The URL can be used to link to this page

Home My WebLink AboutMarch 2, 2020City 6h DICKERING Executive Committee Meeting Agenda March 2, 2020 Council Chambers — 2:00 pm Chair: Councillor Butt 1. Disclosure of Interest 2. Delegations 2.1 Tim Arnott, Representing One Toronto Gaming & Triple Properties Re: Pickering Casino Opening Traffic Management Plan 2.2 Don Givens, Triple Properties Re: Durham Live Development Review Process 3. Matters for Consideration 3.1 Director, Community Services & Deputy CAO, Report CS 05-20 Vending Services Agreement - Naccaration Enterprises Limited Recommendation: 1. That the Mayor and City Clerk be authorized to execute a Vending Services Agreement with Naccaration Enterprises Limited as set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services & Deputy CAO and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. 3.2 Director, Finance & Treasurer, Report FIN 03-20 Statement of the Treasurer Respecting 2019 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation: It is recommended that Report FIN 03-20 of the Director, Finance & Treasurer regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2019 be received for information. Page 1 10 For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca City 6h DICKERING Executive Committee Meeting Agenda March 2, 2020 Council Chambers — 2:00 pm Chair: Councillor Butt 3.3 Director, City Development & CBO, Report PLN 03-20 18 Sustainable Pickering Year -in -Review Recommendation: That Report PLN 03-20 of the Director, City Development & CBO, on the release of the 2nd Annual Sustainable Pickering Year -in -Review, 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 Cf� ei? DICKERING Report to Executive Committee Report Number: CS 05-20 Date: March 2, 2020 From: Marisa Carpino Director, Community Services & Deputy CAO Subject: Vending Services Agreement - Naccaration Enterprises Limited - File: A-1440 Recommendation: 1. That the Mayor and City Clerk be authorized to execute a Vending Services Agreement with Naccaration Enterprises Limited as set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services & Deputy CAO and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Executive Summary: In recent months, the City of Pickering accepted proposals for a snack Vending Service Agreement to provide snack vending services throughout City owned facilities. Naccaration Enterprises Limited submitted the highest ranking proposal for a five year agreement, beginning on April 1, 2020 and ending on March 31, 2025. As such, the Community Services Department recommends that a new Vending Services Agreement be initiated with Naccaration Enterprises Limited. Financial Implications: The revenue to be generated from Naccaration Enterprises Limited will include a one-time signing bonus of $500.00 and commissions sales of 32 percent estimated to total $8,715.00 annually. Discussion: In October of 2019, the City invited four snack vending service providers to submit a proposal to provide snack vending machine services within City owned facilities, in the absence of a written agreement with the existing vendor. Three of the four snack vending service providers responded with a proposal which were evaluated by Community Services staff. Naccaration Enterprises Limited provided the most favourable proposal based on the evaluation criteria of equipment provided, servicing of equipment, products sold, refund policies and commission rates. As most City owned facilities do not include concession stand or snack bar type services, snack vending machine services are vital to maintain customer health, wellness, and enjoyment while in - 1 - CS 05-20 March 2, 2020 Subject: Vending Services Agreement Page 2 City facilities. Snack vending machines will be located in Chestnut Hill Developments Recreation Complex, Don Beer Arena, George Ashe Community Centre & Library, City Hall, Central Library Branch, and the Pickering Operations Centre. These vending machines will offer for sale a variety of products from traditional snacks to more healthy options. Naccaration Enterprises Limited is prevalent in the municipal market place and has similar Vending Service Agreements in place with the Town of Ajax, Town of Richmond Hill, and the Town of Halton Hills to name a few. As such, the Director, Community Services & Deputy CAO recommends that a new Vending Services Agreement be initiated with Naccaration Enterprises Limited for a five year term, beginning April 1, 2020 and ending on March 31, 2025. Attachments: 1. Vending Services Agreement Prepared By: Original Signed By: Kevin Hayes Supervisor, Facilities Operations CAO MC:kh Approved/Endorsed By: Original Signed By: Marisa Carpino, MA Director, Community Services & Deputy Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 2 Attachment #1 to Report #CS 05-20 NACC VENDING ENTERPRISES VENDING SERVICES AGREEMENT BETWEEN: NACCARATION ENTERPRISES LIMITED 66 Langstaff Road West Richmond Hill, Ontario L4C 6N3 Louie Naccarato, President Cell: (905) 763-2155 e-mail: naccvending@sympatico.ca AND CITY OF PICKERING 1The Esplanade Pickering, Ontario LIV 6K7 Attention: Kevin Hayes, Supervisor Facilities Operations Community Services Department Tel: 905-420-4660 x 3250 l.ha es'a pickcrim?.Ca 3 VENDING EQUIPMENT: 7 Snack Machines will be placed at various City of Pickering venues at NO Charge, including delivery and installation. A listing by location and equipment model is attached (Appendix A). Installation will be completed within 30 days of formal award. The City of Pickering agrees that all the equipment listed in this agreement and unsold products shall remain the property of Naccarato Enterprises during this contract and thereafter. SERVICE AND MAINTENANCE: Naccarato Enterprises shall fill and service