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Home My WebLink AboutJune 16, 2008 Council Meeting Agenda Monday, June 16, 2008 Council Chambers 7:30 pm IN CAMERA MEETING OF COUNCIL HAS BEEN SCHEDULED FOR 7:15 PM I) INVOCATION Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation. II) DISCLOSURE OF INTEREST III) ADOPTION OF MINUTES Council Meeting Minutes May 20,2008 In Camera Planning & Development Committee Minutes, June 2, 2008 Planning & Development Committee Minutes, June 2, 2008 Special Council Meeting Minutes, June 9, 2008 In Camera Executive Committee Minutes, June 9, 2008 Executive Committee Minutes, June 9, 2008 PAGE 1 - 26 Under Separate Cover 27 - 32 33 - 35 Under Separate Cover 36 - 43 IV) PRESENTA TIONS V) DELEGA TIONS 44 VI) CORRESPONDENCE 45 - 158 VII) COMMITTEE REPORTS 159 - 165 a) Report PO 2008-06 of the Planning & Development Committee b) Report EC 2008-05 of the Executive Committee VIII) REPORTS - NEW AND UNFINISHED BUSINESS 166-192 IX) MOTIONS AND NOTICE OF MOTIONS 193-194 X) BY-LAWS 195-203 XI) OTHER BUSINESS XII) CONFIRMATION BY-LAW Council Meeting Agenda Monday, June 16, 2008 Council Chambers 7:30 pm XIII) ADJOURNMENT FOR INFORMA liON ONLY · Minutes from Pickering Museum Village Advisory Committee, April 17, 2008 · Minutes from Seaton Advisory Committee, April 22,2008 · Minutes from Committee of Adjustment, May 7, 2008 · Minutes from Waterfront Coordinating Committee, May 15, 2008 · Minutes from Communities in Bloom, May 20, 2008 · Minutes from Heritage Pickering Advisory Committee, May 27, 2008 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers \ '1 i 1 PRESENT: Mayor David Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T. Quinn E. Buntsma T. Melymuk G. Paterson D. Wilcox L. Broad - Chief Administrative Officer - Director, Operations & Emergency Services - Director, Office of Sustainability - Director, Corporate Services & Treasurer - City Clerk - Coordinator, Records & Elections (I) INVOCATION Mayor Ryan called the meeting to order and led Council In the saying of the Invocation. (II) DISCLOSURE OF INTEREST 1. Councillor McLean made a declaration of interest under the Municipal Conflict of Interest Act with respect to Item 1) of New and Unfinished Business, Report OES 15- 08, with respect to the City's position respecting OMB appeal of PICA 43/07, S.R. & R Bay Ridges Ltd., as he had a financial interest in the matter. Councillor McLean did not take part in the discussion or vote on the matter. (III) ADOPTION OF MINUTES Resolution # 87/08 Moved by Councillor Johnson Seconded by Councillor Littley 1 Council Meeting Minutes 'i . 2 Tuesday, May 20, 2008 7:30 PM Council Chambers In Camera Council Meeting, April 21 ,2008 Council Meeting Minutes April 21, 2008 Planning & Development Committee, May 5, 2008 In Camera Executive Committee, May 12, 2008 Executive Committee, May 12, 2008 CARRIED (III) PRESENTATIONS 1. Mike McMahon, President Pickering Men's Slo-Pitch League Re: Cheque Presentation to Pickerinq Council President Mike McMahon, Pickering Men's Slo-Pitch League, appeared before Council to present a cheque in the amount of $125,000 to go towards a future baseball diamond quad facility. Mr. McMahon thanked the City of Pickering for all of their support over the years. (IV) DELEGATIONS 1. Tom Batchellor, President Rotary Club of Ajax Afsar Naqvi, President Rotary Club of Pickering Lon Harnish, Chairperson and June Morrison, Co-Chair Pickering Ribfest Re: 1st Annual Pickerinq Ribfest Tom Batchellor, Afsar Naqvi, and June Morrison appeared before Council to give an overview of the 1 st Annual City of Pickering Ribfest event. The Rotary Club hopes that there will be a good turnout and that Council will appear to support the event. Councillor Johnson presented the Rotary Club with a cheque in the amount of $15,000. 2. Honourable Steven W. Mahoney, Chair Workplace Safety & Insurance Board Re: Notice of Motion Community Workplace Health and Safety Charter 2 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers z ,) Honourable Steven Mahoney, Chair of the Workplace Safety & Insurance Board appeared before Council to discuss the importance of Health & Safety in the workplace and to challenge the City of Pickering Council to become leaders and champions to eliminate injuries, illnesses and fatalities in the workplace. Mr. Mahoney invited Mayor Ryan to sign a charter stating the City of Pickering's support towards making Health & Safety a priority in the workplace. Mr. Mahoney asked that this charter be displayed predominantly in various City of Pickering locations. Moved by Councillor Johnson Seconded by Councillor McLean That the rules of procedure be suspended in order to deal with the Notice of Motion with respect to the Community Workplace Health & Safety Charter. CARRIED ON A 2/3 MAJORITY VOTE Resolution # 87B/08 Moved by Councillor Johnson Seconded by Councillor Littley COMMUNITY WORKPLACE HEALTH AND SAFETY CHARTER WHEREAS the Council of the City of Pickering recognizes the principle that engaging senior community leadership in all sectors is fundamental to ensuring real change occurs in eliminating workplace injuries in our community; WHEREAS the Council of the City of Pickering accepts that effectively managing workplace health, safety and wellness is essential for our community's continued social welfare and economic success; and WHEREAS the Council of the City of Pickering recognizes that the involvement of all sectors of our community at every level in the workplace is a prerequisite to eliminating workplace injuries in the City of Pickering; THEREFORE, BE IT RESOLVED THAT the Council of the City of Pickering hereby supports the Workplace Safety and Insurance Board's Community Workplace Health and Safety Charter; and FURTHER THAT the Council of the City of Pickering is committed to actively participating within a learning community that provides and receives best practices for 3 Council Meeting Minutes 4 Tuesday, May 20, 2008 7:30 PM Council Chambers the enhancement of employee physical, social and mental well-being In all employment sectors within our community. CARRI ED UNANIMOUSL Y 3. Paul Savel Pickering Museum Advisory Committee Re: Tapestry Event Paul Savel from the Pickering Museum Advisory Committee appeared before Council to discuss the Tapestry Event. Mr. Savel described the event as an opportunity to explore the world while walking around one village, which allows people to celebrate diverse cultures. This years Tapestry Event will be taking place on June ih, and Mr. Savel hopes that Council will support this event. 4. Kirk Mark Siobhan Saravanamutto Re: Pickering Advisory Committee on Race Relations & Equity 2007 Annual Report (Refer to Corr. No. 40-08) Kirk Mark and Siobhan Saravanamutto appeared before Council to provide an overview of the 2007 Annual Report and the 2008 Workplan of the Pickering Advisory Committee on Race Relations & Equity. Key highlights of their presentation included descriptions of 2007 outreach events, including the writing contest, community survey and the tapestry event. Looking ahead to 2008, the Committee plans on increasing their outreach efforts. 5. Pamela Fuselli, Chair Heritage Pickering Advisory Committee Re: 2007 Annual Report (Refer to Corr. No. 41-08) Deferred to the June 16th Council meeting. N) CORRESPONDENCE 1. CORR. 36-08 PATTIE L. BARRIE MUNICIPAL CLERK MUNICIPALITY OF CLARINGTON 40 Temperance Street Bowmanville. ON L 1 C 3A6 4 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers ~) Resolution # 88/08 Moved by Councillor Johnson Seconded by Councillor McLean 1. That CORR. 36-08 received from Pattie L. Barrie, Municipal Clerk, Municipality of Clarington, with regards to the Energy From Waste issue asking that the area Clerks, Mayor and Members of Council partner in the public information session, be received for information; and 2. Further, that the City Clerk clarify how the Municipality of Clarington would like to partner with the City of Pickering in this initiative. CARRIED 2. CORR. 37-08 LORI RIVIERE PROJECT PLANNER REGION OF DURHAM 605 Rossland Road East Whitby. ON L 1 N 6A3 Resolution # 89/08 Moved by Councillor Dickerson Seconded by Councillor Pickles That CORR. 37-08 received from Lori Riviere, Project Planner, Region of Durham with respect to a new application to amend the Durham Regional Official Plan for Council's review and requesting Council's comments and recommendations within 60 days, be referred to the Director, Planning & Development. CARRI ED 3. CORR. 38-08 DURHAM/YORK RESIDUAL WASTE STUDY P.O. BOX 42009 2851 JOHN STREET Markham. ON L3R 5R7 Resolution # 90/08 5 Council Meeting Minutes 16 Tuesday, May 20, 2008 7:30 PM Council Chambers Moved by Councillor McLean Seconded by Councillor Johnson That CORR. 38-08 received from the Regional Municipality of York providing a status update and outlining the next steps with respect to the DurhamlYork Residual Waste Study, be received for information. CARRIED 4. CORR. 39-08 BLAIR LABELLE MANAGER OF LEGISLATIVE SERVICES/DEPUTY CLERK TOWN OF AJAX 65 Harwood Avenue South Aiax, ON L 1 S 2H9 General discussion ensued on this matter, noting that it would be discussed at an upcoming meeting of Regional Council. Resolution # 91/08 Moved by Councillor Littley Seconded by Councillor Johnson That CORR. 39-08, received from Blair Labelle, Manager of Legislative Services/Deputy Clerk, Town of Ajax advising that at a meeting of the Council of the Town of Ajax held on April 28, 2008, Council passed a resolution to prohibit the commercial advertising of food and beverages to children less than thirteen years of age, be tabled. CARRI ED 5. CORR. 40-08 PICKERING ADVISORY COMMITTEE ON RACE RELATIONS & EQUITY CITY OF PICKERING Resolution # 92/08 Moved by Councillor McLean Seconded by Councillor Johnson 6 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers '7 That CORR. 40-08, from the Pickering Advisory Committee on Race Relations & Equity, submitting their 2007 Year End Report and 2008 Workplan, be received for information. CARRIED 6. CORR. 41-08 HERITAGE PICKERING ADVISORY COMMITTEE CITY OF PICKERING This matter was deferred to the June 16, 2008 meeting of Council. 7. CORR. 42-08 PICKERING MUSEUM ADVISORY COMMITTEE CITY OF PICKERING Resolution #93/08 Moved by Councillor McLean Seconded by Councillor Johnson That CORR. 42-08, from the Pickering Museum Advisory Committee submitting their 2007 Year End Report and 2008 Workplan, be received for information. CARRIED 8. CORR. 43-08 WATERFRONT COORDINATING COMMITTEE CITY OF PICKERING Resolution #94/08 Moved by Councillor O'Connell Seconded by Councillor Johnson That CORR. 43-08, from the Waterfront Coordinating Committee submitting their 2007 Year End Report and 2008 Workplan, be received for information. CARRIED 7 Council Meeting Minutes .0 () Tuesday, May 20, 2008 7:30 PM Council Chambers 9. CORR. 44-08 COMMUNITIES AGAINST VIOLENCE EVERYWHERE COMMITTEE CITY OF PICKERING Resolution #95/08 Moved by Councillor Dickerson Seconded by Councillor McLean That CORR. 44-08 from the Communities Against Violence Everywhere Committee (CAVE), submitting their 2007 Year End Report and 2008 Workplan summary be received for information. CARRIED LATER IN THE MEETING (See Following Motions) Resolution #96/08 Moved by Councillor Pickles Seconded by Councillor Littley That CORR. 44-08 from the Communities Against Violence Everywhere Committee (CAVE), be referred back to staff for further review. MOTION DEFEATED Moved by Councillor Dickerson Seconded by Councillor McLean Resolution #97/08 That the main motion of Councillors Dickerson and McLean be amended by adding the following as Items 2 and 3; '2. That the Committee distribute all information gathered and recommendations devised by this Committee and to disseminate to all local agencies who have a vested interest and thus may be of benefit followed by the disbandment of CAVE; and 8 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers 9 3. That the Council of the City of Pickering thank all members of the Communities Against Violence Everywhere for their hard work and dedication as volunteers to the City of Pickering.' CARRIED The main motion of Councillors Dickerson and Mclean, was then CARRIED AS AMENDED on a RECORDED VOTE AS FOllOWS: YES NO Councillor Dickerson Councillor Johnson Councillor Mclean Councillor Pickles Mayor Ryan Councillor Littley Councillor O'Connell 10. CORR. 45-08 MARISA CARPINO SUPERVISOR, CULTURE & RECREATION CITY OF PICKERING Resolution #98/08 Moved by Councillor Johnson Seconded by Councillor Pickles That CORR. 45-08, received from Marisa Carpino, Supervisor, Culture & Recreation, requesting that the City of Pickering proclaim the month of Mayas "Asian Heritage Month", be proclaimed. CARRIED 11. CORR. 46-08 JOAN BOOTH, EXECUTIVE DIRECTOR SPINA BIFIDA & HYDROCEPHALUS ASSOCIATION OF ONTARIO 555 Richmond Street West P.O. Box 103, Suite 1006 Toronto, ON M5V 3B 1 Resolution #99/08 9 Council Meeting Minutes u Tuesday, May 20, 2008 7:30 PM Council Chambers Moved by Councillor Johnson Seconded by Councillor Pickles That CORR. 46-08, received from Joan Booth, Executive Director, Spina Bifida & Hydrocephalus Association of Ontario requesting that the City of Pickering proclaim June as "Spina Bifida and Hydrocephalus Awareness Month", be proclaimed. CARRIED 12. CORR.47-08 M. AILEEN CARROLL, MINISTER MINSTER RESPONSIBLE FOR SENIORS 5th Floor, Mowat Block 900 Bay Street Toronto. ON M7A 1L2 Resolution #100/08 Moved by Councillor Johnson Seconded by Councillor Pickles That CORR. 47-08, received from M. Aileen Carroll, Minister, Minister Responsible for Seniors, requesting that the City of Pickering proclaim June as "Seniors Month", be proclaimed. CARRIED 13. CORR. 48-08 PETER LOVE ONTARIO'S CHIEF ENERGY CONSERVATION OFFICER Resolution #101/08 Moved by Councillor Johnson Seconded by Councillor Pickles That CORR. 48-08, received from Peter Love, Ontario's Chief Energy Conservation Officer requesting that the City of Pickering proclaim May 25 - 31 as "Energy Conservation Week", be proclaimed. CARRI ED 10 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers 1 i (V) COMMITTEE REPORTS a) REPORT PO 2008-05 OF THE PLANNING & DEVELOPMENT COMMITTEE 1. Director, Planning & Development, Report PO 11-08 Fairport Developments Inc. /Yorkwood Investments Limited Plan of Subdivision 40M-1692 Sandbury Building (Pickering) Corporation Plan of Subdivision 40M-1696 A. Macinnis Construction Co. Ltd. fEdward R. Macinnis Construction Ltd. Cougs Investments Ltd. /Wilson, Kenneth and Russell Plan of Subdivision 40M-1712 668390 Ontario Ltd. fLee, Robert and Joyce Plan of Subdivision 40M-1739 Final Assumption of Plans of Subdivision COUNCIL DECISION 1. That Report PO 11-08 of the Director, Planning & Development regarding the Final Assumption of Plans of Subdivision 40M-1692, 40M-1696, 40M-1712 and 40M-1739 be received; 2. That the highways being Rockwood Drive, Sweetbriar Court and Pine Grove Avenue within Plan 40M-1692 be assumed for public use; 3. That the highway being Cowan Circle within Plan 40M-1696 be assumed for public use; 4. That the highway being Stover Crescent within Plan 40M-1712 be assumed for public use; 5. That the highway being Rockwood Drive within Plan 40M-1739 be assumed for public use; 6. That the services required by the Subdivision Agreements relating to Plans 40M-1692, 40M-1696, 40M-1712 and 40M-1739, 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 11 Council Meeting Minutes ,2 Tuesday, May 20, 2008 7:30 PM Council Chambers except from Blocks 55 and 56, Plan 40M-1692; Blocks 8, 9 and 10, Plan 40M-1696 and the remainder of Block 44, Plan 40M-1739, being Part 6, Plan 40R-21113; 7. That the Subdivision Agreements and any amendments thereto relating to Plans 40M-1692, 40M-1696, 40M-1712 and 40M-1739, save and except from Block 55, Plan 40M-1692, be released and removed from title; 8. That Council enact a By-law to dedicate Block 59, Plan 40M-1692 as public highway; 9. That Council enact a By-law to dedicate part of Blocks K and L, Plan 418, Pickering, being Part 1, Plan 40R-,12933 and Part 3, Plan 40R-12296 as public highways; and 10. That Council enact a By-law to dedicate Blocks 42 and 43, Plan 40M-1739 as public highway. 2. Director, Planning & Development Report PD 16-08 387798 Ontario Limited Plan of Subdivision 40M-2002 Final Assumption of Plan of Subdivision COUNCIL DECISION 1. That Report PD 16-08 of the Director, Planning & Development regarding the Final Assumption of Plan of Subdivision 40M-2002 be received; 2. That the highway being Bloomfield Court within Plan 40M-2002 be assumed for public use; 3. That the services required by the Subdivision Agreement relating to Plan 40M-2002, 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; and 4. That the Subdivision Agreement and any amendments thereto relating to Plan 40M-2002 be released and removed from title. 12 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers 7 ,) 3. Director, Planning & Development, Report PD 18-08 Request from Toronto and Region Conservation Authority Respectinq 541 Rodd Avenue COUNCIL DECISION 1. That the Toronto Region Conservation Authority (TRCA) be advised that the City of Pickering has no municipal interest in the building located at 541 Rodd Avenue, and, 2. That should TRCA permit the current tenant at 541 Rodd Avenue to dismantle and relocate the existing dwelling to 547 Rodd Avenue, the City requests that any agreement between the Authority and the tenant require that: a) such relocation comply with the City of Pickering Zoning By-law requirements; b) a building permit be obtained for the proposed construction, and 3. Further, that following removal of the building at 541 Rodd Avenue, a 1.2 metre high chain link fence be erected by the Authority, on TRCA lands, adjacent to the rear lot line of 537, 537A, 545, and 547 Rodd Avenue, to delineate the boundary between TRCA ownership and private residential ownership. 4. Director, Planning & Development, Report PD 20-08 Zoning By-law Amendment Application A 9/07 Canadian Property Holdings Inc. 1100 Squires Beach Road Part of Lots 27, 28 and Lot 29, Plan M-1040 City of Pickerinq COUNCIL DECISION 1. That Zoning By-law Amendment Application A 9/07, submitted by Canadian Property Holdings Inc. on Part of Lots 27, 28 and Lot 29, Plan M-1040, be approved, subject to the Recommended Conditions of Approval included with Report PD 20-08 as Appendix I; and 2. Further, that the implementing zoning by-law, included with Report PD 20-08 as Appendix II, be forwarded to Council for enactment at such time as the Director, Planning & Development is satisfied that the environmental concerns outlined in the Region of Durham's letter of January 8, 2008 have been addressed. 13 Council Meeting Minutes il Tuesday, May 20, 2008 7:30 PM Council Chambers Resolution #102/08 Moved by Councillor McLean Seconded by Councillor Johnson That the Report of the Planning and Development Committee PD 2008-05, dated May 5, 2008, be adopted CARRIED b) REPORT EC 2008-04 OF THE EXECUTIVE COMMITTEE 1. Director, Corporate Services & Treasurer and City Solicitor, Report CS 16-08 APT A - Outstandinq Financial Matters COUNCIL DECISION That the recommendations as contained in Confidential Report CS 16-08 of the Director, Corporate Services & Treasurer and City Solicitor, be adopted. 2. Chief Administrative Officer, Report CAO 04-08 Acquisition and Disposal of Land Interests - Amendments to Policy ADM 130 COUNCIL DECISION 1. That Report CAO 04-08 of the Chief Administrative Officer be received; and 2. Policy ADM 130 (Acquisition and Disposal of Land) be amended as set out in Attachment No.2. 3. Director, Operations & Emergency Services, Report OES 02-08 City's Traffic & Parking By-law No. 6604/05 - Housekeepinq and Updatinq Amendments COUNCIL DECISION 1. That Report OES 02-08 of the Director, Operations & Emergency Services regarding proposed amendments to the City's Traffic & Parking By-law No. 6604/05 be received; and 14 Council Meeting Minutes Tuesday, May 20,2008 7:30 PM Council Chambers r~ '-) 2. That the draft by-law attached to this report be enacted to amend By-law No. 6604/05. 4. Director, Operations & Emergency Services, Report OES 07-08 Reqional Cyclinq Plan COUNCIL DECISION 1. That Report OES 07-08 regarding the Regional Cycling Plan be received; and 2. That Council endorse staff comments as provided with the report and that Report OES 07-08 be forwarded to the Regional Municipality of Durham. 5. Director, Operations & Emergency Services, Report OES 12-08 Draft Pesticide Use By-law and Province of Ontario Bill 64 COUNCIL DECISION 1. That Report OES 12-08 of the Director, Operations & Emergency Services be received; and 2. That the City of Pickering staff prepare comments to be issued to the Province of Ontario as part of the Bill 64 public consultation process. 6. Director, Corporate Services & Treasurer, Report, CS 08-08 Seaton and City Development Charge and Financial Impact Studies COUNCIL DECISION 1. That Report CS 08-08 of the Director, Corporate Services & Treasurer be received; 2. That the provisions of the City's Purchasing Policy, Item 04.09 be waived and the Director, Corporate Services & Treasurer be authorized to engage the firm of Watson & Associates Economists for the Development Charge and Financial Impact Studies as provided for in the 2008 Current Budget and as discussed in this report; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 15 Council Meeting Minutes 16 Tuesday, May 20, 2008 7:30 PM Council Chambers 7. Director, Corporate Services & Treasurer, Report, CS 15-08 Development Charges Reserve Fund -Statement of the Treasurer for 2007 COUNCIL DECISION That Report CS 15-08 of the Director, Corporate Services & Treasurer respecting the Development Charges Reserve Fund be received for information. 9. Director, Corporate Services & Treasurer, Report, Item CS 18-08 2008 Tax Rates for all Classes of Property and Final Tax Due Dates For All Realty Tax Classes Except for Commercial, Industrial & Multi- Residential Realtv Classes COUNCIL DECISION 1. That Report CS 18-08 of the Director, Corporate Services & Treasurer be received; 2. That the 2008 Residential tax rates for the City of Pickering be approved as contained in Schedule A of the by-law attached hereto; 3. That the tax levy due dates for the Final Billing be July 9, 2008 and September 26, 2008 excluding the industrial, multi-residential and commercial realty tax classes; 4. That the attached draft by-law providing for the imposition of the tax rates, be enacted; 5. 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; 6. That the Director, Corporate Services & Treasurer be authorized to make any changes to the final tax rates to comply with Provincial regulations; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 10. Director, Corporate Services & Treasurer, Report CS 19-08 Final Approval for Financing of Council Approved Capital Budget- External Borrowinq Throuqh the Issuance of Debentures 16 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers 7 COUNCIL DECISION 1. That Report CS 19-08 from the Director, Corporate Services & Treasurer be approved; 2. That the Director, Corporate Services & Treasurer be authorized to: a) undertake long term financing through the issuance of debentures through the Regional Municipality of Durham up to a maximum amount of $630,000 for a period not exceeding 15 years for the Ice Rink 2 Renovations at the Don Beer Arena; b) undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans or a financial institution offering long term financing under similar terms and conditions; c) make any changes, adjustments, and revisions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; 3. That the costs of undertaking the financing, currently estimated at approximately $5,000 be charged to the 2008 Current Budget, General Government-Annual Charges Debentures & Loans Repayment; 4. That the estimated annual repayment costs of principal and interest amounting to approximately $65,000 be included in the 2009 Current Budget and thereafter until the debentures is repaid; 5. That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debentures or long term financing arrangements, through the Regional Municipality of Durham, a financial institution, internal loans or whatever means necessary at the discretion of the Treasurer; 6. That the Director, Corporate Services & Treasurer be authorized to engage the. services of any individual or firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an undertaking and any other aspects in regards to the financing of capital projects; 17 Council Meeting Minutes t, . 1 t3 Tuesday, May 20, 2008 7:30 PM Council Chambers 7. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised to other capital projects for which long-term financing is required, as is permitted under the Municipal Act, 2001; 8. That the attached draft by-law, providing for the authorization for the issuance of debentures, be enacted; and, 9. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 11. Director, Corporate Services & Treasurer, Report CS 21-08 2008 Annual Repayment Limit for Debt and Financial Obliqations COUNCIL DECISION That Report CS 21-08 of the Director, Corporate Services & Treasurer regarding the 2008 Annual Repayment Limit for Debt and Financial Obligations be received for information. 12. Director, Corporate Services & Treasurer, Report CS 25-08 Formal Quotations - Quarterly Report for Information COUNCIL DECISION That Report CS 25-08 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for Information be received for information. 13. Director, Operations & Emergency Services, Report OES 13-08 No Parking By-law, Sunrise Avenue -Amendment to By-law 6604/05 COUNCIL DECISION 1. That Report OES 13-08 of the Director, Operations & Emergency Services regarding a proposed amendment to the Municipal Traffic By-law 6604/05 be received; and 2. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation or parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. 18 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers o ) Resolution #103/08 Moved by Councillor McLean Seconded by Councillor Johnson That the Report of the Executive Committee EC 2008-04, dated May 12, 2008, be adopted, save and except Item 8. CARRIED 8. Director, Corporate Services & Treasurer, Report, CS 17-08 Section 357/358 of the Municipal Act - Adiustment to Taxes Resolution #1 03A-08 Moved by Councillor McLean Seconded by Councillor Johnson COUNCIL DECISION 1. That Report CS 17 -08 of the Director, Corporate Services & Treasurer be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. CARRIED (VI) REPORTS - NEW AND UNFINISHED BUSINESS 1. Director, Operations & Emergency Services, Report OES 15-08 Bay Ridges Road Restoration SR & R Bay Ridges Ltd. Cost Sharing Agreement Addendum Report to OES 11-08 At the May 12, 2008 meeting of the Executive Committee, the Chief Administrative Officer requested that Report OES 11-08 of the Director, Operations & Emergency Services be referred back to staff for the purpose of verifying the City's share of the cost sharing estimate. 19 Council Meeting Minutes ) rl ,;---- '\... Tuesday, May 20, 2008 7:30 PM Council Chambers Report OES 15-08 of the Director, Operations & Emergency Services was prepared in response to this review and a revised cost sharing estimate reflected within the report recommendations. A detailed question and answer period ensued. Moved by Councillor Littley Seconded by Councillor Johnson 1. That Report OES-11-08 of the Director, Operations & Emergency Services regarding the Bay Ridges Road Restoration and SR&R Bay Ridges Limited Cost Sharing Agreement be received as information; 2. That Report OES 15-08 of the Director, Operations & Emergency Services regarding further review by staff for the Bay Ridges Restoration and SR&R Bay Ridges Limited Cost Sharing Agreement be received; 3. That the City's share of the cost sharing estimate in the amount of $152,000 (GST extra) be approved and included in the 2009 Roads Capital Budget with financing to be from 2009 current funds; 4. That the Development Agreement with SR&R Bay Ridges Limited be amended to reflect the foregoing; and 5. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. CARRIED LATER IN THE MEETING (See Following Motion) Resolution #104/08 Moved by Councillor Dickerson Seconded by Councillor Johnson That Item #3 of the main motion be amended by deleting "$152,000" and replacing it with "$175,000". CARRIED ON A RECORDED VOTE 20 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers ) 'I YES NO Councillor Dickerson Councillor Johnson Councillor O'Connell Councillor Pickles Councillor Littley Mayor Ryan The main motion of Councillor Littley and Johnson was then put to a vote and CARRIED AS AMENDED. 2. Director, Operations & Emergency Services, Report OES 14-08 Frenchman's Bay Harbour Entrance -Class Environmental Assessment Resolution #105/08 Moved by Councillor Littley Seconded by Councillor Johnson 1 . That Report OES 14-08 of the Director, Operations & Emergency Services regarding the Class Environmental Assessment for the Frenchman's Bay Harbour Entrance be received; 2. That the Toronto and Region Conservation Authority (TRCA) be approved in principle to assume a leadership role in the partnership with the City of Pickering to undertake the project, subject to the environmental assessment; 3. That all costs not exceed $300,000 be approved by the Chief Administrative Officer and Director, Corporate Services & Treasurer to expedite the required works; 4. That a report be presented to Council upon completion of the Class Environmental Assessment; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. CARRIED LATER IN THE MEETING (See Following Motions) 21 Council Meeting Minutes 2 Tuesday, May 20, 2008 7:30 PM Council Chambers Resolution #106/08 Moved by Councillor Dickerson Seconded by Councillor O'Connell That the main motion of Councillors Littley and Johnson be amended by adding the following as Item 2 and deleting Items 2-5; 2. That the Class Environmental Assessment for the Frenchman's Bay Harbour Entrance be approved in principle subject to a further report from staff on the scope of the proposed work, the experience of TRCA with reconstruction of harbour entrances and that staff report back at the July 14, 2008 meeting of Council. MOTION DEFEATED 3. CORR. 32-08 MAURICE BRENNER 711 Sunbird Trail Pickerinq, ON L 1X 2X5 Resolution #107/08 Moved by Councillor Pickles Seconded by Councillor Littley That, confidential correspondence dated May 15, 2008 from the City Solicitor to the Chief Administrative Officer with respect to a legal opinion concerning CORR. 32-08, be received for information. CARRIED 4. Memorandum dated May 20, 2008 from the Chief Administrative Officer with respect to Q-27-2008 Supplv and Delivery of Three (3) One Ton Dump Trucks The Chief Administrative Officer stated that the City had been advised that Ford's deadline for the 2008 model year was Wednesday, May 21, 2008, therefore due to time constraints a formal report to Council was not prepared. He noted that there was a significant budget saving of $27,000 by moving quickly to purchase 2008 models. Resolution #108/08 22 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers Z I Moved by Councillor Johnson Seconded by Councillor Littley 1. That Council approve the low quotation submitted by Formula Ford Sales for 2008 model year vehicles in the net amount of $46,557.72; and 2. That Council ratify this approval through a subsequent formal report to Council on June 16, 2008. CARRIED (VIII) BY-LAWS 6859/08 6860/08 6861/08 6862/08 6863/08 6864/08 6866/08 6867/08 6868//08 Being a by-law to appoint By-law Enforcement Officers for the purpose of enforcing parking restrictions on private property Being a by-law to dedicate Block 59, Plan 40M-1692, Pickering, as public highway (Rockwood Drive) Being a by-law to dedicate Part of Block K, Plan 418, designated as Part 1, Plan 40R-12933, and Part of Block L, Plan 418, designated as Part 3, Plan 40R-12296 as public highways. Being a by-law to dedicate Blocks 42 and 43, Plan 40M-1739, Pickering as public highway (Pine Grove Avenue) Being a by-law to dedicate Block 33, Plan 40M-2164, Pickering and Blocks 19 and 20, Plan 40M-2068, Pickering as public highway Being a by-law to amend By-law No. 6604/05 Being a by-law to confirm the authorization of the issuance of debentures in the amount of $630,000 for the Don Beer Arena Rink 2 Renovations in the City of Pickering. Being a by-law to amend By-law 6604/05 providing for the regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. Being a by-law to repeal By-law 3802/91 dealing with the provision of a reward for information leading to a conviction of any person guilty of certain offences. 23 Council Meeting Minutes " , ,i ,1 Tuesday, May 20, 2008 7:30 PM Council Chambers 6869/08 Being a by-law to dedicate that part of Lot 11, Plan 282, Pickering, designated as Part 44, Plan 40R-11205, as public highway (Oakburn Street). THIRD READING: Councillor Johnson, seconded by Councillor Littley moved that By-law Numbers 6859/08 to 6869/08, save and except By-law Number 6865/08, be adopted, and the said by-laws be now read a third time and passed and that the Mayor and Clerk sign the same and the seal of the Corporation be affixed thereto. CARRIED Resolution # 109/08 Moved by Councillor Johnson Seconded by Councillor Littley That By-law 6865/08 be adopted and the said by-law be now read a third time and passed and that the Mayor and Clerk sign the same and the Seal of the Corporation be affixed thereto. 6865/08 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2008 and to establish the Tax Rates necessary to raise such sums and establish the final due dates for the residential, pipeline, farm, and managed forest realty tax classes. CARRIED (IX) OTHER BUSINESS 1. Councillor Johnson stated that this year is the 30th Anniversary of the Brougham Jamboree on June 6, 7, and 8th, 2008 and his band. "Country Jamboree" is the main sponsor of the event. He advised that all money is going back to the community and congratulated the sponsors and volunteers. 2. CORR. 32-08 MAURICE BRENNER 711 Sunbird Trail Pickerinq, ON L 1X 2X5 Council received as information, confidential correspondence from the City Solicitor earlier in the meeting. [Refer to Section (VI), Item 3]. 24 Council Meeting Minutes Tuesday, May 20, 2008 7:30 PM Council Chambers ) :) Resolution # 110/08 Moved by Councillor Dickerson Seconded by Councillor O'Connell That the rules of procedure be suspended in order to introduce a motion with respect to the Rouge Valley Health System Removal of Mental Health In-Patient Services. CARRIED ON A 2/3 MAJORITY VOTE Resolution # 111/08 Moved by Councillor Dickerson Seconded by Councillor O'Connell 1. That the Ontario Human Rights Commission consider conducting a public inquiry or review into the decision announced by the Rouge Valley Health System to close the 20 bed Inpatient Mental Health Service at the Ajax- Pickering Hospital, which serves persons with mental disorders in West Durham, and to move those services to the Centenary Health Centre in Scarborough Toronto; and, 2. That all Durham Region municipalities be requested to endorse this resolution; and, 3. That a copy of this resolution be forwarded to the Chief Commissioner of the Ontario Human Rights Commission, local MP's and MPP's, the Rouge Valley Health System, the Central East LHIN and the friends of the Ajax-Pickering Hospital. CARRI ED (X) CONFIRMATION BY-LAW By-law Number #6870/08 Councillor Dickerson, seconded by Councillor Pickles, moved for leave to introduce a By-law of the City of Pickering to confirm those proceedings of the Council of The Corporation of the City of Pickering at its Regular Meeting of May 20, 2008. 25 Council Meeting Minutes . I ~ / b Tuesday, May 20, 2008 7:30 PM Council Chambers (XI) ADJOURNMENT The meeting adjourned at 9:40 pm. DATED this 20th day of May, 2008 MAYOR DAVID RYAN DEBI A. WILCOX CITY CLERK 26 Planning & Development Committee Meeting Minutes Monday, June 2,2008 7:30 pm - Council Chambers Chair: Councillor Dickerson /1 '7 PRESENT: Mayor Dave Ryan COUNCillORS: D. Dickerson R. Johnson J. O'Connell D. Pickles ABSENT: B. Littley - City Business B. McLean - City Business ALSO PRESENT: N. Carroll T. Melymuk L. Taylor C. Rose D. Shields - Director, Planning & Development - Director, Office of Sustainability - Manager, Development Review - Manager, Policy - Deputy Clerk (I) PART 'B' - PLANNING & DEVELOPMENT REPORTS 1. Director, Planning & Development, Report PD 04-08 Sidewalk Installation on Wharf Street, West of Liverpool Road City of Pickerinq Mr. Paul Murray appeared before the Committee representing area residents in opposition to a sidewalk on the south side of Wharf Street. He noted that residents have never wanted a sidewalk on the south side of Wharf Street. He also noted that they had no problem with a sidewalk on the north side. RECOMMENDATION Moved by Councillor O'Connell seconded Councillor Johnson 1 Planning & Development Committee Meeting Minutes Monday, June 2, 2008 7:30 pm - Council Chambers In / () Chair: Councillor Dickerson 1. That Report PD 04-08 of the Director, Planning & Development, regarding sidewalk installation on Wharf Street, west of Liverpool Road, be received; 2. That Council authorize the construction of a sidewalk on the north side of Wharf Street; 3. That this project be funded through Account 5321-Development Projects (Development Charge Funded) (Project 07-5321-001-12 Roads), as provided in the Council Approved 2007 Capital Budget; and 4. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. CARRI ED 2. Director, Planning & Development, Report PD 19-08 Thickson Developments Ltd. Plan of Subdivision 40M-1703 Thickson Developments Ltd. Plan of Subdivision 40M-1704 884396 Ontario Inc. Plan of Subdivision 40M-1710 Thickson Developments Ltd. Plan of Subdivision 40M-1711 Final Assumption of Plans of Subdivision RECOMMENDATION Moved by Councillor O'Connell seconded Councillor Johnson 1. That Report PD 19-08 of the Director, Planning & Development regarding the Final Assumption of Plans of Subdivision 40M-1703, 40M-1704, 40M- 1710 and 40M-1711 be received; 2. That the highways being Aspen Road and Pebble Court within Plans 40M- 1703, 40M-1710 and 40M-1711 be assumed for public use; 2 Planning & Development Committee Meeting Minutes Monday, June 2,2008 7:30 pm - Council Chambers Chair: Councillor Dickerson )q 3. That the services required by the Subdivision Agreements relating to Plans 40M-1703, 40M-1704, 40M-1710 and 40M-1711, 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 8, Plan 40M-1703, Blocks 8 and 9, Plan 40M-1704, Blocks 9 and 12, Plan 40M-1710 and Block 16, Plan 40M-1711; 4. That the Subdivision Agreements and any amendments thereto relating to Plans 40M-1703, 40M-1704, 40M-1710 and 40M-1711, save and except from Block 9, Plan 40M-1710, be released and removed from title; and 5. That Council enact a By-law to dedicate Block 6, Plan 40M-1703, Block 11, Plan 40M-1710 and Blocks 14 and 15, Plan 40M-1711 as public highways. CARRIED 3. Director, Planning & Development, Report PO 22-08 Rockwood Drive Extension -Road Dedication and Naminq By-laws RECOMMENDATION Moved by Councillor O'Connell seconded Councillor Johnson 1. That Report PO 22-08 of the Director, Planning & Development regarding the naming and dedication, as public highway, of certain lands lying within Pickering be received; 2. That By-laws be enacted to: a) dedicate and name certain parts of Lots 3 and 4, Registrar's Compiled Plan 282, Pickering, being Parts 38, 40, 41,44,46,48, 50, 54, 57, 58, 62, 70,71,74,75 and 76, Plan 40R-25121 and Blocks 31 and 32, Plan 40M-2164 as Rockwood Drive in accordance with Land Division Application LD 109/07 (the "subject lands"); and 3 Planning & Development Committee Meeting Minutes Monday, June 2,2008 7:30 pm - Council Chambers z. :'1 '.) \~-' Chair: Councillor Dickerson b) dedicate and name certain parts of Lots 3 and 4, Registrar's Compiled Plan 282, Pickering, being Parts 37,39,59,60,61,67 and 68, Plan 40R-25121 as Rockwood Drive in accordance with Land Division Applications LD 040-041/08 and LD 056-058/08 (the "reserves"). CARRIED 4. Director, Planning & Development, Report PO 23-08 Proposed Size and Location of Urban Growth Centres in the Greater Golden Horseshoe, prepared by the Ontario Growth Secretariat, Ministry of Public Infrastructure Renewal, Sprinq 2008 RECOMMENDATION Moved by Councillor O'Connell seconded Councillor Johnson 1. That Report PO 23-08 of the Director, Planning & Development, regarding the Technical Paper Proposed Size and Location of Urban Growth Centres in the Greater Golden Horseshoe, released Spring 2008, by the Ministry of Public Infrastructure Renewal, be received; 2. That the comments contained in Report PO 23-08 on the Technical Paper Proposed Size and Location of Urban Growth Centres in the Greater Golden Horseshoe, be endorsed, and that the Minister of Public Infrastructure Renewal be requested to: a) finalize the size and location of the Pickering Downtown Urban Growth Centre as set out in the Technical Paper; b) revise the method of calculating the density in Pickering's Urban Growth Centre to allow exclusion of the controlled access freeway and railway corridor; and c) revise the profile for Pickering's Urban Growth Centre to more accurately reflect its current mix of uses, and location, as set out in Section 2.4 of this Report; 3. That the Ministers of Public Infrastructure Renewal, and Municipal Affairs and Housing be requested to identify a predictable funding program to provide needed infrastructure and related municipal facilities to foster the growth of Urban Growth Centres, including Downtown Pickering; and 4 Planning & Development Committee Meeting Minutes Monday, June 2, 2008 7:30 pm - Council Chambers Chair: Councillor Dickerson Z '1 i ! 4. Further, that a copy of Report PO 23-08 be forwarded to the Region of Durham and the Ministers of Public Infrastructure Renewal and Municipal Affairs and Housing. CARRIED 5. Director, Planning & Development, Report PO 24-08 White Paper 1 - Vision, Goals and Objectives, May 2008 White Paper 2 - Preliminary Directions and Concepts, May 2008 Metrolinx RECOMMENDATION Moved by Councillor O'Connell seconded Councillor Johnson That Report PO 24-08 of the Director, Planning & Development regarding the draft White Papers 1 & 2, dated May 2008, prepared by Metrolinx, be received for information. CARRIED (II) CONFIDENTIAL MATTERS In accordance with Procedural By-law 6746/07 and the provisions of the Municipal Act an In Camera meeting of the Planning & Development Committee was held prior to the regularly scheduled meeting. Moved by Councillor O'Connell Seconded by Councillor Johnson That the Committee go In Camera in accordance with the provisions of the Municipal Act for the purpose of receiving advice that is subject to litigation or potential litigation, including matters before administrative tribunals, effecting the City. CARRIED 5 Planning & Development Committee Meeting Minutes Monday, June 2, 2008 7:30 pm - Council Chambers ..'..2' I.~ Chair: Councillor Dickerson 1. Memorandum from the City Solicitor to the Chief Administrative Officer dated May 22,2008 with respect to the recommended City position respecting OMB Appeal of Altridge Properties Inc., Draft Plan subdivision SP-2005-03 and ZoninQ By-law Amendment A 34/05 Refer to the In Camera minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Moved by Councillor O'Connell Seconded by Councillor Johnson That the recommendation as contained in the In Camera minutes of June 2, 2008 be adopted. (III) ADJOURNMENT The meeting adjourned at 8:55 pm. CARRIED IN OPEN SESSION 6 Special Council Meeting Minutes Monday, June 9,2008 1 :30 PM Main Committee Room / '1 lJ PRESENT: Mayor David Ryan COUNCILLORS: D. Dickerson R. Johnson - arrived at 2:00 pm due to City Business B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: 1.J. Quinn E. Buntsma N. Carroll 1. Melymuk G. Paterson A. Allison R. Holborn S. Reynolds G. McGregor C. Mearns C. Rose R. Taylor D. Shields L. Roberts - Chief Administrative Officer - Director, Operations & Emergency Services - Director, Planning & Development - Director, Office of Sustainability - Director, Corporate Services & Treasurer - City Solicitor - Division Head, Municipal Property & Engineering - Division Head, Culture & Recreation - Principal Planner- Policy - CEO, Pickering Public Library - Manager, Policy - Coordinator, City Development - Deputy Clerk - Committee Coordinator (I) INTRODUCTORY REMARKS Mayor Ryan welcomed everyone and called the meeting to order. Councillor McLean questioned the notification process for the special council meeting and noted his concern with notification to all landowners in the affected areas. Councillor McLean felt that notification should have been sent to the landowners advising of the Special Meeting of Council. Debbie Shields, Deputy Clerk stated that the standard procedures for the calling of a Special Meeting of Council had been followed and no written notification had been requested to be sent out to area landowners. 1 Special Council Meeting Minutes !I Monday, June 9, 2008 1 :30 PM Main Committee Room Mayor Ryan advised Council that they could continue with the meeting or that a motion could be made to defer the meeting to a later date. Mayor Ryan noted that Councillor Johnson would be arriving soon and suggested that they deal with the other items on the Agenda and return to the staff presentations once Councillor Johnson had arrived. (II) REPORTS 1. Report CS 33-08 of the Director of Corporate Services & Treasurer Exemption to Fireworks By-law 6783/07 Whitevale Golf Club - 50tt! Anniversary Event - June 14. 