HomeMy WebLinkAboutJune 10, 2013 (Joint)Joint Planning & Development and
Executive Committee Meeting Minutes
Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
Present:
Mayor Ryan
Councillors:
K. Ashe
D. Dickerson
B. McLean
J. O'Connell
D. Pickles
P. Rodrigues
Also Present:
P. Bigioni
- Director, Corporate Services & City Solicitor
M. Carpino
- Director, Culture & Recreation
R. Holborn
- Director, Engineering & Public Works
T. Melymuk
Director, City Development
B. Douglas _
- Fire Chief
D. Shields
- City Clerk
S. Karwowski
- (Acting) Division Head, Finance & Treasurer
K. Senior
- Manager, Accounting Services
(1) Disclosure of Interest
No disclosures were noted.
(II) Delegations
Paula Jesty. Deloitte & Touche
Paula Jesty, Deloitte & Touche, appeared before the Committee to present the
results of the 2012 Year End Audit. She summarized the items in the report,
noting no significant deficiencies with regards to internal controls. Ms. Jesty also
explained the reporting requirements and outlined the various audit risk areas.
She noted she would be available to answer any questions.
A brief question and answer period ensued where Ms._Jesty provided clarification
with respect to the unadjusted differences.
Moved by Councillor Dickerson
Seconded by Councillor McLean
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PICKE Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
That the rules of procedure be suspended in order to change the order of business to
allow Part B - Executive Committee Reports to be dealt with first.
Carried
Part B — Executive Committee Reports
1. Director, Corporate Services & City Solicitor, Report FIN 13 -13
2012 Year End Audit
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Ashe
1. That Report FIN 13 -13 of the Director, Corporate Services & Solicitor be
received;
2. That the Year -end Communication Report as submitted by Deloitte LLP
( Deloitte) be received for information; and,
3. That the 2012 draft Audited Consolidated Financial Statements for the City of
Pickering be approved.
Carried
2. Director, Engineering & Public Works, Report ENG 09 -13
Tender for Asphalt Resurfacing on Rosebank Road
- Tender No. T -20 -2013
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Ashe
1. That Report ENG 09713 of the Director, Engineering & Public Works regarding
Tender for Asphalt Resurfacing on Rosebank Road be received;
2. That Tender No. T -10 -2013 as submitted by Coco Paving Inc. for Asphalt
Resurfacing on Rosebank Road in the total tendered amount of $141,025.79
(HST included) be accepted;
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P P, - Executive Committee Meeting Minutes INC
Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
3. That the total gross project cost of $159,310.00 (HST included), including the
tender amount and other associated costs and the total net project cost of
$143,464.00 (net of HST rebate) be approved;
4. That Council authorizes the (Acting) Division Head, Finance & Treasurer to
finance the project in the amount of $143,464.00 from Other Revenue York
Region (South East Collector Enhancements) be approved; and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Carried
3. Director, Engineering & Public Works, Report PW 03 -13
Tender No. T -6 -2013
- Reconstruction of Tennis Courts — David Farr Park and Claremont Park
A brief discussion period ensued. Councillor McLean questioned when the
resurfacing was last done and what the life span was.
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Ashe
That Report PW 03 -13 of the Director, Engineering & Public Works regarding
Tender No. T -6 -2013 for Reconstruction of Tennis Courts - David Farr Park and
Claremont Park be received;
2. That Tender No. T -6 -2013 submitted by Court Contractors Ltd. for
Reconstruction of Tennis Courts - David Farr Park and Claremont Park in the
amount of $224,343.70 (HST included) be accepted;
3. That the total gross project cost of $251,355.00 (HST included) including the
tender amount and other associated costs and the total net project cost of
$226,353.00 (net of HST rebate) be approved;
4. That Council authorize the (Acting) Division Head, Finance & Treasurer to
finance the sum of $226.353.00 as approved in the 2011 and 2013 Capital
Budgets from Parkland Reserve Fund; and
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Executive Committee Meeting Minutes
PICKERING Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
5. That the appropriate City of Pickering officials be authorized to take necessary
action in order to give effect thereto.
