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-