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HomeMy WebLinkAboutSeptember 9, 2019 - RevisedCity Oh DICKERING Revised Executive Committee Meeting Agenda September 9, 2019 Council Chambers — 2:00 pm Chair: Councillor Brenner Page 1. Disclosure of Interest 2. Delegations 3. Matters for Consideration 3.1 Chief Administrative Officer, Report CAO 08-19 1 Continuation of City of Pickering Magazine Recommendation: 1. That Council approve, in principal, the continued production and municipal -wide distribution of the Your City magazine, on an as -needed basis going forward; 2. That Council approve, in principal, to retain Graymatter Marketing Solutions for the project management of the magazine; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 3.2 Director, Community Services, Report CS 10-19 Tender for Pickering Recreation Complex Heating Boiler System Replacement Tender No. T-26-2019 Recommendation: 1. That Tender No. T-26-2019 submitted by Mapleridge Mechanical Contracting Inc., in the amount of $304,468.33 (HST included) be accepted; 2. That the total gross project cost of $349,668.00 (HST included), including the amount of the tender, contingency, and other associated costs, and the total net project cost of $314,887.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $314,887.00 as provided for in the 2019 Recreation 4 For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca City 6h DICKERING Executive Committee Meeting Agenda September 9, 2019 Council Chambers — 2:00 pm Chair: Councillor Brenner Complex — Core Capital Budget by a transfer from Federal Gas Tax 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. 3.3 Director, Community Services, Report CS 21-19 Quotation No. Q-15-2019 Supply & Delivery of Four One -Ton Dump Trucks with 12' Aluminum Dump Body Recommendation: 1. That Quotation No. Q-15-2019, submitted by Donway Ford Sales Ltd., in the amount of $220,724.00 (HST excluded) be accepted; 2. That the total gross project cost of $289,360.00 (HST included), including three optional lift gates and other associated costs, and that the total net project cost of $260,578.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $260,578.00 as follows: a) the sum of $192,945.00 as provided for in the Capital Budget from Development Charges Roads & Related; b) the sum of $67,633.00 as provided for in the Capital Budget from the Vehicle Replacement 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. 10 3.4 Director, Community Services, Report CS 28-19 16 Volunteer Policy Approval Recommendation: 1. That Council approve the Volunteer Policy as set out in Attachment 1, subject to minor revisions deemed acceptable to the Director, Community Services; and, For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca City 6h DICKERING Executive Committee Meeting Agenda September 9, 2019 Council Chambers — 2:00 pm Chair: Councillor Brenner 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 3.5 Director, Community Services, Report CS 32-19 Quotation No. Q-16-2019 Quotation for the Supply & Delivery of Four Pick -Up Trucks and Three SUVs Recommendation: 1. That Quotation No. Q-16-2019, submitted by Blue Mountain Chrysler Ltd. in the amount of $54,937.00 (HST excluded), Fraser Durham Chrysler Dodge Jeep Ram Inc. in the amount of $178,534.82 (HST excluded), and Donway Ford Sales Ltd. in the amount of $35,807.00 (HST excluded), be accepted; 2. That the total gross project cost of $325,363.00 (HST included) including other associated costs and that the total net project cost of $288,792.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $288,792.00 from the Vehicle Replacement Reserve; and, 4. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 24 3.6 Director, Finance & Treasurer, Report FIN 16-19 31 2018 Building Permit Stabilization Reserve Fund Recommendation: That Report FIN 16-19 of the Director, Finance & Treasurer be received for information. 4. Other Business 5. Adjournment For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Cfy �t DICKERING Report to Executive Committee Report Number: CAO 08-19 Date: September 9, 2019 From: Tony Prevedel Chief Administrative Officer Subject: Continuation of City of Pickering Magazine - File: A1000-006 Recommendation: 1. That Council approve, in principal, the continued production and municipal -wide distribution of the Your City magazine, on an as -needed basis going forward; 2. That Council approve, in principal, to retain Graymatter Marketing Solutions for the project management of the magazine; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: With Council's approval, Corporate Communications partnered with Graymatter Marketing Solutions (Graymatter) earlier this year to design, layout, produce, and distribute 40,000 copies of the inaugural Your City magazine. This glossy, polished, and thoughtfully laid out magazine showcased a number of key Pickering projects, programs, and initiatives including the airport, Seaton, the Library Maker Space, our Sustainability program, and Pickering's historic hamlets. Additionally, it reinforced a number of convenient and accessible ways to connect with City Hall and Pickering Council, which builds on our commitment to nurturing a meaningful relationship between local government and residents. Based on verbal feedback, social media comments, and calls placed to both the Customer Care Centre and the magazine publisher, the response has been very positive from residents and local businesses. Overall, people were excited to see a professional -looking and high quality magazine dedicated to the City of Pickering. They were proud to see our key projects showcased in such a vibrant and elegant manner. While the reception has been mainly positive, there were a few expressed concerns about the cost to produce and distribute a high caliber magazine. It should be noted that Graymatter sold some additional advertisements to boost total revenues, which ensured that the project did not run a deficit. As we have an untapped roster of projects, stories, and initiatives still available to showcase, we are seeking Council's approval to continue producing and distributing the Your City magazine on an as -needed basis going forward, while striving to be revenue neutral. CAO 08 -19 September 9, 2019 Subject: Continuation of City of Pickering Magazine Page 2 Financial Implications: There are no