HomeMy WebLinkAboutPW 02-14 • I
City Report to
Executive Committee
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PICKERING Report Number: PW 02-14
Date: September 8, 2014
From: Richard Holborn
Director, Engineering & Public Works
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Subject: Boundary Road Agreement
- City of Toronto
- Scarborough-Pickering Townline Road
- File: A-1440
Recommendation:
1. That Report PW 02-14 of the Director, Engineering & Public Works regarding the
boundary road agreement with the City of Toronto for the Scarborough-Pickering
Townline Road be received;
2. That Council grant approval to staff to finalize a new boundary road agreement
with the Corporation of the City of Toronto for the ongoing maintenance, repairs
and construction related to the Scarborough-Pickering Townline Road on terms
and conditions generally as set out in this report and in a form satisfactory to the
Director, Corporate Services & City Solicitor; and
3. That the Mayor and Clerk be authorized to execute the boundary road agreement.
Executive Summary: The Municipal Act 2001, Section 20 contains provisions for
municipalities to enter into agreements for undertaking, at their joint expense, and for
their joint benefit, any matter•that they have jurisdiction and power to provide within their
own boundaries.
The City of Toronto Act 2006 states that if a highway forms the boundary line between
the City of Toronto and another local municipality, the City of Toronto and the other
municipality have joint jurisdiction over the highway. This provision is also included in
more general terms in the Municipal Act 2001 in Section 29.
The previous boundary road agreement between the City of Toronto and Pickering
expired January 1, 2013, although the practices under that arrangement have
continued. •
Staff at both Cities are recommending a new agreement, generally the same as the
previous agreement, be entered into with a 10 year term effective January 2, 2013 to
January 1, 2023.
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Report PW 02-14 September 8,.2014
Subject: Boundary Road Agreement
City of Toronto
Scarborough-Pickering Townline Road Page 2
Financial Implications: By entering into a new agreement with the City of Toronto,'
• there will not be any adverse financial impact to the City of Pickering. The
maintenance, repair and construction activity costs are shared equally between the
municipalities. The total annual cost for ongoing maintenance is in the range of$3,000
to $5,000.
In the previous agreement, Pickering would invoice the City of Toronto twice annually
on January 15 and July 15. It is proposed to change this to April 30 and November 30,
to better align with winter and summer maintenance activities and expenditures.
Discussion: The Scarborough-Pickering Townline Road between Finch
Avenue and Taunton Road/Steeles Avenue forms the boundary between the City of
Pickering and the City of Toronto. This collector road is approximately 2.75km in length
and is a boundary road under joint jurisdiction of both municipalities.
This road has been the subject of several boundary road agreements in the past,
including agreements with the former Borough of Scarborough, the former City of
Scarborough and the City of Toronto. The most recent agreement with the City of
Toronto was a 10-year agreement effective January 1, 2003 to January 1, 2013.
Although the formal agreement has expired, the practices related to maintenance, repair
and construction still continue.
As this is the only road that forms a boundary between the City of Toronto and the City
of Pickering, practice has been that one municipality (Pickering) takes responsibility for
• maintenance, repair and construction, but costs are shared equally on a 50/50 basis
between the two municipalities.
Typically, the total annual cost for maintaining the Scarborough-Pickering Townline
Road ranges from $3,000 to $5,000. Under the agreement, Pickering invoices Toronto
twice annually after January 15 and July 15, for their share of the cost.
In April 2013, Toronto Council approved a report from their Public Works and
Infrastructure Committee recommending that staff negotiate and enter into a new
agreement with the City of Pickering (see Attachment 1). Since then, staff from both
municipalities have met and discussed terms`and conditions for the new agreement. It
was agreed that the only change required was the dates upon which Toronto would be
invoiced for their share of the costs. It was agreed that April 30 and November 30
would be more ideal to align with winter and summer maintenance activities and costs.
All other aspects of the agreement are still acceptable to both parties.
It is also recommended that the new boundary road agreement have a 10-year term
and will be effective from January 2, 2013 to January 1, 2023.
44 CORP0227-07/01 revised
Report PW 02-14 September 8, 2014
Subject: Boundary Road Agreement
City of Toronto
Scarborough-Pickering Townline Road Page 3
A copy of the draft agreement including Appendix A and Schedule A is included in this
report as part of Attachment 2. It is recommended that the Mayor and Clerk be
authorized to execute the agreement.
