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Home My WebLink AboutMay 20, 2014 city 00 Council Meeting Agenda DICKERING Tuesday, May 20, 2014 Council Chambers 7:00 pm 6:00 pm In Camera Council Meeting I) Invocation Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation. II) Disclosure of Interest III) Adoption of Minutes Page In Camera Council Minutes, April 22, 2014 Under Separate Cover Council Meeting Minutes, April 22, 2014 1-21 Planning & Development Committee Minutes, May 5, 2014 22-24 Executive Committee Minutes, May 12, 2014 25-35 IV) Presentations V) Delegations 36 VI) Correspondence 37-48 Corr. 14-14 Corr. 15-14 Corr. 16-14 VII) Committee Reports 49-53 Report PD 2014-05 of the Planning & Development Committee Report EC 2014-05 of the Executive Committee VIII) Reports — New and Unfinished Business 54-94 1. Chief Administrative Officer Report, CAO 04-14 Accessible • For information related to accessibility requirements please contact Dt(VE A1G Linda Roberts G�t V Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 • Email: Irobertseoickerina.ca 2. Director, Corporate Services & City Solicitor, Report CLK 04-14 IX) Motions and Notice of Motions X) By-laws 95-103 XI) Confidential Council - Public Report 104 XII) Other Business XIII) Confirmation By-law XIV) Adjournment For Information Only • Minutes of the Accessibility Advisory.Committee, March 26, 2014 • Minutes of the Heritage Pickering Advisory Committee, March 27, 2014 • Minutes of the Sustainable Pickering Advisory Committee, April 9, 2014 • Minutes of the Committee of Adjustment, April 9, 2014 • 1 Cif,/ dle Council Meeting Minutes gwv Tuesday, April 22, 2014 i4 " IVC 7:00 PM - Council Chambers Present: Mayor Ryan • Councillors: K. Ashe D. Dickerson B. McLean • J. O'Connell D. Pickles P. Rodrigues Also Present: • T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation T. Melymuk • - Director, City Development J. Hagg - Fire Chief S. Karwowski - Division Head, Finance & Treasurer M. Gadzovski - Division Head, Water Resources & Development Services D. Shields - City Clerk L. Roberts - Committee Coordinator (I) Invocation Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (II) Disclosure of Interest No disclosures of interest were noted. (III) Adoption of Minutes • Resolution #214/14 Moved by Councillor Dickerson Seconded by Councillor Rodrigues 1 • 1 00 a Council Meeting Minutes Tuesday, April 22, 2014 11-IMMIX 7:00 PM - Council Chambers Council Meeting Minutes, March 24, 2014, as amended Planning & Development Committee Minutes, April 7, 2014 Executive Committee Minutes, April 14, 2014 Carried (IV) Delegations 1. Justin Yeung, President, Pac4 Teens Youth Council Justin Yeung, President, Pickering's Youth Activity Council, Pac4 Teens, appeared before Council. Through the aid of.a power point presentation, he provided a history of the Youth Council, noting some of their most popular events such as Coffee House, Band Nights, Badminton Tournaments and the Thanksgiving Food Drive. He also explained their assistance with numerous City of Pickering events. Mr. Yeung explained the free youth programming event entitled "Free Teen Stuff' which is offered to Pickering youth between the ages of 13 and 19. He also noted they will be participating in Artfest on May 24. 2. Geoffrey Hickey 2525 The Ontario Regiment Cadet Corps Geoffrey Hickey appeared before Council representing 2525 The Ontario Regiment Cadet Corps. He provided an overview of the youth oriented program, which caters to youth between the ages of 12 and 18 who have an interest in leadership, fitness and the armed forces. He noted this year they will be celebrating their 60th anniversary, and as part of this, plan to expand their parade format as well as host a gala dinner event. Mr. Hickey stated they would appreciate the waiving of rental fees for the Don Beer Arena as well as the Pickering Recreation Complex in order to assist them with these endeavours. A brief discussion period ensued with clarification being provided that this was a one time grant due to the anniversary celebrations being held this year. 3. Janet McNeill Durham Nuclear Awareness (DNA) Janet McNeill appeared before Council on behalf of Durham Nuclear Awareness, stating she was in attendance to listen to discussions and answer any questions to their correspondence on the Pickering Nuclear Station. 2 2 Cliq 00 A Council Meeting Minutes a . _ , Tuesday, April 22, 2014 7:00 PM - Council Chambers 4. Pickering West Shore Community Association A representative appeared before Council on behalf of Andre Pilon, Pickering West Shore Community Association. She stated that one of the goals of the organization was to appear at the CNSC hearing with respect to the 5 year licensing extension of the Pickering Nuclear Generating Station and the lifting of the hold point. She stated that any decision made by CNSC and OPG will have a direct impact on their community, stating they were in support of the Notice of Motion going forward this • evening. She emphasized the need for the City of Pickering as well as the residents to be involved in the consultation process with respect to the decommissioning as well as the future operations of OPG. • 5. Kevin Powers Ontario Power Generation (OPG) Kevin Powers, Director, Corporate Affairs, OPG, appeared before Council to provide an update as well as clarification with respect to the Pickering Nuclear Station and introduced Robin Manley, Director, Nuclear Regulatory Affairs, who was present to answer any technical questions. He noted that they are in compliance with the terms noted in the notice of motion. He stated that in August, 2013 CNSC issued a 5 year licence and noted that OPG has satisfactorily met the required criteria with respect to the hold point and that OPG demonstrated they could operate safely beyond 2020. He stated it will continue to be monitored with reactor inspections taking place. He sated that with respect to transparency, it was not possible to release all reports, but noted that relevant reports and studies are posted on OPG's website. Mr. Powers stated that annual report cards on safety performance are also made available. He noted plans are underway for the end of life at OPG, stating they are currently working on two studies, one of which deals with the future uses of the Pickering site, noting this still has valuable economic benefits to both OPG and the City of Pickering. He also stated that public consultation will be an important part of this process. In closing he stated they are confident that all regulatory requirements have been met. A question and answer period ensued. Members questioned safety rating levels and the grading system. It was also questioned why certain reports that would be made available through Freedom of Information requests, are not readily available without the need to go through this process. It was also questioned whether another updated draft could be made available in advance of 2017. The delegations were also • questioned on whether the public comments would be considered as part of the decision making process. Discussion also ensued with respect to the formation of • community groups in the past and their purpose and participation in public meetings. 3 3 Cicgi cq Council Meeting Minutes Tuesday,- Tuesday April 22, 2014 ._,�,�- —,, iii > ��tK 7:00 PM - Council Chambers 6. William McKechnie William McKechnie appeared before Council with respect to Report CR 04-14 regarding community association agreements. He requested clarification on the criteria used to determine the costs for use of City facilities. He also questioned whether there were any individual groups using facilities free of charge. He felt that the report singles out PESCA as the only group not having an agreement, and noted his disappointment in what the report is proposing, given the number of hard working volunteers that put in numerous hours to support their community through sponsorships of sports groups as well as donations. 7. Keith Falconer Keith Falconer appeared before Council, referring to the February 25, 2013 Council minutes where Report CAO 02-13 was passed regarding a revenue sharing agreement with PESCA. Mr. Falconer noted that detailed discussion had taken place and after numerous lost motions, the main recommendations were carried in which staff were to review all existing agreements with the intent of normalizing all existing agreements to a fair and equitable base and come back with a proposed protocol. He asked that Council fulfill this agreement. Resolution # 215/14 Moved by Councillor O'Connell Seconded by Councillor McLean That the rules of procedure be suspended in order to deal with the Notice of Motions regarding a) Garrison Parade and d) Pickering Nuclear Generating Station as the next items. Carried on 2/3 Majority a) ,Garrison Parade Resolution #216/14 Moved by Councillor Dickerson Seconded by Councillor Pickles Whereas the 2525 Ontario Regiment Cadet Corps will be celebrating their 60th anniversary on May 11, 2014 and will be hosting their annual Garrison Parade at the Don Beer Arena in Pickering on June 1, 2014 and a Celebratory Dinner at the Pickering Recreation Complex on Saturday, June 7, 2014; 4 4 Citq 00 - Council Meeting Minutes Tuesday, April 22, 2014 7:00 PM - Council Chambers Whereas the 2525 Ontario Regiment Cadet Corps has-asked for assistance from the City of Pickering to waive the Facility rental fees for both the June 1 and June 7 events; Whereas the funding for these events are solely relied upon by public donations and fundraising by the cadets; Now Therefore the City of Pickering to waive the Facility rental fees for the following permits: • #28504 —Annual Garrison Parade at the Don Beer Arena in Pickering on June 1, 2014 in the amount of$1,078.16 • #28652 — Celebratory Dinner at the Pickering Recreation Complex on Saturday, June 7, 2014 in the amount of$1,455.87 Carried Unanimously On a Recorded Vote d) Pickering Nuclear Generating Station Councillor O'Connell provided a brief overview of the intent of the motion, noting that it in no way suggests that OPG is operating unsafely, it simply asks that OPG be proactive and transparent by making all possible reports available to the public. Resolution #217/14 Moved by Councillor O'Connell Seconded by Councillor Rodrigues Whereas the Pickering B reactors located at the Pickering Nuclear Generating Station will reach the end of their design lives this year; however Ontario Power Generation (OPG) have applied to operate them until 2020; and Whereas Durham Nuclear Awareness (DNA) acquired funding to hire Arnold Gundersen of Fairewinds Associates to analyze OPG's safety case for Pickering in 2013. Mr. Gundersen concluded there was insufficient information to approve the life- extension of the Pickering B nuclear reactors. Whereas the Canadian Nuclear Safety Commission (CNSC) approved a 5-year operating license to OPG, but required that it submit a full safety case for a public hearing before it could run the station beyond its design life; and 5 5 oq - Council Meeting Minutes Tuesday, April 22, 2014 1.10-MC 7:00 PM - Council Chambers Whereas Durham Nuclear Awareness maintain that the studies and information requested of OPG to provide at the 2013 CNSC relicensing hearings, have yet to be released to the public for review. Now Therefore be it Resolved that City of Pickering Council request the CNSC and OPG to provide a higher level of transparency when discussing the potential for extended operations at the Pickering Nuclear Generating Station past its end of life design. This includes (but not limited to) proactively releasing to the public in a timely fashion, any and all studies and documents providing OPG's safety case to extend the operation in Pickering. And that OPG is required to hold annual public meetings to report on the safety of the facility, where the public has an opportunity to ask questions and be provided with appropriate responses. And that prior to these annual public meetings being held, all relevant reports and depositions from the CNSC and OPG in relation to the safety of the plant until the year 2020 be provided.to the public in advance. And that CNSC requires OPG to send a draft Decommissioning Plan to the City of Pickering for consultation by year-end in 2015. And that a copy of this resolution is submitted to the CNSC forthwith. And that a copy of this resolution be sent to Durham Region, all Durham Regional local municipalities, Hon Kathleen Wynne, Premier of Ontario, Hon Tracy MacCharles, MPP Pickering-Scarborough, MPP Joe Dickson, Ajax-Pickering, Hon Chris Alexander, MP Ajax-Pickering, MP Corneliu Chisu, Pickering-Scarborough East. Carried Unanimously On a Recorded Vote (V) Correspondence 1. Corr. 10-14 Paul Przybylo, President Ajax-Pickering Board of Trade 3-144 Old Kingston Road Ajax, ON L1T 2Z9 A brief discussion period ensued with Councillor Rodrigues noting concerns that an increase in population was not being addressed, and also stated he would like more details. Resolution #218/14 6 6 Cal Council Meeting Minutes s =_ = T Tuesday April 22, 2014 7:00 PM - Council Chambers Moved by Councillor Dickerson Seconded by Councillor Pickles That Corr. 10-14 received from Paul Przybylo, President, Ajax-Pickering Board of Trade, seeking Council support with respect to the Transportation Policy Goals which the APBOT is publicly supporting, be endorsed. Carried on a Recorded Vote as Follows; Councillor McLean was absent for the vote Yes No Councillor Dickerson Councillor Ashe Councillor O'Connell Councillor Pickles Councillor Rodrigues Mayor Ryan 2. Corr. 11-14 Janet McNeill Durham Nuclear Awareness 206 Byron Street North Whitby, ON L1N 4N1, Resolution #219/14 Moved by Councillor O'Connell Seconded by Councillor Pickles That Corr. 11-14 received from Janet McNeill, Durham Nuclear Awareness, requesting the City of Pickering forward a letter requesting that CNSC require OPG to submit a draft decommissioning plan in 2015 instead of 2017 prior to April 22"d and to express concerns regarding the reduced level of public participation and transparency be received for information. Carried 3. Corr. 12-14 Nicole Wellsbury Manager, Legislative Services/Deputy Clerk Town of Ajax 65 Harwood Avenue South, Ajax, ON L1S 2H9 7 7 Citq a2 Council Meeting Minutes =_ d y= Tuesday, April 22, 2014 7:00 PM - Council Chambers • Resolution #220/14 Moved by Councillor Dickerson Seconded by Councillor Pickles That Corr. 12-14 received from. Nicole Wellsbury, Manager, Legislative Services/Deputy Clerk, Town of Ajax seeking support of a resolution passed on April 14, 2014 with regards to the Ajax-Pickering Board of Trade Transportation Policy Recommendations be received for information. Carried 4. Corr. 13-14 Mandi Pearson Deputy Clerk/Operations Clerk Town of Petrolia 411 Greenfield St., Box 1270 Petrolia, ON NON 1R0 - Resolution #221/14 Moved by Councillor Dickerson Seconded by Councillor Rodrigues That Corr. 13-14 received from Mandi Pearson, Deputy Clerk/Operations Clerk Town of Petrolia, seeking support of a resolution passed on April 7, 2014 with respect to energy rate increases be received for information. Carried (VI) Committee Reports 1. Chief Administrative Officer Report CAO 02-14 Ice Storm (2013) Update Council Decision That Report CAO 02-14 of the Chief Administrative Officer be received. 2. Director, Corporate Services & City Solicitor, Report CLK 01-14 Revision to Records Management By-law 6835/08 Council Decision 8 8 Ca,/ a Council Meeting Minutes Tuesday, April 22, 2014 ISM ti 7:00 PM - Council Chambers 1. That Report CLK 01-14 of the City Clerk be received; 2. That the Draft By-law to amend By-law 6835/08 Records Management for the City of Pickering, included as Attachment No. 1 to this Report, be approved; and 3. That the City Clerk forward the,approved by-law to the City's Auditors, Deloitte and Touche LLP, for certification. 4. Director, Corporate Services & City Solicitor, Report CLK 03-14 Establishment of a Compliance Audit Committee under the Municipal Elections Act, 1996, as amended Council Decision 1. That a Compliance Audit Committee be established in accordance with the provisions of the Municipal Elections Act, 1996, as amended; 2. That the Compliance Audit Committee be delegated full authority to exercise all powers and functions related to compliance audit applications; 3. That the Compliance Audit Committee be comprised of three members with credentials and expertise suitable to consider matters related to the election campaign finance provision of the Municipal Elections Act, 1996; 4. That the terms of reference for the Compliance Audit Committee including the remuneration for Committee members be adopted; 5. That the City Clerk recruit and recommend three qualified individuals for appointment to the Committee; 6. That the draft by-law attached to Report CLK 03-14 be enacted; and 7. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. 6. Director, Culture & Recreation, Report CR 08-14 Advancing Access to Affordable Recreation in Durham Region and City of Pickering Access to Recreation Policy Council Decision 1. That Council receives the Advancing Access to Affordable Recreation in Durham (AAARD) Report as information; 9 9 Council Meeting Minutes Tuesday, April 22, 2014 7:00 PM - Council Chambers 2. That Council approves the signing of the AAARD Charter; 3. That City of Pickering staff be authorized to pursue the avenues of advancing affordable access to recreation to Pickering residents; 4. That Council approve the City of Pickering Access to Recreation Policy; and 5. That appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. 7. Director, Corporate Services & City Solicitor, Report FIN 06-14 Statement of the Treasurer Respecting 2013 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Council Decision It is recommended that Report FIN 06-14 of the Director, Corporate Services & City Solicitor regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2013 be received for information. 8. Director, Corporate Services & City Solicitor, Report FIN 08-14 Section 357/358 of the Municipal Act-Adjustment to Taxes Council Decision 1. That Report FIN 08-14 of the Director, Corporate Services & City Solicitor be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. 9. Director, Engineering & Public Works, Report ENG 08-14 Asphalt Resurfacing on Various City Streets and Parking Lots -Tender No. T-7-2014 Council Decision 1. That Report ENG 08-14 of the Director, Engineering & Public Works regarding the tender for Asphalt Resurfacing on Various City Streets and Parking Lots be ' received; 10 10 • Ca A Council Meeting Minutes . � =. Tuesday, April 22, 2014 VII gt2[ 7:00 PM - Council Chambers 2. That Tender No. T-7-2014 submitted by Furfari Paving Company Limited in the amount of$669,286.75 (HST included) be accepted; 3. That the total gross project cost of$827,439.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $745,134.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the project by transferring the total sum of$745,134.00 from Federal Gas Tax Reserve Fund, Property Taxes, Third Party Contribution, Capital Works Reserve Fund, Provincial Grant and the Rate Stabilization Fund, as provided for in the 2014 approved Capital Budget; and 5. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 10. Director, Engineering & Public Works, Report ENG 09-14 Artificial Turf Field and Site Improvements -Beverley Morgan Park -Tender No. T-5-2014 Council Decision 1. That Report ENG 09-14 of the Director, Engineering & Public Works regarding Tender No. T-5-2014 for.Artificial Turf Field and Site Improvements in Beverley Morgan Park be received; 2. That Tender No. T-5-1014 as submitted by Latitude 67 Ltd. in the total tendered amount of$1,321,423.70 (HST included) be accepted; 3. That the total gross project cost of$1,593,031.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $1,434,574.00 (net of HST rebate) be approved; 1. That Council authorizes the Division Head, Finance & Treasurer to finance the project in the amount of$1,434,574.00, to be funded from other revenue York Region (Southeast Collector Enhancements); and 2. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 11 11 • City op _ Council Meeting Minutes ' ''= Tuesday, April 22, 2014 7:00 PM - Council Chambers 11. Fire Chief, Report FIR 01-14 Hazardous Goods Transported by Rail in Pickering Council Decision 1. That Report FIR 01-14 of the Chief Administrative Officer be received; 2. That Fire Services staff and the Community Emergency Management Coordinator (CEMC) be directed to continue participation in training and familiarization related to dangerous goods response and rail safety initiatives; and 3. That Fire Services staff and the Community Emergency Management Coordinator continue to meet with representatives from CN Rail, CP Rail and Durham Emergency Management Office to explore training opportunities, ensure preparedness and to foster a cooperative relationship that will benefit all parties; and 4. That the appropriate officials be authorized to take the necessary actions to give effect hereto. Resolution #222/14 Moved by Councillor Pickles Seconded by Councillor Dickerson That Report 2014-04 of the Executive Committee meeting held on April 14, 2014, be adopted, save and except Items 3 and 5. Carried 3. Director, Corporate Services & City Solicitor, Report CLK 02-14 2014 Municipal Elections Discussion ensued with the City Clerk providing clarification regarding the addition of Rougemount Co-op as well as Viva and two Chartwell locations to the list of voting locations. She explained the criteria required for retirement homes under the Municipal Elections Act, and stated these would be re-visited to determine their inclusion. She noted an update would be provided to Council in this regard. Inquiries were also made with respect to on line voting in Pickering. 12 12 Cat/ Council Meeting Minutes Tuesday, April 22, 2014 7:00 PM - Council Chambers Resolution #223/14 Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That the Report CLK 02-14 regarding the 2014 Municipal Elections be received; 2. That the draft by-laws (Attachments 1 and 2) to provide for reduced hours of voting in institutions and retirement homes and advance voting days be enacted; and 3. That the appropriate officials of the City of Pickering be given authority to take any necessary action to give effect thereto. Carried_ 5. Director, Culture & Recreation, Report CR 04-14 Community Association Agreements Facility Partnerships & Community Grant Policy Resolution #224/14 Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CR 04-14 regarding Community Association Agreements be received; 2. That Council authorize staff to prepare a written facility agreement with each of Brougham Recreation Association (Brougham Hall), Greenwood Recreation Association (Greenwood Community Centre), Mt. Zion Community Centre Association (Mt. Zion Community Centre) and Whitevale & District Residents' Association (Whitevale Community Centre) enabling each association to operate City-owned facilities; with each such agreement to be brought back to Council for consideration and approval. 3. That Council authorize staff to continue to operate under the terms and conditions of the existing written facility agreements with Canadian Progress Club Durham South (Front Street Centre) and Claremont Lions Club (Claremont Community Centre). 