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September 7, 2010
Citq oo Joint Planning & Development & Executive Committee Meeting Agenda PICKERING Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson DELEGATIONS 1. a) Terry Dorgan b) Garth Cochrane c) John Mutton Re: Fair Wage Policy, Report CS 30-10 PART "A" PLANNING & DEVELOPMENT REPORTS PAGES 1. Director, Planning & Development Report PD 27 -10 1-31 Zoning By-law Amendment -A 5/10 Chieftan Developments Inc. on behalf of Conseil scolaire de district du Centre-Sud-Ouest 2265 Brock Road (Part of Lot 18, Concession 2, Part 3 40R-20062) City of Pickering RECOMMENDATION 1. That Report PD 27-10 of the Director, Planning & Development be received; 2. That Zoning By-law Amendment Application A 5/10 be approved to permit a school use with associated day nursery and to rezone valley lands to open space on lands being Part of Lot 18, Concession 2, Parts 2 and 3, 40R- 20062; and 3. Further, that the zoning by-law to implement Zoning By-law Amendment Application A 5/10, as set out in Appendix I to Report PD 27-10, be forwarded to City Council for enactment. Accessible For information related to accessibility requirements please contact P I C K E F, N G Linda Roberts Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Irobertse-citvofpickerina.com City o¢ Joint Planning & Development & Executive Committee Meeting Agenda PICKERING Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson 2. Director, Planning & Development, Report PD 28-10 32-41 Growth Strategy Program Pickering Official Plan Review RECOMMENDATION 1. That Report PD 28-10 of the Director, Planning & Development respecting the status of the Pickering Growth Strategy Program, be received for information; and 2. Further, that Report PD 28-10 be forwarded to the Region of Durham and the Ministries of Municipal Affairs and Housing, and Energy and Infrastructure. 3. Director, Planning & Development, Report PD 29-10 42-90 Zoning By-law Amendment Application A 19/09 Commercial Focus Advisory Services on behalf of 2143087 Ontario Ltd. 2055 Brock Road (Part of Lot 18, Concession 2) City of Pickering RECOMMENDATION 1. That Report PD 29-10 of the Director, Planning & Development be received; 2. That Zoning By-law Amendment Application A 19/09 be approved to permit the first phase of a mixed use development with an "(H)" Holding symbol on lands being Part of Lot 18, Concession 2; and 3. Further, that the zoning by-law to implement the first phase of Zoning By-law Amendment Application A 19/09, as set out in Appendix I to Report PD 29- 10, be forwarded to City Council for enactment. 4. Director, Planning & Development, Report PD 30-10 91-93 Cougs (Valleyfarm) Ltd. Plan of Subdivision 40M-2089 Final Assumption of Plan of Subdivision Cirs 0¢ Joint Planning & Development & Executive Committee Meeting _ Agenda PICKERING Tuesday, September'7, 2010 Council Chambers . 7:30 pm Chair: Councillor Dickerson RECOMMENDATION 1. That Report PD 30-10 of the Director, Planning & Development regarding the final assumption of the works and services within Plan of Subdivision 40M- 2089 be received; 2. That the highway being Avonmore Square within Plan 40M-2089 be assumed for public use; 3. That the works and services required by the Subdivision Agreement within Plan 40M-2089, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance, save and except from Blocks 36, 39 to 49 and Lennox Lane; and 4. That the Subdivision Agreement and any amendments thereto relating to Plan 40M-2089, save and except from Blocks 36, 39, 40, 41, 47 and 48, be released and removed from title. PART "B" EXECUTIVE COMMITTEE REPORTS PAGES 1. Director, Office of Sustainability, Report OS 02-10 94-130 Partners for Climate Protection Program -Status Update RECOMMENDATION 1. That Council receive Report OS 02-10 providing an update on the City's Partners for Climate Protection Program; 2. That Council endorse the Five year Corporate Emissions Reduction Strategy outlined in Attachment 1 to this Report and direct staff to proceed as set out in that Strategy; and, Ctrl o¢ Joint Planning & Development & WO&O Executive Committee Meeting Agenda PICKERIN Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson 3. That a copy of this Report be forwarded to the Federation of Canadian Municipalities' Partners for Climate Protection Office. 2. Director, Operations & Emergency Services, Report OES 19-10 131-139 Tender for Dunmoore Tennis Court Reconstruction RECOMMENDATION 1. That Report OES 19-10 of the Director, Operations & Emergency Services regarding the tender for Dunmoore Tennis Court Reconstruction be received; 2. That Tender T-8-2010 submitted by Court Contractors Ltd. for the Tennis Court Resurfacing Project in the amount of $139,894.00 (HST included) be accepted; 3. That the total gross project cost of $156,708 (HST included) including the tender amount and other associated costs and the total net project cost of $141,120 be approved; 4. That the Director, Corporate Services & Treasurer be authorized to finance the project as follows: a) that the sum of $140,000 to be financed by the issue of debentures by the Regional Municipality of Durham over a period not exceeding five (5) years; b) the balance sum of $1,120 to be funded from the 2010 Current Budget; c) that the annual repayment charges in the amount of approximately $31,890 be included in the annual Current Budget for the City of Pickering commencing in 2011, continuing thereafter until the loan is repaid, and any financing cost to.be paid out of the Current Budget; d) the Director, Corporate Services & Treasurer has updated the City's 2010 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario, eitq oo Joint Planning & Development & Executive Committee Meeting _ Agenda PICKERING Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson and would not cause the City to exceed the updated Limit, and therefore, Ontario Municipal Board approval is not required prior to City Council's authorization; e) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; 5. That the draft by-law attached to this report be enacted; and 6. That the Director, Corporate Services & Treasurer be authorized to take necessary action in order to give effect hereto. 3. Director, Operations & Emergency Services, Report OES 20-10 140-154 Creative Outdoor Advertising (COA) -Extension of Recyclin Bin in Agreement RECOMMENDATION 1. That Report OES 20-10 of the Director, Operations & Emergency Services concerning Creative Outdoor Advertising be received; 2. That Staff be authorized to exercise an extension of the Agreement with Creative Outdoor Advertising for an additional five years, commencing September 15, 2010 and ending on September 14, 2015; and 3. That appropriate officials be authorized to take action to finalize the terms of the extension Agreement, and that the Mayor and Clerk be authorized to execute the extension agreement. 4. Director, Operations & Emergency Services, Report OES 21-10 155-162 Roof Replacement - Pickering Public Library -Tender No. T-16-2010 RECOMMENDATION 1. That Report OES 21-10 of the Director, Operations & Emergency Services regarding Roof Replacement at Pickering Public Library be received; City o~ Joint Planning & Development & Executive Committee Meeting Agenda DICKERING Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson 2. That Tender T-16-2010 submitted by T. Hamilton & Sons Roofing at a cost of $265,504.80 (HST included) be accepted; 3. That the total gross project cost of $296,692 (HST included) and a net project cost of $296,692 including the tender amount and other associated costs be approved; 4. That Council authorizes the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $140,000 to be funded from the Federal Gas Tax Grant, as provided for in the 2010 approved Capital Budget for the Library be increased to $267,180; b) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to affect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 5. Director, Operations & Emergency Services, Report OES 23-10 163-169 No Parking By-law, Glenanna Road -Amendment to By-law 6604/05 and By-law 7018/10 to Accommodate the Implementation of Bike Lanes RECOMMENDATION 1. That Report OES 23-10 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 and By-law 7018/10 be received; and 2. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering. Cars 00 Joint Planning & Development & Executive Committee Meeting Agenda PICKERING Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson 6. Director, Operations & Emergency Services, Report OES 24-10 170-202 Request for Proposal No. RFP-8-2010 -Consulting Services for a Feasibility Study and -Municipal Class Environmental Assessment for - Pickering Operations Centre RECOMMENDATION 1. That Report OES 24-10 of the Director, Operations & Emergency Services regarding RFP-8-2010 for consulting services to undertake a feasibility study and Class Environmental Assessment for the Pickering Operations Centre be received; 2. That the proposal submitted by AECOM dated August 5, 2010 in the amount of $90,241.80 (HST included) and a net cost of $81,265.54 be accepted; 3. That the total net project cost consisting of consulting and contingency costs of $100,000 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the consulting costs plus contingencies in the amount of $100,000 as approved in the 2009 Capital Budget from the Provincial Grant - Investing in Ontario; and 5. That the appropriate officials be authorized to take the necessary actions to give effect thereto. 7. Director, Corporate Services & Treasurer, Report CS 30-10 203-267 Fair Wage Policy RECOMMENDATION 1. That Report CS 30-10 of the Director, Corporate Services & Treasurer regarding Fair Wage Policy be received for information; OR Citq o0 Joint Planning & Development & 11*11 Executive Committee Meeting _ Agenda PICKERING -Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson 2. That Report CS 30-10 of the Director, Corporate Services & Treasurer be received; and, the Council of the City of Pickering implement a Fair Wage Policy as follows: a) The attached Fair Wage Policy for Industrial, Commercial and Institutional Contracts exceeding $1 million to require that all contractors bidding on contracts for the City provide wages, benefits and hours to their employees in compliance with the City's Fair Wage Policy be adopted; b) The Director, Corporate Services & Treasurer be authorized to establish and implement a Fair Wage Policy process and undertake any required actions; c) That the appropriate officials of the City of Pickering be given authority to give effect thereto; d) The Director, Corporate Services & Treasurer be authorized to approach the appropriate staff of the City of Toronto for compliance investigation and enforcement purposes and execute any necessary arrangements or agreements. 8. Director, Corporate Services & Treasurer, Report CS 31-10 268-272 Formal Quotations - Quarterly Report for Information RECOMMENDATION That Report CS 31-10 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for Information be received for information. 9. Director, Corporate Services & Treasurer, Report CS 33-10 273-292 Tender/Contract Approval -Councils' Summer Recess RECOMMENDATION Joint Planning & Development & Executive Committee Meeting Agenda PICKERING -Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson 1. That Report CS 33-10 of the Director, Corporate Services & Treasurer regarding tender and contract approvals during Councils' Summer Recess be received; and, 2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer contained in this Report during Councils' summer recess being Tender No. T-12-2010, Supply & Delivery of One (1) 16 Foot Wide Area Mower; Tender No. T-13-2010, Supply & Delivery of Two(2) One Ton Trucks with Dump Body and Quotation No. Q-54-2010, Supply & Delivery of Two(2) Hybrid SUV 4WD. 10. Director, Corporate Services & Treasurer, Report CS 35-10 293-303 Cash Position Report as at June 30, 2010 RECOMMENDATION It is recommended that Report CS 35-10 from the Director, Corporate Services & Treasurer be received for information. 11. Director, Corporate Services & Treasurer, Report CS 36-10 304-306 Section 357/358 of the Municipal Act - Adjustment to Taxes RECOMMENDATION 1. That Report CS 36-10 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. 12. Director, Corporate Services & Treasurer, Report CS 37-10 307-311 2010 Assessment Appeals RECOMMENDATION Cttq 0¢ Joint Planning & Development & OW&A Executive Committee Meeting Agenda PICKERIN Tuesday, September 7, 2010 Council Chambers 7:30 pm Chair: Councillor Dickerson 1. That Report CS 37-10 of the Director, Corporate Services & Treasurer regarding 2010 assessment appeals be received; 2. That Council approve the filing of the assessment appeals by Municipal Tax Equity for 2010 for the following roll numbers: 18-01-202-022-047-68 and 18- 01-020-016-120-00; 3. That the attached By-law providing for the confirmation of the filing of assessment appeals be enacted; 4. That Council authorize the Director, Corporate Services & Treasurer to engage the firm of Municipal Tax Equity and or Walker Poole Nixon LLP to represent the City for the assessment appeals filed above; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 13. Director, Corporate Services & Treasurer, Report CS 38-10 312-367 Municipal Performance Measurement Program - Provincially Mandated Public Report of Performance Measures RECOMMENDATION It is recommended that Report CS 38-10 from the Director, Corporate Services & Treasurer be received and forwarded to Council for information. (II) OTHER BUSINESS (III) ADJOURNMENT 1 City n~ Report To Planning & Development Committee PICKERING Report Number: PD 27-10 , Date: September 7, 2010 ~1•: o4 From: Neil Carroll Director, Planning & Development Subject: Zoning By-law Amendment - A 5/10 Chieftan Developments Inc. on behalf of conseil scolaire de district du Centre-Sud-Ouest 2265 Brock Road (Part of Lot 18, Concession 2, Part 3, 40R-20062) City of Pickering Recommendation: 1. That Report PD 27-10 of the Director, Planning & Development be received; 2. That Zoning By-law Amendment Application A 5/10 be approved to permit a school use with associated day nursery and to rezone valley lands to open space on lands being Part of Lot 18, Concession 2, Parts 2 and 3, 40R-20062; and 3. Further, that the zoning by-law to implement Zoning By-law Amendment Application A 5/10, as set out in Appendix I to Report PD 27-10, be forwarded to City Council for enactment. Executive Summary: The applicant requests an amendment to the zoning by-law to permit a combined elementary and secondary school with an associated day nursery having a French language curriculum on the subject lands (see Applicant's Submitted Plan - Attachment #2). The school when finally constructed will be a two storey facility and is proposed to be a LEED-certified building. The site is located on the east side of Brock Road approximately midway between Finch Avenue and the Third Concession Road, northeast of the intersection at Delibrook Avenue (see Attachment #1 - Location Map). The proposal is compatible with the surrounding land uses and is anticipated to integrate well with built-form in the area. Introduction of the proposed school will help initiate the City's urbanization objectives for the east side of Brock Road, improving the walkability of Brock Road, the appearance of the streetscape, and provide greater support for existing businesses and transit along this Regional Corridor. The conseil scolaire de district du Centre-Sud-Quest (CSDCSO) has also indicated that it would be willing to enter into discussions with the City regarding the potential shared use of facilities. i Report PD 27-10 September 7, 2010 Subject: Chieftan Developments Inc. (CSDCSO) (A 5/10) Page 2 02 Located on Brock Road and adjacent to the Duffins Creek Valley, the site is well suited to a West Durham French language school which is intended to have a focus on environmental education. The recommended draft zoning provisions address building height and building footprint restrictions that are appropriate for school development. The application is recommended for approval. The implementing by-law is appropriate as it implements the Official Plan, is in accordance with Provincial policy and constitutes appropriate land use planning. Financial Implications: No direct costs to the City are anticipated as a result of the recommendations of this report. Sustainability Implications: The applicant's proposal is aligned with the site planning level of sustainability principles of the Draft City of Pickering Sustainable Development Guidelines. It achieves the Level 1 requirements for Guideline #2 (Plan of Subdivision, Site Plan, Rezoning and Building Permit Guidelines). It is a Greenfield site adjacent to existing development that would develop the lands in a form that accommodates appropriate urbanization and intensification and will. utilize existing infrastructure and amenities within the City's urban area. Specific sustainability features include: • provision of a community use • adjacent to a Regional Transportation Spine providing a day nursery to serve the neighbourhood • intensification/utilization of vacant site within existing municipal built boundary • reduction of reliance on the automobile • enhanced pedestrian environment • employment opportunities • recycling encouraged • energy and resource efficiency and • sustainable site maintenance practices The applicant's proposal incorporates these elements. I-n addition, there will be an opportunity to improve this rating still further as additional sustainability factors become available through site plan review and detailed building design. 1.0 Background: 1.1 Introduction Chieftain Developments Inc., on behalf of the CSDCSO, proposes school uses on the subject lands, located on the east side of Brock Road approximately midway between Finch Avenue and the Third Concession Road, northeast of the intersection at Delbrook Avenue (see Attachment #1 - Location Map). Report PD 27-10 September 7, 2010 Subject: Chieftan Developments Inc. (CSDCSO) (A 5/10) Page 3 03 The proposed school site has an area of approximately 3.2 hectares and is currently vacant except for a temporary sales pavilion located in the southwest corner of the site. The sales pavilion will be removed should the development proceed. The applicant has submitted a conceptual site plan proposing a building centrally located on the site. Access to the site is proposed to be initially located at the north end of the Brock Road frontage. Bus and car drop off and visitor parking is proposed to the west of the school building, while staff and student parking is proposed to the north of the building. The eastern portion of the site is proposed for a soccer field, outdoor environmental studies area and kindergarten and day nursery play areas (see Attachment #2). 2.0 Comments Received 2.1 At the July 5, 2010 Public Information Meeting (see text of Information Report & Meeting Minutes, Attachments #3 & #4) One resident voiced support of the application at the public information meeting. 2.2 Written Public Submissions on the application No written public submissions. were received on the application. 2.3 City Department and Agency Comments Region of Durham . the proposed amendment is consistent with the Planning Department Region's policies • authorization for reliance of the Phase I Environmental Site Assessment (ESA) will be required • municipal water supply and sanitary sewer service is available to the subject property • the proposal does not present any significant Durham Region Transit impacts • the Site Plan Review process will address matters including minimum distances between private entrances on a Type "A" Arterial Road and site access (see Attachment #5) Toronto and Region • require conveyance of valley and buffer lands Conservation . access from school site to valley system may be Authority (verbally subject to restrictions confirmed) . negotiations regarding the exact boundary between school lands and valley lands is in progress full examination of a butternut tree in the vicinity of the development site is required to ensure that the removal of trees adjacent to the specimen would be acceptable Report PD 27-10 September 7, 2010 Subject: Chieftan Developments Inc. (CSDCSO) (A 5/10) Page 4 Engineering Services . consideration should be given to the exploration of joint access through the neighbouring site to the south (see Attachment #6) Development Control • stormwater management, grading and drainage, tree preservation, fencing, landscaping of the Brock Road boulevard, construction management, and erosion and sediment control concerns will be dealt with at the Site Plan Review stage • execution of a Development Agreement may be required to address off-site works • no on-site works are permitted prior to Site Plan Review without a permit (see Attachment #7) No other agency that provided comment has any objection to the subject applications. 3.0 Discussion: 3.1 Fully Constructed, the School will be a Two Storey LEED-Certified Building The program for the proposed school involves a two storey core area for joint uses (administration, resource centre and gymnasium) as well as two separate wings for classrooms; one wing accommodating elementary classes and the other accommodating secondary classes. The two wings will accommodate approximately 20 classrooms each, ten on each floor. The board proposes to initially construct the two storey core area and the ground floors of the classroom areas including the infrastructure required to add on a second storey at the time that student enrolment numbers are sufficient and funding is available. The CSDCSO is anticipating the building to be completed in four years. The proposed school should act as a landmark building along Brock Road. The CSDCSO has built LEED-certified buildings of high quality design in the past and has indicated the intention to do the same for the proposed building. It is also appropriate that the building's form and setting contrast with the surrounding urban fabric. The site should be designed to highlight the uniqueness of the building in its natural setting along the valley edge. A carefully designed two storey civic building in a well landscaped site can accommodate this objective. 3.2 The Proposed Uses and Built Form are Supportable and Comply with the Official Plan The subject lands are designated as "Mixed Use Areas - Community Nodes" and "Urban Residential Areas - Medium Density Areas". Both designations permit school and day nursery uses. 1 Report PD 27-10 September 7, 2010 Subject: Chieftan Developments Inc. (CSDCSO) (A 5/10) Page 5 05 The lands are covered by the. Duffins Precinct Development Guidelines. The Guidelines require that all development along Brock Road be designed to mitigate the high level of traffic, noise, dust and vibration. School and day nursery uses are not considered to be uses as sensitive to road environments as housing. The proposed conceptual site plan also locates the parking/bus area and building closer to Brock Road to act as buffers for the more sensitive areas intended for outdoor recreation and educational uses. The Guidelines further suggest that a strong building presence be established at the intersection of Brock Road and Dellbrook Avenue. In order to accommodate appropriate separation between vehicular traffic areas and play and sports areas, the proposed school will not be located directly adjacent to the road. However, through the site plan approval process, the City will have the opportunity to ensure that the school building and site landscaping create an attractive, pedestrian friendly street edge for this artery and contribute to the framing of a potential future entry-point into the precinct at Dellbrook Avenue. 3.3 The Proposed Development is Considered Compatible with the Existing Neighbourhood Although the Duffins Precinct Guidelines envisage housing as the primary land use for this area of the precinct, a school use is an excellent fit for the site. The valleylands and Brock Road buffer the neighbouring stable residential areas, ensuring that noise, activity levels, traffic, parking, scale and intensity of the uses generated at the proposed school will not become a nuisance factor for nearby residents. The property located directly to the north of the subject site and the residual development land resulting from the severance of the subject school site are designated for potential redevelopment as part of the Duffins Precinct (see Attachment #1 - Location Map). Development of the subject lands for a school will not interfere with the future development of those remaining lands which total approximately 1.5 hectares in area. A fenced buffer of approximately 10.0 metres will be provided between the proposed school property and the east-lying forest and East Duffins Creek valleyland to ensure that~the school uses will not significantly impact this natural heritage feature. The proposed school use is well served by, and will help support public transit along Brock Road. Report PD 27-10 September 7, 2010 Subject: Chieftan Developments Inc. (CSDCSO) (A 5/10) Page 6 3.4 Traffic Impacts Resulting from the Proposed Development have been Considered The Region has been contacted in regard to potential traffic volume concerns resulting from the location of four schools in the vicinity of Brock Road north of Finch Avenue. This concern was raised by Councillors at the July 5, 2010 Information Meeting. Regional staff has responded that school sites within new residential development areas are taken into account when the trip generation of the proposed new development is estimated during planning studies, such as the Duffin Heights Environmental Servicing Plan. As such, the traffic generated by the two planned Duffin Heights school sites and the existing St. Wilfred School was considered in the planning of the road network in these areas and is included in the volume projections behind the planned widening of Brock Road to four and ultimately six lanes. Since access to these school sites is via the local/collector road network, the Region does not expect that any access related traffic issues would affect Brock Road. While the CSDCSO site was not specifically identified in the Brock Ridge Neighbourhood Plan, the Region does not expect that it will generate excessive traffic volumes. However, the site's sole access is from Brock Road, so there will be access related traffic impacts. Traffic impacts on Brock Road will be addressed through the Region's review of the Traffic Impact Study and proposed Site Plan. The Region will be working with the CSDCSO to ensure that the site is designed to minimize the potential for traffic operations problems. To this end, Regional staff has provided a copy of the Region's recently completed School Site Access and Operations Guideline to the CSDCSO's consultant, and will be applying the Guideline to their review of the proposed Site Plan. Both City and Regional staff along with the CSDCSO will pursue alternative access opportunities for the school in the future. If the abutting property to the south, Pine Ridge Garden Gallery, becomes available for redevelopment, an extension of Dellbrook Avenue on the east side of Brock Road may be possible. If this opportunity was to be realized, the primary access for the school could be switched to this new location so that the school access would be from the signalized intersection. The site design will be required to easily accommodate this alternate access location for the school and the Site Plan Agreement will contain commitments by the CSDCSO to build the new access as soon as it becomes feasible. 3.5 The subject lands are not located within the area of the Duffins Precinct requiring the completion of the Master Environmental Servicing Plan Update An update to the Master Environmental Servicing Report for lands lying south of a watercourse located on the east side of Brock Road just south of the extension of Dellbrook Avenue is required in order to address new environmental standards and the established valley edge location. Report PD 27-10 September 7, 2010 Subject: Chieftan Developments Inc. (CSDCSO) (A,5/10) Page 7 07 A few properties, including the subject lands, are excluded from the south-lying sub-watershed requiring the update. This small watercourse ensures that stormwater from the north-lying area will not impact the south-lying lands. It has' been determined that due to the limited number of development sites and their restricted lot depth and lot area, the lands located north of the watercourse can be reviewed individually to ensure environmental standards, including stormwater quantity and quality, are met. 3.6 Parking Provisions for the Proposed Blended Elementary-Secondary School have been Considered In considering the parking, requirements for the development, staff have reviewed parking requirements for elementary and secondary schools in the City's parent Zoning By-law 3036, current parking requirements for schools in other municipalities, the City's sustainability objectives and the parking to classroom ratios proposed by the CSDCSO. The proposed blended school (elementary and secondary) also presents a development format that is new to both the City and the CSDCSO. Drawing its student body from a larger geographic region, it depends heavily on bussing and anticipates very little demand for student parking. We note that with the elimination of Grade 13, far fewer students drive to school even in the more traditional secondary school structure. Consequently, the passenger and bus parking provisions of the City's existing parent zoning by-law are not considered appropriate for this development. We also understand that bus spaces will only be fully used at the time immediately before the students leave at.the end of the day. Opportunity exists to design the site such that these spaces may be used for visitor parking at other times to help accommodate parking demand fluctuations and to meet sustainability objectives. Other than for staff, the day nursery parking demand will occur earlier in the morning and later in the evening than parking demand for the school, allowing for the sharing of parking spaces. Further, the site is located on Brock Road which is a Regional Type A arterial road and designated transit spine. Access to the site via public transit should be encouraged. No site-specific by-law amendments addressing parking requirements for secondary schools have been adopted by the City that might be used for comparison purposes. Other municipality rates vary from 2.5 spaces per classroom to 4 spaces per classroom for more traditional non-blended schools. The higher values are used in less urban municipalities. For elementary schools, current municipal zoning by-laws (including a recent City site specific zoning) require 1.5 spaces per classroom for elementary schools. Occasionally additional spaces are required for visitor parking. Report PD 27-10. September 7, 2010 Subject: Chieftan Developments Inc. (CSDCSO) (A 5/10) Page 8 In consideration of the foregoing and given that the proposal is for a public facility, staff considers the parking provisions recommended by the Board's consultant to be reasonable. A standard of 2.5 parking spaces and 0.4 bus spaces per classroom, and 3 spaces per 100 square metres of day nursery floor space has been incorporated into the implementing zoning by-law. A more detailed review of parking design and function will be undertaken through the site plan review process. 3.7 The CSDCSO is in Negotiation with TRCA to Allow for a Functional Soccer Field The CSDCSO requires lands currently within the natural heritage feature to allow for the installation of a full size soccer field. The lands in question do contain some trees, but are considered less significant than lands to the northeast that extend deep into the feature. TRCA has indicated a willingness to negotiate the limit of development for the school property. The exact extent of lands to be conveyed to the TRCA will be determined at the Site Plan Review and land severance stage. 3.8 Existing Sanitary Sewer Infrastructure can accommodate the Waste Generated by the Proposed School and Day Care Centre The Regional Works Department has indicated that existing services (water and sanitary sewer) are available for the proposed uses on the subject lands, as the proposed use of a school has low impact on the existing services as compared to residential uses. 3.9 Severance approval will be required It is anticipated that a Land Division application will be submitted shortly. Approval for the creation of the school block will facilitate the conveyance of the subject lands to the CSDCSO, a 7.5 metre road widening to the Region and valley and buffer lands to the TRCA at the appropriate time. 3.10 Site Plan Matters will be addressed through the Site Plan Review Process The CSDCSO has indicated a preference that the ultimate main access to the school site be from the future easterly extension of Dellbrook Avenue. The site plan is to incorporate provision for such an access. To confirm their commitment to the ultimate development of the site, the CSDCSO will include the first and the final phases of building construction. Report PD 27-10 September 7, 2010 Subject: Chieftan Developments Inc. (CSDCSO) (A 5/10) Page 9 09 Further site development matters concerning the City, Region and TRCA will be more thoroughly addressed through the Site Plan Review process, which will address, but not be limited to, such items as: • building massing • pedestrian accessibility • fagade design • outdoor lighting and light intrusion • accessibility • parking locations for approximately 75 - 85 car parking spaces and up to 20 school bus spaces (including mini buses) • initial site access and commitments regarding construction of and a process for the contribution of payments for the future access at the extension of Dellbrook Avenue • landscaping, including identification of specific trees to be retained, the number and spacing of trees to be planted, stormwater, erosion control, special features and a pedestrian friendly edge for Brock Road • the extent and limit of the buffer lands associated with the environmental features and the servicing of the site, including the proposed stormwater management strategy • the Region's requirement for assurance of reliability of the Phase I ESA report In addition, as a condition of Site Plan Approval, the site plan agreement will provide for the relocation of the site access and possible contribution to the costs of signalization and intersection improvements if required. 3.11 A Site Specific Amendment to Zoning By-law 3036 should be enacted Appendix I to Report PD 27-10 contains the recommended amendments to the zoning by-law. The provisions included in the draft Zoning By-law relate to proposed uses that are supported by the Official Plan, and Development Guidelines. The By-law includes: a) restrictions on the permitted uses; b) maximum height provision of 20 metres; c) zoning requirements respecting building location; and d) car and bus parking requirements for classroom and day care uses. 4.0 Applicant's Comments: The applicant is aware of the content of this report and concurs with the recommendations of the report. Report PD 27-10 September 7, 2010 Subject. Chieftan Developments Inc. (CSDCSO) (A 5/10) Page 10 Appendix: Appendix I: Draft Zoning By-law Attachments: 1. Location Map 2. Applicant's Submitted Conceptual Plan 3. Text of Information Report 4. Minutes from July 5, 2010 Statutory Public Meeting 5. Comments from Durham Region Planning Department, dated July 13, 2010 6. Comments from Engineering & Capital Works, dated July 5, 2010 7. Comments from Manager, Development Control, dated July 28, 2010 Prepared By: Approved/Endorsed By: Isa Jamtis , CIP, RPP Neil Carroll, C , RPP Planner Di rector, Planning & Development Ross Pym, MCIP PP (Acting) Manager, Development Review IJ:ld:jf Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit uncil Tony Prevedel, P.Eng. Chief Administrative Officer I I Appendix I TO Report PD 27-10 Draft Zoning By-law Amendment Application A 5/10 i i I { i I P 12 The Corporation of the City of Pickering By-law No. xxxx/10 Being a By-law to amend Restricted Area (Zoning) By-law 3036 to implement the Pickering Official Plan in Part of Lot 18, Concession 2, City of Pickering (A 5/10) Whereas the Council of The Corporation of the City of Pickering deems it desirable to permit the development of a combined elementary and secondary school on the subject lands being Part of Lot 18, Concession 2, in the City of Pickering; And whereas an amendment to By-law 3036, as amended, is therefore deemed necessary; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Schedule Schedule I attached hereto with notations and references shown thereon is hereby declared to be part of this By-law. 2. Area Restricted The provisions of this By-law shall apply to those lands in Part of Lot 18, Concession 2 in the City of Pickering, designated "CI-ES/DN" on Schedule I. 3. General Provisions No building, structure, land or part thereof shall hereafter be used, occupied, erected, moved or structurally altered except in conformity with the provisions of this By-law. 4. Definitions In this By-law, (1) "Day Nursery" shall mean lands and premises duly licensed pursuant to the provisions of the Day Nurseries Act, or any successor thereto, and for the use as a facility for the daytime care of children; (2) (a) "Lot" shall mean an area of land fronting on a street which is used or intended to be used as the site of a building, or a group of buildings, as the case may be, together with accessory buildings or structures, or a public park or open space area regardless of whether or not such lot constitutes the whole of a lot or block on a registered plan of subdivision; By-law No. xxxx/10 '91A Cir Page 2 13 (b) "Lot Frontage" shall mean the width of a lot between the side lot lines measured along a line parallel to and 7.5 metres distant from the front lot line; (3) "Public School" shall mean, a school under the jurisdiction of a board of education which board is established pursuant to the Education Act R.S.O. 1990, or any successor thereto; (4) "Street" shall mean a street as defined in the Highway Traffic Act, as amended from time-to-time, which may provide vehicular access to a lot. A private road registered in a plan of condominium is also considered a street for the purpose of this by-law; (5) (a) "Yard" shall mean an area of land which is appurtenant to and located on the same lot as a building or structure and is open, uncovered and unoccupied above ground except for such accessory buildings, structures, or other uses as are specifically permitted thereon; (b) "Front Yard" shall mean a yard extending across the full width of a lot between the front lot line of the lot and the nearest wall of the nearest main building or structure on the lot; (c) "Front Yard Depth" shall mean the shortest horizontal dimension of a front yard of a lot between the front lot line and the nearest wall of the nearest main building or structure on the lot; (d) "Rear Yard" shall mean a yard extending across the full width of a lot between the rear lot. line of the lot, or where there is no rear lot line, the junction point of the side lot lines, and the nearest wall of the nearest main building or structure on the lot; (e) "Rear Yard Depth" shall mean the shortest horizontal dimension of a rear yard of a lot between the rear lot line, or where there is no rear _ lot line the junction point of the side lot lines, and the nearest wall of the nearest main building or structure on the lot; (f) "Side Yard" shall mean a yard of a lot extending from the front yard to the rear yard and from the side line to the nearest wall of the nearest main building or structure on the lot; (g) "Side Yard Width" shall mean the shortest horizontal dimension of a side yard of a lot between the side lot line and the nearest wall of the nearest main building or structure on the lot; (h) "Flankage Side Yard" shall mean a side yard immediately adjoining a street or abutting on a reserve on the opposite side of which is a street; By-law No. xxxx/10 ATMA7 Page 3 14 (i) "Faankage Side Yard Width" shall mean the shortest horizontal dimension of a flankage side yard of a lot between the lot line adjoining a street or abutting on a reserve on the opposite side of which is a street and the nearest wall of the nearest main building or structure on the lot; Q) "Interior Side Yard" shall mean a side yard other than a flankage side yard. I 5. Provisions ("CI-ES/DN") (1) Uses Permitted ("CI-ES/DN") No person shall, within the lands designated "CI-ES/DN" on Schedule I attached hereto, use any lot or erect, alter or use any building or structure for any purpose except the following: (a) public school and uses accessory thereto; and (b) day nursery as an accessory use to a public school (2) Zone Requirements ("CI-ES/DN") No person shall, within the lands designated ("CI-ES/DN") on Schedule I attached hereto, use any lot or erect, alter or use any building or structure except in accordance with the provisions as set out in the following requirements. (a) Lot Frontage (Minimum) 150 metres (b) Lot Area (Minimum) 3.0 hectares (c) Front Yard Depth (Minimum) 6.0 metres (d) Interior Side Yard Width (Minimum) 6.0 metres (e) Rear Yard Depth (Minimum) 6.0 metres (f) Flanking Side Yard Width (Minimum) 6.0 metres (g) Maximum Building Height 20.0 metres (h) Lot Coverage (Maximum) 35 percent (i) Landscape Open Space. (Minimum) 25 percent (j) Parking Requirement (Minimum) 2.5 parking spaces per classroom 3.0 spaces per 100.0 square metres of day care activity area 0.4 bus spaces per classroom By-law No. xxxx/10 ~~~j Page 4 15 6. Provisions ("OS-HL" Zone) (1) Uses Permitted ("OS-HL" Zone) No person shall within the lands designated "OS-HL" on Schedule attached hereto use any lot or erect, alter or use any building or structure for any purpose except the following: (a) preservation and conservation of the natural environment, soil and wildlife; (b) resource management; (2) Zone Requirements ("OS-HL" Zone) (a) No buildings or structures shall be permitted to be erected, nor shall the placing or removal of fill be permitted, except where buildings or structures are used only for purposes of flood and erosion control, resource management, or pedestrian trail and walkway purposes; 7. By-law 3036 By-law 3036 is hereby amended only to the extent necessary to give effect to the provisions of this By-law as it appears to the area set out in Schedule I attached hereto. Definitions and subject matter not specifically dealt with in this By-law shall be governed by relevant provisions of By-law 3036, as amended. 8. Effective Date This By-law shall come into force in accordance with the provisions of the Planning Act. By-law read a first, second and third time and finally passed this xxth day of xxxx, 2010. A David Ryan, Ma y Debbie Shields, City Clerk j i 16 ANT 00 • ROAD ~ - os. CgNgTSEK/qCON CREEK N SCHEDULE I TO BY-LA PASSED THIS DAY OF 2010 MAYOR I CLERK ATTACHMENT#. .`.TO REPORT# PD - ° 17 ROAD G G T. WILFRED S w SEPARATE SCHOOL U a ° pp = w U CROSS p a ~ 7~.~ BYO - - OUTHCOTT Z U ° PARK I--0 p Q o w o BAGGINS w C/) CENTENNIAL o A i r PARK m LYNM RESIDUAL ROgo W CRT. DEVLOPMEN Q j q~ LANDS F~~F Nib- SUBJECT ~ ME~MPN O U H p m ~ M m O r U Q CC) TAWNB LANDS IT :5 < A 005/10 = ST. c U EE AVENUE j U o O U w > m McBRADY ° z w } in O m w z = w ALF City of Pickering Planning & Development Department PROPERTY DESCRIPTION Part of Lot 18, Con 2, Part 3, 40R-20062 OWNER Chieftan Developments Inc. on Behalf of DATE June 1, 2010 DRAWN BY JB Conseil scolaire de district du Centre-Sud-Ouest FILE No. A 005/10 SCALE 1:5000 CHECKED BY IJ N oT--troEnterDrises Inc.p antl it. suppliers. All right. R.... -0. Not D plan of .~r~ey. PN-13 2005 MPAC antl its supliers. All rights R.... vetl. Not o plan of Survey. ATTACHMENT # TO REPORT # PD o? -7 _ /,Q g Information Compiled from Applicants Submitted Plan - Chieftan Developments Inc. on Behalf of Conseil scolaire de district du Centre-Sud-Ouest A 005/10 i r Lod 4 w ~ - 4 I , 1 1 ~ min. 61 m f min. +/-9m < I 4 min. 40m min. 50m u' w - I I 5TUDENT U E NATURAL/ECOL GICAL 4 SOCCER FIELD y ry I STAFF/STUDENT I Y v PARKING E ax ctic.~ in. zz o• c C t7 v ~ O E O E A o O 6m 27 °p~s,ad o - ro E MINIMUM FOOTPRINT r~- U ~ BUS CSDC50 O DROP OFF/ PICK UP SEECOND COND ELEMENTARY ARY 7 RY Visitor Par Wng fuss and ndc SCHOOL ELEMENTARY - PLAY AREA PP.OP05ED DEVELOPMENT LIMIT (modification of + 1 250 5c1m) DAY ARE K E ART P K1 N6 This mop was produced by the City o/ Pickering, . P/onnin9 & Development Deportment, Information & Support Services, June 1, 2010 CEfij u~ ATTACHMENT # ~ TO REPORT # PQ a 7 - Information Report Report Number: 09-10 P1C1~ER11 V G For Public Information Meeting of 1 V Date: July 5, 2010 19 In Accordance with the Public Meeting Requirements of the Planning Act, R.S.O. 1990, chapter PA 3 Subject: Zoning By-law Amendment - A 5/10 Chieftan Developments Inc. on behalf of Conseil scolaire de district du Centre-Sud-Quest Part of 2265 Brock Road (Part of Lot 18, Concession 2, Part 3 40R-20062) City of Pickering 1.0 Property Location and Description • the subject lands are located on the east side of Brock Road immediately north of the stoplight at Dellbrook Avenue, directly across from Arathorn Court • the proposed school block will have an area of approximately 3.2 hectares (see Location Map - Attachment #1) • the lands are currently vacant except for a temporary new homes sales centre located in the southwest corner of the property • the surrounding land uses are: north - a single detached dwelling and East Duffins Creek and valleylands south - Pineridge Garden Gallery nursery west - on the opposite side of Brock Road are detached dwellings on Arathorn Court parallel to and facing Brock Road and Dellbrook Plaza to the southwest east - East Duffins Creek and valleylands 2.0 Applicant's Proposal • the applicant has requested to amend the zoning by-law to permit a combined elementary and high school for approximately 500 students as well as day care facilities and associated outdoor facilities (see Applicant's Submitted Plan - Attachment #2) • the site will be designed for the potential for expansion to accommodate up to 1000 students • the applicant has only submitted a conceptual site design at this time and it includes a proposed minimum two storey school building to be located relatively central to the site, bus loading, parking and drop off facilities are proposed to the west and north portions of the site, and play areas, sports fields and outdoor ecological study areas are proposed to the south and east of the proposed building • a single driveway access from Brock Road to the site would be located at the north end of the site A-TACHMIENT # TO Information Report No. 09-10 RE'OR' if PCB o? 7- io Page 2 20 3.0 Official Plan and Zoning 3.1 Provincial Growth Plan • Places to Grow (the Provincial Growth Plan for the Greater Golden Horseshoe) requires intensification of land uses within built-up area boundaries of municipalities • the Growth Plan guides infrastructure planning and strategic investment decisions to support and accommodate forecasted population and economic growth • community infrastructure, which includes education facilities, should be planned to meet the needs resulting from population changes and to foster complete communities 3.2 Durham Regional Official Plan • the Regional Plan designates the subject property "Urban System - Regional Corridor and Living Area" • "Regional Corridors" are to be planned and developed as mixed-use areas, including residential, commercial and service areas with higher densities and achieving a mix of commercial, residential, employment and institutional uses • the predominant use of lands designated in "Living Areas" is to be housing but also includes certain public and recreational uses which are compatible with their surroundings • cultural and community facilities, such as schools are permitted in these designation • the proposal appears to comply with the Durham Regional Official Plan 3.3 Pickering Official Plan • the City of Pickering Official Plan designates the subject lands as "Mixed Use Areas - Community Nodes" and "Urban Residential Areas - Medium Density Areas" • permissible uses within the "Urban Residential Areas - Medium Density Areas" designation include, among others, residential uses and community and cultural uses as well as limited office commercial uses • permissible uses within the "Mixed Use Areas - Community Nodes" designation include residential, retail, community, cultural and recreational uses • community uses, such as schools are permitted in "Urban Residential Area - Medium Density Areas" and "Mixed Use Areas - Community Nodes" • the subject lands are within the Brock Ridge Neighbourhood of the Official Plan • the Brock Ridge Neighbourhood indicates a potential new collector road to be located directly opposite Dellbrook Avenue • the feasibility of a road at this location will be investigated as this application is processed • the proposal will be assessed against the policies and provisions of the Pickering Official Plan during the further processing of the application ATTACHMiENT _T0 Information Report No. 09-10 REPORT # PD-s8 7-_3 21 3.4 Duffins Precinct Development Guidelines • the Compendium Document to the Pickering Official Plan contains development guidelines affecting the subject lands • since Council's adoption of these Guidelines, the overall tableland area for development has been reduced through the most recent Toronto and Region Conservation Authority floodplain mapping exercises and the envisioned land uses in the area of the school block may no longer be appropriate • through the rezoning and site plan approval process the proposal will be reviewed with regard to the underlying principles contained within the Duffins Precinct Development Guidelines 3.5 Zoning By-law 3036 • the subject lands are currently zoned "A" - Rural Agricultural • the existing zoning is intended for agricultural-related activities and facilities • an amendment to the zoning by-law is required to allow the development of the proposed school • the applicant has requested an appropriate zone that would permit the proposed development 4.0 Results of Circulation 4.1 Resident Comments • none received to date 4.2 Agency Comments • none received to date 4.3 City Department Comments • none received to date 4.4 Staff Comments • in reviewing the application to date, the following matters have been identified by staff for further review and consideration: • the location of the proposed soccer field that encroaches into the current environmental buffer and feature will be explored with TRCA • the extent and limit of the buffer lands associated with the environmental features • a detailed site review to concluded that the subject lands would be appropriate for development as proposed within this portion of the comprehensively planned Duffins Precinct Information Report No. 09-10 AtTACHAENT# TO Page 4 REPORI # PDT2 io 22 • the servicing of the site including the proposed stormwater management strategy for the site • the City will require confirmation from the Region that appropriate ingress and egress for the proposed school will be available on Brock Road • determination that the school use is compatible, viable and sensitive to existing surrounding development, noise, level of activity, scale and intensity of the uses, and provides appropriate buffering and protection of the East Duffins Creek and valleyland, while not negatively impacting on abutting properties, or traffic conditions • the identification of potential site plan/design concerns including the layout, fire access, parking volumes and areas, ingress/egress, pedestrian accessibility, traffic generation and patterns, amenity spaces, and landscaped areas and features • consideration of resident and neighbouring owner concerns • evaluation of the application in terms of its level of sustainable development components 5.0 Procedural Information • written comments regarding this proposal should be directed to the Planning & Development Department • oral comments may. be made at the Public Information Meeting • all comments received will be noted and used as input in a Planning Report prepared by the Planning & Development Department for a subsequent meeting of Council or a Committee of Council • any member of the public who wish to reserve the option to appeal Council's decision must provide comments to the City before Council adopts any by-law for this proposal • any member of the public who wish to be notified of Council's decision regarding this proposal must request such in writing to the City Clerk 6.0 Other Information 6.1 Appendix No. • list of neighbourhood residents, community associations, agencies and City Departments that have comments on the applications at the time of writing report 6.2 Information Received • copies of the plans and studies listed below are available for viewing at the offices of the City of Pickering Planning & Development Department: ATTACHMENT # 3 TO Information Report No. 09-10 REPORT # PD--,Q 7-, o Page 5 23 • Planning Rationale Report prepared by Sorensen Gravely Lowes, dated May 2010 • Report on Sustainable Development prepared by Sorensen Gravely Lowes • Phase I Environmental Site Assessment (ESA) prepared by Trow Associates . Inc., dated April 29, 2010 • Scoped Environmental Impact Study prepared by Beacon Environmental, dated May 2010 • Stage 1 - 2 Archaeological Assessment Archeoworks Inc., dated November 2009 • Preliminary. Diagrammatic Site Plan prepared by Conseil scolaire de district du Centre-Sud-Ouest, dated April 29, 2010 6.3 Company Principal • the owners of the property Chieftan Developments Inc. have entered into an Agreement of Purchase and Sale with Conseil Scolaire de District due Centre-Sud-Ouest • David Brand is the principal of Cheiftan Developments Inc. • Catherine Gravely of Sorenson Gravely Lowes Planning Associates Inc. is the authorized agent for Conseil Scolaire de District due Centre-Sud-Quest ORIGINAL SIGNED By ORIGINAL SIGNMBY Isa James, MCIP, RPP Ross Pym-, MCIP, RPP Planner II (Acting) Manager, Development Review Uld Attachments Copy:.Director, Planning & Development I r i ATTACHMENT # : 3_TO REPORT # Poc97-/Q Appendix No. I to 24 Information Report No. 09-10 Commenting Residents and Landowners (1) none received to date Commenting Agencies (1) none received to date Commenting City Departments (1) none, received to date r L h i t k i. ATTACH,v ENT #-Y --TO HEPOR i # Po a ° Excerpts from cial o¢~ Joint Planning & Development and Executive Committee Meeting Minutes Monday, July 5, 2010 2 5 7:40 pm - Council Chambers Chair: Councillor Pickles (II) PART `A'-INFORMATION REPORTS 1. Zoning By-law Amendment - A 5/10 Chieftan Developments Inc. on behalf of Conseil scolaire de district du Centre-Sud-Quest Part of 2265 Brock Road (Part of Lot 18, Concession 2, Part 3 40R-20062) City of Pickerinq A public information meeting was held under the Planning Act, for the purpose of informing the public with respect to the above noted application. Ross Pym, (Acting) Manager, Development Review gave an outline of the requirements for a Statutory Meeting under the Planning Act. He also noted that if a person or public body does not make oral or written submissions to the City before the by-law is passed, that person or public body are not entitled to appeal the decision of City Council to the Ontario Municipal Board, and may not be entitled to be added as a party to the hearing unless, in the opinion of the Board, there are reasonable grounds to do so. 1. James, Planner ll, gave an overview of zoning amendment application A 05/10. Catherine Gravely, Sorensen Gravely Lowes, and Suzanne Labrecque, Conseil scolaire de district du Centre-Sud-Quest appeared, in support of the application. Ms. Gravely provided an overview of the proposed site and outlined the opportunities available for ecological programming on this site and the sustainability initiatives. A question and answer period ensued. Sylvie Landry, 989 Rambleberry Avenue, and a ,trustee for the Conseil scolaire de district du Centre-Sud-Ouest, appeared before Committee in support of the application. Ms. Landry thanked staff and members of Council for their consideration of this item and hopes to commence construction in a timely matter. 1 ATTACH1PIt:NT # f TO 26 July 13, 2010 REPORT # Isa James, Planner II Planning & Development Department City of Pickering One The Esplanade Pickering ON LIV 6K7 Dear Ms. James: Re: Zoning Amendment Application A05110 The Regional Applicant: Chieftan Developments Inc. on behalf of Conseil Scolaire Municipality De District du Centre-Sud-Quest of Durham Location: 2265 Brock Road Planning Department North Part Lot 18, Concession 2 Municipality: City of Pickering 605 ROSSLAND ROAD E 4T" FLOOR The Regional Municipality of Durham (The Region) has reviewed the above noted BOY 623 application and offers the following comments for your consideration. WHITBY O ON N L1 N 6A3 CANADA 905-668-7711 The purpose of this application is to amend the zoning by-law on the subject. lands to Fax: 905-666-6208 permit a joint elementary and secondary school with day care facilities. The subject Email: planning@durham.ca property is currently zoned A - Rural Agricultural and G - Greenbelt-Conservation. www.durham.ca Regional Official Plan A.L. Georgieff, MCIP, RPP Commissioner of Planning The subject lands are currently designated 'Living Area' with the 'Regional Corridor overlay in the Durham Region Official Plan (ROP). The ROP states that Living Areas shall be used predominantly for housing purposes. The ROP also states that Living Areas shall be developed in a compact form through higher densities and by intensifying and redeveloping existing areas, particularly along arterial roads. Regional Corridors shall be planned and developed as mixed-use areas, which include residential, commercial and service areas with higher densities, supporting higher.order transit services and pedestrian oriented development. The ROP states that cultural facilities for such purposes as education shall be permitted within urban areas. The ROP also states that cultural facilities shall be directed to locations that are visible and accessible to residents of the Region, preferably in close proximity to existing and future transit routes. The ROP states that any proposal for development or site alteration shall demonstrate that there will be no negative effects on key natural heritage or hydrologic features or their functions. The northern and eastern portions of the subject lands are identified as containing a "Key Natural Heritage and/or Hydrologic Feature", as per Schedule B - Map B1d in the ROP. A Scoped Environmental Impact Study, prepared by Beacon Environmental and dated May 2010, was submitted in support of this application. The report identifies mitigation measures to be conducted to minimize the impact of the development adjacent to the natural areas surrounding Ganatsekiagon Creek. These measures include buffers, fencing, compensation, and a restrictive covenant on a portion of the subject lands. It is suggested that the City of Pickering obtain comments from the Toronto and Region Conservation Authority regarding the study. "Service. Excellence The subject property abuts Brock Road (Regional Road 1), which is designated as a -fo•r Communities" Type 'A' Arterial Road in the ROM Brock Road is also designated as a Transit Spine 100% Post Consumer ATTACHMENT # S TO REPORT # PD 2 2 ,1 o in the Durham ROP. Development adjacent to Transit Spines shall provide for .complementary higher density uses and buildings oriented towards the street. 27 The proposed amendment is consistent with the Region's policies stated above. Provincial Policies & Delegated Review Responsibilities This application has been screened in accordance with the terms of the provincial plan review responsibilities. Potential Site Contamination A Phase. I Environmental Site Assessment (ESA), dated April 29, 2010 and prepared by Trow Associates Inc, was submitted with this application. The report concluded that a Phase II ESA is not warranted for the subject site at this time. Authorization for reliance of the Phase I ESA report by the Region will be required in accordance with attachment 1. Alternatively, the applicant may submit a Record of Site Condition (RSC) of a Phase I ESA report to the Ministry of Environment (MOE). An "Acknowledgement Letter" from the MOE, which acknowledges. the RSC and indicates the site has not been selected for audit, shall then be provided to the Region. The provision of submitting either an authorization letter or an acknowledgment letter is encouraged to be included as part of a holding symbol, and not removed until such time as the authorization or acknowledgement letter has been reviewed to the satisfaction of the Region. Archaeological Potential A Stage 1 and 2 Archaeological Assessment report, dated November 2009 and prepared by Archeoworks Inc., was submitted with this application. This report found no archaeological resources, and has been filed with the Ontario Ministry of Culture for their review and acceptance. Norbert Stanchly, Archaeology Review Officer with the Ontario Ministry of Tourism and Culture, in a letter to Archeoworks Inc dated June 14, 2010, stated that he accepted the above report into the provincial register of archaeological reports. Regional Services Municipal water supply and sanitary sewer service are available to the subject property. Any requirements of the Region concerning the provision of Regional services will be addressed at the time of the site plan application. Durham Region Transit & Transportation The proposal does not present any significant Durham Region Transit impacts. The proposed development does not meet the Arterial Road Criteria stipulated in Section 11.3.3 (Schedule 'E' - Table 'ET) of the ROP which generally permits private access for Type `A' arterial roads a minimum of 200 metres apart within urban areas. The application also does not adhere to school access guidelines stated in the final draft of the Regional Municipality of Durham - School Site Access and Operation Guideline document, dated December, 2009 and prepared by Gillen Koerth Inc. The Regional Works Department, however, can address both of these concerns during the Site Plan application stage. ATTACHMENT # 5 TO REPORT # Pl)~ 7 s /b 2 $ Please contact me at 905-668-4113 ext. 2571 should you have any questions or require additional information. Yours tr ly, +~64"Vannitha Chanthavong, MCIP, RPP Planner Current Planning cc: Regional Works Department-.Pete Castellan Durham Region Transportation Planning -Amjad Gauhar Durham Region Transit -Neil Killens City 111111 ATTACHNIENT #--/,--To 2 9 I I ~;EPOR~ # PD - / d ,PI KERI MEMO' To: Isa James July 5, 2010 Planner II From: Darrell Selsky Supervisor, Engineering & Capital Works Copy: Richard Holborn Subject: Zoning Amendment A 05/10 (1st Submission) 2265 Brock Road Chieftan Developments. Inc. on behalf of Conseil Scolaire de District du Centre-Sud- Ouest North Part Lot 18, Concession 2 (40R-20062 Part 3) File: 0-4030 The site plan review committee of the Municipal Property & Engineering Division for the City of Pickering has met to review the above noted -request and provide the following comments: General Comments; 1. Proposed site access onto Brock Road has Region of Durham jurisdiction. A major road reconstruction project is nearing completion through this site area. After checking the drawings, the proposed center median stops well north of this area, and should not impact the site frontage. 2. It is expected that bus / vehicular traffic will be high to service the school. Consideration should be given to explore the option of joint use easement with the neighbour to the south (that currently front the signalized intersection at Dellbrook Avenue). SB.sb I ity °0 ATTACHMENT# TO REPORT#PD a7-io ii II PICKERING MEMO To: Isa James July 28, 2010 Planner II From: Robert Starr Manager, Development Control Copy:. Coordinator, Development Approvals Subject: Zoning By-law Amendment Application A05/10 Chieftan Developments Inc. on behalf of conseil scolaire de district du Centre-Sud-Ouest North Part Lot 18, Concession 2 (40R-20062 Part 3) (2265 Brock Road) City of Pickering We have reviewed the documents submitted in support of the Zoning By-law Amendment Application and provide the following comments: 1. The applicant may be required to enter into a Development Agreement with the City to address any offsite works such as entrance requirements/restoration, sidewalk installation, easements, utility relocation, securities, insurance, future access at the Dellbrook Avenue/Brock Road intersection and any fees. 2. A Draft 40R Plan should be submitted to the City for approval. 3. The following items will need to be addressed with the Site Plan Application: • A Stormwater Management Report. The report must address quality and quantity controls. As well, the report should minimize any discharge of stormwater to the valley & stream corridor. Use of Low Impact Development Stormwater Management Techniques is expected for this site. • A grading and drainage plan which indicates that redevelopment of the site can be completed without adversely affecting the neighbouring properties and without affecting the adjacent stream corridor to the east of the site. • A Tree Preservation Plan. The plan must ensure protection of the valley wall. • Fencing. • Landscaping on the Brock Road boulevard.. • A Construction Management Plan will be required, during Site Plan review, that addresses such items as road cleaning, mud/dust control, sedimentation and ATTACHMENT'®f0 REPORT# PD -2 7 ~ /0 31 erosion control, hours of work, vehicle parking, equipment and material storage, a spill response plan, etc. • An Erosion & Sediment Control Plan which clearly shows how the applicant will ensure that no silt will leave the site. The Erosion & Sediment Control Guidelines for Urban Construction should be consulted when preparing this plan. 4. The City of Pickering's Fill & Topsoil By-law prohibits soil disturbance, removal or importation to the.site unless a permit has been issued. No on-site works prior to Site Plan Approval is permitted without a permit. A copy of the By-law and Permit Application is attached and should be forwarded to the applicant. . I i f July 28, 2010 Page 2 Zoning By-law Amendment Application A05/10 Report To Planning & Development Committee PICKERING Report Number: PD 28-10 Date: September 7, 2010 From: Neil Carroll Director, Planning & Development Subject: Growth Strategy Program Pickering Official Pan Review File: D-2000-012 Recommendation: 1. That Report PD 28-10 of the Director, Planning & Development respecting the status of the Pickering Growth Strategy Program, be received for information; and 2. Further, that Report PD 28-10 be forwarded to the Region of Durham and the Ministries of Municipal Affairs and Housing, and Energy and Infrastructure. Executive Summary: The purpose of this Report is to provide City Council with an update on the status of the Pickering Growth Strategy Program. A component of the City's Official Plan Review and Provincial Growth Plan conformity work, the Growth Strategy Program intends to establish a policy framework directing residential intensification and employment growth to appropriate places within the City. As part of the Growth Strategy Program's continuing consultation process to engage the public, development industry and commenting agencies, a second public open house was held on June 22, 2010, in the Civic Complex. The City is proceeding with its Growth Plan Strategy Program, working toward a possible third open house later in 2010 or early 2011, and amendments to the City's Official Plan for consideration by the public and Council in 2011. Adopted by Regional Council on June 3, 2009, the Region of Durham's Growth Plan Conformity Amendment 128 is awaiting Provincial approval. While monitoring the approval of Amendment 128, staff recommends that this Report be forwarded to the Region of Durham and the Ministries of Municipal Affairs and.Housing, and Energy and Infrastructure, informing the Region and Province of the City's continuing work on its Growth Strategy Program. for consideration by Council in 2011. Financial Implications: No direct implications from reporting on the status of the Growth Strategy Program. Report PD 28-10 September 7, 2010 Subject: Pickering Growth Strategy Page 2 33 Sustainability Implications: The Pickering Growth Strategy Program supports the City's economic, environmental and social lenses by utilizing land more efficiently within the built-up areas of the City in order to accommodate significant population and employment growth. 1.0 Background: 1.1 The Province's Growth Plan for the Greater Golden Horseshoe is being implemented through the City's Growth Strategy Program The Places to Grow Act requires the City's Official Plan to conform to the policies of the Growth Plan. The City's Growth Strategy Program, a component of the City's Official Plan Review, was initiated in 2009 and intends to establish a policy framework directing residential intensification and employment growth to appropriate places in the City. Consultants were retained to assist City staff leading the Growth Strategy Program. Young+Wright/1131 Group Architects were retained to assist in demonstrating possible recommended densities. Watson & Associates Economists Ltd. were retained by the City to assist in investigating and evaluating the characteristics of Pickering's future housing demand. 1.2 Report PD 11-10 dated May 3, 2010, reported on the first round of open houses held February 17 and 18, 2010 Public consultation engaging the public, development industry and commenting agencies, was initiated with a first round of open houses in February 2010. A separate open house was held for grade 11 students from Dunbarton High School at the Library Auditorium. Report PD 11-10 reported that the comments received at the open houses were supportive of intensification in the Downtown and Kingston Road areas. Comments included the need for improved public transit and recreation facilities, intensification related infrastructure improvements and ensuring a transition between existing low density residential and future intensification areas. 1.3 On May 18, 2010, the development community was consulted on the market potential for residential intensification in Pickering To assist in the evaluation of the market potential for residential intensification development in Pickering, the City's consultant, Watson & Associates held a workshop for the Pickering development community which was also attended by City Planning & Development, Office of Sustainability and Corporate Services staff. The workshop explored the issues of residential intensification supply, market potential, and enabling financial tools. Report PD 28-10 September 7, 2010 Subject: Pickering Growth Strategy Page 3 34 1.4 The second round of Pickering's Growth Strategy Program public consultation process was held on June 22, 2010 A second public open house was held on June 22, 2010, in the Civic Complex. Exhibit boards displaying the proposed areas of intensification (see Attachment #1), architectural renderings and conceptual site plans as well as preliminary findings from the housing and demographic study and possible intensification strategic directions were presented. A draft demonstration concept for the downtown including diagrams demonstrating built form, open space and pedestrian connections, vehicular circulation and public transportation were also available at the open house (see Attachments #2 & #3). Young+Wright identified possible strategic directions that will inform the Growth Strategy Program and assist in the development of policy. The strategic directions addressed matters such as the continuing promotion of office and cultural arts development in the Town Centre, encouraging a pedestrian friendly environment, increasing transit usage, establishing urban open spaces, limiting the impact of intensification on established residential areas, and directing the greatest intensification to the downtown, the south side of Kingston Road corridor as well as key intersections and future transit stops. Copies of all the exhibits were provided to Council and are available for downloading from the City's website at http://www.cityofpickedng.com/standard/planning/index.html. 2.0 Discussion 2.1 The issue of impact from intensification on abutting residential neighbourhoods raised by the public at the first open house was addressed by the City's consultants An important consideration when planning for the intensification of Pickering's urban area is to ensure appropriate built form that does not overwhelm or negatively impact neighbouring residential uses. The height and massing of a new building and how it transitions into an existing community or streetscape will determine how the building fits into the community. An exhibit prepared by Young+Wright demonstrated how angular plane requirements in zoning by-laws can assist in shaping the built environment in terms of scale, height, spacing and character (see Attachment #4). 