Attachments:
1. Toronto Council Approval -April 3 and 4, 2013
2. Toronto Staff Report— February 15, 2013 and Draft Boundary Road Agreement
Prepared & Approved/Endorsed By:
" 1( /=% 4
Rich rd Holb. "n, P. Eng.
Dir ctor, Engineering & Public Works
RH:ds
Recommended for the consideration
of Pickering City-Council
Ca-e: c z5; Zcoi 4
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
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„ I . :Po q T# Pik) 01-IL-/-
._1-.. ,.- .__2
1111 _
Committee Report Considered by City Council on
� � April 3, 2013
Report Item April.4,2013
Public Works and Infrastructure Committee .
PW21 .4 . Adopted on
Consent Ward:42
Pickering Town Line Agreement Renewal
City Council Decision
City Council on April 3 and 4, 2013, adopted the following: .
1. City Council grant approval to negotiate, enter into and execute a new agreement with
The Corporation of the City of Pickering for the ongoing maintenance,repair and
construction, and the cost-sharing of such maintenance,repair and construction, of the
Pickering Town Line road on terms and conditions generally as set out in this report and
on such other terms and conditions satisfactory to the General Manager,Transportation
Services and in a form satisfactory to the City Solicitor.
Committee Recommendations .
The Public Works and Infrastructure Committee recommends that:
1. City Council grant approval to negotiate,enter into and execute a new agreement with
.The Corporation of the City of Pickering for the ongoing maintenance;repair and
construction, and the cost-sharing of such maintenance,repair and construction, of the-
Pickering Town Line road on terms and conditions generally as set out in this report and
on such other terms and conditions satisfactory to the General Manager of
Transportation Services and in a form satisfactory to the City Solicitor. .
Origin 0
(February 15, 2013)Report from the General Manager,Transportation Services
Summary y .
This report requests authority to renew an agreement with The Corporation of the City of
Pickering for the ongoing maintenance,repair and construction of the Pickering Town Line
road, a 2.75 km north-south collector road extending between Finch Avenue East and Steeles
Avenue East. The agreement identifies cost-sharing and the protocols of co-operation between
The Corporation City Pickering oration of the Ci of Pickerin and the City of Toronto for the road, which are further
detailed in the draft agreement appended to this report. .
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d PP
This new agreement would replace the old agreement,between both parties, that recently
expired on January 1, 2013. The work-related terms will continue as they were,with the City
of Pickering continuing to undertake all works on behalf of both parties. There is only one •
change in the agreement which is related to the timing of the invoicing sent to the City of
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i F T T O O DEPORT# PLO 0.1-11±
of
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Toronto for its share of the work completed by Pickering. This change is meant to better align
the expenses with winter and summer maintenance activities. The annual cost for the ongoing
maintenance of Pickering Town Line will be in the range of$3000 to$5000, which will be •
shared equally by both municipalities.
Background Information (Committee)
(February 15,2013)Report and Attachments from the General Manager,Transportation
Services, on Pickering Town Line Agreement Renewal •
• (http://www.toronto.ca/legdocs/m m is/2013/pw/ba rd/backgroundfile-56491.pdf)
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- f. 02- Pub
STAFF REPORT
TORONTO ACTION REQUIRED
Pickering Town Line Agreement Renewal
Date: February 15, 2013
To: Public Works and Infrastructure Committee
From: ` General Manager,Transportation Services
Wards: Ward 42(Scarborough-Rouge River)
Reference P:\2013\ClusterB\TRA\TIM\pw13003tim •
Number:
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SUMMARY
This report requests authority to renew an agreement with The Corporation of the City of
• Pickering f or the ongoing maintenance, repair and construction of the Pickering
Town Line road,
a 2.75 km north-south collector road extending between Finch Avenue East and Steeles Avenue
East. The agreement identifies cost-sharing and the protocols of co-operation between The
Corporation of the City of Pickering and the City of Toronto for the road,which are further
detailed in the draft agreement appended to this report.
