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Home My WebLink AboutMay 26, 2002Finance & Operations Committee Meeting Agenda Monday, May 26, 2002 at 1:30 P.M. Chair: Councillor Johnson iff) 1. |iff) 1. ADOPTION OF MINUTES Meeting of April 28, 2003 DELEGATIONS The Chair shall ask if there are any persons who wish to address an item on the agenda. MATTERS FOR CONSIDERATION OPERATIONS & EMERGENCY SERVICES REPORT OES 18-03 TENDER T-6-2003 TENDER FOR STREET LIGHT MAINTENANCE PAGE 1-9 OPERATIONS & EMERGENCY SERVICES REPORT OES 20-03 TENDER T5-9-2003- PAVING OF THE PICKERING RECREATION COMPLEX PARKING LOT To be circulated under separate cover OPERATIONS & EMERGENCY SERVICES REPORT OES 27-03 TENDER FOR ROOF REPLACEMENT- DELANEY ARENA To be circulated under separate cover CLERK'S REPORT CL 15-03 FENCE BY-LAW 10-14 Finance & Operations Committee Meeting Agenda Monday, May 26, 2002 at 1:30 P.M. Chair: Councillor Johnson OPERATIONS & EMERGENCY SERVICES REPORT OES 26-03 AMENDMENT TO BY-LAW 2359/87, PARKING FILE: WILDWOOD CRESCENT, LIVERPOOL ROAD, VISTULA DRIVE AND ANNLAND STREET To be circulated under separate cover (IV) STAFF ITEMS FOR DISCUSSION (vi OTHER BUSINESS Discussion - Pickering Squash Club proposal to initiate Fund Raising for Doubles Squash Courts at the Pickering Recreation Complex. FIVE MINUTE RECESS CORPORATE SERVICES REPORT CS 06-03 LEASE FINANCING POLICY 15-26 CORPORATE SERVICES REPORT CS 19-03 SECTION 357/358 OF THE MUNICIPAL ACT, 2001, AS AMENDED -ADJUSTMENT TO TAXES 27-30 CORPORATE SERVICES REPORT CS 22-03 FORMAL QUOTATIONS - QUARTERLY REPORT FOR INFORMATION 31-35 CORPORATE SERVICES REPORT CS 20-03 2002 PRE-AUDIT BALANCES OF RESERVES AND RESERVE FUNDS 36-57 Finance & Operations Committee Meeting Agenda Monday, May 26, 2002 at 1:30 P.M. Chair: Councillor Johnson 10. CORPORATE SERVICES REPORT CS 23-03 CASH POSITION REPORT AS AT MARCH 31, 2003 58-65 (vi) 1. CONFIDENTIAL MATTERS FOR CONSIDERATION To consider a Partnership Opportunity. (VII) STAFF ITEMS FOR DISCUSSION (VIII) OTHER BUSINESS (IX) ADJOURNMENT RECOMMENDATION OF THE FINANCE & OPERATIONS COMMITTEE DATE MOVED BY SECONDED BY That Report OES 18-03 regarding a tender for street light maintenance, be received; and That Tender No. T-6-20-03 submitted by Veridian Connections, for streetlight maintenance, in the amount of $360,765.75 be accepted; and 3. That staff at the City of Pickering be given the authority to give effect hereto. 2 PICKERING REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: OES 18-03 Date: May 6, 2003 From: Richard W. Holborn, P.Eng. Division Head Municipal Property & Engineering Subject: Tender No. T-6-2003 - Tender for Street Light Maintenance Recommendation: 1. That Report OES 18-03 regarding a tender for street Eight maintenance be received and that; Tender No. T-6-2003 submitted by Veridian Connections, for streetlight maintenance, in the amount of $360,765.75 be accepted and; 3. That staff at the City of Pickering be given the authority to give effect here to. Executive Summary: This contract is for the provision of all materials, labour, machinery, tools and appliances for the general maintenance, installation and replacement of streetlights and poles in the City of Pickering for a three (3) year period June 1, 2003 - May 31, 2006 in accordance with plans and specifications prepared by the City of Pickering and MJS Consultants. Financial Implications: Tender T-6-2003 is a three-year contract for streetlight maintenance. Prices for each of the three years have been received which include typical maintenance based on estimated quantities, and also .unit prices for unforeseen, major repairs and replacements. Prices received by the Iow bidder are in line with estimates budgeted for in the 2325 Streetlight Current Budget for 2003. Future budgets will be based on the contract estimates. Report OES 18-03 Subject: T-6-2003 Tender for Street Light Maintenance Date: May 6, 2003 Page 2 3 Background: Prior to the deregulation of hydro and the forming of Veridian Connections, the City of Pickering traditionally used Pickering Hydro for all streetlight installation, repair and maintenance activities. As the utility arm of Pickering and as a service provider solely to Pickering residences and businesses, this arrangement was practical and reasonable. After Pickering Hydro was dissolved, and several municipal hydro suppliers merged and formed Veridian Connections, a private for profit organization, it was deemed appropriate for the City to prepare a tender for competitive bids to provide streetlight maintenance services. Bids