENT#_L_.TO ItEPOItT# ~_.j~ /?. g ~0~00 ~0~00 00~000 00~000 0 C) 0 X t-- ..12 '12 Z I.,... C 0 0000 0 000~ ~'~~ o? Z ~' .=_ < m i:5 TO REPORT #_~ /~- ~,¥" 1 U U ATTACHMENT STATEMENT OF TREASURER COUNCIL APPOINTEES 2004 REMUNERATION AND EXPENSES Committee of Adjustment (1) M. Billinger (9) E. Newton (9) C. Braney (7) B. Utton (7) D. Johnson (7) Remuneration Expenses (8) $ Total $ 1,200 101 1,301 1,120 38 1,158 1,120 107 1,227 960 95 1,055 1,200 43 1,243 5,600 384 5,984 Fenceviewers/Property Standards Committee (2, 4) A. Burtney (9) M. O'Connor (9) P. Scott (9) G. Fernandes (9) R. Fleming (7) 160 42 202 160 5 165 160 28 188 48O 75 555 Livestock Valuers (3) A. Singh (7) S. Wideman (9) 88O 399 1,279 880 399 1,279 APTA Board of Directors (5) D. Ryan (7) D. Pickles (9) M. Brenner (9) 999 999 999 999 Pickering Public Library Board (6) K. Ashe (7) K. Cummings (7) J. Duncan (7) P. Irwin (7) J, Lucas (7) B. McLean (7) K. Rathee (7) P. Savel (7) H. Van Leeuwen (9) Remuneration $ Expenses (8) $ 276 Total $ 276 276 276 NOTES TO COUNCIL APPOINTEES: All payments are authorized under Council's adoption of the 2003 Current Budget. (1) Authority: By-law 5242/98 Municipal Act, 2001 Section 283 (2) Authority: By-law C-1 Municipal Act, 2001 Section 283 (3) Authority: By-law 6211/03 Municipal Act, 2001 Section 283 (4) Authority: By-law C-1 Building Code Act Section 15.6 (5) Authority: By-law 5873/01 Municipal Act, 2001 Section 283 (6) Authority: By-law 6211/03 Municipal Act, 2001 Section 283 (7) Council appointees for new term commencing December 1,2003 (8) Expenses include conferences, travel and meeting expenses (9) Continuing member STATEMENT OF TREASURER COUNCIL APPOINTEES VERIDIAN CORPORATION BOARD OF DIRECTORS 2004 REMUNERATION AND EXPENSES Veridian Corporation (1,2) Board of Directors (3) D. Ryan M. Brenner (5) M. Holland (Jan- Jul/04) B. McLean D. Pickles S. Trepanier Remuneration Expenses (4) Total $ $ 9,012 9,012 3,318 3,318 4,902 4,902 9,012 1,659 10,671 9,012 9,012 9,012 109 9,121 44,268 1,768 46,036 NOTES TO VERIDIAN CORPORATON BOARD OF DIRECTORS: (1) The above information was provided by the Vice President, Corporate Affairs, Veridian Corporation. (2) Remuneration and expenses are paid by Veridian Corporation as may be established by the Board of Directors. The term of office for the Board follows the calendar year therefore, the above expenses are for 12 months ending December 31, 2004. (3) Appointed by Council under City of Pickering By-law 6211/03. (4) Expenses include conferences, meals and mileage. (5) Appointed by Resolution #107/04 to replace Councillor Holland. 103 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 23-05 of the Director, Corporate Services & Treasurer concerning Formal Quotations - Quarterly Report for Information, be received and forwarded to Council for information. REPORT TO EXECUTIVE COMMITTEE Report Number: CS 23-05 Date: April 28, 2005 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Formal Quotations - Quarterly Report for Information Recommendation: It is recommended that report CS 23-05 of the Director, Corporate Services & Treasurer concerning Formal Quotations - Quarterly Report for Information be received and forwarded to Council for information. Executive Summary: Council approved the Purchasing By-law on November 5, 2001 which includes a request to have a summary of contract awards arising from the formal quotation process be forwarded to Council as information only on a quarterly basis. Financial Implications: Not applicable Background: In accordance with