anticipated financial implications associated with this Report. Discussion: Content Corporate Communications will continue to work closely with Graymatter to ensure the City's brand will be positioned in a clear, attractive, and easily recognizable manner to its residents, businesses, and stakeholders. Once again, our target is to produce a 36 -page magazine, which will be printed at 8.5 x 10 with a 1001b gloss cover, 801b silk internal pages, giving it a very polished and professional look and feel. In addition to the City's content, it will once again feature advertisements from a number of organizations and companies who will be carefully vetted to ensure their business objectives appropriately align with the City's brand and vision. Graymatter will not sell business card sized advertisements to avoid cluttering the magazine. Priority will be given to Pickering -based businesses, however advertisers that service the Pickering area may also be included. The response from those companies that advertised in the inaugural issue has been very positive. Several businesses have commented that the magazine has led to many new leads and inquiries. The majority of advertisers have expressed their desire to appear in future magazines. As per the inaugural issue, we may decide to adjust the ratio of content -to -advertising to ensure we achieve our revenue targets. City staff who manage a marketing budget will get priority ad buying and a discount should they choose to redirect a portion of their monies from their traditional options to explore a return on investment from this new opportunity. Once again, there will be dedicated space for the Mayor and Council. We look to periodically change the format of these particular pieces so that they appear fresh, informative, and engaging. Distribution The total magazine run will be 40,000 copies. Approximately 33,000 copies will be mailed directly to all Pickering households. The City has not received a complaint with respect to the delivery of the inaugural issue. As such, we feel we should continue utilizing Canada Post for fulfillment based on price and service. The remaining 7,000 copies will be distributed in City facilities, select offices and establishments, and to the personal networks of Mayor, Council, and senior staff. 2 CAO 08 -19 September 9, 2019 Subject: Continuation of City of Pickering Magazine Page 3 Communications The City consistently strives to strengthen its communications and outreach to create a more connected, engaged, and sustainable city. Now, more than ever, Pickering residents are informed, and engaged. Not only did the inaugural issue increase access to information, it did do so in a vibrant and visceral manner. The final product was something that Mayor, Council, staff, and all residents could all be proud of. It should be reinforced that the magazine is a communications vehicle and is designed to promote the events, projects, and initiatives that are priorities of Council. Moving forward, we recommend that the magazine be the `showpiece' of the City's broad and diverse communications mix. Prepared By: Original Signed By: Mark Guinto Manager, Public Affairs & Corporate Communications TP:mg Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer 3 C4PICKE RiNG Report to Executive Committee Report Number: CS 10-19 Date: September 9, 2019 From: Marisa Carpino Director, Community Services Subject: Tender for Pickering Recreation Complex Heating Boiler System Replacement - Tender No. T-26-2019 - File: A-1440 Recommendation: 1. That Tender No. T-26-2019 submitted by Mapleridge Mechanical Contracting Inc., in the amount of $304,468.33 (HST included) be accepted; 2. That the total gross project cost of $349,668.00 (HST included), including the amount of the tender, contingency, and other associated costs, and the total net project cost of $314,887.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $314,887.00 as provided for in the 2019 Recreation Complex — Core Capital Budget by a transfer from Federal Gas Tax 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. Executive Summary: The existing 3 hot water boilers in the main mechanical room of the Pickering Recreation Complex are 22 years old and have reached the end of their economic life cycle. The boilers service heating, domestic hot water, pool deck dehumidification, and are high use, critical components of the facilities mechanical system. The replacement will allow for the use of high efficiency boilers connected to the Energy Management System and Building Automation System. Tender No. T-26-2019 was released and made available on the City's website on July 15, 2019. A mandatory site visit was held on July 25, 2019. The tender closed on August 14, 2019. Three companies submitted bids for this project. The low bid submitted by Mapleridge Mechanical Contracting Inc., in the amount of $304,468.33 (HST included) is recommended for approval. The total gross project cost is estimated to be $349,668.00 (HST included) and the total net project cost is estimated at $314,887.00 (net of HST rebate). 4 Report CS 10-19 September 9, 2019 Subject: Tender for Pickering Recreation Complex Heating Boiler System Replacement Financial Implications: 1. Tender Amount Tender No. T-26-2019 HST (13%) Total Gross Project Cost $269,441.00 35,027.33 $304,468.33 2. Estimated Project Costing Summary Tender No. T-26-2019 Controls Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $269,441.00 15,000.00 25,000.00 $309,441.00 40,227.00 $349,668.00 (34,781.00) $314,887.00 3. Approved Source of Funds 2019 Capital Budget — Rec. Complex - Core Description Heating Boiler System Replacement Total Funds Account Code Source of Funds Budget 5731.1907.6500 Federal Gas Tax $325,000.00 $325,000.00 Required $314,887.00 $314,887.00 Project Cost under (over) approved funds by $10,113.00 Discussion: The existing 3 hot water boilers in the main mechanical room of the Pickering Recreation Complex are 22 years old and have reached the end of their economic life cycle. The boilers service heating, domestic hot water, pool deck dehumidification, and are a high use, critical component of the facilities mechanical system. The replacement will allow for the use of high efficiency boilers connected to the Energy Management System and Building Automation System. The new high efficiency boiler will lower operating costs as the current technology is significantly more efficient than the existing equipment. The boilers are a critical system and must be replaced to eliminate the risks of failure or breakdown that would interrupt use of the facility. The connection to the Building Automation System enables remote monitoring and automatic alarms to the building maintenance staff to ensure timely responses by operations staff for this critical mechanical system. - 5 - Report CS 10-19 September 9, 2019 Subject: Tender for Pickering Recreation Complex Heating Boiler System Replacement Tender No. T-26-2019 was released and made available on the City's website on July 15, 2019. A mandatory site visit was held on July 25, 2019. The tender closed on August 14, 2019. Three companies submitted bids for this project. Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Tender No. T-26-2019 submitted by Mapleridge Mechanical Contracting Inc., in the amount of $304,468.33 (HST included) and that the total net project cost of $314,887.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated August 16, 2019 Prepared By: Original Signed By: Brian Duffield Division Head, Operations MC:bd Approved/Endorsed By: Original Signed By: Marisa Carpino, MA Director, Community Services Original Signed By: Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Original Signed By: Ray Rodrigues, CPPB Manager, Supply & Services Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer 6 C4 cli DICKERING Attachment #1 to Report CS 10-19 Memo To: Marisa Carpino August 16, 2019 Director, Community Services From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Community Services Supervisor, Facilities Operations Manager, Supply & Services Subject: Tender No. T-26-2019 Tender for Pickering Recreation Centre Boilers Replacement and DHW Heat Exchanger Addition Closed: Wednesday, August 14, 2019 — 2:OOpm File: F-5400-001 Tender No. T-26-2019 was advertised on the City's website on Monday, July 15, 2019. A mandatory site visit was held on July 25, 2019 at 10:00 am. Three companies have submitted a bid for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Mapleridge Mechanical Contracting Inc. $304,468.33 $304,468.33 Canadian Tech Air Systems Inc. $322,276.00 $322,276.00 M.J.K. Construction Inc. $575,453.00 $575,452.50 7 Pursuant to Information to Bidders Item 31 Pre -Condition of Award and Item 20 Tendering Specifications, the following documentation will be requested of Mapleridge Mechanical Contracting Inc. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the City's Health and Safety Policy form currently dated and signed; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; and (d) Waste Management Plan. A budget of $325,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your report: 1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable to Community Services; 4. if Item (d) is acceptable to Community Services; 5. any past work experience with low bidder Mapleridge Mechanical Contracting Inc. including work location; 6. without past work experience, if reference information is acceptable to Community Services; 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; 10. related departmental approvals; and 11. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. August 16, 2019 Tender No. T-26-20198 Page 2 Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. LC Attachments August 16, 2019 Tender No. T-26-20199 Page 3 qty oh DICKERING Report to Executive Committee Report Number: CS 21-19 Date: September 9, 2019 From: Marisa Carpino Director, Community Services Subject: Quotation No. Q-15-2019 - Supply & Delivery of Four One -Ton Dump Trucks with 12' Aluminum Dump Body - File: A-1440 Recommendation: 1. That Quotation No. Q-15-2019, submitted by Donway Ford Sales Ltd., in the amount of $220,724.00 (HST excluded) be accepted; 2. That the total gross project cost of $289,360.00 (HST included), including three optional lift gates and other associated costs, and that the total net project cost of $260,578.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $260,578.00 as follows: a) the sum of $192,945.00 as provided for in the Capital Budget from Development Charges Roads & Related; b) the sum of $67,633.00 as provided for in the Capital Budget from the Vehicle Replacement 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. Executive Summary: As reflected in the 2019 Capital Budget, One -Ton Dump Truck with Dump Body (Vehicle #065) has reached its scheduled replacement date. Furthermore, three new One -Ton Dump Trucks with Aluminum Dump Bodies are required to be added to the City's fleet inventory in order to service the Seaton Development. On June 11, 2019, an advertisement was placed on the City's website. Three companies responded by the closing date of July 10, 2019. The quotation submitted by Donway Ford Sales Ltd. for four One -Ton Dump Trucks with 12' Aluminum Dump Bodies and optional pricing for three power lift gates has received the highest score by the Evaluation Committee, meets the required specifications, and is recommended for approval. - 10 - CS 21-19 Subject: Quotation No. Q-15-2019 September 8, 2019 Page 2 In accordance with Purchasing Policy Item 06.11(c), where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is over $250,000.00, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Financial Implications: 1. Quotation Amount Supply & Delivery of Four One -Ton Dump Trucks with $220,724.00 Aluminum Dump Bodies HST (13%) Total Gross Quotation Cost $28,694.12 $249,418.12 2. Estimated Project Costing Summary Quotation No. Q-15-2019 Licensing & GPS/AVL Hardware (4) Optional Power Lift Gates (3) Total project cost (excluding taxes) HST (13%) Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $220,724.00 6,000.00 29,347.00 256,071.00 33,289.00 $289,360.00 ($28,728.00) $260,578.00 CS 21-19 Subject: Quotation No. Q-15-2019 September 8, 2019 Page 3 3. Approved Source of Funds 2019 Fleet Vehicles Capital Budget Description Supply & Delivery of One -Ton Truck with Aluminum Dump Body and Power Lift Gate Supply & Delivery of One -Ton Dump Truck with Aluminum Dump Body Supply & Delivery of One -Ton Trucks with Aluminum Dump Body and Power Lift Gates (2) Total Funds Account Code Source of Funds Available Required Budget 5319.1907.6157 Vehicle Replacement Reserve 5319.1912.6457 5780.1935.6457 Development Charges Roads & Related $70,000.00 $67,633.00 $65,000.00 $57,679.00 Development $130,000.00 $135,266.00 Charges Roads & Related $265,000.00 $260,578.00 Net Project Cost under (over) Approved Funds $4,422.00 Discussion: The Public Works Section, within the Community Services Department, manages and assists with the procurement of the City's fleet. As reflected in the 2019 Capital Budget, Public Works requires one new One -Ton Truck as a replacement to unit #065 and three new One -Ton Dump Trucks as additions to the City's existing fleet inventory in order to service Seaton. One -Ton trucks are used by Roads and Parks to salt and plow narrow roads, laneways, parking lots, walkways and Fire Halls throughout the City. Through the procurement process, it was determined that the optional equipment power lift gates for three of the four vehicles is an essential piece of equipment that will assist the operator and prevent injuries by using utilizing ergonomically designed equipment. After careful review of all submissions received and based on the recommendation from the Evaluation Committee, Donway Ford Sales Ltd. was the top ranked respondent. Therefore, it is recommended that Donway Ford Sales Ltd. be awarded the quotation in the amount of $220,724.00 (HST extra), including the optional power lift gates in the amount of $29,347.00 (HST extra) and associated costs with a total net project cost of $260,578.00 (net of HST rebate) be approved. - 12 - CS 21-19 September 8, 2019 Subject: Quotation No. Q-15-2019 Page 4 Attachments: Supply & Services Memorandum dated August 7, 2019. Prepared By: Original Signed By: Matt Currer Supervisor, Municipal Garage Operations Original Signed By: Rob Burlie, P. Eng. Manager, Public Works MC:nw Approved/Endorsed By: Original Signed By: Marisa Carpino, MA Director, Community Services Original Signed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Original Signed By: Ray Rodrigues, CPPB Manager, Supply & Services Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P. Eng. Chief Administrative Officer - 13 - C4, P1CKE RiNG Attachment #1 to CS 21-19 Memo To: Marisa Carpino August 7, 2019 Director, Community Services From: Lisa Chang Capital Projects Buyer, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Supervisor, Municipal Garage Subject: Quotation No. Q-15-2019 Supply & Delivery of Four One -Ton Dump Trucks with 12' Aluminum Dump Body Closing Date: Wednesday, July 10, 2019 at 12:00 Noon. File: F-5300-001 Quotation Q-15-2019 was advertised on the City's website on June 11, 2019 of which three companies have responded. Stage I - Mandatory Submission Requirements - determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Two Respondents rectified deficiencies in their submission within the rectification period. Three proposals proceed to Stage II - Evaluation. A summary of the Stage II and III evaluation results for each quotation is attached. Donway Ford Sales Ltd. is the top ranked respondent with a submitted price of $220,724.00 (HST Excluded). A budget of $265,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy, Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (b) Over $75,000 and up to $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer and the CAO. Please provide your recommendation in memo form. After receiving CAO's approval, an approved "on-line" requisition will be required to proceed. - 14 - Please direct all enquiries to Supply & Services. Respondents will be advised in due course. If you require further information or assistance, do not hesitate to contact me or a member of Supply & Services. RR/Ic Attachments (3) - 15 - Page 2 of 2 CGS �f DICKERING Report to Executive Committee Report Number: CS 28-19 Date: September 9, 2019 From: Marisa Carpino Director, Community Services Subject: Volunteer Policy - Approval - File: A-1440 Recommendation: 1. That Council approve the Volunteer Policy as set out in Attachment 1, subject to minor revisions deemed acceptable to the Director, Community Services; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Community Services staff have developed a volunteer policy that supports and guides the operation and management of the City's volunteer program. The City actively encourages participation by its residents in order to make our City a better place for all to live, work, and play. Those who are part of the City's volunteer program currently participate in a variety of City departments including programs, events, aquatics, animal services, sustainability, and Pickering Museum Village. The Volunteer Policy (the "Policy") outlines the criteria and guidelines for volunteer recruitment, training, management, and recognition. The City volunteer program will be overseen by the Coordinator, Cultural Services, along with a committee of staff leads from any City Department recruiting volunteers. Prospective volunteers will be supported by a designated staff lead, who will interview, train, manage, track and recognize their efforts according to the volunteer program. The terms and conditions of the Policy serves to ensure that the City is providing consistent leadership, guidance, and recognition to all City volunteers, will centralize tracking of volunteer records, as well as protect the City from liability. The purpose of this report is to seek Council's endorsement of the City's Volunteer Policy. Financial Implications: Costs to maintain and operate the volunteer program including staff oversite, program supplies, training, personal protective equipment, uniforms, meals, and recognition are captured annually in the Current Budget of the respective Department. In exchange, the City reaps the benefits of civic engagement and resident expertise through volunteer human resources. In the case of the Pickering Museum Village, staff have calculated approximately $361,600.00 in volunteer human resources and skills based on 2018 volunteer hours totaling 14,464 hours at a value of $25.00 per hour. - 16 - CS 28-19 September 9, 2019 Subject: Volunteer Policy Page 2 Discussion: Volunteerism plays a vital role in the development of healthy, sustainable communities. Volunteerism is a requirement for all secondary school students and is often considered a priority of older adults. The development of skilled volunteers will benefit both the municipality and our community organizations who list lack of volunteers as