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HomeMy WebLinkAboutMay 14, 2012 City 00 Executive Committee ° � Meeting Minutes ���� 4��� Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean 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 B. Douglas - Fire Chief P. Bigioni - City Solicitor D. Shields - City Clerk K. Thompson - Manager, By-law Enforcement Services L. Harker - Coordinator, Records & Elections (I) Disclosure of Interest No disclosures of interest were noted. (II) Matters for Consideration 1. Chief Administrative Officer's Report, CAO 06-12 By-law to Govern the Proceedings of Council, any of its Committees, the Conduct of its Members and the Calling of Meetings Cat Beattie appeared before the Committee and expressed some concerns with the by-law. She noted her concern with section 8.6, regarding emblems not being allowed in the Council Chambers and felt the word was vague and wondered where you draw the line. Ms. Beattie also expressed concerns with section 13.1(c) regarding petitions and noted that she felt an online petition was valid and should be acceptable. Ms. Beattie thanked the Committee for keeping the delegation time at 10 minutes. 1 citq o0 Executive Committee Iu - - °'� � Meeting Minutes Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CAO 06-12 respecting a by-law to govern the proceedings of Council be received; and 2. That the attached draft Council Rules of Procedure By-law be enacted by Council. Carried Later in the Meeting (Refer to following motions) Moved by Councillor Rodrigues Seconded by Councillor O'Connell That Report CAO 06-12 be referred back to staff and that MASS LBP be engaged to provide public input to the by-law and the Report be brought back to the Executive Committee meeting on September 10th Motion Defeated Moved by Councillor Rodrigues Seconded by Councillor O'Connell That Section 8.6 a) be amended as follows: 8.6 a) Signs, banners, emblems, flags are prohibited in the Council Chambers except by permission of the Chair and that cameras and video recorders will be allowed provided they do not disrupt the decorum of Council. Motion Defeated A question and answer period ensued regarding Section 12.1 Delegations. Moved by Councillor Pickles Seconded by Councillor Dickerson That Section 12.1 Delegations, be referred back to staff for further review. Carried 2 ciiq 00 Executive Committee m• ,' !-� � � Meeting Minutes Ike 01 Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean Moved by Councillor O'Connell Seconded by Councillor Rodrigues That Section 8.15 c) Motions to continue past 12:00 am are not debatable, be deleted. Motion Defeated Moved by Councillor Ashe Seconded by Councillor Rodrigues That Section 8.5 a) A recorded vote shall not be taken on a question before a Committee, be deleted. Carried Moved by Councillor Dickerson Seconded by Councillor O'Connell That Section 4.7 be amended to add the following: c) Members of Council that serve on Advisory Committees may move, second and vote on items. Carried Moved by Councillor Dickerson Seconded by Councillor Rodrigues That Section 12.2 b) be amended as follows: 12.2 b) A delegation will not be permitted to take any unused time allocated to another delegation. Carried The main motion was then Carried. The Committee took a five minute recess at 10:20 pm and resumed at 10:25 pm. 2. Chief Administrative Officer's Report, CAO 10-12 Park Vendor Permits A question and answer period ensued. 3 Cluj Executive Committee Meeting Minutes rd Sal [ Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CAO 10-12 of the City Solicitor regarding the issuance of Park Vendor Permits be received; 2. That a Park Vendor Permit be issued to Donkey Kone Inc. for Kinsmen Park, in accordance with RFP 2-2012; 3. That the attached draft by-law setting out the procedures for the issuance of Park Vendor Permits, be enacted; and 4. That the City Clerk be authorized to issue Park Vendor Permits to future applicants on a "first applied, first issued" basis. Carried 3. Chief Administrative Officer's Report, CAO 11-12 Licensing Private Property Parking Enforcement Officers A question and answer period ensued. Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CAO 11-12 respecting the licensing of private property parking enforcement sites, contractors and officers be received; 2. That the attached draft by-law amending Traffic and Parking By-law 6604/05 to provide regulations for the licensing and appointment of officers to enforce the Traffic and Parking By-law on private property be adopted; and; 3. That the City Clerk be authorized to: (i) appoint licensed private property parking enforcement officers for private property parking enforcement, (ii) implement conditions for licensing and associated fees and (iii) implement private property parking enforcement policies and procedures. Carried 4 Cite o0 ry Executive Committee 1461,_ Meeting Minutes WM11 0tileC Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean 4. Director, Community Services, Report CS 18-12 