2.2 The City's downtown (urban growth centre) and corridors are well suited to accommodate intensification The key demographic markets for intensification are the "singles and couples, 20-34" and "older seniors, 75 plus" age groups. A preference for high density housing also starts to emerge in the later years of the diverse "young senior, 65-74" age group. Report PD 28-10 September 7, 2010 Subject: Pickering Growth Strategy Page 4 35 The Pickering demographic trends display prepared by Watson Associates Economists Ltd. shows that over the 2006-2031 planning period, Pickering is expected to experience well balanced growth in all age groups with the largest percentage increase in population expected in the "young seniors, 65-74" and "older seniors, 75 plus" age groups as well as a healthy percentage increase in the "youth adult, 20 - 34" age group. This trend suggests that there will be increased demand in the future for high density units fuelled by segments of these age groups. Our intensification areas are well. suited to accommodate this housing form. 2.3 The City's Growth Strategy Program is continuing despite the delay in the Provincial approval of Regional Official Plan Amendment 128 - . The Provincial draft decision on Regional Official Plan Amendment 128 (ROPA 128) issued on March 12, 2010, proposes a number of modifications to the adopted policies and schedules of ROPA 128 as well as modifications to other Region of Durham Official Plan policies and schedules that were not part of ROPA 128. Regional and Provincial staff have met to discuss the proposed modifications achieving agreement on many of the modifications. However, certain key issues remain. City of Pickering Report PD 28-10 dated May 3, 2010, outlined proposed modifications that are significant for Pickering (see Table below). In June 2010, the Region of Durham formally responded to the Province's draft decision. The following table summarizes the proposed modifications having implications for Pickering as well as the Region's response: Proposed Provincial Region's Response Modification Significant to Pickering Delete northeast Pickering Modification not accepted, alternative expansion area modification requested. There is no basis that no new Employment Areas or Living Areas are needed in North East Pickering and no basis for the removal of the expansion area in its entirety. The Region's land budget methodology has confirmed that certain Urban Area expansions for Living Areas and Employment Areas in northeast Pickering are required in order to meet the Growth Plan targets. Allocate 35,000 jobs Modification not accepted and that the Growing instead of 16,500 jobs to Durham allocation of 16,500 jobs to Seaton be Seaton in accordance with maintained. The Region continues to plan for the the Central Pickering remaining balance of jobs to be achieved post Development Plan (CPDP) 2031. Report PD 28-10 September 7, 2010 3u6bject: Pickering Growth Strategy Page 5 Proposed Provincial Region's Response Modification Significant to Pickering Delete the additional Modification accepted since the Province has 25,000 jobs forecasted insisted that there is no flexibility in the forecasts from the land budget provided by the Growth Plan, notwithstanding the methodology potential demonstrated through the Growing Durham Study. Requiring a minimum Modification accepted subject to the inclusion of density target across the a general policy that the Region will work with area entire Region municipalities through their official plan conformity exercises to develop area specific density targets to achieve the minimum overall gross density of 50 residents and jobs combined per hectare on a Region wide basis. The Region is awaiting the Province's final decision on ROPA 128. City staff are proceeding with the Program while monitoring the approval of ROPA 128 and are working toward a third open house and amendments for consideration by the public and Council in early 2011. 3.0 Next Steps Staff is currently working with the project consultants to finalize design and demographic work. Preparation of draft policy directions will be initiated. Work resulting from these tasks will be on display at a third public open house tentatively scheduled for December 2010 or January 2011. Following the open house, the statutory part of the process will be initiated with the following steps for anticipated completion by June 2011: • Statutory open house & public meeting on draft Official Plan Amendment • Report to Planning & Development Committee • Council consideration/adoption of Official Plan Amendment • submission of Official Plan Amendment to Durham Region for approval Report PD 28-10 September 7, 2010 Subject: Pickering Growth Strategy Page 6 37 Attachments: 1. Intensification Opportunities and Constraints, Growth Strategy Program, June 22, 2010, Open House Exhibit 2. Urban Growth Centre Demonstration Plan, Growth Strategy Program, June 22, 2010, Open House Exhibit 3. Urban Growth Centre Demonstration Plan - Diagrams, Growth Strategy Program, June 22, 2010, Open House Exhibit 4. Angular Plane and Transition (For High Density Options), Growth Strategy Program, June 22, 2010, Open House Exhibit Prepared By: Approved/Endorsed By: 1 , 041 10 Deborah Wylie, CIP, RPP Neil Carroll, At.TV, RPP Senior Planner - Policy Director, Planning & Development Catherine Rose, MCIP, RPP Manager, Policy DW:GM:jf Copy: Chief Administrative Officer Recommended for the consideration of Pickering Council 0 A'V'~Z-U-40K-Iffl /14., C~' Tony Pr4edel, Eng. Chief Administrative Officer I 0 Aw rrr IX kill", N n O ®r _0 0 0 0 0 a OD 0 C.) z 20 C) 0 3. 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M O w ro n D 00 0 3 o x `a A a D y w \ Z a m 3 x d D z o D o ` F Z z U) 'J 3= a c 3= ~ ; ~ ~ D N(n 3 m ' \ m r+ ° _"s 0 g (D \ Z a o Ark I ( Q AI `z < 9) CD N F 0 CD s f c W 46 0 ' ° N / o 0 0 3 » Cs CD CL I *HLiX Y < U1 LIM d I n ill ~fi o-0 s~ ° 00 CD 7 v .Jr ~ A nH.y n ~ F < lJ mo w a n N - N II O n to S i M v C U3 (p ~o ~ ~i Ctrs "0 Report To Planning & Development Committee PICKERING Report Number: PD 29-10 Date: September 7, 2010 42 From: Neil Carroll Director, Planning & Development Subject: Zoning By-law Amendment -A 19/09 Commercial Focus Advisory Services on behalf of 2143087 Ontario Ltd. .2055 Brock Road (Part of Lot 18, Concession 2) City of Pickering Recommendation: 1. That Report PD 29-10 of the Director, Planning & Development be received; 2. That Zoning By-law Amendment Application A 19/09 be approved to permit the first phase of a mixed use development with an "(H)" Holding symbol on lands being Part of Lot 18, Concession 2; and 3.. Further, that the zoning by-law to implement the first phase of Zoning By-law Amendment Application A 19/09, as set out in Appendix. I to Report PD 29-10, be forwarded to City Council for enactment. Executive Summary: The applicant requests an amendment to the zoning by-law to permit a 3 storey commercial building and 13 live/work townhouse dwelling units as a first phase of the development on the subject lands (see Applicant's Submitted Plan - Attachment #2). The site is located on the east side of Brock Road directly north of Duffins Creek (north of Finch Avenue). The property has a total site area of 5.2 hectares, of which 1.9 hectares are developable. Approximately 3.3 hectares are proposed to be zoned for open space purposes and 0.75 hectares for the first phase of development (see Attachment #1 - Location Map). The proposal, with amendments recommended by staff respecting minimum and maximum building heights, build-to-zone and required front yard, side yard and rear yard depths, is considered compatible with the surrounding land uses and of an appropriate design that will integrate well with existing and planned land uses and built-form in the area. Intensification of land uses in the area will contribute to a sustainable Pickering by providing employment opportunities and greater support for transit. The proposal would also begin to address the City's urbanization objectives for the east side of Brock Road, improving its walkability and appearance. Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 2 43 The recommended draft zoning by-law includes an "(H)" Holding symbol that requires resolution of a number of items prior to the implementation of the new zoning category. Certain technical issues will need to be resolved before actual development occurs on the site. The draft provisions also address minimum and maximum permitted building height and building footprint restrictions. The recommended performance standards will implement the Duffins. Precinct Development Guidelines including the requirements of providing a minimum four storey building massing and three functional floors. This will ensure balancing the need for appropriate physical transition to neighbours with the requirement to provide a pedestrian supportive-streetscape. The application is recommended for approval. The implementing by-law is appropriate as it implements the Official Plan, is in accordance with Provincial policy and constitutes appropriate land use planning. Financial Implications: No direct costs to the City are anticipated as a result of the recommendations of this report. Sustainability Implications: The applicant's proposal is aligned with the site planning level of sustainability principles of the Draft City of Pickering Sustainable Development Guidelines. It achieves the Level 1 requirements for Guideline #2 (Plan of Subdivision, Site Plan, Rezoning and Building Permit Guidelines). It is an infill project that provides the opportunity to redevelop lands in a form that represents an appropriate intensification of the site and takes advantage of existing infrastructure within the City's urban area. Specific sustainability features include: • provision of mixed use - commercial/housing uses to provide diversity • infill project adjacent to a Regional Transportation Spine • intensification/utilization of an under-developed property within existing municipal built boundary • reduction of reliance on the automobile • enhanced pedestrian environment • employment opportunities and • energy and resource efficiency The applicant's current site plan incorporates these elements. In addition, there will be an opportunity to improve this rating as additional sustainability measures become available through site plan review and detailed building design. Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 3 44 1.0 Background: 1.1 Introduction The owner of the property, 2143087 Ontario Limited (Palwinder Singh Verraich), proposes a commercial building with retail on the ground floor and office uses on the second and third, floors, and a multi-unit live/work townhouse block on the subject lands, located on the east side of Brock Road directly north of Duffins Creek (north of Finch Avenue) (see Attachment #1 - Location Map). The site currently supports a vacant detached residential dwelling. The house will be demolished should the development proceed. The applicant has submitted a conceptual site plan proposing a three storey commercial building in close proximity to the Brock Road right-of=way thereby creating a pedestrian friendly street edge in accordance with the Duffins Precinct Development Guidelines. A 13 unit live/work townhouse block is proposed for the rear (east) portion of the site. The applicant's submitted concept plan and elevations are provided for reference (see Attachments #2, #3 & #4). 2.0 Comments Received: 2.1 At the March 1, 2010 Public Information Meeting (see text of Information Report & Meeting Minutes, Attachments #5 & #6) A number of residents attended the public meeting. Two residents spoke about the proposed development voicing the following questions and concerns: • a potential reduction.to the urban forest • potential impact on wildlife • whether sufficient parking was being provided • traffic congestion and parking impacts on Brock Road and Rayleen Crescent properties • concern about people crossing Brock Road to catch buses going south on Brock Road and • the number of buildings being proposed 2.2 Written Public Submissions on the application The president of the Pickering Islamic Centre submitted a letter of support stating their opinion that the project would be beneficial for the community (see Attachment #7). The owner of the abutting property to the north submitted a letter agreeing with the City and Toronto and Region Conservation Authority (TRCA) that the subject property should not be rezoned until the Environmental Servicing Plan has been endorsed by the City and TRCA. Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 4 45 The letter further noted his willingness to participate in discussion with staff and the applicant towards a mutually satisfactory agreement regarding cost sharing of the required study and costs associated with the provision of the future access road (see Attachment #8). Residents of 1604 Rayleen Crescent submitted written comments objecting to any high rise building in the neighbourhood and stating concerns about a potential increase in noise and air pollution (see Attachment #9). A petition from persons attending Pickering Islamic Centre and a resident of 2392 Annan Woods Drive was submitted in support of the application (see Attachments #10 & #11). 2.3 City Department and Agency Comments Region of Durham • the proposed amendment is consistent with the Planning Department Region's policies to develop higher density mixed-use developments along arterial roads • the proposed amendment is consistent with Regional Official Plan policies • an updated Phase I Environmental Site Assessment is required • submission of a noise impact study has been requested • municipal water supply and sanitary sewer service is available to the subject property • the proposal does not present any significant Durham Region Transit or transportation impacts • a 7.5 metre road widening is required • revisions to the Traffic Impact Study are required (see Attachment #12) Toronto and Region • concerned that the application is being submitted Conservation Authority without the underlying support of a . (TRCA) comprehensive Master Environmental Servicing Plan Update • revisions to the Functional Servicing Report are required • the Environmental Impact Study requires substantial revision • the extensive grading proposed for Phase 1 would necessitate unacceptable fill placement on Phase 2 lands (see Attachment #13) Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 5 46 Engineering Services • a comprehensive Master Environmental Division (verbally Servicing Plan (MESP) update is required confirmed) • the Functional Servicing Report and Environmental Impact statement use outdated criteria and must conform to the updated MESP when complete Development Control comments on servicing requirements are pending the approval of the Duffins Precinct (southern lands) Environmental Servicing Plan Update • a road widening may be required along the north property boundary should the design of the Brock Road intersection with the proposed access road require additional lands • the owner will be required to enter into a development agreement (see Attachment #14) No other agency that provided comment has any objection to the subject applications. 3.0 Discussion: 3.1 The Proposed Uses and Built-Form Massing is Supportable and Complies with the Official Plan The City's Official Plan designates the Phase 1 portion of the subject property as "Urban Residential Area - Medium Density" (Brock Ridge Neighbourhood). This designation is intended for residential uses, home occupations, limited offices serving the area, and limited retailing of goods and services serving the area; community, cultural and recreational uses; and compatible employment and special purpose commercial uses serving the area. The residential portion of the proposal falls within the Official Plan density requirements of a minimum of 30 units and up to 80 units per net hectare. The proposed commercial and residential uses are permitted on the Phase 1 lands. Situated adjacent to a regional transit corridor, the subject land is considered an appropriate location for a proposal incorporating these uses at the proposed sizes. The proposal is further supported by the Durham Regional Official Plan and Provincial Growth Plan. Report PD 29-10 September 7, 2010 Subjent: Commercial Focus Advisory Services (A 19/09) Page 6 ti 4 3.2 The Proposed Development is Considered Compatible with the Existing Neighbourhood The proposed Phase 1 development does not involve high-rise structures. Proposed buildings are appropriately located relative to Brock Road and will not over-look or otherwise impinge upon the privacy or outlook of existing residential areas located on the west side of Brock Road. The commercial building is to be located parallel and in close proximity to Brock Road. It will begin to set up the desired built-form edge that has been identified as the desired character for the urban fabric along the east side of Brock Road in the Duffins Precinct Development Guidelines. The recommended zoning by-law includes provisions that the commercial building along Brock Road be designed and built with a four storey massing and a minimum three functional floors. 3.3 A number of issues remain outstanding in regard to this proposal Planning & Development staff are supportive of the proposed land use, however, prior to authorizing any site works on the property, there are numerous technical matters that need to be finalized. The following items will be required prior to the lifting of the "(H)" Holding symbol and Site Plan Approval: • an updated Master Environmental Servicing Plan • a revised Environmental Impact Study • a revised Stormwater Management and Hydrogeological Report • an acceptance letter from the Ministry of Culture of the Stage 1 and 2 Archaeological Report • a Noise Impact Study • an updated Phase I Environmental Site Assessment • dedication to the City of the land required for the new municipal road that will provide access to the site • a development agreement requiring, among other things, appropriate arrangements for the conveyance of any lands that may be required for the construction of a stormwater management facility; conveyance of open space lands; conveyance of required road widening and sight triangle; cost recovery for the proportionate value of works and studies undertaken on behalf of all benefitting property owners in the area; and, fulfilling the requirements of the. Region and TRCA. Certain site specific reports submitted in support of the subject application are based on the Duffins Precinct Environmental Master Servicing Plan, dated. June 21, 1999. This plan is outdated and was never approved by the TRCA. The City and TRCA discussed the-need for an update to the Master Environment Servicing Plan (MESP) with the applicant and owner at meetings prior to submission of the application for a zoning by-law amendment. The Terms of Reference for the update has been approved and work has commenced by Sernas Associates under contract with Kindwin Development Corporation (David Brand), being one of the larger land owners in the precinct and owner of northerly abutting lands. i Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 7 48 TRCA recommends that development not be permitted to proceed until such time as the MESP is substantially complete and storm water management requirements have been determined and accepted by the City and TRCA. However, an interim approach may be possible that will enable the earlier development of Phase 1. Such an approach will still require the lifting of the "(H)" by Council and should only be pursued if the City (in consultation with TRCA) is satisfied that the storm water management measures are consistent with work presented by the evolving MESP study, that the environment is properly protected in the interim, and that mechanisms are in place to ensure the public securement of lands required from the subject property for long term storm water management and future compliance of the Phase 1 lands with the final approved MESP. The recommendations of the updated MESP may indicate the need for a storm water management facility on the eastern portion of owner's property which has the lowest land elevation in the area. As a condition of lifting the "(H)" Holding symbol, the owner will be required to enter into a development agreement with the City, committing to the conveyance of lands, in addition to proportional payments of other development related off-site lands, works and studies. Costs associated with the lands, design and construction of the storm water management facility will be proportionately shared by all benefitting property owners in the area. 3.4 Sharing of Parking with the Pickering Islamic Centre During Off-peak Periods May be Possible The Pickering Islamic Centre is currently experiencing difficulties with traffic movements and parking volumes related to their site. Provision of the access road required for the proposed development and potential sharing of parking on the subject lands during off-peak periods, may help to alleviate some of the Islamic Centre's traffic concerns. This possibility will be further investigated through the site plan review process. 3.5 The Applicant Revised Phase 1 Plans to Avoid the Need for Excessive Amounts of Fill The extensive grading originally proposed for the Phase 1 Live/Work Townhouses would have necessitated unacceptable fill placement on Phase 2 lands. The TRCA objected to the introduction of fill in this location. The applicant has revised the concept for the building and the need to place fill on the, site has been eliminated (see Attachments #4 & #13). Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 8 3.6 Very Little Tree Loss will Result from the Implementation of the Proposed Plan Phase 1 of the proposed development contains a number of existing trees planted in association with the existing dwelling. These trees are not considered environmentally significant. Through the site plan approval process, staff will ensure that the site will be appropriately landscaped including the planting of trees that will be attractive in the Streetscape and beneficial to the neighbourhood as a whole. The.great majority of treed area is found within the 3.3 hectare area that will be zoned open space through this application and conveyed to a public authority. 3.7 An Updated Phase I Environmental Site Assessment is Required The Region has identified the need for an updated Environmental Site Assessment (ESA). The applicant has provided correspondence indicating that a Phase II ESA is in process. Acceptance of the ESA can be resolved through the site plan review process and as a condition of the lifting of the zoning "(H)" Holding symbol. 3.8 The City Reviewed the Minimum Ground Floor Area Requirements for Live/Work Commercial Units The City has investigated the functionality of similar live/work commercial units in. other Pickering locations. Some existing units are considered undersized and business owners have expressed concern that the small floor area is inadequate even for small retail/personal service uses. The ground floor area of the live-work units proposed by the applicant is larger than the units where concerns were expressed. Staff consider the unit size to be appropriate and recommend that a minimum gross leasable floor area of 70.0 square metres be included in the zoning by-law. 3.9 Traffic Impacts Resulting from the Proposed Development have been Considered The traffic volumes expected from the development have been anticipated in the plans for the widening of Brock Road. The revisions required to the Traffic Impact Report will be addressed through the site plan review process. A new collector road intersecting with Brock Road, directly north of the subject property, will be required to provide access to the proposed development. The Region is not anticipating signalization of the new intersection. Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 9 50 3.10 Existing Sanitary Sewer Services and Water Supply Can Accommodate the Proposed Development The Regional Works Department has indicated that existing services (water and sanitary sewer) are available for the proposed uses on the subject lands. Details regarding the engineering and costs associated with these services can be addressed through the site plan review process. 3.11 Cash-in-Lieu of Parkland Will be Required at the Site Plan Approval Stage The City's Parkland Dedication By-law prescribes the rate of parkland dedication for non-commercial and non-industrial development to be 5% of the land as valued on the day before issuance of a building permit. Additional parkland is not required for this neighbourhood at this location. Cash-in-lieu of parkland dedication for the residential portion of the development will be required and secured through the site plan agreement. Open Space lands to be conveyed to a public authority as a condition of Site Plan Approval for this development do not qualify as a contribution toward parkland dedication requirements. 3.12 Site Plan Matters Will be Addressed The design of the proposal takes the applicable Development Guidelines into consideration. All site development matters concerning the City will be more thoroughly addressed through the site plan review process, which will review items such as, but not limited to, zoning compliance, building massing, facade improvements, outdoor lighting and light intrusion, accessibility, parking location, site access, and landscaping including identification of specific trees to be retained and the number and spacing of trees to be planted. 3.13 A Site Specific Amendment to Zoning By-law 3036. should be enacted Appendix I to Report PD 29-10 contains the recommended draft zoning by-law amendment. The provisions included in the draft Zoning By-law relate to proposed uses that are supported by the Official Plan, and applicable Development Guidelines and have been tested in similar situations within Pickering. The By-law includes: a) restrictions on the permitted uses; b) a minimum building height requirement of 4 storeys massing, 3 functional floors and 12.0 metres; c) a maximum building height requirement of 8 storeys and 26.0 metres; d) zoning requirements respecting building location; Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 10 51 e) appropriate parking requirements for the commercial and residential uses; f) minimum gross leasable floor area for individual commercial uses; and g) an "(H)" Holding symbol specifying the issues requiring resolution before the "(H)" Holding symbol can be lifted. 4.0 Applicant's Comments: The applicant is aware of the recommendation of this report. Appendix: Appendix I: Draft Zoning By-law Attachments: 1. Location Map 2. Applicant's Submitted Plan 3. Commercial Building Elevations 4. Live/Work Townhouse Elevations 5. Text of Information Report 6. Minutes from March 1, 2009 Statutory Public Meeting 7. Landowners Comment - Pickering Islamic Centre in Support 8. Landowners Comment - David Brand with Concern and in Cooperation 9. Resident Comment - Mukkaram Hussain in Opposition 10. Resident Petition - In Support 11. Resident Comment - In Support 12. 'Comments from Durham Region Planning Department, dated May 18, 2010 13. Comments from TRCA, dated June 25, 2010 14. Comments from Manager, Development Control, dated July 28, 2010 Report PD 29-10 September 7, 2010 Subject: Commercial Focus Advisory Services (A 19/09) Page 11 52 Prepared By: Approved/Endorsed By: Isa James, IP, RPP Neil Carr , RPP Planner II Director, P nnir g & Development Ross Pym, MCI RPP (Acting) Manager, Development Review IJ:ld:jf Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit uncil Tony Prevedel, P.Eng. Chief Administrative Officer 53 Appendix I To Report PD 29-10 Draft Zoning By-law Amendment Application A 19/09 I I i r 54 OrP,4f The Corporation of the City of Pickering By-law No. xxxx/10 Being a By-law to amend Restricted Area (Zoning) By-law 3036, as amended, to implement the Official Plan of the City of Pickering, Region of Durham in Part of Lot 18, Concession 2, in the City of Pickering. (A 19/09) Whereas the Council of The Corporation of the City of Pickering deems it desirable to permit a mixed use development for townhouse dwelling units, apartment buildings and commercial uses on the subject lands, being Part of Lot 18, Concession 2, in the City of Pickering; And whereas an amendment to By-law 3036, as amended, is therefore deemed necessary; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Schedules I and II Schedules I and II attached hereto with notations and references shown thereon are hereby declared to be part of this By-law. 2. Area Restricted The provisions of this By-law shall only apply to those lands in Part of Lot 18, Concession 2, Pickering, designated "RH/MU-3", and "OS-HL" on Schedule I attached hereto. 3. Definitions In this By-law, (1) "Adult Entertainment Parlour" shall mean a building or part of a building in which is provided, in pursuance of a trade, calling, business or occupation, services appealing to or designed to appeal to erotic or sexual appetites or inclinations; (2) "Bakery" shall mean a building or part of a building in which food products are baked, prepared and offered for retail sale, or in which food products baked and prepared elsewhere are offered for retail sale; BY-law No. xxxx/10 7Page 2 5 (3) "Body Rub Parlour" includes any premises or part thereof where a body rub is performed, offered or solicited in pursuance of a trade, calling, business or occupation, but does not include any premises or part thereof where the body rubs performed are for the purpose of medical or therapeutic treatment and are performed or offered by persons otherwise duly qualified, licensed or registered so to do under the laws of the Province of Ontario; (4) "Build-to-zone" shall mean an area of land in which all or part of a building elevation of one or more buildings is to be located; (5) "Business Office" shall mean a building or part of a building in which the management or direction of a business, a public or private agency, a brokerage or a labour or fraternal organization is carried on and which may include a telegraph office, a data processing establishment, a newspaper publishing office, the premises of a real estate or insurance agent, or a radio or television broadcasting station and related studios or theatres, but shall not include a retail store; (6) "Commercial Club" shall mean an athletic or recreational club operated for gain or profit and having public or private membership, but shall not include an adult entertainment parlour; (7) "Commercial Music School" shall mean a school which is operated for gain or profit and contains the studio of a music teacher; (8) "Commercial School" shall mean a school which is operated for gain or profit and may include the studio of a dancing teacher, or an art school, a golf school or any other such school operated for gain or profit, but shall not include any other school defined herein; (9) "Convenience Store" shall mean a retail store in which food, drugs, periodicals or similar items of day-to-day household necessities are kept for retail sale primarily to residents of, or persons employed in, the immediate neighbourhood; (10) "Day Nursery" shall mean lands and premises duly licensed pursuant to the provisions of The Day Nurseries Act, or any successor thereto, and for the use as a facility for the daytime care of children; (11) "Dry Cleaning Depot" shall mean a building or part of a building used for the purpose of receiving articles, goods, or fabrics to be subjected to dry cleaning and related processes elsewhere, and of distributing articles, goods or fabrics which have been subjected to any such processes; (12) "Dwelling" shall mean a building or part of a building containing one or more dwelling units, but does not include a mobile home or trailer; By-law DrP.q~1" No. xxxx/10 Page 3- 56 (13) "Dwelling Unit" shall mean one or more habitable rooms occupied or capable of being occupied as a single, independent, and separate housekeeping unit containing a separate kitchen and sanitary facilities; (14) "Dwelling, Single Attached or Single Attached Dwelling" shall mean one of a group of not less than three adjacent dwellings attached together horizontally by an above grade common wall; (15) "Financial Institution" shall mean a building or part of a building in which money is deposited, kept, lent or exchanged; (16) "Floor Area - Residential" shall mean the area of the floor surface contained within the outside walls of a storey or part of a storey; (17) "Food Store" shall mean a building or part of a building in which food, produce, and other items or merchandise of day-to-day household necessity are stored, offered or kept for retail sale to the public; (18) "Gross Floor Area - Residential" shall mean the aggregate of the floor areas of all storeys of a building or structure, or part thereof as the case may be, other than a private garage, an attic, or a cellar; (19) "Gross Leasable Floor Area" shall mean the aggregate of the floor areas of all storeys above or below established grade, designed for owner or tenant occupancy or exclusive use only, but excluding storage areas below established grade; (20) "Laundromat" shall mean a self-serve clothes washing establishment containing washing, drying, ironing, finishing or other incidental equipment; (21) "Lot" shall mean an area of land fronting on a street which is used or intended to be used as the site of a building, or group of buildings, as the case may be, together with any accessory buildings or structures, or a public park or open space area, regardless of whether or not such lot constitutes the whole of a lot or block on a registered plan of subdivision; (22) "Multiple Dwelling-Horizontal" shall mean a building containing three or more dwelling units attached horizontally, not vertically, by an above- grade wall or walls; (23) "Multiple Dwelling-Vertical" shall mean a building containing three or more dwelling units attached horizontally and vertically by an above-grade wall or walls, or an above-grade floor or floors, or both; By-law No. xxxx/10 Page 4 57 (24) "Parking Space, Tandem" shall mean two parking spaces with one parking space located immediately behind another parking space and where both . spaces are for the exclusive use of one dwelling unit; (25) "Personal Service Shop" shall mean an establishment in which a personal service is performed and which may include a barber shop, a beauty salon, a shoe repair shop, a tailor or dressmaking shop or a photographic studio, but shall not include a body-rub parlour as defined in the Municipal Act, R. S. O. 1980, Chapter 302, as amended from time-to-time, or any successor thereto; (26) "Private Garage" shall mean an enclosed or partially enclosed structure for the storage of one or more vehicles, in which structure no business or service is conducted for profit or otherwise; (27) "Professional Office" shall mean a building or part.of a building in which medical, legal or other professional service is performed or consultation given, and which may include a clinic, the offices of an architect, a chartered accountant, an engineer, a lawyer or a physician, but shall not include a body-rub parlour as defined in the Municipal Act, R.S.O. 1980, Chapter 302, as amended from time-to-time, or any successor thereto; (28) "Restaurant - Type A" shall mean a building or part of a building where food is prepared and offered or kept for retail sale to the public for immediate consumption on the premises or off the premises, or both, but shall not include an adult entertainment parlour as defined herein; (29) "Retail Store" shall mean a building or part of a building in which goods; wares, merchandise, substances, articles or things are stored, kept and offered for retail sale to the public; (30) "Storey" shall mean that portion of a building other than a basement, cellar or attic, included between the surface of any floor and the surface of the floor, roof deck or ridge next above it; (31) "Yard" shall mean an area of land which is appurtenant to and located on the same lot as a building or structure and is open, uncovered, and unoccupied above ground except for such accessory buildings, structures, or other uses as are specifically permitted thereon. By-law No. xxxx/10 Page 5 58 4. Provisions ("RH/MU-3" Zone) (1) Uses Permitted ("RH/MU-3" Zone) (a) No person shall within the lands designated "RH/MU-3" on Schedule I attached hereto, use any lot or erect, alter, or use any building or structure for any purpose except the following: (i) bakery; (ii) business office; (iii) convenience store; (iv) commercial club; (v) commercial music school; (vi) commercial school; (vii) day nursery; (viii) dry cleaning depot; (ix) financial institution; (x) food store; (xi) laundromat; (xii) multiple dwelling-horizontal; (xiii) multiple dwelling-vertical; (xiv) personal service shop; (xv) professional office; (xvi) restaurant - type A; (xvii) retail store; (b) In buildings containing multiple dwelling-horizontal and multiple dwelling- vertical uses, only the following commercial uses will be permitted: (i) business office; (ii) commercial school; (iii) personal service shop; (iv) professional office; (v) retail store (2) Zone Requirements ("RH/MU-3" Zone) No person shall within the lands designated "RH/MU-3" on Schedule I attached hereto, use any lot or erect, alter, or use any building except in accordance with the following provisions: (a) Floor Space Areas: (i) In buildings containing multiple dwelling-horizontal and commercial uses or multiple dwelling-vertical and commercial uses, the commercial uses may only be located on the ground floor and each individual commercial enterprise shall provide a minimum gross leasable floor area of 70 square metres; BY-law No. xxxx/10 APIK7 Page 6 59 (ii) The maximum gross leasable floor area for any individual convenience store, food store, or retail store shall be 500 square metres; (b) Building Height: Within and at 70.0 metres of Brock Road Right of Way: Minimum 3 Storeys and 12.0 metres Maximum 8 Storeys and 26.0 metres Beyond 70.0 metres of Brock Road Right of Way: Minimum 3 Storeys Maximum 4 Storeys (c) Building Location and Setbacks: (i) Buildings and structures shall be located entirely within the building envelope shown on Schedule II attached hereto; (ii) No building, part of a building, or structure shall be erected within the "RH/MU-3" Zone, unless a minimum of 85% of the length of the build-to-zone, contains a building or part of a building; (iii) For any building in excess of five storeys in height having a front wall located within the build-to-zone, any portion of a building or structure in excess of two storeys in height, shall be set back a minimum of 3.0 metres from the main wall of the building or structure at grade; (iv) Notwithstanding Section 4(2)(b)(vi) above, below grade parking structures shall be permitted beyond the limits of the building envelope identified on Schedule I attached hereto, but no closer than 0.5 metres from the limits of the lands; (v.) The horizontal distance between multiple dwelling-horizontal buildings shall be a minimum of 1.8 metres; (d) Parking Requirements- (i) There shall be provided and maintained a minimum of 4.0 parking spaces per 100 square metres of gross leasable floor area for all permitted uses listed in Section 4(1) of this By-law, except for multiple dwelling-vertical, multiple dwelling-horizontal uses. Non-resident parking shall be provided at grade, in a below grade structure, or both; By-law No. xxxx/10 Page 7 60 (ii) For multiple dwelling-vertical uses, there shall be provided and maintained a minimum of 1.0 parking space per dwelling unit for residents, and 0.25 of a parking space per dwelling unit for visitors. Parking spaces for residents shall be provided in a below grade structure or at grade. Visitor parking shall be provided at grade; (iii) For multiple dwelling-horizontal, there shall be provided and maintained a minimum of 2.0 parking spaces per dwelling unit for residents, and 0.25 of a parking space per dwelling unit for visitors. Parking spaces shall be provided at grade, in a below grade structure, or both. Parking spaces may also be provided in a private garage attached to the rear of the dwelling unit it serves. Visitor parking will be provided at grade; (iv) All entrances and exits to parking areas and all parking areas shall be surfaced with brick, asphalt or concrete, or any combination thereof; (v) At grade parking lots shall be permitted no closer than 3.0 metres from the limits of the "RH/MU-3" Zone identified on Schedule attached hereto, or any road; (vi) Clauses 5.21.2(a), 5.21.2(b), 5.21.2(e), 5.21.2(f), 5.21.2(g), and 5.21.2(k) of By-law 3036, as amended, shall not apply to lands designated "RH/MU-3", on Schedule I attached hereto. (e) Special Regulations: (i) The maximum aggregate gross leasable floor area for all restaurant type "A" uses shall be 500 square metres; (ii) No drive-thru facilities are permitted on the lands designated "RH/MU-3" as illustrated on Schedule I of this By-law; (iii) Despite Section 4(2)(b)(i) of this By-law, outdoor patios associated with a restaurant type "A" are permitted to encroach beyond the building envelope as illustrated on Schedule II of this By-law; (iv) Despite Section 4(2)(b)(i) of this By-law, covered walkways with supporting structures, are permitted to encroach beyond the building envelope as illustrated on Schedule II of this By-law; (v) Despite Section 4(2)(d)(ii) outdoor patios associated with a restaurant type "A" will not be included within the aggregate gross leasable floor area requirements of subclause (ii) above; and By-law No. xxxx/10 JOA Page 8 61 (vi) For residential uses, the lands shall be developed at a density of over 30 units per net hectare and up to and including 80 units per net hectare up to a maximum of 60 units. 5. Provisions ("H) RH/MU-3" Zone) (a) Uses Permitted ("(H) RH/MU-3" Zone) Until such time as the "(H)" Holding Provision is lifted, the lands shall not be used for any purpose other than any use as permitted by the Section 7 provisions of Rural Agricultural Zone "A" of Zoning By-law 3036. (b) Removal of the "(H)" Holding Symbol i The "(H)" Holding Symbol shall not be removed from any zone until the completion of the following: • acceptance of an updated Master Environmental Servicing Plan (MESP) by the City and the TRCA • acceptance of a Stormwater Management and Hydrogeological Report, consistent with the updated MESP, by the City and the TRCA • acceptance of a revised Environmental Impact Study by the City and the TRCA • receipt of an acceptance letter from the Ministry of Culture of the Stage 1 and 2 Archaeological Report • acceptance of a Noise Impact Study by the Region • acceptance of an updated Phase I Environmental Site Assessment by the Region • execution and registration of a Development Agreement with the City of Pickering containing the provisions that: (i) the owner agrees to convey lands as may be required through the recommendation of the Update to the Master Environmental Servicing Report for the construction of a stormwater management facility and open space lands; (ii) appropriate arrangements have been made to the satisfaction of the City of Pickering that all the requirements for the development of the . mixed use project have been complied with, including but not limited to the value of the lands, conveyance and construction of the road right-of-way required for access to the subject site, payment of the owner's proportionate share of costs associated with the preparation of required area-wide studies, and the cost of off-site works, the sharing of commercial parking spaces with visitor parking, pedestrian enhancements along Brock Road, sustainable site and building design, parkland dedication, entering into a site plan agreement, environmental and engineering requirements, securities and insurance; By-law No. xxxx/10 VT i Page 9 . 62 (iii) appropriate arrangements have been made to the satisfaction of the Region of Durham for the conveyance of the road widening and sight triangle, and the provision of sanitary, water and transportation services and environmental and engineering requirements; and (iv) appropriate arrangements have been made to the satisfaction of the City (in consultation with the TRCA) for the conveyance of open space hazard lands to a public authority and TRCA's approval of the provision of environmental and engineering requirements. 6. Provisions ("OS-HL" Zone) (1) Uses Permitted ("OS-HL" Zone) No person shall within the lands designated "OS-HL" on Schedule I attached hereto use any lot or erect, alter or use any building or structure for any purpose except the following: (a) preservation and conservation of the natural environment, soil and wildlife; (b) resource management; (2) Zone Requirements ("OS-HL" Zone) (a) No buildings or structures shall be permitted to be erected, nor shall the placing or removal of fill be permitted, except where buildings or structures are used only for purposes of flood and erosion control, resource management, or pedestrian trail and walkway purposes. 7. By-law 3036 By-law 3036, as amended, is hereby further amended only to the extent necessary to give effect to the provisions of this By-law as it applies to the area set out in Schedule I attached hereto. Definitions and subject matters not specifically dealt with in this By-law shall be governed by relevant provisions of By-law 3036, as amended. BY-law No. xxxx/10 APA017 Page 10 8. Effective Date This By-law shall come into force in accordance with the provisions of the Planning Act. By-law read a first, second and third time and finally passed this xxth day of xicxx, 2010. David Ryan, Debbie Shields, City Clerk i . i ' 64 / ~om 3\ N~M2 \ co" 1 lNl~` p PRS ~ j }o O 0N S C 05 p PRZ \ o 5 J BUILDING ENVELOPE N BUILD-TO ZONE SCHEDULE II TO BY- PASSED THIS _mA DAY O F 2010 MAYOR CLERK 65 ` / / / / / / \ o / / r / / / o / 9F ) 16. nF Mv~3 E ti I GpN Z N F }5.2m o P FR 13. F s O N a \ \ G Q n pF N TO BY- SCHEDULE I PASSED THIS DAY OF 2010 MAYOR CLERK ATTACHMENT # TO REPCURT # PD 66 ks O ROAD O ~ Q FFFM a Y O 1 F- o j Z Q-, W m 1 w O i _ a o p PICKERING 1 a ISLAMIC 1 m w CENTRE 1 a J i = Q 0 i 1 ATOM i glow, SUBJECT PROPERTY R BROCK RIDGE COMMUNITY PARK MUFFINS CRESCENT O K m W J m FINCH AVENUE FINCH AVENUE ROA D(/RHA REGION L POL IC ° 25th o DIVISIO W 0 " w 0 w_ J > F- CS01 L(n O ~ Q ~~NG o o W o z ~ m z D m y DR U BAINBRIDGE O 0] o z ~N City of Pickering Planning & Development Department PROPERTY DESCRIPTION PART OF LOT 18, CONCESSION 2 07\ . OWNER 2143087 ONTARIO INC. DATE DEC. 23, 2009 DRAWN BY JB FILE No. A 19/09 SCALE 1:5000 CHECKED BY IJ N oT elrcEnterpriaea Inc. ono its suppliers. All rights Reserved. Nol plan of ,survey. PN-13 IF 2005 MPAC antl its suppliers. All ri hta Reaervetl. Not a plan of Survey. ATTACHMENT # oZ TO . . REPORT # PD-LO-9-10 2 W o 67 4ahN W R 000 ~W4W U a ~ 0 O wW~ 2 m~0 O 'v 022 3 4 Z J 0 W w CV ~v w D> CC _ Cn W a Cl) Cn ! Z U O) I J > QQo ~C/)~ o Q R O C) cc: LLJ LL Q / Q, o oo W o 00 o ao U o~ ~ m Q. Q ' J w O o ° yy~ < 8 J 2 g V/ a Z CL y§ W o O moo Z a g R OdOa N008e ATTACHMENT #-3 TO REPORT # PD aOt-Ib Information compiled from Applicants Submitted Elevation Plan Commercial Building - , Commercial Focus Advisory Services 6 8 A 19/09 f E-i WEST ELEVATION (FACING BROCK ROAD) 13 ~ . «...~'+..a..~ I J....a~ 3,. ~ ~ ~...1...:...~4~ . y«.. ..I.s - ' , T!, -r- - , EAST ELEVATION (INTERIOR) 1 s i 7- F"r- 17 NORTH/SOUTH ELEVATION N IH/S NAP WAS PRODUCED BY 7H£ CITY Or P/CK£R/NG, P(ANN/NC 3 DEY£LGWNENT DEPARTMENT, /NEORdUDON & SUPPORT SERnCM DECEMBER 22, 2009 ATTACHMENT #~TO REPORT # PD 926-110 Information compiled from Applicants Submitted 6.9 Elevation Plan Live/Work Townhouses - Commercial Focus Advisory Services A 19/09 - EIL WEST ELEVATION (FACING TOWARDS SROCK ROAD) EAST ELEVATION y.. ..c mow. IF-I SOUTH ELEVATION (SIMILAR NORTH ELEVATION) SECTION 07\ THIS MAP WAS PRODUCED BY THE CNY OF PICKERM,, PLANNING & DEVELOPMENT DIEPAR MENT, INFORAMTION Q' SUPPORT SERnCM DECEMBER 22, 2009 ATTACHMENT # TO REPORT # PD 10 City Information Report Report Number: 02-10 For Public Information Meeting,of PICKERI G N Date: March 1 2010 70 In Accordance with the Public Meeting Requirements of the Planning Act, R.S.O. 1990, chapter P.13 Subject: Zoning By-law Amendment -A 19/09 Commercial Focus Advisory Services 2055 Brock Road (Part of Lot 18, Concession 2) City of Pickering 1.0 Property Location and Description - the subject lands are located on the east side of Brock Road directly north of Duffins Creek (north of Finch Avenue) and are approximately 5.2 hectares in area (see Location Map - Attachment #1); - one vacant, detached, one storey brick dwelling currently occupies the site. The structure is proposed to be demolished in the course of the development of the site; - the surrounding land uses are: north - Pickering Islamic Centre and agricultural land; south - West Duffins Creek and large lot detached residences on the north side of Finch Avenue; west - Brock Road, two storey detached houses on a local road parallel to and facing Brock Road, and Brock Ridge Community Park; east - East Duffins Creek and valleylands. 2.0 Applicant's Proposal - the applicant has requested to amend the zoning by-law to permit a three storey commercial building and a 13 unit,.three storey live/work townhouse building as a first phase of the development on the lands (see Applicant's Submitted Plan - Attachment #2); - the proposed commercial building is to be located adjacent and parallel to Brock Road, while the live/work units are to be located to the interior of the site; - the density of the residential component and the coverage (floor space index) for the proposed commercial building cannot be determined until ownership tenure and future ownership parcels are established; - surface parking for 106 cars plus 13 individual garage spaces have been proposed; - access to the site would be from a new collector road (currently privately owned); ATTACHMENT # TO Information Report No. 02-10 REPORT # PD c9q-ID Page 2 7 - the current proposal for the second phase of development includes a four storey apartment building and three townhouse structures located to the east of the Phase 1 lands; - the subject rezoning application applies only to the first phase of the proposed development. 3.0 Official Plan and Zoning 3.1 Provincial Growth Plan - Places to Grow (the Provincial Growth Plan for the Greater Golden Horseshoe) requires intensification of land uses within municipalities' built boundaries; - the required review'of the Pickering Official Plan (to bring it into conformity with Places to Grow) may result in changes to the prescribed densities, and other policies pertaining to the subject and other adjacent properties; 3.2 Durham Regional Official Plan - the Regional Plan designates the subject property "Urban System - Regional Corridor and Major Open Space Area"; . - "Regional Corridors" are to be planned and developed as mixed-use areas, including residential, commercial and service areas with higher densities; - the predominant use of lands designated in the "Major Open Space Areas" is to be conservation and agricultural uses; - the proposal appears to comply with the Durham Regional Official Plan; 3.3 Pickering Official Plan - the City of Pickering Official Plan designates the northwest portion of the subject properties as "Urban Residential Area - Medium Density" (Brock Ridge Neighbourhood). The eastern and southern portions of the subject lands are designated as "Natural Area"; - "Urban Residential Area - Medium Density" (Brock Ridge Neighbourhood) areas are intended for residential uses, home occupations, limited offices serving the area, and limited retailing of goods and services serving the area; community, cultural and recreational uses; and compatible employment and special purpose commercial uses serving the area; - medium density permits development over 30 units and up to 80 units per net hectare; - the Brock Ridge Neighbourhood Plan designates a new collector road in the location as shown on the proposed site plan for this application; - a floor space index for commercial uses in a residential designation is not identified; - the proposal will be assessed against the policies and provisions of the Pickering Official Plan during the further processing of the application; ATTA S CNMENT # TO Information Report No. 02-10 REPORT # PD <`C1-10 Page 3 72 3.4 Duffins Precinct Development Guidelines the Compendium Document to the Pickering Official Plan contains development guidelines affecting the lands. Through the rezoning and site plan approval process the proposal will be reviewed to ensure overall conformity with the principles contained within the Duffins Precinct Development Guidelines; - the guidelines envision multi-unit, multi-floor buildings for the site. The northwest corner of the subject site is intended to establish a strong building presence along Brock Road, recommending the construction of buildings of between four and eight storeys, and to frame the entry point into the precinct at this location; - a potential location for a storm water management pond is identified at the east side of the subject lands; 3.4 Zoning By-law 3036 - the subject property is currently zoned "G" - Greenbelt; - the existing zoning is intended for parks and park-related activities and facilities, forestry, reforestation, conservation activities and agricultural uses; - detailed site review concluded that a portion of the subject lands would be appropriate for development as a part of the comprehensively planned Duffins Precinct; an amendment to the zoning by-law is required to allow the development of the proposed development; - the applicant has requested an appropriate zone that would permit the proposed development. 4.0 Results of Circulation 4.1 Resident Comments none received in response to the circulation to date; 4.2 Agency Comments - none received to date; 4.3 City Department Comments Development Control • comments will be provided after an up-to-date Duffins Precinct, Southern Lands, Environmental Servicing Plan has been submitted for review,; 4.4 Staff Comments an Environmental Master Servicing Plan Phase II Report for Duffins Precinct was prepared in 1999. The report did not receive approval from the TRCA, and is now considered out of date due to subsequent policy changes and the final determination of the full extent of the East Duffins Creek valleylands; ATTACHMENT # _ TO Information Report No. 02-10 REPORT # PD_c~ Page 4 73 City and TRCA staff have identified the need for an updated Environmental Servicing Plan (ESP) for Duffins Precinct. The Terms of Reference for the ESP report for the southern lands of Duffins Precinct is currently being reviewed. Rezoning of any lands within the precinct is considered premature until the ESP has been endorsed by both the City and the TRCA; in reviewing the application to date, the following matters have been identified by staff for further review and consideration: • whether the new ESP will necessitate the provision of a stormwater pond on the site and/or the potential need for increased stormwater retention within the Phase 1 area of the subject lands; • the determination of required ownership parcels and tenure; • determination of the timing of the conveyance and payment for the required collector road and services; • whether cost sharing agreements are required for the new ESP, provision of the stormwater management facilities, and construction of services and the collector road; • whether the proposed width of the live/work units is adequate for the proper functioning of the commercial component of live/work units; • whether a.road widening is required for Brock Road; . • the Pickering Islamic Centre is currently experiencing difficulties as a result of insufficient on-site parking spaces that may require special consideration when considering the function and adequacy the parking volumes and layout for the proposed development; • determination that the resultant mix of uses permitted on the subject property is compatible, viable and sensitive to existing surrounding development, including traffic, noise, level of activity, scale and intensity of the uses, and provides appropriate buffering and protection of the East and West Duffins Creeks and valleylands, while not negatively impacting on abutting properties, or traffic conditions; • identification of coordination issues with the design and construction of the Phase 2 lands; • the identification of site plan/design concerns including the layout, fire access, parking volumes and areas, ingress/egress, pedestrian accessibility, traffic generation and patterns, amenity spaces, and landscaped areas and features; and • consideration of resident and neighbouring owner concerns; and • evaluation of the application in terms of its level of sustainable development components. ATTACHMENT # TO Page 5 Information Report No. 02-10 REPORT # PDT-l0 74 5.0 Procedural Information - written comments regarding this proposal should be directed to the Planning & Development Department; - oral comments may be made at the Public Information Meeting; - all comments received will be noted and used as input in a Planning Report prepared by the Planning & Development. Department for a subsequent meeting of Council or a Committee of Council; - if you wish to reserve the option to appeal Council's decision, you must provide comments to the City before Council adopts any by-law for this proposal; - if you wish to be notified of Council's decision regarding this proposal, you must request such in writing to the City Clerk. 6.0 Other Information 6.1 Appendix No. I list of neighbourhood residents, community associations, agencies and City Departments that have comments on the applications at the time of writing report; 6.2 Information Received - copies of the plans and studies listed below are available for viewing at the offices of the City of Pickering Planning & Development Department: Conclusions summarized here are for information purposes only. Further review and staff/agency comments are still required; Planning Justification Report including Sustainable Development review (comments required from City and Region staff) • concludes that the proposal satisfies the intent of the Provincial and City planning policies and represents good planning. It also outlines the provision of a variety of small-scale sustainability initiatives. Staff may recommend additional initiatives through the course of more detailed review; Environmental Report (comments required from TRCA, City and Region Engineering) • confirms that the proposed development has addressed the immediate natural heritage issues associated with the subject properties and Environmentally Significant Areas and that impacts from the proposed development are nominal and can be readily mitigated through standard measures; Traffic Study (comments required from City and Region Engineering) • concludes that the access as located within the proposed development is acceptable and that small delays will be experienced by left turning outbound traffic but that northbound and southbound through traffic on Brock Road will be unaffected. Potential impacts on upstream and downstream signalized intersections will be negligible; ATTACHMENT # S TO Information Report No. 02-10 REPORT # PQ 20D Page 6 . 75 - Stages 1 and 2 Archaeological Assessment (comments required from City and Region staff) • confirms that although no archaeological remains were found in the Phase 1 area of the subject properties, this phase area falls within a 50 metre buffer zone around an area in which.a number of archaeological fragments were found and is considered to have high cultural heritage value. Monitoring by a licensed archaeologist'is recommended for areas requiring grading or excavation that may extend below the limits of the existing filled area on the site. A Stage 3 excavation of one-metre test units is recommended for lands located within Phase 2; - Functional Servicing Report (comments required from City and Region Engineering) • finds that the existing Brock Road sanitary sewer and watermain are available to service the site. Stormwater management for the site will include quantity and quality controls through the construction of a storm sewer that will discharge to the West Duffins Creek, on-site detention, the use of an oil/grit separator and an infiltration strategy; - Preliminary Site Plan; (comments required from City and Region Engineering); - Preliminary Elevations; (comments required from City and Region Engineering); 6.3 Company Principal - the owner of the subject property is 2143087 Ontario Ltd. (Palwinder Singh Verraich); - Commercial Focus Advisory. Services (Stephen Fagyas) is the applicant. (MOINALSIGNED BY ORIGINAL SIGNED BY Isa James, MCIP, RPP Catherine Rose, MCIP, RPP Planner II Manager, Policy Uld Attachments Copy: Director, Planning & Development ATTACHMENT #-5 TO REPORT # PD Appendix No. I to Information Report No. 02-10 76 Commenting Residents and Landowners (1) none received to date Commenting Agencies (1) none received to date 1 Commenting City Departments (1) Development Control ATTACHINIENT -TO 77 REPORT # PD_ - ID Excerpts from Planning & Development Committee Meeting Minutes PICKEEJN Monday, March 1, 2010 7:30 pm -,Council Chambers Chair: Councillor O'Connell (III) PART `A' INFORMATION REPORTS 2. Zoning By-law Amendment -A 19/09 Commercial Focus Advisory Services 2055 Brock Road (Part of Lot 18, Concession 2) City of Pickering A public information meeting was held under the Planning Act, for the purpose of informing the public with respect to the above noted application. Ross Pym, (Acting) Manager, Development Review gave an outline of the' requirements for a Statutory Meeting under the Planning Act. He also noted that if a person or public body does not make oral or written submissions to the City before the by-law is passed, that person or public body are not entitled to appeal the decision of City Council to the Ontario Municipal Board, and may not be entitled to be added as a party to the hearing unless, in the opinion of the Board, there are reasonable grounds to do so. Isa James, Planner II, gave an overview of zoning amendment application A 19/09. Stephen Fagyas of Commercial Focus Advisory Services a representative for the applicant appeared before the Committee in support of the application. Mr. Fagyas noted that the applicant feels this is an opportunity to enhance Pickering by developing a new first class neighbourhood facility and they feel it will positively enhance the area. He stated that the application meets the land use policies for the neighbourhood, City, Region and Province. He noted that the plan provides enhanced employment opportunities in a new up to date commercial area. He noted that the development would provide dollars to the City in terms of Development Charges and taxes. He stated that the commercial centre and live work units would accommodate some of the essential retail service opportunities for the neighbourhood and also noted that the live work units are highly desirable from a sustainable development perspective. Mr. Fagyas also noted that the development would provide the adjacent Mosque with desired services and felt that the development could help elevate some of the existing parking problems in the area. 1 ATTACHMENT # 6 TO REPORT # PD -I Excerpts from Cat o~ Planning & Development 8 y _ Committee Meeting Minutes 7 Monday, March 1, 2010 7:30 pm - Council Chambers Chair: Councillor O'Connell Irene Takeda, 1622 Rayleen Crescent, appeared before the Committee in opposition to the application. She noted that additional development in the area would just create additional traffic and parking problems and felt this development would not alleviate the parking problems from the Islamic Centre. She stated that on Friday afternoons her street is filled with cars that have parked and walked to the Mosque. She noted that both sides of the street are full and sometimes cars overhang across driveways. She stated that Brock Road is impossible to drive on at times due to the amount of traffic. Ms. Takeda stated that she did not see how this development would enhance the urban forest and felt it would be detrimental to the forest and wildlife in the area. She also noted that she felt there were too many buildings. John Taylor, 1748 Finch Avenue, appeared before the Committee and asked for clarification on what the jagged. line represented on the. plan. He noted that he felt this development would take a lot of trees out and noted that he wanted to continue to see wildlife in the area and felt the development would have a negative impact on wildlife. Jim Mason, 1734 Finch Avenue, noted that he thought the jagged line was the mark of where the high water line was. Stephen Fagyas of Commercial Focus Advisory Services stated that the jagged line represented the top of bank. He noted that they were putting measures in place to protect the wildlife by adding an additional 10 metres beyond the top of bank. Mr. Fagyas noted that the development had 103 parking spaces and felt that people would sooner park there than on the street. A letter from Kindwin (Brock) Development Corporation and the Pickering Islamic Centre, an email from residents at 1604 Rayleen Crescent and a petition from area residents were submitted as correspondence to the application. 2 ATTACHN ENT #-7 TO 7 REPORT # PD__ In the name of Allah, the Most Compassionate, t'ie Most Merciful PICKERING ISLAMIC CENTRE 4 <f5. 0 2065 Brock Road, Pickering, Ont. L1V 21'8 Tel: (905) 426-7887 info@pickerineislamiccentre.com February 23, 2010 Vo Hon. Dave Ryan City of Pickering FEB z 6 2010 One The Esplanade OITY OF Pickering, ON L 1 V 6K7 P"NN►NG a DECK o RIN DEPARTMENT 1 VT Hon. Mayor Ryan Re: Proposed Development at 2055 Brock RD South of Pickering Islamic Centre The Board of Trustees and the Managing Committee of Pickering Islamic Centre have been aware of the application for Zoning Amendment, in order to proceed with proposed residential and commercial development at the above-mentioned location. In our opinion, the development of this project will be beneficial for the community. We are supportive of the amendment to the zoning by-law, in order to permit mixed residential and commercial development. Sincerely yours (Mohammed E. Rahim) President PICKERING ISLAMIC CENTRE cc: Councilor Rick Johnson cc: Councilor David Pickles KINDWIN (BROCK) DEVELOPMENT CORPORATION 23 LESMILL ROAD - SUITE 114• TORONTO -ONTARIO - M38 3P6 TEL: (416) 291-1613 - FAX: (416) 291-1373 80 ATTACHMENT # TO REPORT # PD_ -;n-IQ RECEIVED March 1, 2010 s'R 0 1 "Clio CITY OF PICKEP,1NQ PLANNING & DEVELOPMENT City of Pickering Planning & Development Department 1 The Esplanade Pickering, Ontario L1 V 6K7 By Fax: 905-420-7648 and email Attention: Ms. Isa James, MCIP, RPP Planning and Development Department Dear Ms. James: Re: Zoning By-law Amendment - All 9/09 Commercial Focus Advisory Services 2055 Brock Road Part of Lot 18, Concession 2 City of Pickering We are the owners of the property which is adjacent to the north of the subject property. We have had an opportunity to review the Report Number 02-10 for Public Information Meeting of March 1, 2010 and wish to provide our comments with regard to the subject application. On page 4 of the report, Staff make the following statement- 'City and TRCA staff have identified the need for an updated Environmental Servicing Plan (ESP) for Duffins Precinct. The Terms of Reference for the ESP report for the southern lands of Duffins Precinct is currently being reviewed. Rezoning of anylands within the precinct is considered premature until the ESP has been endorsed by both the City and the TRCA." We are in agreement that the subject application should not be approved until the ESP has been completed and cost sharing arrangements for the servicing of Phase 1 and Phase 2 development have been put in place. We will be participating in the funding of the ESP and anticipate, as noted in the report, that it will identify servicing and stormwater management facilities that will have to be cost shared for the orderly development of the overall southern lands of the Duffins Precinct. Furthermore, a future collector road on our property which will serve the subject property needs to be cost shared. We appreciate that both the ESP and cost sharing issues have been identified in the Staff report as matters for further review and consideration prior to'recommending approval of the subject application. ATTACHMENT # TO 8 1 REPORT # PD D1-10 In closing, we wish to advise that we are willing and able to participate in discussions with Staff and the applicant to reach mutually satisfactory agreement on the issues noted above. Yours truly, KINDWIN (BROCK) DEVELOPMENT CORPORATION David Bran cc: Stephen Fagyas, Commercial Focus Advisory Services Fax: 416-972-9588 ATTACHMENT #~TO REPORT # PD olq -10 82 James, Isa From: Mukkaram Hussain [mukkaramh@hotmail.com] Sent: March 1, 2010 12:59 PM To: James, Isa Cc: Mukkaram Hussain Subject: Sub : Appeal against zoning ( construction )Zoning Amendment Application A 19/09 Importance: High Hi Isa James, Last year we purchased a property at Rayleen Crescent for our family. It is a beautiful quite neighbourhood and that is the main reason why we invested in that area. But recently I received a letter stating that they have plans to change the zone by building commercial and residential complexes. We do not approve of any High rise building in our quite , eco friendly neighborhood. I believe it will be a setback to this beautifully located green belt.The High rise would mean more of noise pollution and air pollution.It would destroy the calmness of Pickering. And the main reason we moved here with our family is because of its tranquility and serenity. We would love to see Pickering as a green and clean city. As concerned citizens of this country and city , and to ensure that this green and clean environment remains for generations to come we strongly OPPOSE IT. I appreciate if you look into the matter and keep our area green. Thanks. Regards, Md Mukkaram Hussain and Mehjabeen Fatema 1604 Rayleen Crescent Pickering, L1x 1x4 ' 1 ATTACHMENT # /O TO p 7 REPUR! # PD-,2q-/I) Planning and Development Department City Hall C Ve . City of Pickering, Pickering Ont. L1V 60 6~ MAR 12010 C17-Y Dear Sir: P/-ANND®P ECE O I G . MFNT IVT Re: 2055 Brock Road, Rezoning Application WE note the rezoning application sign on the adjacent property. We attend the Mosque to the north of the subject site. We are very much in favour of the rezoning for the following reasons: i 1. The worshipers of the Mosque will use the services proposed. 2. The proposed uses are required in the Duffin Heights Neighbourhood. 3. The proposal is good use of the land that has been sitting there a long time. 4. The proposal represents good planning. 5. The proposal protects the Duffins Creek Ravine. 6. There is no reason why this should not be approved in today's tough economic environment. 