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HomeMy WebLinkAboutDecember 10, 2007 Executive Committee Meeting Agenda Monday, December 10,2007 7:30 pm Council Cham bers Chair: Councillor Dickerson 7:15 PM Main Committee Room (I) CONFIDENTIAL MATTERS PAGES 1. Director, Operations & Emergency Services, Report OES 44-07 Financial/Partnership Land Acquisition -with Toronto & Region Conservation Authority (TRCA) -Estate of Edwin Stanlev Nice Under Separate Cover 2. Verbal Update from the Chief Administrative Officer with Respect to a Personnel Matter 7:30 PM (II) MATTERS FOR CONSIDERATION 1. Chief Administrative Officer, Report CAO 04-07 Bill 130, The Municipal Statute Law Amendment Act, 2006 Policy Development - Mandatory Provisions 1-71 RECOMMENDATION 1. That Report CAO 04-07, of the Chief Administrative Officer be received; 2. That the Accountability and Transparency Policy ADM 170, included as Attachment #1 to this report be approved; 3. That the Delegation of Powers and Duties Policy ADM 180, included as Attachment #2 to this report be approved; 4. That the Notice Policy ADM 100, as revised and included as Attachment #3 to this report be approved and By-law 6166/03 be repealed in its entirety; 5. That Hiring Policy HUR 040, as outlined in Attachment #4 to this report be approved; 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Committee Meeting Agenda Monday, December 10,2007 7:30 pm Council Chambers Chair: Councillor Dickerson 2. Director, Operations & Emergency Services, Rl9port OES 43-07 -Pickerinq Men's Slow Pitch Leaque and the City of Pickering 72-75 RECOMMENDATION 1. That Report OES 43-07 of the Director Operations & Emergency Services be received; 2. That Council approve entering into the Me~morandum of Understanding regarding donations from the Pickering Men's Slow Pitch League; 3. That the Mayor and Clerk be authorized to sign the Memorandum of Understanding; and 4. That the appropriate City staff be authorized to give effect thereto. 3. Director, Operations & Emergency Services, Rl3port OES 45-07 -Pickering Soccer Club -Proposed Sponsorship Options to Raise Funds to Upgrade an Existinq Soccer Pitch with Artificial Turf 76-86 RECOMMENDATION 1. That Report OES 45-07 of the Director, Operations & Emergency Services regarding the Pickering Soccer Club proposed sponsorship options be received; 2. That Council endorse the Pickering Soccer Club sponsorship options to raise funds to upgrade an existing soccer pitch at Kinsmen Park with artificial turf; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Committee Meeting Agenda Monday, December 10,2007 7:30 pm Council Chambers Chair: Councillor Dickerson 4. Director, Corporate Services & Treasurer, Report CS 57-07 Development Charges - Reduction in Rates due to the Transit Component 87-90 RECOMMENDATION 1. That Report CS 57-07 of the Director, Corporate Services & Treasurer be received; 2. That effective January 1, 2008 the Residential Development Charges be revised and reduced by the amount related to the transit component; 3. That the Non-Residential Development Charges remain unchanged at the rate set for the period of July 1, 2007 to June 30, 3008; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 5. Director, Corporate Services & Treasurer, Report CS 58-07 Establishment of the Pickering Men's Slow Pitch League Reserve Fund 91-93 RECOMMENDATION 1. That Report CS 58-07 of the Director, Corporate Services & Treasurer be received; 2. That Council approve the establishment of the Pickering Men's Slow Pitch League Reserve Fund; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 6. Director, Corporate Services & Treasurer, Report CS 59-07 2008 Interim Spendinq Authoritv 94-96 RECOMMENDA TION 1. That Report CS 59-07 of the Director, Corporate Services & Treasurer be received; Executive Committee Meeting Agenda Monday, December 10, 2007 7:30 pm Council Chambers Chair: Councillor Dickerson 2. That the 2008 Interim Operating Expenditures be approved at 50% of the prior years' budget including adjustments as contained in Attachment 1, pending approval of the formal 2008 Current Budgets by Council; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 7. Director, Corporate SeNices & Treasurer, Report CS 60-07 2008 Temporary Borrowinq By-law 97 -101 RECOMMENDATION 1. That Report CS 60-07 of the Director, Corporate SeNices & Treasurer be received; 2. That the temporary borrowing limit to meet 2008 current expenditures pending receipt of taxes and other revenues be established at $29,700,000 for the period January 1, 2008 to September 30, 2008 inclusive, and $14,800,000 thereafter until December 31,2008; 3. That the temporary borrowing limit for capital purposes for 2008 be established at $19,000.000; 4. That the attached draft By-law providing for the temporary borrowing of monies, be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 8. Director, Corporate SeNices & Treasurer, Report CS 61-07 2008 Interim Levy and Interim Tax Intalment Due Dates 102-107 RECOMMENDATION 1. That Report CS 61-07 of the Director, Corporate SeNices & Treasurer be received; 2. That an interim levy be adopted for 2008 for all of the realty property classes; 3. That the interim levy tax instalment due dates be February 28 and April 28, 2008; Executive Committee Meeting Agenda Monday, December 10,2007 7:30 pm Council Chambers Chair: Councillor Dickerson 4. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due dates, in order to ensure the tax billing process is completed; 5. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 9. Director, Corporate Services & Treasurer, Report CS 62-07 Revision to Select User Fees due to GST Reduction 1 08-111 RECOMMENDATION 1. That Report CS 62-07 of the Director, Corporate Services & Treasurer be received; 2. That Council approve the changes to the General Municipal Fees as outlined in Attachment 1 ; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 10. Director, Corporate Services & Treasurer, Report CS 63-07 Section 357/358 of the Municipal Act- Adiustment to Taxes 112-115 RECOMMENDATION 1. That Report CS 63-07 of the Director, Corporate Services & Treasurer be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Committee Meeting Agenda Monday, December 10,2007 7:30 pm Council Chambers Chair: Councillor Dickerson (III) OTHER BUSINESS (IV) ADJOURNMENT CiUI 01 REPORT TO EXECUTIVE COMMITTEE Report Number: CAO 04-07 Date: December 10, 2007 01 From: Thomas J. Quinn Chief Administrative Officer Subject: Bill 130, The Municipal Statute Law Amendment Act, 2006 Policy Development - Mandatory Provisions Recommendation: 1. That Report CAO 04-07, of the Chief Administrative Officer be received; 2. That the Accountability and Transparency Policy ADM 170, included as Attachment #1 to this report be approved; 3. That the Delegation of Powers and Duties Policy ADM 180, included as Attachment #2 to this report be approved; 4. That the Notice Policy ADM 100, as revised and included as Attachment #3 to this report be approved and By-law 6166/03 be repealed in its entirety; 5. That Hiring Policy HUR 040, as outlined in Attachment #4 to this report be approved; 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: Bill 130, the Municipal Statute Law Amendment Act, 2006 was proclaimed on January 1, 2007. Bill 130 amends The Municipal Act, 2001, by providing local governments with expanded powers/authority and increased legislative freedom while requiring enhanced transparency and accountability. The Act now requires a municipality to adopt and maintain six specific policies. Financial Implications: There are no financial implications. Report CAG 04-07 December 10, 2007 II I Subject: Policy Development Mandatory Provisions .') i) L1 '- Page 2 Sustainability Implications: Municipal governments are now required to be accountable and transparent, including to ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of Council. Background: Section 270 of the revised Municipal Act, 2001 requires each Council to adopt and maintain policies with respect to the following matters: 1. The sale and disposition of land; 2. Hiring of employees; 3. Procurement of goods and services; 4 Notice to the public, including the form, manner and times notice shall be given; 5. Accountability and Transparency; and 6. Delegation of powers and duties. The first four items are not new, as each municipality has been required to enact by- laws on each of these aspects with the introduction of the Municipal Act, 2001. The latter two policies, accountability and transparency and delegation of powers and duties are new requirements of Council. In addition, the intent of the revisions to the Act appears to place an ongoing obligation on Council to review the policies. It is suggested that once per term of office the policies be reviewed to determine whether or not they continue to meet the needs of Council and the community. It should further be noted that templates for the two new policies were developed by the Municipal Law Association and provided to members of the Association of Municipal Clerks and Treasurers for review and use in developing the new policies. Accountabilitv and Transparencv Policv. ADM 170 The new provisions introduced in Bill 130 reflect a growing public concern for ensuring accountability and transparency in municipal administration, in large part from the Bellamy inquiry. Municipal councils are required to have an Accountability and Transparency policy in place by January 1, 2008. The Act requires that all municipalities must adopt and maintain a policy with respect to the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. The purpose of the policy is to provide guidance for the delivery of the municipality's activities and services in accordance with the principles outlined within the policy. The policy as presented in Attachment 1 to this report complies with the legislative requirements of the Act and it should be noted that the policy was updated to reflect a continuing commitment for conducting business in an open transparent environment. To ensure that Council is updated with respect to this policy, a further report will be prepared early in 2008, which will outline initiatives, activities and practices that hold the CORP0227-07/01 revised Report CAO 04-07 December 10, 2007 Subject: Policy Development Mandatory Provisions Page 3 03 City accountable and transparent to the public and therefore in compliance with the legislation and to the policy. Deleqation of Powers and Duties. Policy ADM 180 Municipalities now have expanded authority to delegate corporate powers pursuant to the 'natural person power' and the authority to empower local boards, committees and individuals to deal with particular issues. This delegation may occur for several reasons, such as improved efficiency. Although a municipality may delegate any of its powers and duties, whether they are administrative, corporate, legislative or quasi- judicial, this authority is subject to certain restrictions. For instance, while legislative or quasi-judicial powers may be delegated to a member of Councilor a Council committee, only those matters of a minor nature may be delegated to an officer, employee or agent of the municipality. In addition, certain core functions of Council may not be delegated, such as the passage of a zoning by-law or adoption of the budget. The Act now requires that all municipalities adopt and maintain a policy with respect to delegation of powers and duties of Council. The policy included as Attachment #2 to this report outlines which Council should consider before any delegation of some of its powers and duties and the requirements, conditions and restrictions for Council to authorize any delegation. The purpose of the policy is to set out the scope of the powers and duties which Council may delegate its legislative and administrative authority and to establish principles governing such delegation. The policy as presented complies with the legislative requirements of the Act. Staff are currently conducting a detailed review of the existing delegation of powers, duties and functions that are existing and assigned to staff at present, along with any expanded powers that they wish to pursue in relation to business efficiency. It should be noted that all delegated functions to staff are to be enforced through the provision of a by-law and therefore, a by-law will be presented early in 2008 in this regard. Notice Policy. ADM 100 In order for the City to be accountable and transparent, it must notify citizens of what is taking place. As a result, the Municipal Act requires that all municipalities must adopt and maintain policies that describe the circumstances in which the municipality shall provide notice to the public and if notice is to be provided, the form, manner and times notice shall be given. The City had an existing notice policy and when that policy was developed, the Municipal Act was becoming less prescriptive and there was a need to identify how notice was to be given. With the recent changes to the Municipal Act through Bill 130. all prescriptive notice provisions have been removed on the basis that municipalities would be required to have notice policies. The Minister of Municipal Affairs and Housing has stated that for a municipal government to be transparent and accountable, it must hold and conduct municipal business in public wherever possible. In order to meet the intent of the Municipal Act, the new policy will provide minimum notice periods that identifies circumstances of when notice will be provided using established formats and methods that provide consistent, accessible and timely information. Staff were mindful when researching and revising the existing policy that the public should be given as much time as possible to CORP0227-07/01 revised Report CAG 04-07 December 10, 2007 Subject: Policy Development Mandatory Provisions 0-4 Page 4 , . make submissions if necessary. The policy was also amended taking into account that meetings are to be closed to the public only under narrowly prescribed instances outlined in the Municipal Act. The Act as amended also requires public notice for all meetings regardless of whether it is open or closed; and there must be a record for all meetings held. These requirements are also applicable to the new education and training provisions contained in the legislation. These changes have been captured within the City's Procedural by-law, along with the revised Notice Policy. The revised policy has been included as Attachment #3 to this report and an Analysis of Bill 130 Impacts on Notice Related Provisions of the Municipal Act has been included as Attachment #5 to this report. Hirinq Policy, HUR 040 The City of Pickering currently has a policy in place, which was required as part of the 2003 changes to the Municipal Act. The Hiring Policy ADM 040, which has been in place since April 12, 1999 requires formal Council approval and adoption in order to be in compliance with the legislative provisions of the Municipal Act, therefore it is considered a housekeeping matter to adopt the policy at this time. A copy of the policy has been included as Attachment #4 to this report. Summary The Municipal Act is the legislative framework that creates municipalities and it is the foundation for our governance structure and the way we do business. As we all know, keeping the public informed is a critical step in a healthy local democracy. In maintaining existing policies and developing the two new policies of accountability and transparency and delegation of powers, there was a strong attempt by staff to look at the broader municipal framework. This is based on the premise that all municipal decision making should be accountable and transparent as the policies required by the legislation are in fact the activities that hold the municipality accountable and transparent to those we serve. Prepared By: Approved/Endorsed By: ~~"" ,.-"" DW:lr Attachments CORP0227-07/01 revised Report CAO 04-07 December 10, 2007 Subject: Policy Development Mandatory Provisions Page 5 , II . (1 5 1. Accountability and Transparency Policy ADM 170 2. Delegation of Powers and Duties Policy ADM 180 3. Notice Policy ADM 100 4. Hiring Policy ADM 040 5. Analysis of Bill 130 Impacts on Notice Related Provisions of the Municipal Act Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci~Council /" CORP0227-07/01 revised I ATTACHMENT .--1- m REPORT # C.~r q'ILo1 CITY POLICY/PROCEDURE D6 Approval: Date Originated: Policy Number: Chief Administrative Officer December 2007 Classification: ADM Reference: Date Revised: Category: 170 Related Procedures: Policy Title: ACCOUNTABILITY AND TRANSPARENCY POLICY POLICY STATEMENT: The Council of the City of Pickering acknowledges that it is responsible to provide good government for its stakeholders in an accountable and transparent manner by: . Openness and fairness when transacting City business; . Encouraging public access and participation to ensure that decision making is responsive to the needs of its constituents and receptive to their opinions; . Efficient and effective financial management; . An open, responsive meeting process that ensures citizens have access to and awareness of the Council/Committee business being discussed; . Delivering high quality services to our citizens; and . Promoting the efficient use of public resources. Accountability, transparency and openness are standards of good government that enhance public trust. They are achieved through the municipality adopting measures ensuring, to the best of its ability, that all activities and services are undertaken utilizing a process that is open and accessible to its stakeholders. In addition, wherever possible, the municipality will engage its stakeholders throughout its decision making process which will be open, visible and transparent to the public. POLICY OBJECTIVE: The Municipal Act, 2001 (the Act) requires that all municipalities adopt and maintain a policy with respect to the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. The purpose of this policy is to provide guidance for the delivery of the municipality's activities and services in accordance with the principles as outlined herein. This policy has been developed in accordance with the Act to comply with section 270. CITY POLICY/PROCEDURE 07 Approval: Date Originated: Policy Number: Chief Administrative Officer December 2007 Classification: ADM Reference: Date Revised: Category: 170 Related Procedures: Policy Title: ACCOUNTABILITY AND TRANSPARENCY POLICY GENERAL: 01 Definitions: 01.01 Accountability - The principle that the municipality will be responsible to its stakeholders for decisions made and policies implemented, as well as its actions or inactions. 01.02 Transparency - The principle that the municipality actively encourages and fosters stakeholder participation and openness in its decision making processes. Additionally, transparency means that the municipality's decision making process is open and clear to the public. 02 Responsibilities: 02.01 Council to: a) Approve the Accountability and Transparency Policy. b) Approve Amendments to the Accountability and Transparency Policy. c) Support the Accountability and Transparency Policy. 02.02 Chief Administrative Officer to: a) Support the Accountability and Transparency Policy. 02.03 Department Heads to: a) Support the Accountability and Transparency Policy. 02.04 City Clerk to: a) Support the Accountability and Transparency Policy. Page 2 of 4 CITY POLICY/PROCEDURE '... U 8 Approval: Date Originated: Policy Number: Chief Administrative Officer December 2007 Classification: ADM Reference: Date Revised: Category: 170 Related Procedures: Policy Title: ACCOUNTABILITY AND TRANSPARENCY POLICY b) Recommend and prepare any necessary amendments to the Policy. c) Be responsible for collecting concerns or complaints relating to this Policy. 03 Policv Requirements: The principles of accountability and transparency shall apply equally to the political process and decision making and to the administrative management of the municipality. 