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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 1 eitq o0 Joint Planning & Development and Executive Committee Meeting Minutes 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; 6 citq a0 �� Joint Planning & Development and 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 3 c� °o Joint Planning & Development and 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; Iv' 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; 5 c� "o 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. 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, R c� 4 Joint Planning & Development and ' - Executive Committee Meeting Minutes 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, 7 city as Joint Planning & Development and = ' ' 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 W 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. D