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September 13, 2010
ww& Council Meeting Agenda PICKERING Monday, September 13, 2010 Council Chambers 7:30 pm 7:15 PM IN CAMERA MEETING OF COUNCIL 1) INVOCATION Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation. II) DISCLOSURE OF INTEREST III) ADOPTION OF MINUTES PAGE In Camera Council Minutes, July 12, 2010 Under Separate Cover Council Minutes, July 12, 2010 1-21 Special In Camera Council Meeting Minutes, September 7, 2010 Under Separate Cover Special Council Meeting Minutes, September 7, 2010 22-23 Joint Planning & Development and Executive Committee Minutes, 24-37 September 7, 2010 IV) PRESENTATIONS 38 V) DELEGATIONS 39 VI) CORRESPONDENCE 40-75 VII) COMMITTEE REPORTS 76-82 a) Report 2010-02 of the Joint Planning & Development and Executive Committee VIII) REPORTS - NEW AND UNFINISHED BUSINESS 83-226 IX) MOTIONS AND NOTICE OF MOTIONS 227 X) BY-LAWS 228-247 Accessible For information related to accessibility requirements please contact PICKER' N G Linda Roberts , Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Iroberts ..citvofoickerina.com XI) OTHER BUSINESS XII) CONFIRMATION BY-LAW FOR INFORMATION ONLY • Minutes of the Sustainable Pickering Advisory Committee, June 29, 2010 • Minutes of the Committee of Adjustment, June 9, 2010, July 21, 2010 and August 11, 2010 • Minutes of the Heritage Pickering Advisory Committee, July 27, 2010 • Minutes of the Site Plan Committee, July 28, 2010 City o~ Council Meeting Minutes a Monday, July 12, 2010 7:30 PM Council Chambers 01 PRESENT: Mayor David Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T. Prevedel - Chief Administrative Officer E. Bunstma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development T. Melymuk - Director, Office of Sustainability G. Paterson - Director, Corporate Services & Treasurer D. Shields - City Clerk C. Grant = CEO, Pickering Public Library K. Thompson - Manager, By-law Enforcement Services C. Rose - Manager, Policy S. Gaunt - Principal Planner - Policy L. Roberts - Committee Coordinator (1) INVOCATION Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (11) DISCLOSURE OF INTEREST No disclosures of interest were noted. 1 City o¢► _ Council Meeting Minutes Monday, July 12, 2010 7:30 PM Council Chambers 02 Moved by Councillor Dickerson Seconded by Councillor Johnson That the rules of procedure be suspended in order to change the order of business and introduce a motion with respect to litigation matters between the City of Pickering and York Region. CARRIED ON A 2/3 MAJORITY VOTE Moved by Councillor Dickerson Seconded by Councillor Pickles Motion for the Mayor to introduce information to the public regarding litigation matters between the City of Pickering and York Region which were approved at the Special In Camera Council Meeting dated July 5, 2010 giving staff direction to abandon the legal challenge and enter into negotiations of a Minutes of Settlement. CARRIED ON A 2/3 MAJORITY RECORDED VOTE AS FOLLOWS: YES NO Councillor Dickerson Councillor O'Connell Councillor Johnson Councillor Littley Councillor McLean Councillor Pickles Mayor Ryan Mayor Ryan made public information relating to litigation matters with York Region. He informed the public that Council has determined to abandon legal action and enter into Minutes of Settlement that will not only be financially beneficial to the City and the community, but more importantly ensure that all of the environmental controls will be implemented, guaranteed and enforced. He indicated the Minutes of Settlement were currently being reviewed by legal counsel and are considered privileged and confidential at this point. He stated to the public to be assured that Council had not made this decision without considerable review and negotiation for the benefit of the community. 2 City Council Meeting Minutes. _ Monday, July 12, 2010 PICKE 7:30 PM Council Chambers 03 (III) ADOPTION OF MINUTES Resolution #122/10 Moved by Councillor Johnson Seconded by Councillor Pickles Council Minutes, June 21, 2010 In Camera Council Minutes, July 5, 2010 Special Council Minutes; July 5, 2010 Joint Planning & Development and Executive Committee Minutes, July 5, 2010 CARRIED Moved by Councillor O'Connell Seconded by Councillor Littley That the rules of procedure be suspended in order to allow for the following delegations: David Stone Rick Nicolussi Betty Burkholder CARRIED ON A 2/3 MAJORITY VOTE (IV) DELEGATIONS 1. Pickering Public Library Re: Facilities Plan Shirley Van Steen, Chair, Pickering Public Library appeared before Council to provide an overview of the Pickering Public Library's purpose and objectives for facility plans. With the aid of a power point presentation, she noted the factors affecting the assessment, space requirements and the concerns of-users. Opportunities were looked at for expansion, with the Central Library, location being the most feasible location. She indicated no future branches would be less than 15,000 square feet. She explained the role of smaller branches and noted these would be retained, as determined by usage with no further expansion or upgrades. In summary, she explained the proposed phasing of development which is planned to be underway by 2015. A question and answer period ensued. 3 City o0 Council Meeting Minutes Monday, July 12, 2010 7:30 PM CXE 0 4 Council Chambers 2. The Friends of the Ajax Pickering Hospital Re: Single Health Care Corporation for the Region of Durham Morgan Dever appeared before Council on behalf of the Friends of the Ajax Pickering Hospital to provide an overview of the work the organization is involved in. He noted that the group would like Council to consider supporting the investigation of amalgamating the Rouge Valley Health System and the Lakeridge Health Corporation for all Durham Region municipalities into a single hospital corporation. He stated that the Central East Local Health Integration Network required evidence based on. community support in order to investigate the amalgamation of the two systems. 3. Cellular Tower at 2585 Concession Road 6 Greenwood Russ Phillips appeared before Council with respect to the cellular tower located at 2585 Concession Road 6 in Greenwood. He stated that he resides in a heritage home at 2595 Concession 6, being directly in front of the tower. He expressed his concerns with the lack of information provided to him with respect to the tower and felt the process was inadequate. He stated the application contained erroneous information and should not have been allowed. He noted he was seeking compensation for the placement of this tower, explaining it has devalued his property. He noted he has received a 6% reduction in taxes, indicating MPAC has recognized this and requested that the City of Pickering recognize this as well. He also noted his concern with the lack of public input and notification to property owners. A question and answer period ensued. 4. Restrictive Covenant on 523 Park Crescent Ethel Cecchetto, 523 Park Crescent appeared before Council with respect to a restrictive covenant on her property which only allows for a 9 meter height where zoning in the immediate area permits a maximum height of 12 meters. She explained that the proposed plans would not restrict views and would allow for more open space. She asked that Council remove the restrictive covenant in order to increase the height restriction to coincide with surrounding properties. A question and answer period ensued. 5. Taxicab Fare Increase a) Glenn Campbell appeared before Council on behalf of taxi cab drivers. requesting a raise in fares to offset the HST. He indicated that the Town of Whitby had added the increase to their meters and the City of Oshawa was reviewing this 4 i i City o¢ Council Meeting Minutes Monday, July 12, 2010 PICU 7:30 PM Council Chambers increase in September. The Town of Ajax has already added this, and he urged the City of Pickering to do the same as soon as possible. A question and answer period ensued. b) Surinder Kumar appeared before Council on behalf of the public and in opposition to the increase in taxicab fares at this time. He explained the effect of the HST on the community as well as the drivers, indicating customers have already suffered through a recession, many are on fixed incomes and felt it would be wrong to ask them to pay more. He felt this should be reviewed over the next year taking into consideration the state of the economy. A question and answer period ensued. c) Kewal (Kevin) Manocha appeared before Council in opposition to the proposed taxicab fare increase. He noted in the past when rate increases were requested, they were given and noted that they were sufficient for the time being. He also stated that customers have felt the effects of the recession and noted that it was not fair to ask them to pay more at this time. 6. York-Durham Sewer System Peter Rodrigues appeared before Council and indicated his surprise with the Mayor's statement regarding the settlement with York Region. He noted that no one in the community wants to proceed with the sewer system being in their community. He noted his concern with the lack of information regarding the litigation matter with York Region and the terms of settlement. 7. Restrictive Covenant on 523 Park Crescent David Stone appeared before Council on behalf of residents who reside in the Park Crescent, Marksbury neighbourhood of Fairport Beach. He noted their concerns with the short notice regarding the proposed plans for 523 Park Crescent, noting they were unaware of the application. He noted this was an eclectic subdivision of low rise homes generally 8 or 9 meters in height. He also indicated that the newest home built at 509 Marksbury Road was limited to 9 meters, but could have been built at 12, and stated it would be unfair to 509 Marksbury Road if this covenant was lifted. He also noted that once the grading is done the house would be another meter in height which would affect neighbor views and would be inconsistent with the neighbourhood. He urged Council not to remove the restrictive covenant and to defer a decision until area residents had been given an opportunity to comment. A question and answer period ensued. 5 I Cal Council Meeting Minutes _ Monday, July 12, 2010 7:30 PM Council Chambers 06 8. Southeast Collector Sewer Rick Nicolussi appeared before Council noting that his delegation was no longer relevant in light of the Mayor's earlier statement. He reiterated the comments made by Peter Rodrigues and referred to the Mayor's Town Hall meeting where the Mayor indicated he may be releasing information. He noted that to tell a community nothing is wrong and stated that Council needs to be more open and transparent to enable the residents to be more involved. 9. York Region Odour Control Facility Betty Burkholder appeared before Council with respect to the York Region Odour Control Facility, noting her delegation was redundant in light of the Mayor's earlier statement. She did indicate the rank odours emanating from the existing facility which she had driven by this evening. She noted there had been no answers to their questions yet and also expressed concerns with the health issues. She questioned where do we go from here. (V) CORRESPONDENCE 1. CORR. 49-10 ETHEL CECCHETTO GLEN EDEN DEVELOPMENTS 50 Nashdene Road, Unit 105 Scarborough, ON M1V 5J2 Resolution #123/10 Moved by Councillor O'Connell Seconded by Councillor Dickerson That CORR. 49-10 from Ethel Cecchetto, Glen Eden Developments, requesting Council remove the 9 meter height restrictive covenant off the title for 523 Park Crescent, Pickering be denied. CARRIED UNANIMOUSLY ON A RECORDED VOTE 2. CORR. 50-10 ANGELA SHARBOT, CLERK TOWN OF ATIKOKAN Box 1330 Atikokan. On POT 1 CO 6 City 00 Council Meeting Minutes Monday, July 12, 2010 7:30 PM Council Chambers 07 Resolution #124/10 Moved by Councillor Dickerson Seconded by Councillor O'Connell That CORR. 50-10 from Angela Sharbot, Clerk, Town of Atikokan seeking support of a resolution requesting the Minister of Transportation to review the Off-Roads Vehicle Act to include Utility Vehicles (UTVs) be received for information. CARRIED 3. CORR. 51-10 WALTER DONALDSON & YVONNE BOSCH FRIENDS OF THE AJAX PICKERING HOSPITAL 5 Kirkham Drive, Aiax, ON L1 S 51-1 Resolution #125/10 Moved by Councillor Dickerson Seconded by Councillor O'Connell That CORR. 51-10 from Walter Donaldson & Yvonne Bosch, Co-Chairs, Friends of the Ajax Pickering, Hospital, seeking Council's support of a motion to request the Central East Local Health Integration Network to explore the possibility of a single hospital corporation for all communities in Durham Region be received for information. CARRIED 4. CORR. 52-10 CAROLYN DOWNS, CITY CLERK CITY OF KINGSTON 216 Ontario Street, Kingston, ON K7L 2Z3 Resolution #126/10 Moved by Councillor Dickerson Seconded by Councillor Littley That CORR. 52-10 from Carolyn Downs, City Clerk City of Kingston, seeking Council support with respect to a resolution passed at a meeting held on June 15, 2010 asking the Federal Government to reconsider its position and not close the 7 Cif Council Meeting Minutes Monday, July 12, 2010 7:30 PM 08 Council Chambers prison farms in Kingston and that a moratorium on the prison farm closures be put into place until a full public review of this decision takes place be supported. CARRIED 5. CORR. 53-10 J. W. TIERNAY, EXECUTIVE DIRECTOR ONTARIO GOOD ROADS ASSOCIATION 6355 Kennedy Rd., Unit 2 Mississauga, ON L5T 21-5 Resolution #127/10 Moved by Councillor Pickles Seconded by Councillor Dickerson That CORR. 53-10 from J.W. Tiernay, Executive Director, Ontario Good Roads Association seeking contributions from municipalities into a MMS Litigation Fund to . assist in fighting an application to have the Minimum Maintenance Standards declared null and void be received for information. CARRIED 6. CORR. 54-10 M. TOFT CITY CLERK'S OFFICE CITY OF TORONTO 100 Queen Street West City Hall, 12th Floor, West Toronto; ON M51-1 2N2 Resolution #128/10 Moved by Councillor O'Connell Seconded by Councillor Littley That CORR. 54-10 received from M. Toft, on behalf of the City Clerk, City of Toronto, regarding their request for the Ontario Government to amend the governance of Metrolinx to make it open, transparent and accountable to the public be endorsed. CARRIED UNANIMOUSLY ON A RECORDED VOTE 8 City o~ _ Council Meeting Minutes Monday, July 12, 2010 7:30 PM Council Chambers p c) 7. CORR. 55-10 ANNE GREENTREE, DEPUTY CLERK MUNICIPALITY OF CLARINGTON 40 Temperance Street, Bowmanville, ON L1C 3A6 Resolution #129/10 Moved by Councillor Littley Seconded by Councillor Johnson That CORR. 55-10 from Anne Greentree, Deputy Clerk, Municipality of Clarington, with respect to a resolution passed at their meeting held on June 14, 2010 regarding their request for the Government of Ontario to provide equitable and appropriate funding for mandated services provided by the Durham Children's Aid Society be endorsed. CARRIED 8. CORR. 56-10 ROGER ANDERSON REGIONAL CHAIR AND CEO REGIONAL MUNICIPALITY OF DURHAM 605 Rossland Road East Whitby, ON L1 N 6A3 t Resolution #130/10 Moved by Councillor McLean Seconded by Councillor Dickerson That CORR. 56-10 from Roger Anderson, Regional Chair, Region of Durham offering their congratulations for the board.and staff at Veridian on being selected by Natural Resources Canada as the 2010 Energy Star Utility of the Year be received for information. CARRIED 9. CORR. 57 -10 ANDREA ARMSTRONG CROHN'S AND COLITIS FOUNDATION OF CANADA 640 Trillium Dr., Box 2488 Kitchener, ON N2H 6M3 91 City 70 Council Meeting Minutes Monday, July 12, 2010 7:30 PM 10 Council Chambers Resolution #131/10 Moved by Councillor Johnson Seconded by Councillor Littley Letter received from Andrea Armstrong requesting the City of Pickering proclaim September 16, 2010 as National Family Dinner Night be declared. CARRIED (VI) COMMITTEE REPORTS a) REPORT PD 2010-01 OF THE JOINT PLANNING & DEVELOPMENT AND EXECUTIVE COMMITTEE 1. Director, Planning & Development Report PD 21-10 Pickering Official Plan Review Status Update; and, Request for Proposals for an Environmental and Countryside Conformity Amendment COUNCIL DECISION That Report PD 21-10 of the Director, Planning & Development, providing a status update on the Pickering Official Plan Review Program and advising of the release of Request for Proposal RFP-6-2010 to engage consultants to undertake the Environment and Countryside Conformity Amendment for the Official Plan Review Program, be received for information. '2. Director, Planning & Development Report PD 22-10 Draft Plan of Subdivision SP-2009-15 Zoning By-law Amendment Application A 17/09 Ontario Realty Corporation Part of Lot 18, Concession 3 City of Pickering COUNCIL DECISION 1. That Draft Plan of Subdivision SP-2009-15 submitted by Ontario Realty Corporation, to permit a plan of subdivision to create one school block on lands being on Part of Lot 18 Concession 3, be endorsed; 10 Council Meeting Minutes Monday, July 12, 2010 7:30 PM Council Chambers 11 2. That the proposed conditions of draft plan approval of subdivision to implement Draft Plan of Subdivision SP-2009-15 as set out in Appendix I to Report PD 22-10, be endorsed; 3. That Zoning By-law Amendment Application A 17/09 submitted by Ontario Realty Corporation, to amend the zoning of the subject property to implement Draft Plan of Subdivision SP-2009-15 for one school block, as outlined in Appendix II to Report PD 22-10, be endorsed; and, 4. Further, that the draft zoning by-law to implement Zoning By-law Amendment Application A 17/09, as set out in Appendix II to Report PD 22-10, be forwarded to City Council for enactment. 3. Director, Planning & Development, Report PD 24-10 Proposed Wireless Cell Tower Installation TM Mobile Inc. (Telus) Lease of City lands located on unopened Road Allowance - Sideline 16 (North side of Old Taunton Road, East of Brock Road) Duffin Heights Neighbourhood City of Pickering COUNCIL DECISION 1. That Report PD 24-10 of the Director, Planning & Development be received; 2. That the Mayor and the Clerk be authorized to execute a lease agreement with TM Mobile Inc. (Telus) substantially on the terms set out in this Report, and to the satisfaction of the Director, Corporate Services & Treasurer and the Solicitor for the City; 3. That the Director, Planning & Development be authorized to provide Industry Canada with a letter of support for this Cell Tower installation, located on unopened road allowance (Sideline16) on the north side of Old Taunton Road, east of Brock Road, following execution of a lease agreement; and, 4. Further, that the appropriate officials of the City of Pickering be authorized to give effect thereto. 11 City 00 _ Council Meeting Minutes Monday, July 12, 2010 7:30 PM Council Chambers 12 4. Director, Planning & Development, Report PD 25-1-0 Pickering Parkway Realignment, Improvement and Signalization OPB Realty Inc. (Pickering Town Centre) 1340 Pickering Parkway Part of Lot 21 & 22, Concession 1 City of Pickering COUNCIL DECISION 1. That Report PD 25-10 of the Director, Planning & Development be received; 2. That Council authorize the appropriate City officials to enter into a development agreement with OPB Realty Inc. satisfactory to the Director, Planning & Development and the Director, Corporate Services and Treasurer respecting the realignment, improvement and signalization of Pickering Parkway from Liverpool Road to the existing entrance on the south side of the Pickering Town Centre lands (in front of the Bay entrance); 3. Further, that the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. b) EXECUTIVE REPORTS 1. Chief Administrative Officer's Report, CAO 17-10 Animal Services Emergency Response Plan COUNCIL DECISION 1. That the Animal Services Emergency. Response Plan be endorsed by Council 2. That the Animal Services Emergency Response Plan be incorporated into the City's Community Emergency Management Plan. 2. Director, Corporate Services & Treasurer, Report.CS 29-10 Duffin Heights Neighbourhood -Cost Sharing Agreement Stormwater Management Facility #4 COUNCIL DECISION 1. That Report CS 29-10 of the Director Corporate Services & Treasurer be received; 12 Cicy o¢~ Council Meeting Minutes 3 Monday, July 12, 2010 7:30 PM Council Chambers 13 2. That the Mayor and the City Clerk be authorized to enter into the Cost Sharing Agreement (CSA), as may be amended from time to time, with the Duffin Heights Landowners Group respecting the provision of infrastructure in the Duffin Heights Neighbourhood, essentially in the form attached hereto and acceptable to the Chief Administrative Officer, the Director, Corporate Services & Treasurer and the Director, Planning & Development, subject to the following item being addressed to the City's satisfaction; a) specific reference to Section 11.17 (p)(iii) of the City's Official Plan for Duffin Heights within the CSA so that Non-Participating Owners are entitled to obtain clearance from the Trustee upon payment of their proportionate share of the costs under the CSA. 3. That the Director, Corporate Services & Treasurer be authorized to make any changes to the agreement, as may be amended, or subsequent agreements, to protect the financial interests of the City and to sign any subsequent agreements including amendments; 4. That the Clerk forward a copy of Report CS 29-10 to each member of the Duffin Heights Landowners Group and the Trustee for information; and, 5. That the appropriate officials of the City of Pickering be authorized to take any necessary actions to give effect thereto. Resolution #132/10 Moved by Councillor Pickles Seconded by Councillor Johnson That the Report of the Joint Planning & Development and Executive Committee 2010- 01, dated July 5, 2010, be adopted. CARRIED (VII) NEW AND UNFINISHED BUSINESS 1. Chief Administrative Officer's Report, CAO 14-10 Requested Taxicab Fare Increase to Offset Harmonized Sales Tax Resolution #133/10 Moved by Councillor O'Connell Seconded by Councillor Dickerson 13 i City Council Meeting Minutes _ Monday, July 12, 2010 MCXE 7:30 PM 1 4 Council Chambers That the request by the Taxicab industry to increase taxicab fares to offset the impact of the Harmonized Sales Tax be denied. CARRIED 2. Director, Planning & Development, Report PD 26-10 Proposal for Consultant Services for the Environment & Countryside Conformity Amendment (Addendum to Report Number PD 21-10) Official Plan Review Resolution #134/10 Moved by Councillor Pickles Seconded by Councillor Littley 1. That the Report PD 26-10 of the Director, Planning & Development regarding Request for Proposal RFP-6-2010 for consultant services to undertake the Environment and Countryside Conformity Amendment to the Pickering Official Plan be received; 2. That in response to the City's Request for Proposal RFP-6-2010, the proposal submitted by Macaulay Shiomi Howson Ltd. and Natural Resource Solutions Inc., dated June 10, 2010, in the amount of $134,424.80 (HST included), and net cost of $121,053.70, be accepted; 3. That the Council authorize the Director, Corporate Services & Treasurer to finance the consulting costs of $121,054 for the Environment and Countryside Conformity Amendment as follows: a) that the sum of $82,194 as approved in 2008 and 2010 Current Budget be funded from the Development Charges Reserve Fund; b) that the sum of $15,055 as approved in the 2008 Current Budget be funded from the Continuing Studies Reserve; and c) that the sum of $23,805 as approved in the 2010 Current Budget be funded from property taxes; 4. Further, that the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. CARRIED 14 City o¢ _ Council Meeting Minutes Monday, July 12, 2010 7:30 PM Council Chambers 15 3. Director, Operations & Emergency Services, Report OES 17-10 Tender T-11-2010 Full Depth Asphalt Removal and Replacement on William Street and Sixth Concession Road and Asphalt Overlay on Sideline 4 Discussion ensued with respect to the issue of speed humps with questions arising regarding the public consultation process. Staff provided information in relation to this inquiry. Resolution # 135/10 Moved by Councillor Johnson Seconded by Councillor. Pickles 1. That Report OES 17-10 of the Director, Operations & Emergency Services regarding the tender for Full Depth Asphalt Removal and Replacement on William Street, and Sixth Concession Road and Asphalt Overlay on Sideline 4 be received; 2. That Tender T-11-2010 submitted by Four Seasons Site Development Limited at a cost of $407,408.51 (HST included) and a net cost of $366,883.98 be accepted; 3. That the total gross project cost of $454,304 (HST included) including the tender amount and other associated costs, and the total net project cost of $409,115 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) that the sum of $95,400 to be funded from the Move Ontario Tax Grant, as provided for in the 2010 approved Roads Capital Budget for William Street; b) that the sum of $100,000 to be funded from the Federal Gas Tax Grant as provided for in the 2010 approved Roads Capital Budget for Sixth Concession Road be increased to $175,740; c) that the sum of $100,000 as provided for in the 2010 approved Roads Capital Budget for Sideline 4 to be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed ten (10) years, at a rate to be determined; 15 City o¢ Council Meeting Minutes _ Monday, July 12, 2010 7:30 PM Council Chambers 16 d) that the balance of $37,975 for Sideline 4 be funded from excess funds raised from debenture issue for Sideline 4 Road Reconstruction - Phase 1 in the amount of $29,620 and Development Charges Reserve Fund in the amount of $8,355; e) that the annual repayment charges in the amount of approximately $12,950 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; f) 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; g) 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 appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. CARRIED 4. Director, Operations & Emergency Services, Report OES 18-10 Tender for Asphalt and Concrete Repairs -Tender T-4-2010 A question and answer. period ensued. Resolution #136/10 Moved by Councillor Dickerson Seconded by Councillor Johnson 1. That Report OES-18-10 of the Director, Operations & Emergency Services regarding Tender For Asphalt and Concrete Repairs be received; 2. That Tender T-4-2010 submitted by Aloia Bros. Concrete Contractors Ltd. for Asphalt and Concrete Repairs at a cost of $386,998.33(HST included) be accepted; 16 Council Meeting Minutes vi'fF3lt- A Monday, July 12, 2010 7:30 PM Council Chambers 17 3. That the total gross project cost of $407,903 (HST included) including the tender amount and other associated costs and the total net project cost of $367,329 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $24,872, as provided for in the 2010 approved Capital Budget for Sidewalk - Bayly Street be funded from the Federal Gas Tax Grant; b) the sum of $16,427, being amount carried forward from the 2005 approved Capital Budget for External Subdivision Works-Finch Avenue, be funded from Development Charges.Reserve Fund in the amount of $8,213 and Development Charges City's Share. Reserve in the amount of $8,214; c) the sum of $100,000 as provided for in the 2010 approved Current Budget for Roads - Maintenance Asphalt & Concrete Repair Program be funded from property taxes; d) the additional funds required for the Roads-Maintenance Asphalt & Concrete Repair Program in the amount of $76,244 be funded from the Federal Gas Tax Grant; e) the sum of $10,176 as provided for in the 2010 approved Current Budget for Development Control-Road Maintenance Asphalt & Concrete Works be funded from property taxes; f) the sum of $139,610 for the Transit Bus Pads be funded by the- Durham Region Transit; 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. CARRIED (VIII) BY-LAWS 7070/10 Being a by-law to appoint By-law Enforcement Officers for the purpose of enforcing parking restrictions on private property. 7071/10 Being a by-law to dedicate Blocks 37 and 38, Plan 40M-1936, Pickering, as public highways. 17 City Council Meeting Minutes ' Monday, July 12, 2010 PICKERNG 7:30 PM Council Chambers 18 7072/10 Being a by-law to dedicate that part of Lot 4, Plan 282, Pickering, being Part 42, an 40R-25121 as public highway (Rockwood Drive). 7074/10 Being a by-law to amend Restricted Area (Zoning) By-law 3037 to implement the Pickering Official Plan in Part of Lot 18, Concession 3, City of Pickering (A17/09, SP-2009-15). 7075/10 Being a by-law to authorize the issuance of debentures in the amount of $100,000 for the Asphalt Overlay on Sideline 4 in the City of Pickering. 7076/10 Being a by-law to amend Restricted Area Zoning By-law 3037, as amended, to implement the. Official Plan of the City of Pickering in the Region of Durham Part of Lot 4, Concession 6, City of Pickering. (A 33/05, OPA 05-04/P; OPA 2008- 001/D). THIRD READING: Councillor Pickles, seconded by Councillor Johnson moved that By-law Numbers 7070/10 to 7076/10, be adopted, save and except By-law No. 7073/10 and the said by-laws be now read a third time and passed and that the Mayor and Clerk sign the same and the seal of the Corporation be affixed thereto. CARRIED 7073/10 Being a by-law to amend Restricted Area (Zoning) By-law 2511, as amended, to implement the Official Plan of the City of Pickering, Region of Durham in Plan 350 Part of Lot 44 in the City of Pickering (A 20/09) CARRIED ON A RECORDED VOTE AS FOLLOWS: YES NO Councillor Dickerson Councillor Littley Councillor Johnson Councillor O'Connell Councillor McLean Mayor Ryan Councillor Pickles Moved by Councillor Dickerson Seconded by Councillor McLean 18 City o¢ _ Council Meeting Minutes Monday, July 12, 2010 PPICKE 7:30 PM Council Chambers 19 That the rules of procedure be suspended in order to hear the presentation of Keith Falconer, Chair of PESCA. CARRIED ON A 2/3 MAJORITY VOTE Keith Falconer appeared before Council on behalf of PESCA to present a cheque in the amount of $5,000.00 for the City of Pickering's Bicentennial celebrations. (IX) OTHER BUSINESS Moved by Councillor Littley Seconded by Councillor Pickles That the rules of procedure be suspended in order to introduce a motion with respect to requesting staff to.prepare a report regarding the inclusion of the Altona Forest to the Greenbelt Area. CARRIED ON A 2/3 MAJORITY VOTE Resolution #137/10 Moved by Councillor Littley Seconded by Councillor Pickles That staff prepare a report regarding the inclusion of the Altona Forest to the Greenbelt Area outlining the merits of expanding the Greenbelt. CARRIED 1) The.Chief Administrative Officer was asked to action the following; a) Councillor McLean questioned the costs involved in the creation of the Butterfly Park at David Farr Memorial Park. b) Councillor McLean questioned the internal process involved when receiving correspondence relating to the recognition of City staff and suggested this become part of a City Policy. 2) Councillor Johnson gave notice of his intention to bring forward a Notice of Motion at the September Council meeting with respect to the Ward Boundary Revisions for the 2014 Municipal Election. 19 City Council Meeting Minutes ' Monday, July 12, 2010 7:30 PM 20 Council Chambers - (X) CONFIDENTIAL MATTERS In accordance with Procedural By-law 6746/07 and the provisions of the Municipal Act, an In Camera meeting of Council was held prior to the regularly scheduled meeting. Resolution #138/10 Moved by Councillor Dickerson Seconded by Councillor Johnson That Council go In Camera in accordance with the provisions of the Municipal Act for the purpose of dealing with matters relating to a proposed or pending acquisition or disposition of land by the municipality. CARRIED 1. Chief Administrative Officer's Report CAO 19-10 Disposition of City-Owned Lands in Duffin Heights -Request from Cougs (Tillings) Ltd. And Lebovic Enterprises Limited -Road known~as Township Road, being Part Lot 20, Concession 3 Pickering designated as Parts 5 and 6, Plan 40R-25832 Moved by Councillor Johnson Seconded by Councillor Littley i Refer to the In Camera minutes for further. information. [City Clerk has custody and control of the In Camera minutes.] Moved by Councillor Johnson Seconded by Councillor Dickerson That the recommendations as contained in Confidential CAO Report CAO 19-10 be adopted. CARRIED IN AN OPEN SESSION OF COUNCIL (XI) CONFIRMATION BY-LAW By-law Number #7077/10 20 City Council Meeting Minutes Monday,, July 12, 2010 PICKE 7:30 PM Council Chambers .21 Councillor Johnson, seconded by Councillor Dickerson, moved for leave to introduce a By-law of the City of Pickering to confirm those proceedings of the Council of The Corporation of the City of Pickering at its Regular Meeting of July 12, 2010. CARRIED (XII) ADJOURNMENT Moved by Councillor Johnson Seconded by Councillor O'Connell That the meeting be adjourned at 10:20 pm. CARRIED DATED this 12th day of July, 2010 MAYOR DAVID RYAN DEBBIE SHIELDS CITY CLERK 21, Caq 01 ~ Special Council Meeting Minutes Tuesday, September 7, 2010 PICKIEREMG 7:15 pm 2 2 Main Committee Room PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R.Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: D. Shields - City Clerk (1) DISCLOSURE OF INTEREST No disclosures of interest were noted. Resolution # 139/10 Moved by Councillor Dickerson Seconded by Councillor O'Connell That Council move In Camera in accordance with the provisions of the Municipal Act and Procedural By-law 6746/07. CARRIED (II) CONFIDENTIAL MATTERS a) Confidential Verbal Update Re: Personnel Matter General discussion ensued on this matter. Refer to the In Camera minutes of September 7, 2010 under the custody and control of the City Clerk. 1 CAW Special Council Meeting Minutes Tuesday, September 7, 2010 7:15 pm Main Committee Room 23 (111) CONFIRMATION BY-LAW By-law Number 7078/10 Councillor McLean, seconded by Councillor O'Connell moved for leave to introduce a By-law of the City of Pickering to confirm those proceedings of the Council of The Corporation of the City of Pickering at its Special (in Camera) Meeting and Special Meeting of Council of September 7, 2010. CARRIED (IV) ADJOURNMENT The Meeting adjourned at 7: 25 pm. DATED this 7th day of September, 2010 MAYOR DAVID RYAN DEBBIE SHIELDS CITY CLERK 2 I, I` l City Joint Planning & Development and Executive Committee Meeting Minutes Tuesday, September 7, 2010 7:30 pm - Council Chambers 24 Chair: Councillor Dickerson PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T. Prevedel - Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development T. Melymuk - Director, Office of Sustainability G. Paterson - Director, Corporate Services & Treasurer C. Rose - Manager, Policy M. Wouters - Manager, Development, Review & Urban Design R. Pym - Principal Planner, Development Review 1. James - Planner II D. Shields - City Clerk L. Harker - Coordinator, Records & Elections (1) DISCLOSURE OF INTEREST No disclosures of interest were noted. (II) DELEGATIONS John Mutton appeared before the Committee in support of the Fair Wage Policy, Report CS 30-10. Mr. Mutton advised the Committee that Mr. Dorgan and Mr. Cochrane were also supporting a Fair Wage Policy but could not attend this evenings meeting. He noted that they would all be available to answer questions at the September 13, 2010 Council meeting. Mr. Mutton respectfully requested that the Committee support and approve Recommendation 2 to Report CS 30- 10. 1 Joint Planning & Development and Executive Committee Meeting Minutes PICKE Tuesday, September 7, 2010 7:30 pm - Council Chambers Chair: Councillor Dickerson 2 5 (III) PART `A' - PLANNING & DEVELOPMENT REPORTS 1. Director, Planning & Development Report PD 27 -10 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 David Brand, a representative for Chieftan Developments Inc., appeared before the Committee in support of Report PD 27-10. Mr. Brand advised the Committee that the Board was still reviewing some technical issues with the site. Mr. Brand questioned whether the City would be able to approve the by-law but, place language in the by-law to allow for the repeal of the by-law if the School Board decided not to use the site. He noted that the School Board would be meeting on September 20th to discuss the application. Sylvie Landry, 989 Rambleberry Avenue, a Trustee for the Conseil scolaire de district du Centre-Sud-Ouest, appeared before the Committee in support of Report PD 27-10. Ms. Landry has been working towards this school for some time now and wants to reiterate that the school board is in support of this school. A question and answer period ensued. Committee sought clarification from staff on whether Mr. Brands request to repeal the zoning by-law, if required, could be done once Council has approved it. The Director, Planning and Development noted that staff would investigate the process and report back at the Council Meeting on September 13, 2010. RECOMMENDATION Moved by Councillor McLean Seconded by Councillor Littley 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 2 Cirq 04 Joint Planning & Development and 1- Executive Committee Meeting Minutes -al N-12 Tuesday, September 7, 2010 7:30 pm - Council Chambers 26 Chair: Councillor Dickerson 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. CARRIED 2. Director, Planning & Development, Report PD 28-10 Growth Strategy Program Pickering Official Plan Review A question and answer period ensued. RECOMMENDATION Moved by Councillor Johnson Seconded'by Councillor O'Connell 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. CARRIED Councillor Littley was not in attendance for the vote on Report PD 28-10. 3. Director, Planning & Development, Report PD 29-10 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 Stephen Fagyas, Commercial Focus Advisory Services, appeared before the Committee in support of Report PD 29-10. Mr. Fagyas advised the Committee that they have been working collaboratively with the City's Planning & Development staff but have not had the same success with the Conservation 3 Call Joint Planning & Development and *m ~el~l Executive Committee Meeting Minutes Tuesday, September 7, 2010 7:30 pm - Council Chambers Chair: Councillor Dickerson 27 Authority, who have not yet provided a Terms of Reference and keep putting up road blocks to the process. Irene Takeda, 1622 Rayleen Crescent, appeared before the Committee in opposition to Report PD 29-10. Ms. Takeda noted her concerns with the additional traffic to the area this application would create. She noted that her street continually has problems with parking issues that the mosque is creating. Ms. Takeda feels that the development of this property will not alleviate current parking issues but will make them worse. Khan Muhammad Amir, 2392 Annanwood Drive, appeared before the Committee in support of this application as he believes it will bring more jobs to the City. Joshi Vijay, 1665 Avonmore Square, appeared.before the Committee in support of this application as it will bring more jobs to the City. Mr. Vijay provided some suggestions to ease the traffic congestion in this area. A question and answer period ensued which focused primarily on the parking and traffic issues in the area. RECOMMENDATION Moved by Councillor Littley .Seconded by Councillor O'Connell 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. CARRIED 4. Director, Planning & Development, Report PD 30-10 Cougs (Valleyfarm) Ltd. Plan of Subdivision 40M-2089 Final Assumption of Plan of Subdivision 4 Citq 0~ Joint Planning & Development and Vfl- Executive Committee Meeting Minutes Tuesday, September 7, 2010 7:30 pm - Council Chambers 28 Chair: Councillor Dickerson RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor Littley 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. CARRIED Mayor Ryan left the meeting at 10:00 pm. The Committee recessed at 10:00 pm and reconvened at 10:10 pm. (IV) PART `B' EXECUTIVE COMMITTEE REPORTS 1. Director, Office of Sustainability, Report OS 02-10 Partners for Climate Protection Program -Status Update RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor McLean 1. That Council receive Report OS 02-10 providing an update on the City's Partners for Climate Protection Program; 5 Call oo Joint Planning & Development and Executive Committee Meeting Minutes PICKE Tuesday, September 7, 2010 7:30 pm - Council Chambers Chair: Councillor Dickerson 29 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 3. That a copy of this Report be forwarded to the Federation of Canadian Municipalities' Partners for Climate Protection Office. CARRIED 2. Director, Operations & Emergency Services, Report OES 19-10 Tender for Dunmoore Tennis Court Reconstruction RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor McLean 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; 6 Croy o~ Joint Planning & Development and Executive Committee Meeting Minutes PIG(E Tuesday, September 7, 2010 7:30 pm - Council Chambers 30 Chair: Councillor Dickerson 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; 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. CARRIED 3. Director, Operations & Emergency Services, Report OES 20-10 Creative Outdoor Advertising (COA) -Extension of Recycling Bin Agreement RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor McLean 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. CARRIED 4. Director, Operations & Emergency Services, Report OES 21-10 Roof Replacement - Pickering Public Library -Tender No. T-16-2010 7 Cyr o~ _ Joint Planning & Development and Executive Committee Meeting Minutes PIG(E Tuesday, September 7, 2010 7:30 pm'- Council Chambers Chair: Councillor Dickerson 31 RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor McLean 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. CARRIED 5. Director, Operations & Emergency Services, Report OES 23-10 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 Moved by Councillor McLean Seconded by Councillor O'Connell 8 Joint Planning & Development and erera a_. I~ Executive Committee Meeting Minutes Tuesday, September 7, 2010 32 7:30 pm - Council Chambers Chair: Councillor Dickerson 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 7018110 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. REFERRED LATER IN THE MEETING (See following motion) That Report OES 23-10 be referred back to staff for further investigation. CARRIED 6. Director, Operations & Emergency Services, Report OES 24-10 Request for Proposal No. RFP-8-2010 - Consulting Services for a Feasibility Study and - Municipal Class Environmental Assessment for - Pickerinq Operations Centre RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor Pickles 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 9 Joint Planning & Development and Executive Committee Meeting Minutes PICKE Tuesday, September 7, 2010 7:30 pm - Council Chambers Chair: Councillor Dickerson 3 3 5. That the appropriate officials be authorized to take the necessary actions to give effect thereto. CARRIED 7. Director, Corporate Services & Treasurer, Report CS 30-10 Fair Wage Policy A question and answer period ensued. RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Johnson 1. 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 incompliance 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. REFERRED LATER IN THE MEETING (See following motion) 10 Cal: Joint Planning & Development and °_Executive Committee Meeting Minutes Tuesday, September 7, 2010 7:30 pm - Council Chambers 34 Chair: Councillor Dickerson Moved by Councillor McLean Seconded by Councillor Littley That Report CS 30-10 be referred back to staff for further investigation. CARRIED 8. Director, Corporate Services & Treasurer, Report CS 31-10 Formal Quotations - Quarterly Report for Information RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor O'Connell That Report CS 31-10 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for Information be received for information. CARRIED 9. Director, Corporate Services & Treasurer, Report CS 33-10 Tender/Contract Approval -Councils' Summer Recess RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor O'Connell 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, 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. CARRIED ' 11 Carr o0 _ Joint Planning & Development and ,Ijl~l Executive Committee Meeting Minutes Tuesday, September 7, 2010 7:30 pm - Council Chambers Chair: Councillor Dickerson 35 10. Director, Corporate Services & Treasurer, Report CS 35-10 Cash Position Report as at June 30, 2010 RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor O'Connell That Report CS 35-10 from the Director, Corporate Services & Treasurer be received for information. CARRIED 11. Director, Corporate Services & Treasurer, Report CS 36-10 Section 357/358 of the Municipal Act - Adjustment to Taxes RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor O'Connell 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. CARRIED 12. Director, Corporate Services & Treasurer, Report CS 37-10 2010 Assessment Appeals RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor O'Connell 1. That Report CS 37-10 of the Director, Corporate Services & Treasurer regarding 2010 assessment appeals be received; 12 Cyr Joint Planning & Development and Executive Committee Meeting Minutes Tuesday, September 7, 2010 3 6 7:30 pm Council Chambers Chair: Councillor Dickerson 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. CARRIED 13. Director, Corporate Services & Treasurer, Report CS 38-10 Municipal Performance Measurement Program - Provincially Mandated Public Report of Performance Measures RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor O'Connell It is recommended that Report CS 38-10 from the Director, Corporate Services & Treasurer be received and forwarded to Council for information. CARRIED (V) OTHER BUSINESS 1. The Chief Administrative Officer was requested to action the following: a) Councillor Pickles requested information from staff regarding the widening of Altona Road by Strouds Lane to explore a pedestrian walkway. Councillor Pickles requested that staff discuss this possibility with TRCA and the Region of Durham and questioned whether an animal crossing was being considered. b) Councillor Pickles expressed his disappointment regarding the demolishin of heritage buildings on Federal lands by the Federal government. He 13 ciar Joint Planning & Development and Executive Committee Meeting Minutes PIO(E Tuesday, September 7., 2010 7:30 pm - Council Chambers Chair: Councillor Dickerson 3 requested staff to continue to keep Council informed with any updates regarding the status of these buildings. c) Due to the receipt of a "petition from residents, Councillor Pickles and Councillor Johnson requested that staff provide an update to Council with regards to the 407 intersection in Greenwood. d) Councillor McLean requested clarification on how York Region determines their notification radius and stated that he was concerned that it was too small. e) Councillor McLean gave notice that he would be bringing forth a Notice of Motion stating that York Region should be advised that the City of Pickering will not be taking any of their fill within the City of Pickering. f) Councillor Johnson requested information on the City's procedures and budget for tree pruning and also requested a status update on the widening of Finch Avenue and placement of sidewalks between Rosefield Road and Valley Farm Road. (VI) ADJOURNMENT The meeting adjourned at 10:30 pm. i 14 Citq O~ 38 PIC ERTNG September 13, 2010 PRESENTATIONS 1. Presentation of Plaque from. Evelyn Smith, Past President Pickering Rotary Club 3 9 PICKERING September 13, 2010 DELEGATIONS 1. Paula Jesty Deloitte & Touche Re: Report CS 32-10 2009 Year End Audit 2, a) Terry Dorgan b) Garth Cochrane c) John Mutton Re: Fair Wage Policy, Report CS 30-10 3. Stephen Reynolds, Division Head, Culture & Recreation Re: City of Pickering Bicentennial Celebration Update 4. Peter Rodrigues Re: York Sewer Settlement city Oo 4 0 DICKERING September 13, 2010 CORRESPONDENCE Pages 1. CORR. 58-10 Motion for Direction MEGAN CRAMER 43-46 COMMUNITY DEVELOPMENT ASSISTANT COMMUNITY DEVELOPMENT COUNCIL DURHAM 134 Commercial Avenue Ajax, ON L1 S 2H5 Letter received from Megan Cramer, Community Development Assistant, Community Development Council Durham, requesting Council support the position of, the Community Development Council Durham to maintain the mandatory long-form Census questionnaire form to avoid the negative impacts which would result from the proposed voluntary National Household Survey in the 2011 Canadian census by eliminating a vital source of reliable data. 2. CORR. 59-10 Motion for Direction DENIS LEMELIN 47-55 NATIONAL PRESIDENT CANADIAN UNION OF POSTAL WORKERS 377 rue Bank Street Ottawa, ON K2 P 1 Y3 Letter received from Denis Lemelin, National President, Canadian Union of Postal Workers seeking Council support by encouraging Canada Post and the government to rethink its policies and practices by passing resolutions protesting service and job cuts at Canada Post, urging the government to consult with people to develop an improved Canadian postal service charter and supporting a socially responsible vision of Canada Post. 3. CORR. 60-10 Motion for Support GARY CARR, REGIONAL CHAIR 56-61 THE REGIONAL MUNICIPALITY OF HALTON 1151 Bronte Road Oakville, ON L6M 31_1 and HEATHER ASLING, LEGISLATIVE ADMINISTRATOR TOWN OF CALEDON 6311 Old Church Road Caledon, ON L7C 1J6 Letters received from the Regional Municipality of Halton and the Town of Caledon seeking support for a motion with respect to a request for the Province to cover all appeal costs to the Ontario Municipal Board for any OMB appeal 4 1 hearings related to Regional and Local Official Plan Amendments passed pursuant to the Places to Grow Act when challenged to defend their decisions. 