7. This will generate more employment, wages, and taxes. Your sincerely, Name Address p AlC-A ATTACHMENT #-222-TO REPORS # PDT 84 Name Address (Z.- 5 7 6. r P~kcol) L1 V 2- 8. 6-f 3 e_Ik' c ' , " e- 9. 07'7 5" k 2- &A 10.~~ ZS" `S i C lie zi P41k osl 12. Sj~M TO i - F- r 27'g)j~- "~D , L-1.5 ~ `~Zt G%u tki7 ~L 'Z I 14. 15.Z~ /Scl ~i .YT 7G.~ lrJ ~/R Cf c~ 16. A SiF S ~R;) NDi LIV L J 17. 6 ~H r-~ ~t tG S 2~~ is r y X I 18. mr,_p 19. 4 .C-\ 20. .V \ )k 21. f-Ov 763 r r. 23. 24. Apr& 25. 26. NR 7 2010 27. P4 4NAISIIVQ tPi /fe ERIU 11 fv PIVj,~.o ATTACHMENT # TO 85 REPORT # PQ 5I-ID Pickering Planning & Development. Department Pickering Civic Complex One The Esplanade Pickering, Ont. L1V 6K7 449 L'/T 8 v a NOF p'c 2010 °F~FkFR~ Dear Sir: RTMFiy~pMFNG Re: Proposed Development Application A 19/09 I We attend the Mosque next door to this property. I am a resident at in Pickering. We support the proposed commercial development, it will be supported by the members of the Mosque.. The land has been sitting there many years and we support the application. This is good planning, and Council should encourage the developer. Yours truly, { i~ c.c. Mayor Ryan Councilor David Pickles, Councilor Rick Johnson i i l ATTACHMENT # ~a TO May 18, 2010 REPORT # RD aq-Il7 ' ~ I 1 C E0 86 Isa James, Planner II l Planning & Development Department i 9 20 City of Pickering 0 PIVI.-WERING The Esplanade _J A$ N3NG & JEVE OPIVIE;A Pickering ON L1V 6K7 DEPARTNTIENT Dear Ms. James: Re: Zoning Amendment Application A19/09 The Regional Applicant: Commercial Focus Advisory, Services Municipality Location: 2055 Brock Road of Durham Part Lot 18, Concession 2 Planning Department Municipality: City of Pickering 605 ROSSLAND ROAD E The Regional Municipality of Durham (The Region) has reviewed the above noted aTM FLOOR application and offers the following comments for your consideration. PO BOX 623 WHITBY ON L1 N 6A3 CANADA The purpose of this application is to amend the zoning by-law on the subject lands to 905-668-7711 permit a three story commercial building and a 13 unit three story live/work Fax: 905-666-6208 townhouse building as a first phase of the proposed development. The subject Email: planning@durham.ca property is currently zoned G - Greenbelt. www.durham.ca Regional Official Plan A.L. Georgieff, MCIP, RPP Commissioner of Planning The subject lands are currently designated 'Living Area' with the 'Regional Corridor overlay and 'Major Open Space' in the Durham Region Official Plan (ROP). Since the proposed development is located in the .northwestern part of the subject property however, it is outside of the Major Open Space area. The ROP states that Living Areas shall be used predominantly for housing purposes. The ROP also states that Living Areas shall be developed in a compact form through higher densities and by intensifying and redeveloping existing areas, particularly along arterial roads. Regional Corridors shall be planned and developed as mixed-use areas, which include residential, -commercial and service areas with higher densities, supporting higher order transit services and pedestrian oriented development. Amendment No. 128 to the Regional Official Plan was adopted by Regional Council on June 3rd, 2009 and forwarded to the Ministry of Municipal Affairs and Housing for approval. This amendment revises policy 8A.2.9 of the ROP relating to Regional Corridors, and states that: Portions of Regional Corridors with an underlying Living Area designation, which are identified as appropriate for higher density mixed-use development in area municipal official plans, should support an overall, long-term density target of 60 residential units per gross hectare and a floor space index of 2.5. The built form should be a wide variety of building forms, generally mid-rise in height, with some higher buildings, as detailed in area municipal official plans. The ROP states that the predominant use of lands in Major Open Space areas shall be conservation. The ROP also states that any proposal for development or site alteration shall demonstrate that there will be no negative effects on key natural heritage or hydrologic features or their functions. The southern and eastern portions of the subject lands are identified as containing a "Key Natural Heritage and/or "service Excellence Hydrologic Feature", as per Schedule B - Map B 1 d in the ROP. -fcr,oi Coinuiunities" 100% Post Consumer ATTACHMENT #-L2-TO REPORT # PDq Page 2 87 An Environmental Impact Study, prepared by Watershed Management Ecology and dated October 2009, was submitted in support of this application. The report concludes that the current development plan has addressed the immediate natural. heritage issues and Environmentally Significant Areas associated with the subject lands, and that impacts associated with the plan are considered nominal. It is suggested that the City of Pickering obtain comments from the Toronto and Region Conservation Authority regarding the study. The subject property abuts Brock Road (Regional Road 1), which is designated as a Type 'A' Arterial Road in the Durham Regional Official Plan. Brock Road is also designated as a Transit Spine in the Durham Regional Official Plan. Development adjacent to Transit Spines shall provide for complementary higher density uses and buildings oriented towards the street. The proposed amendment is consistent with the Region's policies stated above. Provincial Policies & Delegated Review Responsibilities This application has been screened in accordance with the terms of the provincial plan review responsibilities. Potential Site Contamination In the City of Pickering's Screening Questionnaire for Identifying Potentially Contaminated Sites, the applicant noted that a Phase II Environmental Soils Assessment for Clean Fill materials was undertaken during July, 2003. Since this report is over seven (7) years old, and since a Record of Site Condition (RSC), was never filed, an updated Phase I Environmental Site Assessment (ESA) is required to be undertaken. If this ESA finds evidence of contaminated soils then a Phase II ESA and RSC will be required by The Region. Archaeological Potential A Stage 1 and 2 Archaeological Assessment report, dated July 2009 and prepared by A.M. Archaeological Associates, was submitted with this application. This report should be provided to the Ontario Ministry of Culture for their review and acceptance. Road Noise It has been determined that the subject property is within 300 m of Brock Road, which is a Regional Road and a Type 'A' arterial road, and as such, the Region recommends that a Noise Impact Study, which addresses noise impacts and mitigation measures for the residential units within the application, be prepared and submitted for review. Regional Services Municipal water supply and sanitary sewer service is available to the subject property, but the property is currently connected to municipal water supply only. As a condition of site plan approval, the watermain will need to be extended approximately 140 metres to provide for security of supply and circulation. The applicant will be required to reimburse the Region for the existing sanitary sewer and watermain. The cost will be based on the minimum size required to service the subject lands and will be calculated when a detailed engineering submission is made. ATTACHIMENT # ZE TO REPORT # PD o`=10 Page 3 Durham Region Transit & Transportation 88 The proposal does not present any significant Durham Region Transit impacts. Since Brock Road is designated as a Type 'A' Arterial Road in the ROP, the Region requires sufficient widening to provide for a 22.5 metre right-of-way east of the centerline of Brock Road (approximately 7.5 metres). In addition, the Region will require dedication of a 12m x 6m sight triangle. The Region has reviewed the Traffic Impact Study submitted in support of this proposal and offers the following comments: • Trip generation and analysis should include the entire development proposal, Phase 1 and Phase 2, and address the appropriate horizon years (Phase 1 and full build-out); • Revise the trip generation calculations to reflect the current ITE Trip `Generation data (8th Edition); • Separate figures should be provided to demonstrate the following: 1. Existing traffic; 2. Future background traffic; 3. Site traffic (Phase 1); 4. Site traffic (full build out); 5. Future total traffic (Phase 1); 6. Future total traffic (full build out) • The report should provide a table demonstrating how the trip distribution was derived from the existing Brock Road traffic volumes. The Region also requires a description of the process used to assign the development related trips to the road network. This information will be used to verify that the appropriate assumptions were used; • Intersection capacity analysis must be completed using Synchro; • Conclusions regarding the warrant for a right turn lane should be based on the Region's right-turn Lane Guideline. The above transportation comments shall be addressed with the future site plan application. Please contact me at 905-668-4113 ext. 2571 should you have any questions or require additional information. Yours truI Vannit ha havon MCIP, RPP Planner Current Planning cc: Regional Works Department - Pete Castellan Durham Region Transit -Neil Killens I ATTACHifEP,1T #_13 TO REPORT # PD o` C ~a TORONTO AND REGION - A....onservation $Ju a49,floThe Living City CFN 41890.03 BY E-MAIL AND MAIL 7 7- Ms. Isa James - Planning and Development City of Pickering Pickering Civic Centre One The Esplanade "T Y Pickering, ON L1V 6K7 ,•„t Dear Ms. James: RE: Zoning By-law Amendment Application No. A19/09 2055 Brock Road City of Pickering Palwinder Singh Verraich Thank you for the opportunity to review the following documents received on February 8, 2010 in support of the above referenced Zoning Bylaw Amendment: • EIS, prepared by Watershed Management Ecology, dated October 2009; • FSR, prepared by Sernas, dated August 6 2009 (includes Grading and Servicing Plans); • Drawing A100, Site Plan, prepared by Kohn Architects, dated August 13, 2009; • Drawing A200, Site Plan, Phase 1, prepared by Kohn Architects, dated August 13, 2009. Further to our meetings with the applicant, we are writing to formally express our concern that the proposal is being submitted without consideration of the results of a comprehensive Master Environmental Servicing Plan Update for the Duffins Precinct South Lands. TRCA has reviewed and approved the. Terms of Reference for the Update, prepared by Sernas Associates, and we understand that work has begun to prepare the Update. We confirm our support of the City's position in your letter of April 29, 2010. We have conducted a preliminary review of the submitted documents and find them deficient, as follows: 1. The SWM Report and EIS use outdated criteria and must conform to the future MESP Update. 2. The ToR for the EIS was never approved by the TRCA. We provided comments on May 13, 2009 but these comments were never incorporated into a revised Draft ToR. The EIS has not taken into consideration these comments. The EIS needs to be entirely re-written. 3. There is extensive grading proposed for Phase 1, which yields an assumption that Phase 2 will be considerably raised, with potential impacts on the valley and as-yet-unknown municipal servicing. In conclusion, we cannot support the approval of the Zoning Bylaw Amendment at this time. We request that the application be deferred until the MESP Update has been approved by TRCA and the City of Pickering. Following this, we request a comprehensive resubmission. We trust this is of assistance. Please feel free to contact me if you have any questions. S' rely, teven Heuchert, MCIP, RPP, MRTPI Manager, Development Planning and Regulation Planning and Development Extension 5311 cc. Stephen Faygas (by e-mail) G:\Home\Public\Development Services\Durham Region\Pickering\2055 brock_Ldoc Member of Conservation Ontario 5 Shoreham Drive, Downsview, Ontario M3N 1S4 (416) 661-6600 FAX 661-6898 www.trca.on.ca e~y ATTACHMENT # ~TO City o~ REPORT # PD 52 90 PILKERIN Memo To: Isa James July 28, 2010 Planner II From: Robert Starr Manager, Development Control Copy: Coordinator, Development Approvals Inspector, Development Control Subject: Zoning By-law Amendment Application A 19/09 Commercial Focus Advisory Services 2055 Brock Road (Part Lot 18, Concession 2) City of Pickering We have reviewed the latest submission for the above-mentioned application and our comments are as follows: Planning Justification Report, prepared by Commercial Focus Advisory Services Inc., dated August 2009 1. Section 2.1.2 the proposed daylight triangle is a decision which will be made by the Region, since Brock Road is a regional road. 2. Section 2.2.1 Roads is incomplete, and the 18.0 metre right-of-way should be revised to 20.0 metre right-of-way. 3. Section 2.4 indicates that the site will have a storm sewer directing flows to the sanitary sewer on Brock Road. This will need to be revised. General Comments: 1. Further comments on servicing requirements for these lands is pending the approval of the Duffin Precinct (southern lands). Environmental Servicing Plan up-date. 2. Road widening may be required along the north boundary of the property pending the proposed design of the Brock Road intersection and the design of the access road (either local road or collector). The traffic report will need to address the future build out of this area to determine road needs. 3. We will require the applicant to enter in to an agreement with the City that will address, but not be limited to; construction of the access road, including sidewalks, street lighting, boulevard, tree planting and associated cost sharing, storm sewers, stormwater management including any land conveyance and cost sharing, easements, cost sharing related to the Duffins Precinct ESP, securities, insurance, associated fees etc. RS:Id JADocuments0evetopment Control\BOBSTARRYnemostapplicationsizoning amendmenlW 19-09 Commercial Focus Advisory Services.doc Report To Planning & Development Committee ICKERING Report Number: PD 30-10 91 Date: September 7, 2010 From: Neil Carroll Director, Planning & Development Subject: Cougs (Valleyfarm) Ltd. Plan of Subdivision 40M-2089 Final Assumption of Plan of Subdivision Recommendation: 1. That Report PD 30-10 of the Director, Planning & Development regarding the final assumption of the works and services within Plan of Subdivision 40M-2089 be received; 2. That the highway being Avonmore Square within Plan 40M-2089 be assumed for public use; 3. That the works and services required by the Subdivision Agreement within Plan 40M-2089, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately' adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance, save and except from Blocks 36, 39 to 49 and Lennox Lane; and 4. That the Subdivision Agreement and any amendments thereto relating to Plan 40M-2089, save and except from Blocks 36, 39, 40, 41, 47 and 48, be released and removed from title. Executive Summary: The City entered into a Subdivision Agreement with the above-noted developer for the development of Plan 40M-2089. As all works and services within this plan have been completed to the satisfaction of City staff, it is appropriate to assume the road, works and services within this plan under the jurisdiction of the City and release the developer from the provisions of the Subdivision Agreement. Financial Implications: There are no new financial implications to the City as a result of this recommendation. Sustainability Implications: The final assumption of the works and services within this plan of subdivision is an administrative process that legally concludes the City's acquisition of necessary roads and other infrastructure. It does not directly impact the City's sustainability initiatives. Report PD 30-10 September 7, 2010 Subject: Final Assumption of Plan of Subdivision Page 2 40M-2089 92 Background: The City entered into a Subdivision Agreement with the above-noted developer for the development of Plan 40M-2089. As the developer has now completed all works and services to the satisfaction of City staff, it is appropriate to assume the road, works and services within this Plan, save and except from Blocks 36, 39 to 49 and Lennox Lane. Further, it is also appropriate to release the developer from the provisions of the Subdivision Agreement with the City dated November 30, 2001 and registered as Instrument Nos. DR75399 and DR83186 save and except from Blocks 36, 39, 40, 41, 47 and 48. Attachments: 1. Location Map - Plan 40M-2089 Prepared By: Approved/Endorsed By: Denise Bye, Supervisor Neil Carr iP, RPP Property & Development Services Director, Planning & Development DB:bg Copy: Chief Administrative Officer Recommended for the consideration of Pickering. Cou C.1 Tony Prevedel, P.Eng. Chief Administrative Officer Recommendation approved: Chief Administrative Officer Director, Corporate Services & Treasurer Director, Office of Sustainability Director, Operations & Emergency Services Director, Planning & Development City Clerk ATTACHMEN10 9 3 REPORT# PD 30-10 L 1 1.11 1 1 1 ~ I I I I I I i ROSEFIELD ROAD r Li LENGROVE (~N`N PUBLIC > JP SCHOOL ROAD 3 Z O w C) J > S ° UBDIVIION O P U c~ z w J 1892 c °R D/ANA, E 1888 PvpNM L W/ TOT C01 LOT S SOV PRE • PRINCESS OF C PICKERING DREYBE NpR~N RECREATION COMPLEX WALES PARK \AN~°E ESP ESPLANAD Q ENE u- PICKERING CIVIC COMPLEX PARK p\EFENBAKER COURT y AND PORTLA ENTRAL LIBRARY SOV~N 0 Np,OE ~ ESPY 0 (NE ~ = VIL EA PA P FRKw p,Y o P\GKER\NO D O A01\ City of Pickering Planning & Development Department PROPERTY DESCRIPTION Lots 1-23 & Blocks 24-35, 37 & 38, 40M-2089 OWNER Various DATE Aug 12, 2010. DRAWN BY JB 7\ FILE No. Subdivision Completion and Assumption SCALE -1:5000 CHECKED BY DB H c c oures.• ;9--t V%,prl... Ins. and Its uppllt- All rights Reserved. NotSa plan of ..-.y. PN_8 2005 MPAC and its .u Ilene. All rl hs Reserved. Not a Ian of urve . City n Report To Joint Planning & Executive Committee IeKERIN Report Number: OS 02-10 Date: September 7, 2010 94 From: Thomas Melymuk Director, Office of Sustainability Subject: Partners for Climate Protection Program - Status Update - File: D-1100-006 Recommendation: 1. That Council receive Report OS 02-10 providing an update on the City's Partners for Climate Protection Program. 2. That Council endorse the Five Year Corporate Emissions Reduction Strategy outlined in Attachment 1 to this Report.and direct staff to proceed as set out in that Strategy. 3. That a copy of this Report be forwarded to the Federation of Canadian Municipalities' Partners for Climate Protection Office. Executive- Summary: In 2007, Pickering completed the first three (of five) milestones of the Partners for Climate Protection (PCP) program. The PCP program is promoted by the Federation of Canadian Municipalities to help local municipalities reduce energy use and greenhouse gas (GHG) emissions. In completing the first three milestones of the program, the City committed to reducing GHG emissions by 50% per capita for municipal (i.e. corporate) emissions and by 35% per capita for community emissions. The reductions are to be achieved by 2016 using 1995 as our baseline year. In late 2009 and early 2010 Durham Sustain Ability (DSA) reviewed the City's progress in reducing energy consumption and GHG emissions both corporately and on a community-wide basis. The results of DSA's review for corporate emissions are presented in this *Report. A staff report on community emissions will be completed separately and submitted to Council at a later date. Although the City has made some progress towards achieving our corporate GHG emissions reduction target, much work remains to be done. To help accelerate and focus our efforts, it is recommended that Council endorse the Five Year Corporate Emissions Reduction Strategy outlined in Attachment 1 to this Report and direct staff to proceed as set out in that Strategy. Report OS 02-10 September 7, 2010 S b ct: Partners for Climate Protection Program Update Page 2 Financial Implications: There are no new financial implications related to the recommendations contained in this Report. Many of the Priority Actions included in the attached Five Year Corporate Emissions Reduction Strategy either have no budget implications or can be implemented this year in accordance with the Council approved 2010 budget. For those Priority Actions that are not within the existing approved budget, the financial implications (costs and savings) will be identified for Council's consideration through future budget submissions. Sustainability Implications: Energy conservation is one of the cornerstones of the City's Sustainable Pickering program. Reducing corporate energy consumption provides economic, social, and environmental benefits. Using less energy saves money, improves air quality and helps address climate change by reducing greenhouse gas emissions. By taking action to meet its corporate GHG and energy reduction targets, the City would also set a positive example for businesses and residents, potentially resulting in even further energy and GHG reductions across the municipality than might otherwise be achieved if the City did not lead by example. Background: The Partners for Climate Protection (PCP) program is supported and promoted by the Federation of Canadian Municipalities. It has been established to assist municipalities in reducing greenhouse gas emissions from community and municipal (i.e. corporate) operations. The PCP program has five milestones as follows: 1. Creating a greenhouse gas emissions inventory and forecast 2. Setting GHG emissions reduction targets 3. Developing a local action plan 4. Implementing the local action plan 5. Monitoring progress and reporting results In 2007, the City.of Pickering became only the fifth municipality in Ontario to complete milestones 1, 2 and 3 of the PCP Program (there are now over 10 municipalities in Ontario that have completed at least the first three milestones). The City is now working through Milestones 4 and 5 of the program. This Report provides an update on the City's progress in relation to corporate emissions, and recommends a number of Priority Actions for Council's consideration. The data gathered for this Report was derived from a review of the City's corporate and community greenhouse gas emissions completed by Durham Sustain Ability in late 2009 and early 2010 (see Attachment 2). Report OS 02-10 September 7, 2010 Subject: Partners for Climate Protection Program Update Page 3 96 Through the City's PCP program Council established the following corporate and community GHG emissions reduction targets. • 50 percent per capita reduction for corporate emissions by 2016 (from 1995 levels) • 35 percent per capita reduction for community emissions by 2016 (from 1995 levels) It should be noted that these emissions targets were determined assuming a constant relationship between energy use and GHG levels. However, the approved protocol for measuring GHG emissions under the PCP program requires municipalities to measure GHG levels on the basis of an annually fluctuating "electricity equivalent carbon dioxide coefficient" (eC02 coefficient). In Ontario (as in all provinces), the eC02 coefficient varies from year to year depending on the average annual amount of fossil fuel used to generate energy in the Province. When power is generated mostly from fossil fuels such as coal, natural gas and oil, higher levels of GHG emissions are produced. When power is generated mostly from other sources such as hydroelectric, nuclear and renewable sources, there are fewer GHG emissions. Depending on Ontario's fuel mix, GHG emissions in Pickering could drop in a given year even if the City did nothing to change its energy usage. Likewise, in another year, the City could complete a number of energy conservation initiatives, but GHG emissions could still rise if the provincial fuel mix in that year was weighted more heavily toward the burning fossil fuels. . In 1995 (our baseline year) the provincial fuel mix was relatively "clean" compared to subsequent years (i.e. fewer fossil fuels were part of the provincial energy mix). Since 1995 however, Ontario's fuel mix has become slightly "dirtier," raising the provincial eC02 coefficient. To account for the annual fluctuations in the provincial eC02 coefficient (over which the City has no control), the GHG reduction targets approved by Council can be "adjusted" and restated as follows: • 22 percent per capita reduction for corporate emissions by 2016 (from 1995 levels) • 19 percent per capita reduction for community emissions by 2016 (from 1995 levels) Corporate Energy Management Priorities There are a number of possible initiatives the City can implement to reduce energy consumption and lower greenhouse gas emissions, from the "low hanging fruit" to the "hard to reach" projects. Given cost and resource limitations, the City needs to be strategic in selecting projects for future implementation. Report OS 02-10 September 7, 2010 Subject: Partners for Climate Protection Program Update Page 4 97 To help prioritize projects, the City's potential energy management initiatives have been grouped and evaluated in relation to Pickering's three broad sustainability objectives, as shown in Table 1 below. The Table organizes the City's potential corporate energy management projects into three categories (municipal facilities, municipal fleet and municipal lighting) and provides a high-level qualitative assessment of the potential sustainability benefits of the various projects within each of these categories considering: • economic objectives (i.e. the likelihood of saving costs) • environmental objectives (i.e. the potential to reduce GHG emissions) • social objectives (i.e. the opportunity to enhance municipal service delivery) Table 1 - Energy Management Projects and Sustainability Objectives Sustainability Objectives Energy Management Economic Environmental Social Projects (cost-savings) (GHG reductions) (service enhancements) (by category/subcategory) Municipal Facilities • City Hall High High High • Recreation Facilities High High High • Libraries High High High • Fire Halls Medium Medium Medium Municipal Fleet • Light Duty High High High • Medium Duty Medium Medium, High • Heavy Duty Low Low High Municipal Lighting • Traffic Lights High High High • Park/Walkwa Lights Medium Low High • Street Lights Medium Low High This high-level analysis shows that Pickering's sustainability objectives would be best served if the City focuses its corporate energy conservation efforts in the following areas: 1. Municipal Facilities (especially higher-occupancy/higher-use facilities) 2. Light duty vehicles 3. Traffic lights Report OS 02-10 September 7, 2010 Subject: Partners for Climate Protection Program Update Page 5 98 Corporate Energy Use and GHG Emissions A summary of Pickering's corporate energy use and GHG emissions from 1995 through 2008 is provided in Table 2 below. The City's 2016 target for energy use and GHG emissions is also shown in the Table, as is a "business as usual" (BAU) forecast. The BAU forecast represents the growth in energy use, and GHG emissions that would occur to 2016 if the City did not undertake any significant energy management and GHG emissions reduction efforts. Based on the data, if the City did nothing different, total corporate energy use and total corporate GHG emissions would rise between 2008 and 2016 by more than 55 percent. i To meet our corporate PCP target, it is estimated that the City's total energy use would need to be reduced by almost 24% between 2008 and 2016. Accounting for anticipated population.growth, this would result in a 22% reduction by 2016 in our per capita GHG emissions from 1995 levels (which matches our "adjusted" GHG target for corporate emissions). If achieved, it would also result in a savings of more than $2.0 million in annual energy costs compared to the BAU scenario. Table 2 - Corporate Energy Use and GHG Emissions (1995 to 2008 and 2016 BAU1 Forecast and PCP2 Target) 2016 2016 Summary 1995 2004 2007 2008 BAU PCP Forecast Target Energy Use i a'oules) 104,442 116,852 124,471 123,531 191,757 93,957 Per Capita Energy i a'oules 1.33 1.28 1.36 1.35 1.36 0.67 GHG Emissions tonnes eC02 5,032 6,865 6,864 6,803 10,575 7,083 Per Capita GHG tonnes eC02 0.064 0.075 0.075 0.074 0.075 0.050 Energy. Cost $'000 $1,435' $2,233 $2,478 $2,644 $3,997 $1,958 1. BAU = Business as Usual 2. PCP = Partners for Climate Protection Also noteworthy from Table 2 is that total energy consumption by the City rose steadily from 1995 to 2007, generally in line with population growth, before falling slightly as a result of a variety of corporate energy management initiatives that were undertaken by the City in late 2007. i i Report OS 02-10 September 7, 2010 Subject: Partners for Climate Protection Program Update Page 6 99 Recent and Planned Energy Management Projects Between late 2007 and the end of 2010 the City will have completed over 20 energy management projects. These projects are listed in Appendix B of the June 2010 Durham Sustain Ability Report (see Attachment 2). A summary of the energy and GHG savings attributable to these projects broken down by facilities, fleet and street lighting is shown on Table 3 below. Table 3 - Energy and GHG Savings for Municipal Projects (from 2007 to end of 2010) Project Energy GHG Savings Operating Cost Simple Payback Category Savings (tonnes / year) Savings (in years) (GJ / ear) per ear) Municipal Facilities 11,428 609 $249,853 5.4 Municipal Fleet 102 11 $3,233 20.1 Street Lighting 794 40 $23,118 2.2 TOTAL 12,324 660 $276,204 5.3 Collectively, these energy management projects will provide an estimated savings of approximately $276,000 annually. It should also be noted that: • facility projects (by far) produce the greatest energy and GHG savings • fleet savings (both energy and GHG) are due mainly to the replacement of older City vehicles with five hybrids. However, operating savings for the City's hybrid vehicles are relatively small, and payback periods relatively long • although GHG savings are relatively small, the conversion of the City's traffic lights to high efficiency LED's provides an excellent payback of just over 2 years Figure A on the next page is a trend analysis of the City's GHG emissions between 2007 and 2016, taking into consideration anticipated population increases as well as the growth in municipal facilities and services expected to occur over this time period. The figure shows GHG emissions both on an absolute basis (the bars) and per capita basis (the line). Report OS 02-10 September 7, 2010 Subject: Partners for Climate Protection Program Update Page 7100 Figure A - GHG Corporate Emissions Trend Analysis (2007 to 2016) 12,000 0.100 0.090 10,000 By 2011 - 660 t (19%) M' 0.080 0.075 0.074 +772 ; 8,000 158 0.066 Target Gap - 2832 t(81%) 0.070 N v a 0.060 w _ a 0.05 0 6,000 0.050 W 2011-2016 Initiatives: 566 t/_ y~ CL _ 0.040 r- d m _ Kam- laty. a 4,000 k Y a 0.030 . E 0.020 r; - 2,000 0.010 0.000 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2016 Target Pre-2007 Buildings Streetlights Q Fleet ■ Waste Bau A number of conclusions can be reached from Figure A. 1. The City's first major energy management project (re-lamping City Hall) was completed in late 2007 and began to show an impact on GHG emissions in 2008. 2. The City's initiatives undertaken in 2009 will begin to show an impact on GHG emissions in 2010, with a total projected GHG savings of 284 tonnes per year. This corresponds to a 5.4% reduction in GHG emissions compared to 2007. 3. The 2010 approved projects will have a slightly lower impact than the 2009 projects with projected savings of 234 tonnes per year, commencing in 2011. 4. The energy management initiatives through 2010 have reduced the City's corporate GHG emissions, but in terms of our corporate PCP target, the reduction in emissions only closes our GHG emissions gap by 19%0. 5. Commencing in 2011, the City will need to enact measures that allow us to close the remaining 81 % of our GHG emissions gap if we are going to meet our 2016 PCP target for corporate emissions. Annually this translates into a reduction target of 566 tonnes GHG emissions per year, which is more than double the annual impact of the initiatives implemented by the City in 2009 and 2010. Report OS 02-10 September 7, 2010 Subject: Partners for Climate Protection Program Update Page 8 10 i Toward an Integrated and Sustainable Energy Management Strategy Although some progress has been made in reducing corporate GHG emissions, much more work needs to be done. The corporate initiatives undertaken by the City starting in late 2007'and continuing through 2010 have made a difference. However, in order to meet our 2016 corporate GHG emissions reduction target, the City will have to more than double its efforts starting in 2011. Doubling our efforts could present some challenges. Yet it could also provide significant benefits, not only in terms of climate change and air quality, but also financially. If we are successful in meeting our 2016 corporate GHG emissions target, it is estimated that the City could save over $2.0 million annually in energy costs. To help focus and direct the City's efforts in this regard, it is recommended that Council endorse the Five Year Corporate Emissions Reduction Strategy outlined in Attachment 1 to this Report and direct staff to proceed as set out in that Strategy. A broad and integrated approach is needed. Below are examples of the types of Priority Actions that are identified in Attachment 1 as part of our Five Year Strategy. • Require all new municipal buildings and facilities greater than 500 sq. m. to be constructed to a minimum LEED silver standard. • Select through a Request for Proposals process, appropriate business partners to work with the City on the review. and installation of sustainable energy technologies on one or more City buildings, such as solar PV panels and geothermal systems. • Investigate and report to Council on the use of alternative vehicle fuels, including natural gas, propane, ethanol, biodiesel and electricity. • Initiate a pilot/demonstration project involving LED lighting and/or street light dimming on City roadways to assess the feasibility of implementing these technologies on a broader scale. • Launch a "Staff Energy Conservation Campaign" to encourage and promote staff to reduce their energy use and carbon footprint: o in the workplace, by turning-off lights, powering off computers, taking stairs rather than using the elevator, etc.; and o when driving, by improving driving habits, adopting anti-idling practices, reducing vehicle trips (especially single occupancy trips), etc. I Report OS 02-10 September 7, 2010 Subject: Partners for Climate Protection Program Update Page 9I 02 Attachments: 1. City of Pickering Five Year Corporate Emissions Reduction Strategy 2. Durham Sustain Ability report entitled: "City of Pickering, Corporate and Community Energy Consumption and Greenhouse Gas Emission Sustainability Indicators" dated June 2010 Prepared and Approved/Endorsed By: J ~ Thomas Mely uk, G. 1. P. Director, Office of Istainability TM:ljg Copy: Chief Administrative Officer Directors Recommend d for the consideration " of Pickerin ity C it Tony reve el, P.Eng. Chief Administrative Officer i Attachment No. 1 103 Report OS 02-10 City of Pickering Five Year Corporate Emissions Reduction Strategy Priority.Actions 1.0 City 1.01 Require all new municipal buildings and facilities greater than Facilities 500 sq. m. to be constructed to a minimum LEED silver standard ("Leadership in Energy and Environmental Design"). 1.02 Select through a Request for Proposals process, appropriate business partners to work with the City on the review and installation of sustainable energy technologies on one or more City buildings, such as solar PV panels and geothermal systems. 1.03 Conduct energy audits of City Hall / Central Library, Petticoat Creek Community Centre, East Shore Community Centre, West Shore Community Centre, and Claremont Community Centre and include for Council's consideration the priority energy efficiency projects identified in these audits in future City budget submissions. 1.04 Investigate and where practical install "low-cost" energy efficiency retrofit devices in all City facilities. Low-cost devices may include (but are not limited to) motion-detectors, occupancy sensors, automatic timers, light dimmers, low flow toilets and showerheads. 1.05 Include in future budget submissions, the energy efficiency projects identified in the 2008 Recreation Complex Energy Audit that have not yet been implemented. 2.0 City 2.01 Adopt the principle of "right-sizing" as a basis for future vehicle Vehicles purchasing decisions (whereby the most fuel efficient vehicle is used for the assigned job or task requirement). 2.02 Investigate the use of alternative vehicle fuels, including natural gas, propane, ethanol, biodiesel and electricity. 1 Attachment No. 1 Report OS 02-10 104 City of Pickering Five Year Corporate Emissions Reduction Strategy (cont'd) Priority Actions (cont'd) 3.0 City 3.01 Initiate a pilot/demonstration project involving motion sensors, Lighting solar lighting and/or LED lighting in City parks or walkways to assess the feasibility of implementing these technologies on a broader scale. 3.02 Initiate a pilot/demonstration project involving LED lighting and/or street light dimming on City roadways to assess the feasibility of implementing these technologies on a broader scale. 4.0 General 4.01 Launch a "Staff Energy Conservation Campaign" to encourage and promote staff to reduce their energy use and carbon footprint: • in the workplace, by turning-off lights, powering off computers, taking stairs rather than using the elevator, etc.; and • when driving, by improving driving habits, adopting anti- idling practices, reducing vehicle trips (especially single occupancy trips), etc. 4.02 Investigate the feasibility of purchasing low or no GHG emission energy from a recognized and viable provider of green power. 4.03 Investigate and acquire appropriate energy/GHG emission management software systems. 4.04 Review the City's purchasing policies and establish explicit provisions that support energy-efficiency and GHG emission reductions in all City purchases. 2 1 0 5 ATTACHMENT # LTO REPORT # n S aQ 0 Cafl, _r N-'G. Ability City of Pickering Corporate and Community Energy Consumption and Greenhouse Gas Emission Sustainability Indicators June 2010 Prepared By Durham Sustain Ability Email: info -sustain-ability.ca Website: www.sustain-ability.ca 1709 Highway #7 Brougham, ON LOH 1A0 Phone: 905-427-0061 i ATTACHMENT # i TO REPORT #L.5~-► a City of Pickering - Energy and GHG Sustainability Indicators 106 Contents 1. Introduction ....................................'................:................................................................3 2. Corporate Operations- ....................................................................................................5 2.1 Energy and GHG Emissions Inventory and Trends Update ......................................5 2.2 Corporate Initiatives ..................................................................................................8 2.3 Energy and GHG Monitoring and Reporting ..........................................................12 3. Community Energy and GHG Inventory Update ..........................................................15 3.1 Community Summary ............:..............................................:..................................15 3.2 Trends By Sector ....................................................................................................17 3.2.1 Residential ........................................................................................................18 3.2.2 Institutional, Commercial and.Industrial (IC&I) 3.2.3 Transportation ...................................................................................................20 3.2.4 Waste ................................................................................................................21 4. Recommendations .........................................................................................................22 4.1 Corporate Actions ....................................................................................................22 4.2 Community Actions .................................................................................................23 Appendix A - Corporate Energy and GHG By Sector ......................................................24 Appendix B - Corporate Initiatives by Facility / Function ...............................................25 2 ATTACHMENT #~TO REPORT # Ls L0-i n City of Pickering - Energy and GHG Sustainability Indicators 107 1. Introduction In 2007, the City successfully completed milestones 1, 2 & 3 of the Partners for Climate Protection (PCP) program for both the corporation and the community, which includes establishing a greenhouse gas (GHG) baseline inventory, setting reduction targets and developing a local action plan. The remaining milestones 4 & 5 in the PCP framework ate the implementation of the local action plan initiatives and development of a monitoring and reporting system to verify GHG reductions, respectively. The established local GHG emission reduction targets (milestone 2) are as follows.. 35 percent per capita reduction in community GHG emissions by 2016 (from 1995 community emission levels) 50 percent per capita reduction in municipal operational GHG emissions by 2016 (from 1995 corporate operational emission levels) As part of the Sustainable Pickering benchmarking program, 32 community and corporate sustainability indicators have been developed of which the baseline analysis of an initial number will be reported in early 2010. Two key sustainability indicators that are relevant to the PCP program are total and per capita energy consumption and total and per capita GHG emissions for corporate operations and the community at large. Since 2007, the City of Pickering has engaged in several key initiatives within the corporation to reduce energy consumption and GHG emissions such as relamping the Civic Complex and implementing a number of energy efficiency projects at the Recreation Complex and other facilities. These PCP Milestone 4 corporate initiatives need to be documented and quantified (as part of Milestone 5) such that they can be included in future sustainability reports to show how the City is leading by example. In 2008, the "Sustainable Pickering Challenge" was created to focus on a number of broad initiatives including the "Corporate Challenge". The Corporate Challenge provides an opportunity for the City to lead by example, which includes the development of an Energy Management Strategy as both a long- term and short-term decision-making tool with established and focused priorities. In 2009, the Corporate Challenge gained momentum as a growing number of corporate energy efficiency and GHG reduction projects have been or are in the process of being implemented. 3 ATTACHMENT#,Z_.TO REPORT#GLS -to City of Pickering - Energy and GHG Sustainability Indicators 08 This report provides: i) an update and discussion of both corporate and community energy consumption and GHG emissions through 2008 as part of both the sustainability indicator program and PCP requirements; ii) a summary of recent and planned corporate sustainability initiatives with quantified energy consumption and GHG emission savings; iii) a preliminary assessment of an automated monitoring and reporting system for corporate energy and GHG emissions; and iv) a set of recommendations for both corporate and community near term actions i 4 ATTACHMENT #-.Q.-TO REPORT#.M W-AD City of Pickering - Energy and GHG Sustainability Indicators 109 2. Corporate Operations 2.1 Energy and GHG Emissions Inventory and Trends Update As part of the PCP program, the City established a corporate GHG emissions target of 7,083 t eC02 and 0.050 t eC02 per capita by 2016. The year 1995 was used as the baseline for measuring progress and converting these targets into percent changes. The 1995 baseline year GHG emissions were calculated using two methods due to issues regarding the electricity equivalent carbon dioxide (eC02) coefficient. This coefficient for electricity is based on the annual average amount of fossil fuel (coal, natural gas, oil) used at Ontario's electricity power plants. Other sources such as hydropower, nuclear and renewable energy do not directly produce eC02 emissions. As Ontario's electrical generation mix changes from year to year so does the eC02 electricity coefficient. This means that the GHG emissions associated with electricity consumption in Pickering can vary year to year even if there is no significant change in energy usage, in fact when a municipality reduces its energy consumption, its GHG emissions may even increase if the provincial fossil fuel mix significantly increases. All municipalities participating in the PCP program use this GHG calculation methodology (PCP Protocol) in Canada and throughout the world. The following two methods were used for calculating the 1995 baseline GHG emissions inventory: i) PCP Protocol method - based on absolute changes in GHG emissions with annually fluctuating provincial eC02 electricity coefficients. This was required for PCP approval. 1995 Baseline: 5,032 t eC02 (using 1995 eC02 coeff.) % Absolute Change: 41 % increase between 1995 and 2016 % Per Capita Change: 22% reduction between 1995 and 2016 ii) Constant eC02 electricity coefficient - this provides consistency in comparing the baseline with the target year as well as intermediate years. 1995 Baseline: 7,874 t eC02 (using then latest eC02 coeff. for 2000) Absolute Change: 10% reduction between 1995 and 2016 Per Capita Change: 50% reduction between 1995 and 2016 The second method has been the preferred way of referencing the corporate target as a 50% per capita reduction, however it is becoming clear that the first method is preferable for several reasons: 5 ATTACHMENT #-61-TO REPORT O City of Pickering - Energy and GHG Sustainability Indicators 0 It is the only method approved by PCP and if the City wishes to continue with the PCP framework and milestones 4 & 5, it will need to comply with this method of measuring GHG emissions. • Using the year 2000 electricity coefficient is becoming less relevant as more current annual coefficients become available. • As the City is tracking energy consumption as well, this is a means by which one can remove the affect of annually fluctuating coefficients as a complimentary measure to GHG emissions. Table 1 provides a summary of energy and GHG emissions on an absolute and per capita basis from 1995 baseline through 2008 based on the PCP protocol for GHG emissions inventory. The 2016 target for energy and GHG emissions and the pre-2007 "Business As Usual" (BAU) forecast is also included. The 2016 BAU forecast provides the energy use and GHG emissions that would occur through normal growth of services if there were no concerted focus on sustainable initiatives (as per pre-2007 outlook). The difference between the 2016 target and the 2016 BAU forecast is the gap that needs to be met through these initiatives: 3,492 t of eC02 emissions. By meeting the 2016 target, it is forecasted that the City would save over $2.0 million per year in energy costs. Table 1 - Corporate Energy and GHG Inventory, Forecast and Target Summary 1995 1999 2004 2007 2008 2016 2016 BAU Target Forecast Pre-2007 Energy Use 104,442 104,414 116,852 124,471 123,531 191,757 93,957 (GJ) Per Capita 1.33 1.21 1.28 1.36 1.35 1.36 0.67 Energy GJ GHG Emissions 5,032 7,252 6,865 6,864 6,803 10,575 7,083 (t eC02 Per Capita GHG t eC02 0.064 0.084 0.075 0.075 0.074 0.075 0.050 Energy Cost $1,435 $1,487 $2,233 $2,478 $2,644 $3,997 $1,958 ($'000 6 ATTACHMENT #--a_ TO REPORT #DS-JD0 -P Ci s f Pickering - Energy and GHG Sustainability Indicators Figure A provides the GHG emissions by sector (facilities, streetlights, fleet and .waste) and the per capita trend line. The sector data is provided in Appendix A. The BAU forecast is based on the per capita emissions level of 0.075 t/person in 2006 and 2007. The gap of 3,492 t of eC02 between the 2016 BAU forecast and 2016 target is also shown schematically. Figure A - GHG Emissions By Sector with Per Capita Trend Line 12,000 0.100 i 0.084 0.090 ~ i 10,000 • .075 0.075 0.075 0.080 0.074 • - 3,492 t 0.070 N 8,000 0.064 N o 0.060 0u d a 0.050 6,000 i 0.050 E t ±o i a 4,000 k 0.030 t i ~ 0.020 2,000 v 0.010 0 . _ -.i- 0.000 1995 1999 2004 2007 2008 2016 2016 Pre-2007 BAU Target Buildings Streetlights Fleet ■ Waste The GHG emissions for 1995 through 2008 use fluctuating annual electricity eC02 coefficients to correspond with each year as per the PCP protocol. Using this method, the per capita GHG reduction target of 0.050 t eC02 corresponds to a 22% per capita GHG reduction and a 50% per capita energy consumption reduction from 1995. The trends show that both streetlights and fleet vehicles have used more energy both on an absolute basis and on a per capita basis in 2008 versus the baseline of 1995, although streetlight energy consumption was reduced by about 10% from 2007 to 2008 partially as a. result of a traffic light relamping program started in 2008. 7 ATTACHMENT #__R_)_-_T0 REPORT City of Pickering - Energy and GHG Sustainability Indicators 112 Facility energy use has fared better on a per capita basis in comparison to 1995, yet is showing a trend towards higher per capita consumption since 1999. This trend should reverse by 2010 based on the energy efficient projects being completed in 2009. Total corporate energy. consumption has increased steadily from 1999 to 2007 on both an absolute and per capita basis. In 2008, this trend has reversed as both absolute and per capita energy usage has been reduced slightly. Total corporate GHG emissions have been declining on an absolute and per capita basis from 1999 through 2008 mainly as a result of declining provincial electricity pC02 coefficients through 2007. The reduction in GHG emissions in 2008 was mainly due to energy reductions from corporate initiatives. 2.2 Corporate Initiatives As part of the "Corporate Challenge" to lead by example, an increasing number of energy efficiency and GHG reduction projects have been initiated. The slightly better performance in 2008 in terms of both energy consumption and GHG emissions is a result of corporate initiatives in late 2007 and throughout 2008. Table 2 provides a summary of projects by sector that have been implemented since late 2007 including those in the planning stages for implementation in 2010. Twenty-six initiatives have been quantified for energy, cost and GHG savings, % GHG savings versus 2007 baseline, incremental capital cost of energy/GHG elements of projects, and simple payback and ROI to measure financial returns. These initiatives provide an estimated annual savings of $276K/y with an average return of 19%. Its environmental performance includes GHG emissions savings of 660 t/y corresponding to a 12.5% savings of total 2007 emissions. Table 2 - Impact of 26 Initiatives To-Date plus Budgeted for 2010 Sector Energy GHG Total GHG % GH Op. Cos Increment Simple Simpl Saving Saving Emissions Saving Saving Capital Co Faybac ROI (G7/y) (t/y) 2007 Baseli Within ($/y) (years] (t eC02) Sector Facilities 11,428 609 4,176 14.60$249,85 $1,341,717 5. 18.60 Fleet 102 11 1,221 0.90/ $3,23 $64,97 20. 5.00 Streetligh s 794 40 1,107 3.60/ $23,11 $50,53 2. 45.8° Total 12,32 660, 5,283 12.50/,)$276,204 $1,457,2 4 5. 19.00 8 ATTACHMENT #_sQ,._TO REPORT #-10 City of Pickering - Energy and GHG Sustainability Indicators 113 The facility projects have produced the majority of the energy and GHG savings impact to-date accounting for 92% of GHG savings, while providing good economic returns averaging an estimated ROI of 18.6%. The conversion of traffic lights to high efficiency LED's provides an excellent payback of 2.2 years although GHG savings impact of 11 t/y is relatively small. Fleet energy and GHG savings is mainly due to the replacement of older vehicles with 5 hybrids, however the economic performance is relatively poor with an estimated 5% ROI to-date. Table 3 provides the impact of the initiatives by year starting with a large impact project: the relamping of the Civic Complex in late 2007 with first full year impact in 2008. The initiatives ramped up in 2009 (first full year impact in 2010) with a total GHG savings of 284 t/y corresponding to a 5.4% reduction versus the 2007 GHG baseline. The 2010 budgeted projects (first full year impact in 2011) have a slightly lower impact than 2009 projects with projected savings of 234 t/y of GHG corresponding to a 4.4% reduction from 2007 baseline. Table 3 - Impact of Corporate Initiatives by Year First Full Energy Cost GHG % GHG Year . Savings Savings Savings Savings impact G)/ / t/ from 2007 Initiatives by Year 2008 2,106 $36,668 107 2.00/0 2009 640 $17,335 34 0.7% 2010 5,543 $139,593 284 5.4% Initiatives To-date 8,289 $193,597 426 8.1% Projects in 2010 2011 4,035 $82,607 234 4.4% Total Projects thru 2010 12,324 $276,204 660 12.5% Figure B shows the impact of the 26 initiatives on both an absolute basis (bars) and a per capita basis (red trend line). The full impact of the initiatives by 2011 is a reduction 660 t eC02/y which corresponds to a 14% per capita reduction from 0.075 t in 2007 to 0.064 t/capita in 2011. The figure shows a trend line that is likely to meet the 2016 target, however it does not take into account the adverse effect of growth in facilities and services as population grows. 9 ATTACHMENT#-s3-kTO REPORT#D2Laa-i C> City of Pickering - Energy and GHG Sustainability Indicators 114 Figure B - GHG Emissions Impact of Initiatives Only in Meeting Target 8,000 _ 0.100 0.090 7,000 ~r_ _ _ ~ 0.075` 0.07 660 t 0.080 6,0001 0,072 N 0.068 0.070 o 0.0 4 V 0, 5,000 { 0.060 a"+ .0 0. 4,000 0.050 W ~ G i - 0.040 ID 3,000 m a 0.030 2,000 0.020 1,000 0.010 p 0.000 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 Target 12 Buildings StreOtlights 10 Fleet ■ Waste Figure C provides a more realistic picture with the impact of growth in municipal facilities and services and therefore growth in energy consumption and GHG emissions as provided in the BAU forecast. In 2011, the impact of the'Recreation Complex expansion in 2010 is taken into account, which increases the per capita GHG emissions from 0.064 t as shown in Figure B to 0.066 t as shown in Figure C. The slope of the per capita trend line starts to flatten in 2011 as a result of this expansion. I I 10 ATTACHMENT #_a.-TO REPORT #DSW -10 City1of Pickering - Energy and GHG Sustainability Indicators 15 Figure C - GHG Emissions - Meeting the Target with Growing Municipal Operations (BAU Effect) 12,000 _ 0.100 0.090 10,000 By .2011. 6.6.0. t (19%0) 0.080 0.075 0.074 0.072 0.068 0.066 Target Gap - 218,32 t (81%) 0.070 0.060 6,000 0.051 > 0.050 W 2011-2016 Initiatives: 566 Vy a v 0.040 `rr ! i a 0 4,000 0.030 0.020 2,000 0.010 0 0.000 2007 2008 2009 2010 2011 2012 2013 ' 2014 2015 2016 2016 Target Pre-2007 Buildings Streetlights Fleet ■ Waste Bpu The initiatives through 2010 have reduced the target gap of 3492 t of GHG emissions by 19%. The remaining gap of 2832 t of GHG emissions corresponds to an annual reduction target of 566 Vy from 2011 to 2016. This is over double the annual impact of the initiatives being implemented in. 2009 and 2010 (260 by). By 2011, the Corporation will need to step-up its corporate sustainability initiatives to a new level to meet its 2016 target. One missing element that is crucial in supporting this new level of attention and focus is an automated energy and GHG emission monitoring and monthly reporting system. I 11 E ATTACHMENT# TO REPORT City of Pickering - Energy and GHG Sustainability Indicators 116 2.3 Energy and GHG Monitoring and Reporting It is recommended that the City utilize an energy management system that accurately monitors and reports corporate energy consumption -and corresponding GHG emissions on a monthly bas.is. This reporting will provide the operational and management information required to bring the needed attention to this crucial corporate challenge and to support decision-making utilizing a sustainability lens. An energy and GHG management system can provide additional benefits for the City including: • Automated comparison of facility energy performance and potential benchmarking to other similar municipal facilities • Monthly reports to both Operations staff and management provides the visibility and attention required-to ignite a sense of urgency to reduce energy and operating costs and to improve processes • Savings verification of energy efficiency and GHG reduction projects • Baseline data for calculating energy savings for obtaining government and utility incentives • Third party data entry of invoices (as well as interface with smart meter data and electronic invoices) to ensure accurate and detailed energy information is in the system. • Meets future requirements of the Green Energy Act that require all public agencies including municipalities to prepare energy plans including annual progress updates • Meets requirements of PCP Milestone 5 There are several software packages available from private contractors, which tend to be very costly (over $100k) and may have risks concerning future service and support. There are at least two options that are more economical and are backed by secure organizations. Option 1 - "Energy and Environment Management System" (EEMS) developed, licensed and supported by. York Region This software was developed by a municipality for municipalities. York Region and a network of GTA municipal licensees (including Markham, Oakville, Halton) regularly share best practices. The program provides comprehensive coverage of all energy consumption including facilities, streetlighting, and fleet fuels along with performance indicators. 12 ATTACHMENT #--a.-TO REPORT # - i v City of Pickering - Energy and GHG Sustainability Indicators 117 Its major disadvantage is that it has no benchmarking capability for similar facilities at other municipalities, so there is no automated mechanism for comparing energy performance such as energy use per square foot to other similar facilities. Option 2 - LAS Energy Management Tool (EMT) - developed and supported by. AMO Pickering was part of their pilot program last year. Software is newer and is currently focused on facilities only. It has drastically improved its service capability from a year ago and now has a viable product and service including extensive benchmarking capability. Table 4 - Cost Comparison Between EEMS and EMT Systems System Purchase Annual Option 1 Option 2 Option 2 Total Total Price Fee Third Third Optional Annual Annual (capital Party Party Account Costs - Costs - cost) Electronic Paper Maintenance Self- Full Inputting Invoice.' and Report Service Service Fee Inputting Generation (option (option, Fee 1 2 York $20,000 $2,000 $3,600 $5,400 Not offered $ 5,600 $ 7,400 EEMS LAS Nil $3,600 $3,600 $5,400 $9,000 $ 7,200 $18,000 EMT Table 4 shows that the EMT "self-service" option (option 1) is an "apples to apples" comparison to EEMS. The EMT self-service option is more economically attractive as the simple payback on the EEMS capital outlay is prohibitively high at 12.5 years in comparison to EMT. The EMT "full-service" option (option 2) provides an important service that EEMS does not in that it verifies data accuracy and generates and distributes different levels of reports depending on the needs of operations and management. On an economic basis, the EEMS system has a payback of less than 2 years when compared to the full service LAS EMT option however the service levels are quite different. A problem with the self-service option is that manual invoice copies cannot be processed so electronic information needs to be sent by the City's accounting department. There were a number of problems arising from this method during the pilot project, which include information accuracy and limited information (only energy consumption and cost data are available electronically). Other relevant information on the invoice is not inputted into the accounting system such as the invoice period start and end dates and electricity power/demand information. 13 ATTACHMENT # TO REPORT #,-~0 City of Pickering - Energy and GHG Sustainability Indicators 18 With this preliminary analysis it's not fully apparent which system will best meet the needs of the corporation. It is recommended that both systems be further investigated by Operations and that they recommend the best option taking into economic considerations, operational decision-making and data verification requirements, and management reporting needs. Key considerations between the two systems include whether facility benchmarking capability and reporting beyond facilities (i.e. fleet software replacement) are important needs of the corporation. 14 ATTACHMENT #,a-TO REPORT # - i 0 City of Pickering - Energy and GHG Sustainability Indicators 119 3. Community Energy and GHG Inventory Update 3.1 Community Summary In 2006, the Pickering community GHG inventory was developed for the years 1995 and 2004. In 2009, as part of a Durham Region wide initiative, community energy and GHG inventories have been gathered for the years 2005 through 2008. This data has been segregated by municipality at the request of Pickering and other Durham municipalities. Table 3 summarizes the annual energy consumption, energy cost and GHG . emissions on an absolute and per capita basis from the 1995 baseline to 2008 as well as the original PCP targets for 2016. The 2016 per capita targets for GHG emissions and energy consumption are reductions of 19% and 35%, respectively, from the 1995 baseline. The GHG emissions have been calculated for each year with corresponding eC02 electricity coefficients as per PCP protocol. Table 5: Community Energy Consumption, Cost and GHG Emissions Target Summary 1995 2004 2005 2006 2007 2008 2016 Energy Use (GJ) 9,264,042 9,786,980 10,562,086 10,278,757 10,793,743 10,652,834 10,948,967 Per Capita Energy 118.3 107.6 116.1 112.5 117.9 114.8 77.60 Energy Cost ($'000) N/A $170,444 $224,401 $224,490 $231,163 $246,852 $261,124 Per Capita Energy Cost N/A $1,874 $2,466 $2,456 $2,524 $2,660 $1,851 eC02 Emissions (t) 511,839 597,821 632,930 586,779 611,092 604,436 744,634 Per Capita eC02 6.54 6.57 6.96 6.42 6.67 6.51 5.28 From 1995 to 2008, absolute GHG emissions have, risen by 18% while per capita emissions have fluctuated without a clear trend. The 2008 per capita emissions are essentially the same as the baseline year of 1995 at 6.5 t/person, and per capita energy consumption has declined slightly by 3% from 118 GJ/person to 115 GJ/person. This difference quantifies the effect of the variable eC02 electricity coefficient. 15 I ATTACHMENT #-j;I) :TO REPORT#IrLc4D-4-~O City of Pickering - Energy and GHG Sustainability Indicators 120 Although per capita energy consumption has declined slightly, the per capita energy cost has risen significantly from $1874/person in 2004 to $2660/person in 2008, a 42% increase. Figure D provides total GHG emissions by sector with the total per capita GHG emissions trend line in red. Section 3.2 will provide further discussion on each sector. The GHG emission targets in 2016 of 744,634 t eC02 and 5.28 t eC02 per capita correspond to a 45% absolute increase and a 19%. per capita reduction from the 1995 baseline. Figure D: Absolute GHG Emissions by Sector and Per Capita Trend Line 800,000 10.0 700,000 _ 9.0 0 8.0 a 600,000 3.. 7.0 4 \ 500,000 c - 6.0 0 0 400,000 _ 5.0 u v 4.0 300,000 a 3.0 f° 200,000 S x 2.0 a 100,000 _ 1.0 0 0.0 1995 2004 2005 2006 2007 2008 2016 Baseline Target Waste 1116 Residential IC&I Transportation 16 ATTACHMENT #-a-TO'REPORT #D -10 City of Pickering - Energy and GHG Sustainability Indicators 121 3.2 Trends By Sector Table 6 provides a summary of absolute and per capita GHG emissions by sector. Each sector will be discussed in the following sections. Table 6 - GHG Emissions by Sector GHG Target Emissions t 1995 2004 2005 2006 2007 2008 2016 Residential 203,900 208,306 212,239 187,801 195,897 183,433 226,938 Residential Per Capita 2.60 2.29 2.33 2.05 2.14 1.98 1.61 IC&I 127,020 171,437 228,462 217,037 234,773 238,640 261,507 IC&I Per Capita 1.62 1.88 2.51 2.37 2.56 2.57 1.85 Transportation 150,048 183,591 166,760 160,872 161,203 163,338 227,904 Transportation Per Capita 1.92 2.02 1.83 1.76 1.76 1.76 1.62 Waste 30,872 34,487 25,469 21,069 19,219 19,026 28,285 Waste Per Capita 0.39 0.38 0.28 .0.23 0.21 0.21 0.20 Total eC02 Emissions 511,839 597,821 632,930 586,779 611,092 604,436 744,634 Total eC02 Per Capita 6.54 6.57 6.96 6.42 6.67 6.51 5.28 Figure E provides the per capita GHG emissions by sector. Yearly fluctuations in all sectors have essentially cancelled each other out as the 2008 total per capita GHG emissions is the same as the 1995 baseline emissions at 6.5 t/capita. Figure E - Per Capita GHG Emissions By Sector 8.0 - - 7.0 0.39 n 0.38, "s 0.23 0.21 6.0 _ 1.83 1.76 1.76 0.20 1.92 2.02 1.76 5.0 N , 4.0 .1.62. ' 2.Sf a 3.0 1.62 +1 88 37 56 57 2.0 a : t k2.60 1.0 .'Z.29 2-33 2.05 2.14 ' .98 H6 .......0.0 1995 2004 2005 2006 2007 2008 Target 2016 r Residential lul u Transportation 12 Waste 17 ATTACHMENT #-2L-TO REPORT # -10 City of Pickering - Energy and GHG Sustainability Indicators 122 3.2.1 Residential The residential sector for purposes of this analysis is comprised of single-family detached and semi-detached homes. Condominiums and apartments are generally on single meters and as such are regarded by the electricity local distribution companies (LDC's) as commercial accounts and cannot be readily segregated from other IC&I customers. The residential sector accounted for 30% of total community GHG emissions in 2008. Table 7 shows the residential energy consumption, energy cost and eC02 emissions on an absolute and per capita basis. From 1995 to 2008, the population grew by 19% while the number of households increased by 20%. Despite the increase in population and households, the energy consumption has.dropped by 15% and the eC02 emissions have decreased by 10%. The difference between the two measures can be attributed to the change to the provincial electricity eC02 coefficient from 1995 to 2006. The eC02 coefficient for the year 2006 has also been used for the years 2007 and 2008 as it's currently the last published figure. Changes in annual weather will also effect annual energy consumption and eC02 emissions. Drops in per capita energy consumption from 2005 to 2006 and from 2007 to 2008 may be partially due to relatively warmer winters in 2006 and 2008 versus 2005 and 2007, respectively. Table 7: Residential Energy Consumption, Cost and GHG Emissions Target Residential 1995 2004 2005 2006 2007 2008 2016 Energy Use (GJ) 4,258,460 3,988,936 4,024,425 3,705,436 3,877,248 3,630,088 3,780,860 Per Capita Energy 54.4 43.8 44.2 40.5 42.3 39.1 26.8 Energy Costs ($'000) N/A $63,702 $70,522 $68,457 $66,931 $65,441 $68,159 Per Capita Energy Costs N/A $700 $775 749 $731 $705 $483 eC02 Emissions (t) 203,900 208,306 212,239 187,801 195,897 183,433 226,938 Per Capita eC02 2.60 2.29 2.33 2.05 2.14 1.98 1.61 18 ATTACHMENT# A TO REPORT# 3-lD City of Pickering - Energy and GHG Sustainability Indicators 123 3.2.2 Institutional, Commercial and Industrial (IC&I) The IC&I sector comprises of institutions (government, schools, hospitals, churches, museums, and other public buildings), office buildings, retail and food service establishments, and industrial facilities. It also includes apartments and condominiums in this analysis for reasons discussed in residential Section 3.2.1. This sector accounts for the largest portion of total community GHG emissions. In 2008, it generated 40% of emissions. Table 8 shows the IC&I energy consumption, energy cost and eC02 emissions on an absolute and per capita basis. From 1995 to 2008, total energy consumption and eC02 emissions have significantly increased by 65% and 88%, respectively. As in the residential sector, the difference between the two measures can be attributed to the change to the provincial electricity eC02 coefficient from 1995 to 2006. Per capita energy consumption and GHG emissions seems to have leveled out between 2007 and 2008. This may be due to the effects of the recession starting in 2008 when some businesses started to reduce production and occupancy rates for commercial space declined, all of which affect energy consumption. Table 8: IC&I Energy Consumption, Energy Cost and GHG Emissions Target IC&I 1995 2004 2005 2006 2007 2008 2016 Energy Use (GJ) 2,824,208 3,129,453 4,116,109 4,237,261 4,575,631 4,650,879 3,855,410 Per Capita Energy 36.1 34.4 45.2 46.4 50.0 50.1 27.3 Energy Costs ($'000) N/A $50,790 $93,297 $94,532 $100,659 $106,403 $88,204 Per Capita Energy Costs /ca ita N/A 558 $1,025 $1,034 $1,099 $1,147 625 eC02 Emissions (t) 127,020 171,437 228,462 217,037 234,773 238,640 261,507 Per Capita eC02 1.62 1.88 2.51 2.37 2.56 2.57 1.85 19 ATTACHMENT# EZE pndRT# 0-S06-'D City of Pickering = Energy and GHG Sus-&Ii ity In ica 6?