Loading...
HomeMy WebLinkAbout2002/05/27 Finance & Operations Committee Meeting Minutes Monday, May 27,2002 at 1:30 p.m. Chair: Councillor Pickles PRESENT: Mayor Wayne Arthurs COUNCILLORS: M. Brenner M. Holland B. McLean D. Pickles D. Ryan ALSO PRESENT: T. Quinn E. Buntsma N. Carroll G. Paterson B. Douglas R. Holborn S. Reynolds S. Brake D. Kearns - Chief Administrative Officer - Director, Operations & Emergency Services - Director, Planning & Development - Director, Corporate Services & Treasurer - Fire Chief - Division Head, Municipal Property & Engineering - Division Head, Culture & Recreation - Supervisor, Traffic Engineering & Waste Management - Committee Coordinator ABSENT: Councillor Johnson - Participating in an Auction for the Hospital for Sick Children (I) ADOPTION OF MINUTES Meeting of April 22, 2002 (II) DELEGA TIONS 1. Constable Phil Reid of the Durham Region Police Service and Janet Vendrig of the Durham Health Department made a presentation on the Community Road Safety Program. 2. Jack McCorkell, Commissioner of Works and Peter Watson, Waste Management Officer for the Region of Durham made a presentation on solid waste disposal. (III) MA TTERS FOR CONSIDERATION 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 023-02 FLUORESCENT YELLOW-GREEN SCHOOL AREA AND SCHOOL CROSSING SIGNS Approved As Amended See Recommendation #1 Finance & Operations Committee Meeting Minutes Monday, May 27,2002 at 1:30 p.m. Chair: Councillor Pickles 2. OPERATIONS & EMERGENCY SERVICES REPORT OES 024-02 TENDER T -2-2002 - REMOVAL AND REPLACEMENT OF CONCRETE BOX CULVERT, WHITEV ALE ROAD Approved See Recommendation #2 3. OPERATIONS & EMERGENCY SERVICES REPORT OES 025-02 PURCHASE OF TORO GROUNDSMASTER 580-D ROT AR Y GANG MOWER Approved See Recommendation #3 4. PLANNING REPORT PD 25-02 TWO UNITS IN HOUSES Approved See Recommendation #4 (IV) STAFF ITEMS FOR DISCUSSION 1. The Director, Operations & Emergency Services distributed correspondence concerning the Regional Municipality of Durham 2002 Roads Resurfacing/Rehabilitation Program, Pedestrian Countdown Signals at Kingston Road and Glenanna Road, and the Region of Durham Incident Management System. (V) OTHER BUSINESS 1. The Chief Administrative Officer advised of the death of one of the Rec Complex Instructors and of the father of the Manager, Building Services. 2. Councillor Holland commented on correspondence he received from a mother of one of the seven young men who disappeared in 1995. She is requesting permission to place a plaque at the bottom of Liverpool Road in memory of these young men. 3. Councillor Holland requested clarification on the hours of operation of the washrooms at Millennium Trail. The Division Head, Municipal Property & Engineering advised that the hours have been revised to 9 a.m. to 9 p.m. 4. Councillor Pickles questioned the procedure when a request is received for the loan of tables or portable toilets for a park fest or street dance. He was advised that private arrangements are made by the organizers of the event. (VI) MA TTERS FOR CONSIDERATION 5. CORPORATE SERVICES REPORT CS 06-02 2002 ANNUAL REPAYMENT LIMIT FOR DEBT AND FINANCIAL OBLIGATION Approved See Recommendation #5 Finance & Operations Committee Meeting Minutes Monday, May 27,2002 at 1:30 p.m. Chair: Councillor Pickles 6. CORPORATE SERVICES REPORT CS 08-02 FORMAL QUOTATIONS - QUARTERLY REPORT FOR INFORMATION Approved See Recommendation #6 7. CORPORATE SERVICES REPORT CS 09-02 SECTION 442/443 OF THE MUNICIPAL ACT ADmSTMENTS TO TAXES Approved See Recommendation #7 8. CORPORATE SERVICES REPORT CS 11-02 2002/2003 PROPERTY AND LIABILITY INSURANCE Approved See Recommendation #8 9. CORPORATE SERVICES REPORT CS 10-02 SUPPLY & INSTALLATION OF SERVERS SUPPLY & DELIVERY OF PERSONAL COMPUTERS QUOTATION NO. Q-21-2002 Approved See Recommendation #9 Councillor Ryan declared a Conflict of Interest as he is an employee of a company involved in this process. (VII) OTHER BUSINESS 1. Councillor Brenner forwarded a letter to staff for review from the Fairport Action Committee. (VIII) PRESENTATION 1. A review of the proposed Recreation, Parks and Cultural Services Master Plan was given by the Division Head, Culture & Recreation and the Supervisor, Recreation. Council approved the release of the Master Plan on June 25, 2002. A public meeting to present the plan will be held in the Council Chambers on that date. (IX) ADJOURNMENT The meeting adjourned at 5:30 p.m. Appendix I Finance & Operations Committee FOC 2002-5 That the Finance & Operations Committee, having met on May 27,2002, presents its fifth report to Council and recommends: 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 023-02 FLUORESCENT YELLOW-GREEN SCHOOL AREA AND SCHOOL CROSSING SIGNS 1. That Report OES 023-02 be received; and 2. That the City of Pickering continue to use the standard, white on blue colour, school crossing and school crossing ahead signs until such time that the fluorescent yellow- green colour is officially adopted by the Ministry of Transportation of Ontario as the new standard for the Manual of Uniform Traffic Control Devices; and 3. That for consistency reasons, the Region of Durham be requested to refrain from installing any fluorescent yellow-green school crossing and school crossing ahead signs on Regional Roads in the City at this time; and 4. That the Province of Ontario be petitioned to implement the new standards; and 5. That this matter be reviewed during the 2003 Budget process; and 6. That a copy of this report and the applicable Council resolution be forwarded to the Region of Durham and the area municipalities. 