Purchasing Policy Item 04.06, a summary of contract awards arising from the formal quotation process is provided herein for the information of Council. Report CS 23-05 Subject: Formal Quotations- Quarterly Report for Information Date: April28,2005 Page 2 Formal Quotations Summary January 1,2005 to March 31,2005 Taxes as Applicable ReferenCe NO, :DesCription Award status C°mments Award Date ~ ~ Q-5-2005 Curb Cutting, Removal & Various unit On going March 29/05 Disposal curb material prices, minimum Vendors: Ace Concrete charge per Cobi Concrete location Q-6-2005 Glass Repair Service Various unit On going January 12/05 ~ricing and Vendor: Ely's Glass Co. Ltd. hourly rates Coffee Services- City Facilities Various unit On going ,' Q-7-2005 (Operations Centre, Civic pricing February 3/05 Complex, Recreation Complex) Vendor: Van Houtte Coffee Service Q-9-2005 Preventative Maintenance & Per facility On going March 8/05 Repairs for Overhead Doors at service City Facilities rates and hourly rates Vendor: Eastern Overhead Doors Q-8-2005 Supply Bedding Plants (City $8,700.48 Delivery Feb. 9/05 provides seeds to grower to Spring 2005 grow/supply bedding plants) Vendor: Pistritto Farms Goose Control Services - Bay $31,475.00 Seasonal Q-16-2005 Ridges, Kinsmen Progress and Application - March 23/05 Alex Robertson Parks - 2005 April 1,2005 to Season August 30, 2005 Vendor: Bright Wings Report CS 23-05 Subject: Formal Quotations - Quarterly Report for Information Date: April 28, 2005 Page 3 Reference NO. DescriptiOn AWard StatUs: ,Comments Award Date T-279-2003 Cooperative Tender for Delivery Various unit On going, operating February 2/05 of Sodium Chloride prices costs in 2005, 2006 Host: Region of Durham Participants: Ajax, Clarington, Region of Durham, Oshawa, Pickering, Scugog, Uxbridge, Whitby Third year of a three year contract May 1,2005 to April 30, 2006 Vendor: Shepstone Haulage T-280-2003 Cooperative Tender for Supply Various unit On going, operating February 2/05 of Sodium Chloride prices costs in 2005, 2006 Host: Region of Durham Participants: Ajax, Clarington, Region of Durham, Oshawa, Pickering, Scugog, Uxbridge, Whitby Third year of a three year contract June 1,2005 to May 31,2006 Vendor: Canadian Salt Q-207-2003 Cooperative Quotation for Catch Various unit On going, operating March 1/05 Basin Cleaning prices costs in 2005, 2006 Host: Region of Durham Participants: Brock, Clarington, Region of Durham, Pickering, Scugog, Uxbridge Third year of a three year contract May 5, 2005 to May 4, 2006 Vendor: Superior Catch Basin Cleaning Report CS 23-05 Subject: Formal Quotations - Quarterly Report for Information Date: April 28, 2005 Page 4 Comments Reference No. Description Award StatUs Award Date Q2005-5 Cooperative Quotation for Various unit On going, operating March 30/05 Supply of Aggregate Road prices costs in 2005, 2006 Materials Host: Clarington Participants: Ajax, Clarington, Region of Durham, Oshawa, Pickering, Scugog, Whitby One year only March 31,2005 to March 30, 2006 Vendor: Lafarge Canada Attachments: Not applicable PvreerPaareA. dF Bel~,.gemache~ Manager, Supply &'Services Copy: Chief Administrative Officer Recommended for the consideration of Pickering City C, Approved / Endorsed By: Gillis A. Paterson Director, Corporate Services & Treasurer RECOMMENDATION OF THE EXECUTIVE cOMMITTEE DATE MOVED BY SECONDED BY That Report to council CS 35-05 regarding the appointment of two Municipal Law Enforcement Officers, be received; and That the draft by-law to appoint Kevin Narraway and Don Sunny-Guy as Municipal Law Enforcement Officers for the City of Pickering be enacted. REPORT TO EXECUTIVE COMMITTEE Report Number: CS 35-05 Date: April 25, 2005 From: Bruce Taylor, AMCT, CMM City Clerk Subject: Appointment of Municipal Law Enforcement Officers Recommendation: That Report to Council CS 35-05 regarding the appointment of two Municipal Law Enforcement Officers be received. 