_ 124 3.2.3 Transportation The transportation sector includes travel by all Pickering residents in personal vehicles and public transportation vehicles, but not rail, marine or air transportation as per PCP protocol. It also includes commercial vehicles used by Pickering businesses and institutions based on provincial proxy data. The total vehicle kilometers traveled is then used to calculate fuel and emission data based on average fuel efficiencies for different classes of vehicles. In 2008, transportation. accounted for the third largest portion of total community GHG emissions generating 27% of emissions. Table 9 shows the transportation consumption, energy cost and eC02 emissions on an absolute and per capita basis. From 1995 to 2008, total transportation fuel consumption and eC02 emissions increased by 9%. However, on a per capita basis, energy and eC02 emissions declined by 8% showing a reversal of an increasing per capita trend from 1995 to 2994. Total energy costs in the transportation sector have risen significantly. On a per capita basis, costs have risen by 31 % from 2004 to 2008, a large portion of which is attributable to the high fuel prices in the first three quarters of 2008. Table 9: Transportation Energy Consumption, Cost and GHG Emissions Target Transportation 1995 2004 2005 2006 2007 2008 2016 Energy Use (GJ) 2,181,374 2,668,590 2,421,552 2,336,059 2,340,864 2,371,867 3,312,696 Per Capita Energy 27.9 29.3 26.6 25.6 25.6 25.6 23.5 Energy Costs ($1000) N/A $55,952 $60,582 $61,501 $63,573 $75,008 $104,761 Per Capita Energy Costs /ca ita N/A 615 666 673 694 808 742 eC02 Emissions (t) 150,048 183,591 166,760 160,872 161,203 163,338 227,904 Per Capita eC02 1.92 2.02 1.83 1.76 1.76 1.76 1.62 20 ATTACHMENT#-z -TO REPORT -10 City of Pickering Energy and GHG Sustainability Indicators 125 3.2.4 Waste The community waste sector includes all waste collected by Durham Region from residents, institutions and businesses within Pickering. It also includes waste collected by private companies from institutions and businesses except industrial waste and construction and demolition waste as very little of the organic portion of this waste ends up in municipal landfills and industrial landfill conditions do not foster decay. As little data is available on private collection, provincial proxy data was used to add to Durham Region records. In 2008, waste accounted for 3% of total community GHG emissions. Table 10 shows the waste tonnage to landfill and eC02 emissions on an absolute and per capita basis. From 1995 to 2008, total waste to landfill and eC02 emissions were reduced by 38% through successful diversion programs. The improvements in this sector are generally permanent systemic changes based on improvements in diversion rates. Table 10 - Waste to Landfill and eC02 Emissions Target Waste 1995 2004 2005 2006 2007 2008 2016 Waste to Landfill (t) 64,089 71,594 52,873 43,740 39,899 39,498 60,054 Per Capita Waste 0.82 0.79 0.58 0.48 0.44 0.43 0.43 eC02 Emissions (t) 30,872 34,487 25,469 21,069 19,219 19,026 28,285 Per Capita eC02 0.39 0.38 0.28 0.23 0.21 0.21 0.20 I 21 ATTACHMENT# a TOREPORT#Dc"~9-10 City of Pickering - Energy and GHG Sustainability Indicators 126 4. Recommendations 4.1 Corporate Actions The key initiatives starting in late 2007 and continuing through 2010 have been a good start for the Corporation. However, in order to meet its 2016 target the City will need to more than double its annual GHG emissions reduction efforts starting in 2011. In order to meet its 2016 target, it is recommended that the City of Pickering: i) Conduct a detailed assessment of the operational and reporting functionality of the two leading energy/GHG emission management software systems (LAS EMT and York Region's EEMS) and acquire such software by mid-2010 (in order to be used for 2011 budget prioritization and decision making). ii) Designate responsibility for the energy/GHG emission coordination function. iii) Conduct full energy audits in 2010 and 2011 on 7 key facilities as identified in the 2009 Energy Management Strategy. iv) Prioritize Recreation Complex projects identified in the audit yet to be implemented and include remaining priority projects in 2011 budget. V) Conduct sustainability assessment of light duty fleet vehicles, fleet management software, and fleet procurement policies in 2010. vi) Develop a detailed PCP submission report that meets the requirements of PCP milestones 4 & 5 for corporate operations. This will. include the corporate section of this report plus the following: a. For milestone 4, a detailed assessment of corporate actions in the Local Action Plan including what has been completed, what needs to be done, and changes in focus. b. For milestone 4, a detailed plan on how to narrow the gap between current status and the 2016 target. c. For milestone 5, a detailed plan for future monitoring and reporting and how this integrates with the sustainability indicators. The submission would be significantly strengthened by the City's commitment to energy and GHG management software. i 22 ATTACHMENT# Q TO REPORT #I -Its City of Pickering - Energy and GHG Sustainability Indicators 127 4.2 Community Actions. Over the last 15 years, the per capita GHG emissions have fluctuated up and down between 6.4 and 7.0 t/person without any sign of real progress. In fact, the 2008 GHG emissions are the same as the 1995 baseline year at 6.5 t/person. Per capita energy consumption shows similar fluctuations with a small reduction in 2008 energy consumption of 3% from the 1995 baseline of 118 GJ/person. While the emphasis has been placed on corporate initiatives over the last two years, the community requires dedicated focus in order to catalyze and support initiatives to significantly reduce energy consumption and GHG emissions. In order to successfully engage the community, it is recommended that the City of Pickering: i) Research and develop refined performance indicators within each key sector (residential, IC&I, transportation, and waste) in order to measure meaningful performance. ii) Report sector performance indicators as part of the community energy and GHG emission sustainability indicator report. iii) Develop and prioritize key sector energy and GHG reduction initiatives as part of the Community Challenge. iv) Develop a PCP submission report that meets the requirements of PCP milestones 4 & 5 for the community. This will include: a. For milestone 4, a detailed assessment of community actions in the Local Action Plan (milestone 3) including what has been completed, what needs to be done, and changes in focus. b. For milestone 4, a detailed plan on how to narrow the gap between current status and the 2016 target including quantification of major initiatives in (ii) above. c. For milestone 5, a plan for continual future monitoring and reporting and how this integrates with the sustainability indicators report. 23 i ATTACH MENT#-a_TOREPORT #,5a.,c )-lo City of Pickering - Energy and GHG Sustainability Indicators 128 Appendix A - Corporate Energy and GHG By Sector Sector Energy and GHG Year Parameters 1995 1999 2004 2007 2008 2016 2016 BAU Target Forecast Buildings Energy Use (GJ) 74,981 69,943 79,509 83,810 85,087 129,117 67,509 Per Capita Energy 0.96 0.81 0.87 0.92 0.92 0.92 0.48 GHG (t eC02) 3,242 4,421 4,198 4,176 4,239 6,433 4,694 Per Capita GHG 0.041 0.051 0.046 0.046 0.046 0.046 0.033 % Per Capita Change 24% 11% 10% 10% 10% -20% Streetlights Energy Use (GJ) 16,599 18,165 20,224 22,146 20,395 34,118 14,930 Per Capita Energy 0.21 0.21 0.22 0.24 0.22 0.24 0.11 GHG (t eC02) 585 1,352 1,124 1,107, 1,020 1,706 1,304 Per Capita GHG 0.007 0.016 0.012 0.012 0.011 0.012 0.009 % Per Capita Change 110% 65% 62% 47% 62% 24% Fleet Energy Use (GJ) 12,862 16,306 17,118 18,514 18,050 28,523 11,518 Per Capita Energy 0.16 0.19 0.19 0.20 0.19 0.20 0.08 GHG (t eC02) 897 1,137 1,199 1,293 1,259 1,992 807 Per Capita GHG 0.011 0.013 0.013 0.014 0.014 0.014 0.006 % Per Capita Change 15% 15% 23% 18% 23% -50% Corporate Waste to Landfill (t) 641 710 716 598 592 922 576 Waste GHG (t eC02) 309 342 345 288 285 444 278 Per Capita GHG 0.004 0.004 0.004 0.003 0.003 0.003 0.002 % Per Capita Change 1% -4% -20% -22% -20% -50% Total Energy Use (GJ) 104,442 104,414 116,852 124,471 123,531 191,757 93,957 % Change from 1995 0.0% 11.9% 19.2% 18.3% 83.6% -10.0% Per Capita Energy 1.33 1.21 1.28 1.36 1.35 1.36 0.67 % Per Capita Change -9% -4% 2% 1% 2% -50% Total GHG (t eC02) 5,032 7,252 6,865 6,864 6,803 10,575 7,083 % Change from 1995 44.1% 36.4% 36.4% 35.2% 110.2% 40.8% Per Capita GHG 0.064 0.084 0.075 0.075 0.074 0.075 0.050 % Per Capita Change 31% 17% 17% 16% 17% -22% Total Energy Costs ($'000) $1,436 $1,487 $2,233 $2,478 $2,645 $3,997 $1,959 Est. Savings ($'000) $2,039 24 ATTACHMENT #_a-_T0 REPORT #D -I0 City of Pickering - Energy and GHG Sustainability Indicators 129 Appendix B - Corporate Initiatives by Facility / Function Location/ Initiative First Full Energy Cost GHG Total % GHG Function Year Savings Savings Savings GHG in Savings Impact (GJ/y) ($/y) (t/y) 2007 from 2007 t/ Facilities Civic Relamping 2008 1,830 $31,375 91.7 Complex HVAC upgrades (3) 2010 1,122 $35,605 55.9 HVAC upgrades (3) 2011 1,068 $16,964 82.7 Total 4,020 $83,944 230.3 810 28.4% Recreation Auto. Systems (2) 2009 232 $4,663 11.5 Complex Catalytic converters 2010 - $0 4.8 HVAC upgrades (2) 2010 1,602 $33,220 79.1 HVAC upgrades (3) 2011 402 $11,711 20.1 Total 2,236 $49,594 115.6 1,654 7.0% Don Beer Catalytic converters 2010 - $0 4.8 HVAC Upgrades 2011 1,448 '$33,357 71.7 Green roof 2011 559 $12,990 27.9 Total 2,007 $46,347 104.4 508 20.6% i West Shore HVAC upgrade 2008 174 $2,060 8.6 Building upgrade 2011 56 $1,663 2.8 Total 231 $3,723 11.4 27 42.0% East Shore Relamping 2010 17 $432 0.9 Building upgrade 2011 502 $5,922 24.7 Total 519 $6,354 25.6 157 16.4% Greenwood Fuel switch 2009 34 $1,771 4.2 7 56.1% Library Dunbarton Building upgrade 2010 2,381 $58,120 117.5 235 50.00/0 Pool Total Initiatives By Year 2008 2,004 $33,435 100 2.4% Facilities 2009 265 $6,434 16 0.4% 2010 5,123 $127,377 263 6.3% Initiatives To-date 7,393 $167,246 379 4,176 9.10/0 Projects in 2010 2011 4,035 $82,607 230 5.50/0 Total thru 2010 11,428 $249,853 609 4,176 14.6% 25 r ATTACHMENT#_a__.TO REPORT#bS.Da -10 City of Pickering - Energy and GHG Sustainability Indicators 130 Location/ Initiative First Full Energy Cost GHG Total % GHG Function Year Savings Savings Savings GHG in Savings Impact (GJ/y) ($/y) (t/y) 2007 from 2007 (t/y) Fleet Fuel Efficient Hybrid Ford Escape-5 2008 102 .$3,233 6.9 0.6% Vehicles Emissions Lawn mowers & Snow 2011 4.2 0.3% Controls Total thru 2010 102 $3,233 11 1,221 0.90/0 Streetli hts Traffic Relamp with LED's 2009 374 $10,901 19 40% Lights Relamp with LED's 2010 420 $12,217 21 45% Total Traffic Lights 794 $23,118 40 47 850/0 Total Total Streetlights 794 $23,118 40 1107 3.6% Grand Total. Grand Total Initiatives by Year 2008 2,106 $36,668 107 2.0% 2009 640 $17,335 34 0.7% 2010 5,543 $139,593 284 5.4% Initiatives To-date 8,289 $193,597 426 5,283 8.10/0 Projects im2010 2011 4,035 $82,607, 234 4.4% Total Projects thru 2010 12,324 $276,204 660 5,283 12.5% i 26 Report To Executive Committee PICKERING Report Number: OES 19-10 131 Date: September 7, 2010 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender for Dunmoore Tennis Court Reconstruction File: A-1440 Recommendation: 1. That Report OES 19-10 of the Director, Operations & Emergency Services regarding the tender for Dunmoore Tennis Court Reconstruction be received. 2. That Tender T-8-2010 submitted by Court Contractors Ltd. for the Tennis Court Resurfacing Project in the amount of $139,894.00 (HST included) be accepted; 3. That the total gross project cost of $156,708 (HST included) including the tender amount and other associated costs and the total net project cost of $141,120 be approved; 4. That the Director, Corporate Services & Treasurer be authorized to finance the project as follows: a) that the sum of $140,000 to be financed by the issue of debentures by the Regional Municipality of Durham over a period not exceeding five (5) years; b) the balance sum of $1,120 to be funded from the 2010 Current Budget; c) that the annual repayment charges in the amount of approximately $31,890 be included in the annual Current Budget for the City of Pickering commencing in 2011, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; d) the Director, Corporate Services & Treasurer has updated the City's 2010 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario, and would not cause the City to exceed the updated Limit, and therefore, Ontario Municipal Board approval is not required prior to City Council's authorization; e) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; Report OES 19-10 September 7 2010 Subject: Dunmoore Tennis Court Reconstruction Page 2 132 5. That the draft by-law attached to this report be enacted; and 6. That the Director, Corporate Services & Treasurer be authorized to take necessary action in order to give effect hereto. Executive Summary: As part of the 2010 Parks Capital Budget, Dunmoore Tennis Court Reconstruction was approved as a construction project. Tender T-8-2010 was issued on June 16, 2010 and closed on Wednesday, July 7, 2010 with five (5) bidders attending the site visit, and two (2) companies submitting a bid. The Operations & Emergency Services Department, Operations & Facilities Division recommends acceptance of the bid submitted by Court Contractors Ltd. The total net project cost is estimated to be $141,120 (net of HST rebate). The City's purchasing policy requires staff to Report to Council on matters of the tender and financing in order to proceed with this project in a timely manner. Financial Implications: 1. Tender Amount T-8-2010 $123,800.00 HST (13%) 16,094.00 Subtotal $139,894.00 HST Rebate (11.24%) (13,915.121 Total $125,978.88 2. Approved Source of Funds Parks Capital Budget Location Project Code Source of Funds Budget Required Dunmoore Tennis Court 5780.1003.6181 Five (5) ye sir debt $180,000 $140,000 Reconstruction financing Property Taxes 1,120 Total 1 Q 141120 CORP0227-07/01 revised Report OES 19-10 September 7, 2010 Subject: Dunmoore Tennis Court Reconstruction Page 3 .133 3. Estimated Project Costing Summary T-8-2010 - Tender for Dunmoore Tennis' Court Reconstruction 5780.1003.6181 Project Costs Tender Cost Supply of labour, materials and equipment to provide $123,800 reconstruction of (4) Tennis Courts located at Dunmoore Park Contingency Costs 12,380 Advertising & Miscellaneous 2,500 Total Costs $138,680 HST (13%) 18,028 Total Gross Project Costs 156,708 HST (11.24%) 1. ( 5,588) Total Net Project Cost 1141,120 Project cost under (over) the approved funds by $38,880 Sustainability Implications: The reconstruction of the Dunmoore Tennis Court using the penetration asphalt system which includes grinding of the existing surfacing will alleviate any removal of surfacing material to landfill. Less material is required in the process as the original surfacing material is ground and compacted to form the base for the new surface. Background: As part of the 2010 Parks Capital Budget, the Dunmoore Tennis Court Reconstruction was identified as a construction project. Tender T-8-2010 was issued on June 16, 2010 and closed on Wednesday, July 7, 2010 with five (5) companies attending the site visit, and two (2) companies submitting bids. The total gross tender cost is estimated to be $139,894 for an estimated net cost to the City of $125,978.88 (net of HST rebate). References for Court Contractors Ltd. have been checked and are deemed acceptable by the Inspector, Parks. The Health & Safety Policy, current WSIB council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurances as submitted by Court Contractors Ltd. have been reviewed by the Coordinator,. Health & Safety and are deemed acceptable. In conjunction with staff's review of the contractor's previous work experience, check of reference: submitted and the bonding available on this project, the tender is deemed acceptable. CORP0227-07/01 revised Report OES 19-10 September 7, 2010 Subject: Dunmoore Tennis Court Reconstruction Page 41 34 Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Operations & Facilities . Division recommends the acceptance of the bid submitted by Court Contractors Ltd. for Tender T-8-2010 and associated costs in the amount of $156,708 (HST included) and that the total net project cost of $141,120 be approved. This memo has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated July 8, 2010 2. By-law to authorize issuance of debentures in the amount of $140,000 for the Dunmoore Tennis court construction Prepared By: Approved/Endorsed By: oh /Hannah Everett Buntsma, Director SuKerintendent, Municipal Operations Operations & Emergency Services C J~vr Do T colt Gillis A. Paterson, Director Inspector Parks Corporate Services & Treasurer Vera A. Felgemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services I Caryn Kong Senior Financial Analyst Capital and Debt Management CORP0227-07/01 revised Report OES 19-10 September 7, 2010 1u?e~Jct: Dunmoore Tennis Court Reconstruction Page 5 JH:cr Copy: Chief Administrative Officer Recommended or the consideration of Pickerin ou i Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised ATTACH MENT#.J_ T9REPORT# 65S ~i-ld of N _ 1 3 6 ~ PI KERI Memo To: Everett Buntsma July 81h, 2010 Director, Operations & Emergency Services From: Vera A. Felgemacher Manager, Supply & Services Copy: John Hannah Superintendent, Municipal Operations Subject: Tender No. T-8-2010 Tender for Dunmoore Tennis Court Reconstruction Closing: Wednesday July 7th, 2010 File: F-5400-001 Tenders have been received for the above {project. An advertisement was placed in. the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for this pFoject. Five (5) bidders signed-in at the mandatory site visit held on Monday, June 28th, 2010 at 1.0:00AM:of which two (2) submitted_ a bid. A copy of the Record of Tenders Opened and Checked used at the public tender opening is 'attached. Tenders shall. be irrevocable, for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly,' which has been done_ Copies.of the tenders are attached for your review along with the summary of costs. SUMMARY Harmonized. Sales Tax included Iidtler Total' Tenderetl Amount 'After GalcUlation,Check Di g -Con International $175,150.00 x_$175,150:00 Court Contractors $139,894.00 $139,894,00 i _ To npo T# ATTACHMENT# Uf 137 Pursuant to Information to Bidders Item 19, the following will be requested of the low bidder for your review during the evaluation stage of this.tender call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury- Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) Acopy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (d) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; Include the following items in your Report to Council: (a) . if items (a) through (e) noted' above, are acceptable to the Co-ordirnator, Health & Safety; (b) if item (d) = Insurance - is acceptable to the Manager, Taxation; (c) any past work experience with the low bidder - Court Contractors - including work location; (d) without past work experience, if reference information.is acceptable; (e), the appropriate' account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; . (g) Treasurer's confirmation of funding; (h) related departmental approvals; (i) any reason(s) why the low bid is not acceptable;. and (j) related comments specific to the project. Please do not.disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the outcome in. due course. If y u require further information, please feel free to contact me or a member of Supply & Se ices. VAF/ar Attach ents July 8 12010 Page 2 Tender No. T-8-2010 Tender for Dunmoore Tennis Court Reconstruction 1 Ch'l EN ~'OREP0RT# 6C_ .(q-t Z7 The Corporation of the City Of Pickering 138 By-law No. Being a by-law to authorize the issuance of debentures in the amount of $140,000 for the Dunmoore Tennis Court Reconstruction Project in the City of Pickering Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes construction to proceed in respect of Dunmoore Tennis Court Reconstruction Project; and, Whereas before authorizing the construction to proceed in respect of Dunmoore Tennis Court Reconstruction Project on the date hereof the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and therefore, Ontario Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved report, OES 19-10 on the date hereof and awarded Tender T-8-2010 for the Dunmoore Tennis Court Reconstruction Project. Now therefore the council of The Corporation of the City of Pickering hereby enacts as follows: 1 To REpORT#_LC By-law No. a Page 2 139 . 1. That the City proceed with the project referred to as "Dunmoore Tennis Court Reconstruction"; 2. That'the estimated costs of the project in the amount of $141,120 be financed as follows: a) The sum of $140, 000 be financed by the issue of debentures by the Regional Municipality of Durham over a period not exceeding five (5) years; b) The balance sum of $1,120 be funded from the 2010 Current Budget; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2011 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 13th day of September, 2010. David Ryan, Mayor Debbie Shields, City Clerk City Report To Executive Committee PICKERING Report Number: OES 20-10 Date: September 7, 201 Q 4 O From: Everett Buntsma Director, Operations & Emergency Services Subject: Creative Outdoor Advertising (COA) - Extension of Recycling Bin Agreement - File: A=1440 Recommendation: 1. That Report OES 20-10 of the Director, Operations & Emergency Services concerning Creative Outdoor Advertising be received; 2. That Staff be authorized to exercise an extension of the Agreement with Creative Outdoor Advertising for an additional five years, commencing September 15, 2010 and ending on September 14, 2015; and 3. That appropriate officials be authorized to take action to finalize the terms of the extension Agreement, and that the Mayor and Clerk be authorized to execute the extension agreement. Executive Summary: Creative Outdoor Advertising (COA) provides and maintains garbage and recycling bins on City properties in return for advertising rights on the bins. There are 12 bins currently installed, four are located within City parks and the remaining eight are located on City streets. The five year Agreement (Attachment #1) the City signed with COA ends on September 14, 2010. Within the Agreement there is a Term whereby COA shall have the right to extend the Agreement for an additional five years commencing September 15, 2010 ending on September 14, 2015. Financial Implications: The COA program operates at no cost to the City, the bins are owned, maintained and serviced by COA. The City receives $125 per year for each installed bin. The revenue generated from this program has been budgeted for the full 2010 year. COA has shown an interest in installing additional bins which will increase the revenue generated in future years. Report OES 20-10 September 7, 2010 1 bjei t: Creative Outdoor Advertising (COA) Page 2 Sustainability Implications: The bins located within the City accommodate the deposition of source separated garbage and recycling helping to reduce the amount of litter on City streets, boulevards, waterways and parks. If the contract were to terminate all bins would be removed on September 14, 2010, resulting in a significant disruption in service and subsequent litter concerns, The City of Pickering would have to immediately purchase and maintain waste collection bins in place of the COA bins as residents have become reliant on these bins. Background: At the Council meeting of September 19, 2005 (Resolution #159/05) staff were authorized to take action to initiate the terms of an agreement with Creative Outdoor Advertising for the supply, installation and maintenance of recycling bins. The Agreement was signed for a five year period commencing on September 15, 2005 and concluding on September 14, 2010. Within the. Agreement, COA was given the right to an extension for an additional five years commencing September 15, 2010. COA was to provide the City with notice of its intention on or before April 30, 2009. COA did not do this because they were pursuiig a contract with the Region.of Durham which was not approved. Due to changes in City staff it was not noticed that COA had not provided their intentions in writing until July 2010. City staff and COA have since met to discuss existing as well as potential changes to contract terms if there were an extension on the Agreement. COA is very keen to continue working with the City and has sent a letter of intent (Attachment #2) The new terms have to be negotiated but COA intends to install a minimum of 10 new bins which will increase the total number to 22. COA is very aware of the impact of marketing materials cluttering City streetscapes and does not want to create marketing oversaturation in Pickering. The revenue the City will receive for the bins will stay consistent with the current contract at $125 per bin, per year. COA has recognized that many roadside garbage bins are used for dumping household waste. They have designed a new bin to help reduce this behaviour and will install them in Pickering. City staff are satisfied with the COA program and have found the company to be quick to answer to any.complaints or suggestions. COA has similar programs in other Durham municipalities including, Ajax, Whitby and Clarington as well as programs in other municipalities across Canada and the US. Attachments: 1. Creative Outdoor Advertising Agreement (existing) 2. Letter of Intent to Renew (letter dated August 5, 2010) CORP0227-07/01 revised Report OES 20-10 September 7, 2010 Subject: Creative Outdoor Advertising (COA) Page 3 142 Prepared By: Approved/Endorsed By: Michelle Pongracz Ric and W. Iborn, P. Eng. Coordinator, Environmental D' ision Head Awareness Programs ngineering Servic Marilee Gadzovski E ett Buntsma Stormwater & Environmental Engineer Director Engineering Services Operations & Emergency Services MP:mp Copy: Chief Administrative Officer Recommended for the consideration of Picked i Co Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised Cc o ATTACH MEW T # TO RE PORT# O ES S -1,6 - 10 Pickering Civic Complex . 1 4 3 One The Esplanade of / Pickering, Ontario Canada L1V 6K7 Direct Access 905.420.4660 PICKERI TG Toll Free 1.866.683.2760 1 j l v cityofpickering.com CORPORATE SERVICES DEPARTMENT Clerk's Division Division 905.420.4611 Facsimile 905.420.9685 clerks@city-pickering.on.ca July 27, 2006 Paul C. Seaman Municipal Affairs Consultant Creative Outdoor Advertising 2402 Stouffville Road Gormley, ON LOH I GO Subject: Creative Outdoor Advertising Agreement - File: L-4100 Please find attached a duly executed signed copy. of, the Agreement between the Corporation of the City of Pickering and Creative Outdoor Advertising for recycling bins and selling advertising space. Should you require. any further assistance, please do not hesitate to contact me at 905.420.4611, ext. 2153. Yours truly Debi A. Bentley,` CMO, :CMM II City Clerk DB:Ib Copy: Director, Operations & Emergency Services ATTACHMENT# ~ TOREPORT# Q~S a0-I (7 . Z Of THIS AGREEMENT made as of the 15th day of June, 2006 BETWEEN: THE CORPORATION OF THE.'CITY OF PICKERING (the "City„) - and - THE BENCH PRESS LTD.' carrying on business under the firm name and style of "CREATIVE OUTDOOR ADVERTISING" ("COA") . WHEREAS COA is engaged in providing StreetscapingTM recycling bins and related appurtenances and selling advertising space thereon for the purpose of advertising goods and services; and AND WHEREAS COA has asked the City for the privilege of placing such recycling bins on untravelled portions of highways within the jurisdiction of the City. NOW THEREFORE the parties agree as follows: DEFINITIONS 1. In this Agreement, (a) "Amenities" means StreetscapingTM' recycling bin modules containing waste receptacles, advertising faces and a mounting pad for each (if required); and (b) "Director" means the City's Director of Operations and Emergency Services or his or her designate. TERM 2. The term of this Agreement shall be five (5) years commencing September 15, 2005 and ending September 14, 2010 (the "Term") unless terminated earlier pursuant to the terms of this Agreement. 3. COA shall have the right to extend this Agreement for an additional five (5) years commencing September 15th, 2010 provided it is then in compliance with all of the terms of this Agreement. COA shall provide the City with notice of its intention to exercise such right on or.before April 30, 2009, failing which the option shall no longer exist. ATTACHMENT#-- L2_ TO REPORT# O 5.20 -1 145 3 f INSTALLATIONS & MAINTENANCE 4. The Director must approve the style and design of the Amenities. Generally, however, the style and design of the Amenities shall as shown in Appendix "A" attached hereto 5. The City shall permit COA to install a minimum of 500 Amenities on untravelled portions of highways within the jurisdiction of the City. COA and the City shall endeavor to obtain permission to install any Amenities on Regional Roads in Pickering. 6. In the selection of each location, consideration shall be given to the convenience of the public. The Amenities shall not to obscure signs, transit stops or interfere with the visibility or effectiveness of advertising on transit shelters. The Director must approve the placement of all Amenities. 7. COA may install Amenities at sites where advertising transit shelters exist provided the Director has approved such sites using the same criteria as are applicable to all other sites. 8. The Director shall not allow the placement of any other advertising products within the immediate vicinity of the Amenities that interferes with the visibility or effectiveness of the Amenities. 9. The Director shall not allow'the placement of any other advertising products or amenities that serve a similar purpose to the Amenities. 10. The City and COA shall work cooperatively in the selection of sites. The Director shall approve or decline any formal request made by COA within 30 days of receiving such request in writing. If the Director has not responded to any such request within 30 days, COA shall have the right to commence installations without penalty provided that the City has not requested an extension. 11. COA shall provide and update as necessary a "Location List" that identifies the location of all Amenities and the date that such Amenities were installed. 12. COA shall install all Amenities on a mounting pad unless a suitable base exists. Where a mounting pad does not exist and is required, COA shall install, at COA's sole expense, a mounting pad. COA shall be responsible for ensuring that all mounting pads provide for the safe movement of pedestrians to, from and around the Amenities. 13. COA shall ensure that the installation of and all maintenance and repair of the Amenities is carried out in a proper and workmanlike manner and so as not to create hazards to utilities or the City and shall ensure the safety of pedestrians and the safe movement of vehicles. 14. During the construction or installation of the Amenities COA shall keep each location in a clean and orderly condition and remove all waste and unusable material from each location upon completion of the construction or installation of each Amenity or as required by the Director. Creative Outdoor Advertising Agreement ATTACHMENT# - TO REPORT# 12 ,26-1 of 1- 3 146 15. COA shall be solely responsible for obtaining all necessary authorizations before any Amenity is installed and for any other work undertaken by COA pursuant to this Agreement. 16. COA shall maintain all Amenities in good repair and shall be solely responsible for ensuring the provision of normal maintenance to those amenities including, (a) keeping the grass trimmed; (b) keeping the Amenities free of debris; (c) emptying, removing and disposing of waste and recycling materials from the Amenities; (d) using "best possible" endeavors to keep the Amenities clear of snow and ice; (e) keeping the Amenities clean and free of graffiti; (f) replacing Amenities at the request of the City at the entire expense of COA; and (g) inspecting the Amenities for damage during regular maintenance and make arrangements for timely repair. 17. COA shall maintain the Amenities on a frequency of not less than every seven days or more frequently if required to keep the area and the Amenities visually clean. 18. The City shall endeavour not to allow snow to be piled on or about any Amenity by municipal works/snow removal employees except where unavoidable or where alternate options are not present. 19. In addition to COA being solely responsible for emptying, removing and disposing of waste from and cleaning waste receptacles in the modules during times of normal maintenance, COA shall remove and dispose of all waste and clean waste receptacles more frequently upon request by the Director when deemed necessary by the Director in his or her sole discretion. 20. COA shall deliver waste materials and/or recycling materials to a site mutually agreed upon by the City and COA however, COA shall be responsible for any tipping fees associated with disposal. 21. COA shall continuously maintain all Amenities and keep them free from damage and to protect the property of the City from injury or loss. 22. The City may provide written notice to COA when any Amenity requires regular maintenance or repair and COA, as soon as is'reasonably possible, and not later than 48 hours after the giving of such notice, shall undertake the maintenance or repair required at COA's sole expense. 23. The City may provide written notice to COA when any Amenity requires emergency maintenance or repair if its condition is such that, in the Director's sole opinion, the condition renders a serious danger to the public. In such an event, COA as soon as possible and not later than 24 hours after the giving of such notice, repair and make safe the Amenity at COA' s sole expense and to the satisfaction of the Director. In Creative Outdoor Advertising Agreement ATTACHMENT# / -TO REPORT# OL_S 20 of 4 147 an emergency situation where a 24 hour wait is in the Director's sole opinion considered unacceptable, the City may without notice arrange for work to be done to eliminate public danger and COA shall be solely responsible for paying all costs incurred by the City for such work. 24. COA shall comply with all requirements of the City with respect to parking and street occupancy during all installations and maintenance of the Amenities. 25. The City. shall have the right to order the removal or relocation of any Amenity installed within the jurisdiction of the City. COA shall remove or relocate any such Amenity within 48 hours of the City giving notice to COA. COA shall restore the site from which the Amenity was removed to the condition the site was in immediately prior to the installation of the Amenity and to the satisfaction of the Director. Such removal, relocation and restoration shall be at no expense to the City and all such costs associated therewith shall be borne and paid by COA. Where COA fails to remove or relocate such Amenity within 48 hours or where COA fails to restore the site as required, the City may arrange for such removal, relocation and restoration and COA shall be solely responsible for paying the City all costs incurred by the City for such work. 26. COA shall pay to the City during the first five years of the Term $125.00 per annum for each installed Amenity. REVENUE, ACCOUNTING & AUDIT 27. If COA exercises its right to extend in accordance with section 3, then COA and the City shall review the rate set out in Section 26 to determine its fairness to both parties. The rate to be paid to the City for each Amenity during the term of the extension shall be the prevailing rate for similar services in the Durham Region In no event shall the rate be less than $125 per Amenity per annum increased by CPI (All Index) for each year of the extended term. If the parties cannot agree to the rate during the term of the extension on or before December 31, 2009, then the matter shall be referred to and resolved by arbitration in accordance with the Arbitration Act, 1991, S.O. 1991, c.17. The arbitration decision shall be final and binding. 28. COA shall pay installments (1/12) to the City for each installed Amenity at the rate set out in Section 26 each and every month commencing on the first month of this Agreement. This payment will be due on the 15`h day of each month. Within 60 days of each anniversary date of this Agreement and within 60 days of the end of the Term, COA shall provide the City with financial statements satisfactory to the Director showing the revenues received or receivable for all Amenities for the previous year. 29. The City or anyone designated by the City in writing shall have the right at all reasonable times to audit and inspect accounts, records, receipts, vouchers and other documents relating to the Amenities and shall have the right to make copies thereof and take extracts therefrom. COA shall make available all facilities reasonably necessary for such audits or inspections. Creative Outdoor Advertising Agreement I 5 ATTACHMENT# I - TOREPORT# OCS .20-/d rof-1-L, EXCLUSIVITY 48 30. COA shall have the exclusive right to supply advertising on the Amenities provided the Agreement is in good standing. REGULATION OFADVERTISING COPY/STANDARDS 31. All advertisements must be aesthetically pleasing to and fit into the environments in which they are placed. All advertising copy and design must not contain any material, language, representation or image which discriminates on any prohibited grounds of discrimination as set out in the Ontario Human Rights Code, and all advertising copy and design must comply with Advertising Standards Canada's Codes and Guidelines including but not limited to the Canadian Code of Advertising Standards and with all laws. Advertisements shall not, (a) contain inaccurate or deceptive claims or statements; (b) present products prohibited from sale to minors in such a way as to appeal particularly to persons under legal age; (c) present demeaning or derogatory portrayals of individuals or groups; (d) take a stand on controversial societal issues; (e) exploit violence or sexuality; (f) promote tobacco products; (g) interfere with the operation of equipment of the provision of programs and services; (h) violate or conflict with any existing City policies or any new policies which may be adopted. 32. COA shall remove any advertising that is deemed by the Director in his or her sole discretion not to comply with the provisions herein or is otherwise objectionable within 48 hours of the City giving COA notice, failing which the City may remove such advertising at the sole expense of COA. PROVISION OF PROMOTION AMENITIES & TERMS 33. COA agrees to make available to the City upon 30 days written notice, 10% of the available advertising faces on the Amenities covered under this Agreement during any month for use by the City (or their agencies) free of charge for.public service messages or advertising for municipal purposes. The City will be responsible for the cost of designing, producing and supplying such public service messages or municipal advertising to COA. COA will be responsible for installation and removal of the advertising at COA's sole expense. OWNERSHIP Creative Outdoor Advertising Agreement ~ 6 ATTACH MENT#-~ 49 ~ Q REPQRT#L~ ~ S o20 af OWNERSHIP 34. The Amenities shall remain the property of COA and on the termination of this Agreement shall be removed by COA or otherwise disposed of, unless otherwise agreed to by the parties in writing, and COA shall restore the sites to the condition they were in immediately prior to the installation of the Amenities, all at COA's sole expense. TERMINATION 35. If COA neglects or fails to carry out or to comply with any of the terms, covenants, undertakings or conditions of this Agreement, the Director may, after having given written notice to COA of such default and which. default has not been corrected to the satisfaction of the Director within 3 days of the notice being given, terminate this Agreement by giving 90 days notice to COA and this Agreement shall be deemed to be terminated on the day specified in the notice. Upon such notice having been given, COA shall forthwith at COA's entire expense remove all Amenities and restore the sites to the condition they were in immediately prior to the installation of the Amenities and to the satisfaction of the Director. 36. Where COA fails to remove any Amenity or to restore any site as required by this Agreement, the City may, in its sole discretion, take ownership and possession of all or any of the Amenities and/or may arrange for the removal of all or any of the Amenities and the related site restoration and COA shall be solely responsible for paying to the City all costs incurred by the City for such work. 37. If COA does not elect to extend this Agreement pursuant to section 3, it shall remove all Amenities at its expense within 30 days of the termination of the agreement and restore the sites to the condition they were in immediately prior to the installation of the amenities and to the satisfaction of the Director. NOTICE 38. All notices, demands and requests required by this Agreement shall be in writing and shall be sent by ordinary prepaid mail or by fax to: City Clerk The Corporation of the City of Pickering One, The Esplanade Pickering, Ontario LIV 6K7 FAX #(905)-420-9685 The Bench Press Ltd. "Creative Outdoor Advertising" 2402 Stouffville Road Gormley, Ontario LOH 1G0 FAX # (905)-887-2221 Creative Outdoor Advertising Agreement 7 ATTACHMENT# l TO REPORT# ~E 2,0-1,0 g -of ___L~_ 150 Service by mail shall be deemed effective the 3rd day after mailing and service by fax shall be deemed upon sending by fax. Each party shall ensure that the other party is notified in writing immediately of any changes in the contact information above. INSOLVENCY 39. Should COA become insolvent, bankrupt, unable to pay its debts or make an authorized assignment or compromise to their creditors and be unable to perform their duties under this Agreement, the City may in addition to and without prejudice to its other lawful rights and remedies forthwith terminate this Agreement by written notice and the time limit set forth in Section 35 shall be waived and.all Amenities will become the property of the City. ASSIGNMENT 40. COA may not assign their rights or obligations under this Agreement, or portions thereof without the written approval of the City. INDEMNITY 41. COA shall be responsible for any and all damages, or claims for damages for injuries or accidents done or caused by it or its employees or contractors, or resulting from the prosecution of the work, or any of its operations, or caused by reason of the existence or location or condition of the work, or of any materials, paint or machinery used hereon or herein or which may happen by reason hereof, or arising from any failure, neglect or omission on their part, or on the part of any of their employees or contractors, to do or perform any or all of the several acts or things required to be done by it or them under and by this Agreement. COA shall hold the City harmless and indemnify it for all such damages and claims for damage. If COA fails, neglects or omits to observe and perform faithfully and strictly, all the provisions of this Agreement, the City may, 30 days after having given notice of such failure, neglect or omission, take such steps, procure such material, items, trucks and workers and so such work or things as they may deem advisable toward carrying out and enforcing the same and may, to the extent of the costs thereof, charge these costs back to be paid by COA and may recover such costs in any court of competent jurisdiction as a debt due and owing by COA to the City. 42. COA shall save, defend and keep harmless and fully indemnify the City and their officers, servants or agents, from and against all actions, suits, claims, liens, and demands which may be brought against or made upon the City, their officers, servants, or agents and of, from and against all loss, costs, charges, damages and expenses which may be paid, sustained or incurred by the City, their officers, servants by reason of, or on account of or in consequence of the execution and performance of the contract work, or the non- execution or imperfect execution of the contract work or the supply or non-supply of the work or otherwise by reason of or arising out of the right to occupy parts of the untravelled public highways hereby granted Creative Outdoor Advertising Agreement 8 ATTACHMENT#TOREPORT#nLs 24-/ 151 of and COA will pay to the City or any of their officers, servants or agents, on demand, as the case may be, which may be paid, sustained or insured by the suits, claims, liens, executions or demands and all monies paid or payable by the City or such officers, servants, or agents in settlement or in discharge thereof or on account, thereof and that in default of such payment all loss, costs, changes, damages and expenses and all monies so paid or payable by the City or such officers, servants, or agents may or may be recovered from COA in any Court of competent jurisdiction as monies paid at COA's request and COA hereby authorize and empower and the City or thereafter their solicitors for the time being to settle or compromise the City or their solicitors may deem expedient, any actions, suits, claims, liens, executions or demands which may be brought against or made upon the City, their officers, servants, or agents by reason of, or on account of or in performance of the Agreement and the performance of the Agreement or the non-execution or imperfect execution of the contract work and the supply or non-supply of the contract work or otherwise by reason of or arising out of or as a result of this Agreement or the permission to occupy parts of the highways hereby given. 43. In addition to and without limiting any of the other indemnification obligations of COA pursuant to this Agreement, COA covenants to indemnify and save harmless the City from any and all claims, liabilities, damages, costs, expenses, suits or actions, or other proceedings by whomsoever made, sustained, brought or prosecuted in any manner resulting from any claim relating to the placement or removal of advertisement(s) on any Amenities and to inventions, copyrights, trademarks, patents, industrial designs and rights thereto used in the work done or in the advertising placed on the Amenities, provided that COA shall have no obligation of indemnity hereunder with respect to any advertisement supplied to COA by the City. INSURANCE 44. COA shall procure and maintain for the duration of this Agreement, liability insurance relative to each Amenity installed which, (a) names the City as an additional named insured; (b) has a limit of liability of not less than FIVE MILLION DOLLARS ($5,000,000.00) for any one occurrence and the amount of such liability insurance shall be increased at the request of the City based on reasonable grounds acceptable to COA; (c) is comprehensive liability insurance covering all operations and liability assumed under this Agreement; (d) does not contain any exclusions or limitations in respect of shoring, underpinning, razing or demolition of any building or structure, collapse of any structure or subsidence of any property, structure or land from any cause; (e) is endorsed to provide that the policy will not be altered, cancelled, or allowed to lapse without thirty (30) days prior written notice to the City; and Creative Outdoor Advertising Agreement 9 ATTACH MENT# TO REPORT# OES .20-10 152 (f) contain a cross-liability clause. 45. COA shall file with the City a copy of the certificate of liability insurance evidencing the requirements of section 44 . 46. COA shall be responsible for deductible amounts (which amounts shall be mutually satisfactory to COA and the City) under the policies. AGREEMENT DEFINITION 47. No amendment of this Agreement shall be deemed valid unless effected by a written amendment signed by both parties and no waiver of rights of any kind under this Agreement shall be effective unless in writing by the party for whom they are a benefit. 48. This Agreement shall be subject to, and interpreted in accordance with the Laws of the Province of Ontario. 49. Sections 34 to 37 and 41 to 43 shall survive termination or expiration of this Agreement, and shall continue in full force and effect subsequent to and notwithstanding such termination or expiration until or unless they are satisfied, by their very nature expire, or they are waived in writing by the party for whom they are a benefit. 50. If any provision of this Agreement is held to be unenforceable or invalid, then the remaining provisions of this Agreement will remain in full force and effect. 51. This Agreement constitutes the entire agreement between the parties and supersedes any prior agreements and understandings, oral or written. IN WITNESS WHEREOF the parties hereto have hereunto set their hands and seals. Dated at Pickering, Ontario this- day of 92006. THE CO r110 TION OF THE CITY OF PICKERING vi ya 'axgr QL Debi A. Bentley, City Clerk Dated at Gormley, Ontario this -/3 day of uti .2006. THE BENC DRESS LTD. David Gray, President Creative Outdoor Advertising Agreement ATTACHMENT# L_ TOREPORT# 2 S O-10 1 10 Of 153 Appendix "A" Amenity Photographs The "Concourse" clean, functional and innovative. The "Concourse" provides a full service recycling system, instituting a modular concept that offers a "multi-functional station" which incorporates waste and recycling collection. We believe that the appearance, materials, and quality of the Concourse will aid the City of Pickering in creating and maintaining a modern, urban streetscape. r I lam' ~;itvS Street ScapingjF ra x A Superior Program i i ' i Creative Outdoor Advertising Agreement ATTACHMENT4 - TO REPORT# 6E S 2-0-10 l of ( 154 Creative. Outdoor Advextising Ivfiche U 1s'4(lEl':1t2 Coordinator. Environmental 1twarcne+ s Pro~rtitits v C?j?Ui iticn}~ Falergency S rviccs Delyzartmei,t City nt PiAcr=irtsv 11'tttrs€ira; .Au us€ 5, 20.1 7 St`BM'T: Decl.arra lon o hilent to R, ,,n %v 5 41 y Crota'xc C?taic:tc;o;' Advertising is lslcasr:d t=:s ar1vi.L tr}ai (if r7i. It)t:[;tit itr c.tsoti c, rr a~,'•ccs~?~ist twitl3 ilKi t":its of Pickerin'l, l is our rretst priviloge'o serve dw Loti31Titlriit~, anti Li`t`. +rDt:td WC11 ul-11c tlir` d pportunivy to •ro-1w a' Our rvIationsliita,xich the City ror' another terni, l vill bic cx-+iriaciitsg ycmu 'it) discuss dcmil . I Jf, "I'ly,t.it'x, Yo j, Karl Rituvo 2402 StouffVille Road, Gormley, ON, L©H IGO Tel 1 .800.661.6088 Fax:: 1.866.426.2237 • www.creativeoutdoor.com 155 eitq REPORT TO EXECUTIVE COMMITTEE ICKERING Report Number: OES 21-10 Date: September 7, 2010 From: Everett Buntsma Director, Operations & Emergency Services Subject: Roof Replacement - Pickering Public Library - Tender No. T-16-2010 - File: A-1440-001-10 Recommendation: 1. That Report OES 21-10 of the Director, Operations & Emergency Services regarding Roof Replacement at Pickering Public Library be received; 2. That Tender T-16-2010 submitted by T. Hamilton & Sons Roofing at a cost of $265,504.80 (HST included) be accepted; 3. That the total gross project cost of $296,692 (HST included) and a net project cost of $296,692 including the tender amount and other associated costs be approved; 4. That Council authorizes the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $140,000 to be funded from the Federal Gas Tax Grant, as provided for in the 2010 approved Capital Budget for the Library be increased to $267,180; b) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to affect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. i Report OES 21-10 September 7, 2010 5 6 Subject: Roof Replacement - Pickering Library Tender No. T-16-2010 Page 2 Executive Summary: The roof replacement at Pickering Library was approved by Council in the 2010 Capital Budget for the total amount of $350,000. A green roof was approved to replace a portion of the Central Library Roof to reduce leaks and improve energy usage (including support brick work). The green roof project was tendered under No T-01-2010. This tender resulted in a low bid of $512,400, a $162,400 over the approved Capital Budget. Staff retendered with a substitute white roof. White roof coatings are applied on a variety of roof substrates or membranes for a variety of reasons. For example, white roof coatings provide protection against water, chemicals, or physical damage. Additionally, white roof coatings protect a roof against excessive temperatures and UV radiation by reflecting visible light and stopping ultraviolet radiation. White roof coatings provide three key attributes as part of a roofing system: 1. The ability to help shed water and keep interiors dry 2. The ability to help reduce cooling costs for buildings with A/C units, and to help reduce interior temperatures on buildings with no cooling units. 3. The ability to protect and prolong the roof system life cycle by reducing the "thermal shock" stress associated with large temperature changes. The existing roof structure has reached the end of its useful life cycles and is currently experiencing failure in several key areas. Replacement of the roof structure will complete the replacement of the Library roof and resolve the leakage issues, resulting in the reduction of maintenance costs as well as improving the insulation factors. In addition the replacement of the existing roof with a white roof system will provide increased energy efficiency. The roof replacement project resulted in a tender price of $82,820 under the approved budget, in accordance with the low tender. Financial Implications: 1. TENDER AMOUNT T-16-2010 $234,960.00 HST (13%) 30,544.80 Sub-Total 265,504.80 HST Rebate (11.24%) (26,409.50) Total $239,095.30 CORP0227-07/01 revised Repo"100 21-10 September 7, 2010 Subject: Roof Replacement - Pickering Library Tender No. T-16-2010 Page 3 2. APPROVED SOURCE OF FUNDS Library Capital Budget Location Project Code Source of Funds Budget Required T-16-2010 White 5800.1008.6181 Debt-5 year $210,000 $0 Roofing Installation 5800.1008.6181 Federal Gas Tax Grant 140,000 140,000 Additional 5800.1008.6181 Federal Gas Tax Grant 0 127,180 funds required FUNDS AVAILABLE $350,000 $267,180 3. ESTIMATED PROJECT COSTING SUMMARY T-16-2010 $234,960 Tender & Miscellaneous Costs $2,600 Construction Contingency 25,000 Total Project Costs 262,560 HST (13%) 34,132 Total Gross Project Cost 296,692 HST Rebate (11.24%) 2( 9,512) I Total Net Project Cost $267,180 Project Cost under (over) approved funds by $82,820 The roof replacement at the Pickering Public Library was originally budgeted to be funded 60% by a five-year debentures issue and 40% Federal Gas Tax Grant. The green roof project has now been substituted with a white roof project. This roof replacement will resolve leakage issues, improve insulation and provide increased energy efficiency resulting to this project now being eligible for 100% funding from the Federal Gas Tax Grant. CORP0227-07/01 revised Report OES 21-10 September 7, 2010 Subject: Roof Replacement - Pickering Library 158 Tender No. T-16-2010 Page 4 Sustainability Implications: The existing roof structure has reached the end of its useful life cycle, and is currently experiencing failure in several key areas. Replacement of the roof structure will resolve the leakage issues, resulting in the reduction of maintenance costs as well as improving the insulation factors. The White Roof will provide improved insulating effect and assist in reducing energy costs. Background: Bids have been received to the tendering call, which closed on Wednesday, July 7, 2010. The original closing date of April 28, 2010 was extended via addendum #1 for the replacement of the roof structure for the Pickering Library roof. An advertisement was placed in the Daily Commercial News and on the City's website. A mandatory site visit was held on Thursday, June 17, 2010 and thirteen (13) companies attended of which six bidders responded with bids. The low bid was submitted by T. Hamilton & Sons Roofing Inc. This company's references have been checked and are deemed acceptable by the Director, Operations and Emergency Services The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and Insurance Board (WSIB), the WSIB Cost and Frequency Record and Certificate of Insurance as submitted by Eileen Roofing Inc have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Finance & Taxation. In conjunction with staff's review of the contactor's previous work experience and bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Facilities Operations Division recommends the acceptance of the low bid submitted by T. Hamilton & Sons Inc for Tender No. T-16-2010 in the amount of $265,504 (HST included) and that the total net project cost of $267,180 be approved. This report has been prepared in conjunction with the CEO Library and the Manager, Supply & Services who concurs with the foregoing. CORP0227-07/01 revised I 1 W OES 21-10 September 7, 2010 Subject: Roof Replacement - Pickering Library Tender No. T-16-2010 Page 5 Attachments: 1. Supply & Services Memorandum dated July 8, 2010 2. Record of Tenders opened and checked Prepared By: Approved / Endorsed By: winn vere Buntsma upervisor, Facilities Operations Director,. Operations & Emergency Services Vera A. Felgemacher Gillis Paterson C.P.P., CPPO, CPPB, C.P.M.,. CMM III Director, Corporate Services & Manager, Supply & Services, Treasurer 01A~ Caryn Kong Cathy Gran Senior Financial Analyst Chief Executive Officer, Library - Capital & Debt Management MD:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickeri i Co Tony Prevedel Chief Administrative Officer CORP0227-07/01 revised cftf a~ ATTACHMENT#-I _ Q REPC)R7 # 62 0 1 of a PI-CKERING MEMO, 60 To: Everett Buntsma July 8th, 2010 Director, Operations & Emergency Services From:. Vera. A. Felgemacher Manager, Supply & Services Copy: Mike Dwinnell Supervisor, Facility Operations Subject: Tender No. T-16-2010 Tender for Roof Replacement at the Pickering Public Library Closing: Wednesday, July 7th, 2010 File: F-5400-001 Tenders have been received for the above project. An. advertisement was placed in the Daily Commercial News and posted on. the City's website allowing companies to download the tendering documents and drawings for this project. Thirteen (13) bidders signed-in at the mandatory site visit held on Thursday, June 17th, 2010 at 10:OOAM of which six (6) submitted a bid. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, ftem 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done: Copies of the tenders are attached for your review along with the summary of costs. SUMMARY Harmonized Sales Tax included Total Tendered Bidder v After Calculation Check Amount Eileen Roofing Inc. $316,400.00 $316,400.00 T. Hamilton & Sons Roofing Inc. $265,504.80 $265,504.80 I ~T~r EPORT#~ a lO Tenders received from the followingrdd~rereQec 161 Bidder Reference Automatic rejection - Bid does not acknowledge f-JN Roo fing addenda Reference: Purchasing By-law No. 5900-01, rtex Roofing Procedure No. PUR 010-0011 10.04, Item 7-12; Information to Bidders Items 3(b), 7, 15, 16, 18, 26, 271 - Crawford Roofing Corporation Advertisement; City of Pickering Website, Supply & Services, General Information - General Instructions, Aseal Roofing & Sheet Metal Ltd. Item 1; and City of Pickering Website, Current Bid Opportunities - Downloading Instructions. Pursuant to Information to Bidders Item 19, the following will be requested of the l bidder for to your review during the evaluation stage of this. tender call..Please advise when you wish proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) A copy of the current Workplace Injury Summary Report issued by Workpiace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (d) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; Include the following items in your Report to Council: (a) if items (a) through (c) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (d) - Insurance -'is acceptable to the Manager, Taxation; (c) without past work experience, if reference information of the low bidder T. Hamilton & Sons Roofing Inc. is acceptable; (d) the appropriate account number(s) to which the project is to be charged; (e) the budget amount(s) assigned thereto, (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the low bid of T. Hamilton & Sons Roofing is not acceptable; and (i) related comments specific to the project. Please do not disclose any information to enquiries except you can direct them to the City's. website for the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the outcome in due course. If ou require further information, please feel free to contact me or a member of Supply & S ices. VAF/ar Attachments July 8 , 2010 Page 2 Tender No. T-16-201.0 Tender for Roof Replacements at the Pickering Public Library ATTACH MENT# 52 TO REPORT# DES D ~..L of~ z w 162 0 z Z 0 C o o LO co i N G. .0 p E N Z~- U ^ ^ - W d co m v a a C/) Cys Z r N ffl 61). 613- EA ff? 6F} 6} EA} (f} 63 6} \ Q t ^ cc j~ \1 Z p ~ W W W E ' 'a _ ID a) >1 E a O a C Q U) 0) 0 O w C Q U F- Z 0 Q W U H w N U- d O c m N F~ E o a) 0 W a ° Q CD N N w N 0 N `J Q a o aV,l I- z 'a O. \ \ Q) c ce% C O c J rn m H O Z .S 0 0 g ~ cEa c 03 o U x ai UJ d Z o °o c 0 co X x CIO 06 Q) o 06 m F c Z o c Q/ W Z o 0 0 N~ v x m _ia U F- N U Q ~ a~ Report to Executive Committee Report Number: OES 23-10 Date: September 7, 2010 From: Everett Buntsma Director, Operations & Emergency Services Subject: No Parking By-law, Glenanna Road, - Amendment to By-law 6604/05 and By-law 7018/10 To Accommodate the Implementation of Bike Lanes - File: A-1440 Recommendation: 1. That Report OES 23-10 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 and By-law 7018/10 be received; and 2. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering. Executive Summary: Engineering Services staff is proposing to install bike lanes on Glenanna Road, in conjunction with resurfacing, from Dixie Road to Kingston Road and from The Esplanade South to Pickering Parkway. Although the most effective implementation of bike lanes includes restricting all parking on Glenanna Road, specifically between Liverpool Road and Dixie Road, staff are satisfied that both can be accommodated safely. Engineering Services staff recommends the installation of bike lanes on Glenanna Road and proposes to amend the existing municipal traffic by-law as per the changes attached, which still accommodates on street parking for the Glendale Tennis Club members, other park patrons and residents that front onto Glenanna Road within this area. Financial Implications: The amendments to the Traffic By-law recommended in this report do not present any major financial implications and can be accommodated within the current 2010 budget. The cost to implement the bike lanes has been accounted for in the Glenanna Road tender (T-5-2010) and the corresponding capital budget for the project 5320.0104.6250. Report OES 23-10 September 7, 2010 Subject: No Parking By-law, Glenanna Road Page 2 164 Sustainability Implications: Bike lanes promote cycling, which has environmental and sustainable advantages including reduction of vehicular volume, and reduced green house gases, and reducing speed of other vehicles on the roadway. Background: In conjunction with resurfacing of Glenanna Road, Engineering Services staff is proposing to install bike lanes on Glenanna Road from Dixie Road to Kingston Road and from The Esplanade Soutl° to Pickering Parkway. Bike lanes have many benefits including greater safety for cyclists when travelling on the roadway and they promote cycling, which has environmental and sustainable advantages. Also, the addition of bike lanes visibly narrows the roadway, which helps to reduce the speed of vehicular traffic. However, the most effective implementation of bike lanes on Glenanna Road would require restricting on-street parking along the length of the bike lanes where parking currently exists, specifically between Liverpool Road and Dixie Road. There are 19 homes that front onto Glenanna Road in this area and, currently the Glendale Tennis Club members and other David Farr Memorial Park patrons use the north side of Glenanna Road just west of Bowler Drive for parking. Glenanna Road is a type C Arterial Road. It is currently constructed as an urban road with a 13.5 metre pavement width from Dixie Road to Glendale Drive and a 14 metre pavement width from Glendale Drive to Liverpool Road. Glenanna Road has one travel lane in each direction. Currently parking is permitted on Glenanna Road from Liverpool Road to Dixie Road with the exception of the following areas: No Parking on the north side of Glenanna Koad from Listowell Crescent to Dixie Road • No Parking on the south side of Glenanna Road 27 metres west of Walnut lane to 20 metres east of Storrington Street The current No Parking areas on Glenanna Road from Liverpool Road to Dixie Road are shown graphically in the attached sketch. A municipal community consultation notice was issued on June 4, 2010. The notice asked residents that front onto Glenanna Road from Liverpool Road to Dixie Road whether they were in support of bike lanes or not. The consultation generated six replies, two of which were in support of the implementation of bike lanes and four replies that were against the implementation of the bike lanes. Of the replies received, only one resident on the north side of Glenanna Road from Liverpool Road to Dixie Road responded, and was in favour of bike lanes. Residents that were opposed to the bike lanes on Glenanna Road were opposed because they did not want on-street parking restricted. in front of their residence. Report OES 23-10 September 7, 2010 S,uf V: No Parking By-law, Glenanna Road Page 3 As a compromise, Engineering Services staff K roposes painting the bike lane while maintaining on-street parking in front of the residences. Engineering Services staff also met with the president of the Glendale Tennis Club and discussed options related to the bike lanes and parking on the north side of Glenanna Road for Tennis Club members. From discussions with the Glendale Tennis Club it was agreed among the Tennis Club and Engineering Services staff to modify the allowed parking on the north side of Glenanna Road by moving it slightly westward from its current location. This will allow termination of the designated bike lane on Glenanna Road just west of Bowler Drive so those using the bike lane can either continue on the roadway in a shared wide lane with other vehicles or exit onto the sidewalk via the curb cut at this location. Appropriate signage will be installed to advise cyclists. This will give the Glendale Tennis Club members slightly more parking on Glenanna Road than current conditions and will give members easier access to the Club as parking will be closer to the club entrance. The Durham Regional Transit stop which is located at the current start of the no parking designation at intersection of Glenanna Road and Listowell Crescent would remain on the north side in its current location. In recognition of the community comments received and discussions with the Glendale Tennis Club, Engineering Services staff recommends that the municipal Traffic By-law 6604/05 and By-law 7018/10 be amended to reflect the following: • No Parking on the north side of Glenanna Road from Liverpool Road to 56 metres west of Bowler Drive • No Parking on the north side of Glenanna Road from 20 metres east of Walnut Lane to Dixie Road • No Parking on the south side of Glenanna Road 27 metres west of Walnut lane to 75 metres east of Storrington Street • No Parking on the south side of Glenanna Road from Glendale Drive to Liverpool Road The proposed No Parking conditions as stated above would allow for the following bike lanes to be implemented along Glenanna Road as follows: • north side of Glenanna Road from Liverpool Road to 56 metres east of Bowler Drive • north Side of Glenanna Road from Walnut Lane to Dixie Road • south side of Glenanna Road entire length with parking restricted in some areas The proposed bike lane and no parking scheme on Glenanna Road from Liverpool Road to Dixie Road is shown graphically in the attached sketch. Report OES 23-10 September 7, 2010 I Subject: No Parking By-law, Glenanna Road Page 4 166 Attachments 1. Parking scheme diagram 2. Draft By-law Amendment Prepared By: Approved / Endorse Y: Nathan Emery Everett Buntsma Coordinator, Traffic Operations Director, Operations and Emergency Services Ric and W. d olborn, P. 'Eng 2ngineering ision Head, Services Division NE: Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering C' oun it Tony Prevedel, P.Eng. Chief Administrative Officer 168 The Corporation of the City of Pickering By-law No. Being a By-law to amend By-law 6604/05 providing for the regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. Whereas, By-law 6604/05, as amended, provides for the regulating of traffic and parking on highways, private property and municipal property within the City of Pickering; and Whereas, it is deemed expedient to amend By-law 6604/05 to establish "No Parking" zones on Glenanna Road. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Schedule 2 to By-law 6604/05, as amended, is hereby further amended thereto by the following: Schedule 2 No Parking Column 1 Column 2 Column 3 Column 4 Highway Side Limits (From/To)_ Prohibited Times or Days Delete Glenanna Road North Listowell Crescent to Anytime Dixie Road Glenanna Road South 27 metres west of Walnut Anytime Lane to 20 metres east of Storrington Street Glenanna Road Both Kingston Road to Liverpool Anytime Road i I By-law No. Page 2 Schedule 2 No Parking Column 1 Column 2 Column 3 Column 4 Highway Side Limits (From/To) Prohibited Times or Days Add Glenanna Road Both Kingston Road to Anytime Glendale Drive Glenanna Road North Glendale Drive to 56 Anytime metres west of Bowler Drive Glenanna Road North 20 metres east of Walnut Anytime Lane to Dixie Road Glenanna Road South 27 metres west of Walnut Anytime Lane to 75 metres east of Storrington Street 2. This By-law shall come into force on the date that it is approved by the Council of The City of Pickering and when signs to the effect are erected. By-law read a first, second and third time and finally passed this day of 2010. David Ryan, Mayor Debbie Shields, City Clerk Report To Executive Committee PICKERI G Report Number: OES 24-10 Date: September 7, 2010 170 From: Everett Buntsma Director, Operations & Emergency Services Subject: Request for Proposal No. RFP-8-2010 - Consulting Services for a Feasibility Study and - Municipal Class Environmental Assessment for - Pickering Operations Centre - File: A-1440 Recommendation: 1. That Report OES 24-10 of the Director, Operations & Emergency Services regarding RFP-8-2010 for consulting services to undertake a feasibility study and Class Environmental Assessment for the Pickering Operations Centre be received; 2. That the proposal submitted by AECOM dated August 5, 2010 in the amount of $90,241.80 (HST included) and a net cost of $81,265.54 be accepted; 3. That the total net project cost consisting of consulting and contingency costs of $100,000 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the consulting costs plus contingencies in the amount of $100,000 as approved in the 2009 Capital Budget from the Provincial Grant - Investing in Ontario; and 5. That the appropriate officials be authorized to take the necessary actions to give effect thereto. Executive Summary: The City recognizes that as the Duffin Heights area is developed, the presence of the existing Operations Centre negatively impacts on the surrounding land uses of residential development. For this reason, funding was approved to conduct the Feasibility Study and Class Environmental Assessment for a new Operations Centre in 2009. The RFP was an open proposal call. The Terms of Reference were placed on the City's website in July 2010, with a closing date of August 5, 2010. Three proposals were received. Report OES 24-10 September. 