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Home My WebLink About13/10/2009 city a0 Executive Committee n1 A ftG Meeting Minutes Tuesday, October 13, 2009 7:30 pm - Council Chambers Chair: Councillor O'Connell PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T. Melymuk - (Acting) Chief Administrative Officer N. Carroll - Director, Planning & Development G. Paterson -'Director, Corporate Services & Treasurer D. Wilcox - City Clerk R. Holborn - Division Head, Municipal Property & Engineering K. Senior - Manager, Accounting Services S. Gaunt - Principal Planner - Policy K. Shaikh - Coordinator, Transportation Engineering (1) DELEGATIONS Paula Jesty, Deloitte & Touche LLP Director, Corporate Services & Treasurer, Report CS 38-09 2009 Year End Audit P. Jesty, Deloitte & Touche appeared before the Executive Committee to present the Audit Plan for the year ending December 31, 2009. She provided an overview of the plan, noting changes to the reporting module and tangible capital assets. A question and answer period ensued. (II) MATTERS FOR CONSIDERATION 1. Director, Corporate Services & Treasurer, Report CS 38-09 2009 Year End Audit 1 citq 00 Executive Committee .R Meeting Minutes Tuesday, October 13, 2009 7:30 pm - Council Chambers Chair: Councillor O'Connell RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report CS 38-09 of the Director, Corporate Services & Treasurer be received; 2. That the Audit Plan as submitted by Deloitte & Touche LLP, included as Attachment 1 to this report be received for information; and, 3. 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 36-09 Clerks Division Revenue Controls Review RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean That Report CS 36-09 of the Director, Corporate Services & Treasurer regarding the results of the Clerks Division Revenue Controls Review be received for information. CARRIED 3. Director, Corporate Services & Treasurer, Report 37-09 Section 357/358 of the Municipal Act-Adjustment to Taxes RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report CS 37-09 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, 2 oo _ Executive Committee Meeting Minutes Tuesday, October 13, 2009 7:30 pm - Council Chambers Chair: Councillor O'Connell 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. CARRIED 4. Director, Corporate Services & Treasurer, Report CS 39-09 Veridian Corporation - Promissory Notes Renewal RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report CS 39-09 of the Director, Corporate Services & Treasurer be received; 2. That the maturity dates on the Promissory Notes in the amount of $7,095,000 to Veridian Corporation and $17,974,000 to Veridian Connections Inc. be amended to November 1 2012 at their face value with the existing terms and conditions with interest at 6% or the Ontario Energy Board Deemed Rate as indicated on the respective notes; 3. That a by-law in the form included as Attachment 2 to this report providing for the approval and execution of a Note Amending Agreement be enacted; 4. That the Mayor and Clerk be authorized to execute the Note Amending Agreement on behalf of the City of Pickering in the form included as Attachment 3 to this report; 5. That the Director, Corporate Services & Treasurer. be authorized to undertake any actions including negotiations or amendments to the terms and conditions necessary in order to put the foregoing into effect; and 6. That the appropriate officials at the City of Pickering be given authority to give effect thereto. CARRIED 5. Director, Operations & Emergency Services, Report OES 45-09 407 East Final Individual Environmental Assessment (FIEA) and Preliminary Design Study - August 2009 City of Pickering Comments 3 Caq o0 PEAR Executive Committee Meeting Minutes Tuesday, October 13, 2009 7:30 pm - Council Chambers Chair: Councillor O'Connell RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report OES 45-09 of the Director, Operations & Emergency Services and the Director, Planning & Development, regarding the 407 East Final Individual Environmental Assessment (FIEA) and Preliminary Design Study, August 2009, be received; 2. That Council endorses the Technically Preferred Route (TPR) consisting of the Highway 407 East Mainline and the two North-South Freeway "Links" connecting Highway 401 in West Durham and in East Durham (See Attachment 1); 3. That Council supports the transitway corridor, the locations of transitway stations and the maintenance yards within Pickering in principle, as the basis for the submission of a future separate environmental assessment; 4. That Council requests the Ontario Ministry of Transportation (MTO) to work with City staff to determine