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HomeMy WebLinkAboutNovember 4, 2019Cty oh DICKERING Executive Committee Meeting Minutes November 4, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean Present: Mayor David Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: T. Prevedel K. Bentley M. Carpino J. Hagg R. Holborn S. Karwowski M. Gadzovski C. Rose S. Cassel S. Booker K. Senior T. Ryce L. Harker R. Perera - Chief Administrative Officer - Director, City Development & CBO - Director, Community Services - Fire Chief - Director, Engineering Services - Director, Finance & Treasurer - Division Head, Water Resources & Development Services - Chief Planner - City Clerk - Manager, Capital Projects & Infrastructure - Manager, Accounting Services - Supervisor, Cultural Services - Deputy Clerk - (Acting) Committee Coordinator 1. Disclosure of Interest No disclosures of interest were noted. 2. Delegations There were no delegations. 3. Matters for Consideration 3.1 Director, Finance & Treasurer, Report FIN 19-19 2019 Year End Audit Staff/Consultant Delegation 1 Cty oh DICKERING Executive Committee Meeting Minutes November 4, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean Stan Karwowski, Director, Finance & Treasurer, appeared before the Committee to introduce Pina Colavecchia, Partner, Deloitte LLP, who was present to provide an overview of the 2019 Year End Audit Service Plan. Pina Colavecchia, Partner, Deloitte LLP, appeared before the Committee and noted that the Audit Plan includes the scope of the audit services to be provided, the auditor's reporting responsibilities, and the outline of the audit approach. She noted that the Audit is done on a sample basis, and that they rely on service audits by third party service organizations, such as those conducted by the ADP Payroll system, to obtain the necessary audit evidence. She briefly outlined the audit risks identified, which include revenue recognition, management override of controls, the merger of Veridian Corporation and Whitby Hydro into Elexicon Energy and the implementation of the City's new financial SAP system. A question and answer period ensued regarding testing of the new financial system and Deloitte's involvement in providing feedback in the testing process. Stan Karwowski, Director, Finance & Treasurer, responded to questions from Committee regarding the new system, noting that the system had been selected due to the successful implementation in other municipalities, including Cambridge, Richmond Hill, and Peterborough. Staff noted that Council will be provided with updates regarding the implementation of the new financial system through the budget process and other communications that will be provided around the launch date. Mr. Karwowski further noted that the expected launch date of the SAP system will be May 1, 2020, and confirmed that the Executive Committee Budget Meeting would take place in February 2020. Recommendation: Moved by Councillor Pickles Seconded by Councillor Brenner 1. That the Audit Service Plan as submitted by Deloitte LLP, included in this report, be received for information; and, 2. That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to sign the Master Services Agreement on behalf of the City. Carried 2 Cty oh DICKERING Executive Committee Meeting Minutes November 4, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean 3.2 Director, Corporate Services & City Solicitor, Report BYL 01-19 11th Annual Toys for Tickets and Food for Fines 2019 Recommendation: Moved by Mayor Ryan Seconded by Councillor Brenner 1. That parking tickets issued between December 1 through 20, 2019 be eligible for the Toys for Tickets/Food for Fines program; 2. That the Toys for Tickets/Food for Fines program be implemented from December 1 through December 20, 2019; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 3.3 Director, Community Services, Report CS 13-19 Lease Agreements - Sports Associations A brief question and answer period ensued with Staff confirming that the draft Lease Agreements have been reviewed with each Sports Association to ensure understanding prior to approval. Recommendation: Moved by Councillor Butt Seconded by Councillor Pickles 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with 856 Pickering Kinsmen Royal Canadian Air Cadet Squadron set out in Attachment No. 1 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 3 Cty oh DICKERING Executive Committee Meeting Minutes November 4, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean 2. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Pickering Panthers Junior A Hockey Club set out in Attachment No. 2 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 3. That the Mayor and City Clerk be authorized to execute the Lease Agreement with The Durham Dolphins Football Club set out in Attachment No. 3 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 4. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 3.4 Director, Community Services, Report CS 36-19 Public Art Policy - Council Endorsement Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Council approve the Public Art 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. Carried 3.5 Director, Community Services, Report CS 37-19 2020 Community Festivals and Events - Approval of 2020 Events in Esplanade Park Brief discussion ensued regarding the Traffic Management Plan and efforts in place by the City to mitigate noise for events located in Esplanade Park. Marisa Carpino, Director, Community Services, advised Council that residents will be 4 Cty oh DICKERING Executive Committee Meeting Minutes November 4, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean notified of the events, and of the efforts taken to mitigate traffic and noise. She also noted that Staff have contacted Hydro One to ensure the hydro lines located in the Park do not pose a safety hazard. Recommendation: Moved by Councillor Brenner Seconded by Councillor Cumming 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on June 19, 2020 for Big Drum Social, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Filipino -Canadian Heritage & Resource of Durham on June 20, 2020 for ADOBO Festival on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 3. That Council authorize staff to issue a park permit for the use of Esplanade Park by Frederica Black Events on July 18, 2020 for Brew & BBQ Fest on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by Canadian Food Truck Festivals from August 7 to August 9, 2020 (inclusive) for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 5. That Council authorize staff to issue a park permit for the use of Esplanade Park by Indo -Canadian Cultural Association of Durham Inc. on August 16, 2020 for Festival of India's Heritage, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 5 Cty oh DICKERING Executive Committee Meeting Minutes November 4, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean 3.6 Director, Engineering Services, Report ENG 10-19 Proposed Stopping Restrictions Wheatsheaf Lane and Rosefield Road Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That the attached draft by-law be enacted to amend Schedule "1" to By-law 6604/05 to provide for the regulation of stopping on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to provide for stopping restrictions on Wheatsheaf Lane and Rosefield Road; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4. Other Business There were no items of other business. 5. Adjournment Moved by Councillor Pickles Seconded by Councillor Butt That the meeting be adjourned. The meeting adjourned at 2:18 pm. 6 Carried Carried