03.01 The municipality will be open, accountable and transparent to its stakeholders in its financial dealings as required under the Act. Some examples of how the municipality provides such accountability and transparency are as follows: a) Internal Audit b) External Audit c) Purchasing Policy d) Financial Control Policy e) Acquisition and Disposal of Land Policy D Budgetprocess g) Execution of Documents By-law h) Employee Code of Conduct i) Performance Review and Evaluation Policy j) Occupational Health & Safety Policy 03.02 Public Participation and Information Sharinq: The municipality ensures that it is open and accountable to its stakeholders through implementing processes outlining how, when and under what rules meetings will take place. The municipality's meetings will be open to the public when and as required under the Act, and members of the public will have an opportunity to make delegations or comments in writing on specific items at these meetings. In addition, Page 3 of 4 CITY POLICY/PROCEDURE 09 Approval: Date Originated: Policy Number: Chief Administrative Officer December 2007 Classification: ADM Reference: Date Revised: Category: 170 Related Procedures: Policy Title: ACCOUNTABILITY AND TRANSPARENCY POLICY the municipality has adopted policies which ensure that participation by the public can be meaningful and effective, through timely disclosure of information by various means including print media, websites, etc. 03.03 Complaint Process: The City Clerk shall be responsible for collecting concerns or complaints related to this policy. Page 4 of 4 AITACHMENT, ~ TO REPORT#. CAD fYf/O-1 CITY POLICY/PROCEDURE , I' I. 1 0 Approval: Date Originated: Policy Number: Chief Administrative Officer December 2007 Classification: ADM Reference: Date Revised: 180 Category: Related Procedures: Policy Title: DELEGATION OF POWERS AND DUTIES POLICY POLICY STATEMENT: The Council of the Municipality, as a duly elected municipal government is directly accountable to its constituents for its legislative decision making, policies, and administrative functions. Council's decisions are generally expressed by by-law or resolution of Council carried by a majority vote. The efficient management of the municipal corporation and the need to respond to issues in a timely fashion require Council to entrust certain powers and duties to committees and staff while concurrently maintaining accountability, which can be effectively accomplished though the delegation of legislative and administrative functions. Council authority will be delegated within the context set out in the Act and will respect the applicable restrictions outlined in the Act. POLICY OBJECTIVE: The Municipal Act, 2001 (the Act) requires that all municipalities adopt and maintain a policy with respect to the delegation of Council's legislative and administrative authority. The purpose of this policy is to set out the scope of the powers and duties which Council may delegate its legislative and administrative authority and to establish principles governing such delegation. This policy has been developed in accordance with the Act in order to comply with its other application sections, including section 270. This policy applies to all committees of Council, departments and staff. CITY POLICY/PROCEDURE 1 1 Approval: Date Originated: Policy Number: Chief Administrative Officer December 2007 Classification: ADM Reference: Date Revised: Category: 180 Related Procedures: Policy Title: DELEGATION OF POWERS AND DUTIES POLICY GENERAL: 01 Definitions: 01.01 Leqislative Powers - Includes all matters where council acts in a legislative or quasi-judicial function, including enacting by-laws, setting policies, and exercising decision making authority. 01.02 Administrative Powers - Includes all matters required for the management of the corporation which do not involve discretionary decision making. 02 Responsibilities: 02.01 Council to: a) Approve the Delegation of Powers and Duties Policy. b) Approve Amendments to the Delegation of Powers and Duties Policy. c) Support the Delegation of Powers and Duties Policy. 02.02 Chief Administrative Officer to: a) Support the Delegation of Powers and Duties Policy. 02.03 Department Heads to: a) Support the Delegation of Powers and Duties Policy. 02.04 City Clerk to: a) Support the Delegation of Powers and Duties Policy. b) Recommend and prepare any necessary amendments to the Policy. Page 2 of 4 CITY POLICY/PROCEDURE : ., .. 1 2 Ap'proval: Date Originated: Policy Number: Chief Administrative Officer December 2007 Classification: ADM Reference: Date Revised: Category: 180 Related Procedures: Policy Title: DELEGATION OF POWERS AND DUTIES POLICY c) Be responsible for collecting concerns or complaints relating to this Policy. 03 Policy Requirements: 03.01 All delegations of Council powers, duties of functions shall be affected by by-law. 03.02 Unless a power, duty or function of Council has been expressly delegated by by-law, all of the powers, duties and functions of Council remain with Council. 03.03 A delegation of a power, duty or function under any by-law to any member of staff includes a delegation to a person who is appointed by the Chief Administrative Officer or selected from time to time by the delegate to act in the capacity of the delegate in the delegate's absence. 03.04 Subject to section 3, a person to whom a power, duty or function has been delegated by by-law has no authority to further delegate to another person any power, duty or function that has been delegated, unless such sub-delegation is expressly permitted. 03.05 Legislative matters may be delegated by Council where they are minor in nature or where Council has explicitly provided for the terms and conditions under which the powers shall be exercised, and must take into account the limitations set out in the Act. 03.06 Administrative matters may be generally delegated to staff subject to the conditions set out in the delegation and in this policy, and must take into account the limitations set out in the Act. 03.07 In exercising any delegated power, the delegate shall ensure the following; Page 3 of 4 CITY POLICY/PROCEDURE 1 3 Approval: Date Originated: Policy Number: Chief Administrative Officer December 2007 Classification: ADM Reference: Date Revised: Category: 180 Related Procedures: Policy Title: DELEGATION OF POWERS AND DUTIES POLICY a) Any expenditure related to the matter shall have been provided for in the current year's budget (or authorized by the purchasing by-law and financial control policies). b) The scope of the delegated authority shall not be exceeded by the delegate. c) Where required by the specific delegated authority, reports shall be submitted to Council advising of the exercise of a delegated power and confirming compliance with the delegated authority and this policy. d) All policies regarding insurance and risk management shall be complied with. e) Delegates shall ensure the consistent and equitable application of council policies and guidelines. f) Any undertaking or contract with a third party shall be subject to the approval of legal services. Page 4 of 4 I ATTACHMENT # ~ TO REPORl' t. c~ r'>-/ I crj CITY POLICY/PROCEDURE Approval: Date Originated: Policy Number: Julv 28, 2003 Classification: ADM Reference: Date Revised: Resolution #113/03 December 2007 Category: 100 By-law 6166/03 Policy Title: NOTICE POLICY POLICY STATEMENT: In recognition of the emphasis placed on accountability and transparency measures within the Municipal Act, the City of Pickering believes citizens should be made aware of the business of the municipality. In order to make citizens aware, the City will provide notice based on the development of a class system that identifies the circumstances of when notice will be provided, including establishment of notice formats and methods and development of minimum notice provisions. POLICY OBJECTIVE: The objective of this Policy is to: 1. Ensure transparent government services which promote public input. 2. Ensure citizens are aware of what, when and where the business of the municipality is being discussed. 3. Provide accurate and timely notice to the required audience. 4. Ensure notification process is consistent. 5. Ensure all notices published by the City are issued in an effective and relevant medium. Page 1 of 6 CITY POLICY/PROCEDURE 1 5 Approval: Date Originated: Policy Number: July 28, 2003 Classification: ADM Reference: Date Revised: Resolution #113/03 December 2007 Category: 100 By-law 6166/03 Policy Title: NOTICE POLICY GENERAL: 01 Definitions: 01.01 EmerQency - means an unexpected matter that may arise which is considered to be of an urgent or time sensitive nature or which could affect the health or well-being of the residents and may prevent the City from providing the standard public notice. Emergency does not mean an emergency as defined in and governed by the Emergency Management Act, R.S.O. 1990, c.E.9, as amended. 01.02 Newspaper - means a printed publication in sheet form, intended for general circulation, published regularly at intervals of not longer than a week, consisting in great part of news of current events of general interest and sold to the public and to regular subscribers. 01.03 Notice - means a written, printed, published, or posted notification or announcement. 01.04 Published - published in a daily or weekly newspaper that, in the opinion of the Clerk of the City of Pickering, has such circulation within the City as to provide reasonable notice to those affected thereby, and "publication" has a corresponding meaning. 01.05 Website - City of Pickering corporate website. cityofpickering.com, "Public Notices" section as indicated in the section that provides links to public notification on the homepage. 02 Responsibilities: 02.01 Council to: (a) Approve the Notice Policy. Page 2 of 6 CITY POLICY/PROCEDURE , " . Approval: Date Originated: Policy Number: July 28, 2003 Classification: ADM Reference: Date Revised: Resolution #113/03 December 2007 Category: 100 By-law 6166/03 Policy Title: NOTICE POLICY (b) Approve amendments to the Notice Policy. (c) Support the Notice Policy. 02.02 Chief Administrative Officer to: (a) Support the Notice Policy. (b) Declare, in consultation with the Mayor, when emergency provisions may be invoked. 02.03 Department / Division Head: (a) Support the Notice Policy. (b) Ensure staff prepare notices within the designated time. 02.04 Supervisor, Marketinq Research & Communications to: (a) Support the Notice Policy. (b) Act as City representative with the newspaper. (c) Coordinate notices to be published in the newspapers. (d) Follow-up on any misprints. 02.05 Website Coordinator: (a) Support the Notice Policy. (b) Add, maintain and remove notices from the website as requested by departments responsible for giving notice. Page 3 of 6 CITY POLICY/PROCEDURE 1 7 Approval: Date Originated: Policy Number: July 28, 2003 Classification: ADM Reference: Date Revised: Resolution #113/03 December 2007 Category: 100 By-law 6166/03 Policy Title: NOTICE POLICY (c) Maintain a record of notices published on the website. 02.06 City Clerk to: a) Support the Notice Policy. b) Recommend and prepare any necessary amendments to the Policy. c) Be responsible for collecting concerns or complaints relating to this Policy. 03 Notice Method and Timinq: 03.01 The Municipal Act, S.D. 2001 requires the City to give notice respecting several matters. The means of giving notice may be set by Municipal Policy, may be set out in the Act that requires the notice to be given, or may be prescribed by Minister's Regulation. 03.02 The standard mediums for issuing a notice may include one or more of the following: a) Letters - for notice to individuals, interested parties, the upper tier municipality or other level of government. Depending on the notice or statutory requirement, letters may be hand delivered, or sent via first- class mail or registered mail, faxed or e-mailed. b) Newspaper - public notices, notice of intent to pass by-law, notice of public meeting, property tax installment notices, notice of public sale. c) Posting - public notices posted on site. d) Website - public notices, notice of intent to pass by-law, notice of public meeting, property tax installment notices, notice of public sale. Page 4 of 6 I' II Approval: Reference: Resolution #113/03 By-law 6166/03 Policy Title: 03.03 03.04 03.05 03.06 CITY POLICY/PROCEDURE Date Originated: Jul 28, 2003 Date Revised: December 2007 Polic Number: Classification: ADM 100 Category: NOTICE POLICY Unless otherwise stated in Attachment I, "reasonable notice", shall be deemed that the City shall give not less than five days or more than thirty days notice. Attachment I is a chart detailing the Minimum Notice Requirements which shall be provided by the City. Where a notice is issued using more than one medium, every attempt shall be made to issue notices at the same time. In the event that the server fails and the website notices are interrupted, every attempt shall be made to reinstate the service. Notices, which were issued also by way of an additional medium, shall be deemed not affected by the server interruption. However, for notices which are solely issued via the website, if there is an interruption in service, staff shall take reasonable steps to attempt to ensure that the minimum notice requirement as stated in 03.03 of this Policy is upheld. 04 Notice Content: 04.01 Where notice is required to be given, the notice shall include the following information, at a minimum: 05 General a) Outline the authority and/or purpose for the notice. b) Outline the subject matter of the notice. c) Set out the applicable notice requirements (i.e. Date, time, location of meeting) d) If applicable, include a key map or other description of the lands affected by the matter under consideration. e) Provide how, where, and when comments / objections can be made. Page 5 of 6 , " '1 9 CITY POLICY/PROCEDURE Approval: Date Originated: Policy Number: July 28, 2003 Classification: ADM Reference: Date Revised: Resolution #113/03 December 2007 Category: 100 By-law 6166/03 Policy Title: NOTICE POLICY 05.01 Nothing in this policy shall prevent the Clerk from using more comprehensive methods of notice or providing for a longer notice period. 06 Emergency Provision 06.01 If a matter arises, which in the opinion of the Chief Administrative Officer, in consultation with the Mayor, is considered to be an emergency (as defined in this Policy), the Clerk shall make his/her best efforts to provide as much prior notice as is reasonable under the circumstances. Page 6 of 6 ADM 100 Minimum Notice Requirements Appendix I r Municipal Act, 2001 Description Requirement "-- -Notice Type I Period I Frequency I Part Section 110(8) Tax Exemption by-law Upon the passing of a by-law under - Written notice to parties identified subsection (6), the clerk of the municipality - City Website - "Public Notices" shall give written notice of the contents of the by-law to: a) the assessment corporation b) the Clerk of any other municipality that would but for the by-law, have had authority to levy rates on the assessment for the land exempted by the by-law, and c) the secretary of any school board if the area of jurisdiction of the board includes the land exempted by the by-law 144(5)(c) Power of Entry - Order repair A notice stating that if the work is not done - Notice to owner either personally in compliance with the order within the or by prepaid registered mail to period it specifies, the municipality may the last known address of the have the work done at the expense of the owner. owner. - Timing of notice to be in accordance with the order given. Before the municipality enters on land to do the work, the order shall be served on the owner of land personally or by prepaid registered mail to the last known address of the owner of the land. If the municipality is unable to effect service on the owner under subsection (8), it may place a placard containing the terms of the order in a conspicuous place on the land and may enter on the land for this purpose. 210,211 Business Improvement Area All requirements to give notice and hold public meeting remain N C) Municipal Act, 2001 Description Requirement Notice Type I Period I Frequency Part Section 222 Establish wards No longer a requirement to give notice prior to passage of by-law establishing wards. No longer a requirement for a public meeting prior to passage of by-law establishing wards. I (Notice of passage of by-law still required after passage of by-law, and appeal process still in place) 295 Publication of Financial Notice that information is available - Published in the newspaper within Statement 60 days of receipt of the audited financial statements. - City Website - "Public Notices" and "Finance Tax" - IX 331(2) Taxes on eligible property When eligible properties as defined in - Within 60 days after the date the (Industrial & Commercial) 331 (20) are added to the roll (ie. Properties list of comparable properties is with additional assessments; properties that received by the municipalities the cease to be exempt; properties that are City shall mail (via first-class mail) added to the roll be severance; or to the owner of each eligible properties for which there is a change in property the list of the comparable classification) properties and the determination made. 343 Notice of Tax Bill Municipal treasurer still required to send a - At least 21 days before any taxes tax bill to every taxpayer shown on the tax bill are due X 348 Tax Status Notice to Tax Payer - By February 28lr in each year, a Notice of Tax Arrears & related late payment charges shall be mailed (via first-class mail) to the owner of each property in arrears. 351 Seizure of Assets for unpaid Notice of Public Auction and Notice of taxes - Published at least once in the taxes due newsoaper when necessary. ADM 100 Minimum Notice Requirements Appendix I r'0 ---:. Municipal Act, 2001 Description Requirement Notice Type I Period I Frequency Part Section 356 Dividing land for sale Notice of decision - On or before September 30 of the year following the year in which the application is made, council shall hold a public meeting. - At least 14 days prior to the meeting, the City shall mail (via first-class mail) to the applicant a notice of the date. The notice shall be copied to the Assessment Corporation and the Assessment Review Board. ------.--. 357 Cancellation, reduction, refund On or before September 30 of the year - Applicants shall be notified of the of taxes - Notice Requirement following the year in which the application is meeting by mail sent at least 14 made, council shall hold a meeting at which days before the meeting. Within all applicants may make representations to 14 days of decision, council shall council notify the applicants of the decision and specify the last day for aooealina. 358(10) Cancel, reduce or refund taxes Notice to applicant - With respect to applications filed under Section 358, within 14 days after making its decision, Council shall notify the applicant of the decision via first-class mail. 359(3), (4) I ncrease taxes Notice to Treasurer and affected person of - With respect to applications filed meeting under Section 359, within 14 days after making its decision, Council shall notify the person (via first- class mail) in respect of whom the application is made of the decision and specify the last day for appealing the decision. ADM 100 Minimum Notice Requirements Appendix I N N Municipal Act, 2001 Description Requirement Notice Type I Period I Frequency Part Section XI 374 Tax Arrears Certificate Notice of Registration as per Section 374(1) - Within 60 days after the Registration, the Final Notice shall be sent via registered mail to those who are entitled to receive the notice as per Section 374. 379(1) Tax Arrears - Final Notice As per section 374( 1 ) If the cancellation price remains unpaid 280 days after the day the tax arrears certificate is registered, within 30 days thereafter, the Final Notice shall be issued stating that the land will be advertised for public sale. (unless the cancellation price is paid before the end of the one-year period following the date of the registration of the tax arrears. 379(2) Public Sale Notice of public sale - Final Notice shall be published at least once a week for four successive weeks in the newspaper. - Final Notice shall be published at least once in the The Ontario Gazette. 