4. That Council authorize staff to prepare written facility agreements with 856 Air Cadets (East Shore Community Centre), Claremont Seniors Club (Claremont Community Centre), Pickering Lawn Bowling Club (East Shore Community 13 13 Czfq ,c4 Council Meeting Minutes '' ' =�= Tuesday, April 22, 2014 1111M IRE 7:00 PM - Council Chambers Centre), South Pickering Seniors Club (East Shore Community Centre), Rouge Hill Seniors Club (Petticoat Creek Community Centre), Rebekah Lodge (Petticoat Creek Community Centre), The Youth Centre (Petticoat Creek Community Centre) regarding exclusive and/or regular use of City owned and operated facilities; with each such agreement to be brought back to Council for consideration and approval. 5. a) that Council authorize staff to waive the rental fees otherwise chargeable to Pickering East Shore Community Centre (PESCA) for its monthly meetings and Annual General Meeting in a meeting room at the East Shore Community Centre; b) that Council authorize staff to waive the rental fees otherwise chargeable to the West Shore Community Association for its monthly meetings and Annual General Meeting in a meeting room at the West Shore Community or subsequent city facility based on availability. 6. That Council authorize staff to negotiate the terms of a new licence agreement with the Gingerbread Cooperative Nursery School for regular use of the West Shore Community Centre; such agreement to be brought back to Council for consideration and approval. 7. That Council authorize staff to terminate the verbal facility agreement with the Toronto and Region Conservation Authority and their use of East Shore Community Centre. 8. That Council authorize staff to revise the existing City of Pickering Community Grant Policy that requires qualified community associations to submit a request for financial support of community events, programs and initiatives, and to present a revised Grant Policy for Council consideration. 9. That Council authorize staff to prepare a written lease agreement with each of Amberlea Tennis Club, Dunmoore Tennis Club, Glendale Tennis Club, Greenwood Tennis Club, Maple Ridge Tennis Club, Rosebank Tennis Club and Sandy Beach Tennis Club; such lease agreements to be brought back to Council for consideration and approval. 10. That Council authorize staff to enter into a new written lease agreement with Pickering Italian Social Club for exclusive use of Centennial Park Building and Bocce Courts; such lease agreement to be brought back to Council for consideration and approval. 11. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. • 14 14 Cart 0,4 Council Meeting Minutes Tuesday, April 22, 2014 1i � 7:00 PM - Council Chambers Carried on a Recorded Vote as Follows; Yes No. Councillor Ashe Councillor Dickerson Councillor McLean Councillor Pickles Councillor O'Connell Councillor Rodrigues - Mayor Ryan (VII) New and Unfinished Business 1. Public Meeting Notice of Intention to Pass By-laws to Submit Questions to the Electors for the 2014 Municipal Election A public meeting was held for the purpose of informing the public with respect to placing a question on the 2014 Municipal Election ballot. The City Clerk appeared before Council to outline the process and confirm that provisions of the Municipal Elections Act, 1996, had been complied with. Mayor Ryan asked if any members of the public wished to speak'for or against the question. Andrew Larter, 1006 Mountcastle Crescent, Pickering, appeared before Council in support of having a question on the ballot for the casino, noting the need for the community to express their views, stating this would have a fundamental effect on the community. Len Hummell appeared before Council, stating he attends the Pentecostal Church located at 1920 Bayly Street. He noted that he felt the community had not had ample opportunity to adequately discuss the issue. He noted his support of a • • question on the ballot to allow the public the opportunity to voice their views with respect to a casino. He felt any decision with respect to a zoning amendment application should not be made until after the 2014 election and the results of the vote on the question had been determined. William McKechnie appeared before Council seeking clarification on the percentage of voting public required in order for the results to be binding. 15 15 Ciiq o1 A Council Meeting Minutes 1=1 Tuesday, April 22, 2014 NUM 7:00 PM - Council Chambers Jonathan Kulathungam, 93 Twyn Rivers Drive, Pickering, appeared before Council in support of having the question placed on the ballot, stating the importance of obtaining substantial public input. He stated the question as it currently reads ' leads to some confusion. He also questioned the notification procedures. A discussion period ensued with respect to the notification procedures, with it being noted that the Province does not stipulate exactly what sufficient public consultation is. The City Clerk provided clarification on the procedures. Resolution #225/14 Moved by Councillor O'Connell Seconded by Councillor McLean That the rules of procedure be suspended in order to bring forward By-law 7342/14 to be dealt with as the next item of business. Carried on 2/3 Majority Vote Resolution # 226/14 Moved by Councillor McLean Seconded by Councillor O'Connell 7342/14 Being a by-law to submit a question to the electors of the City of Pickering (Gaming Facility). Carried Unanimously on a Recorded Vote (VIII) Notice of Motions b) Roads Resolution #227/14 Moved by Councillor Pickles Seconded by Councillor Ashe Whereas there are 166 km of roads in Pickering, north of Taunton Road. Whereas of these roads, 63 centreline km are hard surfaced and 103 centreline km are loose surfaced. • 16 16 Coat 00 Council Meeting Minutes '= T Tuesday, April 22, 2014 7:00 PM - Council Chambers Whereas the maintenance of-loose surface roads requires different road maintenance equipment, materials and strategies than hard surface roads, such as regular grading, application of materials such as gravel and dust suppressant. This results in a greater operating cost for loose surface roads. The City of Pickering's 2012 annual performance measures tracking indicates that these comparable operating costs are $2,958.68/centreline km for hard surface roads and $13,983.52/centreline km for loose surface roads, excluding winter control. Operating costs for loose surface roads are approximately 4.5 times as much as hard surface roads. Whereas a number of these roads are heavily travelled and the loose surface roads are subject to greater deterioration due to rutting and weather conditions, particularly freeze and thaw,. leading to poor driving conditions. Whereas in order to address the need to hard surface these roads Council and staff need to develop a-plan, including prioritization of roads for hard surfacing, a timeframe, and an annual budget allocation to implement the plan. Now Therefore the City of Pickering staff develop a proposed plan to hard surface or re-surface roads north of Taunton Road including hamlets. Now Therefore that the plan provide an estimate of the total capital cost and recommended forecast to accomplish this plan over the five year period 2015 to 2019, estimate the annual cost savings for road maintenance upon completion of this plan, Now Therefore staff to explore any eligible federal or provincial funding programs that may be available to assist in funding the hard surfacing of the selected roads, and that staff report back to Council with the plan including opportunities for public input no later than the January, 2015. Carried c) Skating Discussion took place regarding the possibility of utilizing the artificial skating rink from Millennium Square elsewhere for use on a year round basis. It was suggested this could be set up in Claremont in order to determine usage. Questions were raised with respect to costs associated with setting up rinks in urban areas. Resolution #228/14 Moved by Councillor Pickles Seconded by Councillor Ashe 17 17 Cry c1 Council Meeting Minutes Tuesday, April 22, 2014 110140MC 7:00 PM - Council Chambers Whereas many Pickering residents enjoy public skating and other ice sports and have over many years indicated an interest in an outdoor skating rink. Whereas the City of Pickering currently has an outdoor asphalt surface surrounded by puck boards in Claremont Park that is used year round and is flooded to create a skating rink in winter months. Whereas the Claremont rink does not have a refrigeration system, or direct access to water for flooding. which, along with fluctuating temperatures make it difficult to maintain an ice surface that is usable by skaters through the winter months. Whereas the residents of Claremont have indicated they would like to establish a season long outdoor skating rink for use by all Pickering residents. Whereas the Claremont District Community Association is interested in working in partnership with the City of Pickering to develop a project proposal, to build an outdoor skating rink in Claremont Park, and consider a funding arrangement including possible sponsorships. Now Therefore City staff work with the the Claremont District Community Association on: • Developing a masterplan for the Claremont Park including consideration of an outdoor skating rink, and developing a community consultation process for the masterplan. • Developing a project proposal for an outdoor skating rink including exploring the feasibility of a refrigeration system and direct water access or a synthetic ice surface and other improvements/features that are appropriate to support the plan. • Develop an estimated budget and timeframe for implementation of the masterplan including an outdoor rink, and • Consider options for funding, including potential sponsorships and other funding sources such as federal and provincial infrastructure programs. Now Therefore staff report back to Council in January 2015 on progress of discussions with the Claremont District Community Association regarding the park masterplan and the outdoor skating rink proposal. Carried 18 18 • Cit 00 Council Meeting Minutes Tuesday, April 22, 2014 1-11111-X 7:00 PM - Council Chambers (IX) By-laws 7345/14 Being a by-law to establish Blocks 32, 33 and 34, Plan M-1220, as public highway. 7346/14 Being a by-law to designate the lands legally described as South Part,of Lot 16, Concession 4, (the 'Walter Percy Property")and municipally. known as 2865 Sideline 16, City of Pickering, as being of cultural heritage value or interest. 7347/14 Being a by-law to establish retention periods for records of the Corporation of the City of Pickering. 7348/14 Being a by-law to provide for early voting and reduced hours of voting in institutions and retirement homes on advance voting days. 7349/14 Being a by-law to provide for advance votes to be held prior to the 2014 Voting Day. 7350/14 Being a by-law to establish a Compliance Audit Committee for each Term of Council. 7351/14 Being a by-law to establish that part of Lots 111 and 112, Plan 350, designated as Part 5, 40R-28293 and that part of Block 27, Plan 40M-2570, designated as Part 6, 40R-28293, as public highway. 7352/14 Being a by-law to amend Restricted Area (Zoning) By-law 3036; as amended by By-law 1680/83, 1727/83, 2006/85, 5235/98 and 7061/10 to implement the Official Plan of the City of Pickering, Region of Durham, being Part of Lot 23, Concession 1, in the City of Pickering (A 7/11) 7353/14 • Being a by-law to establish that part of Lot 161, Plan 816, designated as Part 1, Plan 40R-13509, as public highway. Resolution #229/14 Moved by Councillor O'Connell Seconded by Councillor Pickles 19 19 C�c o0 = Council Meeting Minutes ;=; Tuesday, April 22, 2014 _ i -WNW_ 7:00 PM - Council Chambers That By-law Nos.73421/14 and 7345/15 to 7352/14be approved. Carried (X) Confidential Matters In accordance with Procedural By-law 7212/12 and the provisions of the Municipal Act, an In Camera meeting of Council was held prior to the regularly scheduled meeting. That Council move In Camera in that the matters to be discussed relate to personal matters about an identifiable individual. Carried 1. Appointments to Advisory Boards and Committees Information on the applications were reviewed In Camera in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the personal information was used solely for the purpose of assessing the applicant's qualifications for appointments to the City's Advisory Committees. Resolution #230/14 Moved by Councillor Dickerson Seconded by Councillor Rodrigues That Daniel Hughes be appointed to the Accessibility Advisory Committee for a term ending November 30, 2014; That Jennifer Dempsey be appointed to the Heritage Pickering Advisory Committee fora term ending November 30, 2014; and That David Coffin be appointed to the Pickering Museum Village Advisory Committee for a term ending November 30, 2014. . Carried (XI) Other Business • 1) Councillor McLean requested staff look into the recent sirens that went off at the Cherrywood transformer site recently to confirm this was just a test, and also what the notification procedures were. He questioned whether Hydro One is subject to the same P rotocol as OPG with respect to notification procedures to inform residents of testing. 20 20 • o2 Council Meeting Minutes Tuesday, April 22, 2014 7:00 PM - Council Chambers (XII) Confirmation By-law By-law Number#7354/14 • Councillor McLean, seconded by Councillor Pickles moved for leave to introduce a By- law of the City of Pickering to confirm those proceeding April 22, 2014. (XIII) Adjournment Moved by Councillor McLean Seconded by Councillor Rodrigues That the meeting be adjourned at 10:00 pm. Carried Dated this 22nd day of April, 2014. Mayor Ryan Debbie Shields City Clerk • 21 21 City 4 A, Planning & Development Committee Meeting Minutes NIX Monday, May 5, 2014 7:00 pm —Council Chambers Chair: Councillor Ashe Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor T. Melymuk - Director, City Development C. Rose - Chief Planner N. Surti - Manager, Development Review & Urban Design C. Celebre - Senior Planner— Development Review & Heritage L. Harker - (Acting) City Clerk (I) Disclosure of Interest No disclosures of interest were noted. (II) Part `A' Information Reports Nilesh Surti, Manager, Development Review & Urban Design, gave an outline of the requirements for a Statutory Meeting under the Planning Act. He outlined the notification process procedures and also noted that if a person or public body does not make oral or written submissions to the City before the by-law is passed, that person or public body are not entitled to appeal the decision of City Council to the Ontario Municipal Board, and may not be entitled to be added as a party to the hearing unless, in the opinion of the Board, there are reasonable grounds to do so. 1. Information Report No. 06-14 Draft Plan of Subdivision SP-2014-02 Draft Plan of Condominium CP-2014-02 (Related Files: Draft Plan of Subdivision SP-2013-03 and Zoning By-law Amendment A 6/13) E. Ovide Holdings (Altona) Inc. 1973 and 1981 Altona Road 1 22 City oin 4 Planning & Development A . _ z.� '_ Committee Meeting Minutes (. i Lli [ Monday, May 5, 2014 7:00 pm — Council Chambers • Chair: Councillor Ashe A public information meeting was held under the Planning Act, for the purpose of informing the public with respect to the above-noted application. Cristina Celebre, Senior Planner— Development Review & Heritage, provided an overview of the applications. C. Celebre advised the Committee that this application was already before the Committee in December 2013, and that the developer is now prepared to develop the lands concurrently with the adjoining parcels. The plan is to create a single development block compatible with surrounding land uses. Comments received to date included concerns over the locations of sidewalks and the potential construction impacts. Matthew Cory, Malone Given Parsons Ltd., appeared on behalf of the applicant, in support of the application and was available for questions. Discussion ensued with Council identifying the preservation of mature trees, the walkability of the community and the addition of sidewalks as issues to be addressed in this application. No members of the public appeared in support of or in opposition to the application. (III) Part `B' Planning & Development Reports 1. Director, City Development, Report PLN 09-14 Draft Plan of Subdivision SP-2013-02 Zoning By-law Amendment Application A 5/13 2364722 Ontario Inc. Part of Lot 26, Concession 1 (1915 Fairport Road) • Monika Bryce, 943 Gablehurst, appeared before the Committee to express her concerns regarding construction and safety issues pertaining to the site. Ms. Bryce requested that construction be completed in a timely manner. Andrew Ferancik, Walker, Nott, Dragicevic Associates Limited Planning, appeared on behalf of the applicant in support of the application. Mr. Ferancik confirmed that all homes will be built concurrently so as to limit the duration of construction. Bruno Spinosa, Owner, appeared before the Committee in support of the application. Bruno advised the Committee that once the proposed lands are zoned appropriately, they will be joined with the existing lands and developed concurrently. A question and answer period ensued with members of Council seeking clarification of the construction schedule, the possibility of moving windows within the homes and confirmation that the building of all homes will occur simultaneously. 2 23 Carl o0 Planning & Development _�� Committee Meeting Minutes �[ 1i[ Monday, May 5, 2014 7:00 pm — Council Chambers Chair: Councillor Ashe Recommendation Moved by Councillor Dickerson Seconded by Councillor McLean 1. That Draft Plan of Subdivision Application SP-2013-02, submitted by 2364722 Ontario Inc., on lands being Part of Lot 26, Concession 1, to establish a residential plan of subdivision for 14 lots, 6 blocks to be combined with adjacent lands for future lots, a block for Fairport Road widening and the extension of Gablehurst Crescent, as shown on Attachment#2 to Report PLN 09-14, and the implementing conditions of approval, as set out in Appendix I, be endorsed; and 2. Further, that Zoning By-law Amendment Application A 5/13, submitted by 2364722 Ontario Inc., to implement the Draft Plan of Subdivision SP-2013-02 be endorsed with the provisions contained in Appendix II to Report PLN 09-14, and that staff be authorized to finalize and forward the implementing Zoning By- law Amendment to Council for enactment. Carried Councillor McLean left the meeting. (VI) Other Business 1. Councillor Pickles provided notice that he would be bringing forward a Notice of Motion respecting the naming of City facilities. 2. Councillor Rodrigues requested that staff ensure Whitevale is cleaned up from the ice storm. (V) Adjournment The meeting adjourned at 7:40 pm. 3 24 city o 1 Executive Committee Meeting Minutes N� �� Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues • Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation R. Holborn - Director, Engineering & Public Works • J. Hagg - Fire Chief S. Karwowski - Division Head, Finance & Treasurer M. Gadzovski - Division Head, Water Resources & Development Services D. Shields - City Clerk D. Selsky - Manager, Capital Projects & Infrastructure A. Mostert - Senior Coordinator, Landscape & Park Development L. Harker - (Acting) Supervisor, Legislative Services (I) Disclosure of Interest No disclosures of interest were noted. The Chair recognized the Director, Corporate Services & City Solicitor regarding Report ENG 06-14. The Director, Corporate Services & City Solicitor advised the Committee that Report ENG 06-14 was being withdrawn at this time. (II) Delegations 1. Tomislav Hrkac and Grant Robinson The Regional Municipality of York Tomislav Hrkac, York Region, appeared before the Committee to provide a construction update of the Southeast Collector Trunk Sewer Project. Mr. Hrkac advised the Committee that the tunnel progress and the excavation of all shafts has 1 25 o0 Executive Committee ,= ail iii-'`— Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson been completed, with the exception of Shaft 13C. Restoration of the sites is underway and the forecasted start of sewer operation is December 2014. Moved by Councillor Rodrigues Seconded by Mayor Ryan That the rules of procedure be suspended in order to extend the 10 minute' delegation time. Carried Grant Robinson, York Region, appeared before the Committee to provide an overview of the Complaint Management System. Mr. Robinson provided statistics of complaints received, and advised the Committee that the System worked well for receiving and tracking complaints. A question and answer period ensued with the Committee seeking clarification with respect to efforts made to reduce noise and vibrations. The Committee questioned how odour would be controlled and confirmed that the disruption to residents during the remainder of construction would be minimal. 2. Rob Amos Aquafor Beech Limited Rob Amos, Aquafor Beech Limited, appeared before the Committee to provide an overview of the Amberlea Creek Erosion Control Project. Mr. Amos outlined all of the current risks to public safety and the environment, including slope erosion, channel degradation, deteriorated infrastructure and noted the urgency of the project. The proposed construction date is Winter 2014/2015. A question and answer period ensued. Moved by Councillor O'Connell Seconded by. Mayor Ryan That the rules of procedure be suspended in order to bring forward Report ENG 11- 14 to be considered first. Carried 4. Director, Engineering & Public Works, Report ENG 11-14 Amberlea Creek Erosion Control Project -Single Source of Construction and Restoration Works Recommendation 2 26 00 = Executive Committee Ian - `� Meeting Minutes iE WHIM Of Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson Moved by Councillor Ashe Seconded by Councillor O'Connell 1. That Report ENG 11-14 of the Director, Engineering & Public Works regarding the construction of the Amberlea Creek Erosion Control Project be received; 2. That Council approve the hiring of Toronto and Region Conservation Authority (TRCA) as a single source in accordance with the City's Purchasing Policy 09.03 and 09.09; 3. That the quotation as submitted by the Toronto and Region Conservation Authority(TRCA) for the construction and restoration of the Amberlea Creek • Erosion Control Project in the total amount of$1,946,642.58 (HST included) be accepted; 4. That the total gross project cost of$2,335,971.00 (HST included) including the quoted amount and other associated costs and the total net project cost of $2,103,614.00 (net of HST rebate) for the construction of the Amberlea Creek Erosion Control Project be accepted; 5. That Council authorize the Division Head, Finance & Treasurer to finance the total net project cost of$2,1 03,614.00 as follows: a) That the debt-financing approved in the 2010 Capital Budget for this project be revised to an internal loan for the sum of$1,678,000.00 over a period not to exceed ten years; b) That the sum of$270,074.00 be funded from the Development Charges Reserve Fund-Stormwater; c) That the sum of$154,812.00 be funded by a contribution from the Regional Municipality of Durham; d) That the sum of$728.00 to be funded from property taxes; e) That the annual repayment charges in the approximate amount of $200,000.00 be included in the annual Current Budget for,the City of Pickering commencing in 2015 and continuing thereafter until the internal loan financing is repaid; 6. That a copy of this report be forwarded to the Regional Municipality of Durham; • and 3 27 Cali 44 _r Executive Committee Meeting Minutes rietaiiffiff Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 7. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried Unanimously (II) Delegations (cont.,) The Chair noted that Matthew Richardson a delegation registered for tonight's meeting was unable to attend but, requested that it be noted that he was in support of the Skateboard Facility. 