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HomeMy WebLinkAboutJuly 2, 2013 (Joint)(1) Delegations Joint Planning & Development & Executive Committee Meeting Glenn Jager Ontario Power Generation Re: Update on OPG Pickering Nuclear Agenda Tuesday, July 2, 2013 Council Chambers 7:00 pm Chair: Councillor Rodrigues Part "A" Planning Information Reports Page Nos. Subject: Information Report No. 07 -13 1 -7 Zoning By -law Amendment Application A 4/13 Move Source Inc. 1454 & 1456 Altona Road Part "B" Planning & Development Committee Reports 1. Director, City Development, Report PLN 10 -13 8 -27 Downtown Pickering Intensification Study Built Form Vision (Phase 1) (Part of the Pickering Official Plan Review) Recommendation That Report PLN 10 -13 of the Director, City Development, regarding the Downtown Intensification Study be received for information; 2. That Council endorse in principle the Downtown Pickering — A Vision for Intensification and Framework for Investment Report prepared by Urban For information related to accessibility requirements please contact Accessible Linda Roberts PICKElt N G Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Iroberts @pickering.ca Alternate formats available upon request at 905.683.7575 C'� _ o� Joint Planning & Development & �� _ Executive Committee Meeting Agenda PICKERING Tuesday, July 2, 2013 Council Chambers 7:00 pm Chair: Councillor Rodrigues Strategies Inc. dated June 2013 as set out in the Executive Summary Excerpt in Appendix I to Report PLN 10 -13, and authorize staff to initiate an Official Plan Amendment and to finalize the Urban Design Guidelines to implement the vision and redevelopment framework; 3. That Council accepts the proposal dated June 12, 2013 from Urban Strategies Inc. to prepare a new Downtown Zoning By -law and to assist staff with finalizing the Urban Design Guidelines to implement Phase 2 of the Downtown Intensification Study in an amount including disbursements not to exceed $107,350 (HST included), and a net cost not to exceed $96,672 (net of HST rebate); 4. That the (Acting) Division Head, Finance & Treasurer be authorized to finance the project from property taxes and Continuing Studies Reserve as provided in the approved 2013 Current Budget for Planning, Consulting & Professional account 2611.2392.0000; 5-. That the appropriate City of Pickering officials be authorized to enter into any agreements to give effect hereto, 6. That staff be authorized to apply to the Ministry of Infrastructure for funding through the Places to Grow Implementation Fund to assist staff in initiating a broad community engagement program as part of the review of intensification and redevelopment opportunities along the City's corridors and nodes outside of the downtown, as part of the City's Growth Plan Implementation exercise; and, 7. Further, that a copy of Report PLN 10 -13 be forwarded to the Region of Durham and the Toronto and Region Conservation Authority for information. Part "C" Executive Committee Reports Director, Culture & Recreation, Report CR 17 -13 28 -97 Community Engagement Strategy Report - Status Update & Priorities for 2013 -2014 Recommendation C-itq '10 Joint Planning & Development & Executive Committee Meeting _ Agenda PICKERING Tuesday, July 2, 2013 Council Chambers. 7:00 pm Chair: Councillor Rodrigues That Council receive Report CR 17 -13 regarding the City, of Pickering Community Engagement Strategy; and 2. That Council authorize staff to complete nine key community engagement priorities in 2013 and 2014; and 3. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 2. Director, Culture & Recreation; Report CR 18 -13 98 -109 Don Beer Arena Pro Shop Agreement -XPRT Marketing & Promotions Recommendation That Report CR 18 -13 of the Director, Culture & Recreation regarding the Concession License Agreement of the Don Beer Arena Pro Shop be received; and 2. That the Mayor and Clerk be authorized to execute the Concession License .Agreement pursuant to which XPRT Marketing & Promotions will be permitted to operate the Don Beer Arena Pro Shop from September 1, 2013 to April 30, 2016, that is in the form and substance acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor. 3. Director, Engineering & Public Works, Report ENG 06 -13 110 -121 Safe Pedestrian. Crossings at Acorn Lane and Old Brock Road Recommendation That Report ENG 06 -13 of the Director, Engineering & Public Works regarding Safe Pedestrian Crossings at Acorn Lane and Old Brock Road, in response to resident concerns and Resolution #156/12 be received; 2 :That an all -way stop at Old Brock Road and Acorn Lane not be supported based on previous traffic studies, results of the review of traffic operations, input from Durham Regional Police, community consultation and staff recommendation; Joint Planning & Development & Executive Committee Meeting Agenda Tuesday, July 2, 2013 Council Chambers 7:00 pm Chair- Councillor Rodrigues 3 That pedestrians ahead warning signage be installed for both the northbound and southbound direction on Old Brock Road in the vicinity of the Claremont Community Centre and Acorn Lane; and 4. That traffic calming measures on the entire limit of Old Brock Road be investigated further with the participation with'the Community as a whole and the Durham Regional Police, and for staff to report back to Council by December 2013. 4. Director, Engineering & Public Works, Report PW 02 -13 122 -125 Memorandum of Understanding for the Winter Maintenance of Crossing Roads and Detour Roads during the Design and Construction of Hwy 407 East in the City of Pickerinq Recommendation That Report PW 02 -13 of the Director, Engineering & Public Works regarding a Memorandum of Understanding for the Winter Maintenance of Crossing Roads and Detour Roads during the Design and Construction Phase of Hwy 407 East in the City of Pickering be received; and 2. That Council authorize the Mayor and City Clerk to execute a Memorandum of Understanding with the OMR 407 East Development Group General Partnership that is in a form to the satisfaction of the Director, Engineering & Public Works, (Acting) Division Head, Finance & Treasurer, and the Director, Corporate Services & City Solicitor. 5. Director, Corporate Services & City Solicitor, Report FIN 17 -13 126 -131 2013 Final Tax Due Dates for Commercial, Industrial and Multi- Residential Realty Tax Classes Recommendation 1. That Report FIN 17 -13 of the Director, Corporate Services & City Solicitor be received; 2. That the Director, Corporate Services & City Solicitor be authorized to issue the final 2013 Tax Bills for Commercial, Industrial and Multi- residential properties with a due date of September 16, 2013; Joint Planning & Development & Executive Committee Meeting Agenda Tuesday, July 2, 2013 Council Chambers 7:00 pm Chair: Councillor Rodrigues 3. That the (Acting) Division Head, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure that the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By -law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. (II) OTHER BUSINESS (III) ADJOURNMENT Information Report to Planning & Development Committee PICKERING Report Number: 07 -13 Date: July 2, 2013 From: Catherine Rose (Acting) Chief Planner Subject: Zoning By -law Amendment Application A 4/13 Move Source Inc. 1454 & 1456 Altona Road 1. Purpose of this Report The purpose of this report is to provide preliminary information on a Zoning By -law Amendment application, submitted by Move Source Inc., to rezone the subject properties in order to facilitate the creation of 3 new residential lots fronting onto Fawndale Road. This report contains general information on the applicable Official Plan and other related policies, and identifies matters raised to date. This report is intended to assist members of the public and other interested stakeholders to understand the proposal. Planning & Development Committee will hear public delegations on the application, ask questions of clarification and identify any planning issues. This report is for information and no decision on this application is being made at this time. Staff will bring forward a recommendation report for consideration by the Planning & Development Committee upon completion of a comprehensive evaluation of the proposal. 2. Property Location and Description • the subject lands comprise two properties located on the west side of Altona Road, south of Littleford Street, which have a combined area of approximately 0.2 of a hectare (see Location Map, Attachment #1) • the subject properties have approximately 46 metres of frontage along Altona Road and Fawndale Road • currently the properties have access onto Altona Road, whereas the residential lots immediately to the north and south have access onto Fawndale Road • surrounding lands uses include established low density residential development consisting of detached dwellings, and Elizabeth B. Phin Public School at the southeast corner of Altona Road and Rougemount Drive • the single- storey detached dwellings that exist on each property are proposed to be demolished Information Report No. 07 -13 3. Applicant's Proposal Page 2 the applicant has requested to amend the existing zoning from "R3" — Third Density Residential Zone to "S2" — Single Residential Zone the purpose of the rezoning is to allow for the creation of three lots, for detached dwellings fronting onto Fawndale Road, with a minimum lot frontage and lot area of 13.5 metres and 400 square metres, respectively (see Applicant's Submitted Plan, Attachment #2) Region of Durham Land Division applications are required in order to sever parts of the existing residential lots to create the additional lot 4. Policy Framework 4.1 Durham Regional Official Plan the Durham Regional Official Plan designates the subject property as "Urban Residential — Living Area "; lands in this designation shall be used predominantly for housing purposes the plan states that "Living Areas" shall be developed in compact form through, higher density and by intensifying and redeveloping existing areas the proposal appears to conform to the policies of the Regional Plan 4.2 Pickering Official Plan • the Official Plan designates the subject properties as "Urban Residential — Low Density Area" within the Rougemount Neighbourhood; lands with this designation are intended primarily for housing • Low Density Areas permit a maximum net residential density of 30 units per net hectare; the proposal for three lots would have a net residential density of approximately 15 units per net hectare • to protect and enhance the character of established neighbourhoods, the Pickering Official Plan identifies that such matters as building height, yard setbacks, lot coverage, access to sunlight, parking provisions and traffic implications should be considered • the proposal complies with the policies of the _Official Plan; details of the application will be assessed against the policies and provisions of the Pickering Official Plan during the processing of the application 4.3 Zoning By -law 3036 the subject properties are zoned "R3" — Third Density Residential Zone, which permits a detached dwelling on a residential lot with a minimum lot frontage of 18.0 metres and a minimum lot.area of 550 square metres an amendment to the zoning by -law is required to facilitate the applicant's proposal Information Report No. 07 -13 5. Comments Received 5.1 Resident Comments • none received in response to the revised circulation to date 5.2 Agency Comments • none received in response to the revised circulation to date 5.3 City Departments Comments Page 3 Development Control no issues or concerns have been identified at this time 6. Planning & Design Section Comments The following matters have been identified by staff for further review and consideration: • appropriateness of the proposed lot frontage and lot area, which appear to be consistent with the established lotting pattern within the immediate neighbourhood (see Existing Lot Frontages, Attachment #3) • appropriateness of the applicant's request to rezone the lands to "S2 ", which is consistent with the zoning on the lands immediately to the north, south, and west, across Fawndale Road • establishment of appropriate performance standards such as, but not limited to, yard setbacks, lot coverage, maximum building height and maximum garage projection to ensure compatibility with the existing character of the surrounding area • review of the height and design of the noise fence along Altona Road • the City Development Department will conclude its position on the application after it has received and assessed comments from the circulated departments, agencies and public 7.' Information Received Full scale copies of the plans and studies listed below are available for viewing at the offices of the City of Pickering, City Development Department: Concept Plan Planning Rationale & Sustainable Development Report Noise Study Information Report No. 07 -13 8. Procedural Information 8.1 General Page 4 • written comments regarding this proposal should be directed to the City Development Department • oral comments may be made at the Public Information Meeting • all comments received.will be noted and used as input to a Planning Report prepared by the City Development Department for a subsequent meeting of Planning & Development Committee of Council • any member of the public who wishes to reserve the option to appeal Council's decision must provide comments to the City before Council adopts any by -law for this proposal • any member of the public who wishes to be notified of Council's decision regarding this proposal must request such in writing to the City Clerk 9. Owner /Applicant Information • N. Punithasingam and P. Perera respectively own the properties municipally known as 1454 and 1456 Altona Road • Move source Inc. is the applicant for this application • McDermott & Associates Limited is the acting agent for this application Attachments 1. Location Map 2. Applicant's Submitted Plan 3. Existing Lot Frontages Prepared By: Approved /Endorsed By: shley, Ye rw od, MP Catherine Rose, M611, RPP lann, r (Acting) Chief Planner J Nilesh 8Vrti, MCIP, RPP Manager, Development Review & Urban Design AY:jf Attachments Date of Report: June 14, 2013 Copy: Director, City Development Attachment # —to� _ �� Information Report# D M w Y O J O w Q O G LAWSON STREET TWYN RIVERS DRIVE SHEPPARD AVENUE ST. MONICA S SEPARATE SCHOOL HOWELL w RICHARDSON STREET Q 0 CRESCENT STREET LITTLEFORD EH N SUBJEC o OUR PROPERT ES w w ° ELIZABETH E Q B. PHIN o STOVER CRESCENT ° PUBLIC Y = w SCHOOL J Q ° Z W > FIDDLERS F � HOOVER DRIVE � ° 0 TOMI NSON CRT g z �GC� DOLYN w 0- o G a STREET G 9`�Fl Q o ° DRIVE w O O CL, E 9� 00 Z � O m Z77 U ROUGE HILL City of Pickering City Development Department PROPERTY DESCRIPTION 1454 & 1456 Altona Road(Part of Lot 33, B.F.C, Range 3, Pts 1 & 3 Plan 40R- 18823) OWNER N. Punithasingam & P. Perera (Move Source Inc.) DATE June 5, 2013 DRAWN BY JB FILE No. A 004/13 SCALE 1:5,000 CHECKED BY AY N aTeranet oEnierpri.es Ino. and its suppliers. All right. R--ed. Not a plan of curve,.. 