380 (3) Application of Proceeds Notice to Public Guardian and Trustee of Within 60 days after making a payment of proceeds payment to Court under Section 380 (2), the Treasurer shall send via first- class mail, a copy of the statement to the Public Guardian and Trustee and to the persons to whom the Treasurer sent Notice under Section 379(1). ADM 100 Minimum Notice Requirements Appendix I r,.) <..N ~- Description Requirement Notice Type I Period I Frequency Municipal Act, 2001 Part Section XII 400 Fees and Charges Notice of intent to pass by-law Notice shall be in compliance with Regulation 244/02. Notice Conditons for fire purposes) - Hold at least one public meeting. - Notice of public meeting to be published at least once in the newspaper, at least 21 days prior to the public meeting. - Written Notice of public meeting to be sent via first-class mail giving I 21 days notice to every person I and organization that has, within five years before the day of the public meeting, given the Clerk a written request for notice of the passing of the by-law containing a return address. - City Website - "Public Notices" - (See Regulation for notice details.) Fees (re: all other fees) - Written Notice of intention to pass by-law to be sent via first-class mail giving 21 days notice to every I person and organization that has, within five years before the Council Meeting where the by-law will be considered, given the Clerk a written request for notice of the passing of the by-law containing a return address. - City Website - "Public Notices" ADM 100 Minimum Notice Requirements Appendix I i'~ ~ Municipal Act, 2001 1 Description Requirement Notice Type I Period I Frequency Part Section XIV 431 Power of Entry Notice of Proposed entry - Notice to owner either personally or by prepaid registered mail to the last known address of the owner 433 Closing of Premises - Public Notice to Attorney-General - 15-day written notice to the Nuisance Attorney General to be sent via reaistered mail. 440 Collection of Licensing fines Notice of unpaid fine - Notice to owner either personally or by prepaid registered mail to the last known address of the owner. I - Notice to be issued 21 days prior I I to the final due date and the Notice shall specify the amount of the fine payable and final date. ADM 100 Minimum Notice Requirements Appendix I f-0 (Jl IATTRENTI.!L TO REPORT#SI/O~'01 CITY POLICY/PROCEDURE , .. . 26 Approval: .' / ' " /"';''''''.', 7.;;.~5;----' .~\ Re e ence:J Date Originated: A ril 12, 1999 Date Revised: '}anuarx.. 13, 2004 ~.~-~-. ---.--.....,. Polic Number: Classification: HUR Category: 040 Subject: 001 Policy Title: HIRING POLICY POLICY STATEMENT: The Corporation of the City of Pickering will, by process of advertisement and competition, seek to find the most suitably qualified candidates for vacant positions. The Corporation will first provide its existing employees with the opportunity to compete for all vacant positions. It is the intention of the Corporation that such candidates shall be attracted, selected, appointed and placed in compliance with prevailing policies, procedures and contractual obligations. This Policy is predicated on the principle that merit and the ability to perform effectively in a position are the primary criteria which should be considered in making job appointments. In making employment decisions, the Corporation will adhere to the Ontario Human Rights Code. . POLICY OBJECTIVE: The objective of this Policy is to: 1. Establish fair and consistent employment practices. 2. Ensure that vacant positions are filled in a fair and consistent manner, recognizing the bona fide requirements and characteristics of the position being filled. 3. Ensure compliance with governing legislation, policy and conditions specified by the Corporation's collective agreement(s) with its unionized employee group{s). 4. Ensure that an adequate range of qualified applicants are attracted for all vacancies. Page 1 of 1 .... ,. .......... ,,"',#.~. .,...w,.';o;"~"'_rl,'"",*,,-l.lI.~.~t.\Iot!l"'\.il#.~" !~ ,. 11 ji~ ';,- .. ._ n.: ""'#_."~" ".,.,..,' ......,_.,~"'...........H<,:. . CITY POLICY/PROCEDURE 27 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY GENERAL: 01 Definitions:- 01.01 01.02 01.03 01.04 01.05 01.06 Common-Law Spouse - An adult man or woman who cohabits with a member of the same or opposite sex in a conjugal relationship outside of marriage. Direct Reportino Relationship - A reporting relationship where an individual has the authority to directly control the activities or work assignments of another employee (as in a supervisor/subordinate relationship) . Immediate Familv - A husband, wife, including common-law spouse, children, including foster or step children, of an employee. . Immediate Relative - The parents, brothers, sisters, including foster or step, parents-in-law, brothers-in-law, sisters-in-law, sons-in-law, daughters-in-law, grandparents, grandchildren, or any other relative living with an employee. Nepotism - Employment preference or other favouritism shown to immediate family or immediate relatives. Non-Resident Emplovee - For the purpose of determining relocation assistance under this POlicy, a non-resident employee is a new employee who has - been appointed to a position with the City of Pickering and who does not reside in the City of Pickering, the surrounding area or within commuting distance of the City. Page 1 of 16 ,. 28 CITY POLICY/PROCEDURE Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 01 Definitions: (Continued) 01.07 01.08 01.09 01.10 01.11 Probationary Period - A set amount of time during which a new employee appointed to a position must demonstrate the ability to effectively discharge the full range of duties of the position and during which the employer may assess the employee's competence and suitability for the position. Trial Period - A set amount of time during which an existing employee appointed to a new position must demonstrate the ability to effectively discharge the full range of duties of the position and during which the employer may assess the employee's competence and suitability for the position. Criminal Reference Check - A check undertaken through the police department on individuals to determine whether they have a record of offences. Children - From birth to 18 years of age. Vulnerable Adults - An adult who, for a variety of reasons, may have difficulty ensuring their own safety and protection. These reasons may include, but are not limited to, the presence of a physical, developmental or psychiatric disability or the presence of an emotional dysfunction requiring treatment or support. Page 2 of 16 CITY POLICY/PROCEDURE no L. '/ Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 02 Responsibilities: 02.01 Council to: Actively support the Hiring Policy. 02.02 Chief Administrative Officer to: (a) Actively support the Hiring Policy. (b) Approve any amendments to this Policy. (c) Approve the filling of all full-time vacancies. (d) Participate in the selection of candidates for senior administrative positions as appropriate. (e) Authorize relocation assistance. 02.03 Department Head to: (a) Actively support the Hiring Policy. (b) Identify staffing requirements and work with the Human Resources Division to provide staffing within their Department. (c) Review duties and qualifications of vacant positions and prepare up-to-date and accurate job descriptions. Page 3 of 16 CITY POLICY/PROCEDURE 30 Approval: Date Originated: I Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 02.03 Department Head to: (Continued) (d) Review and authorize all staffing actions initiated within their jurisdiction. (e) Ensure that all staffing actions within their department are undertaken in accordance with the intent of this Policy statement and the procedures set forth. (f) Participate in the candidate selection process as appropriate. 02.04 Division Head/Supervisor to: (a) Initiate Employment Requisitions (see Appendix 1) for staffing within their area of responsibility. (b) Develop job-related interview questions for review by the Employment Services Coordinator prior to the interview. (c) Participate in the candidate selection process. (d) Complete required documentation after interviews are finalized. (e) Arrange position orientation for new employee on employee's first day on the job. Page 4 of 16 CITY POLICY/PROCEDURE 31 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 02.05 Human Resources Division to: (a) Prepare Internal Job Postings for job competitions. (b) . Prepare and arrange for external job advertisements. (c) Receive and record all job applications and respond to enquiries. (d) Develop. competition file to store all related documents and correspondence. (e) Review job applications in relation to selection criteria. (f) Assist client department in the development of interview questions. (g) Arrange interviews and notify applicants to be interviewed. (h) Coordinate and participate in the candidate selection process. (i) Ensure that interviews and hiring decisions are undertaken in a fair and consistent manner and in compliance with governing legislation, policy and terms and conditions in collective agreement(s). G) Administer selection tests, and arrange for job-related medical examinations. Page 5 of 16 CITY POLICY/PROCEDURE 32 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 02.05 Human Resources Division to: (Continued) (k) Obtain written authorization to conduct a reference check from the applicant. (I) Conduct a minimum of. three (3) employment reference/credential checks prior to offer of employment. (m) Make offer of employment to successful applicant. (n) Provide verbal notification to unsuccessful candidates interviewed that the vacancy has been filled and confirm by letter. (0) Arrange relocation assistance where appropriate. (p) Provide new employee with benefit orientation and enrollment on the first day of employment prior to commencement of duties. 03 Procedures/General Provisions: 03.00 The DepartmenUDivision Head reviews the duties and qualifications of the vacant position and prepares an up-to-date and accurate job d escri ption. 03.01 An Employment Requisition is prepared by the Supervisor and forwarded to Department Head and Chief Administrative Officer for authorization. Page 6 of 16 CITY POLICY/PROCEDURE 33 Approval: Date Originated: Policy Number: April 12. 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 03 Procedures/General Provisions: (Contin~ed) 03.02 03.03 03.04 03.05 03.06 03.07 The Department Head authorizes the Employment Requisition and forwards to the Human Resources Division. Human Resources reviews the Employment Requisition and forwards to the Chief Administrative Officer for final authorization. Upon receipt of approval from the Chief Administrative Officer, the Human Resources Division prepares an internal job posting summarizing typical duties. minimum entry qualifications. salary range and other relevant information. Notices are distributed by the Human Resources Division to predetermined locations throughout the Corporation. Internal postings remain on appropriate bulletin boards for five working days or for the period stipulated in the collective agreement(s) where applicable. Internal applicants who have the required qualifications will be interviewed and considered before external applicants. Applicants for vacant positions must submit a current resume detailing their present qualifications with a covering letter to Human Resources on or before the closing date of the posting. Posting and filling of jobs falling within the scope of a collective agreement will be carried out in accordance with the requirements of the respective collective agreement. All non-union job postings may be advertised internally and externally at the same time in the interests of expediting the filling of a vacancy. Page 7 of 16 -z. 4 I ti. V CITY POLICY/PROCEDURE Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 03 Procedures/General Provisions: (Continued) 03.08 03.09 03.10 03.11 03.12 03.13 03.14 03.15 Applications from both internal and external candidates are received and recorded by the Human Resources Division until the closing date of the competition. Only in exceptional circumstances will applications be accepted after the stated deadline. Human Resources reviews applications received according to standards identified in the job description. For union positions, Human Resources will also verify the applicant's seniority date. The number and names of applicants applying for a posted position will remain confidential until the expiration of the posting period. Testing of required knowledge. skills and abilities may form an integral part of the screening process. Applications of those candidates short-listed for a position are forwarded to the hiring department for review and recommendation of candidates to be interviewed. The hiring department returns all applications to the Human Resources Division identifying those candidates to be selected for an interview. Human Resources reviews selections to ensure they are In accordance with established hiring practices and procedures. Human Resources. prepares interview packages comprising the candidate's resume, interview questions, rating form, current job description and other relev'ant information for each member of the Interview Panel. Page 8 of 16 CITY POLICY/PROCEDURE t, 35 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 03 Procedures/General Provisions: (Continued) 03.16 03.17 03.18 03.19 03.20 03.21 Human Resources arranges location and time for interviews and notifies selected candidates accordingly. Upon receipt of notification, internal candidates selected for an interview will arrange for time off with their immediate supervisor to attend the interview. The Interview Panel will consist of at least two representatives, one from the Human Resources Division and the other from the hiring department, usually the immediate supervisor. The Interview Panel recommends a suitable candidate to the department head. Upon receipt of department head approval, Human Resources completes reference/credential checks on the recommended candidate. If acceptable, Human Resources makes a verbal conditional offer of employment to the candidate and subject to a satisfactory pre-employment medical and/or a satisfactory Criminal Reference Check, later provides written confirmation. The recommended candidate is requested to provide signed acceptance of the offer within forty-eight hours of receipt. Upon verbal acceptance by the candidate, Human Resources will notify the hiring department of the employee's commencement date. If an internal candidate has been selected to fill a position, the . employee's start date in the new position is established through mutual agreement by the two department heads involved. Human Resources will notify unsuccessful applicants interviewed that the position has been filled. Page 9 of 16 CITY POLICY/PROCEDURE 36 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 03 Procedures/General Provisions: (Continued) 03.22 The successful applicant will report to the Human Resources Division for benefit enrollment (if not already enrolled) prior to reporting to the hiring department for job orientation and work assignment. Page 10 of 16 .011(.4.. I. l. . . I I CITY POLICY/PROCEDURE 37 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY Page 11 of 16 CITY POLICY/PROCEDURE 38 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY RECRUITMENT CHECK-LIST (Continued) Responsibility Activity H.R Department! Division 9. Arrange for and conduct pre-employment tests as required. X 10. Arrange for location and time of interview and make interview appointments. X 11. Prepare interview packages for each member of the Interview Panel. X 12. Conduct interview with selected applicant(s) ensuring completion of appropriate documentation. X X 13. Ensure interview documentation is returned to Human Resources for retention. X 14. Make verbal conditional offer of employment. X 15. Conduct reference/credential/criminal checks in accordance with established procedures. Provide written confirmation of offer and obtain written acceptance within specified time-frame. X 16. Arrange for.job-related medical examination on completion of conditional employment offer. X Page 12 of 16 CITY POLICY/PROCEDURE 39 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY RECRUITMENT CHECK-LIST (Continued) Responsibility Department! Division Activity H.R 17. Arrange relocation assistance where appropriate. x 18. Prepare personnel file and arrange for benefits enrollment and job orientation. x 19. Provide verbal and written notification to unsuccessful applicants interviewed. x 20. Arrange position orientation for new employee on first day at work. x Page 13 of 16 CITY POLICY/PROCEDURE 40 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 04 Non-Discrimination: In accordance with the Ontario Human Rights Code, the City of Pickering will provide equal opportunity for employment to all qualified candidates without discrimination because of race, ancestry, place of otigin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status or handicap. 05 Job-Related Medical Examination: The objective of a job-related medical examination is to ensure that applicants are medically and physically capable of performing the essential duties of the position for which they have been given a conditional offer of employment. The medical examination shall relate to the applicant's physical and/or mental ability to carry out the essential duties of the job. 05.01 Appointment to full-time and part-time permanent positions with the City of Pickering will be conditional upon the applicant successfully completing a job-related medical examination by the City's physician at the Corporation's expense. 05.02 The medical examination will be arranged by the Human Resources Division and will only take place after a conditional written offer of employment has been made to the candidate. 05.03 Job-related medical examinations may also be required of present employees applying for a transfer to jobs which demand a greater degree of physical effort or fitness. Page 14 of 16 ~~"bf4 I I I I - CITY POLICY/PROCEDURE 41 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 05 Job-Related Medical Examination: (Continued) 05.04 Job-related medical examinations may also be required of non- permanent employees who are being considered for high risk or high activity positions. 06 Verification of Credentials: Successful applicants will be required to submit originals of all degrees, diplomas or other relevant documents which they claim to hold, to the Human Resources Division. Copies will be maintained in the employee's personnel file for future reference. 07 Reference Verification: Employment references must be completed and documented prior to issuing an offer of employment. The Employment Services Coordinator conducts all external" reference checks using a Telephone Reference Check form. Typically this will involve contact with at least three (3) previous supervisors of an external applicant. 08 The Human Resources Division will obtain written authorization from the candidate prior to conducting a reference check. Only the references provided by the candidate on the Employment Reference Consent Form (See Appendix 2) will be contacted. 09 Unsolicited Applications: Unsolicited applications for employment will be retained in the Human Resources Division for a period of six months. Unsolicited applications received by supervisors and elected officials should be forwarded to the Human Resources Division fn all instances immediately upon receipt. Page 15 of 16 CITY POLICY/PROCEDURE 42 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 001 Policy Title: HIRING POLICY 10 Documentation: In accordance with the administrative requirements set out in the Municipal Freedom of Information and Protection of Privacy Act, all recruitment and selection related data is to be retained in the Human Resources Division. Upon completion of the interview process, interview panel members are required to return all documentation contained within the interview package to the Human Resources Division for central filing. Documentation related to the interview and selection process will be retained within the Human Resources Division for a period of two years. Page 16 of 16 CITY POLICY/PROCEDURE 43 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 002 Policy Title: HIRING POLICY NEPOTISM: 02 The City of Pickering recognizes that all qualified candidates should be provided with the opportunity to be considered for employment and that family relationships should not unduly or unfairly restrict an individual's right to seek employment. opportunities. The fact that a potential employee is related to an existing employee should neither prejudice nor advance that person's hiring opportunities. 02.01 Any attempts at interference, undue influence or coercion relating to employment shall be reported immediately to the Chief Administrative Officer for investigation. 02.02 The hiring of immediate family or immediate relatives of employees is not appropriate in situations where the related employees would be in a direct reporting relationship. 02.03 Members of immediate family or immediate relatives shall not participate in the recruitment, promotion or selection process where a candidate is an immediate family or immediate relative. 02.04 More than one (1) family member may be employed by The City of Pickering provided no two (2) members of an immediate family or immediate relatives are in a direct reporting relationship. Page 1 of 1 .. 