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HomeMy WebLinkAbout08/01/2007 Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson B. Littley J. O'Connell D. Pickles Absent: R. Johnson B. McLean ALSO PRESENT: E. Buntsma - Director, Operations & Emergency Services G. Paterson - Director, Corporate Services & Treasurer N. Carroll - Director, Planning & Development D. Bentley - City Clerk L. Taylor - Manager, Development Review S. Reynolds - Division Head, Culture & Recreation J. Hunwicks - Community Emergency Management Coordinator D. Shields - Deputy Clerk (I) MATTERS FOR CONSIDERATION 1. Director, Planning & Development, Report PD 03-07 Pickering Official Plan Amendment Application OPA 05-003/P Zoning By-law Amendment Application A 10/05 786 Indopak Inc. 875 Kingston Road Part of Lot 27, Range 3, B.F.C. (40R-8710, Parts 1,2 & part of 3) City of Pickerinq Sylvia Spencer, 771 Sheppard Avenue, appeared before the Committee and stated that she had concerns regarding the development of this site. She noted that she was concerned with the shadowing of the building on S1. Paul's Hill and further noted that the hill ices up and the shadowing from the building won't help the Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson situation. She felt that if the building was only 7 stories it would eliminate shadowing. She also noted that she was concerned with the traffic flow in the area and the gas fumes from the gas station. She stated that there would be additional costs to the City to provide safe and appropriate bus shelters and suggested that pedestrian timed signals were needed. She questioned whether there would be restaurants and if they would have liquor licences. She also encouraged more handicapped units. Katherine Baird, 1713 Spruce Hill, appeared before the Committee and also noted her concerns with the shadowing effect the building would have. She stated that she felt there was no place for children to play and noted that children would have to take buses to school and that the schools were already overcrowded. A representative of the developer appeared before Committee. He stated that he concurred with the report and would work with staff with respect to parking. A question and answer period ensued. RECOMMENDATION MOVED by Councillor Pickles Seconded by Mayor Ryan 1. That Official Plan Amendment Application OPA 05-003/P, submitted by 786 Indopak Inc. for lands being Part of Lot 27, Range 3, B.F.C. (40R-8710, Parts 1, 2 & part of 3) to increase the maximum allowable density for the subject lands to 260 units per net hectare be approved as revised to establish a density range of 'over 80 units per hectare and up to and including 260 units per hectare', as set out in Appendix I to Report PO 03-07; 2. That the draft by-law to adopt Amendment 16 to the Pickering Official Plan to establish an allowable density range of over 80 units per hectare and up to and including 260 units per hectare as a site specific exception, as set out in Appendix I to Report PO 03-07 be forwarded to Council for enactment; 3. That Zoning By-law Amendment Application A 10/05, submitted by 786 Indopak Inc. for lands being Part of Lot 27, Range 3, B.F.C. (40R-8710, Part 1, 2 & part of 3) to permit a mix of commercial and residential uses within a mixed use building, be approved; as set out in Appendix" to Report PO 03-07; Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson 4. That the draft by-law to amend Zoning By-law 3036, as amended by By-law 2443/87, to permit a mix of commercial and residential uses within a mixed use building, as set out in Appendix III to Report PO 03-07 be forwarded to Council for enactment; and 5. Further, that Council authorizes the Chief Administrative Officer to review the request made by 786 Indopak Inc. to purchase City-owned lands, identified as "West Shore Boulevard (aka Fairport Road) between Kings Highway No. 2 and Kings Highway No. 401 being road allowance between Lots 26 and 27, Concession Broken Front", to accommodate private access serving the proposed development, and report back to Council on the general terms and conditions of the disposal of these lands, if deemed appropriate. CARRIED 2. Director, Planning & Development, Report PD 01-07 1298989 Ontario Inc., Plan of Subdivision 40M-2033 Final Assumption of Plan of Subdivision RECOMMENDATION MOVED by Councillor Pickles Seconded by Councillor O'Connell 1. That Report PD 01-07 of the Director, Planning & Development regarding the Assumption of Plan 40M-2033, be received; 2. That the highways being Craighurst Court and Collingsbrook Court within Plan 40M-2033 be assumed for public use; 3. That the services required by the Subdivision Agreement relating to Plan 40M-2033, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance, save and except from Block 31, Plan 40M-2033; Executive Committee Meeting Minutes Monday January 8, 2007 7: 30 pm Council Chambers Chair: Councillor Dickerson 4. That the Subdivision Agreement and any amendments thereto relating to Plan 40M-2033 be released and removed from title; and, 5. That By-law 1416/82 (Places of Amusement) be amended to include the roads being Craighurst Court and Collingsbrook Court within Plan 40M-2033. CARRIED 3. Director, Operations & Emergency SeNices, Report OES 01-07 Quotation Q-57 -2006 Storrinqton Pedestrian Bridqe Replacement. Pine Creek A question and answer period ensued. RECOMMENDATION MOVED by Councillor O'Connell Seconded by Mayor Ryan 1. That Report OES 01-07 regarding the Storrington Pedestrian Bridge Replacement, Pine Creek, be received; 2. That Quotation Q-57-2006 submitted by Rutherford Contracting Limited for the Storrington Pedestrian Bridge Replacement at a cost of $106,348.43 (GST included) be accepted; 3. That the total gross project cost of $132,213 (GST included) including the quotation amount and other associated costs, and the total net project cost of $124,729, be approved; 4. That Council authorize the Director, Corporate SeNices & Treasurer to finance the project through the issuance of debentures; and a) That debt financing through the Regional Municipality of Durham in the amount of $124,000 for a period not exceeding 10 years, at a rate to be determined be approved; b) That the balance amount of $729 be funded from the 2007 Current Budget; c) That the annual repayment charges in the amount of approximately $16,450 be included in the annual Current Budget for the City of Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson Pickering commencing in 2008, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; d) That it be noted that the Director, Corporate Services & Treasurer has updated the City's 2006 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario, and would not cause the City to exceed the updated Limit, and therefore, Ontario Municipal Board approval was not required prior to City Council's authorization; 6. That the Treasurer be authorized to take any actions necessary in order to effect the foregoing; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. CARRIED 4. Director, Operations & Emergency Services, Report OES 03-07 Community Emergency Management Program New Bvlaw. Proqram Description, and Plan The Community Emergency Management Coordinator, appeared before the Committee and provided a brief presentation on the Community Emergency Management Program. A copy of the powerpoint presentation was provided to all members present. A brief question and answer period ensued. RECOMMENDATION MOVED by Councillor Pickles Seconded by Councillor Littley 1. That Report OES 03-07 of the Director, Operations & Emergency Services regarding the Community Emergency Management Program be received; 2. That By-law 6468/99 be repealed; and, 3. That the Community Emergency Management Program By-law be enacted. Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson CARRIED 5. Director, Operations & Emergency Services, Report OES 06-07 The Canadian Progress Club - Durham South Lease Renewal- Front Street Centre RECOMMENDATION MOVED by Mayor Ryan Seconded by Councillor Pickles 1. That Report OES 06-07 of the Director, Operations & Emergency Services be received; and, 2. That the Mayor and the Clerk be authorized to execute a renewal lease agreement to permit The Canadian Progress Club - Durham South to continue their use for club and community purposes at the Front Street Centre from January 1, 2007 to December 31, 2010, that is in the form and substance acceptable to the Director, Operations & Emergency Services and the City Solicitor. CARRIED 6. Director, Corporate Services & Treasurer, Report CS 01-07 2007 Interim Spendinq Authoritv RECOMMENDATION MOVED by Councillor Littley Seconded by Councillor O'Connell 1. That Report CS 01-07 from the Director, Corporate Services & Treasurer be received; 2. That the 2007 Interim Operating Expenditures be approved at 50% of the prior years' budget including adjustments as contained in Attachment 1, pending approval of the formal 2007 Current Budgets by Council; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson CARRIED 7. Director, Corporate Services & Treasurer, Report CS 02-07 2007 Temporary BorrowinQ By-law RECOMMENDATION MOVED by Councillor Pickles Seconded by Councillor O'Connell 1. That Report CS 02-07 from the Director, Corporate Services & Treasurer be received; 2. That the temporary borrowing limit to meet 2007 current expenditures pending receipt of taxes and other revenues be established at $27,700,000 for the period January 1, 2006 to September 30, 2007 inclusive, and $13,900,000 thereafter until December 31, 2007; 3. That the temporary borrowing limit for capital purposes for 2007 be established at $18,000,000; 4. That the attached draft By-law, providing for the temporary borrowing of monies, be enacted; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. CARRIED 8. Director, Corporate Services & Treasurer, Report CS 03-07 2007 Interim Levy and Interim Tax Instalment Due Dates RECOMMENDATION MOVED by Councillor O'Connell Seconded by Councillor Littley Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson 1. That Report CS 03-07 of the Director, Corporate Services & Treasurer be received; 2. That an interim levy be adopted for 2007 for all of the realty property classes; 3. That the interim levy tax instalment due dates be February 27 and April 27, 2007; 4. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering due dates, in order to ensure the tax billing process is completed; 5. That the attached draft By-law, providing for the imposition of the taxes, be enacted; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. CARRIED 9. Director, Corporate Services & Treasurer CS 06-07 City Contributions to Elected Officials Reqistered Retirement Savinqs Plan (RRSP) Discussion ensued on this matter. The Director, Corporate Services & Treasurer responded to questions in relation to the Council Compensation and Communications Policy, as it related to purchases for computers for Members of Council. . Based on the discussion, staff were requested to prepare a report outlining the hardware and software purchases by and for Members of Council from January 2000 to present, along with comments related to the computer replacement program. RECOMMENDATION MOVED by Councillor O'Connell Seconded by Coucillor Pickles Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson 1. That Report CS 06-07 from the Director, Corporate Services Treasurer be received; 2. That the amendments to the Council Compensation and Communications Policy Section 12 as indicated in this report effective January 1,2006 be approved; 3. That the amendments to Section 16 Computer Hardware/Software and Telecommunications Equipment, noted as follows, be approved; a) That Section 16, part a) of the policy be deleted and replaced with the following: 16 a) A capital budget which reflects a 4 year term per Member of Council shall be in effect for the acquisition of computer hardware/software and