2008 Resolution #112/08 Moved by Councillor Littley Seconded by Councillor Pickles 1. That Council exempt the Whitevale Golf Club from Fireworks By-law 6783/07 to allow for the setting off of a fireworks display on June 14, 2008 as part of their 50th Anniversary event; and 2. That the appropriate officials be authorized to take the necessary actions to give effect thereto. CARRIED Mayor Ryan Called for a Motion to Recess until 2:00 pm to allow Councillor Johnson time to arrive. Moved by Councillor McLean Seconded by Councillor O'Connell That Council recess until 2:00 pm. CARRIED Mayor Ryan called the meeting to order at 2:00 pm. A brief discussion ensued with respect to concerns raised about the notification to landowners. 2 Special Council Meeting Minutes Monday, June 9, 2008 1 :30 PM Main Committee Room f" ,) Neil Carroll, Director of Planning & Development, advised Council that there was no written notification mailed to any landowners regarding the meeting. He also stated that he could compile a list if required. Resolution # 113/08 Moved by Councillor McLean Seconded by Councillor O'Connell That Item II, regarding Staff Presentations on Duffin Heights, Seaton and Downtown Pickering be deferred to a future meeting to be scheduled as soon as possible and that staff notify all landowners of the upcoming meeting. CARRIED (III) ADJOURNMENT The meeting adjourned at 2: 15 pm. DATED this 9th day of June, 2008 MAYOR DAVID RYAN DEBt A. WILCOX CITY CLERK 3 ...~ 6 Executive Committee Meeting Minutes Monday, June 9, 2008 7:40 pm - Council Chambers Chair: Councillor Pickles PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T.J. Quinn E. Bunstma N. Carroll G. Paterson D. Shields K. Senior - Chief Administrative Officer - Director, Operations & Emergency Services - Director, Planning & Development - Director, Corporate Services & Treasurer - Deputy Clerk - Manager, Accounting Services (I) CONFIDENTIAL MATTERS In Camera Meetinq of the Executive Committee In accordance with Procedural By-law 6746/07 and the provisions of the Municipal Act, an In Camera meeting of the Executive Committee was held prior to the regularly scheduled meeting. Moved by Councillor Dickerson Seconded by Councillor McLean That Council go In Camera in accordance with the provisions of the Municipal Act for the purposes of security of the property of the municipality. CARRIED 1 Executive Committee Meeting Minutes Monday, June 9, 2008 7:40 pm - Council Chambers Chair: Councillor Pickles '7 1. Director, Corporate Services & Treasurer, Confidential Report CS 30-08 Audit Matters - Update Refer to the In Camera minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Moved by Mayor Ryan Seconded by Councillor O'Connell That the recommendation as contained in the In Camera minutes of June 9, 2008 be adopted. CARRIED IN OPEN SESSION (II) PRESENTATIONS 1. Sarah Baliski Re: Fairport Road Citizens for Traffic Calming Presentation of Traffic Calminq Plan Sarah Baliski representing the Fairport Road Citizens for Traffic Calming Committee appeared before the Committee and gave a presentation on the progress to date of the Committee. She stated that they had researched ideas and developed a plan. She noted that the Committee followed specific guidelines while developing the plan which included safety first, avoiding the creation of new problems, the consideration of emergency vehicles, buses, trucks and snow removal equipment and also financial considerations. The overall goal of the plan is to slow traffic down by way of traffic calming devices and visual distractions. The choice of calming devices was determined by cost and effectiveness, with no major structural changes. Ms. Baliski noted to the Committee that the group was hoping to create a community thoroughfare safe for people and pets and one that would be safe for driving, walking or biking. 2. Gayle Clow Re: Fairport Road Citizens for Traffic Calming Presentation of Traffic Calminq Plan Gayle Clow representing the Fairport Road Citizens for Traffic Calming Committee appeared before the Committee and gave a presentation on the types of traffic calming devices used in the plan. She noted that the plan included roundabouts or traffic circles, islands varying in both size and shape, raised median islands, raised 2 Zi >~ Executive Committee Meeting Minutes Monday, June 9,2008 7:40 pm - Council Chambers Chair: Councillor Pickles intersections or speed tables, raised crosswalks and visual distractions of signage, street painting and landscaping. Ms. Clow noted that all traffic calming devices noted in the presentation were proven to be successful. Ms. Clow noted that this plan could represent the premier test case for traffic calming in Pickering. She also requested that Council forward the recommendations of the Fairport Road Citizens for Traffic Calming to staff for a report and budget considerations and to complete this report by September 2008. Ms. Clow submitted a copy of the plan to the Deputy Clerk. A question and answer period ensued and the Committee requested that the plan be given to Staff for consideration and that staff report back to Council by September 2008. (III) MA llERS FOR CONSIDERA liON 1. Director, Corporate Services & Treasurer, Report CS 27-08 2007 Year End Audit RECOMMENDATION Moved by Councillor McLean Seconded by Councillor Dickerson 1. That Report CS 27-08 of the Director, Corporate Services & Treasurer be received; 2. That the Audit Results Report as submitted by Deloitte & Touche LLP be received for information; and, 3. That the 2007 draft Audited Consolidated Financial Statements for the City of Pickering be forwarded to Council for approval. CARRIED 2. Director, Corporate Services & Treasurer, Report CS 20-08 Hiring of Consultant to Implement Public Sector Accounting Board (PSAB) 3150 ReportinQ Requirements RECOMMENDATION Moved by Councillor Dickerson Seconded by Councillor O'Connell 3 Executive Committee Meeting Minutes Monday, June 9, 2008 7:40 pm - Council Chambers. Chair: Councillor Pickles i~ C) 1. That Report CS 20-08 of the Director, Corporate Services & Treasurer be received; 2. That the Director, Corporate Services & Treasurer be authorized to engage the firm of TCA Consulting Limited to assist the municipality in implementing the reporting requirements of Public Sector Accounting Board (PSAB) 3150 as provided in the 2008 Current Budget; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. CARRI ED 3. Director, Corporate Services & Treasurer, Report CS 24-08 2007 Pre-Audit Balances of Reserves and Reserve Funds RECOMMENDATION Moved by Mayor Ryan Seconded by Councillor Littley That Report CS 24-08 of the Director, Corporate Services & Treasurer be received for information. CARRIED 4. Director, Corporate Services & Treasurer, Report CS 26-08 Investment Portfolio Activity for the Year Ended December 31, 2007 RECOMMENDATION Moved by Councillor Dickerson Seconded by Councillor McLean That Report CS 26-08 of the Director, Corporate Services & Treasurer be received for information. CARRI ED 4 " '1 4 \) Executive Committee Meeting Minutes Monday, June 9, 2008 7:40 pm - Council Chambers Chair: Councillor Pickles 5. Director, Corporate Services & Treasurer, Report CS 28-08 Development Charqes - Annuallndexinq RECOMMENDATION Moved by Councillor Littley Seconded by Councillor Dickerson 1. That Report CS 28-08 of the Director, Corporate Services & Treasurer be received; 2. That effective July 1, 2008 as provided for in Section 16 of By-law 6349/04, the Development Charges referred to in Sections 6 and 11 of that By-law be increased by 7.2 percent being the annual increase in the Construction Price Statistics for the Non-residential Building Construction Price Index as reported by Statistics Canada for the year ended March 31, 2008; and, 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. CARRIED 6. Director, Corporate Services & Treasurer, Report CS 29-08 2008/2009 Property and Liabilitv Insurance Renewal RECOMMENDATION Moved by Councillor Littley Seconded by Councillor Dickerson 1. That Report CS 29-08 of the Director, Corporate Services & Treasurer be received; 2. That the City of Pickering renew effective June 16, 2008, its property, liability and other coverages through the Frank Cowan Company for the period July 1, 2008 to June 30, 2009 inclusive on terms and conditions acceptable to the Director, Corporate Services & Treasurer; 3. That the Director, Corporate Services & Treasurer, as part of the Risk Management Program, be authorized to continue the Reimbursable Deductible Program through the Insurance Adjuster and the Frank Cowan Company and 5 Executive Committee Meeting Minutes Monday, June 9, 2008 7:40 pm - Council Chambers Chair: Councillor Pickles /1 1 '+ I further, that the Director be authorized to settle any claims including any adjusting and legal fees where it is in the City's interest to do so; 4. That the Director, Corporate Services & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as it becomes desirable or necessary in order to limit potential liability exposure and to protect the assets of the City and it's elected officials and staff; and, 5. That the appropriate officials be authorized to take the necessary actions to give effect thereto. CARRIED 7. Director, Corporate Services & Treasurer, Report CS 31-08 2008 Assessment Appeals RECOMMENDATION Moved by Councillor Littley Seconded by Councillor Dickerson 1. That Report CS 31-08 of the Director, Corporate Services & Treasurer regarding 2008 assessment appeals update be received; 2. That Council approve the filing of the assessment appeals by Municipal Tax Equity for 2008 for the following roll numbers: 18-01-020-016-146-00, 18-01- 030-020-189-35,18-01-030-020-189-90 and 18-01-030-020-202-00; 3. That the attached By-law providing for the confirmation of the filing of assessment appeals be enacted; 4. That Council authorize the Director, Corporate Services & Treasurer to engage the firm of Municipal Tax Equity and or Walker Poole Nixon LLP to represent the City for the assessment appeals filed above; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. CARRIED 6 ,; 2 Executive Committee Meeting Minutes Monday, June 9,2008 7:40 pm - Council Chambers Chair: Councillor Pickles 8. Director, Corporate Services & Treasurer, Report CS 32-08 Leash Free Areas Within the City of Pickerinq Moved by Councillor McLean Seconded by Councillor Littley That the rules of procedure be suspended in order to hear a delegation from the Leash Free Working Group. CARRIED Nicole Scarlett appeared before the Committee representing the Leash Free Working Group and explained the process that was followed in determining the location for the first Leash Free Park. She noted that the group was open to suggestions and help from the City in order to make the Leash Free Parks a success. Mr. G Desroches, 1633 Dreyber Court, appeared in opposition to the Leash Free Park being located at Diana Princess of Wales Park. A question and answer period ensued. RECOMMENDATION Moved by Councillor Dickerson Seconded by Councillor O'Connell 1. That Report CS 32-08 of the Director, Corporate Services & Treasurer be received; 2. That the City of Pickering establish a leash free area on Valley Farm Road Hydro Lands, included with Report CS 32-08 as Attachment No.1, for a six month trial period; 4. That a volunteer Leash Free Working Group be officially formed and work with City staff during the six month trial period to monitor the leash free area; 5. That By-law 5495/99 Parks and By-law 6811/07 Responsible Pet Ownership be amended to allow dogs to be off leash in City designated Leash Free Areas; and 7 Executive Committee Meeting Minutes Monday, June 9, 2008 7:40 pm - Council Chambers Chair: Councillor Pickles : I 'f ,J 6. That the appropriate officials of the City of Pickering be given authority to give effect thereto. CARRIED 9. Director, Operations & Emergency Services, Report OES 18-08 Single Sourcing the Purchase of a Vehicle Exhaust Extractor System Apparatus RECOMMENDATION Moved by Councillor McLean Seconded by Councillor Dickerson 1 . That Report OES 18-08 of the Director, Operations & Emergency Services regarding single sourcing the acquisition of a vehicle exhaust extractor system be received; 2. That the use of the single sourcing process for the procurement of a fixed mounted vehicle exhaust extraction system for Fire Station #6 (Finch Ave.) City of Pickering Fire Services be approved and that Nederman Canada being the sole provider for this specific system be identified as the single source provider of the unit; and 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. CARRI ED (V) OTHER BUSINESS Councillor O'Connell gave notice of her intention to bring a Notice of Motion forward at the June 16th Council Meeting on the reinstatement of the Audit Committee. (VI) ADJOURNMENT The meeting adjourned at 9:50 pm. 8 Cilq o~ DELEGA TIONS 1 . Roger Anderson Chair, Region of Durham Re: Annual Address 2. Drew Gabura Matt Kofler Doug Nash Re: Dunbarton High School Ecoloqical Urban Desiqn for Pickerinq 3. Shawna Foxton, Co-Chair Jim Simpson, Co-Chair Heritage Pickering Advisory Committee Re: 2007 Annual Report (Refer to Carr. No. 53-08) 4. Gregory M. Vogt, President Robert Hunter, PEC Farms Re: Eastern Power Limited (Refer to Carr. No. 52-08) 5. Rodger Miller Vice President Land Mattamy Homes Re: Fill and Topsoil Disturbance By-law 6060/02 (Refer to Carr. No. 56-08) 6. Don Terry President, Ajax-Pickering Board of Trade Re: Mayor's Task Force on Accountability And Transparency (Refer to Carr. No. 57-08) 4 ,1 June 16, 2008 Citq o~ -'~ C' ~J ,) June 16, 2008 CORRESPONDENCE Paaes 1. CORR. 49-08 MAYOR DAVID MILLER CITY OF TORONTO 100 Queen Street West, 2nd Floor Toronto, ON M5H 2N2 Motion for Direction 47-58 Letter received from Mayor David Miller, City of Toronto, requesting the City of Pickering endorse Toronto Council's resolution with respect to calling on Parliament to ban handguns. 2. CORR. 50-08 P.M. MADILL, REGIONAL CLERK REGION OF DURHAM 605 Rossland Road East Whitby, ON L 1 N 6A3 Motion for Direction 59-60 Letter received from P.M. Madill, Regional Clerk, Region of Durham, requesting the City of Pickering's input with respect to the viability of a bid for the 2015 Pan Am Games. 3. CORR. 51-08 DON GRANT, LOCAL 222/CAW CAW LOCAL 222 1425 Phillip Murray Avenue Oshawa. ON L 1 J 9L4 Motion for Direction 61-62 Letter received from Don Grant, Local 222/CAW, requesting the City of Pickering support their motion to legislate changes governing harassment and violence in the workplace. 4. CORR. 52-08 GREGORY M. VOGT, P. ENG., PRESIDENT EASTERN POWER LIMITED 2275 Lake Shore Blvd. West, Suite 401 Toronto. ON M8V 3Y3 Motion for Direction 63-66 Letter received from Gregory M. Vogt, President, Eastern Power Limited, seeking the City of Pickering's support in principal with respect to the Biomass Pilot Trial at the Brock West Power Plant of renewable biomass fuel from local under-utilized agricultural land. I II I ~ ...~ Lit b 5. CORR. 53-08 Receive for Information CHAIR, HERITAGE PICKERING ADVISORY COMMITTEE 67-81 CITY OF PICKERING In accordance with Procedural By-law No. 6746/07, wherein Ad-Hoc Committees are required to submit their Workplan and Year End Reports to Council for information and approval. The Heritage Pickering Advisory Committee submits their 2007 Year End Report and 2008 Workplan. 6. CORR. 54-08 AL CORMIER COR AL SERVICES Suite 309, 15-6400 Millcreek Drive Mississauqa. ON L5N 3E7 Motion to Endorse Letter of Support 82-95 Letter received from AI Cormier, Cor AI Services, who has been retained by GO Transit, seeking written support for the planned operation of double deck buses on any of the current and planned bus routes suitable for this operation in the City of Pickering. 7. CORR. 55-08 Motion to Declare LYNN JOHNSTON, PRESIDENT 96 CANADIAN SOCIETY FOR TRAINING AND DEVELOPMENT 720 Spadina Ave., Suite 315 Toronto. ON M5S 2T9 Letter received from Lynn Johnstone, President, Canadian Society for Training and Development, requesting that the City of Pickering proclaim September 22 - 26, 2008 as "Learn @ Work Week". 8. CORR. 56-08 RODGER MILLER VICE-PRESIDENT LAND MATTAMY DEVELOPMENT CORPORATION 140 Renfrew Drive, Suite 206 Markham. ON L3R 6B3 Motion for Direction 97 Letter received from Rodger Miller, Vice-President Land, Mattamy Development Corporation requesting an exemption from the Fill & Topsoil Disturbance By- law 6060/02. 9. CORR 57-08 CHAIR, MAYOR'S TASK FORCE ON ACCOUNTABILITY AND TRANSPARENCY Motion for Direction 98-158 The Mayor's Task Force on Accountability and Transparency respectfully submits their report and recommendations for Council endorsement to promote accountability and transparency within the City of Pickering. ~E, rVED CI;rv or: C if" ",'C\::;""IG' .. .. "'-"'\<_~'cil\ ":'1 MAY 2 0 2008 ' 7 ~ ,,' 'J.""" 4', DAVID MILLBR~+~.'~"-':"oN Q _, ..::::....-i-..._" ....) , ) \J', li- I -Cl() ,.,..,UF~L '':'/~PY C ....i,:.Y.__.'. lRCULATE TO: . ..~,.--_L COUNCIL ,OFFICE SUSTAIN DEV CLERK ..'.lLMERG LEGAL ....5.EC HUMAN RES CUST CARE MGR CUST &AOM May 8, 2008 Mayor David Ryan City of Pickering 1 The Esplanade Pickering, Ontario Ll V 6K7 Dear Mayor Ryan: Please join the growing number of Canadians who arc calling on Parliament to ban handguns. Handguns have become more than just a violent threat to the safety and security of Canadians. These deadly weapons have scarred our neighbomhoods with the loss of too many lives and increasingly endanger the health and vitality of proud communities across Canada. Canadian police services reported 8,105 victims of violent gun crime, ranging from assault to robbery and homicide in 2006 - a rate of almost 1 person per hour victimized by violent gun cnme. In both Ontario and Toronto, more people visit emergency rooms with unintentional firearm injuries - in which the person discharging the firearm docs not intend to hit anyone - than with intentional injuries such as assault. This demonstrates that the public safety threat from firearms does not depend on the intent of the user, hut is related to the presence of the firearm itself. . Toronto's Gun Violence Strategy includes: )' A handgun ban , '1:)w H'_, 'T '-'l. , (}. Tougher crime legislation tor illegal gun use , ,"" " ~ ..+-.--.. : Y\l\\)S. Increased anti.gun smuggling security at the Canada.U.s:bOrder A ."'11 ''i<Q.1- . i Stronger U.S. gun controls '._., ." . -"_...._ : Continued community-based prevention and youth opportunity development ' , , ' 450 more police on the streets, building effective partnel1s1fipsiIinCignooumooastCj)-'''-'', prevent crime and catch those who commit crime t.."..- --=\===. ~ ~ . ~..-r,:...;,,~ ___-!.___.' =--,..,-~ ~ ~I] ! (~('.~ FilE i ; '....-. .. ~ D ~TORONJO t;z~;2~~~,~J~~ . . . . . City Hall. 100 Queen Street West · 2nd Floor' Toronto, OtltarioM5H 2N2 Tcll'nhnnC" 416. )c)7.CITY · Fax' 41 (-i.()C)(i-'~6H7 . F.mail' m'lVfH mill,'yuiJrnrnnln ,'a , , Ii " I." (~ , ,~ Please consider the following actions: 1. Have your Council endorse Toronto Council's resolution (attached) 2. Circulate the link below and encourage people to sign the on-line petition www.toronto.ca/hand2unban For your information, I have attached my rep011 to Executive Committee, which provides an update on the Toronto Gun Violence Strategy. Thank you for your attention and support. Yours truly, \-~~~ ~lu Mayor David Miller '"l " 11 0 ~t / ~ TORONlO MAYOR'S REPORT Report to Executive Committee Update on Toronto Gun Violence Strategy Date: March 19,2008 -=l --..-- - -_. To: Executive Committee I I I From: Mayor Miller ._.._____,,_.,,~...~".mH....~._.____ Wards: All I I Reference i I Number: I ----~----,----- -,.-----..-.-.--- SUMMARY I am committed to making our safe City safer. We have put 450 more police officers on the streets. And we're addressing the root causes of violence through our Community Safety Plan. The strategy is working. Crime is down and young people in priority ncighbourhoods are benefiting ti'om the creation of thousands of jobs, training and recreational opportunities. But Toronto continues to face unacceptable incidents of gun violence. These cannot be fully addressed without a total ban on handguns. This ban is an integral part the action plan that has been developed to fulfill my mandate to make Toronto an even safer City. This report updates Council on the actions taken so far. It was developed to meet the tollowing objectives: . A handgun ban . Tougher crime legislation for illegal gun use . Increased anti-gill) smuggling security at the Canada- U.S. border . Stronger U.S. gun controls . Continue community based prevention and youth opportunity development A staff report detailing the comprehensive strategy will be brought forward in June. RECOMMENDATIONS The Mayor recommends that: Executive Committee receive this report for infonnation Financial Impact The recommendations carry no tinancial impact on the City of Toronto. Update on Toronto Gun Violence Strategy 1 ~ .J ..} I,~. ISSUE BACKGROUND As members of Toronto Council know, I am a long time supporter and advocate for a handgun ban in Canada. In my platform document, "Toronto 2010: Vision of a Great City", I committed to making our safe city safer through the delivery of a number of initiatives, including: calling on the federal government to ban handguns and all semi- automatic weapons, advocating for tougher crime laws for anyone who commits a crime while in possession of a gun, stronger anti-gun smuggling border security, and to continue the successful Toronto Police Service's Anti-Violence Intervention Strategy. Gun violence in Toronto affects us all. Each time someone is murdered or injured as a result of gunfire, or threatened with a gun, it causes untold grief to families, creates instability in our neighbourhoods, impedes the development of our business centres, and diminishes trust in the institutions that govern society. Unfortunately the people of Toronto have become all too familiar with the ugly realities of gun violence and the complex socio-economic conditions that perpetuate this destructive behaviour. Although we are proud when we hear media reports of how safe Toronto is, as in the recent Maclean's "Most dangerous cities in Canada" report, we do not lose sight of the ongoing challenges of gun violence. The City of Toronto is taking action to address the root causes of gun violence and to get the guns off our streets. A key component is the following strategy. A Handgun Ban The federal govenunent has jurisdiction over the legislation that governs firearnls, the Firearms Act, and the Criminal Code. Under this legislation, fireamls are classified under three broad categories: prohibited, restricted, and non-restricted (rifles and shotguns). Still, all types of firearms can be legally possessed by residents in Canada under tenns and conditions set out by the legislation. Currently there are 632,559 legally registered, restricted, and prohibited weapons in Canada. Many gun owners possess more than one gun. Large cities face considerable public health and safety risks because of legal gun ownership. Guns contribute to a significant number of injuries, accidental deaths and suicides. Guns arc used against women and children in incidcnts of domestic violence and are used in othcr violent crimes and homicides. Canada ranks fifth among industrializcd countries in thc rate of fireanns deaths among children under the age of 14. A major source of illegal fireanns in Canada is theft from domestic sources 1. This means that fireanns are primarily obtained illegally from residential and commercial break-and- enters where legal guns are stored. Members of organized crime are known to identify and target firearms owners, in particular those with large collections. j Criminal Intclligcnce Service Canada. 2007 AI/nl/at Report on Organized Crime in Canada, www.cisc-scre.gc.ca Update on Toronto Gun Violence Strategy 2 t:~ 1 j ! Even more, handguns have become the weapon of choice for criminals in Canada. In 2006, Canadian police services reported just over 8,100 victims of violent gun crime, ranging from assault to robbery and homicide2. Handguns made up nearly two-thirds of all firearms used in firearms-related violent crimes since 19983. Toronto experienced the highest number of victims of fireanll-related violent crimes in 2006, in Canada, one- quarter of all firearm-related victimizations. In 2006, 1,993 people in the Toronto CMA were victims of a violent offence related to guns4. I have taken action to pressure the federal government to enact a handgun ban. I have recently sent letters to the Prime Minster and federal opposition leaders calling for a federal handbTUn ban. In January, I met with Ontario Attorney General Chris Bentley and we agreed to work together towards a gun ban. On March 3, he and Minister of Community Safety and Correctional Services Rick Bartolucci met with federal Ministers Rob Nicholson and Stockwell Day to seek tougher federal gun laws, including a ban on handguns; noting "with almost 194,000 registered handguns in Ontario, there are thousands of opportunities for theft and abuse.5" The federal government does not support a handgun ban. Their position holds that there arc sufficient controls in place to direct the ownership and use of handguns in Canada. 1 am prepared to convince them otherwise. Tougher crime legislation for illegal gun use On November 23,2006 in Toronto, I stood with the Premier in support of the Prime Minister as the federal government introduced new bail refonn legislation. Last September, I wrote to the Prime Minister and the federal opposition leaders, urging them to reintroduce crime legislation reform into the current parliamentary agenda. In February, I wrote to Senator Joan Fraser, Chair of the Standing Committee on Legal and Constitutional Affairs, where Bill C-2 "'rackling Violent Crime Act" was being heard, to recommend passage. On February 28, Bill C-2 received royal assent, amending the Criminal Code by: · creating two new firearm offences and providing escalating mandatory sentences of imprisonment for serious firearm offences · strengthening the bail provisions for those accused of serious offences involving fireanns and other regulated weapons · providing for morc effective sentencing and monitoring of dangerous and high-risk offenders 2 Statistics Canada (2008), The Dai~y February 20.2008 "Study: Firearms and \'iolence Crime: 2006" Ottawa: Minister of Industrv 3 The following fil;ts are derived from Dauvergne and De Socio (2008) Firearms and Violent Crime Statistics Canada- Catalogue no. 85-002-XIE, Vol. 28, no. 2. Ottawa: Minister of Industry 4 Ibid. 5 Government or Ontario news release, March 3, 2008, "Omario Justice Ministers Call on Federal Government to Gel Tough Of! Gun Crime" Ministry of the Attol11cy General, Ministry of Co mill unity Safcty and Correctional Services Update on Toronto Gun Violence Strategy 3 :-) 2 Increased anti-gun smuggling security at the Canada-U.S. border In my recent letter to the Prime Minister, I requested the federal government strengthen border security to stem the illicit trafficking of guns across the border. Smuggled firearms across the Canada-U.S. border is another major source ofilIegal fireanns in Canada/). I have consulted with Chief Blair and Alok MukhcIjee, Chair of the Toronto Police Services (TPS) on this subject, and they concur with the seriousness of the issue. The Toronto Police Services Board has called on the Prime Minister to ban handguns. Approximately two-thirds of the guns seized by the TPS enter Canada illegally across the Canada-U.S. border. I highlighted this problem with Ontario Attorney General Chris Bentley who has subsequently called on the federal government for increased anti-gun smuggling security at the border. 7 The sheer size of physical geography between ports of entry, and the rough and remote unattended border crossings, invites exploitation of cross border movement by criminal entrepreneurs and organizations to smuggle fireanns across the border8. Fireanns are moved across international borders to support criminal organizations and individual criminals in their illicit activities, such as drug trafficking, self-protection, intimidation and, as a symbol of status. Tackling these issues will require a coordinated effort involving, among other agencies, the RCMP, Canada Border Services, and provincial and municipal police services. Stronger U.S. gun controls Any strategy to stem the flow of illicit guns onto our streets must address the varying degrees of gun control enforced by U.S. states. Canada's !,TUn la\vs are seriously undennined by the close proximity of U.S. states that provide easier access to guns. Each of the fifty states has its own constitution and laws regarding guns. Most of the states' constitutions provide for some fonn of state-level light to keep and bear arms. This discrepancy leads to conditions where fireanns can be easily and legally acquired in the U.S. and then illegally diverted to criminal groups and individuals in Canada. Considerable support will be needed to pressure the u.s. government to deal with this troubling situation. My letter to the Prime Minister requests the federal government pressure the u.s. government for stronger 1:,'1.111 controls. I raised this issue while meeting with Ambassador Michael Wilson in January. Recently, I held a meeting with Canadian and American organizations that advocate for stronger U.S. gun controls to better understand the issues and to infonn Toronto's strategy. Groups included the: Coalition for Gun Control, Joyce Foundation, Violence Policy Center, Legal Community Against Violence, and the Harvard School of Public Health. Also in attendance was Chief Scott Knight, International Association of Chiefs of Police and Fireanns Committee. The support of these groups will give weight to future Toronto action and requests to other governments. 6 Criminal Intelligence Servicc Canada, 2007 Anllual Report Oil Organized Crime ill Callada, www.cisc-scrc.gc.ca 7 Ibid ~ See reference #6 Update on Toronto Gun Violence Strategy 4 "..' z) '. } ,.~, Toronto can make a valuable contribution by working with efforts by U.S. organizations to impose gun controls. I have also been involved with the U.S. Mayors Against Illegal Guns Coalition. This organization, which is co-chaired by New York Mayor Michael Bloomberg and Boston Mayor Thomas Menino, and aligns more than 250 mayors across the U.S., is working to share best practices, develop innovative policies, and support legislation at the national, state, and local levels to help law enforcement target illegal guns. Continued community-based prevention and youth opportunity development The availability of guns in our city carries a hefty social cost. Access to a gun, whether in the home or on the street, creates unsafe and unstable environments. Guns perpetuate cycles of violence, including violence against women and children. Guns create obstacles to education and economic growth. Youth victimized by guns or convicted of using a gun have difficulty advancing through school or obtaining gainful employment. Neighbourhoods experiencing gun violence confront serious obstacles to economic development and growth. As you know, the City of Toronto is committed to making our safe city even safer. We have put 450 more of1icers on our streets and in' our neighbourhoods. The work of the Toronto Police Service's Toronto Antiviolence Interventions Strategy (TAVIS) is producing positive results. Through our Community Safety Plan, which was established in March, 2004, we are balancing enforcement with prevention, investing in youth, building on the strengths in our neighbourhoods and building partnerships with all sectors of our city, to ensure that every young person has a chance to succeed. Crime is down in every major category, except gun murders. Our commitment to carrying out these programs and collaborating with community groups across the City will continue; in particular our focus on creating opportunities for youth. Police-reported data show that among young people, the use of guns in violent crime is increasing. The rate of youth aged 12 to 17 accused of a firearm-related offence has risen in three of the past four years. In 2006, police reported 1,287 youth accused of a firearm- related violent offence, 32% higher than in 2002, and its highest point since 19989. Toronto's 2006 rate of youth accused of a firearm-related violent crime is 96.2%, well above the national average (55.5) and higher than all other CMAs10 Further action In a recent meeting ofthe Mayor's Panel on Making a Safe City Safer, the topic of guns was discussed at length. Much support was given for a community-based approach to raise awareness and tor continued prevention efforts. As a result, I am working with 9 See reference #3 IOThe rate equals the number of youth accused of a fireaml-related violent crime by the total number of youth acclIsed of violent crime; for citation see reference #2 Update on Toronto Gun Violence Strategy 5 4 others to build a coalition of individuals and organizations across the city to publicly support a call for a handgun ban. While advocacy for a handgun ban must be focused on the federal government, City staff arc preparing options for City-based measures to address gun violence, including a thorough analysis of possible legal measures that the City could put in place to impose gun controls within its own jurisdiction. I have asked for this paper to come torward to Executive Committee in June. I will also be distributing this report to the Premier of Ontario, the Ontario Attorney General, the Minister of Community Safety and Correctional Services, the Big City Mayors' Caucus, the Federation of Canadian Municipalities (FCM), the Regional Chairs and Single-Tier Mayors of Ontario (MARCO), and the Large Urban Mayor's Caucus of Ontario (LUMCO). CONTACT Sylvia Searles ~lam, Civic Engagement, Community Safety, Mayor's Otllce, (416)-338-7131 . Vv~ J) Mayor David Miller ATTACHMENTS · Gun Violence in Canada · "Ontario Justice Ministers Call Oil Federal Government To Get Tough On Gun Clime" News Release, Comprehensive Strategy Update on Toronto Gun Violence Strategy 6 _, i'::; I,.! Mayor Miller's Update on Toronto GUll Violence Strategy Executive Committee, Apdl 7, 2008 Attachment One: Gun Violence in Canada Statistics Canada reports that gun violence in Canada has remained stable, but more young people are using weapons. They state that in 2006, "Canadian police services reported just over 8,100 victims of violent gun crime, ranging from assault to robbery and homicide, accounting for 2.4% of all victims of violence. Handguns made up near! y two-thirds of all fireanns used. [...] Police-reported data showed that among young people, the use of guns in violent crime is increasing. The rate of youth aged 12 to 17 accused of a tireann-related offence has risen in three of the past four years, increasing 32% since 2002." I Handguns have become the weapon of choice for firearm murders, as the use of handguns surpassed rifles or shotguns for the first time in 1991, according to Statistics Canada. There has been an 86% decrease in the rate of homicide involving rifles or shotguns between 1975 and 2006, but the rate of homicide involving handguns remained relatively stable. By 2006, three times as many victims were killed with a handgun than with a rifle or shotgun. rate of vi<:tims per 100,00(} p<::>I)lJlation 4.0 --...----..---. 3.5 3.40 EI Firearm.r&Lated hOOlicid7s . Non.fir&E\llll.relllted hoolicldes 3.0 2.5 2.0 1.5 1.0 0.5 0.0 Canada lJt1ited Stales Australia England and Wales ~'Ifl of y;,::;urn., per 100.(00 r.r::opukrli.:oll 1.2 1.0 (HI Q.6 IJ,4 tJ2 O.CJ '977 1~11\,% t'1'''J K(cl 19',)7 ID)j ~X6 1. T(:IUlI"lse, inell/en. .sllwedolf r~m'sholguns, lully aU~;)fnl1lic ~l1'j Iiro,llrm.nk\1> l'I'oap-JllS su.;h as (.'!ll~tgun'. It is no surprise that Canada's fireanns homicide rate is lower than the U.S. However it should be unsettling to leam that Canada's tirearms homicide rate is higher than Australia, England and Wales2. In 2006, Canada's firearm-related homicide rate (0.58) was nearly six times lower than the United States (3.40), but three times higher than the rate in Australia (0.22) and six times higher than the rate in England and Wales (0.10). Firearms accounted for one-third (31 %) of all homicides in Canada, approximately two-thirds SOUft911: Statl$Uc$ Canada. Canadian Cllntra lor JUGtlce Statistics, Homlcid~ Survty. Flld..l(a! BUfeau of Investigation (FBI). Department of JU~tlC(l. Washington. 0 C.; Australian Inslttut;'! 01 Criminokl9y; and England & Wales Home Oflk:.... I Statistics Canada (2008), The Daily Febru(1/}' 20. 2008 "Study: Firearms and violence Crime: 2006" Ottawa: Minister of Industry 2 Dauvcrgnc and Dc Socio (200S) Firearms alld Violent Crime Statistics Canada - Catalogue no. 85-002-XIE, Vol. 28, no. 2. Ottawa: Minist(~r of Industry 'J 6 (68%>) in the U.S., 16% in Australia and 7% in England and Wales. In 2006, handguns were responsible for 75% of all firearm-related homicides in the U.S., 57% in Canada, 47% in Australia and 44% in England and Wales. Toronto experienced the highest number of victims of firearm-related violent crimes in 20063, in Canada, as well as the highest proportion of violent crimes involving firearms (4.1 %), or one- quarter of all fireann-related victimizations in Canada. In 2006, 1,993 people in the Toronto CMA were victims of a violent offence related to guns. However, when averaging by population, the fiream1 victimization rate was slightly higher in both Vancouver (45.3 victims per 100,000 population) and Winnipeg (43.9) than in Toronto (40.4). Youth, aged 12 to 17 years, accused of committing a violent offence are more likely than adults to use a fireann. In 2006, police reported 1,287 youth accused of a fireann-related violent offence, accounting for 2.8% of all youth accused ofviolence4. This was higher than the proportion of adults who had committed a violent firearm of Ie nee ( 1.8%). The rate of youth accused of a firearm-related violent crime increased over the past few years. The 2006 rate was 32% higher than in 2002 and at its highest point since 1998. The 2006 rates of youth accused of a tircann-related violent crime in Toronto (96.2) is well above the national average (55.5) and higher than all other CMAs. Sources of IJIegal Firearms 'fhe major sources of illegal firearms in Canada are smuggled firearms and theft from domestic sources). Domestically sourced illegal firearms are primarily obtained from residential and commercial break-and-enters. Members of organized crime are known to identify and target legitimate firearms owners, in particular those with large collections. The Canadian Police Information Centre (ePIC) keeps records of stolen or missing firearms since 1974. Currently, there are approximately 85,000 firearms recorded in the system, of which approximately 44,000 are classified as restricted fireanns (e.g. handguns). Law enforcement regularly recovers missing or stolen fireanns. Living next door to the world's largest producer and owner of firearms · U.S. citizens own 270 million of the world's 875 million know firearms; or 41.5% of the 650 million civilian owned small arms' (200 million belong to state militaries). This equates to 4.5% of the world's population owning 30% of all small firearms. · U.S. citizens own about 90 guns per 100 citizens. France, Canada, Sweden, Austria and Germany each have about 30 guns per 100 citizens'. · Each day, about 5,500 new handguns are sold in the United States; there are 81,325 federally licensed dealers and pawnbrokers in the United States (three times the number of McDonald's franchises) - and 238 active federally licensed firearms manufacturers across 43 states. Manufacturers produced over 1.2 million handguns in 1998t . Small Amrs SIIIWY 2007. Graduate Institute for lnlemational Studies 'Davis.lun (2004) DisposalofSl/rplrLI' small arm: United Slates. Small Arms 81/1"\>1')' 2004 3 Ibid 4 Ibid .5 Criminal Intelligence Service Canada, 2007 Annual Report 011 Organized Crime ill Callada, www.cisc-scrc.gc.ca ;:,7 '> f i The smuggling of tlreanns across the Canada-U.S. border is the main source of illegal fireanns in Canada. Approximately two-thirds of the guns seized by the Toronto Police Services (TPS) entcr Canada illegally across the Canada-U.S. border. According to the CISC 2004 Annual Report, firearms that are easily and legally acquired in the U.S. can be illegally diverted to criminal groups and individuals in Canada. Firearms are moved across international borders to support criminal organizations and individual criminals in their illicit activities, such as drug trafficking, self-protection, intimidation and, as a symbol of status. The ability to smuggle illicit fireanns has been attributed to the size of physical geography between ports of entry allows for criminal entrepreneurs and organizations to smuggle fireanns across the border, and the rough ,md remote geography of portions of the border, and remote unattended border crossings invite exploitation of cross border movcment6. A Threat to Public Health and Safety The availability oflegal and illegal fireanns produces a significant negative impact on public health and safety. The UN claims that the use of firearms results in 300 thousand deaths worldwide each year; 100 thousand deaths as a result of conflict, and 200 thousand non-conflict related deaths7. Firearms are used to conduct acts of violent crime and homicide, and contribute to a significant number of injuries, accidental deaths and suicides. Wendy Cukier, President of the Coalition for Gun Control, has stated that from a public health perspective, fireamlS deaths and injuries, whether intentional or unintentional, are a serious threat to the health ofCanadians8. On average, more than 1200 Canadians are killed and over 1000 are injured with fireanns each year. The economic costs of gun deaths and injuries in Canada have been estimated at $6 billion per year9. Furthennore, firearms deaths arc the third leading cause of death among young people aged 15-2410, and Canada ranks fifth among industrialized countries in the rate of fireanns deaths among children under the age of 1411. The availability of guns in our city also carries a hefty social cost. Access to a gun, whether in the home or on the street, creates unsafe and unstable environments. Guns perpetuate cycles of violence, including violence against women. Guns create obstacles to education and economic growth. Youth victimized by guns or convicted of using a gun have difficulty advancing through school. Neighbourhoods experiencing gun violence confront serious obstacles to economic development and growth. b Ihid 7 UN. UN Firearms Protocol: Curbing the spread o/iIlidtfirearms, Perspectives Number 4. 2005. UN Oftice on Dmgs and Crime, http://www.unodc.orglnewslctter/cn/200504/page005.html 8 Cukit'T W. FirC<lITns regulation: Canada in the international context. Chronic Dis Can 1998; 19 (I): 25-34 9 Miller T. Costs associated with gunshots in Canada in 1991.Can Med Assoc J 1995;153 (9):1261-..8. 10 Leonard KA. Fireann deaths in Canadian adolescents and young adults. Can J Public Health 1994;85 (2): 128. II Centers for Disease Control and Prevention. Rates of homicide, suicide, and firearm-related death among children-26 industrialized counu;cs. !vforbid !vfortaJ WkJy Rep 1997;46(5): 101.5.] ~) 8 I EX 19 .16 AMENDED Ward: Alii Report to Executive Committee Update on Toronto Gun Violence Strategy City Council Decision City Council on April 28 and 29, 2008, adopted the following motions: l. City Council request the Parliament of Canada to prohibit all handguns in Canada, including the sale or purchase and/or possession of any handgun by any Canadian citizen or any person within Canada (excluding police officers and military personnel). 2. City Council request the Parliament of Canada to institute mandatory sentencing (5 years minimum) of allY person found guilty of possession of any handgun(s) or invol vement in the sale or purchase of any handgun. .~ :>. City Council request the Mayor to deliver this Resolution to the Prime .Minister of Canada and to all the leaders of the Federal Opposition. 4. City Council request the Premier of Ontario to support this Resolution and, working with the Mayor of Toronto, convey that support to the Prime Minister of Canada and to all the leaders of the Federal Opposition. The Regional Municipality of Durham Clerk's Department 605 ROSSLAND RD. E. PO BOX 623 WHITBY ON L 1 N 6A3 CANADA 905-668-7711 1-800-372-1102 Fax: 905-668-9963 E-mail: clerks@region.durham.on.ca www.region.durham.on.ca May 16, 2008 THIS LETTER HAS BEEN FORWARDED TO THE EIGHT AREA CLERKS Cct2r2. 10(\ SC>-'06 Ms. D. Wilcox Clerk City of Pickering Municipal Office One The Esplanade Pickering ON L 1V 6K7 RP"'ACM ..C~w!' fur<< ! " E D ~:")(~.,~ h~"';:'" .c. !rt~<ERtt.J(J; MAY 2 1 2008 RE: PAN AM GAMES OUR FILE: M01, CC #208 Please be advised that at their meeting held on May 7,2008, the Council of the Regional Municipality of Durham endorsed the following resolution: Pat M. Madill, A.M.C.T., CMM I Regional Clerk "THAT Council Correspondence CC 208 be referred to local ~:k municipalities for their input." " Service Excellence for OUr Communities" In accordance of this resolution, please find attached CC #208 for your Council's consideration. i~ P.M. Madill, A.M.C.T., CMM I Regional Clerk PMM/ma encl. Dl~) T.,j .~'\.,_,nfl "'--"'-.""'''---f'''"~ @ f. .._~".- ~O'':''. ::-'-~ .. . .. _.--.1--- . I..