2. OPERATIONS & EMERGENCY SERVICES REPORT OES 024-02 TENDER T -2-2002 - REMOVAL AND REPLACEMENT OF CONCRETE BOX CULVERT, WHITEV ALE ROAD That Report OES 024-02 of the Division Head, Municipal Property & Engineering be received by Council; and 1. That Tender No. T -2-2002 submitted by Winstar Construction Corp. in the amount of $96,802.90 including 7% G.S.T. be accepted; and 2. That a project cost of $99,879.29 including the tendered amount and other associated costs be approved; and 3. That funding in the amount of$99,880.00 be approved; and 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and a) That debt financing in the amount of $99,000 for a period not exceeding ten years, at a rate of approximately 6% per annum, be approved for removal and replacement of concrete box culvert on Whitevale Road, and the balance of $880 be financed from the 2002 Current Budget; and b) That financing and repayment charges in the amount of approximately $13,570 be included in the annual Current Budget for the City of Pickering commencing in 2003 and continuing thereafter until the loan is repaid; and Appendix I Finance & Operations Committee FOC 2002-5 c) That the Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2002 as established by the Province for municipalities in Ontario; and d) That the Treasurer be authorized to take any actions necessary in order to effect the foregoing. 5. That the appropriate staff of the City of Pickering be authorized to take any actions necessary to give effect thereto. 3. OPERATIONS & EMERGENCY SERVICES REPORT OES 025-02 PURCHASE OF TORO GROUNDSMASTER 580-D ROT AR Y GANG MOWER That Report OES 025-02 of the Division Head, Municipal Property & Engineering, concerning the Purchase of Toro Groundsmaster 580-D Rotary Gang Mower, be received; and 1. That Co-operative Tender No. C399-02 submitted by Turf Care Products in the amount of $83,228.00 plus 7% G.S.T. and 8% P.S.T. for a total purchase price of $95,712.20 and a net cost after G.S.T. rebate of$92,383.25 be accepted; and 2. That funding in the amount of $92,400.00 be transferred from the Parkland Reserve Fund as was approved in the 2002 Capital Budget be approved; and 3. That the appropriate officials of the City of Pickering be authorized to take necessary action to give effect hereto. 4. PLANNING REPORT PD 25-02 TWO UNITS IN HOUSES 1. That City Council receive for information the report of the Director, Planning & Development, dated May 10, 2002 report number PD 25-02. 2. That City Council authorize the Planning & Development Department to advertise and host a Public Information meeting in the Fall of 2002 for both Official Plan amendment and zoning by-law amendments that would permit two units in certain dwelling types. 5. CORPORATE SERVICES REPORT CS 06-02 2002 ANNUAL REPAYMENT LIMIT FOR DEBT AND FINANCIAL OBLIGATION 1. That Report CS 06-02 of the Director, Corporate Services & Treasurer, concerning 2002 Annual Repayment Limit for Debt and Financial Obligation, be forwarded to Council for information. Appendix I Finance & Operations Committee FOC 2002-5 6. CORPORATE SERVICES REPORT CS 08-02 FORMAL QUOTATIONS - QUARTERLY REPORT FOR INFORMATION That Report CS 08-02 of the Director, Corporate Services & Treasurer, concerning Formal Quotations - Quarterly Report for Information, be received and forwarded to Council for information. 7. CORPORATE SERVICES REPORT CS 09-02 SECTION 442/443 OF THE MUNICIPAL ACT ADmSTMENTS TO TAXES 1. That Report CS 09-02 of the Director, Corporate Services & Treasurer be received; and 2. That write-offs of taxes due to change in assessment as provided under section 442 of the Municipal Act, RS.O. 1990 as amended, be approved; and 3. That appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 8. CORPORATE SERVICES REPORT CS 11-02 2002/2003 PROPERTY AND LIABILITY INSURANCE That Report CS 11-02 of the Director, Corporate Services & Treasurer concernIng 2002/2003 Property and Liability Insurance, be received by Council; and 1. That the City of Pickering renew its property, liability and other coverages through the Frank Cowan Company at a 2002/03 renewal premium of approximately $329,352 plus applicable taxes for the period July 1, 2002 to July 1, 2003 inclusive; and 2. That the Director, Corporate Services & Treasurer, as part of the Risk Management Program, be authorized to continue the Reimbursable Deductible Program through the Insurance Adjuster and the Frank Cowan Company and further, that the Director be authorized to settle and claims within the total deductible limit where it is in the City's interest to do so; and 3. That the Director, Corporate Services & Treasurer be authorized to pay the total cost of any insurance claims settled that fall between the previous deductible and the new one, including any adjusting and legal fees, from the Self Insurance Reserve; and 4. That the Director, Corporate Services & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary in order to protect the assets of the City and it's elected officials and staff; and 5. That the appropriate officials of the City of Pickering be given authority to give effect thereto. Appendix I Finance & Operations Committee FOC 2002-5 9. CORPORATE SERVICES REPORT CS 10-02 SUPPLY & INSTALLATION OF SERVERS SUPPLY & DELIVERY OF PERSONAL COMPUTERS QUOTATION NO. Q-21-2002 That Report CS 10-02 of the Manager, Information Technology concerning Supply & Installation of Servers and Supply & Delivery of Personal Computers, be received; and 1. That Council approve the quotation submitted by Metacomm for the provision of specific computer hardware as stated in Quotation No. Q-21-2002, in the amount of $116,184.00 (P.S.T. and G.S.T. extra); and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto.