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HomeMy WebLinkAboutJune 20, 2016 Cali Executive Committee a Tu' --� Meeting Minutes Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson Present: Mayor Ryan Councillors: K. Ashe M. Brenner I. Cumming R. Johnson B. McLean D. Pickles Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation R. Holborn - Director, Engineering & Public Works T. Melymuk - Director, City Development J. Hagg - Fire Chief C. Rose - Chief Planner M. Gadzovski - Division Head, Water Resources & Development Services S. Karwowski - Division Head, Finance & Treasurer D. Shields - City Clerk B. Duffield - Manager, Facilities Operations G. McGregor - Manager, Sustainability & Economic Development D. Selsky - Manager, Capital Projects & Infrastructure K. Senior - Manager, Accounting Services C. Hodge - Coordinator, Economic Development L. Harker - Deputy Clerk (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations 1. Jennifer Stewart President, Syntax Strategic Re: Smart Fuelling 1 Phi 04 Executive Committee Meeting Minutes Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson Jennifer Stewart, President, Syntax Strategic, appeared before the.Committee to { provide a Power Point presentation regarding Smart Fuelling. Ms. Stewart provided an overview of the Smart Fuelling campaign, noting their goals are to educate Canadians on efficient uses of fuels to help reduce greenhouse gas emissions and save money. She requested a partnership with the City to help amplify the Smart Fuelling campaign through different mediums this summer. A question and answer period ensued. (III) Matters for Consideration Paula Jesty, Deloitte LLP, appeared before the Committee and outlined the 2015 Year-End Audit. She summarized items in the report, noting no significant deficiencies. She noted she would be available to answer any questions. A brief question and answer period ensued. 1. Director, Corporate Services & City Solicitor, Report FIN-10-16 2015 Year End Audit • - , Recommendation Moved by Councillor Cumming Seconded by Councillor Brenner 1. That Report-FIN 10-16 of the Director, Corporate Services & City Solicitor be received; 2. That the Report to the Executive Committee on the 2015 audit as submitted by Deloitte LLP (Deloitte) be received for information; 3. That the 2015 draft Audited Consolidated Financial Statements for the City of Pickering be approved; and 4. That Deloitte LLP be reappointed to provide external auditing services to the City of Pickering for a 3 year term. Carried 2. Director, Corporate Services & City Solicitor, Report CLK 03-16. Ward Boundary Review - Recommendation 2 cis co Executive Committee Meeting Minutes VCOMNAK Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson A question and answer period ensued regarding population forecasts and effective representation. Recommendation Moved by Councillor Pickles Seconded by Mayor Ryan 1. That Report CLK 03-16 regarding a ward boundary review be received; 2. That Council direct the City Clerk to take the necessary action to commence a ward boundary review to be completed before the 2022 Municipal Election; and 3. That staff include funds in the 2017 Budget deliberations for a ward boundary review. • Carried 3. Director, Culture & Recreation, Report CR 08-16 Community Association Lease Agreement -Claremont Golden Age Seniors Club Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Claremont Golden Age Seniors Club 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; 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4. Director, Culture & Recreation, Report CR 09-16 Architectural & Engineering Consulting Services for the New Fire Hall to Service Seaton -Request for Proposal No. RFP-6-2016 3 City °4 A Executive Committee • ` ' � Meeting Minutes P Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson ' Recommendation Moved by Councillor Cumming Seconded by Councillor Brenner 1. That Proposal No. RFP-6-2016 submitted by Thomas Brown Architects in the amount of$310,750.00 (HST included) be accepted; 2. That the total gross project cost of $370,640.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of$333,773.00 (net of HST rebate), be approved; 3. That Council authorize the Division Head, Finance & Treasurer to finance the net project cost of$333,773.00 as follows: a) The sum of $8,345.00 as provided for in the 2016 Capital Budget Fire Services to be funded by a transfer from DC's— City's Share Reserve; b) The sum of$325,428.00 to be funded by a transfer from Development Charges — Fire Protection Reserve Fund; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 5. Director, Engineering& Public Works, Report ENG 11-16 • Municipal Bridge Maximum Gross Vehicle Weight Restrictions -By-law to Establish a Load Limit for Certain Bridges Under the Jurisdiction of the City of Pickering. Recommendation Moved by Councillor Pickles Seconded by Councillor Cumming 1.. That the attached draft By-law limiting the gross vehicle weight of any vehicle of any class thereof, passing over certain bridges, under the jurisdiction of the Corporation of the City of Pickering be enacted; 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. - Carried • • 4 Cary Executive Committee Meeting Minutes Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson 6. Director, Engineering & Public Works, Report ENG 12-16 Debenture Financing for the West Shore Neighbourhood -Flood Remediation, Breezy Drive and Vistula