2. That the draft by-law to appoint Kevin Narraway and Don Sunny-Guy as Municipal Law Enforcement Officers for the City of Pickering be enacted. Executive Summary: The purpose of this Report is to provide a by-law to appoint Kevin Narraway and Don Sunny-Guy, who are employees of the City of Pickering, as Municipal Law Enforcement Officers. Financial Implications: Not applicable Background: Please find attached to this Report a draft by-law to appoint Kevin Narraway and Don Sunny-Guy as Municipal Law Enforcement Officers for the City of Pickering. Both these individuals are employees of the City of Pickering acting in the capacity of Parking Control Officer. These employees are required to be appointed as Peace Officers by by-law under the requirements of the Police Act in order to enforce municipal by-laws and to give evidence in Court respecting those by-laws. Report CS 35-05 Appointment of Municipal Law Enforcement Officers April 25, 2005 Page 2 Attachments: 1. Draft By-law Prepared By: Approved I Endorsed By: Bruce Taylor City Clerk Gillis A. Paterson Director, Corporate Services & Treasurer Attachment Copy: Chief Administrative Officer Recommended for the consideration of Pickering City~ouncil Tho~ J: Quin~ Chief ~mini '~~ CORP0227-07/01 / TTACHNENT#_, /TO RT# .?"- THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to appoint Kevin Narraway and Don Sunny-Guy as municipal law enforcement officers for the. purpose of enforcing the by-laws of The Corporation of the City of Picketing. WHEREAS pursuant to section 15(1) of the Police Sen/ices Act, R.S.O. 1990, c P.15, as amended, a municipal council may appoint persons to enforce the by-laws of the municipality; and WHEREAS pursuant to section 15(2) of the said Act, municipal by-law enforcement officers are peace officers for the purpose of enforcing municipal by-laws; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: Brad Suckling and Don Sunny-Guy are hereby appointed as a municipal law enforcement officer in and for the City of Pickering in order to ascertain whether the provisions of all by-laws of The Corporation of the City of Pickering are obeyed and to enforce or carry into effect the said by-laws. These appointments shall expire upon Kevin Narraway or Don Sunny-Guy ceasing to be an employee of the City of Pickering or until the repeal of this by- law. BY-LAW read a first, second and third time and finally passed this 16th day of May, 2005. David Ryan, Mayor Bruce Taylor, Clerk C;:~RP0223-07/01 RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Report CS 34-05 respecting the appointment of Special Municipal Law Enforcement Officers for the purpose of enforcing the Parking By-law on pdvate property, be received; and That the draft by-law to appoint persons to enforce the Parking By-law at 1210 & 1235 Radom Street, 1310 Fieldlight Blvd., 1975 & 1958 Rosefield Blvd., 1525 & 1535 Diefenbaker Court, 1530, 1540, 1625 & 1635 Pickering Parkway, 1000 & 1400 The Esplanade, 905 & 925 Bayly Street, 1650 & 1865 Kingston Road, 1350, 1360 & 1885 Glenanna Road, 1915 Denmar Road, 1345 Altona Road, 1655 & 1665 Pickering Parkway, 1100 Begley Street, be forwarded