Tender T-3-2012 —Tender for Dehumidification Upgrade at Pickering Recreation Complex Arena Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CS 18-12 of the Director, Community Services regarding the Dehumidification Upgrade at the Pickering Recreation Complex Arena be received; 2. That Tender No. T-3-2012 submitted by Climate Control Division of Toromont Industries Ltd. in the amount of $281,370.00 (HST included) and a net cost of $253,382.40 be accepted; 3. That the total gross project cost of$315,270 (HST included), including the tender amount and other associated costs, and the total net project cost of $283,910 (net of HST rebate), be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project by transferring $283,910 from the Federal Gas Tax Reserve Fund; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried 5. Director, Community Services, Report CS 19-12 Tender No. T-4-2012 -Tender for the Esplanade Park Walkway and Lighting Replacement Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CS 19-12 of the Director, Community Services regarding Tender No. T-4-2012 for the Esplanade Park Walkway and Lighting Replacement be received; 5 cis Executive Committee I - Meeting Minutes 4 4-11 T Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean 2. That Tender No. T-4-2012 submitted by TBG Landscape Inc., in the total tendered amount of$239,955.90 as the Base Bid for the Esplanade Park Walkway and Lighting Replacement, and $32,594.40 as the Separate Price Schedule for the Valley Farm Road Sidewalk, for a total of $272,550.30 (HST included) and a net cost of$245,439.99 be accepted; 3. That the total gross project cost of$385,176 (HST included) and a net project cost of$346,863 (net of HST rebate) including the total tendered amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to fund the project as follows: a) the sum of$300,000 as provided for in the 2012 Capital Budget be increased to $314,967 and to be funded from the Parkland Reserve Fund and ; b) the additional sum of$31,896 for the reconstruction of the sidewalk on Valley Farm Road to be funded from Federal Gas Tax Reserve Fund; and 5. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Carried 6. Director, Community Services, Report CS 25-12 Tender No. T-11-2012 -Tender for Roof Replacements at Don Beer Arena — Rink 1 and Greenwood Community Centre Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CS 25-12 of the Director, Community Services regarding the Roof Replacements at the Don Beer Arena — Rink 1 and Greenwood Community Centre be received; 2. That Tender No. T-11-2012 submitted by T. Hamilton & Son Roofing Inc. in the amount of$507,709.00 (HST included) and a net cost of$457,207.68 be accepted; 6 citq co Executive Committee Meeting Minutes 711 - T Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean 3. That the total gross project cost of$559,689 (HST included) and a net project cost of$504,017 (net of HST rebate), including the tender amount and other associated costs, be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the projects as follows: a) the sum of$420,000, as provided for in the 2012 Don Beer Arena Capital Budget to be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed ten years at a rate to be determined; b) the balance amount of$4,950 to be funded from property tax; c) the sum of$79,067, as provided for in the 2012 Community Centres Capital Budget be funded from Federal Gas Tax Reserve Fund; d) the annual repayment charges in the amount of approximately $48,600 be included in the annual Current Budget for the City of Pickering commencing 2013, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; e) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to give effect to the foregoing; and 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 7. Director, Community Services, Report CS 26-12 Supply & Delivery of One Telescopic Boom Excavator -2012 Gradall XL4100-IV 6 X 4 Hydraulic Excavator Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 7 Cat' v, Executive Committee � - Meeting Minutes INIS ��' Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean 1. That Report CS 26-12 of the Director, Community Services regarding the supply and delivery of One Telescopic Boom Excavator be received; 2. That Quotation No. GR12-0031 dated April 12, 2012, as submitted by Amaco Equipment for the supply and delivery of One Telescopic Boom Excavator in the amount of$340,560.00 (HST extra) be accepted; 3. That the total gross cost of$384,832 (HST included) and a net cost of$346,554 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows as provided for in the 2012 Capital Budget; a) that the sum of$345,000 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five years, at a rate to be determined; b) that the balance of$1,554 plus issuing costs be funded from property taxes or other revenues available to the Treasurer; c) that the financing and repayment charges in the amount of approximately $74,260 be included in the annual Current Budget for the City of