4. CORR. 61-10 Motion for Support SHEILA RISKE 62 CLIENT SERVICES MANAGER DURHAM HOSPICE 209 Dundas St. East Lower Level Units 1 & 2 Whitby, ON L1 N 71-18 Letter received from Sheila Riske, Client Services Manager, Durham Hospice seeking Council support of the maintenance of the current funding levels for Durham Hospice as well as supporting the Health System Improvement Pre- Proposal for funding the first Residential Hospice in Durham. 5. CORR. 62-10 Motion for Support ANDREA D. FAY, CLERK 63-65 TOWN OF MIDLAND 575 Dominion Avenue Midland, ON L4R 1 R2 Letter received from Andrea D. Fay, Clerk, Town of Midland seeking support of a resolution passed at a meeting held June, 2010 which recommends an amendment of the current legislation of the Residential Tenancies Act to change the period of occupancy from one to two years or to add a one year extension. 6. CORR. 63-10 Receive for Information FRANK SCARPITTI, MAYOR 66 TOWN OF MARKHAM 101 Town Centre Boulevard Markham, ON L3R 9W3 Letter received from Frank Scarpitti, Mayor, Town of Markham, thanking the City of Pickering for their outstanding care in providing animal shelter services during their recent ring work outbreak at OPSCA Newmarket. 7. CORR. 64-10 Motion to Declare a) LISA HARKER, COORDINATOR, 67-75 RECORDS & ELECTIONS b) CUPE ONTARIO c) DURHAM REGION HEALTH DEPARTMENT d) FIRE CHIEF, CITY OF PICKERING e) ONTARIO MULTIFAITH COUNCIL f) CORRECTIONAL SERVICE CANADA Requests have been received from the above for the City of Pickering to make the following proclamations; .42 a) October 17-23, 2010 - Local Government Week b) October 27, 2010 - Child Care Worker & Early Childhood Educator Appreciation Day c) October, 2010 - Walk to School Month October 6, 2010 - International Walk to School Day d) October 3 - 9 - Fire Prevention Week e) October 17-23 - Spiritual and Religious Care Awareness Week November 14-21 - Restorative Justice Week ~I Shields; D6bbie 4 3 From: Shields, Debbie C~~~' Sent:. August 10, 2010 11:14 AM To: ******Mayor; ****"Councillors; Prevedel, Tony Subject: FW: Need to Take Action NOW on Census Attachments: Letter Regarding the Census Long Form - CDCD.doc ORIGINALTO: _ COPS To : From: Megan Cramer [mailto:mcramer@cdcd.org] T Sent: August 4, 20104:43 PM _ 3 to To: Shields, Debbie . Subject: Need to Take Action NOW on Census CO11K µ HL£ Good Afternoon, !Mt~-4 i s rt Po r p i r e ~-Vio ►'l> You may have already heard that the federal government is moving to eliminate the Canada census long form questionnaire and replacing it with a voluntary one. We are asking for your municipalities immediate action! Attached you will find a letter that discusses the implications of eliminating the long-form and what your municipal office can do to prevent this from happening. The federal government acted with no consultations or polls before making this decision, therefore as a community we must stand together and take action to ensure that this motion is reversed immediately. It would be greatly appreciated if this letter could be passed on immediately, to your Mayor and members of council. Your support in this matter is greatly appreciated. Sincerely, Meg Cramer 11c ,"all cr:araacr Community Development Assistant COIIlIT)11111C{' I~C FClnl)IIIC:Il/ C!)unci1Aliham 131 Commercial Ave., Ai~Lx, ON L1 S.2115 P: 905-636-2661 ext. 132 F:905-656-1157 Before printing, please consider the environment The information contained in this email is directed in confidence solely to the person(s) named above and may not be otherwise distributed, copied or disclosed. The message may contain information that is privileged,. confidential and exempt from disclosure under the Municipal Freedom of Information and Protection and . Privacy Act. If you have received this message in error, please notify the sender immediately advising of the error and delete the message without copying. i I ` CDCD August 4th, 2010 COMMUNITY DEVELOPMENT COUNCIL DURHAM 44 City of Pickering One, The Esplanade Pickering, Ontario L IV 6K7 Dear Mayor David Ryan and Members of Council As a social planning council that has served the community in Durham for over 40 years, engaging in a variety of local research and community development initiatives, the Community Development Council of Durham (CDCD) knows first-hand the importance of accurate data and information to our community. Sound data is the basis of sound municipal and community planning allowing organizations, governments and businesses to truly understand trends in their community and plan investments appropriately and accurately. Given this, the CDCD was disappointed by the Federal Government's recent decision to replace the mandatory long-form Census questionnaire with the voluntary National Household Survey (NHS) in the 2011 Canadian census. The impact of this change will be greatly felt by local municipalities, local community organizations and businesses. The long-form questionnaire has been part of the Census for nearly 35 years and is one of the most reliable data sources that Canadian communities have on demographics such as ethnicity, immigrant status, income, education, labour force, housing, and non-paid work. This data is invaluable, providing us with an accurate and detailed picture of our community and allowing for sound and appropriate planning of social services, residential and employment growth, infrastructure development, and business investment. Further, the data provided by the current long-form questionnaire provides quality information to guide community dialogue and citizen engagement on the important social and economic issues that will shape our community in the immediate and distant future. Durham is a diverse, dynamic and rapidly changing community with diverse municipal and community needs. We require accurate information in order to plan appropriately. The Federal Government's proposed alternative to the long-form questionnaire, the National Household Survey (NHS), will simply not be sufficient or accurate enough. This alternative survey will have broad negative impacts on the quality of data captured and must not be viewed as a sound alternative to the mandatory Census. Some examples of these impacts are: • The NHS will likely generate_a lower response rate than the mandatory questionnaire which will greatly affect the reliability of the data when used at the municipal and neighbourhood levels. The respondent profile will be skewed toward those who are more inclined or able to respond to the survey, and will likely result in underrepresentation of marginalized communities that rely on municipal services, such as those in lower socio-economic groups, recent immigrants and the disabled. • There will be a negative impact on other data sources, such as community surveys, that rely on sound census data as a benchmark for comparison and confirmation. • Comparisons with existing data will not be reliable due to the change in methodology, making analysis of trends and benchmarks difficult and unreliable. • Valid and reliable data for smaller levels of geography, such as neighbourhoods, will not be available. All of these negative impacts will have an effect on local planning that relies on sound municipal and neighbourhood data. Simply put, data captured in the current long-form Census questionnaire provides the basis of our understanding of our community and the loss of this sound source of locally relevant data will render planners, organizations, and decision makers blind to the dynamics of our community and will result in uniformed planning and investment. Community Development Council Durham 134 Commercial Avenue Ajax, Ontario, US 2H5 Tel. (905) 686-2661 Fax (905) 686-4157 www.cdcd.org The CDCD is not alone in its concern. The Federation of Canadian Municipalities, the Association of 45 Municipalities of Ontario, the Social Planning Network of Ontario, the Canadian Council (if Social Development, and even the Bank of Canada have all publically expressed their concern over the Government's decision. Perhaps, most poignantly, the National Statistics Council (NSC), which is the senior external advisory body appointed by the Government of Canada to advise the Chief Statistician, has expressed their concern over the Government's changes to the 2011 Census. In a statement released on July 26, 2010, the NSC expressed their concerns about the Government's decision while also recognizing the need to address concerns over confidentiality and intrusiveness. The statement stated that the NSC has concerns about: 1. The inevitable reduction in response rates that will occur with the introduction of a voluntary survey will "likely result in Statistics Canada's not being able to publish robust, detailed information for neighbourhoods, towns or rural areas," This will negatively affect the work done by local municipal governments, community organizations, private firms, health agencies, transportation planners, and school boards who rely on small-area knowledge and data, and; 2. The loss of the mandatory long-form questionnaire will result in the loss of vital benchmark information, especially for the "demographics of population who are difficult to reach or who are less likely to complete the voluntary survey." The loss of reliable benchmark data will affect the reliability. and quality of future voluntary survey research that currently relies on solid Census data to develop weighing and sampling strategies. In addition to the concerns raised, the NSC also recognized the concern that "Canadians not to be overburdened by governments compelling them to respond to onerous or intrusive demands for unnecessary information." The CDCD, while agreeing with the concerns raised by NSC that will result from the loss of the Census long-form questionnaire, also recognizes this point. It is for these reasons that we are supporting the recommendations put forth by the NSC, namely that: 1. The 2011 mandatory long-form questionnaire be reinstated as it is for this cycle; 2. Beginning with the 2016 Census cycle a formal consultation process be initiated that examines the content of the long-form questionnaire, and; 3. The Statistics Canada Act be amended to remove jail time as a possible consequence for not completing the mandatory Census. All of these concerns indicate that the replacement of the current mandatory long-form Census questionnaire with the voluntary National Household Survey, will eliminate a vital source of reliable data and will greatly hinder our community's ability to plan for a vibrant, sustainable and healthy future. With this in mind we are asking: 1. The Council to publically support the position of the CDCD, the National Statistics Council, and many others who have expressed their concern over the Government of Canada's decision. 2. To prepare and release your own statement that outlines the vital role that Census data plays in municipal governance and planning and how the loss of reliable data from the long-form questionnaire will affect our community. 3. That the Council supports the call for a comprehensive community consultation process, beginning with the 2016 Census, that will ensure the necessity and viability of the Census questionnaire, thus improving the quality of data collected and reducing the burden on respondents. 4. That the Council supports the call for the amendment of the Statistics Canada Act to remove jail time as a consequence for not completing the mandatory Census questionnaire. The Community Development Council Durham urges the Council to act on this matter. The loss of such vital information will greatly impact our communities' ability to understand our demographics and the trends that are changing the socioeconomic landscape of Durham and its municipalities. Without this information our ability to plan effectively and efficiently will be hindered and the quality of life in our community will be impacted. This D Community Development Council Durham CDC COMMUNITY DEVELOPMENT 134 COmmePCldl Avenue \ COUNCIL DURHAM Ajax, Ontario, US 2H5 Tel. (905) 686-2661 Fax (905) 686-4157 www.cdcd.org i i must not be allowed to happen. The Government of Canada's decision is short-sited and uniformed. We must act together to protect the interests of our community and the interests of the communities across Canada. Sincerely, 4E Tracey Vaughan-Barrett Executive Director tvauchan@cdcd.org Please send your correspondence to: Stephan Harper - Prime Minister Dalton Mcguinty - Premier of Ontario Tony Clement - Minister for Industry and Statistics Canada Robert Douglas Nicholson - Minister of Justice and Attorney General of Canada Stockwell Day - President of the Treasury Board and Minister for the Asia-Pacific Gateway Mark Holland - Member of Parliament for Ajax-Pickering Dan McTeague - Member of Parliament for Pickering-Scarborough East Colin Carrier - Member of Parliament for Oshawa Jim Flaherty - Member of Parliament for Oshawa-Whitby Bev Oda - Member of Parliament for Durham Michael Ignatieff - Liberal Leader Wayne Smith - Acting Chief Statistician of Canada Ivan P. Fellegi - Chief Statistician Emeritus CDCD Community Development Council Durham - 134 Commercial Avenue COMMUNITY DEVELOPMENT COUNCIL DURHAM Ajax, Ontario, US 2H5 Tel. (905) 686-2661 fax (905) 686-4157 www.cdcd.org CUPW SU 377, rue Bank Street, P Ottawa, Ontario K2P 1Y3 CAO tel./tel. 613 236 7238 fax/telec. 613 5 786i 47 RECEIVED JUL 6 2{10 R ~ v- FILE - D. OITar c n.! j `1 16.. l FOLLOW UP June 28, 2010 J U L i " 5 2 GO COPY MAYOR COUNCIL Dear Chief Administrative O t W DIVISION COUNCIL PKG NCAO MGMT COM Re: The Canadian Postal Service Charter and the Future DIRECTORS CORP SERV OES OFFICE SUST I am writing to follow-up on the federal government's 2008 revi PLAN & DEV which resulted in the establishment of the Canadian Postal Serv ERV AL & LS FIRE CLERK The Charter outlines the federal government's expectations for HUMAN RES reiterates existing policy. For example, there is an expectation o to every address in the country. But the Charter also acknowledges that providing postal services to rural areas is an integral part of universal postal service, which is very important. As well, the Charter includes an expectation that Canada Post will maintain "the moratorium on the closure of rural post offices." While it's a good start, the Charter isn't altogether reasonable. The Canadian Union of Postal Workers (CUPW) believes this document needs to be dramatically improved, especially in relation to the moratorium on rural closures. I have attached a copy of a fact sheet which outlines a number of our concerns. The Canadian Postal Service Charter is up for review every five years. We hope to make the case, over the next few years, for a vastly improved Charter. Canada Post's plans for the future CUPW is also concerned about the course that Canada Post Corporation is charting for the future. Our public post office is the midst of modernizing and reviewing its operations. These initiatives will result in the destruction of jobs in hundreds of communities across the country. Canada Post's modernization plans alone could destroy thousands of positions. The corporation is also planning on privatizing its contact centres and the National Philatelic Centre in Ottawa, Edmonton, Winnipeg, Antigonish and Fredericton. This move threatens to destroy over 300 jobs and erode the quality of this service. As you know, the corporation is also cutting services by eliminating rural mailbox delivery, closing post offices and removing street letterboxes. ORIGINALTO: These service and job cuts undermine communities, especially small Cos Wr4_ communities that are already struggling to preserve local economies. C GS FILE ON Canadian Union of Postal Workers The struggle continues CSC/CTC - FTQ -UNI Syndicat des travailleurs et travailleuses des postes La lutte continue O1 l 0 , 1 or l r .'a -2- 4-8 ~ w....._. A6 'tuts are also indicative of a Canada Post that is increasingly focused on commercial objectivesYrathei' lan'public policy objectives and the public interest. We believe;that;~as a public institution, Canada Post should be taking a less commercial f -.an more socially.-esponsible approach as it transforms our post office for the future. . - We also believe that our public post office should share the benefits of modernization with the`public by preserving and improving public postal service and jobs. At the moment, CanadaTbM intends to use all the productivity gains from its $2.5 billion 71 modernization initiative to cut jobs and save millions annually. From' our perspective, there is no good reason why the management of a public institution such.°as'Cariada; ?ost''shbuld assume all the benefits of modernization. iCUPW is hoping that you will consider encouraging Canada Post and the government to practices by passing two resolutions: ■ One protesting the service and job cuts at Canada Post and urging the government to consult with people to develop an improved Canadian Postal Service Charter. ■ Another endorsing a socially responsible vision of Canada Post, as outlined in the People's Postal Declaration. CUPW would also like to encourage you to submit these resolutions at the next annual meeting of your provincial union, association or federation. I have enclosed the resolutions and a copy of the People's Postal Declaration. Please do not hesitate to call me if you have any questions or concerns. Thank you very much for your ongoing interest in our public postal office and for considering this request. Yours truly, ,~.J2..t.~-ems ' Denis Lemelin National President Encl. C.C. NEC, REC, National Union Representatives, Regional Union Representatives, Specialists. DUR cope 225 Canadian Union of Postal Workers The struggle continues CLC/CTC - FTQ - UNI Syndicat des travailleurs et travailleuses des pontes La futte continue .4- R 49 Resolution on Canadian Postal Service Charter and Cuts to Public Postal Service and Jobs WHEREAS Canada Post plans on cutting thousands of jobs in hundreds of communities across the country by modernizing and reviewing its operations and privatizing philatelic and call centres. WHEREAS Canada Post is also cutting services by eliminating rural mail box delivery, closing post offices, removing street letter boxes and other means. WHEREAS these cuts are indicative of a Canada Post that increasingly puts commercial interests before the public interest. WHEREAS the government's Canadian Postal Service Charter does not adequately protect the public interest or the public nature of our post office, especially when Canada Post is considering cuts to public postal service or privatizing part of its operations (e.g. post offices, call centre, etc.) BE IT RESOLVED THAT the (name of municipality) write a letter to Rob Merrifield, the Minister responsible for Canada Post and ask that he 1) instruct Canada Post to stop cutting public postal service and jobs and start acting like the public service people want it to be 2) consult with the public, municipalities, members of Parliament, postal unions and other major stakeholders to dramatically improve the Canadian Postal Service Charter. MAILING INFORMATION Please send your resolution to: Rob Merrifield, Minister of State for Transport, Place de Ville, Tower C, 29th Floor, 330 Sparks Street, Ottawa, Ontario, K1A ON5. Please send copies of your resolution to: 1. Denis Lemelin, President, Canadian Union of Postal Workers, 377 Bank Street, Ottawa, Ontario, K2P I Y3 2. Your member of Parliament. You can get your MP's name, phone number and address by calling 1-800 463-6868 (at no charge) or going to the Parliament of Canada website: http://www.Darl.gc.ca/common/index.asp?Language=E 3. Hans Cunningham, President, Federation of Canadian Municipalities 24 Clarence Street, Ottawa, Ontario, KIN 5P3 Please consider submitting this resolution at the next annual meeting of your provincial union, association or federation. Thank you. FOR FURTHER INFORMATION Contact George Floresco, 3rd National Vice President, Canadian Union of Postal Workers, 377 Bank Street, Ottawa, Ontario, K2P 1Y3, (613-236-7238 ext 7909) /bk cope 225 50 Resolution on People's Postal Declaration WHEREAS Canada Post is spending $2.5 billion on new plants, vehicles, equipment and other items to modernize our public post office. WHEREAS the corporation is expecting to save millions annually from modernization, largely through productivity gains that pave the way for Canada Post to eliminate thousands of jobs in communities all across the country. WHEREAS. Canada Post is. also making cuts to service by closing post offices, eliminating rural home delivery, removing street letterboxes and other means. WHEREAS the gains flowing from postal modernization could be used to preserve and improve public postal services and jobs. BE IT RESOLVED: That (name of municipality) agrees to sign the People's Postal Declaration which calls on Canada Post 1) to share the benefits of postal modernization with the people who own Canada Post - the public; 2) to pursue more socially responsible objectives as it transforms our post office for the future. MAILING. INFORMATION Please send your resolution and a signed copy of the People's Postal Declaration to Denis Lemelin, President, Canadian Union of Postal Workers, 377 Bank Street, Ottawa, Ontario, K2P I Y3 Please consider submitting this resolution at the next annual meeting of your provincial union, association or federation. Thanks you. FOR FURTHER INFORMATION Contact George Floresco, 3rd National Vice President, Canadian Union of Postal Workers, 377 Bank Street, Ottawa, Ontario, K2P 1Y3, (613-236-7238 ext 7909) /bk cope 225 I iL 51 t Canadian Postal Service Charter Needs Work 0 n Saturday, September 12, Canada Post does not believe the 2009, the federal Conserva- moratorium protects the public tives quietly announced a Canadian nature of post offices. The corpo- Postal Service Charter that outlines ration says each situation will be the government's expectations for "determined on a case-by-case ba- Canada Post in regard to service sis in consultation with the affected standards and other matters. community." The Charter largely reiterates exist- The government needs to tell people ing policy and includes an expecta- if there is an expectation that the tion that Canada Post will maintain post offices and outlets covered by "the moratorium on the closure of the moratorium are to be public rural post offices." offices and not private outlets. The Charter also acknowledges that 2) Consultation period needs to providing postal services to rural extended areas is an,integral part of univer- sal postal service. The Charter says that the govern- ment expects Canada Post to in- While it's a good start, the Charter form people at least one month isn't altogether reasonable. prior to closing, moving or amal- gamating their public post office or 1) Moratorium on closures changing their method of delivery. needs to be clarified The corporation is also expected to explore options that address The government has confirmed that people's concerns. One month is the Charter maintains the existing not enough time. The government moratorium. should dramatically extend the con- sultation period. The moratorium that has been in effect since 1994 protects public 3) Exceptions to moratorium post offices in rural and small need to go one-post-office towns. There are too many exceptions to Unfortunately, it appears that the moratorium. Communities may 52 face post office closures due to re- 6) Canada Post shouldn't tirement, illness, death, fire or ter- report on its own performance mination of lease, etc. The excep- in meeting Charter expectations tions should be removed from the Charter. This job should be given to an inde- pendent Canada Post ombudsper- 4) List of post offices covered son. by the moratorium needs to be publicly posted 7) The public and key stakeholders need to be The list of post offices covered by consulted on the Charter the moratorium has not been made public by Canada Post or the gov- The people who own Canada Post - ernment. This list should be posted the public - were never asked what in a prominent place on Canada a Canadian Postal Service Charter Post's website. should say. The government should consult with the public, their elect- 5) Consultation process needs ed representatives, postal unions to be posted and other major stakeholders to dramatically improve the Canadian The process that is to be followed Postal Service Charter, including when Canada Post closes, moves or developing a reasonable, uniform amalgamates a public post office or and democratic process for making changes the method of delivery has changes to the postal and delivery not been made public by Canada network. Post or the government. This pro- cess should be posted in a promi- Note : This information was compiled on, nent place on Canada Post's web- February 17, 2010. All information con- site. tained herein is accurate. as of this date. CU W•SUP Produced by the Canadian Union of Postal Workers cupe 1979 /cope 225 ® ® Government d du u Gouvernement Canada Canada ant of Canada CanaM 53 a.. CANADIAN-POSTAL s ~~,wyg SERVICE CHARTER- Preamble The Canada Post Corporation was created to provide a standard of postal service that meets the needs of the people of Canada. The Government of Canada is committed to ensuring transparency in how Canada Post provides quality postal services to all Canadians, rural and urban, individuals and businesses, in a secure and financially self-sustaining manner. The Government has therefore established the Canadian Postal Service Charter to describe its expectations regarding Canada Post's service standards and related activities in providing postal services that meet the needs of consumers of postal services in Canada. These expectations are not intended to modify or derogate from Canada Post's obligations as set out in the Canada Post Corporation Actor any other legislation. Universal Service 1. Canada Post will maintain a postal system that allows individuals and businesses in Canada to send and receive mail within Canada and between Canada and elsewhere. Canada Post will provide a service for the collection, transmission and delivery of letters, parcels and publications. 2. The provision of postal services to rural regions of the country is an integral part of Canada Post's universal service. Affordable Rates 3. Canada Post will charge uniform postage rates for letters of similar size and weight, so that letters to Canadian addresses will require the same postage, regardless of the distance to reach the recipient. 4. As required by the Canada Post Corporation Act, Canada Post will charge postage rates that are fair and reasonable and, together with other revenues, are sufficient to cover the costs incurred in its operations. 5. Canada Post will provide advance notice of and publicly advertise proposed pricing changes for regulated letter mail . products and consult with consumers during the rate-setting process. Frequent and Reliable Delivery 6. Canada Post will deliver letters, parcels and publications five days a week (except for statutory holidays) to every Canadian address, except in remote areas where less frequent service may be necessary due to limited access to the community. 7. Canada Post will deliver to every address in Canada. This may be delivery to the door, a community mail box, group mail box, a rural mail box, a postal box, general delivery at the post office or delivery to a central point in apartment/office buildings. 8. Canada Post will deliver letter mail: • Within a community within two business days; • Within a province within three business days; and • Between provinces within four business days. Conveint Access to Postal Services 9., Cana a ost will provide an extensive network for accessing postal services that includes retail postal outlets, stamp shops and street letterboxes, as well as access to information and customer service through the Canada Post's website and call centres. 10. Canada Post will provide retail postal outlets, including both corporate post offices and private dealer operated outlets which are conveniently located and operated, so that: • 98 percent of consumers will have a postal outlet within 15 km; • 88 percent of consumers will have a postal outlet within 5 km; and • 78 percent of consumers will have a postal outlet within 2.5 km. 11. The moratorium on the closure of rural post offices is maintained. Situations affecting Canada Post personnel (e.g., retirement, illness, death, etc.) or Canada Post infrastructure (e.g., fire or termination of lease, etc.) may, nevertheless, affect the ongoing operation of a post office. Secure Delivery 12. Canada Post will take into consideration the security and privacy of the mail in every aspect of mail collection, transmission and delivery. Community Outreach and Consultation 13. Where Canada Post plans to change delivery methods, Canada Post will communicate, either in person or in writing, with affected customers and communities at least one month in advance to explain decisions and explore options that address customer concerns. 14. At least one month before deciding to permanently close, move or amalgamate corporate post offices, Canada Post will meet with affected customers and communities to jointly explore options and find practical solutions that address customer concerns. 15. Each year, Canada Post will hold an Annual Public Meeting open to the public to provide an opportunity for the public to express views, ask questions and provide feedback to Canada Post. Responding to Complaints 16. Canada Post will establish and promulgate complaint resolution processes that are easily accessible to customers and will address complaints in a fair, respectful and timely manner. 17, The Canada Post Ombudsman will investigate complaints about compliance with the Canadian Postal Service Charter in situations where customers remain unsatisfied after they have exhausted Canada Post's complaint resolution processes. Reporting on Performance 18. Each year in its Annual Report, Canada Post will report on its performance against each of the expectations in this Canadian Postal Service Charter. 19. In addition, Canada Post will present in its Annual Report an overview of the delivery methods it uses, indicating the number of addresses served with each delivery method and the financial costs associated with each method of delivery. Reviewing the Charter 20. The Government will review the Canadian Postal Service Charter every five years after its adoption to assess the need to adapt the Charter to changing requirements. © Her Majesty the Queen in Right of Canada, represented by the Minister of Transport, 2009. TP:14913 TC:1003282 Catalogue No: T22-175/1.2009 ISBN:978-1.100.50259-5 55 J si • • • • • • v ;`lid o „ r ~ < • J J rt (D --h rD ° _ S n rD O rt 'v :3 (D _ V1 'T N L C d o n ° rD p v a- v rD rD o °a o a -v n. n c - (D Z3 rD ° = rr rD. c a Via,- -0 =r y o rD rD o < 53' 3 p- rD (D a) 0 ` :3 rD n rt rah 0 tA :3 CV 3 rD a * p 0, (D 0 =3 v 01 < d cc~ rt rD 0_ a rD , n ~ - V- 0 r o o ~t C E-L r-r d O (D H N 0) to rD ZF lot < F% (D 4 i (D rt - rD In_ (D N rt s `~7 O f A r rt d y a M FT a ay ~rt O• ~I .z 4 56 o` 41 y-' R E G 06 s i OUN L y J I OffiGe,6f tfte ~iorrraf©~ IGE SPA L July 20, 2010 ORIGINALTO: I ~K! ,I COPY T0: 1151.Bronte i` LEGAL Oakwle (~y4- Mayor Dave Ryan Fax.% 8'2 e~urnr' fir' Y City of Pickering I. cu-s CAR { One The Esplanade nmi 4n.0 Pickering, ON L 1 V 6K7 FL-,fDp or"F Dear Mayor Ryan: RE: Request to the Province to Cover all Appeal Costs to the Ontario Municipal Board for Growth Plan Conformity Exercises This will confirm that the Council of the Regional Municipality of Halton, at its meeting held Wednesday, July 14, 2010, adopted the following resolution: WHEREAS the Province of Ontario initiated and passed the Places to Grow Act; AND WHEREAS pursuant to that Provincial initiative under the Places to Grow Act, the Province issued a Provincial Growth Plan for the Greater Toronto Area and pursuant to that Act requires municipalities at the Regional and Local levels to amend their Official Plans to bring them into conformity with that Provincial Growth Plan; AND WHEREAS any Official Plan passed to achieve conformity with the Provincial Growth Plan must be approved by the Province; AND WHEREAS the Province permits appeals of its approval decisions on Regional and Local Official Plans regarding conformity to be appealed to the Ontario Municipal Board despite the fact that any appeals of the Growth Plan itself are handled by way of a Hearing Officer who reports to the Province and the Province makes the final Decision; AND WHEREAS the defence of any Regional and/or Local Official Plan to achieve conformity the Provincial Growth Plan can be a long and costly process in front of the Ontario Municipal Board; AND WHEREAS municipalities are expected to defend their Official Plans for conformity at the Ontario Municipal Board despite the fact that the municipalities have had to pass those municipal official plans by reason of the Provincial Places to Growth Act; AND WHEREAS in Halton, the Region of Halton has passed Regional Official Plan Amendments #37 and 38 as required by the Places to Grow Acrand in the case of Regional Official Plan Amendment #37 that amendment was approved by the Province and then appealed by development interests to the Ontario Municipal Board and the same is likely to occur with Regional Official Plan Amendment 438 and with some if not all of the corresponding local official plan amendments; HEAD OFFICE 1151 Bronte Road, Oakville, Ontario L6M 31-1 • Tel: 905-825-6000 • Toll free: 1-866-442-5866 • TTY: 905-827-9833 • www.halton.ca 57 Page 2 AND WHEREAS even without any appeals to the Ontario Municipal Board there are significant costs for municipalities participating in the Provincially required Growth Plan conformity exercises pursuant to the Places to Grow Act; AND WHEREAS such municipalities should not, have the added cost of participating in OMB appeals of the various Regional and Local Official Plans produced in compliance with Provincial requirement for conformity with the Provincial Growth Plan; AND WHEREAS the Province itself, in defending its Growth Plan and indeed other Provincial Plans such as the Greenbelt Plan has only hearing officer report exercises in response to changes and amendments sought by others to its Provincial Plans such as the Growth Plan and the Greenbelt Plan. NOW THEREFORE BE IT RESOLVED: 1. THAT the Province of Ontario be requested to take responsibility for any Ontario Municipal Board appeal hearings related to any approvals of Regional and Local Official Plan Amendments that are passed pursuant to the Places to Grow Act in order to achieve conformity with that Act such that all costs related to defending a Growth Plan Conformity exercise before the Ontario Municipal Board are covered by the Province including the retention of any legal counsel, planning consultants, and other consultants and witnesses and also the time for Provincial or Regional or Local staff required as part of any defence before the Ontario Municipal Board.. 2. THAT the Province of Ontario be requested to provide "intervener funding" to any municipalities affected by the appeal of any Growth Plan conformity, Official Plan amendment to the Ontario Municipal Board so as to enable the municipalities involved to defend their positions with respect to the Provincial Growth Plan conformity exercise before the Ontario Municipal Board without added cost to the Municipal Service and Delivery System and higher property taxes.. 3. THAT a letter be sent by the Regional Chair along with this Resolution to the Premier of the Province of Ontario and the Minister of Municipal Affairs and Housing for their consideration and action in having the Province take the lead and the responsibility for the costs of any appeal proceedings before the Ontario Municipal Board on Growth Plan Conformity Official Plans by Regional and Local municipalities and by providing intervener funding to those municipalities who would be involved in any appeal proceedings respecting Growth Plan Conformity Exercises. 4. THAT this Resolution be forwarded to all of the Regional and Local Municipalities within the Greater Golden Horseshoe and to the Association of Municipalities of Ontario for their support and endorsement of this Resolution. 58 Page 3 5. THAT this Resolution be forwarded to Halton's MPPs, the Large Urban Mayors' Caucus of Ontario (LUMCO) and Greater Toronto Area (GTA) Mayors and Chairs. 6. THAT this Resolution be forwarded to all party leaders in Ontario. 7. THAT the Regional Chair write to the above-noted groups to request support for this Resolution and to the Province of Ontario to request that these costs be included in an amendment to the Development Charges Act. If you have any questions, please do not hesitate to contact Mr.. Mark G. Meneray, Commissioner of Legislative & Planning Services and Corporate Counsel. Sincerely, Gary Carr Regional Chair C. Debbie Shields, City Clerk, City of Pickering Mark G. Meneray, Commissioner of Legislative & Planning Services and Corporate Counsel p TOWN HALL 6311 Old Church Road, Caledon, ON UC 1J6 S TOWN OF CALEDON 905.584.2272 1.888.CALEDON FAX 905.584.4325 www.caledon.ca August 18, 2010 ORIGINALTO: COPY TO: Suzanne Jones, Clerk Halton Hills Civic Centre "t CORR. FILE 1 Halton HIIIS Dr TAKEAPFi.ACTION Halton Hills, ON L7G 5G2 Dear Sir/Madam: RE: Request to the Province to cover all Appeal Costs to the Ontario Municipal Board for Growth Plan Conformity Exercises. At the regular meeting of Council held on August 10, 2010, Council supported your resolution Request to the Province to Cover all Appeal Costs to the Ontario Municipal Board for Growth Plan Conformity. Exercises. The following was adopted: That the Resolutions from the Town of Halton Hills and the Region of Halton regarding a Motion to request the Province to Cover All Appeal Costs to the Ontario Municipal Board for Growth Plan Conformity Exercises, be supported; and Whereas the Province of Ontario initiated and passed the Places to Grow Act; and Whereas pursuant to that Provincial initiative under the Places to Grow Act, the Province issued a Provincial Growth Plan for the Greater Toronto Area and pursuant to that Act requires municipalities at the Regional and Local levels to amend their Official Plans to bring them into conformity with that Provincial Growth Plan; and Whereas any Regional Official Plan Amendments passed to achieve conformity with the Provincial Growth Plan must be approved by the Province and any Local Official Plan Amendments passed to achieve conformity with the Provincial Growth Plan must conform with the approved Regional Plan and be approved by the Region; and; Whereas the Province permits its. approval decisions on Regional Official Plan Amendments to achieve conformity and Regional approval of Local Official Plan Amendments to be, appealed to the Ontario Municipal Board despite the fact that any appeals of the Growth Plan itself are handled by way of a Hearing Officer who reports to the Province and the Province makes the final Decision; and Whereas the defense of any Regional and/or Local Official Plan to achieve conformity with the Provincial Growth Plan can be a long and costly process in front of the Ontario Municipal Board; and Whereas municipalities are expected to defend their Official Plans for conformity at the Ontario Municipal Board despite the fact that the municipalities have had to pass those municipal official plans by reason of the Provincial Places to Grow Act; and Whereas the Region of Peel has passed Regional Official Plan Amendments 20, 21A, 21B, 22, 23, 24 and 25 as required by The Places to Grow Act and in the case of Regional Official Plan Amendments 20 and 23, those amendments were approved by the Province and then appealed by development interests to the Ontario Municipal Board and the same is likely to occur with Regional Official Plan Amendments 21A, 21B, 22, 24 and 25 and with Caledon's conformity amendment, OPA 226; and Whereas even without any appeals to the Ontario Municipal Board there are significant costs for municipalities participating in the Provincially required Growth Plan conformity exercises pursuant to the Places to Grow Act; and SaLegislative services\C - Councinc03 -Agendas\2o1o-08.10 Administration Department RegulahReporting OutTlaces to Grow - Halton Hills.doc 60 Whereas such municipalities should not have the added cost of participating in OMB appeals of the various Regional and Local Official Plans produced in compliance with Provincial requirement for conformity with the Provincial Growth Plan; and Whereas the Province itself, in defending its Growth Plan and indeed other Provincial Plans such as the Greenbelt Plan has only hearing officer report exercises in response to changes and amendments sought by others to its Provincial Plans such as the Growth Plan and the Greenbelt Plan; and Whereas the Province permits appeals on Regional Official Plan Amendments that the Province has approved and therefore deemed to conform to the Growth Plan and on Local Official Plan Amendments that are in conformity with these Regional Official Plan Amendments; 'Now therefore be it resolved; 1. That the province of Ontario be requested to take responsibility for any Ontario Municipal Board appeal hearings related to any approvals of the Regional and Local Official Plan Amendments that are passed pursuant to the Places to Grow Act in order to achieve conformity with the Act such that all costs related to defending a Growth Plan Conformity exercise before the Ontario Municipal Board are covered by the Province including the retention of any legal counsel, planning consultants, and other consultants and witnesses and also the time for Provincial or Regional or Local staff required as part of any defense before The Ontario Municipal Board; 2. That the Province of Ontario be requested to provide "intervener funding" to any municipalities affected by the appeal of any Growth Plan conformity, Official Plan amendment to The Ontario Municipal Board so as to enable the municipalities involved to defend their positions with respect to the Provincial Growth Plan conformity exercises before The Ontario Municipal Board without added cost to the Municipal Service and Delivery System and higher property taxes. 3. That a letter be sent by the Mayor along with this Resolution to the Premier of the Province of Ontario, the Minister of Municipal Affairs and Housing and the Minister-of Infrastructure and Energy for their consideration and action in having the Province take the lead and the responsibility for the costs of any appeal proceedings before The Ontario Municipal Board on Growth Plan Conformity Official Plans by Regional and Local municipalities and by providing intervener funding to those municipalities who would be involved in any appeal proceedings.. respecting Growth Plan Conformity Exercises. 