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.
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- - °'� � 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
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m• ,' !-� � � Meeting Minutes
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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.
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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
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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;
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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;
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Meeting Minutes
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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
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� - 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
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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
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�• `' _ 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
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_.. � Meeting Minutes
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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
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� •� - _- 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.
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