4. Mary Lloyd Re: Report ENG 12-14 Mary Lloyd, 1384 Old Forest Road, appeared before the Committee in opposition to the proposed Skateboard Facility. Ms. Lloyd expressed concern with the nearby gas station, suggesting that it would encourage teens to stay out after hours at the skate park as they could access the gas station for food and washrooms. Ms. Lloyd suggested that an indoor skate park-would be better and it could also provide revenue to the City. 5. Justin Yeung Re: Report ENG 12-14 Justin Yeung, President, Pac4 Teens, appeared before the Committee in support of the proposed Skateboard Facility. Mr. Yeung expressed Pac4 Teens support for this project, as it would provide a positive outlet for teens. 6. Katherine Kisielowski Re: Report ENG 12-14 Katherine Kisielowski, 1405 Old Forest Road, appeared before the Committee in opposition to the proposed Skateboard Facility. Ms. Kisielowski noted the lack of greenspace in the location and that the Skateboard Facility might encourage loitering, partying and littering. She also expressed concern aboutthe safety of children in the area and the increased noise. Ms. Kisielowski suggested that Steeple Hill Park or Amberlea Park might be more appropriate for a skate park and suggested the City investigate those locations. 7. Norm Miller Re: Report ENG 12-14 • 4 • 28 Call 00 A Executive Committee — ` — -y Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson Norm Miller, 1448 Old Forest Road, appeared before the Committee in opposition to the proposed Skateboard Facility. Mr. Miller noted that the proposed budget seemed rather large and that it was a waste of taxpayers dollars. 8. Sergio Bendana Re: Report ENG 12-14 J Sergio Bendana, 11 Kennedy Street, Whitby, appeared before the Committee in support of the proposed Skateboard Facility. Mr. Bendana summarized the benefits of a Skateboard Facility, including encouraging more physical activity, keeping teens out of trouble and the reduction of teens skating on the streets. He also noted that the current skate park is deficient and not in a very safe area. He stated that most skateboarders choose to go to other municipalities rather than skate at the Pickering location. Mr. Bendana also stated that he believed $200,000 was not sufficient funding for a decent skate park. A question and answer period ensued. 9. Jim Dike Re: Report CAO 03-14 Jim Dike, AFBA President, appeared before the Committee in support of Report CAO 03-14. Mr. Dike noted the baseline studies being conducted and provided an overview of the proposed Management Plan for controlling the Eurasian Water-Milfoil aquatic weed in Frenchman's Bay. (III) Matters for Consideration 1. Chief Administrative Officer Report, CAO 03-14 Eurasian Water-Milfoil Weed — Frenchman's Bay A question and answer period ensued. Discussion ensued with respect to the overall management plan and concerns were noted that clarification needed to be provided regarding the grant in the amount of$21,875. from the City of Pickering and that it was to be used for the purchase of weevils only. Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report CAO 03-14 of the Chief Administrative Officer regarding Eurasian Water-Milfoil Weed — Frenchman's Bay be received; 5 29 °0 Executive Committee Meeting Minutes 110L..-11.117.110L..-11.117.11� ��1�1 Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 2. That staff be directed to provide Allies of the Frenchman's Bay Association with funding for Eurasian Water-Milfoil Weed control in the form,of a grant to a maximum of$21,875; and 3. That staff report back to Council annually regarding the status of the milfoil weed presence in Frenchman's Bay. ' Referred Later in the Meeting [Refer to following motion] Moved by Councillor O'Connell Seconded by Councillor Rodrigues That Report CAO 03-14 be referred back to staff to clarify that the $21,875 is being allocated for the purchase of milfoil weevils to control the weed. Carried on a Recorded Vote as Follows: Yes No Councillor O'Connell Councillor Pickles Councillor Rodrigues Councillor Ashe Councillor McLean Councillor Dickerson Mayor Ryan 2. Director, Culture & Recreation, Report CR 01-14 Fire Alarm Panel Upgrade for Pickering Civic Complex No. RFP-3-2014 Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report CR 01-14 of the Director, Culture & Recreation regarding the Fire Alarm Panel Upgrade for Pickering Civic Complex be received; 2. That proposal No. RFP-3-14 submitted by Vickery Electric Contracting Ltd. in the amount of$125,769.00 (HST included) be accepted; 3. That the total gross project cost of$188,484.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of$169,736.00 (net of HST rebate), be approved; 6 30 City 00 = Executive Committee Meeting Minutes �re ll RI [ Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 4. That Council authorize the Division Head, Finance &Treasurer to finance the projects as follows: a) the um of$169,000.00, as provided for in the 2013 Civic Complex Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed five years; b) the balance amount of$736.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $38,000.00 be included in the annual Current Budget for the City of Pickering commencing 2015, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 3. Director, Engineering & Public Works, Report ENG 10-14 Whitevale Bridge Replacement -Tender No. T-8-2014 A question and answer period ensued. Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report ENG 10-14 of the Director, Engineering & Public Works regarding the Whitevale Bridge Replacement be received; 2. That Tender No. T-8-2014 as submitted by Esposito Bros. Construction Ltd. in the total tendered amount of $2,049,712.40 (HST included) be accepted; 3. - That the total gross project cost of$3,003,315.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of $2,704,578.00 (net of HST rebate) be approved; 7 31 Carl n0 Executive Committee -- I Meeti n Minutes ccmartc Monday, May 12, 2014 7:00 pm -Council Chambers Chair: Councillor Dickerson 4. That Council authorize the Division Head, Finance & Treasurer to finance the net project cost in the amount of$2,704,578.00 as follows: a) The sum of $1,400,000.00 be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) The sum of$1,100,000.00 to be funded from the Federal Gas Tax Reserve Fund as provided for in the 2012 and 2014 Roads Capital Budgets and that $104,578.00 surplus Federal Gas Tax Reserve Fund"from the 2014 asphalt resurfacing tender project (T-7-2014) be re-allocated as additional funds to this project; c) That the sum of$100,000.00 to be funded from the Rate Stabilization Reserve as provided for in the 2014 Roads Capital Budget; d) The annual repayment charges in the amount of approximately $106,000.00 be included in the annual Current Budget commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; 4. That the draft by-law attached to this report be enacted; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Carried Unanimously on a Recorded Vote 5. Director, Engineering & Public Works, Report ENG 12-14 Proposed Skateboard Facility at Petticoat Creek Community Centre Recommendation Moved by Councillor Pickles • Seconded by Councillor Rodrigues 1. That Report ENG 12-14 of the Director, Engineering & Public Works regarding the proposed Skateboard Facility at Petticoat Creek Community Centre be received; 2. That Council approve East Woodlands Park, located adjacent to the Petticoat Creek Community Centre as the location for the new skateboard facility; and 8 32 Qtq 4 = Executive Committee r Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 3. The staff be directed to proceed with the design and tender of a skateboard facility at this location. Referred Later in the Meeting [Refer to following motion] Moved by Mayor Ryan Seconded by Councillor McLean That Report ENG 12-14 be referred back to staff to review park design, facility design and site locations. Carried on a Recorded Vote as Follows: Yes • No Councillor Dickerson Councillor Ashe Councillor McLean Councillor O'Connell Councillor Pickles Councillor Rodrigues Mayor Ryan 6. Director, Corporate Services & City Solicitor, Report FIN 07-14 Commodity Price Hedging Agreements Report • Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues That Report FIN 07-14 from the Director, Corporate Services & City Solicitor regarding commodity price hedging agreements be received for information. Carried 7. Director, Corporate Services & City Solicitor, Report FIN 09-14 Cash Position Report as at December 31, 2013 Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 9 33 Ca ^ Executive Committee giw r: '-' Meeting Minutes reM er Monday, May 1Z 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson That Report FIN 09-14 from the Division Head, Finance & Treasurer be received for information. Carried 8. Director, Corporate Services & City Solicitor, Report FIN 10-14 Development Charges Reserve Fund — Statement of the Treasurer for the Year Ended December 31, 2013 Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues That Report FIN 10-14 of the Director, Corporate Services & City Solicitor respecting the Development Charges Reserve Fund be received for information Carried 9. Director, Corporate Services & City Solicitor, Report FIN 11-14 2014 Tax Rates and Final Tax Due Dates for All Realty Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report FIN 11-14 of the Director, Corporate Services & City Solicitor regarding the 2014 tax rates be received; 2. That the 2014 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2014 and September 26, 2014 excluding the industrial, multi-residential and commercial realty tax classes; 4. That for the year 2014, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student 10 34 <'ifq oo A Executive Committee car--; Meeting Minutes IONAFTIRMIE Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson enrolled in the university or college, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1St ; 5. That the attached By-law be approved; 6. That the Division Head, Finance &Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto Carried Councillor Ashe left the meeting. (IV) Other Business 1. Councillor McLean requested that staff advise Council what the City's advertising budget is for the "Retail News" newspaper. - 2. Councillor Rodrigues requested that staff look into the costs for acquiring an electronic sign board for displaying the speed of motorists. 3. Councillor Rodrigues requested that staff look into additional signage for the Pickering Museum Village. Councillor O'Connell suggested staff look into additional signage on the•401. (V) Adjournment The meeting adjourned at 9:30 pm. 11 35 Cat/ a0 - _der PICKERING May 20, 2014 Delegations 1. Kyle Fitzgerald Re: Durham Youth Council 2. Eileen Higdon Re: Veridian Governance 3. Kim Wheatley & Bill Littlefair Re: Aboriginal Day in Esplanade Park [Refer to Corr. 14-141 • 36 City 00 • May 20, 2014 PICKERING Correspondence Pages 1. Corr. 14-14 Council Direction Required Bill Littlefair 38-44 Oshawa Community Centre 115 Grassmere Avenue Oshawa, ON L1 H 3X7 Correspondence received from Bill Littflefair seeking Council approval for hosting the annual Aboriginal Celebration Day in Esplanade Park on Saturday, June 14, 2014. 2. Corr. 15-14 Council Direction Required Roger Anderson 45-46 Chair, Durham Regional Police Services Board Correspondence received from Roger Anderson, Chair, Durham Regional Police Services Board seeking support for a resolution passed by the Durham Regional Police Services Board regarding the Marihuana for Medical Purposes Regulations. 3. Corr. 16-14 Receive for Information Arnold Mostert 47-48 Sr. Coordinator, Landscape & Park Development Waterfront Coordinating Committee Correspondence received from Arnold Mostert, Sr. Coordinator, Landscape & Park Development, submitting the 2013 annual report and 2014 work plan on behalf of the Waterfront Coordinating Committee. 37 Shields, Debbie 0-Ht l From: Bill Littlefair[blittlefair @ochc.ca] Sent: May-07-14 8:26 PM To: Shields, Debbie Subject: Request for distribution of attached correspondence item for May 20th council meeting Attachments: Aboriginal Celebration Day_June 14_I4_v.2.docx To the City Clerk, I am requesting that the attached package be distributed as correspondence for the May 20th agenda and that Bill - Littlefair and Kim Wheatley be added to the agenda to have the opportunity to speak to the information provided. Please confirm with a reply email. Regards, Bill Littlefair oTOTO: coOpy PY To:: ,„0 1, Oshawa I CORR. 4... ` Contntunnty TAKE APR.A TION f O Health Centre �:�� Toyed Oshawa Community Health Centre 115 Grassmere Ave. Oshawa L1H 3X7 • T 905-723-0036 x279 F 905-432-3902 E blittlefair@ochc.ca W www.ochc.ca Visit our new website: Aboriginal Initiatives Durham "Your Wellness,Our Mission" Note:The information contained in this email is intended for the named individual or organization only and may be confidential, privileged or exempt from disclosure under applicable law. If you are not the intended recipient,or if you are the person responsible for delivering emails to the intended recipients,you are hereby notified that wrongful use or distribution of the information is STRICTLY PROHIBITED. If you have received the email in error, please contact the sender immediately and return this item to us. • 1 38 REVISED Aboriginal Celebration Day - June 14, 2014 Please accept this submission as a request to host the annual Aboriginal Celebration Day in Esplanade Park during the afternoon of Saturday, June 14, 2014. History of the Event Aboriginal Celebration Day has been a community-driven initiative, initially • funded entirely by community members. The annual event began as a small gathering in a backyard venue in the Village of Pickering to celebrate Aboriginal cultures and recognize June as National Aboriginal History Month and June 21 as National Aboriginal Day. The celebration has grown in popularity and last year moved to a field adjacent to Pickering High School. This year marks the fifth year that Aboriginal Celebration Day has been held. The gatherings have included activities for children and youth, light food and refreshments, and more recently vendors. Politicians at all levels of government have been invited to the openings. With the growth of Aboriginal Celebration Day over the years, the cost of running such an event that is free to the public, has grown as well. The Durham Region Aboriginal Advisory Circle has been invited to support Aboriginal Celebration Day as part of the Durham Region Aboriginal Peoples Gathering Series that has offered community gatherings (e.g., Big Drum Socials) over the past three years. The day may come very soon when there will be a Powwow hosted outside of a First Nation community to help the urban Aboriginal communities embrace their cultures through cultural activities. Who is the Urban Aboriginal Population? The most recent Statistics Canada which included Aboriginal ancestry was 2006. This information is no longer collected. However the trend has been clear for Durham Region. The population of Aboriginal Peoples in the region has seen a rapid increase over the past 15 years. Estimates for the number of people with Aboriginal identity currently range about 10,000. "Within the GTA, Durham had the highest percentage of population identifying with at least one Aboriginal group, whereas York had the least at 0.4%. " (Page 2-7, Durham Region Profile: Demographics and Socio-Economic Profile, Durham Region Planning Department, 2009). 39 REVISED Aboriginal Celebration Day - June 14, 2014 The chart below is an excerpt from Statistics Canada showing the distribution of First Nations, Metis, and Inuit peoples across the Region of Durham in 2001 and 2006. The total population over the 5 year period has increased by over 50%. What we have learned from two recent surveys conducted in Durham Region is that this segment of the population is underserved. Many people are in a low income bracket and have moved to urban centres seeking work and support but too often at a cost of disconnecting from their culture and losing their identity. • Aboriginal Identity • Aboriginal Identity in Durham,2001 and 2006 7istal Populatiot 2001 Durham Ajax Brock 1 Clarington Oshawa 1 Pickering Sainog I Uxbridge lhfiitby 502,905 v 73,525 11.860 1 - 69.160 137.860 1 86,685_, 26025, 17270 86,525 Total Aboriginal Identity Population 4,300 375 90 1 65) 1,810 1 430 _ 275 110 555 North American Indian single response 61.2% 54.7% 11.1% 53.1% 65.5% 1 69.8% 60.0% 50.0% 64.9% Metis single resAnse, __ ,-_ 30.7% 3 8.7% 8 3.3% I 3 9.2% 2 4.9% 1 2 6.7% 21.8% 31.5% Mud single response 1.4% 2.7% 0.0% 1 0,0% 0.8% 1 0.0% 5.5% 1 22.7% 0.0% Muliiple Aboriginal responses 14% 0.0% 0.0% I_ 1.5% 3.9% I 0.0% 9.1% 1 0.0% 0.0% Aboriainal responses not included elsewhere 4.4% 2.7%_ 0.0% I 6.2% 5.2% I 3.5% 16% I 0.0%, 2.7% Population Durham Ajax Brock I Clarington Oshawa I Pickering Scugog 1 Uxbridge Wbitby Total lotion 7!106 557.330 1 ,835 11.760 1 77,375 140,240 I 87,365 21;225 1 19.075 110,455 Total Aboriginal Identity Population • 6,565 705 120 1 1,095 2,510 I 600 230 1 120 1,175 North American!Wan single response 605% 57.4% 12.5%! 57.1% 61.0% I 61,7% 73.9% 1 91.7% 63.4% Metis single response 329% 39.0% 87.5%1 37.0% 30.7% I 32.5% 23.9% 1 12.5% 28.1% Inuit single resQonse 2.1% 0.0% 0.0% I 17%• 0.8% I 0.0% 0.0% I 0.0% 5.5% MutipleAbodginelresponses 0.7% 0.0% 0.0% 1 0,0% 1.6% 1 0.0% 0.0% 1 0.0%_ 0.0% Aboriginal responses not included eise*r here 3.7% 2.8% 0.0% 1 1.8% , 6.0% I 2.5% 0.0% 1 0.0% 2.8% Source: Statislics Canada Census,2001 and 2006. • • How Can We Begin Addressing the Concerns of the Urban Aboriginal Population? The Durham Region Aboriginal Advisory Circle (DRAAC) has been in existence for over three years. It is a collective of people from many different agencies and institutions that serve in one way or another, the Aboriginal population in the region. The circle meets at least 10 times during the year and the number of partnerships has grown 500%. The list of the more than 30 partners is included at the end of this report. DRAAC serves the Aboriginal population in the region and . surrounding areas as well as supporting its partners. New funding can be aligned to initiatives and partners assist with the delivery of these supports and services. DRAAC is not the voice for Aboriginal Peoples nor will it ever become that voice. 40 • REVISED Aboriginal Celebration Day - June 14, 2014 The primary focus of DRAAC is to facilitate the development of a not-for-profit Aboriginal Community Board that will ultimately be able to access its own funding, make decision based on the needs of the population and become sustainable. How Can You Help? There is no identifiable gathering place in Durham for the urban Aboriginal population. There is often a vast disconnect between and little to draw them together. The introduction of Big Drum Socials and Aboriginal Celebration Days has afforded a unique opportunity to both the Aboriginal and non-Aboriginal population in Durham Region. We welcome the support of Pickering Council for the June Aboriginal Celebration Day. We are requesting the following services be provided in kind to help make this event financially feasible: Partnership Request Details Park Rental Fee $35 must.provide proof of 2 million dollars liability with the city named as additionally insured Park is on hold pending council request response Hydro access in park • Parking at west PRC area Parking at Pickering Public Library lot on Esplanade South Tent installation Requesting the support of parks staff to identify locations that tents may be placed. Any tents secured with spikes will require locates to be done. Food Vendors & Requesting City to waive vendor fees. Craft Vendors Durham Health Department Event permit process will be completed by all food vendors Garbage Cans Delivery of 5 for $25 plus HST Restrooms Support use at Pickering Recreation Complex and Pickering Central Library Marketing Partnership to include marketing support on led signs, city Support website and family calendar. Group welcome to deliver 41 REVISED Aboriginal Celebration Day - June 14, 2014 posters to City facilities. Rain location Arena floor O'Brien and indoor facility restrooms use along with all above amenities: City Cost $750.00 plus HST Total Financial In Kind fees: $810 Request • What would the day look like? Proposed Date: Saturday, June 14, 2014 Proposed Time: 1:00 PM to 4:00 PM Program: Opening Ceremonies: 1:00 PM —Welcome and introductions to special guests, this has included the announcements of proclamations for National Aboriginal History Month (June) and National Aboriginal Day (June 21) Big Drum —singing and dancing for the afternoon Activities include: singing and dancing (big drum, women's hand drums), crafts for youth and children, vendors for public (including food vendor), community outreach displays, light snacks and refreshments Set-up Includes: - 100 chairs in a circle in open area of the park - 24 tables/chairs for vendors, activities and displays - Use of gazebo for craft activities? - Pop-up shelter for big drum and singers • - PA equipment set up (equipment comes from Oshawa Community Health Centre) . 42 REVISED . Aboriginal Celebration Day - June 14, 2014 Photos from Previous Socials '' ,t`, i 4 L' yr. -R_ r .,.., F. „; ,--- ile.,,--,-,...c."--7,-..,-„,;.4_ ,..-,, .,,,,,,,,,r.,"7i --.' r t t , ''':-"--7.7'—',-,,-—4. , _ 4 l\L I ��°\f t wt r e S- .•,.....0 a Nimkii demonstrates hoop Charging Horse on the big drum Vendor display dancing - - —.7.---2.`1P-L-4. a --� i r ' r' 4; .� �, � : 1,:� t �, ►I{4 y 1 ., , ,� Ay ; • ,i '1,-- .k-7, ....5-- ,t € j� µµ. �� = E'7.- fy� I j 11 � Metis fiddling Community Outreach displays SOADI Footcare clinic - :' ` " ', F _ I : i , . t0/44 , 1 ` V �r max ' V. ' ��l : :0/_/.1.