The URL can be used to link to this page

Home My WebLink AboutOctober 14, 2003 ~ Committee of the Whole Meeting Minutes Tuesday, October 14, 2003 9:58 PM Chair: Councillor Ryan PRESENT: Interim Mayor Maurice Brenner COUNCILLORS: M. Holland R. Johnson B. McLean D. Pickles D. Ryan ALSO PRESENT: E. Buntsma N. Carroll G. Paterson B. Taylor D. Kearns - Director, Operations & Emergency Services - Director, Planning & Development - Director, Corporate Services & Treasurer - City Clerk - Committee Coordinator ADOPTION OF MINUTES Meeting of September 8, 2003 II MATTERS FOR CONSIDERATION 1. CORPORATE SERVICES REPORT CS 40-03 RESERVE FUND - DOUBLES SQUASH COURTS Approved By-law Forwarded to Council See Recommendation #1 - 1 - Committee of the Whole Meeting Minutes Tuesday, October 14, 2003 9:58 PM Chair: Councillor Ryan 2. CORPORATE SERVICES REPORT CS 41-03 ADDITIONAL REQUESTS FOR EXTERNAL BORROWING Approved See Recommendation #2 3. CORPORATE SERVICES REPORT CS 36-03 FINAL APPROVAL FOR FINANCING OF COUNCIL APPROVED CAPITAL PROJECTS -INTERNAL LOANS AND EXTERNAL BORROWING THROUGH THE ISSUANCE OF DEBT Approved By-law Forwarded to Council See Recommendation #3 4. CORPORATE SERVICES REPORT CS 27-03 CONFIRMATION OF MUNICIPAL FEES AND CHARGES Approved By-law Forwarded to Council See Recommendation #4 5. CHIEF ADMINISTRATIVE OFFICER'S REPORT CAO 09-03 TENDER I CONTRACT APPROVAL -COUNCIL'S SUMMER RECESS Approved See Recommendation #5 6. CLERK'S REPORT CL 26-03 APPOINTMENT TO ENFORCE THE PARKING BY-LAW By-law Forwarded to Council -2- Committee of the Whole Meeting Minutes Tuesda~October14,2003 9:58 PM Chair: Councillor Ryan 7. PROCLAMATIONS "THE LUNG ASSOCIATION AWARENESS MONTH" "BLOCK PARENT WEEK" "CHILD CARE WORKER & EARLY CHILDHOOD EDUCATOR APPRECIATION DAY" Approved See Recommendation #6 III ADJOURNMENT The meeting adjourned at 1 0:03 pm - 3- Appendix I Committee of the Whole Report COW 2003-9 That the Committee of the Whole of the City of Pickering having met on October 14, 2003, presents its ninth report to Council and recommends: 1. CORPORATE SERVICES REPORT CS 40-03 RESERVE FUND - DOUBLES SQUASH COURTS 1. That Report CS 40-03 from the Director, Corporate Services & Treasurer, concerning Reserve Fund - Doubles Squash Courts, be approved; and 2. That Council approve the establishment of the Doubles Squash Courts Reserve Fund; and 3. That the attached by-law be read three times and passed; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 2. CORPORATE SERVICES REPORT CS 41-03 ADDITIONAL REQUESTS FOR EXTERNAL BORROWING 1. That Report CS 41-03 from the Director, Corporate Services & Treasurer, concerning Additional Requests for External Borrowing, be approved; and 2. That the Director, Corporate Services & Treasurer be authorized to; a) undertake debt financing through the Region of Durham in the amount of $74,000 for a period not exceeding 10 years, at a rate to be determined for Sidewalk - Safety Request Asphalt for Whites Road & Pickering Recreation Centre for completed project; b) undertake debt financing through Region of Durham in the amount of $180,000 for a period not exceeding 5 years, at a rate to be determined for the Pickering Recreation Complex Dry-a-Ton Emergency Replacement; c) undertake the financing of any projects or portions thereof that cannot be accommodated through the foregoing through a financial institution offering long term financing under similar terms and conditions; -4- Appendix I Committee of the Whole Report COW 2003-9 d) finance any capital expenditures currently financed through internal loans, should the need for funds arise, through the Region of Durham or through a financial institution; e) make any changes, adjustments, revisions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; 3. That the costs of undertaking the financing, currently estimated at up to approximately $1,905 be charged to the 2004 Current Budget, General Government Loan Repayment; and 4. That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debt or long term financing arrangements, through the Region of Durham, a financial institution, internal loans or whatever means necessary at the discretion of the Treasurer; and 5. That the Director, Corporate Services & Treasurer be authorized to engage the services of any firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an undertaking and any other aspects in regards to the financing of capital projects; and 6. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised on external and internal loans to other capital projects for which long-term financing is required, or to reduce the promissory notes for internal loans as is permitted under the Municipal Act; and 7. That the Director, Corporate Services & Treasurer be directed to prepare the requisite by-laws for presentation to and adoption by Council at its meeting of October 14, 2003; and 8. That the appropriate officials of the City of Pickering be given authority to give effect thereto. - 5- ~'Ol- 1'1 ," I Appendix I Committee of the Whole Report COW 2003-9 3. CORPORATE SERVICES REPORT CS 36-03 FINAL APPROVAL FOR FINANCING OF COUNCIL APPROVED CAPITAL PROJECTS -INTERNAL LOANS AND EXTERNAL BORROWING THROUGH THE ISSUANCE OF DEBT 1. That Report CS 36-03 from the Director, Corporate Services & Treasurer, concerning Final Approval for Financing of Council Approved Capital Projects - Internal Loans and External Borrowing Through the Issuance of Debt, be approved; and 2. That Council approve the internal borrowing of $317,071 for projects approved in the 2003 Capital Budget to be temporarily financed from the Development Charges Reserve Funds based on the purposes, terms & conditions as specified in Attachment 1 and furthermore, that the Director, Corporate Services & Treasurer be authorized and directed to take whatever actions necessary, including the recommendations below, to give effect thereto; and 3. That the Director, Corporate Services & Treasurer be authorized to: a) undertake long term financing through the issuance of debt up to a total amount of $3,240,000 for the projects listed on Attachment 2 in the indicated amounts up to a maximum term of 10 years, through the Region of Durham or the Ontario Municipal Economic Infrastructure Financing Authority (OMEIFA) for the following purposes, as indicated in Attachment 2: Roads Parks Storm Water Culture and Recreation Total $1,700,000 845,000 250,000 445,000 $3.240.000 and the funding for remaining balances in these accounts be provided from the annual Current Budget; and b) undertake the financing of any projects or portions thereof that cannot be accommodated through the foregoing through a financial institution offering long term financing under similar terms and conditions; and -6- Appendix I Committee of the Whole Report COW 2003-9 c) finance any capital expenditures currently financed through internal loans, should the need for funds arise, through the Region of Durham or through a financial institution; and d) make any changes, adjustments, revisions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; and 4. That the costs of undertaking the financing, currently estimated at up to approximately $24,300, be charged to the 2004 Current Budget, General Government Loan Repayment; and 5. That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debt or long term financing arrangements, through the Region of Durham, a financial institution, internal loans or whatever means necessary at the discretion of the Treasurer; and 6. That the Director, Corporate Services & Treasurer be authorized to engage the services of any individual or firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an undertaking and any other aspects in regards to the financing of capital projects; and 7. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised on external and internal loans to other capital projects for which long-term financing is required, or to reduce the promissory notes for internal loans as is permitted under the Municipal Act; and 8. That the Director, Corporate Services & Treasurer be directed to prepare the requisite by-laws for presentation to and adoption by Council at its meeting of October 14, 2003; and 9. That the appropriate officials of the City of Pickering be given authority to give effect thereto. -7- Appendix I Committee of the Whole Report COW 2003-9 CORPORATE SERVICES REPORT CS 27-03 CONFIRMATION OF MUNICIPAL FEES AND CHARGES 4. 