for Tender No. T-6-2003 were received on Wednesday April 9, 2003. Four (4) companies submitted bids at the time of closing. The Iow bidder, Veridian Connections has completed similar projects for the City in the past, and a check of their references for projects of this caliber has been deemed acceptable by the Division Head, Municipal Property & Engineering. The Health and Safety Policy, a copy of the NEER Firm Summary Statement issued by Workplace Safety & Insurance Board (in lieu of the Cost & Frequency document), and a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board have been reviewed and deemed acceptable by the Safety & Training Coordinator. Veridian has supplied copies of Journeyman Power Linemen certificates for staff that will be assigned to this contract. According to the Electrical Utility and Safety Association, these qualificationS surpass the certifications of Street Light Maintainer and Street Light Relamper specified in the contract documents. Upon careful examination of all tenders, and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of Tender No. T-6-2003, Iow bid submitted by Veridian Connections in the total tendered amount of $360,765.75. Attachments: 1. Memorandum from Manager, Supply & Services 2. Memorandum from Coordinator, Safety & Training 4 Report OES 18-03 Subject: T-6-2003 Tender for Street Light Maintenance Date: May 6, 2003 Page 3 Prepared By: Ric,~ard W. ~--~16°rn, P. Eng. Dj~ision Head ,~unicipal Property & Engineering Approved / Endorsed By: Evere~smaL._.../ Director, Operations & Emergency Services Vera A. Felgemacher Manager, Supply & Services RWH:ws Attachments I:\COUNCIL\OES 18-03.docMay-03 Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council Th~"(~as- J. Q~nn, Chi~Admin,-'~e OfflcerI ATTAcH~ENT#~ TO CORPORATE SERVICES DEPARTMENT MEMORANDUM 5 April 9, 2003 To: From: Richard Holborn J Division Head Municipal Property & Engineering Darrell Selsky Supervisor, Municipal Works Bill Starr Coordinator, Traffic Engineering Vera A. Felgemacher Manager, Supply & Services Subject: Tender for Street Light Maintenance Tender No. T - 6 - 2003 Tenders.have been received for the above project. Seventeen (17) companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser Community Page and on the City's Website all of which yielded interest from additional bidders. Twelve (12) bidders picked up tendering documents for a non-refundable fee of $50.00 per set. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly. Although all deposits other than the Iow three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w), the four bids received are attached for review. 6 ~ ~/~CHMENT#___~ TO REPORT# ,, O E.~_ , Tender for Street Light Maintenance Tender No. T-6-2003, April 9, 2003 Page 2 Summary (PST included, GST included) Veridian Connections 360,765.97 360, 767. 75 Langley Utilities Contracting Ltd. 379,254.55 379,254.55 D.J. Charlton Power Line Construction Inc. 504,676.30 504,676.30 Dundas Power Line Ltd. 551,859.99 551,859.99 McTeague Electric Unable to bid AC/DC Electric Unable to bid Sage Electric Limited Unable to bid MDK Electric Unable to bid Pursuant to Information to Bidders Item 21, the following are being requested of the Iow bidder for your review during the evaluation stage of this tender call: (a) a copy of the Health and Safety Policy to be used on this project; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (d) copy of valid certificate(s) of the Municipal Engineers Association (MEA) or Hydro One certificates of qualifications for all of the contractor's "Journeyman Linemen" who will be assigned to this project; certificates of certification for Electrical Safety Authority (ESA) trained "Street Light Maintainer", "Street Light Relamper" personnel who will be working on the project, and a list of all other personnel and their job function as it relates to this project (ie: management, drafting and technical staff) (e) a plan outlining how an emergency response time of under 2 hours is to be achieved. ,.. / ATTACHHEN i #__J ...... i'O REPORT:/:/, Tender for Street Light Maintenance Tender No. T-6~2003, April 9, 2003 Page 3 Please review the copies of the bids. Include the following items in your Report to Council: (a) (b) (c) (d) (e) (f) (g) (h) and 0) if items (a) through (c) noted above, are acceptable to the Safety & Training Co-ordinator; any past work experience Veridian Connections including work location; without past work experience, if reference information is acceptable; the appropriate account number(s) to which this work is to be