Carried
4. Director, Engineering & Public Works, Report PW 04 -13
Supply and Delivery of One New Current Model Year Road Grader
- Quotation No. Q -23 -2013
Discussion period ensued with Councillor Rodrigues questioning how far abroad the
City of Pickering goes when tendering for vendors and how fair value is determined
with respect to trade ins.
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Ashe
1. That Report PW 04 -13 of the Director, Engineering & Public Works regarding
Quotation No. Q- 23- 2013.for the Supply and Delivery of One New Current
Model Year Road Grader be received;
2. That Quotation No. Q -23 -2013 as submitted by Nortrax Canada Inc. in the total
quotation amount of $246,193.10 (HST included), for the Supply and Delivery of
One New Current Model Year Road Grader, including a trade -in on the City's
2002 Volvo 740VHP be accepted;
3. That the total gross project cost of $249,583.00 (HST included), including the
quotation amount and other associated costs, and the total net project cost of
$224,757.00 (net of HST rebate) be approved;
4. That Council authorize the (Acting) Division Head, Finance and Treasurer to
finance the net project cost of $224,757.00 as follows:
a) that the sum of $220,000.00, be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five years, at a
rate to be determined;
b) that the sum of $4,757.00 be funded from property taxes;
c) that the annual repayment charges in the approximate amount $47,000.00 be
included in the annual Current Budget for the City of Pickering, commencing
in 2014 and continuing thereafter until the debenture financing is repaid; and
any financing cost to be paid out of the Current Budget;
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Cif Joint Planning & Development and
' Executive Committee Meeting Minutes
Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
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 thereto.
Carried
5. Director, Engineering & Public Works, Report PW 05 -13
Supply and Delivery of One New 41,000 LB. GVW Dump Truck with Snow Plow
and Wing
- Quotation No. Q -22 -2013
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Ashe
That Report PW 05 -13 of the Director, Engineering & Public Works regarding
the Supply and Delivery of One New 41,000 LB. GVW Dump Truck with Snow
Plow and Wing be received;
2. That Quotation No. Q -22 -2013, as submitted by Tallman Truck Centre Limited
for the Supply and Delivery of One New 41,000 LB. GVW Dump Truck with
Snow Plow and Wing in the amount of $211,310.00 (HST included) be
accepted;
3. That the total gross project cost of $212,440.00 (HST included) and a net
project cost of $191,309.00 (net of HST rebate) be approved;
4. That Council authorize the (Acting) Division Head, Finance &Treasurer to
finance the project as follows;
a) that the sum of $190,000.00 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 $1,309.00 be funded from property taxes;
c) that the annual repayment charges in the approximate amount of $41,000.00
be included in the annual Current Budget for the City of Pickering
commencing in 2014 and continuing thereafter until the debenture financing
is repaid and any financing cost to be paid out of the Current Budget;
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= Executive Committee Meeting Minutes
Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
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.
Carried
6. Director, Corporate Services & City Solicitor, Report FIN 14 -13
Section 357/358 of the Municipal Act— Adjustment to Taxes
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Ashe
1. That Report FIN 14 -13 of the Director, Corporate Services & City Solicitor be
received;
2. That the write -offs of taxes as provided under Section 357/358 of the Municipal
Act, 2001 be approved; and,
3. That the appropriate officials of the City of Pickering be authorized to take the
necessary action to give effect hereto.
Carried
7. Director, Corporate Services & City Solicitor, Report FIN 15 -13
Development Charges —Annual Indexing
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Ashe
1. That Report FIN 15 -13 of the Director, Corporate Services & City Solicitor be
received;
2. That effective July 1, 2013 as provided for in Section 16 of By -law 6978/09, the
Development Charges referred to in Sections 6 and 11 of that By -law be
increased by 0.8 percent; and,
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PICKERING Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
3. That the appropriate officials of the City of Pickering be given authority to give
effect thereto.
Carried
Director, Corporate Services & City Solicitor, Report FIN 16 -13
2013 Property and Liability Insurance Renewal (Six Months)
Discussion ensued with questions raised regarding pooling and whether this had
been looked into for cost savings. It was also questioned when this last went out to
tender, and the City's policy in this regard. It was also questioned how many claims
the City has processed.
