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HomeMy WebLinkAboutJune 12, 2017 Council Agenda Monday, June 12, 2017 Council Chambers 7:00 pm For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928. lroberts@pickering.ca Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the “bookmark” icon to the left of your screen to navigate from one report to the next. -Ca5;of- P1CKER1NG Report FIN 16-17 Report CS 14-17 IX) Motions and Notice of Motions X) By-laws XI) Confidential Council -Public Report XII) Other Business XIII) Confirmation By-law XIV) Adjournment Council Meeting Agenda Monday, June 12, 2017 Council Chambers 7:00pm 232-234 235~270 271 For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 ext~nsion 2928 lroberts@pickering .ca --C0Joj-- Pl KER1NG Present: Mayor Ryan Councillors: K. Ashe M. Brenner S.Butt I. Cumming B. Mclean D. Pickles Also Present: -Chief Administrative Officer -Director, City Development & CBO Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers T. Prevedel K. Bentley P. Bigioni M. Carpino -Director, Corporate Services & City Solicitor R. Holborn S. Karwowski K. Yoshida D. Shields L. Roberts -Director, Community Services -Director, Engineering Services -Director, Finance & Treasurer -Deputy Fire Chief -City Clerk -Committee Coordinator (I) Invocation Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (II) Disclosure of Interest There were no disclosures of interest noted. (Ill) Adoption of Minutes Resolution #288/17 Moved by Councillor Brenner Seconded by Councillor Cumming Council Meeting Minutes, April11, 2017 Executive Committee Minutes, May 8, 2017 Planning & Development Committee Minutes, May 8, 2017 1 Carried 1 2 --C~of-­ PJCKERJNG (IV) Delegations 1. MPP Tracy MacCharles Re: Provincial Budget Update Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers Tracy MacCharles, MPP Pickering-Scarborough East, appeared before Council to provide an update on the 2017 Provincial budget. Hard copies of the budget documents were also provided. Through the aid of a power point presentation, she provided an overview, highlighting the universal health care program and further reductions to wait times. She also outlined plans to make college and universities more affordable and easing rules for student debt. She noted plans for affordable child care with increased spaces as well as a comprehensive plan to bring stability to the real estate market. Resolution #289/17 Moved by Councillor Brenner Seconded by Councillor Pickles That the rules of procedure be suspended in order to allow additional time for the delegation. Carried MPP MacCharles continued her presentation with an overview of the programs aimed at supporting seniors and their families, as well as a tax credit to make transit more affordable for seniors. An outline of investments in Durham Region was also provided. A question and answer period ensued with Members questioning tax credits, plans to stabilize the real estate market and whether the investments will be over a period of time. They also questioned hydro costs, and what actions were being taken in this respect. Members also noted concerns over Toronto allowing raw sewage to enter Lake Ontario and what plans the Province has to address this in order to hold municipalities accountable. Members also questioned what initiatives were being undertaken to advance affordable housing in order to decrease the waiting list. 2. Peter Bashaw, Dan Hughes, Vincenza Ronaldi Community Members, Accessibility Advisory Committee Re: 2016 Year End Report & 2017 Work Plan Vincenza Ronaldi appeared on behalf of the Accessibility Advisory Committee. Through the aid of a power point presentation, she provided highlights of the Committee's achievements and involvement during 2016. She noted the Committee had supported a number of various grant submissions as well as award nominations. 2 4 -C~of­ PlCKERlNG Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers That Carr. 59-17 received from Tim Higgins, Accessibility Coordinator, City of Pickering, submitting the 2016 Year End Report and 2017 proposed Work Plan on behalf of the Accessibility Advisory Committee be received for information. (VI) Committee Reports Report EC 2017-05 of the Executive Committee 1. Director, City Development & CBO, Report PLN 06-17 City of Pickering Durham Community Climate Adaptation .Plan Council Decision Carried 1. That Council approves the Durham Community Climate Adaptation Plan in principle; 2. That Council authorizes staff to participate in the Working Groups being established by the Region of Durham to develop the 18 proposed Programs as part of Phase 3: Program Approval and Funding; 3. That Council authorizes staff to participate in the development of a Reporting Framework for joint tracking of the Programs in the Durham Community Climate Adaptation Plan; and · 4. That the City Clerk forward a copy of Report PLN 06-17 to the Region of Durham. 2. Director, Community Services, Report CS 08-17 Tender for Pickering Civic Complex Roof Repairs -Tender No. T-10-2017 Council Decision 1. That Tender No. T-10-2017 submitted by Foran's Roofing and & Sheetmetal Limited in the amount of $499,460.00 (HST included) be accepted; 2. That the total gross project cost of $578,560.00 (HST included), including the amount of the tender, and other associated costs, and the total net project cost of $521,011.00 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the projects as follows: 4 6 --Cif:J of-- PJCKERJNG Council Meeting Minutes May 15,2017 7:00 pm ~Council Chambers 1. That Report FIN 08-17 of the Director, Finance & Treasurer regarding the 2017 tax rates be received; 2. That the 2017 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 28, 2017 and September 28, 2017 excluding the industrial, multi-residential and commercial realty tax classes; 4. That for the year 2017, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the University or College, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1st ; 5. That the attached By-law be approved; 6. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 5. Director, Finance & Treasurer, Report FIN 09-17 Section 357/358 of the Municipal Act-Adjustment to Taxes Council Decision 1 . That the write-off of taxes as provided for in Attachment 1, in accordance with Sections 357/358 of the Municipal Act, 2001 be approved; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 6. Director, Finance & Treasurer, Report FIN 10-17 Commodity Price Hedging Agreements Report Council Decision It is recommended that Report FIN 10-17 from the Director, Finance & Treasurer regarding commodity price hedging agreements be received for information. 6 ---C~ oJ--- P1CKER1N Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers Moved by Councillor Pickles Seconded by Councillor Butt Resolution #292 /17 That Report 2017-05 of the Executive Committee meeting held on May 8, 2017 be adopted. Carried b) Report PO 2017-04 of the Planning & Development Committee 1. Director, City Development & CBO, Report PLN 08-17 Zoning By-law Amendment Application A 08/16 Icon Dunfair Limited Part of Lot 29, Range 3 BFC 1464 and 1466 Whites Road Council Decision That Zoning By-law Amendment Application A 08/16, submitted by Icon Dunfair Limited, to facilitate a residential condominium development consisting of 92 stacked back-to- back townhouse units on lands being Part of Lot 29, Range 3 BFC, be endorsed subject to the provisions contained in Appendix I to Report PLN 08-17, and that staff be authorized to finalize and forward an implementing Zoning By-law Amendment to Council for enactment. Moved by Councillor Pickles Seconded by Councillor Butt Resolution #293/17 That Report 2017-04 of the Planning & Development Committee meeting held on May 8, 2017, be adopted, save and except Item No.2. 2. Director, City Development & CBO, Report PLN 09-17 Draft Plan of Subdivision Application SP-2014-01 Draft Plan of Condominium Application CP-2014-01 Zoning By-law Amendment Application A 01/14 Lebovic Enterprises Limited and 1320991 Ontario Ltd. Carried Part of Lots 18 and 19, Con. 3 and Part of Lots 4,5,7 and 8, R.P. 585 2610, 2630, 2650 and 2663 Brock Road 7 7 8 -C~o~­ P1CKER1NG Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers Discussion ensued with Members seeking clarification on the timing of the access road as well as concerns with respect to a deficiency in parkettes given the density of the area. Moved by Councillor Pickles Seconded by Councillor Butt Resolution # 294/17. 1. That the Ontario Municipal Board be advised that the City of Pickering supports Draft Plan of Subdivision Application SP-2014-01, submitted by Lebovic Enterprises Limited and 1320991 Ontario Ltd., on lands being Part of Lot 19, Con. 3 and Part of Lots 4, 5, 7 and 8, R.P. 585, to establish two blocks for residential development for a total of 144 units, a block for future development and two blocks for a local road, and that the Ontario Municipal Board grant draft plan approval of the draft plan, subject to the recommended draft conditions as set out in Appendix I to Report PLN 09-17; . 2. That the Ontario Municipal Board be advised that the City of Pickering supports Zoning By-law Amendment Application A 01/14, submitted by Lebovic Enterprises Limited and 1320991 Ontario Ltd., to implement the Draft Plan of Subdivision SP-2014-01 and to facilitate a residential condominium development, and that the Ontario Municipal Board approve the zoning by-law amendment set out in Appendix II to Report PLN 09-17; 3. That the Director, Corporate Services & City Solicitor and staff be authorized to attend the Ontario Municipal Board Pre-Hearing Conference on May 23, 2017, and any subsequent hearings, to support Draft Plan of Subdivision Application SP-2014-01 and Zoning By-law Amendment Application A 01/14 as endorsed by Council; and 4. That the Director, Corporate Services & City Solicitor be authorized to sign Minutes of Settlement which include the proposed Zoning By-law Amendment and Conditions of Draft Plan Approval on the City's behalf, subject to such other revisions as are acceptable to the Director, Corporate Services & City Solicitor. (VII) New and Unfinished Business 1 . Director, Community Services, Report CS 10-17 Quotation No. Q-24-2017 Carried -Quotation for the Supply and Delivery of one 4 Ton Dump Truck with Snow Plow and Wing and one 5 Ton Dump Truck with Snow Plow and Wing 8 --C~o~-­Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers Pl KERJ G Resolution #295/17 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Quotation No. Q-24-2017, submitted by Tallman Truck Centre Ltd. in the total amount of $535,893.34 (HST included), be accepted; 2. That the total gross project cost of $539,848.00 (HST included) and the total net project cost of $486,150.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost as follows: a) the sum of $234,000.00 to be financed by an internal loan for a term of 5 years and the balance of $474.00 from property taxes; b) the sum of $251 ,676.00 to be funded from a transfer from the Vehicle Replacement Reserve and; 4. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 2. Director, Engineering Services Report ENG 03-17 Consulting Services for Class Environmental Assessment and Detailed Design Services for the Walnut Lane Extension Kingston Road to Liverpool Road Resolution #296/17 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Council approve the hiring of AECOM Canada Ltd. for the Class Environmental Assessment and Detailed Design Services for the Walnut Lane Extension (Kingston Road to Liverpool Road) in accordance with Purchasing Policy 10.03 (c) as the assignment has a value above $50,000.00 and a competitive process is not being followed, and therefore is subject to additional Council approvals; 2. That the fee proposal dated April 25, 2017 submitted by AECOM Canada Ltd. for the Class Environmental Assessment and Detailed Design Services for the 9 9 1 0 -Cdpoj- PJCKERJNG Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers Walnut Lane Extension (Kingston Road to Liverpool Road) for Tasks 1 to 5 in the amount of $547,784.45 (HST included) be accepted; 3. That the total gross project cost of $512,171.00 (HST included), including the proposal amount related to Tasks 1 to 3 only, and other associated costs, and the total net project cost of $461,226.00 (net of HST rebate) be accepted; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $461 ;226.00 as follows: a) The sum of $62,500.00 as approved in the 2017 Capital Budget- Development Projects to be funded by a transfer from the Development Charges City's Share Reserve; b) The sum of $187,500.00 as approved in the 2017 Capital Budget- Development Projects to be funded by a transfer from the Development Charges Roads & Related Reserve Fund; c) The additional sum of $52,807.00 required to offset the shortfall from the Development Charges City's Share Reserve be funded by a front funding arrangement with 2531751 ONTARIO INC., the owner of the lands at the northwest corner of Liverpool Road and Highway 401; d) The additional sum of $158,419.00 required to offset the shortfall from the Development Charges Roads & Related Reserve be funded by a front funding arrangement with 2531751 ONTARIO INC.; 5. That the funds required for Tasks 4 and 5 in the amount of $96,556.24 (HST included) and any required associated costs be included with the cost of construction in the appropriate year and be subject to approval through the future year's Capital Budget process; 6. That the amount front funded pursuant to Recommendations 4 (c) and (d) above be reimbursed to 2531751 ONTARIO INC. upon issuance of a building permit on the affected lands at the northwest corner of Liverpool Road and Highway 401 that meet the requirements under the City Centre Zoning By-law 7553/17; 7. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 10 -C~o~-­Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers Pl KERJN 3. Director, Engineering Services, Report ENG 08-17 Sixth Concession Road -Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road Tender No. T-6-2017 Discussion ensued with members expressing concern over the lack of sidewalks and whether parking would be allowed on the street, which would narrow walkability. Members also questioned whether storm drains would be underground and whether the steep bank on the south side would impact neighbouring driveways. Resolution #297 /17 Moved by Councillor Pickles · Seconded by Councillor Brenner 1. That Tender No. T-6-2017 Sixth Concession Road-Road Reconstruction and Storm Sewer Replacement, Greenwood Road to Westney Road, as submitted by Wyndale Paving Co. Ltd. in the total tendered amount of $1,417,109.16 (HST included) be accepted; 2. That the total gross project cost of $1,713,400.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of $1,542,970.00 (net of HST rebate) be approved; 3. · That Council authorizes the Director, Finance & Treasurer to finance the net project cost in the amount of $1,542,970.00 as follows: a) the sum of $1,540,000.00 as provided for in the 2016 Roads Capital Budget be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) the sum of $2,970.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $185,200.00 be provided for in the annual Current Budget commencing in 2017 or subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; d) 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; 11 11 12 -C~oj-­ Pl(KERJNG Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers 4. That the draft by-law attached to this report be enacted; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4. Director, Corporate Services & City Solicitor, Report LEG 04-17 Proposed Sale of Lands in Duffin Heights to Madison Communities Limited Resolution #298/17 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That the Agreement of Purchase and Sale between The Corporation of the City of Pickering as Vendor and Madison Communities Limited as Purchaser, included as Attachment No. 1 hereto, be approved; 2. That the Mayor and City Clerk qe authorized to execute the said Agreement of Purchase and Sale subject to minor revisions acceptable to the Chief Administrative Officer and the Director, Corporate Services & City Solicitor; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 5. Director, Corporate Services & City Solicitor, Report CLK 02-17 City Procedure ADM 170-001 -Corporate Resources for Election Purposes Resolution #299/17 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That the attached draft City Procedure, ADM 170-001, Corporate Resources for Election Purposes as required by the Municipal Elections Act amendments, be approved; and 2. That City Policy, ADM 190, Council Compensation Policy, be revised as follows: 12 14 -Clpof- Pl(KERJNG (IX) Other Business Moved by Councillor Pickles Seconded by Councillor Butt Resolution #301 /17 Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers That the rules of procedure be suspended and leave be granted to introduce the following Notices of Motion. Moved by Councillor Pickles Seconded by Councillor Butt Resolution #302/17 1. Hamlet of Greenwood Well Concerns Motion Requring 2/3 Majority Carried WHEREAS: Several residents of Greenwood and the areas adjacent to Highway 407 have indicated that they are experiencing well water quality and quantity issues; WHEREAS: These residents feel that the problems have been exacerbated during, and since, the nearby construction of Highway 407 and possible breach of an aquifer; WHEREAS: The Ministry of Transportation (MTO)/Highway 407 proponent and their consultants undertook water and well monitoring prior, during, and subsequent to the highway construction, and prepared a report on these studies and their findings; WHEREAS: Their report concluded that the Highway 407 construction did not negatively impact local wells; WHEREAS: Although this report and findings were shared with residents, MTO and the Highway 407 proponent have declined residents and the Regional Councillor's request to meet with residents as a group to present the findings and answer questions; NOW THEREFORE the City of Pickering request in writing to the Minister of Transportation (MTO) and the Highway 407 proponent that a meeting be arranged with local residents to present the studies report and findings, and answer questions; NOW THEREFORE this motion be copied to MPPs Joe Dickson and Tracy MacCharles, the Region of Durham Works and Health Departments and Pickering Engineering Department and that they be invited to attend the meeting; 14 1 6 ---C~o~--­ PJCKERJNG 3. Revised June Meeting Dates Council Meeting Minutes May 15, 2017 7:00 pm -Council Chambers A brief discussion ensued where Members questioned whether the change in dates would effect timing procedurally, and also whether this would be beneficial to the timelines for the Council Chambers renovations. That the 2017 Committee & Council Meeting Schedule be revised to change the June meeting dates to allow for the Executive and Planning & Development Committee meetings to be held on June 5th and the Council meeting to be hied on June 12th. Carried 4. Councillor Brenner gave notice that he would be bringing forward a Notice of Motion at the June Council meeting with respect to an age friendly strategy. 5. Councillor Br€mner gave notice that he would be bringing forward a Notice of Motion at the June Council meeting with respect to Rogers restructuring. 6. Councillor Brenner requested that staff obtain further details regarding the licensing request from TRCA to allow a food truck festival as well as obtaining an update on the Durham Live project. 7. Councillor Mclean requested that staff look into the feasibility of having the Masonic Lodge host a Chip Program at the waterfront during the July 1st weekend. 8. Councillor Pickles gave notice that he would be bringing forward a Notice of Motion at the June Council with respect to parks located in densly populated areas. 9. Councillor Pickles gave notice that he would be bringing forward a Notice of Motion at the June Council with respect to a ban on election signs located on Regional roads. (IX) Confirmation By-law By-law Number #7562/17 Councillor Ashe, seconded by Councillor Brenner moved for leave to introduce a By-law of the City of Pickering to confirm those proceedings of May 15, 2017. (X) Adjournment Moved by Councillor Pickles Seconded by Councillor Mclean Carried 16 18 --~oj­ PJCKERJNG Present: Mayor Ryan Councillors: M. Brenner S.Butt B. Mclean D. Pickles Absent: K. Ashe I. Cumming Also Present: -Chief Administrative Officer Executive Committee Meeting Minutes Monday, June 5, 2017 2:00 pm Council Chambers Chair: Councillor Brenner T. Prevedel K. Bentley P. Bigioni M. Carpino J. Hagg -Director, City Development & Chief Building Official R. Holborn S. Karwowski B. Duffield D. Shields N. Emery L. Roberts -Director, Corporate Services & City Solicitor -Director, Community Services -Fire Chief -Director, Engineering Services -Director, Finance & Treasurer -Division Head, Operations -City Clerk -Coordinator, Traffic Operations -Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. (II) Matters for Consideration 1. Director, Corporate Services & City Solicitor, Report BYL 01-17 Discharge of Firearms By-law -Council Resolution No. 215/16 A brief discussion ensued with staff being requested to look into bringing forward a separate by-law regarding the use of bows and arrows. 1 -~oj­ PJCKERJ G Executive Committee Meeting Minutes Monday, June 5, 2017 2:00 pm Council Chambers Chair: Councillor Brenner Recommendation Moved by Mayor Ryan Seconded by Councillor Mclean 1. That the City of Pickering amend the Discharge of Firearms By-law 247/75 by replacing the existing Schedule "A" map with the Schedule "A" map attached to this report. (Attachment No. 2) 2. That the Director, Corporate Services and City Solicitor and the Director of City Development be directed to review the Schedule "A" map on a bi-annual basis and to make recommendations regarding expansions of the prohibited area as are appropriate to adjust for ongoing residential development. 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 2. Director, Community Services, Report CS 04-17 Beverley Morgan Community Park . -Licence Renewal Agreement Recommendation Moved by Councillor Pickles Seconded by Councillor Butt Carried 1 . That the Mayor and City Clerk be authorized to execute a licence renewal agreement with the Minister of Infrastructure-Hydro One Networks Inc. for a further five year term, commencing August 1, 2017 and ending on July 31, 2022, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor. 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 3. Director, Community Services, Report CS 06-17 Tender for Pickering Recreation Complex Roof Repairs -Tender No. T-7-2017 2 Carried 19 20 --C/goJ-- PJCKERJNG Recommendation Moved by Councillor Pickles Seconded by Councillor Butt Executive Committee Meeting Minutes Monday, June 5, 2017 2:00 pm Council Chambers Chair: Councillor Brenner 1. That Tender No. T-7-2017 for the Pickering Recreation Complex Roof Repairs Central Core-Roof Restoration and Partial Replacement project and Pickering Recreation Complex Pool Roof Replacement project be combined as "Pickering Recreation Complex Roof Repairs" project; 2. That Tender No. T-7-2017 submitted by T. Hamilton & Son Roofing Inc. in the amount of $563,870.00 (HST included) be accepted; 3. That the total gross project cost of $620,370.00 (HST included), including the amount of the tender, and contingency, and the total net project cost of $558,662.00 (net of HST rebate), be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $558,662.00 as follows: a) the financing source and term for the Pickering Recreation Complex Central Core -Roof Restoration and Partial Replacement project be changed to external debt and for 15 years; b) the sum of $550,000~00 as provided for in the 2017 Facilities Capital Budget, and as amended in 4a) be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed 15 years; c) the sum of $8,662.00 to be funded from property taxes; d) the annual repayment charges in the amount of approximately $48,600.00 be included in the annual Current Budget for the City of Pickering commencing 2017, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; e) 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; 5. That the draft by-law attached to this report be enacted; and 3 ---C~oJ--­ PJCKERlNG Executive Committee Meeting Minutes Monday, June 5, 2017 2:00 pm Council Chambers Chair: Councillor Brenner 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4. Director, Community Services, Report CS 07-17 Request to rename Petticoat Creek Library & Community Centre -George Ashe Library & Community Centre Recommendation Moved by Councillor Pickles Seconded by Councillor Butt 1. That Council approve the request to rename Petticoat Creek Library & Community Centre to George Ashe Library & Community Centre; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 5. Director, Community Services, Report CS 11-17 Don Beer Arena Parking Lot -Licence Renewal Agreement Recommendation Moved by Mayor Ryan Seconded by Councillor Mclean Carried 1. That the Mayor and City Clerk be authorized to execute a licence renewal agreement with the Minister of Infrastructure-Hydro One Networks Inc. set out in Attachment 1 for a further 5 year term, commencing March 1, 2017 and ending on February 28, 2022, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City · Solicitor. 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4 21 22 --C/pof-- PJCKERJNG 6. Direct<;>r, Community Services, Report CS 18-17 Quotation No. Q-17-2017 Executive Committee Meeting Minutes Monday, June 5, 2017 2:00 pm Council Chambers Chair: Councillor Brenner -Quotation for Pickering Recreation Complex Arena Concession Discussion ensued with staff responding to clarification being sought regarding the Vendor, the additional 8 month term extension, as well as the possibility of locating vendors in the front lobby of the Recreation Complex. Members also questioned whether advertising had commenced as well as revenue increases. Recommendation Moved by Mayor Ryan Seconded by Councillor Mclean 1. That the Mayor and the City Clerk be authorized to execute a Concession Licence Agreement set out in Attachment 1 to which Centro Food Services will be permitted to operate the concession facility at Pickering Recreation Complex Arena from September 1, 2017 to April 30, 2020 with two optional 8 month term extensions, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor. 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 7. Director, Community Services, Report CS 19-17 Quotation No. Q-18-2017 -Quotation for Operation of the Don Beer Pro Shop Recommendation Moved by Mayor Ryan Seconded by Councillor Mclean Carried 1. That the Mayor and Clerk be authorized to execute the Don Beer Arena Pro Shop Licence Agreement set out in Attachment 1 to which XPRT Marketing & Promotions will be permitted to operate the Don Beer Arena Pro Shop for a 3 year term beginning September 1, 2017 and ending April 30, 2020, with two optional 8 month term extensions, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor. 5 24 -Ct4of- P1CKER1NG Executive Committee Meeting Minutes Monday, June 5, 2017 2:00 pm Council Chambers Chair: Councillor Brenner 2. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. 10. Director, Engineering Services, Report ENG 12-17 Consulting Services for Sandy Beach Road Reconstruction -Request for Proposal No. RFP-1-2017 Carried Discussion ensued with Members seeking clarification on previous works completed by the proposed bidder, the list of other bidders, as well as the timeframes for the project. They also noted the importance of continuing a dialogue with the area residents. Recommendation Moved by Councillor Mclean Seconded by Mayor Ryan 1. That Proposal No. RFP-1-2017, for Consulting Services for Sandy Beach Road Reconstruction; to include the Class Environmental Assessment, Detailed Design and Contract Administration/Field Inspection Services (Montgomery Park Road to Bayly Street) submitted by The Municipal Infrastructure Group Ltd. in the amount of $649,594.06 (HST included) be accepted; 2. That the total gross project cost of $749,558.00 (HST included), including the RFP amount, and associated costs, and the total net project cost of $675,000.