44 CITY POLICY/PROCEDURE Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 003 Policy Title: HIRING POLICY DRIVER'S LICENCE: 03 Where a position requires a valid driver's licence, the following guidelines will apply: 03.01 03.02 03.03 03.04 07.27.99 03.31.00 The Corporation will determine all jobs within the City where the ability to drive is an essential requirement of the position. This requirement will be identified in the job description. . Applicants for positions which require the ability to drive, will be required to produce an up-to-date driver's abstract and a valid Ontario Driver's Licence of the correct class for the vehicle to be driven, only after a conditional offer of employment has been made. In September of each year, each department will submit to the Human Resources Division, a list of those employees required to operate City' vehicles/equipment or who are required to use their own personal vehicles in the course of City business. The Human Resources Division will arrange to have a semi- annual driver abstract search undertaken for all employees who operate City vehicles and equipment. Page 1 of 1 CITY POLICY/PROCEDURE 45 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 004 Policy Title: HIRING POLICY CONTRACT STAFF: 01 Guidelines: 01.01 01.02 01.03 01.04 01.05 Individuals may be hired on an employment contract basis to perform specific functions for a specified period of time. Establishment of such contracts shall not violate the provisions of the City's collective agreement(s). Benefits will be provided to contract individuals in accordance with governing legislation. Additional benefits may be provided as negotiated between the respective parties. Contracting of individuals shall be undertaken within the constraints of departmental budgets or other approved funding and will be subject to the approval of the Chief Administrative Officer. Each contract is subject to such terms and conditions as may be negotiated between the Corporation and the individual contractor. Contracts will be prepared by the Human Resources Division in accordance with established format and procedures. Page 1 of 2 CITY POLICY/PROCEDURE 46 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Referen.ce: Date Revised: Category: 040 Subject: 004 Policy Title: HIRING POLICY 02 Procedures: 02.01 The responsible department head determines the requirement for contract staff. 02.02 A written proposal must be submitted to the Chief Administrative Officer by the responsible department head detailing; (a) Nature and purpose of the work to be performed. (b ) Term of the contract. (c) Recommended rate of pay within established pay range. 02.03 Upon approval by the Chief Administrative Officer, the Human Resources Division processes the selection request in accordance with the procedures similar to those identified in Subject 001, Section 3, of this Policy. 02.04 Upon selection of a suitable individual, the Human Resources Division prepares and executes the Employment Contract. The contractor is provided with one copy of the signed agreement and the original shall be retained in the Human Resources Personnel File. Page 2 of 2 CITY POLICY/PROCEDURE 47 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 005 Policy Title: HIRING POLICY RELOCATION ASSISTANCE: 01 Relocati.on assistance ensures that a qualified applicant will not be prevented from accepting employment with the City of Pickering because of the expense of relocation when: 01.01 The position is a key senior managerial position for which there is no suitably qualified applicant available within the City of Pickering or in the immediate vicinity. 01.02 It is mandatory that the position be filled as quickly as possible. 01.03 The department head recommends, and the Chief Administrative Officer concurs, that such recruitment incentive is appropriate in the specific circumstances. . 02 The City of Pickering may assist newly appointed non-resident employees with relocation assistance upon written acceptance of an offer of employment. 03 The Corporation will recover on a pro-rata basis, any relocation assistance paid to an employee who resigns or is terminated from employment for just cause within twenty-four (24) months of commencement of employment. Relocation assistance may include both moving expenses and relocation expenses. Page 1 of 5 CITY POLICY/PROCEDURE 48 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 005 Policy Title: HIRING POLICY 04 Definitions: 04.01 Movinq Expenses: The reasonable costs of packing, unpacking, cartage and freight of an employee's household effects to the City of Pickering. It will be incumbent upon the prospective employee to provide to the employer three (3) estimates on moving costs prior to authorizing final arrangements. 04.02 Relocation Expenses: (a) The cost of public transportation (air, rail, bus) of an employee and immediate family to the City of Pickering. (b) Includes the cost of gas, meals and hotel accommodation for the employee and immediate family if travelling is completed by automobile to the City of Pickering. (c) Accommodation and meals at a local hotel for a period of not more than fourteen (14) days to allow the employee to make accommodation arrangements. Page 2 of 5 CITY POLICY/PROCEDURE 49 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 005 Policy Title: HIRING POLICY 05 Responsibilities: 05.01 Chief Administrative Officer to: (a) Approve, where appropriate, relocation assistance requests. (b) When it has been determined that no suitably qualified applicant is available locally, determine the level of assistance, if any, to be offered. (c) Determine, within the framework of this Policy, the amount of assistance to be provided prior to the employee incurring expenses associated with the cost of relocation. 05.02 Human Resour.ces to: (a) Obtain written acceptance of employment offer from employee. (b) Advise new employee in writing that relocation assistance will be made available and the level of assistance to be provided. (c) Arrange relocation assistance where appropriate. Page 3 of 5 _OU,4. '.1. .. i! CITY POLICY/PROCEDURE r () J _ [ Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 005 Policy Title: HIRING POLICY 05.02 Human Resources to: (Continued) (d) Obtain required receipts from the employee, verify amounts claimed, obtain approval from the Chief Administrative Officer, and forward approved documentation to the Corporate Services Department for reimbursement. 05.03 Corporate Services Department to: (a) Verify all claims to ensure they have been submitted and approved in accordance with this Policy. (b) Reimburse approved claims to the employee. 05.04 Emplovee to: (a) Accept the level of assistance offered at the time of appointment and sign Relocation Expense Service Agreement (See Appendix 3). (b) Signify acceptance of offer of employment in writing. (c) Submit estimates from three independent moving companies for approval. (d) Obtain requisite receipts and other documentation to substantiate relocation expenses. Page 4 of 5 CITY POLICY/PROCEDURE 51 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 005 Policy Title: HIRING POLICY 05.04 Emplovee to: (Continued) (e) Submit a detailed statement of incurred expenses and receipts to the Human Resources Division upon commencement of employment. Page 5 of 5 CITY POLICY/PROCEDURE 52 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 006 Policy Title: HIRING POLICY PROBATIONARyrrRIAL PERIODS: 01 The City of Pickering recognizes the importance of a period of evaluation for employees appointed to positions as a result of competition, promotion or transfer. Permanent appointments to all positions within the City shall be subject to satisfactory performance during the probationary/trial period. 01.01 Unionized employees will serve a probationary/trial period in accordance with the provisions of the Corporation's collective agreement(s) with its unionized employee group(s). 01.02 The standard probationary/trial period for non-union employees of the Corporation shall be six working months. Any single period of absence during the probationary period in excess of 5 working days, for any reason, shall be added to the probationary period. 02 Responsibilities: 02.01 Department Head to: (a) Assess in writing the job performance of those employees under his/her supervision, who are serving a probationary/trial period. (b) Prepare probationary performance assessments for those employees under his/her direct supervision, in accordance with established procedures. Page 1 of 4 CITY POLICY/PROCEDURE 53 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 006 Policy Title: HIRING POLICY 02 Responsibilities: (Continued) 02.02 Supervisor to: (a) Formally assess the job performance of those employees under his/her supervision who are serving a probationary/trial period. (b) Provide ongoing supervision to new employees and apprise employees of performance feedback relative to job requirements. (c) Prepare probationary performance assessments for those employees under his/her direct 'supervision, in accordance with established procedures. (d) Provide warnings of insufficient performance, as appropriate, and assist the employee in designing a method to overcome performance deficiencies. (e) Consult with Union, as appropriate, if employment performance during the probationary/trial period necessitates further evaluation and obtain written agreement to extension. Page 2 of4 54 CITY POLICY/PROCEDURE Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 006 Policy Title: HIRING POLICY 02.03 Human Resources Division to: 03 Procedures: 03.01 03.02 03.03 (a) Forward the Performance Appraisal Document for ProbationaryfTrial employees (See Appendix 4) to department heads for completion. (b) Provide employee with confirmation of appointment in new position. Human Resources forwards the Performance Appraisal Document for Employees Serving ProbationaryfTrial Periods to department heads for completion. During the probationary/trial period, the supervisor meets with the employee on a regular basis and reviews the employee's performance relative to the requirements of the position. The immediate supervisor communicates the job duties, including responsibility, authority, the level of performance expected, and the way in which job performance will be measured. The supervisor reviews the Performance Appraisal Document with the employee and evaluates performance on the basis of the performance validation factors identified in the documentation. The employee is provided with an opportunity to comment on the evaluation undertaken. Page 3 of 4 CITY POLICY/PROCEDURE 55 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 006 Policy Title: HIRING POLICY 03 Procedures: (Continued) 03.04 The supervisor completes the Performance Appraisal Document prior to the end of the probationary/trial period, obtains department head signature and forwards the document to the Human Resources Division. At least a 'competent' standard must be achieved for the employee to be confirmed in the position. 03.05 Following receipt of the documentation, Human Resources will confirm the employee in the position. Page 4 of 4 CITY POLICY/PROCEDURE II . ',- ,/ ::)lO Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 007 Policy Title: HIRING POLICY CRIMINAL REFERENCE CHECK: 01 The City of Pickering recognizes the importance of ensuring the personal safety and well being of its employees and the safety and well-being of those members of the community who are receiving services. The City will undertake a Criminal Reference Check for all full-time and part-time volunteers and potential candidates for employment who will, as a result of their positions, have direct contact with children or vulnerable adults, handle cash, occupy a position of trust, financial or otherwise, or who may be required to enter private residences as a job requirement. 02 This Policy applies to the following categories of employees [removed (f) specialized service transit operators - Jan 13/04]: (a) Firefighters; (b) Aquatic staff; (c) Cashiers; (d) Recreation Program staff; (e) Facilities staff; (f) Other staff, where in the opinion of the department head, the responsibilities of the position require interaction with children, vulnerable adults, entry into private residences, or occupy a position of trust, financial or otherwise. This Policy also applies to those individuals having direct contact with children or vulnerable adults on a volunteer basis. Page 1 of 5 CITY POLICY/PROCEDURE 57 Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 007 Policy Title: HIRING POLICY 03 Guidelines: 03.01 Criminal Reference Checks shall be carried out in accordance with the Ontario Human Rights Code. The Code prohibits discrimination on the basis of a person's record of offenses which is defined as: (a) An offense in respect of which a pardon has been granted under the Criminal Records Act and has not been revoked; or (b) An offense in respect of any provincial enactment. A record of offenses does not include a conviction under the Criminal Code, Narcotics Control Act, Food and Drug Act or Federal Criminal Enactment for which a pardon has not been granted or for which a pardon has been granted and revoked. (revised for clarity- Jan 13/04J 03.02 Offers of employment, both verbal and written, or appointment to any position within the categories listed above, will be conditional on the successful candidate providing a satisfactory Criminal Reference Check prior to the offer of employment being finalized. [revised for clarity - Jan 13/04J 03.03 In accordance with Section 14(4)(b) of the Municipal Freedom of Information and Protection of Privacy Act, the successful candidate or volunteer is required to authorize the disclosure of criminal reference information to the City in the form of a "Criminal Reference Check Consent Form". (See Appendix 5)[revised for c1arity- Jan 13/04J Page 2 of 5 ~~ ~ 58 CITY POLICY/PROCEDURE Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 007 Policy Title: HIRING POLICY 03 Guidelines: (Continued) 03.04 03.05 03.06 . The successful candidate or volunteer is notified during the verbal offer of employment that a Criminal Reference Check is to be submitted to Human Resources within ten (10) working days of the date of the written conditional offer of employment. [ previously 03.07, revised for clarity - Jan 13/04J If Human Resources does not receive the Criminal Reference Check within ten (10) working days of the written conditional offer of employment, Human Resources may conduct one telephone reminder to the successful candidate or volunteer, on the date the Criminal Reference Check was to have been received. The successful candidate or volunteer is advised that if the Criminal Reference Check is not submitted to Human Resources in the next two (2) working days, the conditional offer of employment might be withdrawn. If the successful candidate or volunteer does not submit the Criminal Reference Check on the second working day following the telephone reminder, the conditional offer of employment might be withdrawn after consideration by the City of any acceptable reasons the successful candidate or volunteer might provide for his/her failure to adhere to the established timeline. [new-Jan 13/04J The successful candidate or volunteer will not be permitted under any circumstances, to commence employment, or participate in any business or workplace activity until a satisfactory Criminal Reference Check is received by Human Resources. [new- Jan 13/04J Page 3 of 5 _1'/qO/ I., . I f - . CITY POLICY/PROCEDURE rg ,) . Approval: Date Originated: Policv Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 007 Policy Title: HIRING POLICY 03 Guidelines: (Continued) 03.07 03.08 03.09 When a satisfactory Criminal Reference Check is received within the established timeline, Human Resources advises the hiring Department or Division of its receipt by email.[new- Jan 13/04J When a successful candidate or volunteer fails to adhere to the established timeline and the City decides to withdraw the conditional offer of employment, Human Resources will advise the successful candidate or volunteer by telephone immediately following the City's decision to withdraw the conditional offer of employment. Human Resources will confirm the withdrawal in writing to the successful candidate or volunteer and consideration will be given to other suitably qualified candidates. [new- Jan 13/04J Where a Crimil")al Reference Check indicates offences have occurred, the Division Head, Human Resources will consult with the department head in reaching a decision. In the case of a criminal conviction for which the candidate has received a pardon which has not been revoked, the final decision for eligibility of employment will depend upon whether there is a bona fide occupational requirement of the job and whether the nature of the offense is inconsistent with the candidate being able to fulfill the essential duties of the position. [previously 03.04, revised for clarity- Jan 13/04J Page 4 of 5 - 60 CITY POLICY/PROCEDURE Approval: Date Originated: Policy Number: April 12, 1999 Classification: HUR Reference: Date Revised: Category: 040 Subject: 007 Policy Title: HIRING POLICY 03 Guidelines: (Continued) 03.10 03.11 03.12 03.13" The presence of a criminal record will not automatically result in withdrawal of a conditional offer of employment. The Criminal Reference Check will form only one component of the hiring decision and will be considered along with the applicant's employment references and the results of the job interview. [previously 03.08, revised for clarity- Jan 13/04] Should the Criminal Reference Check reveal that the duties of the job and the criminal conviction directly relate and a risk is established to the City, the conditional offer of employment will be withdrawn and the applicant advised both verbally and in writing. [previously 03.09, revised for clarity- Jan 13/04] Potential candidates will be responsible for obtaining the Criminal Reference Check. All costs involved in obtaining this information will be borne by the City of Pickering. [previously 03.06 - Jan 13/04] All information collected through a Criminal Reference Check is strictly confidential. This information will be maintained separately from the employee's personnel file and the Human Resources Division will document that a Criminal Reference Check has been completed. [previously 03.10 - Jan 13/04] Page 5 of 5 HUR-040-001 APPENDIX 1 CITY OF PICKERING EMPLOYMENT REQUISITION 61 Department: Division: Position Title: Pay Grade New 0 Existina 0 Start Date: (anticipated) End Date: (If applicable) Affiliation: Non-Union: 0 I CUDe 129: 0 I PPFA: 0 Type: Permanent: o I Relief: 0 I Term: 0 I Temporary 0 (Of whom) Employee Hours: Full-Time 0 Part-Time 0 KEY POSITION REQUIREMENTS: i.e. special credential, shift work, physical demands, environment etc. Additional Information: AUTHORIZATIONS: Initiated By: Date: Immediate Non-Union Supervisor Endorsed By: Date: Department Head Reviewed By: Date: Human Resources Approved By: Date: Chief Administrative Officer (For all Permanent Full-Time Positions) For HR. Use Only Posted on: External Advertisina: 0 Position Filled By: External: 0 Internal: 0 Date of Hire: Pay Grade: SteD: ProbationlTrial Period: Additional Information Employment Services Coordinator Date Distribution: Human Resources Division Originator Page 1 of 1 .'bf4. '.' I HUR-040-001 APPENDIX 2 62 THE CITY OF PICKERING EMPLOYMENT REFERENCE CONSENT FORM RE: VACANT POSITION POSITION TITLE: NO. POSITION In accordance with Section 29 (1)(a) of the Municipal Freedom of Information and Protection of Privacy Act, I, , hereby authorize the City of Pickering to contact the following for the purpose of obtaining reference information: Name Title Organization and Telephone Number 1. 2. 3. 4. List of references attached 0 Signed at: this day 19 Signature Page 1 of 1 HUR-040-001 APPENDIX 3 THE CITY OF PICKERING 63 RELOCATION EXPENSE SERVICE AGREEMENT MEMORANDUM OF AGREEMENT MADE THIS AD. 19 DAY OF BETWEEN: The Corporation of the City of Pickering (hereinafter referred to as "the City"). -AND- WHEREAS is (or was) a resident in the City Province (State) of AND WHEREAS has agreed to accept employment as a with the City. NOW THEREFORE the parties covenant and agree as follows: 1.. The City agrees to pay relocation expenses in an amount to be later determined, for relocating to the City of Pickering. 2. agrees, in consideration of the payment of such relocation expenses, to be employed exclusively by the City for a minimum of two (2) years. 3. In the event voluntarily leaves the employ of the City prior to the expiration of the two (2) years, agrees to forthwith reimburse the City for a propqrtionate part of the relocation expenses paid by the City pursuant to this agreement. Such proportionate part shall be determined by the relation that the time necessary to complete two (2) years' service bears to the said two (2) year period. Page 1 of 2 64 4. and HUR-040-001 APPENDIX 3 The words "relocation expense" used herein means and includes all expenses as have been agreed between the parties prior to the execution of this agreement. 