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Home My WebLink AboutOctober 11, 2011 citq oo _ Executive Committee Meeting Minutes Tuesday, October 11, 2011 7:38 pm - Council Chambers Chair: Councillor O'Connell Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer E. Buntsma - Director, Community Services G. Paterson - Director, Corporate Services & Treasurer P. Bigioni - City Solicitor B. Douglas - Fire Chief V. Felgemacher- Manager, Supply & Service L. Roberts - Committee Coordinator (1) Disclosure of Interest No disclosures of interest were noted. (11) Matters for Consideration 1. Director, Community Services, Report CS 33-11 Tender No. T-8-2011 -Asphalt Overlay for Charlotte Circle and William Street Recommendation Moved by Councillor Dickerson Seconded by Councillor McLean 1. That Report CS 33-11 of the Director, Community Services regarding the tender for Asphalt Overlay for Charlotte Circle and William Street be received; 1 i citq co _ Executive Committee Meeting Minutes Tuesday, October 11, 2011 7:38 pm - Council Chambers Chair: Councillor O'Connell 2. That Tender No.T-8-2011 as submitted by IPAC Paving Limited in the amount of $79,049.60 (HST included) and a net cost of $71,186.61 (net of HST rebate) be approved; 3. That the total gross project cost of $94,304 (HST included), including the tender amount and other associated costs, and the total net project cost of $84,924 (net of HST rebate) be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $84,924 be funded from Federal Gas Tax Reserve Fund, as provided for in the 2011 approved Roads Capital Budget for Charlotte Circle and William Street; b) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried 2. Director, Community Services, Report CS 34-11 Tender for Supply & Delivery of One Single Person Operated Side Load Garbage Packer -Tender No. T-14-2011 A brief discussion period ensued with staff providing clarification on questions raised. Recommendation Moved by Councillor Dickerson Seconded by Councillor McLean 1. That Report CS 34-11 of the Director, Community Services regarding the supply and delivery of One Single Person Operated Side Load Garbage Packer be received; 2 i c~ oo _ Executive Committee ° Meeting Minutes PICTI Tuesday, October 11, 2011 7:38 pm - Council Chambers Chair: Councillor O'Connell 2. That Tender No.T-.14-2011, as submitted by Nexgen Municipal Iric. for the supply and delivery of One Single Person Operated Side Load Garbage Packer in the amount of $124,004.29 (HST extra) be accepted; 3. That the total gross cost of $140,690 and a net cost of $126,696 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows; a) that the sum of $125,000 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; b) that the balance of $1,696 plus issuing costs be funded from property taxes; c) that the financing and repayment charges in the amount of approximately $27,500 be included in the annual Current Budget for the City of Pickering commencing in 2012 and continuing thereafter until the loan is repaid; d) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and, 5. That the draft by-law attached to this report be enacted; 6. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect thereto. Carried 3. Director, Community Services, Report CS 35-11 Tender for Asphalt and Concrete Repairs -Tender T-13-2011 Recommendation Moved by Councillor Dickerson Seconded by Councillor McLean 1. ' That Report CS 35-11 of the Director, Community Services regarding the Tender for Asphalt and Concrete Repairs be received; 3 Citq oo Executive Committee Meeting Minutes PlUaEMG Tuesday, October 11, 2011 7:38 pm - Council Chambers Chair: Councillor O'Connell 2. That Tender T-13-2011 as submitted by Pencon Construction Canada Corp. for Asphalt and Concrete Repairs in the total tendered amount of $293,636.15 (HST included) and a net cost of $264,428.45 be accepted; 3. That the total gross project cost of $311,038 (HST included), including the tender amount and other associated costs and the total net project cost of $280,099 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) that the sum of $120,000, as provided for in the 2011 approved Current Budget for Roads Maintenance Asphalt & Concrete Repair Program, be funded from property taxes; b) that the sum of $20,000, as provided for in the 2011 approved Capital Budget for Sidewalk - Kingston Road at Brock Road, be funded from property taxes; c) that the sum of $20,796, as provided for in approved 2011 Capital Budget for the Sidewalk - Kingston Road at Glendale, be funded from the Federal Gas Tax Grant; d) that the sum of $22,000, as provided for in the Current Budget for Development Control - Road Maintenance Asphalt & Concrete Works, be funded from other revenues collected from fees and charges required and related to building permits and cash-in-lieu; e) that the sum of $27,411 for the Transit Bus Pads be funded by a recovery from Durham Region Transit; f) that the sum of $13,610 for Sidewalks - Granite Court at Sandstone Manor be funded by a recovery from Purdue Pharma; g) that the over-expenditures in the amount of $35,552 be funded from the 2011 Capital Contingency account and $20,730 be recovered from other revenue and, if necessary, from contingency; and, 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 4 Cl Executive Committee `Meeting Minutes Tuesday, October 11, 2011 7:38 pm - Council Chambers Chair-: Councillor O'Connell Carried 4. Director, Community Services, Report CS 38-11 Waterfront Trail Enhancements at the Duffin Creek Water Pollution Control Plant Recommendation Moved by Councillor Dickerson Seconded by Councillor McLean That Report CS 38-11 of the Director, Community Services regarding the Waterfront Trail Enhancements at the Duffin Creek Water Pollution Control Plant be received for information. Carried 5. Director, Corporate Services & Treasurer, Report CST 31-11 Purchasing Policy Recommendation Moved by Councillor Dickerson Seconded by Councillor McLean 1. That Report CST 31-11 of the Director, Corporate Services & Treasurer regarding the Purchasing Policy be received; 2. That Purchasing By-Iaw.No. 5900/01 be repealed and the attached Purchasing Policy be adopted;.and, 3. That the appropriate staff of the City of Pickering be given authority to give effect hereto. Carried 6. Chief Administrative Officer's Report, CAO 16-11 2011 Toys for Tickets/Food for Fines Promotion Recommendation Moved by Councillor Dickerson Seconded by Councillor McLean 5 (Zitqo0 _ Executive Committee .gin Meeting Minutes Tuesday, October 11, 2011 7:38 pm - Council Chambers Chair: Councillor O'Connell 1. That parking tickets issued between December 1 - 16, 2011 be eligible for the Toys for Tickets/Food for Fines promotion, and 2. That the Toys for Tickets / Food for Fines Promotion be implemented for December 15 and 16, 2011. Carried (III) Other Business a) Councillor Pickles gave notice that he would be bringing forward two Notices of Motion at the next Council meeting regarding the Canadian Combat Troops and Pedestrian Safety Improvements for the Brock Ridge Neighbourhood. (IV) Adjournment Moved by Councillor Dickerson Seconded by Mayor Ryan The meeting adjourned at 7:45 pm. 6