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $675,000.00 as follows: a) The sum of $300,000.00 as approved in the 2016 Capital Budget- Development Projects to be financed by an Internal Loan for 10 Years; b) The sum of $337,500.00 as approved in the 2016 Capital Budget- Development Projects to be funded by a transfer from the Development Charges Roads & Related Reserve Fund; c) The additional sum of $37,500.00 to be funded by a transfer from the Accelerated Infrastructure Program Reserve (AlP); and 7 26 ---{)~ of----'- PJCKERJNG Executive Committee Meeting Minutes Monday, June 5, 2017 2:00 pm Council Chambers Chair: Councillor Brenner ensure that the tax billing process is completed and in order to comply with Provincial Regulations; · 4. That the draft By-law attached to this report be enacted; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 13. Director, Finance & Treasurer, Report FIN 12-17 Annual Indexing and Development Charges for City-Wide and Seaton Lands · Carried Discussion ensued with clarification sought on the 3.9% Development Charge and how this compares with areas outside of Durham Region. Recommendation Moved by Mayor Ryan Seconded by Councillor Butt 1. That Report FIN 12-17 of the Director, Finance & Treasurer be received; 2. That effective July 1, 2017 as provided for in By-law 7324/13, the Development Charges (the "DCs") referred to in Schedule "C" of that By-law be increased by 3.9 percent; 3. That the DCs that are specific for the Seaton Lands and the additional contributions as specified in Articles 4 through 6 of the Seaton Financial Impacts Agreement dated November 26, 2015 be approved; 4. That effective July 1, 2017 the payments related to "1 0% Soft Services" as provided for by the Seaton Financial Impacts Agreement dated November 26, 2015 be increased by 3.9 percent; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 9 -~a~­ _p]( ERlN 14. Director, Finance & Treasurer, Report FIN 13-17 Executive Committee Meeting Minutes Monday, June 5, 2017 2:00 pm Council Chambers Chair: Councillor Brenner Development Charges Reserve Fund-Statement of the Treasurer for the Year Ended December 31 , 2016 Recommendation Moved by Mayor Ryan Seconded by Councillor Butt That Report FIN 13-17 of the Director, Finance & Treasurer respecting the Development Charges Reserve Fund be received for information. 15. Director, Finance & Treasurer, Report FIN 14-17 Investment Portfolio Activity for the Year Ended December 31, 2016 Ontario Regulation 438/97 under the Municipal Act, 2001 Recommendation Moved by Mayor Ryan Seconded by Councillor Butt Carried It is recommended that report FIN 14-17 of the Director, Finance & Treasurer regarding Investment Portfolio Activity for the Year Ended December 31, 2016 be received for information. Carried {Ill) Other Business 1. Councillor Mclean asked if staff had information on the amount of damage, if any on the Boardwalk or any City facilities with respect to the high water levels of Lake Ontario, as well as any possible effects this may have had on the Pickering Nuclear Station. (IV) Adjournment The meeting adjourned at 2:30 pm. 10 27 32 -~o~­ Pl(KERJNG Present: Mayor Ryan Councillors: M. Brenner S.Butt B. Mclean D. Pickles Absent: K.Ashe I. Cumming Also Present: -Chief Administrative Officer Planning & Development Committee Meeting Minutes Monday, June 5, 2017 7:00 pm -Council Chambers Chair: Councillor Butt T. Prevedel P. Bigioni K. Bentley -Director, Corporate Services & City Solicitor C. Rose D. Wylie N. Surti J. Brooks F.Jadoon L. Harker -Director, City Development & CBO -Chief Planner -Principal Planner, Development Review -Manager, Development Review & Urban Design -Manager, Policy & Geomatics -Senior Advisor, Investment Attraction -Deputy Clerk {I) Disclosure of Interest No disclosures of interest were noted. {II) Delegations 1. Ryan Guetter, Weston Consulting, appeared before the Committee in support of Report PLN 11-17. Mr. Guetter stated that he would be available to answer any questions. 1 34 -~o~­ PJCKERJNG Planning & Development Committee Meeting Minutes Monday, June 5, 2017 7:00 pm -Council Chambers Chair: Councillor Butt A brief question and answer period ensued regarding the proposed high frequency rail, and whether it would include areas to the east of Toronto. Recommendation Moved by Councillor Brenner Seconded by Gouncillor Mclean 1. That Council request VIA Rail and Metrolinx to move forward with identifying, planning and implementing a joint Pickering GO and VIA Rail station within the Pickering City Centre; 2. That Council support the efforts of VIA Rail in investigating the introduction of high frequency rail service in the CN Havelock rail corridor; and 3. That a copy of this report, PLN 10-17, be forwarded to VIA Rail, Metrolinx, the Ministry of Transportation, and the Region of Durham. Carried Later in the meeting (Refer to following Motion) Moved by Mayor Ryan Seconded by Councillor Brenner That Recommendation #3 be revised to read; 3. That a copy of this report, PLN 10-17, be forwarded to VIA Rail, Metrolink, the Provincial and Federal Ministries of Transportation, the Region of Durham, and MP Jennifer O'Connell. the main motion was then carried as amended. 3. Director, City Development & CBO, Report PLN 11-17 City Initiated Official Plan Amendment Application -Amendment 29 to the Pickering Official Plan Carried A brief question and answer period ensued regarding the timing and appeal dates for this Report. 3 36 -Cf4of- PJCKERlNG Recommendation Moved by Mayor Ryan Seconded by Councillor Brenner Planning & Development Committee Meeting Minutes Monday, June 5, 2017 7:00 pm -Council Chambers Chair: Councillor Butt That Zoning By-law Amendment Application A 14/11, submitted by BanCan Homes Inc., to facilitate a residential development consisting of 4 freehold townhouses fronting Valley Farm Road on lands being Part of Lot 10, Plan 509, Part 3, 40R-2509, be endorsed subject to the provisions contained in Appendix I to Report PLN 12-17, and that staff be authorized to finalize and forward the implementing Zoning By-law Amendment to Council for enactment. Carried (IV) Adjournment The meeting adjourned at 7:45pm. 5 P1 Delegations 1 . Paula Jesty, Deloitte LLP Re: Report FIN 15-17 2016 Year End Report 2. Brad Carter, Manager of Strategic Planning (Acting) Durham Regional Police Services Board June 12, 2017 Re: Durham Region Police Service 2017-19 Business Plan 3. Peter Rodrigues Re: Notice of Motion-Duffin Heights West Parks Notice of Motion -Banning Municipal Election Signs on Regional Roads 37 1 G June 12, 2017 Committee Reports a) Report EC 2017-06 of the Executive Committee Executive Pages 1. 2. 3. Director, Corporate Services & City Solicitor, Report BYL 01-17 Discharge of Firearms By-law -Council Resolution No. 215/16 Recommendation 1-5 1. That the City of Pickering amend the Discharge of Firearms By-law 247/75 by replacing the existing Schedule "A" map with the Schedule "A" map attached to this report. (Attachment No. 2) 2. That the Director, Corporate Services and City Solicitor and the Director of City Development be directed to review the Schedule "A" map on a bi- annual basis and to make recommendations regarding expansions of the prohibited area as are appropriate to adjust for ongoing residential development. 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Director, Community Services, Report CS 04-17 Beverley Morgan Community Park -Licence Renewal Agreement Recommendation 6-19 1. That the Mayor and City Clerk be authorized to execute a licence renewal agreement with the Minister of Infrastructure....: Hydro One Networks Inc. for a further five year term, commencing August 1, 2017 and ending on July 31, 2022, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor. 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Community Services, Report CS 06-17 Tender for Pickering Recreation Complex Roof Repairs -Tender No. T-7-2017 Recommendation 20-32 38 39 1. That Tender No. T-7-2017 for the Pickering Recreation Complex Roof Repairs Central Core -Roof Restoration and Partial Replacement project and Pickering Recreation Complex Pool Roof Replacement project be combined as "Pickering Recreation Complex Roof Repairs" project; 2. That Tender No. T-7-2017 submitted by T. Hamilton & Son Roofing Inc. in the amount of $563,870.00 (HST included) be accepted; 3. That the total gross project cost of $620,370.00 (HST included), including the amount of the tender, and contingency, and the total net project cost of $558,662.00 (net of HST rebate), be approved; 4. That Council authorize th~ Director, Finance & Treasurer to finance the net project cost of $558,662,00 as follows: a) the financing source and term for the Pickering Recreation Complex Central Core -Roof Restoration and Partial Replacement project be changed to external debt and for 15 years; b) the sum of $550,000.00 as provided for in the 2017 Facilities Capital Budget, and as amended in 4a) be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed 15 years; c) the sum of $8,662.00 to be funded from property taxes; d) the annual repayment charges in the amount of approximately $48,600.00 be included in the annual Current Budget for the City of Pickering commencing 2017, or such subsequent yearin which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to.be paid out of the Current Budget; e) 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; · 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 the necessary actions as indicated in this report. 4. Director, Community Services, Report CS 07-17 33-35 Request to rename Petticoat Creek Library & Community Centre -George Ashe Library & Community Centre Recommendation 1. That Council approve the request to rename Petticoat Creek Library & Community Centre to George Ashe Library & Community Centre; and, 5. 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Director, Community Services, Report CS 11-17 Don Beer Arena Parking Lot -Licence Renewal Agreement Recommendation 36-49 1 . That the Mayor and City Clerk be authorized to execute a licence renewal agreement with the Minister of Infrastructure-Hydro One Networks Inc. set out in Attachment 1 for a further 5 year term, commencing March 1, 2017 and ending on February 28, 2022, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor. 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 6. Director, Community Services, Report CS 18-17 50-64 Quotation No. Q-17-2017 7. -Quotation for Pickering Recreation Complex Arena Concession Recommendation 1. That the Mayor and the City Clerk be authorized to execute a Concession Licence Agreement set out in Attachment 1 to which Centro Food Services will be permitted .to operate the concession facility at Pickering Recreation Complex Arena from September 1, 2017 to April 30, 2020 with two optional 8 month term extensions, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor. 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Community Services, Report CS 19-17 Quotation No. Q-18-2017 -Quotation for Operation of the Don Beer Pro Shop Recommendation 65-76 1. That the Mayor and Clerk be authorized to execute the Don Beer Arena Pro Shop Licence Agreement set out in Attachment 1 to which XPRT Marketing & Promotions will be permitted to operate the Don Beer Arena Pro Shop for a 3 year term beginning September 1, 2017 and ending April 30, 2020, with two optional 8 month term extensions, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor. 40 41 8. 9. 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Director, Community Services, Report CS 20-17. Don Beer Arena Snack Bar Concession -Licence Agreement Renewal Recommendation 77-87 1 . That the Mayor and the City Clerk be authorized to execute a renewal Concession Licence Agreement set out in Attachment 1 that permits the Pickering Hockey Association to continue to operate the snack bar · concession facility at Don Beer Arena from September 1, 2017 to April 30, 2020, with the option for a mutually agreed extension of two 8 month terms, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Director, Community Services, Report CS 21-17 Movies in the Park -Request to permit Esplanade Park Recommendation 88-90 1. That Council authorize staff to issue a permit to Pickfair Family Dental for the use of Esplanade Park on July 5, July 19, August 2, August 16 and August 30, 2017 for the purpose of hosting free Movies in the Park to the general public, subject to terms and conditions satisfactory to the Director, Comm!Jnity Services and the Chief Administrative Officer; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. 1 0. · Director, Engineering Services, Report ENG 12-17 Consulting Services for Sandy Beach Road Reconstruction -Request for Proposal No. RFP-1-20 17 91-99 Recommendation 1. That Proposal No. RFP-1-2017, for Consulting Services for Sandy Beach Road Reconstruction; to include the Class Environmental Assessment, Detailed Design and Contract Administration/Field Inspection Services (Montgomery Park Road to Bayly Street) submitted by The Municipal Infrastructure Group Ltd. in the amount of $649,594.06 (HST included) be accepted; 2. That the total gross project cost of $749,558.00 (HST included), including the RFP amount, and associated costs, and the total net project cost of $675,000.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $675,000.00 as follows: a) The sum of $300,000.00 as approved in the 2016 Capital Budget- Development Projects to be financed by an Internal Loan for 10 Years; b) The sum of $337,500.00 as approved in the 2016 Capital Budget- Development Projects to be funded by a transfer from the Development Charges Roads & Related Reserve Fund; c) The additional sum of $37,500.00 to be funded by a transfer from the Accelerated Infrastructure Program Reserve (AlP); and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 11. Director, Engineering Services, Report ENG 14-17 Amendment to Traffic & Parking By-law 6604/05 -Proposed Parking Restrictions, Wildwood Crescent Recommendation 100-105 1. That the attached draft by-law be enacted to amend Schedule "2", No Parking, to By-law 6604/05 to provide for the regulation of stopping and parking on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address parking restrictions on the north and west sides of Wildwood Crescent near Major Oaks Park; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 12. Director, Finance & Treasurer, Report FIN 11-17 106-111 2017 Final Tax Due Date for Commercial, Industrial and Multi-Residential Realty Tax Classes Recommendation 1. That Report FIN 11-17 of the Director, Finance & Treasurer be received; 2. That the Director, Finance & Treasurer be authorized to issue the final 2017 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of September 28, 2017; 3. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due 42 43 date, in order to ensure that the tax billing process is completed and in order to comply with Provir)cial Regulations; 4. That the draft By-law attached to this report be enacted; and 5. Thatthe appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 13. Director, Finance & Treasurer, Report FIN 12-17 · Annual Indexing and Development Charges for City-Wide and Seaton Lands Recommendation 112-117 1. That Report FIN 12-17 of the Director, Finance & Treasurer be received; 2. That effective July 1, 2017 as provided for in By-law 7324/13, the Development Charges (the "DCs") referred to in Schedule "C" of that By- law be increased by 3.9 percent; 3. That the DCs that are specific for the Seaton Lands and the additional · contributions as specified in Articles 4 through 6 of the Seaton Financial Impacts Agreement dated November 26, 2015 be approved; 4. That effective July 1, 2017 the payments related to "1 0% Soft Services" as provided for by the Seaton Financial Impacts Agreement dated November 26, 2015 be increased by 3.9 percent; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report;· 14. Director, Finance & Treasurer, Report FIN 13-17 . 118-121 Development Charges Reserve Fund -Statement of the Treasurer for the Year Ended December 31, 2016 Recommendation That Report FIN 13-17 of the Director, Finance & Treasurer respecting the Development Charges Reserve Fund be received for information. 15. Director, Finance & Treasurer, Report FIN 14-17 122-130 Investment Portfolio Activity for the Year Ended December 31, 2016 Ontario Regulation 438/97 under the Municipal Act, 2001 Recommendation It is recommended that report FIN 14-17 of the Director, Finance & Treasurer regarding Investment Portfolio Activity for the Year Ended December 31, 2016 be received for information. June 12, 2017 Committee Reports b) Report PO 2017-05 of the Planning & Development Committee Pages 1. Director, Corporate Services & City Solicitor, Report LEG 05-17 1-4 Cougs (Tillings) Ltd. Plan of Subdivision 40M-2461 2. -Final Assumption of Plan of Subdivision -Lots 1 to 128, Blocks 129 to 131 and Block 133, Plan 40M-2461 -Parts 2 and 7, 40R-27228 (Zents Drive)/Part 2, 40R-27282 (Winville Road) Recommendation 1. That Scenic Lane Drive, Elmsley Drive, Edgecroft Drive, Teak Mews, Winville Road within Plan 40M-2461 and Zents Drive within Parts 2 and 7, 40R-27228 and Winville Road within Part 2, 40R-27282 be assumed for public use; 2. That the works and services required by the Subdivision Agreement within Plan 40M-2461, Parts 2 and 7, 40R-27228 and Part 2, 40R-27282, 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 for the stormwater management pond obligations as defined in Schedule E; 3. That Cougs (Tillings) Ltd. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2461, Parts 2 and 7, 40R-27228 and Part 2, 40R-27282, save and except from the stormwater management pond obligations as defined in Schedule E; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Director, City Development & CBO, Report PLN 10-17 VIA Rail Activities -Delivering Sustainable Mobility to Canadians Recommendation 5-30 1 . That Council request VIA Rail and Metrolinx to move forward with identifying, planning and implementing a joint Pickering GO and VIA Rail station within the Pickering City Centre; 44 3. 4. 45 2. That Council support the efforts of VIA Rail in investigating the introduction of high frequency rail service in the CN Havelock rail corridor; and 3. That a copy of this report, PLN 10-17, be forwarded to VIA Rail, Metrolink, the Provincial and Federal Ministries of Transportation, the Region of Durham, and MP Jennifer O'Connell. Director, City Development & CBO, Report PLN 11-17 City Initiated Official Plan Amendment Application -Amendment 29 to the Pickering Official Plan Recommendation 31-54 1. That Official Plan Amendment Application OPA 17-001/P, initiated by the City of Pickering, to remove the density cap for the City Centre, within Table 6 of the Pickering Official Plan, as set out in Exhibit "A" to Appendix I to Report PLN 11-17, be approved; and 2. That the Draft By-law to adopt Amendment 29 to the Pickering Official Plan, to remove the density cap for the City Centre, within Table 6 of the Pickering Official Plan, as set out in Appendix I to Report PLN 11-17, be forwarded to Council for enactment. _Director, City Development & CBO, Report PLN 12-17 Zoning By-law Amendment Application A 14/11 BanCan Homes Inc. Part of Lot 10, Plan 509, Part 3, 40R-2509 (1954 Valley Farm Road) Recommendation 55-70 That Zoning By-law Amendment Application A 14/11, submitted by Ban Can Homes Inc., to facilitate a residential development consisting of 4 freehold townhouses fronting Valley Farm Road on lands being Part of Lot 10, Plan 509, Part 3, 40R-2509, be endorsed subject to the provisions contained in Appendix I to Report PLN 12-17, and that staff be authorized to finalize and forward the implementing Zoning By-law Amendment to Council for enactment. June 12, 2017 New and Unfinished Business Pages 1. 2. 3. Director, Finance & Treasurer, Report FIN 15-17 2016 Year End Recommendation 52-124 1. That the Report to Council on the 2016 audit as submitted by Deloitte LLP (Deloitte) be received for information; and 2. That the 2016 draft Audited Consolidated Financial Statements for the City of Pickering be approved. Director, Community Services, Report CS 22-17 Quotation No. Q-34-2017 -Quotation for Supply & Delivery of Various Trucks Recommendation 125-132 1. That Quotation No. Q-34-2017, sul;>mitted by Fraser Auto Group, in the amount of $258,391.46 (HST included) and East Court Ford Lincoln in the amount of $34,475.17 (HST included) be accepted; 2. That the total gross quotation cost of $292,866.63 (HST included) and the total net project cost of $265,567.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $265,567.00 from the Vehicle Replacement Reserve; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Director, Community Services, Report CS 23-17 Quotation No. Q-43-2017 -Quotation for the Supply and Delivery of Street Sweeper Recommendation 133-142 . 1. That Quotation No. Q-43-2017, submitted by Amaco Construction Equipment Inc. in the total amount of $347,730.38 (HST included), be accepted; 2. That the total gross project cost of $347,730.00 (HST included) and the total net project cost of $313,142.00 (net of HST rebate) be approved; 46 4. 47 3. That Council authorize the Director, Finance & Treasurer to finance the projects as follows: a) the sum of $250,000.00, as provided for in the 2017 Roads Equipment Capital Budget be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 5 years, at a rate to be determined; b) the sum of $63,142.00 to be funded by a transfer from the Vehicle Replacement Reserve; c) the annual repayment charges in the amount of approximately $55,000.00 be included in the annual Current Budget for the City of Pickering commencing 2017, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; d) 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; 4. That the draft by-law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Director, Engineering Services, Report ENG 09-17 Timmins Gardens & Boxworth Place Road Reconstruction -Tender No. T-9-2017 Recommendation 143-151 1 . That Tender No. T -9-2017 for Timmins Gardens & Boxworth Place Road Reconstruction as submitted by Blackstone Paving & Construction Ltd. in the total tendered amount of $542,171.18 (HST included) be accepted; 2. That the total gross project cost of $660,212.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $594,541.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $594,541.00 as follows: a) The sum of $198,740,00 as approved in the 2016 Roads Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; 5. 6. b) The sum of $395,801.00 as approved in the 2016 Roads Capital ~udget to be funded by a transfer from the Roads & Bridges Reserve Fund; 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Engineering Services, Report ENG 13-17 Tender for Palmer Bridge Rehabilitation -Tender No. T-14-2017 Recommendation 152-16Q 1. That Tender No. T-14-2017 for Palmer Bridge Rehabilitation as submitted by Bob Hendricksen Construction Ltd. in the total tendered amount of $2,168,321.97 (HST included) be accepted; 2. That the total gross project cost of $2,522,461.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $2,271,554.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $2,271,554.00 as follows: a) the sum of $1,900,000.00 as approved in the 2015 Roads Capital Budget be increased by $371,554.00 to be funded from the York Region Southeast Collector (SEC) Enhancement Fund; 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, Engineering Services, Report ENG 15-17 Request for Additional Funding for Consulting Services -Proposal No. RFP-4-2015-Palmer Bridge Rehabilitation Recommendation 161-170 1. That the additional fee proposal as submitted by AECOM Canada Ltd. in the amount of $114,194.41 (HST included) for the change in scope of work for the Palmer Bridge Rehabilitation detail design, contract administration and field inspection be accepted; 2. That the total revised gross project cost of $372,558.00 (HST included) and the total revised net project cost of $335,500.00 (net of HST rebate) be approved; · 3. That the Director, Finance & Treasurer be authorized to finance the total revised net project cost as approved in the 2014 Roads Capital Budget in 48 49 7. 8. the amount of $335,500.00 by an additional transfer of $50,500.00 from the York Region Southeast Collector Funding Agreement; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Director, City Development & CBO, Report PLN 13-17 Official Plan Amendment Application OPA 15-002/P Zoning By-law Amendment Application A 12/15 23994 78 Ontario Inc. Plan 388, Part of Lots 2 and 3 (1956 Altona Road) Recommendation 171-202 1. That Official Plan Amendment Application OPA 15-002/P, submitted by 2399478 Ontario Inc., to re-designate the lands being Plan 388, Part of Lots 2 and 3, from "Urban Residential Areas-Low Density Areas" to "Urban Residential-Medium Density Areas" to allow a condominium development consisting of 27 townhouse units, be approved, and that the draft by-law to adopt Amendment 30 to the Pickering Official Plan as set out in Appendix I to Report PLN 13-17 be forwarded to Council for enactment; and 2. That Zoning By-law Amendment Application A 12/15, submitted by 23994 78 Ontario Inc., to facilitate a residential condominium development consisting of 27 townhouse units on lands being Plan 388, Part of Lots 2 and 3, be approved, and that draft Zoning By-law Amendment as set out in Appendix II to Report PLN 13-17 be forwarded to Council for enactment. Director, Corporate Services & City Solicitor, Report CLK 04-17 Request for Proposal-Internet/Telephone Voting for the 2018 Municipal Election No. RFP-5-2017 Recommendation 203-208 1. That Report CLK 04-17 regarding lnternet/T elephone Voting Vendor selection for the 2018 Municipai Election, be received; 2. That Proposal RFP-5-2017 submitted by Dominion Voting Systems in the amount of $175,704.42 (HST included) to provide lnternet/T elephone Voting for the 2018 Municipal Election be accepted; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 9. Director, Finance & Treasurer, Report FIN 17-17 209-210 Authority to Engage Consulting & Professional Services to Conduct a Peer Review of the Hydro Merg,er Valuation and Business Case Recommendation 1 . That Report Fl N 17-17 of the Director, Finance & Treasurer regarding the Authority to Engage Consulting & Professional Services to Conduct a Peer Review of the Hydro Merger Valuation and Business Case be received; 2. That Council grant the Treasurer the authority to hire a consultant and professional services for the specific purpose of conducting a peer review of the hydro merger valuation and b~siness case in accordance with Purchasing Policy 10.03(c), as the assignment may be more than $50,000.00; 3. That the hiring of the consultant be on the condition that Pickering is reimbursed by Veridian for all of its costs; 4. That the consulting engagement be charged to General Government Consulting account (2126.2392.0000) and the reimbursement of costs be allocated to Miscellaneous Revenue account (1599.9990.0000); and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 1 0. Director, Finance & Treasurer, Report Fl N 16-17 Consulting and Professional Services for the Engagement of a Market Sounding Consultant for the Grande Esplanade Project Recommendation 211-218 1. That Report FIN 16-17 of the Director, Finance & Treasurer regarding Consulting and Professional Services for the Engagement of a Market Sounding Consultant for the Grande Esplanade Project be received; 2. That Council approve the hiring of Ernst & Young Orenda for consulting and professional services in accordance with Purchasing Policy 10.03(c), as the assignment is more than $50,000.00; 3. That the fee proposal submitted by Ernst & Young Orenda for Consulting and Professional Services for the Engagement of a Market Sounding Consultant for the Grande Esplanade Project in the amount of $50,880.00 (HST included) be accepted; 4. That the total gross project cost of $56,500.00 (HST included), including the amount of the proposal and provision for contingency, and the total net project cost of $50,880.00 (net of HST rebate) for the Engagement of a Market Sounding Consultant for the Grande Esplanade Project accepted; 6. That Council authorize the Director, Finance & Treasurer to fund the total net project cost of $50,880.00 through the Contingency account (2900.0000.0000); and 50 51 7. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 11 . Director, Community Services, Report CS 14-17 Tender for Construction of the New Operations Centre Tender No. T-8-2017 Recommendation 219-231 1. That Tender No. T-8-2017 submitted by Aquicon Construction Company Ltd. in the amount of $26,865,750 (HST included) be accepted; 2. That the total gross project cost of $28,786,750 (HST included), including the amount of the tender and contingency costs, and the total net project cost of $25,923,360 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $25,923,360 as follows: a) the sum of $16,014,700 be funded from the Operations Centre Reserve Fund; b) the sum of $9,907,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed twenty years to address the funding shortfall of the Development Charges-Operations Services Reserve Fund ("DC-Operations Services RF"), and this amount be repaid from future development charge collections, as the first source of repayment; a) the sum of $1,660 be funded from property taxes; b) the annual repayment charges in the amount of approximately $729,000 be included in the annual Current Budget for the City of Pickering commencing 2017, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid from future development charge collections as the first source of repayment, and the cost of the annual repayment charges be included in the 2017 Development Charges Background Study; c) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effec,t the foregoing; 4. That the draft by-law attached to this report be enacted; and 5. That the appropriate City of Pickering (the "City") officials be authorized to take the necessary actions as indicated in this report. 