4. That this Resolution be forwarded to all of the Regional and Local Municipalities within the Greater Golden Horseshoe and to the Association of Municipalities of Ontario for their support and endorsement of this Resolution; and 5. That this Resolution be forwarded to Sylvia Jones, MPP and David Tilson, MP and all party leaders for their support of this Resolution. Your consideration and support of this matter is greatly appreciated. Yours t ul Heather jing Legislative Administrator 61 e-mail: heather. asling(cDcaledon.ca cc. Honourable Premier Dalton McGuinty Honourable Rick Bartolucci, Minister of Municipal Affairs and Housing Honourable Brad Duguid, Minister of Energy and Infrastructure David Tilson, MP Sylvia Jones, MPP All Regional and Local Municipalities in the County of Brant All Regional and Local Municipalities in the County of.Dufferin All Regional and Local Municipalities in Durham Region The City of Guelph All Regional and Local Municipalities in Haldimand County All Regional and Local Municipalities in the Region of Halton The City of Hamilton City of Kawartha Lakes All Regional and Local Municipalities in the Region of Niagara All Regional and Local Municipalities in the County of Northhumberland . The City of Orillia All Regional and Local Municipalities in Peel Region City of Peterborough All Regional and Local Municipalities in the County of Peterborough The City of Toronto All Regional and Local Municipalities in the County of Simcoe All Regional and Local Municipalities in Waterloo Region All Regional and Local Municipalities in the County of Wellington All Regional and Local Municipalities in York Region - ~ 209 Dundas St. E. 14 Brock- Street ;,es~.c no.sp,ce.c: no, Lower Level Unics 1 8t 2 P.O. Box 1281 w wv.d urhaml:ospice.com 9 9 "XIltBy ON L1i4 7H8 Uxbridge, ON L9:P iN5 6c i 0, 905 8-2 4 61, F 905 430 45333 F 905 852 1744 Companions tbroblai7 priliative transitions Tc 1 383 790 9414 -1 F 1 S88 790 9414 R t~fl 01 T V OP c"- C ; 3 oRlcl1 1a1 ! o: July 22"d, 2010 01 , l COPY TO: coRr;. ` FILE Debbie Shields TAKEa.r17,kol ON City Clerk (rno+i on To, G f) City of Pickering One The Esplanade Pickering, Ontario L1V 6K7 Dear Ms. Shields: On behalf of the Board and staff of Durham Hospice, I am writing to ask for support front the Mayor and Council Members with respect to the followin resolution. I request that this resolution be included in the agenda of the September 20` , 2010 Council meeting. BE IT RESOLVED THAT: The Council of the City of Pickering supports the. maintenance of current funding levels for Durham Hospice as well as supporting the Health System Improvement Pre-Proposal for funding the first Residential Hospice in Durham Region. Please feel free to call.ine with any questions or concerns. I can be reached at 905 430-4522 ext. 14. Kind regards,. r Sheila Riske Client Services Manager I xosm: assoran° Charitable R-isrracioa 13808 A-109 RR000!. I os oo:eai~ - I THE CORPORATION OF THE 575 Dominion Avenue . =Midland, ON UR 1 R2 TOWN OF MIDLAND Phone: 705-5264275 ~Fax: 705-526-9971. ~dland info@midland.ca CO . (o (0 6 3 ORIG1WL 1'0;, TYI&E COPY TO: June 30, 2010 . t tlo CO RILIE TAKE APR. ACTION To All Municipalities in the Province of Ontario mo+i°" or uiDpep + Attention: Clerk's Department Re: Request for Support - Residential Tenancies Act Enclosed please find a copy a letter dated June 21, 2010, from Shelter Now requesting support. The above noted letter was reviewed by Council during their June Council meeting and the following motion was passed: THAT THE COUNCIL OF THE TOWN OF MIDLAND SUPPORTS THE REQUEST FROM SHELTER NOW TO AMEND CURRENT LEGISLATION UNDER PART 1, SECTION SK OF THE RESIDENTIAL TENANCIES ACT FROM 1 YEAR TO 2 YEARS OR ADDING A 1 YEAR EXTENSION. Council directed staff to forward this correspondence to all municipalities within the Province requesting support of same. If you have any questions with respect to this correspondence please contact the undersigned. Yours very truly, THE CORPORATION OF THE TOWN OF MIDLAND Andrea D. Fay Clerk Enclosure J;~ a ~ ::~~d~QJ7d Desigrtoted o safe community 64 Shelter Now J North 5hneoe &wmvwy/TrwW iwW Residential Projects Inc. - PO Box 131, Midland. ON, L4R U6 - CM 528-6941 Fax CM 52&6942 June 21, 2010 Town of Midland 575 Dominion Avenue, Midland Ontario, L4R 1112 Dear Mayor Downer and Council Members, I am contacting you on behalf of North Simcoe Emergency and Transitional Residential Projects Inc, (more formally known as Shelter Now). We have recently sent a letter to the Hon. James Bradley from the Ministry of Municipal Affairs and Housing requesting to have Part I, Section 5K of the Residential Tenancies Act changed as it doesn't speak for transitional housing providers reasonably. Shelter Now is representing The Simcoe County Alliance to End Homelessness, The Simcoe County Transitional Housing Network along with various community partners to have this current legislation changed. The Act reads as follows: Part I, Section 5, exemptions from the Act. The Act does not apply with respectto, (k) living accommodation occupied by a person for the purpose of receiving rehabilitative or therapeutic services agreed upon by the person and the provider of the living accommodation, where, (i) the parties have agreed that, (A) the period of occupancy will be of a specified duration, or (B) the occupancy will terminate when the objectives of the services have been met or will not be met, and (ii) the living accommodation is intended to be provided for no more than a one-year period; Transitional housing is defined as temporary or interim accommodation for homeless or at-risk of homelessness individuals and/or families that is combined with case managed support services, 65 Shelter Now North Sim= Eew "ry/Trm"onad ReddzmtW Projects rnc. - PO Sm 131. Mld6W, ON, L4R 4K6 - (705) 528-6941 Fax (705) 52&6942 aimed at helping these individuals to transition to long-term and permanent housing, self-sufficiency and independence (National Homelessness Initiative). While transitional housing is usually longer term and more service intensive than emergency shelter, it is still time limited, with stays ranging from several months to a maximum of 1 year. Having only 1 year is quite simply not enough time to ensure the success of each individual. Some clients will require a 1 to 2 year period to gain the independence they need to be successful once they have transitioned into permanent housing. Shelter Now is a .not for profit charity and owns and operates a 20 unit transitional housing complex in Midland. Our offices are located in the lower level of the building along with other Non-Profits who support our clients above. When clients are admitted into our program they agree to a strict set of rules and must participate in our transitional housing program which is specific to each individual. Supports include, vocational counseling, employment services, financial services, nutritional and life skills training, addiction or mental health counseling and many more services. Along with other transitional housing providers, we too are discharging clients after the 1 year period only to have them fall back into system again, which in turn costs Ontario taxpayers. We are recommending that the current legislation under Part I, Section SK of the Act, be changed from 1 year to 2 years or adding a 1 year extension. This change would not negatively affect landlords or tenants, and therefore we do not foresee any opposition. We are further recommending that you request the support of the County of Simcoe and The Association of Municipalities of Ontario. Thank you in advance for your support. Regards, Sheila Storey Executive Director Shelter Now i `Frank Scarpitti Mayor CO(Z,2,.63-tom 66 JULY .,1T July 5, 2010 ...r~ . COUNCIL + 1 ( / l1 b. OFFICE GU; a 3 DEV CLERK M E R G LEGAL CLIERKS DIVISION I _ C LI ST C; C; Mayor Dave Ryan City of Pickering One The Esplanade p. Pickering, ON L1V 6K7 Dear Ma yan: On behalf of Members of Council and the residents of the Town of Markham, I would like to sincerely thank you and the City of Pickering for providing animal shelter services for lost and found dogs from our community during the recent ring worm outbreak at the OPSCA Newmarket. The care provided by the City of Pickering Animal Shelter to these dogs until they could be reunited with their rightful owner was outstanding. We certainly appreciate the assistance your municipality provided for almost three weeks while the OPSCA was going-through this outbreak. Yours sincerely, ORIGINAL TO, CO'PS' TO: ma 1 Frank Scarpitti Mayor rf ; CD The Corporation of the Town of Markham, Anthony Roman Centre, 101 Town Centre Boulevard, Markham, Ontario L3R 9W3 Tel: 905.475.4872 Fax: 905.479.7775 • fscarpitti@markham.ca www.markham.ca ;Citq O~ 6 / I .PICKERING memo To: Debbie Shields July 20, 2010 City Clerk From: Lisa Harker, MPA ORIGINAL TO: ° Coordinator, Records & Elections coPVro: Copy: _ Subject: Local Government Week 2010 EKE - File: A-2500 (P-b+lon -Eo beaa.rv_-~ To celebrate the central role that Ontario's Municipalities play in the lives of residents, please accept this memorandum as a formal request that the City of Pickering proclaim October 17 - 23, 2010 as Local Government Week. Local Government Week is "a learning partnership between schools and municipalities that provides an opportunity for Ontario's youth to learn about local government and become better- informed, more engaged members of the community". In collaboration with AMO, AMCTO and the Ministry of Municipal Affairs and Housing, Local Government Week allows citizens to further engage and understand our organizations. LH 'I 68 305 Milner Ave, Suite 801 004 VPE Scarborough, ON M1 B 3V4 Phone: 416-299-9739 • Fax: 416-299-3480 ontJno Web: cupe.on.ca E-mail: cupeont@web.net July 9, 2010 To Mayors and Councils, We are writing to ask that you and your Council endorse a day of recognition for the many people who work providing care to children in your community. This year will mark the 10th Anniversary of our Awareness Day which recognizes the education, skills, commitment and dedication of Early Childhood Educators and Child Care Staff. The Ontario Coalition for Better Child Care (OCBCC), the Canadian Union of Public Employees (CUPE) and our other labour partners representing child care workers across Ontario are asking that Wednesdgy October 27, 2010 be proclaimed as Child Care Worker & Early Childhood Educator Appreciation Day in accordance with the attached resolution. Many groups are recognized by way of Municipal Resolution. Such a day allows the community to recognize the work of various groups and to acknowledge the contributions they make in the lives of community members. Many children, families and communities benefit from the work of child care workers. Child care also contributes to the economic life of communities. Research shows the many economic benefits accrued from affordable, accessible high quality child care. These benefits come from the number of people employed in the child care industry and because the availability of child care allows parents to work and to contribute to the economic life of society. Even if your Council does not issue official proclamations, there are many ways for your municipality to participate in and celebrate this special day. We ask your Council to sponsor public announcements, display our posters and distribute buttons. Many municipalities also organize events- and contests for the day or have Councillors or the Mayor participate in events hosted by child care centres within the municipality. A list of ideas and examples is attached. We hope that your proclamation of this day of appreciation, or your active support, will encourage and promote a day of community recognition for child care workers. Please fax the attached order to request posters and buttons to help you raise awareness and celebrate. Please advise us of your participation in this day of recognition so that we can acknowledge your community's role in celebrating child care workers across Ontario on October 27th. Please direct any correspondence on proclamations and/or celebration activities to the attention of Kathy Johnson, by mail: CUPE, 305 Milner Avenue, Suite 800, Scarborough, ON M1B 3V4, or by fax: 416-292-2839. Thank you for your consideration. i_ . VL . _2 11 T O3 "'s 3 Fred Hahn Tracy Saarikoski CLERK GAL President, CUPE Ont President, OCBCC i ti?ERG LE . F~ C HU ~4A11I : CC: CMSMs/DSSABs e e CU ST Ci-% E T. o-,- m_u r CR + f, ,w us/ co e491 1o v\ U~c k Y p , 69 10th Annual Child Care Worker& Early Childhood Educator Appreciation Day October 27, 2010 Resolution Whereas years of research confirm the benefits of high quality child care for young children's intellectual, emotional, social and physical development and later life outcomes; and Whereas child care promotes the well-being of children and responds to the needs of parents, child care workers and the broader community by supporting quality of life so that citizens can fully participate in and contribute to the economic and social life of their community; and Whereas many studies show trained and knowledgeable Early Childhood Educators and - Child Care, Staff-we the most important element in quality child care, and that good wages and working conditions are associated with higher job satisfaction and morale, lower staff turnover which leads to high quality education and care; Therefore Be It Resolved that October 27, 2010 be designated the 10th annual "Child Care Worker & Early Childhood Educator Appreciation Day" in recognition of the education, dedication and commitment of child care workers to children, their families and quality of life of the community. :us/ cope491 I i 70, 10th Annual Child Care Worker & Early Childhood Educator Appreciation Day October 27, 2010 Ideas to Recognize the Day Support the resolution declaring October 27th Child Care Worker & Early Childhood Educator Appreciation Day. • Distribute buttons and posters - visit www.childcareontario.org for an order form for free materials including posters and buttons. • Host an appreciation breakfast, lunch or dinner. Municipalities • Ensure celebration activities in municipally run child care centres. • Encourage local Councilors to tour a child care centre or early learning- program to learn more about the work of ECE's. Event could also generate media coverage in local papers. • Take out an ad in the local newspaper. Take nominations from local child care centres for outstanding staff to be recognized by the Mayor through a letter, announcement or event. Distribute information on the day to all centres and agencies with child care staff. * Make a large order of mugs, key chains or post-it notes for distribution in your community. * Organize a community-wide celebration to recognize individual staff or centres and programs. School Boards * Encourage school board trustees to tour an early learning program to learn more about the work of ECE's. Event could also generate media coverage in local papers. * Arrange to have the day announced on the school PA with the morning announcements. * Notify parents in advance. Set up a "Wall of Fame" for parents to help in writing words of thanks to each of the staff. Laminate afterwards for the staff to keep. * Notify other staff in the school and host an event with cake or dessert in the staff room. Local Child Care Centres, Boards of Directors * Distribute carnations to staff working in child care centres. * Start the day right with a breakfast. Distribute buttons and posters and certificates of appreciation to a l l staff. (See over...) Have the board of directors take the staff out for dinner and an evening q fun. • Host an afternoon tea party (with desserts provided by parents) for all the staff and children. • Host coffee, tea, and treats from 4:00 pm. to 7:30 pm. to accommodate staff finishing shifts. • Give each staff member a certificate of appreciation. • Have the board of directors send out a notice to each family and ask that they.contribute a fruit, jam, tea, to fill a basket for all the staff. . • Have the Board of Directors provide homemade cards and chocolates. • Make a bulletin board with posters and place the certificates of appreciation on the board. • Host a Child Care Worker and Early Childhood Educator Appreciation Day event with a guest motivational speaker and refreshments. • Set up a "Wall of Fame" for parents to help in writing words of thanks to each of the staff. Laminate afterwards for the staff to keep. • Have the board of directors send a letter to all families and board members accompanied by a cut-out of a hand. Ask parents to write a note to staff on the hand as. a way of "giving the staff a hand" for a job well done. Then display the hands in the centre. Put up a big poster with the staffs 'bios' and photo and have the parents sign a message on it. Distribute cards hand made by children and parents. Send staff a letter from the board thanking them for their commitment to children and families. • Make a donation on behalf of the staff to a shelter for women and children in your community. • Host a pizza lunch for the staff. • Have the Board of Directors host an evening of celebration for all staff in honour of Child Care Worker and Early Childhood Educator-Appreciation Day. • Have community businesses sponsor the day and give discounts and gifts to all staff or provide door prizes for appreciation events, or gift bag items. • This is just a short list of activities - there are many things you can do to recognize and celebrate the valuable role child care workers play in the lives of children, families and communities. Please contact the Ontario Coalition for Better Child Care (416-538-0628 x2 / toll-free 1-800-594-7514 x2, or email at andrea(a-_)childcareontario.org for further information, posters, buttons and certificates of appreciation. :us/ cope491 72 August, 2010 City of Pickering Municipal Office One The Esplanade a Pickering, ON :t ; L1V 6K7 Attention: Ms. D. Shields, Municipal Clerk The Regional Municipality Dear Ms. Shields, of Durham . Health Department October is recognized as International Walk to School Month and STREET ADDRESS . Wednesday October 6th, is International Walk to School Day (IWALK). 605 ROSSLAND RD. E. Durham Region Health Department and Green Communities Canada LEVEL 2, WHITBY ON (www.safe routestoschool.ca) invite the residents of the City of MAILING ADDRESS Pickering to participate in the 10th annual (WALK events. P.O. BOX 730 WHITBY ON CANADA L1N 062 Community members are encouraged to engage in active transportation methods such as walking, cycling and wheeling as a 1-9-5-800-6688411--27 2729 means by which to get to and from school. BY participating in active . Fax: 905-666-6214 transportation, individuals are increasing their physical activity levels www.region.durham.on.ca and reducing air and noise pollution in their community. Additional benefits include increased street safety, and opportunities to meet new An Accredited people. Public Health Agency We encourage the City of Pickering to proclaim the month of October as Walk to School Month and Wednesday October 6th, 2010, to be International Walk to School Day. With your support we can make this event a success for all. We would also like to draw your attention to the opportunity. for communities to apply for the Ontario Walkability Award of Excellence. Please visit www.canadawalks.ca for application forms and details. For more information on these initiatives please contact Durham Health Connection Line at 1-800-841-2729 or 905-666-6241. Best regards, y tJ, ,C~ Beth Cullen Keidann RN, BSCN ORIGINALTO: COPY TO: Public Health Nurse Durham Region Health Department 13 0 CORK FILE CC: Dr. Kyle KE APR. ACTION . no-v. or~ jv c~ar,c~ "Service Excellence for our Communities" 100% Post Consumer Cis 7 3 PICKERING Memo To: Debbie Shields September 1, 2010 City Clerk From: Bill Douglas Fire Chief Copy: Mathew Seward ORICINALTO: Acting Fire Prevention Officer COPY TO: Linda Roberts` ° ttt Committee Coordinator t CORK. FILE TAKE APR. ACTION Subject: Fire Prevention Week Declaration 0A.) +0 The Pickering Fire Services is committed to ensuring the safety and security of all those living in, working in and visiting our municipality. Fire is a serious public safety concern both locally and nationally, and homes are where people are at greatest risk to fire. Nationally, roughly two-thirds of home fire deaths resulted from home fires in which no smoke alarms or no working smoke alarms were present. City of Pickering Fire Services recommends at least one smoke alarm on every level of the home (including the basement) outside all sleeping areas, and in all bedrooms. Informing the public about the importance of smoke alarm installation and maintenance serves an essential step toward increasing the public's safety from home fires. Our first responders are dedicated to reducing the occurrence of home fires and home fire deaths and injuries through prevention and proper education. This year, the Fire Prevention Week 2010, October 3-9 theme is, "Smoke Alarms: A Sound You Can Live With!" actively works to motivate Pickering residents to install, test and maintain smoke alarms in their homes; Therefore, I request that council declare October 3-9, 2010 as Fire Prevention Week and to urge all peoples of Pickering to protect their homes and families by heeding the potentially life-saving messages of Fire Prevention Week 2010, and to support the many activities and efforts of Pickering Fire Services SF:sf 7 4 rw. ` M tl j ti0 Ontario MU1ti.V1'_'ii_- A, 1W _n.._ coU1t lL July 19, 2010 ~V OFF1CE s°as T •4.= a " V CLERK Hon. Dave Ryan EMEgG LEGAL Mayor of Pickering R E'S The Corporation of the City of Pickering, One The Esplanade ° Pickering, ON L 1 V 6K7 ° { Dear Mayor Ryan: The Ontario Multifaith Council on Spiritual and Religious Care (OMC) is a registered non-profit charitable organization representing a wide-range of Faith groups in the province of Ontario. The structure of our organization is 30 Faith groups with 185 Regional Multifaith Committee members throughout Ontario which give support to our Vision and Mandate. OMC is dedicated to working with the Ontario Government to promote and facilitate equal access to adequate and appropriate Spiritual Care and Religious rights for persons in government operated/funded institutions and organizations, in context with the Ontario Human Rights Code. OMC initiates and organize an annual celebration of Spiritual and Religious Care Awareness Week (SRCAW) which provides an opportunity to recognize the value of Spiritual and Religious service providers of all Faiths who work in specialized settings such as, hospitals, long-term care facilities, mental health centre and correctional facilities. Although we are a provincially registered organization, SRCAW is celebrated throughout other provinces such as New Brunswick where a declaration of support was made by Health Minister, Mary Schryer in 2009. We are asking that consideration be given for SRCAW to be proclaimed throughout the mosaic of Canada during the week of October 1.7-23 this.year. Spiritual and Religious care is supported through the Human Rights Code in this beautiful and diverse country of ours and is accessible and observed throughout Canada regardless of age, social standing or political affiliation. It is our hope that your response to our request will be positive. If further information is required, we will be most pleased to respond. Sincerely, Imam Abdul Hai Patel, President Ontario Multifaith Council On Spiritual & Religious Care 789 Don Mills Road, Suite 208, Toronto, Ontario M3C 1T5 Office: 416 422 1490 Toll Free: 1 888 837 0923 Fax: 416 422 4359 Email: omcsrc@omc.ca www.omc.ca. Correctional Service Service correctionnel. Canada -Canada Ottawa, Canada a 7 1.'`'r`{ r ~s (_~^-P 8'Y K1A0P9 1 1' i .f RESTORARVE. i i tid s 1 7 `.w' E p f JUSTICE EEK Lr4E W .....~..r,......:_..f It gives me great pleasure to call upon all Mayors, Reeves, Councillors and community leaders from across Canada to proclaim Restorative Justice Week 2010. The Correctional Service of Canada (CSC) has been an active partner in the restorative justice community for more than a decade and has been proud to provide leadership to the annual celebration since 1996. Restorative Justice Week 2010 will be held in Canada, and throughout the world, from November 14th - 21St for the purpose of sharing the concrete learning and results that have come from the growing experience of practitioners and stakeholders in the application of a restorative justice approach and processes. The theme this year is "Reflexions Past, Present and Future", which acknowledges the beginning of a new decade as a good time to reflect on the growth and achievements of the past; to take stock of the present; and to set new objectives for the future. In 2009, there were 164 towns and cities across Canada, representing almost 30% of the Canadian population, who proclaimed Restorative Justice Week. The provinces of British-Columbia, Manitoba, and Nova Scotia also proclaimed. You can see a list of the, 2009 proclamations on our website at www.csc-scc.ac.ca/text/ri/ri2009/proc09-eng.shtml. Things you could do as leaders in your community include the following: • Declare / proclaim Restorative Justice Week 2010. Our website hosts a printable version of the proclamation form: www,csc-scc.cc.ca/text/rm/ro20 10/genproc-eng.shtml: • Host a town hall meeting to promote an awareness of how restorative justice is expressed in your communities; • Promote an open, respectful dialogue in an effort to help members of your community deal with issues such as community safety and relationship deterioration caused by conflict, in order to nurture the healing process; • Challenge your community partners to create a local planning committee for Restorative Justice Week 2010 activities; • Invite a guest speaker from your community, who is involved in restorative justice, to share their perspectives. Municipal participation in previous years has been a great success. This year, we hope to build on this success with your support. Please let us know if your city, town or village is planning an event or proclaiming Restorative Justice Week 2010. We would like to recognise your participation on our website and in our national report. Please fax a copy of the proclamation or the minutes of the meeting declaring/proclaiming Restorative Justice Week 2010, as well as your contact information, to the attention of Mahon Buck at (613) 9434171. THE IVED: 11 1 Should you require someone to talk to your city council or if you would situp, F fLL contact CSC's Restorative Justice Division at RestorativeJustice csc-sc z s "IJLLUVV UP Vii CC P'V-CIRC" °I'E TOE Sincerely, c ac CCZ ClL ORIGIN s C't e P Sc ! OFFICE SL€ST~:";ii 9 s COPYT PLAN DEV CLERK 0PER L'. EIVIERG LEGAL Don Head Jae I ~ `W & REC HU PJI JI ~"1 e;E Commissioner FIRE COST CAPE ~i CORR. FILE MPE MGRCU C-, Z'° -I TAKE "ON Canada I Cif o¢~ 7 6 September 13, 2010 PICKERING COMMITTEE REPORTS a) REPORT JT 2010-02 OF THE JOINT PLANNING & DEVELOPMENT AND EXECUTIVE COMMITTEE 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. 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. I I II 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 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. I - 7G p PART "B"EXECUTIVE COMMITTEE REPORTS 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, 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 7 9 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; 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 Recycling B'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; 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: i 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 80 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 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. 6. 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. 7. Director, Corporate Services & Treasurer, Report CS 33-10 273-292 Tender/Contract Approval -Councils' Summer Recess RECOMMENDATION 81 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, Quotation No. Q-54-2010, Supply & Delivery of Two(2) Hybrid SUV 4WD and Tender T-15-2010 Valley Farm Sidewalk & Boulevard and Glenanna Road Streetscaping.. 8.. 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. 9. 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. 10. Director, Corporate Services & Treasurer, Report CS 37-10 307-311 2010 Assessment Appeals RECOMMENDATION 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; 82 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. 11. 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. City o~ 8 3 PI CITI-u September 13, 2010 NEW AND UNFINISHED BUSINESS PAGES 1. Director, Corporate Services & Treasurer, Report CS 32-10 89-158 2009 Year End Audit RECOMMENDATION 1. That Report CS 32-10 of the Director, Corporate Services & Treasurer be received; 2. That the Audit Results Report, including the auditor's independence letter and management letter, as submitted by Deloitte & Touche LLP be received for information; and, 3. That the 2009 draft Audited Consolidated Financial Statements for the City of Pickering be approved. 2. Chief Administrative Officer's Report, CAO 21-10 159-163 2010 Municipal Elections Compliance Audit Committee -Appointments RECOMMENDATION That the following individuals be appointed to the 2010 Municipal Elections Compliance Audit Committee to review applications relating to candidates' financial statements for the 2010 City of Pickering elections: a) Joseph Morris Brown b) Donald Hudson c) William John Paul Jones 3. Director, Operations & Emergency Services, Report OES 16-10 164-175 Tender No. T-20-2010 -Tender for Kinsmen Park Field House Retrofit & Addition RECOMMENDATION That Report OES 16-10 of the Director, Operations & Emergency Services regarding the Kinsmen Park Field House.Retrofit &Addition be received; 2. That Tender No. T-20-2010 submitted by Nashid Construction Corp for the Kinsmen Park Field House Retrofit & Addition in the amount of $472,453(HST included) be accepted; 84 3. That the total gross project cost of $564,274 and the net project cost of $508,147 including the tender amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $99,000 as approved by the Recreation Infrastructure Canada Program (RInC) -Federal Grant; b) the sum of $99,000 as approved by the Recreation Infrastructure Canada Program (RInC)- Provincial Grant; c) the sum of $50,000 as provided for in the 2009 approved Capital Budget be funded by the Provincial Grant-Investing in Ontario; d) the sum of $50,000 as provided for in the 2009 approved Capital Budget to be funded by the Federal Gas Tax Grant; i e) the additional amount of up to $210,147 to be funded by a draw from the Parkland Reserve Fund; i f) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to affect the foregoing 5. That the appropriate City of Pickering officials be given authority to give effect thereto. 4. Director, Operations & Emergency Services, Report OES 22-10 176-185 Tender for Supply and Delivery of Backhoe/Loader with Optional Attachments -Tender No. T-14-2010 RECOMMENDATION 1. That Report OES 22-10 of the Director, Operations & Emergency Services regarding the supply and delivery of a Backhoe/Loader with optional attachments be received; 2. That Tender No.T-14-2010, as submitted by Nortrax Canada Inc. for the acquisition and delivery of a Backhoe/Loader with optional attachments, in the amount of $1.10,628.00 (HST extra) be accepted; 3. That the total gross purchase cost of $125,009.64 and a net purchase cost of $112,575.05 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows; 85 a) the sum of $110,000 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; b) that the balance of $2,575.05 plus financing costs be funded from 2010 Current Funds; c) that the annual repayment charges in the amount of approximately $25,000 be included in the annual Current Budget for the City of Pickering commencing in 2011 and continuing thereafter until the loan is repaid; d) that the Director, Corporate Services and 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 debenture and financial obligations and would not cause the City to .exceed the updated Limit, and therefore, the Ontario Municipal Board approval is not required prior to City Council's authorization; e) to undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, the Ontario Strategic Infrastructure Financing Authority (OSIFA) - Loan Program or a financial institution offering long term financing under similar terms and conditions; f) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and 5. That the draft by-law attached to this report be enacted; 6. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect thereto. 5. Director, Operations & Emergency Services, OES 25-10 186-205 Request for Proposal No. RFP-1-2010 -Consulting Services for the Replacement of Whitevale Bridge RECOMMENDATION 1. That Report OES 25-10 of the Director, Operations & Emergency Services regarding RFP-1-2010 for consulting services to undertake a Class Environmental Assessment and Detail Design for the replacement of the Whitevale Bridge be received; 2. That the proposal No. RFP-1-2010 submitted by SRM Associates dated August 17, 2010 in the amount $400,285 (HST included) and a net cost of $360,469 be accepted; 86 3. That the total net project cost of $380,820, consisting of consulting, permit fees and a contingency be approved as Phase I; 4. That Council authorize the Director, Corporate Services & Treasurer to revise the financing approved in the 2009 Capital Budget and finance Phase I, being consulting services for a Class Environmental Assessment, Detail Design by a draw of $380,820 from the Federal Gas Tax Reserve Fund; 5. That Council endorse in principal Phase II of this project, being the complete replacement of the Whitevale Bridge and recommend it as a priority project for the new Council in the 2011 Capital Budget; 6. That Council endorse staff's action to restrict the bridge to one lane of traffic and the load be reduced to ten tons; and 7. That the appropriate officials be authorized to take the necessary actions to give effect thereto. 6. Director, Operations & Emergency Services, Report OES 27-10 206-214 Tender for Supply & Delivery of One 60,000 LB.GVW Diesel Snow Plow/Dump/Sander Truck -Tender No. T-19-2010 RECOMMENDATION 1. That Report OES 27-10 of the ,Director, Operations & Emergency Services regarding the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck attachments be received; 2. That Tender No.T-19-2010, as submitted by Scarborough Truck Centre Inc. for the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $204,965.00 (HST extra) be accepted; 3. That the total gross purchase cost of $231,610.45 and a net purchase cost of $208,572.38 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows; a) the sum of $205,000.00 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; b) that the balance sum of $3,572.38 plus financing costs be funded from 2010 Current Funds; c) that the financing and repayment charges in the amount of approximately 87 $47,000 be included in the annual Current Budget for the City of Pickering commencing in 2011 and continuing thereafter until the loan is repaid; d) that the Director, Corporate Services and 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 debenture and financial obligations and would not cause the City to exceed the updated Limit, and therefore, the Ontario Municipal Board approval is not required prior to City Council's authorization; e) that the Treasurer be authorized to undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, the Ontario Strategic Infrastructure Financing Authority (OSIFA) - Loan Program or a financial institution offering long term financing under similar terms and conditions; f) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and 5. That the draft by-law attached to this report be enacted; 6. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect thereto. 7. Director, Operations & Emergency Services, Report OES 28-10 215-226 Tender for Supply & Delivery of One 41,000 LB.GVW Diesel Snow Plow/Dump/Sander Truck . -Tender No. T-18-2010 RECOMMENDATION 1. That Report OES 28-10 of the Director, Operations & Emergency Services regarding the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck be received; 2. That Tender No.T-18-2010, as submitted by Peterbilt Truck Centre Ontario for the acquisition and delivery of a 41,000LB. GVW Diesel Snow Plow/Dump/Sander Truck be allowed to be withdrawn; 3. That Tender No.T-18-2010, as submitted by Scarborough Truck Centre Inc. for the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $180,687.00 (HST extra) be accepted 4. That the total gross purchase cost of $204,176.31 and a net purchase cost of $183,867.10 be approved; RR i That Council authorize the Director, Corporate Services & 'Treasurer to finance the project as follows; a) the sum of $180,000.00 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; b) that the balance of $3,867.10 plus financing costs be funded from 2010 Current Funds; c) that the financing and repayment charges in the amount of approximately $41,000 be included in the annual Current Budget for the City, of Pickering commencing in 2011 and continuing thereafter until the loan is repaid; d) that the Director, Corporate Services and Treasurer has certified that this loan and the repayment thereof falls within the City's debt and financial obligations approved annual repayment limit for debt and other financial obligations for 2010 as established by the Province for municipalities in Ontario; e) that the Treasurer be authorized to undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, the Ontario Strategic Infrastructure Financing Authority (OSIFA) - Loan Program or a financial institution offering long term financing under similar terms and conditions; f) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and 6. That the draft by-law attached to this report be enacted; 7. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect thereto. II, . II i I Report To Council 8 9 PICKERING Report Number: Cs 32-10 Date: September 13, 2010 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2009 Year End Audit Recommendations: 1. That Report CS 32-10 of the Director, Corporate Services & Treasurer be received; 2. That the Audit Results Report, including the auditor's independence letter and management letter, as submitted by Deloitte & Touche LLP be received for information; and 3. That the 2009 draft Audited Consolidated Financial Statements for the City of Pickering be approved. Executive Summary: This report provides the auditor's Audit Results report, independence letter, management letter and the draft Audited Consolidated Financial Statements for the year ended December 31, 2009. Again this year, the auditor has provided an unqualified opinion on the financial statements. The 2009 statements are significantly different from prior years due to the implementation of new presentation standards and the introduction of mandatory reporting of tangible capital assets as discussed in the background of this report. Financial Implications: The financial results for 2009 were once again favourable. However these results, as in prior years, are primarily a result of one-time occurrences and cannot be relied upon to continue year after year to produce these favourable results. Sustai.nability Implications: This report does not contain any sustainability implications. Background: The audit of the consolidated financial statements for the year ended December 31, 2009 has been completed. The auditor's Report to Council - Audit Report CS 32-10 Date: September 13, 2010 2009 Year-End Audit Page 2 90 Results is included as Attachment 1 and also includes the auditor's independence letter and management letter. This report, prepared by Deloitte & Touche LLP, summarizes the results of the December 31, 2009 audit and comments on significant matters regarding the audit or other matters they may believe to be of interest to you. Nothing of significance was noted. On an annual basis, the auditor is required to communicate all relationships between the City and the firm that may impact on their independence to the City. The independence letter in Appendix 1 of the attachment confirms that Deloitte & Touche LLP is independent with respect to the City. As you are aware, the scope of the audit does not include an in-depth evaluation of all systems or internal controls; however, the auditors may report on matters that come to their attention during the course of their review. These observations and recommendations are provided in the management letter in Appendix 2 of Attachment 1. As in previous years, the auditor has addressed the management letter as confidential; however,,after reviewing the content, management did not deem it necessary to report it to Council on a confidential basis. As we have done in the past, management's responses have been included to provide our planned course of action or to explain our position in addressing these recommendations. The draft Audited Consolidated Financial Statements are included as Attachment 2. These statements are the responsibility of management and have been prepared by City accounting staff under the direction of the Director, Corporate Services & Treasurer. Deloitte & Touche LLP are responsible to express an opinion on these Consolidated Financial Statements based on its audit. An unqualified opinion has been provided. The Consolidated Financial Statements includes the activities of the City of Pickering Public Library Board. The City's investment in Veridian Corporation is accounted for on a modified equity basis which means the City includes its share of Veridian's income or loss in the Consolidated Financial Statements. For the 2009 fiscal reporting period, the City implemented the Public Sector Accounting Board (PSAB) financial statement presentation standards as prescribed in PS 1200, Financial Statement Presentation. Furthermore, the City changed its accounting policy related to the treatment of tangible capital assets to comply with PS 3150, Tangible Capital Assets. Tangible capital assets, such as land, building, infrastructure and equipment are now capitalized (recorded) at cost on the Statement of. Financial Position (Balance Sheet) and amortized (depreciated) over their estimated useful lives in current operating expenses. Both these changes have significantly altered the format of the financial statements. The Statement of Financial Position now includes tangible capital assets under the non- financial asset section and shows Accumulated Surplus instead of Fund Balances and Amounts to be Recovered which were previously reported. The Statement of Operations no longer shows capital expenditures which is further explained below. Report CS 32-10 Date: September 13, 2010 2009 Year-End Audit Page 3 91 Statement of Financial Position Financial assets are those assets which could provide resources to discharge existing liabilities or finance future operations. Net financial assets increased slightly over the prior year which was due to an increase in financial assets of approximately $2.1 million offset by an increase in liabilities of approximately $1.3 million. These year over year fluctuations are part of day to day business and there is not one significant contributing factor to these increases. The 2009 consolidated financial statements include a new statement called the "Statement of Changes in Net Financial Assets" which explains the increase in net financial assets year over year. Non-financial assets now includes a line for tangible capital assets which is the net book value (cost less accumulated amortization) of the City owned assets including land, buildings, roads, bridges & sidewalks infrastructure, storm sewer infrastructure, furniture and fixtures, vehicles and equipment. Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations Statement of Operations The most significant change on this statement is the reporting for capital budget expenditures which are no longer shown on the Statement of Operations as capital expenditures. For those expenditures that meet the definition of a tangible capital asset (TCA), the cost is now reported on the Statement of Financial Position (Balance Sheet). Only a portion of the asset's cost is included as an amortization expense each year over the life of the asset in the operating expenses reported on the Statement of Operations. The amortization expense is included in operating expenses for the asset's respective functional category. For example, amortization on a fire truck is included under the Protection to Persons and Property category. Capital budget expenditures that do not meet the TCA definition are included as operating expenses under the appropriate functional category. The budget figures reported also needed to be adjusted to reflect the change in reporting for capital budget expenditures. Note 18 of the City's consolidated financial statements reflects the changes made to the 2009 Council approved budget to put it on a basis consistent with the full accrual basis of accounting which incorporates tangible capital asset reporting. As always, the revenue reported includes both operating and capital. Therefore, variances between budget to actual may arise due to timing of approval in the capital budget and actual receipt of funds/recognition of revenue. This is clearly illustrated with Report CS 32-10 Date: September 13, 2010 2009 Year-End Audit Page 4 92 the Government grants and fees revenue item. This amount includes provincial and federal grant monies for both current and capital budget expenditures. The higher budget figure compared to actual is primarily due to the $10 million budget for the 401 Pedestrian Bridge project approved in the 2009 Capital Budget. As you are aware, this project is now being constructed by the Province and is no longer a City project. Therefore, the actual revenue is much lower than the budget. Overall, the actual expenses are comparable with the budget. Accumulated Surplus As noted above, the accumulated surplus replaces the Fund balances and Amounts to be Recovered that were reported on the face of the Statement of Financial Position under the old Financial Statement format. The components that make up this balance are disclosed in Note 12 of the City's consolidated financial statements and are summarized below. It must be emphasized that these amounts are not surplus funds in the traditional sense. The accumulated surplus balance essentially represents the difference between assets and liabilities of the City. What primarily contributes to this balance are the tangible capital assets of approximately $186.2 million and the City's equity in Veridian Corporation of approximately $67.9 million. The table below breaks down the new definition of accumulated surplus into the components used in prior years. Operating fund $ 125,089 Fund Balance - old format Capital fund 8,935,216 Fund Balance - old format Reserves and reserve funds 28,417,249 Fund Balance - old format Equity in Veridian Corporation 67,894,665 Fund Balance - old format Tangible capital assets .186,242,634 New Post employment benefits liability (2,536,100) Amts to be Recovered- old format WSIB benefit liabilities (1,368,198) Amts to be Recovered- old format Internal loans (2,299,828) Amts to be Recovered- old format Net long-term liabilities (14,219,970) Amts to be Recovered- old format $271,190,757 Attachments: 1. Auditor's Report to Council - Audit Results 2. 2009 Draft Audited Consolidated Financial Statements I Report CS 32-10 Date: September 13, 2010 2009 Year-End Audit Page 5 93 Prepared By: Approved / Endorsed By: Kristine Senior Gillis A. Paterson Manager, Accounting Services Director, Corporate Services & Treasurer KAS:vw/ks Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci ~unci Tony Preve el, .Eng. 7~ 2olD Chief Administrative Officer ATTACHMENT#=TO REPORT#6 94 Delolotte The Corporation of the City ofPickering Report to Council- Audit Results Year ended December 31, 2009 Delomitte 95 Deloitte & Touche LLP 5140 Yonge Street Suite 1700 Toronto ON M2N 61_7 Canada Tel: 416-601-6150 Fax: 416-601-6151 www.deloitte.ca September 3, 2010 Private and confidential The Members of Council The Corporation of the City of Pickering . 1 The Esplanade Pickering ON L IV 6K7 Dear Council Members: We are pleased to submit this report on the results of our audit of the consolidated financial statements of The Corporation of the City of Pickering (the "City") for the year ended December 31, 2009. Our audit was completed in accordance with the audit plan presented to you on October 13, 2009. -Our professional standards require that we communicate with you certain matters that may be of interest to you in fulfilling your obligation to oversee the financial reporting and disclosure process. for which management of the City is responsible. This report is designed to summarize certain aspects of the 2009 audit of the consolidated financial statements, comment on significant matters regarding the audit and other matters which we believe will be of interest to Council. This report is intended solely for the use of Council and we disclaim any responsibility or obligation to any third party who may rely on this report. The matters addressed in this report are a by-product of the financial statement audit and may not necessarily identify all matters that may be of interest to Council in fulfilling its responsibilities. We wish to express our appreciation for the co-operation we received from senior management, finance staff and the many employees of the City with whom we work in the discharge of our various responsibilities. Yours sincerely, Chartered Accountants Licensed Public Accountants 96 Table of contents Page Status of the audit, audit scope and related representations 3 Matters to report to Council 4 Audit findings • Management judgments and accounting estimates 5, • Adjusted differences 7 • Unadjusted differences 7 • Omitted disclosures 7 Areas of audit focus 8 Appendices Appendix I: Independence letter Appendix ll: Management letter The Corporation of the City of Pickering - 2 2009 Report to Council i 97 Status of the audit, audit scope and related representations • The audit of the December 31, 2009 consolidated financial statements is substantially complete, with the exception of the following matters: • Receipt of the management representations letter; and • Approval of the financial statements. • Our auditors' report on the 2009 consolidated financial statements will: • be signed following approval by Council; • be dated September 2, 2010; and • state that the consolidated financial statements present fairly, in all material respects, the financial position of the City as at December 31, 2009 and the results of its operations and the changes in its financial position for the year then ended in accordance with Canadian generally accepted accounting principles. • The audit approach was consistent with the audit plan we presented to you on October 13, 2009. • Our audit was conducted in accordance with Canadian Generally Accepted Auditing Standards ("GAAS") and our firm standards. • We examined, on a test basis, evidence supporting the amounts and disclosures in the consolidated financial statements, therefore, we would not necessarily detect all weaknesses, errors or other irregularities that might have occurred. • We assessed the accounting principles used and significant estimates made by management. • We evaluated the overall financial statement presentation. • Tests and procedures that we considered necessary were used to form an opinion on the consolidated financial statements. • We relied on the work of the City's actuaries in the calculation of the post-employment benefit liability'and WSIB benefit liabilities. • We did not rely on the work of the City's internal auditor in determining the nature, extent and timing of our work. • We are independent of the City as is required to provide an independent audit opinion. A copy of our annual independence letter is included in Appendix I to this report. The Corporation of the City of Pickering - 3 2009 Report to Council 98 Matters to report to Council As discussed in our audit plan, the following reportable matters are required to be reported to Council. Where points of interest are connected with a reportable matter, we have made reference to the relevant area of this report or the consolidated financial statements Comments 1. Significant weaknesses in internal control relating to No significant weaknesses in internal controls the financial reporting process relating to the.financial reporting process were identified. 2. Illegal acts None noted. 3. Significant transactions inconsistent with the None noted. ordinary course of business, including fraud or possible fraud. 4. Unusual related party transactions. None noted. 5. New significant accounting principles or policies The City implemented PS 3150 Tangible Capital Assets and PSI 200 - Financial Statement Presentation. See additional note disclosure (Note 2) and updated financial statement presentation in the City's consolidated financial statements. 6. Disagreements with management None. 7. Management consultation with other accountants None noted. about any significant auditing or accounting matters 8. Unusual transactions that significantly increase the None noted. risk of loss 9. Actions that, if they became public, might cause None noted. embarrassment 10. Non-compliance with regulatory requirements None noted. 11. Major issues discussed with management that None noted. influence audit appointment 12. Management's judgments and accounting estimates Reasonable (see page 5). 