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
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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
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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
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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;
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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
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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,
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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.
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