53 FIN 15-17 Subject: 2016 Year End June 12, 2017 Page 2 Discussion: The audit of the consolidated financial statements for the year ended December 31, 2016 has been completed. The auditor's Report to Council is included as Attachment 1. This Report, prepared by Deloitte, summarizes their findings from the December 31, 2016 audit and comments on significant matters regarding the audit. Appendix 1 provides a summary of communication requirements which Deloitte is required to bring to Council's attention. The independence letter in Appendix 2 confirms that Deloitte is independent from the City. Appendix 3 is the draft management representation letter which is provided by the City to the auditors. This letter indicates that the financial statements are management's responsibility and that management has provided and disclosed all necessary information to ensure that the financial statements are not materially misstated. This letter will be signed by the Chief Administrative Officer and the Treasurer upon approval of the financial statements. 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. No significant matters came to their attention to report and therefore a management letter has not been issued. During the course of any audit, auditors may find misstatements that may or may not be adjusted due to materiality. For 2016, no significant corrected or uncorrected misstatements arose from the audit. 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, Finance & Treasurer. The auditors are responsible to express an opinion on these Consolidated Financial Statements based on their audit. An unmodified audit report has been issued. The Consolidated Financial Statements include 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. The Consolidated Financial Statements are prepared on the full accrual basis in accordance with Canadian Public Sector Accounting Standards (PSAS), which includes reporting tangible capital assets. Tangible capital assets, such as land, building, infrastructure and equipment are capitalized (recorded) at cost on the Statement of Financial Position (Balance Sheet) and amortized (depreciated, except for land) over their estimated useful lives in current operating expenses. The Statement of Financial Position includes tangible capital assets under the non-financial asset section and shows in Accumulated Surplus. This is different than the City's budget, which notes these capital items as expenditures. Statement of Financial Position (Balance Sheet) Financial assets are those assets which could provide resources to discharge existing liabilities or finance future operations. The City's financial assets increased by approximately $15. 1 million which is primarily from the increase in Cash and cash equivalents due to: FIN 15-17 Subject: 2016 Year End· June 12, 2017 Page 3 • timing of receipts near the end of the year such as Veridian 4th quarter dividend and Veridian promissory note interest received in December, supplementary tax due dates on November 30th and December 30th • debenture proceeds of $6.473 million received in middle of October • net increase of $3.5 million of Development Charges (DC) and Parkland Reserve Funds However liabilities also increased by $11.7 million primarily due to the net increase in long-term liabilities from the debt proceeds received and deferred revenue increasing from the DC and Parkland Reserve Fund collections. From an accounting perspective, DC and other obligatory Reserve Funds are viewed as a· liability due to the fact there is a legal obligation attached to these funds. The net result is an increase in net financial assets of $3.4 million over the prior year which means the City is able to meet its financial commitments. Non-financial assets include tangible capital assets which is the net book value (cost less accumulated amortization) of City-owned assets including land, buildings, roads, bridges and 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. Note 10 of the Financial Statements provide a summary of the City's tangible capital assets. The December 31, 2016 gross book value of assets is $441.9 million and, after adjusting for amortization, the net book value of the assets is $223.8 million. In other words, the City has consumed a substantial amount of the life of its assets. Future capital budgets have taken into consideration the investment into and the maintenance of the City's infrastructure base as a financial priority. Statement of Operations (Income Statement) Revenue reported includes both operating and capital. Therefore, variances between budget and actual may arise due to the timing of approval in the capital budget as compared to the actual receipt of funds/recognition of revenue. This is clearly illustrated with the following revenue items: • Government grants and fees • Development charges and contributions earned The budget amounts represent grant funding, including Federal Gas Tax, and development charge (DC) funding of 2016 capital projects. The actual amounts reported primarily reflect grant and DC funding for capital projects approved in prior year budgets because of the timing difference between when a project is approved in the budget and when it actually commences. For example, in 2016, Council approved the LED streetlight conversion project that is mainly funded by Federal Gas Tax grant funding, but the large majority of the project's cost will be expended in 2017. 54 55 FIN 15-17 June 12, 2017 Subject: 2016 Year End Page 4 User Charges, which includes licence and permit revenues, was higher than budget due to building permit revenue being approximately $1.1 million higher than budgeted. It is always difficult to predict the timing of building permit revenue but the City should continue to see higher revenues than in the past as development commences in Seaton. Actual expenses are under budget in all functional areas except Social and family services which is slightly over. This illustrates City staff's commitment to controlling expenditures. There is not one specific area that stands out as a major contributor to the overall underage. The underage is reflected throughout the various cost centres. The capital budget expenditures do not show on the Statement of Operations as capital expenditures. For those expenditures that meet the definition of a tangible capital asset (TCA), the cost is 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 need to reflect the change in reporting for capital budget expenditures to be compliant with Public Sector Accounting Standards. Note 18 of the City's consolidated financial statements reflect the changes made to the 2016 Council approved budget to put it on a basis consistent with the full accrual basis of accounting. This means excluding capital expenditures that are deemed tangible capital assets and including amortization. Accumulated Surplus The components that make up the Accumulated Surplus are disclosed in Note 11 of the City's consolidated financial statements and are summarized below. An accumulated surplus is the amount by which all assets (financial and physical) exceed all liabilities. It must be emphasized that these amounts are not surplus funds in the traditional sense. In other words, there is no City bank account that has a balance of $342.0 million. An accumulated surplus indicates that the City has net resources (financial and physical) that can be used to provide future services. What primarily contributes to this balance are the net tangible capital assets of approximately $223.8 million and the City's equity in Veridian Corporation of approximately $79.4 million. 01 -.J Deloitte~,. The Corporation of the City of Pickering Report to Council May 31, 2017 )~ --1 --J )'> () I :?.: m z --1 F d ;:AJ ,~n 'TJ 0 ;.:v -1 =!:!: b\ '"2: "" ---0\ \ __.'j I itt May 31, 2017 Private and confidential To the Members of Council The Corporation of the City of Pickering 1 The Esplanade Pickering ON L1 V 6K7 Report on audited annual financial statements Dear Council Members, Deloltte LLP 400 Applewood Crescent Suite SOD Vaughan ON L4K OC3 Canada Tel: (416) 601 6150 Fax: (416) 601 6151 www.deloltte.ca We are pleased to submit this report on the results of our audit of the consolidated financial statements of the City of Pickering (the "City") for the 2016 fiscal year. This report summarizes the scope of our audits, our findings and reviews certain other matters that we believe to be of interest to you. We expect to issue our Independent Auditor's Reports on the financial statements of the City, the City of Pickering Library Board (the "Library") and the City of Pickering Trust Funds (The "Trust Funds"), upon approval of the financial statements. Our audits were conducted in accordance with the Audit service plan dated October 27, 2016. This report is intended solely for the information and use of Council, management, and others within the City and is not intended to, and should not be, used by anyone other than these specified parties. Accordingly, we disclaim any responsibility to any other party who may rely on it. We would like to express our appreciation for the cooperation we received from management and the employees of the City with whom we worked to discharge our responsibilities. We look forward to discussing this report summarizing the outcome of our audit with you and to answering any questions which you may have. Yours truly, Chartered Professional Accountants Licensed Public Accountants U1 co The Corporation of the City of Pickering I Table of contents Table of contents Our audits explained 1 Areas of audit risk 4 Significant accounting practices, judgments and estimates 6 Other reportable matters 7 Appendix 1 -Communication requirements Appendix 2 -Independence letter Appendix 3 -Draft management representation letter © Deloitte LLP and affiliated entities. en w The Corporation of the City of Pickering I Areas of audit risk Areas of audit risk Revenue recognition* Audit risit Assurance standards include the presumption of a fraud risk involving improper revenue recognition. (Revenue/deferred revenue). Ma!'agernent override of controls* Audit risl< Assurance standards include the presumption of a significant risk of management override of controls. Management is in a unique position to perpetrate fraud because of management's ability to directly or · indirectly manipulate accounting records and prepare fraudulent financial statements by overriding controls that otherwise appear to be operating effectively. Our audit response • Significant revenue streams are a presumed area of audit risk. We will test the design and implementation of controls in these revenue streams and perform substantive analytic procedures and detailed testing in these areas, and • Substantive testing to determine if restricted contributions (i.e., development charges), and government transfers have been recognized as revenue in the appropriate period. (Revenue vs. deferred revenue). Our audit response To address the risk of management override of controls we will: • Engage in periodic fraud discussions with certain members of senior management and others • Consider the potential for bias in judgments and estimates, including performing retrospective analysis of significant accounting estimates • Evaluate the business rationale for any significant unusual transactions • Evaluate the City's fraud risk assessment and consider entity- level internal controls and internal controls over the closing and reporting process, and • Test journal entries that exhibit characteristics of possible management override of controls, identified using manual techniques. *These areas were identified as areas of significant risk. 4 Audit results We obtained sufficient audit evidence in this area and are satisfied with the results of audit procedures performed. Audit results We obtained sufficient audit evidence in this area and are satisfied with the results of audit procedures performed. © Deloitte LLP and affiliated entities. The Corporation of the City of Pickering 1 Areas o( audit risk Management estimates Audit risk Estimates require management judgments (i.e., provision for significant property tax appeals, contingent liabilities, estimated accrued liabilities, etc.) 5 Our audit response • Obtain documentation on management's controls over the development of accounting estimates for any significant management estimates and assess risk • Focused review of calculations and support • Discussions with management " Analytic review of related accounts, and • Assess outcome of retrospective review of estimates from prior years. Audit results We obtained sufficient audit evidence in this area and are satisfied with the results of audit procedures performed. © Deloltte LLP and affiliated entities. en (}1 The Corporation of the City of Pickering I Significant accounting practices, judgments and estimates Significant accounting practices, judgments and estimates The accounting policies of the City, the Library Board and the Trust Funds are set out in Note 1 of their respective financial statements. In the course of our audits of the financial statements, we considered the qualitative aspects of the financial reporting process, including items that have a significant impact on the relevance, reliability, comparability and understandability of the information included in the financial statements. Significant accounting policies There were no significant changes in previously adopted accounting policies or their application at the City, the Library Board or the Trust Funds. In our judgment, the significant accounting practices and policies, selected and applied by management are, in all material respects, acceptable under PSAS for the City and the Library Board, under Accounting Standards for Not For Profit Organizations for the Trust Funds and are appropriate to the particular circumstances of the City, the Library Board and the Trust Funds. Management judgment and accounting estimates Accounting estimates are an integral part of the financial statements prepared by management and are based on management's current judgments. These judgments are normally based on knowledge and experience about past and current events, assumptions about future events and interpretations of the financial reporting standards. During the year ended December 31, 2016, management advised us that there were no significant changes in accounting estimates or in judgments relating to the application of the accounting policies. In our judgment, the significant accounting estimates made by management (with assistance from the City's actuary as appropriate) are, in all material respects, free of possible management bias and of material misstatement. The disclosure in the consolidated financial statements with respect to estimation uncertainty is in accordance with PSAS and is appropriate to the particular circumstances of the City. Significant estimates include: 2016 2015. Post-employment benefits liability $4,959,500 $4,663,800 WSIB benefits liability $1,806,100 $1,773,100 Allowance for doubtful accounts $5,000 $385,222 Provision for assessment appeals $1,047,562 $863,819 Accrual for retroactive pay Nil $356,553 6 © Deloltte LLP and affiliated entities. The Corporation of the City of Pickering 1 Other reportable matters ther reportable matters The following summarizes the status and findings of key aspects of our audits. In the appendices to this report, we have provided additional information related to certain matters we committed to report as part of the audit service plan. Changes to the audit service plan Significant difficulties encountered in performing the audit Related party transactions Disagreements with management Consultation with other accountants legal and regulatory compliance Post-balance sheet events 7 Comment The audits were conducted in accordance with our Audit service plan, which was communicated to the Executive Committee. We confirm that there have been no significant amendments to the audit scope and approach communicated in our Audit service plan. We did not encounter any significant difficulties while performing the audits. There were no significant delays in receiving information from management required for the audits nor was there an unnecessarily brief timetable in which to complete the audits. Related party transactions or balances have been properly disclosed in the financial statements. We have not identified any related party transactions that were not in the normal course of operations . and that involved significant judgments by management concerning measurement or disclosure. During the course of our audits, we did not have any disagreements with management about matters that individually or in the aggregate could be significant to the financial statements. Management has informed us that the City and the Library Board have not consulted with other accountants about auditing or accounting matters. Management is responsible for ensuring that the City's operations are conducted in accordance with the laws and regulations applicable to the City. The responsibility for preventing and detecting non- compliance rests with management. The auditor is not and cannot be held responsible for preventing non-compliance with laws and regulations Our limited procedures did not identify any areas of material non-compliance with laws and regulations by the City, the Library Board and the Trust Funds. At the date of finalizing this report, we are not aware of any significant post balance sheet events that would require adjustment or disclosure in the financial statements at December 31, 2016. © Deloltte LLP and affiliated entities. en 00 The Corporation of the City of Pickering 1 Appendix 1 -Communication requirements Required communication 11. Management judgments and accounting estimates 12. Significant difficulties, if any, encountered during the audit 13. Material written communications between management and us, including management representation letters 14. Other matters that are significant to the oversight of the financial reporting process 15. Modifications to our Independent Auditor's Reports. 16. Our views of significant accounting or auditing matters for which management consulted with other accountants and about which we have concerns 17. Significant matters discussed with management 18. Illegal or possible illegal acts that come to our attention 19. Significant deficiencies in internal control, if any, identified by us in the conduct of the audit of the financial statements 20. Uncorrected misstatements and disclosure items 21. Any significant matters arising during the audit in connection with the City's related parties Comments See pages 6 and 7 None Management representation letter is attached in Appendix 3 None None We are not aware of any such consultations None None noted No significant deficiencies noted None None noted © Deloitte LLP and affiliated entitles. The Corporation of the City of Pickering 1 Appendix 2 -Independence letter Appendix 2 -Independence letter © Deloltte LLP and affiliated entities. I itt May 31, 2017 Private and confidential The Members of Council The Corporation of the City of Pickering 1 The Esplanade Pickering ON L1 V 6K7 Dear Council Members, Deloitte LLP 400 Applewood Crescent Suite 500 Vaughan ON L4K OC3 Canada Tel: (416) 601 6150 Fax: (416) 601 6151 www .deloitte.ca We have been engaged to audit the consolidated financial statements of Corporation of the City of Pickering (the "City") for the year ended December 31, 2016. You have requested that we communicate in writing with you regarding our compliance with relevant ethical requirements regarding independence as well as all relationships and other matters between the City, our Firm and network firms that, in our professional judgment, may reasonably be thought to bear on our independence. You have also requested us to communicate the related safeguards thathave been applied to eliminate identified threats to independence or reduce them to an acceptable level. In determining which relationships to report, we have considered relevant rules and related interpretations prescribed by the appropriate provincial regulatorjordre and applicable legislation, covering such matters as: 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. We confirm to you that the engagement team and others in the firm as appropriate, the firm and, when applicable, network firms have complied with relevant ethical requirements regarding independence. We have prepared the following comments to facilitate our discussion with you regarding independence matters arising since May 24, 2016, the date of our last letter. We are not aware of any relationships between the City and our Firm, including any network firms that, in our professional judgment, may reasonably be thought to bear on independence, that have occurred from May 24, 2016 to May 31, 2017. We have provided non-audit services during the period with respect to advising the City in its Enterprise Resource Planning (ERP) selection. This includes the development of financial system specifications and RFP proposal and vendor selection. We hereby confirm that we are independent with respect to the City within the meaning of the Rules of Professional Conduct of the Chartered Professional Accountants of Ontario as of May 31, 2017. This report is intended solely for the use of council, management, and others within the City and should not be used for any other purposes. Yours truly, Chartered Professional Accountants Licensed Public Accountants 70 The Corporation of the City of Pickering 1 Appendix 3 -Draft management representation letter Appendix 3 -Draft management representation letter © Deloitte LLP and affiliated entities. (City letterhead) June 12, 2017 Private and confidential Deloitte LLP 400 Applewood Crescent Suite 500 Vaughan ON L4K OC3 Dear Ms. Jesty, Subject: .· ~~- Consolidated financial statements of The Corporation' th~ City of Pickering for the year .... ~f..,.-'' ended December 31, 2016 " This representation letter is provided in connection with the audit by Deloitte LLP ("Deloitte" or "you") of the consolidated fmancial statements of The Corporatlon of the City of Plckering (the "City" or "we" or "us") for the year ended December 31, 2016 and a'summary of signifi~ant accounting policies and other "'""""'''""'" ' explanatory information (the "Financial Statements") felt; tn~·~pwrpose of expressing an opinion as to "" " whether the Financial Statements present fairly, in all maferial respects, the financial position, results of operations, and cash flows of the City in accordance with Public' sector Accounting Standards ("PSAS"). We confirm that, to the best of our knowledge,,and belief, having made such inquiries as we considered " jc" "~ necessary for the purpose of appropriately=info(roing ourselves: ~;~-.,'~!~ / Financial statements ~,"""" 1. We have fulfilled our responsibilities as set out in the terms of the Master Services Agreement between the City and Deloitte dated October 28, 2016 for the preparation of the Financial Statements in accordance with PSAS. ln Riilfticular, the Fi~ancial Statements are fairly presented, in all material respects, and presentthe,'tlnanci~l':;posibon of the City as at December 31, 2016 and the results of its operations and cas~ flows fol\~he year then ended in accordance with PSAS. ' '-£ / 2. Significant assumptions used in "making estimates, including those measured at fair value, are reasonable. In preparing the Financial Statements in accordance with PSAS, management makes judgments and assumptions about the future and uses estimates. The completeness and appropriateness of the disclosures related to estimates are in accordance with PSAS. The City has appropriately disclosed in the Financial Statements the nature of measurement uncertainties that are material, including all estimates where it is r€asonably possible that the estimate will change in the near term and the effect q.f the change could be material to the Financial Statements. The measurement methods, including the related assumptions and models, used in determining the estimates, including fair value, were appropriate, reasonable and consistently applied in accordance with PSAS and appropriately reflect management's intent and ability to carry out specific courses of action on behalf of the entity. No events have occurred subsequent to December 31, 2016 that require adjustment to the estimates and disclosures included in the Financial Statements. 72 73 Deloitte LLP June 12, 2017 Page 2 There are no changes in management's method of determining significant estimates in the current / year. 3. We have determined that the Financial Statements are complete as of the dateol this letter as this is the date when there are no changes to the Financial Statements (including disclosures) planned or expected; all final adjusting journal entries have been reflected in the Financial Statements and the Financial Statements have been approved in accordance with our processt~ finalize financial i statements. 4. We have completed our review of events after December 31, 2016 a,nd UJi to the date of this letter. All events subsequent to the date of the Financial Statements and for/whig{:J'SAS requires adjustment or disclosure have been adjusted or disclosed. Accounting estimates'anct!disclo~cures included in the Financial Statements that are impacted by subsequent events have been appropriately adjusted. / / 5. The Financial Statements are free of material errors and omissions. ' ,/ ,' 6. The City has satisfactory title to and control over all assets, ~lid th~ere are I)O liens or encumbrances on such assets. We have disclosed to you and in the Finantial Sta~ep{ents all assets that have been pledged as collateral. .· ''~"'-• . ~~ Information provided 7. We have provided you with: 1 h-, . / '£~~~~ ./ a. Access to all information of which we arl awaret;th~"fs,r€1evant to the preparation of the Financial Statements, such as records, documentation and\6ther matters. All financial statements and other financial information provided to you'accurately reflect the activities and expenses of the City and do not reflect any activities or expenses of any other person or entity; / / b. All relevant information as well ~s additional inforrhation that you have requested from us for the ' c • purpose of the audit; and, c. Unrestricted access to perS'ons within tfie el)ti.ty from whom you determined it necessary to obtain audit evidence. 8. All transactions have b~en ~j::op.g.r!Y recorded in the accounting records and are reflected in the Financial Statements., / i, .. ,/ ~.,.. !\ ./ 9. All transactions and ~vents'"llave bJen-carried out in accordance with law, regulation or other , .,-r~-E / authority. · "'¥ / 10. We have disclosed to you the results of our assessment of the risk that the Financial Statements may be materiall,:y misstated as a result of fraud. I . 11. We have .. disclosed to you a,U information in relation to fraud or suspected fraud that we are aware of and that affects the entity and involves: a. _.Management; b;' Employees who have significant roles in internal control; or c. Others where the fraud could have a material effect on the Financial Statements. 12. We have disclosed to you all information in relation to allegations of fraud, or suspected fraud, affecting the entity's Financial Statements and all knowledge of concerns or allegations of potential errors in the selection of accounting policies or the recording of transactions affecting the City that have been communicated by employees, former employees, or others, whether written or oral. Deloitte LLP Jtme 12, 2017 Page 3 13. We have disclosed to you all communications from regulatory agencies and all known 'instances of non-compliance or suspected non-compliance with laws and regulations whose effects should be considered when preparing the Financial Statements. 14. We have disclosed to you the identity of the entity's related parties and all the related party ,relationships and transactions of which we are aware, including guarantees, non-monetary transactions and transactions for no consideration and participation in a defined-benefit planthat shares risks between group entities. / 15. We acknowledge our responsibility for the design, implementation and mgintenance of internal control to prevent and detect fraud and error. · rtt · . 16. We have disclosed to you all known, actual or possible litigation.and ci'~i~~~cwhether or not they have been cjiscussed with our lawyers, whose effects should be considered when p;eparing the Financial Statements. As appropriate, these items have been disclosed and accounted for in the Financial Statements in accordance with PSAS. . ' ;l' . _i ' 17. We have disclosed to you, and the City has complied with alii,gsp~ts of contractual agreements that could have a material effect on the Financial Statements in the"~ent ofnon-compliance, including all covenants, conditions or other requirements of all outstanding debt. 18. We have "disclosed to you all the documents that'we expect to issue that may comprise other information, in the ·context of CAS 720, The Auditqr:'s ResponsibWties Relating to Other Information in Documents Containing Audited Financial Statement;_~~"'~"'"= ' 't\-rf -, Independence matters . \, , For purposes of the following paragraph, "Deloitte" shall mean Deloitte LLP and Deloitte Touche Tohmatsu Limited, including related member firms .and affiliates. ·' -_c/"~'-f%,, / /' '·f _/ 19. Prior to the City having any substi:mtive_em'FJI:o.yment conversations with a former or current Deloitte engagement team member, t~e City has'h~ld discussions with Deloitte and obtained approval from the Executive Committee of the Council. ''~ Communications with taxation and regulatory agencies 20. We have disclosed to you gli"C~mt:))unications from: a. Taxation authorities c~hcernin) assessments or reassessments that could have a material effect on the Financial Stateme~ts;_,..