This new agreement would replace the old agreement, between both parties,that recently expired
on January 1,2013. The work-related terms will continue as they were,with the City of
Pickering continuing to undertake all works on behalf of both parties. There is only one change
in the agreement which is related to the timing of the invoicing sent to the City of Toronto for its
share of the work completed by Pickering. This change is meant to better align the expenses with
winter and summer maintenance activities. The annual cost,for the ongoing maintenance of
Pickering Town Line will be in the range of$3000 to $5000,which will be shared equally by
both municipalities.
RECOMMENDATION
The General Manager,Transportation Services recommends that:
1. City Council grant approval to negotiate, enter into and execute a new agreement with
The Corporation of the City of Pickering for the ongoing maintenance,repair and
construction, and the cost-sharing of such maintenance,repair and construction, of the
Pickering Town Line road on terms and conditions generally as set out in this report and
Staff report for action on the Pickering Town Line Agreement Renewal 1'
48
on such other terms and conditions satisfactory to the General Manager of Transportation
Services and in a form satisfactory to the City Solicitor.
Financial Impact
There are no additional funding implications resulting from the adoption of this report,beyond
what the City would have to pay in the absence of an agreement. It is anticipated that the
average annual cost for maintaining the Pickering Town Line road,for the duration of the new
agreement,to be in the range of$3000 to $5000,which will be shared equally by Toronto and
Pickering. The funds to cover the City's share of the cost have been accommodated within the
Transportation Services' annual Approved Operating Budget.
The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with
the financial impact information. .
DECISION HISTORY
At its meeting of September 22, 23,24 and 25, 2003, City Council adopted, as amended,Clause
19 of Report No.7 of the Works Committee,titled "Pickering Town Line Agreement Renewal,"
authorizing the execution of a new agreement between Toronto and Pickering. That agreement
became effective January. 1, 2003 and has expired on January 1,2013, although the practices
under that arrangement have continued.
ISSUE BACKGROUND
In 1989,the former Corporation of the City of Scarborough entered into a ten-year agreement
with the former Corporation of the Town of Pickering(now City of Pickering)regarding cost-
sharing and the protocols of co-operation between the two municipalities respecting the ongoing
• maintenance and repair of the road known as Pickering Town Line. This road extends from
Finch Avenue East to Steeles Avenue East(2.75 kilometres in length) and functions as a
collector road, and forms the boundary between the City of Toronto("Toronto")and The
Corporation of the City of Pickering("Pickering"). Under that agreement,Pickering carried out
the necessary work and kept the former Scarborough informed and billed them for its share of
the work.
That agreement terminated in 1999, although the practice under that arrangement continued. In
2003, City Council gave staff authority to enter into a new agreement with the City of Pickering.
That agreement became effective January 1,2003 and although it expired on January 1,2013,the
practices under that agreement have still continued.
Pickering and Toronto would like to update the expired agreement and extend it for another ten-
year term,effective January 2, 2013 and expiring on January 1, 2023.
. II
Staff report for action on the Pickering Town Line Agreement Renewal 2
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COMMENTS.
City staff of both Toronto and Pickering have reviewed the terms and conditions in the expired
agreement for the ongoing maintenance,repair and construction, and the cost-sharing of such
maintenance, repair and construction, of the Pickering Town Line road. The work-related terms
are still acceptable to both parties with the exception of one item which is related to the invoicing
of Toronto's share of the work completed by Pickering.
In the past, invoicing was done on January 15th and July 15th of each year. The revised
agreement would now see the invoicing dates changed to April 30th and November 30th of each
year to better align with the winter and summer maintenance activities and expenses. As noted
earlier, all other work-related terms of the new agreement are generally the same as the previous
agreement with Pickering. Some of the key elements of the draft agreement are highlighted
below.
Included in the Agreement:
• Pickering will carry out all maintenance and capital improvement work,with all associated
costs shared equally between Toronto and Pickering on a 50/50 basis;
• Any planned capital work will be communicated to Toronto twelve(12)months prior to any
work being undertaken. This will allow Toronto sufficient time to review the proposed work
and budget accordingly;
• Timeframes for any capital work will be established by mutual agreement;
• The City of Pickering will also save harmless and fully indemnify the City of Toronto from
any suits, claims, costs, damages,which may be brought against the City of Toronto as a
result of work undertaken by the City of Pickering on the Pickering Town Line road or
failure to maintain the condition of said road; and
• The new agreement will have a ten year term, effective January 2, 2013 to January 1,2023,
unless either party wishes to terminate the agreement upon giving written notice of at least
twelve (12)months to the other party.
