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HomeMy WebLinkAboutNovember 6, 2017CZy PJCKER1NG Executive Committee Meeting Minutes Monday, November 6, 2017 2:00 pm Council Chambers Chair: Councillor Brenner Present: Mayor Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: T. Prevedel K. Bentley P. Bigioni M. Carpino R. Holborn S. Karwowski D. Shields J. Yoshida M. Gadzovski J. Halsall K. Senior K. Cong L. Roberts - Chief Administrative Officer - Director, City Development & CBO - Director, Corporate Services & City Solicitor - Director, Community Services - Director, Engineering Services - Director, Finance & Treasurer - City Clerk - Deputy Fire Chief - Division Head, Water Resources & Development Services - Manager, Budgets & Internal Audit - Manager, Accounting Services - Senior Financial Analyst — Capital & Debt Management - Committee Coordinator (1) Disclosure of Interest No disclosures of interest were noted. Moved by Councillor Pickles Seconded by Councillor Cumming That the rules of procedure be suspended in order to change the order of business to allow for each delegation to speak to the items as presented, with Report FIN 21-17 as the first order of business and the delegation of the City Clerk to be the final delegation once all reports have been presented. Carried 1 CZy PJCKER1NG Executive Committee Meeting Minutes Monday, November 6, 2017 2:00 pm Council Chambers Chair: Councillor Brenner (11) Matters for Consideration 1. Director, Finance & Treasurer, Report FIN 21-17 2017 Year End Audit Paula Jesty, Deloitte LLP, appeared before the Committee to provide an overview of the 2017 Year End Audit. She summarized some highlights of the audit and stated an interim audit was being scheduled for November 20t" Recommendation Moved by Mayor Ryan Seconded by Councillor Cumming That the Audit Service Plan as submitted by Deloitte LLP, included in this report, be received for information. Carried 2. Director, Corporate Services & City Solicitor, Report BYL 03-17 9t" Annual Toys for Tickets and Food for Fines 2017 Recommendation Moved by Mayor Ryan Seconded by Councillor Butt 1. That parking tickets issued between December 1 through 20, 2017 be eligible for the Toys for Tickets/Food for Fines program; 2. That the Toys for Tickets/Food for Fines program be implemented from December 1 through December 20, 2017; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 2 CZy PJCKER1NG Executive Committee Meeting Minutes Monday, November 6, 2017 2:00 pm Council Chambers Chair: Councillor Brenner 3. Director, Corporate Services & City Solicitor, Report BYL 04-17 Power of Entry By-law Recommendation Moved by Councillor McLean Seconded by Councillor Cumming 1. That the City of Pickering enact the Power of Entry By-law attached to this report. (Attachment No. 1); and 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4. Director, Community Services, Report CS 12-17 Licence Agreement - Brougham Parkette - Property PIN 614725-1 Recommendation Moved by Councillor McLean Seconded by Councillor Cumming 1. That the Mayor and Clerk be authorized to execute the Licence Agreement with Transport Canada set out in Attachment 1 to this Report, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 3 PJCKER1NG Executive Committee Meeting Minutes Monday, November 6, 2017 2:00 pm Council Chambers Chair: Councillor Brenner 5. Director, Community Services, Report CS 27-17 Lease Agreement -Glendale Tennis Club Inc. Recommendation Moved by Councillor McLean Seconded by Councillor Cumming 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Glendale Tennis Club Inc. set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services 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 6. Director, Engineering Services, Report ENG 24-17 Pre -2018 Capital Budget Approval Consulting Services for Detailed Design for the Whitevale Master Drainage Plan Implementation Project Lloyd Thomas, Chair, Whitevale Master Drainage Plan, appeared before the Committee in support of Report ENG 24-17. He stated that they had worked with the City of Pickering as well as AECOM and also noted their full support in going forward. Councillor Pickles noted correspondence had just been received from Julie Schembri, President, Whitevale and District Residents' Association indicating their support as well. Recommendation Moved by Councillor Pickles Seconded by Councillor Butt 1. That Council approve the hiring of AECOM Canada Ltd. for the Detailed Design Services for the Whitevale Master Drainage Plan Implementation Project in accordance with Purchasing Policy 10.03(c), as the assignment has a value above $50,000.00 and a competitive process is not being followed, and therefore is subject to additional Council approvals; 4 CZy PJCKER1NG Executive Committee Meeting Minutes Monday, November 6, 2017 2:00 pm Council Chambers Chair: Councillor Brenner 2. That the fee proposal dated October 16, 2017 submitted by AECOM Canada Ltd. for the Detailed Design Services for the Whitevale Master Drainage Plan Implementation Project in the amount of $298,896.30 (HST included) be accepted; 3. That the total gross project cost of $345,736.00 (HST included), including the proposal amount and other associated costs, and the total net project cost of $311,346.00 (net of HST rebate) be accepted; 4. That Council provide pre — 2018 Capital Budget approval of the total net project cost of $311,346.00 to retain the consulting services of AECOM Canada, and for other associated costs; 5. That the Director, Finance & Treasurer be authorized to finance the estimated net project cost of $311,346.00 by a transfer from the Roads & Bridges Reserve Fund; 6. That the funds required for Contract Administration and Field Inspection from AECOM Canada Ltd. as outlined in the proposal, and any required associated costs be included with the cost of construction in the appropriate year and be subject to approval through the future year's Capital Budget process; 7. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 7 Director, Finance & Treasurer, Report FIN 20-17 Analysis of the 2017 Property Tax Grant for Low Income Seniors And Low Income Persons with Disabilities Discussion period ensued with staff responding to clarification on the criteria, as some residents were denied. Members also questioned any assistance for those residents who pay rent as well as any participation from the Region of Durham, noting the need for consistency among municipalities. Recommendation Moved by Councillor Pickles Seconded by Councillor Butt 5 CZy PJCKER1NG Executive Committee Meeting Minutes Monday, November 6, 2017 2:00 pm Council Chambers Chair: Councillor Brenner It is recommended that Report FIN 20-17 of the Director, Finance & Treasurer regarding the 2017 Property Tax Grant for Low Income Seniors and Low Income Persons with Disabilities be received for information. Carried 8. Director, Finance & Treasurer, Report FIN 22-17 Statutory Public Meeting Regarding Proposed 2017 Development Charge By-law and Background Study A public information meeting was held under the Development Charges Act, 1997 for the purpose of informing the public with respect to proposed development charge rates and policies. David Masters, 5230 Old Brock Road, Claremont, appeared before the Committee questioning the need to undertake another Pickering Airport Feasibility Study with respect to an airport, with numerous studies already completed. He questioned whether these costs were legal under the DC Act, indicating the Act only applies to capital works programs, which he felt an airport did not fall under. Discussion ensued with staff providing clarification with respect to the wording for the airport study, noting that "feasibility study" should have read "community engagement". Questions were raised regarding parks development with respect to the 10% statutory deduction. Concerns were noted that there would not be sufficient greenspace for parks with the large increase in anticipated development. Recommendation Moved by Councillor Pickles Seconded by Councillor Butt 1. That Report FIN 22-17 of the Director, Finance & Treasurer be received; 2. That Council receive for information the City of Pickering — Development Charges Background Study prepared by Watson & Associates Economists Ltd. dated October 5, 2017; 3. That all written submissions made at the November 6th Public Meeting or received in writing from the public by November 17th be referred to staff and to Watson & Associates Economists Ltd. for consideration in preparation of the final Development Charge recommendations and By-law for Council's consideration on December 11th; and, 6 CZy PJCKER1NG Executive Committee Meeting Minutes Monday, November 6, 2017 2:00 pm Council Chambers Chair: Councillor Brenner 4. That the appropriate City officials be authorized to take the actions necessary to implement these recommendations. Carried (III) Delegations Debbie Shields, City Clerk Re: Bill 68 — Modernizing Ontario's Municipal Act, 2017 Debbie Shields, City Clerk, appeared before the Committee and through the aid of a power point presentation, provided an update with respect to the amendments to Bill 68, which will affect the Procedural By-law, identifying the amendments taking place for 2018 as follows: • New definition of a meeting • New closed meeting exceptions • Electronic participation in Council meetings • Appointment of an Alternate Member to upper tier Council for temporary replacement Ms. Shields provided a brief explanation of each, as well as the potential advantages and perceived challenges. She noted some of the wording is vague with respect to appointing an alternate member to an upper tier Council for temporary replacement, and noted that the Region of Durham would be preparing a report which would provide more information on how this process would work. She also noted that staff would be reviewing electronic participation further regarding what technology would be required the costs to implement and a procedure to be included in the Procedural By-law and would update Council at a later date. In closing, she stated that additional amendments would be coming forward for 2019 and staff would update Council at that time. (IV) Other Business 1) Councillor Pickles questioned the timeframe for the completion of the Palmer Bridge reconstruction, and whether any provisions were made for the delays in order to compensate for the extended completion date. (V) Adjournment The meeting adjourned at 3:08 pm. 7