the vending machines on a weekly basis or more often if necessary. Preventative maintenance service will also be performed by the vending technician as required. Each visit the machines will be completely filled, cleaned and changers reloaded and tested each visit. Every two months the machine parts are checked and replaced if needed. Product dates are constantly monitored so that products are sold prior to best before dates. Nacc Vending retains full responsibility and costs for any and all maintenance and repairs required. Equipment is regularly checked, cleaned and repaired when necessary. For any service or maintenance requirements the contact for this account is Louie Naccarato at (905) 763-2155. Service calls will be responded within 2 hours and On-site services will be provided within 4 hours minimum and 12 hours maximum of the issue being identified. Refund Policy: A S50 float will be left with the venues and will be replenished weekly or as needed. In addition, Naccarato Enterprsies will also provide e -transfer as an option to refund patrons. We will clearly advertise our name and telephone number on the front of each vending machine so that we can be contacted for service issues. PRODUCTS AND PRICES: PRODUCT SELECTION AND HEALTHY FOOD OPTIONS: A listing of product offerings and prices is attached. The list includes traditional, healthier and a variety of unique products catering to changing international tastes. Our products are purchased from global, brand name, manufacturers who all have significant sustainability policies and procedures in place. These companies are committed to 4 making and delivering their products in ways that are both environmentally and socially responsible. COMMISSIONS: 32% commission, calculated on Net Sales (Gross Sales less HST) on the Regular Snack Vending Machines will be paid to the City of Pickering on a quarterly basis. Quarterly commission reconciliations including beginning and ending meter readings will be provided along with payment by the 15th of the month following the quarter end. A one-time signing bonus in the amount of $500 (Five Hundred Dollars) will be paid at the start of the contract. Our financial team will ensure appropriate financial protocols are maintained and ensure that the appropriate retail taxes and client payments are made on time. We will also monitor that internal controls and auditing trails are maintained and that account revenues can be analyzed and audited by vendor account, machine, and location. Meter readings can be audited at any time at the request of City of Pickering. In addition, quarterly commission reconciliations including beginning and ending meter readings will be provided by the 15th of the following month and will show the net amount owing. A sample commission statement is enclosed as part of the proposal. EQUIPMENT SPECIFICATIONS: High quality Crane Vending Machines will be placed at all designated locations at City of Pickering locations. The Models are Crane Merchant Media. The equipment will be brand new or "like new" (5 years or less) as approved by the City of Pickering. The following features form part of the model: • Coin mechanisms and bill acceptors will take all Canadian currency up to $20 for cash collection and Change • At least one machine per location will accept debit and credit card payments • Any installation of machines will be done smoothly and with very little disruption to the City of Pickering locations • Vending machines are outfitted with electronic audit systems and sales reporting capabilities • Will include out of service indicators • Accept all bills and coins including $1.00 and $2.00 coins • Provide Energy Star Rated Equipment which includes energy saving features as sleep modes, lights powering off 5 • For safety and security reasons vending machines will be banked or secured to a wall where needed • All Crane machines are equipped with Guaranteed Product Delivery systems "SureVend". This technology guarantees 100% product delivery. Infrared technology detects any unsuccessful vend cycle, guaranteeing that the customer either receives their product, or gets their money back. This technology greatly reduces the chance that the customer will lose their money or not get the item they have selected. • Service calls will responded within 2 hours and On-site services will be provided within 4 hours maximum of the issue being identified. As noted in earlier sections, Louie Naccarato will be the Account Manager for the City of Pickering venues. He is available 24 hrs/day 7 days per week for all service calls or emergency situations. MAINTENANCE AND RESTOCKING: Replenishing and Cleaning Schedule: Staff will replenish and clean machines weekly or more frequently if deemed necessary by the vending route technician. Product dates are constantly monitored so that products are sold prior to best before dates. The machines will be completely filled, cleaned, and the changers reloaded and tested. Preventative Maintenance Schedule: Every two months parts will be replaced and machines are sanitized. EMERGENCY AFTER HOUR SERVICES: For any service or maintenance requirements the contact for this account would be Louie Naccarato (905) 763-2155 24 hrs/day 7 days per week. Service calls will responded within 2 hours and On-site services will be provided within 4 hours maximum of the issue being identified. Food Quality Standards Naccarato Enterprises is knowledgeable and adheres to all applicable Canadian, Federal, Provincial and Municipal Acts, Orders and Regulation and amendments governing food quality standards. 