one of their largest challenges. A central policy will ensure that the City volunteer program is consistently delivered, encourage volunteer engagement and lower associated risks for the corporation. The Policy is the guiding document which will enable staff to action various staff recommendations, form a committee of staff volunteer leads, and centralize efforts to maintain and grow our volunteer resources. The adoption of a central approach will: • reduce and mitigate risk for the corporation; • streamline recruitment and tracking; • support recognition and development programs; • empower and support staff in managing their volunteer workforce; • build upon the development of volunteer skills and opportunities for service; and, • potentially expand the volunteer program into new areas. Currently, the City engages over 200 active volunteers throughout the corporation to include the Pickering Museum Village, City Programs & Events, Sustainability and Animal Services. A central policy and team dedicated to volunteers will allow staff to centralize their recruitment efforts, offer volunteer opportunities to all active corporate volunteers, and tracking volunteer management records and history in a central location. The purpose of this Report is to seek Council's endorsement of the City's first ever Volunteer Policy. Attachments: 1. Volunteer Policy - 17 - CS 28-19 September 9, 2019 Subject: Volunteer Policy Page 3 Prepared By: Approved/Endorsed By: Original Signed By: Tanya Ryce Supervisor, Cultural Services MC:tr Original Signed By: Marisa Carpino Director, Community Services Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer - 18 - C4 O,( PICKERING Attachment #1 to Report CS 28-19 Policy Policy Title: Volunteer Policy Policy Number X Reference PMV Procedure Volunteer Canada National Centre for Volunteering Volunteer Calgary Volunteerism Australia Date Originated (m/d/y) July 3, 2019 Date Revised (m/d/y) Pages 5 Approval: Chief Administrative Officer Point of Contact Supervisor, Cultural Services Policy Objective The purpose of this policy is to establish rules and guidelines governing the recruitment, training, retention, management and recognition of volunteers, in order that the City ensures that volunteers have work that is safe, significant, fulfilling and appreciated. The City of Pickering relies on the unpaid work, talent and skills of volunteers and values their contributions. Index 01 Purpose 02 Scope 03 Application 04 Definitions 05 Principals and Conditions 06 Volunteer Management 07 Delegation of Authority 08 Procedure Review - 19 - 01 Purpose The purpose of this policy is to establish a consistent management of City volunteers; to encourage and develop volunteerism in the City, and safeguarding the health and wellness of volunteers, as well as the City's corporate image, assets and interests. 02 Scope This policy applies to all relationships between the City, Volunteers and Volunteer applicants inclusive of: recruitment, hiring, training, management, service, recognition, and termination. This policy does not apply to registered program participants providing unpaid work to the City, as part of their program commitment. 03 Application This policy applies to all City employees. This policy does not apply to the City's elected officials, or Advisory Boards. 04 Definitions 04.01 Active Volunteer — a volunteer who meets mandatory interview and training requirements; attends mandatory training as required; and participates in a minimum of one special event, program or activity each year. 04.02 Inactive Volunteer — a volunteer who has not met, in the course of one calendar year, the minimum requirements to maintain active status. 04.03 Registered Volunteer — a volunteer who has submitted an application, required references, proof of health and safety training, proof of online Accessible Customer Service training, an acceptable Criminal Reference Check and/or Vulnerable Sector Screening (if 16 years of age or older), and has been interviewed and accepted into the Volunteer Program; but has not completed the position -specific training to become an active volunteer. 04.04 Responsible Person — a City staff person assigned the responsibility to supervise volunteers in their duties. Responsible Persons have passed all required training, including successful completion of the provincial health and safety training for supervisors and has demonstrated the knowledge and ability required for the role. 04.05 Staff — an individual paid by the Corporation of the City of Pickering, and scheduled to work. 04.06 Staff Lead — refers to a qualified City staff person who leads the activities of a specific group of volunteers. A Staff Lead will have Supervisor's Health and Safety training, the necessary skills to be the Responsible Person, and will develop/collect the required materials to lead and oversee volunteers within their area: position description, training documents. Policy Title: Volunteer Policy Policy Number: "Click to type Procedure l\rjber" Page 2 of 5 04.07 Volunteer — a person who voluntarily undertakes an assigned task or service without expectation of payment. 04.08 Volunteer Position Description — refers to a document outlining the roles and responsibilities assigned to a particular group of volunteers. The document includes the positions descriptions, required skills and training, as well as the list of duties and responsibilities assigned. Active volunteers will sign a position description for each role they take on. 05 Principles and Conditions 05.01 Volunteer positions are offered to: i. assist the City's ability to deliver quality programs and events to the public in a sustainable manner; ii. foster relationship building and community connectivity; iii. encourage community development and citizenship; and, iv. build leadership, knowledge, and skills within the community. 06 Volunteer Management 06.01 The City of Pickering will dedicate staff and program resources to the management, recruitment, recognition, and training of volunteers. 06.02 The City will assign a Staff Lead to each area utilizing volunteer resources. The staff lead will manage volunteer activities in accordance with this policy and supporting volunteer procedures. 06.03 A report on City volunteerism will be prepared annually, with recommendations, highlights, opportunities and risks for ongoing program development. 