2012 A. antl its suppliers. All ri hts Reservetl. Not a Ian of Surve . PN -5 O O o: W J Q Attachment # to Information Reoort# 0 7 13 Information Compiled from Applicant's Submitted Plan A 04/13 N. Punithasingam & R Perera (Move Source Inc.) Y J W U) O ry Q Z O Q This map was produced by The City Of Pickering City Development Department, Planning Information Services Mapping and Design, June 4, 2013. Attachment #-L-to Information Report# DZ-i 3 RICHARDSON STREET T- ° 0 15.0 15.0 15.0 15.0 15.0 15.0 15.0 15.0 15.0 15.0 13.0 15.217,9 17,7 15� 1 5� 15A STREET 16.2 116.2 15.0 O z LITTLEF�� .5 15.0 0 18.7 M j N M cu __ SUBJECT ' OPERTIES CU N � UI M M \M / In M V V O ° ry Ln 15,0 15.0 15.0 15.0 15.0 � ° w STOVER CRESCENT 0 r I 15.0 15.0 15.0 15.0 15.0 15.0 15.0 15.0 17.8 ��' W 15.0 W v m O Q v 0 ° _ z O 22.5 20.0 20' � Q 16.2 16.2 15.0 15.0 15.0 15.0 15.0 15.0 .0 .0 15,0 17.8 Q O 0 HOOVER DRIVE 17.9 N 22,5 Q Q zw DO wg as City of Pickering City Development Department PROPERTY DESCRIPTION 1454 & 1456 Altona Road(Part of Lot 33, B.F.C, Range 3, Pts 1& 3 Plan 40R- 18823) OWNER N. Punithasingam & P. Perera (Move Source Inc.) DATE June 12, 2013 DRAWN BY JB FILE No. A 004/13 Lot Frontages SCALE NTS CHECKED BY AY H oTera et `Enterprises Inc. antl Al suppliers. All rights Reservetl. Not a plan of survey. 2012 MPAC antl its suppliers. All ri hts Reserved. Not a plan of Survey. PN -5 eft,, 4 Report to Planning & Development Committee PICKERIlyG Report Number: PLN 10 -13 Date: July 2, 2013 From: Thomas Melymuk Director, City Development Subject: Downtown Pickering Intensification Study Built Form Vision (Phase 1) (Part of the Pickering Official Plan Review) File: D- 2000 -014 Recommendation: That Report PLN 10 -13 of the Director, City Development, regarding the Downtown Intensification Study be received for information; 2. That Council endorse in principle the Downtown Pickering — A Vision for Intensification and Framework for Investment Report prepared by Urban Strategies Inc. dated June 2013 as set out in the Executive Summary Excerpt in Appendix I to Report PLN 10 -13, and authorize staff to initiate an Official Plan Amendment and to finalize the Urban Design Guidelines to implement the vision and redevelopment framework; 3. That Council accepts the proposal dated June 12, 2013 from Urban Strategies Inc. to prepare a new Downtown Zoning By -law and to assist staff with finalizing the Urban Design Guidelines to implement Phase 2 of the Downtown Intensification Study in an amount including disbursements not to exceed $107,350 (HST included), and a net cost not to exceed $96,672 (net of HST rebate); 4. That the (Acting) Division Head, Finance & Treasurer be authorized to finance the project from property taxes and Continuing Studies Reserve as provided in the approved 2013 Current Budget for Planning, Consulting & Professional account 2611.2392.0000; 5. That the appropriate City of Pickering officials be authorized to enter into any agreements to give effect hereto; 6. That staff be authorized to apply to the Ministry of Infrastructure for funding through the Places to Grow Implementation Fund to assist staff in initiating a broad community engagement program as part of the review of intensification and redevelopment opportunities along the City's corridors and nodes outside of the downtown, as part of the City's Growth Plan Implementation exercise; and, 7. Further, that a copy of Report PLN 10 -13 be forwarded to the Region of Durham and the Toronto and Region Conservation Authority for information. Report PLN 10 -13 Subject: Downtown Intensification Study July 2, 2013 Page 2 Executive Summary: The purpose of this Report is to present the report entitled Downtown Pickering — A Vision for Intensification and Framework for Investment (Vision and Framework Report) prepared by Urban Strategies Inc., in association with HDR /iTrans, and Halsall Associates. The Vision and Framework Report is a result of one and a half years of study and enhanced public engagement by Urban Strategies and City staff. It contains a comprehensive framework for intensification, investment and growth management in downtown Pickering to 2031 and over the longer term. The public engagement process consisted of interviews with key stakeholders, a day long interactive design workshop to discuss and consider challenges and opportunities in the downtown, and three community open houses to solicit input and feedback regarding the development of a built form vision, proposed official plan policy recommendations, design guideline recommendations and a zoning strategy for downtown. A fourth open house will be held on July 2, 2013, to present the key recommendations from the consultant's report and will be followed by a presentation to the Joint Planning and Executive Committee meeting. Staff is recommending that Council authorize staff to initiate an Official Plan Amendment, and to extend the engagement of Urban Strategies to prepare the associated Zoning By -law and to assist staff with finalizing the Urban Design Guidelines to implement the downtown vision. The Ministry of Infrastructure recently created a Places to Grow Implementation Fund that provides funding opportunities to municipalities and other organizations with the implementation or evaluation of growth planning in Ontario. It is recommended that Council authorize staff to apply to the Ministry of Infrastructure for funding through the Places to Grow Implementation Fund to assist staff in undertaking a broad community engagement program as part of the review of intensification and redevelopment opportunities outside of the downtown. Financial Implications: Proposal Amount Proposed Cost (including disbursements) $85,000 Optional Amount — Public Meeting 10,000 Total Cost $95,000 HST (13 %) 12,350 Gross Proposal Cost $107,350 HST Rebate (11.24%) (10,678) Net Proposal Cost to City 96 672 Report PLN 10 -13 July 2, 2013 Subject: Downtown Intensification Study Page 3 The 2013 Current Budget for Planning & Design section of the City Development Department contains a provision of $50,000 for the Downtown Intensification Program. Due to the importance of this project, uncommitted funds from other consulting studies in Planning & Design will be directed to this initiative in order to provide sufficient funding for this project to proceed. These other studies were to be financed from property taxes and the Continuing Studies Reserve. Note that the optional, amount included on the above table is between $8,000 to 10,000. This optional provision is for a coordinated public meeting and council presentation when the by -law is finalized. Staff are not sure if this item will be required at this time. For the purpose of this report, a maximum provision has been included. 1. Background 1.1 In December 2011, City Council approved the proposal submitted by Urban Strategies Inc., in association with HDR/iTrans and Halsall Associates, to undertake a study related to the Downtown Intensification Program The key focus of the study was to establish a built form vision for the downtown. In support of the vision, Urban Strategies prepared supporting official plan policy recommendations, design guideline recommendations and a zoning strategy through a comprehensive public engagement process. 1.2 The Downtown Intensification Study consisted of a highly collaborative process to engage the public, agencies and stakeholders The following is a summary of the key elements from the public engagement process: February 15, 2012: Interviews were held with key stakeholders, including landowners, local residents and representatives from the Greater Toronto Marketing Alliance, Ontario Power Generation, Durham College, the Ajax- Pickering Board of Trade, the Durham West Arts Centre, the Toronto and Region Conservation Authority (TRCA) and Durham Region, to discuss key issues and opportunities within the downtown March 7, 2012: The first community open house was attended by approximately 120 people to confirm the assessment of current conditions and to develop guiding principles and a vision statement for the future of downtown Report PLN 10 -13 July 2, 2013 Subject: Downtown Intensification Study Page 4 • May 10, 2012: A day long stakeholder workshop was held to discuss future considerations and opportunities in the downtown with specific emphasis on public space, built form, mobility and place- making being the important drivers for growth within the downtown. A scale model of the downtown was available at the workshop. The outcome of these discussions resulted in plans, drawings and new buildings being added to the scale model, and were displayed at the second community open house held later that evening, attended by approximately 50 people • February 13, 2013: The third community open house was attended by approximately 36 people. The draft vision and policy directions were presented for the downtown, followed by round table sessions to receive input on the types of uses and buildings, how people get around, and public and green spaces. Participants in each group talked about what they liked about the proposed vision, what they would like to see done differently, and what was missed in their focus areas In addition to the open house sessions, there were a number of meetings with representatives from Pickering Town Centre and Loblaws, and with the landowners from Downtown South to consider challenges, opportunities and design concepts that could potentially enhance the redevelopment of these lands. A number of ideas and concepts that came out of these meetings were carried forward into the proposed built form vision 2. Discussion 2.1 The Vision and Framework Report contains a comprehensive framework for intensification, investment and growth management in Downtown Pickering to 2031 and over the longer term An outline of the Vision and Framework Report is provided below: • Chapter 1: Background & Context - provides the context for the downtown study and explains existing conditions • Chapter 2: The Vision - articulates the community vision for the downtown and includes a vision statement, guiding principles to direct development and investment in the downtown, and the key features of the long term built form vision to 2031 and beyond • Chapter 3: Place- making & Sustainability - identifies the main place- making opportunities within the downtown and contains policy recommendations for new attractions, establishments, public spaces and sustainability initiatives to make the downtown a distinct place Report PLN 10 -13 Subject: Downtown Intensification Study July 2, 2013 Page 5 • Chapter 4: Public Realm - provides an outline of the proposed public realm network for the downtown, a description of the different types and functions of open spaces, design considerations and recommended policy directions Chapter 5: Mobility - outlines the proposed mobility network and policy directions for the downtown consisting of the: • Street Network (new road connections, road types, function and cross - section details) • Transit Network (existing, planned and potential transit routes with the main focus on the GO Station, the Transit Hub north of the 401 and priority transit waiting areas) • Pedestrian Network (existing and proposed pedestrian network with the focus on the hierarchy of pedestrian routes, trials and midblock connections, road crossings and pedestrian connectivity across the Pickering Town Centre lands) • Cycling Network (consisting of a connected network of existing and proposed dedicated on- street lanes and multi -use paths) • Parking provisions in downtown and policy recommendations regarding the location, design, and access to parking • Chapter 6: Land Use and Built Form — contains objectives and proposed policy recommendations and design guidelines for land use designations and built form, with specific attention to building heights, transitioning and massing, street edge design, building materials and green design • Chapter 7: Precincts — contains descriptions, images and proposed policy recommendations for the development and redevelopment for the six precincts identified through the downtown study • Chapter 8: Growth to 2031 - identifies the areas in the downtown anticipated to grow and redevelop within the 2031 horizon, and provides supportive policy recommendations to achieve the population and employment targets. A key assumption set for the population and employment growth targets to 2031 is a resident to job ratio of 1:1, which is similar to the existing ratio in the downtown and complementary to attaining a `complete' community in the downtown over time • Chapter 9: Implementation - sets out the steps and technical studies in support of implementing the vision and development framework, and also proposes a list of strategic capital projects that could serve as catalysts for development or redevelopment in the downtown Report PLN 10 -13 Subject: Downtown Intensification Study July 2, 2013 Page 6 • Appendices - contains a discussion and recommendations on a zoning strategy for downtown Pickering, which is based on the consultant's analysis of zoning by -law models, review of Pickering's current zoning by -laws, and their experience with zoning by -laws in the Greater Toronto Area, Canada and the United States of America A copy of the Vision and Framework Report has been circulated to members of Council under separate cover and the document has also been posted on the City's website. Staff supports the report as a framework for intensification, investment and growth management in downtown Pickering to 2031. It is consistent with the Urban Growth Centre policies in the Growth Plan for the Great Golden Horseshoe, the designation of an Anchor Hub in Metrolinx's Big Move and the policies in the Region of Durham's Growth Plan conformity amendment (ROPA 128). It is therefore'recommended that Council endorse in principle the Downtown Pickering — A Vision for Intensification and Framework for Investment Report prepared by Urban Strategies Inc. dated June 2013. 