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HomeMy WebLinkAbout2002/06/24 Finance & Operations Committee Meeting Minutes Monday, June 24,2002 at 1:30 p.m. Chair: Councillor Ryan PRESENT: Mayor Wayne Arthurs COUNCILLORS: M. Brenner M. Holland R. Johnson B. McLean D. Pickles D. Ryan ALSO PRESENT: T. Quinn E. Buntsma N. Carroll G. Paterson B. Douglas R. Holborn T. Melymuk S. Reynolds S. Brake M. Carpino D. Selsky D. Marlowe D. Kearns (I) - Chief Administrative Officer - Director, Operations & Emergency Services - Director, Planning & Development - Director, Corporate Services & Treasurer - Fire Chief - Division Head, Municipal Property & Engineering - Division Head, Corporate Projects & Policy - Division Head, Culture & Recreation - Supervisor, Traffic Engineering & Waste Management - Supervisor, Recreation - Supervisor, Municipal Works - Education & Collections Officer - Committee Coordinator ADOPTION OF MINUTES Meeting of May 27, 2002 (II) PRESENTATIONS 1. Blair McCarther, Vice-President, Miller Waste, made a presentation to Committee concerning Integrated Waste Systems (IWS). Laura Drake, Chair, Pickering Museum Advisory Committee, Pat Dunnill, Chair, Pickering Museum Village Foundation and City staff provided an overVIew of the proposed Hotel Restoration Project. 2. (III) DELEGA TIONS Simon and Ben Hunter, 1436 Rougemount Drive, representing themselves and other residents, addressed the Committee with respect to the condition of Rougemount Drive. They stated their concern with respect to slower emergency response time, damage to vehicles and discomfort to drivers. This traffic calming effort is a unaffective and problematic solution on Rougemount Drive. This street must be repaved. 1. Finance & Operations Committee Meeting Minutes Monday, June 24,2002 at 1:30 p.m. Chair: Councillor Ryan (IV) MA TTERS FOR CONSIDERATION 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 030-02 PROPOSED BROUGHAM CENTRAL HOTEL RESTORATION PROJECT PICKERING MUSEUM VILLAGE Approved See Recommendation #1 2. OPERATIONS & EMERGENCY SERVICES REPORT OES 028-02 REQUEST TO RENAME COMMUNITY ROOMS PETTICOAT CREEK LIBRARY AND COMMUNITY CENTRE Approved See Recommendation #2 3. OPERATIONS & EMERGENCY SERVICES REPORT OES 032-02 REQUEST FOR PROPOSAL - CONSULTING SERVICES - FIRE SERVICES HEADQUARTERS - RFP-2-2002 Approved See Recommendation #3 The Committee moved In-Camera at 3:26 p.m. to discuss property acquisition issues. The Committee rose from this In-Camera Session at 3:45 p.m. 4. OPERATIONS & EMERGENCY SERVICES REPORT OES 028-02 TENDER T -8-2002 - TENDER FOR ROAD IMPROVEMENTS CONCESSION 8 ROAD Approved See Recommendation #4 5. CLERKS REPORT CL 25-02 APPLICATION FOR AMENDMENT TO CERTIFICATE OF APPROV AL CAN-SORT RECYCLING LIMITED, 1048 TOY AVENUE Approved See Recommendation #5 6. CLERKS REPORT CL 22-02 PICKERING/AJAX/WHITBY JOINT ANIMAL CONTROL AND SERVICE AGREEMENTS Approved See Recommendation #6 7. OPERATIONS & EMERGENCY SERVICES REPORT OES 027-02 PARKING BY-LAW AMENDMENT - PARKDALE STREET By-law Forwarded to Council Finance & Operations Committee Meeting Minutes Monday, June 24,2002 at 1:30 p.m. Chair: Councillor Ryan 8. CLERKS REPORT CL 21-02 APPOINTMENT TO ENFORCE THE PARKING BY-LAW AT 1792 LIVERPOOL ROAD By-law Forwarded to Council 9. CLERKS REPORT CL 24-02 APPOINTMENT TO ENFORCE THE PARKING BY-LAW AT 1355 KINGSTON ROAD, PICKERING TOWN CENTRE By-law Forwarded to Council (V) STAFF ITEMS FOR DISCUSSION 1. The Director, Planning & Development advised that the Region of Durham will commence servicing work at the intersection of Finch Avenue and Altona Road around July 8th. It is anticipated that the intersection will be closed for approximately 2 to 3 days and Finch Avenue will be closed for approximately 2 weeks. Further information will be forwarded to Council upon receipt from the Region. (VI) OTHER BUSINESS 1. Councillor Holland requested