06.04 Staff Leads managing volunteers will work collaboratively with other municipal and City staff, and other professional associations in order to encourage, and sustain the effectiveness of the City volunteer program. 06.06 Volunteer positions will be actively promoted through social media, recruitment fairs, in-person outreach and online. 06.07 All City volunteers must be registered with the City. 06.08 The City of Pickering will maintain adequate general liability insurance coverage to ensure that volunteers protected in the event of bodily injury, death and/or property damage to third parties during the course of their volunteer duties. 06.09 City volunteers do not handle monies or spend monies on behalf of the City. Policy Title: Volunteer Policy Policy Number: "Click to type Procedure r' i ber" Page 3 of 5 06.10 A City volunteer will be terminated without prejudice, under the following circumstances: i. failure to comply with the policies and procedures of the City of Pickering; ii. failure to adhere to the volunteer position description, assigned tasks and/or work plan; iii. failure to provide notice of absence, or arrive for assigned shifts and commitments on 3 occasions within one calendar year; and, iv. theft, devaluing, defacing, misuse or destruction of City property. 07 Delegation of Authority 07.01 The Mayor and Members of Council to: a) direct inquiries related to volunteerism to the City web portal for volunteers, or to the appropriate City staff; b) consider and approve, as appropriate City staff reports to Council recommending changes or budget monies to support the Volunteer Policy. 07.02 Chief Administrative Officer to: a) support the allocation of staff resources to coordinate the Volunteer Policy. 07.03 Directors and Division Heads to: a) consider and approve, as appropriate the allocation of staff resources and budget monies to develop and manage volunteer positions; b) ensure their department meets the obligations related to volunteer management; c) consider and approve/deny applications made by terminated or resigned volunteers for reinstatement; d) consider and approve, as appropriate Staff Lead decisions to terminate volunteers; and e) consider and approve, as appropriate staff recommendations to accept volunteer applicants whose Criminal Reference Check includes a record of charges; and, f) consider, and where appropriate approve Volunteer position descriptions. 07.04 Managers and Supervisors to: a) assign staff resources to manage volunteer activities; and Policy Title: Volunteer Policy Policy Number: "Click to type Procedure Ir�ber" Page 4 of 5 b) oversee Staff Leads to ensure policy and procedures are being followed. 07.05 Staff Leads to: a) attend Volunteer Committee meetings; b) create opportunities for volunteer participation within their departments/division/section; c) promote available positions and opportunities; d) screen applications and provide timely responses; e) approve, or accept volunteer applicants; f) collect and track required documentation; g) keep an up-to-date listing of training: offered, available and completed; h) manage and supervise volunteer activities as appropriate; i) collect feedback from volunteers and community partners; j) complete an annual report on volunteers; and, k) recognize volunteers equitably where appropriate. 08 Procedure Review This policy will be reviewed every three years. Please refer to all associated Policies and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Volunteer Policy Policy Number: "Click to type Procedure I\5ber" Page 5 of 5 C4 60/ PICKERING Report to Executive Committee Report Number: CS 32-19 Date: September 9, 2019 From: Marisa Carpino Director, Community Services Subject: Quotation No. Q-16-2019 - Quotation for the Supply & Delivery of Four Pick -Up Trucks and Three SUVs - File: A-1440 Recommendation: 1. That Quotation No. Q-16-2019, submitted by Blue Mountain Chrysler Ltd. in the amount of $54,937.00 (HST excluded), Fraser Durham Chrysler Dodge Jeep Ram Inc. in the amount of $178,534.82 (HST excluded), and Donway Ford Sales Ltd. in the amount of $35,807.00 (HST excluded), be accepted; 2. That the total gross project cost of $325,363.00 (HST included) including other associated costs and that the total net project cost of $288,792.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $288,792.00 from the Vehicle Replacement Reserve; and, 4. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: Seven vehicles within the City's fleet inventory have exceeded their scheduled replacement dates and were approved for replacement in the 2019 Capital Budget, funded from the Vehicle Replacement Reserve. a) Roads Equipment — One 4x4 Pickup Truck with Plow Attachment (replacement for unit #064, 2012 Ford) b) By -Law Services — One 1/2 Ton Pickup Truck (replacement for unit #411, 2006 Chevrolet) c) Fire Services — One 1/2 Ton Pickup Truck (replacement for unit #558, 2008 Ford) d) Water Resources & Development Services — One 1/2 Ton Crew Cab Pickup Truck (replacement for unit #600, 2012 Chevrolet) e) Fire Services — Two Mid Size Utility Vehicles (replacement for unit #561 2012 Dodge Charger and unit #562, 2012 Dodge Charger) f) Parks — One Mid Size SUV (replacement for unit #709, 2011 Ford) -24- CS 32-19 September 9, 2019 Subject: Quotation No. Q-16-2019 Page 2 On May 15, 2019, an advertisement was placed on the City's website. Three companies responded by the closing date of Tuesday, June 4, 2019. The quotation from Blue Mountain Chrysler Ltd. is the top ranked respondent for one Roads 4x4 Pickup Truck with Plow with a submitted price of $54,937.00 (HST excluded). The quotation from Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top ranked respondent for one By-law 1/2 Ton Pickup Truck and one Fire '/z Ton Pickup Truck with a submitted price of $31,113.31 (HST excluded) and $36,454.51 (HST excluded), respectively. The quotation from Donway Ford Ltd. is the top ranked respondent for Engineering Services Y2 Ton Crew Cab Pickup Truck with a submitted price of $35,807.00 (HST excluded). The quotation from Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top ranked respondent for three SUV's with a submitted price of $110,967.00 (HST excluded), two for Fire Services and one for Parks, including the optional emergency equipment package pricing for the two Fire