2.2 The Vision and Framework Report sets the stage to initiate an Official Plan Amendment for the downtown and to finalize Urban Design Guidelines With Council's endorsement of the Vision and Framework Report, there is a need to move forward with the implementation phase over the summer. The policy recommendations in the Vision and Framework Report provide the basis for staff to prepare an Official Plan Amendment to add new policies and population and employment targets for downtown Pickering. The Vision and Framework Report provides the basis for finalizing the Urban Design Guidelines and preparing a new Downtown Zoning By -law. It is recommended that Council authorize staff to initiate an Official Plan Amendment and to finalize the Urban Design Guidelines to implement the vision and redevelopment framework. 2.3 It is most appropriate that Urban Strategies Inc. be retained to prepare a new Downtown Zoning By -law At staff's request, Urban Strategies Inc. submitted a proposal to prepare a Downtown Zoning By -law and to assist staff in finalizing the Urban Design Guidelines (see Proposed Scope and Budget for Downtown Pickering Zoning By -law in Appendix II). The proposed amount was $85,000 excluding HST. There was a further $10,000 proposed as an optional budget amount for a public meeting at the end of Phase 3 of their work program. At this time, staff are not sure if this meeting will be necessary. As a result, the project cost may be in the range of $85,000 to $95,000 excluding HST, resulting in a net cost to the City in the range of $86,496 to $96,672, after HST rebate. Report PLN 10 -13 Subject: Downtown Intensification Study July 2, 2013 Page 7 The amount provided in the 2013 Current Budget for the Planning & Design section, Consulting & Professional, Downtown Intensification Program is $50,000, of which a-portion has already been committed to complete earlier work. Due to the importance of this project, uncommitted funds from other consulting projects budgeted or carried over in the Planning & Design section will be redirected to provide sufficient funding in order to retain the consulting services of Urban Strategies. In accordance with the Purchasing Policy item 10.05, where the project or annual cost of a consulting or professional service assignment is expected to be more than $30,000 and the initiating Director intends to acquire the service without obtaining written proposals, the Director shall submit a report to Council to obtain approval to engage the services of a particular consultant. Staff believes retaining Urban Strategies to prepare the draft Zoning By -law would provide the best value to the City. Their involvement and familiarity with the downtown area, their experience and engagement with the downtown community and key stakeholders, and their broad portfolio and skill set to formulate similar zoning by -laws for other urban communities, are proven assets to capitalize on and to maintain the momentum. Therefore, it is recommended by the Director that Council retain Urban Strategies Inc. to prepare a new Downtown Zoning By -law. 3. Next Steps 3.1 A fourth community open house is scheduled for the afternoon of July 2, 2013, followed by an evening presentation to the Joint Planning and Executive Committee meeting on the project deliverables A fourth community open house is scheduled for the afternoon of July 2nd where information on the proposed built form vision, urban design guidelines, official plan policy directions and zoning strategy will be provided. The open house will be followed in the evening by a presentation by Urban Strategies on the project deliverables to the Joint Planning and Executive Committee meeting. 3.2 The Ministry of Infrastructure's Places to Grow Implementation Fund may be available to help engage residents in future discussions on intensification and redevelopment opportunities outside of the downtown With the approval of ROPA 128 and the Downtown Intensification Study moving into the implementation phase, staff will need to recommence its Growth Plan conformity exercise. This includes a review of possible intensification and redevelopment opportunities along the City's corridors and nodes outside of the downtown. It would be appropriate to initiate a broad community engagement program similar to the downtown study so that the ideas and opinions of Pickering residents and businesses can be incorporated from the onset of the review. Report PLN 10 -13 Subject: Downtown Intensification Study July 2, 2013 Page 8 Recently, the Ministry of Infrastructure announced the creation of a Places to Grow Implementation Fund which provides funding to municipalities and other organizations engaged in the implementation, advancement or evaluation of growth planning in Ontario. Projects eligible for funding include projects to train, educate and /or communicate public awareness and understanding of growth planning principles and solutions. It is recommended that Council authorize staff to apply to the Ministry of Infrastructure for funding through the Places to Grow_ Implementation Fund to assist staff in initiating a broad community engagement program as part of the review of areas outside of the downtown. Appendices: Appendix I Executive Summary Excerpt from the Downtown Pickering — A Vision for Intensification and Framework for Investment Report prepared by Urban Strategies Inc., dated June 2013 Appendix II Proposed Scope and Budget for Downtown Pickering Zoning By -law from Melanie Hare /Anthony Greenberg, Urban Strategies Inc. dated June 12, 2013 Report PLN 10 -13 Subject: Downtown Intensification Study Prepared By: D" Jacobs, MCIP, RPP rincipal Planner — Policy Grant McGregor, MCIP, PP Manager, Sustainability Special Projects DJ:GM:Id Recommended for the consideration of Pickering i y Cou cil Tony Prevedel, P.Eng. Chief Administrative Officer July 2, 2013 Page 9 Approved /Endorsed By: Catherine Rose, MCIP, OP (Acting) Chief Planner Thom s Melym k, IP, RPP Director, City Development Stan arwowski (Acting) Division Head, Finance & Treasurer Appendix I to Report PLN 10 -13 Executive Summary Excerpt from the Downtown Pickering A Vision for Intensification and Framework for Investment Report prepared by Urban Strategies Inc,, dated June 2013 _ its Ti- VVIP, e Y } ,,•�'; lid t Gam' •,.,ra• � tii .i 1\ _ " "-'" � 1: .1 X Ilk i LLJ W Z O z cc w Y U d Z O I- Z 0 0 U) "O N O i L (ll E C m m .O -C N O .Q' ` cn O C C +C T 0- 0- - Cf) O +J (a cn "O C -O (n C V 0 f1 U Q (B O (6 O� fn (ll C (ll YLD 6 C m Q f6 U C fn (n O to S? i N i U (II U fll (n U o C � s o o '> f } Q p a a p o fu ii (n O C R 6 c a) N YzCO Co +� p C N p .� (n (n ` O fll +� p O (6 bA d (6 LO E u, � (6 L N U v U) U ++ C � C O ++ .� 4-- Q) C � � O � � C � Q) X O Vi +0 � O >i ,0 � � � y � L � CO > N CO O O uOj O p (6 *� U C p V C (6 U >� U U) L fly C Cl) X •� a� (ll ~ O O cn O L L'10 L Q O = fn T > O C C C fll "t3 t3 C p U 0 C (B T3 p N (%) c s U o E p C > N p C (II E O +� CO co y C Q E f6 — +J O C a O o a E .O C o O L (6 fll E p E OU C + -6 (ll "6 O 0 to ,O i f3 (ll p i u) i p C O O O O O "a O p, O C fll -0 C O "O C f6 U i O ++ M Q Q > U fB C O t0 U N V m E - in (� O f ? 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Ext Toronto, ON Canada M5T 2C8 fax 416 340 8400 www.urbanstrategies.com mhare@urbanstrategies.com June 12, 2013 Downtown Pickering Intensification Study Grant McGregor /Catherine Rose Melanie Hare /Anthony Greenberg MEMO Project Number 11112 Subject Proposed Scope and Budget for Downtown Pickering Zoning By -Law .............................................................................................. ............................... As requested, please find below a proposed scope and budget for preparation of a new Zoning By -law and extract the previously prepared Urban Design Guidelines to implement the Downtown Pickering Vision and Redevelopment Framework. With the finalization of the Downtown Pickering: Vision for Intensification and Framework for Investment, there is a need to prepare three related components of implementing policies: an Official Plan Amendment, Urban Design Guidelines and a Zoning By -law. This proposal outlines a scope and budget for Urban Strategies, working collaboratively with City Planning staff and Legal Counsel, to take the lead role in drafting the Zoning By -Law and related schedules, and to extract the Urban Design Guideline Recommendations from the Downtown Pickering: Vision for Intensification and Framework into a standalone document. The Zoning By -Law and Urban Design Guidelines will complement but not duplicate the policies of the Official Plan Amendment (to be prepared by City Staff). With regard to the Zoning By -law, we propose to utilize a combination of a traditional, performance -based and form based zoning approaches to adequately address the complex and urban nature of development planned for the Downtown. Building on the Vision and Redevelopment Framework, the Zoning By -Law will be structured with an overall set of provisions and also precinct- specific provisions which address various aspects of built form, urban design and mobility including: • Massing, including height, floor plate size, lot coverage, and stepbacks; • Siting & Location of buildings and open space; • Materiality, including glazing and other design considerations; • Parking standards and design requirements; • Public realm and parkland requirements; • Mobility related infrastructure such as bicycle parking facilities, private driveways and loading /servicing areas; • Phasing and holding provisions. The proposed scope contains three phases and includes opportunities for City team working meetings, consultation with major land owners and the public and presentation to Council. URBAN STRATEGIES INC 197 Spadina Avenue, Suite 600 tel 416 340 9004 ext. Ext Toronto, ON Canada M5T 2C8 fax 416 340 8400 www.urbanstrategies.com mhare@urbanstrategies.com Phase 1: Project Commencement & First Draft (July — September, 2013) MEMO Phase one will consist of further reviewing the existing City policy framework (Official Plan and Zoning By -law), developing a structure for the Downtown Zoning By -Law with input received from City staff, and developing the first draft of the Zoning By -Law and Urban Design Guidelines. This phase will consist of three half day -long working session with City staff. The objective of the first meeting will be to review the guidelines and policy recommendations of the Vision & Framework and determine which components of the document contents will be located into each implementation policy component (OPA, By -law and Design Guidelines). Urban Strategies will lead the workshop, providing a summary of background research and will provide any relevant precedent materials for discussion. By the end of this first meeting, a high -level structure for the Zoning By -Law and Urban Design Guidelines will be determined. Following this meeting, Urban Strategies will refine the outlines and commence a first draft of both documents. The Urban Design guidelines will be extracted from the Downtown Pickering: Vision for Intensification and Framework for Investment and re- structured and refined as necessary through discussions at the initial working session. A second and third working session will be scheduled mid -way through and at first full draft completion of the two draft components. This phase will conclude with a draft Zoning By -Law and Urban Design Guidelines to be circulated for stakeholder consultation during the second phase. Deliverables: Zoning By -law Outline Urban Design Guidelines Outline Draft Zoning By -Law Draft Urban Design Guidelines Meetings: City /Consultant Working Meetings 3 — half day meetings Phase 2: Precinct Consultation (September — November, 2013) Subsequent to the preparation of the first drafts of the Zoning By -Law and Urban Design Guidelines, the project team consisting of the consultant and city team will conduct precinct - specific stakeholder workshops with landowners, agencies and the public to present and discuss the draft OPA, draft By -Law provisions and draft Design Guidelines. For consultation