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Home My WebLink About12/11/2007 ""'-' Executive Committee Meeting Minutes Monday, November 12,2007 7:30 pm - Council Chambers Chair: Councillor Pickles PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson B. McLean J. O'Connell D. Pickles ABSENT: R. Johnson B. Littley ~ ALSO PRESENT: 1. J. Quinn N. Carroll T. Melymuk G. Paterson D. Wilcox K. Sen ior J. Halsall J. Storms J. Hannah C. Whitaker D. Shields - Chief Administrative Officer - Director, Planning & Development - Director, Office of Sustainability - Director, Corporate Services & Treasurer - City Clerk - Manager, Accounting Services - Manager, Internal Audit & Control - Manager, Information Technology - Superintendent, Municipal Operations - Coordinator, Environmental Awareness Program - Deputy Clerk (I) CONFIDENTIAL MATTERS In Camera Meetinq of the Executive Committee Moved by Councillor McLean Seconded by Councillor O'Connell --- 1 Executive Committee Meeting Minutes Monday, November 12,2007 7:30 pm - Council Chambers Chair: Councillor Pickles --- That the Executive Committee go In Camera in accordance with the provisions of the Municipal Act. The purpose of the In Camera meeting is to deal with litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. CARRIED 1. Director, Corporate Services & Treasurer, Confidential Report CS 47-07 OPG and Hydro One Assessment Appeals Refer to the In Camera minutes for further information. Moved by Councillor Dickerson Seconded by Councillor O'Connell That the recommendation as contained in Confidential Report CS 47-07 of the Director, Corporate Services & Treasurer be approved. ~ CARRIED (II) DELEGATIONS 1. Simple Alternative Funeral Centres Re: Brock Road Widening and Traffic Controls 1057 Brock Road The Simple Alternative Funeral Centre Glen Timney, 65 Overly Blvd., Suite 500, Toronto, appeared before the Committee representing the Simple Alternative Funeral Centres. Mr. Timney stated his concerns with respect to the Region of Durham's intentions to place a median down the center of Brock Road. Mr. Timney stated that this would significantly affect the businesses operation. Mr. Timney stated that they were in objection to this road alteration and requested the City of Pickering's support in trying to get this changed. Mr. Timney stated that they were in discussions with the Region and that they had hired a Traffic Consultant to review other options. A question and answer period ensued. ~. 2 Executive Committee Meeting Minutes Monday, November 12,2007 7:30 pm - Council Chambers Chair: Councillor Pickles ~ (III) MATTERS FOR CONSIDERATION 1. Director, Corporate Services & Treasurer, Report CS 51-07 2007 Year End Audit P. Jesty, Deloitte & Touche LLP appeared before the Committee and responded to questions of the Committee. RECOMMENDATION Moved by Councillor McLean Seconded by Mayor Ryan 1. That the Audit Plan as submitted by Deloitte & Touche LLP, included as Attachment 1 to this report be received for information; and, ~ 2. That the Chief Administrative Officer and the Director, Corporate Services & Treasurer be authorized to sign the Auditor's Engagement Letter on behalf of the City. CARRIED 2. Director, Corporate Services & Treasurer, Report CS 50-07 Response to Executive Committee Requests for Information With Respect to the 2006 Audit A brief question and answer period ensued. RECOMMENDATION Moved by Councillor Dickerson Seconded by Councillor O'Connell That Report CS 50-07 of the Director, Corporate Services & Treasurer regarding the Response to Executive Committee Requests for Information with respect to the 2006 Audit be received for information. CARRIED ......~ 3 Executive Committee Meeting Minutes Monday, November 12,2007 7:30 pm - Council Chambers Chair: Councillor Pickles ~ 3. Director, Corporate Services & Treasurer, Report CS 52-07 Summary of Internal Audit Results to Date A brief question and answer period ensued. RECOMMENDA TION Moved by Mayor Ryan Seconded by Councillor Dickerson That Report CS 52-07 of the Director, Corporate Services & Treasurer regarding summary of internal audit results to date be received for information. CARRIED 4. Director, Corporate Services & Treasurer, Report CS 53-07 2008 - 2010 Internal Audit Work Plan --- RECOMMENDATION Moved by Councillor McLean Seconded by Mayor Ryan That Report CS 53-07 from the Director, Corporate Services & Treasurer regarding the 2008 - 2010 Internal Audit Work Plan be approved. CARRIED 5. Director, Corporate Services & Treasurer, Report CS 30-07 Council Compensation Policy A question and answer period ensued on this matter. RECOMMENDATION Moved by Councillor McLean Seconded by Councillor Dickerson ~ 1. That Report CS 30-07 of the Director, Corporate Services & Treasurer be received; 4 Executive Committee Meeting Minutes Monday, November 12,2007 7:30 pm - Council Chambers Chair: Councillor Pickles ~_. 