Drive Roads Reconstruction Project Recommendation Moved by Councillor Brenner Seconded by Councillor Cumming 1. That the West Shore Neighbourhood Flood Remediation, the West Shore Neighbourhood- Breezy Drive Road Reconstruction, and the West Shore Neighbourhood Vistula Drive Road Reconstruction projects be combined as the "West Shore Neighbourhood - Flood Remediation, Breezy Drive and Vistula Drive Roads Reconstruction" project for debenture financing for an estimated total project cost of$815,500.00 be approved; 2. That, notwithstanding the Council approved Purchasing Policy, The Regional Municipality of Durham (the "Region") be authorized on behalf of the City of Pickering (the "City"), to undertake the calling and awarding of the contract which will include the West Shore Neighbourhood — Flood Remediation, Breezy Drive and Vistula Drive Roads Reconstruction project; 3. That Council authorize the Division Head, Finance & Treasurer to finance the estimated project cost of$815,500.00 as follows: a) the financing source for West Shore Neighbourhood — Flood Remediation Breezy Drive and Vistula Drive Roads Reconstruction Projects (Account 5320.1617.6250) be changed to 10-year external • debt; b) the sum of$815,000.00, as provided for in the 2011, 2015 and 2016 Capital Budgets and as amended in 3 a) be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 10 years; c) the balance of$500.00 to be funded from property taxes; d) the annual repayment charges in the amount of approximately $98,000.00 be included in the annual Current Budget for the City of Pickering commencing 2016, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture 5 Cali 00 Executive Committee is Meeting iiEiiI*t Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson financing is repaid, and any financing cost to be paid out of the Current Budget; e) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions,,or take any actions necessary in order to effect the foregoing; 4. That the draft by-law attached to this report be enacted; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 7. Director, Engineering & Public Works, Report ENG 13-16 Tender for Third Concession Road Reconstruction and - Centennial Park Parking Lot Refurbishment -Tender No._T-10-2016 Recommendation Moved by Mayor Ryan Seconded by Councillor Brenner 1. That Tender No. T-10-2016 for Third Concession Road Reconstruction and Centennial Park Parking Lot Refurbishment as submitted by C. Valley Paving Ltd. in the total tendered amount of$322,427:14(HST included) be accepted; • 2. That the total gross project cost of$398,213.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $358,603.00 (net of HST rebate) be approved; 3. That Council authorize the Division Head, Finance & Treasurer to finance the total net project cost of$358,603.00 as follows: } a). The sum $287,829.00 as approved in the 2016 Capital Budget for Third Concession Road Reconstruction to be funded from the Southeast Collector Enhancement Fund; 6 • o0 Executive Committee Meeting Minutes IS T4li[ Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson b) The sum of$70,774.00 as approved in the 2016 Capital Budget for Centennial Park Parking Lot Refurbishment to be funded from the Rate Stabilization Reserve; 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 8. Director, Engineering & Public Works, Report ENG 14-16 Request for Additional Funding for Consulting Services -Proposal No. RFP-4-2015-Palmer Bridge Recommendation Moved by Mayor Ryan Seconded by Councillor Brenner 1. That the additional fee proposal as submitted by AECOM Canada in the amount of$71,682.00 (HST included) for the change in scope of work for the Palmer Bridge design and specifications be accepted; 2. That the total revised gross project cost of$271,640.00 (HST included) and the total revised net project cost of$244,620.00 (net of HST rebate) be approved; 3. That the Division Head, Finance & Treasurer be authorized to finance the total revised net project cost as approved in the 2014 Roads Capital Budget in the amount of$244,620.00 by an additional transfer of$71,008.00 from the York Region SEC Funding Agreement; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 9. • Director, Engineering & Public Works, Report ENG 15-16 Professional Monitoring Services for Stormwater Management Facilities Duffin Heights Neighbourhood Recommendation 7 C °2 A Executive Committee — 'a I.,• ' . � Meeting Minutes t Monday, June 20, 2016 • 2:00 pm - Council Chambers • Chair: Councillor Johnson Moved by Mayor Ryan Seconded by Councillor Brenner • 1. That Council approve the hiring of the Toronto and Region Conservation Authority for the Professional Monitoring Services for Stormwater Management Facilities Duffin Heights Neighbourhood in accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00; 2. That the fee proposal submitted by the Toronto Region Conservation Authority for the Professional Monitoring Services for Stormwater Management Facilities Duffin Heights Neighbourhood in the amount of $75,346.14 (HST included)be accepted; 3. That the total gross project cost of$85,896.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $77,352.00 (net of HST rebate) for the Professional Monitoring Services for Stormwater Management Facilities Duffin Heights Neighbourhood be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the total net project cost of$77,352.00 from the Developers Contribution; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 10. Director, Engineering & Public Works, Report ENG 17-16 Village Green Construction -Tender No. T-11-2016 Recommendation Moved by Mayor Ryan Seconded by Councillor Brenner . 