purposes, the Downtown will be divided into three precincts: • City Centre South (All study area lands south of Highway 401) • City Centre East (All study area lands north of Highway 401 and east of Glenanna Road) • City Centre West (All study area lands north of Highway 401 and west of Glenanna Road) A second round of precinct specific stakeholder workshops with landowners, agencies and the public for each precinct will be held to confirm the refinements to the draft By -Law provisions. For South Downtown, it is anticipated a third meeting may be required and has been budgeted. Any additional meetings will be billed at an additional cost (not included in the fees included in this URBAN STRATEGIES INC 197 Spadina Avenue, Suite 600 tel 416 340 9004 ext. Ext Toronto, ON Canada M5T 2C8 tax 416 340 8400 www.urbanstrategies.com mhare@urbanstrategies.com MEMO proposal). Following the last of the precinct- specific consultation, Urban Strategies will finalize each document. Deliverables: Revised draft Zoning By -Law Revised draft Urban Design Guidelines Meetings: Public Consultation: Seven (7) three hour meetings (2 per City Centre East & West; 3 per City Centre South) Phase 3: Finalizing the By -Law (November- December, 2013): On the basis of feedback in Phase 2, Urban Strategies will finalize the Zoning By -Law and Urban Design Guidelines and present the final drafts to Council. We have anticipated that there may be an interest in a coordinated public meeting and council presentation (afternoon /evening) and have provided optional budget for this component. Deliverables: Final draft Zoning By -Law Final draft Urban Design Guidelines Meetings. Presentation to Council Public Meeting (optional budget of $8,000- 10,000) Budget We propose to undertake this assignment for $80,000 in fees and $5,000 in disbursements (printing, plotting, mileage, meals, meeting materials), taxes not included. This budget is calculated on the hourly rates outlined below and broken down by phase as follows: Phase 1 $37,965 Phase 2 $39,960 Phase 3 $2,075 TOTAL Fees: $80,000 Disbursements: $5,000 GRAND Total: $85,000 Additional Public Meeting $8,000 - 10,000 Additional Stakeholder Meetings $3,000 - $5,000 Staff Melanie Hare, Partner $240 /hour Craig Cal, Planner $130 /hour Anthony Greenberg, Planner $130 /hour Ingrid Stromberg, Urban Designer $130 /hour Technical Support: $85 /hour URBAN STRATEGIES INC 197 Spadina Avenue, Suite 600 tel 416 340 9004 ext. Ext Toronto, ON Canada M5T 2C8 fax 416 340 8400 www.urbanstrategies.com mhare@urbanstrategies.com MEMO Thank you for the opportunity to provide you with our proposed scope of work and budget to create the Downtown Pickering Zoning By -law. We would be pleased to answer any questions or discuss any aspect of this proposal with you. Yours very truly, URBAN STRATEGIES INC. Melanie Hare, MCIP, RPP, LEED AP Partner I signify that I have reviewed the above proposal and hereby authorize Urban Strategies Inc. to undertake the work for the fee, as described above. Signature Date s From: Marisa Carpino Director, Culture & Recreation Subject: Community Engagement Strategy Report - Status Update & Priorities for 2013 -2014 - File: A -4100 Recommendation: Report to Executive Committee Report Number: CR 17 -13 Date: July 2, 2013 That Council receive Report CR 17 -13 regarding the City of Pickering Community Engagement Strategy; and 2. That Council authorize staff to complete nine key community engagement priorities in 2013 and 2014; and 3. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: Community Engagement is one of Pickering's five corporate priorities. As such, a team of municipal staff representing all departments and the Pickering Public Library have been working together since early 2012 to develop a corporate Community Engagement Strategy. After identifying the spectrum of community engagement initiatives currently employed at the City of Pickering, the City commissioned consulting firm MASS LBP to assess how effectively the municipality is engaging the community. MASS LBP completed individual and small group interviews with Council, and various city staff departments in April 2012. They also completed larger consultation sessions with senior staff, council, front line staff, community leaders and citizen advisory committee members. These findings informed their final report entitled "Together and Towards: A report to support the development of an engagement strategy for Pickering" which was circulated to City Council, municipal staff, community stakeholders and the general public in March 2013. Pickering residents were provided with a period of one month to provide input on the report. Staff did not receive community feedback within that time. The report describes a vision of community engagement and recommends priorities . which could move the City forward. As a result, the final repot prepared by MASS LBP recommends a series of priorities for staff to consider in the development of Pickering's Community Engagement Strategy. The City of Pickering Community Engagement Report CR 17 -13 July 2, 2013 Page 2 staff team reviewed these priorities and identified nine priorities that will be completed by staff in 2013 -2014. At this time, the Community Engagement staff team is seeking Council approval to proceed with the priorities identified for 2013 -2014. Annual updates will be provided to Council so they are informed of staff's progress. Financial Implications: The Community Engagement staff team will request that $12,660 be added to the 2014 current'budget. These funds will be used to send six staff across departments to receive the IAP2 training which can be applied within their department. Funds will continue to be requested in future budgets to send additional staff. A Celebratory Sustainable Neighbourhoods initiative was launched earlier this year by the City Development Department using community contributions collected through the Sustainable Pickering program. The Annual Report to Citizens is not in the City's current budgets and will be included in the 2014 Current Budget. Discussion: Community Engagement is one of Pickering's five corporate priorities. As such, a team of municipal staff representing all departments and the Pickering Public Library have been working together since early 2012 to develop a corporate Community Engagement Strategy. After identifying the spectrum of community engagement initiatives currently employed at the City of Pickering, the City commissioned consulting firm MASS LBP to assess how effectively the municipality is engaging the community. MASS LBP is a consulting firm which works with visionary governments and corporations to make better decisions while deepening and improving their efforts to engage and consult with citizens. MASS LBP designs and delivers highly innovative engagement strategies that increase public understanding, legitimacy and support for complex decisions and policy choices. They have worked for municipalities such as City of Hamilton, City of Toronto and the City of Burlington. MASS LBP completed individual and small group interviews with Council, and various city staff departments in April 2012. They also completed larger consultation sessions with senior staff, council, front line staff, community leaders and citizen advisory committee members. These findings informed their final report entitled "Together and Towards: A report to support the development of an engagement strategy for Pickering" which was circulated to City Council, municipal staff, community stakeholders and the general public in March 2013. Pickering residents were provided with a period of one month to provide input on the report. Staff did not receive feedback within that time frame. Report CR 17 -13 July 2, 2013 Page 3 The report describes a vision of community engagement and recommends priorities which could move the City forward. In summary, the City of Pickering is effective at welcoming public inquiries and input from residents through formal and informal channels; working in multidisciplinary staff teams; welcoming newcomers into the community to become involved; employing new technologies and practices; and, offering community building events that attract citizens and develop civic pride. MASS LBP also identified areas within the municipality that require work and they include a lack of corporate approach to community engagement; a lack of evaluation standards so the municipality can learn from its mistakes; vocal minority influencing public policy; structure of public engagement that discourages participation and lack of responsiveness to citizen input. As a result, the final report prepared by MASS LBP recommended a series of priorities to consider in the development of Pickering's Community Engagement Strategy. The City of Pickering Community Engagement staff team reviewed these priorities listed on page 28 of the MASS LBP report and identified nine priorities that will be completed by the municipality in 2013 -2014. Priorities to be completed in 2013 -2014: 1. Develop and offer an annual introductory civics course to Pickering residents. 2. Develop a public engagement training program for staff to improve skills and understanding. 3. Ask all departments to report on opportunities for resident engagement and learning. 4. Review citizen advisory committees with an aim to widen participation and revise their Terms of Reference. 5. Continue to review statutory obligations concerning consultation with a view to exceeding minimum requirements. 6. Pilot new public challenges competitions to improve service delivery and create public value. 7. Create an inter - service frontline working group to share information and coordinate activities. 8. Organize a single repository for opt -in contact information with the goal of being able to email 50% of Pickering households within two years. 9. Develop a comprehensive annual report to citizens that provides a detailed and informative account of city activities during the past year. In some cases, staff has already begun work to achieve these recommended priorities. Attached is a listing of the nine Community Engagement priorities to be completed in 2013 -2014 along with staff status updates. The Community Engagement staff team are seeking Council approval to proceed with the strategies identified for 2013 -2014. Annual updates will be provided to Council so they are informed of staff's progress. Report CR 17 -13 Moving Forward: July 2, 2013 Page 4 The Community Engagement staff team will recommend that $12,660 be included in the 2014 Current Budget within Account 2126 for staff training. With these funds, a total of six staff across all municipal departments and of the Pickering Public Library will be attending a 5 day training course to complete The International Association for Public Participation (IAP2) Certificate Program in Public Participation. The IAP2 program will provide staff with the knowledge and tools to build a foundation for planning, designing and implementing, effective public participation programs. The three modules covered in the 5 day course include Planning for Effective Public Participation, Communications for Effective Public Participation and Techniques for Effective Public Participation. Municipal staff who receive this training will be responsible to apply these strategies in practical ways within their own department. In each year's budget, staff training dollars will continue to be included so additional staff across the municipality can receive the same level of training. Trained staff will be on the Community Engagement staff team so their training will be applied to the development of the long term community engagement strategy. Attachments: 1. "Together and Towards: A report to support the development of an engagement strategy for Pickering" prepared by MASS LBP. 2. City of Pickering Spectrum of Community Engagement. 3. City of Pickering Community Engagement Strategy: Priorities for 2013 -2014 & Status Updates. Prepared By: Approved /Endorsed By: Marisa Carpino Director, Culture aecreation Cathy Gra t Chief Executive Officer, Pickering Public Library Paul Bigio i Director, rp rat Services & City Solicitor Rich4d Holbor Director, Engineering & Public Works Report CR 17 -13 July 2, 2013 4--- Z/�V' (�/ Q'- Tom Wlymu Director, City evelopment me Recommended for the consideration of Pickering C!4L Council 1612-013 Tony Prevedel, P.Eng. 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EQUM(AZ0 $E$ ?/ CO E�25q°w_� §E 03 0 /\ -\ -- . - \$qgEcD :3 x272.» 0 -0 0 E§ƒ /ii i° _• 0 -@5Em CD— \m) / \ ƒ \7% 30 0) —rr 00M \ £2E °��m� 07$\$ m3-oCr E =CD =ƒcE&] =n)gW . ] G/* a -0 CD e�_�_c, ®E z 3 o cD c0- CD3mEm �_� 0360 �_ - k�Wei - a- R@���E\ = a- \A�Ea . � -nm5» CL / °-gym �RJe . §%:3 CC _��- GRS »FS CD C/). E2 & §$� E_ . W §aa &� g « _ CD . 0 . . ] q e77 =E= zee @ >nmm� =�n�g�n3 a) CD CD §$\0G _gMCDCD �7�] SE�G ƒ :3=w w \ \c- ƒ/2\ kE�2& E0M=0 ��G»�m °0 m \/ ¢ /2 \$ ca :3 $7/6 \23%00@7 ƒ�E k \\� °a$$& �0 :3 p /E§ m- �oaz�< c@ �k \)/ CD SD owMM 0 �k/ i \\ . Ro _ -0oe- ¥/// - $q2E\ / / \w ƒ\ /gKKb o =gam ] o� ƒ® Q ° / # o . a / 7 C� E E \ . 