13. Misstatements, including unadjusted audit See page 7. differences 14. Difficulties encountered during the audit None. 15. Limitations placed on the scope of our audit None. The Corporation of the City of Pickering - 4 2009 Report to Council 99 Audit findings Management judgments and accounting estimates The preparation of the consolidated financial statements requires management to exercise judgment and utilize assumptions to make estimates. The key.areas where management estimates are required are as follows: • Post employment benefit liability and WSIB benefit liabilities; • Allowance for significant property tax appeals; • Allowance for doubtful accounts receivable; • Accrued liabilities; • Self-Insurance claims accruals; Contingent liabilities - litigation; and • Tangible Capital Assets Post employment benefit liability and WSIB benefit liabilities Management uses the assistance of an actuary in determining the post-employment benefits liability and the WSIB benefit liabilities. The amounts recorded in the financial statements were based on the January 1, 2008 and December 31, 2008 valuations, respectively, which were extrapolated to estimate the December 31, 2009 recorded amounts. Property tax appeals and doubtful accounts receivable Management makes estimates for significant property tax appeals and the provision for doubtful accounts receivable. Management makes these estimates based on the information available, at a point in time, when preparing the financial statements. Accrued liabilities Management is required to make estimates, mainly for services received to December 31, where invoices for such work have not been received prior to when the accounting records are finalized. In addition, estimates made and recorded in the prior year are trued up to actual in the current year. The true up amount, if any, is recorded when it is known. Self-Insurance Claims Accrual An accrual is made for legal expenses incurred by Cowan for insurance claims/cases which have not yet been settled. This estimate is made based on an open claims schedule sent to the City by Cowan. The Corporation of the City of Pickering - 5 2009 Report to Council 100 Audit findings. (continued) Management judgments and accounting estimates (continued) Contingent liabilities - litigation When preparing the consolidated financial statements, management makes estimates relating to litigation based on the information available, at a point in time. As disclosed in Note 17 to the financial statements, the City recognizes liabilities in the financial statements related to litigation when management and legal counsel have assessed the outcome of the legal claim as likely and the amount can be reasonably estimated. Management has determined that the outcome of any legal . actions outstanding as at the reporting date is not determinable and accordingly, no provision has been made in the consolidated financial statements. Tangible capital assets In the 2009 financial statements it was necessary for management to make estimates in the implementation of "PS3150 - Tangible Capital Assets" in order to determine certain inventories, valuations and remaining useful lives of classes of municipal assets. Overall, we believe the accounting policies selected and the application thereof to be appropriate for the City. Estimates and assumptions used have been assessed against standard practice and appear to be reasonable. The Corporation of the City of Pickering - 6 2009 Report to Council 101 Audit findings (continued) Adjusted differences An adjustment was made by management as a result of our audit work with respect to the recording of subdivision assets which were assumed by the City pursuant to subdivision agreements. The implementation of the new accounting standards on Tangible Capital Assets requires that contributed/assumed assets be recorded as revenue with a corresponding capital asset addition recorded at the fair value on the date of contribution. Although certain of these assets had been considered in the January 1, 2008 opening balance of tangible capital assets (and for the fiscal years 2008 and 2009), there was an adjustment required to correct the cut off between the years and to recognize revenue in 2009 for contributions in that year. There were no assets assumed in 2008. Unadjusted difference No unadjusted differences were noted during our audit. The Corporation of the City of Pickering - 7 2009 Report to Council 102 Areas of audit focus On October 13, 2009 we reported to you our planned key areas of audit focus. The following summarizes our findings in respect of these areas: Conclusion Area Issue Year end cut-off Determine if cut-off of Substantive testing on • Satisfactory. revenues and expenditures accounts payable, accrued is appropriate. liabilities, deferred revenue and accounts receivable. • Test disbursements and cash receipts subsequent to year- end. Test supporting assumptions for accrued liabilities, deferred revenue and accounts receivable. Actuarial Accuracy and completeness • Review actuarial report, Satisfactory. determined of certain liabilities such as including related assumptions. liabilities Workplace Safety and Insurance ("WSIB") and • Ensure appropriate accounting post- employment benefits. treatment has been applied. • Review related financial statement note disclosure for accuracy and completeness. • Communicate with actuary on our reliance on their reports for audit purposes. Reserves and Approval of transfers to and- • Substantive testing on the - Satisfactory. reserve funds from reserves and reserve continuity of material funds. transactions to determine if transfers are in accordance with Council approvals and/or legislative requirements. The Corporation of the City of Pickering - 8 2009 Report to Council 103 Areas of audit focus (continued) Conclusion Investment in Compliance with PS 3070 • Review accounting for Satisfactory. Veridian "Investment in Government Investment in Veridian Corporation Business Enterprise". Corporation and related disclosures. • Review consolidated financial statements of Veridian Corporation. • Communication with. Veridian Corporation's auditor on our reliance on their auditors" report for purposes of the City's audit. Management Requires management • Focused review of calculations Satisfactory. estimates judgment and support. (i.e. allowance for significant property tax • Discussion with management. appeals, contingent . Analytic review of related liabilities, etc.). accounts. Capital • Revenue Recognition Substantive testing to Satisfactory. expenditures determine whether restricted • Capital expenditures-year contributions (i.e. development end cut-off charges, gas tax, conditional grants) have been recognized as revenue in the appropriate period. • Substantive testing on accruals relating to capital expenditures incurred before year end. The Corporation of the City of Pickering - 9 2009 Report to Council i 104 Areas of audit focus (continued) Conclusion Area Issue Public sector accounting Impact of the new Review of significant Satisfactory. standards local government accounting policies, reporting model implementation of new including the standards and any implementation of unusual transactions. tangible capital assets Work with City staff to accounting. determine if appropriate plans are in place to enable compliance with the new standards. Tangible capital assets • Appropriate accounting Review of assumptions Satisfactory. and disclosure. used in determining opening balances. • Reasonable procedures for legacy Substantive testing of data collection. tangible capital asset balances. • Review of calculations of accumulated amortization. The Corporation of the City of Pickering - 10 2009 Report to Council 105 Appendices t The Corporation of the City of Pickering - 2009 Report to Council I 106 Appendix I - Independence letter 107 Deloittel,Deloitte & Touche LLP 5140 Yonge Street Suite 1700 Toronto ON M2N 61_7 Canada Tel: 416-601-6150 Fax: 416-601-6151 www.deloitte.ca September 2, 2010 The Members of Council The Corporation of the City of Pickering 1 The Esplanade Pickering ON L1 V 6K7 Dear Council Members: We have been engaged to audit the consolidated financial statements of the Corporation of the City of Pickering (the "City") for the year ended December 31, 2009, which includes: • The Corporation of the City of Pickering; and • The Corporation of the City of Pickering Public Library Board. In addition, we have been engaged to audit the Corporation of the City of Pickering Trust Funds. Canadian generally accepted auditing standards ("GAAS") require that we communicate at least annually with you regarding all relationships between the City and our Firm that, in our professional judgment, may reasonably be thought to bear on our independence. In determining which relationships to report, these standards require us to consider relevant rules and related interpretations prescribed by the appropriate provincial institute / ordre and applicable-legislation, covering such matters as: i (a) holding a financial interest, either directly or indirectly, in a client; (b) holding a position, either directly or indirectly, that gives the right or responsibility to exert significant influence over the financial or accounting policies of a client; (c) personal or business relationships of immediate family, close relatives, partners or retired partners, either directly or indirectly, with a client; (d) economic dependence on a client; and (e) provision of services in addition to the audit engagement. 108 The Corporation of the City of Pickering September 2, 2010 Page 2 We have prepared the following comments to facilitate our discussion with you regarding independence matters arising since June 22, 2009, the date of our last independence letter. We are not aware of any relationships between the City and our Firm that, in our professional judgment, may reasonably be thought to bear on independence that have occurred from June 22, 2009 to September 2, 2010. The fees (exclusive of GST) billed from June 22, 2009 (the date of our last independence letter) to September 2, 2010 are as follows: City of Pickering • Balance of audit fees for the year ended December 31, 2008 $ 6,500 • Audit for the year ended December 31, 2009- interim billings $55,000 • Auditors' report dated March 6, 2010 for the Transfer of Federal Gas Tax Revenues for the year ended December 31, 2009 $ 4,900 • Audit procedures on tangible capital assets $19,000 City of Pickering Public Library Board • Balance of audit fees for the year ended December 31, 2008 $ 900 • Audit for the year ended December 31, 2009 - interim billing $ 5,000 GAAS requires that we confirm our independence in the context of the Rules of Professional Conduct of the Institute of Chartered Accountants of Ontario. Accordingly, we hereby confirm that we are independent with respect to the City within the meaning of the Rules of Professional Conduct of the Institute of Chartered Accountants of Ontario as of September 2, 2010. This report is intended solely for the use of Council and others within the City and should not be used for any other purposes. Yours truly, Chartered Accountants Licensed Public Accountants 109 Appendix 11 Management. letter 110 Deloitte 5140 to 8 T Yonge S Str e LLP 5140 treet Suite 1700 Toronto ON M2N 61_7 Canada Tel: 416-601-6150 Fax: 416-601-6151 September 2, 2010 www.deioate.ca The Members of Council The Corporation of the City of Pickering 1 The Esplanade Pickering ON L IV 6K7 Dear Council Members: We have recently completed our examination of the consolidated financial statements of the Corporation of the City of Pickering (the "City") for the year ended December 31, 2009. Our audit was designed to provide a basis for formulating an opinion as to whether the consolidated financial statements present fairly in all material respects, in accordance with generally accepted accounting principles, the financial position, results of operations and changes in financial position of the City. As part of our examination we reviewed and evaluated the design and implementation of certain entity level controls and business cycle controls in order to assess audit risk in accordance with Canadian generally accepted auditing standards. The main purpose of our review of controls was to assist in determining the nature, extent and timing of our audit tests and to establish the degree of reliance, which we could place on selected controls; it was not to determine whether internal controls were adequate for the City's purposes. The scope of such a review of internal controls is not sufficient to express an opinion as to the effectiveness or efficiency of the City's internal controls. While the audit did not include an in-depth evaluation of all systems of internal controls or all aspects of any individual system and should not therefore be relied upon to identify all significant internal control weaknesses, or all errors, irregularities or inefficiencies that might occur, we undertake to report such matters to you when they come to our attention. We have included as an attachment our observations and recommendations as well as management responses. We would like to thank management and staff of the City for their assistance and co-operation during the audit. Yours truly, LID" lbvu Chartered Accountants Licensed Public Accountants I 111 The Corporation of the City of Pickering Management letter comments December 31, 2009 Page 1 of 2 1. Variance analysis Observation During our audit of expenses, it was noted that a budget to actual comparison was not being performed for one particular cost centre. We understand that staff turnover in the department was a contributing factor. This control weakness was detected by Finance staff after a significant variance from budget had built up in the cost centre. Recommendation We recommend that appropriate departmental staff regularly perform budget-to-actual variance analyses for their respective cost centres on a timely basis. Management's response It is the responsibility of the appropriate staff in each department to monitor the budget to actual expenditures throughout the year. They should then be advising their respective Supervisors of any variances, their Department Head and if significant, the Treasurer. Staff have access to review their accounts and run reports from the General Ledger system at any time during the course of the year. Accounting staff also distribute a month end budget to actual report to departments for review. In addition, Finance staff complete a high level review of budget to actual variances 3 times a year and follow up with appropriate staff when significant variances are found. Finance staff will remind departments the importance of monitoring the budget to actual variances on a timely basis. 112 The Corporation of the City of Pickering Management letter comments December 31, 2009 Page 2 of 2 2. Tangible capital assets Observation In 2009, the City adopted the requirements of PS3150 "Tangible Capital Assets"(TCA). This accounting standard represents a significant change in the way municipalities are required to account for their TCA. The staff of the City worked diligently in order to prepare and value an opening TCA inventory as at January 1, 2008, and developed a workable process for properly recording 2008 and 2009 TCA activity in the financial statements. Going forward, the City must adopt accounting procedures which account for TCA additions within its accounting systems in a more "routine" manner so as to remove the significant amount of manual analysis that was required in order to comply with the standard in 2009 and prepare the financial statements. Without adopting accounting procedures which systematically record TCA activity, the processes required to comply with the accounting standard at year end will continue to be time consuming and increase the risk of error. Recommendation We recommend the City develop and implement procedures which are followed throughout the year to ensure TCA activity is recorded as it occurs. Management's response With the introduction of tangible capital assets there are a number of projects or changes to be undertaken to streamline the accounting for tangible capital assets. These changes range from development of accounting procedures; implementation of software for recording asset additions, disposals and calculating amortization; and changes to capital budgeting to assist in identifying and recording tangible capital assets. A Senior Financial Analyst was hired as of August 2009 with primary responsibility for overseeing the accounting for tangible capital assets. The initial priority of the position was completing the compilation and valuation of the opening inventory balances at January 1, 2008 and compiling the addition and disposal information for 2008 and 2009 to meet the financial statement reporting requirements for 2009 year end. Going forward, the responsibilities of this position are: to develop the processes and procedures surrounding the accounting for TCA additions, disposals and amortization; to assist in selection and implementation of appropriate asset management software so accounting for assets may be automated where possible; and to work with Finance staff in streamlining the capital budget format in order that data can be recorded more efficiently. i 113 now ttlu i ATTACHMENT # Z TO REPO #CS 32- 114 Consolidated financial statements of The Corporatio ®f the City of Picker' I g December 31,2009 i i O i I DK5 Document in 2210A City of Pickering Nofes, 9/3/10.• 10:46 AM FOR DISCUSSION PURPOSES ONLY i 115 The Corporation of the City of Pickering December 31, 2009 Table of contents Auditors' Report ...................................................................................................................................................1 Consolidated statement of financial position .......................................................................................................2 Consolidated statement of operations ................................................3 Consolidated statement of change in net financial assets ...................................................................................4 Consolidated statement of cash flows .................................................................................................................5 i Notes to the consolidated financial statements 6-25 I i I O } i O Document in 2210A City of Pickering Abtes 913110,10:46 AM FOR DISCUSSION PURPOSES ONLY i 116 Deloitte & Tou a LLP 5140 Yonge reet Suite 1700 Toronto M2N 61-7 Canad Tel: 16-601-6150 F 416-601-6151 .deloitte.ca I Auditors' Report To the Members of Council, Inhabitants and Ratepayers of the Corporation of the City of Pickering i We have audited the consolidated statement of financial posi 'o the Corpo tion of the City of Pickering as at December 31,2009 and the consolidated st a is opera ions, changes in net financial assets and of cash flows for the year then ended. These ancia emen are the responsibility of the City's management. Our responsibility is to express opinion on a mancial statements based on our audit. I We conducted our audit in accordance with C dian generally a epted auditing standards. Those ` standards require that we plan and perform an u ' tain re onable assurance whether the financial statements are free of material misstatemer Ana t d examining, on a test basis, evidence supporting the amounts and disclosures ' he financ' stat ents. An audit also includes assessing the accounting principles used and signific t estimates d y management, as well as evaluating the overall financial statement presentati In our opinion, these financial s m present f ' ly, in all material respects; the financial position of the Corporation of the City of 'ck 'n e mber 31, 2009 and results of its operations and its cash flows for the year then ende a ce wi Canadian generally accepted accounting principles. Chartered Acco to Licensed Publ' A un September. , 2010 0 Document in 2210A City of Pickering Notes 913110,-10.-46 AM FOR DISCUSSION PURPOSES ONLY i 117 The Corporation of the City of Pickering Consolidated statement of financial position as at December 31, 2009 2008 (Restated - 2009 Note 2 $ $ Financial assets Cash 8,079 07 4,4 058 Investments (Note 4) 59,5 ,301 63, 2,451 Taxes receivable 16 65 85 1 ,678,581. Accounts receivable ,9 ,321 4,891,541 Investment in Veridian Corporation (Note 5(b)) 9 5 38,635,318 Promissory notes receivable Note 6 25,069,0 25,069,000 152 418,359 150,362,949 Liabilities Accounts payable and accrued liabilities /4/- 10,864,497 Other current liabilities 107,016 Deferred revenue (Note 7) 36,125,738 Long-term liabilities (Note 10) 16,111,363 Post-employment benefit liability (Note 9(a)) 2,563,500 WSIB benefit liabilities Note 9(b 1,085,198 68,134,766 66,857,312 Net financial assets 84,283,593 83,505,637 Non-financial assets Tangible capital assets (Note 11) 186,242,634 180,420,178 Inventory 266,506 192,417 Pre aid expenses 398,024 532,338 186,907,164 181,144,933 Accumulated surplus Note 12 271,190,757 264,650,570 O Worksh in 2210 Gty of Pickering -Excel (44229).• 91312010,10:48 AM Page 2 FOR DISCUSSION PURPOSES ONLY f , ~ 118 The Corporation of the City of Pickering Consolidated statement of operations year ended December 31, 2009 j 2009 2008 Budget Actual (Unaudited) (Restated - Note 18 Act /al Note 2 Revenues Residential and farm taxation 31,946,856 ,031,448 30 45,111 Commercial and industrial taxation 8,110,611 302,954 1717,742 Taxation from other governments 6,824,903 ,215,337 7,162,628 User charges 7,510,5 6,507 7,543,566 j Government grants and fees 18,637, 27 5, 6 7,598,366 i Other contributions and donations 1,17 ,250 1,640, 6 678,599 Development charges and developer contributions earned ,343,800 6,962 637,284 Contributed tangible capital assets - 74,280 - Investment income 7 ,000 309,690 1,234,452 Penalties and interests on taxes ,000 2,320,563 2,074,549 Fines 3,041 811,938 836,602 Interest on promissory notes 1,9 ,2 1,905,244 1,905,244 Equity share of Veridian Corporation earnings for the year (Note 5 (c)) - 4,509,327 3,574,684 Other 5,500 764,876 506,958 Gain on disposal of tangible capital assets - 46,758 - Total revenues 1,077,857 76,147 494 72,415,785 Expenses (Note 19) General government 12,957,317 12,815,997 11,075,785 Protection to persons and property 19,783,319 18,768,392 18,143,056 Transportation services 11,351,983 11,190,538 10,355,376 Environmental services 2,112,451 2,055,947 2,066,553 Social and family services O 551,334 402,489 373,515 Recreational and cultural s ice 23,048,758 22,155,313 21,002,326 Planning and develo me 2,719,446 2,218,631 1,895,566 72,524,608 69,607,307 64,912,177 Annual surplus 8,553,249 6,540 187 7,503,608 Accumulated su I , beginning of ye 264,660,570 264 650,570 257,146,962 Accumulated s u.61 f ea 273,203,819 271,190,767 264,650,570 WorkM in 2210 aty of Pickering -Excel (44229):91312010.-10:48 AM Page 3 FOR DISCUSSION PURPOSES ONLY The Corporation of the City of Pickering 1 9 Consolidated statement of change in net financial assets year ended December 31, 2009 Budget (Unaudited) 2008 Note 18 2009 7 Note 2 $ $ $ i Annual surplus 8,553,249 6,540,187 7,503,608 Acquisition of tangible capital assets (27,770,215) (15,414,607) (7,935,306) Amortization of tangible capital assets 9,374,524 9,416,629 9,276,925 (Gain) Loss on disposal of tangible capital assets - (46,758) 58,566 Proceeds on disposal of tangible capital assets - 222,280 48,981 (9,842,442) 717,731 8,952,774 Acquisition of inventories of supplies - (860,335) (1,103,298) Use of inventories of supplies - 786,246 1,157,242 Acquistion of prepaid expenses - (394,788) (557,890) Use of prepaid expenses - 529,102 587,941 60,226 83,995 Change in net financial assets (9,842,442) 777,956 9,036,769 Net financial assets, beginning of year 83,505,637 83,505,637 74,468,868 Net financial assets, end of year 73,663,195 84,283,593 83,505,637 O , W tin 2210 City of Pickering -Excel (44229),• 91312010,'10.'48 AM Page 4 FOR DISCUSSION PURPOSES ONLY I 120 The Corporation of the City of Pickering Consolidated statement of cash flows year ended December 31, 2009 2008 /(Restated - 2009 Note 2 Operating activities Annual surplus 6,5 ,187 7,5 3,608 Non cash items Amortization of tangible capital assets ,4 6,629 1276,925 (Gain) Loss on disposal of tangible capital assets 46,758) 58,566 Equity share of Veridian Corporation 327) (3,574,684) Contributed tangible capital assets recorded in revenue (2,77 , 0) - Change in non-cash operating items: Increase in taxes receivable (2,387, 4) (1,540,934) Decrease in accounts receivable 98 , 20 884,623 Increase (decrease) in accounts payable and accrued liabilif s 9 0,256 (303,823) Increase in other current liabilities 15,150 25,547 1 Increase in deferred revenue 1,788,841 3,700,797 1 Increase in post-employment benefit liability 151,600 220,250 Increase in WSIB benefit liabilities 283,000 442,153 (Increase) decrease in inventory (74,089) 53,944 Decrease in prepaid expenses 134,314 30,051 10,454,339 16,777, 023 Capital Acquisition of tangible capital assets (12,640,327) (7,935,306) Proceeds on disposal of tangible ca aa222,280 48,981 (12,418,047 7,886,325) Investing activities Decrease (increase) in inve/ia7aor 4,106,150 (16,907,591) Dividends received from Ve 3,362 000 1,722,000 7,468,150 15,185, 591 Financing activities Proceeds from de/tures issued - 8,506,000 Princi al re a me debentures 1,891 393 1,190,648 1891393 7,315,352 Net increase i cogf 3,613,049 1,020,459 Cash, be in in e 4,466,058 3,445 599 Cash en of year 8,0791107 4,466,058 i i i W ksheet in 2210 City of Pickering -Excel (44229),• 9/3/2010.1048 AM Page 5 i FOR DISCUSSION PURPOSES ONLY 21 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 1. Significant accounting policies The consolidated financial statements of The Corporation of the City of Pickering ( e "City") are the representations of management prepared in accordance with accounting standar s established by e Public Sector Accounting Board ("PSAB") of the Canadian Institute of Chartere Accountants. Significant accounting policies adopted by the City are as follows: (a) Reporting entity (i) Consolidated statements The consolidated financial statements reflect the assets iab ' ies, nu and expenses of the reporting entity. The reporting entity is compris of the activities all committees of Council and the City of Pickering Public Library Boa which is controll d by the City. All material inter-fund transactions and balances re eliminated on nsolidation. (ii) Investment in Veridian Corporation The City's investment in Veridian Corporat' n i nted fo on a modified equity basis, consistent with generally accepted accou ting es as commended by PSAB for investments in government business a erprises. r t modified equity basis, Veridian Corporation's accounting policies are of adjusted to co orm to those of the City and inter- organizational transactions and bal ces are not elimi ated. The City recognizes its equity interest in the annual net income r loss of Veridian orporation in its consolidated statement of operations with a rresponding incr se or decrease in its investment asset account. Dividends that the C' y eive fro Veridian Corporation and other capital transactions are reflected a adju a th investment asset account. (iii) Operations of School Bo rds and th egi of Durham The taxation, other re enues, expenditu s, assets and liabilities with respect to the operations the sc ool boards and t Region of Durham are not reflected in these consolidatedoffna ial statements. (iv) Trust funds Trust funds nd r o erations administered by the municipality are not cons olida d, but a ort e separately on the Trust Funds Statement of Financial Activitie and Stateme o inancial Position. I (b) Basis of a counting (1) A rual basis of acc nting e nd exp nses are reported on the accrual basis of accounting. The accrual basis o ccou I g r ognizes revenues as they are earned and measurable; expenses are r niz a hey are incurred and measurable as a result of the receipt of goods and serve n the creation of a legal obligation to pay. (ii) Investm is Temp ary investments are recorded at the lower of cost plus accrued interest and market valu . Long-term investments are recorded at cost and any loss in value which is considered of er than temporary is recorded as appropriate. Any premium or discount at purchase of an vestment is amortized over the life of the investment. D Document in W0A City of Pickering /Motes 913110,• 10:46 AM Page 6 FOR DISCUSSION PURPOSES ONLY i 122 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 1. Significant accounting policies (continued) (b) Basis of accounting (continued) (iii) Tangible capital assets ("TCA") Tangible capital assets are recorded at cost less accumulated a ortization. Cost in udes all costs directly related to acquisition or construction of the tan able capital asset' cluding transportation costs, installation costs, design and engineerin fe , legal fees d site preparation costs. Amortization is recorded on a straight-fin b over the es mated life of the tangible capital asset commencing once the asset is ail ruse as ollows: i Buildings 15 to 45 year Machinery & equipment 2 to 25 year Vehicles 5 to 15 ye rs Infrastructure -Roads 10 to 50 ears Infrastructure - Storm sewers 25 to 0 years Infrastructure - Sidewalks 20 t 40 ars Information technology hardware 4 8 r Infrastructure - Parks to rs Library collection materials 4 to 7 ye Furniture & fixtures 10 to 50 ye One-half of the annual amortizatio s charged in the ar of acquisition and in the year of disposal. Assets under constructi n are not amortiz until the asset is available for productive use. Land is not am ized. Tangible capital assets rece' ed do are recorded at their fair value at the date contributed, and that amo t fs al r or e s revenue. (iv) Accounting for Property ax Cappin rov' ions resulting from the Ontario Fair Assessment System The net impact in operty taxes as a esult of the application of the capping provisions does not affect t Consolidated St ement of Operations as the full amounts of the property taxes er ed. Howe r, the capping adjustments are reported on the consolidated tat er of Fina ial Position as a payable to the Region. (v) Deferred r enu Deferre revenues re s t user charges and fees which have been collected but for which a related service have yet to be performed. These amounts will be recognized as reve ues in the fiscal y ar the services are performed. In addition, any contributions re ived with extern restrictions are deferred until the related expenditures are made. (VI) o loyment enefits pres t va a of the cost of providing employees with future benefits programs is r iz a employees earn these entitlements through service. Actuarial gains and loss ortized over the average remaining service period ("ARSP"). The actuary determine ARSP to be 15 years. (vii) Invent Inve tory is valued at the lower of cost and replacement cost. Cost is determined on a w ' hted-average basis. (viii) ovemment transfers Government transfers are recognized in the financial statements in the period in which the events giving rise to the transfer occur, eligibility criteria are met, and reasonable estimates of the amount can be made. (ix) Intangible assets Intangible assets are not recognized as assets in the financial statements. D Document in 2210A City of Pickering Notes 9/3/10,10:46 AM Page 7 FOR DISCUSSION PURPOSES ONLY i of the City of Pickerin 1 2 3 The Corporation g Notes to the consolidated financial statements December 31, 2009 1. Significant accounting policies (continued) (x) Use of estimates The preparation of financial statements in conformity with Canadian enerally accepte accounting principles requires management to make estimates an assumptions tha affect the reported amounts in the financial statements and accompan ng notes. Accou involving significant estimates include allowance for doubtful a counts, accrued Ii ilities, employee future benefits liabilities and estimates in thou he curre t y r relating to ngible capital assets. Actual results could differ from these estim s. 2. Change in accounting policies On January 1, 2009, the Corporation of the City of Pickering ad ted the following ublic Sector Accounting Standards: Section 1000 - Financial Statement C ncepts, Section 1 00 - Financial Statement Objectives and Section 1200 - Financial Statem t Presentation. A a result, the presentation of the financial statements changed from the rio ear. In additi n, the City changed its accounting policy related to the treatment of tangible cap' al e s to com with Section 3150 - Tangible Capital Assets. Capital assets are capitalized t c amorti d over their estimated useful lives. Previously the costs to acquire tangible capital ssets r recor d as a.capital expenditure when incurred. Method used for determining the opening cost o each major categ ry of tangible capital assets The financial information recorded includes t actual historical ost of the tangible capital assets. When historical cost records were not available, o er methods were sed to estimate the costs and accumulated amortization of the assets. T e lied a nsistent method of estimating the replacement or reproduction cost of the ngib c s is to each category for which it did not have historical cost records. After determini g replac nt or production cost, deflation factors were used to deflate the replacement or reprod ction cost t n e imated historical cost for the year of acquisition. Where required, a third party was red to provide h City with values for tangible capital assets. The third party used the deflated reps cement or reprod ction cost or deflated fair market value methodologies in.determining lues for tangible pital assets. This change in accounting lic been ap led retroactively with the restatement of the prior period. This change has changed m nt e' o ed ' prior period as follows: 2008 Accumulated su lus Operating 125,000 Capital 13,405,505 Rese s rve F ds 26,555,196 Equi in idian orp ration 66,747,338 A ounts to v ed (22,602,647) ccumulated s pl , as previously reported 84,230,392 Net book value o tan ible capital assets 180,420,178 ccumulated su s as restated 264,650,570 An/scapitalized as previously reported 8,952,774 gnized on contributed tangible capital assets 135,183 but previously expensed 7,800,123 xpense not previously reported (9,276,925) e of assets sold (107,547) nual surplus, as restated 7,503,608 D Document in 2ZIOA City of Pickering /Votes 913110,• 2.27PA4 Page S FOR DISCUSSION PURPOSES ONLY 124 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 3. Operations of school boards and the Region of Durham Further to Note 1 (a) (iii) requisitions are made by the Region of Durham an/half. requirin the City to collect property taxes and payments in lieu of property taxes on tamount collected and remitted are summarizes as follows: ho board Taxation /4, 060 /41,959,128 Payments in lieu of taxes 16 488,772 86,817,9t4/ 42,447,900 4. Investments 0 2008 Cost Mark v e cost Market value Temporary investments 27,643,803 /32,064,236 ,626,605 34,093,374 34,138,266 Long-term investments 31,872,498 29,529,077 30 042 240. 59,516,301/ 59,690,841/ 63,622,451 64,180,506 I Temporary investments are composed ban to ces, deposit notes and discount notes. They are recorded at cost which is not signi antly d nt fro market value. Long-term investments are comprised of deposit notes and bon i i I O i D Document in V10A City of Pickering /Dotes 913110,• 10.49 AM Page g FOR DISCUSSION PURPOSES ONLY i 25 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 5. Investment in Veridian Corporation (a) Veridian Corporation is owned by the City of Pickering, Town of Ajax, Munic' ality of Claringto and the City of Belleville. The City has a 41 per cent interest in Veridian C oration. Veridia Corporation, as a government business enterprise, is accounted for on t modified equity asis in these financial statements. Veridian Corporation serves as the elect 'cal distribution uti . for a number of communities including the four noted above and conducts on-regulated utili service ventures through its subsidiaries. The following table provides condensed supplementary consoli to ancial info ation for the corporation and its subsidiaries for the year ended December 200 2008 Financial position:. Assets Current 78,9 1,113 69,599,771 Capital and intangibles 160 03,199 144,357,602 Other 350 539 13,028,112 Total assets /258,604,861 226,985,485 Liabilities Current 73,264,994 108, 931,221 Long-term debt 60,794,000 - Other 27,515,014 23,821 779 Total liabilities 161,674,008 132,753 000 Shareholders' equity Share capital 67,285,173 67,285,173 Contributed capital 24,910 24,910 Retained earnin s 29,720,760 26,922,402 Total equity 97,030,843 94,232,485 Total liabilities a e 258,604,861 226,985,485 Financial a ' ities: Revenu 246,318,763 228,759,331 Other' come 6,553,673 9,002,241 Exp nses 243,691,109 229,103,101. E i m disco 7inuedations 1,817,031 60,271 N e, m s the ar 10,998,358 8,718,742 D Document in2210ACltyofftkeringAktes 913/10,-10:50AM Page 10 FOR DISCUSSION PURPOSES ONLY 126 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 5. Investment in Veridian Corporation (continued) I (b) City of Pickering's equity represented by: 200 /08 $ $ Promissory notes receivable Note 6 25 0 9 00 069 000 Investments in Veridian Corporation Initial investment in shares of the Corporation 30,496,19 30,496,196 Accumulated earnings 19,994,648 15,485,321 Accumulated dividends received (11,817,020 (8,455,020) Increase in value of investments 1 108 8 1,108,821 Total investment 39.782.0/46 38,635,318 i (c) Equity in Veridian Corporation /2009 2008 Balance, beginning of year /13,362,000) 6,747,338 64,894,654 Equity share of net earnings fo/Ccfibbafien, 4,509,327 3,574,684 Dividend received from Veridia (1,722,000) Balance end of year 67,894,665 66,747,338 (d) Contingencies and guarant es of Veridian o oration (the "Corporation') as disclosed in their financial statements are follows: (i) Insurance c/a* The Corpora . on ' a ember o he Municipal Electric Association Reciprocal Insurance Exchange M I h as created on January 1, 1987. A reciprocal insurance exchang may b fined a group of persons formed for the purpose of exchanging recipro al contracts in mnity or inter-insurance with each other. MEARIE provides gene I liability insuran to member electric utilities. In rance premiums harged to each member utility consist of a levy per $1,000 of service venue subject to credit or surcharge based on each electric utility's claims experience. In ce limits up to $30,000,000 per occurrence are covered by MEARIE. i D Document in 2210A City of Pickering Notes 913110.-10.-46 AM Page 11 FOR DISCUSSION PURPOSES ONLY i The Corporation of the City of Pickerin 2 g Notes to the consolidated financial statements December 31, 2009 I 5. Investment in Veridian Corporation (continued) (d) (continued) (ii) Other claims An action has been brought under the Class Proceedings Act: 92. The plaintiff ass seeks $500,000,000 in restitution for amounts paid to Toront ydro and to oth Ontario municipal electric utilities ("LDCs") who received late paym t nalties whic onstitute interest at an effective rate in excess of 60% per year, co ra o Section 3 of the Criminal Code. Pleadings have closed in this action. a not y been certified as a class action and no discoveries have been held, s the partie er awaiting the outcome of a similar proceeding brought against E ridge Gas Distrib ion Inc. (formerly Consumers Gas). i On April 22, 2004, the Supreme Court of Can a released a deci ion in the Consumers Gas case rejecting all of the defences which a eZatem raised b Enbridge Gas Distribution Inc., although the Supreme Court of Cana d' o ermit th plaintiff class to recover damages for any period prior to the issu ce t t of claim in 1994 challenging the validity of late payment penalties. T e Sup Cou f Canada remitted the matter back to the Ontario Superior Court of Justice for d ation of the damages. At the end of 2006, a mediation process resul d in the settleme of the damages payable by Enbridge Gas Distribution Inc.. After the release by the Supre a Court of Cana of its 2004 decision in, the Consumers Gas case, the plaintiffs in th L to payme penalties class action indicated their intention to proceed with t lit1 o s he LDCs. To date, no formal steps have been taken to move the ction fo d. Th electric utilities intend to respond to the action i if and when it proceed on the basi at a LDCs' situation may be distinguishable from I that of Consumers s. i The parties are i ettlement discus ons but no settlement has been reached. At this time, it is not possibl o quantify the eff ct, if any, on the financial statements. (iii) Contractual li io H dro ne Networks Inc. (HONP) The Corp ratio sidia , Veridian Connections Inc. ("VCI"), is party to a connection and co recovery em nt with HONI related to the construction by HONI of a transf rmer station desi ated to meet VCI's anticipated electricity load growth. Co truction of the pr 'ect was completed during 2007 and VCI connected to the tr sformer station ring 2008. o t e extent tha a cost of the project is not recoverable from future transformation n rev ues, VCI is obliged to pay a capital contribution equal to the difference etwee hes revenues and the construction costs allocated to VCI. The construction c d to VCI for the project are estimated at $9,974,670. (iv) En vi n ntal liability Envir ment Canada has issued new regulations governing the management of poly hlorinated biphenyls (PCBs). The Corporation is in the process of determining the e ent and impact that the new regulations will have on the Corporation. As at December 2009, the cost of testing performed to date has been included within regulatory assets; however, costs related to additional testing or remediation have not been accrued as the amount is not determinable. D Document in Z210A City of Pickering Notes 913110,• 10:46 AM Page 12 FOR DISCUSSION PURPOSES ONLY 128 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 5. Investment in Veridian Corporation (continued) (e) Lease commitments Future minimum lease payment obligations under operating leases re as follows: 2010 622,000 2011 588,000 2012 153,000 2013 2,000 2014 2,000 Thereafter 72,000 1 439 000 1 6. Promissory notes receivable 2009 2008 Promissory note receivable from Veridian o oration maturing November 12, 2012 and be ng i 7.62% until April 30, 2010, then the reater o or the Ontario Energy Board dee ed long to ebt rate on an annual basis to mat ty (6% effective May 1, 2010) 7,095,000 7,095,000 Promissory note receivable ro ndian Co ections Inc. maturing November 1, 3 n g i erest at 7.62% until April 30, 10, .5 o f m May 1, 2010 to De tuber 31, 4 a 'then the Ontario Energy Board d med long-term d t rate for each successive five year erio thereafter 17,974,000 17,974,000 i 25,069,000 25,069,000 Interest re n d from ese notes receivable totaled $1,905,244(2008 -1,905,244). The promiss n s'fro eri an Corporation are convertible into common shares at the rate of one Comm shar a 000 of principal amount, at the option of the City. I 0 Doeument in 2210A Cify of Pickering Mtes 913110,10:46 AM Page.13 i i I FOR DISCUSSION PURPOSES ONLY i 129 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 7. Deferred revenue 2009 20 Obligatory Reserve Funds Development charges /27,4,3932 2 ,413,355 Parkland 1,984,486 Federal gas tax 3,084,862 Third party/Developer's Contributions Reserve Fund 2 043 667 34,872,751 33,526,370 Other unearned revenues 3 041 8 2,599,368 37,914.09 36,125,738 Continuity of deferred revenue is as follows: /2009 2008 Balance beginning of year /36,125,7 8 32,424,941 ► Restricted funds received 4,246,730 4,314,126 General funds received 442,460 56,354 Interest earned 1 283 835 1 294 510 /1 5,973,025 5,664,990 i Earned revenue transferred o operations 4,184,184 1,964,193 Balance end of ear 37,914,579 36,125,738 8. Interfu/ayema As a mvarious cap I quisitions, funds are borrowed by th e Capital Fund from Develoand Parkland eferred revenue (obligatory reserve funds). These funds are securenotes with i rest rates ranging from 3.1 % to 4.7% and various payment terms ranging o 10 years he financing arrangements and ultimate repayment are approved by Councirrent bu et process. Although these notes have payment terms as noted above, they arema . The following is a summary, of the related loans: 2009 2008 $ $ ads and streetli is 711,509 1,307,327 ommunity facil' es, libraries and parks 829,558 1,308,514 Protection se ces 694,491 321,252 Environmen I services 34,554 50,544 Municipal uildin 29 716 33 949 2 299 828 3 021 586 D Document in 2210A City of Pickering Notes 9/3/10," 10:96 AM Page 14 FOR DISCUSSION PURPOSES ONLY 130 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 9. Post-employment benefit liability (a) Post-employment benefit liability The City makes available to qualifying employees who retire before the a of 65, the.oppo unity to continue their coverage for benefits such as post-retirement extend healthcare bens s. Coverage ceases at the age of 65. The City also provides full time a permanent part-'me employees a sick time entitlement and any unused entitlement is a cumulated year t ear. This accumulated entitlement is not vested and is forfeited at the time f r ' ement or to ination. The most recent actuarial valuation of the post-employment benefit w ormed a January 1, 2008. Information about the City's benefits liability is as follows: 20 9 2008 Accrued benefits liability, beginning of year 2 63,500 2,343,250 Prior period service cost - 150,700 Current service costs 214,200 191,800 Interest on accrued benefits 186,900 187,200 Amortization of actuarial losses 49,000 39,200 Benefits aid during the year (298,500) 348,650) Accrued benefits liability, end of ear 2,715,100 2,563,500 Accrued benefit obligation 3,435,300 3,332,700 Unamortized actuarial los s (720,200) (769,200) Accrued benefits liabili nd of year 2,715,100 2,563,500 The main actuarial ass ptions employe in the actuarial valuations areas follows: (i) Discount rate The prese v c ber 31, 2009 of the future benefits was determined using a discoun ate of (200 - 6.0%). (ii) Dent costs T dental cost tren ates was 4.0% increase per annum. j (iii) ealth costs sts w e assumed to increase at 9% in 2009 and decrease by 0.5% increments r year a ultimate rate of 5% per year in 2017 and thereafter. i i 0 Document in 2210A City of Pickering Notes 913110.-10.-96 AM Page 15 FOR DISCUSSION PURPOSES ONLY The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 9. Post-employment benefit liability (continued) (b) Workplace Safety and Insurance Board (WSIB) benefit liabilities Effective January 1, 2001, the City became a Schedule II employer unde the Workplace S ety & Insurance Act and follows a policy of self insurance for the risk associ d with paying be fits for workplace injuries for all its employees. The WSIB administers the cl ms related to wor place injuries and is reimbursed by the Corporation. The most recent act ri I valuation of t e WSIB benefits was performed at December 31, 2008. Information about the City's WSIB liability is as follows: 2 0 2008 Accrued WSIB liability, beginning of year 1, 5,198 643,045 Current service cost 293,000 284,432 Interest on accrued benefits 80,000 51,200 Amortization of estimation adjustment loss - 253,075 Benefits aid during the year 90 000 (146,554) j Accrued WSIB liability, end of ear 1,368,198 1,085,198 The main actuarial assumptions a loyed in the act arial valuations are as follows: (i) Discount rate The present value as at cemb 2 0 of the future benefits was determined using a discount rate of 6.0% ( 08 - 6.00 (ii) Inflation rate E The rate of inflati was assumed t e 3% per annum. (iii) WSIB Admini ati ate Liabilities f W h e been increased 30% to reflect the administration rate charged W A WSIB Res a Fund was st lished in 2001. The Reserve Fund balance at December 31, 2009 was 658,462 (2008 - 1,339,907). In addition, the City purchased two insurance policies that prot t the City against ignifcant claims to the Corporation. The occupational accident insura a pays loss claim up to $400,000 per work related accident. The excess workers com ns tion indemni insurance has a $400,000 deductible and will pay for claims up to and Intl d1 0,000 er work related accident. i 10. Long- rm lia "e (a) The balance of ong-term liabilities is made up of the following. 2009 2008 The unicipality is responsible for the payment of incipal and interest charges on long-term liabilities . issued by the Regional Municipality of Durham on the City's behalf. At the end of the year, the outstanding principal amount of this liability is 14,219,970 16,111,363 D Document in 2210A City of Pickering Notes 913110,10:46 AM Page 16 FOR DISCUSSION PURPOSES ONLY 132 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 10. Long-term liabilities (continued) (b) The above long-term liabilities have maturity dates of July 12, 2011, 2016 a d 2021, Novembe 1, 2012, November 21, 2012 and 2018, July 15, 2014 and December 23, 20 4 with various int est rates ranging from 2.65% to 5.6%. Principal repayments are summarize as follows: 2010 1,683,228 2011 1,753,158 2012 2,792,188 2013 1,390,325 2014 1,258,572 Thereafter 5,342,499 14,219,970 i (c) Long-term liabilities include a principal sum of 0 as 'Ref dable Debentures' which may be raised by the issuance of debentures over further od n to exceed 10 years. (d) The above long-term liabilities have been proved by Coun ' by-law. The annual principal and interest payments required to service th a liabilities are wi in the annual debt repayment limit ! prescribed by the Ministry of Municipal ffairs and Housi ! (e) Interest expense recorded in the ye r r lating to these ong-term liabilities is $742,139 (2008 - $466,281). 