a report from staff to be brought back to the Finance & Operations Committee Meeting of September 23rd concerning Community Sign Guidelines. (VII) MA TTERS FOR CONSIDERATION 10. CORPORATE SERVICES REPORT CS 07-02 2001 PRE-AUDIT BALANCES OF RESERVES AND RESERVE FUNDS Approved See Recommendation #7 11. CORPORATE SERVICES REPORT CS 14-02 INVESTMENT PORTFOLIO ACTIVITY FOR THE YEAR ENDED DECEMBER 3 L 2001 Approved See Recommendation #8 The Committee moved In-Camera at 4:05 p.m. (VIII) CONFIDENTIAL MATTERS FOR CONSIDERATION 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 031-02 AMBERLEA CREEK STORMW ATER MANAGEMENT FACILITY ENGINEERING ANALYSIS AND LOCATION FEASIBILITY WORK Approved See Recommendation #9 Finance & Operations Committee Meeting Minutes Monday, June 24,2002 at 1:30 p.m. Chair: Councillor Ryan The Committee rose from this In-Camera Session at 4:10 p.m. (IX) PRESENTATION 1. Lynn Winterstein, Manager, Corporate Promotions & Economic Development made a presentation concerning the 2001 Annual Report. She distributed copies of the Report requesting comments be forwarded to her. (X) STAFF ITEMS FOR DISCUSSION 1. The Chief Administrative Officer advised of the fire which destroyed the garage and roof of the home of one of the employees. 2. The Chief Administrative Officer distributed copies of the senior staff vacation schedule. 3. The Director, Corporate Services & Treasurer advised that the final tax bill was distributed this week along with a new brochure. (XI) ADJOURNMENT The meeting adjourned at 4: 15 p. m. Appendix I Finance & Operations Committee FOC 2002-6 That the Finance & Operations Committee, having met on June 24, 2002, presents its sixth report to Council and recommends: 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 030-02 PROPOSED BROUGHAM CENTRAL HOTEL RESTORATION PROJECT PICKERING MUSEUM VILLAGE That Report to Council OES 030-02 regarding the proposed Brougham Central Hotel Restoration Project at the Pickering Museum Village be received; and 1. That the presentation by Laura Drake, Chair, Pickering Museum Advisory Committee, Pat Dunnill, Chair, Pickering Museum Village Foundation and City Staff on the Brougham Central Hotel Restoration Project be received; and 2. That Council support the proposed Brougham Central Hotel Restoration Project in principle; and 3. That Council accept the Pickering Museum Village Foundation proposal to provide the total funding for the restoration of the Brougham Central Hotel, including all costs in moving the Drive Shed to a new location at the rear of the proposed Hotel site; and 4. That Council acknowledge to the Pickering Museum Village Foundation that the Brougham Central Hotel at the Pickering Museum Village will be permitted to remain at that location for a period of ten years, such acknowledgement to be provided by way of resolution; and 5. That in the event a lease agreement is required by the Pickering Museum Village Foundation, Council approve a lease agreement between the City of Pickering and the Pickering Museum Village Foundation, such lease agreement to be to the satisfaction of staff and the City Solicitor; and 6. That Council authorize staff to negotiate with the federal government on acquiring and relocating a suitable heritage house to the Pickering Museum Village site to establish as a new Program Operations Centre; and 7. That the appropriate City officials be authorized to take the necessary action to give effect thereto. 2. OPERATIONS & EMERGENCY SERVICES REPORT OES 028-02 REQUEST TO RENAME COMMUNITY ROOMS PETTICOAT CREEK LIBRARY AND COMMUNITY CENTRE That Report to Council OES 028-02 regarding the renaming of the Community Rooms at the Petticoat Creek Library and Community Centre be received; and That Council approve renaming the two community rooms at the Petticoat Creek Library and Community Centre the "Helen Paris Room" and the "Russell Franklin Room". 