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Home My WebLink About2002/11/25 Finance & Operations Committee Meeting Minutes Monday, November 25, 2002 at 1 :30 p.m. Chair: Councillor McLean PRESENT: Mayor Wayne Arthurs COUNCILLORS: M. Brenner M. Holland B. McLean D. Pickles D. Ryan ALSO PRESENT: T. Quinn - Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development G. Paterson - Director, Corporate Services & Treasurer B. Douglas - Fire Chief B. Taylor - City Clerk R. Holborn - Division Head, Municipal Property & Engineering S. Reynolds - Division Head, Culture & Recreation S. Brake - Supervisor, Traffic Engineering & Waste Management D. Kearns - Committee Coordinator ABSENT: Councillor Johnson - Vacation ADOPTION OF MINUTES Meeting of October 28, 2002 ~ 1. Ted Galinis, General Manager, Ajax-Pickering Transit Authority, presented the Third Quarter Report of APTA. - 1 - 2. 3. 4. Finance & Operations Committee Meeting Minutes Monday, November 25, 2002 at 1 :30 p.m. Chair: Councillor Mclean III MA TIERS FOR CONSIDERATION 1. CLERKS REPORT CL 39-02 FILL AND TOPSOIL DISTURBANCE BY-LAW By-law Forwarded to Council 1. Mr. Van der Vecht, Kinsale resident, expressed his frustration with the dumping taking place in Kinsale and the perception that nothing is being done to stop this operation. He questioned why the City did not use the very successful Stouffville by-law as the model for writing the City's. 2. Laura Orlandi, Kinsale resident, questioned if this by-law would stop the dumping operation presently working in Kinsale and any future dumping and also if the City considers asphalt as clean fill. She advised that upon reviewing the by-law there is no mention of environmental assessment or testing requirements. She stated her concern with the language in the document and how the City intends to regulate. OPERATIONS & EMERGENCY SERVICES REPORT OES 49-02 FIRE SERVICES PROTOCOL FOR HAZARDOUS MATERIAL AND BIO-HAZARD RESPONSE TEAM I ENVIRONMENTAL SERVICES Approved As Amended See Recommendation #1 OPERATIONS & EMERGENCY SERVICES REPORT OES 53-02 ROAD WATCH PROGRAM -ADOPTION & FUNDING REQUIREMENTS Approved See Recommendation #2 OPERATIONS & EMERGENCY SERVICES REPORT OES 55-02 MUNICIPAL STRUCTURES IMPROVEMENT PRIORITY PROGRAM Approved See Recommendation #3 - 2 - Finance & Operations Committee Meeting Minutes Monday, November 25, 2002 at 1 :30 p.m. Chair: Councillor McLean 5. OPERATIONS & EMERGENCY SERVICES REPORT OES 50-02 TENDER FOR CLEANING SERVICES TENDER NO. T-14-2002 Approved See Recommendation #4 6. OPERATIONS & EMERGENCY SERVICES REPORT OES 51-02 PICKERING RECREATION COMPLEX POTTERY STUDIO Approved See Recommendation #5 7. OPERATIONS & EMERGENCY SERVICES REPORT OES 46-02 DON BEER ARENA SNACK BAR CONCESSIONS LEASE RENEWAL - PICKERING HOCKEY ASSOCIATION INCORPORATED By-law Forwarded to Council 8. OPERATIONS & EMERGENCY SERVICES REPORT OES 47-02 WEST SHORE COMMUNITY CENTRE GINGERBREAD CO-OPERATIVE NURSERY SCHOOL PICKERING INC. - LEASE RENEWAL By-law Forwarded to Council 9. OPERATIONS & EMERGENCY SERVICES REPORT OES 42-02 PARKING RESTRICTIONS DURING WINTER MONTHS BY-LAW Referred to Staff For Report - 3- Finance & Operations Committee Meeting Minutes Monday, November 25, 2002 at 1 :30 p.m. Chair: Councillor McLean 11. 12. 13. 14. 10. OPERATIONS & EMERGENCY SERVICES REPORT OES 54-02 STOP SIGN BY-LAW AMENDMENT -SHEPPARD AVENUE AT ROSEBANK ROAD (WEST ~RSECT!ON) Approved as Amended By-law Forwarded to Council See Recommendation #6 OPERATIONS & EMERGENCY SERVICES REPORT OES 48-02 RAILWAY CROSSING GATE INSTALLATIONS CANADIAN PACIFIC BELLEVILLE SUBDIVISION LINE ROSEBANK ROAD & TORONTOIPICKERING TOWNLINE ROAD CROSSINGS Approved See Recommendation #7 OPERATIONS & EMERGENCY SERVICES REPORT OES 57-02 O.J. MULLER LANDSCAPE CONTRACTOR LTD. RENEWAL OF LEASE AGREEMENT By-law Forwarded to Council COUNCILLOR BRENNER PRESENTS RECOMMENDATIONS FROM THE INTEGRATED WASTE COLLECTION FORUM HELD ON OCTOBER 24. 2002 Approved As Amended To Receive See Recommendation #8 OPERATIONS & EMERGENCY SERVICES REPORT OES 56-02 EXTENSION OF "ROLLING TO REDUCE" PROGRAM Approved As Amended See Recommendation #9 - 4- Finance & Operations Committee Meeting Minutes Monday, November 25,2002 at 1 :30 p.m. Chair: Councillor Mclean 2. 3. 15. 