> .t" 'j 1-1'-.:: ! t" . ,,,-'/ ~""--'--.'-I-: i'tL . ~.~iiC:!\! . !.\'. "_,~;""-_,,,''--''''~'-'''''J.OIZ>'-'~ -.1. ''"\.. I 1 ,-. -.......... .' "- \. (V ~:,'b C{\ \ C.lf \._) \ I eeL Cv\.... ) 100% Post Consumer 9 ..) t .\~ It . , ,/ ",! I /f,. \.<: l. ,i....., l' ' , ce... 2 0 8 Ministere de la Promotion de la sante Bureau du sous-ministre 777, rue Bay, 18" etage Toronto ON M7A 1S5 Tel. : 416326-8475 Telae.: 416326-8409 ATS: 416212-5723 ATS sans frais: 1 866263-1410 www.mhp.gov.on.ca ~ APR16'OB Pt1 2=52 l~ t? Ontario Ministry of Health Promotion Offiee of the Deputy Minister 777 Bay Street, 18th Floor Toronto ON M7A lS5 Tel.: 416326-8475 Fax: 416 326-8409 TTY: 416212-5723 TTY Toll Free: 1 866263-1410 www.mhp.gov.on.ca 60 April 10, 2008 ,."', I..... 1 " ",ll. REG'O,..1 ,,",C I~: Ifit1.... Vi 1 . ~~ \.11 .......... r:= ,.....:;.. ~:":::: r"t~~, if'r;? fN\ fD)1r:-:. Jf .">. ",,,, '" "'"' ': \1 \r\l [~~;~~,.", ;!~:::; ~:i . .') t. ,:.';.;. s; ,I l-'~:' 1 n 2008 r..'\ .. Roger M. Anderson Regional Chair Durham Region 605 Rossland Rd. E. P.O. Box 623 Whitby ON L 1 N 6A3 ,......... ""n'f!OJI O-t"F~r :'.: ;.' ,,: ~ ~'1t: I: ~~ A..- "-.0." ". REG!ONAL CH:~IR Dear Mr. Anderson: As you know, our officials have been working together, with other interested communities and the Canadian Olympic Committee to explore the viability of a bid for the 2015 Pan American Games. It is a very exciting opportunity for the 8T NGolden Horseshoe to bring international sporting events, with all their benefits, to Ontario. Staging the Pan Am games would further help put the 8T A and the Greater Golden Horseshoe on the international map and also, act as a catalyst for some important new infrastructure. Today, the provincial government informed the Canadian Olympic Committee that we would be prepared to lead the completion of a business case to assess the viability of hosting the event. We anticipate this work will be completed in June with a final decision to quickly follow. A bid for the Pan Am games would require support from all levels of government. We're looking forward to pursuing those discussions with the city of Durham as we further explore the viability of bringing the games to Ontario. We have begun discussions with the federal government as they are an essential partner in going forward. We will proceed carefully, and with our partners. We have advised the COC that before we commit to a bid, our first priority is to ensure the business case is solid. I know you share in that pursuit of diligence. Our officials will soon be in touch to further engage your staff in the business planning process. We look forward to working together on this exciting opportunity. Sincerely, CLERK'S DEPARTMENT Ori9i~ To: 'iJ. Copy To: ~ Cynthia Morton Deputy Minister c: Garry H. Cubitt, Chief Administrative Officer i f " (d. f~", 11 :-11. !-f''''Y~~ "- -...AI \...Y..A,_ VV<,.) } rno I OS/21/2808 02:58 '305023'3311 DG PAGE 01.....02 ~~_. ....... ,\ '\ ;..' -r-[" .. ......'\ \. " ! .;. "'.'\ ... ,.., . '( ~ ':. '"-" .,,;.', :. L.(')(-; ,\ f/,/ I.;'~, , ...,- ".'. .r.L L.. ..:-..;..... I.n (. - ""..f". . ., "~ --. CAW LGc~j 21Z RE E1VED errv CO O':CKERING MAY 2 B 2008 "1425 Ph~fnr.; ~"~urr.~~~ ,4'Jor:t;€~, O<:h3\fia, ON L'f J 8Lt! P1ione: 305.723.1187 F~y,: 905.4'36.9515 .... '1 I.') I April 29th, 2008. CLERK'S DIVISION Ct)~:F'.f /V(i "'9-L6 Hello Members of Council: During our spring eduOltion seminar at the Port Elgin CAW (Canadian Auto Workers Union) Training Center, we were .made aware of the workplace (S~a.rs) . . Murder of Theresa Vince in June of 1996 and the workplace (Hotel-Dieu (;race .Hospital) murder of Nurse Lori Dupont in November 2005. Despite two separate recommend~tions made by t.lle Jury Members of those Coroner Inquests, several attempts to introduce private membe,.s bills in the last couple years to make legislation that would be able to address harassment and workplace nolence at its beginning rather than leave it continue on until a murder takes place, have been unsuccessful. We are asking that all municipalities in the Province of Ontario support our attached motion to legislate changes governlng harassment and violence in the. workplace by returning us a signed copy of support of tbis w'otion. We would further ask that your Council forward that same letter of support totbe M.PPs who Covel- your .Provincial Riding. With your help we will be able to make a safe and happy workplace for all. Thank You. Don Grnnt, .Locul.221./CA W Dwight H:trper,LocaJ 598/CAW Texas MacDonald, Local 598/CA W ;?'CTmC~.=:~+J I ..j .~) l.) I t-=J u )1 ......".- . '''_.''''''-~:.:r-.._....._.; i ........J,---....-..: ! ~7-- ~"~"'--,v-i;-' Please 'Fax to 705.673-11.83 Attention: Workplace Violence .Resolution Or by mail t~"... "'>, 19 Regent Street So,P.t!!~__ ........_..> -~ UI0li k; i'\.<?:.:E~J::Jt- Sudbury, Ontario P3Cw4B7 n\o-Lt~,- f~':;.f' D\'-e...c:.--\~ Dv'- ..,..-,._..,-~ ~ ~~. . .'. - .~.. ;,-:~~;......,,, . .:: , .~ ~_. .-y . ,-:,.,.._ ...~. "L"" ~ 05/21/2008 02:58 9056239311 Df; F'AGE 02/02 f,? ,.! (;,- CA,W local ,,22 '425 Phillip MurraY~\fen\je Csnawa, ON ,-'., '\\ ~ "',:..:",:';.'.~.~ ,"~ ,. " '.:1.., ..........",. I! .. 'f."../'-";., l~~' O<":::..;','.~'~""" t ",. ...........\ LOC:i\L 222 L'!,-18t4 ~),,;.',:;",,~:.. ;~::":!' ::','::;;. "';"'i!...,;", ~.'hone: 905.723 11137 Fe):; 805.436.95 f5 To be sent to "TlaeLegislative Assembly of OIJtario"by us as Ii package when results arc re~civcd: WHEREAS sexual hara~sment is a significant and wide-spread occupational health and safety hazard for women in the workplace, and the current workplHce legislation has proven to be ineffective in preventing gendered workplace violence and Inurder; AN,n WHEREAS legislation to provide work-place protection from sexual harassment and domestic violence has been brought forward FIVE times since 2001, including Private Men1bers Bins in 2001 (Bill 76), 2003 (Bill 55), 2004 (Bill 126) and 2005 (Bills 35 and 45); AND WHEREAS including sexual haraSSOlent in OHSA was one of the recomtnendations of the inquests into the deaths of both Theresa Vince and Lori Dupont; specifically in the case of Lori Dupont, recomluendatioll # 1. 0 from the' .. . verdict of the Coroner's Jury urges the Ontario Ministry of Labour to Wldertake a "review (?f OHSA to examine the .feasibility of including donlestic violence (fron? someone in the workplace), abuse and haraSSlnent as factors warranting investigation anti appropriate action by the !finistry of Labour ...." W.E, the members of the CAW U'nion request that each municipality in the Province of Ontario support this m.otion to: Amend the Oulati.o .Health. an.d Safety .A.ct to include a personal safety clause . that would offer protections from emotional or psychological harm as well as from physical harm. in the workplace. Please forward back to us a copy of your motion of support as well as copy to th~ MPPs who are in your riding. Thank you for your help with our concern to make safe workplaces in the province for all. ," -, "'-' ~-. ~ JUN. 09. 2006 (MON) 11: 57 EASTERN POW:ER & SUBSOR 416 234 6336 PAGE. 2 ~. 'EASTERN POWER 2275 LAKE SHORE BLVD. WEST, sUITE 401 Toronto. ontario M8V 3Y3 CC'f2f(', /1J( j:J-6j', Tel: (416) 234w 1301 Fax: (416) 234-8336 "7 h ,J !' JuneS, 2008 Ms. Deb] Wilcox City Clerk , City ofPickc:ring One The Esplanade Pickering, Ontario L1 V 6K7 Tel (905) 420-4660 x 2153 Fax (905) 42D-9685 dwilcox@city.pickering.on.ca Dear Ms. Wilcox I , ' SUBJECT:' Deoutation at the June 16. 2008 Council Meeting .j, . , ' ~ " Enclosed please find a letter to Pickering Council dated Junej 2008 for consideration at ,the June 16, 2008 meeting. ' ' , ' Eastern Power would like to make a deputation at the June 16, 2008 City of Pickering Council meeting. We will provide the details of the deputation by early n.ext week. Please confirm. Yours sincerely: ' EAST:ERN PO~rMrrF;o Enel:. r ORIGINAL'j.....-" TO: l.U -- ':---_"-""'"'.........~<>l__'" COpy 'f.'1". Q ""- ~ t"Y'\ TO: f I ! ~ ...-----... i CORR. ) I' -~ FILE \- I ! I I i 'I gTt\,KE A.~~R. ACTION ~ ~ ..~...~-'.=-.~._.._.,-'~.~..="'=.............. ,. "', ~ ......ft ~ lU'\'C:- lb -th - ~\~c.:tiorU .... M.D+~O~ For \:Slt'c:..c.. +~otV JUN. O~. "UU6 (MON) 11: 56 EASTERN FOWER & SUBBOR 't1b ,,::l't t:l::l::lb l"JHj~. :l '~.h4 -e;r .J. EASTERN POWER 2275 LAKE SHORE BLVD. WEST, surre 401 Toronto. Ontario M8V 3Y3 June 9, 2008 Tel: (416) 234-1301 Fax: (416) 234-8336 Mayor and Members of Council City of Pickering C/o Ms. Cathy Rose Planning & Development Department One The Esplanade Pickering, Ontario LIV 6K7 Tel (90S) 420-4617 Fax (90S) 420-7648 Dear Mayor and Members of Council: SUBJECT: Biomass Pilot Trial at the Brock weSt Power Plant of Renewable Biomass Fuel from Local Under-utilized Agricultural Land Eastern Power Limited is the owner and operator of the Brock West Power Plant in Pickering, Ontario, which has been producing green electricity fuelled by landfill gas since Febmal)' 1991. This project pioneered the use of landfill gas for electricity generation in Canada, and also reduced greenhouse gas emission by over 10 megatonnes, which is equivalent to the annual emissions of about 2 million cars. The facility has ensured the beneficial use of a waste gas that could otherwise have posed. an enviroI)Il1ental problem. The project has been recognized with two awards for its . economic 81l.d environmental contribution to the City of Pickering. We have been approached by a group of fanners led by Mr. Bob Hunter to pilot a biomass utilization project. Mr. Hunter is a well known agricultural entrepreneur and . significant land-owner in Pickering, Brooklin, Oshawa, Port Perry and Prince Edward . County. . With declining landfill gas over the years since the end of waste filling at BrockW est in 1998, Eastern Power, together with local fanners, wishes to run a pilot program of co- fueling the plant with biomass including locally grown miscsnthus, switchgrass, straw etc. (e.g. grown within about 100 km of Brock West). Miscanthus and/or switchgrass is well suited for biomass since it grows quickly with minimal water and fert.i1izer use, does not remove nitrogen from the soil, and can be grown on lmids of marginal agricultural capacity with miDi mum labour. The biomass will be dried for about a year by the growers, and then trucked to the plant. Most biomass would be delivered in bales, on the back of flat bed, or fanning trailers. There would be 6 to 12 trucks per day with most of the vehicles coming from the north as the agricultural la11d are predominantly in this direction. ...2/ JUN. 09. 200~ (MON) 11: 56 EASTEHN ~UW~h & ~ueev~ "t.iQ "';'"'t l",.l"J,.,I,"" Mayor and Members of Council, City of pickering June 9, 2008 . .Page 2 G f)" ,. " Local fanners see revenues in the range of $ 400 - $ 700/oore whil~ incurring few operating costs. This. new option of growing biofuel will allow farmers to earn additional income from the use of currently marginal, under-utilized, non. food crop producing . lands. The additional income will improve the farming bUsiness case, bring more farms into viable productiol1 from more crop land and biofuel land. Side by side,. these two viable fanning products will result in an overall increase in food production and lower pricing world wide. The biomass would be. ground at Brock West and .then be added to the landfill gas collected from the site. The combined biogaslbiomass fuel would then. be bum.ed in the existing boilers,. which would need to be modified to accommodate the new fuel type. The boilers would continue to produce steam to drive the existing turbine.-generator .set, .which gen.erates electricity for export to the grid. The existing electrical capacity of the Brock West Power Plant will therefore remain unchanged. The biomass will account for up to 5 MW of the electrical output, which is well under 50% of the existing plant capacity. The proposed pilot program would be eligible for' funding from the Innovation and Demonstration Fund (IDF) of the Ontario Ministry of Research and Innovation. Benchmark screenIng using the IDF software has shown very positive results. Projects utilizing biomass from miscanthus and/or switchgrass have been successful in Europe, but have not yet gained a foothold in North America. This pilot will accelerate the adoption of biomass as a fuel in North America, and we therefore expect to obtain the support of the Minister of Research and Innovation (HOD. John Wilkinson), the Minister of Agriculture (Hon~ Leon.a Dombrowski), the Minister of the Environment (Hon. John Gerretson) and the Minister of Energy (Hon. Gerry Philips). The Brock West Power Plant has unique advantages for the pilot in that it is an existing faoilitY with burners. capable of handling a high grade biogas/biomass mixture, is already adequately connected to the electricity grid and is also located close to agricultural lands and thus requires no new road or utility infrastructure to pjlot this exciting renewable energy concept. There is also the opportunity, if the pilot is successful, to add a district heating compon.ent as well. Consultation with City staff has indicated that the proposal is permitted by the Durham Regional Official Plan, the Pickering Official Plan and the City of Pickering's zoning by- law. The proposal may require site plan approval andlor building pennit approval. The Brock West Power Plant will continue to meet all applicable Ministry of the Environment regulations and will operate in accordance with its Certificate of Approval (Air), which will be amended as required to allow co-firing with biomass. .. .3/ JUN. 09. 2006 (MON) 11: 59 EASTERN POWER Be SUBBOR I i I I ~f 416 234 6336 PAGE. 5 , '" " 66 Mayor and Members of Council, City of Pickering June 9,2008 Page 3 Eastern Power is proud to have operated its existing facility in harmony with the residents and businesses of the City of Pickering and therefore prior to formally approaching the Ministry of Innovation, Eastem power seeks the support in principle of Pickering Council for this innovative 'environmental initiative. Subject to receiving Pickering Council's support in principle, Eastern Power would formally approach the Ministry of Research and Innovation for support via their Innovation and Demonstration Fund; and would seck approval from other authorities including the City of Toronto, tbe Ministry of the Environment, etc. Following this we would undertake engineering and installation of the modifications to our plant to enable co..fueling with biogas. Our collaborating fanners are eager to proceed on a timetable that would see the 2009 harvest used for thi~ pilot. To achieve this; we would need to have the key agreements and approvals in place by the fall of this year so that the fanners could begin their planting in the spring of 2009. We would need to have the Brock West modifications completed by 201 OJ when the 2009 biomass harvest will be dry and ready for use. . Eastern Power has' a corporate policy to participate 'only in environmentally beneficial projects. Pickeringhas recognized our efforts in ''walking the talk" at Brock and through this trial project we will be proud to contribute to' and support Pickering's "Sustainable City" initiative. The overall objective of the Biomass Trial Project is to detnonstrate sustainability within a geographical area such as Pickering. The sustainable cycle comprises use of non-food crop marginal.1and to provide an energy fuel source. Th.e fuel crops are chosen to require no fertilization or irrigation and provide good energy conversion. The operation of the Brock West power plant on biomass fuel will not result in. any discomfort to local residents either through noise from grinding the fuel or odourfroIn its storage or handling. The plant will be able to continue its beneficial use of landfill gas as a fuel and facilitate prevention of odoUTS escaping from the landfill site itself. Yours sincerely: EASTERN POWeR LIMITED ~~~~ Gregory M. V ogt, P .Eng. President biomas.'l/correspondence Cillf 0# MEMO t) I Cc'V r! IU('. -S:):;;;,.(J? To: Mayor and Members of Council May 20,2008 From: Chair Heritage Pickering Advisory Committee Copy: Chief Administrative Officer Directors Subject: 2007 Year End Report 2008 Work Plan for Heritage Pickering The Heritage Pickering Advisory Committee is pleased to present this document as an overview of its 2007 accomplishments and its proposed recommendations for 2008 and beyond. 2007 ACCOMPLISHMENTS 1.' Inventory of heritage properties underway; 2. Web site redevelopment; 3. Participation in local events - Tapestry Day, Whitevale & District Spring Fair 4. Reviews of development plans. 2008 PROPOSED WORKPLAN 1. Complete inventory listing and present Heritage Register for Council approval; 2. Education resource development; 3. Assessment of Dunbarton Village for Heritage District Designation; 4. Participation in local events; 5. Heritage Pickering Brochure; 6. Heritage Designation Ceremony. Submitted on behalf of Heritage Pickering Advisory Committee Current Membership: Pamela Fuselli - Chair Shawna Foxton - Vice-Chair Jim Simpson - Vice-Chair Theresa Abernethy Shirley Curran Karen Emmink Richard Fleming Gordon Zimmerman Heritage Pickering Our Mission · To provide a Sense of Place for Pickering through the identification, preservation and protection of heritage assets that provide the history of this City and enrich the environment in which residents live · Shine the light on the heritage that still exists in the community through education opportunities · Support City Council and the Municipality with Heritage Related issues, in compliance with the Ontario Heritage Act Worrying about heritage is not "...just architectural elitists foisting their personal tastes on their communities." Municipal World February 2007 '.J, ',0 Heritage Pickering '~~ \~ Who are we? · Dedicated volunteers · Appointed by Council · Operate in an advisory capacity to Council · Supported by City staff · Worl< with stal<eholders · We are not politicians, nor civic officials · We are not a tool of local interest groups Heritage Pickering Heritage Picl<ering Members · Councilor Johnson · Shawna Foxton · Jim Simpson · Pamela Fuselli · Theresa Abernethy · Shirley Curran · !(aren Emmink · Richard Fleming · Gordon Zimmerman Co-Chair Co-Chair past Chair -.-..... Heritage Pickering .-.......: N 8 Statutory role · Designations · Consultation · Alterations · Demolitions · Heritage Districts Non-statutory role · Participation in the City's Heritage Day celebrations · Collaboration with stakeholder groups · Population of Web site · Creation of education resources · Participation on various committees, e.g. in Regional Municipal Heritage Committee meetings · Hold designation events · Represent Picl<ing at Heritage related events and conferences Heritage Pickering Where is Pickering's Heritage? · Everywhere...but there are few "signs" that identify our heritage in highly populated areas · Due to early settlement patterns and development patterns over the past 60 years, there are some priority sites: · Central Pickering - Seaton, Federal lands · Example: Brougham was the geographic, political and economic centre until the 1960's · Impact of expropriation - development has occurred largely in south Pickering, leaving the central area with a higher number of heritage assets, many of which are in disrepair · Seaton Land Transfer - important to protect heritage sites which have been protected thus far from urban sprawl Heritage Pickering . , ............; ..z::,.. "When we demolish (or allow buildings to decay) we lose the resources that went into building it and burn even more today to replace the building and send the results of the destruction to unsustainable landfill sites where demolition and construction debris accountfor almost 40% of the waste stream." Municipal World, February 2007 Heritage demolition is in contradiction of the concepts of 'sustainability' and not environmentally friendly. Heritage Pickering Heritage Preservation · Is an opportunity, not a liability · To recycle/adaptive reuse that is sympathetic to the heritage assets adds value and opens up innovative ways to use built structures as well as natural heritage · Research conducted confirms that heritage designation does not have a negative effect on property/ community value · In a highly competitive international economy, people are coming to realize that difference and not sameness is what counts - character vs. repetition , , '"-'--1 U'l Heritage Pickering '.........,~ Ct\ What do we need to be successful? · Continued support from City staff and Council · Recognition of the contribution made by the volunteer members and the time they give · Recognition of the expertise we bring to the table · Recognition of our goals and objectives · Understand that heritage preservation and growth are not mutually exclusive · Understand there is tangible value in heritage Heritage Pickering "The true impact of heritage designation should be to remind politicians, civic officials and citizens that we have an unbelievable wealth in the built form and that we should be conserving it, recycling it and letting these buildings live generation after generation to both house and inspire us." Municipal ~orld, February 2007 "...._< ~-...j ,.~.- --.,~"'--- Heritage Pickering e 2007 Achievements · Inventory of heritage properties well underway · Web site redevelopment · Participation in local events - Tapestry Day, Whitevale & District Spring Festival, Heritage Day · Reviews of development plans · Many ad hoc requests.... ............: !"., __v 2008 Plans include.... · Complete inventory listing · Education resource development · Assessment of Dunbarton Village for Heritage District Designation · Continued participation in local events Heritage Pickering "Recent studies have shown that many reputable developers are mal(ing good returns on investment for projects reusing older buildings." Municipal World, February 2007 \.,L:; Heritage Pickering 0:- ,..-..-.., '--' Given the pan-Canadian, if not global, interest in active, healthy living (wall<able communities), sustainability (environmental) and the edge that Picl<ering is poised on to develop the Seaton Lands, there is an enormous opportunity to achieve a (win-win' result with a 3 way relationship between City, HP and Development Partners.... ...integrating the past, with the present, for the future. We look forward to heritage being part of the future of Pickering. -, I . ;::j ~ tlO rr-Y - C ~ .- ~ \j OJ ~ ~ u .- a... OJ tlO ro .f-I .- ~ OJ I I l! ' (; ,) (j 4_ RE(;EI\fED CITY OF PICf<ERING JUN 0 4 2008 CLERK'S DIVISION Cor AI Services (>'1'/,(. ,\/0 ::.) ~ - l:;~> Suite 309, 15 - 6400 MilIcreek Drive, Mississauga, Ontario, Canada LSN 3E7 Tel: 90S 858 9242 Fax: 90S 858 9291 Email: alcormier@sympatico.ca May 30, 2008 Mr. Richard Holborn Division Head Municipal Property and Engineering City of Pickering 1 The Esplanade. Pickering, ON, L 1V 6K7 Dear Mr. Holborn, Cor AI Services has been retained by GO Transit to assist in the further expansion of double deck buses in its service area. The purpose of this letter is to seek the support of -*' your municipality in this regard. Background You will recall my correspondence with you in recent months with respect to the addition of bike racks in front of GO Transit buses. That project was successful. Letters of support were received from all municipalities and appropriate permits were obtained from the Ministry of Transportation (MTO) for the operation of over-length buses. Bike racks are now being installed on GO buses. I was also in contact with those of you in the Oakville to Unionville GO bus corridor with respect to the introduction of double deck bus buses in that service. That project was also successful with MTO granting appropriate permits for the operation of over-height buses. GO Transit received 12 double deck buses in early 2008 and they were placed in service in the Oakville to Unionville corridor in late April. These buses have already proven to be a valuable addition to GO's fleet. They are operating safely and have been very well received by GO's customers and its operating personnel. Their additional capacity is allowing GO to better accommodate the growing passenger demand in ~~~(BR~~iaOf:-'~1)c; '--'~l ; ,0. I, '. ~~- 1 Safety Considerations ~g~v r. Bv.~\.\sn"'-:I...- 'I Introducing these double deck buses involved the planning and use of." , technologies and operating protocols to minimize any potential of a ' double deck bus and low clearance structures. These steps, which are described below, were demonstrated successfully to MTO officials who subseque1rrr provl e e necessary 'Special Vehicle Configuration Permits' for double deck busf,ill tR3t corridor. ~=:: f, 1 ' ~R~~^+-l: Y! · v'n~~: ',' ."...'~:.~.=..".:~L~c;:}.~ 00 r or.l'" , ,v CbL-h:- l ;, ~ ....,:,::_~"~.~.".!:,'-"~~~~._:::\_"~,._>,. ; _ _,:.c,~-:~,,"~,,'~k~.~;:".J mobon -t.o Endd:.;e, ~-ct-+ey of S0.pport. ;~ Z \...' ..J Prior to placing the 12 double deck buses in service, the following safety steps were implemented: 1. In designing the specifications for the double deck buses, GO Transit ensured that the bus builder would deliver buses that meet all applicable Canadian and Ontario regulations and standards for buses, including the requirements to carry disabled persons. 2. GO Transit completed a physical inventory of bridge clearance heights along the proposed route and nearby roadways to ensure that there were no low structures along the corridor as well as along parallel roadways that might be occasionally used as detours in the event of road closures. Naturally, only routes with sufficient clearances at overhead structure are considered for double-deck buses. 3. Testing, acceptance and installation of a 'Geo Fencing' GPS system along the service corridor. This technology electronically defines the precise locations where double deck buses can operate and tracks the exact location of all buses on a continuing basis. Should a bus deviate from its assigned routing, the technology sends alarms to the bus driver and to central dispatch. The capability exists for the engine of an off-route bus to be disabled by central dispatch remotely if necessary. 4. The on-board installation of an additional device called 'Bridge Clear' which contains a data bank of all bridge clearance data along the proposed route and adjacent roadways. Again, should a double deck bus stray from its assigned route and approach a low clearance structure, this device will alert the driver and acts as a back up if a power failure were to disable the Geo Fencing system. 5. A special training program was implemented for drivers of double deck buses. Qualifying drivers are issued a special permit and only holders of such permits are assigned to double deck buses. Driver behaviour is carefully monitored and disciplinary procedures including dismissal will be implemented if any driver endangers passengers in any way. 6. A service call protocol which requires special tow trucks capable of pulling a double deck bus to a service facility without raising any of its wheels. The above noted ~fety features include state of the art technologies and practices and have indeed set the benchmark for the safe operation of double deck buses in Ontario. Additional double deck buses are planned GO Transit Management and their Board of Directors have been very satisfied with the double deck buses in operation to date. The safety measures in place, as described above, are working as intended. The buses perform well mechanically and passengers have shown a high degree of satisfaction with the vehicles. As a result of the successes achieved to date, the GO Board of Directors has authorized staff to expand the use of double deck buses to additional corridors. An additional 10 double deck buses are already on order for delivery later this year. As you may well know, GO Transit's ridership continues to grow at significant rates on both rail and bus services. GO is looking at all options to increase its service capacity including the use of more double deck buses. See Attachment 1 for a list of routes to be served by double deck buses in the coming years, starting with new services this fall. 2 84 Double Deck Bus Details Attachments to this letter include the following: Attachment 2 - A photo of a double deck bus Attachment 3 - Schematics showing the bus layout and dimensions Attachment 4 - GO Transit Service Area map In summary, the double deck buses comply with all legislation and regulations except that they exceed the height regulations of 4.15 metres (13 ft 6 in) by 0.12 metre or 4 inches. The buses are 4.27 metres (14 feet) high. Regular GO buses are 3.47 (11 ft 4") metres high. The double deck buses comply with weight regulations in respect to the total weight as well as axle weights. Special Permits Required To operate over height buses in its service area, GO Transit requires 'Special Vehicle Configuration Permits' from the Ministry of Transportation. In turn, MTO requires that GO Transit obtain the support from the authorities having jurisdictions over roadways used by these over-height buses. Accordingly, GO Transit requires a support letter from your organization to attach to its MTO permit application. Such a support letter can be signed by yourself or another appropriate senior official from your municipality. 6 resolution of Council is not required bv the Ministry. Instead of coming back to you for each planned double deck bus service introduction in the coming years, GO Transit is seeking your support for the possible use of such buses on any of its current and planned routes bus routes suitable for the operation of double deck buses. Before adding any new double deck bus services, GO undertakes to: 1. Follow and implement the safety steps identified under 'Safety Considerations' above. 2. Notify your organization of new service introductions. 3. Seek MTO's Special Vehicle Configuration Permit on a corridor by corridor basis. We look forward to your support letter by July 18, 2009. Please address same to Mr'\.1L Minh Le of GO Transit at the address shown in the suggested support letter text found in '7( Attachment 5 to this letter. Alternatively, you may fax your letter to Mr. Le at 416 869 9493, with a copy 10 me at 905 858 9291. Feel free to contact me if you have any questions. Regards, ~-<.-<-~.- AI Cormier cc. Mr. Minh Le Senior Equipment Development Officer GO Transit Attachments 3 ATTACHMENT 1 H ~:; GO Transit - Double Deck Buses Starting in the fall of 2008, double buses will be introduced in the following corridors: . Route 51 - York University to Scarborough and Pickering . Route 93 - Scarborough Town Centre to the University of Ontario Institute of Technology in Oshawa (UOIT) . Route 52 - York University to UOIT . Route 47 - York University to Hamilton . Route 15 - McMaster University in Hamilton to Aldershot and Burlington . Route 48 - Guelph to York University . Route 60 - Wonderland to Yorkdale and York Mills Stations. The above noted services will include deadheading trips (no passengers) along additional sections of Highways 401 and 407 as well as City of Toronto streets to reach GO's Steeprock garage in Downsview. There will also be needs to take empty buses to various private service centres for warranty work such as SN Diesel garage in Vaughan, the Detroit Harper garage in Etobicoke, the Mississauga Bus and Truck facility in Milton as well as the Cummins and Tartem Equipment facilities in Mississauga. The GO Board of Directors has also asked staff to begin planning for the use of double deck buses on the following routes with service introduction dates to be determined but hopefully before 2011. . Route 18 - Hamilton Train Meet . Route 29 - U of Guelph to Cooksville . Route 32 - Brampton via Trinity CommonlY ork . Route 37 - Orangeville Service . Route 38 - Bolton Service . Route 40 - Square one to Richmond Hill Centre . Route 50'" Unionville to Scarborough . Route 54 - 407 York U to Mount Joy . Route 64 - Newmarket to York U . Route 68 - Barrie/Bradford Newmarket Local . Route 69 - Beaverton/Sutton Service . Route 81 - Beaverton/Port Perry Service . Route 90 - New Castle Train Meet . Route 91 - New Castle Express . Route 95 - Oshawa Highway 2 Limited Service . Route 96 - Oshawa Finch Express Service 1";- " ATTACHMENT 2 g6 . A TT ACHMENT 3 . [~ 7 M;\RKER LIGHT ~\ RrcD \ \ \ .'--..f........=:::... ~! gl ~I ..." >- <C' ~ wi trq I; fjl ;:l! COOLANT FILL \ g;! .~i ACCESS DOOR '. t>l 1 ~I j ,? T' EI ! il ~i COOLANT 51 5i'! SIGHT GLASS ~i ~l >-1 ",1 / ~I ;<':1 INDICATOR.J a:;! -' mJ l ~j 1 "I I I , ~/I i I I i I ...1.?.9_..~ BONDED DOUBLE.-, GLAZED UNITS \, \ f~1ARKFR UGt-r; 'IE: 1..1..0'/''; BELL TOUCH' STRIP EACH PILLAR UiSALOON 1.7 OFF RIGHTHAND SIDE) r--~I EMERGENCY" I ESCAPE I) ~ _--.-Ji . _L _ , II " , "}",,i',~~: ""'" p' I /' ~k,',"" ",.T"PR A~'S'''V ~ > ~ ~,.,\_U\.lUl...A.T.t~)r-J ~. .EVENT I _,_ I /;'.r-" . I ......_.._....~ ~ rL IND'ChTOK RE"LEX REFLECTOR RED . ALEXANDER TITLE: l~PQ_......______.~_._._ ~ i mi ~MERGEtrY If "SCAPE v. \ \\ TREE GUARD \. \ \ '........._~- ',-",-"' MAH,,[f1 L1GHT-, YEL-LOll'; \ \ \~r- "~f~~:GY ! ,,-.,~..... ,..;v ;~ SINGLE GLAZED -, SPEAKER "\ ENTRANCE DOOR ' '\= ------~---- - -----.---.--':::;:--- -- I " L ~~~~:~~~N ! -1----__ i nlGHTHAND ELEVATION DRAWN: A. DRUMMOND DATE: 20-08-07 iI' I , I '----- - ----' --,-- ~I ~~I i 1 ! I ~I EMERGENCY , I ESCAPE I I f~F:FI..[)( F~[FL.F(:TOR-/ YELLC),>/V GRAVITY FEED FUEL J FILLER (Sm LAYOUT) REG No : Ii Ii ~' ! ! ;'---- - ENVIRO 50012.8 METRE LH BODY DENNIS E500 CHASSIS - CUMMINS EPA07 ENGINE, COMPLETE WITH ALLISON M500 TRANSMISSION REF: 'GO TRANSIT ONTARIO' " _L i j j ! " 000" J CO~JTRCL 'KNEEL LAM" ....,,2;199._.._____.___.__.._.._ ........ SEAT TYPE: LAZZERINI'PRACTICO', FIXED BACK USALOON LAZZERINI 'GRAN TURISMO', RECLINING U/SALOON ........M......~.,. IS5 No: DRG No : ! .. _. - / , ';.r'r~ Rt:HECTOR~ ! "d.~,W I w_ __241~______.___---l I . -----.----.--l-W~. 05 I PAGE No : 1 6504GA TREE tvlf,RKER LiGHT YELlOW r- GPS SY"TEIv' / ., ..' / / /' RADIO /' , AERIAL DeUBLE r- MARI\ER LIGHT j I\HTS ,,/ YELLO\N / / / ~ I--~ ~~A~f~E~~4CY I ~ll ----~ r BELL TOUCH' STHH-:.t / ~E$~FP~T~~~~:i~}trt);';~:;frlJ I I ! r ROOF HATCH / (2 OFF) / / I l r MARKER L1SI"T RED / SUN BLlND-" " RADIO AI'RIAL t! ! I ~~~I~~:NCY i I ! I _--31 . jlf ~Il 'I ~ I JI 'II I ~~~t~~~~~j 'I' r SIGNAL UNIT / DOUBLE GLAZED ~~~~~~~~~~~~~~-~~~~~~~~~~~~~~--- ; EMERGENCY ESCAPE D INDICATOR Et..1ERGENCyl F.XIT DOOR YELLOV\! , ''I-. INDICATOR \ L REFLEX REFLECTOR YELLOV..; 2421 ST,~I1\jLE.SS STEEL \VHEEl PANS V>,fITH iNNEH ~'VALL TO PREVENT S~~O;/'i P/:'CUi'ilULA TIC\J LFFTH..\r,~[; FL EVl~ Tlf)i\; . ALEXANOER TITLE: ENVIRO 50012.8 METRE LH BODY DENNIS E500 CHASSIS - CUMMINS EPA07 ENGINE, COMPLETE WITH ALLISON M500 TRANSMISSION REF: 'GO TRANSIT ONTARIO' DRAWN: A. DRUMMOND 20-08-07 SEAT TYPE: LAZZERINI 'PRACTICO', FIXED BACK USALOON LAZZERINI'GRAN TURISMO', RECLINING U/SALOON ISS No: 05 I PAGE No : 2 DATE: DRG No : REG No: 6504GA '~J;; EO[)'lS!CE GR/\8S--.. l' .,. ^ "'I" , '>~ r'~,_l.,~::( r,,' V '\, \ f-...q --- J 44 7-----~-'--4!;!1? .___1.0)0.. I' \ i " \1 I 1\ I ! \ OVERHEAD LED Pf./;D,,:C lAMPS AND VE\n~) 81 AIR'vVELL LIGHT Dr< :J 1~ISE.qS .-.';, PLUS 2 OVERHEAD LED lI'31ITS \ \\ -4.'~.q.:?.~,. , i I ! ')Ln ~ 1~:~.~t-~J ::: 1.(:.b.f~_ .1J29.1 EMERGENCY DOOR {~Rf,'1RE.s-r --.. i IWiCH Bp...J _SP L i -- - ----' - -------- HINGED ARMRESTS BP TO GANG'v'Vl..Y 1 ,~47 492' 730 5~.~-L--..;'____.~g~:2.. . j WHEE C.H/'.H _:~n: I \ ~ 358 ! \ 1_- 'BOOKLFAF' FO'.:'-./Ef1ED RAMP 1090 730 730 ~;"r~/j~~\~~~ TC Cf:IUNG 4 PER SIDE RiSER FIRE EXTINGUISHER-' & BODYSIDE GRAB L()WER SALOON SEATING CAPACITv 32 c)., 29 SEATED PLUS 2 WHEELCHAIRS ',hiE"LCHAIR SPACES COMPLY WITH , 'F.:PK>~NS \VITH DISABILITIES ACT (AD/;.) G} ALEXANCER TITLE: ENVIRO 50012.8 METRE LH BODY DENNIS E500 CHASSIS - CUMMINS EPA07 ENGINE, COMPLETE WITH ALLISON M500 TRANSMISSION REF: 'GO TRANSIT ONTARIO' REG No : [HI\TP'S SEA T Gillv 3 POINT SF'!,"!" DELi TO COMPLY VJITH -::,1'JSS' & 'CMVSS' STANDAP.OS t..u_ "T AIR TREADS HEATED, STET i'JOSI\JG FLUSH -\ \ \ \ -r--" I \ \ \ 17o.5L__..._..___.__..~ . r\ ......... c,~ 2999 L -/1 ! I i_oj r- 'NiCH BP L!:j 'I- " ,-- GO-TRANSIT' FARE COLLE:CTIOH EOUIP \ I (} / I \ / f \ P2~! I i 1'lO' '/' I \-- . I I \ / { \ ! I \ SJ\fTT" FOU!P!~!ENT _.-I I \ LC'Ci, c" H I ~ J FH255') H:;;,4TE() PLATFORM np.t: EXTINGUISHER ; -j , \ \ ... BF:USH SE!\l5 /.f'lC) FLOOR HEATLC ESTIMATED SEATING CAPACiTY UPPER SplLOOhi 46 LOVJER St-.L001"-J ::.: 32 WHEELCHAIRS ~ Q STAHDEES c (j DRIVER [STIM/-,TE1.) SE1\:!r'Y:-:; CAPI...CIT'{ UPPEr! .c...../,LCCY< L.C\NCf4 S;'\LUC)I',' :?~~ \VH[E\..CH.r~jhS STA;..JD=F~' DRiVEQ TOTAL TO {l'...L '(J 79 DATE: DRAWN: A. DRUMMOND 20-08-07 SEAT TYPE: LAZZERINI 'PRACTICO', FIXED BACK USALOON LAZZERINI 'GRAN TURISMO', RECLINING U/SALOON 6504GA 05 I PAGE No : ISS No: 3 DRG No : BUilT IN SEAT BOX CONTAINIM)-, 'SPill KIT' \ ACCESS FROM STAIRWELL \ \ \ \ \ \ "OUR SEATS', \ \ NON RECLINING \ , , , -0_1 "'Or'" \"""';:1 >ton , l'v",: ~~ \"~~I ~ , I ~\ ; . . ( ~I\ i " . " i(\ \ J _' I VI--' ~;i~S\i~~~.l~ 1[,~~.~..r~Jt~;!-~_I:;;G lAV?S \. 'CLEFF'. STEDALL \ "l' uJ '.., .-.j ....'...... _':~t ALEXANOER HINGED ARMREST TO CENTRE A~.JD GANGWAY SIDE (All SEATS: STi\IRWEU.. LIGHT ON 3 RISERS, PLU~, 2 OVLRHEM) LED LIGHTS \ \ \ \ \\ 15~1,-i 5';'0\ \ \ 870 \ \ \ (;70 870 870 870 ~j?O ,--;- ! 870 LED f\ISLE UGHTlN(; ~)\i EACH ATEF~"jAn: SC~'1 UfT'[J~ SALocr\ .3E/',T!f-~(:i C/;Pt~ClTY.. 46 (/\L.L ~;Et,TS C;-<C:[PT 1&2LHSFRONTRECUN8 TITLE: ENVIRO 500 12.8 METRE LH BODY DENNIS E500 CHASSIS - CUMMINSEPA07 ENGINE, COMPLETE WITH ALLISON M500 TRANSMISSION REF: 'GO TRANSIT ONTARIO' DRAWN: A, DRUMMOND DATE: 20-08-07 REG No : '!v!t,,1013' SenE-EN -"\ \<VIRING pnOVISION \ \ 2783 . E" 8P 'i7 ~ (L&8 fj 870 870_._" '0 _L'__~1.QA39{ / i / i ST,4.H'l.ESS STEFL _.; ! "J'vE AJ~!i"jC:1 Pil.T'E f , I \VINDC\V -.i GUARD P.AIL .._.~.:D~L SEAT TYPE : LAZZERINI'PRACTICO', FIXED BACK USALOON LAZZERINI'GRAN TURISMO'. RECLINING U/SALOON 05 I PAGE No: 4 ISS No: DRG No : 6504GA --L ---" Q) ALEXANDER 3, YELLOW iDEn: ,ilLATION.. LIGHTS (LED) THEE GUAHGS LfH,A.ND & R'H..1,r~D STAINLESS TUfjE. WHITE NYLON COATED ~~t66~ ~6~~i~k'~)~~~Y~~~ -"".""""" '...., MOTORISED SUN BUNDS --", " "~, '" //' MOTORISED, HEATED MIRHOR ././ COVPLETE WITH INDICATOR DIP 8F.;'l.J/ LA~-:iP MAIN BEP" 1'.i'1D SIDE LAMP HJFr,GY ABSORBI~,G BUkFEr.:.../ i,POMEO RIM) r~r:CiISTRA nON PLATE FRONT ELEVA.TION TITLE: ENVIRO 500 12.8 METRE LH BODY DENNIS E500 CHASSIS - CUMMINS EPAO? ENGINE, COMPLETE WITH ALLISON M500 TRANSMISSION REF: 'GO TRANSIT ONTARIO' REG No : r CLEARANCE LAMP / vr.:LLOW' iLr.:P" / ,- , -" / / ~ RADIO p...r,RV-.i / I~J DESli'JATIO'i BOX / / ~/r-g~~iN1~T6~3GLASS // r IN/SCREEN WASHER ACCESS / (BEHIND FRO'iT ACCESS PANEl.) // / /' MO~~FIS~~,,~EA TEJ~,;f'I~?R /// OO""...ET... ,,,TH INrJ"...A,CR HINGED CORNER PANEl.S ", ......,">. ", A.CCESS TO TC\N E08SES (tJEL.O\fl BUf.l:PEFC DATE: DRAWN: A. DRUMMOND 20-08-07 SEAT TYPE: ~ZZERINI'PRACTICO', FIXED BACK USALOON LAZZERINI'GRAN TURISMO', RECLINING U/SALOON IS8 No: DRG No : \..() 1'0 05 I PAGE No : 5 6504GA __ ALEXANDER TITLE: ~::F ;\H \f~F\:V (,i\r/cr~/\ FLEET __ t'JU~.,:18ER \ \\ \ ................,.,...-.~ r- 3 x r~ED IDENTIFi(J"T;(Y, / LIGHTS (LED; / / / / STOP/T/,d~. (LED, 'YIELD' ; " '8...... : ""~ AD;'ERTIS;::-l ... ! ARt:A '-' I . i~__ _ _.J . // " . TURN L/\\1P (LED; ENGINE DC TOP H1NGE: LA;,,1P FEU !,UXUf,RY STOP LIGHT ACCESS TO AiCOt-J HEGTfilCS ''.CCESS TO AlCON EXHAUST FANS /_. 5TQPn'AIL LAMP ,./// fl_ED} ,,' 8ACKUP LAt/P (LED) "........_~ TUn\j 1.;\\\1;P '[.cU: LOWER ACCESS PM,F: BOTTOM HINGED , " " "-, REFLECTOR LAMPS '~ . '-"""- ----i "...~- RE;\R f1EG LAM? 'TRUCKLlTE' (LED) //11 //. ,I ! / ')r:.''(' 0' r---7----:d.~-,J- VER BODY ,I :/1 ~i:;~~~; ~(;vtCREI'iC; PJMPERj 'FANTAIL' EXHAl/,T- T.4IL PIPE nEAR EL.EVATiON ENVIRO 50012.8 METRE LH BODY DENNIS E500 CHASSIS - CUMMINS EPA07 ENGINE, COMPLETE WITH ALLISON M500 TRANSMISSION REF: 'GO TRANSIT ONTARIO' DRAWN: A. DRUMMOND DATE: 20-08-07 REG No : SEAT TYPE: LAZZERINI 'PRACTICO', FIXED BACK USALOON LAZZERINI 'GRAN TURISMO', RECLINING U/SALOON ISS No: DRG No : 05 I PAGE No : 6 6504GA t~~\~w..",~-r~~{;.-!;::,*,K~e:'}:1t'Q~~;~~ 11.." .... Transit SYSTEM MAPI CARTE DU RESEAU NOT TO SCALE/NON A L'ECHELLE ALL BUS STOPS NOT SHOWN/ LES ARRI:TS D'AUTOBUS NE SONT PAS TOUS INDIQUI:S @ GO Trans~ 2007 200712 rev N w.' Orangevilie s Caledon Victoria ""-' ~ University of Guelph T UOlT /Durham *1 College ~~ ~---. ~ 0 GO Train station/ b~ GO Bus terminaV 0 HC subway or RT connection! Gare GO Terminus d'aulobus GO Metro TIC ou correspondance RT ~ GO Bus stop or ticket agency/ - Car pool lots/ . College/University/ Arret d'autobus ou billeterie GO Stationnement pour covoiturage College/universite GO Bus route/ ~ Park and ride/ Parcours d'autobus GO - Stationnement incitatif B LAKESHORE EAST F RICHMOND HILL 416 869 3200 1888 GET ON GO (438 6646) TTY 1 800 387 3652 gotransit.com > -f ~ (") :I: 5: m z -f ~ 'D ' GEORGETOWN ,) .5 A TT ACHMENT 5 (on your municipality's letterhead) (feel free to amend as appropriate to your requirements) 2008 06 ?? Mr. Minh Le Senior equipment Development Officer GO Transit Suite 600, 20 Bay Street Toronto, ON M51 2W3 Re: Double Deck Buses - GO Transit Dear Mr. Le, Further to the letter of May 30, 2008 from Cor Al Services on behalf of GO Transit, please accept this letter as our indication of full support for the proposal by GO Transit to eventually operate double deck buses on any of its current and planned service routes with suitable overhead clearances for these buses. We understand that prior to introducing such services, GO Transit will 1. Follow the safety steps identified under' Safety Considerations' in the letter of May 30, 2008 from Cor Al Services. 2. Notify our organization of new service introductions. 3. Seek MTO's Special Vehicle Configuration Permit on a corridor by corridor basis. We further understand that these buses will operate on some parts of our road system and we are comfortabl~ with this proposal. We commend GO Transit for this innovative program which should provide much needed transit capacity in the busy corridor in which these buses will operate. Yours sincerely, Name Title cc. Al Cormier Cor Al Services Suite 309, 15-6400 Millcreek Drive Mississauga, ON L5N 3E7 I II ,. 96 Portners for learning and performance Pmtenoi,., de I'app"ntlssoge ('. L' ) ,,2 J . I\') () fZ 5.. 01 et de 10 performance _, , _ f- -..J CS'Tii R. ~~;~ ~Y'~ V"';; 'i'. fI ~W.. n """', \;d'i it,", ;"1r kf'" '11.,// errV rWi'!h~{:E1qrNG MAY 3 U 2008 720 Spadina Avenue Suite 315 Toronto, Ontario M 55 2T9 Tel. 416,367.5900 Fax. 416.367.1642 www.cstd.ca Your Worship Dave Ryan, CLEFU{'S D!VjS~OM Thank you for declaring the week of September 24-28, 2007 as Learn @ Work Week! Along with 12 other municipalities across Canada, the Corporation of the City of Pickering recognized the importance of public support in the promotion of workplace learning and development by declaring it Learn @ Work Week. The weeklong national celebration of workplace learning and performance excellence included a number of activities and events designed to promote the importance of workplace learning and performance to key stakeholders and the public-at-Iarge. It served as a platform to promote CSTD and heighten awareness of some of our key initiatives including: · Raising awareness of the impact of workplace learning · Celebrating the best practices of workplace learning · Celebrating the success of the 'learning organization' Declare September 22-26, 2008 Learn @ Work Week! An important part of Learn @ Work Week is pu blic support by political leaders for the importance of workplace learning and development. In this regard, we are asking that you declare the week of September 22nd - 26th, 2008 as Learn @ Work Week in your community. , We would be pleased to acknowledge your support on our organizational web site www.cstd.ca as a Learn @ Work Week Champion. The Canadian Society for Training and Development is a national, not-for-profit, membership association serving the field of workplace learning and performance. CSTD has more than 2,300 members drawn from the public, private, non-for-profit and labour sectors. Attached please find a sample proclamation for your use. Please send your completed proclamation to members@cstd.ca. Thank you in advance for your support. ~/)L,k UP: i:~~}:!.?-~OPY-CIRCULATE TO: COUNCIL OFFICE SUSTAIN CLERK LEGAL HUMAN RES CUST CARE MGR CUST &ADM Sincerely, Lynn Johnston, CAE President ,. '"",.",.';...,''''''~'.:;..=;p'~" """""...:.",..,.",,..,,..~..:a~ (~.3fli-)dicm Societ\, tor T,aldinCj ane Oevr-:lopl1lC'r:L l,J cilnadiepllf-: flour lJ fonnatlor; et lE' fh'rfertiu!lr)('nWflt: 97 VIA EMAIL JUN 1 1 2008 June I I, 2008 Dear Ms Wilcox: RE: Fill and Topsoil Disturbance Bylaw 6060/02 Mattamy (Brock Road) Limited, Duffin Heights We are writing to City to request an exemption to the current Fill and Topsoil Disturbance Bylaw 6060/02 and allow our application for site alteration as submitted in October 2007 to be approved which would allow Mattamy to start site works at the end of July. Our development schedule will require approximately 3.5 months for topsoil stripping and cut & fill moving to pre-grade the land for servicing and complete the rough grades for the pond. Our Consultant is preparing their detail engineering design for submission with the anticipation that the City and Region will be able to review and approve the plans and allow us to start servicing approximately 100 units in October. Over that past year we have frequently pre-consulted with Planning and Engineering staff to review our draft plan prior to our December 2007 application. Since then we have regularly met with staff to discuss and resolve outstanding planning and engineering matters. The Duffm Heights Landowner Group (DHLG) revised the Environmental Servicing Plan (ESP) and submitted it to the City and TRCA May 15th. A coordination meeting was held on June 6th that confirmed the ESP was approved "In Principle" by the TRCA. We anticipate the approval of the Group's Local OPA will occur this fall and Mattamy's Draft Plan and Zoning by-Jaw will happen at the same time. We understand that astaffreport will need to be approved at Council to support our request, as such we respectfully request your report be presented at the earliest possible Council meeting for consideration. We thank you in advance for your cooperation with these matters. Please contact me if you require any additional information. ,~""",,"_..