to Council for approval; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: CS 34-05 Date: April 28, 2005 From: Bruce Taylor City Clerk Subject: Appointment to enforce the Parking By-law at 1210 & 1235 Radom Street, 1310 Fieldlight Blvd., 1975 & 1958 Rosefield Blvd., 1525 & 1535 Diefenbaker Court, 1530, 1540, 1625 & 1635 Pickering Parkway, 1000 & 1400 The Esplanade, 905 & 925 Bayly Street, 1650 & 1865 Kingston Road, 1350, 1360 & 1885 Glenanna Road, 1915 Denmar Road, 1310 Fieldlight Blvd., 1345 AItona Road, 1655 & 1665 Pickering Parkway, 1100 Begley Street. Recommendation: That Report CS 34-05 respecting the appointment of Special Municipal Law Enforcement Officers for the purpose of enforcing the Parking By-law on private property be received; and That the draft by-law to appoint persons to enforce the Parking By-law at 1210 & 1235 Radom Street, 1310 Fieldlight Blvd., 1975 & 1958 Rosefield Blvd., 1525 & 1535 Diefenbaker Court, 1530, 1540, 1625 & 1635 Pickering Parkway, 1000 & 1400 The Esplanade, 905 & 925 Bayly Street, 1650 & 1865 Kingston Road, 1350, 1360 & 1885 Glenanna Road, 1915 Denmar Road, 1310 Fieldlight Blvd., 1345 Altona Road, 1655 & 1665 Pickering Parkway, 1100 Begley Street, be forwarded to Council for approval; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: Not Applicable Financial implications: None Report CS 34-05 Subject: Appointment of By-law Enforcement Officers Date: April 28, 2005 Page 2 Background: Correspondence has been received from Group 4 Falck (Canada) Limited, Authorized Parking Only Ltd. and Securitas Canada, requesting the appointment of persons as By-law Enforcement Officers for the purpose of enforcing the Parking By-law at 1210 & 1235 Radom Street, 1310 Fieldlight Blvd., 1975 & 1958 Rosefield Blvd., 1525 & 1535 Diefenbaker Court, 1530, 1540, 1625 & 1635 Picketing Parkway, 1000 & 1400 The Esplanade, 905 & 925 Bayly Street, 1650 & 1865 Kingston Road, 1350, 1360 & 1885 Glenanna Road, 1915 Denmar Road, 1310 Fieldlight Blvd., 1345 Aitona Road, 1655 & 1665 Pickering Parkway and i 100 Begley Street. Attachments: 2. 3. 4. Correspondence from Group 4 Falck (Canada) Limited Correspondence from Authorized Parking Only Ltd. Correspondence from Securitas Canada Draft By-law Prepared By: Debbie Watrous Committee Coordinator BT:dw Attachments Approved/Endorsed By: Approved By: Bruce Taylor, City Clerk Gillis A. Paterson, Director, Corporate Services & Treasurer Recommended for the consideration of Pickering City Council Thema*' J. Quinn; Chief A~inistrati~e. Offi'Cer GROUP 4 FALCK (Canada) LIMITED 214 King Street East, 2nd Floor, Oshawa, Ontario I. IH 1C7 6roup4 FaLck April 21, 2005 Sent via fax: 905-420-05i5 The Corporation of the Town of Pickering Councilor's Office One The Esplanade Onta;,o LIV 6K7 Pickering, -; Attention: Deborah Keams Coordinator of Oour~cii Sea'vices Deborah !-.earns, According to the records of this office the foilowir:g persons need to be removed, as our company no longer employs them. JONATHAN FITCHES CRAIG BENNETT STEVE PLUE JASON KILBURN GROUP 4 FALCK (Canada) LIMITED 2~4 King Street East, 2nd Floor, Oshawa, Ontario LIH ~C7 The following are persons I need to be put through council for bylaw certification or confirmed they are appointed at the following Pickering locations. DCC#19 DCC#42 DCC#58 DCC~i 36 DCC#139 DCC#152 OCt#2 OCC#11 1210 RADOM D CC #32 1360 GLEN ANNA 1310 FIELDLIGHT BLVD DCC#51 !958 ROSEFIELD 1975 ROSEFIELD 1525/35 DIEFENBAKER COURT & 1530/40 PICKERiNG PARKWAY 1000/1400 THE ESPLANADE CASITAS MILLENIUM 1625 PICKERING PARKVVAY 