5. If the City severs or terminates the employment relationship at any time during the two (2) years referred to herein, any outstanding balance yet to be paid is forgiven by the City and there shall be no amount due and owing between the parties. IN WITNESS WHEREOF the City has affixed its proper seal in this regard sets his/her hand and seal this day of , A.D. 19 The Corporation of the City of Pickering Chief Administrative Officer Division Head, Human Resources Witnes!? Employee Page 2 of 2 l-iUR-040-001 .APPENDIX 4 The Corporation of the City of Pickering PERFORMANCE APPRAISAL DOCUMENT 65 For Emplovees servin a a ProbationarvlTrial Period Date: Department: Employee's Surname; First Name: Position Tille: Date of Hire: To be completed bv Imme late supervisor: PERFORMANCE VALIDATION FACTORS I. UN$ATISFACTORV I ST:;~~~D I COMPETENT I ABOVE SUPERVISOR'S COMMENTS: STANDARD STANDARD 1, JOB KNOWLEDGE: How well the employee D D D D (use additional page if needed) demonstrates an understanding of the fundamentals, techniques, and procedures on the job: the extent of job knowledge and the work related to it. 2. QUALITY OF WORK: The extent to which Ihe D D D D employee can be relied on to follow instructions and complete all assigned tasks according to the standards expected: the deoree to which work must be checked. 3. QUANTITY OF WORK: The speed at which D D D D work is accomplished in relation to the standard expected in the job; the volume of work produced. 4, PLANNING: The ability to establish feasible D 0 0 0 timetables and anticipate possible problems and obstacles to reachino reauired results. 5. ORGANIZING: rhe ability to group and D D D D arrange activities to minimize confusion and inefficiencies in work operations. 6. ADAPT ABILITY: How well the employee is D D D D able to adjust to all the varying requirements of the job. ~ 7. LEADERSHIP (if applicable): The ability to 0 D D D influence/inspire others, delegate effectlveiy, and motivate others toward ooal achievement. 8. COMMUNICATION: How well the employee D 0 D D listens effectively, and speaks/writes with claritv and conciseness. 9, NETWORKING: The abiiily to estabIJsh D D 0 0 EMPLOYEE'S COMMENTS: channels of communication; the willingness of (use additional page if needed) the employee to share knowledge, services and needed information with co-workers and supervisors, 10. TEAMWORK: How well the employee works D D D D and interacts with co-workers and supervisors to accomplish results; the readiness to try out new ideas and methods, and the degree of responsiveness when special effort is reouested, 11. TRAINING AND DEVELOPMENT: How well 0 D 0 0 the employee responds to opportunities to increase the level or range of skills to improve current and future 'ob oerformance. 12. CUSTOMER SERVICE: How well 0 D D 0 internal/extemal customers are treated, assisted, and served; the degree of effort the employee makes to meet customer expectations and enhance the customer's aerception of the departmenUoraanization, 13. ~ The extent to which the employee D D D D demonstrates safe work practices and the inclination to follow safet\. rules, 14, ATTENDANCE/PUNCTUALITY: The extent 0 0 D D to which the employee can be depended on to attend work regUlarly and on time. OVERALL ASSESSMENT: .... I D D D 0 ... 1. Unsatisfactory consistently fails to meet standards and job PLEASE CHECK: requirements D First review after 15 days 2. Below Standard frequently does not meet standards and job D requirements Second review after 35 days 3. Competent Standard consistently meets standards and job requirements 0 Third review after 50 days 0 0 Continued probationary 4. Above Standard meets standards and job requirements and yes no recommended (extension requires Union's frequently exceeds them written agreement) D Final Review Date: d' Employee's Signature Date Department Head's Signature Date Supervisor'S Sianature Date Coordinator, Employment Services Signature Date HUR-040-001 APPENDIX 5 66 THE CITY OF PICKERING CRIMINAL REFERENCE CHECK CONSENT FORM I hereby consent and authorize the Police to release criminal record information to the City of Pickering and I. hereby release the Police, its agents and assigns, from any liability for such disclosure. Date: Signature: Signature of Witness: Page 1 of 1 Analysis of Bill 130 Impacts on Notice-Related Provisions of the Municipal Act I ATTACHMENT # 5 TO REPORT # CRo 0/ -07 67 Section 34 Section 34 Highway Closing Procedures REPEALED AND SUBSTITUTED Section 36 Notice requirement removed REPEALED Section 37 Notice Requirement removed Closure of access to controlled-access highway Section 47 REPEALED Change/naming of highway Section 48 Therefore, no longer a notice requirement Section 48 Change/naming of private roads NO CHANGE Section 81 Notice requirement still in Act Section 81 Shut Off of Public Utility AMENDED Section 99 Municipality still required to provide reasonable notice to the owners or occupants of land by personal service or prepaid mail or by posting the notice on the land in a conspicuous place. Section 99 By-law - advertising devices REPEALED AND SUBSTITUTED Subsection 110(8) Notice requirement removed Subsection 110(8) Agreements for municipal capital facilities NO CHANGE -Notice of Tax Exemption By-law Upon passing of tax exemption by-law, the clerk of the municipality still required to give written notice of the contents of the by-law to: e) the assessment corporation f) the Clerk of any other municipality that would, but for the by-law, have had authority to levy rates on the assessment for the land exempted by the by-law; and g) the secretary of any school board if the area of jurisdiction of the board includes the land exempted by the by-law. Section 144 NO SUBSTANTIVE DIFFERENCE Power of Entry exercised Notice re: Power of Entry must be given: . To occupier of land . Within reasonable time before power of entry exercised . By personal service, in respect of room or place used as personal dwelling . By personal service or prepaid mail or posting, in other circumstances tgalYSiS of Bill 130 Impacts on Notice-Related Provisions of the Municipal Act Section 150 REPEALED AND SUBSTITUTED General Licensing Powers Section 157 Registry of Busi nesses Section 173 Restructuring Proposal Section 187 Change of name of municipality Sections 210, 211 Business Improvement Area Section 216 Dissolution of Local Boards (excluding Police Services Board) Section 217(2) Notice of Intention to Pass a By-law to Change Composition of Council of Local Municipality Section 219(1) Notice of Intenticn to Pass a By-law to Change Composition of Council of Upper Tier Municipality Section 222 Establishment of Wards Notice requirement removed Requirement for Public Meeting removed. REPEALED No longer a specific provision for Registry of Businesses, therefore: Notice requirement removed Requirement for Public Meeting removed Section 173 SUBSECTIONS REPEALED AND SUBSTITUTED, however Council still required to give notice of and hold at least one public meeting. Section 187 SUBSECTIONS REPEALED AND SUBSTITUTED Notice requirement removed Requirement for public meeting removed Sections 210, 211 NO CHANGE All requirements to give notice and hold public meeting remain. Section 216 REPEALED AND SUBSTITUTED Notice requirement removed Municipality no longer required to give notice of its intention to the local board. REPEALED Notice requirement removed Requirement for public meeting removed Subsection 219(1) AMENDED Council of Upper Tier Municipality still required to give notice of intention to pass by-law and hold at least one public meeting. SUBSECTIONS REPEALED AND SUBSTITUTED No longer a requirement to give notice prior to passage of by-law establishing wards. No longer a requirement for a public meeting prior to passage of by-law establishing wards. (Notice of passage of by-law still required after passage of by-law, and appeal process still in place) Analysis of Bill 130 Impacts on Notice-Related Provisions of the Municipal Act 69 Section 238 Section 238 Procedural By-laws SUBSECTIONS AMENDED, ADDED AND REPEALED AND SUBSTITUTED Notice requirement in Subsection 238(4) removed - no longer a requirement to give notice of intention to pass a procedural by-law. Section 251 However, subsection 238(2.1) requires procedure by-law to provide for notice of meetings. TO BE REPEALED ON A DATE TO BE PROCLAIMED Notice Section 270(1) para. 4. will addresse notice requirements when Section 251 is repealed. Municipalities will presumably be able to determine in that policy not only the form, manner and times for reasonable notice, but also the circumstances in which notice is to be provided to the public unless where otherwise specified by legislation. REPEALED Section 268 Sale of Land Procedures Notice requirement removed for Public Sale of Land. Section 291 Now covered under Section 270(1) para. 1 (Policies with respect to the sale and other disposition of land); and Section 270(1) para. 4(Policies with respect to Notice) AMENDED AND SUBSTITUTED (EFFECTIVELY REPEALED) Budget - Adopt or Amend Notice requirement removed. Section 295 No longer a requirement to give notice of intention to adopt or amend the budget at a Council meeting. Section 295 Financial Statements - Publication NO CHANGE Section 300 Municipality still required to publish notice in newspaper copy of audited financial statements within 60 days after receiving the audited financial statements of the municipality for the previous year. REPEALED Improvements in Service Therefore, municipality no longer required to provide, at least once each calendar year, notice to the public of: a)improvements in the efficiency and effectiveness of the delivery of services by the municipality and its local boards; and, Section 331 b) barriers identified by the municipality and its local boards to achieving improvements in the efficiency and effectiveness of the delivery of services by them. Section 331 Taxes on Eligible Properties NO CHANGE The municipality shall mail to the owner of each eligible property the list of comparable properties, along with the municipality's determination of taxes, within 60 days after the date the list of comparable properties is received by the municipality. Analysis of Bill 130 Impacts on Notice-Related Provisions of the Municipal Act 70 Section 343 Section 343 Notice of Tax Bill Section 348 Determination of Tax Status Section 351 Seizure personal property - Public Auction Subsection 356(12) Division of Land into Parcels-Notice Requirement Subsection 357(6) Cancellation, reduction, refund of taxes - Notice Requirement Subsection 358(10) Overcharges caused by a gross or manifest error - Notice Requirement Subsections 359(3)(4) Increase of Taxes as a result of any undercharge caused by a gross or manifest error - Notice Requirements NO CHANGE Municipal treasurer still required to send a tax bill to every taxpayer at least 21 days before any taxes shown on the tax bill are due. Section 348 NO CHANGE Municipal treasurer still required to send to every taxpayer who owes taxes from a preceding year a notice of those taxes and of the related late payment charges. Section 351 NO CHANGE Subject to certain conditions, the treasurer may seize personal property to recover the taxes and costs of the seizure. The treasurer or the treasurer's agent shall give the public notice of the time and place of the public auction and of the name of the person whose personal property is to be sold. Subsection 356(12) NO CHANGE On or before September 30 of the year following the year in which the application is made, council shall hold a meeting to consider the issue. Applicants and owners of any part of the land shall be notified of the meeting by mail sent at least 14 days before the meeting. Within 14 days of making its decision, council shall notify the applicants and owners of the decision and specify the last day for appealing. Subsection 357(6) NO CHANGE On or before September 30 of the year following the year in which the application is made, council shall hold a meeting at which all applicants may make representations to council Applicants shall be notified of the meeting by mail sent at least 14 days before the meeting. Within 14 days of decision, council shall notify the applicants of the decision and specify the last day for appealing. Subsection 358(10) NO CHANGE On or before September 30 of the year following the year in which the application is made, council shall hold a meeting at which all applicants may make representations to council. The applicant shall be notified of the meeting by mail sent at least 14 days before the meeting. Subsections 359(3)(4) NO CAHNGE The Council shall hold a meeting at which the treasurer and the person in respect of whom the application is made may make representations to council. The council Analysis of Bill 130 Impacts on Notice-Related Provisions of the Municipal Act 71 shall notify the parties of the meeting by mail sent at least 14 days before the meeting. Within 14 days of making its decision, council shall notify the parties of the decision and specify the last day for appealing the decision. Subsection 374(1) Subsection 374(1) Notice of Registration of tax arrears certificate - Notice Requirements Subsection 379(1) Public Sale (tax arrears certificate)- Notice Requirement Clause 400(f) Regulations - re: Prescribed Notice of Fees and Charges By-law Section 433 Closing premises, Public Nuisance- Notice to Attorney General Section 440 Collection of unpaid licensing fines REPEALED AND SUBSTITUTED Within 60 days after the registration of a tax arrears certificate, the treasurer shall send a notice of the registration of the certificate to various specified parties. The effect of the amendment is to amend the parties required to receive notice. Subsection 379(1) NO CHANGE TO NOTICE REQUIREMENT - OTHER PROVISIONS AMENDED If the cancellation price remains unpaid 280 days after the day the tax arrears certificate is registered, the treasurer, within 30 days after the expiry of the 280- day period, shall send to the persons entitled to receive notice under section 374 a final notice that the land will be advertised for public sale unless the cancellation price is paid before the end of the one-year period following the date of the registration of the tax arrears certificate. Clause 400(f) NO AMENDMENTS Subsection 447(3) NO CHANGE Upon the application of a municipality, where activities or circumstances constitute a public nuisance, the Superior Court of Justice may make an order that the premises be closed. The municipality must give 15 days notice of its intention to make an application to the Attorney General. Section 441 NO SUBSTANTIVE DIFFERENCE If any part of a fine for a contravention of a licensing by-law passed under this Act remains unpaid after the fine becomes due and payable under section 6 of the Provincial Offences Act the authorized officer may give the person against whom the fine was imposed a written notice specifying the amount of the fine payable and the final date on which it is payable, which shall be not less than 21 days after the date of the notice. REPORT TO EXECUTIVE COMMITTEE 72 Report Number: OES 43-07 Date: December 10, 2007 From: Everett Buntsma Director, Operations & Emergency Services Subject: Memorandum of Understanding - Pickering Men's Slow Pitch League - and the City of Pickering - File: A-2132 Recommendation: 1. That Report OES 43-07 of the Director Operations & Emergency Services be received; 2. That Council approve entering into the Memorandum of Understanding regarding donations from the Pickering Men's Slow Pitch League; 3. That the Mayor and Clerk be authorized to sign the Memorandum of Understanding; and 4. That the appropriate City staff be authorized to give effect thereto. Executive Summary: In May of 2007 the executive of the Pickering Men's Slow Pitch League approached City staff in regards to establishing an account with the City of Pickering for the safe keeping of funds that the League has raised over the years to contribute to a major softball facility. The League Executive have raised $125,000 towards this project and wish to ensure the funds are allocated for this specific purpose for a period of not less than ten (10) years. Over the ensuing months the Director, Operations & Emergency Services, Director, Corporate Services & Treasurer and the League Executive have finalized the Memorandum of Understanding (MOU); the City Solicitor has also provided input. Under the MOU the City will place all donations in an appropriate account and all accrued interest will be left in the account. The Director, Corporate Services & Treasurer will be preparing a Report to Council establishing the appropriate reserve fund. Memorandum of Understanding Pickering Men's Slow Pitch League December 10, 2007 Page 2 73 After July 1, 2017 the funds may be used for a non softball facility with the approval of the League, however, it is the desire of all parties that the funds be used for a softball facility. Financial Implications: The MOU does not commit the City to any budget implications or cost contribution at this time. Sustainability Implications: Donations from sponsoring organizations, reduces the impact on City budgets. Background: Not applicable Attachments: 1. Memorandum of Understanding Endorsed By: ~~- <~... 2 :--'3~ Gillis Paterson Director, Corporate Services & Treasurer EB:mld Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City. Co 'I .4 ;/&/ 74 / tr,~, U) -c "7 / ,2 MEMORANDUM OF UNDERSTANDING BETWEEN THE CORPORATION OF THE CITY OF PICKERING (the "City") - and - THE PICKERING MEN'S SLOW PITCH LEAGUE (the "League") 1. The purpose of this Memorandum of Understanding ("MOU") is to set forth the basis under which the League will provide an initial donation of between $100,000 (one hundred thousand dollars) and $125,000 (one hundred and twenty five thousand dollars) to the City, to be held in an appropriate account as determined by the City. 2. Prior to July 1, 2017, the funds shall be used as a contribution towards a men's softball facility within the City limits of at least (4) four diamonds and amenities thereto and the League will be recognized as a partner. 3. On or after July 1, 2017, the funds shall remain with the City to be used for the above-mentioned facility or may be used towards the cost of a community facility subject to approval by the League and the League will be recognized as a partner. 4. The League may make additional contributions to the City from time to time, which, will be placed in the above mentioned account for these purposes. 5. The account will be interest bearing and all interest shall remain in the account. 6. The City shall provide an annual statement duly approved by the City Treasurer to the League indicating year-end balances and interest accrued. 7. No one shall have access to withdraw from the account without express written permission of the Treasurer of the City. 8. Neither the City nor the League shall be entitled to assign this MOU to any other party without the written consent of both parties. 9. This MOU may not be supplemented, modified, amended, restated, extended or replaced except by written consent of both parties. 