-:,,,,.,;"".=..,.~ I ~ ! 1 rkil. ! . -,~f Yours truly, MA TTAMY (BROCK ROAD) LIMITED -L I~ ~.~;teJ-ot:~ ~- " ",'., """-'-'~''''"j"~~.,.~..,,--=-,.=".<,,.."~ rr:......u ;- ~ .""'- ~ ",<",-'-I-~.-~ . ..'''-_...,---,._""-''"^-~-,,~-~,,-} - ""-"'-'_'-^"""""~"'-""'"'='''L'''-'.__'~ ~ c=-"''''~~''''''''~r T (905) 477-2048 F (905) 477-2337 140 RENFREW DRIVE, SUITE 206, MARKHAM, ONTARIO i " 'r-"-'>"~I . "". .... >"ooo...,l.c==.,J i L3R 6B3 .,jU-V\~ l~ -th Oe: t~~a1:.~OLa.J 't li\o-\- ~OV\ {'or blt~c.1~on. Citq 0# MEMO I t! . q :,3 To: Mayor and Members of Council June 16, 2008 From: Mayor's Task Force on Accountability and Transparency Copy: Chief Administrative Officer Directors Subject: Mayor's Task Force on Accountability Transparency - Council Code of Conduct - Appointment of a City of Pickering Integrity Commissioner The Mayor's Task Force on Accountability and Transparency respectfully submits their recommendations to promote accountability and transparency within the City of Pickering. Submitted on behalf of Mayor's Task Force on Accountability and Transparency "~I ('\ I I '. <4 ': Report of the MAYOR'S TASK FORCE ON ACCOUNTABILITY AND TRANSPARENCY Recommendations on Policies and Procedures to promote the Accountability and Transparency within the City of Pickering April 18, 2008 1 (1:J eifq ,,~ REPORT TO THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING Date: April 18, 2008 From~ "Mayor's Task Force on Accountability and Transparency Subjects: 1. Council Code of Conduct 2. Appointment of a City of Pickering Integrity Commissioner Recommendations: 1. THAT the City of Pickering adopt a Council Code of Conduct substantially in the . form attached to this Report (Attachment No.4). 2. . THAT the City direct its staff to review existing City policies and recommend any necessary changes to ensure consistency with the adopted Council Code of Conduct. 3. THAT the City appoint an Integrity Commissioner with a mandate substantially 'as set out in Attachment No.6 within 3 months of adopting a Council Code of Conduct. 4. THAT the City Council direct its staff to prepare and issue an RFQ to retain on a . " fee" for service basis the services of an Integrity Commissioner who has the qualifications set out in Attachment No.7. 5. THAT the City Council assign to the Task Force (other than the Mayor and . Councillor Littley) the responsibility of reviewing the responses to the RFQ, interviewing candidates of the position of Integrity Commissioner, and making a " recommendation on "the inaugural appointment. . 6. THAT theCity Council direct City staff to report back to Council with appointment recommendation from the Task Force and a budget covering all anticipated expenses related to the appointment. 7. THAT anyone running for municipal office in Pickering be advised of a member's responsibilities under the Council Code of Conduct. 8. THAT City Council adopt a policy requiring that all members (as the term is defined in the Council Code of Conduct) be educated and trained within 2 months following every municipal election on how the Council Code of Conduct will apply to them. . Recommendations Report April 18, 2008 '1 (J 1 Mayor's Task Force on Accountability and Transparency Page 2 9. THAT City Council adopt a policy requiring that all members (as the term is defined in the Council Code of Conduct) sign a Declaration substantially in the form attached to this Report (Attachment No.8) within two months of their election or appointment. 1 O. THAT Council reconsider the need for an Ombudsman, Auditor General and/or a Lobbyist Registrar at the same time that it reviews its adopted Council Code of Conduct within the last six months of this term of Council. Background During his inaugural speech on December 4, 2006, Mayor Ryan announced his intention to bring forward a Code. of Conduct for consideration by Pickering City Council. His announcement was predicated on a desire to promote public confidence in the integrity of every member of Council' and respect for Council as a whole. As . Madame Justice Bellamy stated in her report as Commissioner of the Toronto Leasing Inquiry (2005) (the MFP Inquiry), "for the Mayor, integrity in government should be a top priority." . In June 2007, the Mayor announced the formation of a Task Force to develop recommendations respecting a Council Code of Conduct as well as broader issues respecting accountability and transparency within the City. The following individuals joined Mayor Ryan as members of the Task Force: . . . Joanne Burghardt, Editor-in-Chief, Metroland Durham Region Media Group . . Bonnie Littley, Regional Councillor, Ward 1, City of Pickering . Judi Longfield, former MP and former Whitby Councillor . Alan .May, Pickering resident and local business owner . Leah Myers, President, Durham College. . Joan Wideman, Past-President, Ajax-Pickering Board of Trade The following City staff members provided administrative support to the Task Force: . Thomas J. Quinn, Chief Administrative Officer . Debi A. Wilcox, City Clerk . Andrew C. Allison, City Solicitor Members of the Task Force met for the first time on June 6, 2007. At this meeting, the basic objectives of the Task Force were discussed and terms of reference were developed (Attachment No.1). It was agreed that the primary purposes of the Task Force would be to review'the new accountability and transparency provisions in the Municipal Act, 2001 and to make recommendations to the City regarding a code to govern the ethical conduct of council members and the possible appointment of an Integrity Commissioner. The Task Force also considered whether the C'ity would :, (\ '? t 'I ! tJ ~_ Recommendations Report April 18, 2008 Mayor's Task Force on Accountability and Transparency Page 3 benefit from the appointment of an Ombudsman, Auditor General and/or a Lobbyist Registrar. Members of the Task Force met again on August 7, 2007, September 25, 2007, November 7, 2007 and March 4, 2008 to develop a draft Council Code of Conduct and to prepare this transmittal report. When developing the recommendations contained in this Report, the Task Force reviewed existing City policies, existing Provincial legislation, and the policies, procedures and codes of conduct in several other Ontario municipalities: Attachment No.2 is a list of some of the documents reviewed by the Task Force. The Task Force invited comments from a broad spectrum of stakeholder groups and knowledgeable individuals prior to finalizing the recommendations contained in this report. At a consultation meeting held on March 4, 2008, the Task Force considered several submissions. Attachment No.9 is a summary of the submissions. Council Code of Conduct There are several statutes, both federal and provincial, that have traditionally been used to regulate or deal with ethics in municipal government in Ontario. The most notable is the Municipal Conflict of Interest Act. Other examples include the federal Criminal Code which prohibits breaches of public trust and municipal corruption, the provincial Municipal Elections Act which sets rules and requirements regarding campaign financing, and the provincial Municipal Freedom of Information and Protection of Privacy Act which sets rules regarding access to, and the collection, use and disclosure of, personal information and confidential third party information. As a result of Bill .130 (Municipal Statute Law Amendment Act, 2006), the Municipal Act, 2001 now contains explicit provisions that authorize municipal councils to establish rules to regulate the conduct of their members.. Bill 130 received Royal Assent on December 20,2006 and most of its provisions came into effect on January 1,2007. The Municipal Act, 2001 does not obligate municipalities to establish a code of conduct, but it does empower them. This was done in response to concerns expressed to the Province that what was appropriate for some municipalities may not be approprfate for all municipalities. The Province therefore chose to leave it to the discretion of each municipality to determine whether it was appropriate to regulate the conduct of its members and how the conduct should be regulated. Although the decision of whether to establish a code of conduct is discretionary, there are many provisions in the Municipal Act, 2001 (some new and some old) that suggest thatthere very sound policy reasons to do so. The most notable are set out in Part V.1 - ACCOUNTABILITY AND TRANSPARENCY. This entire Part is new. It explicitly provides municipalities with the power to establish a code of conduct for their members and the power to appoint an independent integrity commissioner to conduct reviews and impose sanctions where appropriate. Part V.1 in its entirety and other sections of Recommendations Report April 18,2008 1 3 Page 4 Mayor's Task Force on Accountability and Transparency the Municipal Act, 2001 that explicitly refer to accountability and transparency powers are set out in Attachment NO.3. Members of the Task Force strongly feel that the City of Pickering should adopt a new Code of Conduct for' its Council members. Attachment No.4 is a draft Code developed by the Task Force. It is loosely based on the Code of Practice adopted by Pickering Council on October 14, 1997. The rationale for what has been included in the draft Code is set out in an annotated version of the draft Code (Attachment No.5). The primary objective is to have the City of Pickering take a proactive approach to ensure that its members are fully accountable to those who elected them and to ensure that the City's decision-making processes are transparent. In the opinion of all members of the Task Force, the public expects and deserves the level of accountability and transparency set out in the Council Code of Council. The Task Force recognizes that some of the provisions in the draft Code may conflict with existing City policies and therefore recommends that the City direct its staff to review such policies and recommend any changes necessary to ensure consistency. For example, if Council adopts sections 35, 38, and 43 of the draft Code, existing City policies will have to be amended. Integrity Commissioner Members. of the Task Force strongly feel that in order to give meaning and significance to the Council Code of Conduct, the City must appoint an Integrity Commissioner and . assign to him or her the ability to independently review complaints regarding the ethical behaviour of members of Council and recommend sanctions where appropriate. As a result of the Bill 130 amendments to the Municipal Act, 2001, Council now has the power to make such an appointment. In addition to investigating complaints, Task Force members feel that an Integrity Commissioner should be given the responsibility of providing informal advice and education to members of Council in relation to the Council Code of Conduct and any other accountability and transparency policies of the City. Further, he or she should assist in the review and revision of the Council Code of Conduct and any other policies governing accountability and transparency. It may also be desirable to have the Integrity Commissioner appointed as an Investigator pursuant to section 239.2 of the Municipal Act, 2001 to handle investigations related to the Act's open meetings requirements (section 239) or the City's procedural by-lalJli (subsection 238(2)). Attachment NO.6 is a summary of what the Task Force members believe is an appropriate mandate for a City of Pickering Integrity Commissioner., It is derived in large part from the office of Toronto's Integrity Commissioner. Prior. to retaining the services of an Integrity Commissioner, the City will need to approve qualifications for the position. Attachment NO.7 sets out the qualifications that the Task Force feels are appropriate. 'i ,1 Recommendations Report April 18, 2008 Mayor's Task Force on Accountability and Transparency Page 5 In order to ensure the independence of the position of Integrity Commissioner, the Task Force is recommending that its members be charged with the responsibility of interviewing candidates and making a recommendation on the inaugural appointment. Financial Implications Task Force members are of the opinion that it is unlikely that the adoption of a Council Code of Conduct in Pickering will generate the need for a full-time Integrity Commissioner. It is therefore recommended that the City issue an RFQ to retain an Integrity Commissioner on a fee for service (hourly or per diem) part-time basis for a trial period of one full year. When reporting on the results of the RFQ and making a recommendation regarding the appointment of an Integrity Commissioner, qty staff should provide Council with a budget covering all anticipated expenses related to the appointment. Based on'the experiences in other municipalities, the Task Force estimates that funding for an Integrity Commissioner position should not exceed $50,000 on an annual basis. This is only an educated guess. It presumes that there will not be many complaints that will need to be investigated and those that do will be relatively straight-forward. The cost could obviously be greater if there is a significant volume of complaints filed with the City or if the complaints are complex. Very few Ontario municipalities have appointed an Int~grity Commissioner. In September 2004, the City of Toronto established an Integrity Commissioner's Office. Actual expenses for the first full year of operation of the Office (2005) totaled $157,135.00, most of which was salary for the Integrity Commissioner himself (David Mullen) and one administrative assistant. On April 17, 2008, the City of Vaughan announced that it has appointed an Integrity Commissioner. It established the Integrity Commissioner role as a part-time position. Ombudsman, Auditor General and Lobbyist Registrar Part V.1 of the Municipal Act, 2001 also contains provisions that permit municipalities to appoint an Ombudsman, Auditor General and/or a Lobbyist Registrar. The purpose of an Ombudsman is to investigate administrative decisions and recommendations made or not made, and acts done or omitted, in the course of the administration of a municipality. The Municipal Act, 2001 gives an Ombudsman far reaching investigative and review powers. The purpose of an Auditor' General is to assist Council "in holding itself and the administrators accountable for the stewardship of public funds and for achievement of value for money in municipal operations." Recommendations Report April 18, 2008 Mayor's Task Force on Accountability and Transparency A Page 6 i (1 r~ ., .......... Sections 223.9 through 223.12 of the Municipal Act, 2001 give municipalities the power to establish and maintain a registration system for persons who lobby politicians and public officers and the power to appoint a registrar to oversee the system and investigate complaints. The establishment of this position in Toronto was based on the recommendations of Madame Justice Bellamy who found the procurement process and the integrity of various appointed elected officials lacking. It is the view of the Task Force that the City of Pickering does not require the appointment of anyone to any of these positions at this time, but it may in the future. The Task Force therefore recommends that the possibility of such appointments be reconsidered when the Council Code of Conduct is reviewed. Concluding Comments Members of the Task Force are extremely grateful and feel privileged to have had the opportunity to help promote responsible and effective government in the City of Pickering. Attachments: 1. Terms of Reference 2. Background Information 3. Excerpts from the Municipal Act, 2001 4. Draft Council Code of Conduct 5. Annotated Draft Council Code of Conduct 6. Mandate for the City of Pickering Integrity Commissioner 7. Integrity Commissioner Qualifications 8. Declaration 9. Summary of Public Submissions Task Force Members: Bonnie qj~ .' ~vt/1 . '__ Alan May ? ,,~-- ..""".~. " (\ L IUO Recommendations Report April 18, 2008 Mayor's Task Force on Accountability and Transparency Page 7 Mi&r~ Leah Myers Q~~ Dave Ryan .. - , '(.V.1l/ /, (AI;', L-t.. 'Y l..,. _.--1---- Jo Attachment No.1 ., (1 C7 ! \) ,/ Cillf 0# MAYOR'S TASK FORCE ON ACCOUNTABILITY AND TRANSPARENCY TERMS OF REFERENCE June 2007 Purpose: The Task Force will review Part V.1 of the Municipal Act, 2001, as amended by Bill 130, and make recommendations to City Council on policies, procedures and/or by-laws that will ensure the accountability and transparency of the operations of the City. The Task Force will make specific recommendations regarding a Code of Conduct for Council Members. Composition: The composition of the Task Force will be: . Dave Ryan, Mayor, City of Pickering . Bonnie Littley, Regional Councillor, Ward 1, City of PiCkering · Judi Longfield, former MP and former Whitby Councillor . Leah Myers, President, Durham College · Joan Wideman, Past-President, Ajax-Pickering Board of Trade · Alan May, Pickering resident and local business owner · Joanne Burghardt, Editor-in-Chief, Metroland Durham Region Media Group The following City staff members will support the Task Force: · Thomas J. Quinn, Chief Administrative Officer . Debi A. Wilcox, City Clerk . Andrew C. Allison, City Solicitor Mandate: · Review Part V.1 of the Municipal Act, 2001 · Review current policies, practices and by-laws of the City and other municipalities regulating the conduct of Members of Council · Make recommendations to Council on a Code of Conduct for Members of Council · Make recommendations to Council regarding the need for any additional policies, practices and by-laws relating to the conduct of Members of Council ". '108 · Make recommendations to Council regarding the possible appointment of an Integrity Commissioner · Make recommendations to Council on the need for an Ombudsman, Auditor General and/or a Lobbyist Registrar Attachment No.2 ! 9 BACKGROUND INFORMATION Existing City Policies 1. Council Code of Practice 2. Employee Code of Conduct (HUR 050) 3. Hiring Policy (HUR 040) 4. Workplace Harassment Policy (HUR 070) 5. Occupational Health & Safety Policy (HUR 130) 6. Personal Computer Use Policy (ADM 030) 7. Freedom of Information and Protection of Privacy Policy (ADM 050) 8. Purchasing Policy (PUR 010) 9. Personal Computer Use (ADM 030) 10. Cellular Phone and Mobile Communications Devices Policies (ADM 080) 11. Salary, Expenses and Communications Respecting Members of Council 12. Procedural By-Law No. 6746/07 Legislation 13. Part V.1 of the Municipal Act, 2001 - ACCOUNTABILITY AND TRANSPARENCY 14. Members Integrity Act, 1994 15. Memorandum to File from Andrew C. Allison dated January 12, 2007 regarding Council Code of Conduct 16. Memorandum to Thomas J. Quinn from Andrew C. Allison dated December 14, 2006 regarding Council Code of Practice, Bill 130 and Bill 158 Other Municipalities 17. City of Toronto Code of Conduct For Members of Council and Local Boards (Restricted Definition) 18. City of Toronto Council Code of Conduct Complaint Protocol 19. City of Toronto Report entitled "Options for the Establishment of a City Integrity Commissioner" dated February 10, 2004 20. Report of Toronto's Integrity Commissioner dated September 21,2006 21. City of Hamilton Report FCS07047/CL07003/LS07004 dated March 9, 2007 entitled "Establishment of City Integrity Commissioner Office" 22. City of Kitchener Report No. CRPS-07-015 dated January 22, 2007 regarding Accountability and Transparency Committee 23. City of Vaughan, Integrity Commissioner Report dated April 16, 2007 24. City of Vaughan, Implementation of Integrity Commissioner Report dated May 28,2007 25. Code of Conduct 1 Integrity Commissioner White Paper (Ottawa) 26. Ajax Council Member Code of Conduct (July 2004) 27. Meaford Code of Conduct for Members of Council (April 2007) 28. Highlands East Code of Conduct Policy for Council (June 2007) Other 29. 30. '1i :J . ! .. Excerpts from Madame Justice Ballamy's report as Commissioner of the Toronto Leasing Inquiry (2005) (the MFP Inquiry) Service Good and True - Enhancing, Encouraging, and Enforcing Ethics in Municipal Government in the Post - Bellamy Era: An Address to the DPA Mini Conference at the City of Toronto dated May 1, 2006 by Greg Levine, Ph.D., LL.B. Attachment No.3 PART V.I ACCOUNTABILITY AND TRANSPARENCY Definitions 223.1 In this Part, "code of conduct" means a code of conduct described in section 223.2; ("code de deontologie") "grant recipient" means a person or entity that receives a grant directly or indirectly from the municipality, a local board or a municipally-controlled corporation; ("beneficiaire d'une subvention") "local board" means a local board other than, (a) a society as defined in subsection 3 (I) of the Child and Family Services Act, (b) a board of health as defined in subsection I (I) of the Health Protection and Promotion Act, (c) a committee of management established under the Homesfor the Aged and Rest Homes Act, (d) a police services board established under the Police Services Act, (e) a board as defined in section I of the Public Libraries Act, (f) a corporation established in accordance with section 203, (g) such other local boards as may be prescribed; ("conseillocal") "municipally-controlled corporation" means a corporation that has 50 per cent or more of its issued and outstanding shares vested in the municipality or that has the appointment of a majority of its board of directors made or approved by the municipality, but does not include a local board as defined in subsection I (I); ("societe controlee par la municipalite") "public office holder" means, (a) a member of the municipal council and any person on his or her staff, (b) an' officer or employee of the municipality, (c) a member of a local board of the municipality and any person on his or her staff. (d) an officer, director or employee of a local board of the municipality, and (e) such other persons as may be determined by the municipality who are appointed to any office or body by the municipality or by a local board of the municipality. ("titulaire d'une charge publique") Code of conduct 223.2 (I) Without limiting sections 9. 10 and II, those sections authorize the municipality to establish codes of conduct for members of the council of the municipality and of local boards of the municipality. No offence (2) A by-law cannot provide that a member who contravenes a code of conduct is guilty of an offence. Integrity Commissioner 223.3 (1) Without limiting sections 9. 10 and II, those sections authorize the municipality to appoint an Integrity Commissioner who reports to council and who is responsible for performing in an independent manner the functions assigned by the municipality with respect to, (a) the application of the code of conduct for members of council and the code of conduct for members of local boards or of either of them; (b) the application of any procedures, rules and policies of the municipality and local boards governing the ethical behaviour of members of council and of local boards or of either of them; or (c) both of clauses (a) and (b). Powers and duties (2) Subject to this Part, in carrying out the responsibilities described in subsection (I), the Commissioner may exercise such powers and shall perform such duties as may be assigned to him or her by the municipality. ; ft .' '1 i ! It. ., '] 2 Delegalion (3) The Commissioner may delegate in writing to any person, other than a member of council, any of the Commissioner's powers and duties under this Part. Same (4) The Commissioner may continue to exercise the delegated powers and duties, despite the delegation. Status (5) The Commissioner is not required to be a municipal employee. Inquiry by Commissioner 223.4 (1) This section applies if the Commissioner conducts an inquiry under this Part, (a) in respect of a request made by council, a member of council or a member of the public about whether a member of councilor of a local board has contravened the code of conduct applicable to the member; or (b) in respect of a request made by a local board or a member of a local board about whether a member of the local board has contravened the code of conduct applicable to the member. Powers on inquiry (2) The Commissioner may elect to exercise the powers of a commission under Parts I and II of the Public Inquiries Act, in which case those Parts apply to the inquiry as if it were an inquiry under that Act. Information (3) The municipality and its local boards shall give the Commissioner such information as the Commissioner believes to be necessary for an inquiry. Same (4) The Commissioner is entitled to have free access to all books, accounts, financial records, electronic data processing records, reports, files and all other papers, things or property belonging to or used by the municipality or a local board that the Commissioner believes to be necessary for an inquiry. Penalties (5) The municipality may impose either of the following penalties on a member of councilor of a local board if the Commissioner reports to the municipality that, in his or her opinion, the member has contravened the code of conduct: I. A reprimand. 2. Suspension of the remuneration paid to the member in respect of his or her services as a member of councilor of the local board, as the case may be, for a period of up to 90 days. Same (6) The local board may impose either of the penalties described in subsection (5) on its member if the Commissioner reports to the board that, in his or her opinion, the member has contravened the code of conduct, and if the municipality has not imposed a penalty on the member under subsection (5) in respect of the same contravention. Duty oC confidentiality 223.5 (1) The Commissioner and every person acting under the instructions of the Commissioner shaH preserve secrecy with respect to all matters that come to his or her knowledge in the course of his or her duties under this Part. Exception (2) Despite subsection (1), information may be disclosed in a criminal proceeding as required by law or otherwise in accordance with this Part. Section prevails (3) This section prevails over the Municipal Freedum of Infurmatiun and Protection of Privacy Act. Report to council 223.6 (I) If the Commissioner provides a periodic report to the municipality on his or her activities, the Commissioner may summarize advice he or she has given but shall not disclose confidential information that could identify a person concerned. Report about conduct (2) If the Commissioner reports to the municipality or to a local board his or her opinion about whether a member of councilor of the local board has contravened the applicable code of conduct, the Commissioner may disclose in the report such matters as in the Commissioner's opinion are necessary for the purposes of the report. Publication of reports (3) The municipality and each local board shall ensure that reports received from the Commissioner by the municipality or by the board, as the case may be, are made available to the public. Testimony 223.7 Neither the Commissioner nor any person acting under the instructions of the Commissioner is a competent or compellable witness in a civil proceeding in connection with anything done under this Part. Reference to appropriate authorities 223.8 If the Commissioner, when conducting an inquiry, determines that there are reasonable grounds to believe that there has been a contravention of any other Act or of the Criminal Code (Canada), the Commissioner shall immediately refer the matter to the appropriate authorities and suspend the inquiry until any resulting police investigation and charge have been finally disposed of, and shall report the suspension to council. Registry 223.9 (I) Without limiting sections 9, 10 and II, those sections authorize the municipality to establish and maintain a registry in which shall be kept such returns as may be required by the municipality that are filed by persons who lobby public office holders. Requirement to file returns, etc. (2) Without limiting sections 9, 10 and II, those sections authorize the municipality to provide for a system of registration of persons who lobby public office holders and to do the following things: 1. Define "lobby". 2. Require persons who lobby public office holders to file returns and give information to the municipality. 3. Specify the returns to be filed and the information to be given to the municipality by persons who lobby public office holders and specify the time within which the returns must be filed and the information provided. 4. Exempt persons from the requirement to file returns and provide information. 5. Specify activities with respect to which the requirement to file returns and provide information does not apply. 6. Establish a code of conduct for persons who lobby public office holders. 7. Prohibit former public office holders from lobbying current public office holders for the period of time specified in the by-law. 8. Prohibit a person from lobbying public office holders without being registered. 9. Impose conditions for registration, continued registration or a renewal of registration. 10. Refuse to register a person, and suspend or revoke a registration. 11. Prohibit persons who lobby public office holders from receiving payment that is in whole or in part contingent on the successful outcome of any lobbying activities. Access to registry (3) The registry described in subsection (1) shall be available for public inspection in the manner and during the time that the municipality may determine. .' 11 ,3 ., It ! Prohibition 011 contingency fees 223.10 Without limiting sections 9, 10 and II, those sections authorize the municipality to prohibit a person on whose behalf another person undertakes lobbying activities from making payment for the lobbying activities that is in whole or in part contingent on the successful outcome of any lobbying activities. Registrar for lobbying mailers 223.11 (I) Without limiting sections 9,10 and II, those sections authorize the municipality to appoint a registrar who is responsible for performing in an independent manner the functions assigned by the municipality with respect to the registry described in clause 223.9 (I) (a) and the system of registration and other matters described in clause 223.9 (I) (b). Powers and duties (2) Subject to this Part, in carrying out these responsibilities, the registrar may exercise such powers and shall perform such duties as may be assigned to him or her by the municipality. Delegation (3) The registrar may delegate in writing to any person, other than a member of council, any of the registrar's powers and duties under this Part. Same (4) The registrar may continue to exercise the delegated powers and duties, despite the delegation. Status (5) The registrar is not required to be a municipal employee. Inquiry by registrar 223.12 (I) This section applies if the registrar conducts an inquiry under this Part in respect of a request made by council, a member of council or a member of the public about compliance with the system of registration described in clause 223.9 (1) (b) or with a code of conduct established under that clause. Powers on inquiry (2) The registrar may elect to exercise the powers of a commission under Parts I and II of the Public Inquiries Act, in which case those Parts apply to the inquiry as if it were an inquiry under that Act. . Duty or confidentiality (3) Section 223.5 applies, with necessary modifications, with respect to the registrar and every person acting under the instructions of the registrar in the course of conducting an inquiry. Report (4) If the registrar makes a report to a municipality in respect of an inquiry, the registrar may disclose in the report such matters as in the registrar's opinion are necessary for the purposes of the report. Publica tion of reports (5) The municipality shall ensure that reports received from the registrar are made available to the . public. Testimony (6) Neither the registrar nor any person acting under the instructions of the registrar is a competent or compellable witness in a civil proceeding in connection with anything done when conducting an inquiry. Reference to appropriate authorities (7) If the registrar, when conducting an inquiry, determines that there are reasonable grounds to believe that there has been a contravention of any other Act or of the Criminal Code (Canada), the registrar shall immediately refer the matter to the appropriate authorities and suspend the inquiry until any resulting police investigation and charge have been finally disposed of, and shall report the suspension to council. Ombudsman 223.13 (I) Without limiting sections 9, 10 and II, those sections authorize the municipality to appoint an Ombudsman who reports to council and whose function is to investigate in an independent manner any decision or recommendation made or act done or omitted in the course of the administration of the 11 5 municipality, its local boards and such municipally-controlled corporations as the municipality may specify and affecting any person or body of persons in his, her or its personal capacity. Powers and duties (2) Subject to this Part, in carrying out the functions under subsection (I). the Ombudsman may exercise the powers and shall perform the duties assigned to him or her by the municipality. Matters to which municipality is to have regard (3) In appointing the Ombudsman and in assigning powers and duties to him or her, the municipality shall have regard to, among other matters. the importance of the matters listed in subsection (5). Same, Ombudsman (4) In carrying out his or her functions under subsection (I), the Ombudsman shall have regard to, among other matters, the importance of the matters listed in subsection (5). Same (5) The matters referred to in subsections (3) and (4) are, (a) the Ombudsman's independence and impartiality; (b) confidentiality with respect to the Ombudsman's activities; and (c) the credibility of the Ombudsman's investigative process. Powers paramount (6) The powers conferred on the Ombudsman under this Part may be exercised despite any provision in any Act to the effect that any such decision, recommendation, act or omission is final, or that no appeal lies in respect of them, or that no proceeding or decision of the person or organization whose decision, recommendation, act or omission it is shall be challenged, reviewed, quashed or called in question. Decisions not reviewable (7) Nothing in this Part empowers the Ombudsman to investigate any decision, recommendation, act or omission, (a) in respect of which there is, under any Act, a right of appeal or objection, or a right to apply for a hearing or review, on the merits of the case to any court, or to any tribunal constituted by or under any Act, until that right of appeal or objection or application has been exercised in the particular case, or until after any time for the exercise of that right has expired; or (b) of any person acting as legal adviser to the municipality, a local board or a municipally-controlled corporation or acting as counsel to any of them in relation to any proceedings. Delegation (8) The Ombudsman may delegate in writing to any person, other than a member of council, any of the Ombudsman's powers and duties under this Part. Same (9) The Ombudsman may continue to exercise the delegated powers and duties, despite the delegation. Status (10) The Ombudsman is not required to be a municipal employee. Investigation 223.14 (I) Every investigation by the Ombudsman shall be conducted in private. Opportunity to make representations (2) The Ombudsman may hear or obtain information from such persons as he or she thinks fit, and may make such inquiries as he or she thinks fit and it is not necessary far the Ombudsman to hold an}' hearing and no person is entitled as of right to be heard by the Ombudsman, but if at any time during the course of an investigation it appears to the Ombudsman that there may be sufficient grounds for him or her to make any report or recommendation that may adversely affect the municipality, a local board, a municipally- controlled corporation or any other person, the Ombudsman shall give him, her or it an opportunity to make representations respecting the adverse report or recommendation, either personally or by counsel. '_'~""",.;,,,,,,-,....._-._----,,,,,,,,~-~~~----,,,,_.,~ '" I t: , I \.~ Application of Ombudsmall Act (3) Section 19 of the Ombudsman Act applies to the exercise of powers and the performance of duties by the Ombudsman under this Part. Same (4) For the purposes of subsection (3), references in section 19 of the Ombudsman Act to "any governmental organization", "the Freedom of Information and Protection of Privacy Act" and "the Public Service Act" are deemed to be references to "the municipality, a local board or a municipally-controlled corporation", "the Municipal Freedom of Information and Protection of Privacy Act" and "this Act", respectively. Duty of confidentiality 223.15 (1) Subject to subsection (2), the Ombudsman and every person acting under the instructions of the Ombudsman shall preserve secrecy with respect to all matters that come to his or her knowledge in the course of his or her duties under this Part. Disclosure (2) The Ombudsman may disclose in any report made by him or her under this Part such matters as in the Ombudsman's opinion ought to be disclosed in order to establish grounds for his or her conclusions and recommendations. Section prevails (3) This section prevails over the Municipal Freedom of Information and Protection of Privacy Act. No review, etc. 223.16 No proceeding of the Ombudsman under this Part shall be held bad for want of form, and, except on the ground of lack of jurisdiction, no proceeding or decision of the Ombudsman is liable to be challenged, reviewed, quashed or called in question in any court. Testimony 223.17 (1) The Ombudsman and any person acting under the instructions of the Ombudsman shall not be called to give evidence in any court, or in any proceedings of a judicial nature, in respect of anything coming to his or her knowledge in the exercise of his or her functions under this Part. Same (2) Anything said or any information supplied or any document or thing produced by any person in the course of any investigation by or proceedings before the Ombudsman under this Part is privileged in the same manner as if the inquiry or proceedings were proceedings in a court. Effect on other 'rights, etc. 223.18 The rights, remedies, powers, duties and procedures established under sections 223.13 to 223.17 are in addition to the provisions of any other Act or rule of law under which any remedy or right of appeal or objection is provided for any person, or any procedure is provided for the inquiry into or investigation of any matter, and nothing in this Part limits or affects any such remedy or right of appeal or objection or procedure. Auditor General 223.19 (1) Without limiting sections 9, 10 and II, those sections authorize the municipality to appoint an Auditor General who reports to council and is responsible for assisting the council in holding itself and its administrators accountable for the quality of stewardship over public funds and for achievement of value for money in municipal operations. Exceptions (2) Despite subsection (1), the responsibilities of the Auditor General shall not include the matters described in clauses 296 (1) (a) and (b) for which the municipal auditor is responsible. Powers and duties (3) Subject to this Part, in carrying out his or her responsibilities, the Auditor General may exercise the powers and shall perform the duties as may be assigned to him or her by the municipality in respect of the municipality, its local boards and such municipally-controlled corporations and grant recipients as the municipality may specify. e1 '7 ! I Grant recipients (4) The authority of the Auditor General to exercise powers and perform duties under this Parr in relation to a grant recipient applies only in respect of grants received by the gram recipient directly or indirectly from the municipality. a local board or a municipally-controlled corporation after the date on which this section comes into force. Delegation (5) The Auditor General may delegate in writing to any person, other than a member of council, any of the Auditor General's powers and duties under this Part. Same (6) The Auditor General may continue to exercise the delegated powers and duties, despite the delegation. Status (7) The Auditor General is not required to be a municipal employee. Duty to furnish information 223.20 (1) The municipality, its local boards and the municipally-controlled corporations and grant recipients referred to in subsection 223.19 (3) shall give the Auditor General such information regarding their powers, duties. activities, organization. financial transactions and methods of business as the Auditor General believes to be necessary to perform his or her duties under this Part. . Access to records (2) The Auditor General is entitled to have free access to all books, accounts, financial records, electronic data processing records, reports, files and all other papers, things or property belonging to or used by the municipality, the local board, the municipally-controlled corporation or the grant recipient. as the case may be. that the Auditor General believes to be necessary to perform his or her duties under this Part. No waiver of privilege (3) A disclosure to the Auditor General under subsection (1) or (2) does not constitute a waiver of solicitor-client privilege, litigation privilege or settlement privilege. . Powers re examination 223.21 (1) The Auditor General may examine any person on oath on any matter pertinent to an audit or examination under this Part. Same (2) For the purpose of an examination, the Auditor General has the powers that Part II of the Public Inquiries Act confers on a commission. and that Part applies to the examination as if it were an inquiry under that Act. Duty of confidentiality 223.22 (1) The Auditor General and every person acting under the instructions of the Auditor General shall preserve secrecy with respect to all matters that come to his or her knowledge in the course of his or her duties under this Part. Same (2) Subject to subsection (3), the persons required to preserve secrecy under subsection (1) shall not communicate information to another person in respect of any matter described in subsection (I) except as may be required, (a) in connection with the administration of this Part, including reports made by the Auditor General, or with any proceedings under this Part; or (b) under the Criminal Code (Canada). Same (3) A person required to preserve secrecy under subsection (I) shall not disclose any information or document disclosed to the Auditor General under section 223.20 that is subject to solicitor-client privilege, litigation privilege or settlement privilege unless the person has the consent of each holder of the 'privilege. >'1 /' r~' ! i (~ Section prevails (4) This section prevails over the Ahmicipal Freedom of Information and Protection of Privacy Act. Testimony 223.23 Neither the Auditor General nor any person acting under the instructions of the Auditor General is a competent or compellable witness in a civil proceeding in connection with anything done under this Part. Regulations 223.24 The Minister may make regulations prescribing local boards for the purposes of the definition of "local board" in section 223.1. Attachment No.3 (Continued) ..