0 W it U) c @ g # W \ � � 2 n § § § � m su k 2 M. 0 � / k � # @ K. c M (A CD o % - § E m . o o 5 < ± - � C m .] a » E FEm- _ � %m2m CL \min0 � 0 2)0 .7 \ / \% 2i\ §) a g « »e . k 0 m N \ # � C.0 J'n 0C) emEe• — o 77 0o CD §to /ƒ a2 \]g »Raon� 0 0 < o cn 0M � 3 (D CD CD 0�� \k cr =r R033053 7K % - -� E- 0 0 a =.o7 .0) n2:32 $±i�Cm $nn�$\ >_ N) 0 ' 000 0 �n 0 '3S co 0 . g § 0 / \ O � ƒ 0 c \ E � 2 � ■ @ g ■ � E m 0 � _0 � � 0 0 § ] c E « m to $ ] § � M / � � 0 � � g � c 0) � From: Marisa Carpino Director, Culture & Recreation Subject: Don Beer Arena Pro Shop Agreement - XPRT Marketing & Promotions - File: A -1400 Recommendation: Report to Executive Committee Report Number: CR 18 -13 Date: July 2, 2013 That Report CR 18 -13 of the Director, Culture & Recreation regarding the Concession License Agreement of the Don Beer Arena Pro Shop be received; and 2. That the Mayor and Clerk be authorized to execute the Concession License Agreement pursuant to which XPRT Marketing & Promotions will be permitted to operate the Don Beer Arena Pro Shop from September 1, 2013 to April 30, 2016, that is in the form and substance acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor. Executive Summary: The Concession License Agreement permitting XPRT Marketing & Promotions to operate the Don Beer Arena Pro Shop expired on April 30, 2012. As a result, the City of Pickering posted Proposal No. RFP -6 -2013 on the city's website on May 22, 2013 inviting prospective proponents to submit proposals for the operation by license of a Pro Shop at Don Beer Arena. One proposal from XPRT Marketing & Promotions was submitted by the closing date and time. The Concession License Agreement is for a 3 year term from September 1, 2013 to April 30, 2016 inclusive (8 months per term for a total of 24 months) with an option to extend the agreement for an additional 2 year term. Under the terms of the Concession License Agreement, XPRT Marketing & Promotions is responsible to operate the pro shop for the purposes of selling items and services related to ice hockey, skating, figure skating and ringette. The Pro Shop will operate every day from 5 pm to 10 pm, Monday to Friday and from 7 am to 9pm on Saturday and Sunday. XPRT Marketing & Promotions is the single highest ranking proponent of Proposal No. RFP -6 -2013 with a flat monthly fee of $450 for the first eight month term (2013- 2014), $500 for the second eight month term (2014 -2015) and $550 for the third eight month term (2015 -2016) for the Don Beer Arena Pro Shop. Certificate of Insurance is deemed acceptable to the (Acting) Manager, Budgets & Internal Audit. In conjunction with staff's review of the company's previous work experience with the City of Pickering, the Culture & Recreation Department recommends that the license agreement be Report CR 18 -13 July 2, 2013 Page 2 initiated with XPRT Marketing & Promotions to operate the Don Beer Arena Pro Shop for the period September 1, 2013 to April 30, 2016. Financial Implications: The revenue. to be generated from XPRT Marketing & Promotions will be $3,600 (plus HST) in year one of the agreement (2013- 2014), $4,000 (plus HST) in year two of the agreement (2014 -2015) and $4,400 (plus HST) in year three of the agreement (2015- 2016). The total revenue over the 3 year term will be $12,000. The rental revenue generated from the expired September 1, 2009 to April 30, 2012 Concession License Agreement was $7,755.68 (plus HST) for the 3 year term. Therefore, rental revenue will increase by $4,244.32 over the 3 year term of September 1, 2013 to April 30, 2016 (24 months inclusive). Discussion: The Concession License Agreement permitting XPRT Marketing & Promotions to operate was originally dated September 1, 2006 and was extended on the same terms and conditions for a further period beginning September 1, 2009 and ending April 30, 2012 (a total of 24 further months) with no option for renewal. As a result, the City of Pickering posted Proposal No. RFP -6 -2013 on the city's website on May 22, 2013 inviting prospective proponents to submit proposals for the operation by license of a Pro Shop at Don Beer Arena. One proposal from XPRT Marketing & Promotions was submitted by the closing date and time. The Concession License Agreement is for a 3 year term from September 1, 2013 to April 30, 2016 inclusive (8 months per term for a total of 24 months) with an option to extend the agreement on the same terms and conditions for an additional term of September to April (inclusive) annually for a 2 year term. Under the terms of the license agreement, XPRT Marketing & Promotions is responsible to operate the pro shop for the purposes of selling items and services related to ice hockey, skating, figure skating and ringette. The Pro Shop will operate every day from 5 pm to 10 pm, Monday to Friday and 7 am to 9pm on Saturday and Sunday. The Pro Shop is located on the first floor within Don Beer Arena and provides much needed services to the users of the facility. The Pro Shop sharpens skates, silk screens and embroiders jerseys, conducts skate and equipment repairs and sells ice sports merchandise. Clearly, the services and products offered at the pro shop enhance the operation of Don Beer Arena as a full service destination. XPRT Marketing & Promotions is the single highest ranking proponent of Proposal No. RFP -6 -2013 with a flat monthly fee of $450 for the first eight month term (2013- 2014), $500 for the second eight month term (2014 -2015) and $550 for the third eight month term (2015 -2016) for the Don Beer Arena Pro Shop. Certificate of Insurance is deemed acceptable to the (Acting) Manager, Budgets & Internal Audit. In conjunction with staff's review of the company's previous work experience with the City of Pickering, Report CR 18 -13 July 2, 2013 Page 3 the Culture & Recreation Department recommends that the license agreement be initiated with XPRT Marketing & Promotions to operate the Don Beer Arena Pro Shop for the period September 1, 2013 to April 30, 2016. Attachments: 1. Draft Concession License Agreement for XPRT Marketing & Promotions (September 1, 2013 to April 30, 2016). 2. Memorandum from Supply & Services dated June 11, 2013. 3. Location Map. Prepared By: Approved /Endorsed By: C. Marisa Carpino Paul Bi ' n Director, Cultu e & Recreation Directo Corpo to Services & City Soll for MC:mc Recommended for the consideration of Pickering City/Cjouncjl ,, t71 2.06 Tony Prevedel, P. Eng. Chief Administrative Officer ATTACHMENT # TO REPORT # 3 This Concession Licence Agreement is made as of August 1St 2013. Between : XPRT Marketing & Promotions (hereinafter called the "Operator ") and The Corporation of the City of Pickering (hereinafter called the "City ") Whereas the City is the owner of the Don Beer Arena located at 940 Dillingham Road, Pickering, Ontario (the "Arena "); And Whereas the Operator wishes to operate a pro shop in the Arena. Now Therefore the parties agree as follows: Definitions In this Agreement, (a) "Arena Pro Shop" means the facility located in the Arena for the operation of the Services as hereinafter defined ; (b) "Director" means the Director of the City's Culture & Recreation Department or a designate; (c) "Services" means the supply, rent or sale of items and services relating to ice hockey, skating, figure skating and ringette; and (d) "Term" means the term of this Agreement, including any renewal, as set out in Section 2. Term 2. (1) The City grants to the Operator the right to operate the Services in the Arena Pro Shop for the period beginning September 1, 2013 and ending April 30, 2016 (a total of 24 months). The Operator shall provide the Services only during the months of September to April, both inclusive, during the Term. The Operator shall not be permitted to sell any products sold in the snack bar concession located in the Arena. Arena Pro Shop Agreement Page 2 (2) This Agreement may be extended at the end of the Term subject to the City being satisfied with the provision of the Services by the Operator and subject to terms mutually agreeable to the City and the Operator. Operator shall advise the City no later than April 1, 2016 of its desire to extend the Term. (3) Either the Operator or the City may terminate this Agreement prior to its expiry by giving 90 days written notice to the other. Fees 3. The Operator shall pay to the City the sum of $3,600 (plus HST) in equal monthly installments of $450 (plus HST) on the first day of the month for the first eight month term (September 2013 to April 2014); and the sum of $4,000 (plus HST) in equal monthly installments of $500 (plus HST) on the first day of the month for the second eight month term (September 2014 to April 2015); and the sum of $4,400 (plus HST) in equal monthly installments of $550 (plus HST) on the first day of the month for the third eight month term (September 2015 to April 2016). Operation 4. (1) The Operator shall operate the Services during the Term, every day, between, (a) 5:00 pm and 10:00 pm Monday through Friday; and (b) 7:00 am and 9:00 pm Saturday and Sunday, subject to closing for holidays or other reasons only with the prior written approval of the Director. (2) In no event shall the Arena Pro Shop be open before 7:00 am or after 11:00 pm on any day. (3) The Operator shall supply all equipment required for the operation of the Services at its expense. (4) The City shall provide electrical power for the operation of the Arena Pro Shop at its expense. (5) The Operator shall pay all realty, business or other taxes or rates that may be levied against the lands upon which the Arena is located, against the Arena Pro Shop or against as a result of the Services. (6) Shall comply with all reasonable standards set by the Director for the operation and maintenance of the Arena Pro Shop in keeping with the standards set for the operation and maintenance of the Arena. N Arena Pro Shop Agreement Page 3 (7) The Operator shall not alter any part of the Arena Pro Shop nor install any fixtures thereto without the prior permission in writing of the Director. (8) The Operator shall comply with all applicable statutes, laws, by -laws and regulations, whether federal, provincial municipal or other wise at any time in effect during the Term. (9) The Operator shall maintain the Arena Pro Shop in a safe, clean and neat condition and shall maintain all equipment used in providing the Services in good repair. (10) The Operator shall operate the Services in a proficient way and with trained and polite staff. Insurance 5. Prior to occupying the Arena Pro Shop, the Operator, at its own expense, shall provide, (a) comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, tenant's legal liability, non -owned automobile liability, death and property damage, on an occurrence basis with respect to the business carried on at the Arena Pro Shop and the Operator's use and occupancy of the Arena Pro Shop, with coverage for any one occurrence or claim of not less than $2,000,000, which insurance shall protect the City in respect of claims by the Operator as if the City was separately insured; (b) insurance in respect of fire and other perils covering the leasehold improvements, trade fixtures, furniture and equipment in the Arena Pro Shop for not less than the full replacement cost thereof; and (c) a certificate of insurance coverage in a form satisfactory to the City, prior to occupying the Arena Pro Shop, which insurance coverage shall be kept in full force and effect throughout the Term and shall not be cancellable without at least sixty days notice to the City. 6. The Operator shall not do or omit or permit to be done anything which causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, the Operator shall pay to -the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Arena Pro Shop, the Operator shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if shall fail to do so the City may, at its option, terminate this Agreement forthwith by notice to the Operator and the Operator shall immediately vacate the Arena Pro Shop. Arena Pro Shop Agreement Page 4 Liability of the City 7. The City shall not be liable to the Operator for any loss of or damage to the Arena Pro Shop or any equipment or inventory in it, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence of the City, its servants, agents or employees. 8. The Operator shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of the use and occupation of the Arena Pro Shop by the Operator or those persons for who the Operator is responsible at law. Default 9. If at any time the Operator is in default in the performance of any of the obligations under this Agreement and such default continues for 15 days after the receipt by the Operator of notice from the Director setting out the particulars of such default, the City shall have the right to terminate this Agreement forthwith and thereupon all the rights of the Operator under this Agreement shall immediately cease and the City shall not be liable for payment to the Operator of any moneys whatsoever by reason of such termination. 10. If any outstanding fees are not paid as required by this Agreement, the City shall be entitled to retain and dispose of any equipment installed in the Arena Pro Shop in order to satisfy the outstanding fees and the costs of collecting them. 11. Notwithstanding the termination of this Agreement the provisions of Section 8 shall continue to bind the Operator and the Operator shall continue to` be obligated to pay to the City all monies due to the City. General 12. The Director shall have the right to enter the Arena Pro Shop at any time for any reason provided all reasonable efforts are made to minimize any disruption to the Operator's use of the Arena Pro Shop. 13. The Operator shall not exhibit or allow to be exhibited in the Arena Pro Shop any sign, notice, notice board, painting, design or advertisement without the prior consent of the Director. 14. This Agreement shall not be assignable by the Operator without the consent of the City, which consent may be arbitrarily refused. 15. This Agreement shall enure to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 4 Arena Pro Shop Agreement Page 5 16. No amendment to this Agreement shall be effective unless it is in writing and signed by both parties. 