1. That Report CS 27-03 of the Director, Corporate Services & Treasurer, concerning Confirmation of Municipal Fees and Charges; and 2. That Council adopt the attached General Municipal Fees and Charges By- law, as a housekeeping measure to confirm the various user fees and charges already in effect; and 3. That the Director, Corporate Services & Treasurer be directed to prepare the requisite by-laws for presentation to and adoption by Council at its meeting of October 14, 2003; and 4. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 5. CHIEF ADMINISTRATIVE OFFICER'S REPORT CAO 09-03 TENDER I CONTRACT APPROVAL -COUNCIL'S SUMMER RECESS 1. That Report to Council CAO 09-03 reporting on tendering and contract approvals during Council's 2003 Summer Recess be received; and 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts contained in this Report by the Chief Administrative Officer during Council's summer recess (i.e., from June 24 to July 27, 2003 and from July 29,2003 to September 7, 2003) being Tender Nos. T-10-2003, T-11-2003, T- 12-2003, and Quotation Nos. Q-19-2003 and Q-21-2003; and 3. That Council authorize the Director, Corporate Services & Treasurer to finance the following projects through the issuance of debt through the Region of Durham, with terms and conditions as follows: I) Tender T-10-2003 for Petticoat Creek Culvert Rehabilitation, total project costs of $221,858; be approved; and a) debt financing not exceeding $200,000 for a period not exceeding 10 years at a rate to be determined be approved; and -8- Appendix I Committee of the Whole Report COW 2003-9 b) financing and repayment charges in the amount of approximately $27,174 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until loan is repaid; and c) the remaining amount of $21,858 be funded from surplus proceeds from 2001 approved Internal Loans related to roads projects; and II) That Tender T-11-2003 for Asphalt Paving and Concrete Works - Liverpool Road South Phase 1 , Don Beer Arena and Westney Road/Concession Road, total project costs of $222,778 be approved; and a) debt financing not exceeding $100,000 for the portion pertaining to liverpool Road South - Phase 1 & 2 for a period not exceeding 10 years at a rate to be determined be approved; and b) financing and repayment charges in the amount of approximately $13,587 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until loan is repaid; and c) the portion pertaining to Don Beer Arena, in the amount of $159,642 be funded from under-expenditures from Don Beer Arena-Third Ice Pad; and d) the portion pertaining to Asphalt Patching Program budgeted for in the 2003 Current Budget, in the amount of $13,211 be funded from the 2003 Current Budget; and III) That Tender T-12-2003 for Amberlea Creek Watercourse Works, total project cost of $251,872 be approved; and a) debt financing not exceeding $150,000 for portion related to Amberlea Creek Stabilization-Phase II for period not exceeding 10 years at a rate to be determined be approved; and b) debt financing not exceeding $100,000 for portion related to Amberlea Creek Erosion Control for period not exceeding 5 years at a rate to be determined; and -9- Appendix I Committee of the Whole Report COW 2003-9 c) financing and repayment charges in the amount of approximately $20,380 and $23,740 respectively be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until loan is repaid; and d) the amount of $1,872 be financed from 2003 Current Budget; and 4. That the Director, Corporate Services & Treasurer has certified that these loans and the repayment falls within the City's Debt and Financial Obligations approved Annual Repayment limit for debt and other financial obligations for 2003 as established by the Province for municipalities in Ontario; and 5. That the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to effect the foregoing. 6. PROCLAMATIONS "THE LUNG ASSOCIATION AWARENESS MONTH" "BLOCK PARENT WEEK" "CHILD CARE WORKER & EARLY CHILDHOOD EDUCATOR APPRECIATION DAY" That Mayor Arthurs be authorized to make the following proclamation: "The Lung Association Awareness Month" - December, 2003 "Block Parent Week" - October 19 - 25, 2003 "Child Care Worker & Early Childhood Educator Appreciation Day" - November 5, 2003 - 10-