~ q EXCERPTS FROM THE MUNICIPAL ACT, 2001 By-laws 11. (2) A lower-tier municipality and an upper-tier municipality may pass by- laws, subject to the rules set out in subsection (4), respecting the following matters: 2. Accountability and transparency of the municipality and its operations and of its local boards and their operations. Role of council 224. It is the role of council, (d. 1) to ensure the accountability and transparency of the operations of the municipality, including the activities of the senior management of the municipality; Role of the head of council 225. It is the role of the head of council, (c. 1) without limiting clause (c), to provide information and recommendations to the council with respect to the role of council described in clauses 224 (d) and (d.1); Declaration of office 232. (1) A person shall not take a seat on the council of a municipality, including a person appointed to fill a temporary vacancy on an upper-tier council under section 267 but not including a person appointed to act in place of a head of council under section 242, until the person takes the declaration of office in the English or French version of the form established by the Minister for that purpose. The declaration states, in part: · I will truly, faithfully and impartially exercise this office to the best of my knowledge and ability. · I have not received and will not receive any payment or reward or promise thereof, for the exercise of this office in a biased,. corrupt or any other improper manner. Adoption of policies 270. (1) A municipality shall adopt and maintain policies with respect to the following matters: 5. The manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. Attachment No.4 I t. " ') rJ ! i'--~, COUNCIL CODE OF CONDUCT PART I PREAMBLE All members of the Council of the City of Pickering are committed to protecting and promoting the well-being and best interests of the citizens of the City with the highest standards of integrity and ethical conduct. This Code is an affirmation of this commitment. It recognizes and is based on the following key statements of principle: · Members are committed to performing their duties of office and arranging their private affairs in a manner that promotes public confidence in the integrity of each Member and respect for Council as a whole. . Members are committed to acting and being seen to act with integrity and impartiality that will bear the closest scrutiny. . Members are committed to serving their constituents in a conscientious and diligent manner. . Members are committed to ensuring that their actions, to the greatest extent possible, are open and transparent. . Members are committed to avoiding waste, abuse and extravagance in the provision or use of any of the City's resources. PART II INTERPRETATION Definitions 1. In this Code and in the Preamble, (a) "child", "parent" and "spouse" have the same meanings as in the Municipal Conflict of Interest Act; (b) "City" means the Corporation of the City of Pickering; /'j r) 1 !.: (c) "City property" includes City-owned or leased facilities, vehicles, equipment, supplies, services, computer hardware and software, and intellectual property; (d) "confidential information" includes information relating to the subject matters set out in subsection 238(2) of the Municipal Act, 2001 and information in the possession of the City that the City is prohibited from disclosing under the Municipal Freedom of Information and Protection of Privacy Act or other legislation; (e) "gift" includes any cash or monetary equivalent, fee, object of value, service, forbearance, preferential treatment or personal benefit; (f) "Integrity Commissioner" means an Integrity Commissioner appointed by the City; and (g) "Member" means any member or person described in Section 3. References to Legislation 2. In this Code, reference to any Act or by-law is reference to that Act or by- law as it is amended or re-enacted from time to time. Application 3. This Code applies to all members of City Council and, with any necessary modifications, to all persons appointed by the City to exercise any statutory powers of decision (e.g. members of the Committee of Adjustment, Animal Services Committee, and Fence Viewers and Property Standards Committee), all members of the City's advisory committees (e.g. Waterfront Coordinating Committee, Heritage Pickering Advisory Committee, Accessibility Advisory Committee, Pickering Museum Advisory Committee, and Race Relations and Equity Advisory Committee), and all persons appointed by the City to external boards (e.g. Veridian Corporation). 4. This Code does not apply to members of the Pickering Public Library Board. PART III MEMBER CONDUCT Gifts and Benefits 5. No Member shall solicit or accept any gift that is directly or indirectly connected with the performance of his or her duties of office. For purposes of this provision, any gift provided to a Member's child, parent or 2 '\ '2 2 spouse with the Member's knowledge shall be deemed to be a gift to that Member. 6. The City recognizes that moderate hospitality is an accepted courtesy of any business relationship. Accordingly, the following types of gifts are recognized as exceptions: (a) gifts that are received as an incident of protocol or social obligation that normally and reasonably accompany the responsibilities of office; (b) token gifts such as souvenirs, mementoes and commemorative gifts that are given in recognition of service on a committee, for speaking at an event, or representing the City at an event; (c) food, lodging, transportation and entertainment provided by other levels of government or other local governments; (d) food and beverages consumed at lunches, dinners, banquets, receptions, ceremonies or similar events, if the Member's attendance serves a legitimate municipal purpose, the person extending the invitation or a representative of the organization is in attendance, the value is reasonable, and the invitations are infrequent; (e) communications to the offices of a Member, including subscriptions to newspapers and periodicals; (f) compensation authorized by law; (g) political contributions that are offered, accepted and reported in accordance with applicable law; and (h) services provided without compensation by persons volunteering their time. 7. Within 30 days of receipt of any gift described in clauses 6 (a), (b), (c) or (d), Members shall file a disclosure statement with the City Clerk. If the value of any gift described in clauses 6 (a), (b), (c) or (d) exceeds $250, or if the total value of such gifts received from anyone source during one calendar year exceeds $250, the Member shall file the disclosure statement with the Integrity Commissioner. All disclosure statements shall indicate, (a) the nature of the gift; (b) its source and date of receipt; 3 '1 ;; ,3 (c) the circumstances under which it was received; and (d) its estimated value. 8. Any disclosure statement shall be a matter of public record. 9. The City Clerk shall report to Council annually on all gifts received by Members that are disclosed in accordance with section 7. 10. The Integrity Commissioner shall examine any disclosure statement filed with him or her to ascertain whether the receipt of the gift might, in her or his opinion, create a conflict between a private interest and the public duties of the Member. If the Integrity Commissioner makes that preliminary determination, the Member will be asked to justify receipt of the gift. 11. If the Integrity Commissioner determines that receipt of the gift was inappropriate, he or she may direct the Member to return the gift, reimburse the donor for the value of any gift already consumed, or forfeit the gift or remit the value of any gift already consumed to the City. 12. Except in the case of gifts of the type described in clause 6 (c), a Member may not accept any single gift worth more than $500 or gifts from one source during a calendar year totalling more than $500. 13. Nothing in this Code prevents any Member from accepting free admission to sporting or cultural events provided the person extending the invitation or a representative of the organization is in attendance, the value is reasonable, and the invitations are infrequent. However, if a Member participates in such events, he or she must file a disclosure statement 14. Nothing in this Code prevents any Member from participating in or organizing any reception, dinner, gala, golf tournament or similar event to support charitable causes. However, if a Member participates in such events, he or she must file a disclosure statement. 15. Nothing in this Code prevents any Member from participating in a political fundraising event. However, if the Member's participation in such event was paid for by a third party, it must be disclosed in accordance with section 7. 16. Nothing in this Code prevents any Member from accepting food, lodging, transportation and entertainment from a not-for-profit non-government organization (e.g. Greater Toronto Marketing Alliance and Canadian Association of Nuclear Host Communities). However, if a Member receives such gifts, he or she must file a disclosure statement containing all of the information set out in section 7. 4 .1 I") 4 i ,! L 17. The following are examples of the acceptability of gifts: Acceptable A holiday gift of a bottle of wine Tickets to a local sporting or cultural event if accompanied by the ticket donor. Trips offered to acquaint a Member with a specific facility or service. A marble paperweight of modest value. Modest expressions of gratitude or gifts acknowledging personal events such as weddings or births. Not Acceptable A case of champagne. Tickets to a distant sporting event, plus airfare and/or hotel accommodations. Weekend trip to a resort that offers little opportunity for benefit to the City. Cash or gift certificates. A lavish personal gift such as a fine piece of jewelry. Interaction with the Public, Other Members and City Staff 18. Members have a duty to treat members of the public, one another and staff with respect and dignity and without abuse, bullying or intimidation. 19. Members have a duty to ensure that the City's work environment is safe and free from discrimination and harassment. 20. No Member shall compel staff to engage in partisan political activities or be subjected to threats or discrimination for refusing to engage in such activities. 21. Members must recognize that staff serve Council as a whole and the combined interests of all Members as evidenced through the decisions of Council, and that the role of staff is to provide advice that is based on political neutrality, objectivity and professional judgment which may not necessarily reflect the opinion or position of any single member of Council. 22. Members shall conduct themselves with decorum at Council meetings in accordance with the provisions of the City's Procedural By-law No. 6746/07. Influence 23. No Member shall use his or her office to seek to influence any decision made or to be made by another person to the Member's private advantage or to the private advantage of another person. 5 1 ? 5 24. No Member shall use his or her office to seek to influence or interfere with the administration or enforcement of the City's regulatory by-laws or other laws enforced by the City. 25. All applicants for City positions shall have an equal opportunity to obtain employment. No Member shall use his or her office to seek to influence the hiring of specific individuals for any positions within the City, including part-time employees and summer students. Nothing in this section prohibits Members from offering their opinions and voting on any decision to hire a Chief Administrative Officer or a Department Head. 26. No Member shall use the City's corporate logo or use City letterhead in any communication intended to solicit funds to support any cause unless such use has been endorsed through a resolution of Council. Conflicts of Interest 27. It is the responsibility of each Member to be familiar with and adhere to the provisions of the Municipal Conflict of Interest Act. Recognizing the importance of avoiding even the appearance of a conflict of interest, Members are encouraged to interpret the phrase "conflict of interest" in its broadest possible terms, and avoid taking any action or making any decision where there are grounds for a reasonable person to think that a conflict exists between the Member's personal interests and the public interest. Confidential Information 28. (1) In accordance witli section 239 of the Municipal Act, 2001 and City's Procedural By-law No. 6746/07, meetings may be held in camera if the subject matter being considered is, (a) the security of the property of the City; (b) personal matters about an identifiable individual, including employees of the City; (c) a proposed or pending acquisition or disposition of land for City purposes; (d) labour relations or employee negotiations; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the City; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; or 6 j' 1 (16 (g) a matter in respect of which Council may hold a closed meeting under another Act. (2) In accordance with the Municipal Act, 2001, a meeting may also be held in camera if it is held for the purpose of educating or training Members and, at the meeting, no Member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of Council. 29. Members shall hold in strict confidence all information concerning matters dealt with in camera. No Member shall release, make public, or in any way divulge any such confidential information or any aspect of the in camera deliberations, unless expressly authorized or required by law. 30. No Member shall release, make public, or in any way divulge any such confidential information otherwise acquired by virtue of their office unless expressly authorized or required by law. 31. No Member shall use information gained in the execution of his or her office that is not available to the general public for any purpose other than his or her official duties. 32. No Member shall access or attempt to gain access to confidential information in the custody of the City unless it is necessary for the performance of his or her duties. Communications and Media Relations 33. Members shall fairly and accurately communicate the decisions of Council even if they disagree with a majority decision of Council in order to foster respect for the decision-making process of Council. Use of City Property 34. A Member who has care or custody of City property shall ensure that such property is properly used, maintained and secured. Members shall be held personally responsible for losses or damages if, in the opinion of the Chief Administrative Officer, City property under their care or custody has been used, maintained or secured in a negligent or abusive manner. 35. All City property required by Members to perform their duties of office shall be procured by the appropriate City staff in the manner set out in the City's Purchasing Policy and shall be considered purchased for the benefit of the City, not the benefit of the Member. 36. A Member shall not use, or permit the use of, City property or any other City resource for activities not associated with the discharge of his or her duties of office. 7 ~1 ) 7 Applicable Laws and Policies 37. Members are expected to serve the public interest by upholding both the letter and the spirit of the laws and policies established by the Federal Parliament, Ontario Legislature, and City Council. 38. The City has established a comprehensive set of policies and procedures that are designed to ensure that the work environment is safe and free from discrimination and harassment, and that the City's operations are effective, efficient, open and accessible. All Members are required to observe the terms of all such policies and procedures in the same manner and to the same extent as employees of the City. Specifically, Members are expected to comply with the following policies: . Hiring Policy (HUR 040) . Workplace Harassment Policy (HUR 070) . Occupational Health & Safety Policy (HUR 130) . Salary, Expenses and Communications Respecting Members of Council . Personal Computer Use Policy (ADM 030) . Freedom of Information and Protection of Privacy Policy (ADM 050) . Purchasing Policy (PUR 010) . Cellular Phone and Mobile Communications Devices Policies (ADM 080) 39. To the extent that there is any inconsistency between this Code and any of the City's policies, this Code prevails. Election Campaigns 40. No Member shall use City property for any election campaign or campaign-related activities. For purposes of this section, City property includes the City's corporate logo. 41. No Member shall undertake campaign-related activities on City-owned lands. 42. No Member shall use the services of City employees in work for his or her re-election during hours in which those employees are in the paid employment of the City. Use of Alcohol 43. Members shall not be permitted to charge as an expense to the City the cost of purchasing any alcoholic beverages. 8 ~1 ,) {~ I.e. (, Professional Development 44. Members shall promote and participate in opportunities for professional development in order to efficiently and effectively carry out the responsibilities of their office and to remain current on issues affecting the City. Conduct of Former Members 45. The City shall not hire or award contracts to former Members for a period of 12 months from the date the former Member ceased to hold office. 46. A former Member may not lobby the City for a period of 12 months from the date the former Member ceased to hold office. For purposes of this section, "lobby" means being paid to try to influence a Member on an issue. 47. The City shall not appoint a former Member to any advisory committee of the City, to any board or tribunal exercising statutory powers of decision, or to any corporate board, for a period of 12 months from the date the former Member ceased to hold office. Obstruction 48. No Member shall obstruct the Integrity Commissioner in the carrying out of her or his responsibilities. Reprisals 49. No Member shall seek any reprisal or threaten any reprisal against a complainant or anyone for providing relevant information to the Integrity Commissioner as part of any investigation of a complaint. Part IV ENFORCEMENT Informal Complaints 50. Any person (including any City employee, member of the public, Member, or organization) who has observed conduct by a Member that the person believes contravenes this Code is encouraged to initially deal with the matter informally by advising the Member that the conduct contravenes the Code and encourage the Member to stop the prohibited conduct. 9 'I ,) q Lodging of Formal Complaints 51. Any person who believes that a Member has contravened the Code may request that the matter (the "complaint") be formally reviewed. 52. All complaints shall, (a) be in writing; (b) set out the grounds for the belief and the contravention alleged; (c) be signed by an identifiable individual (which includes the authorized signing officer of an organization); (d) include a supporting affidavit that sets out the evidence in support of the complaint; and (e) include the names and contact information of the complainant and any witnesses. 53. Staff of the Clerk's Division who are commissioners for taking oaths are authorized to commission the supporting affidavit. Initial Classification 54. All complaints shall be filed with the City Clerk who shall forward them to the Integrity Commissioner for initial classification to determine if the matter is, on its face, a complaint with respect to non-compliance with this Code and within the jurisdiction of the Integrity Commissioner to consider. 55. If a complaint or a part of a complaint is not, on its face, a complaint with respect to non-compliance with the Code or not within the jurisdiction of the Integrity Commissioner to process, the Integrity Commissioner may refer to matter to the appropriate person(s). Investigations 56. If the Integrity Commissioner is of the opinion that the referral of a matter to him or her is frivolous, vexatious or not made in good faith, or that there are no grounds or insufficient grounds for an investigation, the Integrity Commissioner shall not conduct an investigation, or, where that becomes apparent in the course of an investigation, terminate the investigation. Save in exceptional circumstances, the Integrity Commissioner shall not report to Council on any such complaint except as part of an annual or other general report. 10 i .~ iJ I .j \. 57. If a complaint has been classified as being within the Integrity Commissioner's jurisdiction and not rejected under section 55, the Commissioner shall investigate and may attempt to settle the complaint. 58. The Integrity Commissioner shall serve the complaint and supporting material upon the Member whose conduct is in question with a request that a written response to the allegation by way of affidavit be filed within ten days. 59. The Integrity Commissioner shall serve a copy of the Member's response upon the complainant with a request for a written reply within ten days. 60. For purposes of any investigation, the Integrity Commissioner shall have access to all City books, accounts, financial records, electronic data, reports, files and all other papers, things or property as he or she believes to be relevant to any complaint. 61. The Integrity Commissioner may make interim reports to Council as required to address any instances of interference, obstruction or retaliation encountered during an investigation. Presentation of Findings 62. The Integrity Commissioner shall report to the complainant and the Member no later than 90 days after the making of the complaint. 63. Where complaint is upheld in whole or in part, the Integrity Commissioner shall also report to Council setting out the findings, the terms of any settlement, or any recommended corrective action or sanction. 64. If the Integrity Commissioner determines that there has been no contravention of the Code or that a contravention occurred although the Member took all reasonable measures to prevent it, or that a. contravention occurred that was trivial or committed through inadvertence or an error in judgement made in good faith, the Integrity Commissioner shall so state in the report to Council and shall recommend that no sanction be imposed. 65. The City Clerk shall give a copy of the Integrity Commissioner's report to Council to the complainant and the Member whose conduct it concerns. 66. Where a complaint is dismissed, save in exceptional circumstances, the Integrity Commissioner shall not report to Council except as part of an annual or other general report. 11 Confidentiality 67. The Integrity Commissioner shall preserve the confidentiality of all matters that come to his or her knowledge in the course of his or her duties and shall only disclose information in accordance with section 69 or otherwise as required by law. 68. A compliant about any Member is the personal information of the Member against whom the complaint is directed and the complainant. Under the Municipal Freedom of Information of Information and Protection of Privacy Act, both the Member and the complainant must therefore consent to the public disclosure of the complaint. 69. Subject to section 68, the Integrity Commissioner may disclose in any report to Council such matters as in his or her opinion are necessary for the purposes of the report. 70. All reports to Council from the Integrity Commissioner shall be made available to the public. Council Review 71. Council shall consider all reports of the Integrity Commissioner and may adopt or reject, in whole or in part, any of the recommendations of the Integrity Commissioner. Sanctions 72. If the Integrity Commissioner reports to Council that, in her or his opinion, a Member has contravened this Code, Council may, (a) reprimand the Member; (b) suspend the remuneration paid to the Member in respect of his or her services as a Member for a period of up to 90 days; (c) remove the Member from a Committee of Council; (d) remove the Member as Chair of a Committee of Council; (e) require the Member to repay or reimburse monies received; (f) require the Member to reimburse the City for losses or damages; (g) require the Member to return property; and/or (h) require the Member apologize to Council, the complainant, or both. 12 " ~Z, 1 ! '..' ." ..7 2 I:) Costs 73. Council may consider reimbursing either a complainant or a Member for actual and reasonable legal expenses related to a complaint on a case-by- case basis. 74. Costs shall only be reimbursed to the complainant only if the Integrity Commissioner concludes that the complaint is not frivolous, vexatious or made in bad faith. 75. Costs shall only be reimbursed to the Member only if the Integrity Commissioner concludes that there has been no contravention of the Code. Review 76. This Code shall be reviewed by Council within the last six months of the term of Council. Repeal 77. The Council Code of Practice adopted by Council on October 14, 1997 is hereby repealed. Effective Date 78. This Code shall take effect on the date that it is adopted by Council. 13 Attachment No. 5 i -,~ -z I ',' .] COUNCIL CODE OF CONDUCT (ANNOTA TED) PART I PREAMBLE All members of the Council of the City of Pickering are committed to protecting and promoting the well-being and best interests of the citizens of the City with the highest standards of integrity and ethical conduct. This Code is an affirmation of this commitment. It recognizes and is based on the following key statements of principle: · Members are committed to performing their duties of office and arranging their private affairs in a manner that promotes public confidence in the integrity of each Member and respect for Council as a whole. · Members are committed to acting and being seen to act with integrity and impartiality that will bear the closest scrutiny. · Members are committed to serving their constituents in a conscientious and diligent manner. · Member.s ar-e-committed to ensuring that their actions, to the greatest extent possible, are open and transparent. · Members are committed to avoiding waste, abuse and extravagance in the provision or use of any of the City's resources. The key statements of principle are not part of the Code. They are provided in order to assist in the interpretation of the Code and to provide clear and concise statements of the overarching concerns that the Task Force felt needed to be addressed through the Code. The first two principles are similar to two of the principles in the Preamble to the Members' Inteqritv Act. 1994. The third principle comes from Pickering's current Code of Practice. The fourth and fifth principles are new. The Code is intended to augment the declaration of office made by each member of City Council under section 232 of the Municipal Act, 2001 in which they declare that they will (a) truly, faithfully and impartially, to the best of their " 7 4 1 .:) , knowledge and ability, execute the duties of their office; (b) not receive any payment or reward for the exercise of the duties of their office; and (c) disclose any pecuniary interest, direct or indirect, in accordance with the Municipal Conflict of Interest Act. It is also intended to augment the City's Procedural By- law No. 6746/07 passed under the authority of section 238 of the Municipal Act, 2001, and those provisions within the Municipal Elections Act, 1996 and the Municipal Freedom of Information and Protection of Privacy Act that govern the ethical conduct of all municipal council members. PART II INTERPRETATION Definitions 1. In this Code and in the Preamble, (a) "child", "parent" and "spouse" have the same meanings as in the Municipal Conflict of Interest Act; (b) "City" means the Corporation of the City of Pickering; (c) "City property" includes City-owned or leased facilities, vehicles, equipment, supplies, services, computer hardware and software, . and intellectual property; (d) "confidential information" includes information relating to the subject matters set out in subsection 238(2} of the Municipal Act, 2001 and information in the possession of the City that the City is prohibited from disclosing under the Municipal Freedom of Information and Protection of Privacy Act or other legislation; (e) "gift" includes any cash or monetary equivalent, fee, object of value, service, forbearance, preferential treatment or personal benefit; (f) "Integrity Commissioner" means an Integrity Commissioner appointed by the City; and (g) "Member" means any member or person described in Section 3. Certain terms used in the Code require definition in order to avoid unnecessary duplication and to provide clarity. References to Legislation 2. In this Code, reference to any Act or by-law is reference to that Act or by- law as it is amended or re-enacted from time to time. 2 , ,. /} 'Z [ ! ,J) There is a need to make sure that statutory references remain up-to-date without passing amendments to the Code every time the Provincial Legislature amends an Act or Council amends a by-law. Application 3. This Code applies to all members of City Council and, with any necessary modifications, to all persons appointed by the City to exercise any statutory powers of decision (e.g. members of the Committee of Adjustment, Animal Services Committee, and Fence Viewers and Property Standards Committee), all members of the City's advisory committees (e.g. Waterfront Coordinating Committee, Heritage Pickering Advisory Committee, Accessibility Advisory Committee, Pickering Museum Advisory Committee, and Race Relations and Equity Advisory Committee), and all persons appointed by the City to external boards (e.g. Veridian Corporation) . Task Force members felt that members of local boards and any persons appointed by Council to an advisory committee or corporate board should be held to the same standard of conduct. Task Force members also strongly felt that the issues of ethics and accountability need to at the forefront of the City's committee/board appointment process. 4. This Code does not apply to members of the Pickering Public Library Board. Under the Municipal Act. 2001. municipalities do not have the power to regulate the conduct of members of a board established under the Public Libraries Act. PART III MEMBER CONDUCT Gifts and Benefits The basic approach is to provide a total ban on accepting gifts (section 5), but recognize legitimate exceptions (section 6). 5. No Member shall solicit or accept any gift that is directly or indirectly connected with the performance of his or her duties of office. For purposes of this provision, any gift provided to a Member's child, parent or spouse with the Member's knowledge shall be deemed to be a gift to that Member. 6. The City recognizes that moderate hospitality is an accepted courtesy of any business relationship. Accordingly, the following types of gifts are recognized as exceptions: 3 .1 .~ ( I u ,) (a) gifts that are received as an incident of protocol or social obligation that normally and reasonably accompany the responsibilities of office; (b) token gifts such as souvenirs, mementoes and commemorative gifts that are given in recognition of service on a committee, for speaking at an event, or representing the City at an event; (c) food, lodging, transportation and entertainment provided by other levels of government or other local governments; (d) food and beverages consumed at lunches, dinners, banquets, receptions, ceremonies or similar events, if the Member's attendance serves a legitimate municipal purpose, the person extending the invitation or a representative of the organization is in attendance, the value is reasonable, and the invitations are infrequent; (e) communications to the offices of a Member, including subscriptions to newspapers and periodicals; (f) compensation authorized by law; (g) political contributions that are offered, accepted and reported in accordance with applicable law; and (h) services provided without compensation by persons volunteering their time. Exceptions 6(a) and (f) are based on the only two exceptions contained in the Members' Intearitv Act, 1994. The remaining exceptions are common in municipal codes of conduct throughout Canada. Sections 7 through 12 reflect the view of Task Force members that municipal transparency requires that every gift be disclosed, no matter how small, but that gifts exceeding $250 in value may require closer scrutiny. 7. Within 30 days of receipt of any gift described in clauses 6 (a), (b), (c) or (d), Members shall file a disclosure statement with the City Clerk. If the value of any gift described in clauses 6 (a), (b), (c) or (d) exceeds $250, or if the total value of such gifts received from anyone source during one calendar year exceeds $250, the Member shall file the disclosure statement with the Integrity Commissioner. All disclosure statements shall indicate, (a) the nature of the gift; (b) its source and date of receipt; 4 1 ,~ 7 (c) the circumstances under which it was received; and (d) its estimated value. 8. Any disclosure statement shall be a matter of public record. 9. All gifts received by Members that are disclosed in accordance with section 7 shall be included in the City Treasurer's reports to Council respecting the remuneration and expenses of Members. 10. The Integrity Commissioner shall examine any disclosure statement filed with him or her to ascertain whether the receipt of the gift might, in her or his opinion, create a conflict between a private interest and the public duties of the Member. If the Integrity Commissioner makes that preliminary determination, the Member will be asked to justify receipt of the gift. 11. If the Integrity Commissioner determines that receipt of the gift was inappropriate, he or she may direct the Member to return the gift, reimburse the donor for the value of any gift already consumed, or forfeit the gift or remit the value of any gift already consumed to the City. 12. Except in the case of gifts of the type described in clause 6 (c), a Member may not accept any single gift worth more than $500 or gifts from one source during a calendar year totalling more than $500. Sections 13, 14, 15 and 16 clarify how the gift rules will apply to specific types of gifts that typically attract a lot of public attention. 13. Nothing in this Code prevents any Member from accepting free admission to sporting or cultural events provided the person extending the invitation or a representative of the organization is in attendance, the value is reasonable, and the invitations are infrequent. However, if a Member participates in such events, he or she must file a disclosure statement. 14. Nothing in this Code prevents any Member from participating in or organizing any reception, dinner, gala, golf tournament or similar event to support charitable causes. However, if a Member participates in such events, he or she must file a disclosure statement. 15. Nothing in this Code prevents any Member from participating in a political fundraising event. However, if the Member's participation in such event was paid for by a third party, it must be disclosed in accordance with section 7. 16. Nothing in this Code prevents any Member from accepting food, lodging, transportation and entertainment from a not-for-profit non-government organization (e.g. Toronto Region Conservation Authority, Business 5 I ,) 8 Advisory Centre Durham, Greater Toronto Marketing Alliance and Canadian Association of Nuclear Host Communities). However, if a Member receives such gifts, he or she must file a disclosure statement containing all of the information set out in section 7. 17. The following are examples of the acceptability of gifts: Acceptable A holiday gift of a bottle of wine Tickets to a local sporting or cultural event if accompanied by the ticket donor. Trips offered to acquaint a Member with a specific facility or service. A marble paperweight of modest value. Modest expressions of gratitude or gifts acknowledging personal events such as weddings or births. Not Acceptable A case of champagne. Tickets to a distant sporting event, plus airfare and/or hotel accommodations. Weekend tri p to a resort that offers little opportunity for benefit to the City. Cash or gift certificates. A lavish personal gift such as a fine piece of jewelry. Section 17 simply provides examples to illustrate how the gift policies (sections 5 through 16) should be interpreted. Interaction with the Public, Other Members and City Staff 18. Members have a duty to treat members of the public, one another and staff with respect and dignity and without abuse, bullying or intimidation. 19. Members have a duty to ensure that the City's work environment is safe and free from discrimination and harassment. 20. No Member shall compel staff to engage in partisan political activities or be subjected to threats or discrimination for refusing to engage in such activities. Sections 18, 19 and 20 are self-explanatory. 21. Members must recognize that staff serve Council as a whole and the combined interests of all Members as evidenced through the decisions of Council, and that the role of staff is to provide advice that is based on political neutrality, objectivity and professional judgment which may not necessarily reflect the opinion or position of any single member of Council. 6 "i-~ q ! .~_.J __' Section 21 is intended to clearly articulate the distinction between the role of staff and the duties of elected officials as set out in the Municipal Act. 2001 (Part VI). It is a distinction that is often lost or blurred in practice. 22. Members shall conduct themselves with decorum at Council meetings in accordance with the provisions of the City's Procedural By-law No. 6746/07. Although this section repeats what is already in the City's Procedural By-law, Task Force members felt that it should be included so that the Code would have references to all types of regulated conduct and also to ensure that a Member could be sanctioned for a lack of decorum. Influence 23. No Member shall use his or her office to seek to influence any decision made or to be made by another person to the Member's private advantage or to the private advantage of another person. Section 23 is common in many municipal codes of conduct. It parallels concepts that are regulated through the MunicifJal Conflict of Interest Act, but it is not intended to overlap anything covered by that Act. 24. No Member shall use his or her office to seek to influence or interfere with the administration or enforcement of the City's regulatory by-laws or other laws enforced by the City. This section is intended to make it clear that while it is the role of Council to make regulatory by-laws, it is critical that staff be allowed to enforce them free of political influence. 25. All applicants for City positions shall have an equal opportunity to obtain employment. No Member shall use his or her office to seek to influence the hiring of specific individuals for any positions within the City, including part-time employees and summer students. Nothing in this section prohibits Members from offering their opinions and voting on any decision to hire a Chief Administrative Officer or a Department Head. Section 25 was included as a specific example of improper influence, in part because of section 270 of MunicifJal Act. 2001 requires municipalities to adopt and maintain by-laws respecting "its hiring of employees" and also because the public is keenly interested in the subject of nepotism within government. The wording is consistent with the current hiring practices in the City. 26. No Member shall use the City's corporate logo or use City letterhead in any communication intended to solicit funds to support any cause unless such use has been endorsed through a resolution of Council. 7 1 4 () Task Force members felt that it was inappropriate for a Member of Council to create an impression that the City had sanctioned a particular cause unless City Council had formally chosen to do so. Conflicts of Interest 27. It is the responsibility of each Member to be familiar with and adhere to the provisions of the Municipal Conflict of Interest Act. Recognizing the importance of avoiding even the appearance of a conflict of interest, Members are encouraged to interpret the phrase "conflict of interest" in its broadest possible terms, and avoid taking any action or making any decision where there are grounds for a reasonable person to think that a conflict exists between the Member's personal interests and the public interest. Most municipal codes of conduct have at least some reference to actual conflict of interest rules. The issue in the context of current Provincial legislation is whether and to what extent municipalities have the jurisdiction to regulate what is already specifically regulated in other Provincial legislation (the Municipal Conflict of Interest Act). There is also a concern for the legal ability of any municipal council to regulate apparent conflicts of interest. The approach in Section 27 is similar to the approach taken in the codes for several other municipalities - that is, to encourage Members to recognize both actual and apparent conflicts. Confidential Information 28. (1) In accordance with section 239 of the Municipal Act, 2001 and City's Procedural By-law No. 6746/07, meetings may be held in camera if the subject matter being considered is, (a) the security of the property of the City; (b) personal matters about an identifiable individual, including employees of the City; (c) a proposed or pending acquisition or disposition of land for City purposes; (d) labour relations or employee negotiations; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the City; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; or 8 1 4 1 (g) a matter in respect of which Council may hold a closed meeting under another Act. (2) In accordance with the Municipal Act, 2001, a meeting may also be held in camera if it is held for the purpose of educating or training Members and, at the meeting, no Member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of Council. Task Force members felt that it would be helpful to the public to include in the Code a list of the matters that Council is legally allowed to discuss at a closed meeting. Task Force members strongly felt that subsection (2) should be used only in exceptional circumstances. 29. Members shall hold in strict confidence all information concerning matters dealt with in camera. No Member shall release, make public, or in any way divulge any such confidential information or any aspect of the in camera deliberations, unless expressly authorized or required by law. 30. No Member shall release, make public, or in any way divulge any such confidential information otherwise acquired by virtue of their office unless expressly authorized or required by law. 31. No Member shall use information gained in the execution of his or her office that is not available to the general public for any purpose other than his or her official duties. 32. No Member. shall access or attempt to gain access to confidential information in the custody of the City unless it is necessary for the performance of his or her duties. Provisions regulating the release of confidential information are common in many municipal codes of conduct. These provisions are not intended to replace or in any way alter a Member's duties under the MunicilJal Freedom of Information and Protection of Privacv Act with respect to the collection, use and disclosure of, personal information and confidential third party information. They are intended to regulate the use and disclosure of in camera information and discussions. Communications and Media Relations 33. Members shall fairly and accurately communicate the decisions of Council even if they ~isagree with a majority decision of Council in order to foster respect for the decision-making process of Council. Wording similar to section 33 was included in several municipal codes of conduct. Task Force members felt that this concept was consistent with the key statements of principles set out in the Preamble to this Code and therefore wanted to see it included in the Code. 9 " /; ,) ! /_+ '- Use of City Property 34. A Member who has care or custody of City property shall ensure that such property is properly used, maintained and secured. Members shall be held personally responsible for losses or damages if, in the opinion of the Chief Administrative Officer, City property under their care or custody has been used, maintained or secured in a negligent or abusive manner. Although this section is subjective and may be difficult to enforce, the Task Force strongly felt that Members needed to be more accountable to the public when usmgCfty-ownedproperty 35. All City property required by Members to perform their duties of office shall be procured by the appropriate City staff in the manner set out in the City's Purchasing Policy and shall be considered purchased for the benefit of the City, not the benefit of the Member. Task Force members felt that the same fair and transparent purchasing policies should apply to the acquisWon of al/ City assets, irrespective of who is purchasing the asset. 36. A Member shall not use, or permit the use of, City property or any other City resource for activities not associated with the discharge of his or her duties of office. This section is self-explanatory. Applicable Laws and Policies 37. Members are expected to serve the public interest by upholding both the letter and the spirit of the laws and policies established by the Federal Parliament, Ontario Legislature, and City Council. 38. The City has established a comprehensive set of policies and procedures that are designed to ensure that the work environment is safe and free from discrimination and harassment, and that the City's operations are effective, efficient, open and accessible. All Members are required to observe the terms of all such policies and procedures in the same manner and to the same extent as employees of the City. Specifically, Members are expected to comply with the following policies: . Hiring Policy (HUR 040) · Workplace Harassment Policy (HUR 070) · Occupational Health & Safety Policy (HUR 130) · Salary, Expenses and Communications Respecting Members of Council . Personal Computer Use Policy (ADM 030) 10 1 /11 . "\"..J · Freedom of Information and Protection of Privacy Policy (ADM 050) . Purchasing Policy (PUR 010) · Cellular Phone and Mobile Communications Devices Policies (ADM 080) 39. To the extent that there is any inconsistency between this Code and any of the City's policies, this Code prevails. These sections incorporate by reference many existing City policies into the Code. Task Force members felt that Members, as leaders within the community and within the City corporation, should be held to the same standard of conduct as City staff. By including these policies, specific concerns of Task Force members, for example, inappropriate use of emai/, can be regulated through the Code. Election Campaigns 40. No Member shall use City property for any election campaign or campaign-related activities. For purposes of this section, City property includes the City's corporate logo. 41. No Member shall undertake campaign-related activities on City-owned lands. 