alternative strategies for the seven cultural heritage properties in Pickering proposed to be displaced in the FIEA Report (See Attachment 2); 5. That Council requests the MTO to consider a better location or retain flexibility to re-orient the proposed interchange at Westney Road to accommodate a more easterly alignment for the Greenwood By-Pass on Westney Road, should the Region of Durham's Environmental Assessment (EA) for the Greenwood By-Pass support such an alignment; 6. That, as previously requested in Report No. OES 07-09, dated January 12, 2009 (See Attachment 3), Council requests all proposed grade separations within Pickering include raised sidewalks (1.8 metre minimum width) on both sides of the roadways, and dedicated bicycle lanes (1.5 metre minimum width) on the outer lanes on both sides of the roadways at MTO expense; 7. That Council requests the MTO to install a gateway feature at Lake Ridge Road in Pickering as a component of Community Value Plan (CVP); 8. That Council requests MTO to relocate and replace ball diamonds, play grounds, and parking, etc. located at Don Beer Memorial Park north of Highway 407 in the Hamlet of Brougham which is being significantly impacted by the proposed alignment, and that MTO be further requested to work closely with the 4 cis ° Executive Committee Meeting Minutes Tuesday, October 13, 2009 7:30 pm - Council Chambers Chair: Councillor O'Connell City of Pickering and the Federal Government to find a suitable location, all at MTO expense; 9. That Council endorses the comments and recommendations made by staff to the MTO, dated August 4, 2009 (See Attachment 4) and further requests MTO to incorporate them into the FIEA Report; 10. That Council endorses the concerns raised by staff on the FIEA Report to the MTO in Appendix 3 of Report OES 45-09 and further requests MTO to incorporate them into the FIEA Report; 11. That MTO revise the FIEA to take into account the data and status updates contained in Appendix 4 of Report OES 45-09; 12. That following the approval of FIEA Report, Council requests MTO to work closely with City of Pickering staff during the subsequent design and implementation phases of the 407 easterly extension; 13. That a copy of the Report OES 45-09 be forwarded to the MTO, the 407 East EA Project Team, Region of Durham, all Durham area municipalities, and Transport Canada; and 14. Further, that the City Clerk be requested to forward Report OES 45-09 and the October 13, 2009 Executive Committee decision on this matter to Ontario Ministry of Environment (MOE) by the required deadline of October 16, 2009 and forward Council's decisions on this matter following the Council meeting of October 19, 2009 to MOE. CARRIED 6. Director, Corporate Services & Treasurer, Report CS 40-09 Tender / Contract Approval - Councils' Summer Recess RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report CS 40-09 of the Director, Corporate Services & Treasurer regarding tender and contract approvals during Councils' Summer Recess be received; and, 5 citq 00 Executive Committee Meeting Minutes Tuesday, October 13, 2009 7:30 pm - Council Chambers Chair: Councillor O'Connell 2. That Council pass a ,resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer contained in this Report during Council's summer recess being Tender No. T-11-2009 Durham Purchasing Co- operative for the Supply and Delivery of Culvert; Tender No. T-13-2009, Supply and Delivery of Fire Rescue Equipment; Tender No. T-16-2009, Asphalt and Concrete Repairs; Tender No. T-20-2009, Supply and Delivery of Two (2) One- Ton Dump Trucks; and Tender No. T-21-2009, Reconstruction of Luna Court. CARRIED (111) OTHER BUSINESS 1. Councillor McLean advised that he, along with Councillor Dickerson would be presenting a Notice of Motion at the October 19, 2009 meeting of Council with respect to a 2010 ballot question on the airport in North Pickering. 2. Councillor McLean requested clarification from the (Acting) Chief Administrative Officer with respect to the scattering of Hindu ashes, and the status of a report on this. He asked that as part of the report back to Council that a survey of the conservation authorities be included. 3. Councillor Dickerson advised that he, along with Councillor Pickles would be presenting a Notice of Motion at the October 19, 2009 meeting of Council with respect to Pickering Sustainable Development Guidelines. He requested that a paper copy of the guidelines be sent to members of Council. 4. Councillor O'Connell provided a reminder that she would be bringing forth the Notice of Motion on accessibility at the November Council meeting. (IV) ADJOURNMENT The meeting adjourned at 8:06 pm. 6