-,11:ie.:: Tipi donated by Enaahtig Healing Oct.5,2013 event held at Purple Inuit Throat Singing demonstrated Lodge and Learning Centre Woods Conservation Area Durham Region Aboriginal Advisory Circle (DRAAC) Partners 1. Oshawa Community Health Centre 2. Service Canada 3. Oshawa Durham Region Metis Council 4. Mississaugas of Scugog Island First Nation 5. Durham District School Board 6. Durham Catholic District School Board 7. Durham Region Police Services 8. Lakeridge Health 9. Durham Children's Aid Society I 43 • it REVISED Aboriginal Celebration Day - June 14, 2014 10.John Howard Society 11.City of Oshawa 12.Oshawa Public Libraries 13.Oshawa Senior Citizens Centre • 14.Pinewood Treatment Centre 15.Enaahtig Healing Lodge and Learning Centre 16.YMCA 17.YWCA 18.University of Ontario Institute of Technology 19.Trent University 20.Durham College 21.Aboriginal Affairs and Northern Development Canada 22.Southern Ontario Aboriginal Diabetes Initiative 23.Children Services Durham 24.AIDS Committee of Durham 25.Central East LHIN 26.Boys and Girls Club of Durham 27.Central Lake Ontario Conservation Authority (CLOCA) 28.VPI Inc 29.Niijkiwendidaa Anishinaabek Kwewag Services Circle 30.Weeneebayko Area Health Authority 31.Ontario Power Generation 32.Royal Bank of Canada 33.Canadian Mental.Health Association 34.Community Advisors Funds to support the Aboriginal Gathering Series across Durham have been provided by Ontario Power Generation and the Ontario Trillium Foundation. • For further information, please contact Bill Littlefair: blittlefair @ochc.ca 905-723-0036 Ext 279 at Oshawa Community Health Centre Please visit our website: http://www.aboriginalinitiativesdurham.com 44 Corcs . t1-1- ORIGINALTO: .i COPY TO: GL. 113111.1 1 CORK. . �� TAKE APR,AC TION (Cot s-toe- l �°L recA-qo vu R,,,,��rcd- Sent on behalf of Roger Anderson—Chair, Durham Regional Police Services Board Attached please find a resolution passed by the Durham Regional Police Services Board regarding the Marihuana for Medical Purposes Regulations. Your support for this resolution would be appreciated. Roger Anderson Chair Durham Regional Police Services Board 45 Marihuana for Medical Purposes Regulations- Police Consultation Whereas the federal Government introduced the Marihuana for Medical Purposes Regulations to establish a system whereby individuals would access marihuana for medical purposes from licensed producers; And whereas the Regulations provide authority for Health Canada to issue licences to producers of marihuana according to criteria in the Regulations; • And whereas the Regulations require that an applicant notify the local police authority of its application to Health Canada to produce marihuana; And whereas there exists no requirement in the Regulations or any formal mechanism for Health Canada to seek or receive input from local police authorities regarding the viability of the application; And whereas there is no requirement in the Regulations for Health Canada to advise local police authorities that a license to produce marihuana has been issued for a facility within its jurisdiction; And whereas the Regulations may impose additional workload on the police to track notifications and conduct background investigations in the absence of formal consultation by Health Canada on licence applications; And whereas the presence of a marihuana production facility in a local community raises community safety concerns; And whereas the views of local police should be a factor in considering whether a licence should be granted or extended; Therefore be it resolved that the Durham Regional Police Services Board request that the Ministry of Health implement a formal process to consult with local police authorities prior to granting or extending a licence to produce marihuana and to advise police authorities that a licence has been issued in its jurisdiction; And be it further resolved that this resolution be forwarded to the Big 12 Police Services Boards in Ontario, the Ontario Association of Police Services Boards, the Ontario Association of Chiefs of Police, the Association of Municipalities of Ontario, the Canadian Association of Police Governance, the Federation of Canadian Municipalities, the Canadian Association of Chiefs of Police,Durham Regional Council and local municipal councils, and local MPs and MPPs. 46 Ohl a,0 oo r r, l (p `f- • PICKERING MEMO To: Mayor and April 25, 2014 Members of Council From: A. Mostert Waterfront Coordinating Committee Copy: Chief Administrative Officer Subject: 2013 Year End Report Directors 2014 Work Plan for Waterfront Coordinating Committee The Waterfront Coordinating Committee is pleased to present this document as an overview of its 2013 Accomplishments and proposed 2014 Work Plan as outlined below. • 2013 ACCOMPLISHMENTS 1. Frenchman's Bay Harbour Entrance— Continued to receive updates on the progress of the harbour entrance reconstruction project. Participated in public open houses as well as walking tours. 2. Linton Farm House upgrades — continue to review progress of work by Region of York and Durham as part of the WPCP expansion. 3. Delegation attended June meeting to explain wetland creation and Duffins Marsh work done by TRCA 4. Delegation attended September meeting to provide an outline on a proposed recreational fisheries plan. 5. Accessibility training received at the November meeting. 6. Monitored parking concerns and pursued the installation of signage at the bottom of Liverpool Road. 7. . Continued discussions with the Town of Ajax regarding the closure of Frisco Road as part of the enhancement work to be done on the Peak section of the waterfront trail. 8 . Doors Open — participated in the Doors Open program by conducting a walking tour of Frenchman's Bay. Also arranged participation in the program from the Yacht Club, Canoe Club, Pickering Library and TRCA. 9. Pursued wetlands restoration at the north end of Frenchman's Bay as part of the Stormwater Management Master Plan. 10. Continue to receive updates on the Eurasian Water Milfoil weed. 2014 PROPOSED WORK PLAN 1. Waterfront Trail - review existing trail conditions and provide recommendations for improvements; repairs; and mitigation of other public safety issues. 47 2 Waterfront Committee Working Groups - as required, establish sub-committees to include stakeholders, public, and other participants for certain projects identified within the 2014 work plan. 3. Waterfront Shoreline & Beaches—continue to review and monitor shoreline and bank erosion as well as condition of beaches and recommend possible remedial works. 4. Frenchman's Bay Waterfront Master Plan - continue to participate in the master plan process. 5. Waterfront Area parking - identify issues and make recommendations to mitigate parking concerns. 6. Water Shuttle Service - continue to investigate opportunities to provide linkage between east and west spits. 7. Frenchman's Bay Storm Water Master Plan - continue to be involved in various projects including Amberlea Creek Erosion Control,EA and Krosno Creek Diversion Study EA. 8. Duffins Creek Water Pollution Control Plant, Environmental A ssessment - continue to be involved. 9. Project Funding - review budget and identify potential funding sources for specific projects. 10. Waterfront Trail Enhancements— review progress of work by Region of York and Durham as part of WPCP expansion. 11. Frenchman's Bay Harbour Entrance Lighthouse —pursue funding sponsors. 12. Formal recognition of Point 19 in honour of the Scudellari's 13. Progress Frenchman's Bay East Park— continue to follow up on installation of safety equipment and tree plaque installation. 14. Continue work with Steering Committee on Eurasian Water Milfoil weed control in Frenchman's Bay. Submitted on behalf of Waterfront Coordinating Committee Current Membership: Councillor Dickerson Jean Veronneau Councillor O'Connell Sean Wiley Jim Berry Kathleen Corcoran Jim Dike Keith Falconer Maureen Robbins Partricia Short-Galle April 25, 2014 2013 Year End Report/2014 Work Plan for Page 2 Waterfront Coordinating Committee 48 Clir °¢ I*11, PICKERING May 20, 2014 Committee Reports a) Report PD 2014-05 of the Planning & Development Committee P & D Pages 1. Director, City Development, Report PLN 09-14 24-43 Draft Plan of Subdivision SP-2013-02 Zoning By-law Amendment Application A 5/13 2364722 Ontario Inc. Part of Lot 26, Concession 1 (1915 Fairport Road) Recommendation 1. That Draft Plan of Subdivision Application SP-2013-02, submitted by 2364722 Ontario Inc., on lands being Part of Lot 26, Concession 1, to establish a residential plan of subdivision for 14 lots, 6 blocks to be combined with adjacent lands for future lots, a block for Fairport Road widening and the extension of Gablehurst Crescent, as shown on Attachment#2 to Report PLN 09-14, and the implementing conditions of approval, as out in Appendix I, be endorsed; and 2. Further, that Zoning By-law Amendment Application A 5/13, submitted by 2364722 Ontario Inc., to implement the Draft Plan of Subdivision SP-2013-02 be endorsed with the provisions contained in Appendix II to Report PLN 09- 14, and that staff be authorized to finalize and forward the implementing Zoning By-law Amendment to Council for enactment. 49 a0 May 20, 2014 PICKERING Committee Reports a) Report EC 2014-05 of the Executive Committee Executive Pages 1. Director,. Culture & Recreation, Report CR 01-14 32-46 Fire Alarm Panel Upgrade for Pickering Civic Complex No. RFP-3-2014 Recommendation 1. That Report CR 01-14 of the Director, Culture & Recreation regarding the Fire Alarm Panel Upgrade for Pickering Civic Complex be received; 2. That proposal No. RFP-3-14 submitted by.Vickery Electric Contracting Ltd. in. the amount of$125,769.00 (HST included) be accepted; 3. That the total gross project cost of$188,484.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of$169,736.00 (net of HST rebate), be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the projects as follows: a) the sum of$169,000.00, as provided for in the 2013 Civic Complex Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed five years; b) the balance amount of$736.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $38,000.00 be included in the annual Current Budget for the City of Pickering commencing 2015, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. 2. Director, Engineering & Public Works, Report ENG 10-14 52-62 Whitevale Bridge Replacement -Tender No. T-8-2014 Recommendation 50 1. That Report ENG 10-14 of the Director, Engineering & Public Works regarding the Whitevale Bridge Replacement be received; 2. That Tender No. T-8-2014 as submitted by Esposito Bros. Construction Ltd. in the total tendered amount of$2,049,712.40 (HST included) be accepted; 3. That the total gross project cost of$3,003,315.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of$2,704,578.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the net project cost in the amount of$2,704,578.00 as follows: a) The sum of $1,400,000.00 be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) The sum of$1,100,000.00 to be funded from the Federal Gas Tax Reserve Fund as provided for in the 2012 and 2014 Roads Capital Budgets and that $104,578.00 surplus Federal Gas Tax Reserve Fund from the 2014 asphalt resurfacing tender project (T-7-2014) be re- allocated as additional funds to this project; c) That the sum of$100,000.00 to be funded from the Rate Stabilization Reserve as provided for in the 2014 Roads Capital Budget; d) The annual repayment charges in the amount of approximately $106,000.00 be included in the annual Current Budget commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; 1. That the draft by-law attached to this report be enacted; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 3. Director, Engineering & Public Works, Report ENG 11-14 63-72 Amberlea Creek Erosion Control Project -Single Source of Construction and Restoration Works Recommendation • 1. That Report ENG 11-14 of the Director, Engineering & Public Works regarding the construction of the Amberlea Creek Erosion Control Project be received; 2. That Council approve the hiring of Toronto and Region Conservation Authority (TRCA) as a single source in accordance with the City's Purchasing Policy 09.03 and 09.09; 51 3. That the quotation as submitted by the Toronto and Region Conservation Authority (TRCA) for the construction and restoration of the Amberlea Creek Erosion Control Project in the total amount of$1,946,642.58 (HST included) be accepted; 4. That the total gross project cost of$2,335,971.00 (HST included) including the quoted amount and other associated costs and the total net project cost of$2,103,614.00 (net of HST rebate) for the construction of the Amberlea Creek Erosion Control Project be accepted; 5. That Council authorize the Division Head, Finance & Treasurer to finance the total net project cost of$2,103,614.00 as follows: a) That the debt-financing approved in the 2010 Capital Budget for this,. project be revised to an internal loan for the sum of$1,678,000.00 over a period not to exceed ten years; b) That the sum of$270,074.00 be funded from the Development Charges Reserve Fund-Stormwater; c) That the sum of$154,812.00 be funded by a contribution from the Regional Municipality of Durham; d) That the sum of$728.00 to be funded from property taxes; e) That the annual repayment charges in the approximate amount of $200,000.00 be included in the annual Current Budget for the City of Pickering commencing in 2015 and continuing thereafter until the internal loan financing is repaid; 6. That a copy of this report be forwarded to the Regional Municipality of Durham; and 7. That the appropriate City of Pickering officials be authorized to take, necessary action to give effect thereto. 4. Director, Corporate Services & City Solicitor, Report FIN 07-14 79-82 Commodity Price Hedging Agreements Report Recommendation That Report FIN 07-14 from the Director, Corporate Services & City Solicitor regarding commodity price hedging agreements be received for information. 5. Director, Corporate Services & City Solicitor, Report FIN 09-14 83-92 Cash Position Report as at December 31, 2013 Recommendation That Report FIN 09-14 from the Division Head, Finance & Treasurer be received for inforn 52 6. Director, Corporate Services & City Solicitor, Report FIN 10-14 93-100 Development Charges Reserve Fund — Statement of the Treasurer for the Year Ended December 31, 2013 Recommendation That Report FIN 10-14 of the Director, Corporate Services & City Solicitor respecting the Development Charges Reserve Fund be received for information 7. Director, Corporate Services & City Solicitor, Report FIN 11-14 101-107 2014 Tax Rates and Final Tax Due Dates for All Realty Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Recommendation 1. That Report FIN 11-14 of the Director, Corporate Services & City Solicitor regarding the 2014 tax rates be received; 2. That the 2014 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2014 and September 26, 2014 excluding the industrial, multi-residential and commercial realty tax classes; 4. That for the year 2014, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the university or college, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1St ; 5. That the attached By-law be approved; 6. That the Division Head, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto • 53 City O0 May 20, 2014 PICKERING NEW AND UNFINISHED BUSINESS PAGES 1. Chief Administrative Officer Report, CAO 04-14 55-57 Eurasian Water-Milfoil Weed — Frenchman's Bay Recommendation 1. That Report CAO 04-14 of the Chief Administrative Officer regarding Eurasian Water-Milfoil Weed — Frenchman's Bay be received; 2. That staff be directed to provide Allies of the Frenchman's Bay Association with funding for Eurasian Water-Milfoil Weed control in the form of a grant to a maximum of$21,875 for 2014 which is to be used solely for the introduction of milfoil weevils; 3. That the Allies of the Frenchman's Bay Association be required to provide evidence that the City funding was directed solely for the purposes of introducing weevils for the control of the Eurasian Water-Milfoil weed; and 4. That staff report back to Council annually regarding the status of the milfoil weed presence in Frenchman's Bay. 2. Director, Corporate Services & City Solicitor, Report CLK 04-14 58-94 City Policies - . City Hiring Policy - City Community Grant Policy - City Protocol Policy Recommendation 1. That Council approve the Hiring Policy, amended as set out in Attachment 1, in order to comply with the requirements of the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code, and to implement minor housekeeping updates; 2. That Council approve the Community Grant Policy, as set out in Attachment 2, in order to provide consistent processes for grant requests; and 3. That Council approve the Protocol Policy, as set out in Attachment 3, in order to provide a Policy statement for Procedures and Standard Operating Procedures. 54 C,t,,00 Report to Council PICKERING Report Number: CAO 04-14 Date: May 20, 2014 From: Tony Prevedel Chief Administrative Officer Subject: Eurasian Water-Milfoil Weed — Frenchman's Bay - File: A 1440 Recommendation: 1. That Report CAO 04-14 of the Chief Administrative Officer regarding Eurasian Water-Milfoil Weed — Frenchman's Bay be received; 2. That staff be directed to provide Allies of the Frenchman's Bay Association with funding for Eurasian Water-M.ilfoil Weed control in the form of a grant to a maximum of$21,875 for 2014 which is to be used solely for the introduction of milfoil weevils; 3. That the Allies of the Frenchman's Bay Association be required to provide evidence that the City funding was directed solely for the purposes of introducing weevils for the control of the Eurasian Water-Milfoil Weed; and 4. That staff report back to Council annually regarding the status of the milfoil weed presence in Frenchman's Bay. • Executive Summary: Over the past few years, Eurasian Water-Milfoil (EWM), an invasive aquatic weed has been quickly re-colonizing in Frenchman's Bay, causing problems for boaters and paddlers. A community group has formed the Allies of the Frenchman's Bay Association (AFBA), with the focus of jointly combating the milfoil weed problem. They have been researching the various methods for controlling EWM and have prepared a Management Plan. In early August 2013, approximately 20,000 milfoil weevil eggs and larvae were stocked in the bay adjacent to Bruce Hanscombe Park. The association is recommending that the Weevil stocking program be continued in 2014. As weevils are less effective in high activity areas, the association is recommending that dredging be undertaken in key navigational channels and around docks. They are also recommending a pilot project using the laminar flow aeration system. Measuring and evaluating the effectiveness of the management efforts and overall plant growth in the bay will be undertaken by the Toronto and Region Conservation Authority. 55 Report CAO 04-14 May 20, 2014 Subject: Eurasian Water-Milfoil Weed Frenchman's Bay Page 2 At the Executive Committee meeting of May 12, 2014, Report No. CAO 03-14 regarding EWM control grant funding, was discussed and referred back to staff. This revised report contains additional recommendations that stipulate how the City's funds shall be allocated. Financial Implications: In 2013, Council approved a grant for up to $30,000 as the City's share for the first year of the program. Due to a cool spring, the EWM did not get established very early and fewer weevils were stocked. As such, the City only contributed $8,325 in 2013. As part of the 2014 Current Budget, Council approved a grant of up to $21,875 as the City's share for the Eurasian Water-Milfoil Weed control program. Ontario Power Generation have donated $10,000 to be applied to the City's share of this program with the balance of the City's share being funded by property tax. AFBA's Funding Contribution Plan for the EWM Action Plan 2014 is valued at a total of $81,675. The City's share represents approximately 26% of the total budget, with the balance of the funds being provided by the Pickering Harbour Company, Swans Marina, Frenchman's Bay Yacht Club, Dockominium, Dragon Boat Club, Pickering Rouge Canoe Club, PARA, TRCA, and fundraising/donations. The EWM Action Plan is also forecasting funding requirements for the following 3 years. The City's share is estimated to be $20,000 for 2015, $10,000 for 2016 and $5,000 for 2017. Costs beyond 2017 are unknown and will be determined at a later date based on the success of the ongoing control measures. Discussion: Over the past few years, Eurasian Water-Milfoil (EWM), an invasive aquatic weed has been quickly re-colonizing in Frenchman's Bay. During the summer of 2012, the weed grew so aggressively that it became a problem for boaters and paddlers by binding up propellers, keels and paddles. Members of the boating community and residents around the bay formed the Allies of the Frenchman's Bay Association (AFBA), with the focus of jointly combating the milfoil weed problem. The group have been researching the various methods for controlling milfoil weed and have prepared a Management Plan that proposes an integrated management approach. Staff have met with representatives of the AFBA to discuss their approach for this year's program. Their plan is to continue with introducing more milfoil weevils into the bay when the conditions are suitable. AFBA are also planning to introduce a test site using the laminar flow aeration system, to be located on the west side of the bay. Funding for this pilot project, including-the hydro required to run the compressor system, will be provided from other sources. Further dredging is being done by the Frenchman's Bay Yacht Club, to maintain the channel from their site to the harbour entrance. Pickering Harbour Company are dredging around their docks as well as providing a deeper channel from their site to the harbour entrance. Swans Marina have indicated plans to CORP0227-07/01 revised 56 • Report CAO 04-14 May 20, 2014 Subject: Eurasian.Water-Milfoil Weed Frenchman's Bay Page 3 dredge around their docks as well. The dredging work is not an AFBA initiative and is not being funded by them. Attachments: . Not Applicable Prepared By: Approved/Endorsed By: ) /741i W /it, Arnold Mostert, OALA Richard Hob. n, P. Eng. Senior Coordinator Direr, Engineering & Public Works Landscape & Parks Development AM:am Recommended for the consideration _( of Pickering Cit Council / it/et 14, 204 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 57 °0 g Report to Council PICKERING Report Number: CLK 04-14 Date: May 20, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: City Policies - City Hiring Policy - City Community Grant Policy - City Protocol Policy Recommendation: 1. That Council approve the Hiring Policy, amended as set out in Attachment 1, in order to comply with the requirements of the Accessibility for Ontarians with ' Disabilities Act, 2005, and the Ontario Human Rights Code, and to implement minor housekeeping updates; 2. That Council approve the Community Grant Policy, as set out in Attachment 2, in order to provide consistent processes for grant requests; and 3. That Council approve the Protocol Policy, as set out in Attachment 3, in order to provide a Policy statement for Procedures and Standard Operating Procedures. Executive Summary: The attached Policies have been created, reviewed and revised as necessary to comply with changes in legislation, to implement "housekeeping" updates and to create Policy statements for the creation of future Procedures and Standard Operating Procedures. Financial Implications: Costs associated with the City's obligations to accommodate employees with a disability would be dependent on the nature of the accommodations up to the point of undue hardship. Costs associated with Community Grant requests would be the subject of future budget allocations. Discussion: The City of Pickering reviews and updates Policies on a regular basis and as necessary to comply with changes in legislation. The attached Policies are before Council as a result of the following reviews: Hiring Policy HUR 040 - The Hiring Policy was originally approved by Council in 2007. Changes have now been made to the Hiring Policy for the purpose of establishing integrated accessibility standards for employment in accordance with O. Reg. 191/11 underthe Accessibility for Ontarians with Disabilities Act, 2005. 58 Report CLK 04-14 May 20; 2014 Subject: City Policies Page 2 While a "disability" has always been a prohibited ground upon which to discriminate, the integrated accessibility standards for employment provide regulations that govern the requirement to accommodate individuals with a disability during the recruitment process and throughout their employment. The Accessibility Standard for Employment will help Ontario businesses and organizations make accessibility a regular part of finding, hiring and supporting employees with disabilities. Effective January 1, 2014 the City is now required to: • let job applicants know that recruitment and hiring processes will be modified to accommodate their disabilities, if requested. • build the accessibility needs of employees into its human resources practices. • create a written process for developing and documenting individual accommodation plans for employees with disabilities. • help employees stay safe in an emergency by providing them with individualized emergency response information when necessary. Additionally, in 2012, Bill 33, Toby's Act, was given Royal Assent and added two prohibited grounds of discrimination under the Ontario Human Rights Code. These grounds establish the right to be free from discrimination and harassment because of gender identity or gender expression. Prior to the passing of Toby's Act, the prohibited grounds of discrimination in employment in the Ontario Human Rights Code included race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sexual orientation, age, record of offences, marital status, family status or disability. Toby's Act now gives every person the right to equal treatment with respect to employment without discrimination on the basis of gender identity and gender expression, defined as follows: a. Gender identity refers to each person's deeply felt internal and individual experience of gender. A person's gender identity may or may not correspond with their birth sex, and with social norms of"male" and "female". It includes an individual's personal sense of their body (which may involve, if freely chosen, modification of bodily appearance or function by medical, surgical or other means) and other expressions of gender, such as dress, speech and mannerisms. b. Gender expression refers to the external attributes, behaviour, appearance, dress, etc., by which a person expresses themselves and through which others perceive that person's gender. CORP0227-07/01 revised 59 Report CLK 04-14 May 20, 2014 Subject: City Policies Page 3 The Hiring Policy has been updated to reflect these changes and also to reflect minor housekeeping changes and to create process consistencies for Procedures and Standard Operating Procedures created under this Policy. Community Grant Policy FIN 040 - At a meeting held on April 22, 2014, Council approved Report CR 04-14, Community Association Agreements. That report includes a Draft Community Grant Policy that was referred to staff for revisions. The revised Community Grant Policy provides consistent processes that allows the City to incorporate funding requests into each Budget year in a timely manner and through a consistent process. The Community Grant Policy has been updated to reflect these changes and to create process consistencies for Procedures and Standard Operating Procedures created under this Policy. Protocol Policy ADM 110—The Protocol Policy has been created in order to provide a Policy Statement for the creation of Procedures and Standard Operating Procedures under this Policy. Procedures created under this Policy include: Flag Raising Procedure, Proclamation Procedure, Petition Procedure, Booking Council Chambers and the Civic Complex Lobby and Presentations and Delegations Procedure. • Attachments: 1. Hiring Policy 2. Community Grant Policy 3. Protocol Policy • Prepared By: Approved/Endorsed By: Debbie Shields Paul Bigi. City Clerk Director, , o •o :to Services & City Solicitor Approved/Endorsed By: Approved/Endorsed By: 2 e fifer Parerrt Stan Karwowski - -Division Head, Human Resources Division Head, Finance & Treasuer 60 CORP0227-07/01 revised Report CLK 04-14 May 20, 2014 Subject: City Policies Page 4 Approved/Endorsed By: odgsoh Division Head, City Administration PB:ds Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 61 J' �#IA REPORT#C1-K City Policy y y s��re"F3�i� PICKERING Policy Title: Hiring Policy Policy Number HUR 040 Reference Date Originated (m Idly) Date Revised (m/d/y) Pages Resolution#231/07 04/12/1999 01/12/2007 17 Resolution # ..../14 • 04/22/2014 Approval: Chief Administrative Officer Point of Contact : Division Head, Human Resources • Policy Objective The objective of this Policy is to: 1. Establish fair and consistent employment practices. 2. Ensure that vacant positions are filled in a fair and consistent manner, recognizing the bona fide requirements and characteristics of the position being filled. 3. Ensure compliance with governing legislation, policy and conditions specified by the City's collective agreement(s) with its unionized employee group(s). 4. Ensure that an adequate range of qualified individuals are attracted for all vacancies. Index 01 Definitions 02 Responsibilities 03 Procedures/General Provisions 04 Non-Discrimination 05 Accessible Employment Standards 06 Job-Related Medical Examination 62 07 Verification of Credentials 08 Reference Verification 09 Unsolicited Applications 10 Documentation 11 Nepotism 12 Driver's Licence 13 Contract Staff • 14 Relocation Assistance 15 Probationary/Trial Periods 16 Criminal Reference CheckNulnerable Sector Screening . Appendices 01 Definitions 01.01 Accessible Formats— include but are not,limited to large print, recorded audio and electronic formats, Braille and other formats usable by persons with disabilities. 01.02 Applicant—An external individual submitting a job application for employment with the City. 01.03 Candidate—An existing employee submitting a job application for a posted vacancy. 01.04 Children - From birth to 18 years of age. 01.05 Common-Law Spouse -An adult man or woman who cohabits with a member of the same or opposite sex in a conjugal relationship outside of marriage. 01.06 Communication Supports — Includes but is not limited to captioning, alternative and augmentative communication supports, plain language, sign language and other supports that facilitate effective communications. . 01.07 Criminal Reference Check -A check undertaken through the police department on individuals to determine whether they have a record of offences. Hiring Policy Page 2 of 12 HUR 040 63 • • 01.08 Direct Reporting Relationship -A reporting relationship where an individual has the authority to directly control the activities or work assignments of another employee (as in a supervisor/subordinate relationship). 01.09 Disability a) Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or in a wheelchair or other remedial appliance or device. b) A condition of mental impairment or a developmental disability. c) A learning disability or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language. d) A mental disorder. e) An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997; ("handicap"). 01.10 Employment Reference - Telephone contact with company officials who have supervised the applicant and who have direct knowledge of the applicant's work record and job performance. 01.11 Immediate Family -A husband, wife, including common-law spouse, children, including foster or step children, of an employee. 01.12 Immediate Relative - The parents, brothers, sisters, including foster or step, parents-in-law, brothers-in-law, sisters-in-law, sons-in-law, daughters-in-law, grandparents, grandchildren, or any other relative living with an employee. 01.13 Moving Expenses- The reasonable costs of packing, unpacking, cartage and freight of an employee's household effects to the City of Pickering. It will be incumbent upon the prospective employee to provide to the employer three (3) estimates on moving costs prior to authorizing final arrangements. 01.14 MTO Signing Authority—The individual(s) authorized by the Ministry of Transportation Ontario to conduct Driver Abstract searches. 01.15 Nepotism - Employment preference or other favouritism shown to immediate family or immediate relatives. 01.16 Non-Resident Employee - For the purpose of determining relocation assistance under this Policy, a non-resident employee is a new employee who has been appointed to a position with the City of Pickering and who does not reside in the City of Pickering, the surrounding area or within commuting distance of the City. Hiring Policy Page 3 of 12 64HUR 040 01.17 Probationary/Trial Period -A set amount of time during which a new employee appointed to a position must demonstrate the ability to effectively discharge the full range of duties of the position and during which the employer may assess the employee's competence and suitability for the position. 01.18 Relocation Expenses a) The cost of public transportation (air, rail, bus) of an employee and immediate family to the City of Pickering. b) Includes the cost of gas, meals and hotel accommodation for the employee and immediate family if traveling is completed by automobile to the City of Pickering. c) Accommodation and meals at a local hotel for a period of not more than fourteen (14) days to allow the employee to make accommodation arrangements. 01.19 Supervisor— Immediate Non-Union Supervisor. 01.20 Trial Period -A set amount of time during which an existing employee appointed to a new position must demonstrate the ability to effectively discharge the full range of duties of the position and during which the employer may assess the employee's competence and suitability for the position. 01.21 Vacancy—When the City declares a position open and ready to be filled by advertising the position by a job posting. 01.22 Vulnerable Sector— Persons who, because of their age, a disability or other circumstances, whether temporary or permanent are: a) in a position of dependence on others; and b) otherwise at greater risk than the general population of being harmed by persons in a position of authority or trust relative to them. 01.23 Vulnerable Sector Screening -A check undertaken through the police department on individuals to determine whether they have a record of offences involving the vulnerable sector. 01.24 Interview Panel — Consists of Human Resources representative, representative(s) from the hiring department (typically the immediate non-union Supervisor). 02 Responsibilities 02.01 Chief Administrative Officer (CAO) to: a) approve the filling of all permanent vacancies; and b), authorize negotiated entitlements related to compensation and vacation for non-union employees. Hiring Policy Page 4 of 12 HUR 040 0 65 • 02.02 Director to: a) identify staffing requirements and work with the Human Resources Division to provide staffing within their department; b) review duties and qualifications of vacant positions and prepare up-to-date and accurate job descriptions; c) review and authorize all staffing actions initiated within their jurisdiction; and d) participate in the individual selection process as appropriate. 02.03 Division Head/Supervisor to: a) initiate Employment Requisitions (see Appendix 1) for staffing within their area of responsibility; b) participate in the development of interview packages; c) participate in the individual selection process; and d) arrange for employee and position orientation on employee's first day on the job. 02.04 Human Resources Division to: a) prepare Internal Job Postings and external advertisements for job competitions; b) receive and review all resumes and job applications (see Appendix 2 and 3) in relation to selection criteria; c) assist client department in the development of interview questions; d) coordinate and participate in the individual selection process. e) ensure that interviews and hiring decisions are undertaken in a fair and consistent manner and in compliance with governing legislation, policy and terms and conditions in collective agreement(s); f) arrange relocation assistance where appropriate; and g) provide new employee with benefit orientation and enrolment. 03 Procedures/General Provisions 3.01 The Department/Division Head initiates employment requisition and forwards to Human Resources with appropriate approvals. 3.02 Posting and filling of jobs falling within the scope of a collective agreement will be carried out in accordance with the requirements of the respective collective agreement. The posting shall summarize typical duties of the position, minimum entry qualifications, salary range or pay grade and application deadline. 3.03 All non-union job postings may be advertised internally and externally at the same time in the interests of expediting the filling of a vacancy. 3.04 Human Resources reviews applications received according to standards identified in the job description. For union positions, Human Resources will also verify the candidate's seniority date. Hiring Policy Page 5 of 12 66HUR 040 3.05 Testing of required knowledge, skills and abilities may form an integral part of the screening process. Accommodation needs of an individual due to a disability will be addressed. 3.06 Interviews take place and applicants are rated against selection criteria. 3.07 The Interview Panel recommends a suitable individual to the Director/Division Head and, if applicable,the CAO. 3.08 Once final approvals are obtained, Human Resources makes a conditional offer of employment to the successful individual and subject to a satisfactory pre- - employment medical and/or a satisfactory criminal reference check/vulnerable sector screening. 3.09 Upon acceptance by the individual, Human Resources will notify the hiring department of the employee's commencement date. If an internal candidate has been selected to fill a position, the employee's start date in the new position is established through mutual agreement by the two Directors involved. 3.10 Human Resources will notify all unsuccessful internal candidates and external applicants interviewed that the vacancy has been filled. 3.11 Human Resources will prepare an individual accommodation plan in consultation with the employee, where applicable a union steward at the employee's request) and an outside medical or other expert at the City's expense. 3.12 The Human Resources Division will arrange for the employee's benefit enrolment. 3.13 The immediate non-union Supervisor will schedule the employee for the first available orientation session. 04 Non-Discrimination In accordance with the Ontario Human Rights Code, the City will provide equal opportunity for employment to all qualified individuals without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, gender identity, gender expression, sexual orientation, age, record of offences, marital status,. • family status or disability. 05 Accessible Employment Standards . In accordance with the Employment Standard set forth under the Accessibility for Ontarians with Disabilities Act, 2005, the City shall follow the principles of dignity, independence, integration and equal opportunity by addressing the following: Hiring Policy Page 6 of 12 HUR 040 • 67 5.01 Recruitment, Assessment and Selection The City will notify employees and the public about the availability of accommodations during the recruitment process. Suitable accommodations will take into account the applicant's accessibility needs due to a disability. Employees will be notified upon hire of the City's policy to accommodate employees with disabilities and will be provided with updated information whenever there is a change to accessibility policies. 5.02 Accessible Formats and Communication Supports for Employees Where an employee with a disability so requests it, the City must provide or arrange for the provision of accessible formats and communication supports for the following: a) information needed in order to perform their job; and b) information that is generally available to all employees in the workplace. 5.03 Workplace Emergency Response Information The City shall provide individualized workplace emergency response information to employees who have a disability, if the disability is such that the individualized information is necessary and the employer is aware of the need for accommodation due to the employee's disability. The City shall provide the workplace emergency response information to the person designated by the employer to provide assistance to the employee. This information shall be reviewed: a) when the employee moves to a different location; b) when the employee's overall accommodations needs or plans are reviewed; and c) when the employer reviews its general emergency response policies. 5.04 Documented Individual Accommodation Plans The City will document accommodation plans for employees with disabilities in accordance with the Attendance Management Policy HUR 030. 5.05 Return to Work and Performance Management a) The accessibility needs of employees must be respected when utilizing performance management tools. b). When providing career development and advancement to employees, the City shall take into account the accessibility needs of its employees with disabilities as well as any individual accommodation plans. Hiring Policy Page 7 of 12 68HUR 040 ■ 06 Job-Related Medical Examination The objective of a job-related medical examination is to ensure that individuals are medically and physically capable of performing the essential duties of the position for which they have been given a written conditional offer of employment. The medical examination shall relate to the individual's physical and/or mental ability to carry out the essential duties of the job and shall be required upon appointment to permanent positions or positions which demand a greater degree of physical effort or fitness. 07 Verification of Credentials Successful individuals will be required to submit originals of all degrees, diplomas or other relevant documents which they claim to hold, to the Human Resources Division. Copies will be maintained in the employee's personnel file for future reference. 08 Reference Verification Employment references must be completed and documented prior to issuing an offer of employment. Human Resources conduct all external reference checks using a Telephone Reference Check form. Typically this will involve contact with at least three (3) previous supervisors of an external applicant. The Human Resources Division will obtain written authorization from the applicant prior to conducting a reference check. (Refer to Appendix 4 — Employment Reference Consent Form) Only the references provided by the applicant on the Employment Reference Consent Form will be contacted. 09 Unsolicited Applications Unsolicited applications for employment will be retained in the Human Resources Division for a period of six months. Unsolicited applications received by supervisors and elected officials should be forwarded to the Human Resources Division in all instances immediately upon receipt. 10 Documentation In accordance with the administrative requirements set out in the Municipal Freedom of Information and Protection of Privacy 1990 Act(MFIPPA), all recruitment and selection related data is to be retained in the Human Resources Division, or under custody and control of the City Clerk. Upon completion of the interview process, interview panel members are required to return all documentation contained within the interview package to the Human Resources Division for central filing. Documentation related to the interview and selection process will be retained within the Human Resources Division for a period of four years. Hiring Policy Page 8 of 12 HUR 040 69 11 Nepotism The City of Pickering recognizes that all qualified individuals should be provided with the opportunity to be considered for employment and that family relationships should not unduly or unfairly restrict an individual's right to seek employment opportunities. The fact that a potential employee is related to an existing employee should neither prejudice nor . advance that person's hiring opportunities. 11.01 Any attempts at interference, undue influence or coercion relating to employment shall be reported immediately to the CAO for investigation. 11.02 The hiring of immediate family or immediate relatives of employees is not appropriate in situations where the related employees would be in a direct reporting relationship. 11.03 Members of immediate family or immediate relatives shall not participate in the recruitment, promotion or selection process where a candidate is an immediate family or immediate relative. 12 Driver's Licence Where a position requires a valid driver's licence, the following guidelines will apply. 12.01 The City will determine all jobs within the City where the ability to drive is an essential requirement of the position. This requirement will.be identified in the job description. 12.02 Individuals in positions that require the ability to drive a City vehicle will be required to sign a Driver's Abstract Consent Form (see Vehicle Use Policy ADM 020 Appendix 1) and provide a copy of his/her valid Ontario Driver's Licence of the correct class for the vehicle to be driven, after a conditional offer of employment has been made. 12.03 The City's MTO Signing Authority will arrange to have a semi-annual driver abstract search undertaken for all employees who operate City vehicles and equipment. 12.04 Individuals in positions that require the ability to drive a personal vehicle shall complete a Contract for Personal Vehicle Use form and Confirmation of Liability Insurance Coverage form (see Vehicle Use Policy ADM 020 Appendix 2 and 4), only after a conditional offer of employment has been made. 13 Contract Staff 13.01 Guidelines a) Individuals may be hired on an employment contract basis to perform specific functions for a specified period of time. Establishment of such Hiring Policy Page 9 of 12 70HUR 040 contracts shall not violate the provisions of the City's collective agreement(s). b) Benefits will be provided to contract individuals in accordance with governing legislation. Additional benefits may be provided as negotiated between the respective parties. c) Contracting of individuals shall be undertaken within the constraints of departmental budgets or other approved funding and will be subject to the approval of the CAO. d) Each contract is subject to such terms and conditions as may be negotiated between the City and the individual contractor. e) Contracts will be prepared by the Human Resources Division in accordance•with established format and procedures. 13.02 Recruitment Consultants • a) The City recognizes that it may be necessary to rely on the services of outside management consultants to assist in the identification and referral. of applicants for certain positions. Outside consultants may be retained by the City for: i. senior managerial positions, including the CAO, where it has been determined that a consultant may be better able to attract well-qualified applicants; and ii. professional or specialized technical positions where it has been determined that suitably qualified applicants with specialized skills cannot be attracted by more conventional and traditional approaches to recruitment. b) Use of consultants will be subject to review and approval of the CAO and Purchasing Policy PUR 010. If recruiting is for the position of CAO, Council or its designated representatives will be responsible for coordinating the selection and retention of outside consultants and for liaison during the recruitment and selection process. 14 Relocation Assistance 14.01 Relocation assistance ensures that a qualified applicant will not be prevented from accepting employment with the City because of the expense of relocation when (see Relocation Expense Service Agreement form HUR 040 Appendix 5): a) the position is a key position for which there is no suitably qualified individual available within the City of Pickering or in the immediate vicinity; Hiring Policy Page 10 of 12 HUR 040 71 b) it is mandatory that the position be filled as quickly as possible; and c) the Director recommends, and the CAO concurs, that such recruitment incentive is appropriate in the specific circumstances. 14.02 The City may assist newly appointed non-resident employees with relocation assistance upon written acceptance of an offer of employment. 14.03 The City will recover on a pro-rata basis, any relocation assistance paid to an employee who resigns or is terminated from employment for just cause within twenty-four (24) months of commencement of employment. Relocation assistance may include both moving expenses and relocation expenses. 