42. No Member shall use the services of City employees in work for his or her re-election during hours in which those employees are in the paid employment of the City. These provisions are common in municipal codes of conduct. Use of Alcohol 43. Members shall not be permitted to charge as an expense to the City the cost of purchasing any alcoholic beverages. Task Force members felt that no elected official should be permitted to expense alcohol under any circumstance. Professional Development 44. Members shall promote and participate in opportunities for professional development in order to efficiently and effectively carry out the responsibilities of their office and to remain current on issues affecting the City. Task Force members felt that it was important to clearly articulate this responsibility. 11 " " 4 I f..~ . Conduct of Former Members 45. The City shall not hire or award contracts to former Members for a period of 12 months from the date the former Member ceased to hold office. 46. A former Member may not lobby the City for a period of 12 months from the date the former Member ceased to hold office. 47. The City shall not appoint a former Member to any advisory committee of the City, to any board or tribunal exercising statutory powers of decision, or to any corporate board, for a period of 12 months from the date the former Member ceased to hold office. Sections 45, 46 and 47 are similar to what is set out in section 21 of the Members' Inteqritv Act. Task Force members felt that it was appropriate to include them in a municipal code. Obstruction 48. No Member shall obstruct the Integrity Commissioner in the carrying out of her or his responsibilities. Reprisals 49. No Member shall seek any reprisal or threaten any reprisal against a complainant or anyone for providing relevant information to the Integrity Commissioner as part of any investigation of a complaint. The Task Force members felt that in order for any complaints process to be effective, there must be "whistle blowing" protection similar to the protection given to public service workers in Ontario through Bill 158 (Public Service of Ontario Statute Law Amendment Act. 2006). Part IV ENFORCEMENT Members of the Task Force feel that in order to ensure that these policies of the Code are respected, there must be a procedure in place that provides assurances to both complainants and Members that all complaints will be fully and fairly considered. Although several municipalities have separate complaint procedures, Task Force members felt that it was more appropriate to incorporate them into the Code. 12 'J 45 Informal Complaints 50. Any person (including any City employee, member of the public, Member, or organization) who has observed conduct by a Member that the person believes contravenes this Code is encouraged to initially deal with the matter informally by advising the Member that the conduct contravenes the Code and encourage the Member to stop the prohibited conduct. This section is based on wording contained in Toronto's code. Lodging of Formal Complaints 51. Any person who believes that a Member has contravened the Code may request that the matter (the "complaint") be formally reviewed. 52. All complaints shall, (a) be in writing; (b) set out the grounds for the belief and the contravention alleged; (c) be signed by an identifiable individual (which includes the authorized signing officer of an organization); (d) include a supporting affidavit that sets out the evidence in support of the complaint; and (e) include the names and contact information of the complainant and any witnesses. 53. Staff of the Clerk's Division who are commissioners for taking oaths are authorized to commission the supporting affidavit. Given that a formal complaint may set out some very serious allegations and given the potential consequences to a Member following an investigation, Task Force members felt that it was appropriate to make the complaint very formal by requiring the submission of an affidavit. Initial Classification 54. All complaints shall be filed with the City Clerk who shall forward them to the Integrity Commissioner for initial classification to determine if the matter is, on its face, a complaint with respect to non-compliance with this Code and within the jurisdiction of the Integrity Commissioner to consider. 55. If a complaint or a part of a complaint is not, on its face, a complaint with respect to non-compliance with the Code or not within the jurisdiction of 13 <146 the Integrity Commissioner to process, the Integrity Commissioner may refer to matter to the appropriate person(s). Sections 54 and 55 are intended to reflect the fact that there are several statutes} both federal and provincial} that regulate ethics in municipal government in Ontario and that it may not be appropriate to formally investigate every complaint. The Code not is intended to regulate what is already regulated through other legislation (i.e. Municipal Freedom of Information and Protection of Privacy Act issues). Investigations 56. If the Integrity Commissioner is of the opinion that the referral of a matter to him or her is frivolous, vexatious or not made in good faith, or that there are no grounds or insufficient grounds for an investigation, the Integrity Commissioner shall not conduct an investigation, or, where that becomes apparent in the course of an investigation, terminate the investigation. Save in exceptional circumstances, the Integrity Commissioner shall not report to Council on any such complaint except as part of an annual or other general report. The Integrity Commissioner needs to be able to dismiss frivolous, vexatious or bad faith complaints. 57. If a complaint has been classified as being within the Integrity Commissioner's jurisdiction and not rejected under the complaint. 58. The Integrity Commissioner shall serve the complaint and supporting material upon the Member whose conduct is in question with a request that a written response to the allegation by way of affidavit be filed within ten days. 59. The Integrity Commissioner shall serve a copy of the Member's response upon the complainant with a request for a written reply within ten days. 60. For purposes of any investigation, the Integrity Commissioner shall have access to all City books, accounts, financial records, electronic data, reports, files and all other papers, things or property as he or she believes to be relevant to any complaint. 61. The Integrity Commissioner may make interim reports to Council as required to address any instances of interference, obstruction or retaliation encountered during an investigation. Sections 57 through 61 are procedural. They are intended to make sure that the complaints are investigated fully and fairly. 14 '1 /: 7 I .~.I Presentation of Findings 62, The Integrity Commissioner shall report to the complainant and the Member no later than 90 days after the making of the complaint 63. Where complaint is upheld in whole or in part, the Integrity Commissioner shall also report to Council setting out the findings, the terms of any settlement, or any recommended corrective action or sanction. 64. If the Integrity Commissioner determines that there has been no contravention of the Code or that a contravention occurred although the Member took all reasonable measures to prevent it, or that a contravention occurred that was trivial or committed through inadvertence or an error in judgement made in good faith, the Integrity Commissioner shall so state in the report to Council and shall recommend that no sanction be imposed. 65. The City Clerk shall give a copy of the Integrity Commissioner's report to Council to the complainant and the Member whose conduct it concerns. 66. Where a complaint is dismissed, save in exceptional circumstances, the Integrity Commissioner shall not report to Council except as part of an annual or other general report. Sections 62 through 66 are self-explanatory. Confidentiality 67. The Integrity Commissioner shall preserve the confidentiality of all matters that come to his or her knowledge in the course of his or her duties and shall only disclose information in accordance with section 69 or otherwise as required by law. 68. A compliant about any Member is the personal information of the Member against whom the complaint is directed and the complainant Under the Municipal Freedom of Information of Information and Protection of Privacy Act, both the Member and the complainant must therefore consent to the public disclosure of the complaint 69. Subject to section 68, the Integrity Commissioner may disclose in any report to Council such matters as in his or her opinion are necessary for the purposes of the report. 70. All reports to Council from the Integrity Commissioner shall be made available to the public. Under section 223.6 of the Municipal Act, 2001, "if the Commissioner provides a periodic report to the municipality on his or her activities, the Commissioner may 15 1 48 summarize advice he or she has given but shall not disclose confidential information that could identity a person concerned". It also provides that "if the Commissioner reports to the municipality or to a local board his or her opinion about where a member of councilor of the local board has contravened the applicable code of conduct, the Commissioner may disclose in the report such matters as in the Commissioner's opinion are necessary for the purposes of the report". Council Review 71. Council shall consider all reports of the Integrity Commissioner and may adopt or reject, in whole or in part, any of the recommendations of the Integrity Commissioner. This section makes it clear that it will be Council that will impose any sanction. The Integrity Commissioner only makes recommendations. Council does have the power to delegate the authority to the Integrity Commissioner, but Task Force members felt that Council should be held accountable for the ultimate decision. Sanctions 72. If the Integrity Commissioner reports to Council that, in her or his opinion, a Member has contravened this Code, Council may, (a) reprimand the Member; (b) suspend the remuneration paid to the Member in respect of his or her services as a Member for a period of up to 90 days; (c) remove the Member from a Committee of Council; (d) remove the Member as Chair of a Committee of Council; (e) require the Member to repay or reimburse monies received; (f) require the Member to reimburse the City for losses or damages; (g) require the Member to return property; and/or (h) require the Member apologize to Council, the complainant, or both. The first two sanctions are specifically provided for in the Municioal Act. 2001 (section 223.4). The remaining sanctions are within Council's general authority. Under section 223.2 of the Municioal Act. 2001. Council cannot create an offence for a contravention of the Code. 16 1 ,19 Costs 73. Council may consider reimbursing either a complainant or a Member for actual and reasonable legal expenses related to a complaint on a case-by- case basis. 74. Costs shall only be reimbursed to the complainant only if the Integrity Commissioner concludes that the complaint is not frivolous, vexatious or made in bad faith. 75. Costs shall only be reimbursed to the Member only if the Integrity Commissioner concludes that there has been no contravention of the Code. These sections are based on concepts in Toronto's Complaint Protocol. Review 76. This Code shall be reviewed by Council within the last six months of the term of Council. This section was included to make sure that the Code will reflect changes in public expectations regarding accountability and transparency. Repeal 77. The Council Code of Practice adopted by Council on October 14, 1997 is hereby repealed. This is a housekeeping matter. Effective Date 78. This Code shall take effect on the date that it is adopted by Council. Task Force members felt that the Code should take effect immediately whether or not an Integrity Commissioner has been appointed. 17 , , I 50 Attachment No.6 MANDATE FOR THE CITY OF PICKERING INTEGRITY COMMISSIONER Advisorv - provide advice to individual members of Council regarding the application of the Council Code of Conduct and other by-laws and policies governing the ethical behaviour of members, including general interpretation of the Municipal Conflict of Interest Act, to their individual circumstances; and provide the full Council with specific and general opinions and advice respecting compliance by elected officials with the provisions of governing Acts, and other conduct policies. Complaint Investiqation - assess and investigate complaints against elected officials in accordance with the Council Code of Conduct. Complaint Adiudication - determine whether a member of Council has violated the Council Code of Conduct and make recommendations regarding sanctions, if appropriate. Open Meetinqs - conduct investigations into complaints made under section 239.2 of the Municipal Act, 2001. Educational - publish an annual report on findings in typical advice and complaint cases. Attachment No.7 '] ;~ 1 INTEGRITY COMMISSIONER QUALIFICATIONS . A degree from a recognized university in a relevant field of study such as law, ethics or public administration, or a combination of equivalent education, training and/or experience . Experience in managing investigation activities, including the application of alternative dispute resolution methods . Experience in representing an organization, in interacting and consulting at a senior level with a broad range of stakeholders, policy and decision-makers, as well as the media . Extensive knowledge of relevant legislation, including the Municipal Act, 2001 and the Municipal Conflict of Interest Act . Knowledge of municipal government . Personal and professional integrity along with good interpersonal skills and discretion . Ability to interpret provisions of various statutes, regulations and policies . Able to provide services on a part-time, flexible, and as-needed basis . Have no other dealings or employment with the City or financial interest in work undertaken by the City . Having no involvement in political campaigning/endorsements, or related conflicts- of-interest . Not an employee of the City "1 f~ 2 Attachment No.8 Citll tJ~ DECLARATION DATED at Pickering, Ontario this day of ,20XX. Member Signature Attachment No.9 1 L~ 3 I '\"..J " SUMMARY OF PUBLIC SUBMISSIONS 1. Glen Brown Reverend Brown spoke directly to the Task Force on March 4, 2008. His written comments dated January 23,2008 are attached. 2. Derek Hartley, D.H. Insurance Consulting Mr. Hartley's written comments are attached. 3. Rosemary Aiken, President, Amberlea Tennis Club Ms Aiken's written comments are attached. 4. Kathy Stranks, Toronto and Region Conservation Authority Ms Stranks forwarded copies of TRCA's Code of Conduct and Employee Declaration for consideration by the Task Force. 5. Kim Donovan, President, Picore Holdings Ltd. Ms Donovan simply conveyed her best wishes to the Task Force with the hope that the process provides strong outcomes to continue moving Pickering forward. 6. Peter Dickson, President, Pickering Rod and Gun Club Mr. Dickson's written comments are attached. 7. Janet McPherson, Program Coordinator, The Youth Centre Ms McPherson commented that the Code of Conduct was a very good idea. 8. D. Patrick McNeil, Senior Vice President, Ontario Power Generation Mr. McNeil's letter dated March 4, 2008 is attached. 9. Paul Crawford, President, PESCA In an em ail dated March 17,2008,Mr. Crawford requested certain information (which was provided by the City Clerk) and advised that PESCA is interested in making a presentation. /1 r" 4 I :J Comments on the Draft Council Code of Conduct, January 23, 2008 Glenn R. Brown, March 4,2008 It is striking that the legislation which founds the municipality. has no evocative statement of purpose for council or its members. Neither the legislation, nor the proposed Code, invokes a model of office. There are no models of comportment, nor great purposes to be served. The value of "transparency" is not explained. So I suggest that the code of conduct begin with an evocative description of Council. An example follows: The Council is called upon to act as a body for the purpose of enhancing the various aspects of the lands and their uses in Pickering, so that the citizens, employers and employees, and visitors will feel that they are in a pleasant place where living, not just getting by, is the important activity. The uses and appearances of all public spaces including streets, roads, and paths, and areas of public assembly, and all commercial and industrial spaces, should benefit from the leadership, example, encouragement, and inspiration of Council, in pursuit of good living for all. A definition such as the above might, for example. discourage councilors from speaking about developing the city as if their real task were restricted to choosing from what developers offer. It would underpin -- provide an authority -- for the Official Plan's self-declaration of a vision. It would encourage councilors to think and carry on discussions about municipal business with constant reference to the description. It would provide a more interesting raison d'etre for them than just hearing complaints. Activities, proposals. plans, and actions which do not obviously contribute to the purposes in the description would, it is hoped. receive little attention at Council. Were leadership and inspiration absent on the part of councilors, would be marked by the public, and other citizens who feel they could bring those qualities to Council would find themselves encouraged to seek office. The expectations for transparency and appropriate conduct might then be raised to an expectation of good ethics as well, expressing expectations of values-based activity in official and formal conduct. It is easier to act out values than to keep to hand a list of do's and don'ts. The key statements of principle might be more usefully rephrased along the following lines: All official actions of members of Council, that is, all actions during official functions, and all actions which stem from being a member of Council (e.g., meeting with constituents, persons from outside who wish to make proposals to the city, conversations with staff) should be understood to be distinctly separate from personal and business activities thusly: members of Council act officially (see above definition) at all times solely for the purposes of the community. Any actions which might appear to benefit a member personally or professionally (other than building good repute), should be identified and considered by Council as a whole, by the public, by staff, or by the Integrity Commissioner (or possibly by several or all of these). Thus members of Council will intuitively understand that they are accountable to other members and to the public for their adherence to the concept of Council found in the description. They are not accountable to staff. but they will be aware that their conduct affect staff abilities to carry out their duties. Since the Task Force are not calling for the appointment of an Ombudsman at this time, I recommend that there be formal procedures enabling staff to interpret to Council as a whole the negative or disenabling effects of actions of members should any occur. This should be considered different from lodging a formal complaint about violating the Code of Conduct. I believe that the inclusion of such a statement of values makes it easier to intuitively adhere to sections 5-17, and enhances the requirements of those sections by providing a conceptual foundation of the role of councilors. 1 :) 5 Wilcox, Oebi From: Sent: To: Subject: derekh [derekh@dhinsurance.ca] February 8,200811 :30 AM Wilcox, Debi Accountability and Transparency Meeting on March 4th 2008 I received Mayor Dave Ryan's invitation to attend the above meeting. Unfortunately, I am unable to attend due to a prior commitment. However, I do offer my comments as suggested by Mayor Ryan. First of all let me congratulate the Task Force in the production of the draft Council Code of Conduct. The appointment of an Integrity Commissioner as recommended by the Task Force should ensure public confidence that the Code will be enforced. When I attended the Mayor's Public Meeting for my ward, I raised concern about the lack of control on the purchase of City property (specifically computer hardware and intellectual property) by a council member and an ex council member. I appreciate that the cost of the items in question were minimal in comparison to the total City operating budget. However, I was brought up on the principle "look after the pennies (cents in Canada) and the pounds (dollars in Canada) will look after themselves". The public can have no confidence in Members who abuse the small expenditures when it comes to the large expenditures. The problem appears to arise because Members are given an individual budget for purchases. Why are Members not required to take advantage of any agreements the City has with suppliers that offer competitive prices? Why is there no control on what a Member may purchase within the individual budget. Item 35 of the draft Code appears to take care of my concerns with the caveat I do not know the City's Purchasing Policy. Does this require council Members to utilise any bulk purchasing agreements that the City may have with suppliers? Will a council Member have to justify the need for the purchase so that there will be no repeat of the previous situations of 1) the purchase of 5 blackberries by one Member due to the loss of 4 and 2) the purchase of both a laptop and a desktop by one Member when one (a laptop) should have been sufficient. Consideration should be given to removing the purchase of City Property from the individual budgets and transferring these purchases to the City's budget controlled by City staff. A Member must support the need and expense of any property to be purchased. I appreciate the opportunity to provide my views that I hope are of some assistance. Derek Hartley D.H. Insurance Consulting tin. 905-839-5443 cell. 905-767-6841 fax. 905-839-0358 1 -1 r..... 6 t :~) Wilcox, Oebi From: Sent: To: Subject: Rosemary AIKEN [rosiea@sympatico_ca] February 12, 2008 10:01 AM Wilcox, Debi Mayor's task force on accountablility and transparency Good morning Debi~ the following is my response to the above document. I am impressed with the way the document is presented~ and everything seems to be covered clearly and easy to understand. My only comment is under the CONDUCT OF FORMER MEMBERS section. 45. The City shall not hire or award contracts to former Members for a period of 12 months from the date the former Member ceased to hold office.................. In my opinion~ I think that it should read "for a period of 24 months~ (TWO YEARS) from the date the former Member ceased to hold office..... Regards~ Rosemary Aiken (President~ Amberlea Tennis Club) 1 ... r- 7 1 ,:) , Wilcox, Debi From: Sent: To: Cc: Peter Dickson [dicksope@sympatico.ca] March 4, 2008 9:50 AM Wilcox, Debi warren3493@rogers.com; 'Clemente DiPlacido'; Cliff McKee; dennissws@bellnet.ca; dgabr@rogers.com; DIPLACIDO; dixons@xplornet.com; ecranfie@ca.ibm.com; Eugen Singer; frank. wick@honeywell.com; frankheath@rogers.com; gulde.hans. p@sympatico.ca; Heinz Nitschke; HuntleyRiverbank@aol.com; JIM MCELLlSTRUM; kbjones@sympatico.ca; Lee Morgan; Nigel de Paulsen; norcoh@hotmail.com; peter.depaulsen; RonHogg@aol.com; rs. cf. recoskie@sympatico.ca Code of Conduct Subject: Good morning Debi The Pickering Rod and Gun Club thank the Mayor and the Task Force for the opportunity to comment on the draft Council Code of Conduct. Upon review of the document, especially the areas of conflicts and benefits, the club finds that this initiative is a great step forward in bring transparency to the municipal level of government in the City of Pickering. It is my pleasure to inform you that the Pickering Rod and Gun Club support the January 23, 2008 Draft proposal as written. Peelf)td4(#~ Pife4{delet, 'Pid~ *Rf/At a,;tG! tJfUt @ctd Conservation g Fir-sf and FDremost 1 1 5 g ONTARIOFuWiR GENERATION D. Patrick McNeil Senior Vice President Nuclear Generation Development BB9 Brock Road. Pickering. Ontario l1W 3J2 Tel: 905-839-6746 Ext. 5000 Fax: 905-837-3933 paIn ck.mcnell@opg.com March 4, 2008 City of Pickering One The Esplanade Pickering, Ontario L1 V 6K7 Attention: Debi Wilcox, City Clerk dwilcox@city.oickering.on.ca Ms. Wilcox, Mavor's Task Force on Accountabllitv and Transparencv Thank you to Mayor Dave Ryan for making Ontario Power Generation aware of the activities of the Mayor's Task Force on Accountability and Transparency, in his letter dated January 28th. Accountability and transparency are two key tenets of our own operations at Ontario Power Generation. We have no specific revisions or recommendations to add to the work done by the Committee but would like to commend the community leaders who have undertaken this task. A Code of Conduct and commitment to openness in government is . a benefit to those who reside within municipalities adhering to standards of accountability. We wish the Committee success in its continued pursuit. Best regards, D. Patrick McNeil Senior Vice President Nuclear Generation Development cc: Mayor and Council Jacquie Mcinnes, OPG Director Nuclear Public Affairs Don Terry, Pickering Nuclear, Site Public Affairs Manager Citq o~ "\ r 0 I :~) j COMMITTEE REPORTS June 16, 2008 a) REPORT PO 2008-06 OF THE PLANNING & DEVELOPMENT COMMITTEE P & 0 Pages Blue 1. Director, Planning & Development, Report PO 04-08 1-9 Sidewalk Installation on Wharf Street, West of Liverpool Road City of Pickerinq RECOMMENDATION 1. That Report PO 04-08 of the Director, Planning & Development, regarding sidewalk installation on Wharf Street, west of Liverpool Road, be received; 2. That Council authorize the construction of a sidewalk on the north side of Wharf Street; 3. That this project be funded through Account 5321-Development Projects (Development Charge Funded) (Project 07-5321-001-12 Roads), as provided in the Council Approved 2007 Capital Budget; and 4. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 2. Director, Planning & Development, Report PO 19-08 Thickson Developments Ltd. Plan of Subdivision 40M-1703 1 0-1 8 Thickson Developments Ltd. Plan of Subdivision 40M-1704 884396 Ontario Inc. Plan of Subdivision 40M-171 0 Thickson Developments Ltd. Plan of Subdivision 40M-1711 Final Assumption of Plans of Subdivision RECOMMENDATION " /1l ! "I \. 3. That Report PD 19-08 of the Director, Planning & Development regarding the Final Assumption of Plans of Subdivision 40M-1703, 40M-1704, 40M-1710 and 40M-1711 be received; 2. That the highways being Aspen Road and Pebble Court within Plans 40M- 1703, 40M-1710 and 40M-1711 be assumed for public use; 3. That the services required by the Subdivision Agreements relating to Plans 40M-1703, 40M-1704, 40M-1710 and 40M-1711, 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 8, Plan 40M-1703, Blocks 8 and 9, Plan 40M-1704, Blocks 9 and 12, Plan 40M-1710 and Block 16, Plan 40M- 1711 ; 4. That the Subdivision Agreements and any amendments thereto relating to Plans 40M-1703, 40M-1704, 40M-171 0 and 40M-1711, save and except from Block 9, Plan 40M-1710, be released and removed from title; and 5. That Council enact a By-law to dedicate Block 6, Plan 40M-1703, Block 11, Plan 40M-171 0 and Blocks 14 and 15, Plan 40M-1711 as public highways. Director, Planning & Development, Report PD 22-08 Rockwood Drive Extension -Road Dedication and Naminq By-laws 1 9-25 RECOMMENDA TION 1. That Report PO 22-08 of the Director, Planning & Development regarding the naming and dedication, as public highway, of certain lands lying within Pickering be received; 2. That By-laws be enacted to: a) dedicate and name certain parts of Lots 3 and 4, Registrar's Compiled Plan 282, Pickering, being Parts 38, 40, 41,44,46,48,50,54,57,58, 62, 70,71,74,75 and 76, Plan 40R-25121 and Blocks 31 and 32, Plan 40M-2164 as Rockwood Drive in accordance with Land Division Application LD 109/07 (the "subject lands"); and b) dedicate and name certain parts of Lots 3 and 4, Registrar's Compiled Plan 282, Pickering, being Parts 37,39,59,60,61,67 and 68, Plan 40R-25121 as Rockwood Drive in accordance with Land Division Applications LD 040-041/08 and LD 056-058/08 (the "reserves"). 4. Director, Planning & Development, Report PD 23-08 26-36 Proposed Size and Location of Urban Growth Centres in the 1 6 1 Greater Golden Horseshoe, prepared by the Ontario Growth Secretariat, Ministry of Public Infrastructure Renewal. Sprinq 2008 RECOMMENDATION 1. That Report PD 23-08 of the Director, Planning & Development, regarding the Technical Paper Proposed Size and Location of Urban Growth Centres in the Greater Golden Horseshoe, released Spring 2008, by the Ministry of Public Infrastructure Renewal, be received; 2. That the comments contained in Report PD 23-08 on the Technical Paper Proposed Size and Location of Urban Growth Centres in the Greater Golden Horseshoe, be endorsed, and that the Minister of Public Infrastructure Renewal be requested to: a) finalize the size and location of the Pickering Downtown Urban Growth Centre as set out in the Technical Paper; b) revise the method of calculating the density in Pickering's Urban Growth Centre to allow exclusion of the controlled access freeway and railway corridor; and c) revise the profile for Pickering's Urban Growth Centre to more accurately reflect its current mix of uses, and location, as set out in Section 2.4 of this Report; 3. That the Ministers of Public Infrastructure Renewal, and Municipal Affairs and Housing be requested to identify a predictable funding program to provide needed infrastructure and related municipal facilities to foster the growth of Urban Growth Centres, including Downtown Pickering; and 4. Further, that a copy of Report PD 23-08 be forwarded to the Region of Durham and the Ministers of Public Infrastructure Renewal and Municipal Affairs and Housing. 5. Director, Planning & Development, Report PD 24-08 White Paper 1 - Vision, Goals and Objectives, May 2008 White Paper 2 - Preliminary Directions and Concepts, May 2008 Metrolinx 37-74 RECOMMENDA TION That Report PD 24-08 of the Director, Planning & Development regarding the draft White Papers 1 & 2, dated May 2008, prepared by Metrolinx, be received for information. ~ 1;1;1 .' ~ I I ., > PICKERING .-- '1 1-\ / 'J L June 16, 2008 COMMITTEE REPORTS b) REPORT EC 2008-05 OF THE EXECUTIVE COMMITTEE Executive Pages Buff 1. Director, Corporate Services & Treasurer, Report CS 27-08 1-59 2007 Year End Audit RECOMMENDATION 1. That Report CS 27-08 of the Director, Corporate Services & Treasurer be received; 2. That the Audit Results Report as submitted by Deloitte & Touche LLP be received for information; and, 3. That the 2007 draft Audited Consolidated Financial Statements for the City of Pickering be forwarded to Council for approval. 2. Director, Corporate Services & Treasurer, Report CS 20-08 60-62 Hiring of Consultant to Implement Public Sector Accounting Board (PSAB) 3150 Reportinq Requirements RECOMMENDA TION 1. That Report CS 20-08 of the Director, Corporate Services & Treasurer be received; 2. That the Director, Corporate Services & Treasurer be authorized to engage the firm of TCA Consulting Limited to assist the municipality in implementing the reporting requirements of Public Sector Accounting Board (PSAB) 3150 as provided in the 2008 Current Budget; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. 3. Director, Corporate Services & Treasurer, Report CS 24-08 63-94 2007 Pre-Audit Balances of Reserves and Reserve Funds RECOMMENDATION , ,. ., . Z I t'iJ That Report CS 24-08 of the Director, Corporate Services & Treasurer be received for information. 4. Director, Corporate Services & Treasurer, Report CS 26-08 Investment Portfolio Activity for the Year Ended December 31 . 2007 95-102 RECOMMENDATION That Report CS 26-08 of the Director, Corporate Services & Treasurer be received for information. 5. Director, Corporate Services & Treasurer, Report CS 28-08 Development Charqes - Annuallndexinq 103-106 RECOMMENDATION 1. That Report CS 28-08 of the Director, Corporate Services & Treasurer be received; 2. That effective July 1, 2008 as provided for in Section 16 of By-law 6349/04, the Development Charges referred to in Sections 6 and 11 of that By-law be increased by 7.2 percent being the annual increase in the Construction Price Statistics for the Non-residential Building Construction Price Index as reported by Statistics Canada for the year ended March 31,2008; and, 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 6. Director, Corporate Services & Treasurer, Report CS 29-08 2008/2009 Property and Liabilitv Insurance Renewal 107-137 RECOMMENDA TION 1. That Report CS 29-08 of the Director, Corporate Services & Treasurer be received; 2. That the City of Pickering renew effective June 16, 2008, its property, liability and other coverages through the Frank Cowan Company for the period July 1, 2008 to June 30, 2009 inclusive on terms and conditions acceptable to the Director, Corporate Services & Treasurer; 3. That the Director, Corporate Services & Treasurer, as part of the Risk Management Program, be authorized to continue the Reimbursable Deductible Program through the Insurance Adjuster and the Frank Cowan Company and further, that the Director be authorized to settle any claims /l - It \ (, ! '" ", including any adjusting and legal fees where it is in the City's interest to do so; 4. That the Director, Corporate Services & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary in order to limit potential liability exposure and to protect the assets of the City and it's elected officials and staff; and, 5. That the appropriate officials be authorized to take the necessary actions to give effect thereto. 7. Director, Corporate Services & Treasurer, Report CS 31-08 2008 Assessment Appeals 138-147 RECOMMENDATION 1. That Report CS 31-08 of the Director, Corporate Services & Treasurer regarding 2008 assessment appeals update be received; 2. That Council approve the filing of the assessment appeals by Municipal Tax Equity for 2008 for the following roll numbers: 18-01-020-016-146-00, 18-01- 030-020-189-35,18-01-030-020-189-90 and 18-01-030-020-202-00; 3. That the attached By-law providing for the confirmation of the filing of assessment appeals be enacted; 4. That Council authorize the Director, Corporate Services & Treasurer to engage the firm of Municipal Tax Equity and or Walker Poole Nixon LLP to represent the City for the assessment appeals filed above; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 8. Director, Corporate Services & Treasurer, Report CS 32-08 Leash Free Area Within the City of Pickerinq 148-153 RECOMMENDATION 1. That Report CS 32-08 of the Director, Corporate Services & Treasurer be received; 2. That the City of Pickering establish a leash free area on Valley Farm Road Hydro Lands, included with Report CS 32-08 as Attachment No.1, for a six month trial period; ,\ ,. [ \ t) ,) 3. That a volunteer Leash Free Working Group be officially formed and work with City staff during the six month trial period to monitor the leash free area; 4. That By-law 5495/99 Parks and By-law 6811/07 Responsible Pet Ownership be amended to allow dogs to be off leash in City designated Leash Free Areas; and 5. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 9. Director, Operations & Emergency Services, Report OES 18-08 Single Sourcing the Purchase of a Vehicle Exhaust Extractor System Apparatus 1 54-1 56 RECOMMENDATION 1 . That Report OES 18-08 of the Director, Operations & Emergency Services regarding single sourcing the acquisition of a vehicle exhaust extractor system be received; 2. That the use of the single sourcing process for the procurement of a fixed mounted vehicle exhaust extraction system for Fire Station #6 (Finch Ave.) City of Pickering Fire Services be approved and that Nederman Canada being the sole provider for this specific system be identified as the single source provider of the unit; and, 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 1 ~ / hh June 16, 2008 NEW AND UNFINISHED PAGES 1. Director, Operations & Emergency Services, Report OES 17-08 Supply & Delivery of Three (3) One Ton Dump Trucks Confirmation of Actions Under Council Resolution #108/08 168-173 RECOMMENDATION 1. That Report OES-17 -08 of the Director, Operations & Emergency Services regarding the supply and delivery of three (3) one ton dump trucks be received; 2. That Quotation No. Q-27-2008, as submitted by Formula Ford Sales for the supply and delivery of three (3) one ton dump trucks in the amount of $146, 139.51 (PST and GST included) be accepted; 3. The total gross purchase cost of $146,139.51 and net purchase cost of $139,673.16 as outlined in Report OES 17-08 of the Director, Operations & Emergency Services, be approved; 4. That Council of the City of Pickering authorize the Director, Corporate Services & Treasurer to finance the project through revenue paid from property taxes as identified in the 2008 Capital budget; and 5. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. 2. Director, Operations & Emergency Services, Report OES 20-08 Emergency Roof Replacement -Pickerinq Recreation Complex (Skyliqht Area) 174-180 RECOMMENDATION 1. That Report OES 20-08 regarding emergency roof replacement at the Pickering Recreation Complex (Skylight Area) be received; 2. That the quotation submitted by Provincial Industrial Roofing and Sheet Metal Co. Ltd to provide this roof replacement work at the Pickering Recreation Complex be accepted; 3. That the total gross project cost of $60,834 and a net project cost of $57,938 be approved; 1 "7 i b, 4. That Council authorize the Director, Corporate Services & Treasurer to finance the additional roofing replacement costs at the Pickering Recreation Complex: a) The total cost of $57,938 be funded from the Federal Gas Tax funds; b) The Treasurer be authorized to take any actions necessary in order to effect the foregoing; and, 5. Staff at the City of Pickering be given the authority to give effect thereto. 3. Chief Administrative Officer and Chief Executive Officer, Pickering Public Library Report CAO 05-08 Repairs to Greenwood Branch Library 181-186 RECOMMENDATION 1. That Report CAO 05-08 of the Chief Administrative Officer and Chief Executive Officer, Pickering Public Library, regarding the repairs to Greenwood Library be received; 2. That Council approve the expenditure of approximately $50,000 from the Library Capital Budget contingency for repairs to the Greenwood Branch Library in accordance with Resolution #78/08; and 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 4. Director, Planning & Development, Report PO 26-08 Pickering Official Plan Review -Hiring of Consultant to Complete the "Provincial Policy/Bill51 Implementation" Amendment 187-192 RECOMMENDA TION 1. That Report PO 26-08 of the Director, Planning & Development, respecting consulting services for the Pickering Official Plan Review, be received; 2. That the Director, Planning & Development be authorized to engage the firm of Sorensen Gravely Lowes Planning Associates Inc. to complete the second part of the amendment to the Pickering Official Plan implementing Provincial Policy and Bill 51 (which enables the use of sustainability measures and use of architectural controls), to an upset limit of $35,000, using professional and consultative services funds approved by Council in the 2008 Department budget for the Pickering Official Plan Review; and 3. Further, that the appropriate officials in the City of Pickering be authorized to take the necessary action to give effect hereto. REPORT TO COUNCIL Report Number: OES 17-08 Date: June 16, 2008 68 From: Everett Buntsma Director, Operations & Emergency Services Subject: Supply & Delivery of Three (3) One Ton Dump Trucks Confirmation of Actions under Council Resolution # 108/08 File: A-1440 Recommendation: 1. That Report OES 17-08 of the Director, Operations & Emergency Services regarding the supply and delivery of three (3) one ton dump trucks be received; and 2. That Quotation No. Q-27-2008, as submitted by Formula Ford Sales for the supply and delivery of three (3) one ton dump trucks in the amount of $146,139.51 (PST and GST included) be accepted; and 3. The total gross purchase cost of $146,139.51 and net purchase cost of $139,673.16 as outlined in Report OES 17-08 of the Director, Operations & Emergency Services, be approved; and 4. That Council of the City of Pickering authorize the Director, Corporate Services & Treasurer to finance the project through revenue paid from property taxes as identified in the 2008 Capital budget; and 5. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto; Executive Summary: At its meeting of May 20, 2008, Council considered correspondence from the Chief Administrative Officer requesting approval to purchase three (3) trucks. The urgency in this matter was that the manufacturer, Ford Motor Company, had very recently advised that the deadline for ordering 2008 production models was the next day. In order to obtain the models this spring and ensure considerable budget savings the CAO requested permission to proceed. Council passed Resolution #108/08 approving placing the order with a formal Report to Council to confirm all aspects being presented at its next meeting. Report OES 17-08 June 16, 2008 Subject: Supply & Delivery of ~. . Three (3) One Ton Dump Trucks I , I h ()Confirmation of Actions under Council Resolution # 108/08 Page 2 In the 2008 Parks Capital Budget, the Council of the City of Pickering approved the replacement of two (2) pick-up trucks and one (1) one-ton dump truck with three (3) one-ton dump trucks. This initiative will be effective in increasing efficient delivery of services to the citizens of Pickering. Due to time constraints between the closing of the quotation and the cut-off to order 2008 model year vehicles, a preliminary approval from Council was requested and granted on May 20, 2008 and Report OES 17-08 provides the details of the purchase and formal approval to proceed. Financial Implications: 1. Quotation Amount Q-27 -2008 GST RST Subtotal GST Rebate Total (each) $43,109.00 2,155.45 3,448.72 48,713.17 (2.155.45) 46,557.72 Total Purchase (Three Units) $139.673.16 2. Approved Source of Funds Parks Capital Budqet Item Project Code Source of Available Required Funds One Ton 5780.0819.6157 Property Taxes $55,000.00 $46,557.72 Dump Truck One Ton 5780.0820.6157 Property Taxes $55,000.00 $46,557.72 Dump Truck One Ton 5780.0821.6157 Property Taxes $55,000.00 $46,557.72 Dump Truck 3, Project Cost under (over) Approved Funds $25,326.84 CORP0227-07/01 revised Report OES 17-08 June 16, 2008 ; , Subject: Supply & Delivery of Three (3) One Ton Dump Trucks Confirmation of Actions under Council Resolution # 108/08 I ,. , ,\ '." '~J ! /: i . .... Page 3 Sustainability Implications: The engine powering this truck meets the Environmental Protection Agency's Tier II emission standard. This will significantly reduce the amount of harmful emissions created by the operation of the vehicle as well as provide increased fuel economy. This purchase conforms to the economic and environmental lens of sustainability. Background: The replacement of City Unit #725, a 1999 Chevrolet pick-up truck, City Unit #709, a 1997 Chevrolet pick-up truck, and City Unit #723, a 1999 Chevrolet one-ton dump truck was identified and approved by Council in the 2008 Capital Budget. The two existing pick-up trucks are being replaced with two one ton dump trucks which have proven to be better suited for the work required. Supply & Services invited five (5) vendors to participate in the bidding process of which two (2) have responded on the closing date of April 30, 2008. Upon careful examination of all quotations received by Supply & Services, the Municipal Property & Engineering Division recommends the acceptance of the low bid from Formula Ford Sales in the amount of $43,109.00 (PST & GST extra) for each vehicle. This will result in a total net purchase cost of $139,673.16 for the three (3) trucks. During the review and examination of the low bid from Formula Ford Sales, staff were advised that the cut-off date to place an order for 2008 model year vehicles was May 21, 2008. In order to take advantage of the prices quoted ($8,442,28 under budget for each vehicle), staff requested Council's approval to place the order through a memorandum dated May 20, 2008 and received preliminary approval on May 20, 2008 on the condition that a formal Report to Council be prepared for the June 9, 2008 Executive Committee meeting. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: Memo from Supply & Services Prepared By: Approved/Endorsed By: 1~ p:' /\/... 'C::::;1/;./~( ;L.........l..L_ Gra'nt' Smith Supervisor, Fleet Operations ~-- ".~.