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HomeMy WebLinkAboutJune 8, 2015 - Executive c4 Executive Committee Meeting Minutes IN 011-10-1 Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean Present: Councillors: K. Ashe I. Cumming R. Johnson B. McLean J. O'Connell D. Pickles Absent: Mayor Ryan Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation. J. Hagg - Fire Chief R. Holborn - Director, Engineering & Public Works T. Melymuk - Director, City Development S. Karwowski - Division Head, Finance & Treasurer K. Senior - Manager, Accounting Services C. Rose - Chief Planner D. Shields - City Clerk B. Duffield - Manager, Facilities Operations C. Hodge - Coordinator, Economic Development F. Jadoon - Coordinator, Economic Development (I) Disclosure of Interest No disclosures of interest were noted. (II) Matters for Consideration Moved by Councillor Ashe Seconded by Councillor Cumming That the rules of procedure be suspended in order to bring forward Report FIN 16-15 to be heard as the first item. Carried 1 0,0 Executive Committee Meeting Minutes 10VVE Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean 1. Director, Corporate Services & City Solicitor, Report FIN 16-15 2014 Year End Paula Jesty, Deloitte LLP, appeared before the Committee to present the results of the 2014 Year End Audit. In summarizing the report, she indicated there were no significant deficiencies identified with regards to internal controls. Ms. Jesty noted she was available to answer any questions. Recommendation Moved by Councillor Ashe Seconded by Councillor Cumming 1. That Report FIN 16-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Year-end Communication Report as submitted by Deloitte LLP (Deloitte) be received for information; and 3. That the 2014 draft Audited Consolidated Financial Statements for the City of Pickering approved. be a roved. Carried 2. Director, City Development, Report PLN 05-15 2015 Economic Development Work Program City of Pickering A discussion period ensued with staff responding to questions regarding costs associated with marketing small businesses, methods in which to promote land and attract business and mechanisms or incentives to attract new business to the City of Pickering. Recommendation Moved by Councillor Pickles Seconded by Councillor Johnson That Report PLN 05-15 of the Director, City Development regarding the 2015 Economic Development Work Program be received for information. Carried 2 cit,, no Executive Committee oc -, Meeting Minutes I R I:OWE Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean 3. Director, Culture & Recreation, Report CR 04-15 Community Association Lease Agreements -Northern Community Centres Recommendation Moved by Councillor Johnson Seconded by Councillor Pickles 1. That Report CR 04-15 regarding Community Association Lease Agreements be received; 2. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Brougham Recreation Association set out in Attachment 1 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 3. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Greenwood Recreation Association set out in Attachment 2 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 4. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Mt. Zion Community Centre Association set out in Attachment 3 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 5. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Whitevale & District Residents' Association set out in Attachment 4 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. Carried 4. Director, Culture & Recreation, Report CR 07-15 Community Engagement Strategy Report -Annual Status Update & Priorities for 2015-2016 3 City 00 Executive Committee Meeting Minutes 1 1 1.1 �� Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean Recommendation Moved by Councillor Pickles Seconded by Councillor Johnson 1. That Council receive Report CR 07-15 regarding the City of Pickering Community Engagement Strategy; 2. That Council receive for information the 2015 Annual Update Report: City of Pickering Community Engagement Strategy (Priorities for 2014-2015) as per Attachment 1; 3. That Council endorse the proposed City of Pickering Statement of Commitment to Community Engagement as per Attachment 2; 4. That Council approve the following five key community engagement priorities for 2015 and 2016 subject to any required budget approval within the 2016 budget cycle process: a) Set clear benchmarks and measures for increasing public engagement and report annually. b) Adopt new, more deliberative techniques for involving residents in decision-making. c) Create a co-production task force to review opportunities to devolve, enhance or share City services with residents and local groups. d) Engage citizens to enhance current design principles for proposed developments. e) Develop and offer an annual Civics 101 class to Pickering residents. 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried 5. Director, Culture & Recreation, Report CR 08-15 Tender for Desiccant Dehumidification at Don Beer Arena -Tender No. T-9--2015 4 Cal/ 00 4 Executive Committee ; � � ' — Meeting Minutes Wiekrtalk Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean Recommendation Moved by Councillor Pickles Seconded by Councillor Johnson 1. That Report CR 08-15 of the Director, Culture & Recreation regarding the Desiccant Dehumidification at Don Beer Arena be received; 2. That Tender No. T-9-2015 submitted by Climate Control Engineers and Contractors in the amount of $280,183.50 (HST included) be accepted; 3. That the total gross project cost of$362,945.00 (HST included), including the amount of the tender and other associated costs, and the total net project cost of$326,843.00 (net of HST rebate), be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the project, as provided for in the 2015 Don Beer Arena Capital Budget, in the amount of$326,843.00 from the Federal Gas Tax Reserve Fund; and 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 