Annual Maintenance and Capital Costs
The agreement does not impose any unusual cost or additional work than in the past. It is
anticipated that the average annual cost for maintaining the Pickering Town Line road, for the
duration of the new agreement,to be in the range of$3000 to$5000,which will be shared
equally by Toronto and Pickering. For the last three years,Toronto's share of the cost has been
on average approximately$1925. The funds to cover the City's share of the cost have been
accommodated within the Transportation Services'annual Approved Operating Budget.
-With respect to Capital costs there are currently no plans for any major capital expenditures in
the foreseeable future. However, if the need arises, funding for such work will be
accommodated in future Transportation Services Capital Budgets.
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Staff report for action on the Pickering Town Line Agreement Renewal 3
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It is recommended that the longstanding agreement respecting the maintenance and repair of the
Pickering Town Line road be renewed and that authority be granted to negotiate, enter into and
execute a new agreement with The Corporation of the City of Pickering for the ongoing
maintenance, repair and construction, and the cost-sharing of such maintenance,repair and
construction of the Pickering Town Line road on terms and conditions generally as set out in this
report and on such other terms and conditions satisfactory to the General Manager of
Transportation Services and in a form satisfactory to the City Solicitor.
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CONTACT
Nazzareno A.Capano,P.Eng.
Manager, Operational Planning and Policy
Transportation Services Division
Tel: (416) 392-7766
Fax: (416)392-4808
E-mail: ncapano @toronto.ca •
SIGNATURE
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Stephen M.Buckley
General Manager,Transportation Services
NC/cs
ATTACHMENT
Draft Agreement for Pickering Town Line
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Staff report for action on the Pickering Town Line Agreement Renewal 4
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THIS AGREEMENT made this day.of ,2013.
BETWEEN:
THE CORPORATION OF THE CITY OF PICKERING
herein called "Pickering"
of the First Part
and
CITY OF TORONTO
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herein called"Toronto"
of the Second Part
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BACKGROUND:
WHEREAS pursuant to the City of Toronto Act, 2006, if a highway forms the boundary line
between the City and another local municipality,the City and the other municipality have joint
jurisdiction over the highway;
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WHEREAS section 20 of the Municipal Act, 2001, S.O.2001, c.25 provides that municipalities
may enter into agreements for undertaking, at their joint expense and for their joint benefit, any
matter which they have jurisdiction to provide within their own boundaries;
WHEREAS pursuant to section 35 of the City of Toronto Act, 2006,the City and another
municipality having joint jurisdiction over a boundary line highway may enter into an agreement
under which each municipality agrees to keep any part of the highway in repair for its whole
width and to indemnify the other municipality from any loss or damage arising from the lack of
repair for that part;
WHEREAS pursuant to section 35 of the City of Toronto Act, 2006, if the City and another
municipality enter into such an agreement,each municipality has jurisdiction over that part of the
highway that it has agreed to keep in repair and is liable for any damages that arise from failure
to keep the highway in repair and the municipality which no longer has jurisdiction is relieved
from all liability in respect of the repair of that part;
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WHEREAS that highway known as the Pickering Town Line forms part of the boundary
between Pickering and Toronto;
WHEREAS Pickering and Toronto are adjoining municipalities and certain portions of highways
form part of the boundary between Pickering and Toronto; and
WHEREAS,by this Agreement, Pickering and Toronto wish to make provisions for all matters
relating to the maintenance,repair and construction of certain parts of the roads forming the
boundary between Pickering and Toronto;
NOW THEREFORE in consideration of the mutual terms,conditions and covenants contained
herein and other good and valuable consideration,the receipt and sufficiency of which by each of
the municipalities is hereby acknowledged,Pickering and Toronto hereto agree as follows:
Staff report for action an the Pickering Town Line Agreement Renewal 5
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ARTICLE I
INTERPRETATION
1.1 Definitions:In this Agreement,except where the context or subject matter is inconsistent
therewith,the following terms shall have the following meanings:
"Agreement" means this agreement,including its recitals and Schedule A which form an
integral part of it as amended from time to time.This Agreement shall be binding upon and
ensure to the benefit of each of the municipalities and their respective successors and assigns.