6 High quality brand named packaged snack products will be provided to meet the diverse needs and tastes of the City of Pickering venue staff and guests. Products provided in vending machines will comply with all laws related to food handling and food labelling and health regulations. Price Increases: Naccarato Enterprises understands that prices will be reviewed on an annual basis and any increases will not be implemented unless approval is received in writing by the City of Pickering. INSURANCE: Naccarato Enterprises will maintain at its sole cost and expense comprehensive general liability insurance in the amount of $2,000,000 per occurrence for all claims. The City of Pickering will be named as "additional insured" within the general liability insurance coverage. Evidence of insurance will be provided to the City of Pickering via a Certificate of Insurance on or before contract start date. In addition, Naccarato Enterprises will provide the City with a Certificate of Clearance from the Workplace Safety and Insurance Board (WSIB) on or before contract start date. COMPANY REPRESENTATIVE: The contact for the purposes of this agreement and related services is Louie Naccarato, President, Naccarato Enterprises Limited 66 Langstaff Road West Richmond Hill, Ontario L4C 6N3. Tel: (905) 763-2155 LENGTH OF TERM: The term of this agreement shall be for a period of 5 (five) years commencing on and ending on (the "Term"). The City shall have the option to renew this Agreement for up to three (3) additional one (1) year terms upon written notice to Naccarato Enterprises no later than six (6) months prior to the expiration of the Term, or any renewal term. Each successive renewal term shall be based on the same terms and conditions as set out herein. 7 City of Pickering reserves the right to terminate this Agreement at any time during the Term, or any renewal term, for any purpose as determined by City of Pickering by giving Naccarato Enterprises six (6 ) months' notice in writing. NACCARATO ENTERPRISES Per: Authorized Signing Officer CITY OF PICKERING Per: Authorized Signing Officer DATE: WE HAVE THE NACC FOR SNACKS!!! 66 Langstaff Road West Richmond Hill, Ontario L4C 6N3 Louie Naccarato, President Tel: (905) 763-2155 e-mail: naccvending@sympatico. ca 8 NACCARATO ENTERPRISES LJM1TFD CITY OF PICKERING PROPOSAL SNACK VENDING PROPOSAL PROFILE OF PROPOSED EQUIPMENT BY LOCATION - BROCHURES WITH DETAILS AND DIMENSIONS ENCLOSED LOCATION PROPOSED EQUIPMENT MANUFACTURER'S NAME BRAND LOCATION PROPOSED EQUIPMENT MANUFACTURER'S NAME BRAND I Chestnut Hill Recreation Complex 2 Snack Machines Crane Merchant Six Snack Machine Don Beer Arena 1 Snack Machine Crane Merchant Six Snack Machine 1887 Valley Farm Road 940 Dillingham Road Pidkenng, Ontario LIV 3Y7 Pickering Ontario L1 W 126 1 6111 Changer or Validator 1 Bit Changer or Validator Preventative Maintenance Routine Eery two (2) months Test, Replace Parts, Sanitize and Clean Coin Medi Preventative Maintenance Routine Every two (2) months Tess, Replace Parts, Sanitize and Clean Coln Mech George Ashley Community Centre and Ubray 1 Snack Machine Crane Merchant Six Snack Machine City of Pickering Operations 1955 Clements Road 1 Snack Machine Crane Merchant Six Snack Machine 470 Kingston Road Pickering, Ontario LIV 61(7 Pickering. Ontario LIV 1A4 1 Bill Changer or Validator 1 BM Changer or Validator Preventative Maintenance Routine 'Even/ two (2) months -er. Replace Parts, Sanitize and Clean Coin Meeh Preventative Maintenance Routine Every tyre (2) months Test Replace Parts, Sanitize and Clean Coln Mech City Hat h Snack Machine Crane Merchertt Six Snack Machine Central Library Branch 1 Snack Machine Crane Merchant Six Snack Machine 1 The Esplanade 1 The Esplanade Pickenria Ontario LIV 6K7 Pickering. Ontario LIV 6K7 ' Bill Changer or Validator 1 Bill Charger or Validator Preventative Maintenance Routine -: cry two (2) months Test, Replace Parts, Sanitize and Clean Coin Mech Preventative Maintenance Routine Every two (2) months Tess. Replace Parts, Sanitize and Clean Coin Mech 'All Crane National Vendors Merchandisers carry the Sure Vend Product Delivery System - Infrared technology detects whether the vended product has dropped guaranteeing that the customer either receive their product or get their money back - Neccareto Enterprises will leave company contact name End info on each machine so that patron can make arrangements to obtain rnonies if lost All vending machines will be capable of accepting $1.00 and $2.00 coins and accept Debit/Credit Payments All vending machines are outfitted with an electronic audit system All vending machines are outfitted with energy efficient systems 9 Q1y of DICKERING Report to Executive Committee Report Number: FIN 03-20 Date: March 2, 2020 From: Stan Karwowski Director, Finance & Treasurer Subject: Statement of the Treasurer Respecting 2019 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation: It is recommended that Report FIN 03-20 of the Director, Finance & Treasurer regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2019 be received for information. Executive Summary: Section 284(1) of the Municipal Act 2001 (the "Act") states in part that the Treasurer of every municipality shall, in each year, submit to the Council of the municipality, an itemized statement (the "Statement") of the remuneration and expenses paid to each Member of Council. The statement must also include remuneration and expenses paid to any other person who has been appointed by Council to serve as a member of any body. Financial Implications: This report contains no new financial implications as the expenditures were provided for in the 2019 Current Budget approved by Council. Discussion: Over the past few years, the Statement has evolved to include various categories of expenditures that have been interpreted to be required under the Act and/or financial reporting requirements of the Province of Ontario and professional