7, 2010 171 Subject: Request for Proposal No. RFP-8-2010 Consulting Services for a. Feasibility Study and Municipal Class Environmental Assessment for Pickering Operations Centre Page 2 The proposal from AECOM received the highest scoring and best meets the needs of the City. Staff recommends that Council accept the recommendation of the Evaluation Committee and authorize staff to undertake the project. i Financial Implications: 1. Approved Source of Funds 2009 Operations Centre Capital Budget Item Account Code Source of Funds Budget Required Municipal Class 5315.0904.6181 Provincial Grants - $100,000 $100,000 Environmental Investing in Ontario Assessment Total $100,000 $100,000 2. Estimated Project Costing RFP-8-2010 $79,860.00 HST (13%) 10,381.80 Total Gross Cost 90,241.80 HST Rebate (11.24%) 8 9( 76.26) Net Cost 81,265.54 Contingency 18,734.46 Total Net Project Cost $100,000.00 i The 2009 Capital Budget included $100,000 for the consulting services associated with this project. The source of all funds is the Provincial Invest in Ontario grant program. Sustainability Implications: Promotes sustainable development in the Duffin Heights Neighbourhood. A new Operations Centre (if determined the appropriate solution) will meet LEED certification through its final design and construction process. Background: As a result of our proposal call, proposals were received from the following three companies: • AECOM • IBI Group • Senes Consultants Limited 'in Association with JSW & Associates CORP0227-07/01 revised Report OES 24-10 September 7, 2010 Subject: Request for Proposal No. RFP-8-2010 7 2 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment for Pickering Operations Centre Page 3 On August 23, 2010 an Evaluation Committee consisting of the Director, Operations & Emergency Services Department, Division Head, Engineering Services, Superintendent, Municipal Operations, Principal Planner - Policy and a Supply & Services representative reviewed the proposals against the criteria outlined in the Terms of Reference (Attachment 1). The end product of this exercise will provide an analysis of the existing Operations Centre, preferred solution to challenges/opportunities, identify alternative sites for a re- located Operations Centre (if that is the solution), evaluate various alternative sites for suitability as the first steps of an EA process, and conduct some site analysis as Step 2 of the Class EA process, and finally identify preferred site(s) for consideration by City staff and Council. The Evaluation Committee selected the proposal having the highest average score (AECOM). Upon careful examination of all proposals, the Evaluation Committee recommends acceptance of proposal No. RFP-8-2010 provided by AECOM in the amount of $90,241.80 (HST included) and a Net Project Cost of $100,000, including a contingency be approved. Attachments: 1. Supply & Service Memo dated August 10, 2010 Prepared By: Approved/Endorsed By: Ric rd W. Ho orn, P. Eng. Everett B sm ision Head, Engineering Services Director, Operations & Emergency Services nah, Superintendent ti is POperations Director, Corporate Services & Treasurer CORP0227-07/01 revised 1 Report OES 24-10 September 7, 2010 173 Subject: Request for Proposal No. RFP-8-2010 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment for Pickering Operations Centre Page 4 Vera A. Felgem cher, C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services EB:ds Copy: Chief Administrative Officer Recommended for the consideration of Pickerin ou i Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised City 0E5 a ATTACHMENT-~-~- TOREPORT# ~O of 174 PICKERING MEMO To: Everett Buntsma August 10, 2010 Director, Operations & Emergency Services OPERATIONS & EMERGENCY SERVICES RECEIVED AUG From: Jill Hone FILE NO. Buyer, Supply & Service ABEY TO ❑ FWD D COPY O CIRCULATE Copy: Grant McGregor MAYOR COUNCIL Principal Planner - Policy CAO CLERK CUL & REC CORP SERVICES MPE HUMAN RESOURCES Richard Holborn, MPE OPS CENTRE LEGAL FAC OPERATIONS OFFICE SUSTAIN Divisional Head, Engineering Services PLAN & DEV John Hannah Superintendent, Municipal Operations Subject: Request for Proposal No. RFP-8-2010 Consulting Services for a Feasibility Study and Municipal Class environmental Assessment for Pickering Operations Centre File: F-53007001 An advertisement was sent by fax to seven companies for the above project. Terms of Reference were downloaded from the website by (8) companies. Three (3) proposals were received by the closing date and time. A preliminary review to ensure the "Essential Submission Requirements" appear in the submission has been undertaken. This compliance checklist is to be used in evaluating the "overall completeness and quality of submission". Each item is to be reviewed more closely by committee members and scored to reflect each item's relevance and value.' Please refer to Terms of Reference - Evaluation of Submissions, Page 5 for instructions on how proposals are to be evaluated by committee members. The Health & Safety documentation has been forwarded to the Co-ordinator, Health & Safety to review and provide a score out of 5 points, which will be included as part of the total score. Attachments are as follows: 1. Preliminary Compliance Checklist 2. Evaluation form (to be used by Evaluation Committee Members) 3. Copy of Terms of Reference, 4. Copy of the proposals received Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation committee. Each member should review the submissions carefully according to the criteria before the meeting time. If you require further information; please contact me. 175 JH/ar ~._.W. . Attachments ATTACH.MENT#._,j_.,. TOREPORT# o S a ~o _z0f August 10, 2010 Page 2 Request for Proposal No. RFP-8-2010 Consulting Services for a Feasibility Study and Municipal Class environmental Assessment for Pickering Operations Centre ATTACHMENT#----L TOREPORT#..Qcd of ZI 176 **Reference RFP-8-2010 document (provided), in reviewing details of each section:** Information to Bidders - Delivery, Closing Date, Time and Location One original and (5) five copies of the bidder's submission shall be provided by the closing date Original to be marked Original, copies to be marked Copy. Each submission shall be printed double-sided, corner stapled or clipped. NO OTHER FORM OF BINDING (cerlox. heated plastic spine, vinyl, 3 ring binder or similar) Essential Submission Requirements Proposals to be presented in the order outlined below. Proposals which do not include essential documentation, are incomplete or assembled not in accordance with instructions will be adversely affected in its evaluation by way of scoring reductions and could include not considering the proposal at all. Evaluators to review documentation. in detail and score item or section accordingly A Overall completeness and quality of submission Qualifications of personnel, understanding of scope of project and service concerns, work plan and schedule, modifications or enhancements to study B approach, and quality of references C Professional Fees Relevant company experience in undertaking projects of similar complexity, scope, D importance and value and lessons learned to be applied to this project. Insurance, health & safety, addenda, accessibility conflict of interest E documentation i 'reliminary Compliance Check Lis RFP-8-2010 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment - Pickering Operations Centre ATTACHMENT#-_/ TOREPORT#UC-S aq~-l0 Initial check - Subject to reviewing details Company Names Senes Consultants ITEMS Limited IBI Group A►ECOM Comments Info to Bidders ✓ ✓ ✓ Essential Requirements ✓ ✓ ✓ A ✓ ✓ ✓ B ✓ ✓ ✓ C ✓ ✓ ✓ D ✓ ✓ ✓ E ✓ ✓ ✓ Double Sided X ✓ ✓ Stapled/Clipped ✓ ✓ ✓ LEGEND ✓ as requested ► more than less than review x no ATTACHMENT #---L. TO REPORT# 2q-10 of 178 o 0 O (D -1 CD c to Q' D (D 3 N 3 O (D CD N Z n' 0 n y - ~7 N3 0 3m o h c a U3 x lu v 3A-< CD j;; m fu to s y u = cl) A m r CD x r+ 20+= a co) ° Q. W = - ~ CD rn: (D a m CL a)~o c m y u o . n' ' Z1 0 N C ~ O (Dyn C n N - cl) a p 3 ~ ~ y 0 z m O x 0 -ao~ O D (D < as -n ~D (D ( OD o N o 0 (D v ((DD C 5"o 0 r o (D ? cn, y (D Q° 0) r.L co) (A -h roL D) jb <D o (D 7 rG ~ ~ - O cl) -q O n I,O 0--l 'o m to O C (D 3 o ~ N N 7 ~•r (D ATTACHMENT# I TOREPORT#-0--c 2, a~~U 179 ia of City o~ PI REQUEST FOR PROPOSAL R F P-8-2010 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment for Pickering Operations Centre ATTACHMENT#_._LTOREPORT#-4-c-L-5 aq f0 -7 of RFP-8-2010 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment - Pickering Operations Centre INFORMATION TO BIDDERS 80 DELIVERY, CLOSING DATE, TIME AND LOCATION 1. One original and 5 (five) copies of the bidders submission shall be provided by the closing date and time, and each shall be no more than five letter size pages printed "double-sided". 2: Each submission shall be printed double-sided, corner "stapled" or "clipped". No other form of binding (cerlox, heated plastic spine, vinyl, 3 ring binders or similar) to be used. 3. All submissions will be prepared at no cost to the City and will become the property of . the City. 4. Submissions shall be sealed, clearly marked with the bidder's company name and clearly marked as to content - RFP-8-2010, Consulting Services for Feasibility Study and Municipal Class Environmental Assessment for Pickering Operations Centre - to Supply & Services, Corporate Services counter, 2nd Floor, Pickering Civic Complex, One The Esplanade, Pickering, ON L1 V 6K7, before 12:00 p.m. (local time): Thursday, August 5, 2010 5. Bids will be deemed to have been received when a City representative has stamped the envelope with the time and date of receipt with the time clock located at the Corporate Services counter. The time clock located at the Corporate Services counter is the official time piece. Bids not received at the Corporate Services counter will not be considered. 6. The bidder is responsible for delivering the proposal before the closing date and time and assumes the risk of and. all means of delivery be it by hand, postal service or courier. 7. Bids submitted by facsimile or electronic delivery, secure site or otherwise, will not be considered. 8. Bids received after the official. closing time are considered LATE, will not be accepted and will be returned unopened to the bidder. 9. Where a bid does not bear the Consultant or company name and/or address and it is received late by the City, the City is required to open the envelope or carton only for the purpose of returning the submission. 10. Submissions will be opened by a member of Supply & Services as soon as practicable following the closing date and time, which is not a public opening. Only the company names of submissions received by the closing date and time will be made available to .enquiries. This is only a list of company names responding to the request for proposal and is not deemed.to indicate compliance with submission requirements. 11. Proposals submitted shall be considered final and may not be altered by subsequent offerings, discussions or commitments unless authorized by the City. Page 2 I ATTACHMENT#~ TO REPORT# 0C- 2 4-10 R FP-8-2010 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment - Pickering Operations Centre 12. Proposals shall be irrevocable and shall remain valid for acceptance by the City of Pickering for a period of ninety (90) days from the proposal closing date. 13. The City, its elected officials, employees and agents will not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any person or business prior or subsequent to, or by reason of the acceptance, or non-acceptance by the City of any submission, or by reason of any delay in the acceptance of any submission. 14. In the receipt of proposals, no obligation is incurred by the City to accept the lowest, highest or any proposal. 15. Should a dispute arise from the terms and conditions outlined herein, regarding meaning; intent or ambiguity, the decision of the City shall be final. ESSENTIAL SUBMISSION REQUIREMENTS 16. The submission of a proposal will be considered.presumptive evidence that the bidder has carefully examined the City's requirements, investigated and is fully informed of all conditions which may be encountered and may affect the delivery of the services, quality and volume of work to be performed outlined within the Terms of Reference. 17. Proposal is to include the following essential documentation and be organized and presented in the order outlined below, in an indexed format. Proposals which do not include essential documentation, are incomplete or assembled not in accordance with instructions will adversely affect its evaluation by way of scoring reductions and could include not considering the proposal at all. 18. Work Plan and Schedule Work plan and schedule shall include details of the study process, personnel assigned to each task, milestones, projected dates for Draft and Final deliverables, and timing for meetings with City staff. Consultants are encouraged to suggest and identify modifications and revisions within their proposal to the study approach and scope of work identified in Item 39 that they believe would provide additional value to the study and will lead to the enhancement of the final product. The schedule is exempt from the page count referred to in Clause 1 and is acceptable to be printed on 11" x 17" paper size for clarity and legibility. 19. Qualifications of Personnel Resume(s) for each of the personnel assigned to the project and a description of roles of each of the personnel in carrying out the scope of services required. Detailed resumes are excluded from page count referred to in Clause 1. 20. References Page 3 ATTACHMENT# ~ TOREPORT#(2E-S -2 /t1 of - ~ RFP-8-2010 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment - Pickering Operations Centre 182 Provide three references including contact information from municipal/government clients which include a description of the work performed and the outcomes. 21. Professional Fees Per diem and hourly fees shall be stated for each person. Time for each personnel assigned, by individual task, within each phase of work, with fees, totalled per task and.phase of work.. Rates and details of disbursements shall be stated, as applicable. A budget matrix is required and is exempt from the page count referred to in Clause 1 and is acceptable to be printed on 11 x 17 paper size for clarity and legibility. Harmonized Sales Tax (HST) will be applicable 'to the work. 22. Company Experience A description of company experience in undertaking Class EA studies having similar complexity, scope and importance, of similar value, and lessons learned from similar completed studies that will be applied to this one. 23. Insurance, Health & Safety, Addenda, Conflict of interest (a) Proof of insurance or letter from Insurance Agent/Broker confirming the bidder can be insured for Commercial General Liability Insurance Coverage, Automobile Liability Insurance Coverage, Property Damage and Professional Liability, each of not less than $5 million ($5,000,000). Prior to work start, a Certificate of Insurance shall include the City of Pickering as an additional named insured. (b) A copy of the current Clearance Certificate issued by the Workplace Safety & Insurance Board (WSIB); (c) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted) - dated within 2010). (d) Acknowledge City's Health & Safety Regulations and Accessibility Regulations (attached); (e) Statement to acknowledge Addenda received. If no Addenda has been issued by the City and therefore, not received, a statement to that effect shall be included; (f) Statement to confirm that there is no actual or potential conflicts of interest that would preclude involvement on this.study, and that we will be notified in the event a specific task creates an actual or potential conflict of interest that may preclude involvement in a particular component of the study; Page 4 ATTACHMENT#--f- TO REPORT# UPS ;W-10 of 1 RFP-8-2010 183 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment - Pickering Operations Centre (a) to (f) excluded from the page count referred to in Clause 1. EVALUATION OF SUBMISSIONS 24. Submissions will be evaluated according to the following criteria: Relative Value/100 a. Overall completeness. and quality of.submission 10 b. Qualifications of personnel, understanding of scope 35 of project and service concerns, work plan and schedule, modifications or enhancements to study approach, and quality of references c. Professional Fees 10 d. Relevant company experience in undertaking 40 projects of similar complexity, scope, importance and value and lessons learned to be applied to this project. e. Insurance, health & safety, addenda, accessibility 5 conflict of interest documentation 25. The score or ranking by the committee for any or all proposals/interview will not be disclosed on enquiry. Submissions will be reviewed by an Evaluation Committee and evaluated according to the criteria described above evaluated according to the criteria described above. The Evaluation Committee will rank the submissions lowest to highest score and develop a short-list of up to two highest scoring proposals for consideration. An interview may be requested of the 2 consultants by the evaluation committee to tabulate a combined average score (proposal score and interview score) to recommend the highest scoring consultant for consideration. The Evaluation Committee may recommend the highest scoring proposal for consideration without undertaking the interview process. The score or ranking by the committee for any or all proposals/interview will not be disclosed on enquiry. 26. Unsatisfactory references known to a member of the evaluation committee or unsatisfactory previous work experience may result in the Consultant's proposal not being considered. 27. The City reserves the right to: a) accept a proposal in whole or in part b) expand the number of Consultants for consideration, as recommended by the evaluation committee c) not consider, not accept or reject any or all submissions d) waive omissions, notwithstanding essential items; or e) cancel or amend this call, Page 5 ATTACHMENT#1_ TO REPORT# aL.S -24/-/C of RFP-8-2010 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment - Pickering Operations Centre if in so doing the best interests of the City will be served and no liability shall accruelto8 4 the City from such. undertakings and all decisions derived there from. 28. Professional fees must include all operating, overhead, and incidental costs and the Consultant must be satisfied as to the total requirements of this request for proposal. 29. All invoices will precisely indicate the tasks for which work has been completed as well as the remaining percentage of a task or tasks to be done. 30. Any representation or solicitation to the City, its elected officials, employees or agents with respect to the proponent's submission will disqualify the submission. The City, its elected officials, employees and agents will not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the City of any submission, or by reason of any delay in the acceptance of any submission. 31. Disclosure of information submitted is subject to the Municipal Freedom of Information and Protection of Privacy Act. To prevent the release of information the proponent must state the information is submitted in confidence and indicate the nature of the confidential information and what harm would result from the release. ENQUIRIES 32. All enquiries shall be in writing and submitted by facsimile to 905.420.5313 to the attention. of Supply & Services before 2:00 pm local time Wednesday, July 21, 2010. Both the questions and answers will be available without stating the source(s) of the enquiry in an ADDENDUM within approximately 2 days. 33. Any changes to this request for proposal will be issued as an addendum. 34. Addenda are posted on the City of Pickering website at: http://www.cityofpickering.com/standard/citvhall/supply/main.html 35. It is the bidder's sole responsibility to check often on the City's website for addenda, in particular before the bid closing date and time.. The onus is on the bidder to check the website prior to closing to ensure that they have received all addenda. 36.. All addenda must be acknowledged in the proposal as instructed. BACKGROUND 37. The City's existing Municipal Operations Centre is located within the Duffin Heights Neighbourhood, at 2570 Tillings Road, (at the intersection of Tillings Road and Dersan Street), west of Brock Road and north of Third Concession Road. The Operations Centre is 3,343 square metres in floor area, lying on a site of 4.23 hectares and is serviced by well and septic system. The Operations Centre was originally constructed in 1975, with several additions and modifications over the years. City of Pickering operations currently located at the facility include: Page 6 ATTACHMENT#_ I TO REPORT# QL5 a4-10 of L R FP-8-2010 8 5 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment - Pickering Operations Centre • Animal Services • Operations & Facilities o road maintenance o parks maintenance o property maintenance o municipal garage o administration The Operations Centre also includes two storage structures for winter sand and salt, fuel pumps, outdoor storage of materials and numerous out buildings. Durham Region Transit also uses the facility through a lease arrangement with the City to fuel, wash and store buses. Additional background documents and materials will be provided to the successful bidder. Although the facility is reasonably well located to provide operational services across the City, the Duffin Heights neighbourhood is changing and residential developments are encroaching on the site. Shortly, abutting uses will both impact and be impacted by the facility, making it difficult to maintain operations. In addition, the lands have been identified as a future school site in the Council-approved Duffin Heights Development Guidelines. 38. Future development in Duffin Heights and the abutting Seaton Community (the area bounded by Taunton Road, Highway 7, West Duffins Creek and Sideline 16), will bring further population and employment growth to the City. This growth will be accompanied by a significant increase in municipal infrastructure, including roads, parks and other community facilities, and require a significant expansion of the City's equipment, fleet, staff and maintenance capabilities. This expansion cannot be accommodated at the existing Operations Centre. The City is therefore required to vacate and dispose of the existing facility, and determine our ultimate service delivery model. Planning projections for population growth and current land use designations in the City and Regional Official Plans will be provided to the successful bidder. SCOPE OF WORK 39. The work shall follow the planning process for a Schedule C, Municipal Class Environmental Assessment, including all consultation requirements. The outcome of the process will be the completion of an Environmental Study Report in accordance with the Municipal Class Environmental Assessment Process (Schedule C) that among other things: • identifies and describes the problem/opportunity • identifies and evaluates alternative solutions to the problem/opportunity • identifies a preferred solution • examines alternative methods of implementing the preferred solution; and • documents public involvement in the process. Page 7 ATTACHMENT#TOREPORT# aW-10 of !767 Consulting Services for a Feasibility Study and Municipal. Class Environmental Assessment - Pickering Operations C,enre 40. One of the alternative solutions/alternative methods will be constructing a new operations centre at a new location. Elements to be considered for this alternative must include: • an understanding of the existing and planned development and areas to be serviced in relation to the, proposed location • current and future staffing and equipment needs to provide the services and ability for future expansion • suitability of the site to.include an animal shelter • determine whether a satellite facility is required in order to maintain service levels in the future • prepare a preliminary design concept and site plan to prove all requirements can be achieved, including cost estimates • municipal services including water, sewer, gas, hydro, telephone and cable are required; and • LEED certified facility with sustainability technologies and state of the art facility with opportunities for sustainable stormwater management techniques and salt management (low impact). BUDGET 41. City Council has approved an upset limit of $80,000 for this study. PROJECT MANAGEMENT 42. The City will manage the project. A Steering Committee consisting of six members from various City departments will be established to provide strategic direction to the Consultant and liaise with City Council. The Committee will also be responsible for supervising the study to ensure that it is carried-out in accordance with the Municipal Class EA process and to the satisfaction of the City. 43. The Consultant shall meet with the Steering Committee on a regular basis as well as at milestones during the project. Consultant to provide meeting agendas and prepare and distribute minutes of meetings, including those with outside agencies. The Committee. shall monitor project progress with the Consultant and exercise budgetary control and approve revisions to the study process if required. City staff shall be responsible for advertising of public notices, and for informing Mayor and Council and other City staff of progress of the study. 44. Day to day reporting and communication will be with the Director, Operations & Emergency Services. DELIVERABLES 45. Ten (10) copies (paper) of the draft reports and one (1) copy in digital format using the. MicrosoftTOffice suite of applications shall be provided to the Steering Committee for review prior to the preparation of final reports. 46. Fifteen (15) copies (paper) of the final report and one (1) copy in digital format using the Microsoft Office suite of applications shall be provided to the City upon completion. Page 8 ATTACHMENT #___J_ TO REPORT#_.0_4Z5 _Lj~_ of _A~, R FP-8-2010 Consulting Services for a Feasibility Study and 187 Municipal Class Environmental Assessment - Pickering Operations Centre 47. All documents shall become the property of the City of Pickering and the City shall be the sole copyright holder of these documents. 48. A presentation to the Steering Committee and a presentation to Council will be required prior to the filing of the ESR. Provide suitable display materials to accompany these presentations. Page 9 ATTACH MENT#._LTOREPORT#_4.C-_j R FP-8-2010 Consulting Services for a Feasibility Study and Municipal Class Environmental Assessment - Pickering Operations Centre HEALTH AND SAFETY REGULATIONS 1. (a) The City is the "owner" throughout the term of this contract. (b) The Company is the "employer" throughout the term of this contract. 2. The company certifies that it, its employees, its subcontractors and their employees, (a) are aware of their respective duties and obligations under the Occupational Health and Safety Act, as amended from time to time, and all Regulations thereunder (the Act); and (b) have sufficient knowledge and training to perform all matters required pursuant to this contract/quotation safely and in compliance with the Act. (c) are covered by WSIB. 3. In the performance of all matters required pursuant to this contract/quotation, the company shall, (a) act safely. and comply in all respects with the Act, and (b) ensure that its employees, its subcontractors and their employees act safely and comply in all respects with the Act. 4. The company, shall rectify any unsafe actor practice and any non-compliance with the Act at its expense immediately upon being notified by any person of the existence of such act, practice or non-compliance. 5. The company shall permit representatives of the City on site at any time or times for the purpose of inspection to determine compliance with this contract/quotation. 6. No act or omission by any representative of the City shall be deemed to be an assumption of any of the duties or obligations of the company or any of its subcontractors under the Act. 7. The company shall indemnify and save harmless the City, (a) from any loss, inconvenience, damage or cost to the City, which may result from the company or any of its employees, its subcontractors or their employees failing to act safely or to comply in all respects with the Act in the performance of any matters required pursuant to this contract/quotation; and (b) against any action or claim, and costs related thereto, brought against the City, by any person arising out of any unsafe act or practice or any non-compliance with the Act by the company or any of its employees, its subcontractors or their employees in the performance of any matter required pursuant to this contract/quotation. (c) from any and all charges, fines, penalties, and costs that may be incurred or paid by the City if the City (or any of its council members or employees) shall be.made a party to any charge under the Act in relation to any violation of the Act arising out of this contract/quotation. 8. The company shall abide by the Workplace Safety & Insurance Board Act, as amended from time to time and all Regulations thereunder. CONDITION OF WORK SITE 9. The company shall remove and legally dispose of debris, packaging and waste materials frequently, or as directed by the City, in accordance with all governmental regulations applicable to such activities. LIABILITY 10. The company agrees to at all times defend, fully indemnify and save harmless the City from all actions, suits, claims and demands, losses, costs, charges and expenses arising by reason of injury or death to any person or any property or charges brought or made against or incurred by the City from or relating to the work performed or to be performed herein. Acknowledged: Date: Signature Print Name Company Page 10 ATTACHMENT#___4 TO REPORT#-_Gat$ of RFP-8-2010 189 Consulting.Services fora Feasibility Study and Municipal Class Environmental Assessment- Pickering Operations Centre ACCESSIBILITY REGULATIONS FOR CONTRACTED SERVICES i In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service Section. 6, every provider of goods and services shall ensure that every person who deals with members of the public or participates in the developing of the service provider's policies, practices and procedures governing the provision of goods and services to members of the public, shall be trained on the following: 1. How to interact and communicate with persons with various types of disability. 2. How to interact with persons with disabilities who use assistive devices or require the assistance of a guide animal, or a support person. 3. How to use equipment that is available on the premises that may help in the provision of goods or services. 4. What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services. 5. Information on the policies, practices and procedures governing the provision -of goods and services to people with disabilities can be found on the Ministry of Community & Social Services website. The following link provides access to the training module: www.mcss.gov.on.ca/mcss/serve-abil.ity/HTML Eng/screen0l.html Contracted employees, third party employees, agents and others who deal with members of the public on behalf of the City of Pickering must meet the requirements of Ontario Regulation 429/07 with regard to training. A document describing the training policy, a summary of the. contents of the training and details of training dates and attendees must be submitted to the City of Pickering upon request. I acknowledge that the training module has been completed accordingly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . :Acknowledged By Company Name Date Authorized Official Title Name (please print) Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : Page 11 Al IX-MI'MINI 4+10- of a ADDENDUM NO. 1 RFP-8-2010 The following information is provided to prospective bidders to clarify, add to, or amend the information provided in the proposal documents. This addendum forms an integral part of the proposal and contract documents and is to be read, interpreted and coordinated with all other parts of the documents. The cost of all contained herein is to be included in the total amounts / contract sum. The following revisions supersede the information contained in the original terms and specifications issued for the above named project to the extent referenced and shall become part thereof. Acknowledge receipt of this addendum by a statement within your proposal or by acknowledging the form and returning with your proposal. Reference: Terms of Reference - information to Bidders, Enquiries - Page 6: Item #33 - Any changes to this request for proposal will be issued as an addendum. The following questions were submitted for clarification. Answers are provided as follows: Question #1: In regards to Item 41 on page 8 of the above mentioned Request for Proposals could you please confirm that $80,000 is the correct amount approved for an upset limit to complete both the Feasibility Study and the Schedule C Municipal Class Environmental Assessment Answer: Yes, the City has determined that this amount should complete the work as defined in the RFP Terms of Reference. Should the bids be in excess the City would determine whether to proceed now or complete the work in a future year. Question #2: The title suggests that a Feasibility Study is part of this project, however in Section 39 of the RFP (scope of work) there are no details regarding the City's requirement for the completion of the Feasibility Study. Is the Feasibility Study part of this scope of work? Answer: The City will be presenting various optional locations for relocating the Operations Center (should the EA determine that is the most appropriate action) to the successful bidder. As part of the work program, the successful bidder is expected to conduct a feasibility assessment for each location and determine the most appropriate location offered by the City or any other location as determined by the successful bidder. This request for clarification relates to Page 10 - LIABILITY Question #3 Does the City of Pickering use the MEA-CEO agreement? Answer: The City will enter into the MEA-CEO agreement if requested by the successful bidder. Question #4: In its current form, the Liability (indemnity) provision is not linked to negligence. In order to prevent exclusions in insurance coverage for professional liability claims, the indemnification must be tied to negligence. Would the City of Pickering be agreeable to amend the language in the provision as follows: "...or incurred by the City from or relating to THE CONSULTANT'S NEGLIGENT ACTS, ERRORS OR OMMISSIONS IN ITS PERFORMANCE OF the work herein." Answer: The City is agreeable to amend the language in the provision - as noted above. End of Addendum No. 1 ACKNOWLEDGE ALL ADDENDA IN THE PROPOSAL AS INSTRUCTED or by acknowledging the form and returning with your proposal Page 1 of 1 AT eACHMENT#-L TOREPORT#- ~C7 191 -4-o M.E.A./C.E.O. CLIENT/CONSULTANT AGREEMENT FOR MUNICIPAL WORKS 2006 AGREEMENT CONTENTS Page Contents of MEA/CEO Consultants Agreement Form of Agreement MEA/CEO Client/Consultant Agreement for Municipal Works 2006 # OL ac f_/D ATTACHMENT#__.... TO RFPORT 192 -1- AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES MEMORANDUM OF AGREEMENT dated the day of A. D. 20 -BETWEEN- THE CORPORATION OF Hereinafter called the 'Client' THE PARTY OF THE FIRST PART -AND- Hereinafter called the 'Consultant' THE PARTY OF THE SECOND PART WHEREAS the Client intends to hereinafter called the 'Project' and has requested the Consultant to furnish professional services in connection therewith; i NOW THEREFORE WITNESSETH that in consideration of the covenants contained herein, the Client and the Consultant mutually agree as follows: MEA/CEO Client/Consultant Agreement for Municipal Works 2006 ATTACMMENT# TO REPORT# OL-~S a~~d 193 for z9 -2- ARTICLE 1 - GENERAL CONDITIONS 1.01 Retainer The Client hereby retains the services of the Consultant in connection with the Project and the Consultant hereby agrees to provide the services described herein under the general direction and control of the Client. In this Agreement the word Consultant shall mean professionals and other specialists engaged by the Client directly and whose names are party to this Agreement. 1.02 Services The services to be provided by the Consultant and by the Client for the Project are set forth in Article 2 and such services as changed, altered or added to under Section 1.08 are hereinafter called the 'Services'. 1.03 Compensation The Client shall pay the Consultant in accordance with the provisions set forth in Article 3. For purposes of this agreement, the basis of payment shall be as specified in Article 3.2._ 1.04 Staff and Methods The Consultant shall perform the services under this agreement with that degree of care, skill and diligence normally provided in the performance of such services as contemplated by the agreement at the time such services are rendered and as required by the Professional Engineers Act (RSO 1990, Chapter P. 28) and regulations therein. The Consultant shall employ only competent staff who will be under the supervision of a senior member of the Consultant's staff. 1.05 Drawings and Documents Subject to Section 3.2.4 of Article 3, drawings and documents or copies thereof required for the Project shall be exchanged between the parties on a reciprocal basis. Documents prepared by the Consultant for the Client, including record drawings, may be used by the Client, for the Project herein described. In accordance with Article 1.06, the client indemnifies the Consultant for unauthorized use of the documents and deliverables. 1.06 Intellectual Property All concepts, products or processes produced by or resulting from the Services rendered by the Consultant in connection with the Project, or which are otherwise developed or first reduced to practice by the Consultant in the performance of his Services, and which are patentable, capable of trademark or otherwise, shall be considered as Intellectual Property and remain the property of the Consultant. The Client shall have permanent non-exclusive royalty-free license to use any concept, product or process, which is patentable, capable of trademark or otherwise produced by or resulting from the Services rendered by the Consultant in connection with the Project and for no other purpose or project. 1.07 Records and Audit (a) In order to provide data for the calculation -of fees on a time basis, the Consultant shall keep a detailed record of the hours worked by staff employed for the Project. (b) The Client may inspect timesheets and record of expenses and disbursements of the Consultant during regular office hours with respect to any item which the Client is required to pay on a time scale or disbursement basis as a result of this Agreement. (c) The Consultant, when requested by the Client, shall provide copies of receipts with respect to any disbursement for which the Consultant claims payment under this Agreement. MEA/CEO Client/Consultant Agreement for Municipal Works 2006 ATTACHMENT# TOREPORT# ~t;s o2~-lQ 194 -3- 1.08 Changes and Alterations and Additional Services With the.consent of the Consultant the Client may in writing at any time after the execution of the Agreement or the commencement of the Services delete, extend, increase, vary or otherwise alter the Services forming the subject of the Agreement, and if such action by the Client necessitates additional staff or services, the Consultant shall be paid in accordance with Section 3.2.1 for such additional staff employed directly thereon, together with such expenses and disbursements as allowed under Section 3.2.4. In the event that the client delays the project then the consultant shall have the right to renegotiate the agreement. 1.09 Suspension or Termination Either party may at any time by notice in writing to the other party, suspend or terminate the Services or any portion thereof at any stage of the project. Upon receipt of such written notice, the Consultant shall perform no further Services other than those reasonably necessary to close out his Services. In such an event, the Consultant shall be entitled to payment in accordance with Section 3.2. for any of the Consultant's staff employed directly thereon together with such expenses and disbursements allowed under Section 3.2. If the Consultant is practicing as an individual and dies before his Services have been completed, this Agreement shall terminate as of the date of his death, and the Client-shall pay for the Services rendered and disbursements incurred by the Consultant to the date of such termination. 1.10 Indemnification The Consultant shall indemnify and save harmless the Client from and against all claims, actions, losses, expenses, costs or damages of every nature and kind whatsoever which the Client, his employees, officers.or agents may suffer, to the extent the Consultant is legally liable as aresult of the negligent acts of the Consultant, his employees, officers or agents in the performance of this Agreement. The Client agrees to hold harmless, indemnify and defend the Consultant from and against any and all claim, losses, damages, liability and costs of defense arising out of or in any way connected with the presence, discharge, release or escape of contaminants of any kind, excluding only such liability as may arise out of the negligent acts of the Consultant in the performance of consulting services to the Client within this project. 1.11 Insurance The Client will accept the insurance coverage amount specified in this clause section (a) as the aggregate limit of liability of the Consultant and its employees for the Client's damages. a) Comprehensive General Liability and Automobile Insurance The Insurance Coverage shall be $ per occurrence and in the aggregate for general liability and $ for automobile insurance. When requested the Consultant shall provide the Client with proof of Comprehensive General Liability and Automobile Insurance (Inclusive Limits) for both owned and non-owned vehicles. b) Professional Liability Insurance The Insurance Coverage shall be in the amount of $ per claim and in the aggregate. When requested, the Consultant shall provide to the Client proof of Professional Liability Insurance carried by the Consultant, and in accordance with the Professional Engineers Act (RSO 1990, Chapter P. 28) and regulations therein. C) Change in Coverage If the Client requests to have the amount of coverage increased or to obtain other special insurance for this Project then the Consultant shall endeavour forthwith to obtain such increased or special insurance at the Client's expense as a disbursement allowed under Section 3.2. MENCEO Client/Consultant Agreement for Municipal Works 2006 ATTACHMENT#- ~ TOREPORT# Q -?t-/-/O 195 -4- It is understood and agreed that the coverage provided by these policies will not be changed or amended in any way nor cancelled by the Consultant until thirty (30) days after written notice of such change or cancellations has been personally delivered to the Client. 1.12 Contracting for Construction Neither the Consultant nor any person, firm or corporation associated or affiliated with or subsidiary to the Consultant shall tender for the construction of the Project, or have an interest either directly or indirectly in the construction of the Project. 1.13 Assignment Neither party may assign this Agreement without the prior consent in writing of the other. 1.14 Previous Agreements This Agreement supersedes all previous agreements, arrangements or understandings between the parties whether written or oral in connection with or incidental to the Project. 1.16 Approval by Other Authorities Unless otherwise provided in this Agreement, where the work of the Consultant is subject to the approval or review of an authority, department of government, or agency other than the Client, such applications for approval or review shall be the responsibility of the Consultant, but shall be submitted through the offices of the Client and unless authorized by.the Client in writing, such applications for approval or review shall not be obtained by direct contact by the Consultant with such other authority, department of government or agency. 1.16 Principals and Executives The use of Principals and Executives on a time basis by the Consultant, will be in accordance with Section 1.23.1 (c). 1.17 Sub-Consultants The Consultant may engage others as sub-consultants for specialized services provided that prior approval is obtained, in writing, from the Client and may add a mark-up of not more than 5% of the cost of such services to cover office administration costs when claiming reimbursement from the Client plus the cost of the additional insurance incurred by the Consultant for the specialized services. 1.18 Inspection The client, or persons authorized by the Client, shall have the right, at all reasonable times, to inspect or otherwise review the Services performed, or being performed, under the Project and the premises where they are being performed. 1.19 Publication The Consultant agrees to obtain the consent in writing of the Client before publishing or issuing any information regarding the Project. 1.20 Confidential Data The Consultant shall not divulge any specific information identified as confidential, communicated to or acquired by him, or disclosed by the client in the course of carrying out the Services provided for herein. These obligations of confidentiality shall not apply to information which is in the public domain, which is provided to the Consultant by a third party without obligation of confidentiality which is independently developed by the Consultant without access to the Client's,information, or which is required to be disclosed by law or by court order. No such information shall be used by the Consultant on any other project without the approval in writing of the client. MEA/CEO Client/Consultant Agreement for Municipal Works 2006 ATTACH MENT#--f iOREPORT# oESat-~-I C7. Ofd 196 -5- 1.21 Dispute Resolution (a) If requested in writing by either the Client or the Consultant, the Client and the Consultant shall attempt to resolve any dispute between them arising out of or in connection with this Agreement by entering into structured non-binding negotiations with the assistance of a mediator on a without prejudice basis. The mediator shall be appointed by agreement of the parties. If a dispute cannot be settled within a period of ninety (90) calendar days with the mediator, the dispute shall be referred to and finally resolved by arbitration under the rules of the province having jurisdiction or by an arbitrator appointed by the agreement of the parties. (b) No person shall be appointed to act as mediator or arbitrator who is in any way interested, financially or otherwise, in the conduct of the work on the Project or in the business or other affairs of either the Client or the Consultant. (c) The award of the arbitrator, including an award for costs if applicable, shall be final and binding upon the parties. (d) The provisions of The Arbitration's Act, R.S.O., 1991, Chapter 17, as amended shall apply. 1.22 Time The Consultant shall perform the Services expeditiously to meet the requirements of the Client and shall complete any portion or portions of the Services in such order as the Client may require. . The Client shall give due consideration to all designs, drawings, plans, specifications, reports, tenders, proposals and other information submitted by the Consultant, and shall make any decisions which he is required to make in connection therewith within a reasonable time so as not to delay the work of the Consultant. 1.23 Estimates, Schedules and Staff List 1.23.1 Preparation of Estimate of Fees. Schedule of Progress and Staff List When requested by the Client, and where payment is calculated on a time basis, the Consultant shall provide, for approval by the Client: (a) An estimate of the total fees to be paid for the Services. (b) A Schedule showing an estimate of the portion of the Services to be completed in each month and an estimate of the portion of the fee which will be payable for each such month. (c) A Staff list showing the number, classifications and hourly rate ranges for staff, Principals and Executives, for which the Consultant will seek payment on a time basis. The Consultant shall relate such information to the particular type of work that such staff is to perform, while employed on the Project. Such list shall designate the member of the Consultant's staff who is to be the liaison person between the Consultant and the Client. 1.23.2 Subsequent Changes in the Estimate of Fees, Schedule of Progress and Staff List The Consultant will require prior written approval, from the Client for any of the following changes: (a) Any increase in the estimated fees beyond those approved under Subsection 1.23.1 (a). (b) Any change in the schedule at progress which results in a longer period than provided in Subsection 1.23.1 (b). (c) Any change in the number, classification and hourly rate ranges of the staff provided under Subsection 1.23.1 (c). 1.23.3 Monthly Reporting of Progress When requested by the Client, the Consultant shall provide the Client with a written report showing the portion of the Services completed in the preceding month. MEA/CEO Client/Consultant Agreement for Municipal Works 2006 i ATTACHMENT#-L, TOREPORT# OL5 1 9 7 --/),4 -6- 1.24 Additional Conditions MENCEO Client/Consultant Agreement for Municipal Works 2006: A TTACHMENT#B__._,.... f O REPORT # L~ ~l I C~ 198 -7- ARTICLE 2 - SERVICES 2.01 Services to be provided by Consultant 2.02 Services to be provided by Client MEA/CEO Client/Consultant Agreement for Municipal Works 2006 ATTACHMERT# Try REPORT# 199 -8- ARTICLE 3 - FEES AND DISBURSEMENTS 3.1 Definitions For the purpose of this Agreement, the following definitions shall apply: (a) Cost of the Work: (i) The "Cost of the Work" shall mean the total cost of the Project including all materials, equipment, sales taxes, labour and contractor's overhead and profit, necessary to complete the work for which the Consultant prepares designs, drawings or specifications, for which he is responsible. Where sales taxes are not included in the cost of the work, the fee shall be adjusted upwards by the factor equivalent to the sales taxes. The adjusted fee may be computed to the nearest one-tenth of one percent (1/10%). (ii) Wherever the client furnishes labour or other service which is incorporated in the work, the current price of labour or other service when the work was executed shall be used to compute the Cost of the Work. (iii) Whenever used materials or equipment is furnished by or on behalf of the Client, the fair market value of such materials or equipment, as though it was purchased new, shall be used to compute the Cost of the Work. (iv) In computing the Cost of the. Work, no deductions shall be made on account of any penalties or damages claimed by the Client from any contractor or on account of any other sum withheld from any contractor. (v) The Cost of the Work shall not include any fees and disbursements due to the Consultant, the Client's engineering and office expenses, or cost of land. (b) Site: Site includes the actual work site and other locations where the checking of materials, equipment and workmanship is carried out. 3.2 Basis of Payment (STRIKE OUT INAPPLICABLE PARAGRAPHS) 3.2.1 Fees Calculated on a Percentage of Cost Basis The Client shall pay the Consultant fees to be calculated as a percentage of the Cost of the Work for normal projects as follows: CALCULATION OF FEE TYPE OF SERVICE PERCENTAGE MEA/CEO Client/Consultant Agreement for Municipal Works 2006 ATTACHMENT #-J .TOREPORT# QL- ~ dot ~ _ • 200 3.2. 2 Fees Calculated on a Time Basis ' The Client shall pay the Consultant a fee, calculated on a time basis, for that part of the Services described in Article 2. Fees on a time basis for all staff shall be hourly rates based on job classifications as follows: Classification: Hourly Rate: For a project of over one (1) year duration, or for projects which become extended beyond one (1) year in duration, the consultant may from time to time seek approval from the client to adjust hourly rates and such approval shall not be unreasonably withheld. 3.2.2.2 Time Expended All time expended on the assignment, whether in the Consultant's office, at the Client's premises, or elsewhere, and including travel time, shall be chargeable. This also includes, but is not limited to, 'stenographic and clerical staff engaged in the preparation of documents such as reports and specifications. 3.2.3 Lump-Sum Fee / Negotiated Fee 3.2.3.1 Lump-Sum Fee Basis (a) Fees for the scope of work covered under this Agreement will be on a Lump-Sum Fee Basis, inclusive for labour and reimbursable expenses. . (b) Monthly progress invoices will be based on the percentage of project completed or milestone achieved. Invoices for fees are due upon presentation. Accounts unpaid after 30 days are subject to monthly interest charges at a rate of per annum. The Consultant reserves the right, without penalty, to discontinue services in the event of non-payment. (c) If the project is abandoned or.delayed for any reason beyond the Consultant's control, the Client shall pay a fee for services rendered to that date, plus the termination expenses reasonably incurred by the Consultant in winding down the project. (d) GST will be added to the Lump-Sum Fee. 3.2.4 Reimbursable Expenses In addition to the fee, the Consultant shall be reimbursed at cost plus an administrative charge of 5%, plus the cost of additional insurance incurred by the Consultant, for all expenses properly incurred by him in connection with the project, including but not limited to: vehicle use charges,. travelling and living expenses, long distance telephone charges, facsimile transmission charges, printing and reproductions, progress photography, advertising for tenders, special delivery and express charges, overtime premium costs, and the cost of providing and maintaining site offices, supplies and equipment, chemical and physical tests. 3.2.4.1 Information Technology and Reprographic (ITR) costs incurred by the Consultant shall be reimbursed at a standard charge rate of $ per labour hour expended. The assessment shall include all information technology resources required for purposes of providing the services contemplated under this agreement, including: computer equipment/systems, computer software, computer supplies, networking (local and wide area), and labour associated with computer management, administration and support. Computer systems include all types of computers, such as: general purpose microcomputers, PC-CADD microcomputers, graphic design workstations, and notebooks. The ITR charge shall also include all regular in-house convenience copying and printing. Cost for reproducing specifications and drawing set shall not be included in this rate. MEA/CEO Client/Consultant Agreement for Municipal Works 2006 Al"TACHMENTt~,_._ I iC REPORT# LeS 201j~,q _10- 3.2.4.2 Telecommunication costs (COM) other than video-conferencing incurred by the Consultant shall be reimbursed at a standard charge rate of $ per labour hour expended. The assessment shall include in-house costs for use of telephone/telecommunication services (including maintenance and support) and facsimile transmissions. 3.3 Payment 3.3.1 Fees Calculated on a Time Basis The Consultant shall submit an invoice to the Client for all Services completed in the immediately preceding month. Interest at the annual rate of _ percent ( ' percent monthly) will be paid on the total outstanding unpaid balance commencing 30 days after the Client has received the Consultant's invoice. 3.3.2 Fees Calculated on a Percentage of Cost Basis (a) Monthly Payment .The Consultant shall submit an invoice to the Client for that part of the design of the Project completed in the immediately preceding month calculated upon the basis of the Consultant's estimate of the cost of that part of the Project, and, if the Client agrees with such estimate and that such part has been completed, the Consultant will be paid the amount of the fee so invoiced. Interest at the annual rate of percent ( percent monthly) will be paid on the total outstanding unpaid balance commencing 30 days after the Client has received the Consultants' invoice. (b) On Award of Contract Following the award of the contract for the construction of the Project, the Consultant shall recalculate his fee on the basis of the tender quantities and prices on which the contract for the construction of the Project was awarded, plus the estimated cost of materials and other services supplied by the Client and upon such recalculation, the amount paid to the Consultant shall be adjusted to equal the full amount of the recalculated fee including the repayment by the Consultant of any overpayment made to the Consultant. (c) Delay of Award of Contract In the event the contract for construction of the Project is not awarded within months of the acceptance of the Design by the Client the final fee for design shall be determined as in paragraph (a) above, and paragraph (b) shall not apply. Further services for the Project beyond the months will be undertaken on a time basis. . (d) On Completion of the Work Following Completion of the Work, the Consultant shall recalculate his fee on the basis of the actual cost of the work and upon such recalculation the amount paid to the Consultant shall be adjusted to equal the full amount of the recalculated fee including the repayment by the Consultant of any overpayment to the Consultant. 3.3.3 Lump Sum Fee/Negotiated Fee (a) Compensation The Client will compensate the Consultant in accordance with the fees and charges for services as set out in the proposal or as otherwise mutually agreed. All fees and charges will be payable in Canadian funds unless noted otherwise. Invoices will be due and payable, as presented and without hold backs, by the Client upon receipt. Interest on overdue accounts will be charged at the rate of - % per annum. i MEA/CEO Client/Consultant Agreement for Municipal Works 2006 ATTACi~(iE~TI af._ > O REPORT# !2 411 202 -11- SIGNED, SEALED AND DELIVERED in the presence of. ) CONSULTANT The signatory shall have the authority to bind the corporation or company for purposes of this agreement (Signature) (Name) (Title) THE CORPORATION OF The signatory shall have the authority to bind the municipality or its agency for purposes of this agreement . MAYOR/CHAIRMAN/REEVE/WARDEN CLERK MEA/CEO Client/Consultant Agreement for Municipal Works 2006 eitq 4 Report to e „ Executive Committee I `KERIN Report Number: CS 30-10 203 Date: September 7, 2010 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Fair Wage Policy Recommendation: 1. That Report CS 30-10 of the Director, Corporate Services & Treasurer regarding Fair Wage Policy be received for information; OR 2. That Report CS 30-10 of the Director, Corporate Services & Treasurer be received; and, the Council of the City of Pickering implement a Fair Wage Policy as follows: a) The attached Fair Wage Policy for Industrial, Commercial and Institutional Contracts exceeding $1 million to require that all contractors bidding on contracts for the City provide wages, benefits and hours to their employees in compliance with the City's Fair Wage Policy be adopted; b) The Director, Corporate Services & Treasurer be authorized to establish and implement a Fair Wage Policy process and undertake any required actions; c) That the appropriate officials of the City of Pickering be given authority to give. effect thereto; d) The Director, Corporate Services & Treasurer be authorized to approach the appropriate staff of the City of Toronto for compliance investigation and enforcement purposes and execute any necessary arrangements or. agreements. Executive Summary: At the Executive Committee Meeting held on June 14, 2010, the Committee passed the following: "That Report CS 28-10 be referred back for further investigation and that staff report back at the July 12th meeting of Council with a Fair Wage Policy." In the interests of obtaining all relevant information and having discussion with the parties, it was agreed with the Mover that reporting back would occur in September. A copy of Report CS 28-10 is attached. Report CS 30-10 September 7, 2010 Subject: Fair Wage Policy Page 2 204 Upon further investigation and careful consideration, staff does not recommend the inclusion of a fair wage policy for its Industrial, Commercial and Institutional (ICI) construction contracts or any other area in which such a policy could be applied. The City is already committed to provide best value to the taxpayers of the City of Pickering through the provision of open and fair, equitable, accessible and competitive bidding processes, as embedded in the Council approved Purchasing Policy. Mandatory levels of wages to be paid on City contracts would appear to be contrary to these objectives. In staff's opinion, it would appear that adopting such a policy could have the effect of forcing up the costs of City tendered projects. This in turn could have the ultimate effect of adversely affecting the small to medium size businesses bidding on these projects that the City so strongly supports. Finally adopting such a policy, Pickering, due to its geographic location and proximity to Toronto, would be part of that wage group, most likely the highest in the Province. However, the City of Toronto has not adjusted its fee schedule since 2004 which, in this writer's opinion, says much about the cost, effectiveness and benefits of having such a policy. Generally speaking municipalities have not undertaken a role in mandating the level of wages to be paid to workers for parties bidding on municipal contracts. Unions, the Province and private employee/employer contracts do that across Ontario. Should Council wish to implement such a policy under Recommendation 2, the actual policy is attached. Financial Implications: There are no financial implications associated with the first Recommendation. However, should the second Recommendation be adopted, staff costs are inherent and future additional costs may be revealed. Sustainability Implications: There are no sustainability implications associated with this report. Background: Further Investigation Report CS 28-10 provided some background information for Council. During the discussion at the Council meeting of Jun 24, 2010 several questions were asked or items raised that were to form part of this report. The following are staff's responses as well as the results of further investigation into this subject. Report CS 30-10 September 7, 2010 Subject: Fair Wage Policy Page 3 nnG A response to the question - what Region meant by "select number of recipients" The question was asked as to what did the Region of Durham mean when its report on this subject referred to "a select member of recipients". The reference is to be those companies bidding on Regional contracts. An extract from that report is reproduced below. The Report to the Regional Finance and Administration Committee on April 15, 2009, in the closing paragraph of the report stated in part that: "The Region should ensure consistency and equal treatment for all potential suppliers of goods and services to the Region and thus refrain from granting any type of preferential treatment to a select number of recipients through the implementation of the proposed Fair Wage Policy. As such, the Region does not believe that it should play a role in mandating the wages to be paid to workers by parties wishing to bid on Regional contracts; especially for one particular area of services/goods (ICI construction) delivered to the Region." Comment - a Fair Wage Policy wouldn't cost us anything. It was stated that a fair wage policy wouldn't cost the City anything. However, it would appear that there is the very great and real potential to increase contract due to our close proximity to Toronto. Some jurisdictions, with the assistance of the City of Toronto's Fair Wage Office, develop wage schedules based on local collective agreements according to the boundaries set by the Ontario Labour Relations Board (OLRB) Area Schedule. Pickering falls within Area 8 in Construction which includes, but is not limited to, Metropolitan Toronto, Peel and York Regions. The way the OLRB operates, standard labour board jurisdiction requirements places Pickering in this area and is more consistent with how Toronto determines fair wage. A wage schedule for Pickering would be based on collective agreements set within the greater metropolitan Toronto area and would presumably be higher than wage schedules in an area outside of the area. Clarington and Oshawa fall into Area 9 of the OLRB - outside of the Toronto area. Toronto's Fair Wage Office (TFWO) investigates complaints (45 in 2009) and takes enforcement action when it is determined that a contractor has failed to pay its workers the prescribed hourly wage rates, vacation and holiday pay and applicable amount for fringe benefits shown. in the current fair wage schedule. Investigations can involve looking into contractor and subcontractors payroll records. To undertake an investigation or an audit for another jurisdiction it is likely that TFWO would have to develop a business case, review associated costs, establish a fee schedule for time Report CS 30-10 September 7, 2010 Subject: Fair Wage Policy Page 4 6 billed for this service and prepare a report back to their City of Toronto Council for approval. Administrative costs as a result of including and enforcing fair wage policies in City Industrial, Commercial and Industrial (ICI) construction contracts could be significant. Even though a base investigation fee to help recover administrative and audit-related costs associated with a Registered Complaint, this fee does not accurately represent the total costs associated with research and review of policies, going onto job sites, interview workers, wage schedules and costs associated with inspections and audits during the period of the construction project. While the City can recover the base investigation from either the complainant or the party named in the complaint, any costs in excess of the base investigation fee must be pursued by City staff. Also there are costs associated with utilizing City staff resources in monitoring policy compliance and conducting complaint-driven investigations arising from allegations which could prove to be unsubstantiated. Implementing a Fair Wage Policy also places the City in the role as a third party arbiter to resolve potential disputes that can occur between contractors and their respective employees. Ontario Chamber of Commerce In the Delegate's email to Council following their presentation to the Executive Committee they asked what categories do these businesses (Members of the Ontario Chamber of Commerce) fall under and how many of them perform highly skilled and potentially dangerous construction work? The Ontario Chamber of Commerce (OCC) is a federation of 160 local chambers of commerce and boards of trade, representing 60,000 businesses from all sectors, of all sizes and from all areas of the province. The businesses are divided into sub-categories so how many businesses perform skilled or dangerous construction work is not available. Generally speaking, the membership roughly matches the demographics of Ontario's businesses. The Government of Ontario has received the OCC correspondence and has acknowledged their consultations. The Province is still working on updating their Fair Wage Policy - a status update as of early June 2010 from the Ministry of Labour is that it is "still under consideration". Ajax-Pickering Board of Trade - Member of the Ontario Chamber of Commerce The Ajax-Pickering Board of Trade is a member of the Ontario Chamber of Commerce, having more than 600 members, including Pickering, representing every sector of the local economy and a trusted voice in the business community. Voice from The Greater Oshawa Chamber of Commerce The Greater Oshawa Chamber of Commerce (GOCC) is incorporated under the Boards of Trade Act. As one of the leading business associations in Durham Region it has over 1,100 entrepreneurs, managers and corporate executives as members, representing over 840 businesses of all sizes and sectors that collectively employ over 40,000 in the Report CS 30-10 September 7, 2010 Subject: Fair Wage Policy Page 5. 207 Region. As the leading business association it continually strives to create an atmosphere that will improve and advance business and create jobs. It is their mandate to provide services and opportunities for local and regional businesses. The GOCC echoes the sentiments of the OCC, as they believe that such policies limit the ability for smaller-to-medium size.companies and suppliers to bid on government projects and questions whether a fair wage policy works to provide the best overall project value to the taxpayer at the most cost effective price. Survey of Municipalities The comment was made that Thunder Bay said no one has ever contacted them. The City of Thunder Bay was contacted March 4, 2010 and included in the survey of 28 municipalities and 3 public agencies (Attachment 2, Report CS 28-10). Two (2) of the survey responses indicated they have yet seen any proof that are any cost savings as a result of using the Fair Wage Policy. Refer also to Attachment 3 Page 7, Report CS 28- 10 where mention is made of cases, in other jurisdictions, such as in British Columbia, where fair wage policies were repealed on the ground that they increase project costs and increased the burden on taxpayers while providing debatable benefits. City Policy - Provision of Open, Fair, Equitable, Accessible and Competitive Bidding Processes The City avails itself through its bidding practices to a myriad of businesses of which small to medium size businesses seek out the opportunities to work in, and be a part, of Pickering's development and continue to participate in municipal construction projects bid opportunities. The City continues to provide best value to the taxpayers of the City of Pickering through the provision of open and fair, equitable, accessible and competitive bidding processes, as stated in the Council approved Purchasing Policy. The City's bidding processes and Health & Safety procedures continue to attract competition from the marketplace yielding competitive pricing from qualified and skilled contractors and savings to benefit the City and it's taxpayers. Should Council still wish to implement a Fair Wage Policy, staff have acquired.a copy of that approved by Clarington Council and adopted it, basically changing Clarington to Pickering and incorporated Oshawa's $5,000 fee as it was felt to be more representative of potential staff costs than Clarington's at $2,500. The Policy would fall under the direction of the Director, Corporate Services & Treasurer with actual day-to- day responsibilities falling under the Manager, Supply & Services. Attached is the City of Toronto Fair Wage Schedule which is included in this report for illustration purposes as Attachment 3. It. has not.been updated since 2003. Should Council adopt a Fair Wage Policy an updated version of this Schedule will have to be created and form part of this Policy. Report CS 30-10 September 7, 2010 Subject: Fair Wage Policy Page 6 208 Attachments: 1. Report CS 28-10 2. Draft Fair Wage Policy 3. Fair Wage Schedule - City of Toronto Prepared By: Approved/Endorsed By: Vera A. Felgemach , Gillis A. Paterson Manager, Supply& Services Director, Corporate Services & Treasurer C.P.P., CPPO, CPPB, C.P.M., CMM III Copy: Chief Administrative Officer Recommended for the consideration of Pickeri C it Tony Prevedel, P.Eng. Chief Administrative Officer Z 9 ATTACHMENT # _ TO REPORT 0- 3 C;tq no Report to Executive Committee PI + EKING Report Number: cs 28-10 Date: June 14, 2010 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Fair Wage Policy Recommendation: That Report CS 28-10 of the Director, Corporate Services & Treasurer regarding Fair Wage Policy be received for information. Executive Summary: At the meeting of Council held on April 19, 2010 direction was given by Council Resolution #65/10 that CORR.29-10 from Terry Dorgan, Business Agent and representative for Central Building Trades requesting the City of Pickering review their Fair Wage Policy By-law in order to update their policy to mirror other municipalities such as Oshawa and Clarington be referred to staff for report prior to Council's summer recess. After a thorough review, consultation with other municipalities and careful consideration, staff have concluded that it is not necessary to implement any additional update to City By-law-or policy. This is consistent with the Region of Durham's position on this matter. Financial Implications: There are no financial implications associated with the Recommendation. Sustainability Implications: There are no- sustainability implications associated with this report. Background: City's Current Policy and Practices The City's Purchasing Policy begins with a Policy Statement which includes: "That the City provide best value to the taxpayers of the City of Pickering through the provision of open and fair, equitable, accessible and competitive bidding. processes." Report CS 28-10 June 14, 2010 210 Subject: Fair Wage Policy Page 2 The City's bidding processes have been open and fair, equitable, accessible and competitive and without concern or conflict from the bidding community for over 30 years. The City's bidding processes continue to attract competition from the marketplace yielding competitive pricing from qualified and skilled contractors and savings to benefit the City and taxpayers. The City is responsible for ensuring that, public funds are spent in a manner which maximizes the value obtained for money spent in an open and competitive environment which ensures all suppliers that wish to do business with the City are treated equally and fairly. General Conditions within the City's tendering documents include the following Fair Wage Clause: 'The Provincial Fair Wage regulations shall be applied to this contract and the Contractor shall be prepared to provide such proof as may be necessary to indicate that wages paid to employees are in compliance with the required minimum." Criteria to select qualified contractors include, but is not limited to, the following: • Rigorous evaluation of contractor's health and safety policy, qualifications, safety record, insurance coverage • Evaluation of experience in work of similar scope and value, and performance reviews • Backing by a recognized surety company The City has a responsibility to hire qualified contractors and ensure compliance with the regulations of the Occupational Health & Safety Act. The City already does its due diligence to ensure only qualified contractors undertake work and comply with all Federal, Provincial and Municipal statues and regulations. The Ontario Chamber of Commerce (OCC) is a federation of 160 local chambers of commerce and boards of trade in the Province of Ontario, representing an estimated 57,000 businesses of all sizes, in all economic sectors and from every area of the province. The OCC's mandate is to advocate strong policies on issues that affect it's membership through Ontario's business industry. In August, 2007 the OCC provided a response on Fair Wage Policy (FWP) to the Director, Employment and Labour Policy Branch - Ministry of Labour and this communication has been confirmed as the most current. The following statements are contained in the response. and bear repeating: "To conclude, the OCC believes the FWP does not effectively provide for a fair return on taxpayer dollars while it falls short of meeting an equitable social objective. Therefore, the OCC recommends the government of Ontario to phase out the FWP" Report CS 28-10 June 14, 2010 211 Subject: Fair Wage Policy Page 3 The following conclusion appears in_ the most recent Region of Durham Report #2009- F-38 presented to Regional Council: "Given the core service issue and the debatable benefits associated with incorporating such a policy, Regional staff does not recommend the inclusion of a Fair Wage Policy within the framework of its ICI construction contracts or any other service, sector or industry in .which such a fair wage policy could be applied. The Region should continue to ensure consistency and equal treatment for all potential suppliers of goods and services to the Region and thus refrain from granting any type of preferential treatment to a select number of recipients through the . implementation of the proposed (Region) Fair Wage Policy." The foregoing conclusion within the Regional report resonates the City's Recommendation as well,. that being the City continue to ensure consistency and equal treatment for all potential contractors to the City and thus refrain from granting any type of preferential treatment to a select number of recipients through the implementation of a proposed City Fair Wage Policy. Attachments: 1. Correspondence from International Brotherhood of Electrical Workers 2. City of Pickering Overview of Proposed Fair Wage Policy 3. Region of Durham Finance and Administration Report No. 2009-F-38 regarding a Fair Wage Policy Prepa ed By: Approved/Endorsed By: Vera A. Fel emacher Gillis A. Paterson Manager, Supply & Services Director, Corporate Services & Treasurer C.P.P., CPPO, CPPB, C.P.M., CMM III Copy: Chief Administrative Officer Recommended for the consideration of Pickering C' oun it Tony Preve el, P.Eng. Chief Administrative Officer ATTACHMENT #-L-To npopa#-L--~? 