"Pickering" means The Corporation of the City of Pickering.
"Pickering Roads" mean that part of the road allowance on Pickering Town Line between The
Corporation of the City of Pickering and the City of Toronto adjacent to Lot 35, Concession 2,
Pickering, and the south 840 metres of Lot 35, Concession.3,Pickering, as shown on Appendix
A, including the maintenance and repair of the St. Lawrence&Hudson Railway crossing, except
the rails,tees,rail-bed and any other appurtenances owned by the St.Lawrence&, Hudson
Railway, and includes the maintenance and repair of the signal lights and bells at the crossing.
"Municipality" means either Pickering or Toronto, as the case may be, and "municipalities"
means Toronto and Pickering.
"Maintenance and Repair" means activities relating to the normal maintenance and repair of
municipal highways(excluding traffic signals, signs and lighting fixtures)in accordance with,
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and to the standard from time to time prescribed by by-law or statutes,and that service required
to provide safe vehicular and pedestrian passage including the provision of normal seasonal
• maintenance and winter control.
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"Construction" includes activities beyond normal Maintenance and Repair including but not
limited to road reconstruction,major infrastructure repairs or replacement,asphalt patching or re=
gravelling in excess of normal maintenance and repair.
"Maintenance Period"means the six(6)months immediately following the completion by
either Municipality of any Construction, wherein any restoration,replacement or repair of works
or services must be done to rectify any deficiency.
ARTICLE II
TERMS AND CONDITIONS
2.0 Term and Notice
2.0.1 The term of the Agreement shall begin on January 2,2013 and expire at the end of the
day on January 1,2023,unless this Agreement is earlier terminated pursuant to section
2.0.2.
Staff report for action on the Pickering Town Line Agreement Renewal 6
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2.0.2 Either Municipality may terminate this Agreement upon giving written notice of at least
twelve(12)months to the Clerk of the other Municipality.
2.0.3 Receipt of notice shall be deemed to be the earlier of the date of delivery or five(5) days
following the date of mailing.Either Municipality may change its designated person or
address for notice by giving notice of such change to the other.
2.1 Maintenance and Repair
2.1.1 Pickering covenants and agrees that it shall: (1)Maintain and Repair the Pickering Roads,
excepting traffic signals, signs and lighting fixtures; and(2) indemnify and save harmless
Toronto from and against any claims arising from, or in any way related to, any alleged
failure by Pickering to maintain the condition the Pickering Roads.
2.1.2 (1) If Pickering determines it is necessary to perform any Construction either on, in
or over the portion of roads for which it has the obligation to maintain and repair,
then
Pickering shall,
(i) twelve months prior to the commencement of such work, advise Toronto of the
nature,
extent and projected costs of the work to be done;
(ii) arrange a mutually agreeable timetable for the performance of the work;
(iii) upon completion of the work,restore or replace the road back to the same
condition it was prior to the commencement of work; and
(iv) advise Toronto, in writing, the date on which the work was completed and the
Maintenance Period commenced.
(2) Despite subsection(l)(i) and(ii) above,Pickering may initiate, without giving prior
notice to Toronto, in the event of an emergency, any Construction, but must notify
Toronto within 24 hours of the work commencing.
2.3 Cost-Sharing Provisions:
2.3.1 Each Municipality acknowledges and agrees:
(1) that Pickering will be solely responsible for the cost to perform any of the
Maintenance and
Repair and Construction work herein on the portions of roads for which the
Municipality has the obligation to maintain and repair pursuant to this Agreement;
(2) Toronto agrees to pay one-half of the costs incurred for any of the Maintenance and
Repair and Construction to Pickering in accordance with subsection 2.3.2 and 2.3.3;
and
(3) Toronto agrees to pay one-half of the costs incurred for the restoration, replacement
or repair of any work performed during the Maintenance Period in accordance with
section 2.3.3.
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54
2.3.2 On April 30th and November 30th in each year of the term hereof,Pickering shall invoice
Toronto for one-half of its costs in the preceding period of up to six months of the
Maintenance and Repair.