15 Probationary/Trial Periods 15.01 The City of Pickering recognizes the importance of a period of evaluation for employees appointed to positions as a result of competition, promotion or transfer. Permanent appointments to all positions within the City shall be subject to satisfactory performance during the probationary/trial period. a) Unionized employees will serve a probationary/trial period in accordance with the provisions of the City's collective agreement(s) with its unionized employee group(s). b) The standard probationary/trial period for non-union employees of the City shall be six working months. Any single period of absence during the probationary period in excess of 5 working days, for any reason, shall be added to the probationary period. 16 Criminal Reference Check/Vulnerable Sector Screening 16.01 The City recognizes the importance of ensuring the personal safety and well- being of its employees and the safety and well-being of those members of the community who are receiving services. The City will undertake a Criminal Reference Check for all full-time and part-time volunteers, existing employees who have applied successfully and external applicants who will, as a result of their positions, meet one or a combination of the following criteria: a) employees who occupy a position of trust, financial or otherwise. Otherwise is defined as the level of authority, importance of contacts, impact on the City's image/reputation, and access to confidential/privileged information with the ability to control or manipulate data; b) employees who are required to enter private residences on a regular basis; c) all levels of management; and Hiring Policy Page 11 of 12 72HUR 040 d) employees who as part of their job requirements, work directly and interact with the vulnerable sector will form the basis for a Vulnerable Sector Screening. 16.02 Guidelines Criminal Reference ChecksNulnerable Sector Screenings shall be carried out in accordance with the Ontario Human Rights Code. The Code prohibits discrimination on the basis of a person's record of offenses which is defined as: a) an offense in respect of which a pardon has been granted under the Criminal Records Act and has not been revoked; and b) An offense in respect of any provincial enactment. A record of offenses does not include a conviction under the Criminal Code, Narcotics Control.Act, Food and Drug Act or Federal Criminal Enactment for which a pardon has not been granted or for which a pardon has been granted and revoked. Appendices Appendix 1 Employment Requisition Appendix 2 Internal Application Form Appendix 3 Employment Application Form Appendix 4 Employment Reference Consent Form Appendix 5 Relocation Expense Service Agreement This policy will be supported with a detailed operating procedure which will address the actionable items of those directly involved in recruitment and their respective responsibilities. • Hiring Policy Page 12 of 12 HUR 040 73 Cali 00 Employment Requisition PICKERING Department Division Section Position Title , Pay Grade C New Start Date (anticipated) End Date (if applicable) Affiliation C Existing C Non-Union C CUPE 129 C PPFA Status C Full-Time C Part-Time C Temporary C Term C Contract C Relief(of whom) Estimated Hrs/Wk Salary Account No. Reason for Vacancy Required Education and/or Credentials • (i.e., special credentials, shift work, physical demands, environment, etc.) Required Experience and Skills Shift Requirements Sun Mon Tue Wed Thu Fri Sat Estimated Weekly Hrs Explanation (if applicable) Initiated by Immediate Date Endorsed By Division Head Date Non-Union Manager/Supervisor Endorsed By Director Date Reviewed by Human Resources Date Approved By CAO Date (for all Permanent Full-Time and Part-Time Positions) HR 0306-03/30 Rev. 13/05/21 Page 1 of 2 74 Oaf 0$4 -- t11 Employment Requisition cim_rjm_ti roc Human Resources Use Only. r Posted Oni ..- El External'Advei ising. , Position'Filled By fl External ❑ Internal` Date of Hire Pay Grade` Step Proliation/Tfial-Period Advise Union (if applicable)` ❑ Yes ENo; Additional Information Human Resources Representative- Date Alternate formats available upon request at 905.683.7575. HR 0306-03/30 Rev. 13/05/21 Page 2 of 2 75 Ca,/co Internal Employment Application Form PICKERING Personal Information Employee First Name Employee Last Name Daytime Phone Number Current Status C' Full-Time C'Part-Time C Temporary C Term C Contract C Relief(of whom) Current Position Job Posting Number Department Division Section Seniority Date Manager/Supervisor (if applicable) Position Applied For Please complete below or attach a current resume and cover letter. Education Level Areas of Study Length of Degree/Diploma Obtained Programme/Course or Highest Grade Completed (Ontario Equivalent) Secondary University College or Technical HR 09/02-11/30 Rev. 13/11/28 Page 1 of 3 76 Cali 4 Internal Employment Application Form PI KERING Education (continued) Level Areas of Study Length of Degree/Diploma Obtained Programme/Course or Highest Grade Completed (Ontario Equivalent) Post Graduate Other Please list any work related skills, certificates, licences or training that relate to the position being applied for. Employment History Current Position Period of Employment From To Duties/Responsibilities HR 09/02-11/30 Rev. 13/11/28 Page 2 of 3 77 Cat/00 Internal Employment Application Form PI KERING Employment History (continued) Name of Previous Employer Previous Title Period of Employment From To Duties/Responsibilities • Name of Previous Employer Previous Title Period of Employment From To Duties/Responsibilities By submitting this application/resume, I am declaring that the foregoing information is true and complete to my knowledge. I understand that a false statement may disqualify me from employment, or cause my dismissal. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected to be used for the purpose of candidate selection. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. HR 09/02-11/30 Rev. 13/11/28 Page 3 of 3 78 cite/ External Employment Application Form PICKERING * Required Field Currently Advertised Positions(s) Availability • Section Being Applied For (if other than advertised) Personal Information * * First Name Last Name * * Street Address Unit Number * * * City Province Postal Code Business Phone Number Home Phone Number * Mobile Phone Number Email Address Are you legally entitled to work in Canada? * ❑Yes ENo Have you attained the age of 18?* EYes ❑No Have you ever been employed by the City of Pickering?* ❑Yes ❑No If yes, indicate date employed from To Position Title Cover Letter Please insert text in the box below and attach an additional page if necessary. • HR 09/03-11/30 Rev. 13/11/28 Page 1 of 3 79 c"q 00 ._ External Employment Application Form PICKERING Education *You must fill in at least one of the education fields Level Areas of Study Length of Degree/Diploma Obtained Programme/Course or Highest Grade Completed (Ontario Equivalent) Secondary College or Technical University Post Grad Other Please list any work related skills, experience or training that relate to the position being applied for. Must be less than 300 characters. HR 09/03-11/30 Rev. 13/11/28 Page 2 of 3 80 cif,/O1 External Employment Application Form PICKERING Employment History • Please record employment history. • We thank all applicants for their interest; however, only those selected for an interview will be contacted. * I hereby declare that the foregoing information is true and complete to my knowledge. I understand that a false statement may disqualify me from employment, or cause my dismissal. C'Agree ( Disagree Select"Submit by Email" and the completed form will be delivered to the Human Resources Division. If you require a copy please save this document to your computer. Submit by Email Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act. This information is collected for the purpose of candidate selection. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON LIV 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. HR 09/03-11/30 Rev. 13/11/28 Page 3 of 3 81 Cirq n . m: _ CITY POLICY/PROCEDURE REFERENCE.INFORMATION CONSENT FORM Under Section 32 (b) of the Municipal Freedom of Information and Protection of Privacy Act, 1, give the City of Pickering and its representative(s), the Coordinator, Human Resources and/or the Division Head, Human Resources, my consent to provide personal reference information contained in my personnel file to prospective employers for the purpose of assessing my suitability for employment. Date: Signed: 82 Cz�y o� H U R 040 _ Appendix 5 I 1 Lk RELOCATION EXPENSE SERVICE AGREEMENT MEMORANDUM OF AGREEMENT MADE THIS DAY OF 20 BETWEEN: The Corporation of the City of Pickering (hereinafter referred to as "the City"). - AND - WHEREAS is (or was) a resident in the City Province (State) of AND WHEREAS has agreed to accept employment as a with the City. . NOW THEREFORE the parties agree as follows: 1. The City agrees to pay relocation expenses in an amount to be later determined, for relocating to the City of Pickering. 2. agrees, in consideration of the payment of such relocation expenses, to be employed exclusively by the City for a minimum of two (2) years. 3. In the event voluntarily leaves the employ of the City prior to the expiration of the two (2) years, agrees to forthwith reimburse the City for a proportionate part of the relocation expenses paid by the City pursuant to this agreement as follows: Total Amount Expended x Months not served = Repayment 24 4. The words "relocation expense" used herein means and includes all expenses as have been agreed between the parties prior to the execution of this agreement. Page 1 of 2 83 HUR 040 Appendix 5 5. If the City severs or terminates the employment relationship at any time during the two (2) years referred to herein, any outstanding balance yet to be paid is forgiven by the City and there shall be no amount due and owing between the parties. IN WITNESS WHEREOF the City has affixed its proper seal in this regard and sets his/her hand and seal this day of , 20 . The Corporation of the City of Pickering • Chief Administrative Officer • Division Head, Human Resources Witness Employee ■ Page 2 of 2 84 o1 __ City Policy PICKERING Policy Title: Community Grant Policy Number FIN 040 Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages Res. #11/83, Item #10 February 7, 1983 January 2008 3 By-law 6750/07 May 20, 2014 Res. #240/14 Approval: Chief Administrative Officer Point of Contact Division Head, Finance & Treasurer Policy Objective The objective of this policy is to define policy guidelines for responding to organizational requests for grant money. Index 01 Definitions 02 Eligibility Criteria 03 Procedures 04 Appendices 01 Definitions 01.01 Not-for-Profit— community organizations that operate with controlling members or boards to fulfill a mandate that serves to better a specific group within the community or the general community at large. Not-for-Profit organizations can be incorporated but are not required to be under this policy. 02 Eligibility Criteria 02.01 To be eligible for a grant pursuant to this Policy, an organization must be a community association, service club and/or sport group: (i) that is not-for-profit; (ii) that serves, in whole or in part, the residents of the City of Pickering; and (iii) at least 80% of whose members reside in the City. A regionally-based organization may be considered for grant funding if it can demonstrate that its services will directly benefit the residents of the City. Organizations with a political mandate, such as ratepayers' associations or tenant/landlord associations are not eligible for grants pursuant to this Policy. Individuals are not eligible for grants pursuant to this Policy. • 02.02 To be considered for funding, a grant application by an organization must meet the following criteria: (i) the grant must be used to fund activities, programs or initiatives that serve the residents of the City or that provide an economic benefit to the City or to a local community within the City, or that create a positive image of the City; (ii) the grant must be used to fund activities, programs or initiatives that take place within the municipal boundaries of the City; (iii) the grant must be used to fund activities, programs or initiatives that are not provided by any level of government; (iv) the grant must not be used to offset administrative costs of the organization or for debt repayment; and (v) the grant must not be used to fund donations made by the organization. 03 Procedures 03.01 Organizations wishing to request a grant must complete a Community Grant Application form (See Appendix 1) in full with required attachments and must submit same to the Division Head, Finance & Treasurer by November 14th for funding in the following year. Late submissions will not be considered. 03.02 The Division Head, Finance &Treasurer will review the Community Grant Application to ensure that it meets the Eligibility Criteria. Organizations that are not in good standing with the City of Pickering and/or have overdue amounts owing to the City of Pickering will not be considered. 03.03 Once the Division Head, Finance & Treasurer has determined that a Community Grant Application is eligible for funding under this Policy, it will include the Community Grant Application in a report to Council to be received for information prior to budget deliberations. 03.04 City Council will consider all Community Grant Applications and approve or deny such requests during the annual City Budget approval process. The City's Division Head, Finance &Treasurer will recommend to Council the total grant funding allocation for each calendar year. Community Grant Page 2 of 3 FIN 040 03.05 The Division Head, Finance & Treasurer will confirm in writing the status of each community grant application with the respective applicant within 14 days of the approval of the City Budget by Council Resolution. 03.06 Organizations will receive a cheque for the approved grant amount within 30 days of the approval of the City Budget by Council Resolution, unless required that the grant be funded on a different date. 03.07 Grant recipients will be required to acknowledge the support of the City in all advertising, publicity, programs and signage for which the funds were granted. The recipient may not represent the City as partner or hold the City responsible for any obligations related to the grant. 03.08 A grant in any year is not to be considered as commitment by the City to continue with such assistance in future years. 03.09 The Division Head, Finance & Treasurer will refuse all grant requests that require funding within the same calendar year in which the request is made, unless the grant is for a function being conducted by an organization to aid City residents who are stricken by personal tragedy or disaster and are in need of financial assistance. In such cases, the Community Grant Application shall be completed in full and will be subject to Council approval in the same year the application is made. 03.10 The Division Head, Finance & Treasurer will refuse all requests to waive rental fees for City facilities and park/equipment fees for City parks unless the fees apply to a function conducted solely to aid City residents who are stricken by personal tragedy or disaster and are in need of financial assistance. In such cases, the Community Grant Application shall be completed in full and will be subject to Council approval in the same year the application is made. Appendices Appendix 1 City of Pickering Community Grant Application Form Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Community Grant Page 3 of 3 FIN 040 city oie A Community Grant Application ERI Note: Application Deadline - November 14, 2014 Prior to completing this application form, please review the Community Grant Policy. Completed applications with supporting documentation should be forwarded to City of Pickering, Division Head, Finance &Treasurer, One The Esplanade, Pickering, ON L1V 6K7 or by email to corpsery @pickering.ca or by fax to 905.420.5313. The following are to be included with this application ❑ Constitution/mission statement/or statement of purpose ❑ Copy of the most recent audited Financial Statements (if grant request is $10,000 or more) ❑ Copy of the most recent Financial Statements (if grant request is less than $10,000) ❑ Copy of the minutes of the meetings where the Executive approved the application Organization/Association Name Telephone # Address Unit# City Province Postal Code Contact Information First and Last Name Telephone # Email Address Organization Information What year was your organization formed? Where is your organization based? ❑ City of Pickering ❑ Other Is your Organization incorporated as non-profit? ❑ Yes ❑ No If yes, please provide date of incorporation Date of Annual Meeting CR 1402-05/06 Page 1 of 5 Cit,o? Community Grant Application - I E Please include current executive list Describe your organization's typical activities (eg. programs, activities, events, services) (200 words or less). What is the total program registration or association membership in your organization? How did you arrive at this percentage? What percent of your organization memberships consists of Pickering residents? Do you charge a fee for membership or any of the services you provide? List the programs/services provided by your Organization that benefit Pickering residents. CR 1402-05/06 Page 2 of 5 Cis 044 Community Grant Application Financial Assistance Amount Requested Amount Received in Previous Years (insert dollar figure) (insert dollar figure) if applicable Please describe how the grant funds will be spent and how it will benefit the Pickering community. Successful organizations may be required to supply evidence that the funds were spent as described. What additional funding or sponsorship have you applied for and/or successfully received in the past 2 years? Year Source Purpose Amount Applied Amount Successfully For$ Received $ CR 1402-05/06 Page 3 of 5 Community Grant Application Carl Declaration & Acceptance of Conditions IK The Corporation of the City of Pickering (hereinafter called the "City" Name of the Organization (herein after called the "Organization" 1. The Organization confirms that the representations contained in the application for assistance are true and correct in every respect and that in the event that the funds are not used for the project or programs as described in the application, or if there are misrepresentations in the application, the full amount of the assistance will be payable to the City. 2. That the Organization will make or continue to make attempts to secure funding from other sources as indicated in its application. 3. That the Organization will keep proper books of accounts of all receipts and expenditures, relating to the program, services or project. 4. That the Organization will retain and make available for inspection by the City or its auditors all records and books of accounts of the Organization upon request from the City which may be made within 2 years of the grant award. 5. That if the programs or services proposed in the Organization's application are not commenced, or are not completed and there remain City funds on hand, or are completed without requiring the full use of the City funds, such City funds will be returned to the City. 6. That the program or services not be represented as a City program or service, and that the Organization does not have the authority to hold itself out as an agency of the City in anyway, the only relationship being that the City has approved and granted financial assistance to the Organization. 7. That should the Organization receive grant funding and subsequently disband, the Organization must dispose of their assets in a responsible manner that meets with the approval of the City. 8. That the Organization recognizes the City's contribution as outlined in the Community Grant Policy. 9. If there are any changes in the funding of the services, event or project from that contemplated in the application, the Municipality will be notified of such changes through the Culture & Recreation Department. 10. The applicant agrees to provide the Municipality a year end summary confirming the financial assistance provided by the Municipality was used for the services, event or project as described in their application. Failure to provide such documentation will rule them ineligible for further financial assistance under this program. CR 1402-05/06 Page 4 of 5 Community Grant Application city o! Declaration & Acceptance of Conditions E Certification We certify that to the best of our knowledge, the financial and descriptive information provided is accurate and is endorsed by the Organization we represent. First and Last Name (please print) First and Last Name (please print) Signature of Authorized Signing Officer#1 Signature of Authorized Signing Officer#2 Position with Organization/Association Position with Organization/Association Date Date Sit by Email Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of applying for a grant. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7, 905.420.4611. Alternate formats available upon request at 905.683.7575. CR 1402-05/06 Page 5 of 5 Cat/ 00 A City Policy PICKERING Policy Title: Corporate Protocols Policy Number ADM 110 Reference: Res. #240/14 Date Originated (m/d/y) Date Revised (m Idly) Pages • 05/20/2014 2 Approval: Chief Administrative Officer Point of Contact Division Head, City Administration Policy Objective The purpose of this policy is to outline and establish protocol guidelines that will ensure events, presentations, programs and services will benefit, promote and celebrate the City in a positive manner. Participation in protocol events, presentations, programs and services which have a significant public profile will be implemented according to accepted standards of protocol. Index 01 Definitions 02 Procedures 01 • Definitions 01.01 Protocol — Means both written and unwritten conventions, etiquette and/or rules of interaction and communication between Council, Administration, Dignitaries, Organizations and the Public. 01.02 Protocol Event—A City event of significant public profile, requiring official participation by the City, external dignitaries, organizations and the public. 02 Procedures a) The City formally adopts and creates Procedures and Standard Operating Procedures to put in place guidelines regarding Corporate protocols to ensure protocol events, activities and presentations, are carried out in a professional manner; b) support Council sanctioned twinning activities to ensure they further promote stronger ties and goodwill between the City and its official twin cities; c) ensure special recognition documents, materials, gifts and promotional items reflect appropriate local themes and when appropriate, the Corporate identity; and d) advise and assist elected officials, staff, dignitaries, organizations and the public in all areas of protocol. Events, presentations, programs and services will be supported with detailed operating procedures which will address the structure and composition of events and clarify to Council, staff, dignitaries, organizations and the public their respective responsibilities. Upon notice of an event, presentation, program or service the appropriate procedure will be followed. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Corporate Protocols Page 2 of 2 Policy Number: ADM 110 Ctq o-0 PICKERING May 20, 2014 • By-laws 7355/14 Being a by-law to authorize the Whitevale Bridge Replacement project in the City of Pickering and the issuance of debentures in the amount of$1,400,000 [Refer to Executive Committee pages 61 —62] 7356/14 Being a by-law to authorize the Fire Alarm Panel Upgrade for Pickering Civic.Complex in the City of Pickering and the issuance of debentures in the amount of$169,000 [Refer to Executive Committee pages 45—46] 7357/14 Being a by-law to establish that part of Block M, Plan M- 1057, designated as Part 1, 40R-28283, as public highway. , (By-law attached) • 7358/14 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2014 and to establish the Tax Rates necessary to raise such sums and establish the final due dates for the residential, pipeline, farm and managed forest realty tax classes. [Refer to Executive Committee pages 105-107] 7359/14 Being a by-law to establish that part of Lot 105, RCP 1051, designated as Part 1, 40R-28105, as public highway. (By-law attached) 7360/14 Being a by-law to provide for early voting and reduced hours of voting in institutions and retirement homes on advance voting days. (By-law attached) 95 • City o0 _ ' Memo PICKERING To: Debbie Shields May 5, 2014 City Clerk From: Denise Bye Supervisor, Property & Development Services Copy: Director, City Development • Director, Corporate Services & City Solicitor Division Head, Water Resources & Development Services Chief Planner :Subject: Request for Road Establishing By-law - Owners: J. and S. Janevski - LD 122/13 - Part Block M, M-1057, being Part 1, 40R-28283 (Eastbank Road) File: Roadded.550 • The Owners have applied to the Land Division Committee to sever Lot 48, Plan 1041 to create one new development lot fronting Eastbank Road (the "severed parcel"). One of the conditions of severance is that the reserve fronting the severed parcel (Part 1, Plan 40R-28283) be established as public highway so that legal road frontage is provided from the newly created lot to Eastbank Road. As the owners have complied with all of the other conditions of La 122/13, it is now appropriate to pass the by-law establishing Part 1, Plan 40R-28283 as public highway. Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for May 20, 2014. • DB:bg Attachments Location Map Draft By-law 96 I iiiiuiiuiiDETAIL INSET SCALE NTS l cc cc_ __ _`w` . • UNA �_ == —Q�� 111111111111\\�,E W C� I= 1111111111111►/%MN �= V' • , WOODRUFF II tn�_ --v~i„""I 1 �= _I = —_ LJ mipurso•--..=1� -- __,'J;� . � W PART 1 IIIIIr �'O` 'M = 40R-28283 CRICK. ' I 1111► �i!� 1110.EMI ■ a �� ♦Y I z y�♦ ',' STROUDS LA �I�� E #I �� ,volt. mounImmi STROUDS ,* on� �= o ♦ ��..., ... 1111l1 11111111111I� ��WO/� .111. _� ME - J \ i- ' HEDGEROW PL. �MI. 1 �� j 0 1 = I�_ o ill-1---- _— �J , J • MINIM� , =u ``♦`` o SHADYBROOK �=_F mom=, 1 PARK I M.=u Jim 1111111111111111 =MEM ��o— SEE INSERT _INIIII a IMIIIIIIII FLAVELLE COURT �m MN 1 = — ST. MA/ LJERITE —� !,,4' BOURG yS ,=�,—SEPARATE S�HOOL �� Y=EMI. 11111111 INII ST. '• ' �� AVENUE W:09" 111•101111=11. fli_n_N I/111111111111 JACQUELI � _Imo 011111111111111111 w 111111Ik WELRUS -=m— i� cn �DGEWOOD t,,'' owl", / —, go w èd� �/ ■ �� COURT ( _o 11111 W MI11111111�� C �illl MI E.--='----o-� g z �''°m 001 WEYBURN =_ == ��e1111 ■I� QBURN =�= -1111 "'11'11 �- •_ SPRUC . �� 1'= =I COURT r �""_ I �s j�� = -,�//11111111111111= �I\�� /1�/I�I� Location Map Cifq off "4- FILE No: ROADDED. 550 APPLICANT: City of Pickering • V COi ti u ti l e PROPERTY DESCRIPTION:Part of Block M, M-1057,being Part 1,40R-28283 City Development DATE: Apr. 14,2014 SCALE 1:5,000 Tcronet Enteryriaee Inc antl ita a ppllen.NI Aghta Reaervetl. Not p plan °f a"rvey. pN_11 2013 1APAC and its a"ppIlora.Ail right. Reserved. Not c plan of S"rvy. 9 f The Corporation of the City of Pickering By-law No. • Being a by-law to establish that part of Block M, Plan M-1057, designated as Part 1, 40R-28283, as public highway. Whereas The Corporation of the City of Pickering is the owner of that part of Block M, Plan M-1057, designated as Part 1, 40R-28283, and wishes to establish it as public highway. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That part of Block M, Plan M-1057, designated as Part 1, 40R-28283 is hereby established as public highway (Eastbank Road). By-law passed this 20th day of May, 2014. David Ryan, Mayor Debbie Shields, City Clerk • 98 co Memo PICKERING To: Debbie Shields May 7, 2014 City Clerk From: Denise Bye Supervisor, Property & Development Services Copy: Director, City Development Director, Corporate Services& City Solicitor Division Head, Water Resources & Development Services Chief Planner Subject: Request for Road Establishing By-law - Owner: I. Lazaridis - LD 32/13 - Part Lot 105, RCP 1051, being Part 1, 40R-28105 (Fairport Road) File: Roadded.551 The Owner has applied, through the Land Division Committee, to sever Lot 105, RCP 1051 into three parcels; a road widening parcel, a retained parcel fronting Fairport Road and a severed parcel which will be merged with the adjacent lands to facilitate a common element condominium development. The severance requires, (a) the conveyance, from the Owner to the City, of a 3.05 metre parcel of land for road widening purposes across the frontage of Fairport Road (Part 1, 40R-28105); and (b) establishing Part 1, 40R-28105 as public highway. As the Owner has conveyed Part 1, 40R-28105 to the City, it is now appropriate to pass a by-law establishing Part 1, 40R-28105 as public highway, providing legal road frontage on Fairport Road to the newly created lot. Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for May 20, 2014. DB:bg Attachments Location Map Draft By-law 99 DETAIL INSET SCALE NT.S /-0=_ ,— Pak Ebb COURT '—m— I • — mi •• a ccs Ebb LIS ill...=8 Maillin *4•:� VOYAGER qvF BONITA AVENUE •♦ 0 4:: R--PART 1 j N Bowra_ = ° :: 40R-28105 ■ PA , r o 1 0 0 I o S LANE 0 WINGARDEN CRESCENT — VIP- VipMENIM 0•Aii 4, °all 1' ____ hilt HEDGEROW PL. ■:1-■ ': Si/ Q . LANDS j o' �-� o -I CC 40YBROOK E= ECC"'/p////, PARK o cc SUBJECT St 4NDS a. LANDS �' DER `� SEE INSERT 2L/RG•sYS RATE .HOOL - -� m ��v d w /,C I, 2EN CRESCENT r GOLDENRIDGE , ••4.a JACQUELINE P,, e// p( I ,I,` `� WELRUS STREET o� OOD , 41111,1, 0 I o _ ,thi NMI 411Ir ,. AO MIMI 4L q.1010 1= II V • POW y M— O .Q RUSHTON ROAD ,, . SPRUCE ------ / I= 1I II fill Location Map °i - FILE No: ROADDED. 551 -rr -' r APPLICANT: City of Pickering �1�./�k��i�- PROPERTY DESCRIPTION: Part of Lot 105,RCP.1051,being Part 1,40R-28105• City Development DATE: Apr.22,2014 , Dam Seuro-c p T-,en-� EntarpM-- Inn tl tt- Ppfi-�-.A0.afgtt. Re-erved. Net a Porn eT -un+ey. SCALE 1:5,000 PN-7 ®2073 MPAC tl ttr wppfl . NI /'ohm R---rvef1. Net o plen e/ Surv . 100 • I The Corporation of the City of Pickering By-law No. ; Being a by-law to establish that part of Lot 105, RCP 1051, designated as Part 1, 40R-28105, as public highway. Whereas The Corporation of the City of Pickering is the owner of that part of Lot 105,. RCP 1051_, designated as Part 1, 40R-28105, and wishes to establish it as public highway. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That part of Lot 105, RCP 1051, designated as Part 1, 40R-28105 is hereby established as public highway(Fairport Road). By-law passed this 20th day of May, 2014. • .:,f...42 fit; • David Ryan, Mayor Debbie Shields,City Clerk 101 City o0 oRAFT Memo PICKERING To: Mayor Ryan and May 14, 2014 Members of Council • From: Debbie Shields City Clerk Copy: Subject: 2014 Municipal Elections Special Polling Locations File: A-2000 • Further to Council's request on April 14th to contact additional Retirement Homes and institutions for consideration of a Special Polling location for the 2014 Municipal Elections, please find attached a By-law providing for 3 additional Special Polling locations. . Please note that Chartwell Pickering City Centre declined to designate the location as a Special Polling location as they will be voting at the Advance Votes located at City Hall or on Election Day at the Pickering Recreation Complex. Debbie Shields - Attachment By-law 7360/14 102 The Corporation of the City.of Pickering By-law No. 7360/14 Being a by-law to provide for early voting and reduced hours of voting in institutions and retirement homes on advance voting days. Whereas Section 46(3) of the Municipal Elections Act, 1996, S.O., provides that a municipal council may pass a by-law providing that specified voting places shall be open for reduced voting hours in voting places in retirement homes or those institutions as defined in Section 45(7) of the said Act, where the voting place is only for the use of its residents; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: That the voting places listed below shall be open during the dates and times specified: Voting Place Dates and Times of Voting VIVA Pickering Wednesday, October 15, 2014 1880 Glengrove Road 10:00 am — 12:00 pm Chartwell Parkway Retirement Wednesday, October 15, 2014 1645 Pickering Parkway 1:00 pm — 3:00 pm Rougemount Co-Operative Homes Inc. Friday, October 17, 2014 400 Kingston Road 1:00 pm —3:00 pm By-law passed this 20th day of May, 2014. David Ryan, Mayor Paul Bigioni, Director, Corporate Services & City Solicitor 103 City oq =__ ,.sue::,::::: �—.-_ -■rnn:a::::::::::::::::::.::� PICKERING May 20, 2014 Public Report on Confidential Meeting 1. Verbal Update by Division Head, Human Resources Re: Memorandum of Settlement Between the City of Pickering And Pickering Professional Firefighters' Association That the recommendations considered at the Closed Meeting of Council be approved. • 104 Minutes/Meeting Summary City Accessibility Advisory Committee Wednesday, March 26, 2014 PI KERING 7 pm Main Committee Room, Pickering Civic Complex Attendees: M. Brenner K. Falconer T. Logan D. Sharma - D. Tierney S. Wilkinson D. Marlowe, Staff Representative R. Michaud, Recording Secretary D. Shields, City Clerk Absent:' Councillor O'Connell T. Arvisais P. Bashaw A. Heywood-Delpeache P. McCafferty ltehi Details �Di ss�on &`Conclusion `'� y F :� � _ Action Items/Status Ref` 4, ma of d scussion r "' � ` }; include` d adline as t a w s Z w 1.; - Welcome D. Shields welcomed everyone and confirmed attendance for meeting quorum and a list was provided to the Security Guard. 2�`, ?�:Revaew and ApprovaLof Minutes _ , _ . . . _ Moved by M. Brenner Seconded by S. Wilkinson That the minutes of the February 26, 2014 meeting be approved. Carried :3. _ Review Draft-20'13 Annual Report . D Marlowe` D. Marlowe provided draft copies of the committee's achievements to be included in the City's Annual Report to Council. Discussion ensued and it was.suggested that more details be included with regards to the committee's involvement in the Page 1 of 4 • • Item/_ . -Details 8� Discussion 'Conclusion q ; Action ltemslStatus � Ref# (summary of discussion �� 'w� awe 'y } i T (include deadhne�as appropriate) review of site plan applications, i.e number of plans reviewed, and a list of most common concerns/recommendations. Moved by M. Brenner Seconded by D. Sharma That the 2013 Annual Report be approved with the addition of comments regarding site plan application reviews. Carried 4 Review of Amendment to the Draft D Marlowe 5 Year Accessibility Haan D. Marlowe provided copies of the Design of Public Spaces Standards (Accessibility Standards for the Built Environment) for the committee's review. He indicated that the complete report also includes the City's Facility and Library components. The plan highlights the 2016 legislated requirements which include Recreational Trails and Beach Access Routes, Outdoor Public Use Eating Areas, Outdoor Play Spaces, Exterior Paths of Travel, Accessible Parking, Obtaining Services (counters) and Maintenance. D. Marlowe noted that staff security and safety also have to be taken into consideration when service counters are being looked at for accessibility features. D. Marlowe noted that staff are developing technical standards in their planning process as well as identifying responsibilities for upgrades and maintenance. It was suggested that whenever possible, staff should consider the legislated requirements when starting projects in new areas, i.e. East Duffins Creek, Seaton. Discussion followed on the on-street parking spaces and the committee members stressed the importance of the need for on-street parking spaces throughout the City, especially in more popular areas, and suggested providing a list identifying the areas where they would like to see improvements. Further discussion followed on the sidewalks improvements along the Kingston Road corridor and it was noted that this is a Regional Road; therefore the timing of the project is impacted by the Region's budget. . Page 2 of 4 Item/�1 Details s D1scUron{W SS Conclusion 'f g:" ''Action 1te►nslStatus .r• 4..a"' ;'k ` r- '+A._._ . .mss. -r_v - "". -,*R`;a.'`_; Ref#k (summaryof discussion) -# t r (�nc�ude deadl�r�eas r 4 . The committee members indicated that they would like to start developing a draft 5 year budget plan. Event Planning, Artfest & Canada Day D. Marlowe advised that the deadline to submit applications for D. Marlowe to submit participation at the Artfest is Friday, April 4, 2014. Discussion application on behalf of ensued and it was agreed that the committee would sponsor an the committee. artist for the event and display the banner. The committee is also interested in participating at the Canada Day event. Further discussion to be held at the next meeting. D Sharma suggested that the Committee should reconsider holding the Accessibility Awareness event at the Pickering Town Centre. Accessibility Audit (Review 2013, Team Members for 2014) The committee reviewed the 2012-2013 PAAC Facility Audit Action Plan. D. Marlowe suggested that team members conduct'site visits with facilities staff to identify outstanding S. Wilkinson to submit items. dates to Renee. Tanya Logan, Don Tierney and Sue Wilkinson volunteered to complete the facility audit for 2014. Team to submit dates to , Clerk's office to coordinate visits with staff. - Tactile Surface Indicator Pilot Project Item already discussed in the review of the draft 2013 Annual Report. D. Marlowe to combine Developers' Handbook/Brochure comments into a draft brochure. The comments received from Sue, Don and Debbie were circulated to committee members for their-review. It was suggested that additional statistical information and census data be added to the sheet. D. Marlowe to draft brochure for review at next meeting. Meeting Adjourned: 9:15 pm Copy: City Clerk . Page3of4 CHI 00 Minutes Heritage Pickering _ � Advisory Committee Meeting PICKERING March 27, 2014 7:00 pm Main Committee Room Attendees: Councillor Rodrigues T. Besso S. lyer W. Jamadar D.Joyce T. Reimer D. Rundle C. Sopher J. Van Huss C. Celebre, Senior Planner, Development Review & Heritage L. Roberts, Recording Secretary Absent: E. Mason M. Sawchuck _`Item !: Details&,Discussion_& Conclusion Action Items I tef summary of discussion); ' T Status 5 L _(include deadline`as app�opnate) Welcome T J. Van Huss welcomed everyone to the meeting. _ royal of Minutes; ' • = Moved by T. Reimer Seconded by S. lyer - That the minutes of the February 27, 2014 meeting of the Heritage Pickering Advisory. Committee be approved. Carried • U � Bus�raessAr�s�ng from Minutes: r 4 �� ANa_:. en . f :.,. ..: 5 . ; 3.1) 2014 Work Plan • Updates on the 2014 work plan were provided as follows; J. Van Huss provided an update on behalf of M. Sawchuck with respect to the register. She noted he had prepared a spreadsheet with detailed information and assigned members to particular areas. This had been forwarded electronically to all members. J. Van Huss noted that members could now take their Page 1 Jtem?J Details 8� Discussion 8 Conclusion _ Action:ltems J :Ref#r (summary of discussion) = t Status -~ F x ` {include deadline as PP t ) sections and go out to determine if the building still exists and photograph the property. She reminded everyone that photos need to be taken from the street, and that if anyone has difficulty in opening or printing off their sections of the document, please contact J. Van Huss or M. Sawchuck for assistance. She stated the intent was for this document to eventually become the register. It was noted that memory sticks had been provided at the previous meeting to assist the members with obtaining the background information on the properties. C. Celebre noted she would speak to M. Sawchuck with respect to creating a tab on the spreadsheet for each member's assigned areas. Discussion ensued with respect to the most appropriate times to take the photos, preferably prior to the leaves coming out, as they may obscure the buildings, as well as the website format. J. Van Huss suggested a timeframe of June to have the work on the spreadsheet complete. C. Celebre provided an update with respect to heritage permit applications. She noted she had met with the Chief Building Official, who was very receptive to working together on these applications in order to provide information to the inspectors so they will be better informed when doing inspections. She indicated the CBO would be involved from the beginning of the process on the next application received. C. Sopher provided an update with respect to the heritage plaque program. He indicated he had been researching various municipalities. He noted that in Whitevale, everyone participated in the research as well as fundraising, with the residents paying a portion of the cost of the plaques. He also noted that in other municipalities, materials and costs varied. He noted that it would be good to indicate the name of the first occupants of the property on the plaque as well. Discussion ensued with respect to having district plaques. Councillor Rodrigues questioned the costs as well as having residents co-pay. He asked if photos of the existing plaques C. Sopher to could be taken to show members. C. Sopher noted he could action take some photos. C. Celebre informed the members that the By-law for designating 2865 Sideline 16 would be going to Council for approval on April 22"d Councillor Rodrigues questioned whether the City had received any comments from the Province. Page 2 item./ Details 8� Discuss>lon 8�,Conclusion Action Items J . r .,-1-4-61,40-44 (summary of discussion) L (include deadlines C. Celebre provided an update with respect to designations of Provincially owned heritage properties in Seaton. She noted that an RFP for consultants to prepare the background research and designation by-laws was being prepared. She noted this takes time, and it was planned that once a consultant was chosen, research would.be this year and proceed to designating the properties next year. She noted that in conversations with the Province, they had noted that a condition could be put in the purchase of sale for Provincially owned properties noting that they would automatically become designated once the purchase had finalized. The Province had indicated that the City of Toronto has done this in the past. C. Celebre stated the City - would continue to have dialogue in this regard with the Province. J. Van Huss noted she had researched other municipalities for their websites on heritage register set ups and noted that in speaking with Cathy Grant, CEO Pickering Library, she had indicated that fewer residents are accessing websites and instead are using twitter and facebook, etc. It was noted that Ms. Grant had suggested J. Van Huss attend the Library to show how they access all the various social media avenues, as there is a range of possibilities for accessing Heritage information. D. Joyce noted she could assist in this as well. 3.2) Mattamy Barn Demo-Dismantling C. Celebre provided an update on the dismantling and demolition of the Mattamy Barn which had occurred the week of March 18th It was noted that the Museum would benefit from salvage items from 1450 Whitevale Road, and the Whitevale Residents Association would receive items salvaged from 1390 Whitevale Road. She noted the Museum was very appreciative of the items they had received. Mattamy has arranged to move large materials for both the Whiteval residents and the Museum sometime next week. She also stated a nesting kiosk for the barn swallows had been located in the Natural Heritage System. C. Celebre noted that Mattamy had gone above and beyond in the dismantling and demolition of the barns. J. Van Huss J. Van Huss to suggested that a letter of appreciation be forwarded to Mattamy action on behalf of the heritage committee. It was also suggested that the Museum be contacted to see if they would like to be included in the letter. - C. Sopher asked that the City send a reminder to the developers for the Seaton lands reminding them of the City's requirements. Page 3 Item 1. Details&:Discussion &Conclusion . Acti bid tems :Ref# ` (summary of discussion) - Status - _{include aeadhne as appropnate) C. Celebre noted she would follow up with the CBO. It was questioned whether University of Toronto students could J. Van Huss to assist with the dating of the beams. action ty- 4..-:['. 0 _New_ :Business 4.1) Heritage Workshop — Gravenhurst J. Van Huss provided details on an upcoming seminar being hosted by the Gravenhurst Municipal Heritage Committee and Community Heritage Ontario to be held at the Muskoka Boat and Heritage Centre in Gravenhurst on April 24th from 1:00 pm to 4:00 pm. This is a free seminar, and it was suggested that any members wishing to attend inform L. Roberts by April 7th in order to meet the deadline of April 11th for confirming attendance. 5.1) Ministry of Tourism, Culture & Sport J. Van Huss noted the Ministry of Tourism, Culture & Sport had forwarded the letter which waives the tariff fees at the Land Registry Office in Whitby. It was noted this covers tariff fees only, and other charges could be incurred, such as photocopying, etc. A copy of the letter had been forwarded to all members electronically. 6 0 Other Business: .. , ;# } ._ _ - 6.1) C. Sopher questioned'the homes that Del Property Management had indicated would be demolished if additional research was undertaken. C. Celebre noted that she contacted the Library and had been informed that they could not find any information on these properties and research on this would need to be conducted through the Land Registry Office, as no information could be found at the Library. 6.2) J. Van Huss noted she had attended the launch of the City of Pickering's draft Cultural Strategic Plan. She explained how the City planned to incorporate cultural initiatives into their strategic plan by recognizing the needs of a diverse group. She noted that a public meeting will be held on April 16th in order to get feedback on the plan. She also noted it had stated that 2% of the reserve developed'for arts & heritage funding of the total tax base committed to culture. J. Van Huss noted this was a ten year plan developed by City staff, with plans to release this year. She explained the role the Committee would have and it was noted that copies of this Page 4 • Item/_ Details 4 Discussion & Conclusion Action Items I Ref# (summary of discussion) Status = � (include dead_line as a �o nate document be forwarded to members to allow time for comments L. Roberts to to be received. It was suggested that comments be forwarded to action C. Celebre by April 2nd 6.3) J. Van Huss informed members that Whitby would be hosting their Doors Open on May 3rd, and Camp X would be part of the program. 