16. (IV) 1. STAFF ITEMS FOR DISCUSSION The Chief Administrative Office, distributed correspondence and discussed correspondence concerning Durham Nuclear Public Alerting Project and the West Rouge Canoe Club. 2. The Division Head, Culture & Recreation, advised that the 2002 Civic Awards Presentation will take place on January 27th, 2003 and that an Awards Committee of Council is required. It was the consensus of the Committee that the Awards Committee would include Councillor's Johnson, Ryan and Mayor Arthurs. V OTHER BUSINESS 1. Councillor Holland requested a status report on the Liverpool Road South roadwork completion date. Councillor Pickles requested information on the resurfacing of Sideline 16. The Chief Administrative Office distributed and the Director, Operations & Emergency Services discussed a memo dated November 19, 2002 outlining the cost of full load construction and hard surface treatment on Sideline 16. Councillor McLean advised that a one time grant request has been received from the Durham Region Seniors Association. VI MA TIERS FOR CONSIDERATION CORPORATE SERVICES REPORT CS 32-02 SECTION 442/443 OF THE MUNICIPAL ACT ADJUSTMENT TO TAXES Approved See Recommendation #10 CORPORATE SERVICES REPORT CS 24-02 INDUSTRIAL AND COMMERCIAL VACANCY PROGRAM By-law Forwarded to Council - 5- Finance & Operations Committee Meeting Minutes Monday, November 25, 2002 at 1 :30 p.m. Chair: Councillor Mclean 17. 18. 19. 20. 21. 1. CORPORATE SERVICES REPORT CS 27-02 ESTABLISH A RESERVE FOR CONTINUING STUDIES AND RESERVE Approved See Recommendation #11 CORPORATE SERVICES REPORT CS 30-02 2003 TEMPORARY BORROWING BY-LAW Approved By-law Forwarded to Council See Recommendation #12 CORPORATE SERVICES REPORT CS 29-02 2003 INTERIM SPENDING AUTHORITY Approved See Recommendation #13 CORPORATE SERVICES REPORT CS 28-02 CASH POSITION REPORT AS AT SEPTEMBER 30. 2002 Approved See Recommendation #14 CORPORATE SERVICES REPORT CS 31-02 TRIDEUOPTIONS FOR HOMES DEVELOPMENT FINAL PHASE 1200 THE ESPLANADE NORTH EAST OF MILLENNIUM BUILDING Approved See Recommendation #15 VII STAFF ITEMS FOR DISCUSSION The Director, Corporate Services & Treasurer distributed and commented on the Provincial Assessment Summary and Taxable Assessed Value information. -6- Finance & Operations Committee Meeting Minutes Monday, November 25,2002 at 1 :30 p.m. Chair: Councillor McLean VIII OTHER BUSINESS IX ADJOURNMENT The meeting adjourned at 5: 1 0 p.m. - 7- Appendix I Finance & Operations Committee Foe 2002-9 That the Finance & Operations Committee, having met on November 25, 2002, presents its ninth report to Council and recommends: 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 49-02 FIRE SERVICES PROTOCOL FOR HAZARDOUS MATERIAL AND BIO-HAZARD RESPONSE TEAM I ENVIRONMENTAL SERVICES 1. That Council receive Report OES 49-02 to confirm its procedure for addressing Hazardous and Bio-Hazard responses; and 2. That Council approve reimbursements to owners up to $1,000 per incident, submitted prior to December 31 2003; and 3. That staff prepare a protocol for advising owners of their responsibility for authorizing clean up and payment for responses to hazardous and bio-hazard incidents. 4. That appropriate officials be authorized to give effect thereto. 2. OPERATIONS & EMERGENCY SERVICES REPORT OES 53-02 ROAD WATCH PROGRAM -ADOPTION & FUNDING REQUIREMENTS 1. That Report OES 53-02 regarding the "Road Watch" program, be received; and 2. That Council adopt the Road Watch program that is being proposed by the Durham Regional Police Service; and 3. That funding be established in Account 2320-2409 to provide for the cost of the initial program launch and an annual cost for program maintenance; and 4. That staff be directed to include the Road Watch program as a new tool in the Safer Streets Traffic Management Strategy, which is currently under development. - 8- Citq o~ Appendix I Finance & Operations Committee FOC 2002-9 3. OPERATIONS & EMERGENCY SERVICES REPORT OES 55-02 MUNICIPAL STRUCTURES IMPROVEMENT PRIORITY PROGRAM 1. That Report OES 55-02 regarding the City's bridges and culvert structures needs be received; and 2. That staff continue to have the system of bridges and culvert structures inspected and appraised regularly in accordance with the Ontario Structure Inspection Manual, and identify maintenance, repair and replacement needs through the annual Capital budget process. 