6. Director, Culture & Recreation, Report CR 09-15 Canada 150 Community Infrastructure Program -Endorsement of Proposed Pickering Project Recommendation Moved by Councillor Pickles Seconded by Councillor Johnson 1. That Report CR 09-15 of the Director, Culture & Recreation regarding the Canada 150 Community Infrastructure Program be approved; 2. That Council approve the participation of the Corporation of the City of Pickering in the Canada 150 Community Infrastructure Program: 5 °o = Executive Committee Meeting Minutes II i Hier Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean a) through the submission of an online application by the deadline of June 9, 2015; b) that the City's application for the grant consist of the Renovation of the Delaney Rink at a total estimated cost of$2,900,160 with a net estimated City cost of$1,934,407; 3. That staff be given authority to prepare and submit the necessary documentation for the online application including a resolution of Council; 4. That staff be given the authority to apply for any future grant applications; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 7. Director, Engineering & Public Works, Report ENG 11-15 School Crossing Guard Program Tender No. T-8-2015 A discussion period ensued with respect to the process of contracting out for crossing guards or the City hiring the crossing guards. It was recommended that staff look into what other municipalities are doing. It was also requested that the intersection of Granby Court and Altona be reviewed to see whether a crossing guard is required there. Recommendation Moved by Councillor Johnson Seconded by Councillor Pickles 1. That Report ENG 11-15 of the Director, Engineering & Public Works regarding Tender No.T-8-2015, to provide all labour, equipment and services including administration for the operation of the City's School Crossing Guard Program be received; 2. That Tender No. T-8-2015 submitted by Staffing Services in the total tendered amount of$1,695,000.00 (HST included) with a net project cost of $1,526,400.00 (net of HST rebate) be approved for the three year period 6 of Executive Committee Meeting Minutes _-NM RI Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean from September 2015 to June 2018, subject to the annual review and extension to the contract by the Manager, Supply & Services; and 3. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 8. Fire Chief Report FIR 02-15 Mutual Aid Agreement between Pickering Fire Services Department and Toronto Fire Services Recommendation Moved by Councillor O'Connell Seconded by Councillor Ashe 1. That Report FIR 02-15 of the Fire Chief be received; 2. That the Fire Protection Services Agreement between The Corporation of the City of Toronto and The Corporation of the City of Pickering be approved; 3. That the Mayor and City Clerk be authorized to execute the said agreement subject to minor revisions satisfactory to the Fire Chief; and 4. That appropriate City of Pickering officials be given the authority to give effect thereto. Carried 9. Director, Corporate Services & City Solicitor, Report FIN 15-15 Development Charges—Annual Indexing Recommendation Moved by Councillor O'Connell Seconded by Councillor Ashe 1. That Report FIN 15-15 of the Director, Corporate Services & City Solicitor be received; 7 cis 4 Executive Committee Meeting Minutes PI��/ I\ Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean 2. That effective July 1, 2015 as provided for in By-law 7324/13, the Development Charges referred to in Schedule "C" of that By-law be increased by 2.1 percent; and 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. Carried 10. Director, Corporate Services & City Solicitor, Report FIN 17-15 2014 Building Permit Stabilization Reserve Fund Recommendation Moved by Councillor O'Connell Seconded by Councillor Ashe It is recommended that Report FIN 17-15 from the Director, Corporate Services & City Solicitor regarding the 2014 Building Permit Stabilization Reserve Fund be received for information. Carried 11. Director, Corporate Services & City Solicitor, Report FIN 18-15 2015 Final Tax Due Date for Commercial, Industrial and Multi-Residential Realty Tax Classes Recommendation Moved by Councillor O'Connell Seconded by Councillor Ashe 1. That Report FIN 18-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Division Head, Finance & Treasurer be authorized to issue the final 2015 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of September 25, 2015; 3. That the Division Head, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure that the tax billing process is completed and in order to comply with Provincial Regulations; 8 Cat/ oq - Executive Committee Meeting Minutes i Monday, June 8, 2015 2:00 pm - Council Chambers Chair: Councillor McLean 4. That the draft By-law attached to this report be enacted; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Carried (III) Other Business 1. Councillor O'Connell noted that during the Federation of Canadian Municipalities (FCM) Conference in Alberta, Edmonton, Alberta spoke about their traffic.programs. She stated that Edmonton has implemented very innovative programs using quality data which was proving very effective in addressing traffic issues and requested staff look into Edmonton's programs. 2. Councillor Pickles requested staff look into signals or IPS options to improve the traffic situations at Granby Court and Altona Road, to help improve traffic exiting the subdivision. He also questioned staff in regards to the petition submitted by Whitevale residents regarding speed limits and traffic calming. 3. Councillor Johnson questioned whether the renaming of Brock Road through Brougham could be done in principal, and not implemented until the first new street number is required. 4. Councillor McLean requested staff look into reviewing the Traffic Rationalization Policy and also question staff on the City's Diversity Program for hiring purposes. (IV) Adjournment The meeting adjourned at 3:30 pm. 9