~_'''''M''''.'''' ' ''',\'''' -,':;' Evere!tBuntsma Dire'tfor, Operations & Emergency Services CORP0227-07/01 revised , ~,epoq gEf 17-08 , , Subject: Supply & Delivery of Three (3) One Ton Dump Trucks Confirmation of Actions under Council Resolution # 10B/08 June 16, 2008 Page 4 ,2 '--1 {/e. / ----<::~- Vera Felgemacher c.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services Gillis Paterson Director Corporate Services & Treasurer . ''''{ (, _.'~'--'''\ ,/. . .-"'._ i;'-""';/'-.. - ,/ RiCI1~1::~<:1L ~ /--" Division Head Municipal Property & Engineering GS:cr Attachments: Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council,.. 6"""'1"'-' $1). /y( .. sr- " -"~'-"YIr::J:;. Thomas J. Quinn, RDMR, CMM Chief Administrative Officer CORP0227-07/01 revised Cillf o~ C1">'1 i+ L. I... 'If '._,_"-,,,._ / 7 -u g _L.. 'I ') I .:_ MEMO To: Richard Holborn Division Head, Municipal Property & Engineering May 1 , 2008 REl~EMVED From: Bob Kuzma Senior Purchasing Analyst MAV' '1' ') f'; I) (} .{.(I, G CiTY OF PICKERING MUNICIPAL PROPERTY & ENGINEERING Copy: Subject: Quotation No. Q-27-2008, Supply & Delivery of One-ton Truck with Dump Body Closing: Wednesday, April 30, 2008 Quotations have been received for the above project. Five (5) companies were invited to participate of which two (2) companies have responded by the official closing date and time. Quotations shall be irrevocable for 60 days after the official closing date and time. Copies of the quotations are attached for your review along with the summary of costs. Each line item provides a space for the vendor to indicate a "Yes, No, Specify" to provide the City with information and details to subjectively review each line item and the sum total of all specifications. Specifications Item 3 states where a manufacturer deviates from the quotation specifications, they must indicate "NO" and then specify the changes. The acceptance of these deviations relies solely within the discretion of the City. The quotation submitted by Formula Ford Sales in the total amount per unit of $48,713.17, is the low quotation and is subject to further evaluation of the equipment's conformance to specification. Vendor Price G.S.T. R.S.T. Total Price per Unit Formula Ford Sales $43,109.00 $2,155:45 $3,448.72 $48,713.17 Donway Ford Sa,les - Quote #1- $44,343.00 $2,217.15 $3,547.44 $50,107.59 Del Body Donway Ford Sales - Quote #2 - $45,507.00 $2,275.35 $3,640.56 $51,422.91 Pelmac Body Summary Q-27 -2008 Please review information provided and advise: . '; .~ ; , --.,J (a) any reason(s) why the bid of Formula Ford Sales is not acceptable; and (b) related comments specific to this quotation. I ).. ()E5 /1-08 Bidders will be advised of the outcome. Please do not disclose pricing to enquiring bidders. An approved "on-line" requisition will also be required to proceed. If you require further information or assistance during the evaluation phase of this quotation call, contact me at extension 2131. Ay 1, 2008 Q-27-2008 - Three (3) One-ton Dump Trucks Page 2 Cilil 0# REPORT TO COUNCIL . , Report Number: DES 2o-b~ 'I '7 4 Date: June 16, 2008- From: Everett Buntsma Director, Operations & Emergency Services Subject: Emergency Roof Replacement Pickering Recreation Complex (Skylight Area) File: A-1440-001-08 Recommendation: 1. That Report OES 20-08 regarding emergency roof replacement at the Pickering Recreation Complex (Skylight Area) be received; 2. That the quotation submitted by Provincial Industrial Roofing and Sheet Metal Co. Ltd to provide this roof replacement work at the Pickerin~l Recreation Complex be accepted; 3. That the total gross project cost of $60,834 and a net project cost of $57,938 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the additional roofing replacement costs at the Pickering Recreation Complex: a) The total cost of $57,938 to be funded from the Federal Gas Tax funds; b) The Treasurer be authorized to take any actions necessary in order to effect the foregoing; and 5. Staff at the City of Pickering be given the authority to give effect thereto. Executive Summary: The Pickering Recreation Complex requires unanticipated roof replacement in an area around the skylights. IRC Building Sciences Group (IRC), our roofin~l consultant, completed a condition assessment of the area and have identified that replacement of roof areas needs to be completed in order to ensure the roof is moisture free. ^ ............ ".....f .....f ,..,,,,,.....,,....f<" ..,ill ho C'oL,'n tf'\ I"<::lnt"ro thic Ilnh.,nnoton on'le:>rne:>nr\J .2:.L st.OPElJ ..1.:.llL [L, 28' ~ " "- " .--,I... ~ " 3.0. @ FLAT Cl ~- ---- -------- ~ ..- 35" Ii> I ,.., , I o~ ,.~,"\ ;:. l! /'.. . :l: tJ ROOF AFlr.A"- (~o..W v .., 1,0 - 1,872 '1.0 - 15.46J '" u 1.1 - 15,831 "I,] - 12,402 3: \.111. - 7,!iS! 5.0 - 3,1l15 el~ 1,lEl - IS.O~1 6.0 - 21"1 ~ I,le - 4,328 7,0 - 29.029 , .211. - 2.2:50 8.0 - 17,3'2 1.28 - 6.140 9.0 - 21.724 OJ 2,0 - 8,042 CAN, A - :;~2 ~ <> .1.0 - 15.0:>8 CAl>I, s - 512 111 ~ 31 - l,ag, N TOTAl .. 179.097 II> I ~I .", '-.1' \ ./ -.. ,}.., (f] C> ti ......1\ ~ , :;E ~ 5 C 0 20 C)8 ,) u (O-CJ'~' P.05/05 3 or ~ Ht"t<: c.:J c.~IQt:J ~'::;l; c.b t-~ ~ .4 -, )-----.--" ,/ '.,.." /'" .1", I". ' 4,~ I, ,. ~ SLOPEO ,op -..... I -- ., 1 s '@ e @> T @ '-2E n;2/ 41 t~ 9 CAN. A =r-tiJ o\!5 @ ~ ~ 1- CAVITY I'll TO SUBSl A$ APPR( EYERY 18 5.0 2, AU. Sf: AM 8..:20' A 6" 'MOl l2! 3. All. SUBG SE SECUR SELF TAPI '.. 4. sOY MlH. 8LlJESKIN , ( ~. fASTENER 0,2:5" OIA 6, WORK ARI f- lNCLuOlNG 7, All. SEAM TO BE Sf, ~~, ,rt~ , S' ,)\ >-,>0 /' _.t. \ ~..('h , r.( p ll('~ _....1.. A.",("I HIGH POINT 3.0 Si:<5rni e 10 \'lIDE N GU~ aoOI ~~ ,l.iF<'~ c"" X I 30 "..L4~c:;<...--- / 4.0 SLOPED f 1 ,.. i 14.'1: , ~OP~ i : . 1 : ; ! ~ i f! i l I I [ 1 . I ~ I ~ ; . I i J I . r , , ' 0;" WIDE IRI!JN etJTTER! : , -~ '.- , (, ~ r (j H ** TOTRL P8GE.05 ** ; CitJI o~ REPORT TO COUNCIL " ;;: 1 ! .,J Report Number: CAO 05-08 Date: June 16, 2008 From: Cynthia Mearns Chief Executive Officer, Pickering Public Library Thomas J. Quinn Chief Administrative Officer Subject: Repairs to Greenwood Branch Library - File: 0-8200-018 Recommendation: 1. That Report CAO 05-08 regarding the repairs to Greenwood Library be received; 2. That Council approve the expenditure of approximately $50,000 from the Library Capital Budget contingency for repairs to the Greenwood Branch Library in accordance with Resolution #78/08; and 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. Executive Summary: Use of the Greenwood branch has been in continuous decline since the mid-90's despite numerous attempts to increase use. In 2007, the branch experienced a record drop in circulation followed in early 2008 by an unexpected need for expensive repairs which required the temporary closing of the branch. The Pickering Public Library Board (Board) held a community meeting on April 16, 2008 to discuss the future of the branch. The meeting was well attended by the community and the opinions expressed were repeated at the April 21st Council budget meeting. With the provision that a capital budget is available for various building repairs, the Board is committed to making and reviewing service improvements. Once the Greenwood building has been repaired and a date for re-opening is determined, library services can then be resumed. Service changes will centre on the community's requests for evening or Saturday hours and various new programs. The revised services will be evaluated at six month intervals and the results reviewed with the Board and the Community and then a Report for Council information. Report CAO 05-08 Repairs to Greenwood Library Branch June 16, 2008 Page 2 ~; (~,j 2 Financial Implications: Council has approved a proVIsion in the 2008 Capital Budget for building repairs up to $50,000 in addition to the $8,000 already budgeted for furnace replacement. These funds are financed by Capital from current funding as per Council Budget approval. City staff, including the Chief Administrative Officer and the Chief Building Official has been involved in assessing the various items that need to be addressed and their solutions. At this time we feel that the water seeping' into the basement and replacement of damaged wood and drywall can be addressed for approximately $7,000. Front access, side landing and stairs can be made safe and accessible for approximately $10,000. The roof may be able to be repaired however, in the event this is not cost effective a complete reshingling may be necessary which is anticipated to cost less than $10,000 including down pipes at the rear of the building. The replacement of the washroom will be the single most expensive change to make it fully accessible and building code compliant which is estimated to cost between $15,000 to $25,000. Further details may be found in the attached memo from the Chief Building Official. It is anticipated that all service changes will be accommodated within the existing operating budget. Sustainability Implications: The proposed repairs will contribute to the social sustainability as the repaired facility will re-open providing library service and a social gathering place for residents. The accessibility improvements will also contribute to the City's social responsibility. The replacement of this oil furnace with a much more efficient natural gas furnace should reduce emissions and be much less costly to operate. Background: The Pickering Public Library has operated a branch service point from the current location since June 1980. The building is the refurbished 5S # 10 Greenwood school house which was no longer required as a school once the Valley View School opened. The building is owned by the City, while the Library Board provides service. The building has some historical significance as the Right Honourable John Diefenbaker attended the school for a short period while his father was the school teacher. Over the years the building has required significant maintenance. When the building was purchased in 1980, the interior was refurbished. Air conditioning was subsequently added and some improvements to the septic system were made. In Report CAO 05-08 Repairs to Greenwood Library Branch /1 }.) 7 \ !) ,1 June 16,2008 Page 3 1996 the west foundation wall was repaired for approximately $25,000. A new well was drilled in 2001 at a cost of $15,000. The library branch was intended to provide library service to the Greenwood community and replaced the old Brougham location. In the years before the Central Library opened, the Greenwood branch enjoyed solid use. However, in recent years use has continued to decline while use in other branches increases. In the decade since 1997, collection use has declined by 62%. More recently, system wide circulation has gone from 801,681 in 2000 to 1,142,354 in 2007, an increase of 40%. This is not the case in Greenwood where use has gone from 6,997 in 2000 to 3,362 in 2007, a decrease of almost 50%. This decrease has occurred in spite of efforts to add collections (DVDs, best sellers, etc.) and other programs (i.e. a summer reading club and have offered various story times). The decrease in personal visits could also be due in part to Pickering Public Library's improvements to online service. Using the web page, library clients can place holds on popular materials, view the entire catalogue, access electronic resources for research or pleasure and view their own account. Many clients visit the physical library only to pick up or return material. It should be noted that the hours of service at Greenwood are in harmony with the hours at all our northern branches. The schedule was constructed to ensure that a service point would be accessible each day and most evenings. The branches are all open a similar number of hours each week (Claremont 16.5 hours, Greenwood 12 hours and Whitevale 11 hours). Over the past year, staff .has collected statistics indicating that during the school year, much of the use is generated from the school. Many students like to visit the library to use the computers, or often to have a break from the school. However, the Valley View School upgraded its own library in 2004 which has led to another drop in even this group of users. Outside of school hours, it is not unusual to have no one enter the library for an hour at a time. As you know, library staff prepares annual reports for the Library Board outlining the various costs for each library service point in the City of Pickering. With use increasing in most branches and declining at Greenwood, the cost in 2007 for each checkout transaction at Greenwood has climbed to $17.26 compared to $3.20 at Petticoat Creek and $3.89 at the Central Library. The cost at Claremont is a more reasonable $8.84 while Whitevale is $12.98 per transaction. In January of this year a number of new and pressing maintenance issues emerged. The most urgent of these being a leak in the basement wall and a malfunctioning furnace. There are also ongoing concerns regarding the lack of accessibility to the building (there are steep steps at the front entrance, at the emergency exit and the washroom is not sized or fitted to accessible standards). The Pickering Public Library Board discussed and adopted the following motion at the May 22, 2008 meeting: Report CAO 05-08 Repairs to Greenwood Library Branch June 16, 2008 Page 4 I g 4 THAT the CEO work with City staff to facilitate building repairs at the Greenwood Branch; and that staff prepare a plan, for fall 2008 implementation, to re-open the Greenwood branch with modified and improved services in response to community concerns; that this plan be implemented within the existing operating budget and after consultation with the residents of Greenwood; and that the CEO review and report on the Branch's performance at 6 months and 12 months from reopening. City staff have prepared estimates for the necessary work (please see attachment #1). As outlined in the Board motion, Library staff is developing a service plan for Greenwood which will address the concerns raised at both the community meeting and the Council meeting. The new plan will be reviewed with Greenwood residents over the coming months. Use of the Greenwood branch will be reviewed at regular intervals and the results will be discussed by the Library Board and the community. Attachments: 1. Memo from Tim Moore, Chief Building Official Approved/Endorsed By: Approved/Endorsed By: /" '/7. . . ./ l. / "({4ft L JL;..../ Cynthia Mearns CEO, Pickering Public Library CMIT JQ:lr Copy: Director, Corporate Services & Treasurer Director, Operations & Emergency Services Chief Building Official Recommended for the consideration of Pickering City_Qouncil /// 10 Ciiq ,,~ I ATTACHMENT I I (..:1-to I 10 REPORT' 05-0'6 MEMO ,1 ! To: Thomas J. Quinn Chief Administrative Officer May 7, 2008 Everett Buntsma Director, Operations & Emergency Services From: Tim Moore Chief Building Official Copy: Cynthia Mearns, Chief Executive Officer Len Hunter, Supervisor, Facilities Operations Subject: Greenwood Library Maintenance and Repair Further to your request, this itemizes the more immediate maintenance, repair and other works necessary at the Greenwood library building on Westney Road. Essential Maintenance and Repairs 1. The exterior landing and steps to the secondary entrance along the south side of the building are dilapidated and unsafe, and must be replaced. Replacement wood steps, landing and guard is relatively uncomplicated and could be expected to cost $1,000.00 or less. 2. There was some water leakage into the east basement wall during the spring thaw, in the area of the incoming water supply pipe. On a recent inspection, there was no apparent continuing leakage. The basement is partial and consists of perimeter stone walls and partial concrete bench footings. There is no drainage provided for this space. The basement is designed as unfinished mechanical and utility space and is not suitable for other uses. A complete foundation waterproofing effort from the exterior may be a costly or uncertain undertaking owing to the characteristics and condition of this type of foundation, and is probably unnecessary. A sump pit, sump pump and some interior perimeter drainage is essential in any basement of this type, and would mitigate any future basement leaks. A quotation for this work has been obtained in the amount of $4,500.00. 3. Gypsum board finishes on basement walls have been damaged and have developed mould in some locations due to moisture. The gypsum board and any associated damaged wood framing should be removed. This could be expected to cost less than $1,000.00. 4. The basement should be provided with some natural ventilation. The blocked existing window on the north wall could be opened, and a window screen and security cage installed. This could be expected to cost less than $1,000.00. 5. A local roofer was contracted to repair a roof leak in April 2008. A visual inspection of the repair indicated that the work appeared shoddy and incomplete. The repair contractor should be requested to complete this work properly. Further roof leaks in this area may be expected if this is not addressed. lit li~6 In the event a proper limited repair isn't practical, reshingling may be necessary, although most of the existing roofing appears to have a remaining life expectancy. The roof was reshingled in August 1999 at a cost of $4,947.00. A cursory visual inspection of the roof framing and attic disclosed the timber frame and sheathing to be in good condition. There were no apparent bats in residence, however there was some evidence of recent habitation. There are a number of entry points which should be sealed or protected with 1,4" hardware cloth screening, or something equivalent. Attic ventilation must be maintained. 6. The roof drainage pipes at the rear are not properly terminated to drain away from the building and should be repaired. The lower 10 feet of aluminum down pipe should be replaced with ASS drainage pipe to prevent future damage, and discharged away from the building onto concrete splash pads. The down pipe on the northwest corner could be relocated inside the existing fence to reduce damage opportunities. This could be expected to cost less than $1,000.00. 7. The oil fired furnace is antiquated and should be replaced. This presents the opportunity to convert to a natural gas system to increase space heating efficiency and reduce future utility costs. Enbridge have confirmed that gas service is available, and two quotations for a replacement gas furnace have been obtained. The work, including removal of the existing oil apparatus, is expected to cost $6,000.00 in total. 8. The building interior needs a complete cleaning, airing, and removal of any musty material. Accessibil itv The building entrance and washroom are not accessible to persons in a wheelchair. The work necessary to provide an accessible entrance and washroom is significant. Given that the existing plumbing facilities are poor, however, and the City has identified the accessibility shortcoming as a barrier, this work could be considered at this time. 1. Replacement of the existing concrete porch with a functional accessible ramp, landing and stair could be expected to cost $5,000.00 to $10,000.00, depending on the final design specifications. A historically sensitive installation might incur additional costs, if specific design details or materials are necessary. 2. The preferred installation of a barrier free washroom will require reconfiguring the basement entry and staff work area in order to minimize the effect on the existing functional interior space. The staff work area and basement entrance is poorly laid out and would benefit from this alteration. The alterations to provide a fully accessible, modern code compliant washroom and necessary collateral alterations could be expected to cost $15,000.00 to $25,000.00, depending on the scope of the final design. Proper design drawings and a building permit is necessary for the accessibility work. A decision on the barrier free washroom should be made prior to undertaking the furnace replacement, since it will affect some details of supply and return air ducting. TM:kb May 8, 2008 Greenwood Library Maintenance and Repair Page 2 CiUI o~ REPORT TO COUNCIL i 'I -1 Q '7 I ,) , Report Number: PO 26-08 Date: June 16, 2008 From: Neil Carroll Director, Planning & Development Subject: Pickering Official Plan Review Hiring of Consultant to Complete the "Provincial Policy/Bill 51 Implementation" Amendment Recommendations: 1. That Report PO 26-08 of the Director, Planning & Development, respecting consulting services for the Pickering Official Plan Review, be received; 2. That the Director, Planning & Development be authorized to engage the firm of Sorensen Gravely Lowes Planning Associates Inc. to complete the second part of the amendment to the Pickering Official Plan implementing Provincial Policy and Bill 51 (which enables the use of sustainability measures and use of architectural controls), to an upset limit of $35,000, using professional and consultative services funds approved by Council in the 2008 Department budget for the Pickering Official Plan Review; and 3. Further, that the appropriate officials in the City of Pickering be authorized to take the necessary action to give effect hereto. Executive Summary: Council is requested to authorize the hiring of the firm Sorensen Gravely Lowes Planning Associates Inc. (SGL) to complete the second part of a key amendment to the Pickering Official Plan. SGL, in association with DPRA, was retained in 2007 to prepare a consultation program for the Official Plan Review and provide planning advice and assistance relating to the Review. The consultation program development is close to completion, and SGL commenced work on the first amendment to the Pickering Official Plan, being Provincial Policy/Bill 51 implementation, utilizing what remained of the 2007 budget allocation. SGL is focusing on the first part of the Provincial Policy/Bill 51 amendment addressing mandatory pre-consultation and complete applications. The remaining budget under the current Purchase Order is sufficient to complete this part of the amendment. The second part of the amendment will address the remaining Provincial Policy/Bill 51 matters, including sustainability elements and exterior design of buildings. It is estimated that the work will be approximately $35,000 (including analysis, draft policy preparation and revision, consultation and appearance at public meetings). A budget provision of $200,000 is provided in the approved 2008 Planning & Development Department budget, which will fully cover this expense. Report PD 26-08 June 16, 2008 Subject: Sorensen Gravely Lowes - Pickering Official Plan Review Page 2 , t. >; R (1 For the dollar value of $35,000 in consultant services, the City's Purchasing Policy requires formal written quotations be solicited if possible or an RFP process be undertaken. However, to maximize use of the budget for the Official Plan Review, and to eliminate lead time to start the second component of the amendment, it is recommended that Council authorize the hiring of SGL to complete the work. One or more Requests for Proposals will be made to retain consultants to complete the remainder of the Official Plan Review. Financial Implications: The $35,000 cost would be taken from the 2008 approved Planning & Development Department budget for Consulting and Professional Services (account 2611-2392). This line item identified a total of $200,000 for the Official Plan Review, over two years. The Official Plan Review is 80% funded from Development Charges (growth related studies). Sustainability Implications: There are no sustainability implications arising from the adoption of the recommendations of this Report. Background: 1.0 Sorensen Gravely Lowes Planning Associates Inc. is currently engaged by the City to provide strategic and planning services for the Official Plan Review. In December 2007, the City retained the services of Sorensen Gravely Lowes (SGL) Planning Associates Inc. with DPRA Incorporated to assist with the review of the City's Official Plan. The consultant selection followed an RFP process. The work requested included a consultation program as well as providing strategic and technical advice about Official Plan Review, and the budget was $40,000. Staff is very satisfied with the work to date. The consultation program is mostly complete. A presentation was made to the April 4, 2008 Planning & Development Committee on this matter. A subsequent Report to Council will bring back the consultation program for Council's consideration. 2.0 SGL has commenced technical and strategic planning work on the first amendment identified in the Official Plan Review work program. The first amendment addresses "Provincial Policy Implementation", including key Planning Act changes arising from Bill 51. Some of the notable provisions relate to the ability to require sustainable design elements, and apply architectural control under site planning. Other important provisions address requiring "complete applications" and "mandatory pre-consultation". Report PO 26-08 June 16, 2008 Subject: Sorensen Gravely Lowes - Pickering Official Plan Review "1 g 9 Page 3 Remaining aspects of this amendment will address further changes arising from Bill 51, as well as satisfy conformity with the Provincial Policy Statement, Growth Plan requirements (excluding intensification and urban expansion provisions), and related parts of the Regional Official Plan Review (as approved in Amendment #114 to the Regional Plan). 3.0 Staff requested SGL to split the Provincial Policy Implementation amendment so that the part addressing "complete applications" & "mandatory pre-consultation" could proceed early. Significant development applications are being received for Duffin Heights, Seaton, and intensification projects in Downtown Pickering. With this continued level of activity, staff concluded that an early priority should be placed on defining and requiring complete applications to be submitted, and requiring pre-consultation ahead of development applications and supporting reports being prepared. Staff requested that SGL provide separate costing for this part and the remainder (see GSL response letter, Attachment #1). From this, it is evident that only the first part of the amendment can be completed within the remaining budget under the current Purchase Order (approximately $6,000). The original proposal with SGL in association with DRRA provided only hourly and per diem rates for the strategic and technical planning advice. Most of the funding was spent on the Consultation Strategy. Thus, it was not known that SGL would be unable to complete all of the first amendment under the current Purchase Order. 4.0 Staff requests Council authorization to engage SGL to complete the second part of the Provincial Policy/Bill 51 Implementation amendment, up to a maximum $35,000. SGL estimates the planning work will require $17,000 - $20,000, plus additional fees for attendance at open house, public information, and committee and Council meetings. Consultation will also be required with stakeholders. Together with potential expenses, staff estimates this second part requires a budget of up to $35,000. The approved Planning & Development Department 2008 budget contains $200,000 for the hiring of professional and consulting services to assist with undertaking the Official Plan Review. The Treasurer has approved the funding for this additional work from this account. Report PD 26-08 June 16, 2008 Subject: Sorensen Gravely Lowes - Pickering Official Plan Review Page 4 I I' '1 90 For the dollar value of $35,000 in consultant services, the City's Purchasing Policy requires formal written quotations be solicited if possible or an RFP process be undertaken. However, it is most logical to proceed with SGL for the following reasons: the connection between the parts of the amendment; the continuity of SGL's knowledge of the City's Official Plan, processes and staff; and the potential delay caused by requiring formal quotes again for this component. This approach was discussed with the Treasurer and the Manager, Supply & Services, and they concur with this Report being forwarded to Council. 5.0 Other Requests for Proposals will be issued for remaining work on the Pickering Official Plan Review. Staff will be preparing one or more RFP's for proposals to engage qualified consultants to complete the remaining amendments and the consultation program for the Official Plan Review. Consultants, including SGL, will be able to bid on this work. Depending on the value of the RFP, the hiring will be approved by either the Chief Administrative Officer or Council in accordance with the City's purchasing policies. Attachment: 1. Letter from Sorensen Gravely Lowes Planning Associates Inc. Prepared By: Approved/Endorsed By: G1 & I " ,~ ~l-L-. {;7.-- Catherine Rose, MCIP, RPP Manager, Policy Neil Carroll,.tP, RPP Director, Planning & Development CR:jf Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Manager, Supply & Services Recommended for the consideration of Pickering City Cou. . , . ,,,- ,:l' i ..:2 beg' 1 91 ~ Sorensen Gravely Lowes ~ Planning Associates Inc. L Principals: Warren Sorensen, P.Eng, MOP, RPP Catherine Gravely, MES, MOP, RPP Paul Lowes, MES, MOP, RPP Senior Associate: Carol-Anne Munroe, MOP, RPP 509 Davenport Road Toronto, Ontario M4 V 188 Telephone (416) 923-6630 Facsimile (416) 923-6916 March 26,2008 Project: OP.PI Steve Gaunt City of Pickering One The Esplanade Pickering ON LIV 6K7 Dear Sir: Re: Cost estimate for Bill 51 conformity and Other Provincial Policy Conformity As discussed last week, herein is a workplan and budget estimate for two work streams: 1) Conformity exercise for Bill 51 - Complete application and mandatory pre-consultation policies 2) Conformity exercise for broader Bill 51, PPS (excluding natural heritage), Growth Plan (excluding intensification and urban expansion), and MDS requirements and related portions of Rap A 114 For work stream #1, we will conduct the following tasks: i) Conduct a review of what other municipalities have undertaken or proposed on these conformity matters. ii) Prepare a series of policy options to address the conformity (By April 18th) iii) Meet with you and other staff to discuss the options and select a preferred option. iv) Prepare a draft OPA along with a Planning Rationale Report (by May 16th) v) Review drafts with you and other staff and revise as required. The costs for this work are estimated to be $6,000 plus GST. If you request our presence at the Open House and Public Meeting, an additional cost of approximately $2,500 plus GST would result. For work stream #2, we will conduct the following tasks: i) Prepare a matrix of the applicable sections of Rap A 114, PPS, Bill 51, Growth Plan and MDS requirements and identify how these provisions are addressed in the Current Official or are not addressed (by May 16) ii) Meet with you and other staff to discuss the matrix. ~ 'L I 2008" Sorensen Gravely Lowes Planning Associates Inc. page 2 iii) Prepare policy directions to address the conformity with the identified provisions of the documents (by June 27). iv) Meet with you and other staff to discuss the policy directions. v) Prepare draft OP amendment to address conformity with the identified provisions (by mid August) vi) Meet with you and other staff to discuss the OP A and revise as required. vii) Prepare a planning rational report (early September) The costs for this work are estimated to be in the range of $ 17,000 to $20,000 plus GST. The range is largely dependent on the extent of changes that will be required to the existing Official Plan, which at this time, the full magnitude of those changes are not known. If you request our presence at one Community Advisory Meeting, one Open House, the Public Meeting and at Planning and Development Committee, an additional cost of approximately $4,000 plus GST would result. Up to the end of February, we have invoiced for a total of approximately $17,400 plus GST. I am not sure the extent of changes yet for March, but it may result in costs up to $20,000, which leaves in the range of $20,000 of the original budget. Once the costs in March are known, we could determine how much of work stream #2 could be undertaken in the remaining budget. I look forward to discussing this with you at your earliest convenience. Yours very truly, SORENSEN GRAVELY LOWES PLANNING ASSOCIATES INC. Paul Lowes, M.E.S., MCIP, RPP Principal .1 I 2 Cilq o~ 1 93 June 16, 2008 NOTICE OF MOTION 1) Councillor O'Connell and Councillor Dickerson gave notice that they will at this meeting of Council be presenting a motion as follows: AUDIT COMMITTEES WHEREAS Audit committees are an essential component of the structures and processes of good corporate governance; and WHEREAS Audit committees help the board of directors fulfill its responsibility to the public, as the shareholder. Audit committees assist boards of directors to oversee and objectively assess the performance of the corporation, its management, and its auditors; and WHEREAS The audit committee, on behalf of the board of directors, holds management accountable for the corporation's standards of behaviour, its financial reporting, and its business systems and practices. The audit committee demands that the auditors conduct independent and objective assessments of management's performance in these areas. Often, audit committees also act as a check and balance in the relationship between management and the auditors. In addition, the audit committee is responsible for reporting to the board of directors on the committee's activities, findings, conclusions, and recommendations related to the responsibilities assigned to it by the board; and WHEREAS The City of Pickering is committed to demonstrating a strong commitment to ethical and lawful behaviour. Through their actions and words, senior management and the board of directors are responsible for creating an environment of integrity; and WHEREAS as the Board of Directors for the Corporation of the City of Pickering, Council has an obligation to ensure accountability and transparency to members of the public. Audit committees are in a good position to assist their boards of directors to obtain assurances that management is operating the corporation in an ethical manner; and Now therefore the Council for the City of Pickering reinstate the audit committee with the role of oversight to the audit affairs of the city of Pickering and further to ensure transparency through direct reporting of the external auditor through the Chair of the audit committee on matters of the external audit 1 94 And further to ensure an arms length relationship between the external auditor and the administration to which the audit is reviewing And that the members as appointed for the term commencing December 2006 convene an audit committee meeting and report back to council on its terms of reference and workplan no later than December 2008 And further the Audit Committee arranges to meet with the external auditors in order to review their interim audit review for the period of January 2008 to June 2008. Calf ()~ BY -LAWS 6871/08 6872/08 6873/08 6874/08 6875/08 6876/08 6877/08 j , Ji 9 5 June 16, 2008 Being a by-law to appoint By-law Enforcement Officers for the purpose of enforcing parking restrictions on private property (By- law attached) Being a by-law to exempt Block 1, Plan 40M-2328, Pickering, from the part lot control provisions of the Planning Act. (By-law attached) Being a by-law to dedicate Part of Lot 22, Registrar's Compiled Plan 1051, Pickering, designated as Part 4, Plan 40R-10267 as public highway (Rambleberry Avenue) (By-law attached) Being a by-law to dedicate parts of Lots 3 and 4, Registrar's Compiled Plan 282, Pickering, being Parts 38, 40, 41, 44, 46, 48, 50, 54, 57, 58, 62, 70, 71, 74, 75 and 76, Plan 40R-25121 and Blocks 31 and 32, Plan 40M-2164 as public highway (Rockwood Drive). [Refer to Planning page 24] Being a by-law to dedicate parts of Lots 3 and 4, Registrar's Compiled Plan 282, Pickering, being Parts 37, 39, 59, 60, 61, 67 and 68, Plan 40R-25121 as public highway (Rockwood Drive)[Refer to Planning page 25] Being a by-law to authorize specific complaints to the Assessment Review Board [Refer to Executive pages 146-147] Being a by-law to dedicate certain roads within the City of Pickering, Regional Municipality of Durham as public highways. [Refer to Planning page 18] , ' t) 6 BY-LAW NO. 6871/08 THE CORPORATION OF THE CITY OF PICKERING Being a by-law to appoint By-law Enforcement Officers for the Purpose of Enforcing Parking Restrictions on Private Property WHEREAS pursuant to section 15(1) 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: 1. That the following people be hereby appointed as municipal law enforcement officers in and for the City of Pickering 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 all reasonable times upon lands municipally known as: a) 1625 Pickering Parkway Johnson Boland Haik Beglarov Daniel Wiscombe Harjit Bains Kayode Oladgba Wesley Kydd Mosher Lockyer Frank Perri Obrian Campbell Keith Pua Carry Pegg Alex Nguyen b) 905 Bayly Street, 1915 Denmar Road, 1310 Fieldlight Blvd., 1345 Altona Road, 1655 & 1665 Pickering Parkway, 1235 Radom Street and 1995 Royal Road Amir Khan 2. The authority granted in section 1 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. 3. This appointment shall expire upon the person listed in section 1 a) ceasing to be an employee of Primary Response or upon Primary Response ceasing to be agents for 1625 Pickering Parkway and 1 b) ceasing to be an employee 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 -1 q '7 I ,/ ! By-law No. 6871/08 (Continued) Page 2 Altona Road, 1655 & 1665 Pickering Parkway, 1235 Radom Street and 1995 Royal Road whichever shall occur first. 4. The provisions of this by-law shall come into force and take effect on the day of the final passing thereof. BY-LAW read a first, second and third time and finally passed this 16th day of June, 2008. David Ryan, Mayor Debi A. Wilcox, City Clerk CitJl (1~ MEMO ,- " ~-~ d To: Debi Wilcox City Clerk June 2, 2008 From: Denise Bye Supervisor, Property & Development Services Copy: Director, Planning & Development Subject: Request for Part Lot Control By-law - 2047729 Ontario Inc. Block 1, Plan 40M-2328 PLCAOM-2328.2 In 2006, By-law 6684/06 was enacted to exempt Block 1, Plan 40M-2328 from the part lot control provisions of the Planning Act thus allowing 18 units to be created and the transfer of those units into separate ownership, however, that by-law expired December 31, 2007. We have recently received notice from the Owner that the units in Block 1 have yet to be transferred into separate ownership (closings scheduled in 2008 and 2009) and therefore another Part Lot Control By-law is required to ensure legal conveyance of those units. Attached hereto is a location map and a draft By-law, enactment of which will exempt this Block from the part lot control provisions of the Planning Act. This by-law, which will remain in effect until December 31, 2009, is attached for the consideration of City Council at its meeting scheduled for June 16, 2008. DB:bg J\Documents\Pi'OIJ & DevIPLC\sec\40M 2328\M@!l10 to Dtlbl 2008.doc Attachments ~ f-V r~~ I I I I - - I I ~ FIDDLERS ~ ~TER ~DRIVr ~~ ~ " := \~ ~ T ~\ III :s; \== ~ OMLi~ SON CRT. ~""DOLYN"'\...=Jg/: I I F ~8 (<' ~~ " a. STREET <l: ~~ ~ I I 1 6 ~ \( I I I r \ '== ~ ."" '" \ ~\J;..- DRIVE == ~ ~ 2( - ('~ ) ~. == 00 \ <: - ~ \ ~l"'l _ r- ~ r--, T '" I-- l"'l '---J :<;S" I-- ~ VALLEY GATE BROOK RIDGE G~~ \ \= fl I 0 I \ 1 o~~ flU r-r T I-- ~ I --- o~_ ~~ ~~. (3_ 00\ ~- /7 /I q.'\ <l: - ~m\= -~, B E~T - :>-Jpj 0 Ofty ZlJlJ J ______~_~ ~~ , ~/ @OmJ ~ / @~ ~ ~ u@~@~u@ ! ~ Ii j' .~~\G~ t /' TOYNEVALE ; ~~e- ~~ h- - ~"" ~ T T I r ~ ~ ... J-.--r-~ City of Pickering PROPERTY DESCRIPTION PLAN 228, PART LOT 1 AND 2 OWNER ROSEVALLEY HOMES FILE No. S 10/04 I f- Z ~ o ~ w o ~ o a::: ~ I l[ I---- "199 f~ (t , \ ./ '/ - $;E ( ~ "' \~ f-;; -\ \ I 111~t \\ ROUGE HILL ~ " H I \ w ~ cr 0- \ I , r--- ~-- ~ __V ~;Of>.O ~ -' ~\\'IGS\O:-.--""-- ~ _zV ~ w V...- ~ V v beO' ~~== JJ-r]~= FRONTIER >-- R -11--- vl)l . ~I--- I- Z I--- ~f--. U ROAD Planning & Development Department DATE DEC. 7, 2004 DRAWN BY JB SCALE 1 :5000 CHECKED BY TB 1\ tv FOR DEPARTMENT USE ONLY PN.5 PA- r) (1 :: L t"j '_j THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a By-law to exempt Block 1, Plan 40M-2328, Pickering, from the part lot control provisions of the Planning Act. WHEREAS 2047729 Ontario Inc., the owner of Block 1, Plan 40M-2328, intends to obtain approval of and register a common elements condominium plan; AND WHEREAS it is intended that the owner or owners of each of the 18 dwelling units will own the parcel of tied land on which his, her or their dwelling is located in fee simple, and will also be a member or members of the common elements condominium corporation; AND WHEREAS it is intended that the parcels of tied lands on which the 18 dwellings are to be constructed will be subdivided by means of an exemption from the part lot control provisions of the Planning Act, R.S.O. 1990, chapter P.13; NOW THEREFORE, the Council of The Corporation of the City of Pickering ENACTS AS FOLLOWS: 1. Section 50(5) of the Planning Act, R.S.O. 1990, chapter P.13, shall cease to apply to Block 1, Plan 40M-2328 upon: (a) registration of this By-law in the Land Registry Office for the Land Titles Division of Durham (No. 40); and (b) registration of a restriction, pursuant to Section 118 of the Land Titles Act, R.S.O. 1990, chapter L.5, requiring the consent of the Solicitor for The Corporation of the City of Pickering to the registration of any transfer or charge of Block 1, Plan 40M-2328 or any part or parts thereof in the Land Registry Office for the Land Titles Division of Durham (No. 40). 2. This By-law shall remain in force and effect from the date of the passing of this By-law and shall expire on December 31, 2009. BY-LAW read a first, second and third time and finally passed this 16th day of June, 2008. David Ryan, Mayo Debi A. Wilcox, City Clerk Citlf o~ t' (-\ rl [~t1 ! MEMO To: Debi Wilcox City Clerk May 28, 2008 From: Denise Bye Supervisor, Property & Development Services Copy: Director, Planning & Development Division Head, Municipal Property & Engineering Supervisor, Development Control Subject: Request for Road Dedication By-law Part 4, Plan 40R-10267 (Williamsberg Estates LD 150/07) (Rambleberry Avenue) Roadded.499 The Owner has applied to sever Part of Lots 20 and 21, Plan 1051 into 2 lots through Land Division Application LD 150/07. In order to ensure the orderly development of these lots, the reserve block referred to was placed fronting the severed portion of the subject lands. As the Owner has complied with all of the other conditions of LD 150/07, it is now appropriate to lift the reserve, thereby permitting legal access to the severed parcels. Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for June 16,2008. DB:bg J\Documenls\Prop & Dev\ROADDED\SEC\499 Rambleberry\Memo to Oebi 2008 doc Attachments I ?O2 I SCALE AVENUE z ,YJJl!rff DETAIL INSET N.T.S. w A_ I~ u (f) - - w - >- 0:: " <{ u ~ ~ f--- - PlS f--- - f--- - I-- f--- - I--- 0 --- ~ f--- / o r--- <{ f--- - 0 ;: - o~ 0:: _r-- I--- r---- 0 r---- w f-- We-- PARJ4 ~~ 0 ~ ;:::- f-- z (f)f--- f---- 0:: -0 I - 0_ ~ _U f--_ I--- == <'-- ~ --1 L5-_f- l---- <{ ~ -I-_3 - " OR-l0267 <v<'-- -_U - - (f) -w - 0 -_0:: 'v <; <v -_u - -t-- 00 =t--w t= ;; ?-~ <v 0 r--- 0 t--f-- lfi - ~ <'---J / r----- r--- ~ f---- L ?- ~ r--- f-- <{ ~ I--- ~ f--_W f-- f:::=: r---- I-- I 0 r---- - CD - --....::: r--- CJ \ I ___- _ f-- z l 0 \. ~~S <{ 0 0:: f---- I \ ~~'-~ c--[:;:; I--- ~ v"A v, P'l \'--n W /' >- ~u~ om m '> \'\ W m --1 0:: t--w~ \^ D- O:: Z S ." . ..... w <{-r-------: \ B --1-f-- ~ ~I ~ > , \' I ' \ ......... ~ ~ f--\== ~ ,I ,~- ~~~ ~c \ \\ LJ I I ,\ I--- ~ 1--1-- :;;: \ , I '----------------- I W f-- GOLDENRIDGE N ~~I--- , ..._---------------~ I I I ~ ( ->- - li~ WELRUS STREET :;0 \. f---- 0:: - }> \ J i \-----1-- CD ~~ o 0:: --- w ~ I--- \ I ~ / j-='= ~ ~ I--~ r-- t-I ~ / ~~~~ ~ ~-w \ <{ I ::;:: ~- \ -<:5 I I I II --!-- ~ ~ ~I~~ - I T ~ I I / RUSHTON ROAD SPRUCE ------- II I ~ ~I~/ I UNBARTO - I I '" - ,- _I \. UNITED ,- - HURC ~ - C) ~ J 0 :;0 ~I,-\~~~ ~- ]1 ~ \ ,/ 0 ~v }> 0 l ~ ~r- I <{ -- LL _ DUNBARTON .R. rlJR City of Pickering Planning & Development Department PROPERTY DESCRIPTION PART LOT 22, RCP 1051, BEING PART 4, 40R-10267 l' OWNER CITY OF PICKERING DATE MAY 27,2008 DRAWN BY JB FILE No. ROADDED. #499 SCALE 1 :5000 CHECKED BY DB o a Sources: PN-12. ~. Teranet Enterprises Inc. and its suppliers. All ri9hts Reserved. Not 0 plan of survey. 2005 MPAC and its suppliers. All rights Reserved. Not 0 pion of Survey. 