11. Tangible capital assets Information relating to tangible c ital assets is as f ows: i) Contributed tangible capit assets The City records tangib c assets tributed by an external party at fair value on the date contributed. Typical a es d, ads, storm sewers and sidewalks installed by a developer as part of a subdivi on opme agreement. Contributions of tangible capital assets in 2009 amounted.to $2,7 4,280( 2 - $ ' ii) Tangible capit assets recogniz at nominal value Land under oads are assigne a nominal value of one Canadian dollar because this land only supports is intended to s port road infrastructure and the majority of land acquired supporting road all a was acq . ed at no cost. iii) Wor o and i tori al treasures T e City ha s m which holds various historical treasures and historical buildings pertaining the heritage n istory of the City of Pickering. These items are not recognized as tangible capital assets in a financial statements because a reasonable estimate of the future benefits associated wit such property cannot be made. Any acquisition or betterment of these assets is recognized an expense in the financial statements. iv) Other The n book value of tangible capital assets not being amortized because they are under cons uction is $1,841,341 (2008 - $2,267,916). D ring the year, there were no write-downs of assets (2008 - nil) and no interest was capitalized uring the year (2008 - nil). D Document in 2210A City of Pickering Notes 913110,• 10:46 AM Page 17 FOR DISCUSSION PURPOSES ONLY 133 O 12 N O N co tte O N tt N N s!' 20 m N v c m < N P't O en N m d Q r tmn m W M tmM co M M W W f0 a c to m m v w o ( c c .2 emo v v N M clm O ccm m e N r N w o Q N vi n co M to v m a d - mo a t cl K w t n i c O m 7 S'F emM N - O M l It r O W E M r '7 M 7 L Z. C N E9 M M h co M M m r . N N O m m N' O O R U c eenn c- n to r h cD co c1l p E I r < r c to m r tM m CD w m V) N to a) U~ co O r N ~ V W) W) V: < c W M M m e r 2 a tp 7 N W N cn m CcL to b m r rn N m' r r m' m W m r co C TW d to co m co 1- N m l` O W N CD m o N co N M N N m c c It A O to co M C O N co tr IT a c (Rp M N N 0. M n N Nrl_ MM 0 U L C d w tR n N N M R M m ccoo W R ( N tM U y t tWM m m O N N 2 a_ n n co ocm yrun) N (D co m i t h O I~ m O t~ It m y r- N m t-- ~ m m N N I~ V M f` N a) -IT U d C SID N W N c W m r ' N E N m to A N `p n n co q' M I c to • p N 6% C V' m m fA M Sr-1• co t0 N O 0~D ONi _ a. 'C m N m N W V - ' ~ ~ rn ~ ~ to r r r lN`6 N r O co N r Q 6% c1l Om N co m (,l m N N m m m (D 04 w 'r j - ® ~•t Ll m N N m m_ W m W m N Y m K T N tmM tp. N m tp Cl) r l d r m' f~ m clO m a m E v o v to m y o O Cfj t '9 co m tMM o o m m C) ° m • U ~ d to ~ M v N e e 14 N 3 o co rn m c o o m v C M W a m r m n ti o C 6i O mm o W O fo \ cl I w r- r I o v m m m ~.y N co n c O o P a m __J Avg O m h co r N r e- N . 1^vgl 4 (V~~ m m C~! co M 69 m o 0 N r 0 t , O ® i3 C d 6 M K 7 U) T- m co co co x m q N N DO 0 V R O C) N Q. O o 'No 4J O d O O t6 O TO X1--1 S c d d o c m N O O N c 7 d 0 C c 0 0 3 'R V Q W Y e-1 C rn. 'p ~ a a rn~ a U e t't {C N N N C W N c> m N N L o t6 d 7 yy , tall Tp L d V U O O G U p c o ~j a E o Q viQ mm to h c m pa¢ (D !o ~i !o -o w YO r U m Q J m Q m Q J m .z i 134 0 co (A. O N OD R ccoo' m N N ONo n O Q CL " r V' O) V• Of r N OOl N I N N ~ C N O) m n O 0 O N C m M m Lo m m c a en cn o w o o v m m .8 clL ect c'! C ` 7 N y N m r1i N N N CO N r N N N U Q f4 cA ' ^ m Ifl N N m n at o i at d O X Om m Ol m E c m N LL G 07 cfl N to I- O m m o V) o co l) c c co O cc m w) b N i0 m p E m < o) O) Of U E Lo ID N m N I Y m tt O~ 4N N v mr-h Q m V' it c IL V' cl R O Q. W m oo CD 04 r m m 0 r co m_ q Io r m m O N r C a - N 614 co 0 N O O N O) OD O O W O ~p m to ccc c aD o m Cl C C~7 M V ci Op~~ N t- of o to G7 m Of N W M (D N O) co m O t - C « r w 60l o O m m N co N Y co o m co o a) co iD to O n N I I% m' U n 0 co W O) co r m N T M r N 2 a c N N uD m m In N N m co 0 I ~ N 0 n u7 m O O C) m 3 rn r` C) m cc o m CE mm L6 co co cD (D ~~1I O • t N H co O) m a) Lo co - Cl) p~q O I- V' P. O O 7 F 7 _ i cn rn m n )n co ICI M m r ^ N N co N O tL N c0 C 0. o co O M N N O W CJ r C OD C> N o m .N O j N N ? O m V' m M 44 4§13 c0 W u~ to m 6'3. 0 co c1l co • P•M 4..) r r n r r co n W 04 N ~r CI] C cp E L6 td 7 N N co m CCD vNi ~ co to O U to tD c7 Cl) N _ e `Q m vs v In h 0 o o m T CCl C1 C m ti° co ui O 4* f,I 3 a oD N of N m vi co II O _ co o IIj N n V' R A I . { •~.c C. T c7 N Q C o co 000 m O N N , C% lh N Iq h h • • rv-1 CD e0- v) N co N m co m .e O O !6 CO O O o N G a 9 m w Q~ .O G c" f aco c o W N N O a~ N 11 0 C rn a m a a o o a A co E H m o a) m a N E v m 'c a § c0i C. a) U E cOi o cmi. O o 1r~~y1. 7C) o mvQ ayi~ m RvQ m m N L f-I A - r U m Q J m Q co Q J m z Q i I i 135 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 12. Accumulated surplus The City's accumulated surplus is comprised of the following: /09 08 Capital fund 99 ,216 405,505 Operating fund 5,089 125,000 Equity in Veridian Corporation , 66 66,747,338 Tangible capital assets 186,242, 4 180,420,178 Post employment benefits liability (2,536,10 (2,384,500) j Internal loans (2,299, 8) (3,021,586) Net long-term liabilities (14,21 ,970) (16;111,363) WSIB benefit liabilities (1,3 8,198) (1,085,198) Reserves set aside for special purposes by Council Working capital 400,000 400,000 i Self insurance 962,707 951,391 Replacement of capital equipment 854,338 618,419 Contingencies 1,471,140 1,401, 340 Rate stabilization 16,565,777 17,374,935 City's share for development charge 1,946,216 1,168,494 Continuing studies 390,315 750,534 Vehicle replacement 237,547 172,547 Easement settlement 131,279 131,279 Eastern branch 105,000 80,000 Move Ontario 267,033 8,243 Capital asset management 90,000 75,000 ` Economic stabilization 1,236,000 - 1 Reserve Funds set aside f special purposes by C n Recreation progra s an ities 215,350 192,845 Acquisition of to gible capita se 1,585,630 1,516,365 Squash court 1,316 92,530 WSI B 1,658,462 1,339,907 Animal sh ter 162,553 152,896 Men's s w pitch 137,587 128,471 271,190,757 264,650 570 13. Pen - n agreem I T City makes cont ' utions to the Ontario Municipal Employees Retirement Fund (OMERS), which is multi-employer p n, on behalf of the members'of its staff. The plan is a defined benefit plan which specifies the am nt of the retirement benefit to be received by the employees based on the length of service and rat s of pay. Contributio on account of current service for 2009 were $2,117,873 (2008 - $2,034,410). 14. Trust F ds. Trus unds administered by the municipality amounting to $297,350 (2008 - $288,070) have not been inc ded in the Consolidated Statement of Financial Position nor have their operations been included in t Consolidated Statement of Operations. i D Document in 2210A City of Pickering Notes 9/3/10.• 10:46 AM Page 20 FOR DISCUSSION PURPOSES ONLY 1 136 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 15. Related party transactions Veridian Corporation The City of Pickering receives electricity and services from Veridian Corpo/Note corpor tion in which the City is a principal shareholder. 2008 $ $ _ I Transactions Revenues Interest on promissory notes 1,905,2 1,905,244 Property taxes levied 41 75 42,558 Expenses Electrical energy and services 1 65,955 1,941,923 Balances Accounts payable and accrued liabilities 316,068 406,725 Promissory notes receivable 25,069,000 25,069,000 16. Guarantees In the normal course of business, the City ters into agreem is which contain guarantees. The City's primary guarantees are as follows, (i.) The City has provided indemni' s unde a ag ements for the use of various facilities or land. Under the terms of these agr ments the ty a ees to indemnify the counterparties for various items including, but not limi d to, all liabilitl s, oss, suits, and damages arising during, on or after the term of the agreemen . The maximum a ount of any potential future payment cannot be ! reasonably, estimated. (ii) The City indemnifies II yees and lected officials including Library employees and board members for vario it s i g, ut not limited to, all costs to settle suits or actions due to association with a sec o ertain restrictions. The City has purchased liability insurance to mitigate the ost of an tenti future suits or actions. The term of the indemnification is not explicitly defi ed,. but is limi the period over which the indemnified party served as an employee elected official o e City. The maximum amount of any potential future payment .cannot b reasonably estim ed. (iii) The C' has entered int agreements that may include indemnities in favour of third parties, such as rc d sale reements, confidentiality agreements, engagement letters with advisors an c ultan , out urcing agreements, leasing contracts, information technology agreements d s ' e a e nts. These indemnification agreements may require the City to compensate counterpa o osses incurred by the counterparties as a result of breaches in representation and regulations r as a result of litigation claims or statutory sanctions that may be suffered by the counterp as a consequence of the transaction. The terms of these indemnities are not explicitly d ned and the maximum amount of any potential reimbursement cannot be reasonably estimate The nature of ese indemnification agreements prevents the City from making a reasonable estimate of the maximu exposure due to the difficulties in assessing the amount of liability which stems from the unpredict ility of future events and the unlimited coverage offered to counterparties. Historically, the City has of made any significant payments under such or similar indemnification agreements and theref a no amount has been accrued in the balance sheet with respect to these agreements. i i D Document in 2210A 67ty of Pickering Notes 9/3/10,• 10:46 AM Page 21 I FOR DISCUSSION PURPOSES ONLY 137 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 17. Contingent liabilities Litigation The City has been named as a defendant in certain legal actions in which dam es have been so ht. The outcome of these actions is not determinable as at the date of reporting d accordingly, no provision has been made in these financial statements for any liabilities whi may result. 18. Budget figures The 2009 Budget adopted by Council on May 19, 2009 was not prep re is co istent with that used to report actual results. The budget was prepared on a modifI d accrual ba ' w He Public Sector Accounting Standards now require a full accrual basis. The budg figures treated tangible capital expenditures as expenses and did not include amortization ex nse on tangible c pital assets. As a result, the budget figures presented in the Statements of Op ations and Chan in Net Financial Assets represent the budget adopted by Council on May 1 , 2009 with adjust ents as follows: 2009 2009 Council CA Budget approve expen es presented in from capit Amortization statements bud le ! $ $ $ $ Revenue Taxation 70 - - 46,882,370 Capital 20,6 - - 20,619,250 Other 13,57 7 - - 13,576,237 81,077,W - - 81,077,857 Expenditures General gove/ices 11,949 26 412,702 595,189 12,957,317 Protection to 18,2 ,804 908,600 609,915 19,783,319 Transportatio7 86,475 529,000 3,436,508 11,351,983 Environmenta221,505 - 1,890,946 2,112,451 Social and fa456,334 95,000 - 551,334 Recreational ces 18,479,292 1,727,500 2,841,966 23,048,758 Plannin and 2,719,446 - - 2,719,446 59,477,282 3,672,802 9,374,524 72,524,608 Annual sur lu 21,600,575 (3,672,802) (9,374,524) 8,553,249 Capital pe tures (31,443,017) 3,672,802 - (27,770,215) Trans rs from a 2,386,934 r erve funds D' idend from Vendi Corporation 3,334,000 rincipal repayme of debt (3,122,942) Debt proceeds 7,134,450 Prior year su s 110,000 i 0 bocoment in 22104 City of Pickering Notes 913110,• 2.26 PM Page 22 i FOR DISCUSSION PURPOSES ONLY I i X38 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2009 19. Segmented information The City of Pickering is a diversified municipal government that provides a wide ra a of services to i residents. Distinguishable functional segments have been separately disclosed i the segmented information. The nature of the segments and the activities they encompass are s follows: I General Government This item relates to revenues and expenses of the municipality itself and n t be directly ributed to a specific segment. Protection to Persons and Property Protection includes fire services, animal control, bylaw services d building inspe ' n/enforcement of the building code to ensure the safety and protection of citizen and their property Public Works Services Public works includes construction and maintenance of t C s roadways ncluding snow removal and sidewalk repairs, street lighting, maintenance of the sto er stem a d environmental services. Social and Family Services Social services for assistance or services for sen' rs. Recreation and Culture Services Recreation and cultural services include re eation programs, aintenance and rental of facilities and parks, operation of the City's museum an lib ces. Planning and Development Planning and development provide a number of rv' es including municipal planning and review of all property development plans. Segmented information has b n provided in the ollowing pages. 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These financial statements e r onsib' ty of the City's management. Our responsibility is to express an opinio on these ci statements based on our audit. We conducted our audit in accordance with Canadi generally acce ed auditing standards. Those standards require that we plan and peifo an audit to ob ' reasonable assurance whether the financial statements are free of material missta went. An audit i cludes examining, on a test basis, evidence supporting the amounts and disclos -es c' statements. An audit also includes assessing the accounting principles used a sign' es ' ates made by management, as well as evaluating the overall financial statemen presentatio . In our opinion, these financial state nts present fairl , in all material respects, the financial position of The Corporation of the City of Pi ering Trust Fun as at December 31, 2009 and the results of operations and cash flows of th ds for a year then ended in accordance with Canadian generally accepted accountin ri 1p Chartered Acco t Licensed Publ' A ountan April 1, 201 D Document in 22152009 Trust Funds Rtes 913110,• 1c55PA4 FOR DISCUSSION'PURPOSES ONLY 144 The Corporation of the City of Pickering Trust Funds Statement of financial position as at December 31, 2009 11 / 20 2008 Dorothy Card OHRP Estate otal To I Financial assets Investments - 277,351 277,351 277,351 Interest receivable - 19,9 19,999 8,905 Loans receivable - 1,814 29 35 7,00 288,070 Trust Fund position 297,350 2 350 288,070 W ksheet in 2215 2009 trust funds financial statements (#12399 91312010,• 1:55PM Page 2 FOR DISCUSSION PURPOSES ONLY 45 The Corporation of the City of Pickering Trust Funds Statement of financial activities and fund balances year ended December 31, 2009 20 2008 Dorothy Card OHRP Estate /Otal To Revenues Interest 109 11,094 11 203 11,383 Expenditures Provincial payments 1,827 - 118 558 Administration charges 96 - 96 29 1,923 - ,923 587 Net revenues (expenditures) (1,814) 11,094 9,280 10,796 Fund balance, beginning of year 1 814 1112 286,266 /288,070 277,274 Fund balance end of year /2V.360/ 297,350 288,070 O I I W ksheet in ZZ152009 trust Amds financial statements (WZ399, 9131Z010, 1:56 PM Page 3 FOR DISCUSSION PURPOSES ONLY 146 The Corporation of the City of Pickering Trust Funds Notes to the financial statements December 31, 2009 1. Accounting policy The financial statements of The Corporation of the City of Pickering Trust Fun s are the represe ations of management prepared in accordance with Canadian generally accepted counting principl s. Significant accounting policies adopted include: Basis of accounting Revenues are recorded in the period in which the transactions or a ents occurre a gave rise to the revenue. Expenditures are reported on the accrual basis of accounting hich recognizes penditures as they are incurred and measurable as a result of the receipt of goods services and th creation of a legal obligation to pay. Investments Investments are recorded at cost. The cost of invest ents ap mat their fair value. 2. Ontario Home Renewal Program The Ontario Home Renewal Program ("OHR ) was establishe y the Ontario Ministry of Housing in 1973 to provide grants for municipalities to ake loans to ass' t owner occupants to repair, rehabilitate and improve their homes to local prope sta divi al loans are limited to $7,500 of which the maximum forgivable portion is $4,000. Effective July 16, 1993, the Provinc of Ontario ' on ' ued this program. Unused funds were remitted to the Province on March 1, 1994. utstanding ba n es of loans issued prior to July 16, 1993 continued to be administered under the to s of the original p gram. The City continued to administer the collection of any outstanding I ns and remit the roceeds, net of a 5% administration fee to the Ministry of Municipal Affairs and Hou ng. All "OHRP" loans have n e at ecember 31, 2009 and the OHRP Trust Account was closed as of December 1, 3. Dorothy Card Es The City of Pick Ing has establish .a trust fund for the Dorothy Card Estate for the care and upkeep of the destitute el erly. The fund bal nce is comprised of investments and accumulated interest amounting to $297,350 008 - $286,256). 4. Stateme t o ash fl s A sta ment of c has not been presented as the information is readily determinable from the fina cial statement pr sented. D Document in 22152009 Trust Funds Notes 913110,,1:55M Page 4 FOR DISCUSSION PURPOSES ONLY 47 Financial statements of City of Pickerin Public Library oard December 31, 2009 O SW Document in 22109 Notes to the Financial Statements (Library - December 31, 2009) (32398),• 9/27110, 5:OOYM FOR DISCUSSION PURPOSES ONLY 148 City of Pickering Public Library Board December 31, 2009 Table of contents Auditors' Report ...................................................................................................................................................1 Statement of financial position ........................................................................................•...................................2 Statement of operations .....................................................................................................................................3 Statement of change in net financial assets ........................................................................................................4 Statement of cash flows ........................................5 Notes to the financial statements 6-10 O j D Document in 22109 Notes to the Fl mnciol 5tatements (Library -December 31, 2009) (32398).• 9/3/10,• 12:40 PM FOR DISCUSSION PURPOSES ONLY I 1 9 Delohte & Touc a LLP 5140 Yonge reet Suite 1700 Toronto O M2N 61.7 Canad Tel: 16-601-6150 F 416-601-6151 deloitte.ca Auditors' Report To the Members of The City of Pickering Public Library Board, Members of Council, Inhabitants and Ratepayers of the City of Pickering We have audited the statement of financial position of the i ering ublic Library Board as at December 31, 2009 and the statements of operations, ch ges in ebt d cash flows for the year then ended. These fmancial statements are the responsibili of the Board agement. Our responsibility is to express an opinion on these financial statements ed on our audi We conducted our audit in accordance with C than generally a cepted auditing standards. Those standards require that we plan and perform a au onable assurance whether the financial statements are free of material misstateme . An au ' c ud examining, on a test basis, evidence supporting the amounts and disclosures i the financ sta ments. An audit also includes assessing the accounting principles used and signific t estimates m by management, as well as evaluating the overall financial statement presentati n. In our opinion, these financial a present irly, in all material respects, the financial position of the City of Pickering Public L' r at ecember 31, 2009 and the results of its operations and its cash flows for the year th en accor ce with the Canadian generally accepted accounting principles. Chartered Ac un Licensed P lic Acco is April 1, 10 5 Document in 2210B Notes to the Financial Statements (Library -December 31, 2009) (32398Z• 8127110,- 5:00 PM FOR DISCUSSION PURPOSES ONLY I 150 City of Pickering Public Library Board Statement of financial position as at December 31, 2009 f zoos (Restated i 2009 -Note 2) Financial assets Accounts receivable 449 Cash /,147,564 310 Due from City of Pickering ' 93,841 150,133 96,600 Liabilities Accounts payable and accrued liabilities 1X4,81 117,100 Deferred revenue 8,388 Due to the Government of Canada 349 Post-employment benefits obligation Note 3 19,200 120,100 /308,315 245,937 Net debt (158,182) 149,337 j Non-financial assets Tangible capital assets (Note 5) 1,993,685 2,520,072 Prepaid expense 38,982 29,237 2,032,667 2,549,309 Accumulated surplus 1,874,486 2,399,972 i O I I Worksh in 2210A City of ftkering - Library Finonaa/ Statements (December 31, 2009) (32398E' 9/3/2010,12.32 PM Page 2 FOR DISCUSSION PURPOSES ONLY i 151 City of Pickering Public Library Board Statement of operations year ended December 31, 2009 2009. 2008 Budget Actual (Unaduited - (Restated Note 7 Actu I - Note 2 Revenue City of Pickering grants 4,688,119 57,315 4,4 029 Federal grants - 18,246 20,720 Province of Ontario grants 188,177 74,231 156,337 j Fines and other receipts 205 965 89 619 - 195 507 Total revenue 5,082,264 5, 411 4,792,593 i Expenses Operating Salaries Salaries and wages X6,4 ,377 2 69,487 2,778,661 Fringe benefits 51 630,094 585,644 6 828 /3,699,681 3,364,305 Material, supplies and utilities Books 92,0 104,841 92,991 Utilities 191 50 179,631 175,873 Other supplies ,500 60,586 51,405 48,950 345,058 320,269 Services Insurance 44,807 38,845 37,616 Travel 4,528 5,480 4,008 Repairs and mai/aintenance 386,283 374,551 398,015 Consulting and p78,850 77,510 37,489 Advertising 23,622 20,035 34,555 Conferences 8,295 8,485 4,133 Postage 6,000 5,587 5,442 Telephone 48,185 49,698 48,580 Seminars and ed25,500 18,748 8,855 Vehicle repairs a5,000 3,248 2,682 Miscellaneous 62,063 49,390 43,579 683,133 661,677 624,954 Capital related Amortizatio ex se 968,000 968,682 1,038,184 Total o er tin ex e 5,609,911 5,564,898 5,347,712 Annual ficit 527,650 525,487 555,119 Accu ulated surplus, b innin of year 2,399,972 2,399,972 2,955 091 Ac mulated su lu end of year 1,872,322 1,874,485 2,399,972 7 W11-210A Cty of Pickering -Library Finandal statements (December 31,200Y) (3Z398k 9/3/2010,12:08 PM Page 3 FOR DISCUSSION PURPOSES ONLY 152 City of Pickering Public Library Board Statement of change in net debt year ended December 31, 2009 Budget (Unaudited - 2008 Note 7) 200 (Note 2) Annual surplus 527,660) 5 487 555 19 Acquisition of tangible capital assets (440,350) (442,295) 85,865) Amortization of tangible capital assets 968 000 968,682 038,184 627,650/ 626,387 552,319 Change in prepaid expense - 74 22,945 Change in net debt - (845) 20,145 - 9Net debt, beginning of year 337 169,482 Net deb end of year 2168,182) (149,337) i O I i W kshact in 2210A City of Pickering -Library Financial 5tatements (December 31,200P) (32398),-.91312010- 2:24 PM Page 4 FOR DISCUSSION PURPOSES ONLY 53 City of Pickering Public Library Board ' Statement of cash flows year ended December 31, 2009 20os /(Restated 2009 - Note 2 Operating activities Annual deficit /26,487) (5 119) Non cash items Amortization of tan ible ca ital assets 038,184 443,195 483,065 Change in non cash operating items I Decrease in accounts receivable 1 114 j Increase in due from City of Pickering (53 23) (53,069) Increase in accounts payable and accrued liabilities ,751 35,082 Increase (decrease) in deferred revenue 5,525 (4,962) Increase (decrease) in due to Government of Canada 2 (110) (Decrease) increase in post-employment benefit liability (900) 2,800 Increase decrease in prepaid expense 9 745 22,945 900 2,800 442,295 485,865 Capital Acquisition of tangible capital assets (442,296) 485,865 Net increase in cash - - Cash beginning of year 2,310 2,310 Cash end of year 2,310 2,310 O i i Worksh in 22108 City of Pickering - Library Fnondai Statements (December 31, 2009) (32398),• 9/3/Z010,-12:09 PM Page 5 FOR DISCUSSION PURPOSES ONLY 154 City of Pickering Public Library Board Notes to the financial statements December 31, 2009 1. Significant accounting policies The financial statements of the City of Pickering Public Library Board (the "Library bard") are the representations of management prepared in accordance with Canadian generall ccepted accoun ' g principles established by the Public Sector Accounting Board (PSAB) of the Ca adian Institute of Chartered Accountants. Significant accounting policies adopted by the Library Board are as follow Basis of accounting (a) Accrual basis of accounting Revenues and expenses are reported on the accrual basis o accounting. The crual basis of accounting recognizes revenues as they are earned and m asurable; expens s are recognized, as they are incurred and measurable as a result of the recei of goods and se ices and the creation of a legal obligation to pay. (b) Non-financial assets (i) Tangible capital assets Tangible capital assets are recorded at co less acc ate depreciation. Cost includes all amounts that are directly attributable to quisition, deve o ent or betterment of the asset. The cost of the tangible capital asset i amortized on a st ight-fine basis over the estimated useful life as follows: Machinery & equipment 2 to 25 y ars Information technology hardwar 4 to 8 ars Library collection material years Furniture and fixtures 10 50 years One-half of the annual a rtization is ch rg in the year of acquisition and in the year of disposal. Other major assets i luding the Libra uilding are owned by the. City and are not reflected in these financial stat e (ii) Contribution/do do f c ital assets Tangible cap' I ass ceive s contributions or donations are recorded at their fair value at the date of ceipt, and fa' value is also recorded as revenue. (iii) Intangibl assets Intan ' le assets are no ecognized as assets in the financial statements. (c) Deferr re e Def re venu epr ents amounts which have been received for expenditures not yet incurred. T se a nts I b recognized as revenue in the fiscal year the related items are purchased. ll (d) ost employ t enefits The present va a of the cost of providing employees with future benefits programs is recognized as employee earn these entitlements through service. Any actuarial gains or losses are amortized on a straig -line basis over the average remaining service period (ARSP) of employees. The actuarya imated the ARSP to be 15 years. (e) Use of stimates The reparation of financial statements in conformity with Canadian generally accepted accounting p ' ciples requires management to make estimates and assumptions that affect the reported ount of assets, liabilities and the disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenditures during the period. Actual results could differ from those estimates. D Document in 22108 Notes to the Financial Statements (Library - December 31, 2009) (32398Z• 913110•• 12:34 PM Page 6 FOR DISCUSSION PURPOSES ONLY i I City of Pickering Public Library Board 155 Notes to the financial statements December 31, 2009 2. Change in accounting policies Effective January 1, 2009, the Library Board has implemented Sections 1200 "Fin cial Statement Presentation" and 3150 "Tangible Capital Assets" of the Public Sector Accountin Handbook. Secti 1200 establishes general reporting principles and standards for the disclosure information in Li ary Board financial statements. Section 3150 requires the Library Board to recor and amortize the tangible capital assets in their financial statements. Tangible capital assets ere previously r orded as expenditures when acquired. Method used for determining the opening cost of each major category f t e capital ssets The financial information recorded includes the actual historical co of the tang) c ital assets. When historical cost records were not available, other methods were us d to estimate the osts and accumulated amortization of the assets. The Library Board appied a consistent m thod of estimating the replacement or reproduction cost of the tangible capital a ets to each cate ryfor which it did not have historical cost records. After determining replacement r reproduction co , deflation factors were used to deflate the replacement or reproduction cost to a es ' ated histori I cost for the year of acquisition. The change has been applied retroactively and prio/the ods bee estated. This change in accounting policy has changed amounts reported i prior pe ' follows: 2008 Accumulated surplus -Amounts to be re ve reviou y reported (120,100) Net book value of tangible capital asse 2,520,072 Accumulated surplus, as restated 2,399,972 i Annual surplus Net revenue, as previous/rorted (2,800) Assets capitalized but precorded as xpenditures 485,865 Amortization ex ense o l record (1,038,184) Annual surplus, as restat (555,119) 5 Document in 22109 Hates to the Financial Statements (Library - December 31, Z009) (31398,x• 8/27110,• 5:19 PM Page 7 FOR DISCUSSION PURPOSES ONLY 156 i City of Pickering Public Library Board Notes to the financial statements December 31, 2009 3. Post employment benefits liability The Library Board makes available to qualifying employees who retire before the a of 65, the opportunity to continue their coverage for benefits such as post-retirement exten d healthcare be fits. Coverage ceases at the age of 65. The Library Board also provides full time a permanent part-' e employees a sick time entitlement and any unused entitlement is accumulate year to year. Thi accumulated entitlement is not vested and therefore is forfeited at the time f retirement or ter ination. The post-employment benefits obligation at December 31, 2009 and the a es in the acc ed benefit obligation for the 2009 fiscal year was determined by actuarial valuatio pr red as at J uary 1, 2008. Information about the Library Board's post employment benefits liab' tie ' as ws: 2 9 2008 Post-employment benefits liability, beginning of year /(30, 100 117,300 Current service costs 600 14,900 Amortization of actuarial losses 900 3,300 Interest expense 500 9,900 Benefits aid durirt the year 900 25,300 Post-em to meet benefits liability, end of year 119,200 120,100 2009 2008 Accrued post-employment benefits o ination 166,500 171,300 Unamortized actuarial losses 47 300 (51,200) Post-employment benefits liabili 119,200 120,100 The main actuarial assumpti s employed in th actuarial valuations areas follows: (a) Discount rate The present value s at mber 3 , 2009 of the future benefits was determined using a discount rate of 5.5% (20 - 6%). (b) Dental cost The curre dental cost trend ost at January 1, 2008 was 4.0% per annum. (c) Health ost Hea c s we ass ed to increase at 9% in 2009 and decrease by 0.5% increments per year to n ul a ra of % per year in 2017 and thereafter. 4. Pe ion agreements e LibraryBoard akes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi- ployer plan, on behalf of eligible members of its staff. The Plan is a defined benefit plan that specif s the amount of the retirement benefit to be received by the employees based on the length of serv' e and rates of pay. Contributi s in the amount of $163,185 (2008 - $161,830) were paid to OMERS on behalf of its membe during the year. 5 Document in 22108 Notes to the Financial Statements (Library- December 34 2009) (32398).• 8/27/10.• 5.00 PM Page 8 FOR DISCUSSION PURPOSES ONLY i 57 City of Pickering Public Library Board Notes to the financial statements December 31, 2009 5. Tangible capital assets Machinery Information Library Fur ' ure and technology. collection and equipment hardware materials fixtures 009 Cost Balance, beginning of year - 405,830 6,115, 7 292,082 6,813,299 Add: Additions during the year 9,992 - 2,303 - 442,295 Less: Disposals during the year - - 1,171,073 1,171,073 Balance end of year 9,992 405,830 6,376,617 Z92,082 6,084,521 Accumulated amortization Balance, beginning of year - 26 , 9 /,171,073 78,977 4,293,227 Add: Amortization 500 51,117 5,842 968,682 Less: Accumulated amortization on disposals - 1,171,073 Balance end of year 50 313,611 /3,692,006 84,819 4,090,836 Net book value 9.402 319 1,684,611 207,263 1,993,685 I M chinery or tion Library Furniture and to ology collection and equipment ardware materials fixtures 2008 Cost Balance, beginning of y ar 420,420 5,659,332 292,082 6,371,834 Add: Additions during t e year - 29,810 456,055 - 485,865 Less: Disposals dur' the year - 44,400 - - 44,400 Balance end year 405,830 6,115,387 292,082 -6,813,299 Accumula d o ' ion Balanc be i ning o ear - 250,258 2,976,050 73,135 3,299,443 Add: A ortization - 56,536 975,806 5,842 1,038,184 L s: Accumulated a rtization on disposals - 44,400 - 44,400 Balance end 4 ear - 262,394 3,951,856 78,977 4,293,227 Net book vale - 143,436 2,163,531 213,105 2,520,072 D Document in 2210B Notes to the Finandol5tatements (Uhmry - December 31,2009)(32398)' 913110.• 1Z25PM Page 9 FOR DISCUSSION PURPOSES ONLY I 158 City of Pickering Public Library Board Notes to the fmancial statements December 31, 2009 6. Accumulated surplus Accumulated surplus consists of the following: /2009 08 1 Invested in capital assets /1,19,200) 93,685 /j512 ,072 Post em to ment benefits liabilit 100 74 485 2,399,972 I j 7. Budget figures The 2009 budget was not prepared on a basis consistent wit at used to repo actual results. The budget was prepared on a modified accrual basis while Pub c Sector Account' g Standards now require a full accrual basis of accounting in the financial stateme a isclosed in ote 2. The following provides a reconciliation from the approved budget to th b e umbers resented in the financial statements. 2009 TCA adjus ent T A 2009 budget council approved r City expendi res presented in budget own d assets from a ital Amortization statements Revenue City of Pickering 4,/,,177 - - 4,688,119 Federal and provincial grants (2 0, 0) 188,177 Other - - - 205,965 082,261 0,000 - - 5,082,261 Expenditures Salaries - - - 3,609,828 Material, supplies and utilities +340, - 8,500 - 348,950 .Services 583, 3 - 99,500 - 683,133 Amortization - - - 968,000 968,000 4 3 911 - 108,000 968,000 5,609 911 Annual rp 748,350 (200,000) (108,000) (968,000) (527,650) Capit expen e a itions (748,350) 200,000 108,000 - (440,350) 0 Document in 22108 Notes to the Financial Statements (Library -December 31.2009)(3239B)- 913110,• 2:25 PM Page 10 FOR DISCUSSION PURPOSES ONLY City o~ Report To Council ' ' - Report Number: CAO 21-10 PICKERING Date: September 13, 2010 159 From: Debbie Shields City Clerk Subject. 2010 Municipal Elections Compliance Audit Committee - Appointments Recommendation, That the following individuals be appointed to the 2010 Municipal Elections Compliance Audit Committee to review applications relating to candidates' financial statements for the 2010 City of Pickering elections: a) Joseph Morris Brown b) Donald Hudson c) William John Paul Jones. Executive Summary: In May 2010, Council approved a report and I recommendations that authorized the establishment of a City of Pickering 2010 Municipal Elections Compliance Audit Committee. This report stated that Committee members must possess an in-depth knowledge of the campaign financing rules of the Act. Additional selection criteria included proven analytical and decision-making skills, experience working on a Committee, task force, or a similar body and excellent oral and written communication skills. Through an open recruitment process, the City Clerk received three qualified individuals for appointment to this Committee. Financial Implications: The Terms of Reference, as approved, are attached outlining modest remuneration costs for appointed members. Remuneration and any other costs associated with the operation of this Committee will be allocated from the 2010 Elections Budget and the 2011 Election Reserve Budget. Sustainability Implications: Not applicable. Background: The Municipal Elections Act, 1996, as amended by Bill 212, now requires that every municipality appoint a Compliance Audit Committee prior to October 1, 2010. This Committee is responsible for reviewing applications that challenge 2010 City of Pickering election candidates' financial statements. Under the Act, the City Clerk Report CAO 21-10 September 7, 2010 Subject: 2010 Municipal Elections -Compliance Audit Committee Page 2 160 is responsible for the recruitment of Committee members and also responsible for the establishment of administrative practices and procedures to ensure that applications are addressed by the Committee in an effective manner. The City Clerk is pleased to recommend the following individuals for appointment to the Committee: a) Joseph Morris Brown is a long-term member on the Board of the Ajax and Pickering General Hospital and has served on a number of other Boards and Committees. Mr. Brown has been actively involved in elections throughout the years, including acting as a Deputy Returning Officer and running as a candidate. b) Donald Hudson is retired, having spent over 20 years as a senior level executive for municipal government. Mr. Hudson has also served on a number of Boards and Committees, including acting as the Past President and Secretary-Treasurer of the Association of Municipal Clerks and Treasurers of Ontario. c) William John Paul Jones is recently retired from working in the public sector for 30+ years. Mr. Jones has been an expert witness during court proceedings concerning municipal election matters and spoken at numerous candidate forums about municipal election financing rules. Attachments: 1. Terms of Reference. Prepared By: Approved/Endorsed By: Lisa Harker, MPA Debbie Shields Coordinator, Records & Elections City Clerk DS:lh Copy: Chief Administrative Officer Recommended for the consideration of Pickering i y Co n Tony a del, P.Eng. Chief Administrative Officer CORP0227-07/01 revised ATTACHMZ.:N ► y Pc)PT# C`AG a t- l b n ~•:Zter City of Pickering 161 2010 Election Compliance Audit Committee Terms of Reference Name: The name of the Committee is the "City of Pickering 2010 Election Compliance Audit Committee" (the Committee). Mandate: The powers and functions of the Committee are set out in Section 81 of the Municipal Elections Act, 1996. - Within 30 days of receipt of an application requesting a compliance audit, the Committee shall consider the compliance audit application and decide whether it should be granted or rejected; - If the application is granted, the Committee shall appoint an auditor licensed under the Public Accounting Act, 2004 to conduct a compliance audit. - The Committee will review the auditor's report within 10 days of receipt and decide whether legal proceedings should be commenced; and - If the auditor's report indicates that there were no apparent contraventions and if there appears there were no reasonable grounds for the application, the Committee shall advise Council accordingly. Reporting and Functional Relationships: The City Clerk will act as the main contact between the Committee and Council and will report on Committee activity as required to the appropriate individuals and Council. Committee Membership: The Committee shall consist of three members appointed by the Council of the City of Pickering. The City Clerk will recruit and recommend three qualified individuals for appointment to the Committee. The following persons are not eligible for appointment to the Committee: - Employees or officers of the City of Pickering - Members of Council - Any candidates running in the election for which the Committee is established All Committee Members must agree in writing that they will not work/volunteer for any candidate, provide advice to, prepare or audit the election financial statements of any candidate for office on the City of Pickering Council or become a candidate in the 2010 Municipal Elections and any by-elections during Council's term, if they do, their appointment will be terminated. 1 162 All Committee Members must have the ability to understand and apply the election campaign finance provisions of the Act and should be considered impartial with respect to their ability to fulfill their responsibilities. Preference shall be given to candidates that have applicable experience in accounting, law, law enforcement and academics from related fields. I Remuneration to appointed members will be as follows: - $250:00 retainer fee (includes compensation for review of any background materials) - $200.00 per meeting Membership Selection Criteria: The recruitment process shall include an advertisement in the local paper and on the municipal website detailing the selection criteria. Additionally, staff will contact the Institution of Chartered Accountants of Ontario, the Law Society of Upper Canada, Durham Regional Police Services and The University of Ontario Institute of Technology. All applicants will be required to complete an application form outlining their qualifications and experience. All applications will be forwarded to Council for consideration and appointment. The selection process will be based upon clearly understood and equitable criteria. Members will be selected on the basis of the following: demonstrated knowledge and understanding of municipal election campaign financing rules; - proven analytical and decision-making skills; - experience working on a committee, task force or similar setting; - availability and willingness to attend meetings; excellent oral and written communication skills; Meeting Structure: The Committee will be called to order when an application for a compliance audit has been received. The date and time of the meeting will be determined by the City Clerk and communicated directly to the committee members. All time frames outlined in the Act and regulations will be adhered to. Committee activity will be determined primarily by the number and complexity of applications for compliance audits that may be received. The frequency and duration of Committee meetings will be determined by the Committee in consultation with the City Clerk. An agenda shall be prepared for each Committee meeting. Minutes of each meeting shall outline the general deliberations and specific actions and recommendations that result. 2 163 The Committee members will select a Chair from amongst its members at its first meeting. The Committee will conduct its meetings in public, subject to the need to meet in closed session for a purpose authorized by section 239 of the Municipal Act, 2001. The City's web site will be used to communicate meeting notices, agendas and decisions. Conflict of Interest: Members of the Committee must abide by the Municipal Conflict of Interest Act. Members shall not use their status on the Committee for personal or political gain. Term of the Committee: The mandate of the City of Pickering 2010 Election Compliance Audit Committee will be considered complete at the end of the four year term of Council (2014), at which time, a successor committee shall be appointed. Exception - Any outstanding applications that have not yet been completed at the end of the four-year term shall be completed by the Committee which first accepted the application. I I 3 Cary o~ Report To Council 11 I KERI Report Number: OES 16-10 164 Date: September 13, 2010 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender No. T-20-2010 - Tender for Kinsmen Park Field House Retrofit & Addition - File: A-1440-001-10 Recommendation: 1. That Report OES 16-10 of the Director, Operations & Emergency Services regarding the Kinsmen Park Field House Retrofit &Addition be received; 2. That Tender No. T-20-2010 submitted by Nashid Construction Corp for the Kinsmen Park Field House Retrofit & Addition in the amount of $472,453(HST included) be accepted; 3. That the total gross project cost of $564,274 and the net project cost of $508,147 including the tender amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $99,000 as approved by the Recreation Infrastructure Canada Program (RInC) -Federal Grant; b) the sum of $99,000 as approved by the Recreation Infrastructure Canada Program (RInC)- Provincial Grant; c) the sum of $50,000 as provided for in the 2009 approved Capital Budget be funded by the Provincial Grant-Investing in Ontario; d) the sum of $50,000 as provided for in the 2009 approved Capital Budget to be funded by the Federal Gas Tax Grant; e) the additional amount of up to $210,147 to be funded by a draw from the Parkland Reserve Fund; f) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to affect the foregoing Report OES 16-10 September 13, 2010 Subject:. Tender for Kinsmen Field House Addition & Retrofit Page 216 5 5. That the appropriate City of Pickering officials be given authority to give effect thereto. Executive Summary: The Kinsmen Park Field House Retrofit & Addition was approved by Council in the 2009 Capital Budget at a total cost of $300,000. Two thirds of the funding is being made available through the Recreational Infrastructure Canada Program in Ontario (RInC/Ontario REC) Grant program. Tenders have been received for this project which closed on Monday, August 30, 2010. The recommended contractor is Nashid Construction Corp at a gross cost of $472,453 (HST included). This is the second time that this project has gone out to tender. Initial bids for this project came back substantially over budget. In an effort to maintain access to the grant funding for this project and allow it to move forward for construction staff worked with the Architectural consultant to reduce the scope of the project. The project still contains the sustainable infrastructure features for this facility as well as inclusion of accessible washroom and change room facilities. The new tenders have been received and the total net project cost to complete Kinsmen Park Field House Retrofit & Expansion is $508,147 Financial Implications: The proposed revised funding for this project, subject to Council approval, is presented as follows: Tender Amount .T-20-2010 $418,100 HST (13%) $54,353 Sub-Total $472,453 HST - Rebate (11.24%) ($46,994) Total $425,459 CORP0227-07/01 revised Report OES 16-10 September 13, 2010 Subject: Tender for Kinsmen Field House Addition & Retrofit Page 3 166 2. A roved Source of Funds Parks Capital Budget Location. Project Code Source of Funds Budget Required/ T-20-2010 Available Kinsmen Park 5780.0923.6250 RInC Grant-Federal $100,000 $99,000 Field House RInC Grant-Provincial 100,000 99,000 Provincial Grant- 50,000 50,000 Investing in Ontario Federal Gas Tax 50,000 50,000 Funds Available $300,000 $298,000 Additional Funds Required Parkland Reserve 0 210,417 Funds Total $300,000 $508,147 3. Estimated Project Costing Summa T-20-2010 $418,100 Construction Contingency 41,810 Professional Fees 37,431 Advertising & Permits 2,017 Total Project Costs $499,358 HST(13%) 64,916 Total Gross Project Costs $564,274 HST Rebate (11.24%) (56,127) Total Net Project Costs $508,147 Project Cost under (over) approved funds by ($210,147) Note that the approved RInC Grant has a mandated completion date of no later than March 31, 2011. Non-compliance will result to us losing the approved federal and provincial share in the total amount of $198,000. Therefore, consideration should be given to move forward this project as soon as possible, otherwise the project must be cancelled and the RInC Grants returned to the federal and provincial governments. The reduced version of the original project still exceeds the 2009 Budget approved by $210,147. If Council wants to proceed these funds could be drawn from the Parkland Reserve Fund. An application for a provincial grant to go towards accessibility CORP0227-07/01 revised Report OES 16-10 September 13, 2010 Subject: Tender for Kinsmen Field House Addition & Retrofit Page 4 167 requirements will be made. The maximum grant is $75,000 and if the City is successful the draw from the Parkland Reserve Fund will be reduced. Sustainability Implications: The energy efficient winterization of the building's structure will allow for an extended seasonal use of the facilities in the park, and particularly the artificial turf field while reducing energy resources required to provide this expanded service. The proposed energy efficient upgrades to the electrical and water supply will reinforce the City's commitment to its sustainability goals. Background: The Kinsmen Park Field House Retrofit and Addition project was approved in the 2009 Capital Budget for a total value of $300,000. Two thirds of the funding was to be made available through a Recreational Infrastructure Canada Program in Ontario (RInC/Ontario REC). The project was presented and accepted for grant funding as a retrofit and expansion of the existing Bayridges Kinsmen Park Field House. The building is 30 (thirty) plus years old and in need of a renovation. This is especially true due to the adjacent artificial turf field that is available for use later into the fall and earlier in the spring. To accommodate this, the building needs to be winterized. Under the Provincial "Accessibility for Ontarians with Disabilities Act, 2005" there is a requirement of the Municipality to make its facilities totally accessible by 2020. The proposed addition to the field house which will provide accessible washrooms and change room would satisfy this accessibility requirement. The architectural firm of Jurecka+ Associates Architects Inc. was retained to provide the design, prepare tender specifications and technical support during construction for the aforementioned purposes. The direction given to their firm was to create a sustainable facility using modern technology. The intent was to create a premier showcase facility that would demonstrate the City of Pickering's commitment to sustainability. The allotted funding for this project was based on a very quickly assumed project scope as the timelines for the RInC /Ontario REC applications was very short from the date of the program announcement. Staff attempted to foresee the extent of the actual scope of work; however, there was insufficient time to engage an architect before the application deadline. When the first round of tenders were received for this project, they were significantly higher than the allotted funding available. As a result, the Architect and staff reviewed the project and redesigned the scope of the project. Also staff are exploring other sources of funds such as grants and donations. A project design package has been developed for Council's information. It will provide specific details and illustration for the project. Tenders have been received which closed on Monday, August 30, 2010 for this project. CORP0227-07/01 revised Report OES 16-10 September 13, 2010 Subject: Tender for Kinsmen Field House Addition & Retrofit Page 5 168 An advertisement was placed in the DCN and on the City's website. Twenty (20) bidders attended a mandatory site visit held on Thursday, August 12, 2010 of which 5 responded and submitted a bid for this project. The Record of Tenders Opened and Checked is attached. The Confined Space Entry Procedure, List of Employees Trained in Confined Space, Health and Safety Policy, Clearance Certificate issued by Workplace Safety and Insurance Board (WSIB), the WSIB Cost and Frequency Record as submitted by Nashid Construction Corp have been reviewed by the Coordinator, Health Safety and are deemed acceptable. The certificate of insurance as submitted by Nashid Construction Corp has been reviewed by the Manager, Taxation and is deemed acceptable. In conjunction with staff's review of the contactor's previous work experience and the Performance Guarantee in the amount of $30,000 to be held on this project, the tender is deemed acceptable. The City's consultant, Jurecka.