16. (1) Any notice to the City under this Agreement shall be in writing and shall be delivered to the following address: Pickering Civic Complex One The Esplande Pickering, Ontario L1 V 6K7 Attention: City Clerk (2) Any notice to the Operator under this Agreement shall be in writing and shall be delivered to the following address: XPRT Marketing & Promotions 1161 Cedarcroft Cres. Pickering, ON L1X 1 R9 Attention: Bill Dawson, Owner /Manager (3) Notice shall be sufficiently given if delivered in person or sent by registered mail or sent by facsimile transmission during normal business hours on a business day. Business day shall mean Monday to Friday both inclusive excluding statutory holidays. (4) Each notice sent shall be deemed to have been received on the day it was delivered or on the third business day after it was mailed. (5) The parties may change their address for notice by giving notice to the other in the manner provided in this section. 5 Arena Pro Shop Agreement Page 6 IN WITNESS WHEREOF the parties have signed this Agreement. The Corporation of the City of Pickering David Ryan, Mayor Debbie Shields, City Clerk We have authority to bind the Corporation M ATTACHMENT# TO REPORT# I %— 3 To: Marisa Carpino Director, Culture & Recreation From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Facility Operations Subject: Request for Proposal No. RFP -6 -2013, Don Beer Arena Pro Shop - File: F- 5300 -001 Memo June 11, 2013 The Evaluation Committee has completed its Stage II review consisting of evaluation of' Rated Criteria and Pricing. A copy of the Evaluation Committee Summary of Average Scores Stage II form is attached. An Evaluation Committee meeting was held Thursday, June 6th, 2013 at 3:30 pm. A combined average score for the single proposal received was determined. The combined average score of the proposal then proceeded to Stage III of the evaluation process. Stage III consists of a scoring of the pricing submitted. At the conclusion of Stage III, all scores from Stage II and Stage III of proposals have been added. A copy of the Evaluation Form Stage III is attached. The Certificate of Insurance has been approved. by the (Acting) Manager, Budgets & Internal Audit. Workplace Safety and Insurance Board documentation and the acknowledgement of the City's Health & Safety Regulation form is not required from a lessee as advised by the Co- ordinator, Health & Safety. XPRT Marketing & Promotions is the single highest ranking proponent with a flat monthly fee of $450.00 for the first eight month term, $500.00 for the second eight month term and $550.00 for the third eight month term for the Don Beer Arena Pro Shop. In accordance with Purchasing Policy and Procedure PUR 010, Item 06.13, revenue generating proposals for services are subject to the approval of Council prior to the Manager awarding the contract. Plea a do not disclose any information to proponents Servi es. VAF /jh Attachments Enquiries may be redirected to Supply & c N N -o v c0 rn 0 s c (D 2 55' 0 m 0) Xw O CD 0 L-j (D 0 0 C7 c c m 90 X CD 0 0 -o X 0 O � � � :3 CD O 5• `D z Q° mm z n m �m� �m m m 0 m N m -1 �M M m 0 rn:z Co X M M m 0 V7 D r D z x z O m v c v n X -0 3 CD c o CD CD ��o c rn o CD 3 D-0 a3i m c°n Do 0 0 CD-0 0) cn N 0 O co CD cn cn rt w cc CD ATTACHMENT# 3 TO REPORT #- V? ( :� o� FIR oNA5t �P N 0 OOYC. cLcL - 6R vR O oRPNc o� oc� SUBJECT AREA o� • ID OP EP Ns P PRK G Qv\Cj� LO � V � O bl-� 2 O� o kn 7s 1 ENGINEERING & PUBLIC WORKS DEPARTMENT ATTACHMENT FOR CULTURE & c c� CAPITAL PROJECTS & RECREATION REPORT CR' 18 -13 INFRASTRUCTURE DON BEER ARENA PRO SHOP SCALE: DATE: N.T.S JUNE 07 /2013 AGREEMENT RING From: Richard W. Holborn Director, Engineering & Public Works Report to Executive Committee Report Number: ENG 06 -13 Date: July 2, 2013 Subject: Safe Pedestrian Crossings at Acorn Lane and Old Brock Road - File: A -1440 Recommendation: That Report ENG 06 -13 of the Director, Engineering & Public Works regarding Safe Pedestrian Crossings at Acorn Lane and Old Brock Road, in response to resident concerns and Resolution #156/12 be received; 2. That an all -way stop at Old Brock Road and Acorn Lane not be supported based on previous traffic studies, results of the review of traffic operations, input from Durham Regional Police, community consultation and staff recommendation; 3. That pedestrians ahead warning signage be installed for both the northbound and southbound direction on Old Brock Road in the vicinity of the Claremont Community Centre and Acorn Lane; and 4. That traffic calming measures on the entire limit of Old Brock Road be investigated further with the participation with the Community as a whole and the Durham Regional Police, and for staff to report back to Council by December 2013. Executive Summary: In response to concerns presented by some residents in Claremont and through Council Resolution #156/12 regarding traffic volume, speed and safe opportunities to cross Old Brock Road between Regional Road #1 (Brock Road) and Regional Road #5 (Central Street), Engineering. & Public Works staff completed a review of Old Brock Road between Regional Road #1 (Brock Road) and Regional Road #5 (Central Street). The review included collection of pedestrian and vehicle volumes, completion of a municipal all -way stop warrant and community consultation regarding the intersection of Old Brock Road and Acorn Lane. In addition, review of vehicular gaps in traffic and review of vehicular speeds on Old Brock Road in the vicinity of the Claremont Community Centre was completed. Based the vehicle and pedestrian counts, vehicle gap study, and community consultation an all -way stop is not recommended by staff at the intersection of Old Brock Road and Acorn Lane at this time. The pedestrian volume count resulted in only ten pedestrians crossing Old Brock Road at Acorn Lane over an eight -hour time frame. The traffic count at Old Brock Road and Acorn Lane showed minimal traffic during the peak times on Acorn Lane (less than 20 vehicles entering at Old Brock Road during the Report ENG 06 -13 July 2, 2013 Safe Pedestrian Crossings at Acorn Lane and Old Brock Road Page 2 peak times). The vehicle gap study indicated that there was significant gaps in traffic to cross safely throughout the day. The municipal all -way stop warrant was also not met and community consultation resulted in only 18% of canvassed homes responding and only 60% of those responding in support of an all -way stop. Instead it is recommended that traffic calming measures be explored on Old Brock Road, which would assist in reducing speed, discourage cut - through traffic along Old Brock Road and meet the needs of the community. The investigation of traffic calming measures on Old Brock Road would require more involvement from the community as a whole and participation from the Durham Regional Police and City of Pickering staff, which was out of the scope of this study. The Durham Regional Police has stated that they will set up a portable speed board on Old Brock Road and provide enforcement as required. According to the traffic study, the 85th percentile speed of traffic, which is the speed of which 85 percent of the traffic is travelling at or below, was measured at 62 km /h for northbound traffic and 69 km /h for southbound traffic. The posted speed limit on Old Brock Road is 40 km /h. In addition to this, City staff will install pedestrians ahead warning signage on Old Brock Road in advance of the Claremont Community Centre and Acorn Lane in both the northbound and southbound directions. These signs will make motorists more aware of pedestrians potentially crossing Old Brock Road. Financial Implications: The installation of pedestrians ahead warning signage and posts can be accommodated within the 2013 Roads current budget. Discussion: There have been concerns raised from a few residents in the Hamlet of Claremont with regards to traffic volume, speed and safe opportunities to cross Old Brock Road between Regional Road #1 (Brock Road) and Regional Road #5 (Central Street), specifically in the vicinity of Acorn Lane. Residents are concerned about motorists using Old Brock Road as a cut - through to Brock Road from Central Street and the effect it is having on pedestrians crossing Old Brock Road, as there is the Claremont Public School, the Claremont Park, the Claremont Community Centre and the Claremont Legion on Old Brock Road south of Central Street. On December 14, 2012 Pickering City Council passed Resolution #156/12 (Attachment #1) for staff to review Old Brock Road between Regional Road #1 (Brock Road) and Regional Road #5 (Central Street), consult with the Durham Regional Police and undertake community consultation to determine opportunities for safe crossing points through the establishment of stop signs or other means, particularly at the intersection of Old Brock Road and Acorn Lane. Report ENG 06 -13 July 2, 2013 Safe Pedestrian Crossings at Acorn Lane and Old Brock Road Page 3 In response to Council Resolution #156/12 and the concerns presented by some of the residents in Claremont, Engineering & Public Works staff completed a review of Old Brock Road between Regional Road #1 (Brock Road) and Regional Road #5 (Central Street). The review included the following: • Collection of pedestrian volumes, vehicle volumes and vehicular speeds on in the vicinity of the Claremont Community Centre • Completion of a municipal all -way stop warrant at the intersection of Old Brock Road and Acorn Lane • Review of gaps in vehicular traffic on Old Brock Road • Observations of vehicle and pedestrian traffic in the vicinity of the Claremont Community Centre • Review of existing signs and pavement markings The results of the review and recommendations are presented in the following sections. Intersection Counts, Sightlines and Collision History indicate that an all -way stop is not required for the intersection of Old Brock Road and Acorn Lane Currently Old Brock Road has an all -way stop located at Old Brock Road and Central Street and a stop located on Old Brock Road at Regional Road #1. There are no other designated crossings on Old Brock Road between Regional Road #1 and Central Street, a distance of approximately 780 metres. To determine if an all -way stop is necessary on Old Brock Road at Acorn Lane staff completed a municipal all -way stop warrant, which is part of the City's Safer Streets Traffic Management Strategy. The City's all -way stop warrant calculates whether an all -way stop is required by taking vehicle and pedestrian volumes, previous reported collision history and sightlines into consideration. An eight hour vehicle and pedestrian turning movement count was previously completed on Wednesday October 19, 2011 for the intersection of Old Brock Road and Acorn Lane. The specific time periods counted were lam to 9am, 11 am to 1 pm and 2pm to 6pm. Based on the turning movement count there were 10 pedestrians crossing Old Brock Road during the entire 8 -hour count at Old Brock Road and Acorn Lane. Ten pedestrians crossing over eight hours would not warrant a need for any additional traffic control measures. Regardless of the pedestrian volumes, traffic volumes on Acorn Lane are considered low with only 20 vehicles entering Old Brock Road from Acorn Lane during the morning peak hour (7:15 AM to 8:15 AM), 9 vehicles during the mid -day peak hour (11:45 AM to 12:45 PM) and 19 vehicles entering Old Brock Road from Acorn Lane during the afternoon peak period (4:45 PM to 5:45 PM). The reported collision history for Old Brock Road indicates that there were two reported collisions on Old Brock Road during the previous five year period. Both of these collisions were single motor vehicle accidents (only involving one vehicle) and would not be correctable through the installation of an all -way stop. Report ENG 06 -13 July 2, 2013 Safe Pedestrian Crossings at Acorn Lane and Old Brock Road Page 4 There are sufficient sightlines for a pedestrian to see oncoming vehicles on Old Brock Road both northbound and southbound (greater than 100 metres) when standing on the sidewalk on either side of Acorn Lane. Overall, the all -way stop warrant requirements were not fulfilled for the intersection. The municipal warrant for an all -way stop is shown in Attachment #2. Gap Study Analysis indicates that there are sufficient gaps on Old Brock Road to cross safely An eight hour gap study on Old Brock Road at Acorn Lane was completed on February 21, 2013. The time period of the study was 7am to 9am, 11am'to 1pm and 2pm to 6pm. The Canadian Capacity Guide for Signalized Intersections indicates a standard walking speed range from 1.0 to 1.2 metres per second for pedestrians crossing roadways and intersections. Old Brock Road has a pavement width of approximately 10 metres at Acorn Lane. Based on the walking speed and the pavement width, an acceptable gap on Old Brock Road could range from 8 seconds to 10 seconds to allow time for pedestrians to cross safely from one side to the other. It should be noted that pedestrians were observed crossing Old Brock Road in approximately 8 seconds. However, for the purpose of this analysis gaps only gaps 10 seconds or greater will be included. The following summarizes the gap study for the larger acceptable gap of 10 seconds (walking speed of 1.0 metres per second) Gaps refer to a gap in both the northbound and southbound traffic on Old Brock Road at the same time. It should be noted that not shown in the summary there were measured gaps in the morning period up to 139 seconds, in the mid -day period up to 203 seconds and in the afternoon period up to 160 seconds. The results of the gap study indicate that there is a sufficient number of significant gaps in traffic well beyond what is required to cross safely at this location. Number of Acceptable . Overall Average Average number of Gaps (greater