1. That Tender No. T-11-2016 as submitted by Melfer Construction Inc. in the total tendered amount of$213,273.94 (HST included) be accepted; 2. That the total gross project cost of $246,578.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $222,051.00 (net of HST rebate) be approved; • 8 City 0-0 A Executive Committee Meeting Minutes KINT -�� Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson 3. That the Division Head, Finance &Treasurer be authorized to finance the total net project cost in the amount of$222,051.00 as follows: a) The sum of $24,500.00 as approved in the 2014 Parks Capital Budget be increased to , a transfer from the Reserve Fund; b) The sum of$175$27,500.00 as 201.00 approved by in the 2014 Parks Capital Parkland Budget be increased to $194,850.00 by a transfer from Development Charges (DC) — Parkland Development & Trails Reserve Fund; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 11. Director, Corporate Services & City Solicitor, Report FIN 11-16 2016 Final Tax Due Date for Commercial, Industrial and Multi-Residential Realty Tax Classes Recommendation Moved by Councillor Cumming Seconded by Councillor McLean 1. That Report FIN 11-16 of the Director, Corporate Services & City Solicitor be received; 2. That the Division Head, Finance & Treasurer be authorized to issue the final 2016 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of September 28, 2016;. 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; 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 as indicated in this report. Carried 9 Citq oo Executive Committee Meeting Minutes tei_StE Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson 12. Director, Corporate Services & City Solicitor, Report FIN 12-16 Section 357/358 of the Municipal Act Adjustment to Taxes Recommendation Moved by Mayor Ryan Seconded by Councillor Cumming • 1. That the write-off of taxes as provided for in Attachment 1, in accordance with Sections 357/358 of the Municipal Act, 2001 be approved; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. " Carried 13. Director, Corporate Services & City Solicitor, Report FIN 13-16 Annual Indexing and Development Charges for City-Wide and Seaton Lands Recommendation • Moved by Mayor Ryan Seconded by Councillor Cumming 1.- That Report FIN 13-16 of the Director, Corporate Services & City Solicitor be received; 2. . That effective July 1, 2016'as provided for in By-law 7324/13, the Development Charges (the "DCs") referred to in Schedule "C" of that By-law be increased by 1.7 percent; 3. That the DCs that are specific for the Seaton Lands and the additional contributions as specified in Articles 4 through 6 of the Seaton Financial Impacts Agreement dated November 26;2015 be approved; and 4. That the appropriate officials of the City of Pickering be given authority to give effect thereto. , Carried 14. Director, Corporate Services & City Solicitor, Report FIN 14-16 Development Charges Reserve Fund — Statement of the Treasurer for the Year Ended December 31, 2015 10 Executive Committee Meeting Minutes liiS [ Monday, June 20, 2016 2:00 pm - Council Chambers Chair: Councillor Johnson Recommendation Moved by Mayor Ryan Seconded by Councillor Cumming That Report FIN 14-16 of the Director, Corporate Services & City Solicitor respecting the Development Charges Reserve Fund be received for information. Carried • 15. Director, Corporate Services & City Solicitor, Report FIN 15-16 2015 Building Permit Stabilization Reserve Fund Recommendation Moved by Mayor Ryan Seconded by Councillor Cumming It is recommended that Report FIN 15-16 from the Director, Corporate Services & City Solicitor regarding the 2015 Building Permit Stabilization Reserve Fund be received for information. Carried 16. Fire Chief Report FIR 02-16 Automatic Aid Agreement between The Corporation of the Town of Whitby And The Corporation of the City of Pickering for Fire Services Response on Highway 407 • Recommendation Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Report FIR-02-16 of the Fire Chief be received; 2. That the Automatic Aid Agreement between The Corporation of the Town of Whitby and The Corporation of The City of Pickering be approved; 3. That the Mayor and City Clerk be authorized-to execute the Agreement subject to minor revisions satisfactory to the Fire Chief; 11 • Cat' 04 Executive Committee Meeting Minutes P O M-1W Monday, June 20, 2016 2:00 pm - Council Chambers • Chair: Councillor Johnson 4. That appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report; and 5. That a copy of the report be forwarded to the Town of Whitby. Carried 17. Director,`City Development, Report PLN 09-16 Durham Economic Development Partnership Memorandum of Understanding Recommendation Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Council authorize the Mayor and City Clerk to execute a Memorandum of Understanding (MOU) with the Region of Durham and all other members of the Durham Economic Development Partnership (DEDP) as set out in Attachment#1.to this Report, to formalize DEDP member roles and responsibilities; and 2. That a copy of this Report be forwarded to the Region of Durham and other members of DEDP for their information. Carried . (IV) Adjournment The meeting adjourned at 3:20 pm. • 12 •