21.2 Request for Delegation Co,2~ 2q-co Debbie Shields One The Esplanade Pickering, Ontario, Canada L1 V 6K7 To whom this may concern, The Central Ontario Building Trades represents 60,000 skilled trades' workers in Central Ontario. Most recently they have been active in promoting the adoption of modern Fair Wage Policies throughout Ontario. This is to coincide with already implemented Fair Wage Policies in municipalities and institutions such as; Oshawa, Thunder Bay, Hamilton, Sudbury, Clarington; Toronto, the University of Ontario Institute of Technology and Durham College. Within the City of Pickering's purchasing Bi-laws a Fair Wage Policy, dated 1995, has been implemented over the past 15 years. The Central Ontario Building trades view this policy as being outdated and respectfully requests that the City of Pickering update their. Fair Wage Policy to mirror other municipalities such as Oshawa and Clarington. Central Ontario Building Trades representative Terry Dorgan, requests to appear as a delegation on April 19th 201.0 in respect to modernizing the city's Fair Wage Policy. } Best Regards, Terry k~)orgcn b u.s; r c ass . A 8cil-l 1 ORIGINAL TO: COPY TO:. r: ~ l'l./tlp Ns wy . J t - v-1 4~ r- 21345A Getting Serious about Adontin* Fair What is a Fair 'm'ane Requires all contractors to pay or provide the same wages, benefits and hours to all workers. Policy Municipalities pay their construction workers a "fair wage" for the work performed and to ensure that workers are not i exploited or discriminated against. , Usually applies to construction (ICI) projects over $~I00,000. .Iwo Who has already adopted. The Federal government, the provincial governments of Fair Wage? Ontario, Manitoba and British Columbia, the municipalities of Toronto, Oshawa,,London, Montreal, Calgary, Edmonton and Greater Vancouver, in addition to numerous agencies, boards, commissions and universities/colleges all have adopted fair wage policies. . What are the cost minimal increases in.construction cost (2-4%) implications of Fair Wage Significant cost savings (11-17%) based on higher productivity gains resulting in lower renovation and repair work Policy Adoption to (Source: Ontario Construction Secretariat) projects? What are the financial For small to medium sized Municipalities, it takes 20-40 hours implications Of Fair Wage per year to administer a Fair Wage Policy. r to mural ieipalities? investigations fees (e-.g. $2500 per investigation) would cover administration costs and be an additional revenue source for the - Municipality. ! In the City of Toronto, administration revenues from Fair Wage exceeded $27,000 in 2008. What are the other (1) Stable labour relations with minimal-disruption. Benefits .o of Fair Wage (2) A level playing field in competition for City Work. (3) Protection of the Public Policy Adoption? (4) Enhanced reputation of the Municipality for ethical and fair business dealings. ATTACH MENT#a,2Z_TO REPORT#IL-28'~-/ 6 214 City of Pickering' Overview of the Fair Wage Schedule and Policy Proposal Contractors entering into ICI (Industrial-Commercial-Institutional) construction contracts carried out by, and for, the City would.pay or provide wages, benefits and hours of work to their employees while adhering to a "City Fair Wage Schedule and Policy". Similarly, it would be the responsibility of the contractor to ensure the subcontractor(s) are also adhering to the terms of the City Fair Wage Schedule and Policy. The proposal outlines a contract threshold minimum of $500,000 and therefore, contracts below a threshold would be exempt from the terms of the proposed policy. A "investigation fee" would be required to investigate complaints. Upon receipt of a Registered Complaint, together with payment of an investigation fee, the City would take such action as it deems necessary to determine whether the Contractor and Sub-contractor involved or named in the Registered Complaint is in compliance with the Fair Wage Policy and the Fair Wage Schedule. Sample investigation fees are $2,000 and $5,000. Fair wage policies exist in relatively few municipalities from the survey undertaken recently. Of the 28 municipalities and 3 public agencies surveyed, only 5 municipalities. have their own fair wage policies, 2 of which are Clarington and Oshawa. As identified in the Region of Durham's Report #2009-F-38 on Fair Wage Policy "the City of Toronto's Fair Wage Policy often serves as a benchmark for other jurisdictions and its wage schedule is arrived at through review of stipulated rates of pay for various classes of work produced. The City of Toronto's Fair Wage Office is made up of several staff members solely-dedicated to the review of tenders and vetting of bidders to ensure compliance, links to their schedule, to the complete wage package, inclusive of benefits (excluding union dues, associate fees, etc) and is tied to collective agreements specific to the local area. Review of the schedule by the City of Toronto's is done once every three years and is adjusted annually for inflation. The City of Toronto's Fair Wage Office provides auditing, administrative and schedule research and review service to other municipalities with fair wage policies of their own." Administration of a City Fair Wage Schedule and Policy would have to be designated to be the responsibility to a Manager in Corporate Services or appropriate designate for the review and administration of a Fair Wage Schedule and Policy and likely require additional internal staffing to support the Manager. Clarington implemented a fair wage policy as an interim process. and applies on ICI (Industrial-Commercial-Institutional) projects over $1,000,000 and Oshawa's applies on projects over $500,000. Clarington has not seen any proof that there are any cost savings flowing as a result of using the Fair Wage Policy. Clarington relies on the City of Toronto to provide schedules and undertake audits otherwise, would need extra staff. The following is abstracted from a City of Toronto staff report February 1, 2007 - "Establishing fair wage rates and schedules are intended to minimize potential conflict between organized and unorganized labour in the tendering and awarding of civic contracts". This may be a factor in Toronto, however, there has been no conflict whatsoever in over 30 years between organized and unorganized labour in the tendering and award of contracts within the City of Pickering. ATTACHMENT #J__TO REPORT 215 Finance & Administration -15- April 15, 2009 Committee MOVED by Councillor Kolodzie, (160) "THAT the foregoing motion (159) of Regional Chair Anderson be tabled." MOTION DEFEATED Councillor Kolodzie indicated that he wished to table the motion until he could obtain an accurate accounting of what each Municipality has put into Durham Region Transit (i.e., cost of buses, lands, etc) The motion (159) of Regional Chair Anderson was then put to a vote and CARRIED. d) PROPOSED ESTABLISHMENT OF A FAIR WAGE POLICY ON ICI CONSTRUCTION CONTRACTS BY THE REGION OF DURHAM (2009-F-38) Report #2009-F-38 from R.J. Clapp, Commissioner of Finance, was received. R.J. Clapp responded to various questions from Councillor Kolodzie with respect to whether or not there would be additional costs; why the fair wage policy comparison chart (of GTA and other municipalities) shown on page 3 of the report did not have more up-to-date comparisons; and the impact had a fair wage policy been in place when the new water pollution control plant was i constructed in Courtice. 'A question regarding union versus non-union workers was also raised and was addressed by R.J. Clapp. MOVED by Councillor Parish, l (161) "THAT Report #2009-F-38 of the Commissioner of Finance be received for information." CARRIED e) REGIONAL DEVELOPMENT CHARGE INDEXING (2009-F-39) Report #2009-F-39 from R.J. Clapp, Commissioner of Finance, was received as a handout. R.J. Clapp reviewed the recommendations contained in Report #2009-F-39 with the Committee and also highlighted section 3.3 on page 6 which summarizes the potential foregone revenue (estimated $4.0 million) from waiving the indexing of residential and non-residential development charges and delaying the scheduled phase-in of non-residential development charges for the ICI sectors in order to provide some relief for local development and building industries during this economic recession. Councillor Parish questioned the reason for doing this and also commented there would be minimal impact in terms of stimulating development and creating jobs. Councillor Parish also expressed concern with the loss of the j estimated $4 million in development charge revenue in 2010 and beyond. R.J. Clapp noted there will be an opportunity to update the rates when a new development charge by-law is completed. Councillor Parish also questioned R.J. Clapp on whether consideration had been given to alternatives, such as 1 25 I RoD - File Display Page 1 of 8 216 The Regional Municipality of Durham Report to: The Finance and Administration Committee From: R.J. Clapp, Commissioner of Finance Report No.: 2009-F-38 Date: April 15, 2009 SUBJECT: Proposed establishment of a Fair Wage Policy on ICI construction contacts by the Region of Durham RECOMMENDATIONS: THAT the Finance and Administration Committee receive this report for informati0n- 1.0 INTRODUCTION This report considers.the implications of Incorporating a Fair Wage Policy into the framework of the Region of Durham's ICI construction contracts. The report briefly summarizes the Fair Wage Policy proposal put forth by local union representatives and discusses current experiences with fair wage policies in other municipalities for the purpose of establishing a Regional position on the proposal. 2.0 BACKGROUND • On November 14, 2007, with a UA Local 463 representative in attendance. a representative from IBEW Local 894, Oshawa and District provided a presentation to Council members regarding a Fair Wage Policy Proposal for the Region intended to cover ICl construction contracts carried out by, and for, the Regional Municipality of Durham. Council members were also presented with bound copies of the Fair Wage Proposal and a publication from the Ontario Construction Secretariat (OSC) entitled "Impact of Fair Wage Policies on the Construction Industry". A Fair Wage Policy would allow the Region to require that all contractors bidding on contracts for the Region provide wages, benefits and hours to their employees in compliance with the Region's Fair Wage Policy. The policy would also snake contractors responsible for ensuring that sub-oontractors also adhere to the policy. 49 https://zyimage.durham.ca/Exe/ZyNET.exe/OOOOA9DJ.txt?ZyActionDI3=ZyDocument&... 13/05/2010 i RoD - File Display Page 2 of 8 217 Report No : 82009-F-38 Page No.: 2 Terry Dorgan, the UA Local 463 representative, suggested that fair wage policies assist in counter-balancing the propensity for suppliers in the' construction industry to engage in cut-throat competition driven by the low-bid policies often adhered to by the public sector. It is argued that by setting a wage floor for which contractors and sub-contractors must adhere to, and essentially "taking the wages out of competition" such cut-throat competition through the paying of lower wages can be minimized. They indicate that such competition is also believed to erode occupational safety standards, weaken industry investment in skills training and "promote" evasion of legal obligations, such as the circumvention of El and CPP contributions. Mr. Dorgan also commented that fair wage policies have been in Canada for some time and that the City of Toronto policy often serves as a benchmark for policies In other areas. • A follow-up meeting took place January 2008 between Regional staff and IBEW Local 894 and UA Local 463 representatives to again discuss the Region's proposed Fair Wage Policy. On April 2009, Regional staff met with members of the Greater Oshawa Chamber of Commerce to discuss fair wage policies and their potential impact on the Region of Durham. 3.0 OVERVIEW OF THE FAIR AGE POLICY PROPOSAL • Under the proposal. contractors entering into ICI construction contracts carried out by, and for, the Regional Municipality of Durham would pay or provide wages, benefits and hours of work to their employees while adhering to the Region's Fair Wage Schedule and Policy. Similarly, it would be the responsibrnity of the contractor to ensure that the sub-contractor is also adhering to the terms of the Fair Wage Schedule and Policy. The proposal outlines a contract threshold minimum of $500,000 where contracts below this threshold would be exempt from the terms of the proposed policy. Administration of the policy and wage schedule would be designated to be the responsibility of the Manager, Purchasing Services or appropriate designate. e Through its tender call, the Region would make the Fair Wage Schedule and Policy available to every party bidding in ICI construction contracts. In a manner that is acceptable to the Region, evidence of policy adherence would be provided by the contractor and sub-contractors after substantial performance of the construction contract.. Contractors and sub-contractors would be required to post appropriate fair wages, wage schedules and tabour conditions in a conspicuous place at the work site and would be ordered to maintain accurate records of employees detailing employee information, trade classification, hours of work and wages; information that would be made available for inspection upon request by the Region. i r, n https://zyimage.durham.ca/Exe/ZyNET.exe/000OA9DJ.txt?ZyActionDI3=ZyDocument&... 13/05/2010 RoD - File Display Page 3 of 8 218 Page No.: 3 • Report No.: #2009-F-38 A Registered Complaint could be filed by contractors, suit-contractors or employees with the Region against any contractor or sub-contractor. Under the proposal, the Region would investigate the complaint for a base investigation fee of $2,50D being proposed by the unions and subject to the conditions of substantial performance of the construction contract. Should the registered compiaint be found to be unsubstantiated, the Region would retain the investigation fee from the complainant and take necessary action to claim any costs in excess of the base investigation fee. Should the investigation deem the contractor or sub-contractor to be in non-compliance, notice. would be provided by the Region to immediately comply with the terms of the policy. First time non-compliance violations within a five-year time frame may result in the contractor requiring accounting reports for the next three Region- related projects of which the contractor performs construction work; declaring adherence to the Fair Wage Policy. Multiple non-carrtplianoe offences by contractors within a five-year time frame may result in restrictions to bid on Region contracts for a period. of two years. 4.0 FAIR WAGE POLICY EXPERIENCE IN OTHER JURISDICTIONS • Fair wage policies exist in relatively few municipalities across Canada. The majority that do have fair wage policies are concentrated in Southern Ontario, and include Toronto, Hamilton. Oshawa,. London, Ci,arington. Sudbury. Kitchener. Mississauga, Vaughan, and Brampton. To date, no regional municipality has yet adopted a fair wage policy (i.e. Halton Region, York Region, Municipality of Waterloo) The table below provides a comparison of fair wage schedule compensation by various municipalities across a select number of common trade positions: F* Mp PokyCompadson •GTAand other munlcoaMM C alToMnt0F3c t)Aioe•fehru 2W .s, - e c } , ~~f..., ,,~.,;1~ ~tk - ~t_Ql L r ~k ~y} s . y •~i~Of . Chp( rAAt94YIIN~q ° ~f F{ 3,. n 4 r . .-.'-ilk ~i 1:E f ' ri 4Y ' - Wopee,YeeeSrn, WepiSVao1110n Yfegee,YAUGN, WapegYxllion, 8001 0#rllW ftlent 1WAYParead Wap li%U at NIhysfrmpe FedealroWed PMOWAIRIN Wepu Ndidyyifrinyt 4**Afempe twee rm 6Nd144 &aft P ds2as$ Meamipty sen1Mi &=ft, &kkW4M&Wft== 5402 $37.35 $all $43,15 $7955 54176 0,75 0101110 . 542.09 $31.86 399178 sss.96 31752 SC29 0.41 SKftk~m $6.44 $3674 $4549 53114 We 54188 $41.17 4tdumerubm" 522 $31.19 0.90 3245D ON $1179 344.49 14aty E opuft $Gas $44% 543,51 WS 527.94 $4291 S" , 1iaArwINAet w s $3276 331.61 $26.52 SM70 0.67 ~BAf 9t>1t71 y j , $11,79 asSfQ.. ~;e: :a. +.,x x57G41 . 51 https://zyimage.durham-ca/Exe/ZyNET.exe/OOOOA9DJ.txt?ZyActionDI3=ZyDocument&... 13/05/2010 Rol) - File Display Page 4 of 8 219 Report No.: #2009-F-38 Page No.: 4 • The City of Toronto's. Fair Wage Policy often serves as a benchmark for other jurisdictions and its age Schedule is.arrived at through review of stipulated rates of pay for various classes of work produced. The Gity of Toronto's Fair Wage Office, made up of several staff members solely-dedicated to the review of tenders and vetting of bidders to ensure compliance, links their schedule to the complete wage package, inclusive of benefits (excluding union dues, association fees. etc.), and is tied to collective agreements specific to the local area. Review of the schedule by the City of Toronto's Fair Wage Office is done once every three years and is adjusted annually for Inflation. The City of Toronto's Fair Wage Office often provides auditing, administrative and schedule research and review services to other municipalities.with fair wage policies of their own. • Within Durham Region, Clarington and Oshawa each have their own fair wage policies for ICI construction contracts and with the assistance of the City of Toronto's Fair Wage Office, wage schedules are developed by linking wages to local collective agreements within the appropriate Ontario labour Relations Board Construction Industry Area (Area 9 for both municipalities). For both municipalities, in the event of a registered complaint, administrative support and auditing services can be performed by the City of Toronto's Fair Wage Office or appropriate designate as determined by the municipality. For complaints that are deemed valid, the Investigation fee is returned to the complainant and the cost for the auditing service would be charged to the municipal budget. However, evidence of noncompliance by a supplier allows the municipality to pursue the base investigation costs along with any other costs the municipality deems appropriate and can deduct the amount from the balance owing by the municipality to the supplier. • Since the inception of its fair wage policy. Clarington has only seen two ICI construction projects exceeding the $1 million threshold level. Oshawa's fair. wage policy, with a lower contract threshold level of $500,000, has yet to undertake a project above this amount. The lack of activity among the area municipalities makes it difficult to assess the effects of their respective policies. 5.0 THE REGION OF DURHAM'S CUR ENT PRACTICES • The Region of Dutharri s By-Law No. 68-2000, as amended, defines purchasing and tendering policies covering the acquisition of goods and services projects by the Region. The Region of Durham currently undergoes a thorough examination of all tenders and proposals, as well as a process for qualification of suppliers of goods and services. It Is the objective of the Region to acquire its goods, services and works without favoritism through the application of the highest standards of business ethics. 52 https://zyimage.durham.ca/Exe/ZyNET.exe/000OA9DJ.txt?ZyActionDJ3=ZyDocument&... 13/05/2010 RoD - File Display Page 5 of 8 220 Report No.: #2009-F-38 Page No.: 5 The pre-qualification criteria to selecting a list of qualified suppliers includes, but is not limited to: • Review of health and safety records of suppliers; • Record of supplier working experience and evaluation of prior performance: and • Examination of the prior bidding history of the supplier and financial status of the supplier. For projects above $100,000, prequalification of achieved via Council approval for each respective project. A joint report is required by the Department Head and "designated officie and is submitted to the appropriate Standing Committee and Council for approval prior to proceeding with prequalification of the supplier. The Region has a responsibility to hire qualified contractors and ensure compliance with the regulations of the Occupational Health and Safety Act as well as any additional policies mandated by the Regan. Awarding of the contract Is usually based on the lowest responsible bid assuming all specifications and qualifications have been met. In its purchasing of goods and services, it is the responsibility of the Region to ensure that public funds are spent in a manner which maximizes the value obtained for money and to ensure that the solicitation, bidding and awarding process is done in an open and competitive environment which ensures that all suppliers that wish to do business with the Region are treated fairly and equally. While there is currently no fair wage policy incorporated into oonstructlon contracts, Regional staff believes that the Region already does Its due diligence in ensuring that only qualified and reputable suppliers partake in the supply of goods and services for the Region by ensuring compliance to all Federal, Provincial and Municipal statutes and regulations. 6.0 REGIONAL STAFF CONCERNS WITH FAIR WAGte POUC_Y_ Upon review of various literatures, research and experience In other jurisdictions and entities. Regional staff suggests that there are several concems with implementing a Fair Wage Policy in the framework of ICI construction contracts. Some pri mary concerns include: • The Implementation of a Fair Wage Policy results In the Region assuming the role as a third-party arbiter serving to resolve potential disputes that accur between suppliers and their respective employees. • The Region would likely incur significant administrative costs as a result of including and enforcing fair wage policies in Its ICI construction contracts. While the proposal outlines a base investigation fee of $2.500 to help recover administrative and audit-related costs associated 53 i I https://zyimage.durham.ca/Exe/ZyNET.exe/OOOOA9DJ.txt?ZyActionDI3=ZyDocument&... 13/05/2010 " RoD -File Display Page 6 of 8 221 Report No.: 02009-F-3B Pace No.: 6 with a Registered Complaint, these costs may not necessarily reflect the total costs that may be associated with review and research of policies and wage schedules, as well as costs associated with inspections and audits during the period of the construction contract. As a.resuit, while the Region can recover base investigation fees from either the party named in the complaint or the complainant, any costs exceeding the base cost investigation fee must be pursued by the Region. Also to be considered are the opportunity costs of utilizing Regional staff resources towards monitoring policy compliance and conducting complaint-driven investigations based on allegations which could prove to be unsubstantiated. In addition, the required posting of the proposed Fair Wage Schedule and Policy at every site provides Region contact information to the public to answer any inquiries regarding the Fair Wage Schedule and Policy; inquiries which may be unrelated to non-eornplianoe issues. To date, there have been no discussions with the City of ToronVs Fair Wage Office regarding possible administrative support related to the Region's proposed Fair Wage Schedule and Policy and it is not known 0 the Fair Wage Office would have the manpower to- provide such support to the Region without having to increase their staffing requirements. If the Fair Wage Office was incapable of providing administrative support to the Region under their current structure, additional internal staffing would likely be required by the Region to support the Manager, Purchasing Services in the review and administration of thel Fair Wage Schedule and Policy. Taking into account the staffing requirements of the City of Toronto's Fair Wage Office and considering the City of Toronto's population relative to that of Durham Region, it could be assumed that the Region would require at least one full-time employee dedicated solely to the administration and review of the fair wage policy and schedule for the Region of Durham. • The manner in which "fair wages" should.be set for the Region remains unclear. Some jurisdictions, with the assistance of the City of Toronto's Fair Wage Office, develop Wage Schedules based on local collective agreements according to the boundaries set by the OLRB Area Schedule. However, Area 9 represents all of Durham Region except for Pickering and Ajax, which fall into Area 8 (which includes, but is not limited to Metropolitan Toronto, and Peel and York regions). While it is likely that cross-regional overlap is a non- issue when examining area municipalities, it Is unclear how "fair wages" would be set for a regional municipality with overlapping OLRB Areas. For example, iBEW Local 894, which represents electrical workers, represents a wide area including all of Durham Region. However, OLRB Areas 8 and 9 both cover large portions of Durham Region and it is unknown whether the collective agreements from Area 8, including those for iBEW Local 353 (covering Toronto, Peel Region, York Region and a portion of Dufferin County), would take precedence over the those of Area 8, or vice versa. 54 i https:Hzyimage.durham.ca/Exe/ZyNET.exe/OOOOA9DJ.txt?ZyActionDI3=ZyDocument&... 13/05/2010 RoD - File Display Page 7 of 8 2 2'2 Report No.: 02009-F-38 Page No.: 7 • The Ontario Chamber of Commerce (OCC) claims that the Province.of Ontario has an ample amount of legislative tools to address the social and economic needs of the Ontario workforce, including various labour policies and minimum wage legislation. The OCC also claims that the positive impacts of fair wage policies - benefits that are typically accrued to a limited number of beneficiaries - are undermined by the overall increase in program costs. The OCC continues to champion for the phasing-out of the Provincial Fair Wage Policy as they claim it results in inflated wages for non-unionized employers that otherwise would have been compensated fair, competitive market wages. The Greater Oshawa Chamber of Commerce (GOCC) echoes the sentiments of the OCC as they believe that such policies limit the ability for smaller-to-medium suppliers to bid on government contracts and they questioned whether a fair wage policy works to provide the best overall project value to the taxpayer at the most cost-effective price. Similarly, the Canadian Fedembion of Independent Business (CFIB), a not-for-profit, nonpartisan organization which represents the interests of small and medium-sized businesses, has long argued against fair wage policies and claims that the government should not be involved in setting wages for private sector workers bidding on public sector contracts. There have been cases In other jurisdictions, such as in British Columbia, where fair wage policies were repealed on the grounds that they increased project costs and Increased the burden on taxpayers while providing debatable benefits. Studies have found that BC's fair wage policies, which mandated for wages that were up to one-third higher than the prevailing competitive market wage rate, added approximately 7 per cent (over $100 million annually) to the cost of public construction projects. it was the belief that the return to an open tendering process would ensure optimal value for taxpayers and the savings incurred as a result of the repeal of the fair wage policy would assist in allocating funds to other much-needed projects. • While fair wage policies exist In various area municipalities and entities, no regional municipality has yet to impose a fair wage policy. Given the Region's geographic expanse and the potential administrative and opportunity costs associated with implementing such a policy, the question arises as to why the Region should assume the responsibility for establishing wages paid by suppliers bidding on Regional tendered ICI construction contracts given that there is no clear benefit to the Region for doing so. As noted, Regional staff believes that the Region already undergoes a thorough evaluation and vetting of potential bidders that ensures adherence to all statutes, regulations and standards and ensures that the awarding of contracts is done in an open and competitive environment where all potential suppliers are treated equally and fairly. 55 https://zyimage.durham.ca/Exe/ZyNET.exe/OOOOA9DJ.txt?ZyActionDI3=ZyDocument&... 13/05/2010 RoD - File Display Page 8 of 8 223 Report No.: #2009-F-38 Page _L o_: 8 1.0 CONCLUSION • Given the core service issue and the debatable benefits associated with incorporating such a policy. Regional staff does not recommend the Inclusion of a Fair Wage Policy within the framework of its ICI construction contracts or any other service, sector or industry in which such a fair wage policy could be applied. The Region should continue to ensure consistency and equal treatment for all potential suppliers of goods preferential tservices to the reatment to a Regan and thus refrain from granting any type number of recipients through the Implementation of the proposed Region Fair Wage Policy. R.J. Clapp, CA Commissioner of Finance 5$ https://zyimage.durham..ca/Exe/ZyNET.exe/OOOOA9DJ.txt?ZyActionDI3=ZyDocument&... 13/05/2010 1 Callo► City Policy ~i ATTACHMENT#_.TO REPORT# fS,30-/0 224 PICKERING Policy Title: Fair Wage Policy for Industrial, Commercial and Policy Number: FIN Institutional Construction Contracts Reference: Date Originated: Date Revised: X Approval: Chief Administrative Officer Point of Contact: Manager, Supply & Services Policy Objective On all Industrial Commercial Institutional (ICI) construction contracts with the City of Pickering, every Contractor and Sub-Contractor shall pay or provide wages, benefits and hours of work to their Employees, in accordance with the "Fair Wage Policy for ICI Contracts" and the Fair Wage Schedule of the Corporation of the City of Pickering. Failure to comply with the Fair Wage Policy may result in restricted ability to bid on Municipal construction business. Scope This policy applies to ICI projects over $1 million and provides framework for the application of the Faire Wage Schedule. Index 01 Definitions 02 Procedures 03 Legislative Compliance 04 Liability 05 Posting 06 Records 225 07 Complaints 08 Inspection and Audits 09 Compliance 10 Consequences of Non Compliance Policy Title: Page 2 of 11 Policy Number: X 226 01 Definitions 01.01 Pickering means the Corporation.of the City of Pickering, and, where the context allows, its officers, officials, employees and agents or any of ahem. 01.02 Municipal Council means the elected Municipal Council of the City of Pickering. 01.03 Contractor means any person, firm or corporation having a contract with the City of Pickering for the performance of ICI construction work, but does not include any person, firm or corporation that only supplies materials for the Construction Contract. 01.04 Construction Contract means any ICI construction of an estimated value of at least one million ($1,000,000.00) dollars (exclusive of HST administration and related costs), entered into between the City of Pickering and a Contractor and includes the various sub-contracts to that contract. 01.05 Construction Contracts which were initially tendered and awarded under the one million ($1,000,000.00) dollar threshold (exclusive of HST, administration and related costs) but exceeded this upset limit due to owner requested changes or other unknown change orders after the award of the contract, are exempt from this policy. 01.06 Audit Services means the review of tendering submissions of any or all bids at time of tender and records of low bid contractors and sub- contractors to ensure compliance. Audit services may be performed by the City of Pickering or alternate designated by the City. 01.07 Employees means those persons employed by the Contractor or Sub- Contractor in positions, classifications (trades or any combination of those) identified in the Fair Wage Schedule, for the performance of construction work on a Construction Contract with the City, or any sub- contract. 01.08 Fair Wage Schedule means the schedule of wages, benefits and hours of work for the performance of construction work on all Municipal ICI Construction Contracts as approved and as amended from time to time as based on the Ontario Labour Relations Board (OLRB) Geographic Area 8. Policy Title: Page 3 of 11 Policy Number: X 227 01.09 Fringe Benefits" includes such benefits as company pension plans, extended health care benefits, dental and prescription plans, etc. It does not include legislated payroll deductions such as C.P.P., E.H.T., . W.S.I.B. or E.I.C., O.H.I.P. 01.10 ICI is an acronym abbreviation for "Industrial, Commercial and/or Institutional". 01.11 Registered Complaint means a written complaint from an identified source which alleges that a Contractor or Sub-contractor has violated this Fair Wage Policy. Registered Complaints must be submitted, in - writing, to the Manager, Supply & Services of the City of Pickering. 01.12 Sub-contractor means any person, firm or corporation performing work for a Contractor or one of the Contractors or other Sub-contractors who has a Construction Contract with the City, but does not include any person, firm or corporation that only supplies materials for the Construction Contract. 01.13 Sub-contract means any contract between a Contractor and any of that Contractor's Sub-contractors with a firm, person or corporation for work in accordance with a Construction Contract. The term excludes contracts for material supplies only. 01.14 Term This policy is in effect for a term of two years from Council ratification, after which it will be referred back to Council for review. 02 Procedures The Manager, Supply & Services or designate will prepare and review the Fair Wage Schedule from time to time and after consultation with the audit service provider, those amendments to the Fair Wage Schedule which are required to reflect the prevailing wages, benefits and hours of work in the construction industry in the geographical area of the City will be made by the Manager, Supply & Services. The Manager, Supply & Services or designate will review the Fair Wage Policy from time to time and recommend to Council any substantive required amendments to the Fair Wage Policy. Minor amendments may be made after consultation with the audit service provider. Policy Title: Page 4 of 11 Policy Number: X 228 The Manager, Supply & Services or designate will co-ordinate, as necessary, the preparation of information reports to Council regarding complaints investigated and audits performed pursuant to the Fair Wage Policy. The City shall make available through its tender call, to every person bidding on Pickering's ICI Contracts, the then current Fair Wage Policy and Fair Wage Schedule and shall include in contract documents and/or provide copies of them to the bidders, or make them available through the City's web page. The Contractor and its Sub-contractors shall not be responsible for any Fair Wage Schedule rate increases which occur after the tender closing date for the Municipal Construction Contract on which the Contractor is the successful bidder - the price does not change, even if the rate schedule increases. For all ICI Contracts with the City, the Contractor shall provide to the City, in a form acceptable to the Municipal Solicitor or designate, notification that the Contractor and its Sub-contractors are in compliance with the Fair Wage Policy and the Fair Wage Schedule. This notification shall be provided to the City after substantial performance of the Construction Contract as defined in the Ontario Construction Lien Act, R.S.O. 1990, c C.30, as amended, including successor legislation. A Contractor is fully responsible for ensuring that all of its Sub-contractors comply with the Fair Wage Policy' and Fair Wage Schedule. A Sub-contractor is fully responsible for ensuring that all of its Sub-contractors comply with the Fair Wage Policy and the Fair Wage Schedule. A Contractor must provide all of its Sub-contractors with a copy of the Fair Wage Policy and Fair Wage Schedule before any construction work is performed by the Sub-contractors. Contractors and Sub-contractors cannot subcontract any portion of the contract for less than the fair wage rates. From time to time, the City will engage the services of an alternate auditing service to conduct investigations on their behalf. The Fair Wage Rates will be based on the Ontario Labour Relations Board (OLRB) Geographic Area 8. Policy Title: Page 5 of 11 Policy Number: X 229 Contractors and Sub-contractors shall not discriminate because of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion, creed, sex, sexual orientation', age, record of offences (provincial offences and pardoned federal offences), marital.status, family status or handicap. 03 Legislative Compliance Contractors and Sub-contractors shall obey all Federal, Provincial and Municipal Laws, Act, Ordinances, Regulations, Orders-in-Council and By-laws, which could in anyway pertain to the work outlined in the Contract or to the Employees of the Company. Contractors and Sub-contractors shall ensure WSIB compliance and coverage in accordance with relevant legislation and the City's prevailing policy. Without limiting the generality of the foregoing, Contractors and Sub-contractors shall satisfy all statutory requirements imposed by the Occupational Health and Safety Act and Regulations made thereunder, on a contractor, a Constructor and/or Employer with respect to or arising out of the performance of the Contractors and Sub-contractors obligations. 04 Liability The City and any other designate to be fully indemnified and saved harmless from all actions, suits, claims, demands, losses, costs, charges and expenses whatsoever for all damage or injury including death to any person and all damage to any property which may arise directly or indirectly, save and except for damage caused by the negligence of the Pickering, its employees or designate. The Contractor agrees to defend, fully indemnify and save harmless the city from any and all charges, fines, penalties and costs that may be incurred or paid by the City if the City or any of its employees shall be made a party to any charge under the Occupational Health and Safety Act or any other Act in relation to any violation of the Act arising out of this contract. 05 Posting All Contractors must post in a conspicuous place on every construction project site, in a location satisfactory to the Project Manager or designate, a copy of the Fair Wage Policy and the Fair Wage Schedule supplied to it by the City which will Policy Title: Page 6 of 11 Policy Number: X 230 include a telephone number by which any inquiry regarding the Fair Wage Policy or the Fair Wage Schedule, may be made to City's designate. 06 Records The Contractor must keep records of the names, addresses, wages paid, benefits paid or provided and hours worked for all of its employees. The Contractor shall make these records available for inspection by the City upon the request of the City of Pickering for a period of seven (7) years after final completion of the Construction Contract. The City will only be permitted access to these records upon receipt of a Registered Complaint. The Contractor shall, in any agreement with a Sub-contractor, require the Sub- contractor to comply with all subparagraphs below. The Sub-contractor shall keep records of the names, addresses, wages paid, benefits paid or provided and.hours worked for all of its employees. The Sub-contractor shall make these records available for inspection by the Pickering within five (5) days to the date of the City of Pickering's request. The City will only be permitted access to these records upon receipt of a Registered Complaint, and only for a period of seven (7) years after final completion of the Construction Contract. The Sub-contractor shall also require its Sub-contractors to assume the same obligations in relation to their own Employees. Failure to provide these records or failure to co-operate as required by this Policy may result in the Contractor or Sub-contractor being subject to the consequences of non-compliance provisions of this Fair Wage Policy. 07 Complaints Any Contractor, Sub-contractor or Employee that tendered on that awarded Construction Contract by the Pickering, may submit a Complaint against that tender award to the City of Pickering with respect to any Contractor or Sub- contractor on that project. Registered Complaints should be submitted at the earliest time but no later than fifteen (15) days following the: Policy Title: Page 7 of 11 Policy Number: X 231 Substantial performance of relevant Construction Contract where a complaint is being made against a Contractor; or substantial completion of relevant Sub- contract to a Construction Contract where a complaint is being made against a Sub-contractor. Upon receipt of a Registered Complaint, together with payment of an investigation fee of $5,000.00, in the form of a certified cheque, the City shall take such. action as it deems necessary to determine whether the Contractor and Sub-contractor involved or named in the Registered Complaint is in compliance with the Fair Wage Policy and the Fair Wage Schedule. If upon investigation, the Registered Complaint is found to be substantiated, the fee of $5,000.00 will be refunded to the person, company or corporation filing the complaint. If the complaint is found to be unsubstantiated, the fee will be retained by the City to cover administrative costs of the investigation and audit process. The City may, at its discretion, waive the fee in cases where an employee of the Contractor or Sub-contractor working on the construction project issues the complaint. i The Manager, Supply & Services or designate shall inform the complainant and any Contractor or Sub-contractor involved or named in the complaint, or the results of the City's determination of Contractor's and/or Sub-contractor's compliance or non-compliance with the Fair Wage Policy or Fair Wage Schedule, or both by ordinary mail. The decision of the Manager, Supply & Services or designate is final. 08 Inspection and Audits The City retains the right to inspect and audit the payroll records (as referred to in the RECORDS section of the Fair Wage Policy) of the Contractor or Sub- contractor at any time during the period of the Construction Contract and up to seven (7) years after the Construction Contract has been completed, as deemed necessary by the City of Pickering. The Contractor shall supply certified copies of any records whenever requested by the City of Pickering within five (5) business days. After completion of the Construction Contract, the City will only be permitted access to these records upon its receipt of a Registered Complaint of non-compliance of a Contractor or Sub-contractor under the Fair Wage Policy. Policy Title: Page 8 of 11 Policy Number: X 232 09 Compliance A Contractor or Sub-contractor shall be in compliance with the wage requirements of the Fair Wage Policy when it pays to its Employees wages, vacation and holiday pay, fringe benefits equal to or greater than the amount set out.in the most recently approved Fair Wage Schedule. 10 Consequences of Non-Compliance The Manager, Supply & Services or designate, upon determining that a Contractor or Sub-contractor is in non-compliance of the Fair Wage Policy or the Fair Wage Schedule, shall undertake the actions set out in subparagraphs (a) and (c) and may undertake the action set out in subparagraph (b). The City shall advise the Contractor and/or Sub-contractor, in writing, sent by ordinary mail, that it has been determined that the Contractor or Sub-contractor is in non-compliance, providing the detail of that non-compliance. The notice shall stipulate that the Contractor and/or Sub-contractor is required to comply and/or immediately pay (retroactively) wages to its workers according to the Fair Wage Schedule applicable at the time of the Construction Contract award, as applicable. If a Contractor or Sub-contractor is provided with notice in accordance with this subparagraph, the fact shall be recorded as an occurrence of non-compliance. The City may withhold an amount of funds equal to the amount by which the Contractor and/or Sub-contractor has benefited from its non- compliance from any payment owed by the City of Pickering to the Contractor until such time as the Contractor or Sub-contractor complies. The City shall assess the base cost of $5,000.00 for the City's inspection, audit or other action as deemed necessary by the City as a result of the determination of non-compliance of the Contractor and/or Sub-contractor, and may deduct that amount from any payment owed by the City of Pickering to the Contractor. In - addition, the Contractor shall be responsible for all of the City's costs beyond the base cost of $5,000.00 to be payable immediately upon demand. Where a Contractor or Sub-contractor has been determined to be in non- compliance with the Fair Wage Schedule for the first time in a five (5) year period, the Manager, Supply & Services or designate may require that Contractor or Sub-contractor, on the next three (3) Municipal Construction Policy Title: Page 9 of 11 Policy Number: X 233 Contracts on which the Contractor or Sub-contractor performs construction work, to submit an accountant's report which verifies the Contractor's or Sub- contractor's compliance with the Fair Wage Policy and the Fair Wage Schedule. The account's report shall be in a form satisfactory to the City's Director of Corporate Services and Treasurer or designate and shall be submitted after substantial performance of the Construction Contract as defined in the Construction Lien Act, R.S.O., c. C.30, as amended, including successor legislation. Where a Contractor or Sub-contractor has been determined to be in non- compliance with the Fair Wage Schedule for a second or subsequent time within a five (5) year period from the date of the first determination of non- compliance by the City's Manager, Supply & Services or designate, the City may: a) refuse to accept bids, quotations or proposals from that Contractor on Municipal Construction Contracts for a period of three (3) years, save and except any Construction Contract the Contractor may currently have with the City; b) not allow that Sub-contractor to perform any construction work on any Municipal Construction Contract for a period of three (3) years, save and except any Construction Contract on which the Sub-contractor may currently be performing construction work. The Manager, Supply & Services or designate shall make available to the public a list of all Contractors and Sub-contractors who have been determined to be in non-compliance with the Fair Wage Policy or the Fair Wage Schedule or both and are subject to restrictions in accordance with #2 and/or #3 of the consequences of non-compliance. This list may be made available through the City's web page, posted through the Durham Construction Association web page, included in ICI tender calls, posted in the Purchasing Office or other suitable methods of posting. The Manager, Supply & Services or designate will require a Contractor or Sub- contractor to substitute, at its own cost, any Sub-contractor who, on the first day that the tender for the relevant Construction Contract is available for pick-up, is named on the list referred to in #4 of the Consequences of Non Compliance above, and is identified as not being allowed to perform any construction work on a Construction Contract. Policy Title: Page 10 of 11 Policy Number: X 234 City staff or their designates are not in any way liable, obligated or responsible to any Employee, Sub-contractor, Contractor or any other person for the payment of any monies not paid by a Contractor or Sub-contractor in accordance with the Fair Policy or the Fair Wage Schedule or both and the Pickering assumes no responsibility to any Employee, Sub-contractor or Contractor or any. other person for the administration and enforcement of the Fair Wage Policy or the Fair Wage Schedule or both. Any employee of the Contractor or Sub-contractor is not an employee or deemed an employee of the City for any purpose. Policy Title: Page 11 of 11 Policy Number: X ATTACHMENT #-j-T0 REPORT#=30-tO 235 City of Toronto Fair Wage Schedule For. Illustration Purposes Only A Fair Wage Schedule for Pickering will be developed should Council approve the Policy PaTOROM0 236 Corporate Services Fair Wage Office Tel: 416-392-7300 18`n Floor, West Tower, City Hall Fax: 416-392-0801 Hotline: 416-392-FAIR E-mail: fairwage@toronto.ca Visit us at www.toronto.ca/fairwage FAIR WAGE SCHEDULE 2003 - 2004 GENERAL CLASSIFICATIONS WEEKLY HOURS EFFECTIVE HOURLY *VACATION AND *FRINGE OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Security Guards Basic & Night Watch erson May 1/03 $8.75 4% $0.30 44 Security Guards Alarms, CCTV Control, Etc. May 1/03 $10.81 4% $0.30 44 Security Guards K-9 Unit May 1/03 $13.46 4% $0.30 44 Security Guards Armed May 1/03 $14.50 4% $0.30 44 BUILDING CLEANING & MAINTENANCE Cleaner (Light Duty) May 1/03 $9.78 4% $0.42 40 Cleaner (Heavy Duty) May 1/03 $11.33 4% $0.42 40 Handyman/Woman (General Maintenance & Snow Removal May 1/03 $14.16 4% $0.50 50 Window Cleaners: Interior/Exterior May 1/03 $10.04 4% - 44 Ladder May 1/03 $12.87 4% - 44 High Rise May 1/03 $18.54 4% - 44 May 2003 1 237 WEEKLY HOURS EFFECTIVE HOURLY *VACATION AND *FRINGE OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK LANDSCAPING Labourers (New) first 1200 hours only) May 1/03 $19.40 10% $6.39 50 Labourers (including sod roller operators) May 1/03 $22.05 10% $6.39 50 Landscape Gardeners, Farm Tractors without excavating attachments fork lifts, truck drivers, load bearing boom truck Operators, machine driven tools on any other equipment that is operated b remote control May 1/03 $22.20 10% $6.39 50 Form setters, concrete finishers, landscape stone setters of all types, landscape brick setters, landscape irrigation, pipe layers, float drivers, reinforcing steelperson, drillers of all types, high pressure water equipment, small trenchers, mini-skid steel loaders, and all other similar small equipment May 1/03 $22.55 10% $6.39 50 Drivers of Farm Tractor with pulverizing or fine grading equipment May 1/03 $23.35 10% $6.39 50 Dozer & Loader Operator & Backhoe Operator May 1/03 $23.50 10% $6.39 50 Grader Operator May 1/03 $23.60 10% $6.39 50 GARAGE CONCRETE REPAIRS AND RESTORATION Carpentry and Hydro Demolisher Oct 1/03 $25.10 10% $4.00 40 Skilled Workers Oct 1/03 $21.60 10% $4.00 40 Unskilled Labourer Oct 1/03 $16.10 10% $4.00 40 May 2003 2 .238 For wage rates of classifications not covered by this Schedule, contact the Fair Wage Office. *FRINGE BENEFITS: "Fringe Benefits" shall include such benefits as company pension plans, apprenticeship training, extended health care benefits, dental and prescription drugs, etc. It does NOT include payroll burden deductions such as C.P.P., E.H.T., W.S.I.B., E.I.C., etc. * VACATION AND HOLIDAY PAY - 10% of the hourly rate. FOR CONTRACTORS THAT DO NOT OFFER "FRINGE BENEFITS" TO THEIR WORKERS, THE FRINGE BENEFITS HOURLY RATE SHALL BE ADDED TO THE HOURLY OR WEEKLY RATE AS SHOWN ABOVE. FAIR WAGE OFFICE 18TH FLOOR, WEST TOWER, CITY HALL TELEPHONE: (416) 392-7300 FACSIMILE: (416) 392-0801 FAIR WAGE COMPLAINTS HOTLINE: (416) 392-FAIR E-MAIL: fairwagegitoronto.ca I • May 2003 3 239 Tomm Corporate Services Fair Wage Office Tel: 416-392-7300 18`h Floor, West Tower, City Hall Fax: 416-392-0801 Hotline: 416-392-FAIR E-mail: fairwage@toronto.ca Visit us at www.toronto.ca/fairwage FAIR WAGE SCHEDULE 2003 - 2004 HEAVY CONSTRUCTION WORK This Schedule is applicable to the Construction, Reconstruction, Rehabilitation, Repair of Bridges, Overpasses, Underpasses, etc. This Schedule is not applicable to Resurfacing or New Road Construction, otherwise covered by the Road Building Agreement. WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE (Excluding Tunnelwork) DATE RATE HOLIDAY PAY BENEFITS WORK LABOURERS: Group 1 Labourers, including labourers on stripping on all form work, erecting and dismantling of all tubular scaffolding, and wire mesh installers, carpenter's labourers, epoxy injector, group-pointer- painter, mortarperson, dinky motorperson, small mixers (under 1 yard), concrete workers (screed- person, puddler, floatperson) farm tractor driver, mixer person and route group pump person including non-self propelled slurry pumps, mini skid steer loaders and mini backhoes of 45 h.p. and under and similar small equipment, pitbottom person, signal person, all machinery-driven tools by gas, electric and air, in open cut work, pipelayer's helper pumps - 3" and under, heater person (under 500,000 May 1/03 $28.68 10% $7.05 45 BTU and in groups of 4 or less), Jan 1/04 $28.68 $7.30 fork lift operator, grout plant operator on surface May 2003 1 240 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Group 2 Scootcrete, sheeting and shoring person, timberperson in trench, labourers on wellpoints, pipelayers, 45 maintenance hole constructor and May 1/03 $28.93 10% $7.05 valve chamber constructor Jan 1/04 $28.93 $7.30 Group 3 Reinforced concrete workers, and form setters, jackhammerperson, concrete vibrator person, hydro May 1/03 $28.98 10% $7.05 45 demolisher person Jan 1/04 $28.98 $7.30 Group 4 Pile Installation - all types, steel strut installer and dismantler, concrete-cement finisher precast installer, erector and finisher including post-tensioning, rigging of components and sandblasting, rigger burner, pit miner, drillers, wagon drillers in caissons, underpinning or shaft sinking, lead man - pile driving, grout person, gunnite and shotcrete person, sandblasters, mixerperson and grout pump person including non-self propelled slurry May 1/03 $29.08 10% $7.05 45 pumps, shear-stud installer Jan 1/04 $29.08 $7.30 Group 5 Carpenter Form-builder, Fabricator, Erector and welder (certified), (Rod May 1/03 $30.68 10% $7.05 45 or Semi-Automatic Jan 1/04 $30.68 $7.30 Group 6 Welder with own rig (rod or semi- May 1/03 $50.16 10% $7.05 45 automatic Jan 1/04 $50.16 $7.30 Group 7 Flag Person May 1/03 $15.77 10% $7.05 50 Jan 1/04 $15.77 $7.30 Group 8 * Casual Watchperson May 1/03 $708.50/wk. 10% $7.05 50 Jan 1/04 $708.50/wk. $7.30 * An employee working as a labourer who is required to do casual watching or work as a flagperson on a casual or intermittent basis will not have their rate reduced thereby. May 2003 2 241 WEEKLY TRADE EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF DATE RATE HOLIDAY PAY BENEFITS WORK TUNNEL WORK Grout) 1 Labourers (on surface) including labourers on stripping and tabular scaffolding, erectors, carpenter's helpers (on surface), classified labourers; (on surface) Dinky motorperson, small mixers (under 1 yard) sheeting and shoring person, pipelayers helper, mortarperson, concrete workers (screedperson- puddler- floatperson) form setters, farm tractor driver (no excavating attachment), mixer person and grout pump person including non- propelled slurry pumps mini skid steer loaders and mini backhoes of 50 h.p. and under and similar small equipment, signal person, deck person, pumps - 3" and under, hopperperson (when needed) heater person (under 500,000 B.T.U. and in groups of 4 or less); carpenter May 1/03 $30.98 10% $7.05 45 improver, fork lift operator Jan 1/04 $30.98 $7.30 Group 2 Pitbottom person, caulkers, cage- signalperson, plain and reinforced concrete work person, scootcrete, underground labourers, muckers, loco-driver, labourers on well - points in tunnel, concrete vibrator person, pipelayer in tunnel, maintenance hole constructor and valve chamber constructor in tunnel, rigger burner, chucktender, concrete May 1/03 $31.53 10% $7.05 45 smoother Jan 1/04 $31.53 $7.30 May 2003 3 242 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Group 3 Operators of Jackhammers and air- spades in tunnel, miners including jack-leg and stopper person, drillers - all types, locktenders, track person, yard and materials person, diamond-driller, wagon driller, pit miner on caisson, underprinning or shaft sinking, sandblaster gunite person, shotcrete person, powder person, lead concrete person, lead 10% caulker (where 4 or more caulkers May 1/03 $31.83 $7.05 45 are employed on one contract Jan 1/04 $31.83 $7.30 Group 4 Slush driver, muck-machine driver, grout machine person and driver of concrete placing machine in tunnel, May 1/03 $32.13 10% $7.05 45 Scoop-Tram Jan 1/04 $32.18 $7.30 Group 5 Lead miner, T.B.M. and micro tunnel operators, tunnel shield driver, tunnel mole driver, carpenter form builder-fabricator-erector, welder (certified) in tunnel (rod or May 1/03 $34.23 10% $7.05 45 semi-automatic Jan 1/04 $34.23 $7.30 Group 6 Welder (certified) with own rig (rod May 1/03 $52.26 10% $7.05 45 or semi-automatic Jan 1/04 $52.26 $7.30 Group 7 Flagperson May 1/03 $15.77 10% $7.05 50 Jan 1/04 $15.77 $7.30 Group 8 Watch Person May 1/03 $708.50 10% $7.05 50 Jan 1/04 $708.50 $7.30 May 2003 4 243 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK OPERATING ENGINEERS: 1.1 (A) Engineers operating: cranes with a manufacturers rating May 1/03 $30.38 10% $8.01 40 of 200 ton capacity and over 1.1 (B) Engineers operating: cranes with a manufacturers rating of 100 ton capacity and up to 199 May 1/03 $29.93 10% $8.01 40 ton capacity 1.2 (A) Engineers operating: all conventional and hydraulic type cranes, save and except those set out in Article 1. above 15 ton capacity and over boom truck, clams, shovels, gradalls, backhoes, draglines, piledrivers, all power derricks.gantry cranes, caisson boring machines (over 25 HP), and similar equipment working on land or water, overhead cranes, chimney hoists, and all similar equipment working on land or water, overhead cranes, chimney hoists, multiple drum hoists, single drum hoists (over 12- stories), single drum hoists of manual friction and brake type, and all similar equipment, dredges - suction and dipper, hydraulic jacking equipment on vertical slip forms, hydraulic jacking poles, creter cranes, and scooper. Heavy duty mechanics, qualified welders and 2°d Class May 1/03 $29.18 10% $8.01 40 Stationery Engineers. Mobile um crete 42 metre boom and over 1.2 (B) Pitman type cranes of 10-ton capacity and over May 1/03 $28.70 10% $8.01 40 May 2003 5 244 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK 1.3 Operators of. air tuggers used for installation of vessels, tanks machinery and for steel erection; side booms on land or water; man and material hoist and single drum hoists 12-stories and under not of a manual friction and brake type; elevators, monorails, bulllmoose type, equipment of 5-ton capacity or over; air compressor feeding low pressure into air locks, tunnel mole, P Class Stationery Engineers. Mobile pumpcrete save and except those listed in 1.2(A) above May 1/03 $28.23 10% $8.01 40 1.4 Operators of. bulldozers (including 815 type) tractors, scrapers, graders emcos, overhead and front-end loaders side loaders, industrial tractors with excavating attachments, trenching machines, and all similar equipment. Pitman type cranes under 10-ton capacity, mobile pressure grease units, mucking machines, hydraulically operated utility pole hoe diggers, and Dinky locomotive type Engineers 4'h Class Stationery Engineers. Kubota type backhoe and skid steer loader May 1/03 $28.06 10% $8.01 40 1.5 Operators of: batching and crushing plants, 6" discharge pumps and over. Wellpoint systems and all similar systems, concrete mixers of 1 cubic yard and over, gas, diesel, or steam driven generator over 50 HP (portable), fork lifts over 8' lifting height, air tuggers except those in Group 1. Caisson boring machines (25 HP and under), drill rigs, post hole diggers, portable air compressors 150 CFM and over, and concrete pumps. May 103 $25.73 10% $8.01 40 Si nal erson May 2003 6 245 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK 1.6 Operators of. boom trucks, "A" Frames driver mounted compaction units, bullmoose type equipment under 5-ton capacity fork, lifts 8' and under in lifting height and conveyors. Fireperson. Permanent automatically controlled elevators on commerical and institutional buildings May 1/03 $24.73 10% $8.01 40 L7(A) Operators of: Pumps under 6" discharge where 3 or more pumps are employed on the same job site, hydraulic jacking equipment for underground oprations, portable air compressors under 150 CFM where attendant is required, and driver mounted power sweepers. Attendants for forced air, gas or oil burning temporary heating units of 500,000 BTU's or over per hour, or 5 or more on the same job site. Oilers, Oil-Drivers, and Mechanics Helpers May 1/03 $23.54 10% $8.01 40 1.7(B) ls` Year Oilers May 1/03 $23.19 10% $8.01 40 SURVEYORS Party Chief Ma 1/03 $26.70 10% $8.01 40 Instrument Person May 1/03 $25.45 10% $8.01 40 Senior Rod person May 1/03 $22.79 10% $8.01 40 Junior Rod person May 1/03 $20.12 10% $8.01 40 May 2003 7 246 All working foreperson will receive a minimum of ninety cents ($0.90) per hour above the trade rate of the majority of the employees in the group supervised. If an employee works more than fifty percent (50%) of their shift on a higher rated job than their regular classification, they will be paid the higher rate for the whole shift. HOURS OF WORK AND OVERTIME (A) The regular working day shall be nine (9) hours/day and subject to variation by mutual consent of the parties, shall be between 7:00 a.m. and 5:00 p.m., from Monday to Friday inclusive. (B) The standard hours of work for all employees other than watchpersons, shall be forty-five (45) hours/week, exclusive of travelling time to and from the job. (C) All work performed in excess of the regular working day of nine (9) hours from Monday to Friday, inclusive, shall be deemed overtime work. The rate of wage shall be time and one-half (1 '/2) the regular day shift rate. All work on Saturday shall be paid for at double (2) the regular day shift rate. On a three shift operation, the 15`h shift may be worked at straight time on Saturday until 7:00 a.m. and the applicable shift premium shall be paid. NOTE: Overtime at the rate of double (2) the employees' current hourly rate shall be paid to all employees, other than watchperson for all work performed on Sundays and the following Statutory Holidays: New Year's Day, Good Friday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving Day, Christmas Day, Boxing Day. *FRINGE BENEFITS: "Fringe Benefits" shall include such benefits as company pension plans, apprenticeship training, extended health care benefits, dental and prescription drugs, etc. It does NOT include payroll burden deductions such as C.P.P., E.H.T., W.S.I.B., E.I.C., etc. I * VACATION AND HOLIDAY PAY: 10% of the hourly rate. FOR CONTRACTORS THAT DO NOT OFFER "FRINGE BENEFITS" TO THEIR WORKERS, THE FRINGE BENEFITS HOURLY RATE SHALL BE ADDED• TO THE HOURLY OR WEEKLY RATE AS SHOWN ABOVE. FAIR WAGE OFFICE 18TH FLOOR, WEST TOWER, CITY HALL TELEPHONE: (416) 392-7300 FACSIMILE: (416) 392-0801 FAIR WAGE COMPLAINTS HOTLINE: (416) 392-FAIR E-MAIL: fairwage(a?toronto.ca May 2003 8 247 M-TORONN Fair Wage Office Tel: 416-392-7300 Corporate Services 18th Floor, West Tower, City Hall Fax: 416-392-0801 Hotline: 416-392-FAIR E-mail: fairwage@toronto.ca Visit us at www.toronto.ca/fairwage FAIR WAGE SCHEDULE 2003- 2004 * I.C.I. WORK * Industrial, Commercial, Institutional WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Asbestos Mechanics May 1/03 $30.44 10% $6.92 40 Asbestos Remover Beginner Nov 1/03 $12.00 10% $4.85 44 Asbestos Remover/Mould Nov 1/03 $21.00 10% $4.85 44 Removers Bricklayers & Stonemasons May 1/03 $30.19 10% $7.34 40 Bricklayers Labourers May 1/03 $28.41 10% $5.86 42.5 Builders Labourers May 1/03 $27.05 10% $5.86 40 Carpenters May 1/03 $29.61 10% $7.29 37.5 Cement (Finishers) May 1/03 $28.94 10% $5.20 40 Cement (Masons) May 1/03 $30.29 10% $3.91 40 Caulkers (Carpenters) May 1/03 $27.22 10% $5.04 37.5 Combustion Mechanics Jun 29/03 $30.40 12% $7.63 40 Boilermakers Concrete Labourers May 1/03 $27.42 10% $5.86 40 Demolition Labourers May 1/03 $20.56 10% $4.55 40 Demolition Qualified Burners May 1/03 $21.79 10% $4.55 40 Demolition Truck Drivers & May 1/03 $21.80 10% $4.55 40 Machine Operators Drywall Taper (Plasterer) May 1/03 $30.05 10% $4.50 40 May 1/04 $30.60 $4.60 Electrical Workers May 1/03 $30.81 13% $6.83 37.5 Elevator Constructors May 1/03 $36.57 12% $3.56 40 Formwork Labourers May 1/03 $27.42 10% $5.86 42.5 May 2003 1 248 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Foreman Swamper May 1/03 $27.74 10% $5.86 42.5 Glaziers May 1/03 $29.11 10% $4.82 37.5 Iron Workers (Ornamental) May 1/03 $29.54 10% $7.45 40 Iron Workers (Structural) May 1/03 $29.54 10% $7.45 40 Jackhammer Operations Labourers May 1/03 $27.42. 10% $5.86 40 Labourer-Cleaner (Sorter Labourer) May 1/03 $20.97 10% $5.86 40 Landscape Irrigation Pipelayers May 1/03 $22.55 10% $7.39 50 Landscape Labourers May 1/03 $22.05 10% $7.39 50 Lathers (Drywall Acoustics, May 1/03 $28.81 10% $6.23 50 Boarders, Insulation Marble Masons Nov 1/03 $28.47 10% $5.34 40 Marble & Tile Helpers Nov 1/03 $26.90 10% $5.34 40 Millwrights May 1/03 $29.99 10% $6.95 40 Mortarperson Labourers May 1/03 $28.41 10% $5.86 40 Painters & Decorators May 1/03 $28.35 10% $4.85 40 Pavement Markers - Labourers Jan 1/03 $16.37 10% $2.10 40 Jan 1/04 $16.69 $2.20 Pavement Markers - Heavy Jan 1/03 $19.35 10% $5.04 40 Equipment Operators Jan 1/04 $19.74 $5.14 Traffic Sign - Labourers Jan 1/03 $19.35 10% $4.04 40 Jan 1/04 $19.74 $4.44 Pit Miner Driller, Casissons & May 1/03 $27.35 10% $5.86 40 Wagon Driller Plasterers' Labourers May 1/03 $27.25 10% $5.96 40 Plumbers & Steamfitters May 1/03 $30.81 10% $8.43 37.5 Refrigeration Mechanics May 1/03 $34.47 10% $6.99 37.5 Resilient Floor Workers May 1/03 $27.91 10% $6.34 37.5 Restoration Steeplejacks May 1/03 $24.80 10% $2.71 40 Rod Installer May 1/03 $28.57 10% $7.53 40 Roofer (Foreperson) May 1/03 $31.52 10% $3.91 40 Roofer (Journeyperson) May 1/03 $30.45 10% $3.91 40 Roofer (Material Handler) May 1/03 $29.20 10% $3.91 40 Sheet Metal Workers May 1/03 $28.94 10% $8.09 40 Sheeter/Decker Mechanic May 1/03 $28.75 10% $8.04 40 May 2003 2 249 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Sheeter/Decker Assistant May 1/03 $25.18 10% $8.04 40 Sheeter/Decker Material Handler May 1/03 $22.60 10% $8.04 40 Sheeter/Decker: Probationary May 1/03 $15.22 10% $8.04 40 Employee Sprinkler (Automatic Fire) May 1/03 $33.14 10% $5.43 40 Tile & Terrazzo Mechanics May 1/03 $27.85 10% $5.34 40 Nov 1/03 $28.30 $5.34 Tile & Terrazzo Helpers Nov 1/03 $26.99 10% $5.34 40 Vibrator Labourers May 1/03 $27.56 10% $5.96 42.5 Watchperson & Flagperson when May 1/03 $25.05 10% $5.96 40 Labourers are employed as Watch erson Waterblasters May 1/03 $27.05 10% $5.96 40 Waterproofers May 1/03 $28.67 10% $5.54 40 Welders (Acetylene, Electric, etc.) Same rate as the highest trade with whom they are working. Welder (Certified) May 1/03 $29.13 10% $5.84 40 Working Foreman/Woman May 1/03 $30.48 10% $5.84 40 TRUCK DRIVERS CLASSIFICATIONS Class #1 - Warehouse and storekeeper, float truck and trailer, load bearing boom truck, haulpack May 1/03 $26.67 10% $5.75 50 driver Class #2 - Ready mix, euclid type, DW 20 & 21 rear end, ejectors, and May 1/03 $26.63 10% $5.75 50 belly dumps, farm tractor, driver with 5th wheel hook up, read mix Driver classification working from a portable batch plant set up by the May 1/03 $26.63 10% $5.75 50 Prime or General Contractor Class #3 - Dumpcrete, fork lift driver, 5 ton and over in warehouse, May 1/03 $26.57 10% $5.75 50 compound and storage area Class #4 - Dump truck, service trucks, flat and stake trucks, fuel trucks, bulk lift, form tractor May 1/03 $26.53 10% $5.75 50 operators, warehouse helper, fork lift driver and 5 tons May 2003 3 250 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK FOREMAN/WOMAN: $1.00/hour over all Class Rates DRIVERS HOURS OF WORK: ICI - 40 Hours SITE PREPARATION - 45 Hours GENERAL CONTRACTORS SECTION Operating Engineers: 1.1(A) Engineers operating: cranes with a manufacturers rating of 200 ton capacity and over. May 1/03 $30.38 10% $8.01 40 1.1(B) Engineers operating: cranes with a manufacturers rating of 100 ton capacity and up to 199 ton capacity, skyway, climbing, G.C.I., hammerhead and kangaroo type May 1/03 $29.93 10% $8.01 40 cranes 1.2(A) Engineers operating: all conventional and hydraulic type cranes, save and except those set out in Article 1.1 above, 15 ton capacity and over boom truck, clams, shovels, gradalls, backhoes, draglines, piledrivers, all power derricks, gantry cranes, caisson boring machines (over 25 HP), and similar drill rigs, mine hoists, and all similar equipment working on land or water, overhead cranes, chimney hoists, multiple drum hoists, single drum hoists (over 12-stories), single drum hoists of manual friction and brake type, and all similar equipment, dredges - suction and dipper, hydraulic jacking equipment on vertical slip forms, hydraulic jacking poles, creter cranes, and hydraulic scooper. Heavy duty mechanics, qualified welders and 2°d Class Stationary Engineers. Mobile pumpcrete with 42 metre boom and over. May 1/03 $29.18 10% $8.01 40 1.2(B) Pitman type cranes of 10-ton capacity and over. May 1/03 $28.70 10% $8.01 40 May 2003 4 251 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK 1.3 Operators of: air tuggers used for installation of vessels, tanks machinery and for steel erection; side booms on land or water; man and material hoist, and single drum hoists 12-stories and under not of a manual friction and brake type; elevators except as set out in Article 1.6, monorails, bullmoose type, equipment of 5-ton capacity or over; air compressor feeding low pressure into air locks, tunnel mole, 3`d Class Stationery Engineers. Mobile pumpcrete save and except those listed in 1.2(A) above. May 1/03 $28.23 10% $8.01 40 1.4 Operators of: bulldozers (including 815 type) tractors, scrapers, graders, emcos, overhead and front-end loaders side loaders, industrial tractors with excavating attachments, trenching machines, and all similar equipment. Pitman type cranes under 10-ton capacity, mobile pressure grease units, mucking machines, hydraulically operated utility pole hole diggers, and Dinky locomotive type engines. 