7 0 Next Meeting/Adjournment _ Next Meeting: April 24, 2014 The.meeting adjourned at 8:30 pm. Copy: City Clerk • . i Page 5 Minutes/Meeting Summary City ,r4 A Sustainable Pickering Advisory Committee Wednesday, April 9, 2014 PI KERIN 11:30 am CAO Boardroom Attendees: Doug Dickerson, Chair, City Councillor, Ward 2 David Pickles, Vice-Chair, City Councillor, Ward 3 Peter Rodrigues, Regional Councillor, Ward 3 Tom Melymuk, Director, City Development Grant McGregor, Manager, Sustainability & Economic Development Gilbert Boehm, Supervisor; Energy Management Michelle Pearce, Coordinator, Environmental Awareness Programs Chantal Whitaker, Coordinator, Sustainability Jessica Macina, Administrative Assistant I (Recording Secretary) Guest: Shawna Mutton Executive Director, Durham Sustain Ability Ifem/rte �De'tails&Discussion & Conclusion # Action Items/Status$ Re - f# (summary of dscussion) 4 , w f (include deadline as E .appropriate)' = 1 DurhamSustain Ability Presentation on Durham Partners S. Mutton m Project Green PPPG) activities Councillor Dickerson called the meeting to order at 11:35 am. Councillor Dickerson welcomed S. Mutton, Executive Director, Durham Sustain Ability (DSA). S. Mutton thanked everyone for the opportunity and proceeded with the presentation. Durham Partners.in Project Green (DPPG) is a program of DSA that provides sustainability aid-to Durham Region businesses in various areas of energy efficiency performance such as: assessments, training and implementation support services related to energy conservation, waste reduction and water consumption. DPPG is a not-for-profit team in collaboration with Sponsors & Partners like Toronto and Region Conservation Authority (TRCA), Durham Region, Veridian Connections, City of Pickering and Enbridge to name a few. DPPG helps clients improve diverse economic aspects of their companies including: • Revenue/Share Growth • Cost Reduction • Corporate Social Responsibility • • Customer Satisfaction • Employee Engagement • The Health of our Environment Page 1 of 8 `Ifeml Details&`Discussion & Conclusionu Action_ Jtem. s/Status Ref# -Fx .summa moo#discussion � ry (m lu Pe deadline as �_ _ ;;appro riate) The focus on the Eco-Efficiency Program is to help corporations understand energy consumption and how they can reduce energy costs with minimal impact to their operational needs. S. Mutton commended the City of Pickering and thanked the Sustainable Pickering Advisory Committee for being one of the leading partners and supporters of this program. S. Mutton also acknowledged that the program's success derives from developed alliances with regional energy providers, municipalities, qualified providers of sustainability solutions, and volunteers. DPPG has promoted different events including: • Hosting 163 companies and 257 participants at events such as: o Understanding Your Electricity Bill (Breakfast) o Spot the Energy Savings o Getting Results from Lean & Green o Energy Savings Business (Breakfast) • Produced and Published six Case Studies (Jessica M. has copies of the case study for review upon request) • Performed 77 Eco-Efficiency Assessments • 11 Retrofit projects completed resulting in: o 791,786 kWh/year in electricity savings o 48,821 m3/year in natural gas savings o $83,000 + in annual savings o *179 tonnes of greenhouse gas savings * the actual number would be higher as this only represents applications that went through the OPA and Enbridge incentive programs • Promoted assessment programs by cold calling over 2000 prospects Councillor Rodrigues enquired about the outcome of the 2000 . cold calls. How much interest was generated through this initiative? T. Melymuk also enquired if this could be a good way to measure the program's success. S. Mutton commented that although the cold calling wasn't as successful as initially thought, it gave them perspective as to how to implement new strategic planning to reach potential clients. S. Mutton agreed with Councillor Rodrigues that most organizations may be inclined to think that DPPG is a profit organization, therefore, minimizing the opportunity for business. S. Mutton also agreed with Councillor Rodrigues that some of these initiatives will allow corporations to learn about each other and provide new business opportunities through this program. Page 2 of 8 Iteml aF Details &Discussion£8 Conciusion Actio.rii ItemslStatus (include deadline as Ref#4�k �.,�(summary_of discussion)r�� '�,� ' �'� - � ,•" � � , � � .� , ,.�.� ' :� �� - � �. � �} �,� •. ,M :;a ro Hate �' � .�>. T. Melymuk wanted to get a general idea of how many prospects they were able to reach through this initiative. S. Mutton noted that she will get back to the committee with S. Mutton to action those numbers. Councillor Dickerson enquired about the Eco-Efficiency Program assessment and what it entails. S. Mutton explained that the Eco-Efficiency Assessment is great for companies that are looking for a one-stop shop to reduce energy, water and waste costs while increasing its productivity and improving the environment. The program features the following complimentary three steps to achieve success: Step 1 —Walk-Through Eco-Efficiency Review DPPG's Energy Management Technologist along with the company's utility representative will conduct a complimentary walk-through review of the entire facility to identify high-level opportunities for energy, water, waste reduction and cost savings, while providing an overview of any available financial incentives. Step 2—Cost-Shared Detailed Eco-Efficiency Assessment DPPG will facilitate a cost-shared detailed audit by a third-party consultant who will develop a detailed plan and business case to implement the cost-saving opportunities identified through this walk-through review. Step 3 — Implementation Assistance To help businesses with financing the cost saving opportunities, DPPG will assist by identifying and coordinating applications to financial assistance programs that can reduce the investment payback period. Councillor Dickerson commented and recognized that every company may have different needs; small businesses will look for convenience and minimal expense in order to proceed with this assessment. Councillor Dickerson and Councillor Pickles asked if there was a report that could identify measures of an average cost savings per day/month/year. S. Mutton mentioned that they are in the process of developing strategies to measure and identify these areas as well as create value proposition packages to assist in the promotion of this program. Page 3 of 8 Item1 tails & Discussiori_8 Conclusion = ¢Action,ltems/Status Ref# `(summary of discussion) h _ (00 ude4deadlme as C. Whitaker asked if the program had received criticism from businesses in this sector who perform similar work since the DPPG program is partially funded by government and utilities. S. Mutton replied that they have not. Councillor Pickles commented that DPPG could act as a link between corporations and potentially create more business opportunities among companies by connecting them and allowing them to learn about each other. Councillor Dickerson asked if there was any funding available for these types of assessments. Councillor Rodrigues asked if there was a different type of approach to make this program more desirable. Councillor Rodrigues also commented that by providing companies with different choicessuch as: covering some of their expenses, will make this program more attractive. S. Mutton explained that government funding is available as well as financial initiatives from an array of programs offered throughout the province. Utility partners offer free services and financial incentives to support the energy efficiency initiatives of their customers. DPPG's strategic direction for 2014 is to: • Define Partners in Project Green Program • Generate Demand • Deliver Value & Results S. Mutton spoke about DPPG's Member Service Core Services: • Awareness &Training • Eco-Efficiency Assessments • Results Realization • Organizational Visibility • Networking & Recognition • Respectful Representation Optional Services: • Sustainability Energizer • Supply Chain Review • • Project/Change Management • Portfolio Manager • Air Leakage Testing (Thermal Imaging) • Employee Engagement Workshops Page 4 of 8 Iteml f, Deta n 8� Conclusion (summary of discussion � � tu • ) 4`� 4 include deadline as s Ref# .. _ rte, S. Mutton mentioned the partnership with Sustainability CoLab. S. Mutton advised that there will be a session on April 28, 2014 that would explain this initiative and that she will send more information on this matter. Gilbert B. enquired about this initiative and expressed interest in attending. Councillor Dickerson thanked S. Mutton for the very informative presentation. S. Mutton thanked everyone once again and left the meeting at 12:40 pm. A discussion ensued regarding funding. The committee subsequently agreed that the decision on DSA's funding request should be at the discretion of the Director, City Development. 2. Environmental Restoration;Activities in Pickering M Pearce Presentation M. Pearce provided an update of the Environmental Restoration activities that will be implemented in 2014. The City of Pickering and TRCA will be working closely on various projects throughout the City while engaging the community. M. Pearce distributed an activity summary of Environmental Restoration Projects, along with a map indicating where these activities will take place. Activities scheduled for 2014 include: • Amberlea Park—TD Greens Streets tree planting with Highbush Public School students and City staff. • Harbour Entrance— Reconstruction of the publicly accessible breakwaters continues and is on schedule for fall completion. Public access expected to resume in October. • Frenchman's Bay East, North Shore Habitat— Shrubs will be planted on earth day as part of harbour entrance compensation and habitat restoration. The goal is to make it more accessible and safe for residents. Project expected to be completed by the end of Spring 2014. • Duffin Heights, West- Community Engagement initiative. 60 trees and 250 shrubs will be planted by community volunteers ie. Devi Mandir's youth group, City and TRCA staff. Event to take place on April 26, 2014. Page 5 of 8 Item/ , Details &Discussion & Conclusion :Action Items/Status Ref# wx. (summary of discussion) y,� rt` (include deadline as M. Pearce advised that the following events have been scheduled: Illegal Dumping Sign Unveiling Date: Tuesday, April 22nd, 2:00 pm Location: Millennium Square, Liverpool Road south Details: The Sustainable Pickering Advisory Committee will be unveiling new signage, designed to enhance park safety and M. Pearce to action cleanliness and reduce illegal dumping and littering activities within our community. Earth Day Planting and Frenchman's Bay Harbour Entrance Reconstruction Project Sneak Peek Date: Tuesday, April 22"d, 2:30 pm Location: Millennium Square, Liverpool Road south, Pickering Details: Members of the Nautical Village Business Association, Pickering City Council, TRCA, MP Corneliu Chisu and MPP Tracey MacCharles will be planting trees along Pickering's enhanced waterfront. Following the planting, the group will have an opportunity to tour the construction site, and learn about the progress first hand. 20 Minute Pickering Makeover Date: Friday, April 25th, 3:00 pm Location: Esplanade Park, Pickering City Hall Details: Join Members of Council and City staff as they participate in the annual 20 Minute Makeover. Participants will commit to making over an area of their community by picking up litter for 20 minutes. Bags and gloves are provided by the City of Pickering. Take Pride in Pickering Day— Frenchman's Bay West Harbour Entrance Sneak Peek Date: Saturday, April 26th, 10:30 am Location: Rotary Frenchman's Bay West Park, West Shore Blvd. south onto Beachpoint Promenade Details: Get an up close and personal tour of the work being done on the western breakwaters as part of the Harbour Entrance reconstruction project. Take Pride in Pickering Day— Community Tree Planting Date: Saturday, April 26th, 11:30 am Location: Dersan Street and Tillings Road, Pickering Details: Local residents and members of the Devi Mandir Youth group will be planting native trees and shrubs to help restore the natural vegetation that was removed during the construction that took place along Tillings Road over the past two years. Page 6 of 8 s G aY q=.•9-. Item/ = Details 8 D�scussion8 Conclusion ` x Action}Items/Status �'. .-*=, - r .., �,,, s +, Ref# �(summar∎,/“ discc.uss on)�i 4 _ � � (nclutl�e�deadine as Councillor Dickerson asked M. Pearce to provide the committee with all the details as he would also like to promote these events on his Facebook page. Councillor Dickerson enquired if there were other activities along with planting trees that could be promoted in future events. G. McGregor indicated that this is a great way to get residents involved and more ideas will generate through these type of initiatives. Councillor Dickerson also enquired if some of these planting initiatives were federally funded. Councillor Rodrigues asked if some of these trees could be planted in areas that were affected by the Emerald ash borer infestation. Councillor Dickerson concurred with Councillor Rodrigues' suggestion. T. Melymuk mentioned that these lands are in Duffins Heights and are provincially owned, and that the Duffin Heights landowner agreement requires that compensation funding be spent in Duffin Heights. However, on a go-forward basis the City might want to consider no tying compensation funding to a specific geographic location. G. McGregor concurred with T. Melymuk adding that the landowners' contributions will go toward these activities and that this is a three year program. G. McGregor also noted that another benefit from the landowners' contributions is to future , improvements that are planned for the Urfe and Ganatsekiagon stream crossings. . 3. _ Sustainable Pickering Day.: C Whifaker> C. Whitaker advised the committee that she received very positive feedback from everyone that attended Sustainable Pickering Day. Through this event, the City was able to reach out to several hundred people and many new residents signed up for the Sustainability eList. In addition, 60 lbs. of food was collected for the Food Bank. The event was so successful that organizers were asked to expand and include more vendors for future events. Chantal will meet with Pickering Town Centre to discuss more on the matter. Councillor Dickerson praised Chantal and volunteers for a job well done. He also noted that the absence of the stage and music seemed to be more suitable for this event. Page 7 of 8 Itemis Details &Discussion 8i Conclusion Action Items/Status - Ref r F summary of tliscu`ssion) � _ ` (include deadline`as • � sae ,.� - -, '-`- C. Whitaker commented that all the vendors and display participants did a great job and that their presentation material and activities were very well received. With next year being the 10th annual Sustainable Pickering Day, planning will commence early to plan special aspects to celebrate this milestone. 4 Update on Dunbarton High School EnviroClub C;Whitaker Celebrating Sustainable:Neighbourhoodspro�ect`> C. Whitaker advised that she will be meeting with David Gordon and students from Dunbarton High School this afternoon at 3:00 pm to discuss plans for the park and the outcome of the survey they did of residents surrounding the site. C. Whitaker will update the committee with the outcome of the meeting. 5 Update on illegal dumping signs -M Pearce M. Pearce advised the committee that illegal dumping signs have been created and approved. The new signs have more information including a QR code and will replace the current Eyes on the Street signs. M. Pearce announced that there will be a photo opportunity on April 22, 2014 and will provide further information to all committee members shortly. The committee acknowledged Jesse St. Amant for implementing this program and would like to thank him for this initiative. Councillor Dickerson enquired as to whether the City could initiate an Adopt a Road Program to help alleviate some of the work that is required by staff to remove litter and dumping from our roadways. M. Pearce remarked that it has been looked into in the past but has been abandoned due to safety concerns. M. Pearce M. Pearce to action advised that she will meet with appropriate City staff to discuss the possibility of starting an Adopt a Road Program. Meeting Adjourned: 2:10 pm Next meeting: Wednesday, June 11, 2014, Main Committee Room Copy: City Clerk Page 8 of 8 C_itr1 o Committee of Adjustment Meeting Minutes . ''s- 5.?`'`'.`:`:.::::::`;:' Wednesday, April 9, 2014 I 1 7:00 pm Main Committee Room • Present: Tom Copeland David Johnson — Chair Eric Newton Shirley Van Steen —Vice-Chair Also Present: Melissa Markham, Secretary-Treasurer Lesley Dunne, Assistant Secretary-Treasurer • Absent: Bill Utton (I) Adoption of Agenda Moved by Shirley Van Steen Seconded by Eric Newton That the agenda for the Wednesday, April 9, 2014 meeting be adopted. Carried Unanimously (II) Adoption of Minutes Moved by Tom Copeland Seconded by Eric Newton That the minutes of the 4th meeting of the Committee of Adjustment held Wednesday, March 19, 2014 be adopted. Carried Unanimously • Page 1 of 5 Cat/ c Committee of Adjustment Meeting Minutes Wednesday, April 9, 2014 7:00 pm Main Committee Room (III) Reports 1. P/CA 21/14 & P/CA 22/14 B. & L. Woodbine • 305 Toynevale Road P/CA 21/14 (Proposed Retained Parcel) The applicant requests relief from Zoning By-law 2511, as amended, to permit a minimum front yard depth of 4.5 metres to an existing detached dwelling; whereas the by-law requires a minimum front yard depth of 7.5 metres. P/CA 22/14 (Proposed Severed Parcel) The applicant requests relief from Zoning By-law 2511, as amended, to permit a minimum lot frontage of 15.2 metres and a minimum lot area of 460 square metres; whereas the by-law requires a minimum lot frontage of 18.0 metres and a minimum lot area of 550 square metres. The applicant requests approval of these two minor variance applications to facilitate the creation of one additional lot through the Region of Durham Land Division Committee in order to permit the construction of a new detached dwelling on the proposed severed parcel and obtain zoning compliance for an existing detached dwelling located on the proposed retained parcel. Secretary-Treasurer outlined staff recommendation from the City Development Department recommending deferral. Written comments were also received from the Ministry of Transportation (MTO) indicating no objection to the application; however no structures are permitted within a 14.0 metre setback from the Hwy 401 property line. A MTO Building Land Use permit is required. Brad & Lea Woodbine, owners, were present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Tom Copeland Seconded by Shirley Van Steen That applications P/CA 21/14 & P/CA 22/14 by B. & L. Woodbine, be Deferred to the next Committee of Adjustment meeting date on April 30, 2014 to allow a revised notice to be circulated to include an additional variance. Carried Unanimously Page 2 of 5 Cztq o0 Committee of Adjustment " = Meeting Minutes - -°'1 = � ''• Wednesday, April 9, 201.4 I 11111..--- 7:00 pm Main Committee Room 2. P/CA 23/14 First Simcha Shopping Centres (Calloway REIT Inc.) 1899 Brock Road The applicant requests relief from Zoning By-law 3036, as amended by By-law 5511/99, to permit the creation of one unit for a retail store with a minimum floor area of 230 square metres within Building D, whereas the by-law requires a minimum unit size for a retail store to be larger than or equal to 300 square metres. The applicant requests approval of this variance in order to obtain a building permit for interior alterations to create a unit for a retail store within Building D. Secretary-Treasurer outlined staff recommendation from the City Development Department recommending approval subject to conditions. Written comments were also received from the City's Development Services expressing no concerns. Todd Pierce, agent, was present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Shirley Van Steen Seconded by Eric Newton That application P/CA 23/14 by First Simcha Shopping Centres, be Approved on the grounds that the creation of one unit for a retail store with a minimum floor area of 230 square metres within Building D is minor in nature, desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That the variance apply only to one unit within Building D, as generally sited and outlined on the applicant's submitt ed plans. 2. That the applicant obtain a building permit for the proposed construction by April 8, 2016 or this decision shall become null and void. Carried Unanimously Page 3 of 5 Cliff 00 Committee of Adjustment Meeting Minutes • " ; = CITY Wednesday, April 9, 2014 PI ' I IIV 7:00 pm Main Committee Room 3. P/CA 24/14 I. Lazaridis 1823 Fairport Road The applicant requests relief from Zoning By-law 3036, as amended: • to recognize an existing lot frontage of 15.2 metres, whereas the by-law requires a minimum lot frontage of 18.0 metres • to permit a minimum side yard width of 1.5 metres, whereas the by-law requires a minimum side yard width of 1.8 metres • to permit a maximum lot coverage of 38 percent, whereas the by-law requires a maximum lot coverage of 33 percent The applicant requests approval of this variance application in order to obtain a building permit for the construction of a detached dwelling. Secretary-Treasurer outlined staff recommendation from the City Development • Department recommending approval subject to conditions. Written comments were received from the City's Development Services expressing no concerns. Written comments were received from Patrick Duffield of 1825 Fairport Road in objection to the application. He expressed concerns with the proposed dwelling due to the loss of natural sunlight to his property, the decrease in property value and the interference with his families comfort. He also expressed comments that the application is not minor and opposed to the requested application. Written comments were received from Sue Peschke of 1831 Fairport Road in objection to the application. She expressed concerns with the 7.5 metre driveway length that is not in keeping with the existing characteristics of the neighbourhood. She also expressed a concern with the increase in lot coverage and the decrease in the side yard width which would be more acceptable if the house was set further back from the road. The proposal would further impair the sightlines and make it more difficult to exit their driveway. She also indicated there is an ongoing drainage issue since the sewers and sidewalks were installed along Fairport Road and with each infill development, drainage issues are getting worse. Amanda Lazaridis,agent, was present to represent the application. No further representation was present in favour of or in objection to the application. In response to a question from the Committee, Amanda Lazaridis explained as a result of the future conveyance of a 3.0 metre road widening the lot coverage would have complied with the By-law. Page 4 of 5 City 4 -' Committee of Adjustment Meeting Minutes RH\J Wednesday, April 9, 2014 I 7:00 pm Main Committee Room Moved by Tom Copeland Seconded by Shirley Van Steen That application P/CA 24/14 by I. Lazaridis, be Approved on the grounds that the-existing lot frontage of 15.2 metres, minimum side yard width of 1.5 metres, and maximum lot coverage to 38 percent are minor in nature, desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That the variances apply only to the proposed dwelling, as generally sited and outlined on the applicant's submitted plans. 2. That the applicant obtains a building permit for the proposed construction by April 8, 2016, or this decision shall become,null and void. Carried Unanimously (IV) Adjournment Moved by Eric Newton Seconded by Shirley Van Steen That the 5th meeting of the 2014 Committee of Adjustment be adjourned at 7:14 pm and the next meeting of the Committee of Adjustment be held on Wednesday, April 30, 2014. Carried Unanimously 4ct \ (91 �y Date Chair ifOr Assistant Secretary-Treasurer Page 5 of 5