10. This MOU constitutes the entire agreement between the parties. i (\ HI pmn r: CEj,-4 3 -c-7 ,.':) ,.: IN WITNESS WHEREOF the parties have executed this Memorandum of Understanding as of the day of THE CORPORATION OF THE CITY OF PICKERING Mayor Clerk THE PICKERING MEN'S SLOW PITCH LEAGUE 75 REPORT TO EXECUTIVE COMMITTEE Report Number: OES 45-07 Date: December 10, 2007 From: Everett Buntsma Director, Operations & Emergency Services Subject: Pickering Soccer Club - Proposed sponsorship options to raise funds to upgrade an existing soccer pitch with artificial turf File: A-2130 Recommendation: 1 . That Report OES 45-07 of the Director, Operations & Emergency Services regarding the Pickering Soccer Club proposed sponsorship options be received; 2. That Council endorse the Pickering Soccer Club sponsorship options to raise funds to upgrade an existing soccer pitch at Kinsmen Park with artificial turf; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: The Pickering Soccer Club has prepared and submitted an Ontario Trillium Foundation Grant Application for funding to upgrade an existing outdoor soccer pitch at Kinsmen Park with artificial turf. The Pickering Soccer Club has requested City endorsement to raise additional funds for the artificial turf through sponsorship options. Financial Implications: A $50,000 commitment has been received from the Pickering Soccer Club for this project. In addition, Pickering Soccer Club is eligible and have applied for a maximum $150,000 Ontario Trillium Foundation Grant. Sponsorship funds will be in addition to the Pickering Soccer Club's $50,000 commitment and any Trillium Grant received. Subject: Pickering Soccer Club Proposed Sponsorship Options December 10, 2007 77 Page 2 Report OES 45-07 The Director, Operations & Emergency Services will be considering the upgrading of an existing outdoor soccer pitch at Kinsmen Park to artificial turf (approximately $500,000 - $700,000) in the 2008 Capital Budget submission for Council's consideration. Sustainability Implications: Upgrading an existing outdoor soccer pitch to artificial turf will allow for Pickering Soccer Club to continue to encourage the development of active, healthy lifestyles through the provision of high quality programs as well as expand the numbers, capacity and quality of their programs. Background: The Pickering Soccer Club is a not for profit organization whose purpose is to develop the individual abilities of each soccer player for the purpose of improving his/her enjoyment of soccer. For more than 30 years, the Pickering Soccer Club has enjoyed a remarkable degree of success offering both competitive and house league programs for youth aged 5 to 19. Existing programs serve over 4,300 youth. In order to meet the Pickering Soccer Club's growing need for more and better quality soccer pitches they have requested upgrading one of our existing soccer pitches to an artificial surface. Total project costs are estimated to be $500,000 - $700,000. The Pickering Soccer Club has committed $50,000 for this project. In addition, the Club is eligible for a maximum $150,000 Ontario Trillium Foundation Grant. The Director, Operations & Emergency Services will be proposing the upgrading of an existing outdoor soccer pitch at Kinsmen Park to artificial turf in the 2008 Capital Budget submission for Council's consideration. In October of this year, Council approved Resolution #203/07 acknowledging to the Ontario Trillium Foundation that the Pickering Soccer Club project to upgrade an existing soccer pitch with artificial turf would be permitted to remain at Kinsmen Park for a period of ten (10) years. The Pickering Soccer Club has prepared and submitted an Ontario Trillium Foundation Grant Application for funding to upgrade an existing outdoor soccer pitch at Kinsmen Park with artificial turf. The Pickering Soccer Club has proposed the following $2,500, $5,000, $10,000, $25,000 and $100,000 sponsorship options to raise additional funds for this project (please see attachment 2 for further details). Sponsorship Option A: $2,500 . Advertisement on the Pickering Soccer Club website . Acknowledgement of sponsor on the City of Pickering website CORP0227-07/01 revised Report OES 45-07 December 10, 2007 Subject: Pickering Soccer Club Proposed Sponsorship Options Page 3 78 . Recognized in PSC newsletter . Logo displayed in PSC Player Handbook . Recognized on signage at site . Recognition and acknowledge at media event Sponsorship Option B: $5,000 . Advertisement on the Pickering Soccer Club website . Acknowledgement of sponsor on the City of Pickering website . Recognized in PSC newsletter . Logo displayed in PSC Player Handbook . Recognized on signage at site . Recognition and acknowledge at media event. . Acknowledgement of sponsor in the City Service and Leisure Guide Sponsorship Option C: $10,000 . Advertisement on the Pickering Soccer Club website . Acknowledgement of sponsor on the City of Pickering website . Recognized in PSC newsletter . Logo displayed in PSC Player Handbook . Recognized on signage at site . Recognition and acknowledge at media event. . Acknowledgement of sponsor in the City Service and Leisure Guide . Recognition on the City Electronic sign (Liverpool and Hwy 2) . Recognition in the News Advertiser City Community Page . Recognition at PSC Annual Picture Day Sponsorship Option 0: $25,000 - "StreetFlex" Branding . Advertisement on the Pickering Soccer Club website . Acknowledgement of sponsor on the City of Pickering website . Recognized in PSC newsletter . Logo displayed in PSC Player Handbook . Recognized on signage at site . Recognition and acknowledge at media event. . Acknowledgement of sponsor in the City Service and Leisure Guide . Recognition on the City Electronic sign (Liverpool and Hwy 2) . Recognition in the News Advertiser City Community Page . Recognition at PSC Annual Picture Day . Company logo will be printed on banners and displayed on site CORP0227-07/01 revised Report OES 45-07 December 10, 2007 Subject: Pickering Soccer Club Proposed Sponsorship Options Page 4 79 Sponsorship Option E: $100,000 - Field Branding ($10,000/year for 10 years) . Advertisement on the Pickering Soccer Club website . Acknowledgement of sponsor on the City of Pickering website . Recognized in PSC newsletter . Logo displayed in PSC Player Handbook . Recognized on signage at site . Recognition and acknowledge at media event. . Acknowledgement of sponsor in the City Service and Leisure Guide . Recognition on the City Electronic sign (Liverpool and Hwy 2) . Recognition in the News Advertiser City Community Page . Recognition at PSC Annual Picture Day . Company Logo boldly displayed in the middle of the soccer field for the duration of the field life - 10 years. Staff will screen all proposed sponsorships to ensure that the sponsors recommended are consistent with the values of the community. Staff are seeking Council approval to allow the Pickering Soccer Club to offer sponsorship opportunities to raise funds to upgrade an existing soccer pitch at Kinsmen Park with artificial turf. Attachments: 1. Letter from Pickering Soccer Club dated September 20, 2007. 2. Pickering Soccer Club Proposed Sponsorship Options .....-.- Prepared By: ,'/ /..--.:r , (." .' ) ':,'M ,,;.' " Stephen 'Reyn'olds' . Division Head, Culture & Recreation Everett Buntsma Director, Operations & Emergency Services CORP0227-07/01 revised Report OES 45-07 December 10,2007 Subject: Pickering Soccer Club 8 0 Proposed Sponsorship Options Page 5 SR:lg Attachments Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Recommended for the consideration of Pickering Ci ouncil ~ 1/ CORP0227-07/01 revised ll~-O 7 I ' ti,::rOt( i ti OES- PICKERING SOCCER CLUB J 1735 BAYLY STREET UNIT 14 --.- ...~" _.J____ PICKERING, ONTARIO L1W 3G7 TEL - 905-831-9803 FAX - 905-831-8968 E-MAIL mainoffice@pickeringsoccer.ca 81 City of Pickering One the Esplanade Pickering, Ontario, L 1V 6K7 Attn: Stephen Reynolds Division Head, Culture and Recreation September 20, 2007 Dear Stephen: In response to your inquiry regarding possible contributions from the Pickering Soccer Club (PSC) in participation in the replacement of the natural turf at Kinsmen Large soccer pitch with artificial turf, we are prepared to commit up to $50,000 in addition to any grants and/or sponsorship funds that may become available. These monies are being reallocated from our Indoor Facility fund towards this new, outdoor and required project. In addition to replacing the turf we also request that portable nets, new player benches, spectator bleachers, comer flags, signage (no food, no gum, no golf, etc), scoreboard and new, higher fencing (minimum 8 feet high on east/west sides and 12 feet high on north/south ends) be installed. Our Business Manager, Shelly Augustin, will continue to look for grants and/or sponsorship opportunities to assist in funding all or portions of this project (eg; looking for a sponsor to supply the scoreboard). We look forward to this upgraded, soccer only, pitch/facility as we continue our partnership with the City of Pickering in creating new and better facilities for our soccer community. On behalf of the Pickering Soccer Club I want to, once again, express our appreciation for the efforts everyone at the City is doing to ensure our existing facilities are well maintained and in working towards new and improved facilities, such as Kinsmen Large and the proposed Indoor Facility. Yours in Soccer .~~ --r:;: - <:::~~ ?/ .. -'---'- Carl Pearce, " President Pickering Soccer Club 82 2.; .J htPOkl;'f~ ~s-07 ..5;...,.~.,. Reynolds, Steve From: Shelly Augustin [sponsor@pickeringsoccer.ca] Sent: November 22,2007 10:02 AM To: Reynolds, Steve Subject: re: update on sponsorship overview Hi Steve, As per your request, please let me know if you need additional information. Thanks..s Shelly Augustin Business Manager Pickering Soccer Club 1735 Bayly Street, Unit 14 Pickering ON LI W 3G7 Tel: (905) 831-9803 Cell: (416) 835-6782 e-mail: sponsor(iL;pickeringsoccer.ca '"'" /' /-1 1 /r'\^r\~ Page 1 of 1 M~hMENlt;__~ rOREPOR1#~Ll-5-07 __.t. 01~_L 83 PARTNERS in buildinf{ a healthv COMMUNITY Thank you for taking the time to learn more the Pickering Soccer Club. For more than 30 years the Pickering Soccer Club has been an integral part in the lives of Pickering youth. As a highly visible organization, we touch the lives of nearly 18% of the Pickering population. Our mission is to enhance opportunities for our members to participate and excel in the sport of soccer. We are, however, more than just a soccer club. Our staff, board members, coaches and volunteers dedicate themselves to advancing healthy and active living through this venue. As a non-profit organization, we boast a membership of over 4,300 registered players, who participate at a variety of levels, from Recreational House League to Provincial Competitive teams. Our year- round soccer fun and development programs are available to players, referees, and coaches. As one of the premier community soccer clubs in Ontario, our competitive players represent the City of Pickering in the Regional, Provincial and National leagues and compete in tournaments throughout North America. These opportunities open the door to competitive recognition with the potential for scholarships and awards. Partnership Options Through participation in our soccer programs, we promote health and fitness in our youth, community pride, a forum for volunteering and participating in community events and an important community service that develops leadership skills and friendships in our community. However, soccer in Pickering has reached saturation; we are unable to keep pace with the growing demand to play soccer. Despite our ongoing efforts to address this situation, we are forced to turn away interested participates, forcing them to leave their own community to play or be placed on an excessive waiting list. In a partnership with the City of Pickering, our strategic goal of re-developing an existing outdoor field into a year-round artificial turf field will soon be realized. The new field will help to address the capacity needs that Pickering Soccer Club is struggling with; will raise the image of the Pickering Soccer Club with respect to community success and soccer excellence; and will help Pickering Soccer Club to organize tournaments and schedule additional games for all levels. But most importantly, it will provide our community with a much needed field to enjoy, extending the soccer season from February to December instead of June to September allowing us to increase our membership base and programs and open the door to all those interested in playing the sport for years to come. Pickering Soccer Club, 1735 Bayly St. Unit 14, Pickering ON Ll W 307 IVlEN'I t1,",_.:lv fO REPORT# of.) 45-07 __._3.., rJi .~5:.- 84 PARTNERS in building a healthv COMMUNITY As the demand for soccer grows. so does our need to develop partnership opportunities that will allow us to meet the needs of today's youth while balancing the costs directly associated with this project. There are various ways to partner with us: Sponsorship Option A: $2,500 I. Advertisement predominately displayed on the Pickering Soccer Club website (www.pickeringsoccer.ca ) which draws over 8400 hits - Online from March. 1 year. 2. Advertisement displayed on the City of Pickering website (www.cityofpickering.com ) which draws over 4.500 hits - Online from March to June 3. Recognized in PSC newsletter. both hard copy and electronically. April and August. 4. Your logo proudly displaying in our Player Handbook which is distributed once at the beginning of the soccer season with uniforms (April) to all players and parents, approximately 4300 players. 5. Recognized on signage at site - March - October 6. Recognition and acknowledge at media event, all media. Sponsorship Option B: $5,000 I. Advertisement predominately displayed on the Pickering Soccer Club website (www.pickeringsoccer.ca ) which draws over 8400 hits - Online from March, 1 year. 2. Advertisement displayed on the City of Pickering website (www.cityofpickering.com ) which draws over 4,500 hits - Online from March to June 3. Recognized in PSC newsletter. both hard copy and electronically. April and August. 4. Your logo proudly displaying in our Player Handbook which is distributed once at the beginning of the soccer season with uniforms (April) to all players and parents, approximately 4300 players. 5. Recognized on signage at site - March - October 6. Recognition and acknowledge at media event, all media. 7. Recognized in the City of Pickering. Service and Leisure Guide, delivered to all Pickering residence homes and available on line - 2008 Fall addition Sponsorship Option C: $10,000 I. Advertisement predominately displayed on the Pickering Soccer Club website (www.pickeringsoccer.ca ) which draws over 8400 hits - Online from March, 1 year. 2. Advertisement displayed on the City of Pickering website (www.cityofpickering.com ) which draws over 4.500 hits - Online from March to June 3. Recognized in PSC newsletter, both hard copy and electronically. April and August. 4. Your logo proudly displaying in our Player Handbook which is distributed once at the beginning of the soccer season with uniforms (April) to all players and parents. approximately 4300 players. 5. Recognized on signage at site - March - October 6. Recognition and acknowledge at media event, all media. Pickering Soccer Club, 1735 Bayly St. Unit 14, Pickering ON Ll W 307 I"1H,I' ~ '10 REPORT# OES t..lS-ol . ..~..," .5".- 85 PARTNERS in building a healthv COMMUNITY 7. Recognized in the City of Pickering, Service and Leisure Guide, delivered to all Pickering residence homes and available on line - 2008 Fall addition 8. Recognition on the City of Pickering 24 hour Electronic sign (Liverpool and Hwy 2) - May and June. 9. Recognition in the News Advertiser, Community Page Ad, audience 25,524 - June 10. Recognition our Annual Picture Day -- draws teams, players, coaches, assistant coaches, volunteers, board members, parents and siblings - approximately 13, 000 people in attendance - June 14th Sponsorship Option D: $25,000 - "StreetFlex" Branding StreetFlex is an exterior large format banner display. Printed in a bright bold way, to communicate and market your sponsorship; your logo will be printed on the banners and mounted to the field lights. This form of marketing is unique and will definitely attract attention and provide promotion that you deserve. In addition to: I. Advertisement predominately displayed on the Pickering Soccer Club website (www.pickeringsoccer.ca ) which draws over 8400 hits - Online from March, I year. 2. Advertisement displayed on the City of Pickering website (www.cityofpickering.com ) which draws over 4,500 hits - Online from March to June 3. Recognized in PSC newsletter, both hard copy and electronically, April and August. 4. Your logo proudly displaying in our Player Handbook which is distributed once at the beginning of the soccer season with uniforms (April) to all players and parents, approximately 4300 players. 5. Recognized on signage at site - March - October 6. Recognition and acknowledge at media event, all media. 7. Recognized in the City of Pickering, Service and Leisure Guide, delivered to all Pickering residence homes and available on line - 2008 Fall addition 8. Recognition on the City of Pickering 24 hour Electronic sign (Liverpool and Hwy 2) - May and June. 9. Recognition in the News Advertiser, Community Page Ad, audience 25,524 - June 10. Recognition our Annual Picture Day -- draws teams, players, coaches, assistant coaches, volunteers, board members, parents and siblings - approximately 13, 000 people in attendance - June 14th . Sponsorship Option E: $10,000 for 10 years (duration of the field life) - Field Branding Every company knows about the importance of branding. We see branding in action every day at our desks, at lunch, in the car, and often when we don't even realize it. Many branding messages are extremely subtle, meant to give the consumer a subconscious feeling about the company, and to provide a consistent consumer experience. In the soccer community and to the City of Pickering, this field has been a long time coming. By taking the steps to brand the field with your company's logo, you are in fact, taking your company to the next level - the level of corporate responsibility. Pickering Soccer Club, 1735 Bayly St. Unit 14, Pickering ON Ll VV 3G7 I": J.. .'Cl REPOR1#_Q~.? 4~-o1 "S_~_"_ 86 PARTNERS in buildin~ a healthv COMMUNITY In partnership with the Pickering Soccer Club, and the City of Pickering a strong message is sent that you are "committed to making a positive difference in the lives of the youth and children in your own community" This project can allow your company to bring the message home, leaving a lasting imprint. I. Advertisement predominately displayed on the Pickering Soccer Club website (www.pickeringsoccer.ca ) which draws over 8400 hits - Online from March, I year. 2. Advertisement displayed on the City of Pickering website (www.cityofpickering.com ) which draws over 4,500 hits - Online from March to June 3. Recognized in PSC newsletter, both hard copy and electronically, April and August. 4. Your logo proudly displaying in our Player Handbook which is distributed once at the beginning of the soccer season with uniforms (April) to all players and parents, approximately 4300 players. 5. Recognition and acknowledge at media event, all media. 6. Recognized in the City of Pickering, Service and Leisure Guide, delivered to all Pickering residence homes and available on line - 2008 Fall addition 7. Recognition on the City of Pickering 24 hour Electronic sign (Liverpool and Hwy 2) - May and June. 8. Recognition in the News Advertiser, Community Page Ad, audience 25,524 - June 9. Recognition our Annual Picture Day n draws teams, players, coaches, assistant coaches, volunteers, board members, parents and siblings - approximately 13, 000 people in attendance - June 14th 10. Your company Logo boldly displayed in the middle ofthe soccer field for the duration of the field life - approximately 10 years. Participation in soccer provides a positive influence and shapes the values of inclusion. Today, this is not available, accessible or achievable for many children, youth and families in Pickering. Nor is it achievable without the support and assistance of you. If you have any questions, please contact me directly at 416 835-6782 or at the club (905) 831-9803. Thank you. Shelly Augustin Business Manager Pickering Soccer Club Pickering Soccer Club, 1735 Bayly St. Unit 14, Pickering ON L 1 W 307 CUlf o~ REPORT TO EXECUTIVE COMMITTEE Report Number: CS 57-07 Date: December 10, 2007 87 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Development Charges - Reduction in Rates due to the Transit Component Recommendation: 1. That Report CS 57 -07 of the Director, Corporate Services & Treasurer be received; 2. That effective January 1,2008 the Residential Development Charges be revised and reduced by the amount related to the transit component; 3. That the Non-Residential Development Charges remain unchanged at the rate set for the period of July 1, 2007 to June 30, 2008; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Adoption of the Recommendations of this report will put into effect the official reduction in the transit component of the Residential Development Charges (DC) due to the transfer of transit service to the Regional Municipality of Durham (Region). The revised rate will be effective January 1, 2008 and in effect till the remaining period of June 30, 2008 after which the development charges will be adjusted based on the change in the index. The Non-Residential Development Charges will remain unchanged at the rate set for the period of July 1, 2007 to June 30, 2008 as it does not contain a transit portion. This transit charge component will be replaced by a single Regional By-law and will be included on the Regional Development Charge application. Financial Implications: While the amount collected for the Residential DC will be lower effective January 1, 2008, there is no financial implication to the City as the revenues from the transit component have been remitted to the Region during the transitional period from January 1,2006 to December 31,2007. All funds, together with interest earned on the Reserve Fund, have been transferred to the Region as provided for in the original Region and City Council approval of transit operations to the Region. On the expenditures side, the City had since discontinued budgeting for the transit service. Report CS 57-07 December 10, 2007 Subject: Development Charges- Reduction in Rates due to Transit Component Page 2 88 Sustainability Implications: There are no sustainable implications associated with this report. Background: Prior to January 1, 2006, the transit service was the responsibility of individual municipality. The City of Pickering's transit service was provided jointly by the Ajax-Pickering Transit Authority (APTA); a joint board between the Town of Ajax and the City of Pickering. Effective as of January 1, 2006 the Region assumed the operating responsibility for transit service for the region of Durham for the municipalities of Pickering, Ajax, Whitby, Oshawa and Clarington. During the transitional period of January 1, 2006 to December 31, 2007, the City of Pickering has continued to impose the development charges for transit purposes based on our local by-law (By-Law 6349/04) and remitted this same amount accordingly to the Region. With the transfer of responsibility, the transit charge component of the area municipal by-laws will automatically expire by January 1, 2008 and will no longer be collectable. This will be replaced by a single Regional by-law and will be included with the Regional Transit DC. Thus, the official reduction in the development charges by the transit component is called for and Report CS 57-07 is to serve this purpose. The 2007/2008 Development Charges pamphlet will be revised to reflect this reduction. The City's Transit DC rate of $530 for single & semi-detached residential development charge will be replaced by a Region-wide DC of $342. Note that the City's Non-Residential DC in effect are imposed on roads and related (sidewalks, streetlights, traffic signals) only and do not include the transit component. Thus, there is no change in the existing Non-Residential DC rate. The rate remains at $28.72 per sq metre ($2.67 per sq foot). The Region-wide Non-Residential Transit DC will be $2.28/sq metre ($0.21/sq foot). Attachments: 1. Current and Revised Development Charges 2007/2008 Report CS 57-07 December 10, 2007 Subject: Development Charges- Reduction in Rates due to Transit Component Page 3 R9 Prepared By: Approved I Endorsed By: ~~t~-'i Caryn Kong Senior Financial Analyst ~"/' ,.", . ..