+ Associates Architects Inc. has undertaken the necessary reference checks related to the general contractor and the subcontractors and is recommending acceptance of the low bid submitted by Nashid Construction Corp in the amount of $472,453 (HST included). Attachments: 1. Project Design Package 2. Supply & Services Memorandum Prepared By: Approved/En By: John Hanna Evere unts bR( Superintendent, Municipal Operations Director, Operations & Emergency Services CORP0227-07/01 revised Report OES 16-10 September 13, 2010 Subject: Tender for Kinsmen Field House Addition & Retrofit Page 6 169 Caryn Kong, CGA Gillis Paterson Senior Financial Analyst- Director, Corporate Services & Capital & Debt anagement Treasurer Vera A. Felgemach r C.P.P., CPPO, CPPB, C.P.M., CMMIII Manager, Supply & Services JH:cr Copy: Chief Administrative Officer Recommended for the consideration of Pickering C' Council Tony Prevedel, P.Eng. or 2oto Chief Administrative Officer CORP0227-07/01 revised to l •`S WY W "yx ~s ~;a U WOJ Z(7Z 2J~ OLU Q OZwZw Jm m P U U00 JJ LU _j -J U) LL LLI < U XW W C-) O zWW Z- ww~WOw w zzmww LU LL w R' Z? Q W J W_ O U O U) % + / w o t S J pJ J J J U W Z ca J m f- (nwwa. o~0 Y a m C~~JU Z>-0 z 0 a~ Z 0z (n = W QW x UJ =3 z z B E ~ ~f-z ~J o~5)0~ z ~ Q Q :D- W d s J O U~2 2 tnW UtnZco W U : I~ O x U =V! U A VJ ~ • W U) I.L U) ~ 0 w w N H } ! W LL W X_ w 2 W LL 0 F Z 0~z J Z UOOJ J 0w2~ W W w~U l <WQVO Y 00 ZtgZ QLL ZF- z U EZ Z OWO ~wv= _ W a LL - 1 W= =Z LL U_ 0LLLL J LL LL LL 00 C7=wW~ WQw J U) }0 ikhwg~ WC Q~=ULLJ OQ?3 Z F- r Z Z p p 2 J J J= 2 0 Y U W 4 1 l 1 U) cn .tg~ 0 D a LJ ~ X aNi W W W Wr) W V W W- JO W O m WW mU - W w L rn w0 ~W w W W~ + ® W ~cn w UQ Q a 64 Q ao~ m QU = C 3i jilt] ' } a 9H z - - U w UC .7. C W ♦ U. AIX N aw O (n ~Q J-J Z z } }~a ~a t ~ V W W Www U. EL LLJ Y W m ?a (.5 ~Z Z _V Q W } Z On ry_ LL QQ >a O P gD O z ~ Ow 8 °°0 Z ~ W Nl J2 = i > f- Yv i ATTACHMENT# °2 TOREPORT#2&U~/6-/0 of 1712 City o~ I,~I PICK]. RING V To: Everett Buntsma August 31, 2010 Director, Operations & Emergency Services From: Vera A. Felgemacher Manager, Supply & Services Subject: Tender No. T-20-2010 Tender for Kinsmen Field House Retrofit & Addition Closing Date: August 30, 2010 File: F-5400-01 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. Four (4) addenda were issued on this project. A mandatory site visit was held on Thursday, August 12, 2010 and twenty (20) J bidders attended of which 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 010-001, 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. Although all deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w), the five (5) bids have been retained for review at this time. SUMMARY Harmonized Sales Tax included Total Tendered Amount. Total Tendered Amount Eidder Base Bid Separate Price `A' Nashid Construction.Corp $374,708.00 $97,745.00 Design-Spec Building Group . $3827275.83 $130,612.97 Jeffrey G. Wallans Con st. Ltd. $400,351.09 $130,650.60 Snyder Construction $406,009.00 $121,701.00 Maram Building Corp $457,085.00 $282,500.00 ATTACHMENT#.,21_ TO REPORT#OIE5 6-IC' 173 of Pursuant to Information to Bidders Item 25, 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) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project. (b) a list of employees trained in the confined space entry procedure who will be working on. this project (c) a copy of the Health and Safety Policy to be used on this project; (d) a copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Reportdocument, a copy of the current CAD 7, NEER, or MAP reports may be submitted); . (e) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board, (f) the City's certificate of insurance shall be completed by the bidder's agent, broker or insurer; (g) list of sub-contractors in accordance with GC Item 32, Form SCL-1 (h). a Waste Management Plan in accordance with. IB Item 22 / Sitework - Selective Demolition Item 1.6; (i) Accessibility Regulations for Contracted Services form (attached); and !j) Document 00411 - Supplementary Bid Form. 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 (f) -insurance is acceptable to the Manager, Taxation; (c) any past work experience with the low bidder - Nashid. Construction - 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 Q) related comments specific to the project. Jurecka + Associates Architects Inc. as the consultants on this project will be reviewing submissions and making recommendations to you. The consultant should also review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing during the evaluation, please contact a member of Supply & Services as soon as possible. August 31, 2010 Tender No. T-20-2010 Page 2 Tender for Kinsmen Field House Retrofit & Addition ATTACHMENT# ~ - TO REPORT# 0~/"p of 1 74 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 you require further information, please feel free to contact me or a member of Supply & Services. VAF/ar Attachments August 31, 2010 Tender No. T-20-2010 Page 3 Tender for Kinsmen Field House Retrofit & Addition ATTACHMENT# TO REPORT# cn of 175 z z w Q U ot.~ E O Q 7, a U Q d a 'a a) Q < O Q C a Y CGS U O CA 69. 6C14- ff} 69~ } LLI W L Z <Q 2 p" OO N C^ LLI u f Lt_ N ® UJ 7rt Co O Ef} (?g. EF? ffl 6)- CA U- ~ Y LU L F'-' z 'a" ~ V O O U U (7 a E w p LL Q ~ 0) ~ ACM C CL (D Cr- Q 2~ U L N p W Q 4'- ~a v a~i 4N_ p L N C~ ~ ' -Opp--~. - CN "a Q . O Z -p .r N a > 'n to N a) a) Q a) CL o ~ F- U o o w 1 C 0 U) , Z L O C CL co N. C m V , LL pO U ) Co Cn :E cn ~ Z ~ U l Report To Council PICKERING Report Number: OES 22-10 Date: September 13, 2010 176 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender for Supply and Delivery of Backhoe/Loader with Optional Attachments - Tender No. T-14-2010 - File: A-1440 Recommendation: 1. That Report OES 22-10 of the Director, Operations & Emergency Services regarding the supply and delivery of a Backhoe/Loader with optional attachments be received; 2. That Tender No.T-14-2010, as submitted by Nortrax Canada Inc. for the acquisition and delivery of a Backhoe/Loader with optional attachments, in the amount of $110,628.00 (HST extra) be accepted; 3. That the total gross purchase cost of $125,009.64 and a net purchase cost of $112,575.05 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows; (a) the sum of $110,000 be financed by the issue of debentures through the .Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; (b) that the balance of $2,575.05 plus financing costs be funded from 2010 Current Funds; (c) that the annual repayment charges in the amount of approximately $25,000 be included in the annual Current Budget for the City of Pickering commencing in.2011 and continuing thereafter until the loan is repaid; (d) that the Director, Corporate Services and 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 debenture and financial obligations and would not cause the City to exceed the updated Limit, and therefore, the Ontario Municipal Board approval is not required prior to City Council's authorization; r Report OES 22-10 September 13, 2010 Subject: Acquisition & Delivery of Backhoe/Loader with Optional Attachments 177 Tender No. T-14-2010 Page 2 (e) to undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, the Ontario Strategic Infrastructure Financing Authority (OSIFA) - Loan Program or a financial institution offering long term financing under similar terms and conditions; (f) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and 5. That the draft by-law attached to this report be enacted; i 6. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect thereto; Executive Summary: The City's Operations Division, currently utilizes a Backhoe/Loader for a variety of construction and excavating tasks. Four (4) vendors were invited to bid, and the tender for this project was advertised on the City's Website. Three (3) bidders responded to the tender call and submitted bids. Demonstration units provided by Evergreen Farm and Garden LTD. and Nortrax Canada Inc. were evaluated on August 30, 2010 by City staff - Supervisor, Fleet Operations, Supervisor, Roads, Acting Lead Hand, Roads and the Senior Purchasing Analyst. The evaluation committee agreed that the backhoe/loader demonstrated / proposed by the low bidder (Evergreen Farm and Garden LTD) does not meet the critical specifications for digging force and extendable dipper stick construction in order to provide an adequate service for the City's requirements. The backhoe/loader demonstrated / proposed by Nortrax Canada Inc. does meet the critical specifications for digging force and extendable dipper stick construction in order to provide an adequate service for the City's requirements and it is recommended the bid submitted by Nortrax Canada Inc. be accepted. CORP0227-07/01 revised Report OES 22-10 September 13, 2010 Subject: Acquisition & Delivery of Backhoe/Loader with Optional Attachments 1 8 Tender No. T-14-2010 Page 3 Financial Implications: 1. Approved Source of Funds 2010 Roads Capital Budget Item Account Code 'Source of Budget Required Funds Backhoe/Loader 5320.1004.6178 _ Debt = 5 years $150,000 $110,000 With Optional Attachments Property Taxes 0 2,575 Total $150,000 $112,575 2. Estimated Project Costing Summary Tender No. T-14-2010 Backhoe/Loader $110,628.00 with Optional Attachments HST (13%) $14,381.64 Total Gross Purchase Cost $125,009.64 GST Rebate (11.24%) ($12,434.59) Total Net Purchase Cost $112,575.05 3. Project Cost under (over) approved funds by $37,424.95 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditure contained in this report and concurs. Sustainability Implications: The engine powering this equipment meets the Environmental Protection Agency's Tier III emission standard. This will significantly reduce the amount of harmful emissions created by the operation of the vehicle as well as provide increased fuel economy. This purchase conforms to the environmental and economic lens of sustainability. CORP0227-07/01 revised J Report OES 22-10 September 13, 2010 179 Subject: Acquisition & Delivery of Backhoe/Loader with Optional Attachments Tender No. T-14-2010 Page 4 Background: The purchase of a Backhoe/Loader with optional attachments was identified and approved by Council in the 2010 Roads Capital Budget. The bid opportunity was posted on the City's website. Five (5) bidders responded - one of which was unable to bid and (4) bidders submitted a tender for this project. This tender was specified to provide a backhoe/loader capable of providing adequate performance for the construction and repair of City sidewalks including the excavation and lifting of sidewalk slabs, which will comprise approximately 90% of the work of this machine. Upon careful examination of all tenders received, the Operations & Facilities Division recommends the acceptance of the bid submitted by Nortrax Canada Inc., in the amount of $110,628.00 (HST extra) and that the total net purchase cost of $112,575.05 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Memo from Supply & Services 2. Record of Tenders Opened and Checked 3. By-law to authorize the acquisition and delivery of a Backhoe/Loader with optional attachments in the City of Pickering and the issuance of debentures therefore in the amount of $110,000 Prepared By: Approved/Endor By: Gran mith Evere untsma Supe isor, Fleet Operations Director, Operations & Emergency Services 1 C Vera Felge acher Gillis Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Manager, Acquisition & Services Corporate Services & Treasurer CORP0227-07/01 revised Report OES 22-10 September 13, 2010 Subject: Acquisition & Delivery of Backhoe/Loader with Optional Attachments 8 p Tender No. T-14-2010 Page 5 GS:cr Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Co it T. Prevedel Chief Administrative Officer. CORP0227-07/01 revised ATTACHME.NT# TO REPORT#Q~0?o d g of MEMO To: Everett Buntsma July 5, 2010 Director, Operations & Emergency. Services From: Bob Kuzma. Senior Purchasing Analyst Copy: Subject: Tender No. T-14-201.0 Tender for Supply and Delivery of One (1) Backhoe/Loader 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 four (4) bidders 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 010-001, 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. 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 # 6. 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 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 ATTACHMENT# I TO REPORT# SX? -10 of-x2_ SUMMARY 182 HST included Bidder Total Tendered Amount $ After. Calculation. Check $ Evergreen Farm & Garden Ltd. $121,023.00 $121,023.00 Nortrax Canada Inc. $125,009.64 $125,009.64 Strongco Equipment - Ajax $128,255.00 $1280368.00 Wa'ax $129,083.91 $129,083.91 Strongco Equipment/Division of Strongco Ltd. Partnerships No Bid Mississauga Include the following items in your Report to. Council: (a) without past work experience, if, reference information is acceptable; (b) the appropriate account number(s) to which this work is to be charged; (c) ' the budget amount(s) assigned thereto; (d) Treasurer's confirmation of funding; (e). related departmental approvals; (f) any reason(s) why the low bid of Evergreen Farm & Garden Ltd. is not acceptable; and (g) related comments specific to the project. Note - CAO may approve an award of a tender during Recess of Council.. Your report to CAO should be in memo format and include the. same information as if reported to Council. Please do not disclose any information to enquiries except to 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 you require further information, please feel free to contact me or a member of Supply & Services. /bk Attachments July 5, 2010 Tender No. T-14-2010 Page 2 Tender for Supply and Delivery of. One (1) Backhoe/Loader ATTACHMENT# ~ TO REPORT#Dc-S o20--/ a _ of 183 Z- ui 0 - o E z C. d N O X Z z' o n (7 1 . o r U m ~ w W ~ o 2 N 0 Q z o N o p W d 0 = W _ Y Z Up a rc) O a a = o w~ uo "t, p LL CL 0 O W Q(D ~Q c I- z ca 0 F~- U W LL O . Q . Efl- EflEf} 6F} f fl6F} Eft Efl~ Ef} Ef} 0 0. O c U •Q c of J d W c c z z H - w o m E n (D M ~ «s ~ ° o c-s d ~ U m z z o 0 ~ w .2 > w Of w u. Q. H U _ ATTACHMENT #---3- TO REPORT#,Q~Q9--/ O f of The Corporation of the City of Pickering 84 By-law No. Being a by-law to authorize the acquisition and delivery of a Backhoe/Loader with optional attachments in the City of Pickering and the issuance of debentures therefore in the amount of $110,000. 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, I Whereas the Council of the City wishes to proceed in respect of the acquisition and delivery of a Backhoe/Loader with optional attachments; and, Whereas before authorizing to proceed in respect of the acquisition and delivery of a Backhoe/Loader with optional attachments 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 and determined that such annual amount would not cause the City to exceed the updated Limit and, therefore; Ontario Municipal Board approval was not required prior to City Council's authorization 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 was not required, the Council of the City approved Report OES 22-10 on the date hereof and awarded Tender T-14-2010 for the acquisition and delivery of a Backhoe/Loader with optional attachments. ATTACHMENT #__~L_ TORE PORT By-law No. of Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the acquisition and delivery of a "Backhoe/Loader with optional attachments": 2. That the estimated costs of the acquisition and delivery of a Backhoe/Loader in the amount of $112,575.05 be financed as follows: a) That the sum of $110,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five (5) years; b) That the balance of $2,575.05 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 13 day of September, 2010. David Ryan, Mayor Debbie Shields, City Clerk 'I Report To Council PICKERING Report Number: OES 25-10 Date: September 13, 2010 186 From: Everett Buntsma Director, Operations & Emergency Services Subject: Request for Proposal No. RFP-1-2010 - Consulting Services for the Replacement of Whitevale Bridge - File: A-1440 Recommendation: 1. That Report OES 25-10 of the Director, Operations & Emergency Services regarding RFP-1-2010 for consulting services to undertake a Class Environmental Assessment and Detail Design for the replacement of the Whitevale Bridge be received; 2. That the proposal No. RFP-1-2010 submitted by SRM Associates dated August 17, 2010 in the amount $400,285 (HST included) and a net cost of $360,469 be accepted; 3. That the total net project cost of $380,820, consisting of consulting, permit fees and a contingency be approved as Phase I; 4. That Council authorize the Director, Corporate Services & Treasurer to revise the financing approved in the 2009 Capital Budget and finance Phase I, being consulting services for a Class Environmental Assessment, Detail Design by a draw of $380,820 from the Federal Gas Tax Reserve Fund; 5. That Council endorse in principal Phase II of this project, being the complete replacement of the Whitevale Bridge and recommend it as a priority project for the new Council in the 2011 Capital Budget; 6. That Council endorse staff's action to restrict the bridge to one lane of traffic and the load be reduced to ten tons; and 7. That the appropriate officials be authorized to take the necessary actions to give effect thereto. Executive Summary: In 2009, funds were budgeted in the Roads Capital Account to hire a consultant for the Detail design to rehabilitate the existing bridge deck. However, this assignment was not initiated and the funds were carried over to 2010. In March 2010, Engineering Services initiated the City wide Municipal Structure Inspections, awarding IFQ-18-2010 to Keystone Bridge Management Corporation. The Report OES 25-10 September 13, 2010 Subject: Request for Proposal No. RFP-1-2010 187 Consulting Services for the Replacement of Whitevale Bridge Page 2 City was advised recently by Keystone that the Whitevale Bridge was in extremely poor condition. Keystone also recommended that the bridge be replaced rather than rehabilitated due to shear cracks in the existing abutments. Requests for Proposals were invited from Fifteen (15) firms, of which five (5) responded by the closing date of August 17, 2010. All five proposals received were deemed compliant and evaluated in accordance with the criteria contained in the Terms of Reference, and scored them accordingly. The proposal from SRM Associates received the highest scoring and best meets the needs of the City. Staff recommend that Council accept the recommendation of the Evaluation Committee and authorize staff to undertake the project. Financial Implications: 1. Approved Source of Funds Item Account Code Source of Funds Budget Required 2009 Roads Invest Ontario Grant $60,000 Capital Bridge Federal Gas Tax Replacement Reserve Fund $380,820 Total $60,000 $380,820 2. Estimated Project Costing RFP-1-2010 $354,234 Approvals & Permits 10,000 Contingency 10,000 Net $374,234 HST (13%) 48,650 Total Gross Cost $422,884 HST Rebate (11.24%) 42 064 Total Net Project Cost $380,820 3. Project Cost under (over) approved funds ($320,820) The 2009 Capital Budget included $60,000 for the design of bridge repairs to be funded by the Invest in Ontario Grant. Staff have since learned that repairs are no longer feasible and the entire bridge will need to be replaced. We have also learned that this CORP0227-07/01 revised Report OES 25-10 September 13, 2010 Subject: Request for Proposal No. RFP-1-2010 1 8 Consulting Services for the Replacement of Whitevale Bridge Page 3 revised project will now qualify for Federal Gas Tax Funding (FGT). Staff are recommending that this phase of the project be entirely funded by FGT. The future construction cost will be funded either by debt, FGT or a combination of both funding sources. In addition, staff will also examine or utilize any government grant funding opportunities such as COMRIF if and when available for this project. Sustainability Implications: The Whitevale Bridge replacement and associated geometric roadworks will provide for safe and improved traffic flow in this area, enhancing the quality of life for the residents and commuters traveling over this bridge. The new bridge design will include sidewalks on both sides and will investigate the feasibility of including bike lanes to promote environmental sustainability and reduce potential C02 emissions. The new bridge will have an estimated life expectancy of 60 years before rehabilitation is required. The net result of this will be lower maintenance costs for the next several years. Background: In July of 2008, the Hamlet of Whitevale experienced a severe rain storm which caused erosion to the banks around the existing bridge structure. The consulting firm of AECOM was hired to inspect the damage and make ' recommendations for the repairs. It was determined at that time that a temporary repair was required for the North West abutment of the structure. In the fall of 2008, a contractor was hired to install a steel H beam support for the abutment. The erosion repairs to the existing banks were carried out by City's Operations staff. In 2009, funds were budgeted in the Roads Capital Account to hire a consultant for the Detail design to rehabilitate the existing bridge deck. However, this assignment was not initiated and the funds were carried over to 2010. In March 2010, Engineering Services initiated the City wide Municipal Structure inspections, awarding IFQ-18-2010 to Keystone Bridge Management Corporation. The City was advised recently by Keystone that the Whitevale Bridge was in extremely poor condition and should be restricted to one lane of traffic and that the load posted should be reduced to 10 tonnes immediately. Keystone also recommended that the bridge be replaced rather than rehabilitated due to shear cracks in the existing abutments. CORP0227-07/01 revised Report OES 25-10 September 13, 2010 189 Subject: Request for Proposal No. RFP-1-2010 Consulting Services for the Replacement of Whitevale Bridge Page 4 Staff initiated a request for proposals to undertake the Municipal Class Environmental Assessment and detail design for a bridge replacement in lieu of a request for proposals to design bridge deck rehabilitation. The scope and associated cost for the new requirement is substantially more than what was originally contemplated and approved in the budget, but was necessary due to the critical state of the bridge. As a result of our proposal call, proposals were received from the following five companies: • Trow Associates Inc. • SRM Associates • SNC Lavalin • Stantec • AECOM The closing date for the request for proposals was August 17, 2010. On August 31, 2010 an Evaluation Committee consisting of the ;Division Head, Engineering Services, Supervisor, Engineering & Capital Works and a Supply & Services representative reviewed the proposals against the criteria outlined in the Terms of Reference. The proposal from SRM Associates received the highest average score and the Evaluation Committee recommends it be considered for acceptance. The end product of this exercise is to recommend a consultant to undertake the Municipal Class Environmental Assessment (Schedule B), the Detail Design and Approvals and Contract Administration for the Whitevale Bridge Replacement Project. The cost associated with the construction of the replacement bridge will be identified in the 2011 Capital budget to be done after the Environmental Assessment, Detail Design and approvals are complete. Upon careful examination of all proposals, staff recommend that Council accept the recommendation of the Evaluation Committee to accept the proposal No. RFP-1-2010 provided by SRM Associates in the amount of $400,285 (HST included) and a Net Project Cost of $380,820, including a contingency be approved. Attachments: 1. Supply & Services Memo dated August 17, 2010 CORP0227-07/01 revised Report OES 25-10 September 13, 2010 Subject: Request for Proposal No. RFP-1-2010 190 Consulting Services for the Replacement of Whitevale Bridge Page 5 Pre ared By: Approved/E orsed arrW Selsky Everett duflisma Supervisor Director Engineering & Ca ital Works Operations & Emergency Services Vera A. Felgemach , Gillis Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director Manager Corporate Services & easurer Supply & Services f Richar . Holborn, P. Eng. Division Head Engineering Services DS:md Copy: Chief Administrative Officer Recommended fo h consideration of Pickering C' Co cil -7( tio10 Tony Prevede , ng. Chief Administrative Officer CORP0227-07/01 revised cial n~ ATTACHMENT#-_ - TO REPORT# 1 91 ,4, 1 of /S7 PICKERING Memo To: Richard Holborn August 17, 2010 Division Head, Municipal Property & Engineering From: Jim Gill Buyer RECEIVED Copy: Supervisor, Engineering & Capital Works Co-ordinato.r, Health & Safety AUG 19 2010 Subject: Request for Proposal No. RFP-1-2010 CITY OF PICKERING ENGINEERING SERVICES Consulting Services for the Replacement of Whitevale Bridge Closing: Tuesday, August 17, 2010, 12:00pm (local time) r ' - File: F-5300-001 Request for Proposals were invited from Fifteen (15.) firms of which five (5) responded by the official closing date and time. Seven (7) written enquiries were received by the posted deadline of 12:00pm local time Thursday, August 5, 2010 and one (1) addendum was issued. ..A preliminary review to ensure the Essential Submission Requirements as stated on page three (3) of the Terms of Reference appear in each 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 received with the submissions has been provided to the Co- ordinator, Health & Safety to review and will provide a score out of a possible 3 points for each submission. The Health & Safety review scores will be combined with the remaining scores during the committee review to assist in determining the total average scores for each submission. 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 contained in the Terms of Reference before the meeting time. Please do not disclose any information to enquiring bidders during this time - they will be advised of the outcome in due course. Please direct enquiries to Supply & Services. if you require further information, please contact me. 192 ATTACHMENT# r 1C3REPORT#0ES ;75-10 JG/jg Attachments of August 17, 2010 Page 2 RFP-1-2010 ATTACHMENT#_(- TORE PORT #-aE5-d--5 -10 193 3 of ~s Citq a REQUEST FOR PROPOSAL Consulting Services for the Replacement of Whitevale Bridge No. RFP-1-2010 ATTACHMENT# TO REPORT#_~~5 -/d Request for Proposal No. RFP-1-2010 Consulting Services for the Replacement of Whitevale Bridge. ci -rte INFORMATION TO BIDDERS 194 DELIVERY, CLOSING DATE, TIME AND LOCATION 1. One original and 4 (four} 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-side, 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-1-2010, Consulting Services for the Replacement of Whitevale Bridge and shall be delivered only to Supply & Services, 2nd Floor, Pickering Civic Complex, One The Esplanade, Pickering, Ontario L1V 6K7, before 12:00 p.m. local time: Tuesday, August 17, 2010 5. Bids will be deemed to have been received. whena 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 proposal and is not deemed to indicate compliance with submission requirements. 11. Proposals shall be irrevocable and valid for acceptance by the City of Pickering for a period of .one hundred and twenty (120) days from the proposal closing date. Page 2 of 12 ATTACHMENT# TO REPORT# 6ES~ Request for Proposal No. RFP-1-2010 consulting Services for the Replacement of Whitevale Bridge of =ifE: 195 12. 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. 13. In the receipt of proposals, no obligation is incurred by the City to accept the lowest, highest or any proposal. 14. 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 15. 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. 16, 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. 17. Work Plan and Project Schedule The proposal shall include a Comprehensive Work Plan and Project Schedule including work tasks identified in Item No. 36, personnel assigned to each task, schedule of activities and budget requirements, milestones, projected dates for draft and final deliveries, and timing for meetings with City staff, public and/or agency consultation meetings. Consultants are encouraged to suggest and identify modifications and. revisions within their proposal to the work tasks identified in Item 36 that they believe would provide additional value to the project and will lead to the enhancement of the final product. The Project Schedule.is exempt from the page count referred to in Item 1 and is acceptable. to be printed on 11 x 17 paper size for clarity. 18. 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 Item 1. I Page 3 of 12 ATTACHMENT# TOP.EPORT#~ 1O Request for Proposal No. RFP-1-2010 ~a Consulting Services for the Replacement of Whitevale Bridge 19. References 196' Provide three references including contact information from municipal / government clients which include a description of the work performed and the outcomes. 20. Professional Fees Per diem and hourly fees shall be stated for each person. Time for each personnel assigned, by individual task, within each stream of work, with fees totalled per task and stream of work. Rates and details.of disbursements shall be stated, as applicable. Any price escalations or adjustments related to.Part 6 -.Contract Administration & Field Inspection shall be limited to 2012 Part 6 hourly fees and disbursements only. All increases shall be stated separately as a percent increase to unit prices, extended appropriately and included in a Budget Matrix as applicable. Harmonized Sales Tax. (HST) will be applicable to the work. The Budget Matrix is exempt from the page count referred to in Item 1 and is acceptable to be printed on 11 x 17 paper size for clarity. -.21. Company Experience description of company experience in undertaking projects having similar complexity, scope and importance, of similar value, and lessons learned from similar completed projects that will be applied to this project. 22. Insurance, Health & Safety;' Addenda, Conflict of Interest (a) Proof of insurance or letter from. l 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 less than Two Million Dollars ($2,000,000). (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance' Board. (c) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance. Board (in lieu of the WISR, a copy of the current CAD 7, NEER, or MAP reports may be submitted); and (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. Page 4'of 12 i ' Request for Proposal No. RFP-I-2010 ATTACHMENT# Consulting Services for the Replacement of Whitevale Bridge 01 atement to confirm that there is no actual or potential conflicts of interest that 197 St would preclude involvement on this project; .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 project. (a) to (f) excluded from the page count referred to in Item 1. EVALUATION OF SUBMISSIONS 23. Submissions will be evaluated according to the following criteria: Relative Value/100 a Overall completeness and quality of submission 10 b Qualifications of personnel, and quality of references 10 C. Work plan and project schedule, modifications or enhancements 15 to project approach d. Professional Fees 25 e. Relevant company experience in undertaking projects of similar 35 complexity, scope, importance and value and lessons learned to be applied to this project f. Insurance, health & safety, accessibility, addenda, conflict of 5 interest documentation 24. Submissions will be reviewed by an Evaluation Committee consisting of City Staff and 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 2 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 Evaluation Committee for any or all proposals/interview will not be disclosed on enquiry. 25. 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. 26. The City reserves the right to: • accept a proposal in whole or in part; • expand the number of Consultants for consideration, as recommended by the evaluation committee; • not consider, not accept or reject any or all submissions; • waive omissions, notwithstanding essential items; or • cancel or amend this call. Page 5of12 Request for Proposal No. RFP-1-201( ATTACHMENT# / TOREPORT#4~525_ Consulting Services for the Replacement of Whitevale Bridge i in so or doing the best interests of the City will be served and no liability shall accrue to. the City from such undertakings and all decisions derived therefrom. 198 27. 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. 28. 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. 29. 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. 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 are to be made in writing by facsimile 905.420.5313 to the.atte.ntion of Supply & Services before 2:00 pm local time Thursday, August 5, 2010. Both the questions and answers will be distributed to all bidders within approximately 2 days by way of written ADDENDUM without stating the source(s) of the enquiry. 33. All addenda must be acknowledged in the proposal as instructed. 34. Acceptance of a proposal is subject to budget approval and requisite approvals. BACKGROUND 35. In. 2010 the City of Pickering hired the consulting firm of Keystone Bridge Management to undertake the Municipal Bridge. Appraisal for the City's bridges and culverts. During the appraisal of the bridges it was noted that the Whitevale Bridge No.5001 was deficient and in needs to be replaced. The existing Whitevale.Bridge is a two span (16 metre) continuous concrete bridge; of T-beam and slab . construction, with a concrete deck and asphalt wearing surface. The bridge Page 6 of 12 Request for Proposal No. RFP-1 -2010 ATTA1' Mr-N1Ttt j r rRFR(' T# AG7jo~YQ Consulting Services for the Replacement of Whitevale R ridge 9 between concrete curbs and . 19 9 prmtdegta -roadw accommodates ay width of 8.6metres two lanes of vehicular traffic. Approaches are paved with asphalt. In the fall of 2008 a temporary repair to the. bridge. was undertaken..A contractor was hired to install a structural steel support for the concrete T-Beam at the North West Abutment. Subject to requisite and budget approvals, tendering the construction of the new bridge is projected to begin in early 2011 with Administration & Field Inspection tasks expected to begin in late 2011 or 2012. SUBJECT SITE The subject site as shown in the below map is located on Whitevale Road, 012 km East of Byron Street, located in the Hamlet of Whitevale, Ontario. "ITEVA E O o 0 GLAD TONE S_T EET SUB EC'T' CHUR HWIN STREET AR A J J h- WHITEVA FA ROAD 7 Z t- > H 0 V) L o © o 0 m H U 0 O a M n D J Q _33 U Z 27 O F- J J 0 Q 0 SCOPE OF SERVICES 36. Task 1 -Topographical Survey and Data Collection The City requires a Topographical Survey of the area in the vicinity of the bridge to. be replaced: • Data Collection and. Review - Collect, review and analyse all existing plans, reports etc. relevant to the bridge and approaches . and conduct site visits as required; • Traffic Control -.Vendor will provide all traffic protection and control for the survey and inspection work; Page 7 of 12 Request for Proposal No. RFP-1-2010 ATTAChMENT# : L 'FO REPORT##JJ~aS'ID Consulting Services for the Replacement of Whitevale Bridge (C) of The City does not have drawings of the existing bridge. .200 Task 2 - Environmental Assessment The consultant shall all work necessary to satisfy the requirements of the Municipal Class EA process for the bridge replacement. This shall include but not limited to: • Assemble and submit the necessary information required to coordinate the project with external agencies and acquire the necessary approvals from external agencies as required; • Develop structure alternatives including preparation of construction cost estimates and identification of benefits; Evaluate alternatives and recommend a preferred concept for approval by the City; • Conduct one (1) Public Meeting including preparation of advertisements, booking of the venue, preparation of all presentation materials and preparation of a summary report for the Public Meeting; • Prepare a summary report at the conclusion of the EA process for the. bridge documenting the EA process. Task 3 - Preliminary and Detailed Design Prepare a preliminary design report documenting existing conditions, alternatives for the bridge replacement and recommendation for detailed design. o Existing topographical features including utility verifications and elevations required; • Preparation of a natural heritage inventory of the site and the identification/development of mitigation measures;. Review any necessary stream enhancements to be undertaken as part of the structure repairs; • Detail design, permit approvals from the appropriate authorities having jurisdiction; Provide a detour plan in the event the structure must be closed and traffic detoured during construction. Task 4 - Preparation of Tendering Documents The Consultant shall prepare contract documents for the bridge replacement needs and must include, but is not limited to the following items: • Detail design construction drawings; • Quantity materials lists, and specifications;. • Preparation of detail quantity and costs estimates, and sundry . engineering; Page 8 of 12 Request for Proposal No. RFP-1-2010 ATTACHMENT#U REPORT f(, 0 Consulting Services for the Replacement of Whitevale Bridge of 201 • Provision for one complete set of tendering documents using the City's standard template for preparation of tenders; • One complete set of reproducible documents and one complete set of documents in digital format including a AutoCAD file format for the drawings; • Advice, consultation and assistance to the City in the advertising, tendering inquiries, receiving and evaluation of bids, and awarding of a contract for construction. Task 5 - Soils and Geotechnical. Investigations The consultant will engage a qualified sub-consultant for soils and geotechnical investigations as required to complete the design of the structure foundation. Copies of the geotechnical report shall be submitted to the City. Task 6 - Contract Administration & Field Inspection Administrative Services Review and checking of proposed construction methods as warranted , to ensure that the contra.ctor's work complies with the design requirements; Consideration and advice respecting alternative construction methods or materials proposed by the contractor and the preparation of change orders; • Modification of the design as. required to provide for unexpected field conditions; • Checking and review of shop drawings where required; • Attendance at site meetings and preparation of regular site meeting reports; • Processing of progress and final payment certificates for contract work, and general follow up of construction with respect to progress costs, schedules, and apportionment of project costs; • Preparation and submission to the City of revised Contract Drawings showing the "as constructed" project (in both written and digital format); obtain warranties, guarantees and certification of contract completion. Inspection • Assignment of the necessary full-time staff to adequately control the accuracy and quality of the contract work to ensure compliance with the plans and specifications, and to perform such field inspections as necessary, and the provision off construction administration services;. • Co-ordination with materials testing firm to confirm quality of materials. The materials testing firm selected by the consultant will be responsible for casting of testing cylinders, air tests, etc. Costs to be borne by the consultant and shall include the coordination of testing, review of test results, but not the actual testing costs; • Calculation of progress payment certificate quantities for the work, including the compilation of job diaries, records, and reports substantiating payment certificates both during construction and upon completion of the project wo rk; • Investigate report on, and advise on unusual circumstances, which may develop during the construction stages; . Page 9 of 12 ATTACH MENT# j..'OI',P(JRT#6aS-!Z? Request for Proposal No. . RFP-1 -2010 Consulting Services for the Replacement of Whitevale Bridge 122- of • Undertake final inspections of the work at the conclusion of construction works, and at the end of the maintenance period, as required for fin10 2 acceptance of the project by the. City and others involved, including structural engineer to certify complete bridge. DELIVERABLES 37. The following deliverables will be required for the project: a) Preliminary Design Report; b) Approved drawings and tender documents; c) Approvals from all external agencies to allow construction to proceed; d) Provide a detour plan in the event the structure must be closed and traffic detoured during construction; e) EA Summary Report documenting the Class EA process; f) One set of reproducible hard copy (mylar) and a reproducible digital copy; g) A Work Plan for all portions of the contract including a detailed description of all task to be performed, staff responsible for each task, activities and time tables for completing the work; and h) As built drawings for the new bridge. 38.. All documents shall become the property of the City of Pickering and the City shall be the sole copyright holder of these documents. INFORMATION PROVIDED 39. The following information will be provided to the successful consultant. • Municipal Bridge Appraisal Form for 2010 (as prepared by Keystone Bridge Management) Page 10 of 12 Request for Proposal No. RFP-1-2010 ATTACHMENT#_._I ) O REPOR t ~ :~-5-D Consulting Services for the Replacement of Whitevale Bridge 203 4A-dF4'_A-N'Q 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 act or 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 anytime 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. a. 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: Company Signature Print Name Page 11 of 12 TO REPOP.T ATTACHMENT#_ - Request for Proposal No. RFP-1-2010 Consulting Services for the Replacement of Whitevale Bridge ACCESSIBILITY REGULATIONS FOR CONTRACTED SERVICES 204 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 providers' 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-ability/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 12 of 12 ATTACHMENT#_j !:t PIEPORT# 6~cp5 f c) 205 of N C y E . E 0 U m o 00 U ~ N O O O O O fC ° O ~ _T v d a) N N co C N (D U d a) U ~ L m d w C O j f0 Q N ~y C U al C a) y al N 1= Q U C U v CyC O G ~ d V T ~ N D C fC 0 •O C - 'O Q1 C_ a a',~, ~.E u m- :s m E a In 0 O C -Y N N V O t5 07 m 0` U N D O C •O y 7 d CL 'n cL 'a t5 y m m E ag o-> c c3 Y ch L, an d C 6 d y °'o E CL a°i a c y ° j2 m- ql °•v > •y C v y 'N o C w m w N IA C O U C j O. y U m O N N C C O C L O E CL 0 m u E ~n N a N U u m m d.. LL CL E n E o m U C C w N C Co O _ O C1 C~ y_O C C U O ~ ~ v N a V II N o d a C C _ O ~ O N y m X > N 7 'E O Z W O E c 3 cc a u m Q t ~ ,rn W t a) > E w E m 0 U to y (D. Z O a ie R 54 O E 0 Z N y i E Q v Q o 3 ¢ ar o U V c 0 W (n Fes- N m fA Q City Report To Council ICKERING Report Number: OES 27-10 Date: September 13, 2010 206 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender for Supply & Delivery of One 60,000 LB.GVW Diesel Snow Plow/Dump/Sander Truck - Tender No. T-19-2010 - File:. A-1440 Recommendation: 1. That Report OES 27-10 of the Director, Operations & Emergency Services regarding the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck attachments be received; 2. That Tender No.T-19-2010, as submitted by Scarborough Truck Centre Inc. for the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $204,965.00 (HST extra) be accepted; 3. That the total gross purchase cost of $231,610.45 and a net purchase cost of $208,572.38 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows; (a) the sum of $205,000.00 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; (b) that the balance sum of $3,572.38 plus financing costs be funded from 2010 Current Funds; (c) that the financing and repayment charges in the amount of approximately $47,000 be included in the annual Current Budget for the City of Pickering commencing in 2011 and continuing thereafter until the loan is repaid; Report OES 27-10 September 13, 2010 Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck 207 Tender No. T-19-2010 Page 2 (d) that the Director, Corporate Services and 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 debenture and financial obligations and would not cause the City to exceed the updated Limit, and therefore, the Ontario Municipal Board approval is not required prior to City Council's authorization; (e) that the Treasurer be authorized to undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, the Ontario Strategic Infrastructure Financing Authority OSIFA - Loan Program or a financial institution offering long term fnancin ( ) 9 9 9 under similar terms and conditions; (f) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and 5. That the draft by-law attached to this report be enacted; 6. That the appropriate City of Pickering Officials be authorized to take,necessary action to give effect thereto; Executive Summary: The City of Pickering currently utilizes a fleet comprised of nine (9) 4-ton dump trucks and three (3) 5-ton dump trucks to perform a wide range of road maintenance activities including winter control. A replacement for the oldest 5-ton truck was approved in the 2010 Capital Budget. Financial Implications: 1. Approved Source of Funds 2010 Roads Capital Budget Item Account Code Source of Budge t Required Funds 5 Ton Dump 5320.1006.6158 Debt - 5 years $225,000 $205,000 Truck with Wing and Plow Property Taxes 225,000 3,572 Total Approved Funds $225,000 $208,752 CORP0227-07/01 revised Report OES 27-10 September 13, 2010 Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck Tender No. T-19-2010 Page 208 2. Estimated Project Costing Summa Tender No. T49-2010 60,000 LB. GVW $204,965.00 Diesel Snow Plow/Dump/Sander Truck HST $26.645.45 Total Gross Purchase Cost $231,610.45 HST Rebate ($23,038.07) Total Net Purchase Cost $208,572.38 3. Project Cost under (over) approved funds by $16,427.62 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditure contained in this report and concurs. Sustainability Implications: The engine powering this equipment meets the Environmental Protection Agency's Tier IIII emission standard. This will significantly reduce the amount of harmful emissions created by the operation of the vehicle as well as provide increased fuel economy. This purchase conforms to the environmental and economic lens of sustainability. Background: The purchase of a 5 Ton Dump Truck with Wing and Plow was identified and approved by Council in the 2010 Roads Capital Budget. Supply & Services posted the tender on the City's website. Four bidders responded and have submitted a tender for this project. Upon careful examination of all tenders received by Supply & Services, the Operations & Facilities Division recommends the acceptance of the low bid submitted by Scarborough Truck Inc. in the amount of $204,965.00 (HST extra) and that the total net purchase cost of $208,572.38 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Memo from Supply & Services 2. Record of Tenders Opened and.Checked 3. Being a by-law to authorize the acquisition g and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of debentures therefore in the amount of $205,000. CORP0227-07/01 revised Report OES 27-10 September 13, 2010 i Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck 209 Tender No., T-19-2010 Page 4 Prepared By: Approved/Endorsed By: ra Smith Everett untsma Supervisor, Fleet Operations Director, Operations & Emergency Services Vera Felgemacher Gillis Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Manager, Supply & Services Corporate Services & Treasurer ,GS:cr Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci Counc'I T. Prevedel P.Eng 6, 2WO Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# TOREPORT# o sal /o / of 210 ICI "10 1C.