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Home My WebLink AboutNovember 9, 2015 C H, co _ Executive Committee Meeting Minutes RUIN 11( Monday, November 9; 2015 2:00 pm - Council Chambers Chair: Councillor Pickles Present: Mayor Ryan Councillors: K. Ashe I. Cumming R. Johnson D. Pickles Absent: B. McLean. Also Present: T. Prevedel Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation J. Hagg - Fire Chief R. Holbom - Director, Engineering & Public Works T. Melymuk - Director, City Development C. Rose - Chief Planner • S. Karwowski -Division Head, Finance & Treasurer L. Harker - Deputy Clerk K. Senior -Manager, Accounting Services D. Selsky - Manager, Capital Projects & Infrastrucutre L. Narraway - Supervisor, Animal Services N. Emery - Coordinator, Traffic Operations L. Roberts - Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. Moved by Councillor Cumming Seconded by Councillor Johnson That the rules of procedure be suspended in order to bring forward Report FIN 24- 15 to be heard as the first item. Carried 1 • �Hy 4 "=_ Executive Committee Meeting Minutes wriranec Monday, November 9, 2015 2:00 pm - Council Chambers Chair: Councillor Pickles (II) Matters for Consideration- Paula Jesty, Deloitte LLP, appeared before the Committee to provide an overview of the 2015 year end Audit Plan. She outlined the objectives and risk areas, noting two new areas with the conversion of data from the old system to the new system as well as accounting standards with respect to liabilities for contaminated sites. She also explained upcoming changes regarding financial reporting as well as new standards that would impact the City of Pickering. 1. Director, Corporate Services & City Solicitor, Report FIN 24-15 2015 Year End Audit Plan - -Recommendation • Moved by Mayor Ryan Seconded by Councillor Johnson 1. That the Audit Plan as submitted by Deloitte LLP, included as Attachment 1 to this report be received for information; and, 2. That the Chief Administrative Officer and the Division Head, Finance & Treasurer be authorized-to sign the Auditor's Engagement Letter on behalf of the City. - Carried (Ill) Delegations 1. Michele James, Vice President, Women's & Children's Program and Clinical Support Services & David Brazeau, Director, Public Affairs, Community Relations &Telecommunications Re: Update on Rouge Valley Health System Michele James, Vice President, Women's & Children's Program and Clinical Support Services appeared before the Committee. Through the aid of a power point presentation she provided an overview of the New Strategic Plan. She outlined a wide range of services which provide timely access to the best quality care, also noting the challenges involved. She noted an increase in patient visits to the emergency department. She explained the programs which work more closely with patients and their families to provide education on self-management to allow them to stay at home or direct them to community resources. They also provide follow-up calls with patients. Ms. James noted they held a successful work fair and have recruited additional nurses as well as 14 new physicians. 2 c:f, co A Executive Committee = a _ Meeting Minutes ��►� � Monday, November 9, 2015 2:00 pm - Council Chambers Chair: Councillor Pickles A question and answer period ensued with concerns raised regarding the upcoming Seaton neighbourhood and their access to hospitals. Their relationship with Markham Stouffville Hospital was questioned, given the proximity of the new Seaton neighbourhood to this hospital. Discussion also ensued with respect to the need for additional medical beds and wait times in emergency. 2. Denise Harkins, President Action Volunteers for Animals Re: TNR Program . Denise Harkins appeared before the Committee to provide an overview of the Trap- Neuter-Return Program through the aid of a power point presentation. She explained the benefits of the program, noting her organization is currently doing this, with a number of cat colonies in Pickering. She noted their need for support of the program, funding, as well as amendments to the City's current by-laws. 3. Martin Field Re: Adoption of a TNR (Trap-Neuter-Return) Program Martin Field appeared before the Committee, continuing with the power point presentation, explaining how the program addresses many aspects of nuisance cats. He noted other organizations and municipalities that support the program, indicating that the City of Kingston has been successful in developing recommendations to help control the number of cat colonies. Mr. Field also provided statistics regarding feral cat populations, noting the need to include additional definitions regarding feral cats in the City's by-law. • 4. Ruth Sutton Re: TNR Program Ruth Sutton appeared before the Committee and through the aid of a power point presentation, outlined feral cat colonies, noting the importance of reducing unwanted litters as being a critical element. She also outlined programs that do not work such as trap and kill and feeding bans, which do not achieve the goals. She provided an outline of their recommendations, noting a need for funding as well as space. A question and answer period ensued with respect to awareness of this issue: The. Chair recognized that Animal Services staff were in attendance and taking notes on the matter. 