Pickering commencing in 2013 and continuing thereafter until the loan is repaid and any financing cost be paid out of the current budget; 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; 5. That the draft by-law attached to this report be enacted; and 6. Further that the appropriate City of Pickering Officials be authorized to take necessary action to give effect hereto. Carried 8. Director, Corporate Services & Treasurer, Report CST 09-12 Cash Position Report as at December 31, 2011 A question and answer period ensued. Recommendation 8 Cat/ o0 Executive Committee Meeting Minutes -40 I-1 Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean Moved by Councillor Pickles Seconded by Councillor Dickerson It is recommended that report CST 09-12 regarding the 2011 year end cash position from the Director, Corporate Services & Treasurer be received for information. Carried 9. Director, Corporate Services & Treasurer, Report CST 10-12 2012 Annual Repayment Limit for Debt and Financial Obligations A question and answer period ensued. Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson That Report CST 10-12 of the Director, Corporate Services & Treasurer regarding the 2012 Annual Repayment Limit for Debt and Financial Obligations be received for information. Carried 10. Director, Corporate Services & Treasurer, Report CST 11-12 Development Charges Reserve Fund — Statement of the Treasurer for the Year Ended December, 2011 Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson That Report CST 11-12 of the Director, Corporate Services & Treasurer respecting the Development Charges Reserve Fund be received for information. Carried 11. Director, Corporate Services & Treasurer, Report CST 12-12 2011 Building Permit Stabilization Reserve Fund Recommendation 9 citq oq Executive Committee III �• `' _ Meeting Minutes -' 'Li Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean Moved by Councillor Pickles Seconded by Councillor Dickerson That Report CST 12-12 from the Director, Corporate Services & Treasurer regarding the 2011 Building Permit Stabilization Reserve Fund be received for information. Carried 12. Director, Corporate Services & Treasurer, Report CST 13-12 2012 Tax Rates and Final Tax Due Dates for All Realty Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CST 13-12 of the Director, Corporate Services & Treasurer regarding the 2012 tax rates be received; 2. That the 2012 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 June 27, 2012 and September 27, 2012 excluding the industrial, multi-residential and commercial realty tax classes; 4. That the attached By-law providing for the imposition of the tax rates approved under Recommendation 2 and 3 above, be read three times and approved; 5. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Carried 10 cis Executive Committee _.. � Meeting Minutes W-'-— IK Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean 13. Director, Corporate Services & Treasurer, Report CST 14-12 2011 Pre-Audit Balances of Reserves and Reserve Funds Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson That Report CST 14-12 of the Director, Corporate Services & Treasurer regarding the 2011 pre-audit balances of reserves and reserve funds be received for information. Carried 14. Director, Corporate Services & Treasurer, Report CST 15-12 Investment Portfolio Activity for the Year Ended December 31, 2011 Ontario Regulation 292/09 under the Municipal Act, 2001 Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson That Report CST 15-12 of the Director, Corporate Services & Treasurer regarding Investment Portfolio Activity for the Year Ended December 31, 2011 be received for information. Carried 15. Director, Corporate Services & Treasurer, Report CST 16-12 Purchasing Policy - Revision Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CST 16-12 of the Director, Corporate Services & Treasurer regarding revision to the Purchasing Policy be received; and, 2. That Council approve the revised wording to the Purchasing Policy, Section 17, as presented in Attachment 1 to this report. Carried 11 cal 00 Executive Committee � •� - _- i Meeting Minutes _li_C1010�1 01 Monday, May 14, 2012 7:50 pm - Council Chambers Chair: Councillor McLean (III) Other Business 1) The Chief Administrative Officer was requested to action the following; a) Councillor McLean advised the Committee that the Police Services Board has been discussing the next generation of communication technology. As buildings go up, this could affect the communications of this equipment. Councillor McLean questioned what the Police Services Board would have to do to be added to the circulation list for agency commenting. 2) Councillor McLean requested that staff keep Council up to date with the federal government appeal of the Ontario court ruling to decriminalize bawdy houses. 3) Councillor Dickerson requested an update on the report of the election of Regional Councillors at large for the 2014 Election. (IV) Adjournment The meeting adjourned at 10:50 pm. 12