~nd b. Regulatory -agencies concerning noncompliance with or potential deficiencies in, financial reporting requirements. Deficiencies in internal control . 21. We have communicated to you all deficiencies in internal control of which we are aware. We have disclosed to you any change in the City's internal control over financial reporting that occurred during the/current year that has materially affected, or is reasonably likely to materially affect, the City's internal control ove~ financial reporting. Work of management's experts .2.2. We agree with the work of management's experts in evaluating the valuation of post-employment benefits liability and WSIB benefits liability and have adequately considered the capabilities of the experts in determining amounts and disclosures used in the Financial Statements and underlying accounting records. We did not give any, nor cause any, instructions to be given to management's experts with respect to values or amounts derived in an attempt to bias their work, and we are not aware of any matters that have impacted the independence or objectivity of the experts. ·---~----~ ~ 2· ~ --::___ :::_ -~I ·-~ ~ ·----~ ~ ~ - 74 75 Deloitte LLP June 12, 2017 Page 4 Liabilities and contingencies 23. We have disclosed to you all liabilities, provisions, contingent liabilities and contingent assets, including those associated with guarantees, whether written or oral, and they areappropriately reflected in the Financial Statements. Loans and receivables 24. The City is responsible for determining and maintaining the adequacy of the allowance for doubtful notes, loans, and accounts receivable, as well as estimates used to determine such amounts. Management believes the allowances are adequate to absorb currently estimated bad de6ts in the account balances. · · // Employee future benefits / . 25. Employee future benefit costs, assets, and obligations have been properly i-ecord~d and adequately disclosed in the Financial Statements including those arising under defined benefit plans as well as termination arrangements. We believe that the actuarial assuJnptions and methods used to measure defined benefit plan assets, liabilities and costs for financial iccoutrt:ing purposes are appropriate in the circumstances. _--_,. /, Government transfers / ,' ,' 26. We have disclosed to you all correspondence relating to government transfers that the City has had with the funding body. · 27. We have assessed the eligibility criteria and determi'rt thatthe City is an eligible recipient for the government transfers received. \ ~ 28. We have assessed the stipulations attached with the funding and have recognized the revenue in accordance with meeting the stipulations"!':f;quired. - . . / / '\; / 29. All government transfers that have be~n. n:kt:>roed a~ deferred revenue give rise to an obligation that ,' ~h' / meets the definition of a liabilitY. Those lfabJiities-have been properly recorded and presented in the Financial Statements. ''~--- Tax Revenues .. ~~~ . ., .. 30. We have appropriatelyrec;dfded tax assets and revenues when they meet the definition of an asset in accordance with Sectfon ~5,1000, l'inancial Statement Concepts, when they are authorized and when '-'+ I .-the taxable event occurs. These amounts have been appropriately measured in accordance with PS ~# 3510, Tax Revenue, and have not _been grossed up for any amount of tax concessions. Tangible capi~al assets 31. Tangible capital assets have been recorded properly and consistently according to the standards in Section !;'S 3150, Tangible Capital Assets. / 32. Contributed tangible capital assets have been appropriately recorded at fair value, unless fair value is not-reasonably determinable, and in such case, have been recorded at an appropriate nominal-value. Alfcontributed tang!~le capital assets have been appropriately disclosed. 33. ·we have assessed the useful lives of tangible capital assets and have determined all tangible capital assets contribute to the City's ability to provide goods and services and therefore do not require a write down. Deloittee, www.deloitte.ca Deloltte, one of Canada's leading professional services firms, provides audit, tax, consulting, and financial advisory services. Deioltte LLP, an Ontario limited liability partnership, Is the Canadian member firm of Deloltte Touche Tohmatsu Limited. Deloltte refers to one or more of Deloitte Touche Tohmatsu Limited, a UK private company limited by guarantee, and Its network of member firms, each of which Is a legally separate and independent entity. Please see www.deloltte.com/about for a detailed description of the legal structure of Deloltte Touche Tohmatsu Limited and Its member firms. © Deloitte LLP .and affiliated entities. Consolidated fmancial statements of The Corporation of the City of Pickering December 31, 2016 78 79 The Corporation of the City of Pickering December 31, 20 16 Table of contents Independent Auditor's Report ............................................................................................................................... 1 Consolidated statement of financial position ...................................................................... : .............................. : ... 2 Consolidated statement of operations ......................................................................................... : ......................... 3 Consolidated statement of change in net financial assets ................................... ~/i ...................... : ...................... 4 Consolidated statement of cash flows .......................... : .•...................... · ............................... : ................................ 5 Notes to the consolidated financial statements ..........................•....... / .......•.............•..................................... 6-25 '·· ---:., '·~ .. -~[ I itt Independent Auditor's Report To the Members of Council, Inhabitants and Ratepayers of the Corporation of the City of Pickering Deloitte LLP 400 Applewood Crescent Suite 500 Vaughan ON L4K OC3 Canada Tel: 416-601-6150 Fax: 416-601-6151 www .deloitte.ca We have audited the accompanying consolidated financial statements of the Corporation of the City of Pickering, which comprise the consolidated statement of financial position ~s at December 31, 2016, and the consolidated statements of operations, change in net finan.cial assets,and cash flows for the year then ended, and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of these consolidated financial statements in accordance with Canadian public sector accoundng st~ndards/ and for such internal control as management determines is necessary to enable the preparation of consolidated .financial statements that are free from material misstatement, whether due to fraud or error. Auditor's Responsibility Our responsibility is to express an opinion on these col;}solidated financial statements based on our audit. We conducted our audit in accordance with Ca~ad}~'rr<generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the consolidated financial statements are free from material misstatement. An audit involves performing procedure~ to obtain audit evidence about the amounts and disclosures in the consolidated financial statements':Tb~pr-oceduies selected depend on the auditor's judgment, including the assessment of risks of materia1 misstatement of the consolidated financial statements, whether due to fraud or erroL In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the consolidated financial statements in order to design .audit procedures that are appropriate in the circumstances, but not for the purpose of expressing ar/opinibn on the effectiveness of the entity's internal control. An audit also includes evaluating theapp~opriateness of accounting policies used and the reasonableness of accounting estimates made byillap~gement, as well as evaluating the overall presentation of the consolidated finanCial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our auditopinion. Opinion In our .opinion, the consolidated financial statements present fairly, in all material respects, the financial position of the Corporation of the City of Pickering as at December 31, 2016 and the results of.its operations, change in its net financial assets and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. Chartered Professional Accountants Licensed Public Accountants _____ ,2017 'I 80 105 Financial statements of City of Pickering Public Library Board December 31, 20 16 --.I City of Pickering Public Library Board December 31, 20 16 Table of contents Independent Auditor's Report ............................................................................................................................ 1-2 Statement of financial position ................................ : .......................................... : .............................................. : ... 3 Statement of operations ··························································································'·······························"·············4 Statement of change in net debt ...........................................................................• ,::' ............................................. 5 Statement of cash flows ........................................................................................................................................ 6 Notes to the financial statements ...................................................... ,,L .......•................................................... 7-11 ~/' ~ ~ -~-!r -~-i '~-c--~ - 106 107 Deloitte~ Independent Auditor's Report To the Members of The City of Pickering Public Library Board, Members of Council, Inhabitants and Ratepayers of the City ~f Pickering Deloitte LLP 400 Applewood CrescenL Suite 500 Vaughan ON L4K OC3. Canada · Tel: 416-601-61-SO Fax: 416-601-6151 www.deloitte.ca We have audited the accompanying financial statements of the' City, of Pickering Public Library Board, which comprise the statement of financial position as at December:31, 2016, and the statements of operations, change in net debt and cash flows for the year then e~ded, and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Financial Statements Management is responsible for the preparation and f~rprese!'ltation of these financial statements in accordance with Canadian public sector accounting stanCJards, and for such internal control as management determines is necessary to enc;~ble the pre~argtion of financial statements that are free from material misstatement, whether dtie to fraud or error:' Auditor's Responsibility .·· <(=~ ~~~ Our responsibility is to express anopinion·-o6 thesefinancial statements based on our audit. We conducted our audit in accordance with Canaaian .generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. ,_ .. ,::s:;..:;;;;,~--. ,· .;·J.: '""'-t,_ . An audit involves perforinin!:L;procedores t6 obtain evidence about the amounts and disclosures in the financial statements. The procedured selected depend on the auditor's judgment, including the .'"'~ I" ,. assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We 'believe that the audit evidence· we have obtained is sufficient and appropriate to provide a basis for our audit opinion. -' ! Opinion In our opinion, the financial statements present fairly, in all material respects, the financial position of the City of Pickering Public Library Board as at December 31, 2016, and the results of its operations, changes in its net debt and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. Chartered Professional Accountants Licensed Public Accountants _____ ,, 2017 Page2 108 Financial statements of The Corporation of the City of Pickering Trust Funds December 31, 20 16 --~ i --, -I 11 8 11 9 The Corporation ofthe City of Pickering Trust Funds December 31, 2016 Table of contents Independent Auditor's Report ...................................................................................................... ; ..................... 1-2 Statement of financial activities and fund balances ...................................................................................... : ......... 3 Statement of financial position .........................................................................•...... ,, •......................................•.... 4 /:' Notes to the financial statements .......................................................... , ...................... ~::',''.,-···:·':-............................ 5 I itt Independent Auditor's Report To the Members of Council, Inhabitants and Ratepayers of The Corporation of the City of Pickering Deloitte LLP 400 Applewood Crescent Suite 500 Vaughan ON L4K OC3 Canada Tel: 416-601-6150 Fax: 416-601~6151 www.deloitte.ca We have audited the accompanying financial statements of The Corporation of the City of Pickering Trust Funds, which comprise the statement of financial position-as at December 31, 2016, the statement of financial activities and fund balance for the year thene[)ded, and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Financi~!. Statements Management is responsible for the preparation and fa1r pr~sentation of these financial statements in accordance with Canadian accounting standards for not~Jor-profit organizations, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditor's Responsibility <: ,~-~---.· . Our responsibility is to express an opiniohoh theseflnancial statements based on our audit. We conducted our audit in accordance with Canadian accounting standards for not-for-profit organizations. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement~/"c'" c. l . An audit involves performing ·procedures to obtain evidence about the amounts and disclosures in the financial statements. The procedJr&sselected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. 'I 1 20 1 21 Opinion In our opinion, the financial statements present fairly, in all material respects, the financial position of The Corporation of the City of Pickering Trust Funds as at December 31, 2016, and the results ofits operations and its cash flows for the year then ended in accordance with Canadian accounting,/ standards for not-for-profit organizations. ·· Chartered Professional Accountants Licensed Public Accountants -----·' 2017 / / 1---.. i Page 2 cs 22-17 June 12, 2017 Subject: Quotation No. Q-34-2017 Supply & Delivery of Various Trucks Page 2 , The quotation from Fraser Auto Group for one 2017 Ram 1500, 4 WD Y2 Ton Pickup Truck, one 2017 Ram 1500,4 WD Y2 Ton Pickup Truck with Crew Cab, one 2017 Ram 2500,% Ton Pickup Truck with Tailgate Lift, two Ram 4500, One Ton Trucks with Aluminum Dump Body and the quotation from East Court Ford Lincoln for one 2017 Ford F150, 2 WD Pickup Truck has received the highest evaluation scores from the Evaluation Committee. In accordance with Purchasing Policy Item 06.11 (c), where the compliant quotation -or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Financial Implications: 1. Quotation Amount 4 WD Y2 Ton, Pickup Truck with Standard Cab 4 WD% Ton, Pickup Truck with Crew Cab %Ton Pickup Truck with Tailgate Lift 1 Ton Truck with Aluminum Dump Body-2 Units 2 WD %ton Pickup Truck Subtotal HST (13%) Total Gross Quotation Cost 2. Estimated Project Costing Summary $32,242.04 33,083.84 36,756.95 126,582.18 30,509.00 $259,174.01 33,692.62 $292,866.63 Quotation No. Q-34-2017 Licences (for 6 vehicles) $259,174.00 1,800.00 Total project cost (excluding taxes) HST (13%) Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $260,974.00 33,926.00 $294,900.00 (29,333.00) $265.567.00 126 127 cs 22-17 June 12, 2017 Subject: Quotation No. Q-34-2017 Supply & Delivery of Various Trucks Page 3 3. Approved Source of Funds -2017 Fleet Vehicles Capital Budget Description Account Code Source of Funds Available Required Budget 4 WD ~Ton, 5315.1703.6157 Vehicle $32,000.00 $33,115.00 Pickup Truck with Replacement Standard Cab Reserve 4WD~Ton, 5780.1717.6157 Vehicle 35,000.00 33,971.00 Pickup Truck with Replacement Crew Cab Reserve %Ton Pickup 5719.1705.6157 Vehicle 55,000.00 37,709.00 Truck with Tailgate Replacement Lift Reserve 1 Ton Truck with 5780.1719.6157 Vehicle 130,000.00 129,421.00 Aluminum Dump Replacement Body-2 Units Reserve 2 WD ~ton 5340.1705.6157 Vehicle 35,000.00 31,351.00 Pickup Truck Replacement Reserve Total Funds S287100Q.OO S265 1567 .oo Net Project Cost under (over) Approved Funds $21,433.00 Discussion: Within the City's Fleet inventory, small trucks between ~ton and 1 ton are amortized over 5 to 7 years and are assessed for replacement pending a condition appraisal. Six City vehicles have exceeded their scheduled replacement dates, were recommended for replacement by Fleet Services and included in the approved 2017 Capital Budget (to be funded from Vehicle Replacement Reserve). An Evaluation Committee consisting of Public Works staff met on May 18, 2017 and each committee member evaluated the quotations based on the rated criteria. A combined average score for each quotation was determined as part of Stage II of the, evaluation process. Fraser Auto Group and East Court Ford Lincoln have received the highest scores. cs 22-17 June 12, 2017 Subject: Quotation No. Q-34-2017 Supply & Delivery of Various Trucks Page 4 After careful review of the submissions received, Public Works staff recommend the acceptance of the following: 1. Quotation No. Q-34-2017 submitted by Fraser Auto Group for one 2017 Ram 1500, 4 WD ~Ton Pickup Truck, one 2017 Ram 1500, 4 WD ~Ton Pickup Truck with Crew Cab, one 2017 Ram 2500, %Ton Pickup Truck with Tailgate Lift, two 2017 Ram 4500, One Ton Trucks with Aluminum Dump Body in the amount of $258,391.46 (HST included); 2. Quotation No. Q-34-2017 ,submitted by East Court Ford Lincoln for one 2017 Ford F150, 2 WD Pickup Truck in the amount of $34,475.17 (HST included); and, 3. that the total net project cost of $265,567.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated May 15,2017 2. Supply & Services Memorandum dated May 19, 2017 128 133 ~~at4 PICKERING Report to Council From: Marisa Carpino Director, Community Services Report Number: CS 23-17 Date: June 12, 2017 Subject: Quotation No. Q-43-2017 Quotation for Supply and Delivery of Street Sweeper File: A-1440 Recommendation: 1. That Quotation No. Q-43'-2017, submitted by Amaco Construction Equipment Inc. in the total amount of $347,730.38 (HST included), be accepted; 2. That the total gross project cost of $347,730.00 (HST included) and the total net project cost of $313,142.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the projects as follows: a) the sum of $250,000.00, as provided for in the 2017 Roads Equipment Capital Budget be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 5 years, at a rate to be determined; b) the sum of $63,142.00 to be funded by a transfer from the Vehicle Replacement 'Reserve; c) the annual repayment charges in the amount of approximately $55,000.00 be included in the annual Current Budget for the City of Pickering commencing 2017, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; d) 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; 4. That the draft by-law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. cs 23-17 June 12, 2017 Subject: Quotation No. Q-43-2017 Page 2 Executive Summary: The Public Works Section, within the Community Services Department, currently utilizes two street sweepers. The replacement of one street sweeper (Unit# 040, a 2006 Elgin) was approved in the 2017 Roads Equipment Capital Budget. On April 12, 2017, an advertisement was placed on the City's website. Two companies responded by the closing date of Thursday, May 4, 2017. The quotation submitted by Amaco Construction Equipment Inc. for one 2017 Johnson VT651 Four Wheel, Pure Vacuum Street Sweeper has received the highest score from the Evaluation Committee, meets the required specifications and is recommended for approval. In accordance with Purchasing Policy Item 06.11 (c), where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is over $250,000.00, the Manager may approve the award, subject to the approval of the Director, Treasurer, GAO and Council. Financial Implications: 1. Quotation Amount Supply and Delivery of Street Sweeper HST (13%) Total Gross Quotation Cost . 2. Estimated Project Costing Summary $307,726.00 40,004.38 $347.730.38 Quotation No. Q-43-2017 HST (13%) $307' 726.00 40,004.00 Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $347,730.00 (34,588.00) $313.142.00 134 135 cs 23-17 . Subject: Quotation No. Q-43-2017 3. Approved Source of Funds 2017 Roads Equipment Capital Budget ·Description Supply and Delivery of Street Sweeper Additional Funds Required Total Funds Account Code Source of Funds 5319.1701.6178 Debt-5 Years Vehicle Replacement Reserve Net Project Cost under (over) Approved Funds June 12, 2017 ·Page 3 Available Budget $250,000.00 0.00 $250.000.00 Required $250,000.00 63,142.00 $313,142.00 ($63, 142.00) This project has an over expenditure that exceeds 10% of the approved amount. The over expenditure is mainly due to the higher U.S. exchange rate. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditure exceeding 10% of the approved capital expenditure shall require the approval of the · Treasurer, the Chief Administrative Officer, and Council. The Director, Finance & Treasurer concurs that the additional funds required will be funded from the Vehicle Replacement Reserve, savings realized from vehicle purchases earlier in the year due to competitive bidding. Council approval is also being sought at this time for the additional funds required. Discussion: The Public Works Section, within the Community Services Department, currently utilizes two street sweepers. The replacement of one street sweeper (Unit# 040, a 2006 Elgin) which is currently out of service was approved in the 2017 Roads Capital Budget. The City requires a compliment of two road sweepers to adequately maintain our subdivision roads. In 2017, there were vehicle purchases acquired through quotations Q-24-2017, Q-25- 2017, and Q-26-2017 from which we realized significant savings due to competitive bidding. These savings will be re-directed to fund the additional cost required due the higher U.S. exchange rate. After careful revi.ew of all submissions received, Public Works staff recommends acceptance of the Quotation No. Q-43-2017 submitted by Amaco Construction Equipment Inc. for one 2017 Johnson VT651, Four Wheel, Pure Vacuum Street Sweeper in the amount of $307,726.00 (plus HST) and that the total net project cost of $313,142.00 (net of HST rebate) be approved. 137 -%of , P1CKER1NG Memo To: Marisa Carpino May 17, 2017 revised Director, Community Services· From: Vera A. Felgemacher Manager, Supply & Services ·Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject: Quotation No. Q-43-2017 Quotation for Supply and Delivery of Street Swt;:eper Closing: Thursday, April28, 2017 File: F-5300-001 Further to the memo dated May 9, 2017, two quotations proceeded to Stage II evaluation. A summary of the Stage II and I !I evaluati~:m results for ea~h quotation is attached. Am a co Construction Equipment Inc. is the top ranked respondent with a submitted price of $307,726.00 (HST excluded). Delivery times provided by each Respondent are also indicated on the attached spreadsheet. A budget of $250,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy; Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is:· (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO ahd Council. . . Please provide your recommendation in memo form, as Well as an on-line requisition. Please direct all enquiries to Supply & Services. Respondents will be advised in due course. If you1 require further iQformation or assistance, do not hesitate to contact me or a member of Sy1ppty & Services. J. j · VAF/sb Attachments (1) Page 2 of 2 138 139 ---'--------'-. ~ 61-.. - PICKERING To: Marisa Carpino Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services · Supervisor, Supply & Services Subject: Quotation No. Q-43-2017 . Quotation for Supply and Delivery of Street Sweeper Closing: Thursday, May 4, 2017 File: F~5300-001 Memo May 9, 2017 revised Quotation Q-43-2017 was sent to three (3) companies and advertised on the City's website, of which two (2) companies have responded. There are 2 stages in the evaluation process which are ol,Jtlined in Part 2 -Evaluation of Quotations of the quotation document. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Two quotations proceeded to Stage II, which consists of scoring each qualified quotation on the basis of the rated criteria o.utlined in Part 2 of the quotation document. Refer to Part 2 -Evaluation of Quotations, Item 2.3.2 -Rated Criteria, Page 7 for instructions on how each of the quotations is to be evaluated by the Evaluation Committee. Each member will review the submissions individually and careful!y according to the criteria in the bid document Upon completion of the individual scoring, return all Evaluation Committee score sheets with signatures to Sue Burgess, Buyer. Pricing has been evalu?ted by Supply & Services, and a score out of 40 points has been applied to the evaluation form: The completed evaluation results will be provided to the Evaluation Committee for review and approval. The following list of attachments has been provided to assist the Evaluation Committee to complete their individual evaluations: 1. Stage II-Evaluation of Rated Criteria; 2. Evaluation Form; 3. Spreadsheet showing points awarded for pricing; and 4. Copy of Request for Quotation Document Hard copies of the submissions will be forwarded to the Supervisor, Public Works Administration, for distribution to the Evaluation Committee. Please direct a !I enquiries to Supply & SeNices. Respondents will be advised of the outcome when the contract has been awarded. lf Jpu require further information, please contact myself or a member of Supply & Services. /~V"\. c./ J .c.:;_. ''lf VAF/sb/ Attachments ( 4) 140 141 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Supply and Delivery of Street Sweeper project in the City of Pickering and the issuance of debentures in the amount of $250,000.00 Whereas Section 11 of the Municipf:!l 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 debenture financing for the Supply and Delivery of Street Sweeper project; and, Whereas before authorizing the Supply and Delivery of Street Sweeper project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and therefore, Ontario Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved report CS 23-17 on the date hereof and awarded Quotation No. Q-43-2017 for the Supply and Delivery of Street Sweeper project; BY-LAW NO 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 project referred to as "Supply and Delivery of Street Sweeper project"; 2. That the estimated costs of the project in the amount of $313,142.00 be financed as follows: a) That the sum of $250,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five years, at a rate to be determined; b) That the sum of $63,142.00 be funded from the Vehicle Replacement Reserve; 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 2017 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 12th day of June, 2017 David Ryan, Mayor Debbie Shields, City Clerk 142 143 ---CiiJ {Jt;----Report to Council pJ(KERJNG Report Number: ENG 09-17 Date: June 12, 2017 From: Richard Holborn Director, Engineering Services Subject: Timmins Gardens & Boxworth Place Road Reconstruction -Tender No. T-9-2017 -File: A-1440 Recommendation: 1. That Tender No. T-9,..2017 for Timmins Gardens & Boxworth Place Road Reconstruction as submitted by Blackstone Paving & ,Construction Ltd. in the total tendered amount of $542,171.18 (HST included) be accepted; 2. That the total gross project cost of $660,212.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $594,541.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $594,541.00 as follows: a) The sum of $198,740.00 as approved in the 2016 Roads Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) The sum of $395,801.00 as approved in the 2016 Roads Capital Budget to be funded by a transfer from the Roads & Bridges Reserve Fund; 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2016 Roads Capital Budget, Timmins Gardens & Boxworth Place Road Reconstruction was approved as a construction project' Tender No. T-9-2017 was issued on Friday, May 5, 2017 and closed on Thursday, May 25,2017 with five bidders responding. The low bid of $542,171.18 (HST included) submitted by Blackstone Paving & Construction Ltd. is recommended for approval. The total gross project cost is estimated at $660,212.00 (HST included) with an estimated total net project cost of$594,541.00 (net of HST rebate). ENG 09-17 Subject: Timmins Gardens & Boxworth Place Road Reconstruction-Tender No. T-9-2017 Financial Implications: 1. Tender Amount Tender No. T-9-2017 HST (13%) Total 2. Estimated Pro"ect Costin Summary Tender No. T-9-2017-Tender for Timmins Gardens & Boxworth Place Road Reconstruction Associated Costs Materials Testing Construction Contingency (20% ) Sub Total-Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 3. Approved Source of Funds -Roads Capital Budget Expense Code Source of Funds Budget 5320.1607.6250 Federal Gas Tax Reserve Fund $198,740.00 5320.1607.6250 Roads & Bridges Reserve Fund 451,260.00 Total ~650!000.00 I Net project costs (over) under approved funds June 12, 2017 Page 2 $479,797.50 62,373.68 $542,171.18 $479,798.00 8,500.00 95,960.00 $584,258.00 75,954.00 $660,212.00 (65,671.00) $594,541.00 Required $198,740.00 395,801.00 ~594,541.00 $55,459.oo 1 Discussion: As part of the 2016 Roads Capital Budget, Timmins Gardens & Boxworth Place Road Reconstruction was approved as a construction project. City staff have conducted public consultation with area residents on this project, including mailing out an information notice of the proposed works, and hosting a Public Open House that was held at Pickering City Hall on Tuesday, December 6, 2016. Working concepts of the proposed design were on display during the Public Open House and Engineering Services staff were available to address any questions or concerns area residents had regarding the project. ·Tender No. T-9-2017 was issued on Friday, May 5, 2017 and closed on Thursday, May 25, 2017 with five bidders responding. The low bid submitted by Blackstone Paving & CORP0227 -07/01 revised 144 145 ENG 09-17 Subject: Timmins Gardens & Boxworth Place Road Reconstruction-Tender No. T-9-2017 June 12, 2017 Page 3 Construction Ltd. is recommended for approval. The total gross project cost is estimated at $660,212.00 (HST included), with an estimated total net project cost of $594,541.00 (net of HST rebate). References for Blackstone Paving & Construction Ltd., a list of subcontractors and the Waste Management Plan have been reviewed and are deemed acceptable by the Manager, Capital Projects and Infrastructure. The Health & Safety Policy, proof of Confined Space Entry Procedure and a list of employees trained in confined space entry procedure, and a current Certificate of Clearance issued by the Workplace Safety & Insurance Board as submitted by Blackstone Paving & Construction Ltd. have been .reviewed by the Human Resources Specialist, and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit, and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the · Engineering Services Department recommends acceptance of the low bid submitted by Blackstone Paving & Construction Ltd., for Tender No. T-9-2017 in the amount of $542,171.18 (HST included), and that the total net project cost of $594,541.00 be approved. Attachments: 1. Supply & Services Memorandum dated May 26,2017 2. Record of Tenders Opened and Checked 3. Location Map CORP0227-07/01 revised ATTACHMENT# / TO REPORT# {f'! (/ Oq-I -:t o< of...:J.__ Pursuant to Information to Bidders Item 26 and Tendering Specifications Items 21 and 22, the following documentation will be requested of Blackstone Paving and Construction Ltd. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the currently dated and signed Health and Safety Policy to be used on this project (or City's Health & Safety Regulation Form); (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; . (c) The City's certificate of insurance or approved alternative form completed by~the Bidder's agent, broker or insurer; (d) Proof of compliance with amended Confined Spaces Regulation (July 1, 2011). Copy(ies) of certified Training and Procedures to be used on this project; (e) List of employees trained in the confined space entry procedure who will be working on this project; (f) Completed Sub-contractors List, listing ali sub-contractors who may be carrying out . any part of this Contract; (g) Completed Accessibility Regulations for Contract Services form; and (h) Waste Management Plan A budget of $650,000 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the · highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your report: t. if Items (a) (b) (d) (e) noted above are acceptable to the Acting Co-ordinator, Human Resources or designate; 2. if Item{~) is acceptable to the Manager, Budgets & Internal Audit; 3. if Items (f) (h) are acceptable to Engineering Services; 4. any past work experience with low bidder Blackstone Paving and Construction Ltd. including work location; 5. the appropriate account number(s) to which this work is to be charged; 6. the budget amount(s) assigned thereto; 7. Treasurer's confirmation of funding; 8.. related departmental approvals; and 9. related comments specific to the project. May 26,2017 Tender No. T-9-2017 Timmins Gardens & Boxworth Place Road Reconstruction Page ~ 48 ENG13-17 Subject: Tender for Palmer Bridge Rehabilitation Tender No. T-14-2017 Financial Implications: 1. Tender Amount Tender No. T-14-2017 HST 13% Total 2. Estimated Project Cost Summary June 12, 2017 Page 2 $1,918,869.00 249.452.97 $2.168.321.97 Tender No. T-14-2017-Tender for the Palmer Bridge Rehabilitation $1,918,869.00 Associated Costs TRCA Permit Fees Materials Testing Construction Contingency ( 14%) Sub Total-Costs HST 13% Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 4,755.00 40,ooo.po 268,642.00 $2,232,266.00 290,195.00 $2,522,461.00 (250,907.00) $2.271.554.00 3. Approved Source of Funds -2015 Capital Budget-Development Projects Account Code 5320.1504.6250 Additional Funds Required Total Funds Source of Funds York Region SEC Funding Agreement York Region SEC Funding Agreement ) Project Cost under (over) approved funds by CORP0227-07/01 revised 153 Available Budget Required $1,900,000.00 $1,900,000.00 0.00 $371,554.00 $1.900,000.00 $2,271.554.00 ($371 ,554.oo) 1 ENG 13-17 Subject: Tender for Palmer Bridge Rehabilitation Tender No. T-14-2017 June 12, 2017 Page 3 In the 2015 Capital Budget the Palmer Bridge Rehabilitation was approved as a construction project. Note that with regard to the contribution from York Region's (SEC) Enhancement Fund, in addition to the approved budget of $1 ,900,000.00, there is an option within the Community Enhancement Agreement, Section 2.02 (b), to increase the project's funding by 20%, which is $380,000.00 for this project, as long as there is sufficient funds available that can be transferred from other SEC enhancement projects that have been implemented under budget. A review of the completed SEC enhancement project costs has confirmed that there is sufficient savings from projects to cover the additional amount of $371,554.00 required. After incorporating a contingency provision, the project exceeded 10% of the original approved amount. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditures exceeding 10% of the approved capital expenditures shall require the approval of the Treasurer, the Chief Administrative Officer, and Council. Council approval is being sought at this time for the additional funds required. Discussion: As part of the Southeast Collector (SEC) Trunk Sewer enhancement funding agreement with the Region of York, one of the approved projects· is to rehabilitate the Palmer Bridge. As part of the 2015 Roads Capital Budget-Palmer Bridge Rehabilitation was approved as a construction project. Tender No. T-14-2017 was issued on Thursday, May 4, 2017 and closed on Thursday, May 25, 2017 with three bidders responding. The low bid of $2,168,321.97 (HST included) submitted by Bob Hendricksen Construction Ltd. is recommended for approval. The total gross project cost is estimated at $2,522,461.00 (HST included) with an estimated total net project cost of $2,271,554.00 (net of HST rebate). References for Bob Hendricksen Construction Ltd. have been checked and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Waste Management Plan has been reviewed and deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, proof of Confined Space Entry Procedure and a list of employees trained, a current WSIB Workplace Injury Summary Report, Certificate of Clearance issued by the Workplace Safety & Insurance Board have been reviewed by the Human Resources Specialist and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit, and deemed acceptable. In conjunction with staffs review of the contractor's previous work experience and bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends acceptance of the low bid submitted by Bob Hendricksen Construction Ltd. for Tender No. T-14-2017 in the amount of $2,168,321.97 (HST included), and the total net project cost of $2,271,554.00 (net of HST rebate) be approved. CORP0227 -07/01 revised 154 ---Clg1 ef--- PJCKERJNG Report to Council Report Number: ENG 15-17 Date: June 12, 2017 From: Subject: Richard Holborn Director, Engineering Services Request for Additional Funding for Consulting Services Proposal No. RFP-4-2015 -Palmer Bridge Rehabilitation File: A-1440 Recommendation: 1. That the additional fee proposal as submitted by AECOM Canada Ltd. in the amount of $114,194.41 (HST included) for the change in scope of work for the Palmer Bridge Rehabilitation detail design, contract administration and field inspection be accepted; 2. That the total revised gross project cost of$372,558.00 (HST included) and the total revised net project cost of $335,500.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total revised net project cost as approved in the 2014 Roads Capital Budget in the amount of $335,500.00 by an additional transfer of $50,500.00 from the York Region Southeast Collector Funding Agreement; and 4. That the appropriate officials of the C'ity of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the Southeast Collector (SEC) Trunk Sewer Project funding agreement for community enhancements in the City of Pickering with the Region of York, one of the approved projects was to rehabilitate the Palmer Bridge ata total estimated cost of $2, 185,000.00. As part of the 2014 Roads Capital Budget, $285,000.00 was approved by Council for the completion of design drawings and tender documents. RFP-4-2015 was awarded to AECOM Canada Ltd. in the amount of $175,263.00 (HST included). With reference to Report ENG 14-16 it was noted that there was a change in the scope of the project requiring additional funds. The selection of Design Alternative 3 which included widening the existing bridge deck to provide for a sidewalk on each side of the bridge and bike lanes, resulted in additional fees totaling $71,682.00 (HST included). Due to a change in scope of the work required to address the Toronto and Region Conservation Authority (TRCA) comments and finalize their permit requirements, AECOM Canada Ltd. is requesting an additional fee of $27,931.34 (HST included). Also, due to the chosen methodology of rehabilitating the bridge with one lane open at all times, the construction time has been increased by 50% resulting in an additional fee increase for contract administration and field inspection in the amount of $86,263.07 (HST included). 1 61 ENG 15-17 Subject: Request for Additional Funding for Consulting Services Proposal No. RFP-4-2015-Palmer Bridge June 12, 2017 Page 3 Note that with the regard to the contribution from the York Region (SEC) Enhancement Fund, in addition to the approved budget of $285,000.00, there is an option within the Community Enhancement Agreement, Section 2.02 (b), to increase the project's funding by 20%, which is $57,000.00 for this project, as long as there is sufficient funds available that can be transferred from other SEC enhancement projects that have been implemented under budget. A review of the completed SEC enhancement projects costs has been confirmed that there is sufficient savings from other projects to cover the additional $50,500.00 required. After incorporating a contingency provision, the project exceeded 10% of the original approved amount. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditures exceeding 10% of the approved capital expenditures shall require the approval of the Treasurer, the Chief Administrative Officer, and Council. Council approval is being sought at this time for the additional funds required. Discussion: As part of the SEC Trunk Sewer Project funding agreement for community enhancements in the City of Pickering with the Region of York, one of the approved projects is to rehabilitate the Palmer Bridge, located on Valley Farm Road, north of Finch Avenue. As part of the 2014 Roads Capital Budget, $285,000.00 was approved by Council for the completion of design drawings and tender documents in preparation for tenders to be called for rehabilitation of the Palmer Bridge. RFP-4-2015 was awarded to AECOM Canada Ltd. in the amount of $175,263.00 (HST included). Due to a change in scope of the project to widen the bridge deck to allow for sidewalk and bike lanes on both sides of the bridge, additional fees in the amount of $71,682.00 (HST included) were approved through Report ENG 14-16 . . Due to a change in scope of the work required to address the Toronto and Region Conservation Authority comments and finalize their permit requirements, AECOM was required to complete the following additional tasks at an additional cost of $27,931.34 (HST included): • Completion of a Meander BeltWidth.Assessment and 100 Year Erosion Limit by AECOM fluvial geomorphologists. • Updates to drawings to provide additional details regarding the arrangement and installation of the proposed cofferdam. • Preparation of detailed fill calculations and sketches. • Additional Hydraulic Analysis for storm sewer outfall and erosion protection. • Additional written and verbal correspondence with TRCA CORP0227-07/01 revised 163 ENG 15-17 Subject: Request for Additional Funding for Consulting Services Proposal No. RFP-4-2015-Palmer Bridge June 12, 2017 Pa.ge 4 The contract administration and field inspection has increased for the following tasks at an additional cost of $86,263.07 (HST included): • The estimated contract administration and field inspection time has been increased to 24 weeks from 12 weeks (original proposal was for 12 weeks). • Consultant hourly rates have been adjusted to 2017 rates (compared to 2016 rates in the original proposal). • Additional time has been added for shop drawing review due to the bridge deck being widened. • Additional fees have been included for weekly site visits for an Environmental Monitor as required by TRCA. As such, AECOM Canada Ltd. submitted a proposal dated May 26, 2017 outlining the scope change and the additional fees of $114,194.41 (HST included) required to address them. The proposal has been accepted by City staff. The Engineering Services Department recommends acceptance of the additional fee proposal for a change in scope of work for the Palmer Bridge Rehabilitation submitted by AECOM Canada Ltd. , in the amount of $114, 194.41 (HST included) and recommends a total revised net project cost of $335,500.00 be approved. · Attachments: 1. Report ENG 14-16 2. Council Resolution # 178/16 CORP0227-07/01 revised 164 167 ATTACHMENT# I TO REPORT# ENC7 IS-fl- £3 of ~ ENG 14-16 June 20,2016 Subject Request for Additional Funding for Consulting Services Proposal No. RFP-4-2015-Palmer Bridge Financial Implications: 1. Quotation Amount Fee Proposal May 9, 2016 Scope Change Palmer Bridge Widening -Alternative 3. HST (13%) Total Gross Quotation Cost 2. Estimated Project Costing Summary Scope Change Palmer Bridge Widening -Alternative 3 Request for Proposal· No. RFP-4-2015 Contingency (10%) Subtotal HST (13%) Total Revised Gross Project Cost HST Rebate (11.24%) Total Net Project Cost · 3. Approved Source of Funds 2015 Roads Capital Budget Description Fee Proposal Total Funds Account Code Source of Funds 5320.1408.6250 York Region SEC Funding Agreement Net Project Cost under (over) Approved Funds: Page 2 $63,435.00 8,247.00 $71.682.00 $63,435.00 155,100.00 21,854.00 $240,389.00 31 251.00 271,640.00 (27,020.00) $244 620.00 ·Available· Required Budget $285,000.00 . $244,620.00 $285.000.00 $244.620.00 $40,380.0d Staff are recommending approval of an increase in the net project cost of $71,008.00 from the amount that was approved by the Chief Administrative Officer in a memo dated September 3, 2015. Due to the increase exceeding the threshold of 10%, Council approval is required. CORP0227-07/01 revised 121 171 -Cdt;t)f- P1CKER1NG Report to Council Report Number: PLN 13-17 Date: June 12, 2017 From: Subject: Kyle Bentley Director, City Development & CBO Official Plan Amendment Application OPA 15-002/P Zoning By-law Amendment Application A 12/15 23994 78 Ontario Inc. Plan 388, Part of Lots 2 and 3 ( 1956 Altona Road) Recommendations: 1. That Official Plan Amendment Application OPA 15-002/P, submitted by 2399478 Ontario Inc., to re-designate the lands being Plan 388, Part of Lots 2.and 3, from "Urban Residential Areas-Low Density Areas" to "Urban Residential- Medium Density Areas" to allow a condominium development consisting of 27 townhouse units, be approved, and that the draft by-law to adopt Amendment 30 to the Pickering Official Plan as set out in Appendix I to Report PLN 13-17 be forwarded to Council for enactment; and 2. That Zoning By-law Amendment Application A 12/15, submitted by 2399478 Ontario Inc., to facilitate a residential condominium development consisting of 27 townhouse units on lands being Plan 388, Part of Lots 2 and 3, be approved, and thatdraft Zoning By-law Amendment as set out in Appendix II to Heport PLN 13-17 be forwarded to Council for enactment. Executive Summary: The subject property is located on the west side of Altona Road, north of the Hydro Corridor and south of Finch Avenue in the Rouge Park Neighbourhood (see Location Map, Attachment #1). The applicant's original proposal was for a residential condominium development consisting of 73 stacked, back-to-back townhouse units within three multi-unit residential blocks, accessed through an internal private road (see Original Concept Plan, Attachment #3). The proposal had a residential density of approximately 130 units per net hectare, and required an Official Plan Amendment to re-designate the easterly developable portion of the subject lands from "Urban Residential Areas - Low Density Areas" to "Urban Residential Areas-High Density Areas". Report PLN 13-17 June 12, 2017 Subject: 2399478 Ontario Inc. (OPA 15-002/P & A 12/15) Page 2 In response to concerns that the proposal over-developed the site, the applicant revised the form and density of the development (see Revised Concept Plan, Attachment #4). The revised proposal requires an Official Plan Amendment to re-designate the easterly developable portion to "Urban Residential Areas-Medium Density Areas". The key revisions include: • reducing the total number of units from 73 units to 27 units • revising the type of units from stacked back-to-back townhouses to block, lane and back-to-back townhouses • refining the limits of development resulting in a slightly smaller developable area of 0.57 of a hectare • decreasing the density in the original proposal from 130 units per net hectare to 47.4 units per net hectare in the revised proposal • introducing a micro-grid energy generation system (solar panels) and battery storage area, with the possibility of an additional future micro-grid energy generation facility in the future · In light of the revisions to the proposal, staff support the proposed residential development as it is in keeping with the emerging medium density form of development along Altona Road. Accordingly, staff recommends that Council approve Official Plan Amendment Application OPA 15-002/P, and Zoning By-law Amendment Application A 12/15. Financial Implications: No direct costs to the City are anticipated as a result of the proposed development. 1. Background 1.1 Property Description The subject property is vacant and is located on the west side of Altona Road, north of the Hydro Corridor and south of Finch Avenue, in the Rouge Park Neighbourhood (see Location Map, Attachment #1). The property has an area of approximately 2.4 hectares with approximately 44.5 metres of frontage along Altona Road. The subject property is heavily treed. The western portion of the property contains significant open space lands associated with the Petticoat Creek Valley and the Townline Provincially Significant Wetland Complex (see Air Photo, Attachment #2). Surrounding land uses include: north: townhouses under construction and environmentally sensitive lands associated with the Petticoat Creek Valley and the Townline Provincially Significant Wetland Complex east: across Altona Road, townhouses under construction south: a Hydro Corridor and further south low density residential development 172 173 Report PLN 13-17 Subject: 2399478 Ontario Inc. (OPA 15-002/P & A 12/15) June 12, 2017 Page 3 west: the Townline Provincially Significant Wetland Complex and Petticoat Creek Valley lands to the west 1.2 Applicant's Original Proposal The applicant's original proposal was for a high density condominium development consisting of 73 stacked, back-t~-back townhouse units within three multi-unit residential blocks accessed through an internal private road, with vehicular access from Altona Road (see Original Concept Plan, Attachment #3). This proposal required the easterly developable portion of the subject lands to be re-designated from "Urban Residential Areas-Low Density Areas" to "Urban Residential Areas-High Density Are'as". Details of the original proposal included: • two residential blocks of 4-storeys (approximately 14.0 metres in height) with two units of 2-storeys stacked above each other • one residential block having 3-storeys (approximately 10.5 metres in height) with a single storey through unit on the first floor and a 2-storey unit above • a single underground level of resident parking with visitor parking at grade • vehicular access provided through a 6.5 metre wide private road off Altona Road • a small parkette in the north area of the site • an internal pedestrian pathway system 1.3 · Applicant's Revised Proposal In response to concerns and comments received from commenting agencies, the applicant has submitted a revised concept plan (see Revised Concept Plan, Attachment #4). The revised concept plan proposes a medium density condominium development consisting of 27 townhouse units within four residential blocks. Specifically, the key changes to the proposal include: • the limit of development with a 6.0 metre buffer has been defined to the satisfaction of the Toronto and Region Conservation Authority resulting in a net developable area of 0.57 of a hectare • total number of units have been reduced to 27 units consisting of 6 rear lane townhouse units, 9 traditional townhouse units, and 12 back-to-back units • the site density has been reduced to 47.4 units per net hectare • the required amendment to the Official Plan is to designate the subject lands to "Urban Residential Areas-Medium Density Areas" rather than "Urban Residential Areas-High Density Areas" • all parking is provided at grade proposing resident parking at two spaces per unit (block and back-to-back townhouses at one space within the garage and one space on the driveway, and lane townhouses at two spaces within the garage) and visitor parking at a ratio of 0.25 spaces per unit • building heights have been revised from 3 and 4-storeys to 3-storeys • an outdoor amenity area is partially located within the 6.0 metre buffer Report PLN 13-17 June 12, 2017 Subject: 2399478 Ontario Inc. (OPA 15-002/P &A 12/15) Page4 41 a micro-grid energy system was introduced as part of the development (see Section 3.5 of this report for more details on the proposed micro-grid energy system) A draft plan of condominium application will be submitted at a later date. The development will be subject to site plan approval. 2. Comments Received 2.1 Public Information Meeting and Written Submissions The Public Information Meeting was held on November 9, 2015 at which no members of the public attended the meeting to voice their comments regarding the proposed residential development. No comments have been received from the public as a result of circulation of the public notice of the application. 2.2 City Departments and Agency Comments 2.2. 1 Region of Durham • the Regional Official Plan designates the subject lands as "Living Areas" and "Major Open Space Areas" • "Living Areas" shall be used predominately for housing purposes and are to be developed in a compact form through higher densities and by intensifying and redeveloping existing areas, particularly along arterial roads • "Major Open Space Areas" shall be for conservation, and a full range of agricultural, agricultural-related and secondary uses • the proposed development supports infill development within the urban area, consistent with the policies and direction of the Regional Official Plan • in accordance with Regional By-law 11-2000, the Official Plan Amendment application is exempt from Regional approval • sanitary sewer and municipal water supply is available to service the proposed lots 41 the Stage 1 & 2 Archaeological Assessment, prepared by This Land Archaeology Inc., recommended no further archeological assessment required, and that a clearance letter from the Ministry of Culture, Tourism and Sport has been provided • as the Phase Two Environmental Site Assessment (ESA), prepared by Terrapex, concluded that concentrations of two contaminants exceeded Provincial Ministry standards, the Region requires a Record of Site Condition (RSC) and a clearance letter from the Ministry of the Environment and Climate Change (MOECC) prior to site plan approval 174 175 Report PLN 13-17 June 12, 2017 Subject: 2399478 Ontario Inc. (OPA 15-002/P & A 12/15) Page 5 • the Revised Environmental Noise Assessment prepared by YCA Engineering Ltd., recommends mandatory air conditioning for Block 1 (lane townhouses), provision for adding future air conditioning for Block 2 (block townhouses) and Block 4 (back-to-back townhouses), and appropriate warning clauses for indoor and outdoor sound levels included in all offers of purchase and sale for dwelling units in Block 1 (lane townhouses), Block 2 (block townhouses) and Block 4 (back-to-back townhouses) • Altona Road is identified as a Type 'B' Arterial Road, the Region has confirmed that the current property line is acceptable at 1956 Altona Road and that a 3.0 metre road widening is not required • the Region also concurs with the recommendations of the Traffic Study prepared by GHD that the construction of right and left turning lanes on Altona Road are not required 2.2.2 Toronto and Region Conservation Authority • the subject lands are partially located within a Toronto and Region Conservation Authority (TRCA) Regulated Area of the Petticoat Creek Watershed, a permit is required from the TRCA prior to any development taking place • additional land base and ecosystem compensation for impacts to the natural heritage system have been agreed to between the applicant and TRCA • conveyance of the valley portion to the TRCA will be required • a geotechnical brief addressing site grading and future maintenance (including a cross-section drawing from the limits of the north side of the road to the mid-bottom of the slope on the adjacent property) of the access road along the south property boundary is required at site plan approval • the functional site servicing report and associated grading and servicing plans must show the revised limits of development (grading or stormwater management controls must not be shown beyond the limit of development) • all development including the proposed limit of conveyance must be adequately buffered from the top of bank • the proposed energy battery storage area must be 6.0 metres from the long term stable slope line 2.2.3 Durham Catholic District School Board • the students generated from the proposed development will attend St. Monica Catholic Elementary School and St. Mary Catholic Secondary School 2.2.4 Durham District School Board • the students generated from the proposed development will attend Elizabeth B. Phin Public School and Dunbarton High School Report PLN 13-17 Subject: 2399478 Ontario Inc. (OPA 15-002/P & A 12/15) 2.2.5 Engineering Services Department • no objection to the proposal June 12, 2017 Page 6 • matters with respect to grading and drainage, tree preservation and protection, fencing details and requirements, stormwater management details and construction management requirements will be further reviewed through the Site Plan Approval process • the applicant may be required to enter into a development agreement with the City of Pickering for off-site works such as the provision and installation of roads, services, grading, drainage, easements, cost sharing, as well as securities and insurance • on-site works prior to Site Plan Approval will not be permitted, unless the City has issued a permit under the Fill and Topsoil Disturbance By-law 3. Planning Analysis 3.1 The amendment to the Official Plan to increase the density on the subject lands is appropriate The subject lands are within the Rouge Park Neighbourhood. The easterly developable portion of the subject lands are designated "Urban Residential Areas- Low Density Areas", and the westerly non-developable portion of the subject . lands are designated "Open Space System-Natural Areas". The Low Density designation provides for housing at a residential density of up to and including 30 units per net hectare. The policies of the Official Plan state that City Council shall encourage a broad diversity of housing by form, location, size, tenure, and cost within the neighbourhoods and villages of the City, so that the housing needs of existing and future residents can be met as they evolve over time. The smaller developable area and reduced number of units results in a net residential density of 47.4 units per hectare. The "Urban Residential Areas- Medium Density Areas" designation provides for housing at a net residential density of over 30 units and up to and including 80 units per net hectare. The City's Official Plan requires that density be calculated on the basis of net residential density, which excludes all lands to be conveyed to public ownership such as valley lands, public roads, and road widenings. The proposal is an infill residential project that is in keeping with recently approved residential development along Altona Road north of the Hydro Corridor which is of medium density residential form. The proposal will also provide for a mix of housing form and tenure, and will assist the City in achieving its intensification targets. The proposal is also consistent with the Provincial Policy Statement and conforms to the Growth Plan for the Greater Golden Horseshoe. For these reasons, re-designating the easterly developable portion of the subject 176 177 Report PLN 13-17 June 12, 2017 Subject: 23994 78 Ontario Inc. (OPA 15-002/P & A 12/15) Page 7 lands from Low Density Residential to Medium Density Residential is appropriate in order to facilitate the development of the developable portion of the subject lands. 3.2 Revisions to the proposal achieve compatibility with the surrounding community In reviewing the revised proposal, staff considered various matters such as the proposed uses; arrangement of uses on the site; building height and setbacks; the limit of the developable area; landscaping; parking, and traffic implications. The reduction in the overall number of units is a result of a further refinement of the developable area, and replacement of stacked townhouses with block, lane and back-to-back townhouse dwellings. The proposed condominium townhouse development is similar in terms of building form and height to the residential developments that are under construction to the north of the subject site and to the east across Altona Road. Appropriate outdoor amenity areas are provided in the form of a communal amenity area in the northwest area of the subject site, rear yards for the block townhouses, and uncovered decks above the garages for the lane townhouses. Resident parking is provided at two spaces per unit (block and back-to-back townhouses at one space within the garage and one space on the driveway, and lane townhouses at two spaces within the garage) and visitor parking at a ratio of 0.25 spaces per unit. The revisions proposed by the applicant will ensure that the proposal is compatible with the emerging community. 3.3 The revised proposal will have minimal traffic impact on Altona Road and surrounding road network The applicant submitted a Proposed Access Location Traffic Impact Brief, prepared by GHD, dated March 9, 2015, in support of the original proposal. The Brief determined that the original proposal of 73 units would generate 7 inbound and 34 outbound automobile weekday trips, and 32 inbound and 16 outbound automobile weekend trips. Based on the estimated trips, the Brief recommends that the proposed location of the driveway on Altona Road is appropriate, and that neither a southbound right-turn lane nor a northbound left-turn lane are required. The Brief concluded that the existing road network can easily accommodate the estimated future traffic that would be generated from the site with minimal traffic operational impact. Regional Works and City Engineering Services have reviewed the submitted Traffic Impact Brief and are satisfied that the revised proposal will not have any significant impact on Altona Road. Report PLN 13-17 June 12, 2017 Subject: 2399478 Ontario Inc. (OPA 15-002/P & A 12/15) 3.4 Environmental lands and associated buffers will be conveyed to the Toronto and Region Conservation Authority Page 8 The TRCA is in agreement with the staked top of slope, staked drip line of vegetation, and the long term stable top of slope shown on the revised proposal. Subject to appropriate mitigation and compensation, the TRCA has also permitted minor encroachment of some development into the natural features area, such as the communal amenity area, and the condominium road. The lands below the greater of either the long term stable top of slope or staked drip line including a 6.0 metre buffer will be conveyed to the TRCA. These conveyed lands are recommended to be zoned to an Open· Space Hazard Lands zone category restricting the use of the lands to preservation, conservation, and resource management, amenity area, and access driveway. 3.5 The proposed development is to be energy efficient In partnership with Veridian Connections, Opus One, and the Ontario Ministry of Energy, the applicant is proposing that the development contain a community energy micro-grid consisting of roof top solar panels, community battery storage, individual homeowner battery storage, coordination with the electric distribution grid, and community electric vehicle charging. Power will be generated from roof top solar panels (or a potential future small scale electrical generation facility) and either stored in the on-site batteries for later use by the future condominium corporation, or made available to the grid to serve other developments within 10 to 15 kilometers. Some of the benefits of such a project include: • increased reliability of services and backup power • reduced long term homeowner energy costs • reduced greenhouse gas emissions • operational improvements to the smart electricity grid • community access to energy data • reduced long term condominium fees from net metering of solar and lease payments from Veridian The proposed community micro-grid site (energy storage batteries and a future gas generation facility) located west of Block 3 (block townhouses) is within the valley corridor and is 6.0 metres from the long term stable top of slope. These lands will be in the ownership of the future condominium corporation and are recommended to be zoned within an Open Space zone category restricting the use of lands to community micro-grid battery storage and energy generation. Access to the community micro-grid will be by way of a 3.0 metre wide condominium driveway located within the 6.0 metre natural area buffer. 178 Report PLN 13-17 Subject: 2399478 Ontario Inc. (OPA 15-002/P & A 12/15) June 12, 2017 Page 9 3.6 Technical matters will be addressed through site plan approval The development will be subject to site plan approval. Technical matters to be further addressed include, but are not limited to: • construction management/erosion and sediment control • stormwater management • noise mitigation measures including noise warning clauses • on-site grading • a geotechnical brief addressing site grading and ·future maintenance of the access road along the south property boundary • site servicing • landscaping • submission of a RSC and clearance letter from the MOECC • street tree planting along the internal private road and along Altona Road • tree compensation • payment of cash-in-lieu of parkland dedication • architectural review 3.7 Staff support the proposed Official Plan Amendment and recommend that a zoning by-law be finalized and forwarded to Council for enactment Based on the revised concept plan, staff supports the site specific Official Plan Amendment to re-designate the subject lands from "Urban Residential Areas- Low Density Areas" to "Urban Residential Areas-Medium Density Areas", and recommends that the By-law to adopt Amendment 30 be forwarded to Council for enactment (see Appendix 1). Also based gn-the-revi&ed concept plan, staff supports the request to rezone the . subject land~ tp appropriate residential, open space and open space hazard . ~lar:~es-~eHeGategorieslto permit the proposed residential development. Staff ~ recommends that the site specific implementing by-law, as set out in Appendix II of this Report, be approved and forwarded to Council for enactment. 3.8 Applicanfs Comments The applicant has been advised of the recommendations of this report. 179 1 81 Appendix I to Report PLN 13-17 Draft By-law to Adopt Amendment 30 to the Pickering Official Plan for Official Plan Amendment Application OPA 15-002/P Exhibit "A" to By-law 7569/17 Recommended Amendment 30 to the City of Pickering Official Plan 183 Purpose: location: Basis: Actual Amendment: Implementation: Interpretation: OPA 15-002/P A 12/15 2399478 Ontario Inc. Amendment 30 to the Pickering Official Plan The purpose of this amendment is to re-designate the lands located on the west side of Altona Road, north of the Hydro Corridor and south of Finch Avenue from "Urban Residential Areas-Low Density Areas" to "Urban Residential Areas-Medium Density Areas" to facilitate a residential condominium development. The site specific amendment affects the lands located on the west side of Altona Road, north of the Hydro Corridor and south of Finch Avenue described as Plan 388, Part of Lots 2 and 3, City of Pickering. Through the review of Official Plan Amendment Application 15-002/P, and Zoning By-law Amendment Application A 12/15, City Council determined that the Amendment facilitates a development that is compatible with the surrounding community, and is an appropriate intensification project in Pickering's urban area. The Amendment is consistent with the policies of the Provincial Policy Statement 2014, and conforms to the Growth Plan for the Greater Golden Horseshoe and the Durham Regional Official Plan. The City of Pickering Official Plan is hereby amended by: 1. Amending Schedule I -Land Use Structure by replacing the "Urban Residential Areas-Low Density Areas" designation with "Urban Residential Areas-Medium Density Areas" designation for lands located on the west side of Altona Road, north of the Hydro Corridor and south of Finch Avenue, as illustrated on Schedule 'A' attached to this amendment. The provisions set forth in the City of Pickering Official Plan, as amended, regarding the implementation of the Plan shall apply in regard to this Amendment. The provisions set forth in the City of Pickering Official Plan, as amended, regarding the interpretation of the Plan shall apply in regard to this Amendment. 184 Recommended Draft: Zoning By-law , Appendix II to Report PLN 13-17 For Zoning By-law Amendment Application A 12/15 186 187 The Corporation of the City of Pickering Being a By-law to amend Area (Zoning) By-law 3036, as amended, to implement the Official Plan of the City of Pickering, Region of Durham, Plan 388, Part of Lots 2 and 3, City of Pickering (OPA 15-002/P and A 12/15) Whereas the Council of The Corporation of the City of Pickering received an application. to rezone the subject lands being Plan 388, Part of Lots 2 and 3, in the City of Pickering to permit the development of a condominium consisting of block townhouse and back- to-back townhouse units accessed from a private road; And whereas an amendment to By-law 3036, as amended, is therefore deemed necessary; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Schedules I, II and Ill Schedules I, II and Ill to this By-law with notations and references shown thereon are hereby declared to be part of this By-law. 2. Area Restricted The provisions of this By-law shall apply to those lands in, Plan 388, Part of Lots 2 and 3 in the City of Pickering, designated "MD-H16", "OS-1", and "OS-HL-6" on Schedule I to this By-law. · · 3. General Provisions No building, structure, land or part thereof shall hereafter be used, occupied, erected, moved or structurally altered except in conformity with the provisions of this By-law. 4. Definitions In this By-law, (1) "Air Conditioner" means any mechanical equipment which is required for residential domestic use and which must be installed outdoors including . central air conditioning units, heat pumps, heat exchange units, emergency generators and other such equipment. (2) "Amenity Area" means a communal outdoor area located anywhere on a lot, or the roof of a parking structure, private garage or any other building which includes landscape area and is designed to accommodate play 189 Page 3 iii) contains kitchen and bathroom facilities that are intended for the use of the unit only; and iv) is not a mobile home or any vehicle. (9) "Grade" or "Established Grade" means the average elevation of the finished level of the ground adjoining all exterior walls of a building. (1 0) "Lands, Subject" means the lands subject of this by-law. (11) "Lot" means 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. ( 12) "Parapet Wall" means the portion of an exterior wall extending above the roof. (13) "Parking Lot" means a lot or portion thereof provided for the parking of motor vehicles accessory or incidental to the main use. (14) "Porch" means a. roofed deck or portico structure attached to the exterior wall of a building. A basement may be located under the porch. (15) "Premises" means the whole or part of lands, buildings or structures, or any combination of these. (16) "Primary Entrance Door" means the principal entrance by which the resident enters or exits a dwelling unit. (17) "Private garage" means 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. (18) (a) "Street" means a right-of-way or roadway that is used by vehicles and includes a public highway and a private street within a condominium. (b) "Street, Private" means: i) a right-of-way or roadway that is used by vehicles and is maintained by a condominium corporation; ii) a private road condominium, which provides access to individual freehold lots; iii) a private right-of-way over private property, that affords access to lots abutting a private street; but is not maintained by a public body and is not a lane. By-1 1 91 Page 5 (d) Parking Requirements (minimum): (i) 2.0 parking spaces per dwelling unit plus 0.25 of a parking space per dwelling unit for visitors (e) Driveway Width (maximum): (i) Block Townhouse Dwelling and Back-to-Back Townhouse Dwelling: 3.7 metres (ii) Despite 5.2(e)(i) above, Maximum Driveway Width shall not apply for the lands in the hatched area A as shown on Schedule Ill to this By-law. (f) Garage Requirements: (i) Block Townhouse Dwelling and Back-to-Back Townhouse Dwelling: Minimum 1 private garage per dwelling unit attached to the main building, the vehicular entrance of which shall be located a minimum of 6 metres from the private street that provides vehicle access to the private garage (ii) Despite 5.2(f)(i) above, a minimum 1 private garage per dwelling unit attached to the main building for the lands in the hatched area Aas shown on Schedule Ill to this By-law. (g) Interior Garage Size (minimum): (i) Block Townhouse Dwelling and Back-to-Sack Townhouse Dwelling: A private garage shall have a minimum width of 2.9 metres and a minimum depth of 6.0 metres; however, the width may include 1 interior step and the depth may include 2 interior steps. Report CLK 04-17 June 12, 2017 Subject: 2018 Municipal Election Page 3 Recommended for the consideration of Pickering City Council ~ rt,2Pt7 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 205 -0/;Jo/ . PICKERlNG To: Paul Bigioni Director, Corporate Services & City Solicitor From: Vera A. Felgemacher Manager, Supply & Services Copy: Legal & Legislative Services Assistant Supervisor, Supply & Services Subject: Proposal No. RFP-5-2017 Internet & Telephone Voting for the 2018 Municipal Election Closing Date: May 18, 2017 -File: F-5300-001 Memo May 23,2017 Terms of Reference for Internet & Telephone Voting for the 2018 Municipal Election was advertised on the City's website on May 4, 2017. Four companies have submitted a proposal. Stage I ~ Mandatory Submission Requirements -determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies .. One Respondent rectified deficiencies in their submission within the rectification period.· Four proposals proceed to Stage II -Evaluation. Each member of the evaluation committee shall independently review and score the submissions on the basis of the rated criteria outlined in Terms of Reference, Part 2, Item D-Rated Criteria -and sign the evaluation form. Proposals are attached for evaluation along with the evaluation criteria included in the RFP · document. Each member of the evaluation committee shall independently review and score the submissions on the basis of the rated criteria outlined in Terms of Reference, Part 2, Item D- Rated Criteria and sign the evaluation form. , Attachments: 1. Stage I -Evaluation of Submission Requirements 2. Evaluation Form 3. Copy of the Terms of Reference 4. Pricing Evaluation 5. Copy of the proposals received Evaluation committee members shall forward the completed evaluation forms to Ray Rodrigues. In accordance with Purchasing Procedures 14.02 Item 17, committee members' scores for each Respondent will be totaled to establish an average score. A summary of average scores will be pr~pared by Supply & Services for.review and discussion at a meeting set up for the evaluation committee, if required. Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the co1ract has been awarded. If y~ require further information, please contact me, or a member of Supply & Services. (Jd\ . VAF7 2 0 6Attachments (5) --C/-ff (-/-- p](KERlNG Memo To: Paul Bigioni May 31,2017 Director, Corporate Services & City Solicitor From: Vera A. Felgemacher Manager, Supply & Services Copy: Legal & Legislative Services Assistant Supervisor, Supply & Services Subject: Proposal No. RFP-5-2017 Request for Proposal for Internet & Telephone Voting for 2018 Municipal Election Closing Date: May 18, 2017 File: F-5300-001 Further to the memo dated May 23, 2017. Four (4) proposals contained the m;;mdatory requirements for Stage 1 Evaluation, and proceeded to.Stage II. The Evaluation Committee consisting of City Staff from Corporate Services conducted independent evaluations of the proposals. A combined average score for the proposal was completed and a copy of the approved final consensus spreadsheet is attached. A summary of the submitted pricing (excluding HST) and points awarded for the proposal is attached. Dominion Voting Systems is the top ranked proponent. The total estimated costto provide this - service is $155,490.64 plus HST, . A budget of $150,000 was provided to Supply & Services for this procurement. lfthe recommendation to award exceeds the-budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. Pursuant to Information to Appendix D, Item B, the following documentation will be requested of Dominion Voting Systems for your review during the evaluation stage of this proposal.call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) The City's Health.& Safety Polley Acknowledgement form currently dated and signed; (b) A copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; and (c) A certificate of insurance completed by the Proponent's agent, broker or insurer. 207 In accordance with Purchas;. -d Policy Item 06.04, the authority for u ie dollar limit as set out below excludes HST. · · As such, in accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are available in the approved budget; · (c) An award over $50,000 is subject to the additional approval of Council. Please include the following items in your report: 1. if Items (a) through (b) noted 13bove are acceptable to the _Co-ordinator, Health & Safety or designate; · - 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. the appropriate account number(s) to which this work is to be charged; 4. the budget amount(s) assigned thereto; 5. Treasurer's confirmation of funding; 6. related departmental approvals; and 7. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponent will be advised of the outcome in due course. An award notice will be placed on the City's website upon receipt of all required approvals. · ! . If yo~ require further information, please feel free to contact me or a member of Supply & ~;jr'~ . VAF/r':l attachments (2) Request for Proposal No. RFP-5-2017 Internet & Telephone Voting for 2018 Municipal Election · 208 Page 2 of 2 FIN 16-17 Subject: Consulting and Professional Services for the Engagement of. a Market Sounding Consultant for the Grande Esplanade Project June 12, 2017 Page 2 construction cost on this site could reach up to $200 million in addition to the City's $1 00 million capital project cost. The market sounding process consists of the consultant meeting in private with industry leaders who have the financial capacity and/or ability to obtain financing to undertake such a large capital project. The purpose of the market sounding is to ascertain the suitability and financial attractiveness of the City's project and to generate inputs and requirements from potential developers. The market sounding process will gather information that will be critical towards the procurement process. In this process, the market sounding consultant is promoting the City's opportunity to the private sector. An effective market sounding exercise will improve the marketability of the City's opportunity and may significantly reduce procurement time by bringing the private sector perspective to the design of the City's project at an early stage. Market sounding offers an opportunity to define the partnership structure and planning and procurement requirements at a very early stage when this is relatively easy to do. Financial Implications: 1. · Project Costing Summary Fee Proposal: Phase 1 Phase 2 Contingency Total Cost HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost 2. Approved Source of Funds 2017 Current Budget -Finance Account Code Source of Funds 2900.0000.0000 Contingency Funds I Project Cost under (over) approved funds by 212 Budget $27,500.00 20,000.00 2,500.00 $50,000.00 6,500.00 $56,500.00 (5,620.00) $50.880.00 Required $50.880.00 ($50,88o.oo) I FIN 16-17 June 12, 2017 Subject: Consulting and Professional Services for the Engagement of Page 3 a Market Sounding Consultant for the Grande Esplanade Project The Consulting and Professional Services for the engagement of a Market Sounding Consultant for the Grande Esplanade Project was not included in the 2017 Budget, however, staff recommend that we proceed with this engagement in 2017 in order to provide sufficient time for the development of the procurement document. The City's Contingency account provides funds to meet unbudgeted, and unexpected events that are required during the year. There are sufficient funds in the Contingency account to meet this requirement. Discussion: The Grande Esplanade's capital project cost (including the City's capital project "asks") could range up to $300 million. A capital project of this scope and complexity, requires professional expertise to ensure that the City's objectives and or interests are met and protected. City staff met with the Ontario Infrastructure and Land.Corporation (O.I.L.C.), who are well versed and experienced with similar projects as it relates to the proposed project dollar value and business relationship model (private/public partnership). Based on O.I.L.C.'s experience, working on similar type projects, they recommended that the City hire a market sounding consultant. It is anticipated that the market sounding consultant will meet with 15 to 20 industry leaders (see Attachment) to discuss the City's proposed project. During these meetings, the participants will provide their opinions and industry expertise while identifying issues regarding their concerns to the economic feasibility of the Grande Esplanade Project. The market sounding process will save the City time in the Bid process by ensuring that the results of this process are reflected in the procurement document. The benefits of this process are: • Confirming, through market reaction that the project's scope and financial objectives are sound and achievable. • Identifying potential issues or problems with the project. • Gaining first hand knowledge of what the private sector can and cannot do. • Establishing that the economic opportunity is packaged in such a way that the market is encouraged to respond and stimulate competition. Next Step After the process is completed, staff will provide Council with a report and options for Council for their consideration and discussion. Council's decisions will then be used to help develop the procurement document. 213 #_{_TO REPORT# DtL I h -1 { Building a better working world Fiaz Jadoon Ernst & Young Orenda Corporate Finance Inc. Ernst & Young Tower 222 Bay Street, PO Box 251 Toronto, ON M5K 1J7 Senior Advisor, Investment Attraction The Corporation of the City of Pickering Pickering Civic Complex One The Esplanade Pickering, ON L1 V 6K7 Tel: +1 416 8641234 Fax: + 1 416 943 3365 ey.com 01 June 2017 Grande Esplanade Project Market Sounding Dear Fiaz: It was a pleasure to meet you, Stan and Mark last week. Ernst & Young Orenda Corporate Finance Inc. ("EY") is pleased to present this proposal letter to act as advisor to The Corporation of the City of Pickering . ("Pickering" or the "City"), to conduct a market sounding for the Grande Esplanade Project ("Grande Esplanade" or the "Project"). We appreciate the opportunity to assist you and look forward to working with you. As requested, the attached Statement of Work describes our proposed scope of services (the "Services") and fees for the Services. · Please do not hesitate to let me know if you have any questions or comments regarding the attached. would be pleased to discuss further. · Encl: Proposed Statement of Work A member firm of Ernst & Young Global Limited Yours very truly, ~·d~vg~ ~~91/n~~. per Edward Ng, Senior Vice-President 215 EY Building a better working world Grande Esplanade Project Market Sounding The Corporation of the City of Picker.ing . Page2 Proposed Statement of Work Our understanding of your needs It is our understanding that City requires advisory services to conduct a market sounding on the Grande Esplanade Project, as part of its due diligence in determining a palatable market structure that will be taken to market for procurement of a developer in 2018, with construction starting in early 2019. Pickering's City Centre will be transformed with a new arts centre, a senior/youths centre, an expansion to City Hall and the Central Library, along with potential high-rise residential building(s). Anchoring these will be the Grande Esplanade-a pedestrian and bike friendly thoroughfare for residents and visitors to gather. The market sounding exercise can be invaluable in helping to shape a project which is not only tailored to the City's requirements but also meeJs the requirements and expectations of the market. Conducting a market sounding early in a project's planning stages has become a best practice across Canada for all large infrastructure development, public-private partnership ("PPP") and alternative financing and procurement ·c"AFP") projects. Some of the benefits of a market sounding can include: • Increasing appetite from potential partners-Market soundings provide an early signal to potential bidders regarding projects that may be coming to market in the near future, helping to generate interest and facilitate early teaming. Top tier infrastructure developers build their project pipeline · for priority projects early (12 to 24 months in advance), and it is important that awareness be created early such that they are able to plan resources and corporate commitment to adequately participate in a procurement process when the project does come to market. Projects such as the Grande Esplanade Project require a number of partners (e.g. developer, constructor, facilities maintenance provider, financier) to form a consortium for bidding purposes, and a market sounding provides the right level of information that will allow bidders to begin teaming discussions immediately. • Structuring a market palatable project -One of the key objectives of a market sounding is to ask detailed questions of the participants to test assumptions and assess level of interest in the Project under various procurement delivery models. For a project such as the Grande Esplanade, this is particularly important because of its multi-faceted (and potentially multi-phased) aspect -each component of the Project could potentially be delivered under a different procurement delivery model over one or more phases. It will be critical to gather bidders' feedback on acceptable transaction structures in order to assure that a biddable and bankable project is brought to market. • Driving best value for money-Much of the discussion during market soundings will focus on Project risk and risk allocation -that is, key Project tisks identified and the ability to transfer them to the private sector. These could include construction risks, operational risks, cost risks, environmental risks, commercial/retail tenancy risks, residential condo sales risks, etc. Generally, risks.shoul.d be allocated to the party (City or private sector developer) best able to manage.the risk. Doing so helps to maximize competitive tension and drive best value for money. Our approach The market sounding process will evolve over time, with initial discussions serving as a basis for understanding the market's assessment of potential options for development, and later discussions serving as a basis for refinement of the initial options to address potential concerns or issues raised by the market. 21 6 · A member firm of Ernst & Young Global Limited Building a better working world Grande Esplanade Project Market Sounding The Corporation of the City of Pickering Page 3 Our methodology for market soundings is to form a basis/agenda for discussions with prepared topics and specific questions, but allow participants to focus on areas where they have the most expertise. We facilitate this through engaged discussions where we take ample time to probe and gather quality feedback. We do not expect each participant to have relevant feedback for every subject we wish to cov~r and therefore suggest interviewing a cross-section of participants with expertise in a variety of roles in different sectors, including sponsors, real estate developers, lenders, contractors, and operations and maintenance providers. Given the early planning stages of the Project, we propose that the market sounding be conducted in two phases for maximum benefit to the City: • Phase 1-Market soundings with up to approximately 15 participants based on currently available Project information and preliminary cost estimates to the extent available. The objective would be to gather a broad set of feedback on the premises that the City is generally open to a br.oad universe of project delivery options and transaction structures. This phase could commence immediately and becompleted in 4 to 8 weeks depending on the availability of participants. • Phase 2-Market soundings with a smaller group of participants (up to approximately 10) to commence as additional project information is available, and when the City has refined the project delivery options and transaction structures that are (Jeemed to be most acceptable. The selected participants will be refined to those that offered the greatest feedback from Phase 1, and may include some new participants that have emerged. Questions would be more focused and directed to help the City move to the procurement phase. Phase 2 could be completed in 3 to 6 weeks . depending on the availability of participants. A two-phased approach is highly recommended, as this will allow the City to obtain progressively refined viewpoints from the market as Project details emerge and thinking by the City is advanced towards procurement-we have used this approach on recent projects and this has yielded excellent results. The EY team will take the lead in both phases of the market sounding process. Regardless of phase, our approach would include: .. Planning the market sounding strategy-EY would develop a market sounding approach that enables the Project Team to test relevant issues on the project with relevant market participants who have a track record in delivering similar projects. We will prepare an initial recommended list of target participants for review an? approval by the City. .. Drafting the market sounding/industry consultation brief to be issued to market -We will take a lead in drafting the market sounding brief, including the co-ordination of input from the City Project team and its other advisors (if any). Topics will be varied and may include general procurement issues, attractiveness of the Project, proposed services included in the project scope, site issues, proposed timetable, and other issues (e.g. honorarium, break fee, etc.). The brief is typically a 10 to 15 page Project background document with a detailed set of questions/topics that is finalized and provided to participants in advance so that they are able to arrive prepared for discussions with thoughtful responses. .. Attendance at market sounding meetings -EY will attend and lead the market sounding meetings. We will be responsible for capturing key issues and observations during the meetings and collating these for inclusion in a summary report that will highlight key themes and findings. We would A member firm of Ernst & Young Global Limited 217 EY Building a better working world Grande Esplanade Project Market Sounding The Corporation of the City of Pickering Page 4 encourage the City to participate in the market sounding discussions with a couple of representatives to hear first-hand the feedback received. EY will bring to bear its experience of the infrastructure development, PPP and AFP markets in North America and will be able to suggest a list of potential proponents that should be invited to participate in a market testing exercise. We expect that market soundings will be conducted on one-on-one basis with the market bidders and we will play an active role in scoping the format of these sessions and in selecting participants. 21 8 A memberfiim of Ernst~ Young Global Limited ~-Cljj of-- Pl( ERlNG Report to Council Report Number: CS 14-17 Date: June 12, 2017 From: Marisa Carpino Director, Community Services Subject: Tender for Construction of the New Operations Centre -Tender No. T-8-2017 -File: A-1440 Recommendation: 1. That Tender No. T-8-2017 submitted by Aquicon Construction Company Ltd. in the amount of $26,865,750 (HST included) be accepted; 2. That the total gross project cost of $28,786,750 (HST included), including the amount of the tender and contingency costs, and the total net project cost of $25,923,360 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of$25,923,360 as follows: 4. a) the sum of $16,014,700 be funded from the Operations Centre Reserve Fund; b) the sum of $9,907,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed twenty years to address the funding shortfall of the Development Charges-Operations Services Rese.rve Fund ("DC-Operations Services RF"), and this amount be repaid from future development charge collections, as the first source of repayment; c) the sum of $1,660 be funded from property taxes; d) the annual repayment charges in the amount of approximately $729,000 be included in the annual Current Budget for the City of Pickering commencing 2017, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid from future development charge collections as the first source of repayment, and the cost of the annual repayment charges be included in the 2017 Development Charges Background Study; e) 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; That the draft by-law attached to this report be enacted; and 219 220 Report CS 14-17 June 12, 2017 Subject: Tender for Construction of the New Operations Centre . Page 2 5. That the appropriate City of Pickering (the "City") officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The existing Operations Centre, located at 2570 Tlllings Road in Pickering, was constructed in the early 1970's and occupies a site of approximately 1 0 acres. The facility is at the end of its economic life and is unable to meet the.operational needs of the Public Works Section. Design consultants, Roundthwaite Dick & Hadley Architects Inc., were retained to design a new Operations Centre to be located on the vacant 20 acre site located at 1955 Clements Road, adjacent to the Pickering Soccer Centre. The new facility is designed to accommodate the current and future operational needs of the Public Works. Section which includes the maintenance of new roads, sidewalks, parks and property associated with the planned growth of the City. In order to achieve full occupancy of the New Operations Centre in advance of the 2019/2020 winter season, this construction project must start by July 2017. The New Operations Centre will be supplemented by a future northern satellite facility for which the timing and l.ocation will be determined based on the actual growth of Seaton. On January 26, 2017, Request for Proposal RFP-2-2017 was publically released for the Prequalification of general contractors for Construction of the New Operations Centre project. A total of 23 proposals were received by the deadline of February 16, 2017. Based on the results of the evaluation rated criteria, 6 general contractors were successfully prequalified by the City to submit bids for consideration in this project. Tender No. T-8-2017 was released to the prequalified general contractors and was also made available for information to the public on the City's website on April19, 2017, and closed on May 30, 2017. The low bid submitted by Aquicon Construction Company Ltd. in the amount of $26,865,750 (HST included) is recommended for approval. The total gross project cost is estimated to be $28,786,750 (HST included) and the total riet project costis estimated at $25,923,360 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-8-2017 HST (13%) Total Gross Tender Cost $23,775,000 3,090,750 $26.865.750 Report CS 14-17 Subject: Tender for Construction of the New Operations Centre 2. Estimated Pro·ect Costin Summary Tender No. T-8-2017 Contingency Total Project Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Cost 3. Approved Source of Funds Operations Centre Approved Code Source of Funds 5315.1701.6500 Debt-20 Years DC-Operations Services RF (through debenture financing) Operations Centre Reserve Fund Rate Stabilization Reserve Property Taxes Total Funds J Project Cost under (over) approved funds by Budget $2,000,000 9,185,000 12,229,000 186,000 0 $23.600,000 June 12, 2017 Page 3 $23,775,000 1,700,000 $25,475,000 3,311,750 $28,786,750 (2,863,390) $25.923,360 Required $0 9,907,000 16,014,700 0 1,660 $25.923.360 ($2,323,360) This capital project is the largest capital project undertaken by the City over the last 31 years. This project does not rely upon any property taxpayer funded debt. The DC-Operations Services RF component does not have sufficient funds to meet the financial obligation of this project. Therefore, it will be necessary to issue debentures to finance the development charge share of the project. Under the Development Charges Act, 1997, a municipality may borrow when insufficient development charge funds are on hand. The debt repayment, including interest costs can be incorporated into the development charge rate and the debt repayment is funded from future development charge collections. This report requests approval to issue $9.9 million in debentures for the development charge portion of the project. The debt repayment will be included in the City's new development charge rates which will be presented to Council in December 2017. 221 222 Report CS 14-17 June 12, 2017 Subject: Tender for Construction of the New Operations Centre Page 4 When the 2017 Budget was approved, the need to finance the DC-Operations Centre RF shortfall by issuing debentures had been identified. Many municipalities such as Ottawa, Oakville and Milton have been employing this financing strategy. The City will be employing this financing strategy for the New Operations Centre. The 2017 Operations Centre financing strategy as presented to Council initially required the City to borrow $2.0 million (taxpayer funded). However, due to the successful land sales on Brock Road, the City does not have to borrow funds to cover the project's construction costs and reduces the financial impact on the 2018 budget. Discussion: The New Operations Centre will be located at 1955 Clements Road, east of Squires Beach Road in Pickering. The approximately 1 Oha (25 acre) site was purchased by the City of Pickering in 2012. In partnership with the Pickering Soccer Club, the City developed the northeast part of the site for the new Pickering Soccer Centre which opened to the public in late 2014. The remaining site measuring 8ha (20 acres) is dedicated to the construction of the New Operations Centre with the proposed gross floor area of the main building at approximately 4,925m2 (53,000 ft2). The New Operations Centre will replace the existing facility located at 2570 Tillings Road, which is over 40 years old. The existing facility is insufficiently sized for planned growth in Pickering, including the new communities of Duffin Heights, Seaton and the City's Downtown Intensification. The New Operations Centre will be built to accommodate the existing Public Works Section with capacity for planned growth, and will consist of the following components: • Administration Area • Vehicle and Equipment Storage • Garage Bays (vehicle and equipment repair) • Sand and Salt Structure • Outdoor Materials Storage • Workshops and Wash Bay The New Operations Centre will be supplemented by a future northern satellite facility for which the timing and location will be determined based on actual growth of Seaton. The City prequalified 6 general contractors with experience in this type of project through the prequalification process under Request for Proposal No. RFP-2-2017. Roundthwaite Dick and Hadley Architects Inc. (RDH) prepared drawings and specifications for Tender No. T-8-2017 Construction of the New Operations Centre project tendering document. A mandatory site visit was held on Tuesday, April 25, 2017 and the 6 bidders attended, of which 5 bidders submitted a tender for Construction of the New Operations Centre project at 1955 Clements Road, which closed on Tuesday, May 30, 2017. Report CS 14-17 June 12, 2017 Subject: Tender for Construction of the New Operations Centre Page 5 As part of the prequalification process in RFP-2-2017, the health and safety documents provided by Aquicon Construction Company Ltd. were deemed acceptable to the Coordinator, Human Resources and the previous work experience, references and bonding available were deemed acceptable to the Community Services Department. The Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. The submitted Waste Management Plan and proposed list of sub-trades is deemed acceptable to the Community Services Department. In conjunction with the foregoing approvals, the bid is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Community Services Department recommends the acceptance of the low bid submitted by Aquicon Construction Company Ltd. for Tender No. T-8-2017 in the amount of $26,865,750 (HST included) and that the total net project cost of $25,923,360 be approved. · Attachments: 1. Location Map 2. Supply & Services Memorandum dated May 30, 2017 3. Being a by-law to authorize the Construction of the New Operations Centre project in the City of Pickering and the issuance of debentures in the amount of $9,907,000 for the Development Charges-Operations Services Reserve Fund funding of the New Operations Centre project, and that the first source of repayment for this debt is future development charge collections 223 · 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 13.03(w). The low three bids have been retained for review at this time and are attached to this memorandum. Summary Harmonized Sales Tax Included ·(.!' ·.· ... ·.··<, . · .. • ·: :·.::;: ·.. >. ·::::.··.·:--··~·:::< •. : : /Att~f'c~·1'gulaiioll Check Bidder .. ;.:, TotaiTendered Amount ,:':. .. :,·,:: :•:·.:·;· .c· .· .·• _.;·:. :: :; .<·;::.:: ;. . . . <:.:;· ',:• .. ·.:· .. ·: .. ::. . . . . :·. Aquicon Construction Company Ltd. $26,865,750.00 $26,865,750.00 J.J. McGuire General Contractors $29,493,000.00 $29,493,000.00 152610 Canada Inc. $30,707,129.63 $30,707,129.63 0/A Laurin & Company Buttcon Ltd. $33,165,500.00 $33,165,500.00 Automatic RejeCtion: Form of Tender Page 44 was not completed and returned with the tendering Bondfield Construction Company Ltd. document as specified. Reference: Purchasing Policy No. PUR 010, Item 23.02 -14, Form of Tender Page 44; Information to Bidders -Item 11, 26, 27, 28. Schedule of Optional Price;:. Table 2 is included with each bid for your information. As instructed by Division Head, Facilities Operations, bidders were advised in Addendum No.3 the Table 2- Schedule of Optional Prices is not a consideration of award. Pursuant to Information to Bidders Item 29 and Tendering Specifications Item 21 and Item 22, the following documents will be requested of the low bidder for review during the evaluation stage of this tender call. Please advise if we are to proceed with collecting the following document (a) · The City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; (b) A Waste Management Plan; and (c) A completed Sub-contractor list, listing all sub-contractors who may be carrying out any part of this Contract. A budget of $23 million was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Purchasing Polley Item 06.04, the authority for the dollar limit as set out below excludes HST. May 30, 2017 Tender No. T -8-2017 Construction of the New Operations Centre Page 2227 230 ATTACHMENT# 3 TO REPORT# {:S J_ '-1-~ 1- The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Construction of the New Operations Centre project in the City of Pickering and the issuance of debentures in the amount of $9,907,000 for the Development Charges-Operations Services Reserve Fund funding of the New Operations Centre project, and that the first source of repayment for this debt is future development charge collections. 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 debenture financing for the Construction of the New Operations Centre project; and Whereas before authorizing the construction in respect of the Construction of the New Operations Centre project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and therefore, Ontario Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; BY-LAW NO Page 2 And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved report CS 14-17 on the date hereof and awarded Tender No. T-8-2017 for the Construction of the New Operations Centre project in the City of Pickering; · Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Construction of the New Operations Centre"; 2. That the estimated costs of the project in the amount of $25,923,360 be financed as follows: a) the sum of $9,907,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed twenty years, to be repaid from future development charge collections as the first source of repayment is hereby authorized; b) the sum of $16,014,700 be funded from the Operations Centre Reserve Fund; c) that the sum of $1,660 be funded from property taxes; 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 2017 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid from future development charge as the first source of repayment. By-law passed this 12th day of June, 2017 David Ryan, Mayor Debbie Shields, City Clerk 231 PI Notice of Motion a) Duffin Heights West Parks Moved by Councillor Pickles Seconded by Councillor Butt June 12, 2017 WHEREAS: The relatively new development of Creekwood in the west part of Duffin Heights neighbourhood is a relatively high density neighbourhood presently containing 4 72 households and about 1 ,500 residents; WHEREAS: The neighbourhood presently contains one village green. The larger neighbourhood park is in the east part of Duffin Heights on the opposite side of Brock Road and is not easily accessible by residents on the west side of Brock Road; WHEREAS: The expected buildout of Duffin Heights West is presently expected to include an additional 2,000 households, 5,600 residents and two additional village greens; WHEREAS: Although there is a community park in the new development of Creekside in Duffin Heights East, it is not readily accessible to residents on the west side of Brock Road; WHEREAS: An anticipated public school with a schoolyard active recreation area is expected to be located on the decommissioned City Operations Centre, although the present timing is unclear; WHEREAS: Many residents are concerned that there are not presently sufficient outdoor recreation areas, playgrounds, or parks for this highly populated neighbourhood nor will be in place in the short term; NOW THEREFORE that City Staff contact and work with the developers, the Province of Ontario, Hydro One and the Public School Board to plan and provide appropriate outdoor recreation areas/parks in the neighbourhood; NOW THEREFORE that the City of Pickering review its present policies, including park land dedication and inclusion, to ensure that higher density neighbourhoods have appropriate outdoor recreation areas/parks. b) Banning Municipal Election Signs on Regional Roads Moved by Councillor Pickles Seconded by Councillor Butt 232 233 WHEREAS the use of municipal election signs on public road boulevards can create traffic and pedestrian safety concerns by blocking the line of vision, impeding traffic and pedestrians and signs blowing on to the roads. Signs also include iron bars, wooden sticks and wire that can create safety concerns even long after campaigns are over; WHEREAS these signs are also viewed as aesthetically unpleasing as they are often vandalized and occur in large numbers for long periods of time and are grouped at intersections; WHEREAS the City of Pickering passed a by-law in 2013 prohibiting campaign election signs on City·of Pickering boulevards (along roads); therefore, the City of Pickering does not permit municipal election signs on its property and boulevards; WHEREAS although there are Region of Durham by-laws in place to regulate election signs on Regional property and roads it is not a ban and given the size of the Region and availability of Regional resources to enforce by-laws, violations are frequent and long occurring thus presenting traffic and safety issues; NOW THEREFORE be it resolved that Pickering Council request the Region of Durham through the implementation of a by-law to ban municipal election signs from Regional property in the City of Pickering, including its roads and boulevards; NOW THEREFORE this by-law be in place for the 2018 municipal elections; NOW THEREFORE be it further resolved that this motion be sent to the Region of . Durham and all Region of Durham municipalities .. c) Developing an Age Friendly Strategy for Pickering Moved by Councillor Brenner Seconded by Councillor Mclean Whereas the population of older Canadians is growing faster than any other time in Canada's history; Whereas according to Statistics Canada 2015, by the year 2030 more than 25% of Canada's population is projected to be over the age of 65; Whereas 2015 population estimates in Durham Region identifies 27% of the population age 55 and over; Whereas it is projected that by the year 2031 this age group will represent 34% of the population of Durham with the largest gains being seen in seniors age 90 and over; Whereas statistics confirm that between 2005-2015, the 90 plus age group increased by 154% with the greatest growth in the City of Pickering where there was an increase of 200%; Whereas the World Health Organization has developed a comprehensive framework for assessing age-friendliness for cities and communities; Whereas the Region of Durham has completed a Regional Age-Friendly Strategy and Action Plan intended to guide the direction of its services over the next 5 years; Whereas the City of Pickering is committed to achieving a vision of inclusiveness for all residents; Now therefore be it resolved that the CAO be directed to include in the 2018 Budget for Council's consideration, an interdepartmental work plan including the necessary funding line item that will enable Pickering to address this demographic shift in our community. 234 June 12, 2017 By-laws 7564/17 Being a by-law to amend Schedule A of By-law 247/75 regulating the discharge of firearms within the City of Pickering. [Refer to Executive Agenda page 5] 7565/17 Being a by-law to authorize the Pickering Recreation Complex Roof Repairs project in the City of Pickering and the issuance of debentures in the amount of $550,000.00. [Refer to Executive Agenda pages 30-31] 7566/17 Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. [Refer to Executive Agenda pages 1 04-1 05] 7567/17 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, being Part of Lot 29, Range 3 BFC, Part 1, 40R- 5809, Except Part 5, 40R-6139, and Part 2 40R-28802, City of Pickering. (A 08/16) By-law attached 7568/17 Being a by-law to establish the 2017 final pro·perty taxes and due · date for the Commercial, Industrial and Multi-Residential Tax Classes. [Refer to Executive Agenda pages 11 0-111] 7569/1 T Being a By-law to adopt Amendment 30 to the Official Plan for the City of Pickering. (OPA 15-002/P) (By-law attached) 7570/17 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, Plan 388, Part of Lots 2 and 3, City of Pickering. (OPA 15-002/P and A 12/15) (By-law attached) 7571/17 Being a by-law to authorize the Supply and Delivery of Street Sweeper project in the City of Pickering and the issuance of debentures in the amount of $250,000.00. [Refer to New and Unfinished Business pages 153-154] 235 7572/17 7573/17 7574/17 236 Being a by-law to authorize the Construction of the New Operations Centre project in the City of Pickering and the issuance of debentures in the amount of $9,907,000.00 for the Development Charges-Operations Services Reserve Fund funding of the New Operations Centre project, and that the first source of repayment for this debt is future development charge collections. [Refer to New and Unfinished Business pages 242-243] Being a by-law to establish Block 18, 40M-1728 as public highway. (By-law attached) Being a By-law to adopt Amendment 29 to the Official Plan for the City of Pickering. ( OPA 17-001 /P) (By-law attached) 238 The Corporation of the City of Pickering By-law No. 7567/17 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, being Part of Lot 29, Range 3 BFC, Part 1, 40R-5809, Except Part 5, 40R-6139, and Part 2 40R-28802, City of Pickering (A 08/16) Whereas the Council of The Corporation of the City of Pickering received an application to rezone the subject lands being Part of Lot 29, Range 3 BFC, Part 1, 40R-5809, Except Part 5, 40R-6139, and Part 2 40R-28802, in the City of Pickering to permit the . development of a condominium consisting of stacked townhouse units accessed from a private ro~d; And whereas an amendment to Zoning By-law 3036, as amended by By-law 4114/92, is therefore deemed necessary; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Schedules I and II Schedules I and II to this By-law with notations and references shown thereon are hereby declared to be part of this By-law. 2. ·Area Restricted The provisions of this By-law shall apply to those lands in Part of Lot 29, Range 3 BFC, Part 1, 40R-5809, Except Part 5, 40R-6139, and Part 2 40R-28802 in the City of Pickering, designated "MU-31" on Schedule I to this By-law. 3. .General Provisions No building, structure, land or part thereof shall hereafter be used, occupied, erected, moved or structurally altered except in conformity with the provisions of this By-law. 4. Definitions In this By-law, (1) "Amenity Area" means an outdoor area located anywhere on a lot, or the roof of a parking structure, private garage or any other building which includes landscape area, but which may also include areas of decking, decorative paving or other similar surface and includes a balcony, porch or deck and which has direct access from the interior of the dwelling unit. (2) "Balcony" means an attached covered or uncovered platform projecting from the face of an exterior wall, including above a porch, which is only By-law No. 7567/17. Page 2 directly accessible from within a building, usually surrounded by a balustrade or railing, and does not have direct exterior access to grade. (3) "Bay, Bow, Box Window" shall mean a window that protrudes from the main wall, usually bowed, canted, polygonal, segmental, semicircular or square sided with window on front face in plan; one or more storeys in height, which may or may not include a foundation; may or may not include a window seat; and may include a door. (4) "Building" means a structure occupying an area greater than 10.0 square metres and consisting of any combination of walls, roof and floor but shall not include a mobile home. (5) "Build-to-zone" shall mean an area of land in which all or part of a building elevation of one or more buildings is to be located. (6) "Deck" means a raised platform attached to the exterior wall of a building and with direct access from within a building and from grade. (7) (a) "Dwelling" means a building or part of a building containing one or more dwelling units, but does not include a mobile home or trailer; (b) "Dwelling Unit" means a residential unit that: i) consists of a self-contained set of rooms located in a building or structure; ii) is used or intended for use as a residential premises; iii) contains kitchen and bathroom facilities that are intended for the use of the unit only; and iv) is not mobile home or any vehicle. (c) "Dwelling, Stacked" means a residential use building of four or fewer storeys in height containing three or more principle dwelling units where the units are divided horizontally and vertically, and in which each dwelling unit has an independent entrance to the unit. (8) "Grade" or "Established Grade" means the average elevation of the finished level of the ground adjoining all exterior walls of a building. (9) "Height, Building" shall mean the vertical distance between the established grade, and in the case of a flat roof, the highest point of the roof surface or parapet wall, or in the case of a mansard roof the deck line, or in the case of a gabled, hip or gambrel roof, the mean height level between eaves and ridge. When the regulation establishes height in storeys, means the number of storeys. The height requirements of this By-law shall not apply to roof top mechanical penthouse. 239 240 By-law No. 7567/17 Page 3 ( 1 0) "Parapet Wall" shall mean the portion of an exterior wall extending above the roof. (11) "Park, Private" shall mean a park which is maintained by a condominium corporation. (12) "Porch" means a roofed deck or portico structure attached to the exterior . wall of a building, a basement may be located under the porch. (13) "Primary Entrance Door" means the principal entrance by which the resident enters or exists a dwelling unit. (14) "Storey" shall mean that portion of a building other than a basement, cellar or attic, included between the surface of any floor and the surface of the floor, roof deck or ridge next above it. (15) "Street, Private" means: i) a right-of-way or roadway, that is used by vehicles and is maintained by a condominium corporation; ii) a private road condominium, which provides access to individual freehold lots; iii) a private right-of-way over private property, that.affords access to lots abutting the private street; but is not maintained by a public body and is not a lane. (16) "Wall, Front" shall mean the wall of the dwelling closest to the front lot line. (17) "Water Meter Building" means a building or structure that contains devices supplied by the Region of Durham which measures the quality of water delivered to a property. (18) (a) "Yard" shall mean an area of land which is appurtenant to and located on the same lot as a building or structure and is open, uncovered, and unoccupied above ground except for such accessory buildings, structures, or other uses as are specifically permitted thereon; (b) "Front Yard" shall mean a yard extending across the full width of a lot between the front lot line of the lot and the nearest wall of the nearest main building or structure on the lot; (c) "Front Yard Depth" shall mean the shortest horizontal dimension of a · front yard of a lot between the front lot line and the nearest wall of the nearest main building or structure on the lot; (d) "Rear Yard" shall mean a yard extending across the full width of a lot between the rear lot line of the lot, or where there is no rear lot line, the junction point of the side lot lines, and the nearest wall of the nearest main building or structure on the lot; By-law No. 7567/17 Page4 (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) "Fiankage 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 shortest horizontal dimension of a flankage side yard of a lot between the lot line adjoining a street or abutting on a reserve on the opposite side of which is a street, and the nearest wall of the nearest main building or structure on the lot. 5. Provisions ("MU-31" Zone) (1) Uses Permitted ("MU-31" Zone) (a) No person shall within the lands zoned "MU-31.'' on Schedule I attached hereto, use any lot or erect, alter, or use any building or structure for any purpose except the foilowing: (i) Dwelling, Stacked (2) Zone Requirements ("MU-31" Zone) No person shall within the lands zoned "MU-31" on Schedule I to this By-law, use any lot or erect, alter, of use any building except in accordance with the following provisions: (a) Building Location and Setbacks: (i) No building or part of a building, or structure shall be erected outside of the building envelope as illustrated on Schedule II attached hereto; (ii) No building, or portion of a building, or structure shall be erected within the building envelop, unless a minimum of 60 percent of the length of the build-to-zone along the 241 242 By-law No. 7567/17 Page 5 Whites Road frontage, as illustrated on Schedule II attached hereto, contains a building or part of a building; (iii) A minimum separation between buildings of 10.0 metres, excluding any parking garage stair access and parking garage structure. b) Number of Dwelling Units: (i) (ii) Minimum number of dwelling units: 20 Maximum number of dwelling units: 92 c) Building Height: (i) Minimum Building Height of 12.0 metres (4 storeys) d) Private Residential Amenity Area: (i) Minimum 10.0 square metres per dwelling unit e) Private Park Area: (i) Minimum 300 square metres f) Parking Requirements: (i) Minimum 1.0 parking space per dwelling unit plus 0.2 of a parking space per dwelling unit for visitors. (3) Special Provisions ("MU-31" Zone) (a) Obstruction of Yards (i) Despite Section 5(2)(a)(i), stairs, covered and uncovered porches and platforms, parking garage structure, bay, box and bow windows, balconies, eaves, canopies, window sills and other similar features are permitted to project beyond the building envelope as illustrated on Schedule II, but not closer than 0.6 of a metre to any lot line; (ii) Despite Section 5(2)(a)(i), waste facilities shall be stored within fully enclosed building, structure or partially underground structure and shall be permitted to be located beyond the limits of the building envelop as identified on. Schedule II attached hereto, but no closer than 1 ;0 metre to any lot line; (b) Despite Sections 5(1 )(a) and 5(2) of this By-law, a water meter building required by the Region of Durham for the purpose of measuring the quantity of water delivered shall be exempt from the "MU-31" zone use provisions and zone requirements; By-law No. 7567/17 Page 6 (c) Despite Sections 5.22 and 6.5(iv) of By-law 3036, as amended, shall not apply to the lands zoned "MU-31" on Schedule I attached hereto. 6.. By-law 3036 By-law 3036, as amended, is hereby further amended only to the extent necessary to give effect to the provisions of this By-law as it applies to the area set out in Schedule I attached hereto. Definitions and subject matters not specifically dealt with in this By-law shall be governed by relevant provisions of By-law 3036, as amended. 7. Effective Date This By-law shall come into force in accordance with Sections 24(2), 34(21) and other relevant provisions of the Planning Act. By-law passed this 12th day of June, 2017. David Ryan, Mayor Lisa Harker, Deputy Clerk 243 ---Cip; ozt~-­ PJCKERlNG To: Debbie Shields -City Clerk From: Kyle Bentley Director, City Development Memo June 7, 2017 Copy: Manager, Development Review & Urban Design Subject: Adopting By-law for Official Plan Amendment Application OPA 15-002/P, and Amending By-law for Zoning By-law Amendment Application A 12/15 23994 7.8 Ontario Inc. Plan 388; Part of Lots 2 and 3 (1956 Altona Road) _Adopting By-law 7569/17 for Official Plan Amendment Application OPA 15-002/P Statutory Public-Meeting Date November 9, 2015 Date of Council Meeting Approving June 12, 2017 (anticipated) PLN 13-17" Purpose and Effect of By-law To adopt Amendment 30 to the Official Plan for the City of Pickering to re-designate the lands located on the west side of Altona Road, north of - the Hydro Corridor and south of Finch Avenue from "Urban Residential Areas -Low Density Areas" to "Urban Residential Areas -Medium Density Areas" to facilltate a residential condominium development. Council Meeting Date for By-law June 12, 2017 Note Adopting By-law 7569/17 is to be considered by Council after Council's approval of PLN 13-17. 246 The Corporation of the City of Pickering By-law No. 7569/17 Being a By-law to adopt Amendment 30 to the Official Plan for the City of Pickering (OPA 15-002/P) Whereas pursuant to the Planning Act, R.S.O. 1990, c.p. 13, subsections 17(22) and 21 (1 ), the Council of The Corporation of the City of Pickering may, by by-law, adopt amendments to the Official Plan for the City of Pickering; And whereas pursuant to Section 17(1 0) of the Planning Act, the Minister of Municipal Affairs and Housing has by order authorized Regional Council to pass a by-law to exempt proposed area municipal official plan amendments from its approval; And whereas on February 23, 2000, Regional Council passed By-law 11/2000 which allows the Region to exempt proposed area municipal official plan amendments from its approval; And whereas the Region has advised that Amendment 30 to the City of Pickering Official Plan is exempt from Regional approval; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That Amendment 30 to the Official Plan for the City of Pickering, attached hereto as Exhibit "A", is hereby adopted; 2. That the City Clerk is hereby authorized and directed to forward to the Regional Municipality of Durham the documentation required by Procedure: Area Municipal Official Plans and Amendments. 3. This By-law shall come into force and take effect on the day of the final passing hereof. By-law passed this 12th day of June, 2017. David Ryan, Mayor Lisa Harker, Deputy Clerk 249 Exhibit "A" to By-law 7569/17 Recommended Amendment 30 to the City of Pickering Official Plan 250 Purpose: location: Basis: Actual Amendment: Implementation: Interpretation: OPA 15-002/P A 12/15 2399478 Ontario Inc. Amendment 30 to the Pickering Official Plan The purpose of this amendment is to re-designate the lands located on the west side of Altona Road, north of the Hydro Corridor and south of Finch Avenu'e from "Urban Residential Areas-Low Density Areas" to "Urban Residential Areas -Medium Density Areas" to facilitate a residential condominium development. The site specific amendment affects the lands located on the west side of Altona Road, north of the Hydro Corridor and south of Finch Avenue described as Plan 388, Part of Lots 2 and 3, City of Pickering. Through the review of Official Plan Amendment Application 15-002/P, and Zoning By-law Amendment Application A 12/15, City Council determined that the Amendment facilitates a development that is compatible with the surrounding community, and is an appropriate intensification project in Pickering's urban area. The Amendment is consistent with the policies of the Provincial Policy Statement 2014, and conforms to the Growth Plan for the Greater Golden Horseshoe and the Durham Regional Official Plan. The City of Pickering Official Plan is hereby amended by: 1. Amending Schedule I -Land Use Structure by replacing the "Urban Residential Areas -low Density Areas" designation with "Urban Residential Areas -Medium Density Areas" designation for lands located on the west side of Altona Road, north of the Hydro Corridor and south of · Finch Avenue, as illustrated on Schedule 'A' attached to this amendment. The provisions set forth in the City of Pickering Official Plan, as amended, regarding the implementation of the Plan shall apply in regard. to this Amendm~nt. · The provisions set forth in the City of Pickering Official Plan, as amended, regarding the interpretation of the Plan shall apply in re.gard to this Amendment. 251 The Corporation of the City of Pickering By-law No. 7570/17 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, Plan 388, Part of Lots 2 and 3, City of Pickering (OPA 15-002/P and A 12/15) Whereas the Council of The Corporation of the City of Pickering received an application to rezone the subject lands being Plan 388, Part of Lots 2 and 3, in the City of Pickering to permit the development of a condominium consisting of block townhouse and back- to-back townhouse units accessed from a private road; And whereas an amendment to By-law 3036, as amended, is therefore deemed necessary; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Schedules I, II and Ill Schedules I, II and Ill to this By-law with notations and references shown thereon are hereby declared to be part of this By-law. 2. Area Restricted The provisions of this By-law shall apply to those lands in, Plan 388, Part of Lots 2 and 3 in the City of Pickering, designated "MD-H16", "OS-1", and "OS-HL-6" on Schedule I to this By-law. 3. General Provisions No building, structure, land or part thereof shall hereafter be used, occupied, erected, moved or structurally altered except in conformity with the provisions of this By-law. 4. Definitions In this By-law, (1) "Air Conditioner" means any mechanical equipment which is required for residential domestic use and which must be installed outdoors including central air conditioning units, heat pumps, heat exchange units, emergency generators and other such equipment. (2) "Amenity Area" means a communal outdoor area located anywhere on a lot, or the roof of a parking structure, private garage or any other building which includes landscape area and is designed to accommodate play 253 254 By-law No. 7570/17 Page 2 equipment, but which may also include areas of decking, decorative paving or other similar surface. (3) "Balcony" means an attached covered or uncovered platform projecting from the face of an exterior wall, including above a porch, which is only directly accessible from within a building, usually surrounded by a balustrade or railing, and does not have direct exterior access to grade. (4) "Basement" means a portion of a building below the first storey. (5) "Bay, Bow, Box Window" means a window that protrudes from the main wall, usually bowed, canted, polygonal, segmental, semicircular or square sided with window on front face in plan; one or more storeys in height, which may or may not include a foundation; may or' may not include a window seat; and may include a door. (6) "Building" means a structure occupying an area greater than ten square metres and consisting of any combination of walls, roof and floor but shall not include a mobile home. (7) "Building Height" means the vertical distance between the established grade, and in the case of a flat roof, the highest point of the roof surface or parapet wall, or in the case of a mansard roof the deck line, or in the case of a gabled, hip or gambrel roof, the mean height level between eaves and ridge. (8) (a) "Dwelling" means a building or part of a building containing one or more dwelling units, but does not include a mobile home or trailer. (b) "Dwelling, Back-to-Back Townhouse" means a building containing a minimum of four units that is divided vertically and where each unit is divided by common walls, including a common rear wall without a rear yard setback, and whereby each unit has an independent entrance to the unit from the outside accessed through the front yard or exterior side yard. (c) "Dwelling, Block Townhouse" means a residential use building containing three or more attached principal dwelling units divided vertically, and where all dwelling units are accessed from a public road, private street, laneway or condominium aisle. (d) "Dwelling Unit" means a residential unit that: i) consists of a self-contained set of rooms located in a building or structure; ii) is used or intended for use as a residential premises; By-law No. 7570/17 Page 3 iii) contains kitchen and bathroom facilities that are intended for the use of the unit only; and iv) is not a mobile home or any vehicle. (9) "Grade" or '~Established Grade" means the average elevation of the finished level of the ground adjoining all exterior walls of a building. (1 0) "Lands, Subject" means the lands subject of this by-law. (11) "Lot" means 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. (12) "Parapet Wall" means the portion of an exterior wall extending above the roof. (13) "Parking Lot" means a lot or portion thereof provided for the parking of motor vehicles accessory or incidental to the main use. (14) "Porch" means a roofed deck or portico structure attached to the exterior wall of a building. A basement may be located under the porch. (15) "Premises" means the whole or part of lands, buildings or structures, or any combination of these. (16) "Primary Entrance Door" means the principal entrance by which the resident enters or exits a dwelling unit. (17) "Private garage" means 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. (18) (a) "Street" means a right-of-way or roadway that is used by vehicles and includes a public highway and a private street within a condominium. (b) "Street, Private" means: i) a right-of-way or roadway that is used by vehicles and is maintained by a condominium corporation; ii) a private road condominium, which provides access to individual freehold lots; iii) a private right-of-way over private property, that affords access to lots abutting a private street; but is not maintained by a public body and is not a lane. 255 256 By-law No. 7570/17 Page4 (19) "Structure" means anything that is erected, built or constructed of parts joined together with a fixed location on the ground, or attached to something having a fixed location in or on the ground and shall include buildings, walls or any sign, but does not include fences below six feet in height or inground swimming pools. (20) "Water Meter Building" means a building or structure that contains devices supplied by the Region of Durham which measures the quality of water delivered to a property. 5. Provisions (1) Uses Permitted ("MD-H16" Zone) (a) No person shall within the lands zoned "MD-H16" on Schedule I to this By-law, use any lot or erect, alter, or use any building or structure for any purpose except the following: (i) Dwelling, Block Townhouse (ii) Dwelling, Back-to-Back Townhouse (2) Zone Requirements ("MD-H16" Zone) No person shall within the lands zoned "MD-H16" on Schedule I to this By-law, use any lot or erect, alter, or use any building except in accordance with the following provisions: (a) Building Location and Setbacks: (i) No building or part of a building, or structure shall be erected outside of the building envelope as illustrated on Schedule II attached hereto; (ii) No building or portion of a building or structure shall be erected unles~ a minimum of sixty percent of the length of the build-to-zone along the Altona Road frontage as illustrated on Schedule II attached hereto, contains a building or part of a building; (b) Minimum and Maximum Number of Dwelling Units: (i) Minimum Number of Dwelling Units 17 (ii) Maximum Number of Dwelling Units 46 (c) Building Height (maximum): 11.0 metres By-law No. 7570/17 Page 5 (d) Parking Requirements (minimum): (i) 2.0 parking spaces per dwelling unit plus 0.25 of a parking space per dwelling unit for visitors (e) Driveway Width (maximum): (i) Block Townhouse Dwelling and Back-to-Back Townhouse Dwelling: 3.7 metres (ii) Despite 5.2(e)(i) above, Maximum Driveway Width shall not apply for the lands in the hatched area A as shown on Schedule Ill to this By-law. (f) Garage Requirements: (i) Block Townhouse Dwelling and Back-to-Back Townhouse Dwelling: Minimum 1 private garage per dwelling unit attached to the main building, the vehicular entrance of which shall be located a minimum of 6 metres from the private street that provides vehicle access to the private garage (ii) Despite 5.2(f)(i) above, a minimum 1 private g·arage per dwelling unit attached to the main building for the lands in the hatched area A as shown on Schedule Ill to this By-law. (g) Interior Garage Size (minimum): (i) Block Town house Dwelling and Back-to-Back Townhouse Dwelling: A private garage shall have a minimum width of 2.9 metres and a minimum depth of 6.0 metres; however, the width may include 1 interior step and the depth may include 2 interior steps. 257 258 By-law No. 7570/17 (ii) Despite 5.2(g)(i) above, a private garage shall have a minimum width of5.2 metres and a minimum depth of Page 6 6.0 metres; however, the width may include 1 interior step and the depth may include 2 interior steps for the lands in the hatched area A as shown on Schedule Ill to this By-law. (3) Special Provisions ("MD-H16" Zone) (a) Despite Section 5.(2)(a)(i) of this By-law, projections including balconies, uncovered and covered porches, decks, platforms and awnings, window sills, chimney breasts, fireplaces, belt courses, cornices, pilasters, eaves, eave troughs and other similar architectural features may project outside the building envelope identified on Schedule II of this By-law, provided that no such feature projects a maxirT1Um of 1.8 metres from the main wall of the building and is wholly within the "MD-H16" zone as identified on Schedule I to this By-law. (b) The minimum pavement width for a private street shall be 6.5 metres. (c) Air conditioners shall not be located any closer than 0.6 metres to the building envelope and shall not be located on any easement in favour of the City or the Toronto and Region Conversation Authority. (d) Amenity Area-a minimum 140 square metres as generally identified as the hatched area B on Schedule Ill attached hereto on lands zoned "MD-H 16" and "OS-HL-6" as identified on Schedule I attached hereto. (e) Despite the provisions of Section 5.6 of By-law 3036, as amended, the requirement for the frontage on a public street shall be satisfied by establishing frontage on a private street. (f) Despite the provisions of Sections 5.22 and 6.5(iv) of By-law 3036, as amended, shall not apply to the lands zoned "MD-H16" on Schedule I attached hereto. (g) Despite provision 5.(1 )(a) and 5.(2) of this By-law, a water meter building required by the Region of Durham for the purpose of measuring the quantity of water delivered shall be exempt from the "MU-H16" zone use provisions and zone requirements. By-law No. 7570/17 Page 7 6. Provisions (1) Uses Permitted ("OS-1" Zone) (a) No person shall within the lands zoned "OS-1" on Schedule I to this By-law, use any lot or erect, alter, or use any building or structure for any purpose except the following: (i) Community micro-grid battery storage (ii) Community micro-grid energy generation (b) Zone Requirements (OS-1 Zone) 7. Provisions (i) No buildings or structures shall be permitted to be erected, nor shall the placing or removal of fill be permitted, except where buildings or structures are used only for purposes of community micro-grid battery storage and community micro-grid energy generation. (1) . Uses Permitted ("OS-HL-6" Zone) (a) No person shall within the lands zoned "OS-HL-6" on Schedule I to this By-law, use any lot or erect any buildings or structures for any purpose except the following: (i) Preservation and conservation of the natural environment, soil and wildlife (ii) Resource management, including pedestrian and/or bicycle trails (iii) Amenity Area-a minimum 140 square metres as generally identified as the hatched area Bon Schedule Ill attached hereto on lands zoned "MD-H16" and "OS-HL-6" as identified on Schedule I attached hereto (iv) Access driveway as generally illustrated on Schedule Ill attached hereto 259 260 By-law No. 7570/17 Page 8 (b) Zone Requirements (OS-HL-6 Zone) (i)· No buildings or structures shall be permitted to be erected, nor shall the placing or removal of fill be permitted, except where buildings or structures are used only for purposes of flood and erosion control, resource management, or pedestrian and/or bicycle ,trails. 8. Model Homes (1) A maximum of 1 block, together with not fewer than 2 parking spaces per Model Home, may be constructed on the lands zoned "MD-H16" as set out in Schedule I attached to this By-law. (2) For the purpose of this By-law, "Model Home" shall mean a dwelling unit which is not used for residential purpose, but which is used exclusively for sales, display and marketing purposes pursuant to an agreement with the City of Pickering. 9. By-law 3036 By-law 3036, as amended, is hereby further amended only to the extent necessary to give effect to the provisions of this By-law as it applies to the area set out in Schedules I, II and Ill to this By-law. Definitions and subject matters not specifically dealt with in this By-law shall be governed by relevant provisions of By-law 3036, as amended. 1 0. Effective Date This By-law shall come into force in accordance with the provisions of the Planning Act. By-law passed this 12th day of June, 2017. David Ryan, Mayor Lisa Harker, Deputy Clerk 264 -~Off# -o_l~-· ~~ PICKERING To: Debbie. Shields City Clerk From: Paul Bigioni Director, Corporate Services & City Solicitor Copy: Director, City Development & CBO Supervisor, Development Services Subject: Request for Road Establishing By-law Owner: Herbert Agnitsch LD 111/14 to LD 113/14 Block 18, 40M-1728 Sandhurst Crescent File: D0216/Roadded.576 Memo June 6, 2017 Block 18 is a reserve that was transferred to the City when Plan 40M-1728 was registered. It was intended that this reserve remain in place until such time as the adjacent lands were developed. As the Owner has entered into a Development Agreement with the City for the development of the adjacent lands and as the road works fronting Block 18, 40M-1728 have been constructed satisfactory to the City, it is appropriate to establish the reserve block as public highway. Attached is a location map and a draft by-law for the consideration of City Council at its meeting scheduled for June 12, 2017. PB:bg Attachments Location Map Draft By-law 268 The Corporation of the City of Pickering By-law No. 757 4/17 Being a By-law to adopt Amendment 29 to the Official Plan for the City of Pickering (OPA 17-001/P) . . Whereas pursuant to the Planning Act, R.S.O. 1990, c.p. 13, subsections 17(22) and 21 (1 ), the Council of The Corporation of the City of Pickering may, by by-law, adopt amendments to the Official Plan for the City of Pickering; And whereas pursuant to Section 17(1 0) of the Planning Act, the Minister of Municipal Affairs and Housing has by order authorized Regional Council to pass a by-law to exempt proposed area municipal official plan amendments from its approval; And whereas on February 23, 2000, Regional Council passed By-law 11/2000 which allows the Region to exempt proposed area municipal official plan amendments from its approval; And whereas the Region has advised that Amendment 29 to the City of Pickering Official Plan is exempt from Regional approval; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That Amendment 29 to the Official Plan for the City of Pickering, attached hereto as Exhibit "A", is hereby adopted; 2. That the City Clerk is hereby authorized and directed to forward to the Regional Municipality of Durham the documentation required by Procedure: Area Municipal Official Plans and Amendments; 3. This By-law shall come into force and take effect on the day of the final passing hereof. By-law passed this 12th day of June, 2017. David Ryan, Mayor Lisa Harker, Deputy Clerk Exhibit "A" to By-law 7574/17 Recommended Amendment 29 to the City of Pickering Official Plan 269 270 Recommended Amendment 29 to the Pickering Official Plan Page 1 Purpose: Location: Basis: Amendment: The purpose of this Amendment is to delete the maximum residential density figure from the Pickering Official Plan for lands in the City Centre. The Amendment applies to all lands within the City Centre. The Growth Plan for the Greater Golden Horseshoe designates . Pickering's City Centre as an Urban Growth Centre, and stipulates that it will be planned to achieve, by 2031 or earlier, a minimum gross density of 200 residents and jobs combined per hectare. The removal of the maximum residential density of 570 dwellings per net hectare, will provide opportunities for greater residential intensification within the City Centre, allow development to respond efficiently to changing demands in residential unit size, and better enable the acquisition of lands for public purposes necessary to create complete communities through redevelopment. The Pickering Official Plan is hereby amended by: 1. Revising Table 6, Mixed Use Areas: Densities and Floor Areas by Subcategories, in Chapter Three -Land Use, so that it reads as follows: r _ ---------' ___ _ __ _ _ __ :;:;;-~ ~-__ __JE:':~<>!!~I_f!()_rtl !fl~lejl)_1 r·~::·~--~~·:· .... ·····r·~·::~:-.. ~~~---~~~~::·u•u·r·~:~:~:· .. ~;~~~······--· .. ···-.. ········-···· .. ·r·~-:~:~:-··-..................................... 1 I Areas I Net Residential Density ! Leasable Floorspace for I Floorspace Index ! I Subcategory I (in dwellings per hectare) I the Retailing of Goods I (total building I I I I and Services I tloorspace divided I I I I (in square metres) l by total lot area) I l. .................................................. l ............................................................................................ l ............................................................. ,_ ............................ l ............................................................................. ~ i City Centre I over 80 and up to and I up to and including I over 0. 75 and up to I I I including 570 I 300,000 I and including 5. 75 I l. .................................................. l ............................................................................................. L ........................................................................................... l ............................................................................ J Implementation: Interpretation: The provisions set forth in the City of Pickering Official Plan, as amended, regarding the implementation of the Plan shall apply in regard to this Amendment. The provisions set forth in the City of Pickering Official Plan as amended, regarding the interpretation of the Plan shall apply in regard to this Amendment, except as revised by this amendment. June 12, 2017 Public Report on Confidenti-al Meeting a) Director, Corporate· Services & City Solicitor, Confidential Report LEG 06-17 City of Pickering Sale to Altona Land Development Corporation -Block 90 and Part Blocks 84, 94 and 95, Plan 40M-1515 (Parts 1 to 4, Plan 40R-28842) Recommendation Moved by Seconded by That the recommendation considered at the Closed Meeting of Council be approved. 271