3 cif, o0 w V Executive Committee �.� Meeting Minutes Monday, November 9, 2015 2:00 pm - Council Chambers Chair: Councillor Pickles 5. Renata Rozinger Re: Report ENG 20-15 - Renata Rozinger, 360 Rosebank Road South, Pickering, appeared before the Committee in opposition to the proposed all way stop at Rosebank Road South and _ Toynevale Road. She felt More consultation was required and noted her opposition based on safety concerns, the steep grade for vehicles travelling southbound approaching the intersection as well as the vertical alignment. She also questioned the accuracy of traffic counts which were conducted during the construction of the Whites Road bridge. She felt this all way stop would create additional traffic congestion with traffic queues being backed up during peak periods, as well as safety concerns with respect to sightlines for crossing guards. Ms. Rozinger provided the Deputy Clerk with a petition from area residents opposing the installation of the all way stop and relocation of the crossing guard. A brief discussion period ensued. (II) Matters for Consideration (Continued) 2. Director, Corporate Services & City Solicitor, Report BYL 01-15 7th Annual Toys for Tickets and Food for Fines 2015 Recommendation Moved by Mayor Ryan Seconded by Councillor Johnson 1. That parking tickets issued between December 1 through 18, 2015 be eligible for the Toys for Tickets/Food for Fines program; and 2. That the Toys for Tickets/Food for Fines program be implemented from December 1 through December 18, 2015. Carried 3. Director, Corporate Services & City Solicitor, Report CLK 05-15 2016 Standing Committee and Council Meeting Schedule. Recommendation Moved by Mayor Ryan Seconded by Councillor Johnson 4 V • City 04 A Executive Committee Meeting Minutes OCON 'VE_ Monday, November 9, 2015 2:00 pm -Council Chambers Chair: Councillor Pickles • That the 2016 Standing Committee and Council Meeting Schedule included as Attachment 1 to this report, be approved: Carried 4. Director, Culture & Recreation, Report CR 18-15 . Consulting Services for Building Condition Assessments and Facilities Asset Management System -Request for Proposal No. RFP-2-2015 Recommendation. Moved by Mayor Ryan Seconded by Councillor Johnson 1. That Proposal No. RFP-2-2015, for Consulting Services for Building Condition Assessments and Facilities Asset Management System, submitted by VFA Canada Corporation in the amount of$275,715.86 (HST included) be accepted; • 2. That the total gross project cost of$284,756.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of$256,432.00 (net of HST rebate), be approved; 3. That Council authorize the Division Head, Finance & Treasurer to finance Year 1 Implementation and Assessments net project cost of$106,087.00 as follows: a) The sum of$25,000.00 as provided for in the 2015 Current Budget Culture & Recreation Administration be increased to $26,522.00, to be funded from property taxes; b) The sum of$75,000.00 as provided for in the 2015 Current Budget Culture & Recreation Administration be increased to $79,565.00 to be funded by a transfer from the Development Charges Reserve Funds- Growth Studies (DCRF); and 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 5 City 4 _ Executive Committee - �� Meeting g M i n u tes Monday,y, r 9, 2015 2:00 pm - Council Chambers Chair: Councillor Pickles 5. Director, Culture & Recreation, Report CR 20-15 City of Pickering Five Year Accessibility Plan (2016-2020) -Endorsed.by the City of Pickering Accessibility Advisory Committee Recommendation Moved by Councillor Johnson Seconded by Councillor Cumming 1. That Council endorse the City of Pickering'Five Year Accessibility Plan (2016-2020) as prepared by staff and endorsed by the City of Pickering Accessibility Advisory.Committee. Carried 6. Director, Engineering & Public Works, Report ENG 19-15 Proposed Traffic By-law Amendments -Father Fenelon Catholic School Recommendation Moved by Councillor Cumming Seconded by Councillor Johnson 1. That the attached draft by-law be enacted to amend Schedule "1", to By-law 6604/05 to provide for the regulation of stopping on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to