telecommunications equipment. Expenditures of this allocation shall only be made in the first three years of office following a general election or appointment and prior to the approval of the following years budget shall be charged to this allocation. b) That Section 16, part c) of the policy be deleted and replaced with the following: 16 c) Following a general municipal election, by-election or appointment, the new Member(s) of Council shall be contacted by staff to determine their needs. Members of Council may choose to be supplied with equipment recommended by City Staff or they may choose to be supplied with equipment of their choice. Where a member of Council chooses to be supplied with equipment of their choice it must be demonstrated through either internal/external resources that their equipment of choice is compatible with the City Network. Where technical support for the equipment may not be available by IT due to a lack of resources that would impact on their ability to service the product, the member shall be responsible for acquiring any required external support which shall be charged to the budget as set out in section 16a. At the point of delivery of the equipment, Members of Council shall be required to sign the Home Equipment Agreement, which shall set out the equipment that has been supplied to the Member and the conditions under which it has been supplied. Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson c) That Section 16 part e) of the policy be deleted and replaced with the following: 16 e) Every Member of Council who does not continue to hold municipal office shall be provided the option to purchase all or any of the equipment that was purchased and or provided by the City at a price to be determined by current market value by an independent source acquired through IT. Where equipment and/or service has been leased by the City on behalf of the former Member, the Member shall have the option to assume the remainder of the current lease independent of the City for its duration. Where a former Member opts to return to the City all or any of the equipment Member(s) currently holding office shall be offered the option to acquire said equipment. In such case no cost shall be charged to the Member's budget. Where Member(s) of Council decline the option to acquire any of the returned equipment, the equipment shall be offered to other departments within the City. In the event the former Member does not respond to any of the above options, the matter shall be referred to the Chief Administrative Officer (CAO) to pursue. 4 That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. CARRIED 10. Director, Corporate Services & Treasurer CS 07-07 Request for Waiver of Hall Rental Fee for East and West Salon of the Pickering Recreation Complex from The Youth Centre Fundraiser for the Centre RECOMMENDATION MOVED by Mayor Ryan Seconded by Councillor Pickles 1. That the request of John Chaplin, Board Chair of the Youth Centre, to waive the hall rental fee of the East and West Salons at the Pickering Recreation Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson Complex on Saturday, march 24, 2007, in support of a fundraising event to raise funds for the Youth Centre be received; 2. That a grant in the amount of $1,565.80 be made to the Youth Centre to offset the said rental fee of the East and West Salons at the Pickering Recreation Complex on Saturday, March 24, 2007; and, 3. That this amount be charged to Account 2195 (Grants to Organizations & individuals ). CARRIED 11. Director, Corporate Services & Treasurer CS 09-07 Animal Services Shelter Agreement Pickering Animal Services & Claremont Veterinary Services Shelter Service Public/Private Partnership AQreement A question and answer period ensued. RECOMMENDATION MOVED by Mayor Ryan Seconded by Councillor O'Connell 1. That Report CS 09-07 of the Director, Corporate Services & Treasurer be received; 2. That the proposal as submitted by Claremont Veterinary Services for the provision of shelter services, including staffing, rent and animal intake/care be approved at an annual cost of $40,000.00 for a term not to exceed five years; 3. That the Mayor and Clerk be authorized to enter into a lease, and any other necessary agreements, satisfactory to the City Solicitor and the Director, Corporate Services & Treasurer, with Claremont Veterinary Services; 4 That 2007 pre-budget approval in an amount not to exceed $25,000.00 be approved for the purpose of leasehold improvements at the Claremont Veterinary Services, 2015 Concession 9, R.R. #5, Claremont; and, Executive Committee Meeting Minutes Monday January 8, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson 5. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. CARRIED (II) OTHER BUSINESS 1. The Chief Administrative Officer was provided direction on the following: a) Councillor Littley requested an update from staff as to whether there had been any City initiated public consultation since the passage of the Greenbelt Plan, regarding the Regional initiative to remove the Cherrywood lands (located in the southern part of the Duffin Rouge Agricultural Preserve) from the Greenbelt Plan Area, as shown in Supplemental Attachment #1 to Regional Planning Commissioner's Report #2007 -P-4, which is scheduled to be dealt with by the Regional Council on January 24, 2007. b) Councillor Pickles requested staff to provide Members of Council with a copy of the Town of Ajax By-law 160-2006, with respect to Entertainment Establishments Licensing. 2. The following matters were also noted: a) Councillor O'Connell advised that she would be presenting a Notice of Motion at the February 5, 2007 meeting of Council with respect to establishment and appointment to a Benchmarking and Sustainable Pickering Advisory Committee. b) Councillor Dickerson advised that he would be presenting a Notice of Motion with respect to trans fat in foods. (III) ADJOURNMENT The meeting adjourned at 9: 15 pm.