2. That the Council Compensation Policy, included as Attachment #1 to this report be approved and By-law No. 5992/02, as amended, be repealed; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. CARRIED 6. Director, Corporate Services & Treasurer, Report CS 46-07 2008 Standinq Committee and Council Meetinq Schedule RECOMMENDA TION Moved by Councillor McLean Seconded by Councillor O'Connell ~ 1. That Report CS 46-07 of the Director, Corporate Services & Treasurer be received; 2. That the 2008 Standing Committee and Council Meeting Schedule included as Attachment 1 to this report be approved; and 3. That the City Clerk be given authority to give effect thereto. CARRIED 7. Director, Corporate Services & Treasurer, Report CS 49-07 Municipal Statute Law Amendment Act, 2006 (Bill 130) - Closed Meetinq Investiqator A question and answer period ensued on this matter. RECOMMENDATION Moved by Councillor McLean Seconded by Mayor Ryan 1. That Report CS 49-07, of the Director, Corporate Services & Treasurer be rece ived; ~. 5 Executive Committee Meeting Minutes Monday, Novem ber 12, 2007 7:30 pm - Council Chambers Chair: Councillor Pickles .~ 2. That Council authorize staff to advise the Ministry of Municipal Affairs & Housing that they will not be appointing a meetings investigator in accordance with Section 239.2 (1) of the Municipal Act, 2001 at this time, and will rely on the Provincial Ombudsman; 3. That staff monitor the Closed Meetings Investigator service delivery experiences of other municipalities over the next year and report back to Council by no later than December 1, 2008; and 4. 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 Motion) Moved by Councillor McLean Seconded by Councillor Dickerson ~. That Item #2 of the main motion be deleted and the following inserted; 2. That Council authorize staff to enter into a service agreement with the Local Authority Services Ltd. (LAS) for investigation services as it relates to closed meetings, in accordance with Section 239.2(1) of the Municipal Act, 2001. MOTION DEFEATED 8. Director, Operations & Emergency Services, Report OES 41-07 Tender No. T -10-2007 - Playqround Construction A brief question and answer period ensued. RECOMMENDATION Moved by Councillor O'Connell Seconded by Mayor Ryan 1. That Report OES 41-07 of the Director, Operations & Emergency Services regarding Sunbird Trail Park Development and Whites Road Bus Loop Plantings and playground construction, playground equipment, and safety .~ surface material be received; 6 Executive Committee Meeting Minutes Monday, November 12,2007 7:30 pm - Council Chambers Chair: Councillor Pickles - 2. That Tender No. T-10-2007 as submitted by Colpac Construction Inc. for playground construction in the amount of $38,099.00 (excluding GST) be accepted; 3. That the total estimated project cost of $400,000 (excluding GST), be accepted; 4. That Council authorize the Director, Corporate SeNices & Treasurer to finance the estimated total project cost in the amount of $400,000 as follows: a) the sum of $216,315 be funded from the Development Charges ReseNe Fund - Parks; b) the sum of $36,685 be funded from the City's Share - Development Charges (DC) ReseNe; c) the sum of $147,000 be funded from Parkland ReseNe Fund - d) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 5. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. CARRIED 9. Director, Operations & Emergency SeNices, Report OES 29-07 Pesticide Use By-law A question and answer period ensued on this matter. RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson 1 . That Report OES 29-07 of the Director, Operations & Emergency SeNices be received; 2. That City staff organize, advertise and facilitate a public consultation process as set out in this report for the draft "Pesticide Use By-law"; ~ 7 Executive Committee Meeting Minutes Monday, Novem ber 12, 2007 7:30 pm - Council Chambers Chair: Councillor Pickles "- 3. That City staff expand the social marketing & public education program pertaining to the draft "Pesticide Use By-law"; and 4. That local retailers be requested to offer more alternatives to pesticides that are clearly and prominently displayed within the store. CARRIED LATER IN THE MEETING (See Following Motion) Moved by Councillor O'Connell Seconded by Councillor McLean That the main motion be amended by adding the following; 5. That upon presentation of the by-law, that the effective date in the by-law be March 25, 2008 as it relates to commercial applicators; and ..... 6. That a communication strategy be implemented immediately to put the general public, providers and retailers on notice that a by-law banning the use of pesticides in the City of Pickering could be in effect as soon as March 25, 2008 for commercial applicators and January 1, 2009 for individual uses. CARRIED (IV) OTHER BUSINESS a) Councillor Dickerson requested staff to prepare a report and/or commence discussions with respect to possible lease arrangements related to securing parking space for the public at the bottom of Liverpool Road. (V) ADJOURNMENT The meeting adjourned at 9:35 pm. ""-'" 8