- Ri MERXI August 24, 2010 To: Everett Buntsma Director, Operations & Emergency Services From: Bob Kuzma Senior Purchasing Analyst Copy: Manager, Supply & Services Subject: Tender No.^T-19-2010 - Tender for Supply & Delivery of One (1) 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck Closing: Wednesday, August 18, 2010 Tenders have been received for the above project. An advertisement was placed on the City's Website. Three (3) bidders responded and submitted a tender for this project. One of the bidders, Peterbilt of Ontario.Group, submitted two separate sealed bids for this tender. 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. 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 # 6 states: Where a minimum is called for, the item shall meet or exceed the capacity, size or performance specified. See Specifications 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 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. Where brand names and models are specified as "no substitution" alternatives will be not considered. ATTACHMENT# PORT = i 211 'ZY~ HST included Total eb~rrcc~ After GaIcsaf~fic~rt Bidder. Amount CF~ea € $ $231,610.45 $231,610.45 Scarborough Truck Centre Peterbilt of Ontario Group $251,061.14 $251,061.14 Automatic rejection -Failure to return documents as specified. Reference: Purchasing By-law No. 5900-01, Peterbilt of Ontario Group Procedure No. PUR 010-001, 10.04, items 7- (15); Information to Bidders Items 7(b),14,15, 22, 23 and 24 Automatic rejection -Original ink signature missing from signature page - failure to return documents as specified. Durham Truck & Equipment Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Items 7-(4), Item 7-(15); Information to Bidders Items 7(b),14,15, 22, 23 and 24 Include the following items in your Report to Council: (a) without past work experience, if reference information is acceptable; (b) the appropriate account number(s) to which this work is to be charged; (c) the budget amount(s) assigned thereto; . (d) Treasurer's confirmation of funding; (e) related departmental approvals; (f) any reason(s) why the low bid of Scarborough Truck Centre is not acceptable; and (g) related comments specific to the project. Please do not disclose any information to enquiries except to direct.them to the City's web~site for the unofficial bid results as read out 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. /bk Attachments ~t 'c t August 24, 2010 Page 2 Tender No. T-19-2010 - Tender for Supply & Delivery of One (1) 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck ATTACH MENT# ~ TO REPaRT# vaa7r10 of -J- 21 2. _D :Z7 ill l 1 o l? o 7v ~ x i~ x m z O~ 0 Q . ~ cOn r!j a n O b9 '64 ~3 fA •Efl ~ •Efl •Efl ~ ~ O a ~ tn~ W Lv o ~ ~ ; rl C7 D A 90 M p O 70 o c ~ D TJ w ° 6 p m C7 O K 0 z r ` N N > G W _ :O n Q p m Um r C1 ' U 0 z o m N N CA ..7s ~ O 'Lt n, z cn c~ c ATTACHMENT# 3 rOREPORT#a t of The Corporation of the City of Pickering 21 3 By-law No. Being a by-law to authorize the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of debentures therefor in the amount of $205,000. 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 to proceed with the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck; and, Whereas before the Council of the City authorized the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck, 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 was not required prior to City Council's authorization 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 27-10 on the date hereof and awarded Tender T-19-2010 for the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck. ATTACHMENT#--3 TO REPORT#6LS~I By-law No. of Page 2 214 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the acquisition and delivery of a "60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck"; 2. That the estimated costs of the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $208,572.38 be financed as follows: a) That the sum of $205,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five (5) years; b) That the sum of $3,572.38 be funded from Current Funds; 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 13 day of September, 2010. David Ryan, Mayor Debbie Shields, City Clerk i City o~ Report To Council PI KERI Report Number: OES 28-10 215 Date: September 13, 2010 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender for Supply & Delivery of One 41,000 LB.GVW Diesel Snow Plow/Dump/Sander Truck - Tender No. T-18-2010 - File: A-1440 Recommendation: 1. That Report OES 28-10 of the Director, Operations & Emergency Services regarding the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck be received; 2. That Tender No.T-18-2010, as submitted by Peterbilt Truck Centre Ontario for the acquisition and delivery of a 41,000LB. GVW Diesel Snow Plow/Dump/Sander Truck be allowed to be withdrawn; 3. That Tender No.T-18-2010, as submitted by Scarborough Truck Centre Inc. for the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $180,687.00 (HST extra) be accepted 4. That the total gross purchase cost of $204,176.31 and a net purchase cost of $183,867.10 be approved; 5. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows; (a) the sum of $180,000.00 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; (b) that the balance of $3,867.10 plus financing costs be funded from 2010 Current Funds; (c) that the financing and repayment charges in the amount of approximately $41,000 be included in the annual Current Budget for the City of Pickering commencing in 2011 and continuing thereafter until the loan is repai d, Report OES 28-10 September 13, 20' 1 6 Subject: Supply & Delivery of 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truckle Tender No. T-18-2010 Page 2 (d) that the Director, Corporate Services and Treasurer has certified that this loan and the repayment thereof falls within the City's debt and financial obligations approved annual repayment limit for debt and other financial obligations for 2010 as established by the Province for municipalities in Ontario; (e) that the Treasurer be authorized to undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, the Ontario Strategic Infrastructure Financing Authority (OSIFA) - Loan Program or a financial institution offering long term financing under similar terms and conditions; (f) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and 5. That the draft by-law attached to this report be enacted; 6. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect thereto; Executive Summary: The City of Pickering currently utilizes a fleet comprised of nine (9) 4-ton dump trucks and three (3) 5-ton dump trucks to perform a wide range of road maintenance activities including winter control. A replacement for the oldest 4-ton truck was approved in the 2010 Capital Budget. The tender for this project was advertised on the City's website and (3) three vendors responded. Upon review, the vehicle that meets the City's requirements and specifications is being recommended. Financial Implications: 1. Approved Source of Funds 2010 Roads-Capital Budget Item Account Code Source of Funds Budget Required 4 Ton Dump Truck with 5320.1005.6158 Debt 5 years $190,000 $180,00 Wing and Plow Property Taxes 3,867 Total Approved $190,000 $183,86 Funds CORP0227-07/01 revised 217 . Report OES 28-10 September 13, 2010 Subject: Supply & Delivery of 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck Tender No. T-18-2010 Page 3 2. Estimated Project Costing Summa Tender No. T-18-2010 41,000 LB. GVW $180,687.00 Diesel Snow Plow/Dump/Sander Truck HST $23,489.31 Total Gross Purchase Cost $204,176.31 HST Rebate ($20,309.21) Total Net Purchase Cost $183,867.10 3. Project Cost under (over) approved funds by $6,132.90 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditure contained in this report and concurs. Sustainability Implications: The engine powering this equipment meets the Environmental Protection Agency's Tier IIII emission standard. This will significantly reduce the amount of harmful emissions created by the operation of the vehicle as well as provide increased fuel economy. This purchase conforms to the environmental and economic lens of sustainability. Background: The purchase of a 4 Ton Dump Truck with Wing and Plow was identified and approved by Council in the 2010 Roads Capital Budget. Supply & Services posted the tender on the City's website. Three bidders responded and have submitted a tender for this vehicle After the tender opening, the low bidder - Peterbilt Truck Center Ontario requested that their bid be withdrawn due to engineering issues (letters from Peterbilt Truck Center Ontario are attached). Purchasing Procedure PUR 010-001 - 10.04 Item 23 states: Withdrawal of bids received after the closing time will not be allowed. Therefore, Council approval is required to allow the withdrawal of this bid and the acceptance of the bid that meets the City's specifications and requirements. Upon careful examination of all tenders received it has been determined that the second low bid submitted by Harper Truck Center Inc. does not meet the City's specification and requirement for a "set forward axle". This configuration is recommended by the Supervisor, Fleet Operations, for weight distribution and vehicle handling, particularly with front mounted snowplows. Operations & Facilities Division ,therefore, recommends the acceptance of the bid meeting this specification submitted by Scarborough Truck Inc. in the amount of $180,687.00 (HST extra) and that the total CORP0227-07/01 revised I Report OES 28-10 September 13, 2010, 18 Subject: Supply & Delivery of 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck Tender No. T-18-2010 Page 4 net purchase cost of $183,867.10 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Memo from Supply & Services 2. Record of Tenders Opened and Checked 3. Being a by-law to authorize the acquisition and delivery of a 41,000 LB. GVW. Diesel Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of debentures therefor in the amount of $180,000 4. Letters from Peterbilt Truck Centre Ontario Prepared By: Approved/Endorsed By: A ``Grant S h Everett B ntsma Supervisor, Fleet Operations Director, Operations & Emergency Services -T- Vera Felgemacher Gillis Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Manager, Supply & Services Corporate Services & Treasurer GS:cr Attachments Copy: Chief Administrative Officer CORP0227-07/01 revised 219 Report OES 28-10 September 13, 2010 Subject: Supply & Delivery of 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck Tender No. T-18-2010 Page 5 Recommended for dc~onsii ration of Pickering City o T. Prevedel P.Eng ~Zoo Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# L TOREPORT#~oc2g-/O / of / 220 PICKERING M To: Everett Buntsma September 1, 2010 Director, Operations & Emergency Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Fleet Operations Subject: Tender No. T-18-2010 - Tender for Supply& Delivery of One (1) 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck Closing: Wednesday, August 18, 2010 Tenders have been received for the above project. An advertisement was placed on the City's Website. Three (3) bidders responded and submitted a tender for this project. After the tender opening, the low bidder - Peterbilt Truck Centre Ontario requested by letter: due to engineering issues, 1 regret to. inform you that 1 must withdraw the tender submission for T-18-2010. The issues are that the front PTO and Allison Transmission are not available. A subsequent letter states: we cannot supply truck as specified due to radiator cooling issues in conjunction with the FEPTO (front engine power take off) and the Allison Automatic Transmission. The only way that l can supply this truck is without the. FEPTO and to equip it with a manual transmission. Purchasing Procedure PUR 010-001 - 10.04 Item 23 states: Withdrawal of bids received after the closing time will not be allowed. Therefore, Council approval is required to allow the withdrawal of this bid and the acceptance of the second low 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. 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. ATTACHMENT#, TOREPORT#-(L9E-t() 221 L of U z m W in O ~ U CL 3 N O X FL O 3 z 0 CL z in N fn U N E cn U ❑ ~ W w CD _ > o U " C9 N Fn z m 0 Q C r _ Z ~ p o 0 _ M Yw v a _ ~Z v m a a o a 0 c N a ~p U- Cl) _ E O w Q a~ U~ o Q O 5, ❑ a . Ef} Ef} Ef} Ef} ~ 69- Ef} ER ff} U9- V> U w ~ o. C N O OD Q t U 'C f- C t I V _ U . fA N C z cu N 1 ~1 N U ' fu N H z i U F- N F- v m \ o a ~ _ z W CL U- W F- U ATTACHMENI"# CU li_ P ~ OR f Ed or-/ 0 of _-c The Corporation of the City of~ickering 222 By-law No. Being a by-law to authorize the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of debentures therefor in the amount of $180,000. 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 i 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 to proceed with the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck; and, Whereas before the Council of the City authorized the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck, 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 was not required prior to City Council's authorization 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 28-10 on the date hereof and awarded Tender T-18-2010 for the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck. ATTACHIIElv`I-4_2 C) REPORT;;! o?tf '/0 By-law No. Page 2 223 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the acquisition and delivery of a "41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck"; 2. That the estimated costs of the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $183,867.10 be financed as follows: a) That the sum of $180,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five (5) years; b) That the sum of $3,867.10 be funded from Current Funds; 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 13 day of September, 2010. David Ryan, Mayor Debbie Shields, City Clerk i ATTACHMENT# TO REPORT# O -029- '/0 of 224 -ruc~< Centre Vera A.Felgemacher MCanager, Supply and Services City of Pickering Due to truck engineering issues 1 regret to inform you that I must withdraw my tender submission for Tender T-18-2010. We cannot supply truck as specified due to radiator cooling issues In conju n.0ion with the FEPTO (front engine power take off)and the Allison Automatic Transmission. The only way that. I can supply this truck'is without the FEP'TO and to equip it with a manual transmission. Also on page S-.6, the 5th paragraph down, I substituted the air dryer. As highlighted on page 5-I it clearly states that ""Where brand names:and. models are specified as "no substitution", alternatives will not be considered. I am sorry for any inconvenience this m.ay have caused. Dale Drinkwater Territory Sales Manager Peterbi[t Ontario Truck Centres 519-40'4-795:6 1ATTAC!- MEN-F# 4 0 EPORT# 225 - of ;fT. t f rte` ~r~lt CEr~~rn. r. Vera A.Felgemache.r manager, Supply find Services City of Pickering Due to truck engineering issues I regret to inform you that I must withdraw my tender submission for Tender T-18-2010. The issues are that the front PTQ and Allison Transmission are not available. Also on page S-6 the 5th paragraph down, I substituted the airdryer. As highlighted on page S-I it: states that Alternatives will not be considered. I am sorry for any inconvenience all of this has caused. Dale Drinkwater Territory Sales Manager Peterbilt Ontario ..Truck Centres: 519-404-7956 { ArTAGHME#~ 'C. REPORT #~LS S ~4r - 3 of 226 'H C Bob Kuzmaa sensor Pull r6hasing Anna IySt Corporate Depai°men% Cjty of -P~ckker ing Due to ,lruc-4 en.91neerIng. issues + hatt are began y contrc4 I regret to lnT[Orm You- that H must: withdraw my tender submission of T ender T-18-2020, I :pope to particloate in future tenders that the Cotty o Ncker"in9 may have. 1 Dane Ear ac2k:,v ater ' 'er€ itwiy Sages ManaDer Pe-ZerbUt Ontario Truck Centres 240 nAversaa Rd. Wccdst=k, GIN AS 7 S -x'•04-795 6 I City O~ 2 2 7 PICKERING September 13, 2010 NOTICE OF MOTION a) Councillor Johnson and Councillor Dickerson gave notice that they will at this meeting of Council be presenting a motion as follows: CITY OF PICKERING WARD BOUNDARY/GOVERNANCE MODEL REVIEW FOR THE 2014 MUNICIPAL ELECTION WHEREAS the City of Pickering is a rapidly growing community and it is sound municipal management practice to evaluate the implications of such growth on local political representation; WHEREAS the current ward boundaries were determined approximately 35 years ago when Pickering had a population of approximately 24,000; WHEREAS Ward 3 has a population 30% higher than Ward 1 and 2 and 10-15 times land size; WHEREAS as significant future population growth is expected in Ward 3 and continued growth in Ward 1 and 2, Council may find that it is timely to assess the current and emerging population situation to ensure the appropriate representation for Pickering citizens and a balanced workload for Councillors for the 2014 Municipal. Election; NOW THEREFORE, be it resolved that The Council for the City of Pickering approves the investigation into the process for a ward boundary and governance model review for the 2014 Municipal Election; THAT the City of Pickering include consideration of a ward boundary review in the 2011 Budget discussions for the hiring of an independent consultant to review ward boundaries and to investigate the election of Regional Councillor's being elected at large; and, THAT the City Clerk report back to Council in 2011 on the process of reviewing the City of Pickering Ward Boundaries/Governance Model for the 2014 Municipal Election. 2 2 8 PICKERING. September 13, 2010 BY-LAWS 7079/10 Being a by-law to stop-up and close Township Road, legally described as Part of Lot 20, Concession 3, Pickering between Sideline 20 and Tillings Road being Travelled Road also known as Township Road, designated as Parts 5 and 6, Plan 40R-25832 as public highway. (By-law attached) 7080/10 Being a by-law to stop-up and close those portions of Sheppard Avenue, being parts of Lots 27 and 28, Range 3, BFC, parts of Lots 25 and 50, RCP 820 and parts of Block 5, Plan 353, all in the City of Pickering, designated as Parts 1 to 11, both inclusive, Plan 40R- 26573 as public highway, for the purpose of sale to the adjacent owners. (By-law attached) 7081/10 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. [Refer to Joint Planning & Development & Executive Pages 138-139] 7082/10 Being a by-law to amend Restricted Area (Zoning) By-law 2511, as amended, to implement the Official Plan of the City of Pickering District Planning Area, Region of Durham in Part of Blocks K, L and M, Plan 418, in the City of Pickering (SP-2008-02) & A 02/08) [OMB Approved - no action required](By-law attached) 7083/10 Being a by-law to appoint Tony Prevedel as Chief Administrative Officer (By-law attached) 7084/10 Being a by-law to Authorize Specific Complaints to the Assessment Review Board. [Refer to Joint Planning & Development & Executive Pages 310-311 ] 7085/10 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) [Refer to Joint Planning & Development & Executive Pages 54-65] 7086/10 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) [Refer to Joint Planning & Development & Executive Pages 12-16] 229 7087/10 Being a by-law to authorize the acquisition and delivery of a Backhoe/Loader with optional attachments in the City of Pickering and the issuance of debentures therefore in the amount of $110,000 [Refer to New and Unfinished Business pages 184-185] 7088/10 Being a by-law to appoint By-law Enforcement Officers for the purpose of enforcing parking restrictions on private property. (By- law attached) 7089/10 Being a by-law to dedicate that part of Block W-1., Plan M-1058 and that part of Lot 29, RCP 1041, Pickering, designated a Parts 1 and 2, Plan 40R-26564, as public highway. (By-law attached) 7090/10 Being a by-law to authorize the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of debentures therefor in the amount of $205,000. [Refer to New and Unfinished Business pages 213-214] 7091/10 Being a by-law to authorize the acquisition and delivery of a 41,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of debentures therefor in the amount of $180,000. [Refer to New and Unfinished Business pages 222-223] l..Lf[f d~ 2 3 0 PICKERING Memo To: Debbie Shields August 9, 2010 City Clerk From: Neil Carroll Director, Planning & Development Copy: Chief Administrative Officer Director, Office of Sustainability Subject: Disposal of City-Owned Lands in Duffin Heights Township Road, City of Pickering Subject Lands Identified as Parts 5 and 6, Plan 40R-25832 File: L-4650-2-10 The subject lands are known as Township Road, legally described as Part of Lot 20, Concession 3, Pickering, between Sideline 20 and Tillings Road and are designated as Parts 5 and 6, Plan 40R-25832. A property location map is attached. Draft Plans of Subdivision SP-2004-05 and SP-2008-09, submitted respectively by Cougs (Tillings) Ltd. and Lebovic Enterprises Limited have been approved for development. A condition of draft plan approval requires the conveyance of Part 6, 40R-25832 by the City to the abutting landowners. The draft approved plans provide for the construction of a new public road along a substantial portion of Part 6, 40R-25832, with the remaining portion of Part 6 being used for residential purposes. Part 5 will be retained by the City for public open space purposes. On July 12, 2010, Council passed Resolution # 138/10 authorizing staff to initiate the process of having the subject lands stopped-up and closed, with the intent of: (a) declaring Part 6, 40R-25832 surplus to the needs of the Corporation for the purpose of sale, at market value, to the abutting landowners to permit residential development, subject to any required easements; and (b) maintaining Part 5, 40R-25832 for public open space purposes. Accordingly, it is now appropriate for Council to enact the attached draft by-law formally declaring the lands surplus to the Corporation, stopping-up and closing them as public highway and authorizing their conveyance to the adjacent owners, subject to any required easements. The subject lands will be disposed of in accordance with the provisions of the Municipal Act and the City's Acquisition and Disposal of Land Policy. In accordance with the City's Notice Policy, the appropriate Notice respecting this road closure has been published in the local newspaper and on the City's website for two consecutive weeks. The attached draft by-law is for the consideration of City Council at its meeting scheduled for September 13, 2010. NC:DB:bg J:tDocumentstProp & DeOL4650 DISPOSALS\2 10 -Township RoadVnemos\Memo to Debbie2010 rwarding aw.doc Attachments 231 0 Q 0 PART 6 TOWNSHIP P RT ROAD z J J H 0 DERSAN STREET Q O r Y U O IY 0] City of Pickering Planning & Development Department PROPERTY DESCRIPTION Part Lot 20, Concession 3, being Part 5 & 6, 40R-25832 07\ OWNER City of Pickering DATE July 27, 2010 DRAWN BY JB FILE No. Stop-Up and Close Township Road SCALE 1:5000 CHECKED BY db N oTero et --cEes: Ina. ontl its suppliers. All rights Res-ed. Not a pion of s-ey. PN-15 2005 MPAC ontl its aVpplier, All rights Res-ed. Not a plan of Survey. 1 The Corporation of the City of Pickering 232 By-law No. APWAF 99WT Being a by-law to stop-up and close Township Road, legally described as Part of Lot 20, Concession 3, Pickering between Sideline 20 and Tillings Road being Travelled Road also known as Township Road, designated as Parts 5 and 6, Plan 40R-25832 as public highway. Whereas, pursuant to the Municipal Act, the Council of the City may pass by-laws to acquire or dispose of land or interests in land and to stop-up a highway, or part thereof, and to authorize its sale or the sale of a part thereof. Whereas, Notice of this By-law has been published for two (2) consecutive weeks. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. The following portions of highway are hereby stopped-up and closed to both vehicular and pedestrian traffic: • Township Road, legally described as Part of Lot 20, Concession 3, Pickering between Sideline 20 and Tillings Road being Travelled Road also known as Township Road, designated as Parts 5 and 6, Plan 40R-25832. 2. Part of Township Road, Pickering, being Part 6, Plan 40R-25832 is deemed surplus to the needs of the Corporation and shall be offered for sale to the abutting owners, subject to any required easements. 3. Part of Township Road, Pickering, being Part 5, Plan 40R-25832 shall be stopped-up and closed and shall be retained by the City for public open space purposes. 4. The City shall ensure that all utility easements are conveyed to the appropriate utility authority for nominal consideration ($2.00) prior to the conveyance of the lands. 5. The Mayor, City Clerk and Director, Planning & Development are authorized to obtain and execute all relevant documentation required to effect the stopping-up and closing of those portions of Township Road, Pickering, being Parts 5 and 6, Plan 40R-25832 and to effect the conveyance. By-law read a first, second and third time and finally passed this 13th day of September, 2010. David Ryan, Mayor 7 Debbie Shields, City Clerk Q o~ 2 3 PICKERIN Memo To: Debbie Shields August 9, 2010 City Clerk From: Neil Carroll Director, Planning & Development Copy: Chief Administrative Officer Director, Office of Sustainability Subject: Closing and Disposition of Remnant Portions of Sheppard Avenue Lands Previously Acquired for Road Widening Subject Lands Identified as Parts 1 to 11, Plan 40R-26573 File: L-4650-20 In 1966, the City acquired parcels of land to support the future widening of Sheppard Avenue to a four-lane road. Since that time, it has been determined that Sheppard Avenue would not be widened and that the lands acquired for road widening purposes could be reconveyed back to adjacent landowners. While some of the road widening parcels have already been reconveyed to adjacent landowners, the subject lands (Parts 1 to 11) lying between Whites Road and Fairport Road still remain in the City's own6rship. A property location map is attached. Letters have been sent to all affected landowners to advise of the possible reconveyance of these lands back to them and no objections were received. On April 19, 2010, Council passed Resolution # 80/10 authorizing staff to commence the process of stopping-up and closing Parts 1 to 11 as public highway for sale to the adjacent owners at nominal consideration. Accordingly, it is now appropriate for Council to enact the attached draft by-law formally declaring the lands surplus to the Corporation, stopping-up and closing them as public highway and authorizing their conveyance to the adjacent owners, subject to any required easements. The subject lands will be disposed of in accordance with the provisions of the Municipal Act and the City's Acquisition and Disposal of Land Policy. In accordance with the City's Notice Policy, the appropriate Notice respecting this road closure has been published in the local newspaper and on the City's website for two consecutive weeks. The attached draft by-law is for the consideration of City Council at its meeting scheduled for September 13, 2010. NC:DB:bg JADowmentstProp & Dev\L4650 DISPOSALSt20 Sheppaid\memosWemo to Debbie2010fomardin0 bylaw.doo Attachments 234 o C _ N JZQZ N;Q; Lij CZ Z Z ti a o000 Q L ROAD LLJ > cc Q a~ E co e¢ o O 0 i z ~~Z > W J } 0) r co 0 z Z) ~~U C Co Y ~n ro w C! is a ~ U U) N W 0 T N O V- C6 00 04 z w Q U O U) 0 m v 0 10 2 0 a od U m cn c r a u aA~ 8 Vii 11 a ° Y Ma V e o Q Y o m V ~`ac V a F W y-- = 0 w z 3 ~ U o ~ 2 3 5 The Corporation of the City of Pickering By-law No. V"Kr Being a by-law to stop-up and close those portions of Sheppard Avenue, being parts of Lots 27 and 28, Range 3, BFC, parts of Lots 25 and 50, RCP 820 and parts of Block 5 , Plan 353, all in the City of Pickering, designated as Parts 1 to 11, both inclusive, Plan 40R-26573 as public highway, for the purpose of sale to the adjacent owners. Whereas, pursuant to the Municipal Act, the Council of the City may pass by-laws to acquire or dispose of land or interests in land and to stop-up a highway, or part thereof, and to authorize its sale or the sale of apart thereof. Whereas, Notice of this By-law has been published for two (2) consecutive weeks. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. The following portions of highway are hereby stopped-up and closed to both vehicular and pedestrian traffic for the purpose of sale to the abutting owner, subject to any easements: • Those portions of Sheppard Avenue being parts of Lots 27 and 28, Range 3, BFC, parts of Lots 25 and 50, RCP 820 and parts of Block 5, Plan 353, all in the City of Pickering, designated as Parts 1 to 11, both inclusive, Plan 40R-26573. 2. The City shall ensure that all utility easements are conveyed to the appropriate utility authority for nominal consideration ($2.00) prior to the conveyance of the lands. 3. The Mayor, City Clerk and Director, Planning & Development are authorized to obtain and execute all relevant documentation required to effect the stopping-up and closing of those portions of Sheppard Avenue being parts of Lots 27 and 28, Range 3, BFC, parts of Lots 25 and 50, RCP 820 and parts of Block 5, Plan 353, all in the City of Pickering, designated as Parts 1 to 11, both inclusive, Plan 40R-26573 and to effect their conveyances. By-law read a first, second and third time and finally passed this 13th day of September, 2010. AMA W-T David Ryan, Mayor Debbie Shields, City Clerk 236 The Corporation of the City of Pickering OMB ORDER NO. PL100330 By-law No. 7082/10 AUG. 20/10 Being a By-law to amend Restricted Area Zoning By-law 2511, as amended, to implement the Official Plan of the City of Pickering, Region of Durham in Part of Blocks K, L and M, Plan 418, in the City of Pickering (SP 2008-02 & A 02/08). Whereas the The Corporation of the City of Pickering received an application to rezone Part of Blocks K, L and M, Plan 418, in the City of Pickering to permit the development of lots for detached dwellings on the subject lands; And whereas it is appropriate to amend By-law 2511, as amended, to permit such uses; Now therefore by order the Ontario Municipal Board amends By-law.3037 as follows: 1. Schedule I 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 Blocks K, L and M, Plan 418, in the City of Pickering, designated "S4-9" on Schedule I attached hereto. 3. General Provisions No building, 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, i (1) (a) "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 No. 7082/10 Page 2 237 (b) "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; (c) "Dwelling, Single or Single Dwelling" shall mean a single dwelling containing one dwelling unit and uses accessory hereto; (d) "Dwelling, Detached or Detached Dwelling" shall mean a single dwelling which is freestanding, separate, and detached from other main buildings or structures; (2) (a) "Floor Area - Residential" shall mean the area of the floor surface contained within the outside walls of a storey or part of a storey; (b) "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; (3) (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 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; (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; (4) "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; (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; By-law No. 7082/10 Page 3 238 (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 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; (f) "Side Yard" shall mean a yard of a lot extending from the front yard to the rear yard, and from the side lot 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; (i) "Flankage Side Yard Width" shall mean the short est 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; (j) "Interior Side Yard" shall mean a side yard other than a flankage side yard. 5. Provisions (1) (a) Uses Permitted ("S4-9" Zone) No person shall within the lands designated "S4-9" on Schedule I attached hereto, use any lot or erect, alter, or use any building or structure for any purpose except the following: (i) detached dwelling residential use (b) Zone Requirements ("S4-9" Zone) No person shall within the lands designated "S4-9" on Schedule I attached hereto, use any lot or erect, alter, or use any building except in accordance with the following provisions: ~I By-law No. 7082/10 Page 4 269 (i) Lot Area (minimum): 325 square metres (ii) Lot Frontage (minimum): 11.0 metres (iii) Front Yard Depth (minimum): 6.0 metres A despite Section 5.8(b) of By-law 2511 as amended, uncovered and covered platforms/porches attached to a main dwelling may provide a front yard depth of 4.5 metres. (iv) Interior Side Yard Width (minimum): A for lot frontages 15.0.metres or greater: (1) 1.5 metres on both sides; B for lot frontages greater than 12.0 metres to 14.9 metres: (11) 1.2 metres on both sides; C for lot frontages less than or equal to 12.0 metres: (1) 1.2 metres one side, 0.6 metre on the other; (v) Flankage Side Yard Width (minimum): 2.7 metres I (vi) Rear Yard Depth (minimum): A for lot depths less than or equal to 40.0 metres: 7.5 metres B for lot depths greater than 40.0 metres: 10.0 metres C where the rear yard abuts a CN Rail right-of-way 30.0 metres (vii) Building Height (maximum): 12.0 metres (viii) Lot Coverage (maximum): 42 percent (ix) Parking Requirements: A minimum one private garage per lot attached to the main building; any vehicular entrance of which shall be located not less than 6.0 metres from the front lot line, and not less than 6.0 metres from any side lot line immediately adjoining a street or abutting on a reserve on the opposite side of which is a street; By-law No. 7082/10 Page 5 240 B maximum projection of the garage front entrance from the wall containing the main entrance to the.dwelling unit shall not exceed 2.5 metres in length, whether or not such garage has a second storey, except where a covered and unenclosed porch or veranda extends a minimum of 1.8 metres from the wall containing the main entrance to the dwelling unit, in which case no part of any attached private garage shall extend more than 3.0 metres beyond the wall containing the main entrance to the dwelling unit; C a driveway width shall not occupy more than 55 percent of the front yard width. (x) Special Requlations: A rear yard uncovered steps and platforms less than or equal to 1.0 metre above grade may project a maximum of 2.5 metres; B rear yard uncovered steps and platforms exceeding 1.0 metre in height above grade and less than or equal to 6.0 metres in width may project a maximum of 1.5 metres. 6. By-law By-law 2511, 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 2511, as amended. 7. Effective Date This By-law shall come into force on the day it is passed pursuant to an Order of the Ontario Municipal Board. Note: Oral decision of the Ontario Municipal Board delivered August 16, 2010. Written Decision issued August 20, 2010. 241 - - - I I Imo,, MOORELANDS CRES. \ \ ' - / ~ I I I I I I \ \ ~I ~ I \ \ ~ ~ r-lr - -~7'T, I iLr 152.3m I I I I 1 1 1 1 1 1 I I I I I I I I I I ~ I I I I I I I I I I I I $ I I I I 1 1 1 1 1 1 3 I p COWAN CIRCLE t Y \ 117.9m I % I I \ 3 ' S4-9 O - \ ro PARTIOF BLOCKS K, L, AND M. PLAN 418 - - - J 58.Om 3 26.1 m 13 35.3m JII \I / ~ / / I 3 L----------~ GILLMOSS ROAD N 28.6m I - - - - - ,os_sm-----------/ / I / / - - - - - - - - - - - - - I / / ro SCHEDULE I TO BY-LAW 7082/ 1 O APPROVED BY THE ONTARIO MUNCIPAL BOARD ORAL DECISION DELIVERED AUGUST 16, 2010 WRITTEN DECISION DELIVERED AUGUST 20, 2010 I I i The Corporation of the City of Pickering 242 By-law No. 7083/10 Being a by-law to appoint Tony Prevedel as the Chief Administrative Officer Whereas pursuant to Section 229 of the Municipal Act, 2001 provides that a municipality may appoint a Chief Administrative Officer, who shall be responsible for, a) exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality; and b) performing such other duties as are assigned by the municipality. Whereas the duties of the Chief Administrative Officer are set out in By-law Number 682/77, as amended. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:. 1. That the Chief Administrative Officer shall report directly to Council. 2. That Tony Prevedel is hereby appointed Chief Administrative Officer of the Corporation of the City of Pickering. 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 243 The Corporation of the City of Pickering BY-Law No. 70 /10 Being a by-law to appoint BY-law Enforcement Officers for the Purpose of Enforcing Parking Restrictions on Private Property WHEREAS pursuant to section 15(I) of the Police Services Act, R.S.O. 1990, c.P.15, as amended, a municipal council may appoint persons to enforce the by-laws of the municipality; and WHEREAS pursuant to section 15(2) of the said Act, municipal by-law enforcement officers are peace officers for the purpose of enforcing municipal by-laws; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. That the following people be hereby appointed as municipal law enforcement officers in and for the City of Pickering in order to ascertain whether the provisions of By-law 2359/87 are obeyed and to enforce or carry into effect the said By-law and are hereby authorized to enter at all reasonable times upon lands municipally known as: a) 735 Sheppard Avenue John Harvey b) 1525 & 1535 Diefenbaker Court and 1530 & 1540 Pickering Parkway Deepak Asrani c) 1295 Wharf Street Deepak Asrani Robert McWilliams Nick Koitsopoulos Sandra Hunt-Mimra d) 813, 817, 821 & 940 Brock Road Louis Chelin Frank Lowe Gary Bluestein Michael Chelin 244 By-law No. 70 /10 (Continued) Page 2 2. The authority granted in section 1 hereto is specifically limited to, that set out in section 1, and shall not be deemed, at any time, to exceed the authority set out in section 1. 3. This appointment shall expire upon the person listed in section 1 a) ceasing to be an employee of Durham Standard Condominium Corporation No. 191 or upon Durham Standard Condominium Corporation No. 191 ceasing to be agents for 735 Sheppard Avenue, and 1b) ceasing to be an employee of Paragon Security or upon Paragon Security ceasing to be agents for 1525 & 1535 Diefenbaker Court and 1530 & 1540 Pickering Parkway, and 1c) ceasing to be an employee of Newton-Trelawney Property Management Services or upon Newton-Trelawney Property Management Services ceasing to be agents for 1295 Wharf Street, and 1 d) ceasing to be an employee of Louis Chelin & Associates Limited or upon Louis Chelin & Associates Limited ceasing to be agents for 813, 817, 821 & 940 Brock Road, whichever shall occur first. 4. The provisions of this by-law shall come into force and take effect on the day of the final passing thereof. 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 i 245 PI CKE RING Memo To: Debbie Shields September 7, 2010 City Clerk From: Denise Bye Supervisor, Property & Development Services Copy: Director, Planning & Development Division Head, Engineering Services Division Head, Operations & Facilities Manager, Development Control Subject: Request for Road Dedication By-law Owners: Abdul and Lina Hakim LD.096/09 (1870 Spruce Hill Road) Part Block W-1, Plan M-1058 and Part Lot 29, RCP 1041, Pickering (Parts 1 and 2, Plan 40R-26564) File: Roadded.520 The owners have applied to sever that part of Lot 29, RCP 1041 into two lots through Land Division Application LD 096/09. One of the conditions of that land severance application was for the owners to convey a portion of land to the City for future road widening purposes (Part Lot 29, RCP 1041, designated as Part 2, Plan 40R-26564) fronting the newly created lot along New Street. Once the City becomes the owner of the road widening block, dedication is required. Further, there is a reserve in the City's ownership that runs across the frontage of the newly created lot (Part Block W-1, Plan M-1058, designated as Part 1, Plan 40R-26564). This portion of reserve must also be dedicated as public highway in order to provide legal access to the new owners of the severed parcel. Attached are a location map and a draft by-law for the consideration of City Council at its meeting scheduled for September 13, 2010. DB:bg J:\Documents\Prop & Dev\ROADDED\SEC\520 New\Memo to Debi 2010.doc Attachments i 246 DETAIL INSET 1 SCALE N.T.S. A TSET/ACON lC SCHOOL W ° Q W O F- PHERSON . V) PART 1 & 2 40R-26564 ARK o Cf) W °Q Z a ROAD ET J Q Q O 0 wW' U r-IT 111111 UNA w m U r w Q w cn VOYAGER UARE U q~f. B WOODRUFF U) EE INS T B CJ 192 MI-7 LA z 0- w Q _ a- = CRICKET Z~ f- Q a N~~ z O ~ STROUDS LANE VPNE WINGARDEN CRESCENT STROUDS r7l D M T DR V ° Q HEDGEROW PL. D U O 2 p Q U~ O O Q 0 Q p O W Q ~ m SHADYBROOK ly- PARK J O D Q o LL City of Pickering Planning & Development Department PROPERTY DESCRIPTION Part Lot 29, RCP 1041 + Part Block W-1, M-1058, Designated as Parts 1 & 2 40R-26564 OWNER Various DATE Sept 8, 2010 DRAWN BY JB FILE No. Roadded 520 SCALE 1:5000 CHECKED BY DB At o rc T.ranetEnlerpri.e. Inc. and if. .upplisr.. All right. Reserved. No[ a plan of .~rvey. PN-11 2005 MPAC and it. supplier.. All right. Re.e rve d. Nat a plan of Survey. 2 4 7 The Corporation of the City of Pickering By-law No. Being a by-law to dedicate that part of Block W-1, Plan M-1058 and that part of Lot 29, RCP 1041, Pickering, designated as Parts 1 and 2, Plan 40R-26564, as public highway. Whereas The Corporation of the City of Pickering is the owner of certain lands lying within Pickering and wishes to dedicate them as public highway.. Now therefore the.Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That part of Block W-1, Plan M-1058, Pickering and that part of Lot 29, Registrar's Compiled Plan 1041, Pickering, designated as Parts 1 and 2, Plan 40R-26564 are hereby dedicated as public highway (New Street). By-law read a first, second and third time and finally passed this 13th day of September, 2010. ANAN David Ryan, Mayor Debbie Shields, City Clerk Roadded.520 I City oo Minutes/Meeting Summary Sustainable Pickering Advisory Committee i June 29, 2010 PICKERING o am Main Committee ee Room Attendees: Dave Ryan, Mayor Doug Dickerson, City Councillor, Ward 2 (Chair) Jennifer O'Connell, City Councillor, Ward 1 (Vice-Chair) David Pickles, City Councillor, Ward 3 Tom Melymuk, Director, Office of Sustainability Neil Carroll, Director, Planning & Development Lynn Winterstein, Manager, Marketing &'Business Development Catherine Rose, Manager, Policy Kristy Kilbourne, (Acting) Coordinator, Sustainability Marla Shim, Executive Assistant, Council (Recording Secretary) Absent: Jack McGinnis, Durham Sustain Ability Also Present: Dan Leeming, Planning Partnership Terry Green, Durham Sustain Ability Item/ Details & Discussion & Conclusion Action Items/Status Ref # (summary of discussion) (include deadline as a ro riate 1. Sustainable Development Guidelines Councillor Dickerson welcomed everyone to the meeting. T. M.elymuk introduced Dan Leeming of the Planning Partnership and advised the Committee that Mr. Leeming is currently looking at LEED-ND to determine whether or not the approach would be appropriate in the context of the City of Pickering, along with existing Sustainable Development Guidelines. D. Leeming provided a brief background of his credentials: • Founding partner of The Planning Partnership • Over 35 years of experience designing and developing new towns and planned communities in Ontario and the United States • Chair of Smart Growth Committee - transportation, water and ecology, building materials, waste, etc. • Co-Chair of the Canadian LEED-ND Review Committee - main goals are to reduce footprints and green house gas emissions Page 1 CORP0228-2/02 He advised that in order to acquire LEED certification, applicants must meet 12 prerequisites and need approximately 50% of an available 105 credits to achieve the lowest level of certification. There is a 10 to 15 percent increase in building costs to meet LEED gold. D. Leeming advised that the LEED ND program was developed to set precedents, goals and examples and has a good set of metrics. Councillor Pickles voiced concern that if the City of Pickering were to implement a certain standard such as LEED, developers might decide to go elsewhere. Mayor Ryan informed members that Pickering has already developed certain development standards, but it is essential that the Province step up and take a firm position ahead of the municipality in adopting LEED standards. Councillor Dickerson understood that a recommendation was made years ago for Seaton to be used as a pilot project. D. Leeming noted that in order for Seaton to achieve a standard, it is necessary to look at the level of transit service, level of routes, order of transit, park systems, energy and water systems. He recommended that Committee members consider attending one of the tours that is organized by Canada Green Building Council to view some of the green buildings. Discussion ensued with respect to the potential for implementation of LEED ND guidelines and their suitability for the City of Pickering. Councillor Dickerson thanked D. Leeming for attending and providing the Committee with such valuable information. The information helped to convey some feelings of where Pickering stands and what we should be looking at in the future. 2. Partners for Climate Protection Re ort Copies of the Draft Partners for Climate Protection Report to Council were distributed. T. Melymuk advised Committee members that the report is a Committee members draft and he would appreciate comments from the Committee to provide comments before finalizing. b Se tember 1, 2010. Page 2 CORP0228-2/02 A target has been set for 50% corporate reduction by 2016. This includes municipal buildings, street lights, vehicles, etc. The report notes that the City is making progress toward this target, but much work still need to be done. A Corporate Emissions Reduction Strategy is included. Councillors Dickerson and O'Connell asked if the City has any Staff to find out who responsibility for traffic signals or if these are the Region's owns the traffic lights responsibility. and is responsible for the efficiency Councillor Dickerson commented that Veridian and/or Enbridge upgrades. might be interested in studying the feasibility of establishing district heating plants in the hydro corridors in the City of Pickering. 