4. OPERATIONS & EMERGENCY SERVICES REPORT OES 50-02 TENDER FOR CLEANING SERVICES TENDER NO. T-14-2002 1. That Report OES 50-02 regarding the Tender for Cleaning Services, be received; and 2. That the Tender No. T-14-2002 submitted by In-Pro Cleaning Systems Ltd. for cleaning services inclusive of a full time supervisor for a three year term in the amount of $460,767.00 plus GST, be approved for the following facilities: Pickerina Municipal Facilities Pickering Civic Complex Operations Centre East Shore Community Centre Petticoat Creek Community Centre Pickerina Public Libraries Main Branch Claremont Branch Greenwood Branch Petticoat Creek Branch Whitevale Branch 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. - 9- Appendix I Finance & Operations Committee FOC 2002-9 5. OPERATIONS & EMERGENCY SERVICES REPORT OES 51-02 PICKERING RECREATION COMPLEX POTTERY STUDIO 1. That Report OES 51-02, concerning the Pickering Recreation Complex Pottery Studio, be received; and 2. That staff be authorized to negotiate an arrangement with Guida Pirita and Ana-Paula Leandro to permit the continuation of the private operation of instructional pottery programs presently being provided to the public at the Pickering Recreation Complex; and 3. That a by-law be enacted to authorize the execution of a License Agreement for a three year term between Guida Pirita and Ana-Paula Leandro to permit the continuation of the private operation of instructional pottery programs presently being provided to the public at the Pickering Recreation Complex. 6. OPERATIONS & EMERGENCY SERVICES REPORT OES 54-02 STOP SIGN BY-LAW AMENDMENT -SHEPPARD AVENUE AT ROSEBANK ROAD (WEST-.-lliTERSECTIO~) 1. That Report OES 54-02 regarding a proposed amendment of the stop sign by-law #2632/88 be received; and 2. That the attached draft by-law be enacted to amend Schedule 'A' to By-law #2632/88 authorizing the erection of stop signs at certain intersections within the City. 3. That staff be directed to pursue the full signalization of the intersection of Sheppard Avenue and Rosebank Road. 7. OPERATIONS & EMERGENCY SERVICES REPORT OES 48-02 RAILWAY CROSSING GATE INSTALLATIONS CANADIAN PACIFIC BELLEVILLE SUBDIVISION LINE ROSEBANK ROAD & TORONTO/PICKERING TOWNLINE ROAD CROSSINGS 1. That Report OES 48-02 regarding the installation of automatic railway crossing gates, be received; and - 10- Appendix I Finance & Operations Committee FOC 2002-9 2. That Council approve an expenditure of $33,000 from the $100,000 allocation for cost shared improvements within the 2002 Operations & Emergency Services Capital Budget to provide for the City's share of the total costs to install railway crossing gates at the Toronto/Pickering Townline Road and Rosebank Road level crossings of the Canadian Pacific Belleville Subdivision Railway Line; and 3. That Council direct staff to investigate the future feasibility of prohibiting locomotive whistling at the Toronto/Pickering Townline Road and Rosebank Road level crossings and to report back on the matter. 8. COUNCILLOR BRENNER PRESENTS RECOMMENDATIONS FROM THE INTEGRATED WASTE COLLECTION FORUM HELD ON OCTOBER 24.2002 1. That the following documentation from the Integrated Waste Collection Forum held in the City of Pickering on October 24, 2002 be received: . Letter dated November 8, 2002 from Councillor Brenner following up with the participants in the Forum . Draft resolution regarding Integrated Waste Collection . A summary of the Forum . Discussion Paper distributed at the Forum entitled "Meeting the Challenges of Municipal Coordination" 9. OPERATIONS & EMERGENCY SERVICES REPORT OES 56-02 EXTENSION OF "ROLLING TO REDUCE" PROGRAM 1. That Report DES 56-02 regarding the City of Pickering's Rolling to Reduce Waste Collection Pilot Program be received; and 2. That City Council approve the extension of the cart based integrated waste collection system for 518 homes in the Amberlea neighbourhood beyond December 31, 2002 to March 31, 2003. - 11 - Appendix I Finance & Operations Committee FOC 2002-9 10. CORPORATE SERVICES REPORT CS 32-02 SECTION 442/443 OF THE MUNICIPAL ACT ADJUSTMENT TO TAXES 1. That Report CS 32-02 of the Director, Corporate Services, regarding Section 442/443 of the Municipal Act - Adjustment to Taxes, be received; and 2. That the write-offs of taxes as provided under Section 442 and 443 of the Municipal Act, RS.O. 1990, as amended, be approved; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. CORPORATE SERVICES REPORT CS 27-02 ESTABLISH A RESERVE FOR CONTINUING STUDIES AND RESERVE 11. 