than 10 Length of Gap acceptable gaps per seconds ) 5 minute interval Morning Period 7 AM to 9 AM 187 28 seconds 7.8 2 hours Mid -day Period 11 AM tot PM 127 50 seconds 5.3 2 hours Afternoon Period 2 PM to 6 PM 345 31 seconds 7.2 4 hours It should be noted that not shown in the summary there were measured gaps in the morning period up to 139 seconds, in the mid -day period up to 203 seconds and in the afternoon period up to 160 seconds. The results of the gap study indicate that there is a sufficient number of significant gaps in traffic well beyond what is required to cross safely at this location. Report ENG 06 -13 July 2, 2013 Safe Pedestrian Crossings at Acorn Lane and Old Brock Road Page 5 Community Consultation indicates a mixed result among area residents for an all - way stop at the intersection of Old Brock Road and Acorn Lane Community consultation commenced on March 28, 2013 and was completed on April 18, 2013. A letter from City staff was sent to every home in Claremont south of Central Street for a total of 168 homes. The letter provided area residents with an opportunity to review an all -way stop at the intersection of Old Brock Road and Acorn Lane and invited them to submit comments and /or suggestions, as well as to indicate their support or opposition. The consultation generated 30 replies representing approximately 18% of the homes canvassed. The results of the community consultation can be summarized as follows: Total Letters Sent Out Total Res onses In Support Opposed 168 30 18 60% 12 40% It can be concluded that the proposal of an all -way stop at Old Brock Road and Acorn Lane received mixed results from area residents. The majority of residents are enthusiastically in favour of an all -way stop at Old Brock Road and Acorn Lane; however, there are a number of residents extremely opposed to it as well. With the intersection not meeting municipal warrants, there being a significant number of acceptable gaps and a significant number of responding residents not in favour, staff does not recommend an all -way stop at the intersection of Old Brock Road and Acorn Lane at this time. Speed and Vehicular Volume Data indicate that vehicles are travelling over the posted speed limit on Old Brock Road Speed and vehicular volume data was previously collected between October 18, 2011 and October 20, 2011 for Old Brock Road. Based on the traffic study, the 24 hour daily traffic volume on Old Brock Road is 1,051 for northbound traffic, 972 for southbound traffic, and 2023 for total traffic. The 85th percentile speed of traffic, which is the speed at which 85 percent of the traffic is travelling at or below, was measured at 62 km /h for northbound traffic and 69 km /h for southbound traffic. The posted speed limit on Old Brock Road is 40 km /h. Although the use of technically unwarranted all -way controls may address localized speeding, they present additional challenges and operational difficulties such as: • increased rear end conflicts /collisions due to driver uncertainty or inattention • stop control non - compliance due to a lack of opposing traffic to justify a stop • potential increased pedestrian /vehicular hazards due to failure to stop • increased noise and air pollutants caused by the unnecessary stopping • potentially increased speeds just beyond the stop as drivers make up for lost time Report ENG 06 -13 July 2, 2013 Safe Pedestrian Crossings at Acorn Lane and Old Brock Road Page 6 The Durham Regional Police have stated that they will set up a portable speed board on Old Brock Road and provide enforcement as required. The community volunteer group ROAD WATCH could also occasionally provide a portable speed board on Old Brock Road. Staff recommends that traffic calming measures be explored on the entire limit of Old Brock Road, from Regional Road #1 to Uxbridge Pickering Townline Road, which would assist in reducing speed, discourage cut - through traffic and meet the needs of the community. The investigation of traffic calming measures on the entire limit of Old Brock Road would require more involvement from the community as a whole and participation from the Durham Regional Police and City of Pickering staff, which was out of the scope of this study. Signage on Old Brock Road is adequate according to standards but can have an immediate improvement with the addition of pedestrians ahead warning signage The staff review concluded that the appropriate signs (in conformity with the requirements of the Ontario Highway Traffic Act) are in place. There are sufficient 40 km /h speed signs on the roadway and advisory warning signage related to the curve at the south end of Old Brock Road for southbound motorists. In 2011 ROAD WATCH pavement marking decals and signage were added to Old Brock Road at the north end by Uxbridge- Pickering Townline Road and the south end by Regional Road #1 when entering the Hamlet of Claremont. Signage in the area, however, can be improved on Old Brock Road with the addition of, pedestrians ahead warning signs in advance of the Claremont Community Centre and Acorn Lane in both the northbound and southbound directions. These signs will make motorists more aware of pedestrians potentially crossing Old Brock Road. The existing and proposed signage can be seen graphically in Attachment #3. Attachments: 1. Notice of Motion dated December 10, 2012 2. Municipal Warrant for All -way Stop 3. Existing and Proposed Signage, Old Brock Road Report ENG 06 -13 July 2, 2013 Safe Pedestrian Crossings at Acorn Lane and Old Brock Road Page 7 Prepared By: - M'-4�z Nathan Emery Coordinator, Traffic Operations '�-alato� Darrel elsky C T, CMM III, Manager, Capital Projects & Infrastructure NE Recommended for the consideration of Pickering City Popncil 1 Tony Prevedel, P. Eng. Chief Administrative Officer Approved /Endorsed By: Richard olborn, P. Eng. Direct , Engineering & Public Works 17 201,3 Legal and Legislative Services Clerk's Office Directive Memorandum December 14, 2012 To: Everett Buntsma Director, Community Services From: Debbie Shields City Clerk Subject: Direction as per Minutes of the Special Meeting of City Council held on December 10, 2012 Notice of Motion Safe Pedestrian Crossings at Acorn Lane and Old Brock Road Council Decision Resolution #156/12 Whereas some residents of Claremont have expressed safety concerns with traffic and safe opportunities for pedestrians to cross Old Brock Road between Regional Road #1 (Brock Road) and Central Street, specifically in the vicinity of the Claremont Community Centre and Acorn Lane; and Whereas there are a number of amenities for pedestrians to access including, the Claremont Public School, the Claremont Park, the Claremont Community Centre and the Claremont Legion; and Whereas there is presently no stop sign located between Brock Road and Central Street, a distance of approximately 780 metres to allow for safe pedestrian crossings of Old Brock Road; and Now therefore be it resolved: That staff be directed to review the matter regarding safe pedestrian crossings on Old Brock Road between Regional Road #1 (Brock Road) and Central Street and undertake community consultation to determine opportunities for safe crossing points through the establishment of stop signs or other means particularly at the intersection of Old Brock Road and Acorn Lane. 2. That staff work with the Durham Regional Police and report back to Council in early 2013 with a summary of their investigation, findings and recommendations including, if appropriate, a proposed by -law for the placement of an all way stop located at Acorn Lane and Old Brock Road. ATTACHMENT# TOREPORT #643 of Directive Memorandum Dec. 14, 2012 NOM — Safe Pedestrian Crossings . Page 2 Please take any action deemed necessary. Debbie Shields /Ir Copy: Chief Administrative Officer AT TACHMENT #? T O REPORT# LNG 0(x'1) of All -Way Stop Warrant ;. (Local and Minor Collector Streets) Warrant 3 Collision History Occurance of 3 or more reportable right -angle collisions of a type correctible through the No installation of an all -way stop in a 12 month period averaged over 3 years. 1 of 2 Based on separate 8 -Hour Intersection Count Intersection Type: 3 -way INTERSECTION COUNT DATA Road Legal Road Direction Speed Class Major Road: Old Brock Road n/s 40 Local Minor Road: Acorn Lane e/w 40 Local Hour Major Minor Total Exceeds Major Minor Exceeds Exceeds Ending Volume Volume Volume 245 % % 75/25 split 65/35 split 8:00 158 15 173 No 91.3% 8.7% Yes 9:00 140 16 156 No 89.7% 10.3% Yes 12:00 81 12 93 No 87.1% 12.9% Yes 13:00 88 6 94 No 93.6% 6.4% Yes 15:00 90 6 96 No 93.8% 6.3% Yes 16:00 148 26 174 No 85.1% 14.9% Yes 17:00 151 16 167 No 90.4% 9.6% Yes 18:00 172 17 189 No 91.0% 9.0% Yes Warrant Evaluation Warrant 1 Traffic Control Traffic control signals are warranted but cannot be implemented immediately No Warrant 2 Minimum Vehicle Volume Total vehilce volume on all approaches exceeding 70% of 350 (245) for highest hour No recorded; and 3 -way intersection volume split.not exceeding 75/25 for highest hour recorded. No OR 4 -way intersection volume split ratio not exceeding 65/35 for highest hour recorded. N/A Warrant 3 Collision History Occurance of 3 or more reportable right -angle collisions of a type correctible through the No installation of an all -way stop in a 12 month period averaged over 3 years. 1 of 2 ATTACHMENT# , TO REPORT #� 64-1�j of Z All -Way Stop Warrant � (Local and Minor Collector Streets) Warrant 4 Sightline Requirments The minimum stopping sight distance at this intersection is less than the applicable criteria for No wet pavement as specified in the Stopping Sight Distance table below Design Speed (km /h) Stopping Sight Distance Required (m) 40 50 50 60 Sightlines are greater than 100m 60 85 70 110 Note: For the multi -way stop to be technically justified, any individual warrant must be satisfied. All -Way Stop Warrants Met: No 2of2 ATTACHMENT# 3 TO REPORT# �of�_ 8" Y tr e t 9 :w J�IIGIIJ nIIIiGU � 4 _ ^� 77A Ji ng Sign a `� - �_ Ly Claremontr~ 4 ., Commun #y Centre c jj /j[ +i F w: tL.. .+x,.,...� ` L Proposed t MA%IMU 30 ` V .mW "k" M"IMu _ 40 '. , E ' C Engineering and City 00 Public Works Department Existing and Proposed Signage _ SCALE DRAWNGAre: N.T.S. May 2013 Old Brock Road MINI From: Richard W. Holborn Director, Engineering & Public Works Report to Executive Committee Report Number: PW 02 -13 Date: July 2, 2013 Subject: Memorandum of Understanding for the Winter Maintenance of Crossing Roads and Detour Roads during the Design and Construction Phase of Hwy 407 East in the City of Pickering - File: A -1440 Recommendation: That Report PW 02 -13 of the Director, Engineering & Public Works regarding a Memorandum of Understanding for the Winter Maintenance of Crossing Roads and Detour Roads during the Design and Construction Phase of Hwy 407 East in the City of Pickering be received; and 2. That Council authorize the Mayor and City Clerk to execute a Memorandum of Understanding with the OMR 407 East Development Group General Partnership that is in a form to the satisfaction of the Director, Engineering & Public Works, (Acting) Division Head, Finance & Treasurer, and the Director, Corporate Services & City Solicitor. Executive Summary: The Memorandum of Understanding between the City of Pickering and the OMR 407 East Development Group General Partnership will provide for certain winter maintenance services to be provided by the City of Pickering during the design and construction phases of the Highway 407 East extension. Existing roads that cross the new Hwy 407 East controlled access highway lands have been assumed by the Ministry of Transportation. These roads connect to existing City of Pickering roads outside the limits of Hwy 407 East lands. Winter maintenance performed by the City of Pickering will result in a seamless and consistent level of service until such time the crossing roads are reverted back to the City. Financial Implications: The OMR 407 East Development Group General Partnership will compensate the City of Pickering for winter maintenance services provided during the period of November 1 to April 30, for approximately two winter seasons until substantial completion of Hwy 407 East, which is expected to be in December 2015. The termination date will be specified three months before it's occurrence by written notice to the City of Pickering. The termination date of this agreement may be extended by mutual agreement of both parties. Report PW 02 -13 July 2, 2013 Subject: Memorandum of Understanding for the Winter Maintenance of Crossing Roads and Detour Roads during the Design and Construction Phase of Hwy 407 East in the City of Pickering Page 2 Compensation will be calculated based on an annual lump sum for crossing roads and detour roads at a rate of $1,840 per lane kilometer for all roads. Based on an estimated 8.4 lane kilometers of crossing roads, the anticipated annual revenue is $15,456. The length of crossing roads may vary from year to year, as a result of temporary road closures and /or new detour road lengths. An annual inflation adjustment will be applied to the payment price, based on the Ontario Consumer Price Index (CPI). Discussion: The Ministry of Transportation of Ontario has confirmed the transfer to their ownership of several segments of City of Pickering roads between Hwy 7 and Seventh Concession Road with a total length of approximately 8.38 lane km as follows: Roads /Detours Lane km Sideline 14 north of Highway 7 Gravel Road 2.62 Paddock Road north of Highway 7 Surface Treated Road 0.72 Salem Road north of Highway 7 Gravel Road 2.16 Sideline 4 north of Highway 7 Gravel Road 0.84 Kinsale Road north of Highway 7 Gravel Road 2.04 Total Length 8.38 The segments are now the responsibility of the Province