3. Other Business Fact Sheet: FIT/Micro FIT Programs K. Kilbourn to provide - Councillor Dickerson suggested checking with Veridian to a copy of the fact find out if they already have similar information on their sheet to Mark Turney, website. Veridian's Manager of Grid Operations, for .On-going Marketing of the Measuring Sustainability Report his input - USB ports (made from recycled plastic) containing the report were provided to Committee members - The Measuring Sustainability Report link on the Sustainable Pickering website received 772 hits for the month of June and is-one of the top ten visited pages on the website - The report is also in circulation at the libraries Sustainable Pickering Smart Phone Application - Opportunity to do the application as a class project Staff to action. - Councillor O'Connell suggested looking into the cost of paying a student to work on the project and to check with the library regarding a partnership Resident Inquiry regarding Rain Barrels - The Committee agreed that it is not feasible for the City of Staff to action. Pickering to implement a rain barrel program - It was recommended that staff check with the Region to find out if they will be offering a future program Staff Suggestion on Council Newsletters - A suggestion was made by a staff member on the Sustainable Pickering staff ideas bulletin board that Councillors post their newsletters online in order to eliminate the high costs of printing and mailing their newsletters - Councillor Dickerson feels that individual Councillors will Page 3 CORP0228-2102 decide what is appropriate for them with regard to newsletters and that not all residents have access to email. Until we have an alternate form of communication, hardcopy newsletters will have to remain in circulation - Personally, he will seek out e-mail contacts for those of his contacts that have e-mail addresses and will mail out the rest in order to reduce costs and environmental impacts. L. Winterstein advised the Committee that the economic development e-newsletter was being launched today and will be provided to all business partners in the email database. Councillor Dickerson offered to provide his contact list so that it can be added to the list of e-newsletter recipients. 4. Next Meeting To be determined. Meeting Adjourned: 12:05 pm Copy: City Clerk Page 4 CORP0228-2/02 I I Cif 1-0 _ Committee of Adjustment Meeting Minutes Wednesday, June 9, 2010 7:05 pm Main Committee Room PRESENT: David Johnson - Chair Eric Newton - Vice-Chair Keith Wilkinson ALSO PRESENT: Ross Pym, Secretary-Treasurer Lesley Dunne, Assistant Secretary-Treasurer ABSENT: Kevin Ashe Susan Kular (1) ADOPTION OF AGENDA Moved by Eric Newton Seconded by Keith Wilkinson That the agenda for the Wednesday, June 9, 2010 meeting be adopted as amended. CARRIED UNANIMOUSLY (11) ADOPTION OF MINUTES Moved by Eric Newton Seconded by Keith Wilkinson That the minutes of the 7th meeting of the Committee of Adjustment held Wednesday, May 19, 2010 be adopted as amended. CARRIED UNANIMOUSLY 1 cis o¢~ Committee of Adjustment .141 ALA- Meeting Minutes _ Wednesday, June 9, 2010 -IT _U PH / 7:05 pm Main Committee Room (III) REPORTS 1. P/CA 16/10 - 1138224 Ontario Ltd. 401 Kingston Road (Part lot 19, Plan 230, Part 1, 40R-16160) City of Pickering The applicant requests relief from Zoning By-law 3036, as amended by By-law 6189/03 to permit a build-to-zone setback of 0.6 metres to the proposed canopy and 0.9 metres to the proposed school building addition, whereas the by-law requires a build-to-zone setback of 3.0 metres from the front property line to a building. The applicant requests approval of this variance in order to obtain site plan approval and a building permit. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Mori Edelstein, agent, was present to represent the application. Elvis Nurse of 23 Wickson Street was present in favour of the application. Mori Edelstein explained the site plan and provided pictures for the Committee to review. Moved by Keith Wilkinson Seconded by Eric Newton That application P/CA 16/10 by 1138224 Ontario Ltd., be Approved on the grounds that the build-to-zone setback of 0.6 metres to the canopy and 0.9 metres to the proposed school building addition are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That these variances applies only to the proposed canopy and the proposed school building addition, as generally sited and outlined on the applicant's submitted plans with this application. 2 o¢~ _ Committee of Adjustment Meeting Minutes Wednesday, June 9, 2010 7:05 pm Main Committee Room 2. That the applicant obtains a building permit for the proposed construction by June 8, 2012 or this decision shall become null and void. CARRIED UNANIMOUSLY 2. P/CA 17/10 - J. Saunders 132 Highway No. 7 (Part of Lot 34, Concession 6, Part 3 & 5 40R-4794) City of Pickering The applicant requests relief from Zoning By-law 3037, as amended by By-law 2676/88 to permit a cat rescue establishment use as a permitted use and to recognize the existing lot frontage of 25.0 metres and a front yard depth of 1.8 metres to the existing building whereas the by-law does not specifically permit a cat rescue establishment use, requires a minimum lot frontage of 30.0 metres and a minimum front yard depth of 9.0 metres. The applicant requests approval of these variances in order to obtain zoning compliance. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Written comments were received from the City's Development Control Manager expressing no concerns. Written comments were received from Councillor Rick Johnson in support of the application. Written comments were received from the Toronto and Region Conservation Authority expressing no objection to the approval of the minor variance to allow for a proposed cat rescue establishment on-site. Written comments were also received from the City's Animal Services, Supervisor expressing no objection to the application providing appropriate conditions of approval are included to restrict the number of cats to a maximum of 15 and the facility is operated and maintained in an appropriate manner. Sharon Carss, agent, and Joy Saunders, owner, were present to represent the application. No further representation was present in favour of or in objection to the application. 3 Cif o¢~ - Committee of Adjustment Meeting Minutes Wednesday, June 9, 2010 7:05 pm Main Committee Room In response to questions from Committee Members, Sharon Carss acknowledged she is fully aware of all the conditions outlined by the City, and explained the cat rescue provides a cage free environment for cats prior to being adopted. Moved by Eric Newton Seconded by Keith Wilkinson That application P/CA 17/10 by J. Saunders, be Approved on the grounds that the a cat rescue establishment use as a permitted use, and to recognizing an existing lot frontage of 25.0 metres and a front yard depth of 1.8 metres to the existing building are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That these variances applies only to the existing lot and building, as generally sited and outlined on the applicant's submitted plans with this application. 2. That a "Cat Rescue Establishment" shall mean a building or part thereof used for the care of lost, abandoned or neglected cats but shall not apply to the breeding and the keeping of cats in a veterinary establishment for the purpose of observation and/or recovery necessary to veterinary treatment. 3. That the maximum number of cats kept on the property shall not exceed 15 cats. 4. That the Cat Rescue Establishment be supervised by a licenced veterinarian technician. 5. That the housing of cats is maintained in a clean and sanitary condition at all times with all excrement, refuse and other objectionable material removed at least once in every 24 hour period, including weekends and holidays. 6. That the Cat Rescue Establishment is subject to section 11(e), 16(b), 21, 22, 23, 32, 33, 34, 48 and 49 of By-law No. 6850/08, By-law to Licence Pet Shop. 7. That this variance applies only to the owner of the property at the time of the Decision on this application and will become null and void when the ownership of the property is transferred. CARRIED UNANIMOUSLY 4 Committee of Adjustment Meeting Minutes _ Wednesday, June 9, 2010 7:05 pm Main Committee Room 3. P/CA 18/10 - O. Peralta-Wakida 301 Strouds Lane, Unit 10 (Plan 40M-2119 Pt Blk 38 Now 40R-23036 Part 10) City of Pickering The applicant requests relief from Zoning By-law 3036, as amended by By-law 5892/01 to permit a 4.2 metre rear yard depth to a proposed raised deck, whereas the by-law requires a minimum rear yard depth of 7.5 metres. The applicant requests approval of this variance in order to obtain a building permit. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Written comments were received from the City's Development Control Manager expressing no concerns. Written comments were received from Councillor Rick Johnson in support of the application. Written comments were also received from the Toronto and Region Conservation Authority expressing no objections subject to the owner obtaining a permit from TRCA for any development with the Regulated Area. Cesare Gallo, agent, and Tili Peralta-Wakida, owner, were present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Keith Wilkinson Seconded by Eric Newton That application P/CA 18/10 by O. Peralta-Wakida, be Approved on the grounds that the 4.2 metre rear yard depth to a proposed raised deck, is a minor variance that is desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That this variance apply only to the proposed raised deck, as generally sited and outlined on the applicant's plans submitted with this application. 2. That the Owner obtains a permit from TRCA prior to any development taking place within the Regulated Area on the subject lands. 3. That the applicant obtains a building permit for the proposed construction by June 8, 2012, or this decision shall become null and void. CARRIED UNANIMOUSLY 5 Citq oo _ Committee of Adjustment Meeting Minutes Wednesday, June 9, 2010 7:05 pm Main Committee Room 4. P/CA 19/10 - S. & K. Alexander 476 Toynevale Road (Lot 118, Plan 350) City of Pickering The applicant requests relief from Zoning By-law 2511to permit a rear yard depth of 4.1 metres to an existing detached dwelling, whereas the by-law requires a minimum rear yard depth of 7.5 metres. The applicant requests approval of this variance in order to permit the creation of two lots through a Land Division Application with the Region of Durham. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending tabling the application. Written comments were received from the City's Development Control Manager indicating comments for the grading and servicing will be addressed through the land division application process. Written comments were received from the City's Supervisor, Building Permits indicating the applicant should demonstrate that window restrictions imposed by spatial separation requirements in 9.10.15 of the Ontario Building Code have been met for the proposed 4.1 metre limiting distance to the rear elevation of the existing house. Written comments were also received from the Toronto and Region Conservation Authority indicating TRCA will look to secure and protect lands subject to the Petticoat Creek Valleylands and designated Environmentally Significant Area through the land division application process. Aaron Knight, agent, was present to represent the application and agrees with staff recommendation to table the item until application can be further evaluated. No further representation was present in favour of or in objection to the application. Moved by Eric Newton Seconded by Keith Wilkinson That application P/CA 19/10 by S. & K. Alexander, be Tabled on the grounds that the rear yard depth of 4.1 metres to an existing detached dwelling to be premature until the limits of the proposed lots have been concluded and to further evaluate the application. CARRIED UNANIMOUSLY 6 City vo - Committee of Adjustment 141 Meeting Minutes en, = - Wednesday, June 9, 2010 7:05 pm Main Committee Room (IV) OTHER BUSINESS Moved by David Johnson Seconded by Eric Newton That the 9th meeting scheduled for June 30, 2010, be cancelled and that P/CA 15/10 deferred from the May 19, 2010 meeting be further deferred to the next scheduled meeting on July 21, 2010. CARRIED UNANIMOUSLY (V) ADJOURNMENT Moved by Keith Wilkinson Seconded by Eric Newton That the 8th meeting of 2010 the Committee of Adjustment be adjourned at 7:29 pm and the next meeting of the Committee of Adjustment be held on Wednesday, July 21, 2010. CARRIED UNANIMOUSLY Date = Chair Assistant Secretary-Treasurer 7 Committee of Adjustment Meeting Minutes Wednesday, July 21, 2010 7:00 pm RNG Main Committee Room PRESENT: Kevin Ashe David Johnson - Chair Eric Newton -Vice-Chair Keith Wilkinson ALSO PRESENT: Ross Pym, Secretary-Treasurer Lesley Dunne, Assistant Secretary-Treasurer ABSENT: Susan Kular (1) ADOPTION OF AGENDA Moved by Eric Newton Seconded by Keith Wilkinson That the agenda for the Wednesday, July 21, 2010 meeting be adopted. CARRIED UNANIMOUSLY (II) ADOPTION OF MINUTES Moved by Eric Newton Seconded by Keith Wilkinson That the minutes of the 8th meeting of the Committee of Adjustment held Wednesday, June 9, 2010 be adopted as amended. CARRIED UNANIMOUSLY 1. Committee of Adjustment. Meeting Minutes Wednesday, July 21, 2010 7:00 pm Main Committee Room (III) REPORTS 1. (Deferred from the May 19, 2010 Meeting) P/CA 15/10 - R. Martin 1131 Ridgewood Court (Lot 52, 40M-1607) City of Pickering The applicant requests relief from Zoning By-law 3036, as amended by By-law 2864/88 to permit the parking of a commercial vehicle 2.8 metres in height and 7.0 metres in length in the front yard and parking space to encroach onto a road allowance, whereas the by-law permits a maximum vehicle height of 2.6 metres and a maximum vehicle length of 6.7 metres to be parked in a front yard, and no vehicle parking is to encroach onto any road allowance. The applicant requests approval of this variance in order to obtain zoning compliance. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending refusal. Written comments were received from the City's Development Control Manager indicating the encroachment should not be approved as part of this variance application as the City must maintain the road allowance free of encroachments to protect the cities use of the road allowance and the utilities and services that are placed within it. A neighbourhood petition was also received with 20 signatures indicating no objections to the parking of the truck on the driveway on the subject property. Applicant was not present to represent the application. The applicant had advised City staff they would be out of town and requested a further deferral. No further representation was present in favour of or in objection to the application. Moved by Eric Newton Seconded by Keith Wilkinson That application P/CA 15/10 by R. Martin, be Deferred to the September 1, 2010 meeting as the applicant requested the application be further deferred because they were not able to attend the July 21, 2010 to represent the application. CARRIED UNANIMOUSLY 2 Cif 11 - Committee of Adjustment X41 AAa, Meeting Minutes e° Wednesday, July 21, 2010 7:00 pm .P.I.EXEMNG Main Committee Room 2. (Tabled from the June 9, 2010 meeting) P/CA 19/10 - S. & K. Alexander 476 Toynevale Road (Lot 118, Plan 350) City of Pickering Moved by Eric Newton Seconded by Keith Wilkinson That revised application P/CA 19/10 by S. & K. Alexander, be lifted from the table. CARRIED UNANIMOUSLY The applicant requests relief from Zoning By-law 2511 to permit a rear yard depth of 4.4 metres to an existing detached .dwelling, whereas the by-law requires a minimum rear yard depth of 7.5 metres. The applicant requests approval of this variance in order to permit the creation of two lots through a Land Division Application with the Region of Durham. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Written comments were received from the City's Development Control Manager indicating comments for the grading and servicing will be addressed through the land division application process. Written comments were also received from the Toronto and Region Conservation Authority indicating TRCA will look to secure and protect lands subject to the Petticoat Creek Valleylands and designated Environmentally Significant Area through the land division application process. David Stevenson, agent, was present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Kevin. Ashe Seconded by Eric Newton That the revised application P/CA 19/10 by S. & K. Alexander, be Approved on the grounds that the rear yard depth of 4.4 metres to an existing detached dwelling is a minor variance that is desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 3 Cif o¢~ - Committee of Adjustment Aila, Meeting Minutes Wednesday, July 21, 2010 7:00 pm - Main Committee Room 1. That these variances apply only to the existing building, as generally sited and outlined on the applicant's revised submitted plans with this application. 2. That the applicant submits a registered reference plan as part of a future land severance application outlining the dimensions of the existing dwelling and proposed new lot. 3. That the applicant obtains final clearance for land severance application LD 58/10 or this decision shall become null and void. CARRIED UNANIMOUSLY 3. P/CA 20/10 - K. Bullick 1441 Rougemount Drive (Part Lot 28, Plan 228) City of Pickering The applicant requests relief from Zoning By-law 3036, as amended by By-law 2912/88 to permit an existing lot frontage of 15.0 metres and side yard widths of 1.5 metres to a proposed dwelling, whereas the by-law requires a minimum lot frontage of 18.0 metres and minimum side yard widths of 1.8 metres. The applicant requests approval of this variance in order to obtain a building permit. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Written comments were received from the City's Development Control Manager and the tree preservation and grading will be reviewed with the building permit. Written comments were also received from the Toronto and Region Conservation Authority indicating no objection to the application. Igor Cot, agent, was present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Kevin Ashe Seconded by Keith Wilkinson That application P/CA 20/10 by K. Bullick, be Approved on the grounds that the existing lot frontage of 15.0 metres and two side yard widths of 1.5 metres are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions; 4 Cif o¢~ - Committee of Adjustment Meeting Minutes Wednesday, July 21, 2010 PEXERING 7:00 pm Main Committee Room 1. That these variances applies only to the property, as generally sited and outlined on the applicant's submitted plans with this application. 2. That the applicant obtains a building permit for the proposed construction by July 20, 2012 or this decision shall become null and void. CARRIED UNANIMOUSLY 4. P/CA 21/10 - Grand Communities (Altona) Corp 1870 Altona Road (Part of Block 69, Plan 40M-1700 and Part Lot 33, Concession 1 Part 3,.40R12948) City of Pickering The applicant requests relief from Zoning By-law 3036, as amended by By-law 4366/93 and 5537199 to permit the construction of forty-three townhouse units and a mixed-use commercial building including four above grade apartment units on the subject property. The applicant has request relief from the zoning by-law for gross leasable floor area, parking and aisles in the "OS-A" Zone, building .height, side yard depth, dwelling type definitions, parking aisle width and visitor parking. The specific relief is shown in the first column in the table below, whereas the by-law requires minimum and/or maximum zoning requirements or specific definitions to be met as shown in the second column in the table below. By-law Requirement Relief A lied For minimum gross leasable floor area of to permit a minimum of 660 square 940 square metres metres of gross leasable floor area maximum of 15 parking spaces in the to permit 17 parking spaces in the OS-A OS-A zone zone landscape open space shall mean to permit a parking space, parking aisle, open and unobstructed space on a driveway or ramp within landscape lot, which is suitable and used for the open space areas growth and maintenance of grass, flower, bushes, shrubs, or other landscape plants and may include any surface walk, uncovered patio or similar space but does -not include any portion of a parking space, parking aisle, driveway or ram 5 Citq oo Committee of Adjustment Meeting Minutes Wednesday, July 21, 2010 PICKERING 7:00 pm Main Committee Room By-law Requirement Relief Applied For minimum height requirement of to permit a minimum building height of 12.0 metres in the area cross 4.2 metres hatched on the by-law minimum height requirement of to permit a minimum building height of 9.0 metres in the area hatched on the 8.0 metres in the hatched area by-law minimum south yard depth of 7.5 to permit a south yard depth of 6.0 metres metres multiple dwelling - horizontal shall to permit multiple dwelling - horizontal mean a building containing three or dwellings to be attached vertically within more dwelling units attached multiple dwelling - horizontal units horizontally, not vertically, by an above grade wall or walls multiple dwelling - vertical shall to permit multiple dwelling - vertical mean a building containing four or dwellings to have individual access more dwelling units attached provided to each unit and no access horizontally or vertically, each unit from a common entrances having access from an internal corridor system connecting within at least one common entrance from outside the building for each multiple dwelling - horizontal to permit two parking spaces to be unit there shall be provided on the located side by side within a private lands one parking space located garage for each multiple dwelling between the vehicular entrance of horizontal unit the private garage and the nearest traffic aisle, or public road minimum 6.5 metres aisle width for to permit a minimum aisle width of two way internal traffic routes 6.25 metres for two way internal traffic routes minimum 5 residential parking to permit 5 residential parking spaces spaces to be provided below grade and 5 visitor parking spaces for the and 1 visitor parking to be provided at multiple dwelling - vertical units to be at or below grade for multiple dwelling - grade and partially off-site vertical on-site The applicant requests approval of these variances in order to obtain site plan approval and building permits. 6 crtq oo - Committee of Adjustment AL A~ Meeting Minutes Wednesday, July 21, 2010 7:00 pm Main Committee Room The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending the application be tabled to allow time to evaluate the revised site plan. Written comments were also received from the Toronto and Region Conservation Authority indicating no objection with the application subject to the owner obtaining a permit from TRCA. Tony Volpentesta, agent, was present to represent the application. No further representation was made in favour of or in objection to the application. In response to a question from a Committee Member, the Secretary-Treasurer indicated the application needs to be further evaluated by City staff and the Site Plan Committee prior to the matter coming back to the Committee of Adjustment hearing the application. Moved by Eric Newton Seconded by Keith Wilkinson That application P/CA 21/10 by Grand Communities (Altona) Corp., be Tabled to allow time to evaluate the revised site plan as the owners have modified certain elements of the development proposal that may impact on the variances requested. CARRIED UNANIMOUSLY 5. P/CA 22/10 - M. & J. McLellan 1989 Valley Farm Road (North Part Lot 20, Concession 1, Part 1-3, 40R-5364) City of Pickering The applicant requests relief from Zoning By-law 3036, as amended by By-law 2702/88 to permit the parking of two commercial vehicles with the length of 7.8 metres and a height of 3.0 metres and 3.2 metres in the front yard, whereas the by-law permits a maximum vehicle height of 2:6 metres and a maximum vehicle length of 6.7 metres to be parked in a side yard. The applicant, requests approval of this variance in order to obtain zoning compliance. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending refusal. Written comments were received from the City's Development Control Manager indicating there is 7 Committee of Adjustment Meeting Minutes Wednesday, July 21, 2010 7:00 pm Main Committee Room no affect to the City road allowance therefore no comments. Written comments were received from the City's Economic Development Officer indicating giving the retention of the residential function of the property and the apparent lack of any concerns from the neighbouring properties there is no reason to deny the variance. Written comments were also received from the Toronto and Region Conservation Authority. indicating no objections to the application. In response to a question from a Committee Member the Secretary-Treasurer explained the zoning in the surrounding area. John McLellan, owner, was present to represent the application. Roger & Sallie Ali-of 1988 Valley Farm Road and Nicole Francis'of 1992 Valley Farm Road were present in objection to the application. John McLellan explained the trucks run on natural gas and there is no commercial natural gas refueling station anywhere in Durham Region. In response to a question from a Committee Member, John McLellan indicated the business has outgrown the subject property years ago and the business has now been relocated to North Pickering. The building on the subject property will not be used as an office, trucks will be dropped off at night to refuel and picked up the next morning. Roger Ali expressed concerns with the subject property is being used as commercial not residential, increased truck traffic, safety of children in the surrounding neighourhood, noise pollution and the decrease in property values. Nicole Francis also expressed concerns with the subject property is being used as commercial not residential, increased truck traffic, safety of children, noise pollution and the decrease in property values due to the large trucks act as billboards for the business. Moved by Kevin Ashe Seconded by Eric Newton That application P/CA 22/10 by M. & J. McLellan, be Deferred until the next meeting in order to give the Committee Members an opportunity to visit the site. CARRIED UNANIMOUSLY 8 Cif o¢~ - Committee of Adjustment Meeting Minutes Wednesday, July 21, 2010 7:00 pm Main Committee Room 6. P/CA 23/10 - J. Carter & P. Heynen 716 Hillview Crescent (Plan 331 South Part Lot 124, North Part Lot 125, 40R-7685, Part 2) City of Pickering The applicant requests relief from Zoning By-law 2511 to permit a lot coverage of 50 percent and a rear yard depth of 3.9 metres to a proposed deck, whereas the by-law permits a.maximum lot coverage of 33 percent and requires a minimum rear yard depth of 7.5 metres. The applicant requests approval of this variance in order to obtain a building permit. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. John McLellan, agent, was present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Kevin Ashe Seconded by Keith Wilkinson That application P/CA 23/10 by J. Carter & P. Heynen, be Approved on the grounds that the lot coverage of 50 percent and a rear yard depth of 3.9 metres to a proposed deck are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That these variances applies only to the proposed deck, as generally sited and outlined on the applicant's submitted plans with this application. 2. That the applicant obtains a building permit for the proposed construction by July 20, 2012 or this decision shall become null and void. CARRIED UNANIMOUSLY 9 city o¢~ _ Committee of Adjustment Meeting Minutes E. i Wednesday, July 21, 2010 7:00 pm Main Committee Room (IV) ADJOURNMENT Moved by Kevin Ashe Seconded by Keith Wilkinson That the 10th meeting of 2010 the Committee of Adjustment be adjourned at 7:40 pm and the next meeting of the Committee of Adjustment be held on Wednesday, August 11, 2010. CARRIED UNANIMOUSLY Date J Char, J7 Assis ant Secretary-Treasurer I 10 Cif o¢~ - Committee of Adjustment Meeting Minutes _''°Wednesday, August 11, 2010 7:00 pm Main Committee Room PRESENT: Kevin Ashe David Johnson - Chair Susan Kular Eric Newton - Vice-Chair ALSO PRESENT: Ross Pym, Secretary-Treasurer Lesley Dunne, Assistant Secretary-Treasurer ABSENT: Keith Wilkinson (1) ADOPTION OF AGENDA Moved by Eric Newton Seconded by Susan Kular That the agenda for the Wednesday, August 11, 2010 meeting be adopted. CARRIED UNANIMOUSLY (11) ADOPTION OF MINUTES Moved by Eric Newton Seconded by Susan Kular . That the minutes of the 10th meeting of the Committee of Adjustment held Wednesday, July 21, 2010 be adopted as amended. CARRIED UNANIMOUSLY . 1. Cif o¢~ Committee of Adjustment Meeting Minutes Wednesday, August 11, 2010 PIC-IT= 7:00 pm Main Committee Room (III) REPORTS 1. (Deferred at the July 21, 2010 meeting) P/CA 22/10 - M. & J. McLellan 1989 Valley Farm Road (North Part Lot 20, Concession 1, Part 1-3, 40R-5364) City of Pickering The applicant requests relief from Zoning By-law 3036, as amended by By-law 2702/88 to permit the parking of two commercial vehicles with the length of 7.8 metres and a height of 3.0 metres and 3.2 metres in the front yard, whereas the by-law permits a maximum vehicle height of 2.6 metres and a maximum vehicle length of 6.7 metres to be parked in a side yard. The applicant requests approval of this variance in order to obtain zoning compliance. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending refusal. Written comments were received from the City's Development Control Manager indicating there is no affect to the City road allowance therefore no comments. Written comments were received from the City's Economic Development Officer indicating giving the retention of the residential function of the property. and the apparent lack of any concerns from the neighbouring properties there is no reason to deny the variance. Written comments were also received from the Toronto and Region Conservation Authority indicating no objections to the application. Written comments were received by Craig & Suzanne Lymer of 1985 Valley Farm Road, Gordon & Joan Lymer of 1985 Valley Farm Road, Doug & Hanna Shaw of 1977 Valley Farm Road, Donna McManus of the Valley Farm Daycare and Frank McClyskey of 1981 Valley Farm Road in support of the application. John McLellan, owner, was present to represent the application. No further representation was present in favour of or in objection to the application. John McLellan submitted four letters from surrounding neighbours having no objections to the application. In response ~ to questions from a Committee Member, John McLellan indicated the trucks are being parked in the side yard until the variance is completed and has no objection to providing additional planting in the front yard for screening purposes. 2 Citq oo Committee of Adjustment Meeting Minutes 1,41 AJLL~ Wednesday, August 11, 2010 MG 7:00 pm PIL - Main Committee Room Moved by Kevin Ashe Seconded by Eric Newton That application P/CA 22/10 by M. & J. McLellan, be Approved on the grounds that the parking of two commercial vehicles with the length of 7.8 metres and a height of 3.0 metres and 3.2 metres in the front yard are minor variances that are . desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Zoning By-law, subject to the following conditions: 1. That this variance applies only to the two commercial vehicles with the length of 7.8 metres and height of 3.0 metres and 3.2 metres to be parked in the front yard, as generally sited and outlined on the applicant's submitted plans with this application. 2. That this variance only applies to the owner of the property at the time of the decision on the application and will become null and void when the ownership of the property is transferred. 3. That the owner plant in the front yard 1.5 metre high nursery stock coniferous trees to provide additional planting for screening purposes to the satisfaction of the City of Pickering by October 31, 2010 or this decision will become null and void. CARRIED UNANIMOUSLY 2. P/CA 24/10 - T. Persaud 634 Sunbird Trail (Part Lot 68, 40M-2208, Part 5, 40R-23911) City of Pickering The applicant submitted a letter amending the application to request relief from Zoning By-law 3036, as amended by By-law 6176/03 to permit a proposed lot coverage of 53 percent and a rear yard depth of 5.5 metres to the proposed covered deck, whereas the by-law permits a maximum lot coverage of 50 percent and requires a minimum rear yard depth of 7.5 metres. The applicant requests approval of these variances in order to obtain a building permit. 3 i Committee of Adjustment - Meeting Minutes Wednesday, August 11, 2010 P1X_JNJURPs1G 7:00 pm Main Committee Room The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Written comments were also received from the City's Development Control Manager expressing no concerns. Ramcharran Persaud, agent, and Tameshwar Persaud, owner, were present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Kevin Ashe Seconded by Susan Kular That the amended application P/CA 24/10 by T. Persaud, be Approved on the grounds that the proposed lot coverage of 53 percent and a rear yard depth of 5.5 metres to the proposed covered deck are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That these variances apply only to the proposed covered deck, as generally sited and outlined on the applicant's amended site plan. 2. That the applicant obtains a building permit for the proposed construction by August 10, 2012, or this decision shall become null and void. CARRIED UNANIMOUSLY 3. P/CA 25/10 - 1695309 Ontario Inc. 5271 Brock Road (North Part of Lot 18, Concession 9, Part 4 & 7, 40R-185563) City of Pickering The applicant requests relief from Zoning By-law 3037, as amended by By-law 6640/06 to permit an existing dwelling unit with a gross floor area of 70 square metres, a proposed detached garage of 390 square metres and a lot coverage of 17 percent, whereas the by-law requires a minimum dwelling unit gross floor area of 100 square metres, a maximum accessory building of 10 square metres and a maximum lot coverage of 10 percent.. The applicant requests approval of these variances in order to obtain zoning compliance and a building permit. 4 Ci o¢~ - Committee of Adjustment Meeting Minutes Wednesday, August 11, 2010 7:00 pm Main Committee Room The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval for the gross floor area for the existing dwelling unit subject to conditions and refusal for the detached garage and the proposed lot coverage. Written comments were received from the Toronto and Region Conservation Authority recommending the application be deferred to allow a site visit and an environmental study be prepared. Written comments were also received from Margaret & Lawrence Fitzsimmons in objection to the application. Les Pataki, owner, was present to represent the application. Ivan Sirman of 7565 Baldwin Street was present in favour of the application. Jennifer Laffier of 5279 Old Brock Road, Lawrence Fitzsimmons of 5274 Old Brock Road, Tracey Goodwin. of 5290 Old Brock Road, Jason Kimens of 5275 Old Brock Road, Michael Reneau of 5269 Old Brock Road, John Hickman of 5267 Old Brock Road were present in objection to the application. Les Pataki explained the application, indicated he may look at reducing the size of the garage to comply with the TRCA requirements and will also be preparing an environmental study. Les Pataki indicated he has planted 100 cedar trees along the property line, would have the proposed garage blend in with the existing dwelling and the proposed garage would be used to store a backhoe and to park cars. Jennifer Laffier expressed concerns with the size of the proposed garage, trees being cut down, decrease in property value, safety of children with the proximity .of construction equipment and the property is zoned residential not industrial. Lawrence Fitzsimmons expressed concerns with the subject property being used as a construction yard, work being done on the property before approval is granted, the size of the proposed garage and the absence of the owner on the property. Tracey Goodwin expressed concerns with the increased of noise of construction vehicles if approved, safety of children and the absence of the owner on the -property. Jason Kimens expressed concerns with the construction/industrial activity on the subject property, the size of the proposed garage. Michael Reneau expressed concerns with the activity already on the subject property, decrease in property value, and does not want large construction equipment being parked on the property. Michael Reneau explained the history of the surrounding properties, agrees to the environmental study that need to be prepared and understands that people should have the opportunity to improve their property. 5 Cif o¢~ - Committee of Adjustment Meeting Minutes Wednesday, August 11, 2010 7:00 pm Main Committee Room John Hickman expressed concerns with the size of the proposed garage and is happy to hear the applicant may reduce the size. In response to a question from a Committee Member, the Secretary-Treasurer provided clarification on the notification of tabled applications. Moved by Kevin Ashe Seconded by-Eric Newton That application P/CA 25/10 by 1695309 Ontario Inc., be Tabled to allow the Toronto and Region Conservation Authority to conduct a site visit and an environmental study to be prepared. CARRIED UNANIMOUSLY 4. P/CA 26/10 - L. Brown & R. Glaeser 2027 Valley Farm Road (South Part Lot 20, Concession 2) City of Pickering The applicant requests relief from Zoning By-law 3036 to permit an existing lot frontage of 38.1 metre, an existing lot area of 0.24 hectares and a lot coverage of 14 percent for a proposed dwelling addition, whereas the by-law requires a minimum lot frontage of 60 metres, a minimum lot area of 0.8 hectares and a maximum lot coverage of 10 percent. I The applicant requests approval of these variances in order to obtain a building permit. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Written comments were received from the Toronto and Region Conservation Authority with no objections to the application. Written comments were also received from the Durham Health Department indicating if the total daily sewage flow is increased as a result of the planned addition, the property must be connected to municipal sewage services, however has no objections to the application. Paul Lucyk, agent, was present to represent the application. Lynne Brown & Russell Glaeser, owners were present in favour of the application. 6 City o¢~ - Committee of Adjustment Meeting Minutes. E Wednesday, August 11, 2010 PICKEMG 7:00 pm Main Committee Room Moved by Eric Newton Seconded by Susan Kular That application P/CA 26/10 by L. Brown & R. Glaeser, be Approved on the grounds that the existing lot frontage of 38.1 metre, an existing lot area of 0.24 hectares and a lot coverage of 14 percent for a proposed dwelling addition are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That these variances apply only to the lot and the proposed dwelling addition, as generally sited and outlined on the applicant's submitted plans with this application. 2. That the applicant obtains a building permit for the proposed construction by August 10, 2012, or this decision shall become null and void. CARRIED UNANIMOUSLY (IV) ADJOURNMENT Moved by Susan Kular Seconded by Eric Newton That the 11th meeting of 2010 the Committee of Adjustment be adjourned at 8:05 pm and the next meeting of the Committee of Adjustment be held on .Wednesday, September 1, 2010. CARRIED UNANIMOUSLY Date Chair i Assistant Secretary-Treasurer 7 City 00 Minutes Heritage Pickering Advisory Committee i i July 27, 2010 PICKERING 7:00 pm Main Committee Room Attendees: Councillor Johnson Rhonda Lawson, Vice Chair Terence Arvisais Joanne Glasser Wickham Jamadar Rey Moreno Peter Rodrigues Isa James, Planner II L. Roberts, Recording Secretary Absent: Keith Falconer Margaret Woods Item / Details & Discussion & Conclusion Action Items/ Status Ref # (summary of discussion) (include deadline as appropriate) 1.0 Welcome R. Lawson welcomed everyone to the meeting and reviewed the action items from the previous minutes. 2.0 Approval of Minutes Discussion ensued with respect to the previous meeting with the following suggestions; • I. James to follow up with the Ministry of Transportation I. James to action on the possibility of them moving Roger's Farm • R. Lawson suggested we keep to Pickering schools for the presentations • ERA Architects have submitted their 2nd draft. I. James provided a handout of a summary of the draft and will I. James to action inquire as to whether the Committee can review their complete recommendations prior to submitting a report. Moved by J. Glasser Seconded by W. Jamadar That the minutes of the June 15, 2010 meeting be approved. CARRIED Page 1 Item / Details & Discussion & Conclusion Action Items / Status Ref.# (summary of discussion) (include deadline as appropriate) 3.0 New and Unfinished Business 3.1) Bi-Centennial Sub-Committee Reports School Presentations: T. Arvisais indicated he did not have an update at this point as K. Falconer was absent tonight. Discussion ensued with respect to the nature of the school presentations with some suggestions being recommended. R, Lawson indicated the need to contact the School Boards first and prepare a project plan soon. It was also questioned whether to address the public school as well as high schools. Doors Open J. Glasser provided an update noting they have had meetings with Museum representatives. She noted their next meeting will be August 16 and indicated that Michael Sawchuck of Heritage Trust will be attending as well. They have met with M. Carpino of Culture and Recreation, who will be assisting with the preparation of a budget. A draft budget for marketing and advertising will need to be prepared. R.Lawson reviewed the list of properties as well as additional suggestions for locations to include and discussion ensued with respect to the following; I • theme for the Doors Open is "Hamlets & Havens". • Date of event: October 1 and 2nd, 2011 to coincide with the Fall Family Festival event held at the Museum. • invite homeowners to act as volunteers as well • ensure enough variety and locations • letters should be forwarded soon to participating locations • R. Lawson offered to speak to potential participants • R. Lawson will finalize the list and send out to R. Lawson to action Committee members. Seaton Workshop Update P. Rodrigues provided a presentation of the workshops he had attended with respect to Seaton, in particular the Whitevale Road corridor. He reviewed the purpose of the study from heritage aspects and how it will be integrated into the new development. A question and answer period ensued. It was questioned what happens next. Page 2 Item / Details & Discussion & Conclusion Action Items / Status Ref # (summary of discussion) (include deadline as appropriate) R. Lawson stated she would contact Catherine Rose of the Planning & Development Department to invite her to attend the September meeting to provide an update on the Seaton development. She also encouraged members to attend workshops whenever possible to express their opinions to staff and various representatives. She noted the importance of the Committee being kept informed of future meetings in this regard. It was suggested members view the City's website for meetings dates and agendas which would indicate any upcoming meetings dealing with this issue. Discussion ensued with respect to the possibility of having the Committee's findings and recommendations brought forward to Council. 3.3) Potential Designations R. Lawson and W. Jamadar provided brief overviews of the ` following five properties for potential designation; Burkholder Farm, Tom Thompson house, Ebenezer Burell house, Salem Church and the William Henry Mitchell house. R. Lawson indicated more detailed research will need to be completed on these properties and brought back to the Committee. She outlined the next steps as follows; • Committee to make a decision on properties for designation • letters to be forwarded to property owners • meet with the landowners • provide the consultant with the information • preparation of report 4.0 Correspondence 4.1) City of Pickering - Planning & Development Letter received from the City of Pickering with respect to the Highway 7 widening from Brock Road to Highway 12 was received for information. 4.2) Ontario Heritage Trust Information package received from Ontario Heritage Trust seeking nominations for various Heritage Community Recognition Programs. The deadline to receive nominations is September 15, 2010. R. Lawson passed around the brochures Page 3 r Item / Details & Discussion & Conclusion Action Items / Status Ref # (summary of discussion) (include deadline as appropriate) and noted that members could access the website for Ontario Heritage Trust for further information on the nominations. 5.0 Adjournment/Next Meeting The meeting adjourned at 8:45 pm. Next meetin : September 21, 2010 Copy: City Clerk Page 4 City o¢► Minutes/Meeting Summary Site Plan Committee (SPC) Meeting July 28, 2010 PICKERING 4:45 pm Tower Meeting Room Attendees: Councillor Dickerson Neil Carroll, Director, Planning & Development Tyler Barnett, Senior Planner - Site Planning Isabelle Janton, Planner II - Site Planning Absent: Councillor O'Connell Councillor Pickles Item/ Details & Discussion & Conclusion Action Items/Status Ref # (summary of discussion) (include deadline as a ro riate 1. V 10-924 Canadian Tire 1735 Pickering Parkway Attendee(s): Jeff Gray, Canadian Tire • Isabelle provided an overview of this application which proposes to replace letter board on existing pylon sign with a new red coloured LED reader sign • Jeff indicated the sign is identical to the signs at the North Whitby and Bowmanville locations • Jeff added the sign is very low in its intensity • Councillor Dickerson questioned why it is needed. Jeff indicated that the current arrangement requires employees to climb a ladder to change the letters which have been prone to blowing off and it is difficult to change in inclement weather • the members of the Committee are supportive of the proposal 2: S03/90 Apostolic Pentecostal Church 1920 Notion Road Attendee(s): Charles Sutherland, Applicant David Tjan, Architect • Isabelle provided an outline of the application which proposes to construct a new place of worship Page 1 Item/ Details & Discussion & Conclusion Action Items/Status Ref # (summary of discussion) (include deadline as appropriate) • Neil provided background of City issue respecting the conveyance of the north block (Block 218, 40M-1499) which is to be used to provide pedestrian access to and through the church property. Under the terms of the registered subdivision agreement the City has the right to expect conveyance of this block and another for access purposes.. Staff have met with the current landowners and their representatives on this issue to clearly indicate .the City is intending to exercise our option of the north block only. Neil indicated we are continuing to pursue this land • Councillor Dickerson questioned the applicant's on their proposed start date for construction • Charles indicated that fund raising for the project is continuing and they do not anticipate being open until 2012 • Charles indicated they are most interested in obtaining site plan approval so they can show the congregation an approved project to assist in the fund raising and to obtain a fill permit from the TRCA. The soils on-site need extensive work to remove and replace unsuitable material • Councillor Dickerson reviewed the sustainable elements " of the project, was impressed with the efforts being made and suggested that they contemplate pursuing LEED certification of the project as this project is very close if not already at a level to achieve certification • Councillor Dickerson asked if the site was to have an irrigation system for the landscape areas. David confirmed that no system is planned for this development as the proposed plant materials are to be drought tolerant and therefore no watering will be required • Councillor Dickerson questioned how the sodded overflow parking areas are constructed as he is concerned that they will be destroyed by parked vehicles. Isabelle indicated that staff have recommended the use of a grasspave system that will support motor vehicles and allows the grass to thrive. The applicant's have agreed to look into this product or something similar • Councillor Dickerson recommended that the applicants look into providing solar panels on the roof of the church as a means of revenue, given the floor area available for this purpose. Charles indicated he would follow up with Councillor Dickerson on this matter Page 2 Item/ Details & Discussion & Conclusion Action Items/Status Ref # (summary of discussion) (include deadline as a ro riate • David advised the committee that the lighting plan is being revised based on suggestions from staff that the proposed "1313" lights along the west property line of site, behind the church, were proposed too high. The heights are being dropped to 15 feet with house side shields to be installed to ensure glare is contained on-site • the committee endorsed the application Meeting Adjourned: 6:15 pm JAMINUTES\Site Plan\2010\07 July 28.doe I Page 3