2.3.3 Toronto agrees to pay upon completion the full amount invoiced for the performance of
any Maintenance and Repair or Construction work within 30 days of receipt of the invoice
therefore.All Maintenance and Repair and Maintenance Period costs are to be in accordance
with Schedule A attached to this Agreement. In the event that payment has not been received by
Pickering within 30 days,Toronto agrees to pay a penalty equal to 1%percent per month,
calculated from the date of the invoice to the date of the payment.
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ARTICLE III
GENERAL PROVISIONS
3.1 Notwithstanding anything in this Agreement, neither Municipality shall be in default with
respect to the performance of any of the terms of this Agreement if any non-performance is due
to any force majeure,strike,lock-out, labour dispute, civil commotion,war or similar event, ,
invasion,the exercise of military power,act of God,government regulations or control, inability
to obtain any material or service, or any cause beyond the reasonable control of the Municipality
(unless such lack of control results from a deficiency in financial resources). Otherwise,time
shall be of the essence of this Agreement and all the obligations contained herein.
3 .2 The rights and liabilities of the Municipalities shall ensure to the benefit of and be
binding upon the Municipalities and their respective successors and approved assigns:
3.3 This Agreement contains the entire Agreement between the Municipalities. There is no
covenant,promise, agreement, condition precedent or subsequent,warranty or representation or
understanding,whether oral or written, other than as set out herein. This Agreement fully -
replaces and supersedes any agreement or other contractual arrangement-between the
Municipalities related to the subject matter, save and except any outstanding contractual
agreement or arrangement relating to any outstanding financial obligations between the
Municipalities related to this.
.3.4 If any article, section, subsection,paragraph,clause or sub-clause or any of the words
contained in this Agreement shall be held wholly or partially illegal, invalid or unenforceable by
any court of competent jurisdiction,the Municipalities agree that the remainder of this
Agreement shall not be affected by the judicial holding,but shall remain in full force and effect.
The provisions of this Agreement shall have effect, notwithstanding any statute to the contrary.
3.5 The division of this Agreement into articles,sections,subsections and schedules and the insertion
of headings are for convenience of reference only and shall not affect the construction or interpretation of
this Agreement. The articles, section, subsection and schedule headings in this Agreement are not
intended to be full or precise descriptions of the text to which they refer and should not be considered part
of this Agreement.
3.6 The words expressed in the singular include the plural and vice versa and words in one gender
Staff report for action on the Pickering Town Line Agreement Renewal .8
55
include all genders. 0
3.7 This Agreement shall be governed by and construed in accordance with the laws of the Province
of Ontario and the federal laws of Canada applicable therein.
3.8 Unless otherwise indicated, all dollar amounts referred to in this Agreement are in Canadian
funds.
IN WITNESS WHEREOF Pickering and Toronto have hereunto affixed their respective
• corporate seals attested to by the hands of their proper authorized officers.
SIGNED, SEALED&DELIVERED
THE CORPORATION OF THE CITY OF
PICKERING
Per:
Dave Ryan, Mayor
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Per:
Debbie Shields,City Clerk
CITY OF TORONTO
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Per:
Roberto Rossini,
Deputy City Manager and Chief Financial Officer
Per:
• Ulli S. Watkiss, City Clerk
Staff report for action on the Pickering Town Line Agreement Renewal 9
56 -
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. Appendix A
Pickering Town Line Location Map
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Staff report for action on the Pickering Town Line Agreement Renewal 10
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Schedule A •
Average Maintenance Unit Costs'
For Pickering Town Line
Activity Measurement Unit Unit Cost *
Winter Maintenance
Average cost in last 4 years $3,640 per year
Summer Maintenance
• Illegal dumping cleanup . At least once a week, 1-2 man crew $81.66 per visit
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• Cold patch repairs(potholes) At least once a week, 1-2 man crew $234.50 per visit
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Replacement of damaged Approx.2(per year),2 man crew- 1 hour $127.82 per visit
• guard rail post .
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• Line painting 2 man crew, 1 hour $25.00 per metre
• Selective Paving Asphalt patching,as required $30.00 per sq. metre
• Ditching Per linear metre, as required $40.00 per metre
Capital Work As jointly agreed As contracted out
* Unit costs reflect the total cost to Pickering,50%of which will be paid by Toronto
Unit costs,as per contract clause,will be jointly reviewed periodically to account for changing cost of work
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Staff report for action on the Pickering Town Line Agreement Renewal 1r .
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