Services SUV's in the amount of $8,153.00 (HST excluded) with a combined price of $119,120.00 (HST excluded). In accordance with Purchasing Policy Item 06.11(c), where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Financial Implications: 1. Quotation Amount 4 x 4 '/2 Ton Pick-up Truck with Plow Y2 Ton Pick-up Truck % Ton Pick-up Truck with Cap & Cargo Bed Slide Y2 Ton Crew Cab Pickup Truck with Cap Midsize Utility vehicles (3 units) with Optional Emergency packages - (2 units) Subtotal HST (13%) Total Gross Quotation Cost $54,937.00 31,113.31 36,454.51 35,807.00 119,120.00 $277,431.82 $36,066.14 $313,497.96 -25- CS 32-19 Subject: Quotation No. Q-16-2019 September 9, 2019 Page 3 2. Estimated Project Costing Summary Quotation No. Q-16-2019 Licencing & GPS/AVL Hardware (for 7 vehicles) Total project cost (excluding taxes) HST (13%) Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $277,432.00 10,500.00 $287,932.00 37,431.00 $325,363.00 (36,571.00) $288,792.00 3. Approved Source of Funds — 2019 Fleet Vehicles Capital Budget Description 4X4 Pickup Truck with Plow 1/2 Ton Pickup Truck 1/2 Ton Pickup Truck 1/2 Ton Crew Cab Pickup Truck (Midsize Utility Vehicles (2 units) with Optional Emergency Equipment Packages (2 units) Midsize Utility Vehicle Total Funds Account Code 5319.1908.6157 5220.1901.6157 5340.1905.6157 5613.1902.6157 5340.1906.6157 Source of Funds Vehicle Replacement Reserve Vehicle Replacement Reserve Vehicle Replacement Reserve Vehicle Replacement Reserve Vehicle Replacement Reserve Available Required Budget $60,000.00 $57,430.00 $45,000.00 $33,187.00 $45,000.00 $38,623.00 $45,000.00 $37,964.00 $90,000.00 $86,629.00 5780.1934.6157 Vehicle Replacement $45,000.00 $39,167.00 Reserve $330,000.00 $293,000.00 Net Project Cost under (over) Approved Funds $37,000.00 The surplus funds will be returned to source to be used in future years. -26- CS 32-19 September 9, 2019 Subject: Quotation No. Q-16-2019 Page 4 Discussion: The Public Works Section, within Community Services Department, manages and assists with the procurement of fleet inventory for all City Departments. Fleet pickup trucks and midsize SUVs are used in various capacities by individual Departments. For instance, Roads use 4x4 pickup trucks to salt and plow narrow roads and laneways and move material; By-law Services and Fire Services use pickup trucks to transport equipment and pickup of illegal street signs; Engineering Services use pickup trucks to travel to and inside development sites; and, Midsize SUVs are used by Fire Services as mobile command centres during Fire Emergencies and by Parks for the transportation of equipment. A number of these vehicles have reached their scheduled replacement date and have been recommended for replacement by Fleet Services and included in the approved 2019 Capital Budget (to be funded from Vehicle Replacement Reserve). As a result, Quotation No. Q-16-2019 was advertised on the City's website on May 15, 2019 and received responses from three companies by the closing date of June 4, 2019. After careful review of the submissions received, Public Works staff recommend that quotation Q-16-2019 submitted by Blue Mountain Chrysler Ltd. for the Roads 4x4 Pickup Truck with Plow in the amount of $54,937.00 (HST excluded); the quotation submitted by Fraser Chrysler Dodge Jeep Ram Inc. for By-law Services a 1/2 Ton Pickup Truck in the amount of $31,113.13 (HST excluded), as well as the Fire Services 1/2 Ton Pickup Truck for $36,454.51 (HST excluded); the quotation submitted by Donway Ford Sales Ltd. for Engineering Services 1/2 Ton Crew Cab in the amount of $35,807.00 (HST excluded); the quotation submitted by Fraser Chrysler Dodge Jeep Ram Inc. for three midsize utility vehicles for Fire Services and Parks with a combined price in the amount of $119,120.00 (HST excluded) including the optional pricing for the Emergency Equipment Packages (2) for the Fire Services midsize utility vehicles and that the total net project cost of $293,000.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated July 11, 2019 -27- CS 32-19 September 9, 2019 Subject: Quotation No. Q-16-2019 Page 5 Prepared By: Original Signed By: Matt Currer Supervisor, Municipal Garage Operations Original Signed By: Approved/Endorsed By: Original Signed By: Marisa Carpino, MA Director, Community Services Original Signed By: Rob Burlie, P. Eng. Stan Karwowski, MBA, CPA, CMA Manager, Public Works Director, Finance & Treasurer Original Signed By: Ray Rodrigues Manager, Supply & Services MC:nw Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P. Eng. Chief Administrative Officer -28- ctird PICKERING Attachment #1 to Report CS 32-19 Memo To: Marisa Carpino July 11, 2019 Director, Community Services From: Lisa Chang Capital Projects Buyer, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Supervisor, Municipal Garage Subject: Quotation No. Q-16-2019 Supply & Delivery of Four Pick -Up Trucks and Three SUVs Closing Date: Tuesday, June 4, 2019 before 12:00 noon (local time). File: F-5300-001 Quotation Q-16-2019 was advertised on the City's website on May 15, 2019 of which three companies have responded. Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Respondents were allowed to include up to five submissions, one for each of the four units of pick-up trucks and one for SUVs. Each submission is to be evaluated separately. Two Respondents rectified deficiencies in their submission within the rectification period. Three proposals, totaling fifteen submissions, proceed to Stage II — Evaluation. A summary of the Stage II and 111 evaluation results for each quotation is attached. Blue Mountain Chrysler Ltd is the top ranked respondent for Unit 1 with a submitted price of $54,937.00 (HST Excluded). Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top ranked respondent for Unit 2 and Unit 3 with a submitted price of $31,113.31 (HST Excluded) and $36,454.51 (HST Excluded), respectively. Donway Ford Sales Ltd. is the top ranked respondent for Unit 4 with a submitted price of $35,807.00 (HST Excluded). Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top ranked respondent for three SUVs with a submitted price of $110,967.00 (HST Excluded). A budget of $330,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. -29- In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Subject to receipt of approvals on Health & Safety and insurance documents, please provide your recommendation in report form. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. Please direct all enquiries to Supply & Services. Respondents will be advised in due course. If you require further information or assistance, do not hesitate to contact me or a member of Supply & Services. LC Attachments (5) -30- Page 2 of 2 Cty �f DICKERING Report to Executive Committee Report Number: FIN 16-19 Date: September 9, 2019 From: Stan Karwowski Director, Finance & Treasurer Subject: 2018 Building Permit Stabilization Reserve Fund Recommendation: 1. That Report FIN 16-19 of the Director, Finance & Treasurer be received for information. Executive Summary: Section 7(4) of the Building Code Act (the "Act") requires the City to prepare an annual report of building permit and inspection fees and related administrative and enforcement costs. This report fulfills the requirements of Section 7(4) of the Act. This report also contains information about the City's Building Permit Stabilization Reserve Fund. Financial Implications: This report contains information pertaining to the financial status of the Building Permit Stabilization Reserve Fund as at December 31, 2018. Discussion: In December 2005, Council approved report PD 41-05, which enacted a new building permit process and fees under the Act. The Act requires permit fees to be accounted for, and not used to subsidize City functions other than administration and enforcement of the Act and the Ontario Building Code. Watson & Associates Economists Ltd. was retained to undertake a comprehensive analysis of all Planning & Development costs, fees and legislative requirements and to develop an Activity Based Costing (ABC) model for the City. Using this information, Watson recommended an increase in building permit fees to provide for cost recovery. For the 2018 budget, Watson & Associates Economists Ltd. undertook a review of the Development Application Approval Process fees (DAAP). DAAP includes fees in Building, Planning and Engineering. The purpose of this review was to quantify the City's full costs in processing application fees and building permit fees, assess the sufficiency of current development fees to recover these costs and recommend full cost recovery of development fees. The calculated full cost recovery fees were then adjusted after completing a market comparison to ensure the fees were in line with surrounding municipalities. As a result of the DAAP review, building permit fees were increased by 11 per cent in order to recover the shortfall in the Building Permit - 31 - FIN 16-19 September 9, 2019 Subject: 2018 Building Permit Stabilization Reserve Fund Page 2 Stabilization Reserve Fund and to build a fund balance for years with decreased building activity. The purpose of the Building Permit Stabilization Reserve Fund is to provide a source of funds for current operating budget costs during an economic downturn to offset lower building permit revenues. Without such a reserve fund, reduced growth and permit volumes during a downturn could result in severe budgetary pressures which could impair the City's ability to enforce the Act and the Ontario Building Code. The Act requires that an annual report be prepared that includes total Building Permit fees collected in the previous 12 month period and a summary of directly and indirectly related administrative costs. Due to the relatively low rate of development since the Building Permit Stabilization Reserve Fund was established in 2006, the accumulated shortfall for this reserve fund as of December 31, 2017 was $4.61 million. However, due to an excess of building permit revenues over costs in 2018, the accumulated shortfall can be reduced by the excess of revenues in the amount of $2,061,582, translating into a revised accumulated deficit figure of $2.55 million for the Building Permit Stabilization Reserve Fund. Annual Report — Building Permit Fees for the year ended December 31, 2018 Building Permit Revenue $4,822,959 Costs: Direct Costs $ (2,320,124) Indirect Costs (394,421) Capital Costs (46,832) Excess (Shortfall) Revenue Over Costs (2,761,377) $2,061,582 Building Permit Stabilization Reserve Fund Opening Balance, January 1, 2018 2018 Contribution Transfer to the Rate Stabilization Reserve Closing Balance, December 31, 2018 $ - 2,061,582 (2,061,582) $ - At the end of fiscal 2018, Finance staff transferred the excess of 2018 building permit revenues over costs of $2,061,582 to the Building Permit Stabilization Reserve Fund. Transfer to the Rate Stabilization Reserve For the majority of municipalities, building permit revenues are sufficient to cover direct and indirect operating costs. In addition, many municipalities have excess funds that are transferred to their Building Permit Stabilization Reserve Fund and these funds are used to cover any future operating shortfall in their Building Services section. As stated earlier - Pickering has experienced a low level of construction activity that translated into -32- FIN 16-19 September 9, 2019 Subject: 2018 Building Permit Stabilization Reserve Fund Page 3 lower building permit revenues. For most municipalities, the budgeted and actual cost of their Building Services section and/or department is fully funded from building permit revenues. Until recently, the Building Services section for Pickering required a financial subsidy from the taxpayer to fund their operations. Starting in 2006 and up to December 2016, this financial subsidy was $4.69 million. From a financial perspective, this subsidy was funded from the Rate Stabilization Reserve. The City's financing strategy is to reduce this deficit (subsidy) over time by transferring the Building Services operating surplus to the Rate Stabilization Reserve. In 2017, Building Services had a small operating surplus of $83,440 which was transferred to the Rate Stabilization Fund to reduce the deficit. At the end of fiscal 2018, Finance staff transferred Building Service's 2018 operating surplus of $2,061,582 from the Building Permit Stabilization Reserve Fund to the Rate Stabilization Reserve which further reduced the deficit. Attachments: None Prepared By: Original Signed By: James Halsall Manager, Budgets & Internal Audit Approved/Endorsed By: Original Signed By: Stan Karwowski Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer -33-