925 BAYLY 1235 RADOM 1650 KINGSTON ROAD 1885 GLENANNA ROAD DCC #145 1635 PlCKERING PARKWAY DCC #20 1350 GLENANNA DENISE FRANKLIN UC# 068941 t,'CARL~LANCY LIC# ,0 ~ ~'~t~ DONALD PETER LAWRENCE LIC# 258896 KEITH P~.ARSON LIC# 255850 NICOLAOS KO!TSOPOULOS L!C#284868 RICHARD BELL LIC# 622333 .... , ROBIN RODGERS LIC# 016389 ADRIAN ROZEL LIC#204160 SEAN STAFFORD LIC#273078 TONY MURRAY LIC#054670 Your attention to the above matters is greatly appreciated. Please contact myself when the above persons have been authorized or if any questions arise. Thank you /~ Peter Lawrence, CPO Operations ~uDCrwsor Group 4 Fatck Canada Ltd Oshawa Branch ATT ENl TO REPORT AuthorJzed Parking Only Ltd. 173 Advance Blvd., Unit #45, ~ L6T 4Z7 Phone: (416) 231 - TAGS ENFORCEMENT J Mm'ch 1, 2005 City of Pickering Attention: Debbie One The Esplanade Picketing, Ontario L1V 6K7 Dear Debbie, We would like to have Faiyaz Hyder added to our list of people authorized to issue parking infraction notices in the City of Pickering: Faiyaz Hyder 20 Mississauga Valley Blvd. Apt. # 1008. Mississauga, Ontario L5A 3S 1 Date of birth: December 1, 1952 Please add his name to the following approved properties: 905 Bayly Street, 1915 Denmar Road, 1310 Fieldlight Blvd, 1345 Altona Road, 1655 & 1665 Picketing Parkway, 1235 Radom Street. If you have any questions, please do not hesitate to contact me at 416-231-8247 or fax 905-793-7436. ATTAOH 4ENT TO REPORT 19 April 2005 The Corporation of the City of Pickering Pickering Civic Complex One The Esplanade Pickering, ON L1V 6K7 CITY OF PICKERING PICKERING. ONTARIO Attention: Debbie Kerns Dear Ms. Kerns, Securitas Canada Ltd. Along with Valiant Property Management, Simerra Property Management and Newton Trewlaney Property Management requests that the Corporation of the City of Pickering approve and recognize the following employees of S ecuritas Canada Ltd. as Private Property Parking Enforcement Officers. Dennis John Charles McNaughton Melissa King This being for the properties located at ~, 1100 Begley Street and 1865 Kingston Road in Pickering. Please contact me at 905- 57 !-4040 if you should have any questions. Thanking you in advance for your cooperation in this matter. Sincerely, , Branch Manager o. u ras Cana, da 909 Simcoc Street North, Unit l C Oshawa Ontario LIG 4WI Telephone: (19{15) 571-4040 };ax: (c~05) 571-0617 JATTACHMENT L THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. i TO REPORT Being a by-taw to appoint By-law Enforcement Officers for certain Purposes (Parking Regulation - 1210 & 1235 Radom Street, 1310 Fieldlight Blvd., 1975 & 1958 Rosefield Blvd., 1525 & 1535 Diefenbaker Court, 1530, 1540, 1625 & 1635 Picketing Parkway, 1000 & 1400 The Esplanade, 905 & 925 Bayly Street, 1650 & 1865 Kingston Road, 1350, 1360 & 1885 Glenanna Road, 1915 Denmar Road, 1310 Fieldlight Blvd., 1345 Altona Road, 1655 & 1665 Pickering Parkway, 1100 Begley Street.) WHEREAS pursuant to section 15(I) of the Police Services Act, R.S.O. 1990, c.P.15, as amended, a municipal council may appoint persons to enforce the by-laws of the municipality; and WHEREAS pursuant to section 15(2) of the said Act, municipal by-law enforcement officers are peace officers for the purpose of enforcing municipal by-laws; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: That the following persons be hereby appointed as municipal law enforcement officers in and for the City of Picketing in order to ascertain whether the provisions of By-law 2359~87 are obeyed and to enforce or carry, into effect the said By-law