4th Class Stationery Engineers. Kubota type backhoe and skid steer loader. May 1/03 $28.06 10% $8.01 40 1.5 Operators of: batching and crushing plants, 6" discharge pumps and over, wellpoint systems and all similar systems, concrete mixers of 1 cubic yard and over, gas, diesel, or steam driven generator over 50 HP (portable), fork lifts over 8' lifting height, air tuggers except those in Group 1.3, Caisson boring machines (25 HP and under), drill rigs, post hole diggers, portable air May 1/03 $25.73 10% $8.01 40 compressors 150 CFM and over, and concrete pumps, signal person. 1.6 Operators of: boom trucks, "A" Frames driver mounted compaction units, bullmoose type equipment under 5-ton capacity, fork lifts 8' and under in lifting height and conveyors. Fireman/Woman. Permanent automatically controlled elevators on commercial and May 1/03 $24.73 10% $8.01 40 institutional buildings. May 2003 5 252 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK 1.7(A) Operators of. Pumps under 6" discharge where 3 or more pumps are employed on the same job site, hydraulic jacking equipment for underground operations, portable air compressors under 150 CFM where attendant is required, and driver mounted power sweepers. Attendants for forced air, gas or oil burning temporary heating units of 500,000 BTU's or over per hour, or 5 or more on the same job site. 40 Oilers, oil- drivers, and mechanics May 1/03 $23.54 10% $8.01 helpers. 1.7(B) ls` Year Oilers. May 1/03 $23.19 10% $8.01 40 Surveyors: Party Chief May 1/03 $26.70 10% $8.01 40 Instrument Person May 1/03 $25.45 10% $8.01 40 Senior Rodperson May 1/03 $22.79 100 $8.01 40 Junior Rodperson May 1/03 $20.12 10% $8.01 40 May 2003 6 253 HOURS OF WORK AND OVERTIME (A) For Building Construction (Operating Engineers) Eight (8) hours/day, 40 hours/week, Monday to Friday, inclusive, time and one-half of the regular day shift rate shall be paid for the first hour of overtime; all work in excess of hours noted & Saturday, Sunday and Holidays, double the regular day shift rate. (B) Excavations, Site Preparation, Sewers and Watermains. Site preparation shall mean the excavating of ground to sub-grade level and shall not include pile-driving, drilling, boring ductwork or tunnel work. Ten (10) hours/day, 50 hours/week, Monday to Friday inclusive. IRON WORKERS (Structural, architectural): includes Rivetters, Riggers, Heaters, Sash Erectors and Machinery Movers. *FRINGE BENEFITS: "Fringe Benefits" shall include such benefits as company pension plans, apprenticeship training, extended health care benefits, dental and prescription drugs, etc. It does NOT include payroll burden deductions such as C.P.P., E.H.T., W.S.I.B., E.I.C., etc. * VACATION AND HOLIDAY PAY: FOR CONTRACTORS THAT DO NOT OFFER "FRINGE BENEFITS" TO THEIR WORKERS, THE FRINGE BENEFITS HOURLY RATE SHALL BE ADDED TO THE HOURLY OR WEEKLY RATE AS SHOWN ABOVE. FAIR WAGE OFFICE 18TH FLOOR, WEST TOWER, CITY HALL TELEPHONE: (416) 392-7300 FACSIMILE: (416) 392-0801 FAIR WAGE COMPLAINTS HOTLINE: (416) 392-FAIR E-MAIL: fairwage( toronto.ca I May 2003 7 W-TORON10 254 Corporate Services Fair Wage Office Tel: 416-392-7300 18`h Floor, West Tower, City Hall Fax: 416-392-0801 Hotline: 416-392-FAIR E-mail: fairwage@toronto.ca Visit us at www.toronto.ca/fairwage FAIR WAGE SCHEDULE 2003- 2004 ROAD BUILDING WORK This schedule is applicable to Resurfacing and New Road Construction, including Parking Lots. This schedule is not applicable to bridge coverleaf or construction work, otherwise covered by Heavy Construction Agreement. WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK CONSTRUCTION Labourers: Labourers (incl. wiremesh and steel reinforcing), Operators of pumps three inches in diameter and under. Interlocking stone and Gabion Installers. Labourers' (operating all machine-driven tools by gas, air or electricity, including plate tempers), operators of self-propelled hand May 1/03 $26.19 10% $6.74 50 compactors walk behind ; Jan 1/04 $26.19 $6.99 Concrete Workers Screedperson, Puddlers,Floatperson. Fence Erectors (chain link and other types including snow fences). Guard Rail Installers. Diamond Saw Operators Oackhammerperson) Sound Barrier Erectors. May 1/03 $26.19 10% $6.74 50 Maintenance Hole Builders. Jan 1/04 $26.19 $6.99 Grade Person, Asphalt Rakers Concrete Road, curb and side walk finisher, Form Setters. Curb Setters. Brick Setters. Pipe Layers. Curb Machine Operators. Concrete Paving Track Setters. Tail End May 1/03 $27.69 10% $6.74 50 Paver and As halt Grinder. Jan 1/04 $27.69 $6.99 _ Traffic Control Person; Casual May 1/03 $18.19 10% $6.74 50 Watch Person Jan 1/04 $18.19 $6.99 May 2003 1 255 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK *Watchperson (for 6 nights duty/10 May 1/03 $626.50 per wk 10% $6.74 50 hours/day 50 hours/week . Jan 1/04 $626.50 per wk $6.99 * An employee working as a labourer who is required to do casual watching or work as a flagperson on a casual or intermittent basis will not have their rate reduced hereby. TRUCK DRIVERS: May 1/03 $28.75 10% $4.50 50 Truck Drivers - Including off Jan 1/04 $28.98 $4.50 Highway Fuel Truck Drivers May 1/03 $28.75 10% $4.50 50 Jan 1/04 $28.98 $4.50 Load Bearing Boom Drivers, Dumpcrete Drivers, and Pup Dump May 1/03 $28.85 10% $4.50 50 Trailer Drivers, Flo Boy and Tractor Jan 1/04 $29.08 $4.50 Trailer; Dump Truck Tag-a-long over 15 Ton Truck Train Drivers, Custom Mobile May 1/03 $28.95 10% $4.50 50 Mixer Units (truck or trailer Jan 1/04 $29.18 $4.50 mounted Float Drivers May 1/03 $29.35 10% $4.50 50 Jan 1/04 $29.58 $4.50 OPERATING ENGINEERS: Shovels, Backhoes, Dragline, May 1/03 $28.32 10% $7.85 50 Gradall Clams (on site), Grader Jan 1/04 $28.55 $7.85 Operator "A" Clam Operator (yard), Mechanics, May 1/03 $28.06 10% $7.85 50 Welders Jan 1/04 $28.29 $7.85 Pitman-Type Operator (hydra-lift, May 1/03 $27.86 10% $7.85 50 truck-mounted hydraulic crane Jan 1/04 $28.09 $7.85 Bulldozer Operators (D-4 equiv. or over), Front-end Loader Operators (1 cu. yd. and over), Scrapers - self- Mayl/03 $27.72 10% $7.85 50 propelled. Mixer Person on Asphalt Jan 1/04 $27.95 $7.85 Plant. Concrete Curb Machine Operator. Asphalt Spreader Operator (self-propelled) Concrete Paver Operators, Asphalt May 1/03 $27.62 10% $7.85 50 Plainer Operators "A", Engineers Jan 1/04 $27.85 $7.85 on Boilers with papers) May 2003 2 256 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Farm & Industrial - type tractor with May 1/03 $27.46 10% $7.85 50 excavating attachments Operators, Jan 1/04 $27.69 $7.85 Grader Operator "B", Asphalt/Rollerperson "A", Boiler Fire person without papers) Roller Operator (asphalt) "B" May 1/03 $27.10 10% $7.85 50 Jan 1/04 $27.33 $7.85 Bulldozer Operators (under D-4 or Equivalent), Front-end Loader May 1/03 $27.06 10% $7.85 50 Operator (under 1 cu. yd.) Packer Jan 1/04 $27.25 $7.85 with blade Farm and Industrial Type Tractor Operator (towing compaction units), May 1/03 $25.32 10% $7.85 50 Grade Rollerperson, including self- Jan 1/04 $25.55 $7.85 propelled rubber tire rollers. Asphalt Planer "B" (max. 2' wide) SHIFT PREMIUM A shift premium of $1.75/hour will be paid for all work performed on a shift starting after 4:00 p.m. HOURS OF WORK AND OVERTIME (A) The standard hours of work for all employees, other than watchperson and engineers on boilers shall be based on 50 hours/week exclusive of travelling time to and from the job. (B) Overtime at the rate of time and one-half the employee's current hourly rate shall be paid to all employees, other than watchperson, for all work performed in excess of 10 hours/day, or in excess of 50 hour/week or on Saturdays. On a three shift operation, the 15`h shift may be worked at straight time on Saturday until 7:00 a.m. and the applicable shift premium shall be paid. (C) Overtime at the rate of double the employee's current hourly rate shall be paid to all employees, other than watchperson and Engineers on boilers for all work performed on Sundays and on the following Statutory Holidays: New Year's Day, Good Friday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving Day, Christmas Day and Boxing Day. The provision of this sub-paragraph do not apply to repairer in emergency. (D) Watchperson and engineers on boilers shall receive overtime payment at the rate of time and one-half the employee's current hourly rate for all work performed on such employee's seventh consecutive shift. May 2003 3 257 *FRINGE BENEFITS: "Fringe Benefits" shall include such benefits as company pension plans, apprenticeship training, extended health care benefits, dental and prescription drugs, etc. It does NOT include payroll burden deductions such as C.P.P., E.H.T., W.S.I.B., E.I.C., etc. *VACATION AND HOLIDAY PAY: 10% of the hourly rate. FOR CONTRACTORS THAT DO NOT OFFER "FRINGE BENEFITS" TO THEIR WORKERS, THE FRINGE BENEFITS HOURLY RATE SHALL BE ADDED TO THE. HOURLY OR WEEKLY RATE AS SHOWN ABOVE. FAIR WAGE OFFICE 18'x' FLOOR, WEST TOWER, CITY HALL TELEPHONE: (416) 392-7300 FACSIMILE: (416) 392-0801 FAIR WAGE COMPLAINTS HOTLINE: (416) 392-FAIR E-MAIL: fairwageQoron.to.ca May 2003 4 258 tabowo Corporate Services Fair Wage Office Tel: 416-392-7300 18th Floor, West Tower, City Hall Fax: 416-392-0801 Hotline: 416-392-FAIR E-mail: fairwage@toronto.ca Visit us at www.toronto.ca/fairwage FAIR WAGE SCHEDULE 2003- 2004 SEWER AND WATERMAIN CONSTRUCTION WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK SCHEDULE"A" "Open Cut" Sewer CLASSIFICATION: LABOURERS: Labourers; Pump person, (3" May 1/03 $26.79 10% $6.50 50 discharge and under); Heater person Jan 1/04 $26.79 $6.75 u to 5 heaters Small Mixer Driver (under 1 yard); Dinky Mortar person; Sheeting and Shoring person; Miners and Driller's Helper; Power person helper; Motor person; Scootcrete Driver; Screed person; Puddlers; Float person on Concrete; Jackhammer person; Well-point installer; Encasement May 1/03 $27.39 10% $6.50 50 Form Setters; Signal person; Jan 1/04 $27.39 $6.75 Rammax Tamper Pipelayer's Helper; Concrete finishers; Concrete Patcher Inside Pipe; Catch Basin Installer; Diamond saw cutter; Watermain Tapper; Precast Manhole Installer; May 1/03 $27.53 10% $6.50 50 Manhole Builders, Drillers, All types Jan 1/04 $27.53 $6.75 including associated equipment May 2003 1 259 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Caulker (cast iron, tile, concrete, asbestos, cement, plastic, etc.); Wagon Driller; Box Sewer Constructor Form Setter and May 1/03 $27.79 10% $6.50 50 Reinforcing person and Fusion Jan 1/04 $27.79 $6.75 Welder Pipelayers (including use of laser for pipe-laying); Manhole and Valve Chamber Constructor; Top person; Miners; Drillers, Shaft Sinker Timber person; Grout- May 1/03 $28.79 10% $6.50 50 Machine person; Powder person Jan 1/04 $28.79 $6.75 Blaster; Welder Watch person (for 6 nights duty) May 1/03 $833.00 per wk. 10% $6.50 50 Jan 1/04 $833.00 er wk. $6.75 LABOURERS: *Traffic Control person & Casual Watchperson May 1/03 $20.94 10% $6.50 50 Jan 1/04 $21.39 $6.75 * All employees working as a labourer who is required to do casual watching or work as a flagperson on a casual or intermittent basis will not have his/her rate reduced thereb . TRUCK DRIVERS: Drivers of dump trucks, pickup service trucks, bulk lift trucks, farin tractors without attachments and off May 1/03 $29.12 10% $4.50 50 highway trucks Jan 1/04 $29.35 $4.50 Fuel Truck Drivers and Load bearing May 1/03 $29.22 10% $4.50 50 Boom Truck Drivers Jan 1/04 $29.45 $4.50 Float Drivers, Custom Mobile Mixer May 1/03 $29.52 10% $4.50 50 Units, Truck or Trailor Mounted Jan 1/04 $29.75 $4.50 OPERATING ENGINEERS: Engineers operating cranes, clams, shovels, backhoes, derricks, pile- drivers, gradalls, mobile cranes, caisson boring machines 25 HP and May 1/03 $29.17 10% $7.95 50 over, side booms and similar Jan 1/04 $29.40 $7.95 equipment Grade "A" and fine grade bulldozer Operators May 1/03 $28.92 10% $7.95 50 Jan 1/04 $29.15 $7.95 May 2003 2 260 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Heavy-duty field mechanics, equipment repair welders, operators of pitman type crane May 1/03 $28.67 10% $7.95 50 (Hydra-Lift truck Mounted Jan 1/04 $28.90 $7.95 hydraulic) Operators of bulldozers, tractors, scrapers, emcos, graders "B", overhead loaders and similar Equipment, farm and industrial tractors with excavating attachments, trenching machines, May 1/03 $28.57 10% $7.95 50 and caisson boring machines under Jan 1/04 $28.80 $7.95 25 HP Service person on shovels; compressors, Pumps, Boom Truck Drivers; Operators of 5 or more May 1/03 $27.82 10% $7.95 50 heaters; Packer with glade Jan 1/04 $28.05 $7.95 Self propelled Rollers May 1/03 $25.70 10% $7.95 50 Jan 1/04 $25.93 $7.95 Oilers, Greasers, Mechanics' Helpers Third Year: May 1/03 $26.60 10% $7.95 50 Jan 1/04 $26.83 $7.95 Second Year: May 1/03 $25.60 10% $7.95 50 Jan 1/04 $25.83 $7.95 First Year: May 1/03 $24.60 10% $7.95 50 Jan 1/04 $24.83 $7.95 HOURS OF WORK AND OVERTIME (A) Overtime at the rate of time and one-half the employee's hourly rate shall be paid to all employees, except watchperson, for all work performed in excess of forty-eight hours/week, made up of four ten hour days, Monday to Thursday inclusive, and one eight-hour day on Friday, excluding travelling time to and from the job. It is understood that if there is inclement weather during the week, that Friday will be a ten-hour day, if required. (B) Overtime at the rate of time and one-half the employee's current hourly rate shall be paid to all employees, except watchperson i and float drivers, for all work performed on Saturdays. Operating Engineers double time for Saturdays. (C) Overtime at the rate of double the employee's current hourly rate shall be paid for all employees except watchperson, for all work performed on Sundays or the Statutory Holidays listed namely (Labourers & Teamsters): New Year's Day, Good Friday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving Day, Christmas Day, and Boxing Day. (D) Watchpersons shall receive overtime payment at the rate of time and one-half the employee's current hourly pay rate for all work performed on such employee's seventh consecutive shift. SHIFT PREMIUM - OPERATING ENGINEERS A shift premium of $1.00/hour will be paid for all work performed on any shift commencing after 12:00 o'clock noon or before 5:30 o'clock a.m. May 2003 3 261 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK SCHEDULE"B" Tunnel Work A schedule applying to "Tunnel Work" which is to be interpreted to mean project called as a Tunnel, and may not include Tunnel Work which is incidental to "Open Cut" work for Sewer and Watermain Construction up to 50 feet in length CLASSIFICATION: LABOURERS: Labourers (surface); Signal person; Dock person; Pump person (3"); Hopper person; Heater person (up to 5 heaters); Yard and Material May 1/03 $29.09 10% person; Gage Tender; Wellpoint $6.50 40 Installers; Drillers, all types Jan 1/04 $29.09 $6.75 including associated equipment Labourers (underground); Muckers; Loco Driver; Track person; Caulker; Shaft Sinker Helper; Concrete. Finisher; Concrete Driller May 1/03 $30.04 10% .$6.50 40 Worker; Setter; Mixer person (under Jan 1/04 $30.04 $6.75 1 and Locktender May 1/03 $30.39 10% $6.50 40 Jan 1/04 $30.39 $6.75 Miner; Driller; Diamond Driller; Timber person; Jackleg person; Mucking Machine Driver; Shaft Sinker; Pipe Jacker Slush Drivers; Wagon Driller (underground); Cole Cutter Driver; Powder person Blaster Lead Concrete person; all labourers on pile-driver operations; Miner for caisson and underpinning; Maintenance hole Constructor; Operators of air spades and jackhammer at the face ; Nozzle person and Concrete Pump; Reinforcing Rod Placer; Cement May 1/03- $31.04 10% $6.50 40 Mason; Welder; Shotcrete person; Jan 1/04 $31.04 $6.75 Stopper person; Auger person; Carpenter May 2003 4 262 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Lead Miner; Tunnel Shield, Mole May 1/03 $31.89 10% $6.50 40 and similar equipment Drivers; Jan 1/04 $32.04 $6.75 Working Fore person * Watch person (for 6 nights duty) May 1/03 $833.00 per wk. 10% $6.50 50 Jan 1/04 $833.00 per wk. $6.75 * An employee working as a labourer who is required to do casual watching or work as a flagperson on a casual or intermittent basis will not have his/her rate reduced thereby. TRUCK DRIVERS: Drivers of Dump Trucks, pickup service trucks, bulk lift trucks and May 1/03 $29.64 10% $4.50 40 farm tractors without attachments, Jan 1/04 $29.87 $4.50 off highway trucks Fuel Truck Drivers, Load bearing boom truck drivers and drivers of May 1/03 $29.74 10% $4.50 40 dump trucks with tag along Jan 1/04 $29.97 $4.50 attachments over 15 tons Float Drivers, custom mobile mixer May 1/03 $29.42 10% $4.50 40 units truck or trailer mounted Jan 1/04 $29.64 $4.50 OPERATING ENGINEERS: Engineers operating all hoists, hoisting materials out of shafts, tuggers and derricks with lifting capacity over 2,000 lbs.; compressor May 1/03 $29.14 10% $7.95 45 hose set-up person Jan 1/04 $29.37 $7.95 Heavy-duty Field Mechanics; Engineers operating shaft hoist, tuggers and derricks 2,000 lbs. or less; Compressor Operators 500 CFM or over Jan 1/04 $29.12 10% $7.95 45 May 2003 5 263 PREMIUM RATES IN COMPRESSED AIR: (LABOURERS AND TRUCK DRIVERS CLASSIFICATIONS ONLY): The following sliding scale of premium rates shall apply to workers in compressed air: PREMIUM PER SHIFT AIR PRESSURE MAY 1/00 . 1 to 14 pounds $16.00 15 to 20 pounds $19.50 21 pounds $23.50 (A) For air pressure over twenty-one pounds (21 lbs.), the employer agrees to pay two dollars ($2.00) per pound compressed air premium for each pound over twenty-one pounds (21 lbs.), in addition to the twenty-one pound (21 lb.) rate. (B) Where employees are required to work in compressed air, they shall receive a minimum of nine (9) hours/day or shift; it being understood and agreed that the ninth (9th) hour shall be paid at straight time rates. (C) It is understood and agreed that air pressure premium will be paid/shift regardless of the time spent by an employee in compressed air, save and except when an employee voluntarily leaves the air. Rest periods as required by law when working under air pressure are to be paid, and no deduction will be made for a meal break falling in the rest period between the two working periods. (D) HOT BEVERAGES (i) The employer shall, at his own expense, supply sugar and hot beverages for employees working in compressed air during rest periods. (ii) Containers and cups for the beverages required as outlined above, shall be maintained in a clean and sanitary condition and kept stored in a closed container. PREMIUM RATES IN COMPRESSED AIR: (OPERATING ENGINEERS CLASSIFICATION ONLY): PREMIUM PER SHIFT AIR PRESSURE MAY 1/00 1 to 14 pounds $16.00 15 to 20 pounds $19.50 21 pounds $23.50 Over 21 pounds $2.00/lb over and above the rate for 21 lbs. May 2003 6 2 6 4 HOURS OF WORK AND OVERTIME (A) Overtime at the rate of time and one-half the employee's current hourly rate shall be paid to all employees, except watchpersons, for all work performed in excess of eight hours/day, Monday to Friday inclusive, excluding travelling time to and from the job, and excluding work in compressed air where overtime at the rate of one and one-half shall be paid for work in excess of nine (9) hours/day. (B) Overtime at the rate of time and one-half the employee's current hourly rate shall be paid to all employees except watchperson, for all work performed on Saturday. All Operating Engineers classifications will be paid double the employees hourly rate for all work performed on Saturday. (C) Overtime at the rate of double the employee's current hourly rate shall be paid to all employees except watchperson, for all work performed on Sundays and on the following Statutory Holidays - namely (Labourers): New Year's Day, Good Friday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving Day, Christmas Day, and Boxing Day. (D) Watchpersons shall receive overtime payment at the rate of time and one-half the employee's current hourly rate for all work performed on such employee's seventh consecutive shift. SHIFT PREMIUM (LABOURERS AND TEAMSTERS ONLY) Second Shift and Third Shift. $2.50 OPERATING ENGINEERS $2.45/hour for second and third shift. *FRINGE BENEFITS: "Fringe Benefits" shall include such benefits as company pension plans, apprenticeship training, extended health care benefits, dental and prescription drugs, etc. It does NOT include payroll burden deductions such as C.P.P., E.H.T., W.S.I.B., E.I.C., etc. * VACATION AND HOLIDAY PAY: 10% of the hourly rate. FOR CONTRACTORS THAT DO NOT OFFER "FRINGE BENEFITS" TO THEIR WORKERS, THE FRINGE BENEFITS HOURLY RATE SHALL BE ADDED TO THE HOURLY OR WEEKLY RATE AS SHOWN ABOVE. FAIR WAGE AND OFFICE 18TH FLOOR, WEST TOWER, CITY HALL TELEPHONE: (416) 392-7300 FACSIMILE: (416) 392-0801 FAIR WAGE COMPLAINTS HOTLINE: (416) 392-FAIR E-MAIL: fainvage(.2toronto.ca May 2003 7 265 f TORONTO Corporate Services Fair Wage Office Tel: 416-392-7300 18`h Floor, West Tower, City Hall Fax: 416-392-0801 Hotline: 416-392-FAIR E-mail: fairwage@toronto.ca Visit us at www.toronto.ca/fairwage FAIR WAGE SCHEDULE 2003 - 2004 UTILITY WORK WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Labourers (unskilled) May 1/03 $26.79 10% $6.30 40 Jan 1/04 $2.6.79 $6.40 Powderperson Helper May 1/03 $26.84 10% $6.30 40 Jan 1/04 $26.84 $6.40 Labourers (semi-skilled) strippers; scootcrete and calf dozer; driver; portable compressor; small mixer and pump person (4" discharge and under); groutperson; mortar person; May 1/03 $26.89 10% $6.30 40 job site storeperson and lumber yard Jan 1/04 $26.89 $6.40 attendant; farm tractor driver Labourers (skilled - Group No. 1) pipelayers (excluding conduit); jack May 1/03 $26.94 10% $6.30 40 hammer operator; air auger person; Jan 1/04 $26.94 $6.40 form setters; concrete finishers Labourers (skilled - Group No. 2) May 1/03 $26.99 10% $6.30 40 drillers (all types); wagon drills, Jan 1/04 $26.99 $6.40 etc.; owde erson Labourers (skilled - Group No. 3) May 1/03 $27.29 10% $6.30 40 Carpenters; lineperson; float driver; Jan 1/04 $27.29 $6.40 truck driver Labourers (skilled - Group No. 4) tunnel workers; where tunnel is in May 1/03 $27.79 10% $6.30 40 excess of ten feet in length, Jan 1/04 $27.79 $6.40 excluding shallow tree tunnels Working foreperson May 1/03 $27.64 10% $6.30 40 Jan 1/04 $27.64 $6.40 May 2003 1 266 WEEKLY EFFECTIVE HOURLY *VACATION AND *FRINGE HOURS OF TRADE DATE RATE HOLIDAY PAY BENEFITS WORK Flagperson May 1/03 $18.92 10% $6.30 40 Jan 1/04 $18.92 $6.40 Watchperson (48 hours per week) May 1/03 $849.28 per wk. 10% $6.30 48 Jan 1/04 $849.24 per wk. $6.40 NOTE: An employee working as a labourer who is required to do casual watching or work as a flagperson on a casual or intermittent basis will not have his/her rate reduced thereby. OPERATING ENGINEERS Engineers operating cranes, including Austin Western type & Pitman-type (over 8 ton), backhoes, May 1/03 $27.91 10% $7.92 40 hydraulic or cable type side booms, Jan 1/04 $28.14 $7.92 radalls and similar equipment Mechanics & welders (on site), operators of bulldozers D4 and over; front-end loaders, lcu. yd. & over; industrial type backhoes with excavating attachments; trenching May 1/03 $27.43 10% $7.92 40 machines over Davis 300 and Jan 1/04 $27.66 $7.92 similar equipment to foregoing Operators of bulldozers, under D4; well points and all types of dewatering systems, 6" discharge and over; Front-end loaders under 1 cu. yd; augers and boring equipment other than air activated under 8" (save as excluded in memorandum May 1/03 $27.23 10% $7.92 40 between LU.O.E., & Labourers' Jan 1/04 $27.45 $7.92 International Union Shop and standby time May 1/03 $27.08 10% $7.92 40 Jan 1/04 $27.30 $7.92 TRAINEES SHALL BE EMPLOYED AT A PERCENTAGE OF THE APPLICABLE JOURNEYMAN RATE AS FOLLOWS: First 1500 hours = 75% Second 1500 hours = 90% May 2003 2 267 *FRINGE BENEFITS: "Fringe Benefits" shall include such benefits as company pension plans, apprenticeship training, extended health care benefits, dental and prescription drugs, etc. It does NOT include payroll burden deductions such as C.P.P., E.H.T., W.S.I.B., E.I.C., etc. * VACATION AND HOLIDAY PAY: 10% of the hourly rate. FOR CONTRACTORS THAT DO NOT OFFER "FRINGE BENEFITS" TO THEIR WORKERS, THE FRINGE BENEFITS HOURLY RATE SHALL BE ADDED TO THE HOURLY OR WEEKLY RATE AS SHOWN ABOVE. FAIR WAGE OFFICE 18TH FLOOR, WEST TOWER, CITY HALL TELEPHONE: (416) 392-7300 FACSIMILE: (416) 392-0801 FAIR WAGE COMPLAINTS HOTLINE: (416) 392-FAIR E-MAIL: fairwage@,toronto.ca i i i i May 2003 3 268 Cit ~0 Report to Executive Committee PICKERING Report Number: CS 31-10 Date: September 7, 2010 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Formal Quotations - Quarterly Report for Information Recommendation: That Report CS 31-10 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for Information be received for information. Executive Summary: Council approved the Purchasing By-law on November 5, 2001 which includes a request to have a summary of contract awards arising from the formal quotation process be forwarded to Council as information only on a quarterly basis. Financial Implications: Not applicable Sustainability Implications: The City's participation in cooperative purchasing initiatives reduces paper and administrative costs. Background: In accordance with Purchasing Policy Item 04.06, a summary of contract awards arising from the formal quotation process is provided herein for the information of Council. Report CS 31-10 September 7, 2010 ubjject: Formal Quotations - Quarterly Report for Information Page 2 Formal Quotations Summary April 1, 2010 to June 30, 2010 PST Included / GST Extra (unless stated otherwise) Reference No. Description Award Status Award Date Co-operative quotation for Catch Basin Cleaning Host: Region of Durham Participants: Region of Various unit Ongoing Q-207-2009 Durham, Pickering, prices operating April 6, 2010 Clarington, Scugog, Uxbridge, costs 2010- Brock 2011 Vendor: Superior Catch Basin Services Year 2 of 3 Co-operative quotation for Supply/Delivery/Pickup of Various Aggregates Host: Municipality of Various unit Ongoing Clarington Q-2008-1 Participants: Region of prices operating April 7, 2010 Durham, Oshawa, Whitby, costs 2010- Pickering, Clarington, Ajax, 2011 Vendor: T.H. Forsythe, Dufferin Aggregates - Year 3 of 3 Miscellaneous Foundation Improvements - Pickering Q-31-2010 Museum Village $32,295.00 Completion April 8, 2010 Vendor: Nashid Construction July 2010 Corp. Quotation for Storm Sewer Q-16-2010 Flushing, Cleaning and Video Completion April 14, 2010 Inspection Services $47,006.00 June 2010 Vendor: Veolia ES Sewer Services Inc. Report CS 31-10 September 7, 2010 270 Subject: Formal Quotations - Quarterly Report for Information Page 3 Reference No. Description Award Status Award Date Quotation for Spring & Fall Stump Removal, Delivery and $20,537.72 0-30-2010 Planting of Trees and Spring & Fall May 20, 2010 Vendor: Dutchmaster $12,820.00 work Nurseries and Maple Lane respectively Nurseries Quotation for Supply, Delivery Completion Q-28-2010 and Installation of Tennis $37,300.00 September May 26, 2010 Court Fencing 2010 Vendor: Bramalea Fence Ltd. Quotation for Supply and Q-34-2010 Installation of Replacement Completion June 11, 2010 Windows at West Short C.C. $25,709.25 September Vendor: John McLellan 30, 2010 Contracting Q-33-2010 Quotation for Summer Camp Completion June 14, 2010 and Program Transportation $70,445.24 August 27, Vendor: Stock Transportation 2010 Co-operative Tender for Supply, Delivery and Application of Liquid Calcium/Magnesium Chloride Various unit Ongoing Q-539-2010 Participants: Region of prices operating June 15, 2010 Durham, Pickering, Ajax, costs 2010- Whitby, Oshawa, Clarington, 2011 Scugog. Vendor: Miller Group Year 1 of 3 Co-operative Quotation for Inspection and Test of Aerial Trucks & Devices Ongoing C2010-013 Participants: Pickering, Ajax, Various unit operating June 14, 2010 Whitby, Oshawa, Clarington, prices costs 2010- Vendor: Halton Inspection 2011 Services Year 1 of 3 Quotation for Telescopic Ongoing Q-26-2010 Boom Excavation Service June 23, 2010 Vendor: Don Cordingley $50,000.00 operating Gradall Rental costs 2010 Report CS 31-10 September 7, 2010 271 Subject: Formal Quotations - Quarterly Report for Information Page 4 Reference No. Description Award Status Award Date Quotation for Supply & Delivery Q-43-2010 Delivery of One Ton Pick-up $36,896.04 August 1, June 24, 2010 Truck 2010 Vendor: Formula Ford Sales Quotation for the Supply & Q-39-2010 Delivery of MSA Fire Helmets $23,392.86 Delivery date June 4, 2010 Vendor: Century Vallen pending Report CS 31-10 September 7, 2010 Subject: Formal Quotations - Quarterly Report for Information Page 5 i Attachments: Not applicable Prepared By: Approved/Endorsed By: t` SC_ Vera A. Felgemache Gillis A. Paterson Manager, Supply &'Services Director, Corporate Services & Treasurer C.P.P., CPPO, CPPB, C.P.M., CMM III Copy: Chief Administrative Officer Recommended for the consideration of Pickerin Co c' Tony Prevedel, P. Eng. Chief Administrative Officer Report To _ Executive Committee PICKERIN Report Number: CS 33-10 Date: September 7, 2010 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Tender / Contract Approval - Councils' Summer Recess Recommendation: 1. That Report CS 33-10 of the Director, Corporate Services & Treasurer regarding tender and contract approvals during Councils' Summer Recess be received; and, 2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer contained in this Report during Councils' summer recess being Tender No. T-1.2-2010, Supply & Delivery of One (1) 16 Foot Wide Area Mower; Tender No. T-13-2010, Supply & Delivery of Two(2) One Ton Trucks with Dump Body, Quotation No. Q-54-2010, Supply & Delivery of Two(2) Hybrid SUV 4WD and Tender No. T-15-2010, Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping. Executive Summary: Council is required to approve contracts awarded by the Chief Administrative Officer during recesses of Council. The tender and contract approvals contained in this report were approved by the Chief Administrative Officer during the summer recess of Council which met City Policy and were within the approved Budget. Financial Implications: The capital projects listed above were funded from various sources. The projected costs are below budget in the amount of $69,210 and the surplus funds will be returned to the various funding. sources. Therefore, there are no financial implications pertaining to this report. Sustainability Implications: The addition of the vehicles of Quotation Q-54-2010 will bring the number of Hybrid vehicles in the City's fleet to six. The use of Hybrid vehicles has proven to reduce fuel consumption while also providing a visible commitment to the reduction of harmful emissions. The engine powering the equipment of Tender T-13-2010 and T-12-2010 meets the Environmental Protection Agency's Tier III level for emission standards. This will significantly reduce the amount of harmful emissions produced by the operation of the equipment. Report CS 33-10 Date: September 7, 2010 Subject: Tender / Contract Approval Page 2 - Councils' Summer Recess 274 Background: On May 21, 2002 Council passed Resolution #80/02 Item 4 authorizing the Chief Administrative Officer act in Council's approving capacity on behalf of Council during. any recess, break or absence of City Council, which states in part: "2. That, subject to the Council approved Purchasing Policy & Procedures, the Chief Administrative Officer be authorized to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council on the condition that. (a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136102; and (b) the costs thereof are within the budget previously approved by Council, and (c) a report respecting those approvals is subsequently submitted to Council." Circumstances were such that two Tenders and one Quotation required approval by the Chief Administrative Officer during Council's summer 2010 recess. It is recommended that Council receive this Report for information and ratify the approval of Tender No. T- 12-2010, Supply & Delivery of One (1) 16 Foot Wide Area Mower; Tender No. T-13- 2010, Supply & Delivery of Two(2) One Ton Trucks with Dump Body and Quotation No. 0-54-2010, Supply & Delivery of Two(2) Hybrid SUV 4WD. Therefore, under authority of the foregoing, the following was approved by the Chief Administrative Officer during the "summer recess" of Council: Tender No. T-12-2010, Supply & Delivery of One (1) 16 Foot Wide Area Mower The low bid Tender No. T-12-2010 submitted by Turf Care Products Canada for the Supply and Delivery of one (1) 16 Foot Wide Area Mower be approved. Financial Implications: 1. APPROVED SOURCE OF FUNDS 2010 Parks Capital Budget Item Account Code Source of Funds Budget Required Replace Unit #747 5780.1012.6178 Parkland Reserve $125,000 $73,634 2002 Toro Sixteen Foot Fund Wide Area Mower FUNDS AVAILABLE $ 125,000 $ 73,634 Report CS 33-10 Date: September 7, 2010 Subject: Tender / Contract Approval Page 3 275- Councils' Summer Recess 2. TENDER AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY T-12-2010 $72,360.00 HST 9,406.80 Sub Total $81,766.80 HST Rebate (8,133.26) Total Net Purchase Cost $73,633.54 Project Cost under (over) a roved funds b $ 51,366 Tender No. T-13-2010, Supply & Delivery of Two(2) One Ton Trucks with Dump Body The low bid Tender No. T-13-2010 submitted by Colombo Motors LP for the supply and delivery of two (2) One Ton Trucks with Dump Body be approved. Financial Implications: 1. APPROVED SOURCE OF FUNDS 2010 Roads Capital Budget Item Account Code Source of Funds Budget Required Replace Unit 5320.1001.6157 Vehicle Replacement $50,000 $41,474.33 #032 Surcharge Reserve 2002 Ford F350 Additional One 5320.1002.6157 Vehicle Replacement $50,000 $41,474.32 Ton. Truck with Surcharge Reserve Dump Body FUNDS AVAILABLE $100,000 $82,948.65 Report CS 33-10 Date: September 7, 2010 276 Subject: Tender / Contract Approval Page 4 - Councils' Summer Recess 2. TENDER AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY T=13-2010 $81,514.00 HST 10,596.82 Sub Total $92,110.82 HST Rebate (9,162.17) Total Net Purchase Cost $82,948.65 Project Cost under over approved funds b $17,051.35 Quotation No. 0-54-2010, Supply & Delivery of Two(2) Hybrid SUV 4WD The low bid Quotation No. Q-54-2010 submitted by Forbes Ford Sales Ltd. for the supply and delivery of two (2) Hybrid SUV - 4WD be approved. Financial Implications: 1. APPROVED SOURCE OF FUNDS 2010 MP&E and Parks Capital Budget Item Account Code Source of Funds Budget Required Replace Unit #630 5335.1001.6157 Federal Gas Tax $39,000 $38,603.68 1999 Chevrolet Blazer Additional Hybrid 5780.1017.6157 Federal Gas Tax $39,000 $38,603:67 SUV 4WD FUNDS AVAILABLE $78,000 $77,207.35 2. QUOTATION AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY Q-54-2010 $75,872 .00 HST 9,863.36 Sub Total 85,735.36 HST Rebate (8,528.01) Total Net Purchase Cost $77,207.35 Project Cost under over approved funds b $792.65 Report CS 33-10 Date: September 7, 2010 Subject: Tender / Contract Approval Page 5 - Councils' Summer Recess Tender No. T-15-2010, Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping The low bid by Bennington Construction Ltd. for T-15-2010, (with the deletion of several provisional items) in the amount of $242,047.47 {HST included) and that the net project cost of $224,281 be approved. Financial Implications: 1. Tender Amount Valley Farm Road Glenanna Road Combined projects Tendered Amount $164,493.30 $ 62,938.00 $227,431.30 Less provisional items (13,230.00) (13,230.00) Sub-total $151,263.30 $ 62,938.00 $214,201.30 HST (1,3%) $19,664.23 $8,181.94 $27,846.17 Sub-total $170,927.53 $71,119.94 $242,047.47 HST-Rebate (11.24%) (17,001.99) 7 O( 74.23) (24,076.22) Total $153,925.54 $64,045.71 $217,971.25 2. Approved Source Of Funds 2009 Sidewalks Capital Budget Item Account Code Source of Funds Budget Required Reconstruction 5323.0901.6250 Provincial Grants $150,000 $150,000 Valley Farm Rd. Sidewalk & Blvd. Funds Available $150,000 $150,000 Additional 5323.0901.6250 Provincial Grants $5,147 Funds Required Grand Total Funds Required $155,147 2007 Civic Complex Capital Budget Report CS 33-10 Date: September 7, 2010 Subject: Tender / Contract Approval Page 6 - Councils' Summer Recess Pattern 5700.0704.6181 Internal Loan (8-year) $38,000 $7,134 Concrete in 5700.0704.6181 Community Facilities $62,000 $62,000 Front Entrance Reserve Fund Area Funds Available $100,000 $69,134 3. Estimated Project Costing Summa T-15-2010 - Reconstruction Valley Farm Rd. Sidewalk & Blvd. $164,494 Associated Costs Deletion of Provisional Items (13,230) Topographic Survey $1,200 Total Costs - Valley Farm Rd. Sidewalk & B.Ivd. $152,464 HST (13%) $19,820 Total Gross Cost $172,284 HST Rebate (11.24%) (17,137) Total Net Cost $155,147 Project Cost under (over) approved funds by ($5,147) T-15-2010 - Glenanna Road Streetscaping $62,938 Associated Costs contingency $5,000 Total Costs - Glenanna Road Streetscaping $67,938 HST (13%) $8,832 Total Gross Cost $76,770 HST Rebate (11.24%) 7S .636) Total Net Cost $69,134 Project Cost under (over) approved funds by $30,866 Grand Total Net Project Cost $224,281 Report CS 33-10 Date: September 7, 2010 Subject: Tender / Contract Approval Page 7 - Councils' Summer Recess Attachments: 1. Operations & Emergency Services Memorandum, July 14, 2010 2. Operations & Emergency Services Memorandum, July 15, 2010 3. Operations & Emergency Services Memorandum, July 19, 2010 4. Operations & Emergency Services Memorandum, August 19, 2010 5. Resolution #80/02, Item #4 6. Resolution #85/00, Item #1 Prepared By: Approved / Endorsed By: Vera A. Felgemacher Gillis A. Paterson, C.M.A. C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & Services GAP:vaf Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci Cou i /I 1, fjrrl YVI wffj Tony Pr v del, P. Eng. g~ 2016 Chief Administrative Officer I-fT I ATTACHMENT#~-TO REPORT#,.533- /,0 278 PICK RING. Memo To: Tony Prevedel July 14, 2010 Chief Administrative Officer From: Everett Buntsma Director, Operations & Emergency Services Copy: Director, Corporate Services & Treasurer Superintendent, Municipal Operations Supervisor, Fleet Operations Subject: Tender No. T-12-2010 Tender for Supply & Delivery of One (1) 16 Foot Wide Area Mower File: 'A-1440 Tenders have been received, which closed on Wednesday, June 16, 2010 for the supply and delivery of one (1) Sixteen Foot Wide Area Mower. Two (2) companies were invited to bid. An advertisement was also placed on the City's website. Three bidders have responded and submitted a tender for this project. The lowest bid submitted was from Turf Care Products Canada in the amount of $81, 766.80 (HST included) with a total net cost to the City of $ 73,633.54 Recommendation: 1. That Tender No. T-12-2010 submitted by Turf Care Products Canada for the Supply and Delivery of one (1) Sixteen Foot Wide Area Mower in the amount of $81,766.80 (HST included) be accepted; 2. That the total gross purchase cost of $81,766.80 (HST included) and net purchase cost of $ 73,633.54 be approved; j 3. That the Director, Corporate Services & Treasurer be authorized to finance the project from the Parkland Reserve Fund as identified in the 2010 Capital Budget. 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. i i i E ve Summary: The replacement of City Unit #747, a 2002 Toro Sixteen Foot Wide Area Mower was approved by Council in the 2010 Capital Budget. This equipment is utilized to maintain parkland as well as open green space within the City of Pickering. The City's purchasing ',policy requires.staff to Report to Council on results of the tender and finaricing in order to proceed with this project in a timely manner. The Chief Administrative Officer has the authority to accept this tender during summer recess of Council. Financial Implications: 1. APPROVED SOURCE OF FUNDS 2010 Parks Capital Budget Item Account Code Source of Funds Budget Required Replace Unit 5780.1012.6178 Parkland Reserve Fund $125,000 $73,634 #747 2002 Toro Sixteen Foot Wide Area Mower FUNDS AVAILABLE $ 125,000 $ 73,634 2. TENDER.AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY T-12-2010 $72,360.00 HST $9,406.80 Sub Total $81,766.80 HST Rebate -8,133.26 Total Net Purchase Cost 73,633.54 Project Cost under (over) approved funds by $ 51,366 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. - I July 14, 2010, Page 2 One (1) Sixteen Foot Wide Area Mower i Sustainability Implications: 2 8 0 The engine powering this equipment meets the Environmental Protection Agency's Tier III level for emission standards. This will significantly reduce the amount of harmful emissions produced by the operation of the equipment. Background: The replacement of City Unit #747, a 2002 Toro Sixteen Foot Mower was identified and approved 'by Council in the 2010 .Capital Budget. Supply & Services invited two vendors to participate in the bidding process. As well, an advertisement was placed on the City's website. A total of three (3) vendors have submitted a tender for this project. Upon careful review of all tenders submitted, it is the recommendation of the Operations & Facilities Division that the bid submitted by Turf Care Products Canada in the amount of $81,766.80 (HST included) be accepted.. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated June 23, 2010. Prepared By: Approved/Endorsed y: /Lzrant Smith Everett untsm , irector Supervisor, Fleet Operations Operations & Emergency Services Vera A. Felg macher Gilli A. Paterson, Director C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer Manager, Supply & Services GS:cr P Y PREVEDEL R F CHIEF July 14, 2010.. l.4 Zoto Page 3 One (1) Sixteen Foot Wide Area Mower i 281 CRq o¢~ 1~. MEMU To: Everett Buntsma June 23, 2010 Director, Operations & Emergency Services From: Bob Kuzma Senior Purchasing Analyst Copy: Subject: Tender No. T-12-2010 - Tender for Supply and Delivery of One (1) 16 FT. Wide Area Mower Closing:, Wednesday, June 16, 2010 Tenders have been received for the above project. Two (2) companies were invited to participate. -An advertisement was placed on the City's Website. Three (3) bidders responded and submitted a tender for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-00.1, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. Copies of the tenders are attached for your review along with the summary of costs. Each line item provides a space for the bidder to indicate a "Yes, No, Specify" to provide the City with information and details to subjectively review each line item and the sum total of all specifications. Specifications Item # 4 states: Where a minimum is called for, the item shall meet or exceed the capacity, size or. performance specified. a) A mark in the. "yes" space shall mean compliance with the specification and can be further detailed in the SPECIFY space. b) A mark in the "no space shall mean a deviation from the specification and must be further detailed in the SPECIFY space. Deviations will be evaluated and acceptance of these deviations is within the discretion of the City of Pickering 282 w 77 N W 0 K W CL O 0! Q Q p ❑ ~ U ~ Z W LL- Z _ o 0 U vi. p = N co z w z O p T W p D p O W Z CD U0 j Cl) ~ . LL w v too C) N 0-0 Oz Z Q~ O ~ V Q me O Q O f- L.L l' O O U W N C rr Q. 0 E J Y •U Z co c - - d :I- Z c O -a a) E . U e ° n. m ti S a - CO Fes CT •U FT W .O N X f6 i p a) U F-' .fl C Z cD U W F- , U ATTACHMENT# TO REPORT #-33-/o Call OR- 8 3 _ CAO I ;I CITY OF PICKERIN RECEIVED UL 2 12010 _ I 1 PIC BRING I Lk 21 2010 FILE emo FOLLOW UP -copy- FWD ATE SERVICES To: Tony Prevedel MAYOR COUNCIL July 15, 2010 Chief Administrative Officer COUNCIL PKG CAO MGMT COM From: Everett Buntsma DIRECTORS CORP sERV Director, Operations & Emergency Se s OFFICE BUST C&R PLAN & DEV Copy: Director, Corporate Services & Treasu e ENG SERV LEGAL & LS Superintendent, Municipal Operations FIRE CLERK Supervisor, Fleet Operations OPRR &,.FAC HUMAN RES Subject: Tender No. T-13-2010 Tender for Supply & Delivery of Two(2) One. Ton Trucks with Dump Body File: A-1440 Tenders have been received, which closed on Wednesday, June 28, 2010 for the supply and delivery of two (2) One Ton Trucks with Dump Body. An advertisement was placed on the City's website. Five (5) bidders have responded and submitted a tender for this project. The lowest bid submitted was from Colombo Motors LP in the amount of $92,110.82 (HST included) with a total net cost to the City of $82,948.65 Recommendation: 1. That Tender No. T-13-2010 submitted by Colombo Motors LP for the supply and delivery of two(2) One Ton Trucks with Dump Body in the amount of $92,110.82 (HST included) be accepted; 2. That the total gross purchase cost of $92,110.82 (HST included) and net purchase cost of $82,948.65 be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project from the Vehicle Replacement Surcharge Reserve as identified in the 2010 Roads Capital Budget. 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Y The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. 284 Sustainability Implications: The engine powering this equipment meets the Environmental Protection Agency's Tier III level for emission standards. This will significantly reduce the amount of harmful emissions produced by .the operation of the equipment. Background: The replacement of City Unit #032, a 2002 Ford F350, and the purchase of an additional unit was identified and approved by Council in the 2010 Roads Capital Budget. An advertisement was placed on the City's website. A total of five (5) vendors have submitted a tender for this project. Upon careful review of all tenders submitted, it is the recommendation of the Operations & Facilities Division that the low bid submitted by Colombo Motors LP in the amount of $92,110.82 (HST included) be accepted. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated June 23, 2010. Prepared By: Approved/Endorsed By: Gran Smith Everett Buntsma, Director Supervisor, Fleet Operations Operations & Emergency Services r Vera A. Fe gemacher j, Gillis A. Paterson, Director C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer Manager, Supply,& Services too% GS:cr July 15, 2010 NR~~Ff►c~ Page 3 Two (2) One Ton Truck with Dump Body ~wti ~ ®f0 285 ~Cfl~ O~ ~I G M WRE0 M 0 To: Everett Buntsma July 5, 2010 Director, Operations & Emergency Services From: Bob Kuzma Senior Purchasing Analyst Copy: Subject: Tender No. T-13-2010 - Tender for Supply and Delivery of Two (2) One Ton Trucks with Dump Body Closing: Monday, June 28, 2010 Tenders have been received for the above project. An advertisement was placed on the City's Website. Five (5) bidders responded and submitted a tender for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-0011 Item 10.03 (r) provides checking tendered unit. prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. Copies of the tenders are attached for your review along with the summary of costs. Each line item provides a space for the bidder to indicate a "Yes, No, Specify" to provide the City with information and details to subjectively review each line item and the sum total of all specifications. Specifications Item # 5 states: Where a minimum is called for, the 'item shall meet or exceed the capacity, size or performance specified. See Information. to Bidders Item # 6 , a) A mark in the "yes" space shall mean compliance with the specification and can be further detailed in the SPECIFY space. b) A mark in the no space shall mean a deviation from the specification and must b further detailed in the SPECIFY space. Deviations will be evaluated and acceptance of these deviations is within the discretion of the City of Pickering 286 w r~ O U ~ CL A N O X Z ca o Z CL Q U C) E Q (n w O m E W W 3 H- o U -V o m V r N Q o CO C) F- ` ~w N W Z c W Y W O a Up a O O w H Q W C) m a~i ~~Z o ~F- p UF~ p ,9 W O Q 6)- 6C)- 61} Q)- 6F} .(f} 6F} 6c} 69 6C)- ER} 0! g O n ° ' U o Wy ~ M LL 0 T F- C: 0 F' Z - Q N ~ (D J U) -i p \ H R < Cl) U- 0 Z O g U O 0 0 LL Q m m O m' Z ~ p O . U F- O J Z 1 cU) w yam. U ATTACHMENT#-3 TO REPORT#_~L_33--/O 2 R FE ~ •s~ Y P G 9 : E CABS Ira T n RECEIVED A~ PILES tro i_ iCc _V- C®PY FWD July 19, 2010 To: Tony Prevedel MAYOR COUNCIL Chief Administrative Officer COUNCIL PKG i CAO IAGMT COM F From: Everett Buntsma DIRECTORS - ; CORP SERV Director, Operations & Emergency OFFICE SUST giR PLAN & DEV Copy: Director, Corporate S@rVICeS & Tre ENG SERV LEGAL & LS Superintendent, Municipal Operatio FIRE CLERK Supervisor, Fleet Operations OPER & FAC HUMAN RES Subject: Quotation No. Q-54-2010 Quotation for Supply & Delivery of Two(2) Hybrid SUV 4WD File: A-1440 Quotations have been received, which closed on Wednesday, July 14, 2010 for the supply and delivery of two (2) Hybrid SUV, 4WD. Four (4) companies were invited to participate of which three(3) have responded The lowest bid submitted was from Forbes Ford Sales Ltd. in the amount of $85,735.36 (HST included) with a total net cost to the City of $77,207.35. Recommendation: 1. That Quotation Q-54-2010 submitted by Forbes Ford Sales Ltd. for fhe Supply and Delivery of two (2) Hybrid SUV, 4WD. in the amount of $85,735.36 (HST included) be accepted; 2. That the total gross purchase cost of $85,735.36 (HST included) and net purchase cost of $77,207.35 be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project from the Federal Gas Tax Grant as provided in the 2010 Municipal Property & Engineering - Admin and Parks Capital Budget. 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: 288 The replacement of City Unit #630, a 1999 Chevrolet Blazer, as well as the purchase of an additional new unit was approved by Council in the 2010 Capital Budget. These vehicles are utilized to provide transportation for Supervisory staff within the City of Pickering. The City's.purchasing policy requires staff to Report to Council on results of the quotation and financing in order to proceed with this project in a timely manner. The Chief Administrative Officer has the authority to accept this quotation during summer recess of Council. Financial Implications: APPROVED SOURCE OF FUNDS 2010 MP&E and Parks Capital Budget Item . Account Code Source of Funds Budget Required Replace Unit 5335.1001.6157 Federal Gas Tax $39,000 $38,603.68 #630 1999 Chevrolet Blazer Additional 5780.1017.6157 Federal Gas Tax $39,000 $38,603.67 Hybrid SUV 4WD FUNDS AVAILABLE $78,000 $77,207.35 2. QUOTATION AMOUNT AND ESTIMATED PROJECT COSTING SUMMARY Q-54-2010 $75,872 .00 HST 9.863.36 Sub Total . 85,7357.36 HST Rebate (8,528.01) Total Net Purchase Cost $77,207.35 Project Cost under (over) approved funds by $ 792.65 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. July 19, 2010 Page 2 Two (2) Hybrid SUV, 4WD _ L 289 Sustainability Implications: The addition of these units will bring the number of Hybrid vehicles in the City's fleet to six. The use of Hybrid vehicles has proven to reduce fuel consumption while'also providing a visible commitment to the reduction of harmful emissions. Background: The replacement of City Unit #630, a 1999 Chevrolet Blazer, and the purchase of an additional unit was identified and approved by Council in the 2010 Capital Budget. A total of three (3) vendors have submitted bids. Upon careful review of all quotes submitted, it is the . recommendation of the Operations & Facilities Division that the low bid submitted by Forbes Ford Sales. Ltd. in the amount of $85,735.36 (HST included) be accepted. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated July 14, 2010. Prepared By: Approved/Endorsed By: Grant Smith Everet ntsma, Director Supervisor, Fleet Operations. Operations & Emergency Services Vera A. Felgemach r Gillis' A. Paterson, Director C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer Manager, Supply & Services GS:cr ~L t tZ~~~® OFJ:%C CtA% July 19, 2010 Page '3 Two (2) Hybrid SUV, 4WD city o~ 2 9 0 j b &RIAN ICKE To: Everett Buntsma July 14, 2010 Director, Operations & Emergency Services From: Bob Kuzma Senior Purchasing Analyst. Copy: Subject: Q-54-2010 - Quotation for Supply Delivery of Two (2) Hybrid SUV 4 WD Quotations have been received for the above project. Four (4) companies were invited to participate of which three (3) responded. Quotations. shaII be irrevocable for 60 days after the official closing date and time. Copies of the quotations are attached for your review along with the summary of costs. Each line item provides a space for the vendor to indicate a "Yes, No, Specify" to provide the City with information and details to subjectively review each line item and the sum total of all specifications. Specifications Item 4(b) states: A mark in the "no" space shall mean a deviation from the specification and must be further detailed in the SPECIFY space. Deviations will be evaluated and acceptance of these deviations is within the discretion of the City of Pickering . SUMMARY After. Vendor Amount HST Total Calculation Check Forbes Ford Sales Ltd. $75,872.00 $9,863.36 $85,735.36 $85,735.36 Donway Ford Sales Ltd. $76,272.00 $9,915.36 $86,187.36 $86,187.36 Formula Ford Sales Ltd. $76,404.00 $9,932.52 $86,336.52 $86,336.52 The quotation submitted by Forbes Ford Sales Ltd. in the total amount of $85,735.36, tax included, is the low quotation, subject to further evaluation and review of specifications. In accordance with Purchasing Policy Item 04.05, an award exceeding $81,000.00 is subject to Council approval. C~fy a~ - II CAO I I RECEIVED J" . 1 12010 PICKERING FILE EMO FOLLOW UP COPY FWD To: Tony Prevedel MAYOR COUNCIL ' A gust 19, 2010 Chief Administrative Officer COUNCIL PKG CAO N1GMTCOM From: Everett Buntsma DIRECTORS CORP SERV Director, Operations & Emergency Se is ES OFFICE SUST C&R PLAN & DEV Copy: Director, Corporate Services & Treasu r ENG SERV LEGAL & LS Division Head, Engineering Services FIRE CLERK Supervisor, Engineering & Capital Wor S OPER &_RAC HUMAN.RES Co-ordinator, Landscape & Parks Dev to ment Subject: T-15-2010 Tender for Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping File: A-1440 Tender T-15-2010 was issued for the reconstruction of the sidewalk and. boulevard-on the west side of Valley Farm Road, between Kingston Road and North Esplanade and the east side of Glenanna Road, between North Esplanade and South Esplanade. Four companies submitted a bid by closing. time on August 11, 2010. .The low bid of $256,997.37 (including HST) was received from. Bennington Construction Ltd. and has been deemed compliant. Recommendation: 1. That the bid submitted by Bennington Construction Ltd. in the amount of $256,997.37 (including HST) less the provisional items in the amount of $14,949.90 (including HST) for a net amount of $242,047.47 (including HST) be approved; 2. That the net project cost of $224,281 (including net HST) be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project as follows: a) the sum of $150,000 as provided for in the 2009 Capital Budget be funded from Provincial Grants; b) the additional funds required for Valley Farm Road sidewalk and boulevard in the amount of $5,147 be funded from Provincial Grants; PPR-Ovgr U CHIE F Ali ICER OF~ c) the sum of $69,134 as provided for in the 2007 Capital Budget be funded from: i) Community Facilities Reserve F and in the amount of $62,000 ii) 8-Year Internal Loan in the amount of $7,134; and 4. That the Chief Administrative Officer provide acceptance of T-15-2010 to proceed.. Executive Summary: As part of the 2009 Sidewalks Capital Budget, Valley Farm Road sidewalk and boulevard was : approved for reconstruction. As part of the 2007 Civic Complex Capital Budget, the reconstruction of walkways in front of the Civic Complex was approved. Tender T-15-2010 was issued to combine these two projects as the type of construction was very similar in nature. The Operations & Emergency Services Department, Engineering Services Division recommends. acceptance of the bid received from Bennington Construction Ltd. (with the deletion of several provisional items) for the amount of $242,047.47 (HST included). The.City's purchasing policy states that tenders over $81,000 require Council approval in order to proceed. The Chief Administrative Officer has designated authority during a recess of Council. Financial. Implications: 1. Tender Amount Valley Farm Road Glenanna Road Combined projects Tendered Amount $164,493.30 $ 62,938.00 $227,431.30 Less provisional items (13,230.00) (13,230.00) Sub-total $151,263.30 $ 62,938.00 $214,201.30 HST (13%) $19,664.23 $8,181.94 $27,846.17 Sub-total $170,927.53 $71,119.94 $242,047.47 HST-Rebate (11.24%) (17,001.99) (7,074.231 (24,076.22) Total $153,925.54 $64,045.71 $217,971.25 August 19, 2010 Tender T-15-2010 Page 2 Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping 2. Approved Source Of Funds 2009 Sidewalks Capital Budget Item Account Code Source of Funds Budget Required . Reconstruction 53210901.6250 Provincial Grants $150,000 $150,000 Valley Farm Rd. Sidewalk & Blvd. Funds Available $150,000 $150,000 Additional 5323.0901.6250 Provincial Grants $5,147 Funds Required Grand Total Funds Required $155,147 2007 Civic Complex Capital Budget Pattern 5700.0704.6181 Internal Loan (8-year) $38,000 $7,134 Concrete in 5700.070.4.6181 Community Facilities $62,000. $62,000 Front Entrance Reserve Fund Area Funds Available $100,000 $69,134 3. Estimated Project Costing Summa T-15-2010 - Reconstruction Valley Farm Rd. Sidewalk & Blvd. $164,494 Associated Costs Deletion of Provisional Items (13,230) Topographic Survey $1,200 Total Costs - Valley Farm Rd. Sidewalk & Blvd. $152,464 HST (13%) $19,820 Total.Gross Cost $172,284 HST Rebate (11.24%0) (17,137) Total Net Cost $155,147 Project Cost under (over) approved funds by ($5,147) August 19, 2010 Tender T-15-2010 Page 3 Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping The total estimated net project cost is over the approved budget amount as approved in the 2009 Capital Budget, however, the Director, Corporate Services & Treasurer has advised that there are additional Grant funds that can cover the slight over run in cost. T-15-2010- Glenanna Road Streetscaping $62,938 Associated Costs contingency $5,000 Total Costs - Glenanna Road Streetscaping $67,938 HST (13%) $8,832 Total Gross Cost $76,770 HST Rebate (11.24%) (7,636) Total Net Cost $69,134 Project Cost under (over) approved funds by $30;866 Grand Total Net Project Cost. $224,281 Sustainability Implications: The Valley Farm Road sidewalk and boulevard reconstruction will reduce the amount of maintenance required in these areas. The work will remove the existing trip hazards; reducing the City of Pickering's liability. The existing brick pavers on .the Valley Farm Road boulevard are to be removed and reused on 'a re-leveled base. The new tree planters have been designed to provide, a better drained root zone and more topsoil for a better growing environment for the trees. Background: As part of the 2009 Sidewalks Capital Budget, the sidewalk and boulevard on Valley Farm Road was approved for reconstruction. The current sidewalk had brick bands between the bays on the corners that were constructed in a manner that has caused settlement and trip hazards after many years of service. The brick pavers along the boulevard have also been settling over time and require re-levelling. Operations staff removed the brick bands in 2009 and put asphalt in their place as a temporary measure. The existing boulevard trees have also been replaced several times. Staff have been advised that at the time of their removal, water was found.to be ponding in the tree wells and the growing medium was inadequate. The proposed construction will address the issues noted above. The brick bands will be constructed in a reveal cast in the concrete sidewalk, to avoid settlement. The brick pavers in the boulevard will be removed by Operations staff (as a cost savings) and re-laid by the contractor. The trees will be replanted in poured-in- place raised concrete planters. The planter area will be sub-excavated and clear stone placed on the bottom to provide better drainage and additional topsoil placed. August 19, 2010 Tender T-15-2010 Page 4 Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping As part of the 2007 Civic Complex Capital Budget, the sidewalk replacement in the front of the Civic Complex was approved for construction. The sidewalk and boulevard on the east side of Glenanna Road from North Esplanade to South Esplanade is proposed to be reconstructed with poured concrete sidewalk with brick banding to match the walkways on the west side of Glenanna Road. This will be the first phase in the reconstruction of the walkways around the Civic Complex. The same type, construction is proposed for any following phases. As the projects are similar in nature, it was decided to tender the. two of them together. Four bids were received for Tender T-15-2010 with the low bid coming from Bennington Construction Ltd. The three references provided by Bennington Construction Ltd. were checked and favourable responses were received on their past performance. The Operations & Emergency Services Department, Engineering Services Division recommends that the bid by Bennington Construction Ltd. for T-15-2010, (with the deletion of several provisional items) in the amount of $242,047.47 (HST included) and that the net project cost of $224,281 be approved. This reporthas been prepared in conjunction with the Director, Corporate Services Treasurer who'concurs with the foregoing. Attachments: 1.. Supply & Services Memorandum dated August 12, 2010. Prepared By: Approved/Endorsed By. 4' Arnold Mostert Evere - untsma Coordinator Director Landscape & Parks Development Operations & Emergency Services 1 R and Holb rn Gillis A. Paterson ivision Head Diiector Engineering Services Corporate Services & Treasurer EB:am August 19, 2010 Tender T-15-2010 Page 5 Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping I 'Ro R +.1uu ~ AUG 12 2010 CITY OF PICKERING City 00 ENGINEERING SERVICES I P KERIN Memo.. To: Richard Holborn August 12, 2010 Divisional Head, Engineering Services From: Alex Ramirez Buyer, Supply & Services Copy: Darrell Selsky Supervisor, Engineering & Capital Works Subject: Tender No. T-15-2010 Tender for Valley Farm Sidewalk & Boulevard Reconstruction & Glenanna Road Streetscaping Closing Date: August 11, 2010 F-5400-001 .Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's.website inviting companies. to download-the'tendering documents and drawings for the above mentioned tender: No addendums were issued on this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening-is . attached. Tenders shall be irrevocable for 60 days after. the official closing date and time. Purchasing Procedure No. OUR .010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingl, which has been done. Y, Although all deposits other than the low three bidders maybe returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, item 10.03(w), the four. (4) bids have been retained for review. at thistime. SUMMARY Harmonized Sales Tax included Bidder. Total Tendered Amount Afer Calculation Check Bennington. Construction . $ 256,996.92 $ 256,997.37 Dig-Con international $ 297,777 04 $ 297,,813.20 Trisan Construction $ 316,404.87 $ 316;404.87 Aloia Bros Concrete Contractors $.368,688.49 $ 368,744.99 ..wv ~ ICJ ~ TU V Pursuant to Information to Bidders Item 20, the following will be requested of the selected bidder for your review during the evaluation stage of this tender call., Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) A. copy of the current Workplace. Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace,lnjury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c)' A copy of the current Clearance Certificate issued by Workplace .Safety & Insurance Board; (d) The City's certificate of insurance or approved alternative form shall be completed. by the bidder's agent;. broker or insurer; (e) list of. Sub-Contractors in accordance with General Conditions Item. 34 and page 21; (f) Such further information, as-the City may request in writing. Include the following items in your Report to Council: (a) if items (a) through (e) noted above, are~acceptable to the Co-ordinator, Health & Safety; (b) if item (e) - Insurance - is acceptable to the Manager, Taxation; (c) any past work experience with the low bidder including work location; (d) without past work experience, if reference information is acceptable; (e). the. appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g). Treasurer's confirmation. of funding; (h) related departmental approvals; any reason(s) why the low bid is not acceptable; and (j) related comments specific. to the project: Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as readout at the Public tender opening. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. VAF/ar Attachments August 12,2010. Page 2 Tender No. T-15-2010 Tender for Valley Farm Sidewalk & Boulevard Reconstruction & Glenanna Road Streetscaping n J D 0 cn v v O 0 ~ n - m m v o Co o _ 7 0 a. C/) m o o CD cn z 3 0° rt .tea ~ ~ n C ° r ov a CD L ° C P- CD O Z O li 'a W N _ O E N c, m o p Q Qb lG C) ~ C] D cn O ~ { W v m ~t N a m 3 Z =i m o M c COZ-n m CD N < -69 -69 .69 .69 -69 -69 -69 69 .69 <;9 -69 can Z M 6~ ~ 0 z m D +n CL D Z 3 \1 m o N v 9 C 90 = G) M \ O 0 j m N v D a O v W ° C C/) m n> m C n i N m ° ch n O m z 3--10 ' ATTACHMENT # TO REPORT #513 291 ADMINISTRATION DEPARTMENT CLERK'S DIVISION R ~j ! ' c E MEMORANDUM fAIAY L 6 2002 May 27, 2002 TO: Tom Quinn, Chief Administrative Officer Gil Paterson, Director, Corporate Services & Treasurer FROM: Bruce Taylor, Clerk SUBJECT: Referrals from Council Meeting of May 21, 2002 Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at the Council Meeting of May 21, 2002, as follows: 1. That Report to Council CAO 04-02 seeking authorization by the Chief Administrative Officer to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council be received; and 2. That subject to the Council approved Purchasing Policy & Procedure, the Chief Administrative Officer be authorized to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council on the condition that: a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136/01; and b) the costs thereof are within the budget previously approved by Council; and c) a report respecting those approvals is subsequently submitted to Council. 3: That appropriate officials of the City of Pickering be authorized to give effect thereto. l4'ruce Taylor BT:dk Copy: T.J. Quinn, Chief Administrative Officer ATTACHMENT #A- TO REPORT #J~US - % b INTER-DEPAR'rMENTAL MEMO NDUM 2 9 2 CLERK'S DIVISION I DATE: June 6, 2000 CITY OF PICKERING JUN 0. 6 2000 CORPORATE 'SERVICES TO: G. Paterson Director, Corporate Services & Treasurer FROM: Bruce Taylor City Clerk Please be advised that the Council of the City of Pickering passed Resolution .85/00, Item #1 at the Council Meeting of June 5, 2000, as follows: That Report to Council CS 12-00 regarding authority for the Director, Corporate Services & Treasurer, to recommend project financing approval during recesses of Council be received, and 1. The Director, Corporate Services & Treasurer be authorized to recom. mend and approve project financing to the Mayor and Chief Administrative Officer for projects contained in the annual capital budget or, current budget; during recesses of City Council; and 2. That appropriate officials of the City of Pickering be authorized to give effect thereto. This resolution is sent to you for your information. Bruce Taylor, City Clerk cc. T.J. Quinn, Chief Administrative Officer Ci 209 3 Report To PICKERING Executive Committee Report Number: CS 35-10 Date: September 7, 2010 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Cash Position Report as at June 30, 2010 Recommendation: It is recommended that Report CS 35-10 from the Director, Corporate Services & Treasurer be received for information. Executive Summary: The attached schedules provide the City of Pickering's cash position, continuity of taxes receivable, outstanding investments, development charges collected, building permits issued and other development contribution information for the six months ended June 30, 2010. In summary, our mid-year 2010 operational results are relatively better compared to the same period results last year. But the lingering effects of the recent slowdown in the general economic activity still impact our operations. Summary results of operations for the first six months of 2010 are as follows: • Net increase in cash of $6.8M from 8.OM to $14.8M • Increase in tax arrears by about 3.3% over the same period in 2009 • Increase by 650% in development charges collected compared to the same period in 2009 • Increase by 75% in building permits issued over the same period in 2009. The City's investment portfolio remains well balanced with yields starting to rise especially onrshort term investments (Current Operating Fund). Financial Implications: The cash position of the Corporation for the six months ended June 30, 2010 was a net increase in cash of $6,811,060 to $14,841,615. Sources of Funds totalled $139,832,368 and Uses of Funds totalled $133,021,308 excluding post dated payments of $17,162,433 issued to the Region for tax levy and debendures due in July 2010. Report CS 35-10 Date: September 7, 2010 Subject: Cash Position Report as at June 30, 2010 Page 2 294 The net cash balance shows the City is in a sound financial position to meet the requirements for the remainder of 2010. Sustainability Implications: This report does not contain any sustainability implications. Background: This report presents a six-month period of activity ending June 30, 2010. The discussion below describes the purpose and the information contained in each of the attached schedules. Statement of Cash Position: Attachment 1 reflects the sources and uses of funds for the first half of 2010. Subcategories have been identified to highlight those cash transactions that are significant in nature or large dollar value transactions for the City of Pickering. This schedule summarizes the increase in cash of $6,811,060 over the first six months of the year. This excludes the post dated payments to the Region mentioned under the Financial Implications section of this report. Year to year periodical comparisons however may not be useful due to timing of receipts and disbursements. The majority of the increase is attributable to higher tax revenues and development charges for the City, Region and School Board. Continuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions from January 1 to June 30, 2010 and provides the outstanding taxes receivable as at June 30, 2010. This balance represents all three levels of taxes billed for the City, Region and School Boards. This has increased over the past several years but may vary where due dates and amounts for supplementary billings change from year to year. Summary of taxes receivables are as follows: Current Year as at June 30, 2010: • Taxes billed: $142.1 M • Taxes receivable: $41.5M (29.2% of taxes billed) • Taxes paid: $100.5M (70.7% of taxes billed) All years as at June 30, 2010: • Total taxes outstanding: $53.3M • Current year outstanding: $41.51% (77.9% of total outstanding) • Prior years outstanding: $11.8M (22.1 % of total outstanding) • The large outstanding amount as of June 30 is attributable to the June 28 due date for property taxes Report CS 35-10 Date: September 7, 2010 Subject: Cash Position Report as at June 30, 2010 Page 3 995 The timing of billing and receipts at the time of reporting affects the result of taxes receivable. As compared to same period last year, year to date's receivable is up by about $1.7 million. Outstanding Investments: Attachment 3 reflects the short-term and long-term investments for both the Current and Reserve Funds as at June 30, 2010. Investments vary year over year depending on the timing of the collection and remittance of development charges and supplementary taxes. Total investment portfolio as at June 30, 2010 is $79.5 million with $2.3 million coming from internal loans and $77.2 million from general investments. An increase of about 5.9% or $4.41VI on total investments from the same period last year. Total Development Charges Collected (City, Region and School Boards): Attachment 4 indicates the total development charges collected for the City, Region and School Boards, as the City is responsible for collecting development charges on behalf of all levels of government. The total amount collected of $2,422,350 agrees with the balance indicated under Sources of Funds on Attachment 1. However the remittance of development charges to the Region and School Boards indicated under the Use of Funds is different than the total collected on Attachment 4. This variance is a result of timing differences because payments to the Region and School Boards are due 25 days following the month collected. The total development charges collected in the first six months of 2010 is $2.4 million. This is an 860.0% improvement compared to the $0.25M collected over the same period in 2009. Multi Year Comparison (Development Charges and Building Permits): The balance of the tables shows multi year receipts. The first half of 2010 total collections for the City's portion of development charges are up by almost 652.0% over the same period last year. This is consistent with the 308 Building Permits issued during the first of this year compared to 176 issued over the same period last year, an increase of 75.0%. Other Development Contributions: Attachment 7 is provided to show other significant development contributions that have been received. Attachments: 1. Statement of Cash Position 2. Continuity of Taxes Receivable 3. Outstanding Investments 4. Statement of Development Charges Collected 5. City Portion of Development Charges Collected 2003 - 2010 (Semi-annual) 6. Building Permits Issued 2000 - 2010 7. Other Development Contributions Report CS 35-10 Date: September 7, 2010 Subject: Cash Position Report as at June 30, 2010 Page 4 2 9 6 Prepared By: Approved / Endorsed By: Dennis P. Arboleda Gillis A. Paterson Supervisor, Accounting Services Director, Corporate Services & Treasurer :da Copy: Chief Administrative Officer Recommended for the consideration of Pickerin ou Tony Prevedel, P.Eng. Chief Administrative Officer i ATTACHMENT #I-TO REPORT# y 3S 10 297 City of Pickering Cash Position Statement for six months ending June 30, 2010 Sources of Funds: Accounts Receivable collected $ 1,491,393 Development charges collected' 2,422,350 Operating 22,646,186 Grants-in-lieu: Federal 1,115, 394 Provincial 292,312 Ontario enterprises 3,922,132 Municipal enterprises 754,321 Linear Properties - Federal specific grants 20,654 Ontario specific grants 51,506 Interest Income 51,268 Sale of land 95,589 Tax payments received' 106,965,988 POA Revenue 3,275 Total $ 139,832,368 Use of Funds: Operating and Capital Expenditures $ 49,094,413 Payroll 17, 795,257 Region Levy2 43,891,365 Regional portion of Dev. Charges 818,774 School Board Levies 20,900,709 School Board portion of Dev. Charges 58,920 Debenture payment to Region2 461,871 Total $ 133,021,308 Net Cash Increase (Decrease) $ 6,811,060 FINANCIAL POSITION Bank Balance Net Cash Bank Balance January 1, 2010 Provided Used June 30, 2009 Current Fund $ 8,030,555 $ 6,811,060 $ 14,841,615 TOTAL $ 8,030,555 $ 6,811,060 $ 14,841,615 Note: ' Includes City, Region and School Boards 2 Excludes post dated payments issued to the Region ATTACHMENT# TO REPORT #LZ3S =~o 298 (D 0 N 1 O N N ON n 0 C' i O -I C O n_. 