1. That Report CS 27-02 of the Director, Corporate Services & Treasurer, concerning the Establishment of a Reserve for Continuing Studies and Reserve, be received; and 2. That the Treasurer be authorized to establish a Reserve to be known as the Reserve for Continuing Studies and Consulting and that the Treasurer be authorized to transfer any funds in the annual Current and Capital Budget approved for such undertakings and unspent at year end in each year hereafter to the Reserve; and 3. a) That the $75,000 approved in the 2002 Current Budget General Government (2126-2392) for the City's portion of the asset equalization payment in regards to APT A be transferred to this Reserve; and b) That the amount of $75,000 as approved in the 2001 Capital Budget for asset equalization be transferred to this Reserve; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. - 12- Appendix I Finance & Operations Committee FOC 2002-9 12. CORPORATE SERVICES REPORT CS 30-02 . 2003 TEMPORARY BORROWING BY-LAW 1. It is recommended that Report CS 30-02 of the Director, Corporate Services & Treasurer be received; and 2. That the temporary borrowing limit to meet 2003 current expenditures pending receipt of taxes and other revenues be established at $23,000,000 for the period January 1, 2003 to September 30, 2003 inclusive, and $11,000,000 thereafter until December 31, 2003; and 3. That the temporary borrowing limit for capital purposes for 2003 be established at $16,000,000; and 4. That the attached By-law be read three times and passed; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. CORPORATE SERVICES REPORT CS 29.02 2003 INTERIM SPENDING AUTHORITY 13. 1. That Report CS 29-02 of the Director, Corporate Services & Treasurer, be received; and 2. That the 2003 Interim Operating Expenditures be approved at 50% of the prior years' budget including exceptions as contained in Attachment 1, pending approval of the formal 2003 Current Budgets by Council; and 3. That the Treasurer be authorized to transfer to the Ajax Pickering Transit Authority (APT A) a maximum of 50% of APT A (City of Pickering's share) prior years' budget, pending approval of the formal APT A 2003 Current Budgets by Council; and 4. The appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. - 13- Appendix I Finance & Operations Committee FOC 2002-9 14. CORPORATE SERVICES REPORT CS 28-02 CASH POSITION REPORT AS AT SEPTEMBER 30, 2002 That Report CS 28-02 of the Director, Corporate Services & Treasurer, concerning Cash Position Report as at September 30, 2002, be received for information. 15. CORPORATE SERVICES REPORT CS 31-02 TRIDEUOPTIONS FOR HOMES DEVELOPMENT FINAL PHASE 1200 THE ESPLANADE NORTH EAST OF MILLENNIUM BUILDING 1. That Report CS 31-02 of the Director, Corporate Services & Treasurer, concerning Tridel/Options for Homes Development Final Phase, be received; and 2. That Council advise staff if it wishes to provide relief from the provisions of the 1987 Development Agreement respecting cash-in-lieu of parkland payment for the last phase of the development, being 1200 The Esplanade North, based on the same formula as was applied to the Millennium Apartment at 1000 The Esplanade North at an estimated cost of approximately $132,000; and 3. That Council advise staff that it wishes to explore possible options for permitting, in addition to the relief from Development Charges in the estimated amount of approximately $112,000 as provided by the 1987 Agreement, any further relief in the form of deferral of all parkland payments, fees, charges and development charges: a) totalling $700,000 or less at an estimated cost of approximately $178,000 until the units are resold or a maximum of 15 years after any agreements are executed; and b) totalling more than $700,000 at an estimated cost of approximately $31,000 until one year following project negotiation; and 4. That should Council determine that it wishes to explore possible options for relief outlined in Recommendations 2 and/or 3 above, that the Chief Administrative Officer, the Director, Corporate Services & Treasurer and the Director, Planning & Development be authorized and directed to enter into discussions with the appropriate representatives of Deltera Inc. and Options - 14- Appendix I Finance & Operations Committee FOC 2002-9 for Homes in order to determine and explore all options, the potential costs to the City and to present the results of these discussions at the earliest possible opportunity for the consideration of the Committee and Council; and 5. That appropriate officials of the City of Pickering be given authority to give effect thereto. - 15 -