to provide maintenance year - round. During the design and construction phases of the Hwy 407 East extension (east of Brock Road), the Province has contracted the maintenance responsibilities to OMR 407 East Development Group who has approached the City of Pickering to be their maintenance service provider. The City of Pickering, as a service provider, has agreed to provide winter maintenance for existing crossing roads and detour roads, subject to a satisfactory agreement being reached through a memorandum of understanding. The City will continue to sand, salt, plow and remove snow and ice as needed in accordance with the City of Pickering standards during the term of this agreement, even if these crossing roads are declared a Construction Zone, as long as normal transit of vehicles is allowed on these roads. OMR 407 East Development Group will have the responsibility to provide all other maintenance and repair requirements, such as grading, pothole repairs and drainage. A memorandum of understanding has been prepared that outlines the terms of the agreement, including compensation in the, amount of $1,840 per lane km, subject to annual adjustment for inflation. Staff have reviewed the compensation in relation to existing costs and deemed the amount acceptable. Report PW 02 -13 July 2, 2013 Subject: Memorandum of Understanding for the Winter Maintenance of Crossing Roads and Detour Roads during the Design and Construction Phase of Hwy 407 East in the City of Pickering Page 3 The municipalities of Whitby, Oshawa and the Region of Durham, who are also impacted by the Hwy 407 East extension, have also been approached by OMR 407 EDG to provide road maintenance services and they are making their own independent arrangements. The Memorandum of Understanding for the City of Pickering will be finalized upon final review and acceptance by the Director, Engineering & Public Works, the (Acting) Division Head, Finance & Treasurer, and the ,Director, Corporate Services & City Solicitor. Attachments: Location Map of Crossing Roads Prepared By: W Don Woolley Supervisor, Roads Operations "-�u4m� Gran Smith Ma ger, Operations & Fleet Services DW:ds Recommended for the consideration of Pickering City/Gquncil _ Tony Prevedel, P.Eng. Chief Administrative Officer Approved /Endorsed By: RichpFd Holbop, P. Eng. Dir, ctor, Engineering & Public Works Stan Karwowski (Acting) lion Head, Finance & Treasurer o. Paul Bigio i Director, C rporat Services & City Solicitor 1r, 2-o 13 -- -... � -- / -MDr -DOQT# From: Paul Bigioni Director, Corporate Services & City Solicitor Report to Executive Committee Report Number: FIN 17 -13 Date: July 2, 2013 Subject: 2013 Final Tax Due Dates for Commercial, Industrial and Multi- Residential Realty Tax Classes Recommendation: That Report FIN 17 -13 of the Director, Corporate Services & City Solicitor be received; 2. That the Director, Corporate Services & City Solicitor be authorized to issue the final 2013 Tax Bills for Commercial, Industrial and Multi- residential properties with a due date of September 16, 2013; 3. That the (Acting) Division Head, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure that the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By -law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Executive Summary: Adoption of the above recommendations and passing the attached By -law provides for the final 2013 tax billing for non - residential tax classes (commercial, industrial and multi - residential). During the last few years, the City has billed the final non - residential taxes separately mainly due to the additional steps that are required as a result of the capping legislation. Financial Implications: The attached By -law is for the final billing of 2013 property taxes for commercial, industrial and multi - residential properties. This billing of final property taxes will raise approximately $25.7 million for the City, Durham Region and School Boards. Tax bills for the Residential tax classes were mailed on May 31, 2013 27 th tH with due dates of June 27 and September 27 Report FIN 17 -13 July 2, 2013 Page 2 Discussion: In 1998, the Province introduced Current Value Assessment or CVA on a Province -wide basis to replace the old patch work system (throughout the Province) where each municipality used a different base year for assessment purposes. The end result of CVA was that some businesses were experiencing property tax increases well above 100 %. To reduce the property tax increases, the Province introduced capping legislation in 1998. The City of Pickering will soon be in a position to issue the final 2013 property tax bills in accordance with the capping provisions of Bill 140, Continued Protection for Property Taxpayers Act, 2000 and implemented through various Regulations. (Bill 140 replaced the original capping legislation of Bill 79 introduced and approved in 1998). This legislation was put in place to limit assessment reform related increases to 5% per year on commercial, industrial and multi - residential properties. Under this legislation, property owners facing increases due to property assessment reform had their increases "capped" (reduced). Conversely, those properties experiencing decreases were limited to that permitted under the legislation. This meant that taxes have to be clawed back from those experiencing decreases to fund the loss of revenue resulting from the capped increases. The funding of the capping protection is paid for on a Region -wide basis. The Region of Durham acts like a banker in this process. For example, the total cost of the capping protection for the commercial tax class is paid for by the other commercial properties throughout the Region by having a portion of their property tax decrease withheld (clawed back). As part of the Region -wide process, the City of Pickering uses a Provincial database program called "Online Property Tax Analysis" (OPTA) to verify non - residential assessment data. Every municipality within Durham Region uses the OPTA system. Assessment Review Board decisions and Minutes of Settlement decisions have been incorporated into the capping calculations up to the "freeze" date of May 28, 2013. Bill 83 — Legislative Changes to Capping Legislation In 2004, the Province passed Bill 83, Budget Measures Act, 2004 which provided for various optional tax tools that could be used for the non - residential tax class. In a two tier municipal government structure, the upper tier has the option to select all or some of the tax tools. These tax tools consist of the following options: Assessment - related increase cap raised from 5% to 10 %. 2. Minimum annual threshold increase of 5% of total CVA property taxation. 3. Billing threshold established whereby a property that is within $250 of its CVA - based taxation is required to pay its full CVA property taxes. 4. The minimum CVA tax for new construction properties was 60% in 2006. New construction properties are now fully phased -in at 100% CVA tax. Report FIN 17 -13 July 2, 2013 Page 3 The purpose of these tax tools is to accelerate the movement of non - residential taxpayers to full CVA taxes (such that taxes are calculated using Current Value Assessment multiplied by the corresponding tax rate). The Region of Durham adopted all of the tax tools referenced above. Under the Municipal Act, Subsection 343(1), the tax bills must be mailed 21 days before the due date. Taxation staff are cognizant of this legislative requirement and design the tax billing process to meet this requirement. The coordinated efforts between OPTA and Durham Region municipalities have accelerated the capping calculation process over the last few years, allowing the capping `freeze' to be completed earlier in the year. This has provided an opportunity for the City to set an earlier tax due date for non- residential properties. Table One below provides a summary of the billing dates for the residential and non- residential property tax groups. Table One 2013 Billing Dates As the above table indicates, the residential taxpayer has four instalment dates and the non - residential taxpayer has three dates. In the past, the City has provided indirect cash flow assistance to the non - residential taxpayer by providing them the advantage of skipping the June instalment date and by having the final instalment due date in mid - October. This year, taxation staff are still providing the June "payment holiday," however, the final due date has been advanced by approximately 30 days to assist the City in its cash flow management. Attachments: By -law to Establish the 2013 Final Tax Instalment and Due Date for the Commercial, Industrial and Multi- Residential Tax Classes. February April June September 16 September 27 Instalment Dates Residential X X X X 4 Non - Residential X X X 3 As the above table indicates, the residential taxpayer has four instalment dates and the non - residential taxpayer has three dates. In the past, the City has provided indirect cash flow assistance to the non - residential taxpayer by providing them the advantage of skipping the June instalment date and by having the final instalment due date in mid - October. This year, taxation staff are still providing the June "payment holiday," however, the final due date has been advanced by approximately 30 days to assist the City in its cash flow management. Attachments: By -law to Establish the 2013 Final Tax Instalment and Due Date for the Commercial, Industrial and Multi- Residential Tax Classes. Report FIN 17 -13 Prepared By: — ad-� e-)� , - Donna De ong Supervisor, Taxation Recommended for the consideration of Pickering City-,Council _ Tony Prevedel, P.Eng. Chief Administrative Officer July 2, 2013 Page 4 Approved /Endorsed By: Stan Karwowski, MBA, CMA (Acting) DivisoiqHead, Finance & Treasurer Paul Bigioni Director, Co i7, 2W3 ices & City Solicitor ATTACHMENT # I TO REPORT #F')41,j -13 The Corporation of the City of Pickering By -law No. XXXX /13 Being a By -law to Establish the 2013 Final Property Taxes and Due Date for the Commercial, Industrial and Multi- Residential Tax Classes Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c.25 as amended, to pass a By -law to levy a separate tax rate on the assessment in each property class; and, Whereas the property classes have been prescribed by the Minister of Finance under the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and, Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c.25, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering; and, Whereas the Regional Municipality of Durham has passed By -law No. 09 -2013 to establish tax ratios, and By -law No. 07 -2013 to adopt estimates of all sums required by The Regional Municipality of Durham for the purposes of the Durham Region Transit Commission, and By -law No. 06 -2013 to set and levy rates of taxation for Regional Solid Waste Management, and By -law No. 08 -2013 to set and levy rates of taxation for Regional General Purposes and set tax rates on Area Municipalities; and, Whereas it is necessary for the Council of The Corporation of the City of Pickering pursuant to the Municipal Act, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering for the current year, and, Whereas an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By -law No. 7261/13) before the adoption of the estimates for the current year; and, Whereas sub section 342 (2) of the Municipal Act, 2001, S.O. 2001, c.25 as amended, permits the issuance of separate tax bills for separate classes of real property for year 2013. Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: For the year 2013, The Corporation of the City of Pickering (the "City ") shall levy upon all Property Classes (Residential, Commercial, Industrial and Multi - residential) as set out in By -law No. 7279/13 of Schedule A, the rates of taxation, for the City of Pickering, the Region of Durham and for Education purposes on the current value assessment. By -law No. Page 2 2. Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3. The levy provided for shall be reduced by the amount of the interim levy for 2013. 4. The 2013 final tax calculations for the industrial, commercial and multi - residential realty tax classes is based on a freeze date of May 28, 2013. 5. The 2013 taxes owed for the commercial, industrial and multi- residential assessed properties shall be due in one instalment on September 16, 2013, or as adjusted by the Treasurer. 6. Except in the case of taxes payable under Section 33 and 34 of the Assessment Act, R.S.O. 1990, c.A31, as amended, the percentage charge as a penalty for non - payment of taxes and monies payable as taxes shall be added to every tax or assessment, rent or rate of any instalment or part thereof remaining unpaid on the first day of default and on the first day of each calendar month thereafter in which such default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S. 0. c.25 as amended. The Treasurer shall collect by distress or otherwise under the provisions of the applicable statutes all such taxes, assessments, rents, rates or instalments or parts thereof as shall not have been paid on or before the several dates named as aforesaid, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.O. c.25 as amended. 7. If any section or portion of this By -law is found by a court of competent jurisdiction to be invalid, it is the intent of Council for The Corporation of the City of Pickering that all remaining sections and portions of this By -law continue in full force and effect. 8. Taxes shall be payable to the Treasurer, City of Pickering. 9. This By -law is to come into effect on the date of its final passing. By -law passed this 8th day of July, 2013. David Ryan, Mayor Debbie Shields, City Clerk