accounting bodies. The Statement also includes expenses paid on behalf of Members of Council or Committee appointees. This fulfils the intent of the Act by ensuring that all expenses incurred for a Councillor's benefit are accounted for. The Statement excludes expenditures that are corporate in nature, for example, Council receptions, Committee meeting expenses and City Hall administration and overhead - 10 - Report FIN 03-20 March 2, 2020 Subject: Statement of the Treasurer Respecting 2019 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Page 2 expenses. The Act stipulates that any body to which a Council appointment is made must provide the municipality with a statement of remuneration and expenses paid for the year, and this information must be included in the Statement. For the first three months of 2019, prior to the merger of Veridian Corporation and Whitby Hydro, remuneration and expenses were paid by Veridian Corporation to the following Pickering representatives: Kevin Ashe, Ted Baker, Ron Chatterton, David Pickles, and David Ryan. On April 1, 2019, the newly formed Elexicon Corporation came into effect and remuneration and expenses were paid by Elexicon Corporation to the following Pickering representatives: David Ryan. The amounts paid by the Region of Durham to Regional Councillors are not included in the Statement. Attachments: 1. Members of Council, 2019 Remuneration and Expenses 2. Members of Council, Detailed Breakdown of 2019 Expenses 3. Council Appointees, 2019 Remuneration and Expenses Paid by Elexicon Corporation 4. Council Appointees, 2019 Remuneration and Expenses Prepared By: Original Signed By: Julie S. Robertson Senior Financial Analyst 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 Attachment #1 to Report # FIN 03-20 Statement of Treasurer Members of Council 2019 Remuneration and Expenses Remuneration (1) Per Diems (2) Benefits (3) Expenses (4) Travel Total Current Capital(5) ($) ($) ($) ($) ($) ($) ($) Mayor D. Ryan 113,629 25,475 21,220 16,348 176,672 113,629 - 25,475 21,220 16,348 176,672 Councillors K. Ashe 47,346 4,735 18,643 8,319 12,000 91,043 814 M. Brenner 47,346 4,735 15,894 8,832 12,108 88,915 S. Butt 47,346 4,735 18,643 6,895 12,000 89,619 I. Cumming 47,346 4,735 15,894 3,902 12,000 83,877 3,815 B. McLean 47,346 4,735 15,894 9,147 12,000 89,122 3,274 D. Pickles 47,346 4,735 18,643 6,684 12,000 89,408 4,316 Notes to Members of Council: 284,076 28,410 103,611 43,779 72,108 531,984 12,219 (1) Authority: Resolution 73/05, 12/07, 214/07, 54/11, 152/11, and 48/15 Council Compensation Policy ADM 190 and Municipal Act, 2001 Section 283 Includes one third portion deemed tax free. Excludes amounts paid to City of Pickering Regional Councillors by the Region of Durham. Such amounts are reported separately by the Region. (2) Per diem payments to Members of Council are for attendance at special meetings throughout the year. (3) Benefits include RRSP contributions (in lieu of a pension plan), health, dental and life insurance coverage, CPP and EHT costs. (4) See detailed breakdown of expenses on Attachment 2. (5) Computer hardware, software and telecommunications equipment provided under the Council Compensation Policy. A total of $10,000 is provided per term, and these funds can only be spent during the first three years of office. - 12 - Attachment #2 to Report # FIN 03-20 Statement of Treasurer Members of Council Detailed Breakdown of 2019 Expenses Meals, Recpt, Cellular Telephone Newsletter/ Corporate Prom & Sp Office Total Conferences Phones & Internet (1) Postage Initiatives Events Supplies Expenses ($) ($) ($) ($) ($) ($) ($) ($) Mayor D. Ryan 2,157 755 15,727 2,581 - 21,220 2,157 755 15,727 2,581 - 21,220 Councillors K. Ashe 1,478 1,575 807 2,400 - 2,059 - 8,319 M. Brenner 2,473 1,427 1,352 2,432 1,107 41 8,832 S. Butt 2,320 233 609 2,559 - 1,113 61 6,895 I. Cumming - 1,656 953 341 - 952 - 3,902 B. McLean 2,656 1,642 1,333 2,529 - 789 198 9,147 D. Pickles - 487 848 3,450 - 1,899 - 6,684 8,927 7,020 5,902 13,711 - 7,919 300 43,779 (1) Councillors - home telephones and internet charges provided under Council Compensation Policy. - 13 - Attachment #3 to Report # FIN 03-20 Statement of Treasurer Council Appointees 2019 Remuneration and Expenses Paid by Veridian and Elexicon Corporations Remuneration Expenses (7) Total $ $ $ Veridian Corporation (1,5) Board of Directors K. Ashe (2) 3,795 3,795 T. Baker (2) 4,650 11,165 15,815 R. Chatterton (2) 4,650 186 4,836 D. Pickles (2) 3,795 - 3,795 D. Ryan (3) 3,795 - 3,795 20,685 11,351 32,036 Elexicon Corporation (1,6) Board of Directors D. Ryan (4) 18,720 - 18,720 Notes to Veridian and Elexicon Corporations and Board of Directors: (1) The above information was provided by the Corporate Governance Administrator, Elexicon Corporation. (2) Resolution #33/19 extended the appointments of the current Pickering nominated independent directors from December 31, 2018 until the closing of the merger of Veridian Corporation and Whitby Hydro on March 31, 2019. (3) Automatically appointed through the Veridian Corporation Amended and Restated Shareholders Agreement. (4) Automatically appointed through the Elexicon Corporation Unanimous Shareholders Agreement. (5) Remuneration and expenses are paid by Veridian Corporation as may be established by the Board of Directors. The above expenses are for 3 months ending March 31, 2019. (6) Remuneration and expenses are paid by Elexicon Corporation as may be established by the Board of Directors. The above expenses are for 9 months ending December 31, 2019. (7) Expenses include conferences, meals and mileage. - 14 - Attachment #4 to Report # FIN 03-20 Statement of Treasurer Council Appointees 2019 Remuneration and Expenses Accessibility Advisory Committee (1) P. Bashaw (7) B. D'Souza (7) S. Fatima (7) D. Holmes (7) D. Hughes (7) G. Lang (7) A. Lue (7) M. Thorpe Ross (7) S. Wilkinson (7) D. Wysocki (7) Animal Services Appeal Committee (1) Councillor Cumming (8) S. Frost (7) E. Grossi (7) Remuneration Expenses (6) Total $ $ $ Committee of Adjustment (1,2) T. Copeland (7) 1,440 73 1,513 D. Johnson (7) 1,440 70 1,510 E. Newton (7) 1,440 57 1,497 D. Rundle (7) 1,200 175 1,375 S. Wiley (7) 1,440 115 1,555 6,960 490 7,450 Cultural Advisory Committee (1) C. Cooper (7) C. Hunt (7) N. Holland (7) A. Sardar (7) Statement of Treasurer Council Appointees 2019 Remuneration and Expenses Remuneration Expenses (6) Total $ $ $ Heritage Pickering Advisory Committee (1,3,4,5) N. Asgarali (9,14) S. Croteau (7) J. Dempsey (7) S. Fatima (7,12) J. Irwin (11) W. Jamadar (7) E. John (7) A. Khan (7) R. Smiles (7) C. Sopher (7) D. FeIlin (10) P. White (9,13) Pickering Public Library Board (1) Councillor Brenner (8) Councillor Cumming (8) M. K. Anderson (7) 253 253 D. Barham (7) 89 89 S. Beckett (7) R. Coelho (7) M. Fatema (7) A. Maginley (7) D. Sharma (7) S. Sheehy (7) 229 229 571 571 Property Review Committee (1) J. Cox (7) P. Dickson (7) B. Ferguson (7) G. Fernandes (7) A. Villani (7) Taxicab Advisory Committee (1) Councillor Brenner (8) Livestock Valuers (1) J. Laider (7) Statement of Treasurer Council Appointees 2019 Remuneration and Expenses Notes to Council Appointees: All payments are authorized under Council's adoption of the 2019 Current Budget. (1) Authority: By-law 7672/18 Municipal Act, 2001 Section 283 (2) Authority: By-law 7666/18 Municipal Act, 2001 Section 283 (3) Authority: By-law 7689/19 Municipal Act, 2001 Section 283 (4) Authority: By-law 7697/19 Municipal Act, 2001 Section 283 (5) Authority: By-law 7732/19 Municipal Act, 2001 Section 283 (6) Expenses include conferences, travel and meeting expenses. (7) Council appointees are appointed for a term ending on November 14, 2022 under City of Pickering Resolution #29/18. (8) Resolution #02/18, Council appointee for a term to expire November 14, 2022. (9) Resolution #63/19, Council appointee for a term to expire November 14, 2022. (10) Resolution #101/19, Council appointee for a term to expire November 14, 2022. (11) Resolution #210/19, Council appointee fora term to expire November 14, 2022. (12) Resigned January, 2019. (13) Resigned April, 2019. (14) Resigned October, 2019. - 17 - DICKERING Report to Executive Committee Report Number: PLN 03-20 Date: March 2, 2020 From: Kyle Bentley Director, City Development & CBO Subject: Sustainable Pickering Year -in -Review File: D-7300 Recommendation: 1. That Report PLN 03-20 of the Director, City Development & CBO, on the release of the 2nd Annual Sustainable Pickering Year -in -Review, be received for information. Executive Summary: The 2nd Annual Sustainable Pickering Year -in -Review provides a high level, reader -friendly summary that highlights City achievements, events, programs and projects. The document promotes the efforts of the City of Pickering and our community partners and serves to inspire others to connect with us and get involved. The Year -in -Review will be posted online and be promoted through social media. Financial Implications: Not applicable to this report. Discussion The City of Pickering's award winning sustainability efforts span many areas of interest from energy efficiency, pollinators, waste diversion, local food supply, sustainable development, community engagement, and more. In an era when our community members are busier than ever, it is important to utilize a variety of outreach opportunities. City staff have developed a comprehensive set of tools to communicate these efforts, including the website, social media, eNewsletters, events, Measuring Sustainability Report, Pickering 101, and presentations to external groups. The Sustainable Pickering Year -in -Review provides a reader -friendly synopsis of activities and quantitative metrics where applicable. Attachment 1. 2019 Sustainable Pickering Year -in -Review - 18 - PLN 03-20 Subject: Sustainable Pickering Year -in -Review March 2, 2020 Page 2 Prepared By: Original Signed By: Chantal Whitaker, BESc (Hons), CSR -P Supervisor, Sustainability CW:Id Approved/Endorsed By: Original Signed By: Kyle Bentley, P. Eng. Director, City Development & CBO Recommended for the consideration of Pickering City Council Original Signed By: Tony Prevedel, P.Eng. Chief Administrative Officer - 19 - 2019 Attachment #1 to Report #PLN 03-20 /fop -11111.1111111 Sustainable PICKERING pickering.ca/sustainable 20 64, PICKERING Table of Contents A Message from our CAO 1 Enhancing the natural environment 2 Helping our pollinators 4 Engaging our community 5 Reducing waste 8 Becoming more energy efficient 9 Staff in action 10 Looking towards the future 11 A Message from our CAO Page 1 1 This report highlights some of the City's key sustainability achievements from the past year. I am particularly proud of what we accomplished in 2019, which was a pivotal year in ensuring the long term social, environmental, economic, and cultural health of the City as it continues to experience unprecedented growth. The City reinforced its commitment to building a connected, inclusive, and sustainable City through a diverse mix of engagement opportunities with residents, schools, businesses and the development community. This collaborative approach helped drive new and innovative ideas like the Environmental Schools Grant and Sustainable Seaton: Building for the Future workshop, which will have a lasting positive impact. Additionally, 2019 saw the endorsement of our 2019 - 2024 Corporate Energy Management Plan, which building on the previous plan, refocuses the City's energy priorities in the current context of technology, policy, growth, and City development. There are many inspiring ways to advance our environmental sustainability, and I invite you to learn more about the City's impacts over the past year. Tony Prevedel Chief Administrative Officer -22- Enhancing the natural environment Page 12 Lake Ontario Atlantic Salmon Release The City of Pickering, in partnership with the Pickering Public Library, Ontario Federation of Anglers and Hunters and Ontario Ministry of Natural Resources, supported a salmon hatchery at the Central Library. Library patrons and 50 students from Bayview Heights Public School observed and learned about the Atlantic salmon and the importance of biodiversity. The hatchery resulted in the release of 90 Atlantic salmon into Duffins Creek. Student releasing Atlantic salmon in Duffins Creek Students learning about the Atlantic Salmon life cycle Winville Road Trailhead Project The Winville Road project helped to enhance the Duffin Heights neighbourhood. The initiative included a passive area with trees, shrubs, wildflowers, stones, and benches. Permeable pavement was installed on site to help with water infiltration and to demonstrate the technology. Completed Winville Road Trailhead Project Take Pride in Pickering Days The City of Pickering, in partnership with Ontario Power Generation, Toronto and Region Conservation Authority, and Environmental Stewardship Pickering hosted tree -planting events in both Duffin Heights and along the Waterfront Trail. Over 200 attendees came together to plant 750 trees and shrubs, as well as pick up litter. The events focused on the importance of conservation, biodiversity and keeping the community clean. Volunteers planting trees in Duffin Heights during Take Pride in Pickering -23- Enhancing the natural environment Page 13 Urfe Creek Stream Restoration This stream restoration project in partnership with the Toronto and Region Conservation Authority (TRCA), Ministry of Natural Resources, and Ontario Federation of Anglers and Hunters was done to help control water levels and enable fish passage through instream improvements. The effort will enhance habitat and help re-establish the Redside Dace population. Undertaking improvements in Urfe Creek Habitat enhancement at Urfe Creek 20 -Minute Makeover Over 45 groups registered for the 20 -Minute Pickering Makeover to help beautify the community. The City recognizes the many community groups, schools, businesses, and residents that picked up litter from community streets and parks. Volunteer picking up litter during 20 -Minute Makeover Duncannon Ravine The Duncannon Ravine had many gaps in the tree canopy because of damage done by the Emerald Ash Borer beetle. To help restore the area and stabilize the ground, the City worked with the TRCA to plant 2,000 plant cuttings and a mix of 85 deciduous and coniferous trees. Planting trees at Duncannon Ravine -24- Helping our pollinators Mayors' Monarch Pledge Pollinators such as butterflies, birds, bats, and bees play a vital role in maintaining a healthy environment and sustainable food system. As part of the Mayors' Monarch Pledge, the City provided 6 garden training workshops to teach volunteers how to maintain healthy pollinator gardens. The City also worked with the Whitevale Arts and Culture Centre committee to install a pollinator garden. This site is Pickering's 10th garden to be designated as a Monarch Waystation through the International Monarch Waystation Registry. Garden training at Valley Plentiful Community Garden Garden training at Whitevale Garden Page 1 4 Pollinator Garden Map The City has undertaken many initiatives to address the declining pollinator population, including the design and installation of pollinator gardens across Pickering. An online pollinator garden map was created for the City's Open Data Portal to help residents explore 12 local pollinator gardens and the native plants, signs, and art within them. Local Partnership to Expand Pollinator Habitat The City of Pickering partnered with Canada Bread Company Ltd. to help pollinators by expanding upon a naturalization project the company started the previous year. Members of Council, Canada Bread, and City Pay it Forward staff volunteers planted 300 pollinator -friendly plants. Canada Bread Company Ltd. pollinator project Native Wildflower Seed Giveaway General Mills provided the City with bee -friendly wildflower seeds to share with the community as part of their Bring Back the Bees campaign. Over 2,000 seed packages were distributed at City facilities for residents to pick-up and plant in their yards. -25- Engaging our community Sustainable Pickering Day The 14th annual Sustainable Pickering Day, in partnership with the Pickering Town Centre, brought the community together to raise awareness about local food, the natural environment, and gardening. Over 300 visitors shopped the indoor Farmers' Market and spoke with experts on gardening, trees, and energy. Guests had the opportunity to recycle unwanted garments and electronic waste. Indoor Farmers' Market at Sustainable Pickering Day Mayor, Members of Council and Pickering Town Centre staff at Sustainable Pickering Day Environmental Schools Grant In 2019, the City of Pickering made a available to our school boards. The grant supports Pickering school-based activities and programs that benefit the community and contribute to a healthy environment. Twelve schools applied to fund projects such as indoor vegetable growing towers, compost bins, pollinator plants, butterfly kits, teaching gardens, bicycle rack installations, and tree planting. Page 1 5 Earth Month In celebration of Earth Month, free educational and interactive workshops were held for over 350 residents. The month was filled with fun events for all ages including sold -out workshops such as Butterflies & Beyond, Bugs in Your Backyard, Vegetable Garden, Plot to Plate, and more. Attendees learned from expert guest speakers, and participated in hands-on activities. Bugs in Your Backyard workshop activity Presentation at the Vegetable Garden workshop -26- Engaging our community Civic Awards Program Civic Awards is a recognition program to acknowledge members of the Pickering community that have made a significant contribution to the city. In 2019, Icon Homes was awarded the Sustainability Award for building a housing project 15% more energy efficient than the Ontario Building Code. PickWaste was awarded the Environment Award for their tireless efforts to raise awareness to youth about reducing waste in the community. Icon Home receives Sustainability Award PickWaste receives Environment Award Page 1 6 Adopt -a -Park The Adopt -a -Park program encourages families, businesses, and community groups to become actively involved in their local parks. In 2019, the program was revamped and 16 groups adopted parks throughout Pickering by making a commitment to do litter cleanups, discourage litter, and promote a positive image in their neighbourhood park. Agape Asteroids Adventurer Club picking up litter at Forestbrook Park Pickering 101 This well-received initiative educated residents over the course of an 8 -week program on how municipal government works and gave them an opportunity to build relationships with City staff. Since 2016, 120 residents have graduated from the program. Pickering 101 provides an opportunity to present the City's sustainability efforts to participants, highlight ways to get involved, and help build a culture of community engagement. -27- Engaging our community Pickering Farmers' Market For the fourth consecutive year, the Pickering Farmers' Market provided an opportunity for residents to purchase fresh produce, baked goods, meats, and handcrafted jewelry from local farmers and businesses. The 18 -week market helped support the local community, while encouraging healthy and environmentally friendly foods and goods. Every week, over 300 residents enjoyed live entertainment and themed event days. The Pickering Farmers' Market was showcased on various media outlets including CTV and Global News. In 2019, the market won 1st Place in the Farmers' Market category for the Ajax -Pickering News Advertiser 2019 Readers' Choice Awards. Residents buying fresh produce at the Farmers' Market Summer Reading Launch Party at the Farmers' Market Page 1 7 Your City The 'Your City' event is an educational opportunity for the City to highlight programs, services, and special projects to residents. Over 200 attendees engaged in conversations about Sustainable Pickering programs, events and fun ways they could take action on sustainability. r— Visitor riding smoothie bike at the Your City event Sustainable Neighbourhoods program The Celebrating Sustainable Neighbourhoods Program is about connecting with members of the community to spark a positive change — environmentally, socially, or economically. In 2019, PickWaste won the $10,000 community enhancement prize and chose to revitalize St. Mary Park with outdoor gym equipment and an interpretive sign. Installation will occur in spring 2020. PickWaste receives Sustainable Neighbourhoods Award 28 Reducing waste Dog Waste Diversion Program As of 2019, the Dog Waste Diversion Program was available in 16 parks across Pickering. A total of 7 tonnes of dog waste was collected this year and delivered to a facility that converted it into electricity, heat, and nutrient dense fertilizer. Llsc biodegradable bags provided. Dog Waste Station at Esplanade Park Corporate Waste After assessing the City's current corporate waste disposal and diversion operations, and researching best practices, a Strategy was developed for implementation in 2020. The Strategy identified the necessary steps to reduce waste, increase diversion, and reduce contamination rates in recyclables throughout all City facilities. Page 1 8 Battery Recycling Program This program allows residents to drop off their batteries at the Chestnut Hill Developments Recreation Complex, Pickering Central Library, George Ashe, and East Shore Community Centres. In 2019, over 361 kilograms of batteries were collected and recycled responsibly. Batteries collected at Chestnut Hill Developments Recreation Complex Compost Giveaway In partnership with the Region of Durham, Pickering hosted its annual compost giveaway. At this popular event, 1,000 residents picked up free compost made from the organics collected through Durham's curbside green bin and yard waste programs. Free compost from Annual Compost Giveaway -29- Becoming more energy efficient Page 19 Lighting Retrofit As part of Pickering's commitment to energy efficiency, Light Emitting Diode (LED) lighting retrofits were completed at Fire Stations #2 and #6, as well as George Ashe Community Centre and Library. The goal of these retrofits is to achieve a 60-70% reduction in energy use and reduce maintenance costs. LED lighting retrofit at Fire Station #6 LED lighting retrofit at George Ashe Library Encouraging Residential Participation The City's energy conservation initiatives have resulted in financial savings, as well as a reduction in corporate greenhouse gas emissions. To increase residential participation in the local utilities' energy and money saving programs, the City partnered to develop and implement a comprehensive promotional strategy. The strategy aimed to increase awareness about energy programs to a targeted 10,300 households and to the community in general. New Electric Vehicles & Charging Stations The City added two electric vehicles (EV) and two EV charging stations to its fleet. The City fleet now has five EVs and six charging stations. Benefits of electric vehicles include: improved air quality, cost savings, lower maintenance, and reduced greenhouse gas emissions. Cost savings are reviewed annually through a fleet analytics monitoring system. City of Pickering electric vehicles at charging stations -30- '' Staff in action Lunch 'n Learns The Lunch 'n Learn program engages staff from all departments in a fun, learning environment. The workshops give staff the opportunity to learn helpful tips on an array of topics including: health and well-being, energy savings, local food, climate change, and more. O Energy Conservation Lunch n' Learn workshop Smart Commute The City has been a proud Smart Commute Workplace since 2008. The Region of Durham's Smart Commute program has helped staff explore sustainable travel options such as walking, cycling, transit, and carpooling, as well as fun events including Bike to Work Day. Council and staff supporting Bike to Work Day Page 1 10 Milk Bag Recycling Program Pickering's staff -driven Milk Bag program collected over 400 clean milk bags from staff, for delivery to local community groups that collect, weave, and send completed bed mats to poverty-stricken areas throughout the world. ■r_ Milk bag collection at Pickering City Hall Litter Cleanups Throughout the year staff volunteers engage in various litter cleanups to help keep the Pickering community clean. This includes taking part in community events such as the 20 -Minute Makeover and Pitch in Parties. - 31 - Looking towards the future Sustainable Development Applications In 2019, the City's Sustainable Development Guidelines were used to assess 37 development applications. The assessments identify mandatory and optional sustainable elements that can be included in draft plans for new neighbourhoods, site plans, rezoning and building permits. 2019 - 2024 Corporate Energy Management Plan The 2019 - 2024 Corporate Energy Management Plan (CEMP) serves as a basis for making future corporate energy management recommendations and budget submissions. The CEMP builds on the success of the previous plan and identifies the City's energy management priorities related to technology, policy, growth, and development. The City's goals include reducing energy consumption and greenhouse gas emissions by 15%, and aspiring to construct new buildings 15% more efficient than the Ontario Building Code. 2019-2024 Corporate Energy Management Plan A Culture of Conservation and Continuous Improvement CEMP Report Page 1 11 Smart Community of the Year Pickering was named a Smart2l Community for a third consecutive year by the Intelligent Community Forum. These awards recognized Pickering's commitment to creating a more connected, engaged, inclusive, and sustainable City using technology. Pickering City Hall Integrated Transportation Management Plan The City of Pickering has initiated an Integrated Transportation Master Plan (ITMP) study. The ITMP is designed to define the policies, programs and infrastructure improvements required to address existing and future transportation needs. This includes City-wide cycling networks, a complete streets strategy, and transportation demand management to ensure transportation modes are available to all users (i.e. pedestrians, cyclists, motor vehicles, etc.). The ITMP was led by the Engineering Services Department with support from staff across the Corporation and is expected to be complete in June 2020. Looking towards the future Sustainable Seaton: Community -Building Series `Building for the Future' Workshop In partnership with Seaton Landowners, for the third year, almost 100 builders, design consultants, municipal building officials and other industry professionals, attended the Community -Building Series workshop. The workshop focus was on creative solutions to address the impact of climate change on the construction industry. The workshop explored tall timber construction, addressed energy and water conservation, and shared practical insights from builders that are participating in Enbridge's Savings by Design program. Climate Change presentation at `Building for the Future' workshop Page 1 12 Climate Emergency Declaration The City worked with students and staff from St. Mary Catholic Secondary School to declare a Climate Emergency. The declaration aligns with actions being implemented by the City including the Corporate Energy Management Plan, Durham Community Climate Adaption Plan, 7 -year Electric Vehicle Strategy, habitat protection and naturalization, Amendment 23 to the Pickering Official Plan, and other key programs, plans and policies. Student and Chaplin from St. Mary Catholic Secondary School Sustainable Housing Foundation Panel City of Pickering staff participated in a panel discussion at a Sustainable Housing Foundation event. The panel discussion gave attendees the opportunity to hear from experts in the field, on a variety of topics and issues related to sustainable housing and the actions that are needed to ensure more innovative and sustainable housing across the Greater Toronto Area. The City has been actively collaborating with builders to discuss sustainable housing designs. -33- In 2020, the City of Pickering will continue its longstanding commitment to create a more sustainable community. Join us on the journey to become one of the most sustainable cities in Canada. There are many fun and inspiring ways to make Pickering a better place socially, environmentally, and economically. To learn how you can get involved, visit: pickering.ca/sustainable We welcome your comments, questions and suggestions. Please contact the City's Sustainability staff at sustainability@pickering.ca. Alternate formats available upon request at 905.683.7575 or customercare(a�pickerinq.ca. -34-