3. OPERATIONS & EMERGENCY SERVICES REPORT OES 032-02 REQUEST FOR PROPOSAL - CONSULTING SERVICES - FIRE SERVICES HEADQUARTERS - RFP-2-2002 1. That the Report of the Operations & Emergency Services Department No. OES 032- 02 be received; and Appendix I Finance & Operations Committee FOC 2002-6 2. That staff be directed to proceed with the Federal EA and building design for a northern fire hall and headquarters; and 3. Council authorize an expenditure of up to $300,000 for professional services for the Federal EA and building design; and 4. That the proposal submitted by Totten Sims Hubicki Associates be accepted and they be contracted to complete the Federal EA and building design; and 5. That staff be directed to report back on final project scope, phasing, cost and financing; and 6. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 4. OPERATIONS & EMERGENCY SERVICES REPORT OES 028-02 TENDER T -8-2002 - TENDER FOR ROAD IMPROVEMENTS CONCESSION 8 ROAD 1. That Tender No. T -8-2002 submitted by Elirpa Construction & Materials Ltd. for Road Improvements - Concession 8 Road in the amount (after calculation check) of $180,464.45 plus 7% G.S.T. for a total cost of$193,096.96 and a net cost after G.S.T. rebate of$185,878.74 be accepted; and 2. That a total project cost of $203,955.28 including the tender amount, net G.S.T. and other project costs be approved; and 3. That Council approve additional debt, and that funding in the amount of $204,000.00 be approved; and 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and a) Debt financing not exceeding the amount of $204,000.00 for a period not exceeding 10 years, at a rate to be determined; and b) Financing and repayment charges in the amount of approximately $28,000.00 be included in the annual Current Budget for the City of Pickering commencing in 2003 and continuing thereafter until the loan is repaid; and c) 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) The Treasurer be authorized to take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Appendix I Finance & Operations Committee FOC 2002-6 5. CLERKS REPORT CL 25-02 APPLICATION FOR AMENDMENT TO CERTIFICATE OF APPROV AL CAN-SORT RECYCLING LIMITED, 1048 TOY AVENUE 1. That Clerk's Report CL 25-02 regarding the application by Can-Sort Recycling Limited, 1048 Toy Avenue, for an amendment to their Certificate of Approval No. A 390421 be received; and 2. That the Council of the Corporation of the City of Pickering hereby opposes the said application. 3. That the Director be requested to hold a hearing under Section 32, Part V of the Environmental Protection Act regarding this application. 4. That a copy of Clerk's Report CL 25-02 be forwarded to the Director, Environmental Assessment and Approvals Branch, Ministry of the Environment and Energy. 6. CLERKS REPORT CL 22-02 PICKERING/AJAX/WHITBY JOINT ANIMAL CONTROL AND SERVICE AGREEMENTS That Clerk's Report CL 22-02 regarding the status of the Pickering/Ajax/Whitby Joint Animal Control and Service Agreements be received for information. 7. CORPORATE SERVICES REPORT CS 07-02 2001 PRE-AUDIT BALANCES OF RESERVES AND RESERVE FUNDS That Report CS 07-02 of the Director, Corporate Services & Treasurer concerning 2001 Pre-Audit Balances of Reserves and Reserve Funds be received by Council for information. 8. CORPORATE SERVICES REPORT CS 14-02 INVESTMENT PORTFOLIO ACTIVITY FOR THE YEAR ENDED DECEMBER 3 L 2001 That Report CS 14-02 of the Director, Corporate Services & Treasurer concerning Investment Portfolio Activity for the Year Ended December 31, 2001, be received by Council for information. 9. OPERATIONS & EMERGENCY SERVICES REPORT OES 031-02 AMBERLEA CREEK STORMW ATER MANAGEMENT FACILITY ENGINEERING ANALYSIS AND LOCATION FEASIBILITY WORK That the recommendations set out in Report to Council OES 031-02 regarding the Amberlea Creek Stormwater Facility be adopted.