and are hereby authorized to enter at ali reasonable times upon lands municipally known as: a) 1210 & 1235 Radom Street, 1310 Fieldlight Blvd., 1958 & 1975 Rosefield Rd., 1525 & 1535 Diefenbaker Court, 1530 & 1540, 1625 & 1635 Pickering Pkwy., 1000 & 1400 The Esplanade, 925 Bayly Street, 1650 Kingston Road and 1350, 1360 & 1885 G~enanna Road: Doug Pitcher Karl Clancy Richard Bell Donald Lawrence Keith Pearson Nicolaos Koitsopoulos Denise Franklin Robin Rodgers Adrian Rozel Sean Stafford Tony Murray b) 905 Bayly Street, 1915 Denmar Road, 1310 Fieldlight Blvd., 1345 Altona Road, 1655 & 1665 Pickering Parkway and 1235 Radom Street: Faiyaz Hyder c) 1100 Begley Street & 1865 Kingston Road: Dennis John Melissa King Charles McNaughton The authority granted in section i hereto is specifically limited to that set out in section 1, and shall not be deemed, at any time, to exceed the authority set out in section 1. These appointments shall expire upon the persons listed in section l(a) ceasing to be employees of Group 4 Falck (Canada) Limited or upon Group 4 Faick (Canada) Limited ceasing to be agents for 1210 & 1235 Radom Street, 1310 Fieldlight Blvd., 1958 & 1975 Rosefield Rd., 1525 & 1535 Diefenbaker Court, 1530 & 1540, 1625 & 1635 Pickering Pkwy., 1000 & 1400 The Esplanade, 925 Bayly Street, 1650 Kingston Road and 1350, 1360 & 1885 Glenanna Road or upon the persons listed in section l(b) ceasing to be employees of Authorized Parking Only Ltd. or upon Authorized Parking Only Ltd. ceasing to be agents for 905 Bayly Street, 1915 Denmar Road, 1310 Fieldlight Blvd., 1345 Altona Road, 1655 & 1665 Picketing Parkway and 1235 Radom Street, or upon the persons listed in section 1(c) ceasing to be employees of Secudtas Canada or upon Securitas Canada ceasing to be agents for 1100 Begley St. or 1865 Kingston Rd., or whichever shall occur first. BY-LAW read a first, second and third time and finally passed this 16th day of May, 2005. David Ryan, Mayor Bruce Taylor, City Clerk RECOMMENDATION OF THE EXECUTIVE COMMITTEE DATE MOVED BY SECONDED BY That Mayor Ryan be authorized to make the following proclamations: "Arts Week" - May 23 - 29, 2005 "Health Before Pregnancy Month"- June, 2005 "Rick Hansen Wheels in Motion Day" - June 12, 2005 April 12, 2005 CITY CLERK'S DIVISION 72B Old Kingston Road Pickering Village Ajax, ON, LIT 2Z8 Executive Director Angie Littlefield Tel: 905-686-7697 Fax: 905-231-9780 Past Chair Edward Falkenberg Chair dohn Sabean Vice (;hair April Polak Treasurer Gordon Dyck Secretary Carol Sabean Mr. Bruce Taylor City Clerk City of Pickering Dear Mr. Taylor, In recognition of the arts in Durham West and of ARTSFEST as a celebration of the vigorous arts community in Durham Region, The Durham West Arts Centre, and the PineRidge Arts Council seek a proclamation. We ask that the Mayor and Council designate the week of May 23 to May 29, 2005 as ARTS WEEK. Please let us know what forms we need to fill in and on what date we may present our request to Council. Thank you for your attention to this matter, Yours truly, Angie Littlefield, Executive Director Durham West Arts Centre April Polak, President PineRidge Arts Council The Regional Municipality of Durham Health Department HEAD OFFICE SUITE 210 1615 DUNDAS ST. E. WHITBY ON /1N 2L1 CANADA 905-723-8521 Tor: 905-686-2740 1-800-841-2729 Fax: 905-723-6026 www. region.durham.on.ca An Accredited Public Health Agency April 11, 2005 Mr. David Ryan City of Pickering Municipal Office 1 The Esplanade Pickering ON L1V 6K7 Dear Mr. Ryan: The month of June 2005 has been designated as "Health Before Pregnancy" month. During that month, Durham Region Health Department Public Health Nurses, will be highlighting the importance of choosing a healthy lifestyle before pregnancy. The overall theme of the campaign is "Health Before Pregnancy Makes a Difference" with the following topics given special consideration: · Eat healthy and take a daily vitamin that includes 0.4 milligram of folic acid. · Have a healthy weight. · Be physically active. · Avoid alcohol, drugs, smoking and exposure to second-hand smoke. · Have a "circle of support". Each healthy choice that a woman makes before pregnancy helps her to have a healthy baby. We are asking the City of Pickering to pledge support for "Health Before Pregnancy Makes a Difference" campaign by proclaiming June 2005 as "Health Before Pregnancy" month in Pickering. Throughout the month of June, this region wide campaign will include newspaper announcements, community displays and distribution of booklets, posters and bookmarks. For more information and/or to plan an activity in your municipality, please contact the Durham Region Health Department by May 31, 2005 at 905-723-8521 or 1-800-841-2729, extension 2174. We look forward to your positive response and willingness to make "Health Before Pregnancy" month a success. Sincerely,j.~~.~t ~'~~ Debbie Godfrey Public Health Nurse "Service Excellence for Our communities" 100% Post Consumer l ick Hansen Scotmban~ WHEELS IN MOTION ' : Dear Mayor Ryan 2005 We would like to extend an invitation to you and all city employees, their families and friends to participate on Sunday, June 12th at our local Rick Hansen Wheels In Motion event. Rick Hansen wheeled around the wodd for over two years and raised $26 million to help improve the quality of life of people with spinal cord injury (SCI). The remarkable journey continues today, fueled by the hope that a cure for spinal cord injury is possible. In 2003, Rick Hansen Wheels In Motion, Presented by Scotiabank was launched in communities across Canada. Canadians of all ages and abilities came together to wheel, bike, skate, jog or walk along a designated course to raise awareness and funds for people with spinal cord injury. Rick Hansen Wheels In Motion provides the opportunity for our community to come together and inspire others to share Rick's message to make a difference in the lives of people living with a spinal cord injury in our community. Half of the net proceeds from this event will be directed to priority needs identified to improve the quality of life of people living with spinal cord injury. The other half will go towards research that improves everyday life and ultimately leads to a cure. We are currently in the planning stages for our event, however, we would be grateful if City Council could support us with any event logistics required and request that consideration be given to proclaim, Sunday, June 12m as "Rick Hansen Wheels In Motion Day" in Ajax Mayor Ryan your support and that of City Council can help us to have a well-attended, successful event in our community. I will call your office in the next few days to confirm you are in receipt of this letter and to discuss how we might be able to work together towards Sunday, June 12m. In meantime, thank you for your consideration. Yours sincerely, Donald R Carr Ambassador RHWIM 2005 Representing the town of Ajax and city of Picketing Brought to you by your local Rice Hansen Wheels In Motion volunteer event team in support of the Rice Hansen Man In Motion Foundation.