2 CJ 3 THE CORPORATION OF THE CITY OF PICKERING Being a by-law to dedicate Part of Lot 22, Registrar's Compiled Plan 1051, Pickering, designated as Part 4, Plan 40R-10267 as public highway (Rambleberry Avenue). WHEREAS The Corporation of the City of Pickering is the owner of Part of Lot 22, Registrar's Compiled Plan 1051, Pickering, designated as Part 4, Plan 40R-10267 and wishes to dedicate it as public highway. NOW THEREFORE, the Council of The Corporation of the City of Pickering HEREBY ENACTS AS FOLLOWS: 1. Part of Lot 22, Registrar's Compiled Plan 1051, Pickering, designated as Part 4, Plan 40R-10267 is hereby dedicated as public highway. (Rambleberry Avenue) BY-LAW read a first, second and third time and finally passed this 16th day of June, 2008. Debi A. Wilcox, City Clerk Roadded 499 ~ 1;;:1 . . - I I . PICKERING Minutes I Meeting Summary Pickering Museum Village Advisory Committee April 17, 2008 7pm Pickering Museum Village Attendees: Laura Drake, Chair, Pickering Museum Village Advisory Committee Bill Weston, Pickering Museum Village Advisory Committee Rose Cowan, Pickering Museum Village Advisory Committee Pat Dunnill, Pickering Museum Village Advisory Committee Paul Savel, Pickering Museum Village Advisory Committee Bill Utton, Pickering Museum Village Advisory Committee Kees Van der Vecht, Steam Pickering Museum Village Advisory Committee Gabrielle Untermann, Village Singers Peter Gilbert, Village Singers Dennis Mann, Pickering Museum Village Foundation Harold Quinton, Steam & Gas Club Julie Oakes, Bloomers & Britches, Costumes, Backwoods Players Joe Vranic, Woodwights Guild Mandy Smiles, City of Pickering Katrina Pyke, City of Pickering Marisa Carpino, City of Pickering Absent: Bill McLean, Regional Councillor - Ward 2 Stephen Reynolds, Division Head, Culture & Recreation Sean Byrne, Pickering Museum Village Advisory Committee Item I Details & Discussion. & Conclusion Action Items! Status Ref# (summary of discussion) (include deadline as appropriate) 1. Welcome Attendees introduced themselves 2. Volunteer Services & Opportunities Mandy & Katrina updated members on the new volunteer and program opportunities at the museum. That includes Summer Solstice, Evening of Temperance, Farm Flesh Flicks, Village Singers & Woodwrights Guild. 3. Group Discussions & Sharing Ideas Attendees split up into groups to discuss suggestions to predetermined questions Laura has prepared. Discussion ensued 1) How can we make our community more aware of Page 1 CORP0228-2/02 what we provide so we continue to be accountable and responsible to the citizens of Pickering who support us with their tax dollars? - Trailer with a Steam Barn demo to other events - Regularly visit bus stops, Go Station and Pickering Town Centre - Make getting tickets easier - Promote within empty stores at the Pickering Centre - Greater visibility (arenas) - Improve communication with sister facilities - Family friendly events - Expand speakers bureau - Invite Councillors regularly to site - Practice good customer service" cross marketing - Word of mouth - ask audiences etc. to tell their friends to come next time. (thank them) - Responsible use of funds & resources - Visit & report to council regularly - Movie theatres may advertise for free - Roadside signs nearby for events - Conduct focus group sessions to understand the barriers - Pitch a PMV show to Rogers cable ("History Bites" involve Backwoods) 2) How do we attract volunteers from Pickering? - Approach other community groups - Presentations to Service Clubs - Go to Scouts (they have to do hours too) - Go to YMCA Student Centre - Go to high schools with DVD - Create a promotional DVD - Bring a friend dancing etc. - Word of mouth - Presentation at end of service - Demo's at City meetings & gathering (Santa Claus Parade) - Attend other City events & recruit (promote) - Useful activities objective based - Block time, specific goals - Respect volunteers time - Corporate promotions campaign - Welcome, assign people to meet & greet from the PMV advisory committee - Flyers to P.O. boxes - Use Pickering's electronic billboard - Maintain regular contact 3) Are there any partnerships that we need to Page 2 CORP0228-2/02 develop to help us plan for the sustainability of the Museum Village? - Greenwood Festival - Board of Trade - UOIT & Durham College - Chartwell - More Trillium grants - Durham Tourism - Ontario Associations of museums - Tourism Ontario - Old Auto newspaper - Auction magazine - Car Shows - Small Business Campaign - Corporate - Other Companies (OPG, HBC, Canadian Tire, Home Depot, Millwork etc.) - Recognition in a public way for our current sponsors - Service clubs, businesses, schools - Farm Company Days - Historic Tractor Clubs - Clubs - meeting place (Car shows, Lions, Rotary, Legion, Scouts & Cubs) - Amalgamate all Durham Region Museums under one governing body and ask for financial support from every major town/City in region 4) What services or activities might we add to widen our services/programs? - Skating - Tobogganing - Add music to Tea Party - Expand speaker bureau - Try to get business people involved who may run a restaurant - Run it like Cullen Gardens - Two day Steam/Gas Event - invitational - Seniors Bus Trips (tours, tea's, dinner theatre) - Activity offer woodworking workshops for children - BIG DREAM - large modern building up top for rentals/workshops/dinner theatre/events & offices - Children's activities at events that they can take home 4. Other Business a) Pat will address council on Monday night regarding 2008 Capital Budget. Pat asked volunteers to attend. b) As of the end of April, there is no more Tuesday morning BINGO. But Foundation will get Thursday morning BINGO. Pat needs help on Sunday, May 4, 2008 and May 31, 2008 on Saturday from 5:30 - Page 3 CORP0228-2/02 7:00pm. 5. Next Meeting Next Meeting: Thursday, May 15tn, 2008 @ 6:00 pm at the museum (on-site meeting) Pop & Pizza will be provided. Walk about, dress appropriately. Meeting Adjourned: 9: 1 0 pm Copy: City Clerk Page 4 CORP0228-2/02 Cilq 0# Minutes I Meeting Summary Seaton Advisory Committee Tuesday,ApriI22,2008 10:30 am Pickering City Hall, Main Committee Room Attendees: Rick Johnson, Regional Councillor, Chair Bonnie Littley, Regional Councillor, Vice-Chair Doug Dickerson, City Councillor Bill McLean, Regional Councillor Neil Carroll, Director, Planning & Development Tom Melymuk, Director, Office of Sustainability Catherine Rose, Manager, Policy, Planning & Development Steve Gaunt, Senior Planner, Planning & Development Grant McGregor, Principal Planner, Policy, Planning & Development Reg Webster, Sernas Associates Dorothy Skinner, Region of Durham Kathy McKay, Executive Director, Ajax-Pickering Board of Trade Rodger Miller, Mattamy Development Corporation John Hourihan, Mattamy Development Corporation Chris Matson, Matson, McConnell Ltd. Bruce Fischer, Metrus Development Tom Albani, Metrus Development Lloyd Cherniak, Lebovic Enterprises John Connolly, Transport Canada Steve Heuchert, TRCA Gordon Willson, Whitevale Resident Ralph Sutton, Land Division Representative at Region Renee Michaud, City of Pickering (Recording Secretary) Absent: Mayor Ryan Tom Quinn, Chief Administrative Officer Graham Martin, ORC Ash Kothyial, ORC Jim McCafferty, Durham Catholic District School Board Joan Wideman, Ajax-Pickering Board of Trade Donna McFarlane, UOIT, Durham College Peter Rodrigues, Whitevale Resident Item / Details & Discussion & Conclusion Action Items! Status Ref # (summary of discussion) (include deadline as appropriate) 1. Welcome Councillor Rick Johnson Chair Introductions and welcome. Page 1 CORP0228-2/02 Item I Ref # Details & Discussion & Conclusion (summary of discussion) 2. Neighbourhood Planning Program - Draft Terms of Reference (Update) Catherine advised that as a result of a meeting held on April 17, 2008, between City staff, Regional staff and the landowners, the Landowners Group is no longer asking the City to hold off on proceeding with the Neighbourhood Planning Program. The Terms of Reference will continue to identify a planned population of 70,000 persons and employment of 35,000 jobs. However, the City is still awaiting any detailed comments from the Landowners Group, for consideration prior to finalizing the draft Terms of Reference. The landowners' concerns with urban form, density and ultimate population are best addressed through the Neighbourhood Planning Program. Once those comments are received and reviewed, the Terms of Reference will be finalized, and presented to Council. Staff is targeting a June Council meeting, and the RFP process would commence shortly after. Funding arrangements will be required between the Landowners Group and the City to cover the cost of the Neighbourhood Planning Program. 3. MESP UPDATE The consultants will be moving forward on the MESP now that they have the background information required. A Phase I Background Report is anticipated to be released by the end of May. The next Oversight Committee meeting will also be held at the end of May. One of the two significant studies which are needed to finalize the MESP has been completed, the Wetlands Water Balance Study, and the other, the Natural Heritage System Management Plan and Master Trail Plan Study (NHSMP & MTP is currently in draft form and being circulated for comments. The final MESP report should be out by the summer. Reg confirmed that the energy management consultant (Bill Wong, of SAIC Canada) has been hired, and a meeting has been scheduled between City staff, the consultant, Sernas and Veridian. Reg advised that they have had a couple of meetings with Nancy Mather regarding the 3D groundwater modeling. Reg explained that it's a very technically complicated process. More deep wells are needed for monitoring, and the sub-consultant will be submitting a proposal for review and approval. It was suggested that the consultants be invited to do a presentation in order to provide more detailed overview of the project. CORP0228-2/02 Action Items I Status (include deadline as appropriate) Catherine Rose Landowners Group to provide comments. Rea Webster Page 2 Item / Details & Discussion & Conclusion Action Items / Status Ref # (summary of discussion) (include de.adline as appropriate) Reg Webster advised that the 3D groundwater component may be released in a separate document. Similarly, the Energy Management Plan may be released in a separate document. 4. Urban Design Workshop Tom Melymuk Tom Melymuk mentioned that the one-day urban design / sustainability workshop would not really be able to address the issue of population and employment targets in Seaton. It therefore does not need to be held ahead of the Neighbourhood Planning program. The idea now would be to hold the workshop in the fall, concurrent with the Neighbourhood Planning Program. Tom M. noted that Seaton is of interest to many groups and organizations and that it would be a great opportunity to open the process up to others. For example, external agencies such as CMHC and the Canadian Urban Institute have expressed an interest in participating in the urban design / sustainability workshop. Reg mentioned that the fiscal impact study will include a conservative population model, but that the final population would be determined through the Neighbourhood Planning Program. Further, he noted that it would be beneficial to have the City's consulting team in place, and thus fall timing for the urban design workshop makes sense. Councillor Johnson indicated that the developers must have a forecast for population counts based on the residential subdivision plans submitted and enquired if the range is within 70% of the 70,000 count previously planned for. Bruce Fischer mentioned that the goal is still 70,000 but it may take time to reach it and noted that there may be some opportunities for increasing density on the Metrus lands. Lloyd commented that if the landowners were able to locate schools and parks in the green spaces, there would be more developable area for residential. Steve Gaunt advised that the NHS Management Plan does not permit those types of uses. Steve Heuchert mentioned that the 'empty cornfields' within the NHS are vital ecological linkages, and the NHS Management Plan outlines revegetation plans to enhance these lands over time. Councillor Littley commented that a lot of planting is required, and that she supports passive uses on the buffers Councillor Johnson noted that the maintenance of the trail system could be as high as $4.5 million annuallv. Page 3 CORP0228-2/02 Item / Ref # Details & Discussion & Conclusion (summary of discussion) Action Items I Status (include deadline as appropriate) Dorothy mentioned that the urban design workshop could be used to review different neighbourhood developments and also demonstrate various sustainable communities with alternative energy sources. Gord Willson suggested that the focus should be on the design aspects including pre-design sessions with the developers. Energy efficiency issues need to be addressed from the beginning rather than later. The workshop would identify expectations for Seaton taking into consideration all studies completed to date. Councillor Dickerson agreed that the design workshop would be a good idea. Councillor Littley enquired if comments received from the workshop could still be included in the Terms of Reference for the Neighbourhood Planning Program. Tom confirmed that suggestions could be added to the Terms of Reference if the workshop is held first. If the workshop is held in the fall, it will be a parallel and complementary process that helps inform the work of the City's consultants. Councillor Johnson mentioned that although we are still a long way from starting to build, the Province has a real opportunity to come forward with a "Jobs First" initiative and provide funding. Ralph Sutton enquired why there was no provincial representation at the table and Councillor Johnson mentioned that both Graham Martin and Ash Kothyial of ORC called late Monday afternoon to advise that they would not be able to attend today's meeting. 5. Update on Other Studies All Development Charges Study - Reg mentioned that the Region has released the Development Charges Background Study for comments. He noted that the background document still excludes the water, sewer and transit development charges for Seaton. It is expected that these will be done by an area specific bylaw. In response to a question from Tom M. about whether it is competitive to have a non-residential development charge, Reg advised that Durham is the only region within GTA that does not have these charges. Regional staff's recommendation is to phase in the non-residential development charge. The Region is proposing to use the money from the non-residential development charge to help fund servicing of employment lands in the Region. Lloyd suggested that there should be cost sharing to service the Seaton employment lands. The developers and ORC are trying to come up with a methodology for the cost-sharing and the resulting phasinQ in of a non-residential development chan::!e for Seaton. CORP0228-2/02 Page 4 Item / Ref # Details & Discussion & Conclusion (summary of discussion) Action/tems I Sta.tus (include deadline as appropriate) Dorothy mentioned that a Public meeting has been scheduled for May ih with a report to Regional Council on June 18th Fiscal impact Study - Dorothy advised that there are no new details at this time. The Region is focusing on a 2 for 1 ratio of population to jobs. The Study will run two models, i.e, population of 70,000 and 35,000 jobs as set out in the CPDP, and a population of 54,000 population and 27,000 jobs as the landowners feel that this ratio is achievable. Natural Heritage Sytem Management Plan and Master Trail Plan Study - Steve Gaunt advised that the draft report was released last week and he will be reviewing the document, and summarizing comments received from other City staff. He noted some of the issues identified to date in the review included implementation of the trail plan, the governance and funding structure, insufficient detail on the cultural heritage matters, and the NHS - neighbourhood interface guidelines. Steve indicated that the draft Report will be finalized by the consultants and submitted to the Province as 'advice'. The final Report will again be circulated for comment (likely during the summer) and staff will prepare a Report to Council on the NHS Management and Trail Plan. Steve stated that all comments and feedback from the public consultation sessions will be included in the report. Bruce indicated that the cost to maintain the trail systems has been reported to be quite high and enquired if the Province will provide funding. Steve advised that the there is no indication in the report who will be assuming the cost to maintain the trails. Councillor McLean asked if Transport Canada will be providing any funding for servicing airport lands. John Connelly advised that they are aware of ongoing discussions but have made no commitments to date. Dorothy advised that the Region has reviewed the NHS study and noted that it will take decades to implement. The report does not provide any timeline to build the trail system. The cost to maintain the trail system is estimated at $4.6 M. TRCA to be a pivotal player, but the onus should be on the Province to fund this project even in the event of a change in government. Councillor Johnson mentioned that if the City was forced to take on the trail system maintenance costs, this would mean a 12 -14% tax increase for Pickering residents. Page 5 CORP0228-2/02 Item I Details & Discussion & Conclusion Action Items I Status Ref # (summary of discussion) (include deadline as appropriate) Tom Albani mentioned that long term issues were about replanting the fields, and constructing and maintaining the trails. The trails could be phased as the neighbourhoods are completed. Councillor Littley commented that the trail system is not just for recreation, but also to provide alternate means of transportation for residents. Neil Carroll stated that similar to the objective of 'transit early', the main neighbourhood trails should be in place early to provide necessary connections, rather than built later. Lloyd stated that developers are innovative in creating new trails to enhance neighbourhoods and have worked closely with TRCA. For example, Lloyd suggested the topsoil from the development areas could be put on the cornfields to help revegetation. However, the developers cannot assume all the costs for these projects. Neil mentioned that since the trail system will be part of a City wide system, and the City has a DC allocation for trails as part of its current (South Pickering) DC, some funding may be available. Councillor Pickles joined the meeting at 11:40 am. Steve Gaunt indicated that the NHS Management Plan and Master Trail Plan Study includes several maps outlining the different levels of trails, the master trails and profiles for the types of trails. The consultants had been invited to do a presentation at today's meeting, but had to decline due to other deadlines. Reg mentioned that it would be worthwhile for this committee to be briefed on the NHS study and be given an opportunity to provide comments. Bonnie suggested that the public should also be invited to provide comments. It was noted that public consultation sessions have already been held. Regional, Water, Sewer and Transportation Class EA - Dorothy Skinner advised that the Memorandum of Understanding between the Landowners Group and the Region, about the landowners funding of the EA is almost finalized. Once that is done, the Terms of Reference can be finalized, and the Region can issue an RFP. Dorothy anticipates the RFP to be issued in June. Reg commented that the Region's EA is the critical path and will set the time line for construction. Reg expressed concern that the process is moving along slowly. Page 6 CORP0228-2/02 Item / Details & Discussion & Conclusion Action Items I Status Ref # (summary of discussion) (include deadline. as appropriate) 6. Other Business All Seaton Website - Tom reminded committee members to continue to submit regular updates on the various studies in order to keep the website current. The next meeting will be held in May. Details to follow. Meeting Adjourned: 11 :45 am Copy: Members of Council Directors Division Heads City Solicitor City Clerk Page 7 CORP0228-2/02 Committee of Adjustment Meeting Minutes Wednesday, May 7, 2008 7:02 pm Main Committee Room PRESENT: Kevin Ashe David Johnson - Chair Susan Kular Eric Newton - Vice-Chair Keith Wilkinson ALSO PRESENT: Ross Pym, Secretary-Treasurer Lesley Dunne, Assistant Secretary-Treasurer (I) ADOPTION OF AGENDA Moved by Eric Newton Seconded by Susan Kular That the agenda for the Wednesday, May 7, 2008 meeting be adopted. CARRIED UNANIMOUSLY (II) ADOPTION OF MINUTES Moved by Eric Newton Seconded by Susan Kular That the minutes of the 5th meeting of the Committee of Adjustment held Wednesday, April 16, 2008, be adopted as amended. CARRIED UNANIMOUSLY 1 Committee of Adjustment Meeting Minutes Wednesday, May 7, 2008 7:02 pm Main Committee Room (III) REPORTS 1. (Deferred at the Apri/16, 2008 meeting) PICA 15/08 - S. & G. Jones 1801 Appleview Road (Part 2, 40R-19414) City of Pickering The applicants request relief from Zoning By-law 3036, as amended by By-law 5212/98, to permit a proposed detached garage to be located in the front yard of the subject property, whereas the by-law requires all accessory structures which are not part of the main building to be located in the rear yard. The applicants request approval of this variance in order to obtain a building permit for the proposed detached garage. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending refusal subject to conditions. Written comments were also received from Robert Boyd, Estate Trustee of 1799 Appleview Road and Anita Boyd of 1803 Appleview Road both expressing no objection to the application. Susan & Gary Jones, owners, were present to represent the application. No further representation was present in favour of or in objection to the application. In response to a question from a Committee Member, Gary Jones indicated the distance from the street to the garage will be about 50 feet (15.0 metres). Moved by Kevin Ashe Seconded by Susan Kular That application PICA 15/08 by S. & G. Jones, be APPROVED on the grounds that the proposed detached garage to be located in the front yard of the subject property is a minor variance that is desirable for the appropriate development of the land, in keeping with the general intent and purpose of the Official Plan and Zoning By-law, subject to the following conditions: 1. That this variance only applies to the proposed detached garage to be located in the front yard, as generally sited and outlined on the applicant's submitted plans with this application. 2 Committee of Adjustment Meeting Minutes Wednesday, May 7, 2008 7:02 pm Main Committee Room 2. That the applicant obtains a building permit for the proposed detached garage to be located in the front yard within two years of the date of this decision, or this decision shall become null and void. CARRIED UNANIMOUSLY 2. PICA 18/08 - J. Guzzi 60 Highway #7 (Part 1, 40R-11497) City of Pickering The applicant requests relief from Zoning By-law 3037, as amended by By-law 2676/88 to permit a detached garage having a height of 6.6 metres and located in the front yard of the subject property, whereas the by-law permits a maximum height of 3.5 metres for accessory structures in residential zones and requires all accessory buildings which are not part of the main building to be located in the rear yard. The applicant requests approval of these variances in order to obtain a building permit for the proposed detached garage. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval for location in the front yard and refusal for 6.6 metres in height or recommends approval on amended height of 5.6 metres subject to conditions. Written comments were also received from the City's Development Control Supervisor expressing no concerns and from Councillor Rick Johnson in support of the application. John Guzzi, owner, was present to represent the application. Rod Dean, of 7484 16th Avenue was present in support of the application. John Guzzi indicated he made an error on the application and agrees to amend the application as per the City's recommendation of a height of 5.6 metres. John Guzzi also indicated the proposed detached garage will be designed to blend in with the existing dwelling. In response to a question from a Committee Member, the Secretary-Treasurer briefly explained the building permit process and indicated permits do have a time frame for completion. 3 Committee of Adjustment Meeting Minutes Wednesday, May 7, 2008 7:02 pm Main Committee Room Moved by Kevin Ashe Seconded by Eric Newton That application PICA 18/08 by J. Guzzi, be APPROVED on the grounds that the amended height of 5.6 metres and located in the front yard of the subject property for the proposed detached garage are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and Zoning By-law, subject to the following conditions: 1. That these variances apply only to the proposed detached garage, as generally sited and outlined on the applicant's submitted plans with this application. 2. That the applicant obtains a building permit for the proposed construction within two years of the date of this decision, or this decision shall become null and void. CARRIED UNANIMOUSLY (IV) ADJOURNMENT Moved by Kevin Ashe Seconded by Keith Wilkinson That the 6th meeting of 2008 the Committee of Adjustment be adjourned at 7: 16 pm and the next meeting of the Committee of Adjustment be held on Wednesday, May 28, 2008. CARRIED UNANIMOUSLY \\\ ot(? ~ ) DO --- --- Da~ r ~ ~ )\}l __~~ \cj ~ Chair '. / \. //:)"~ ~,"':'/' /- ;, . / . ( , rx l1/f2 /7\..-k .' ,./L.!'.).o'G' Assistant Secretary-Treasurer 4 Citq ,,~ Minutes Waterfront Coordinating Committee May 15, 2008 7:00 pm Main Committee Room Attendees: Councillor O'Connell, Chair Councillor Dickerson, Vice-Chair Jim Dike David Steele Marla Shim Linda Roberts, Recording Secretary Regrets: Craig Bamford Chandra Gocool Steve Holt Pat Korol David Stone Kevin Tower Arnold Mostert, MP&E Also Present: Chris Walker, Ontario Power Generation 1.0 Welcome & Introductions Councillor O'Connelll welcomed everyone to the meeting and reminded everyone that due to the lack of a quorum, the Committee could not make any recommendations or decisions at this meeting. She noted that it would still be beneficial to go ahead with the meeting in order to provide an update. 2.0 Approval of Minutes The minutes could not be approved due to the lack of a quorum. Page 1 CORP0228-2/02 Update on the Sewage Control Plant Expansion Conceptual Enhancement Councillor O'Connell provided an update on the sewage control plant expansion on behalf of Arnold Mostert, who was unable to attend the meeting this evening, but had created display boards for the purpose of this presentation. Councillor O'Connell provided an overview through the use of various display boards Arnold had created and touched on the following points: I . Fencing around the Linton house will be taken down eventually . To clear brush and repair bridge . Recommending a fountain for the pond . Good site lines are marked out . Expand on benches . Old cottage ruins/construction material to be removed and rocks to be installed for shoreline protection . Run off from Frisco is creating erosion . Tree roots ruining trail . Excellent site lines and views where picnic areas are planned . Quotes have been done for Region and City portions . Plans for rest stations - every 400 metres . Stressed need for Linton house to have electrical and water . Keep area natural . Plans for two shaded gazebos - will be wheelchair accessible Page 2 CORP0228-2/02 . Allow for bike racks · Arnold and Councillor O'Connell to discuss Trail Key locations · TRCA - discussions still underway with respect to parking locations. Discussion ensued with respect to Frisco Road remaining a paved road or becoming a walking trail. It was suggested it could be maintained as a gravel road, but long term pavement is better. . 12 parking spots allowed for in plans, which will also take into account areas for bikes . Stone benches to be cemented into ground . Shrubs to help block wind . There are no designated bike paths at present A brief question and answer period ensued. Councillor O'Connell and those present commended Arnold on his work to date with the waterfront trail plans. Councillor O'Connell noted that Arnold will be continuing to work on the details and noted that costs are being put together as we go alon . 4.0 Committee MeetinQ Dates - Proposed On-Site Visit Councillor O'Connell suggested the possibility of an on-site visit to the West Spit area and the Scudellari property possibly sometime in July. Jim Dike suggested we could meet in the clubhouse there. CORP0228-2/02 Discussion ensued with respect to the use of Jim's runabout in order to get a different perspective of the waterfront trail. It was also suggested we could do another on-site visit in the Fall. Councillor O'Connell will forward an email with respect to possible dates for the above. Page 3 Councillor O'Connell to action Update Reqardinq Various TRCA Proiects Councillor O'Connell provided an update on the following: 1) Great Waterfront Trail Adventure Councillor O'Connell reviewed the letter she had send to TRCA which the Committee had received as well via email. A brief discussion ensued with respect to rest stations and pavilion restorations. Councillor O'Connell noted that this is now becoming an international event with participants coming from all over. 2) EA for Wideninq of the channel entrance Councillor O'Connell updated the Committee with respect to discussions with TRCA. David Steele noted that he could provide Councillor O'Connell with a condensed version of Professor Well's report in approximately six weeks. It was noted the importance of the Committee to be able to provide their comments on this. David Steele to action 3) Update on Scudellari Property Councillor O'Connell noted that there was no further information on this property at this time. Councillor O'Connell noted she would like to meet with TRCA in the next two weeks. Jim Dike stated that he would contact Larry Field at TRCA within the next week and get back to Councillor O'Connell. Jim Dike to action **Note - will put this item back on the next agenda. 6.0 Update on Budqet Councillor O'Connell provided an update on the budget. She informed the Committee that there is $20,000 in the budget ($10,000 from external sources) provided for Trail Key Signs. We still need confirmation from the Region with respect to locations. Councillor O'Connell noted she has been in contact with a 1 sl nations group in Scarborough. Students and artists very interested in participating with artwork for the trail. They will be working on a design over the summer months. Page 4 CORP0228-2f02 7.0 2007 Annual Report & 2008 Workplan Councillor O'Connell provided copies of the 2007 annual report and 2008 workplan for the Committee. She indicated that this would be going forward to Council for approval on May 20th. 8.0 Next Meetinq: To be determined Meeting Adjourned: 9:00 pm Copy: Members of Council Chief Administrative Officer Directors Division Heads Page 5 CORP0228-2/02 Citlf o~ Minutes I Meeting Summary Communities in Bloom Advisory Committee May 20, 2008 2:00 pm Main Committee Room Attendees: Tom Melymuk, Director, Office of Sustainability - City of Pickering John Hannah, Superintendent, Municipal Operations - City of Pickering Marisa Carpino, Supervisor, Culture & Recreation - City of Pickering Mark Guinto, Executive Assistant to the Mayor Mike Bender - Toronto Region Conservation Authority Kathy McKay - Ajax-Pickering Board of Trade Larry Noonan - Altona Forest Stewardship Committee Julie Oakes - Bloomers & Britches Sigrid Squire - Pickering Horticultural Society Heather White - Pineridge Art Council Marla Shim, Executive Assistant, Councillors' Office - City of Pickering (Recording Secretary) Absent: Dave Ryan, Mayor - City of Pickering (Co-Chair) Bill McLean, Regional Councillor, Ward 2 - City of Pickering (Co-Chair) Allan Arsenault - Pickering Town Centre Chris Braney - Durham District School Board Donald Igbokwe, Multi-Faith Group Gail Lawlor - Durham Sustain Ability Jim McCafferty - Durham Catholic District School Board Lorna Murphy - Pickering Town Centre Item I Details. & Discussion & Conclusion Action ltems I Status Ref # (summary of discussion) (include deadline as appropriate) 1. Welcome . T om welcomed everyone to the meeting . Mark gave regrets from Mayor Ryan who was unable to attend, but sent his thanks to members for supporting the CIB initiatives once again 1. School Competition . John advised that to date, four schools have signed up for the competition: Vaughan Williard, St. Elizabeth Seaton, Our Lady of the Bay and Rosebank Public School. He is still hoping that other schools will siqn up Page 1 CORP0228-2/02 . It was suggested extending the cut-off date to May 30th and asking the school representatives, Jim McCafferty Marla to email school and Chris Braney for their assistance in encouraging representatives additional schools to become involved . It would also be appreciated if other committee members could assist in helping to increase the numbers . Sigrid and Julie have volunteered to do the judging for the schools . A tree will be awarded to any 5 Bloom winners 2. Staff Update . Tom reported that the promotions and outreach sponsorship (in kind and monetary) confirmations are over $27,000, but they are still looking for additional sponsorship through Mayor Ryan and Councillor McLean . With sufficient funds, they are confident that a better program or at least the same as last year's can be delivered this year . More ads are being placed in the community - newspapers, Pickering Town Centre, etc. . As part of the Special Olympics, a Communities in Bloom lounge (sponsored by Sam's Club) to give an outdoor oasis feeling, will be set-up at the Pickering Recreation Complex . Garden Competition numbers are currently higher than they were at this time last year . Staff working on preparing the Profile Book . The Lush Garden Workshops were very successful and at full capacity . Bookmarks have been donated by Star Bucks . To promote Communities in Bloom, a banner bug will be displayed at the May 24th Sustainable Pickering Day . Marisa thanked those who participated in the April 18th Kick Off event and noted that they had wonderful weather and it was a great success. Vaughan Williard PS was truly appreciative and enjoyed the recognition that they received . Should be hearing shortly regarding the dates for the Marla will update judges tour. Will send out details once they are confirmed members . In order to receive members' input on the judges tour, a committee meeting will be scheduled before the judges' visit . Marisa gave a brief overview of the judges tour - will provide further details at the next meeting . John reported that staff have started working on various initiatives, e.g. waterfront beautification, placing additional planters and banners on Kingston Road (self-watering planters being used to help lessen work load) Page 2 CORP0228-2/02 . As suggested by the judges, a program has been started to create a "wow" feature (structural design) in one of the pa rks . Need to find a professional representative - involve Master Gardens and Bloomers & Britches . Need the entire community to become involved . The City does not have the resources and are depending on the public for assistance . Will get feedback and suggestions for the tour at the staff team meeting being held on June 3rd Larry will action . Mike suggested involving grade 8 students in the judges tour 3. Role of Advisory Committee in CIS Program . Kathy suggested having an "adopt a park or plot" program Chantal will contact - business areas designated for green thumb people to Kathy to discuss volunteer their time to man and maintain. Provide bags implementing and gloves to help clean up areas - have a blitz over the next couple of weeks . Mike appreciates being a part of the committee and is excited about the CIB program. He is hoping that TRCA can produce additional newsletters to get the word out. Can work with the Horticultural Society and would like to know if the society has community gardens where people can grow vegetables - perhaps have a youth program . Sigrid responded that in the past there was a youth program, but it was dropped due to low participation . Mike advised that he would be willing to volunteer his time to lead a youth program . Tom advised that the Sustainable Pickering Challenge will encourage members of the community, schools and businesses to become involved in various "sustainability" programs being undertaken by the City or its partners . Mike will work with the City to provide linkage . Heather is hoping to provide some of her knowledge from the Arts Council and will bring into the program as needed . Larry advised that the Petticoat Creek Conservation Area Adopt a Trail and Pickering Naturalists would welcome any ideas. They currently have a variety of kids (scouts, guides, beavers, etc.) who work and hike in Altona Forest, so there is a lot of involvement. Also looking at waterfront trail connectivity and will provide details of the trail plan for the judges tour . Julie feels that there is a lot of connectivity occurring and that CIB has brought a number of groups together . Would like to know if members are interested in becoming Members to advise judges for the garden competition Marla if interested Page 3 CORP0228-2/02 . Staff are also invited to participate in the judging Carol to send an email . Training will take place on June 25th to staff . Set some goals and look at going international in the near future . Sigrid would like to know if there are any aprons or T om will ask Shawna banners available for use at their June 14th Flower Show to contact Sigrid 4. Other Business . Sigrid reported that the May 10th compost give away and plant sale was a huge success . Larry will highlight youth involvement at the Altona Forest visit . Julie and Sigrid are currently working on a plan to give some uniformity and guidance to the rules for judging the garden competition 5. Next Meeting Date June 4, 2008 at 2:30 pm. Meeting Adjourned: 4:00 pm Copy: All Members Chief Administrative Officer Directors City Clerk Page 4 CORP0228-2/02 Cilif 0# Minutes I Meeting Summary Heritage Pickering Advisory Committee May 27, 2008 7:15 pm Main Committee Room Attendees: Councillor Johnson Shawna Foxton, Vice-Chair Theresa Abernethy, Member Shirley Curran, Member Karen Emmink, Member Richard Fleming, Member Gordon Zimmerman, Member Debbie Shields, Deputy Clerk Linda Roberts, Recording Secretary Absent: Pamela Fuselli Jim Simpson - Vice-Chair Item / Details & Discussion & Conclusion Action Items / Status Ref# (summary of discussion) (include deadline as appropriate) 1.0 Welcome Shawna welcomed everyone and informed the Committee she would be chairinq the meetinq this evening. 2.0 Approval of Minutes Moved by Richard Fleming Seconded by Gordon Zimmerman Minutes of the April 29, 2008 meeting were approved. Carried 3.0 New and Unfinished Business 3.1 Sideline 26 - Central Pickering Development Plan Shawna inquired as to whether we had received a list of contacts for developers who have heritage properties from the Planning Department. Discussion ensued with respect to the realignment of Sideline 26. Page 1 CORP0228-2/02 Item / Details & Discussion & Conclusion Action Items / Status Ref# (summary of discussion) (include deadline as appropriate) Discussed drafting a letter to the contact at the Region Shawna to draft letter expressing the Committee's concerns with the re routing of and email to City Clerk Sideline 26. Points to be made in letter: two houses in jeopardy, where will the arterial road be moved to, width of road, site lines, properties, should be realigned to the east. Councillor Johnson noted he would be attending a Regional Council meeting the next day and would note the fact that Sideline 26 falls within the protected area. Hold off on letter until after Regional meeting. Discussion ensued with regards to the Municipal Heritage Register and properties of heritage interest. Concerns were noted with respect to commenting on alterations or the demolition of heritage properties. Debbie Shields informed the Committee that once the property was identified on the register the Committee would have 60 days from the date the notice is received to comment. 3.2 Greenwood Public Library Debbie Shields informed the Committee that there would be a report going forward to the next Executive meeting, so it was decided to defer this item to the June meeting. 3.3 Cleeve Horne House Plans Gordon Zimmerman noted to the Committee that he had obtained the original tracings of the Cleeve Horne house. He informed the Committee that the plans had suffered water damage and are in poor condition. Gordon noted he was given some contacts to have tracings restored and has received an estimate. It was suggested the Library could take this on as a project and possibly store them at the Library. Gordon has them in his care for the time being. 3.4 Review of Action Items Shawna reviewed the action items and the following was noted; . Summer stud~nt wa~ not approved for this year as a Linda to action more detailed work plan was required for the submission. Shawna asked if she could receive the criteria for the work plan for next year . Discussed the purpose of the Heritage Registry and how the City uses it. Page 2 CORP0228-2/02 Item / Details & Discussion & Conclusion Action Items / Status Ref# (summary of discussion) (include deadline as appropriate) . Need to build on the registry of potential designations . Shawna suggested obtaining a map of Pickering in Linda to action order to split up the areas to enable the Committee to continue the work on completing the registry this summer . Most of the north area is complete, need to concentrate efforts in the southern portion of Pickering (Altona, Finch, Dunbarton) . 3.5 Heritaqe Brochure Shawna provided an update on the brochure. The basic design will be left as is, only the contact information has changed. Once Shawna has received the changes, she will forward to the Clerks Division. The Clerk's Division will obtain pricing for the print job. It was decided that 500 Glossy copies would be printed for now. Debbie confirmed that the funds are in the budget for this. 3.6 Follow up to Planninq Dept. Presentation from Apr. 29 Linda to action . Provide committee members with electronic copy of information provided by Planning Completed - Debi . Ask planning for contact info on developers so that the heritage properties can be flagged advised of the Council approval of the 3.7 Creation of a Heritaqe Name Reqistrv for Street Naminq Heritage Registry Purposes Debbie Shields informed the Committee that the Planning & Development Department has requested the Committee appoint a representative to work with staff to create a listing of heritage names for street naming purposes. Discussion ensued. Councillor Johnson was in agreement and noted the importance of protecting the integrity of the heritage names in Pickering. Some suggestions were provided for resources: Legion, archives, registry office, the book "Pickering, Past, Present & Future". Karen Emmink offered to be the Committee representative and Richard Fleming offered as a back up. Shawna requested the Committee be provided with Clerks Division to additional information with respect to the time commitments involved and the times and location of the meetings. inform Planning Page 3 CORP0228-2/02 Item / Details & Discussion & Conclusion Action Items / Status Ref# (summary of discussion) (include deadline as appropriate) Debbie suggested that the Committee set guidelines for members to take to the meetings, i.e. picking names to suit the areas. 4.0 Correspondence Shawna noted one item of correspondence received from the Ministry of Citizenship and Immigration requesting nominations for the Ontario Medal for Good Citizenship. The deadline for nominations is August 17, 2008, and Shawna requested that if anyone wished to nominate anyone, to please let her know. 5.0 Other Business 5.1 Gordon Willson provided the Committee with an update on the Whitevale Spring Festival which was held over the May 24 weekend. He informed the Committee that it was a successful event and noted the following: . New this year was a horse shoeing event which was well received . Fashion show with a tea garden . Timetour - a self guided tour, Gordon provided members with a copy of the Passports which had been done up for the day The Committee thanked Gordon for his work on the portable display boards. He was also reminded that the City's Print Shop is available for print jobs of up to 2,500 copies for all Community Associations for any of their copy needs. 5.2 Heritaqe Plaque Presentation Discussion ensued with regards to the presentation of the plaques for the Willson House and the Glen House. It was noted there were procedures to be followed in the case of the Glen House, as it is Federally owned, notification must go out. Debbie indicated the Clerks Division would require at least six weeks notice in order to follow procedures for these presentations. The Committee decided to do a formal presentation at the September 15 meeting of Council, which is a televised meeting. City staff would be available to take pictures. It was noted that a representative of Heritage Pickering should do the presentation. Arrangements could be made to install the plaque on the property and the City would complete the installation. Page 4 CORP0228-2/02 Item / Details & Discussion & Conclusion Action Items / Status Ref# (summary of discussion) (include deadline as appropriate) 5.3 Gordon Zimmerman advised the Committee that he had a contact name for the Dunbarton School. Shawna suggested that the Committee think about setting up some form of a data base for reference purposes. Shawna to action 6.0 Adiournment Moved by Richard Fleming Seconded by Shirley Curran That the meeting be adjourned. Carried 7.0 Next Meetinq Tuesday, June 24, 2008 Meeting adjourned 8:35 pm Copy: City Clerk Page 5 CORP0228-2/02