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(C ATTACHMENT #-j-TO REPORT #lS-;S` 10 301 N N W O cn O w O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O G~..a W W a N 3 CO r+ O a Ns~ (D <D O n CD N CD a CD CA) 0 O (A 3 O S11 y QOj N N O y Al 7 n 0+ O a O C 3 rt V a O Oy,r* 00 O 9) QO~,a N O ? n O eD 4 N S N O 40 tOD a O N O rt 4 O y+ i ATTACHMENT#~.TO REPORT#-C235'~- 0 302 j N W A ch O-4 co w a a o a a a o a 0 N a a 0 a 0 0 0 0 0 a o , a 0 N i oa IIi 0 N N a a W N oO ? W C Q CL Q CJI O O O 0 I N y a w . CL Q 00 00 w 0 N 0O a GO i 00 p1 C aQ co w S lp 0 o°o 3 O 3 ATTACHMENT #-.-TO REPORT # !s o 0 0 0 z 0 W N c) _ v 0 cn z z y c r fD c 0 v v a O N O v y ~D O O 'G CL ~3 n tQ ,..r L n (D r* W 3 coo 6 X ~ N <D N N Cl O• O U! GQ city oo Report To Executive Committee PICKERING Report Number: CS 36-10 Date: September 7, 2010 304 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Section 357/358 of the Municipal Act - Adjustment to Taxes Recommendation: 1. That Report CS 36-10 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 $1,494.59 with a net cost to the City -of approximately $402.78 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 2010 Current Budget allocation under General Government - Provision for Uncollectable Taxes. The 2010 budget provision is $275,185 and $128,969.94 including the above has been spent to date. Sustainability Implications: This report does not contain any sustainability implications. 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, reduction of taxes due to fire, demolition, exemption, i assessment change or error is allowed for 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. 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. Report CS 36-10 Date: September 7, 2010 305 Subject: Section 357/358 of the Municipal Act - Adjustment to Taxes Page 2 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. Six properties were incorrectly assessed by Municipal Property Assessment Corporation as taxable. The parcels of land were designated to the City of Pickering as temporary turning circles and are exempt from taxation. One property reflects "no recommendation" in their property taxes which is shown as having zeros in the corresponding columns. In general, "no recommendation" means that either a reduction in assessment was not warranted or further property tax reduction was not necessary as per the Assessment Act. If the property owner does not agree with MPAC's recommendation, they have the right to appeal to the Assessment Review Board under subsection 7 of the Municipal Act, 2001. Attachments:' 1. Section 357/358 Adjustment to Taxes - Taxable Prepared By: Approved / Endorsed By: Tracy Parson Gillis A. Paterson Acting, Coordinator Taxation Services Director, Corporate Services & Treasurer GAP:tp Cop : Chief Administrative Officer Recommende for the consideration of in ou c' Picker Tony Prevedel, P.Eng. Chief Administrative Officer ATTACHMENT #J.TO REPORT J vCOO Oti'I~I~~~t`ti~0gM Q lC) lp In Lf) lt) tC) lf) OO I, O r CV O U) 306 O 7NNNNNNNNO~U)~~~T O O r r r r r r M 0 CO In ~ O N N ~7 d F- mArrrr--WWOI'-N00r f,- Z O N(~NNNNNNd' V'ONr1~~~ CO U)NNNNNN~~Or000I~ F MM 0000 rr N Q U D W Z NOOOO.OOOrU)OrU)r(A~' O (p~CA(3 C0 t (ncA 0r- (OMr c! 00 CO CO O CO 0 (O M v 0 M M N N W r r N N co O to CO (O CO CO CO CO U) N O to ~ q;r 00 N(Md• ql~ d ql: ql*: It 00U>000rrOf, "T CO M CM M C`M M OM "t r 0 1- U) r r N U U) LO C14 r r 1O 0I NNCO'It T 00 0 04 O0 0 00 00 00 00 W U) U)-,*- ,t U)-,t U)to OOONNNN m OONNNNNNI- fl- fl- NNNN rZ 000000000000 x0000 - N N N N N N N N N N r "1t ~'It 't O O n CA A A 6) A LA UCO CO CO CO CO Z N N r r r r r N N r r r r V) J 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 W J 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Q O M M r r r r r N N N N N N N O O O O O O O O O O O O O O O O Q M0000000f~a0MC)MMr- O r r r r r r O O O r 0 0 0 W 000000000000000 Z } N N N N N N N N N N N N N N N Z W p w F N n n75- n a n Y cn ~ E E E E E E a w 0xiaximOxiaXiOxicc U- Q d n n~~~ -0-0-0-0 v v a v a m a~ a~ O 00 Q. co p 0) m m m is is ui M CO 0 0 0 0 0 0 03:~: U U U U 0) L L t L L L Q Q Q i2 U V ti Q N N N M VJ N O 0) 3 7 7 7 ~ LO m m -0-0-0 a U m T O 2'.?, a C C C c C Z 0 LL U U U U U U y y N 0) Cu CD E O Z y n N N 0 d N 0) y 0 i0 E E E E c i t t 0) 0) -0 to to w w ~ O 0 0 0 0 O 0 0 0 0 N C N y w to E E U U U U U U M M O N N N N W Q m m c.c c c.E.S T A E ai rn ui h m W 00-0-0 -0 a a a E m m m m N 0) m 0) d 0 N N 0 v v O Cr a) 0) CT CL C C tq tq t~ to N tq (D U C C C C 0'a 0 N 0 N 0 N O O(D Y Y Y Y ~ 7 7 tN t~ M M N U V O f0 t6 (6 f6 m m Q Q Q Q Q Q C C Z d d !Z d O Cm C T A •N ~ Y O O U L L 3 3 Q Q O O O 2:. .m .m U Z c 0) 0 p a C C C C C C rn Cr N 03 0 am (D m O O •C •C •C •C N r f f6 f6 6 f C m O 0) 0) 0) N 0) N 0) Q) Y Y Y Y Y Y 7 7 d Q. d N a O Oa- (a~dtlR'~ ~'m m m m N www~~~ rn m 3a.da.a- 000000>+ O c C C C C O O T T T T m m m m HHUUUUU(55FD0~~~-0) o N O O****** 0 0 0 0 0 0 0 V - CL OOOOr cc a UC0O O - O ---~~M~~ 00 04 d rNrrrrNNN ll i Q OO~MCnCD O O O r r Cyr Report To Executive Committee PICKERING Report Number: CS 37-10 307 Date: September 7, 2010 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2010 Assessment Appeals Recommendation: 1. That Report CS 37-10 of the Director, Corporate Services &'Treasurer regarding 201.0 assessment appeals be received; 2. That Council approve the filing of the assessment appeals by Municipal Tax Equity for 2010 for the following roll numbers: 18-01-202-022-047-68 and 18-01- 020-016-120-00; 3. That the attached By-law providing for the confirmation of the filing of assessment appeals be enacted; 4. That Council authorize the Director, Corporate Services & Treasurer to engage the firm of Municipal Tax Equity and or Walker Poole Nixon LLP to represent the City for the assessment appeals filed above; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: The City has filed the assessment appeals for the properties outlined above due to the fact their current value assessment (used for 2010 taxation billing) bears little resemblance to the their sales price transaction value. Taxation staff's goal is to have the property's assessment value revised and corrected to more accurately reflect the arm lengths sale transaction history. Financial Implications: The City has benefited financially from previous assessment appeals. If the City is successful with these appeals, the increased property taxation will be reflected for the 2011 taxation year. Report CS 37-10 Date: September 7, 2010 Subject: 2010 Assessment Appeals Page 2 308 Sustainability Implications: Passing the attached By-law will allow the City to obtain the funds require to maintain it's financial sustainability objectives. Background: The City's property tax base funds approximately 62.45% of its operating costs. In other words for every dollar in expenditures, sixty-two cents comes from property taxes. Staff reviews the assessment data base on an annual basis to ensure that the City receives maximum economic benefit from this major revenue source. As a result of this review in conjunction with the City's consultant (Municipal Tax Equity or MTE), the City has appealed the two properties listed on Table One. Our consultant has recommended that Council confirmation, in the form of a by-law, is required for assessment appeals. Table One 2010 Assessment Appeals Roll Number/ Tax Sale Location Class Owner Amount CVA Difference 020 016 120 00 Kindwin 2095 Brock Rd Res. Dev. Corp $1,620,000 $468,000 $1,152,000 020 022 047 68 1650 Alliance 4345142 Rd. Corn Canada Inc. $6,500,000 $3,432,000 $3,068,000 As the above table indicates, there appears to be a significant difference between the sales price and current assessment value used for taxation purposes. Council report CS 07-10 (Recommendation 12) provided the Treasurer the authority to file protective assessment appeals which was done by March 31 of this year for the above referenced properties. Further investigation by staff strongly indicates that the City should pursue increasing the assessment value of these properties and therefore, formal specific Council approval in the form of a by-law is required to in contreast to the "general" approval provided in the previous report. Principle of Fairness to All City Taxpayers The property tax system is based on the principle of every property owner paying their fair share of taxes based on the assessed value of their property. Property owners may disagree with the assessed value of their property but at least they understand that the system is fair because everyone basically pays property taxes based on a fair assessment property value. Where a property is under assessed and therefore pays less in taxes - the other property owners have to pay more to offset the revenue shortfall. The principle of fairness does not exist under this scenario. Property tax owners expect the City to ensure that the principle of fairness is maintained and that all taxpayers pay their fair share. Report CS 37-10 Date: September 7, 2010 Subject: 2010 Assessment Appeals Page 3 Attachments: 1. By-law to Authorize Specific Complaints to the Assessment Review Board Prepared By: Approved / Endorsed By: Stan Karwowski. Gillis A. Paterson Manager, Finance & Taxation Director, Corporate Services & Treasurer Copy: Chief Administrative Officer Recommends for the consideration of Pickerin ' y ou Tony Prevedel, P. Eng. Chief Administrative Officer The Corporation of the City of Pic►t2 T~CHMENT#_L_TOREPORT#L%t7-In By-law No. 310 Being a By-law to Authorize Specific Complaints to the Assessment Review Board. Whereas the Council of the Corporation of the City of Pickering (the "City"), may complain in writing to the Assessment Review Board that it or another person was, in respect of real property, assessed too high or too low, was wrongly placed on or omitted from the assessment roll and/or was wrongly on or omitted from the role in respect of school support pursuant to s.40 and s. 40.1 of the Assessment Act, R.S.O. 1990 c. A.31, as amended (hereinafter referred to as the "Acf'); Whereas the Council of the City of Pickering deems it appropriate to enact this by-law for the purposes of exercising its privileges under the Act, Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. In this By-law, "property" means any property or portion of property that is or should be identified on the assessment roll prepared in respect of the municipality; and "delegate(s)" means any person or persons upon whom this By-Law confers duties associated with complaints filed with the Assessment Review Board (ARB) under sections 40 or 40.1 of the Act. 2. The City hereby authorizes and ratifies the filing of complaints to the Assessment Review Board in respect of the assessment of the following persons and properties: Roll No. 1801 020 016 120 00 Roll No. 1801 020 022 04768 3. In respect of the administration of any complaints authorized in paragraph 2 of this By-law, the Director, Corporate Services & Treasurer or designate hereby authorized to sign on behalf of the City, and to participate in any associated legal proceedings with respect thereto. 4. Municipal Tax Equity Consultants Inc. shall be appointed on record as agent for the City. By-law No. Page 2 31 1 5. This By-law shall come into effect on the date it is finally passed and shall serve to ratify all administrative tasks and responsibilities undertaken prior or subsequent to that date in respect of any appeal authorized through this By-law. By-law read. a first, second and third time and finally. passed this 14th day of September, 2010. David Ryan, Mayor Debbie Shields, City Clerk I I eitq Report To Executive Committee PICKERING Report Number: CS 38-10 Date: September 7, 2010 312 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures Recommendation: It is recommended that Report CS 38-10 from the Director, Corporate Services & Treasurer be received and forwarded to Council for information. Executive Summary: The City is mandated by the Province of Ontario to report on Performance Measures for specific key service areas. The collection and reporting of these efficiency and effectiveness measures is derived from the Financial Information Return filed by the City with the Ministry of Municipal Affairs and Housing. These measurements are being submitted and reported by the Treasurer under the direction of Provincial authority. Each year measures are refined, altered and increased making prior year comparisons difficult. For example, in 2008 we had to report on 28 measures. In 2009 it is 49. Attached are the Municipal Performance Measurement Program (MPMP) results for 2009 together with a supplemental information package which will be provided on the City's website, a comparison to the 2008 measures if applicable and a copy of the Public Notice that will appear in the News Advertiser at the end of September. Financial Implications: None Sustainability Implications: This report contains no information pertaining to sustainability. Background: Attachment 1 is the information mandated by the Province to be reported to the public by September 30, 2010. The set of information required for reporting changes every year as identified by the Minister of Municipal Affairs and Housing. Comments pertaining to the compilation and interpretation of the data have been included to aid in the explanation and understanding of what is being reported. Report CS 38-10 September 7, 2010 Subject: 2009 Municipal Performance Measurement Program Page 2 313 The Province has made provision for these comments and encourages their inclusion, as many municipalities do. Every year, these measures continue to evolve as existing ones are being revised and new ones being added as feedback from municipalities are received and taken into consideration by the Province. In addition there are continual refinements to the way measures are defined and calculated especially in the Roadways, Parks and Recreation areas, where new and modified measures are being reported in the last few years. Municipalities also continue to improve on their methods of data collection in an attempt to ensure consistency in reporting. This leads to improving the measures to better serve the interests of the public and municipal needs for evaluating the efficiency and effectiveness of the services we provide in the municipality. However, caution must still be taken against municipality-to-municipality comparisons due to the fact that no two municipalities are identical in their geography, rural vs. urban mix, the level of service provided and treatment of information for data collection. It will only be through continuing efforts, ongoing experience, further clarifications from the Province and consistent reporting formulas that year-to-year comparisons within the municipality and across municipalities will become meaningful. The information will be posted on the City's website, as was the case in past years, and a notice to this effect, per Attachment 3, will be included in the "Community Page" of the local newspaper. The information will also be available to anyone wishing to pick up a copy at City Hall. Attachments: 1. 2009 Provincial Performance Measurement Program - Public Reporting 2. Comparison of 2009 and 2008 Performance Measures, 3. Public Notice to be included in the Community Page of the News Advertiser Prepared By: Approved/Endorsed By: Dennis P. Arboleda Gillis a erson Supervisor, Accounting Services Director, Corporate Services & Treasurer Report CS 38-10 September 7, 2010 Subject: 2009 Municipal Performance Measurement Program Page 3 4 DA:gp Copy: Chief Administrative Officer Recommended for the consideration of Pickerin Cou c' Tony Prevedel, P.Eng. Chief Administrative Officer City of Pickering ATTACHMENT # I TO REPORT # CS 38 - 1 v 315 Year 2009 Performance Measurement Report Overview As required by the Ontario Government's Municipal Performance Measurement Program (MPMP), the Treasurer of the City of Pickering, as part of its 2009 Financial Information Return (FIR) package, has submitted financial and related service performance measurements to the Province. This program was announced in 2000 by the Ontario Government, which requires municipalities to collect data on measures of effectiveness and efficiency in key service areas and report these measures to the Province and the Public. The objective of the Province is: to enhance accountability by reporting to taxpayers; to increase taxpayer awareness on service plans, standards and costs; and to improve local service delivery by sharing best practices with comparable municipalities. As municipalities change and grow, its citizens expect to receive quality, cost effective services. Performance measurements are a means of benchmarking these services that will allow the City to review and improve their delivery. Existing measures are continuously refined and new measures are introduced depending on the value and importance for public information. In reporting the results to the public, each measure is accompanied by comments regarding aspects of the measurements. The comments are an integral part in the interpretation of the performance measure results. These results should not be compared across municipalities without consideration of the comments that impact on interpreting and understanding the results. In addition, influencing factors in the collection of data or refinements while the measures are still evolving could affect the results and year over year comparability,. New for 2009, each service measured have two efficiency measures: Operating Costs per Unit and Total Costs per Unit. The Operating Costs per Unit measure uses the same formula as the 2005 to 2008 reporting years but with minor modifications in the formula on some of the measures. However, most operating costs calculations on individual efficiency measure are comparable from 2005 through to 2009. Starting with the 2009 reporting year, efficiency measures based on Total Costs per Unit are to be reported to the public. Total costs are calculated as the sum of Operating Costs, Interest on Long Term Debt and Amortization of related capital assets. The Total Costs per Unit measures add an important dimension to efficiency measures by including capital costs and interest on long term debt. In addition to changing the reporting criteria for many of the 28 measures reported in 2008, the number has increased to 49 for 2009. City of Pickering. 3 6 Year 2009 Performance Measurement Report General Government 1.1a Operating Costs for Governance and Corporate Management 2009 7.00% Efficiency Measure Revised Measure - Operating costs for governance and corporate management as a percentage of total municipal operating costs. Objective To determine the efficiency of municipal management. General Comments The following factors can influence the above results: • The extent that cost centers within municipalities directly relate to the functions included under the governance and corporate management categories. • The level of service provided to the corporation and the public. Detailed Comments Calculation of this measure includes operating costs for governance, corporate management and related allocation from program support expenditures net of tax write-offs over total municipal operating costs. No netting occurred in 2008 hence not comparable to this year's result. I 3 17 City of Pickering Year 2009 Performance Measurement Report General Government 1.1 b Total Costs for Governance and Corporate Management 2009 6.00% Efficiency Measure New measure - Total costs for governance and corporate management as a percentage of total municipal costs. Objective To determine the efficiency of municipal management. General Comments The following factors can influence the above results: • The extent that cost centers within municipalities directly relate to the functions included under the governance and corporate management categories. • The level of service provided to the corporation and the public. Detailed Comments Calculation of this new measure includes the total costs for governance, corporate management, related allocation from program support expenditures, interest on long term debt and amortization net of tax write-offs over total municipal costs. I t City of Pickering Year 2009 Performance Measurement Report 3 g Fire Services 2.1a Operating Costs for Fire Services 2009 2008 $1.43 $1.27 Efficiency Measure Operating costs for fire services per $1,000 of assessment. Objective Provide efficient municipal fire services. General Comments The following factors can influence the above results across municipalities: • Emergency response times • Number-and location of fire halls • Urban/rural mix of properties as well as density of buildings • Geographic size of municipality Detailed Comments Assessment value does not necessarily correlate to operating cost for fire services. The higher the assessment value, the lower the cost per $1,000 assessment. Conversely the urban/rural mix of the community affects the results as the size and type of commercial/industrial establishments. Number of households, response time and urban/rural mix of the municipality are factors, that determine the need for fire services and not necessarily the property value. For 2009, the operating costs per $1,000 of property assessment increased by 12.6% from 2008. The increase is mainly due to negotiated collective agreement and the additional four staff hired in 2009. Increase in property assessment also contributed to the resulting measure in 2009. I 31 9 City of Pickering Year 2009 Performance Measurement Report Fire Services 2.1 b Total Costs for Fire Services 2009 $1.50 Efficiency Measure New measure - Total costs for fire services per $1,000 of assessment. Objective Provide efficient municipal fire services. General Comments The following factors can influence the above results across municipalities: Emergency response times • Number and location of fire halls • Urban/rural mix of properties as well as density of buildings • Geographic size of municipality • Capital costs and interest on long term debt Detailed Comments The numerator in the calculation of this new measure adds interest on long term debt and amortization to the total operating costs for Fire Services. However, like in the previous measure, the assessment value as denominator does not necessarily correlate to the total cost for fire services. The higher the assessment value, the lower the cost per $1,000 assessment. Conversely the urban/rural mix of the community affects the results as with the size and type of commercial/industrial establishments. Number of households, response time and urban/rural mix of the municipality are factors that determine the need for fire services and not necessarily the property value. City of Pickering Year 2009 Performance Measurement Report 320 Fire Services 2.2 Residential Fire Related Civilian Injuries 2009 0.00 Effectiveness Measure New measure - Number of residential fire related civilian injuries per 1,000 persons. Objective Minimize the number of civilian injuries in residential fires. General Comments The following factors can influence the above results across municipalities: • Number of residential fires Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the total number of residential fire related civilian injuries as reported by the fire department to the Office of the Fire Marshal (OFM) in the OFM Standard Incident Report. In 2009, no fire related civilian injury was reported to the OFM. 3 2 1 City of Pickering Year 2009 Performance Measurement Report Fire Services 2.3 Residential Fire Related Civilian Injuries - 5 Year Average 2009 0.065 Effectiveness Measure New measure - Total number of residential fire related civilian injuries from 2005 to 2009, per 1,000 persons. Objective Minimize the number of civilian injuries in residential fires. General Comments The following factors can influence the above results across municipalities: I • Number of residential fires • Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the number of residential fire related civilian injuries as reported by the fire department to the Office of the Fire Marshal (OFM) in the OFM Standard Incident Report from 2005 to 2009 averaged over 5 years per 1,000 persons. From 2005 to 2009, there were a total of 29 residential fire related civilian injuries reported to the OFM. This averages to about 6.0 injuries per year in the past five years. Total City population in 2009 was 92,950. City of Pickering j Year 2009 Performance Measurement Report 322 Fire Services 2.4 Residential Fire Related Civilian Fatalities 2009 0.011 Effectiveness Measure New measure - Number of residential fire related civilian fatalities per 1,000 persons. Objective Minimize the number of civilian fatalities in residential fires. General Comments The following factors can influence the above results across municipalities: Number of residential fires • Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the number of residential fire related civilian fatalities as determined by the Office of the Fire Marshal (OFM) per 1,000 persons. In 2009, there was a single civilian fatality reported by the OFM. ' I 1 City of Pickering 3 2 3 Year 2009 Performance Measurement Report Fire Services 2.5 Residential Fire Related Civilian Fatalities - 5 Year Average 2009 0.011 Effectiveness Measure New measure - Number of residential fire related civilian fatalities per 1,000 persons. Objective Minimize the number of civilian fatalities in residential fires. General Comments The following factors can influence the above results across municipalities: • Number of residential fires • Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the total number of residential fire related civilian fatalities as determined by the Office of the Fire Marshal (0 FM) from 2005 to 2009 averaged over 5 years per 1,000 persons. The average residential fire related civilian fatality per year for 5 years is one in 2009, as reported by the OFM. City of Pickering 302 4 Year 2009 Performance Measurement Report Fire Services 2.6 Number of Residential Structural Fires 2009 0.875 Effectiveness Measure New measure - Number of residential structural fires per 1,000 households. Objective Minimize the number of residential structural fires. General Comments The following factors can influence the above results across municipalities: • Number of residential fires Emergency response times • Number and location of fire halls • Geographic size of municipality Detailed Comments This new measure presents the total number of residential structural fires and explosions reported by the fire department to the Office of the Fire Marshal (OFM) in the OFM Standard Incident Report per 1,000 households (29,704 households). In 2009, there were 26 residential structural fires and explosions reported to the OFM. I i City of Pickering 3 2 5 Year 2009 Performance Measurement Report Road Services 4.1a Operating Costs for Paved Roads 2009 $1,958.98 Efficiency Measure Revised Measure - Operating costs for paved (hard top) roads per lane kilometre. Objective Provide efficient maintenance of paved roads. General Comments The following factors can influence the above results across municipalities: • Use of roads by heavy equipment. • The municipality's standard for road conditions in comparison with comparable municipalities. • Kilometres of paved roads in the municipality. • The method of allocating overhead costs (such as office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Paved (hard top) roads include roads with asphalt, concrete and composite surfaces. The identified costs attributable to this function include employee wages & benefits, road materials, program support, rental of heavy equipment and shoulder maintenance. The City of Pickering maintains separate accounts to track material costs related to roads. In 2009, aggregated capital amounts that did not meet reporting thresholds for capital assets were added on to the materials costs thereby increasing the resulting measure and making it not comparable with the result in prior year. However, as in the previous reporting years, the costs for administration and other indirect costs have been allocated to the cost for paved roads based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and. winter control. The City maintained a total of 703 kilometres of paved lanes in 2009. City of Pickering 326 Year 2009 Performance Measurement Report Road Services 4.1,b Total Costs for Paved Roads 2009 $6,321.41 Efficiency Measure New Measure - Total costs for paved (hard top) roads per lane kilometre. Objective Provide efficient maintenance of paved roads. General Comments The following factors can influence the above results across municipalities: • Use of the roads by heavy equipment. • The municipality's standard for road conditions in comparison with comparable municipalities. • Kilometres of paved roads in the municipality. • The method of allocating overhead costs (such as office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. • Interest on long term debt and amortization on capital costs. Detailed Comments Paved (hard top) roads include roads with asphalt, concrete and composite surfaces. The City of Pickering maintains separate accounts to track material costs related to roads. However, the costs for administration and other indirect costs have been allocated to the cost for paved roads based on management's best estimate of the proportion of responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The total costs are calculated by adding operating costs, interest on long term debt and amortization over 703 kilometres of paved lane maintained in 2009. 3 2 7 City of Pickering Year 2009 Performance Measurement Report Road Services 4.2a Operating Costs for Unpaved Roads 2009 2008 $5,237.12 $5,991.63 Efficiency Measure Operating costs for unpaved (loose top) roads per lane kilometre. Objective Provide efficient maintenance of unpaved roads. General Comments The following factors can influence the above results across municipalities: • Use of the roads by heavy equipment. • The kilometres of unpaved roads in the municipality in comparison with comparable municipalities. • Locations of the unpaved roads. • The method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Unpaved (loose top) roads include roads with gravel, stone or other loose surface. The City of Pickering maintains separate accounts to track material costs related to . roads. However, the cost for administration and other indirect costs have been allocated to the cost for unpaved roads based on management's best estimate of the proportion or responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. The operating costs of maintaining the City's unpaved roads include employee wages & benefits, granular materials, administering calcium programs, program support, rental of heavy equipment, grading, wash out repair and shoulder maintenance. In 2009, the City used less granular materials in many unpaved roads due to lesser than usual washouts in the spring. This resulted in less rentals of heavy equipment and less labor used. The City maintains 216 kilometres of unpaved lanes. City of Pickering Year 2009 Performance Measurement Report 328 Road Services 4.2b Total. Costs for Unpaved Roads 2009 $5,295.11 Efficiency Measure New Measure - Total costs for unpaved (loose top) roads per lane kilometre. Objective Provide efficient maintenance of unpaved roads. General Comments The following factors can influence the above results across municipalities: • Use of the roads by heavy equipment. • The kilometres of unpaved roads in the municipality in comparison with comparable municipalities. • Locations of the unpaved lanes. • The method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. • Interest on long term debt and amortization on capital costs. Detailed Comments Unpaved (loose top) roads include roads with gravel, stone or other loose surface. The City of Pickering maintains separate accounts to track material costs related to roads. However, the cost for administration and other indirect costs have been allocated to the cost for unpaved roads based on management's best estimate of the proportion or responsibility dedicated to the road functions such as maintenance of paved and unpaved roads and winter control. Calculation of total costs include the sum of the operating costs, interest on long term debt and amortization on capital costs over 216 kilometres of unpaved lanes maintained in 2009. City of Pickering 3 2 9 Year 2009 Performance Measurement Report Road Services 4.3a Operating Costs for Bridges and Culverts 2009 $0.00 Efficiency Measure New Measure - Operating costs for bridges and culverts per square metre of surface area. Objective Provide efficient maintenance of bridges and culverts. General Comments The following factors can influence the above results across municipalities: • Use of bridges and causeways. • Location of bridges and culverts. • The method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments The operating costs of maintaining the City's bridges and culverts include employees' wages and benefits, materials, contracted services, rental of equipment, program support less revenue from other municipalities. In 2009, the City did not incur any operating costs related to the maintenance of bridges and culverts. Total surface area maintained on bridges and culverts in 2009 was 8,599 square metres. This included deck areas, sidewalks and railings. City of Pickering Year 2009 Performance Measurement Report .330 Road Services 4.3b Total Costs for Bridges and Culverts 2009 $24.70 Efficiency Measure New Measure - Total costs for bridges and culverts per square metre of surface area. Objective Provide efficient maintenance of bridges and culverts. General Comments The following factors can influence the above results across municipalities: • Use of bridges and causeways. • Locations of bridges and culverts. • The method of allocating overhead costs (that includes office supplies, telephone, advertising, subscriptions, insurance, general repairs _ and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments The total costs of maintaining the City's bridges and culverts is the sum of the operating costs, interest on long term debt and depreciation. In 2009, a depreciation expense of $212,403 on assets related to bridges and culverts was calculated against 8,599 square metres of surface area. I City of Pickering 3 31 Year 2009 Performance Measurement Report Road Services 4.4a Operating Costs for Winter Maintenance of Roads 2009 2008 $1,328.15 $2,121.71 Efficiency Measure Operating costs for winter maintenance of roadways per lane kilometre maintained in winter. Objective Provide efficient winter maintenance of roadways. General Comments The following factors can influence the above results: • The municipality's standard service levels for road conditions. • The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. • The method of allocating overhead costs (that includes office supplies, travel, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments Since 2004 the City of Pickering has maintained a separate account to track material costs that are directly related to winter control. The costs for administration and other indirect costs have been allocated to the cost for winter control based on management's best estimate of the proportion of responsibility dedicated to the road function of winter control. The operating cost of the City's winter control maintenance includes employee wages & benefits, salt, sand, program support, equipment rental and culvert thawing. The decrease in costs of winter maintenance on roads from 2008 was due to the mild winter conditions experienced in 2009. This resulted in less use of salt materials, overtime and contracted services for snow removal. The City maintained 919 kilometres of lanes in the winter. City of Pickering Year 2009 Performance Measurement Report 332 Road Services 4.4b Total Costs for Winter Maintenance of Roads 2009 $1,328.15 Efficiency Measure New Measure - Total costs for winter maintenance of roadways per lane kilometre maintained in winter. Objective Provide efficient winter control operation. General Comments The following factors can influence the above results: • The municipality's standard service levels for road conditions. • The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. • The method of allocating overhead costs (that includes office supplies, travel, telephone, advertising, subscriptions, insurance, general repairs and maintenance, other indirect costs) used in the determination of the numerator when there is not a separate cost centre. Detailed Comments The total costs for winter maintenance of roads is calculated as the sum of operating costs, interest on long term debt and amortization on related assets. In 2009, there was no interest and amortization related to winter maintenance of roadways therefore, the resulting measure is the same as the operating costs for winter maintenance of road per lane kilometre. City of Pickering 333 Year 2009 Performance Measurement Report Road Services 4.5 Adequacy of Roads 2009 2008 84.9% 84.9% Effectiveness Measure Percentage of paved lane.kilometres where the condition is rated as good to very good. Objective Provide a paved lane system that has a pavement condition that meets municipal standards. General Comments The following factors can influence the above results: • The municipality's standard service levels for road conditions. • The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. • Amount of traffic. Detailed Comments The City's staff uses their best estimates to establish the percentage of roads that are rated as good. The City's road patrols, the public, employees and the Roads Needs Study (2005 Update) are other sources providing feedback on road conditions. As existing roads are reconstructed and rehabilitated the rating will move up to a higher level. In 2009, 597 out of 703 kilometres of paved lane was rated to be in good to very good condition as compared.to 591 out of 696 kilometres in 2008. City of Pickering Year 2009 Performance Measurement Report 334 Road Services 4.6 Adequacy of Bridges and Culverts 2009 .64.8% Effectiveness Measure New Measure - Percentage of bridges and culverts where the condition is rated as good to very good. Objective Provide safe bridges and culverts. General Comments The following factors can influence the above results across municipalities: • , Use of bridges and causeways. • Maintenance of bridges.and causeways as required to meet standards. • Locations of bridges and culverts. Detailed Comments The condition of a bridge or culvert in this measure means the condition of only the primary components which are the main load carrying components of the structure and includes: decks, beams, girders, abutments, foundations., etc. The City rates all of its bridges and culverts through regular inspection of these primary components. In 2009, the number of bridges and culverts with primary components rated as good to very good was 35. The total number of bridges and culverts in the City is 54. City of Pickering 3 3 5 Year 2009 Performance. Measurement Report Road Services 4.7 Winter Event Response 2009 2008 100% 100% Effectiveness Measure Percentage of winter events where the response met or exceeded locally determined road municipal service levels for road maintenance. I Objective Provide an appropriate response to winter storm events. General Comments The following factors can influence the above results: • The municipality's standard service levels for road conditions. • The frequency and severity of the winter weather. • The kilometres of paved and unpaved roads in the municipality in comparison with comparable municipalities. • Hours of Service regulations under the Highway Traffic Act. Detailed Comments Roads are cleaned and cleared usually within 24 hours of a snowfall when adequate resources are available in accordance with hours of service regulations. The City did not experience a winter event where staff was not able to meet or exceed road maintenance standards. The mild winter afforded the City to respond to only 19 winter storm events in 2009 compared to 47 in 2008. City of Pickering Year 2009 Performance Measurement Report 336 Storm Water Management 7.1a Operating Costs for Urban Storm Water Management 2009 $1,502.89 Efficiency Measure Revised Measure - Operating costs for urban storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water management. General Comments The following factors. can influence the efficiency rate of urban storm water management: • The geography of the City • The extent and age of the drainage system • The inventory of pipes in the Municipality Detailed Comments Storm water management is increasingly important as the City continues to develop and intensify resulting in pressures on watercourses and Frenchman's Bay. The measure identifies direct costs such as related salaries, contracted services and materials, storm pipe cleaning, flushing, video inspection, catch basin/manhole repairs, storm pipe repairs, cleaning of specialized oil and grit separators. The City maintained 295 km of urban drainage system in 2009, 4 km more compared to 2008. In 2009, the City intensified its program of cleaning and flushing existing storm sewers and catch basins to meet its service responsibilities. Also in this reporting year, minor capital costs were included in the cost calculation making the resulting measure not comparable to 2008. I City of Pickering 3 3 7 Year 2009 Performance Measurement Report Storm Water Management 7.1 b Total Costs for Urban Storm Water Management 2009 $8,460.40 Efficiency Measure New Measure - Total costs for urban storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water management. General Comments The following factors can influence the efficiency rate of urban storm water management: • The geography of the City • The extent and age of the drainage system • The inventory of pipes in the Municipality Detailed Comments This new measure reflects the total operating costs for urban storm water management, including interest on long term debt and amortization on urban storm capital assets over total kilometres of urban drainage system plus 0.005 kilometres times the number of catchbasins. The City maintained 295 km of urban drainage system in 2009. I City of Pickering Year 2009 Performance Measurement Report . 338 Storm Water Management 7.2a Operating Costs for Rural Storm Water Management 2009 $2,308.05 Efficiency Measure Revised Measure - Operating costs for rural storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water management. General Comments The following factors can influence the efficiency rate of rural storm water management: • The geography of the City, size and nature of the rural area. • Land erosion control. • The frequency and time devoted to the maintenance of the rural drainage system. Detailed Comments Rural stormwater system is one where stormwater is conveyed primarily along side of the roadways with a rural cross section (open ditches) located in areas defined as rural in municipal official plans. A rural system may include covered drains. The operating costs calculation include related salaries, contracted services, materials, other direct costs such as storm canal dredging, culvert repairs and maintenance, ditching, bank repair and other day-to-day maintenance measures, rents, interfunctional adjustments and program support over the total kilometres of drainage system. Also, included under the materials component of the operating costs are minor capital expenses which were not reported in prior years. The City maintained a total of 351 km of rural drainage system in 2009. I i City of Pickering 3 3 9 Year 2009 Performance Measurement Report Storm Water Management 7.2b Total Costs for Rural Storm Water Management 2009 .$2,369.96 Efficiency Measure New Measure - Total costs for rural storm water management (collection, treatment, and disposal) per kilometre of drainage system. Objective Provide efficient storm water management. General Comments The following factors can influence the efficiency rate of rural storm water management: • The geography of the City, size and nature of the rural area. • Land erosion control. • The frequency and time devoted to the maintenance of the rural drainage system. • Interest on long term debt and amortization. Detailed Comments This new measure calculates the sum of operating costs, interest on long term debt and related amortization for rural storm water management over total kilometres of rural drainage system plus 0.005 kilometres times the number of catch basins. City of Pickering Year 2009 Performance Measurement Report 340 Parks and Recreation 10.1a Operating Cost for Parks per Person 2009 2008 $43.94 $36.33 Efficiency Measure Operating costs for parks per person. Objective Provide efficient operations of parks. General Comments Outdoor open spaces including parks, parkettes, playgrounds, public squares, skateboard parks, skating rinks, sports fields, splash pads, trails and similar spaces are included in the determination of this measure. Detailed Comments The City efficiently maintains the parks on a'daily basis in the summer. The scheduled grass cutting cycle of 5 to 10 days is maintained to control growth and keep the park available and safe for public use at all times during the summer months. However, the amount of precipitation received during this time directly affects the grass cutting cycle. With the extended summer and fall weather conditions experienced in 2009, total materials and contracted services costs were relatively higher compared to 2008. This contributed largely to the increase in the total operating cost for parks per person. i City of Pickering 3 4 1 Year 2009 Performance Measurement Report Parks and Recreation 10.1 b Total Cost for Parks per Person 2009 $52.92 Efficiency Measure New Measure - Total costs for parks per person. Objective Provide efficient operations of parks. .Detailed Comments Calculation of this new measure totals the operating costs, interest on long term debt and amortization on capital assets related to parks. . I City of Pickering Year 2009 Performance Measurement Report 342 Parks and Recreation 10.2a Operating Costs for Recreation Programs per Person 2009 2008 $45.12 $41.24 Efficiency Measure Operating costs for recreation programs per person. Objective Provide efficient operation of recreation programs. Detailed Comments Included in this measure is the cost of wages; benefits and operating costs for the operation of a broad range of recreational programs and activities offered by the City to the public. The recreation complex expansion was completed in September 2009. The new expansion resulted in more programs being offered translating into higher operating costs. This financial measure does not include the revenue generated by these additional programs. I City of Pickering 343 Year 2009 Performance Measurement Report Parks and Recreation 10.2b Total Costs for Recreation Programs per Person 2009 $45.12 Efficiency Measure New Measure - Total costs for recreation programs per person. Objective Provide efficient'operation of recreation programs. Detailed Comments The total costs are calculated as the sum of operating costs, interest on long term debt and amortization related to recreation programs. In 2009, no interest and amortization were included under recreation programs hence the total costs per person is the same as the operating cost per person reported in 10.2a. City of Pickering Year 2009 Performance Measurement Report 344 Parks and Recreation 10.3a Operating Costs for Recreation Facilities per Person 2009 2008 $80.81 $73.78 Efficiency Measure Operating costs for recreation facilities per person. Objective Provide efficient operation of the City's recreation facilities. Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for community recreation facilities. Aging facilities and the expansion at the recreation complex contributed to the increase in materials and other maintenance costs of the facilities in 2009. 3 4 5 City of Pickering Year 2009 Performance Measurement Report Parks and Recreation 10.3b Total Costs for Recreation Facilities per Person 2009 $93.20 Efficiency Measure New Measure - Total costs for recreation facilities per person. Objective Provide efficient operation of the City's recreation facilities. Detailed Comments Total costs are calculated to include operating costs, interest on long term debt and amortization related to recreation facilities. City of Pickering Year 2009 Performance Measurement Report 346 Parks and Recreation 10.4a Operating Costs for Recreation Programs and Recreation Facilities per Person Subtotal 2009 2008 $125.93 $115.03 Efficiency Measure Operating costs for recreation programs and recreation facilities per person. Objective Provide efficient operation of the City's programs and recreation facilities, Detailed Comments Included in this measure is the cost of wages, benefits and operating costs for the operation of recreational programs and facilities. The facility expansion at the recreation complex afforded the introduction of more programs that directly contributed to the increase in operating costs for both programs and facilities in 2009. Repairs and maintenance related expenses including labour, contracted services and materials also contributed to the increase in the calculation of the subtotal. 3 4 7 City of Pickering Year 2009 Performance Measurement Report Parks and Recreation 10.4b Total Costs for Recreation Programs and Recreation Facilities per Person (Subtotal) 2009 $138.32 Efficiency Measure. New Measure - Total costs for recreation programs and recreation facilities per person. Objective Provide efficient operation of the City's programs and recreation facilities Detailed Comments Total costs are calculated to include operating costs, interest on long term debt and amortization related to programs and'recreation facilities. City of Pickering Year 2009 Performance Measurement Report 348 Parks and Recreation 10.5 Total Kilometres of Trails per 1,000 Persons 2009 2008 0.161 km 0.162 km Effectiveness Measure Kilometres of trails per 1,000 persons Objective Measure the effectiveness of trails in the City that provide recreation opportunities. Detailed Comments Total kilometres of trails owned by the City plus trails owned by third parties where the City has a formal lease contract, joint use agreement or reciprocal use agreement for every 1,000 resident were used in the calculation of this measure. The 15 kilometres of trail maintained by the City in 2009 was the same as in 2008. The decrease in the calculation of this measure in 2009 was a result of the slight increase in the population (denominator). In other words, if the population increases and the trail kilometres remains the same, this ratio will decrease every year. City of Pickering 3 4 9 Year 2009 Performance Measurement Report Parks and Recreation 10.6 Hectares of Open Space and Hectares of Open Space per 1,000 Persons 2009 2008 7.639 ha 7.651 ha Effectiveness Measure Hectares of open space (City owned) per 1,000 persona Objective Measure the adequacy of open space for the population. Detailed Comments Total hectares of city owned open space was used in this calculation. Open space includes all outdoor open spaces that provide opportunities and benefits for active, passive and programmed community recreation and leisure that are accessible to the public. This includes but not limited to allotments, horticultural areas, natural areas, parks and parkettes, playgrounds, public squares, skateboard parks, sports fields and trails. The 710 hectares of open space reported in 2009 was the same as in 2008. The decrease in the calculation of this measure was a result of the slight increase in population (denominator). City of Pickering 3 0 Year 2009 Performance Measurement Report Parks and Recreation 10.7 Total Participant Hours for Recreation Programs 2008 2008 20,099 hrs 17,385 hrs Effectiveness Measure Total participant hours for recreation programs per 1,000 persons. Objective Measure the effectiveness of programs provided by the City. Detailed Comments Total participant hours for every 1,000 person in the City including registered, drop-in and permitted recreation programs and activities was used in this calculation. Participant hours are based only on the number of active registrants or participants in a program. Hours for special events are not included in the calculation. The increase in the number of programs offered and variations on existing programs in 2009 contributed to the increased 'participation in drop-in and permitted recreation program registrations. This translated to a 15.6% increase in total participant hours in 2009 from 2008. City of Pickering 3 51 Year 2009 Performance Measurement Report Parks and Recreation 10.8 Square Metres of Indoor Recreation Facilities and Square Metres of Indoor Recreation Facilities per 1,000 Persons (Municipal) Owned 2009 2008 439.279 s m 436.860 s m Effectiveness Measure Square metres of indoor recreation facilities per 1,000 persons. Objective Determine the adequacy of indoor recreation facility space available to the public. Detailed Comments Indoor recreation facilities include built or enclosed structures used for the purposes of community recreation and leisure. Total square metres of City owned indoor recreation facilities increased by 290 square metres (sqm) from 40,541 sqm in 2008 to 40,831 sqm in 2009 with the expansion of the recreation complex. j City of Pickering Year 2009 Performance Measurement Report 352 Parks and Recreation 10.9 Square Metres of Outdoor Recreation Facility Space and Square Metres of Outdoor Recreation Facility Space per 1,000 Persons (Municipally Owned) 2009 2008 286.057 sqm 286.516 sqm Effectiveness Measure Square metres of outdoor recreation facility space per 1,000 persons. Objective Determine the adequacy of outdoor recreation facility space available to the public. Detailed Comments Total area in square metres of municipally owned outdoor recreation facility space with controlled access and electrical or mechanical functions was used in this calculation. The 26,589 square metres of City owned outdoor space reported in 2009 is the same as in 2008. The slight decrease in the 2009 calculation was a result of the increase in general population from 2008 (denominator). 3 5 3 City of Pickering Year 2009 Performance Measurement Report Library Services 11.1a Operating Costs for Libra Services per Person 2009 2008 $54.89 $54.72 Efficiency Measure Operating costs for library services per person. Objective Provide efficient library services to the public. Detailed Comments The City has five locations servicing its residents. The cost for all five locations is included in the calculation of this measure, which includes wages benefits and all other operating costs. The increase in library operating costs is largely due to an increase in salaries and an increase in repair and maintenance related to aging facilities. With the increase in both operating cost components and the population (denominator), the resulting measure increased slightly in 2009 from 2008. With a low growth rate in Pickering, this indicates that the Library's costs are being reasonably contained. I City of Pickering 3 5 4 Year 2009 Performance Measurement Report Library Services 11.1 b Total Costs for Libra Services per Person 2009 $67.45 Efficiency Measure New Measure - Total costs for library services per person. Objective Provide. efficient library services to the public. Detailed Comments Total cost for this new measure is the sum of the operating costs, interest on long term debt and amortization of related capital assets. City of Pickering 3 5 5 Year 2009 Performance Measurement Report Library Services 11.2a Operating Costs for Libra Services per Use 2009 2008 $1.75 $1.77 Efficiency Measure Operating costs for library services per use. Objective Provide efficient library services to the public. Detailed Comments The City has five locations servicing its residents. The total operating costs for all five locations and the total library uses was included in the calculation of this measure. Although the operating costs in 2009 slightly went up from prior year mostly from salaries and wages, the resulting measure slightly decreased due to the higher number of total library uses in 2009 compared to 2008. City of Pickering Year 2009 Performance Measurement Report 356 Library Services 11.2b Total Costs for Libra Services per Use 2009 $2.15 Efficiency Measure New Measure - Total costs for library services per use. Objective Provide efficient library services to the public. Detailed Comments The total costs for all five locations was used in the calculation of this measure against total library uses. The total costs include the sum of the operating costs, interest on long term debt and amortization of library assets. City of Pickering 3 5 7 Year 2009 Performance Measurement Report Library Services 11.3 Libra Uses per Person 2009 2008 31.425 30.879 Effectiveness Measure Library uses per person. Objective Increased use of library services. General Comment Although population. changes impact the resulting measure, it does not necessarily affect the level of service provided. Just a change in usage alone is a satisfactory indicator of service levels. Detailed Comments Total library uses from all five locations together with the total population of the City were used in the calculation of this measure. Total usage per person slightly increased by 1.7% in 2009 from 2008.. This was due to the increased visits to Library branches and access to the Library web site through the library wireless connections (new this year). There was also an increase in the use of electronic collections such as ebooks and audiobooks in 2009. The slight increase in population denominator also affected the calculation of the resulting measure. City of Pickering Year 2009 Performance Measurement Report 358 Library Services 11.4 Electronic Libra Uses as a Percentage of Total Libra Uses 2009 30.0% Effectiveness Measure Revised Measure - Electronic library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. Detailed Comments The percentage of electronic uses includes data from the five library locations. Uses include as in previous years the number of people using on-site library computers, number of times electronic collections (e-books, etc.) are accessed, number of electronic reference transactions and number of electronic visits to the library. In 2009, the definition of electronic uses was revised to include the use of library wireless connections making this ear's measure not comparable to prior ears. City of Pickering 3 5 9 Year 2009 Performance Measurement Report Library Services 11.5 Non Electronic Libra Uses as a Percentage of Total Libra Uses 2008 2008 70.0% 66.3% Effectiveness Measure Non-electronic Library uses as a percentage of total library uses. Objective Effectiveness of information on library usage. 4 Detailed Comments The percentage of non-electronic uses includes data from the five library locations. Uses include borrowing books, program attendance, in-library materials, number of standard reference transactions and number of in-person visits to the library. Overall there was an increase in the use of all non-electronic categories mentioned above in 2009 compared to 2008 especially on in-library materials used and in-person visits to the library. Total increases from all categories translated to a 5.6% total increase in non electronic library uses in 2009. k i c City of Pickering Year 2009 Performance Measurement Report 360 Land Use Planning 12.1 Percentage of New Residential Units Located Within Settlement Areas 2009 2008 98.2% 99.2% Effectiveness Measure Percentage of new residential units located within settlement areas. Objective New residential development is occurring within settlement areas. Detailed Comments The number of new residential units in detached houses, semi-detached houses, row houses/town houses and apartments/condo apartments within the settlement areas are used for the calculation of this measure as a percentage of the total number of new residential units created within the entire City. Settlement areas include areas within the City which have been designated for development in an approved municipal official plan. In 2009, there were a total of 57 new dwelling units created within the City as compared to the 244 created in 2008. This represents a 76.6% drop on new units created from 2008. Of the 57 new units in 2009, 56 were located within the settlement areas as compared to the 242 units in 2008. City of Pickering 3 6 1 Year 2009 Performance Measurement Report Land Use Planning 12.2 Preservation of Agricultural Lands 2009 2008 99.7% 100.0% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses in 2009. Objective Preservation of agricultural land. Detailed Comments The City of Pickering re-designated 27 hectares of agricultural lands to other uses in the reporting year 2009. The total area designated for agricultural purposes at the end of 2009 is now 8,823 hectares from 8,850 hectares at the end of 2008. City of Pickering Year 2009 Performance Measurement Report 362 Land Use Planning 12.3 Preservation of A ricultural Lands Relative to 2000 2009 2008 99.5% 99.8% Effectiveness Measure Percentage of land designated for agricultural purposes which was not re-designated for other uses relative to the base year of 2000. Objective Preservation of agricultural land. Detailed Comments Of the 8,865 hectares of land originally designated for agricultural purposes in the official plan of 2000, 42 hectares was re-designated to other classifications as of 2009. Out of this 42 hectares, 27 hectares was re-designated in 2009. i City of Pickering 3 6 3 Year 2009 Performance Measurement Report Land Use Planning 12.4 Hectares of Agricultural Land which was Re-designated for Other Uses During the Reporting Year 2009 2008 27 0 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated for other uses during 2009. Objective Preservation of agricultural land. Detailed Comments A total of 27 hectares of land originally designated for agricultural purposes in 2008 was re- designated.to other uses in 2009. The re-designated land is now classified as "Open Space - Active Recreational Area". City of Pickering Year 2009 Performance Measurement Report 364 Land Use Planning 12.5 Hectares of Agricultural Lands which was Re-designated for Other Uses Since 2000 2009 2008 42 15 Effectiveness Measure Number of hectares of land originally designated for agricultural purposes which was re- designated.for other uses since January 1, 2000. Objective Preservation of agricultural land. Detailed Comments A total of 42 hectares of agricultural land was re-designated to other uses from year 2000 to 2009. Of this 42 hectares, 27 hectares was re-designated to other uses in 2009. i ATTACHMENT #--2-TO REPORT # AS 30NO City of Pickering Performance Measurement 365 Comparison of 2009 and 2008 Measures FPerformance Measurements 2009 2008 General Government - Efficiency - Operating costs for governance and corporate management 7.00% * 7.30% as % of total municipal operating costs - Total Costs for governance and corporate management as % of total municipal costs 6.00% * N/A Protection Services - Fire Services Efficiency Operating cost for fire services per $1,000 of assessment $ 1.43 $ 1.27 Total cost for fire services per $1,000 of assessment $ 1.50 * N/A - Number of residential fire related civilian injuries per 1,000 persons 0.00 * N/A - Residential fire related civilian injuries - 5 year average per 1,000 persons 0.065 * N/A - Residential fire related civilian fatalities per 1,000 persons in 2009 0.011 * N/A - Residential fire related civilian fatalities - 5 year average per 1,000 persons 0.011 * N/A Number of residential structural fires per 1,000 households 0.875 * N/A Transportation Services - Roadways Efficiency - Operating cost for paved roads per lane kilometer $ 1,958.98 * $ 706.57 - Total cost for paved roads per lane kilometer $ 6,321.41 * - Operating cost for unpaved roads per lane kilometer $ 5,237.12 $ _ 5,991.63 - Total cost for unpaved roads per lane kilometer $ 5,295.11 * N/A - Operating cost for bridges & culverts per sq m of surface area $ - * N/A - Total cost for bridges & culverts per sq m of surface area $ 24.70 * N/A - Operating cost for winter control maintenance of roads per lane kilometer $ 1,328.15 $ 2,121.71 - Total cost for winter control maintenance of roads per lane kilometer $ 1,328.15 * N/A Tranportation Services - Roadways Effectiveness - Percentage of paved lane kilometer rated as good to very good 84.90% 84.90% - Percentage of bridges & culverts rated as good to very good 64.81% * N/A - Percentage of winter event response that met or exceeded set standards 100.00% 100% Environmental Services - Storm Water System Efficiency Operating costs for urban storm water management (collection, treatment and disposal) per kilometer of drainage system (URBAN) $ 1,502.89 * $ 817.18 Total costs for urban storm water management (collection, treatment and disposal) per kilometer of drainage system (URBAN) $ 8,460.40 * N/A Operating costs for rural storm water management (collection, treatment and disposal) per kilometer of drainage system (RURAL) $ 2,308.05 * $ 1,592.50 - Total costs for rural storm water management (collection, treatment and disposal) per kilometer of drainage system (RURAL) $ 2,369.96 * N/A Parks & Recreation - Operation of Parks Efficiency - Operating cost for parks per person $ 43.94 $ 36.33 - Total cost for parks per person $ 52.92 * N/A Recreation Programs - Operation of Recreation Programs Efficiency - Operating cost for recreation progams per person $ 45.12 $ 41.24 - Total cost for recreation progams per person $ 45.12 * N/A Recreation Facilities - Operation of Recreation Facilities Efficiency - Operating cost for recreation facility per person $ 80.81 $ 73.78 - Total cost for recreation facility per person $ 93.20 * N/A . City of Pickering Performance Measurement Comparison of 2009 and 2008 Measures 366 Performance Measurements 2009 2008 Parks, Recreation Programs & Recreation Facilities - Operations of Parks, Recreation Programs and Recreation Facilities Efficiency Operating cost for recreation programs and recreation facilities per person per person (subtotal) $ 125.93 $ 115.03 - Total cost for recreation programs and recreation facilities per person (subtotal) $ 138.32 N/A Trails - To provide recreational opportunities Total kilometers of trails and total kilometers of trails per 1,000 person 0.161 km 0.162 km Parks & Recreation - Open Space is adequate for population - Hectres of Open Space per 1,000 person 7.639 ha 7.651 ha Participant Hours for Recreation Programs - How Effective the City is in servicing the needs of residents for Recreation Programs - Total participant hours for recreation programs per 1,000 person 20,099 hrs 17,385 hrs Recreation Facility Space - Recreation facility space is adequate for j population (municipally owned) f1 - Square metres of indoor recreation facility space per 1,000 person 439.279 sq.m. 436.860 sq.m. - Square metres of outdoor recreation facility space per 1,000 person 286.057 sq.m. 286.516 sq.m. Library Services - Library Services Efficiency - Operating cost for library service per person $ 54.89 $ 54.72 f - Total cost for library service per person $ 67.45 * N/A - Operating cost for library service per use $ 1.75 $ 1.77 - Total cost for library service per use $ 2.15 * N/A Library Services - Library Services Effectiveness - Library uses per person 31.425 30.879 - Percentage of Electronic Library uses 30.00% * 33.70% - Percentage of Non - Electronic Library uses 70.00% 66.30% Planning and Development - Land Use Planning - Effectiveness Percentage of new residential units located in settlement areas 98.20% 99.20% - Percentage of lands designated for agricultural purposes which was not re-designated for other uses during the reporting year 99.69% 100.00% - Percentage of land designated for argicUltural purposes which was not re-designated for other uses relative to the base year of 2000. 99.53% 99.83% Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses during the reporting year 27 ha 0 - Number of hectares of land originally designated for agricultural purposes which was re-designated for other uses since January 1, 2000. 42 ha 15 ha Not comparable to prior year due to modification in calculations or new measure ATTACHMENT #,-j-TO REF®RT#-a! 3F d 367 City of Pickering Year 2009. Performance Measurement Report The Performance Measures required to be reported publicly under the Provincially mandated Performance Measurement Program will be available on the City of Pickering's website cityofpickering.com as of September 30, 2010 or available at the Corporate Services Department, 2nd Floor, Pickering Civic Complex.