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Ashe
That Report FIN 16 -13 of the Director, Corporate Services & City Solicitor
regarding the insurance renewal be received;
2. That the City of Pickering renew its property, liability and other insurance
policies through the Frank Cowan Company for the period July 1, 2013 to
January 1, 2014 in the amount of $391,913 ( plus applicable taxes) and
inclusive of terms and conditions acceptable to the (Acting) Division Head
Finance & Treasurer;
3. That L.V. Walker & Associates be confirmed as the City's Adjuster of Record for
property, liability and other insurance and related matters;
4. That the (Acting) Division Head, Finance & Treasurer be authorized to settle
any claims including any adjusting and legal fees, where it is in the City's
interest to do so;
5. That the (Acting) Division Head, Finance & Treasurer be authorized to
purchase additional insurance, make changes to deductibles and existing
coverages, and alter terms and conditions as becomes desirable or necessary
in order to limit potential liability exposure and to protect the assets of the City
and its elected officials and staff; and,
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= ' ' Executive Committee Meeting Minutes
PICKERING Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
6. That the appropriate officials be authorized to take the necessary actions to give
effect thereto.
Carried
Part A - Planning & Development Committee Reports
Director, City Development, Report PLN 14 -13
Zoning By -law Amendment Application A 3/13
OPB Realty Inc. (Pickering Town Centre)
1355 Kingston Road
No members of the public appeared in support of or opposition to the report.
Recommendation
Moved by Councillor O'Connell
Seconded by Councillor Dickerson
That Zoning By -law Amendment Application A 3/13, submitted by OPB Realty Inc.,
to permit a seasonal outdoor Farmers' Market use on lands municipally known as
1355 Kingston Road, be approved, and that the draft zoning by -law, as set out in
Appendix I to Report PLN 14 -13 be forwarded to City Council for enactment.
Carried
2. Director, City Development, Report PLN 16 -13
Official Plan Amendment Application OPA 12 -002 /P
Draft Plan of Subdivision Application SP- 2012 -02
Draft Plan of Condominium Application CP- 2012 -03
Zoning By -law Amendment Application A 5/12
Nanak Creations Inc.
Part of Lot 1, Plan 388 and Block 39, Plan 40M -2086
(283 -299 Finch Avenue)
Discussion period ensued. Councillor Pickles questioned the water issues in the
area of Shadow Place and whether this had been resolved. Staff were requested to
look into this to ensure there are no other drainage concerns in this area.
Recommendation
Moved by Councillor McLean
Seconded by Councillor Dickerson
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Call Joint Planning & Development and
Executive Committee Meeting Minutes
Monday June 10, 2013
7:00 pm - Council Chambers
Chair: Councillor Pickles
That Official Plan Amendment Application OPA 12- 002 /P, submitted by Nanak
Creations Inc., on lands being Part of Lot 1, Plan 388 and Block 39, Plan 40M-
2086, to redesignate the subject lands from "Urban Residential Areas — Low
Density Areas" to "Urban Residential Areas — Medium Density Areas ", be
approved, as outlined in Appendix I to Report Number PLN 16 -13, and that staff
be authorized to finalize and forward the draft by -law to adopt Amendment No.
24 to the Pickering Official Plan to Council for enactment;
2. That Draft Plan of Subdivision Application SP- 2012 -02, submitted by Nanak
Creations Inc., on lands being Part of Lot 1, Plan 388 and Block 39, Plan 40M-
2086, to establish blocks for residential, road widening and 0.3 metre reserve
uses as shown on Attachment #4 to Report Number PLN 16 -13, and the
implementing conditions as set out in Appendix II, be endorsed; and
3. Further, that Zoning By -law Amendment Application A. 5/12, submitted by Nanak
Creations Inc., to implement the Draft Plan of Subdivision SP- 2012 -02 and to
permit the development of 23 townhouse units on a common element
condominium road, be endorsed as outlined in Appendix III to Report Number
PLN 16 -13, and that staff be authorized to finalize and forward an implementing
Zoning By -law Amendment to Council for enactment.
Carried
(V) Other Business
1). Councillor Ashe requested information be provided with respect to the City of
Pickering's requirements regarding deletion of emails and whether there is a
retention period for retaining deleted emails.
(VI) Adjournment
The meeting adjourned at 8:05 pm.
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