propose the installation of stopping restrictions on both sides of Eyer Drive at the newly constructed Father Fenelon Catholic School, and to remove the stopping restrictions on both sides of Liverpool Road at the existing location of Father Fenelon Catholic School that will be closing in December 2015; 2. That the attached draft by-law be enacted to amend Schedule "2' to By-law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to propose parking restrictions on the west side of Liverpool Road at the closing of Father Fenelon Catholic School; 3. That the attached draft by-law be enacted to amend.Schedule "3" to By-law 6604/05 to provide for the regulation of bus loading zones on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to propose the removal of the on-street school bus 6 r,tt a4 A Executive Committee _ ' Meeting Minutes W��/MIME Monday, November 9, 2015 2:00 pm - Council Chambers Chair: Councillor Pickles loading zone on the east side of Liverpool Road at the closing Father Fenelon Catholic School; and 4. That the existing crossing guard location on Liverpool Road at Ilona Park Road be removed, and if required, staff to add a school crossing guard location on Eyer Drive at the newly constructed school. Carried 7. Director, Engineering & Public Works, Report ENG 20-15 Proposed All-way Stop Control, Rosebank Road and Toynevale Road Recommendation Moved by Councillor Johnson Seconded by Councillor Ashe 1. That the attached draft by-law be enacted to amend Schedule "7" to By-law 6604/05 to provide for the regulation of stop signs on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of an all-way stop control at the intersection of Rosebank Road and Toynevale Road; and • 2. That the existing school crossing guard station on Rosebank Road in front of Rosebank Road Public School be relocated to the intersection of Rosebank Road and Toynevale Road upon installation of the all-way stop control at this intersection. [Referred later in the meeting Refer to following motion] Moved by Councillor Ashe Seconded by Councillor Johnson That Report ENG 20-15 be referred back to staff in order to allow additional time to consider new information provided and report back at the December Council • meeting. Carried 8. Director, Corporate Services & City Solicitor, Report FIN 22-15 Banking and Financial Authorities 7 • C`t,1 o1 S Executive Committee. `U �'---'-' � - Meeting Minutes � �� Monday, November 9, 2015 2:00 pm - Council Chambers Chair: Councillor Pickles Recommendation Moved by Mayor Ryan Seconded by Councillor Johnson • 1. That Resolution # 144/99 be repealed; 2. That the Division Head, Finance &Treasurer be authorized and directed to undertake any and all activities, including the execution and signing of agreements and contracts, necessary to undertake, safeguard and ensure the financial affairs and banking of the City, including, but not limited to, those items and activities indicated in Attachment 2, Section A; 3. That the Mayor, Division Head, Finance &Treasurer, Deputy Treasurer, Manager, Accounting Services and Manager, Budgets & Internal Audit be named Signing Officers for the purposes of conducting the financial affairs and banking of the City of Pickering and that any two of them be authorized to undertake the activities outlined in Attachment 2, Section B and any one of them be authorized to undertake the activities outlined in Attachment 2, Section C; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Carried 9. Director, Corporate Services & City Solicitor, Report.FIN 25-15 Cash Position Report as at September 30, 2015 Recommendation Moved by Mayor Ryan • Seconded by Councillor Johnson That report FIN 25-15 from the Director, Corporate Services & City Solicitor be received for information. Carried 10. Director, Corporate Services &City Solicitor, Report FIN 27-15 Financial System Status Update Recommendation 8 CH,/ 00 - Executive Committee F Meeting Minutes :11 IK` Monday, November 9, 2015 2:00 pm - Council Chambers Chair: Councillor Pickles Moved by Mayor Ryan Seconded by Councillor Johnson That report FIN 27-15 from the Director, Corporate Services & City Solicitor be received for information. Carried (IV) Other Business 1. Councillor Johnson noted he had received requests from Greenwood residents for no sidewalks on Greenwood Hill at the 6th Concession and that they would like the opportunity for discussion. Staff noted that public consultation would be undertaken in this regard. 2. Councillor Johnson noted the need for culverts on Salem Road by the Cemetery, noting concerns over the height of fill, stating alterations need to be done between the Cemetery and the Golf Course. (V) Adjournment The meeting adjourned at 3:34 pm. 9