-, -~_. ~;/ =-~~,. ---Gillis A. Paterson Director, Corporate Services & Treasurer GAP:ck Attachment Copy: Chief Administrative Officer Chief Building Official Recommended for the consideration of Pickering City C; ncil /1 .N "''''"''''",,,, 90 h TTACHMENl # L TO REPORT # 12'5 $( . 07 CITY OF PICKERING RESIDENTIAL DEVELOPMENT CHARGES-CURRENT Effective July 1, 2007 PER DWELLING UNIT Service Single & Apt. Two Other Category Semi Apt. One Bdrm Bdrm Dwelling Detached ($) & Smaller ($) & Larger ($) Units ($) Growth Studies $129 $48 $74 $105 Fire Protection 406 152 230 328 Transportation 5,009 1,863 2,844 4,068 Parks & Rec 3,708 1,381 2,108 3,012 Library 590 220 334 478 TOTAL $9,842 $3,664 $5,590 $7,991 Non-Residential- $2.67 per sq. foot or $28.72 per sq. metre RESIDENTIAL DEVELOPMENT CHARGES-REVISED Effective January 1, 2008 PER DWELLING UNIT Service Single & Apt. Two Other Category Semi Apt. One Bdrm Bdrm Dwelling Detached ($) & Smaller ($) & Larger ($) Units ($) Growth Studies $129 $48 $74 $105 Fire Protection 406 152 230 328 Transportation 4,479 1,665 2,544 3,637 Parks & Rec 3,708 1,381 2,108 3,012 Library 590 220 334 478 TOTAL $9,312 $3,466 $5,290 $7,560 Non-Residential - $2.67 per sq. foot or $28.72 per sq. metre Call o~ REPORT TO EXECUTIVE COMMITTEE Report Number: CS 58-07 Date: December 10, 2007 91 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Establishment of the Pickering Men's Slow Pitch League Reserve Fund Recommendation: 1. That Report CS 58-07 of the Director, Corporate Services & Treasurer be received; 2. That Council approve the establishment of the Pickering Men's Slow Pitch League Reserve Fund; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: The Pickering Men's Slow Pitch League (The League) had approached the City in regard to the building of a complex of ball diamonds within the City that would be available for the league within the City. The League through their fund-raising efforts anticipates providing an initial donation of between $100,000 - $125,000 to the City upon signing of a Memorandum of Understanding (MOU). To this fact, the funds received by the City are to be kept in trust, to be used for its intended purpose. Thus, a reserve fund needs to be set-up to physically segregate this fund. Council's formal approval is required to set-up this reserve fund. With the establishment of the Pickering Men's Slow Pitch League Reserve Fund, donations received from the League will be deposited to this account, the City is responsible for its safekeeping and the funds should be used towards a men's softball facility within the City. Financial Implications: The funds received from the Pickering Men's Slow Pitch league will be used towards the cost of constructing the men's softball facility. The interest earned on the investment of fund balances shall form part of this reserve fund. Sustainability Implications: The availability of donated funds assists in the construction of an additional recreational facility which further enhances the community. Report CS 58-07 December 10, 2007 Subject: Establishment of Pickering Men's Slow Pitch League Reserve Fund Page 2 'It 9? Background: With reference to the MOU between the City of Pickering and the Pickering Men's Slow Pitch League, it is necessary to set-up a reserve fund to capture the initial donation and future donations from the Pickering Men's Slow Pitch League and to use these funds for the construction of a men's softball facility. The Director, Operations & Emergency Services will be reporting to Council in Report OES 43-07 on this arrangement and includes the MOU. Attachments: 1. By-law for the establishment of the Pickering Men's Slow Pitch Reserve Fund Prepared By: Approved I Endorsed By: -e~ Caryn Kong Senior Financial Analyst ~r.':;, . ......-.-/.- ./ '~7" C__-"'-:':::: ......._.-> - Gillis . n ..~-- Director, Corporate Services & Treasurer GAP:ck Attachment Copy: Chief Administrative Officer Director, Operations & Emergency Services Recommended for the consideration of Pickering City Council .u ,( I r.U-,,'L1 U -1-... TO REPORT #(~'S' t:,~l /07 THE CORPORATION OF THE CITY OF PICKERING 93 BY-lAW NO. /07 Being a By-law to provide for the establishment of a Reserve Fund to be known as the Pickering Men's Slow Pitch league ReseNe Fund. WHEREAS under the Municipal Act, S.o., 2001 as amended, Section 417(1), the Council of the City of Pickering may establish and maintain a reserve fund for any purpose for which it has authority to expend funds. WHEREAS the Council of the City of Pickering approved Report OES 43-07 entering into a Memorandum of Understanding (MOU) to receive donations, for safekeeping of donated funds and further application of funds towards a major softball facility prior to July 1, 2017. WHEREAS the MOU provides for funds to be donated to the City to be used towards the above-mentioned facility or may be used towards the cost of a community facility subject to the approval by the league on or after July 1, 2017. NOW THEREFORE THE COUNCil OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOllOWS: 1. The establishment of a reserve fund known as the Pickering Men's Slow Pitch league Reserve Fund is hereby authorized. 2. The purpose of this reserve fund is to place all donations received from the Pickering Men's Slow Pitch league in this account and to use these funds towards the men's softball facility within the City limits prior to July 1, 2017 as provided for in the MOU. 3. On or after July 1, 2017, the funds shall remain with the City to be used for the above-mentioned facility or may be used towards the cost of a community facility subject to the approval of the league. 4. Interest earned on the investment of fund balances shall form part of this reserve fund. BY-LAW read a first, second and third time and finally passed this 17th day of December, 2007. David Ryan, Mayor Debi Wilcox, City Clerk CUI( 01 REPORT TO EXECUTIVE COMMITTEE Report Number: CS 59-07 Date: December 10,2007 94 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2008 Interim Spending Authority Recommendation: 1. That Report CS 59-07 from the Director, Corporate Services & Treasurer be received; 2. That the 2008 Interim Operating Expenditures be approved at 50% of the prior years' budget including adjustments as contained in Attachment 1, pending approval of the formal 2008 Current Budgets by Council; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Not applicable Financial Implications: Adoption of interim current operating appropriations does not constitute approval of a formal budget but rather is required to provide funding authorization for the payment of salaries and wages and such other accounts as may be necessary for normal day-to-day operations of the City. At the conclusion of the Budget process, all interim current operating appropriations are nullified and replaced with the detail appropriations as approved by Council. Sustainability Implications: Interim Spending Authority is required to maintain the operations of the City pending approval of the 2008 Current Budget. Without this approval the City is unable to maintain financial sustainability. Report CS 59-07 December 10, 2007 Subject: 2008 Interim Spending Authority Page 2 95 Background: Each year, pending approval by City Council of the annual Operating Budget, it is necessary to provide expenditure authority respecting the payment of accounts for the interim period from January 1 until the Budget is adopted by Council. Such authority is in the form of interim current operating appropriations to meet estimated expense requirements of the individual departments, agencies and boards. The 2007 Current Budget was considered by Council in April 2007. The 2008 Budget may prove to be as challenging as 2002 to 2007 due to the City's unique fiscal situation. Therefore, we are seeking approval to provide for interim spending authority for up to the first six months of 2008 or when Council approves the 2008 Budget, whichever occu rs fi rst. Appropriate adjustments have been made in the departmental appropriations listed as Attachment 1 where the spending patterns indicates that something greater than 6/12's will be necessary for the first six months of 2008 such as snow clearing (Roads) activity. While there is a minor provision for small capital expenditures from current funds, any capital projects proposed prior to the approval of 2008 Capital budget will require specific approval by Council. Attachments: 1. 2008 Interim Appropriations for Current Budget Operating Expenditures Prepared By: Approved I Endorsed By: Caryn Kong Senior Financial Analyst Q~--- --' .,..__..,.._._-~ ~ ~.-.::::~ <--- Gillis A. Paterson Director, Corporate Services & Treasurer ~ GAP:ck Attachment Copy: Chief Administrative Officer Director, Operations & Emergency Services Director, Planning & Development Chief Executive Officer, Library Recommended for the consideration of Pickering City Coun.cil ~ T'\CHMENT#L TO REPORT#~9/o1 CITY OF PICKERING 2008 INTERIM CURRENT OPERATING>APPROPRIATIONS 2008 (Jan 1 . June 30) INTERIM APPROPRIATION $ 66,306 37,791 38,791 41 ,182 37,791 38,247 39,035 137,316 231,297 123,296 373,483 306,098 53,769 131,100 246,739 40,076 188,062 312,462 169,471 1,088,122 153,646 536,192 178,018 81,534 5,158,734 810,579 2,630,136 245,400 152,700 356,425 67,250 1,439,687 405,627 215,683 128,412 491,412 1,027,122 164,822 489,526 298,933 1,130,475 401,838 345,572 217,714 420,192 949,446 477,400 266,951 4,815 3,275 2,187,029 4,263,034 100,000 $ 29,500,000 96 Mayor Ryan B.Litlley, Reg. Coun. Ward 1 B. Mclean, Reg. Coun. - Ward 2 R. Johnson, Reg. Coun. Ward 3 J. O'Connell, City Coun. - Ward 1 D. Dickerson, City Coun. Ward 2 D. Pickles, City Coun. - Ward 3 Council Support 2121 CAO. Office 2129 Customer Care Centre 2192 Office Of Sustainability 2139 Human Resources 2141 Health & Safety 2125 Legal Services 2122 Clerks Office 2191 Records Management & Elections 2199 Print Shop/Mail Room 2220 By-law 2293 Animal Services 2127 Finance (Accting, Taxes & Payroll) 2133 Supply & Services 2196 Information Technology 2710 Operations & Emerg .Services-Admin. 2241 Emergency Operation Control Centre 2240 Fire Protection 2290 Mun. Prop. Eng. & Admin. 2320 Roads 2132 Property Maintenance 2230 Crossing Guards 2325 Street Lights 2430 Environmental Services 2718 Parks 2315 Operations Centre-Municipal Garage 2124 Civic Complex 2572 Senior Citizens Centre 2711 Cult. & Rec. Admin. 2712 Programs 2713 Dunbarton Pool 2715 Don Beer Arena 2719 Community Centres 2731 Recreation Complex - Central Core 2733 Recreation Complex - Pool 2735 Recreation Complex - Arenas 2744 Museum 2610 Plan & Develop - Admin 2611 Planning 2612 Building Services 2613 Development Control 2630 Committee of Adjustment 2743 Heritage Pickering 2745 Libraries Various -General Government Equipment & Furnitures-Capital TOTAL $ 2007 APPROVED BUDGET 132,611 75,582 77 ,582 82,364 75,582 76,494 78,070 274,631 462,593 246,592 746,965 612,195 107,537 262,200 493,478 80,151 376,123 624,924 338,942 2,176,243 307,291 1,072,383 356,036 163,067 10,317,467 1,621,157 4,383,560 490,799 305,400 712,850 134,500 2,879,373 811,253 431,366 256,823 982,824 2,054,244 329,644 979,051 597,866 2,260,950 803,675 691,143 435,427 840,383 1,898,891 954,799 533,901 9,630 6,550 4,374,057 9,466,512 200,000 59,063,731 $ Calf 0# REPORT TO EXECUTIVE COMMITTEE Report Number: CS 60-07 Date: December 10, 2007 97 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2008 Temporary Borrowing By-law Recommendation: 1. That Report CS 60-07 from the Director, Corporate Services & Treasurer be received; 2. That the temporary borrowing limit to meet 2008 current expenditures pending receipt of taxes and other revenues be established at $29,700,000 for the period January 1, 2008 to September 30, 2008 inclusive, and $14,800,000 thereafter until December 31,2008; 3. That the temporary borrowing limit for capital purposes for 2008 be established at $19,000,000; 4. That the attached draft By-law providing for the temporary borrowing of monies, be enacted; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: Not applicable Financial Implications: At this time it is difficult to estimate the interest costs as it is uncertain how much temporary financing may be required and for how long. With internal borrowings being undertaken to the maximum advisable, we will be resorting to external borrowing from the Region in 2008 for approved capital expenditures. For Current purposes, the $27.7 million limit for 2007 has been increased to $29.7 million for 2008 and the $13.9 million has been increased to $14.8 million. The limit for Capital purposes has been increased from $18 million for 2007 to $19 million for 2008. This may have to be adjusted once 2008 Capital budget has been approved. Report CS 60-07 December 10, 2007 Subject: 2008 Temporary Borrowing By-law 98 Page 2 Sustainability Implications: Council approval to undertake temporary borrowings, if necessary, for current operations and capital projects is necessary in order to financially sustain the City's operations. To date it has not been necessary for the City to undertake such temporary financing measures but approval is always sought at the beginning of the fiscal year (calendar) in order to be prepared in the event that loans are necessary . Background: The borrowing of funds for current and capital purposes may become necessary during the normal course of operations during 2008. Under the provisions of Section 407 of the Municipal Act, 2001, (the Act), the Council of the City of Pickering may pass a by-law to provide for the temporary borrowing of funds to meet current operating expenditures pending receipt of taxes and other revenues of the City. Under the Act, the Corporation may also undertake temporary borrowings, under individual project approvals, for capital projects pending permanent financing, including the issuance of debentures by the Regional Municipality of Durham. Current Budqet Financinq: The amount of such temporary borrowing outstanding at anyone time is generally limited by the Act, unless otherwise approved by the Ontario Municipal Board, to 50 per cent of the estimated annual revenues from January 1 to September 30 and to 25 per cent thereafter. Until the current year's estimates are adopted, the limitation may be calculated upon the revenues set forth in the estimates adopted for the next preceding year. Based upon the 2007 estimates of the Corporation, the allowable level of temporary borrowing outstanding under legislation is estimated at $29,700,000 from January 1 to September 30 and $14,800,000 thereafter. The requested $29,700,000 should be sufficient to meet the current expenditures of the City until the levies for 2008 are received. It is hoped that this amount will provide a sufficient level of temporary borrowings taking into account the potential effects of Taxation Legislation and its impact on cash flows. Capital Budqet Financinq: Borrowing for capital purposes under the Act can only be undertaken on projects approved by Council and will only be undertaken in the event that sufficient funds are not available at the time they are required. Recommendation 3 provides the authority for the Treasurer to obtain additional temporary interim financing (internal or external) for capital projects approved by Council. The $19 million capital borrowing limit would provide sufficient funds to cover the estimated 2008 capital expenditures. Report CS 60-07 December 10, 2007 Subject: 2008 Temporary Borrowing By-law Page 3 99 Attachments: 1. 2008 Temporary Borrowing By-law Prepared By: Approved I Endorsed By: .J2-~ Caryn Kong Senior Financial Analyst ~~~~ Gillis A. Paterson Director, Corporate Services & Treasurer GAP:ck Attachment Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci~y Council , . ,. IIACHf1Ei\i! #-1_ TO REFORT#-'2..4D "0] 100 THE CORPORATION OF THE CITY OF PICKERING BY-lAW NO. /07 Being a by-law to authorize the temporary borrowing of moneys to meet the current and capital expenditures of the City of Pickering for the year 2008. WHEREAS Section 407(1) of the Municipal Act, 2001, provides that the Council of the City of Pickering may by by-law authorize the Mayor and Treasurer of the Municipality to borrow from time to time by way of promissory note such sums as the Council may deem necessary to meet, until the taxes for the current year are collected and other revenues are received, the current expenditures of the Municipality for the year, including the amounts required for principal and interest falling due within the year upon any debt of the Municipality, and the sums required by-law to be provided by the Council for any local board of the Municipality; and, WHEREAS Section 407(2) limits the total of such borrowings to not exceed 50 per cent of the estimated annual revenues from January 1, 2008 to September 30, 2008 and 25 per cent thereafter; and, WHEREAS it is deemed necessary by the said Council to borrow the sum of twenty nine million seven hundred thousand dollars ($29,700,000) to meet, until the taxes for the current year are received, the current expenditures of the Municipality for the year 2008, including the amounts and sums aforesaid; and, WHEREAS the said sum of twenty nine million seven hundred thousand dollars ($29,700,000) plus any similar borrowings that have not been repaid, is less than 50 per cent of the total amount of the estimated revenues of the Municipality from January 1 to September 30 as set forth in the estimates adopted by the said Council for the year 2007 exclusive of revenues derivable from the sale of assets, borrowings or issues of debentures or from a surplus including arrears of levies and $14,800,000 is less than 25 per cent thereafter; and, WHEREAS the Municipal Act, 2001, provides that if a municipality has by by-law approved an undertaking to be financed in whole or in part by incurring long-term debt, the council may by by-law authorize temporary borrowing to meet expenditures made in connection with the undertaking; and, WHEREAS it is deemed necessary by the said Council to borrow the sum of nineteen million dollars ($19,000,000) to meet the capital expenditures approved by Council. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOllOWS: By-law No. Page 2 1 01 1. The Mayor and Treasurer of the City of Pickering are hereby authorized to borrow from time to time by way of promissory notes a sum or sums not exceeding twenty nine million seven hundred thousand dollars ($29,700,000) to meet, until the levies for the year 2008 are received, the current expenditures of the Municipality for such year, including the amounts required for principal and interest falling due within the year upon any debt of the Municipality for the period January 1, 2008 to September 30, 2008 inclusive and $14,800,000 thereafter until December 31, 2008. 2. The Mayor and Treasurer of the City of Pickering are hereby authorized to borrow from time to time by way of promissory notes a sum or sums not exceeding in all the sum of nineteen million dollars ($19,000,000) to meet the capital expenditures as approved by Council, of the Municipality including the amounts required for principal and interest. 3. Any promissory notes made under the authority of this By-law shall be sealed and signed in accordance with the provisions of the Municipal Act, 2001, and may be countersigned in writing by the Manager, Accounting Services of the Corporation in accordance with the provisions of the said Act. 4. This By-law shall come into effect on the first day of January 2008. BY-LAW read a first, second and third time and finally passed this 1 ih day of December, 2007. David Ryan, Mayor Debi Wilcox, City Clerk CiUI (1~ REPORT TO EXECUTIVE COMMITTEE Report Number: CS 61-07 Date: December 10, 2007 From: Gillis A. Paterson Director, Corporate SeNices & Treasurer Subject: 2008 Interim Levy and Interim Tax Instalment Due Dates Recommendation: 1. That Report CS 61-07 of the Director, Corporate SeNices & Treasurer be received; 2. That an interim levy be adopted for 2008 for all of the realty property classes; 3. That the interim levy tax instalment due dates be February 28 and April 28, 2008; 4. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering due dates, in order to ensure the tax billing process is completed; 5. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Each year, prior to the adoption of the estimates for the year, Council authorizes the adoption of an interim levy. Under Provincial legislation, the interim levy can be no more than 50% of the previous years annualized taxes. In other words, if a property experienced an assessment increase, due to an additional supplementary or omitted assessment, or a decrease in assessment due to an appeal, demolition or class change, the 2008 interim levy would be based on the adjusted annualized 2007 taxes. The tax levy raises funds that are used for the continuing operations of the City, Region and the School Boards. Report CS 61-07 December 10, 2007 Subject: 2008 Interim Levy and Interim Tax Instalment Due Dates Page 2 1 03 Financial Implications: Adoption of the recommendations and passing the By-law will allow staff of the Corporate Services Department to bill the 2008 interim levy to all properties. Passing of the By-law will assist the City of Pickering to meet its financial obligations and reduce any borrowing costs. (The first school board payment is due on March 31,2008) Sustainability Implications: Council authority is required in order to raise property tax revenue, prior to approving 2008 budgets and setting tax rates for the City. This revenue will allow each of the bodies (City, Region and School Board) to meet expenditures and maintain financial sustainability pending approval of the respective 2008 Current Budgets. Background: In accordance with the legislation mentioned above, the City issues Interim tax bills based on the previous year's annualized taxes. The planned annual assessment update of all properties in Ontario has been cancelled and all properties continue to have a valuation date of January 1, 2005. In other words, the assessment values used to calculate the 2007 property taxes will be used for the 2008 property taxes. Assessment notices were mailed in November 2007 to property owners whose assessment information has changed since the last assessment update, in accordance with Provincial Legislation. Chanqes to the Billinq Schedule Recommendation 4, will allow the Director, Corporate Services & Treasurer some latitude, limited by Provincial legislation, in effecting whatever may be necessary in order to ensure that the taxes are billed properly and in a timely fashion. It was always staff's understanding that Recommendation 4 would be used to change the due dates by a few days in order to meet Provincial legislation requirements. (Section 343, subsection one of the Municipal Act states the property owner must have at least twenty-one days to pay their taxes.) A report would be prepared to Council if there was a substantial delay in the billing of the interim taxes. Attachments: 1. By-law to establish the 2008 Interim Instalment Due Dates Report CS 61-07 December 10, 2007 Subject: 2008 Interim Levy and Interim Tax Instalment Due Dates Page 3 -.J04 Prepared By: Approved I Endorsed By: .~~ c...---' Stan Karwowski Manager, Finance & Taxation c.::.... ,~~-2'~?J <..- . ~ -.--.... Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vw Attachment Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ,;; THE CORPORATION OF THE CITY OF PICKERING 105 BY-LAW NO. xxxx/07 Being a by-law for the collection of taxes and to establish the instalment due dates for the Interim levy 2008. WHEREAS Section 317, of the Municipal Act, 2001, S.0.2001, c.25, as amended, provides that the council of a local municipality may, before the adoption of the estimates for the year, pass a By-law levying amounts on the assessment of property, in the local municipality ratable for local municipality purposes; and WHEREAS, the Council of the Corporation of the City of Pickering deems it appropriate to provide for such an interim levy on the assessment of property in this municipality. NOW THEREFORE, THE COUNCil OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOllOWS: 1 . The amounts levied shall be as follows: a. For the residential, pipeline, farmland and managed forest property classes there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total taxes for municipal and school purposes levied in the year 2007. b. For the multi-residential, commercial and industrial property classes there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total taxes for municipal and school purposes levied in the year 2007. c. For the payment-in-lieu property classes, there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total taxes for municipal and where applicable for school purposes, in the year 2007. 2. For the purposes of calculating the total amount of taxes for the year 2008 under paragraph one, if any taxes for municipal and school purposes were levied on a property for only part of 2007 because assessment was added to the collector's roll during 2007, an amount shall be added equal to the additional taxes that would have been levied on the property if taxes for municipal and school purposes had been levied for the entire year. 3. The provision of this By-law apply in the event that assessment is added for the year 2008 to the collector's roll after the date this By-law is passed and an interim levy shall be imposed and collected. By-law No. 106 4. Taxes shall be payable to the Treasurer, City of Pickering. Page 2 5. When not in default, the payment of taxes, or any instalment thereof, may also be made at any financial institution permitted by Subsection 346 (2) of the Municipal Act, 2001, S.o. 2001 c. 25, as amended. 6. The Treasurer may mail, or cause to be mailed, all notices of taxes required in accordance with the provisions of the Municipal Act, 2001, S.o. c. 25, as amended, to the address of the residence or place of business or to the premises in respect of which the taxes are payable unless the taxpayer directs the treasurer in writing to send the bill to another address, in which case it shall be sent to that address. Notices will not be mailed to tenants. It is the responsibility of the person taxed to notify and collect taxes from tenants or other persons. 7. The Treasurer is hereby authorized to accept part payment from time to time on account of any taxes due, in accordance with the provisions of subsection 347 (1) and (2) of the Municipal Act 2001, S.O. c.25 as amended, and to give a receipt for such part payment under Section 346 (1) of the Municipal Act 2001, S.o. c.25, as amended. 8. The Treasurer is hereby authorized to prepare and give one separate tax notice for the collection of 2008 taxes, one notice being an INTERIM notice, with two instalments under the provisions of Section 342 of the Municipal Act 2001, S.o. 2001, c.25 as amended, as follows: INTERIM Tax Notice - Due date of the first instalment February 28, 2008 - Due date of the second instalment April 28, 2008; or either date adjusted by the Director, Corporate Services & Treasurer. 9. Except in the case of taxes payable in respect of assessments made under Sections 33 and 34 of the Assessment Act, R.S.O. 1990, c.A31, as amended, the late payment charge of one and one-quarter percent for non-payment of taxes and monies payable as taxes shall be added as a penalty to every tax or assessment, rent or rate of any instalment or part thereof remaining unpaid on the first day of default and on the first day of each calendar month thereafter in which such default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S.o. c.25 as amended. The Treasurer shall collect by distress or otherwise under the provisions of the applicable statutes all such taxes, assessments, rents, rates or instalments or parts thereof as shall not have been paid on or before the several dates named as aforesaid, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.o. c.25 as amended. 10. In the case of taxes payable in respect of assessments made under Sections 33 and 34 of the Assessment Act, R.S.O. 1990, c.A.31, as amended, the late payment charge of one and one-quarter percent for non payment of taxes and monies payable as taxes shall be added as a penalty to every tax so payable remaining By-law No. Page 2 unpaid on the first day after twenty-one days from the date of mailing by the 1 0 7 Treasurer of a demand for payment thereof and on the first day of each calendar month thereafter in which default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S.O. c.25 as amended. It shall be the duty of the Treasurer immediately after the expiration of the said twenty-one days to collect at once by distress or otherwise under the provisions of the applicable statutes, all such taxes as shall not have been paid on or before the expiration of the said twenty-one day period, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.D. c.25 as amended. 11. Nothing herein contained shall prevent the Treasurer from proceeding at any time with the collection of any rate, tax or assessment, or any part thereof, in accordance with the provisions of the statutes and By-laws governing the collection of taxes. 12. Where tenants of land owned by the Crown or in which the Crown has an interest are liable for the payment of taxes and where any such tenant has been employed either within or outside the municipality by the same employer for not less than thirty days, such employer shall pay over to the Treasurer on demand out of any wages, salary or other remuneration due to such employee, the amount then payable for taxes under this By-law and such payment shall relieve the employer from any liability to the employee for the amount so paid. 13. If any section or portion of this By-law is found by a court of competent jurisdiction to be invalid, it is the intent of Council for the Corporation of the City of Pickering that all remaining sections and portions of this By-law continue in force and effect. 14. That this By-law is to come into effect on the 1 st day of January, 2008. BY-LAW read a first, second and third time and finally passed this 17th day of December, 2007. David Ryan, Mayor Debi Wilcox, City Clerk CiUI o~ REPORT TO EXECUTIVE COMMITTEE Report Number: CS 62-07 Date: December 10, 2007 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Revision to Select User Fees due to GST Reduction Recommendation: 1. That Report CS 62-07 of the Director, Corporate Services & Treasurer be received; 2. That Council approve the changes to the General Municipal Fees as outlined in Attachment 1; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: In April of this year, Council approved By-law 6749/07 and Council Report CS 16-07 which revised the City's fees and charges to reflect the 2007 Budget. The recently announced GST reduction from 6% to 5% has created the situation where the final price charged for a small number of fees (including GST) results in staff having to provide a few pennies in change. For example, public skating with 6% GST is $3.00 and with the GST at 5% the price charged would be $2.97. The attached fee schedule reflects a small adjustment to these fees to facilitate processing of payments and eliminates the need to make small penny transactions. Financial Implications: None Sustainability Implications: This report does not contain any sustainability implications. Background: On October 30, 2007, the Government of Canada announced in its Economic Statement that it proposes to reduce the GST rate by one percentage point from 6% to 5% effective January 1, 2008. As in the previous situation, this reduction will be passed onto the taxpayer. Therefore, individuals will be paying slightly less for those services that attract GST such as memberships or program registrations. Report CS 62-07 Subject: Revision to Select User Fees due to GST Reduction Date: December 10, 2007 Page 2 109 Staff have reviewed the City's current user fee schedule and have discovered that there are a few situations where an adjustment is required to the City's fees to eliminate the need for making small penny (change) transactions. These are primarily "door" admissions for public skating and pre-teen dances. As stated above, staff would prefer to maintain the public skate fee at $3.00, and therefore eliminate the need to make change in the amount of three pennies. The rationale for this change is to facilitate the processing of door admissions and therefore maintaining customer service. If staff had to make change for these admissions, the line-ups at these events would increase or additional staff would have to be hired to process admissions to maintain customer service at its current level. Table One under "Column E," lists those fees that staff are recommending have an adjustment. The proposed fee changes do not increase the final price charged of any of the fees. Under "Column F" which reflects the final price with the 5% GST all the fees remain the same except for ten pass adult, family ten pass and twenty pass shinny where the end user will realize a small savings. Arena Current Full Fee Full Fee Col. B Proposed Revised Admissions Fee 6% GST 5% GST Minus Revised Full Fee Col. C Fee 5% GST 1 0 Pass Youth $22.64 $24.00 $23.77 $0.23 $22.86 $24.00 10 Pass Adult $30.19 $32.00 $31.70 $0.30 $30.24 $31.75 Family 10 Pass $47.17 $50.00 $49.53 $0.47 $47.14 $49.50 Table One Proposed Fee Changes Senior Skate $0.94 $1.00 $0.99 $0.01 $0.95 $1.00 91 20 Pass Shinny $75.47 $80.00 $79.24 $0.76 $75.48 $79.25 Italicized words indicate lower full fees. Report CS 62-07 Date: December 10, 2007 Subject: Revision to Select User Fees due to GST Reduction 1 j 0 Page 3 On June 18th, 2007, Council approved Resolution 142/07 that provided for special promotion to reduce public swimming and public skating admissions on Saturdays. Council approved that youth public swimming and skating be $2.00 and this rate and the other special family rates of $5.00 will be maintained for the GST reduction. Attachment 1 summarizes the fee proposed fee changes with an effective date of January 1 , 2008. Attachments: 1 . Proposed Fee Changes Prepared By: Approved I Endorsed By: '*~~ <=-..-3 ~:;::.::,~-. ~~,:7 . ' ~. ~~~':7?..:.~ . ---""",.,............... ~....- '-"-. . .. --- .. Gillis A. Paterson Director, Corporate Services & Treasurer Stan Karwowski Manager, Finance & Taxation GAP:vw Attachment Copy: Chief Administrative Officer Director, Operations & Emergency Services Recommended for the consideration of Pickering Cit unci! "I "iTACHMENT#-L-TOREPOR, . (!) ~ Dr) Proposed Fee Changes Effective - January 1, 2008 111 Current Fee (Excluding GST) Proposed Fee (Excluding GST) 10 Pass Youth $22.64 $22.86 10 Pass Adult $30.19 $30.24 Family 10 Pass $47.17 $47.14 Senior Skate $0.94 $0.95 20 Pass Shinny $75.47 $75.48 Cliff ()~ REPORT TO EXECUTIVE COMMITTEE 11 2 Report Number: CS 63-07 Date: December 10, 2007 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Section 357/358 of the Municipal Act - Adjustment to Taxes Recommendation: 1. That Report CS 63-07 of the Director, Corporate Services & Treasurer be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Executive Summary: Not Applicable Financial Implications: If approved, the write-off of taxes as contained in this report represents a gross cost of $8,120.64 with a net cost to the City of approximately $2,089.35, the balance being charged back to the Region of Durham and the School Boards. Pickering's share of the costs will be charged to the 2007 Current Budget allocation under General Government - Provision for Uncollectable Taxes. The 2007 budget provision is $277,000 and $122,459.81 including the above has been spent to date. Sustainability Implications: implications. This report does not contain any sustainability Background: The Municipal Act provides the Treasurer with various tax tools regarding the administration and collection of property taxes. Under the provisions of Section 357 of the Municipal Act provides for the reduction of taxes due to fire, demolition, exemption, assessment change or error and the tax reduction is applicable to the current year only. Section 358 of the Municipal Act, allows for the reduction of taxes due to assessment error and this section can be applied to property taxes for the two preceding years. Report CS 63-07 Date: December 10, 2007 Subject: Section 357/358 of the Municipal Act - Adjustment to Taxes Page 2 11 3 Attachment 1 represents properties that are classified as taxable. Change in realty tax class can translate into lower property taxes if the property went from industrial to commercial tax class or commercial to residential tax class. Demolitions, and other physical changes to a property, such as removing or filling in a swimming pool, or damage caused by fire result in a reduction in assessment and taxes. Attachment 2 represents properties that are classified as Payment in Lieu (PILS). The three properties were sold to the City of Pickering, therefore resulting in exempt status as stated in Section 3 (9) of the Assessment Act. Attachments: 1. Section 357/358 Adjustment to Taxes - Taxable 2. Section 357/358 Adjustment to Taxes - Payment in Lieu Prepared By: Approved I Endorsed By: kC--" '![. . .. \- "" . I / ~ 1\\, " . ) I 'c>'- \(,ttt~ IL.:) - Tracy Parso s Acting, Coordinator Taxation Services ..:~~;~::~-.;":} .;~.;.;...-,~- , ~.~~1~' ~ c~__".- ~,== - Gillis A. Paterson Director, Corporate Services & Treasurer GAP:tp Attachment Co : Chief Administrative Officer Recommended for the consideration of Pickering City Council .f""" .11 I CITY OF PICKERING I SECTION 357/358 ADJUSTMENTS TO TAXES - PAYMENT IN LIEU December, 2007 APP # NAME REASON FOR ADJUSTMI YEAR ROLL NUMBER TOTAL 101/07 Ministry of Transportation 102/07 Ministry of Transportation 103/07 Ministry of Transportation Became Exempt Became Exempt Became Exempt 2005 030-008-11500 2006 030-008-11500 2007 030-008-11500 CITY $492.50 $497.80 $541.94 $1,532.24 REGION EDUCATION $960.78 $1,056.07 $1,101.88 $0.00 $0.00 $0.00 $3,118.73 $1,453.28 $1,553.87 $1,643.82 $0.00 $4,650.97 ~ ~ (J1 ,,~ :4 )j. () ::c ~ rn ~e.:" ::tt: 19.> ::;0 m .., >'""'\ '-' ~ :tt I~ v.. i~ W (; -.) CITY OF PICKERING ~ ~ ..... APP# NAME TOTAL 92/07 Henry/Frances Tillaart 97/07 Salvatore/Anna Moncada 96/07 Martha Yeboah 120/07 City of Pickering 119/07 Cougs (Brock Road) 118/07 Linda Wawryk 117/07 Mavij Development Inc SECTION 357/358 ADJUSTMENTS TO TAXES - TAXABLE December, 2007 REASON FOR ADJUSTMENT YEAR ROLL NUMBER Removal of Rogers TV Tower Filled in swimming pool Damaged by Fire Became Exempt House Demolished Damaged by Fire Commercial to Residential 2007 030-009-10600 2007 020-023-12200 2007 020-016-12513 2007 010-040-05000 2007 030-011-21800 2007 020-023-24100 2007 030-020-10902 CITY REGION EDUCATION $368.10 $748.43 $24.09 $48.98 $66.92 $136.07 $1.59 $3.24 $139.23 $283.09 $124.99 $254.14 $200.29 $407.22 $557.11 $1,132.74 $1,058.36 $17.72 $49.23 $1.17 $102.42 $91.94 $1,517.34 $2,174.89 $90.79 $252.22 $6.00 $524.74 $471.07 $2,124.85 $1,779.82 $3,469.67 h ~ -i :r> n :r: ~ m Z F- -\ r> ........!1 ;.0 rTI -0 o ~ ::w: ~> l\j, G""- \..-11; ~; -.j