charged; the budget amount(s) assigned thereto; Treasurer's confirmation of funding; related departmental approvals; any reason(s) why the Iow bid of Veridian Connections is not acceptable; related comments specific to the project. Caryn Kong, Financial Analyst has received credit information on Veridian Connections and upon its' review, is deemed acceptable. If you require further information, please feel free to contact me. Vera A. Felge Manager, Supply & Services /bt Attachments Copy for: Director, Operations & Emergency Services 8 9 ADMINISTRATION DEPARTMENT HUMAN RESOURCES DIVISION MEMORANDUM April 23, 2003 To:' Barbara Tran Buyer II From: Debra Wight Coordinator, Safety & Training Subject: Veridian Connections Tender No. T-6-2003, Street Light Maintenance As requested, I have reviewed the following documents Submitted by the above-noted prospective contractor: · WSIB Clearance Certificate, dated February 24, 2003 · NEER Firm Summary Statement, dated December 31, 2002 · 'Health & Safety Policy · Copies of JOurneyman Power Lineman Certificates · Emergency Response Plan From a health & safety perspective, these documents are acceptable. If you have any additional questions, please feel free to contact me directly. Attachment: Reviewed documentation Debra-'~ight RECOMMENDATION OF THE FINANCE & OPERATIONS COMMITTEE DATE MOVED BY SECONDED BY That Clerk's Report CL 15-03 regarding the Fence By-law, be received; and That the draft By-law attached to Clerk's Report CL 15-03 to amend Fence By- law Number 475/76 to allow staff to approve variances to the Fence By-law, subject to appeals to Council, be enacted. REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: CL 15-03 Date: May 13, 2003 F rom: Bruce Taylor, AMCT, CMM City Clerk Subject: Fence By-law Recommendation: 1. That Clerk's Report CL 15-03 regarding the Fence By-law be received. That the draft by-law attached to Clerk's Report CL 15-03 to amend Fence By- law Number 475/76 to allow staff to approve variances to the Fence By-law, subject to appeals to Council, be enacted. Executive Summary: At the Finance & Operations Committee Meeting of March 24, 2003, Garry Stewart, 890 Darwin Dr., addressed the Committee with respect to the Fence By-law. He asked that some consideration be provided so that he could construct a fence along the boundary of his rear yard that would be six feet in height except for a span of about twenty-four feet where the fence enters a swale and would result in that portion of the fence being about eight feet in height. Financial Implications: Not applicable Background: At the Finance & Operations Committee Meeting of March 24, 2003, Garry Stewart, 890 Darwin Dr., addressed the Committee with respect to the Fence By-law. He stated that there is a swale in his rear yard that results in a dip of about two to three feet and therefore the fence he has constructed in his backyard does not comply with the Fence By-law because his fence is straight across the top and where it enters the swale, the fence exceeds the six foot height limit required by the By-law. Report CL 15-03 Date: May 13, 2003 Subject: Fence By-law Page 2 He asked that some relief be given to him because of this unusual circumstance and the Committee referred the matter to the Chief Administrative Officer to investigate options for the Committee to consider that may allow Mr. Stewart's fence to remain. The following options were considered with respect to Mr. Stewart's request and circumstances of a similar nature: 1. HEIGHT OF FENCE Staff surveyed most of the GTA municipalities and found that with respect to residential boundary fences, Pickering's Fence By-law is very similar to all other municipalities. The standard height of boundary fences in a rear yard is six feet. 2. DEFINITION OF HEIGHT The City of Pickering Fence By-law defines height as follows: "for the purposes of calculating height .... the level of land shall be deemed to be the lower of such levels." This is the section that causes Mr. Stewart his problem because as his fence enters the swale, the By-law requires that his fence essentially follow the contour of the land and therefore about a twenty-four foot section will be lower than the rest of the fence. Again, this definition of height is common in other by-laws because some properties fall away quite dramatically into a ravine and a straight fence would result in extremely high fences that would give the appearance of a wall rather than a fence. 3. ALLOWING VARIANCES TO THE FENCE BY-LAW Most of the Fence By-laws passed by other GTA municipalities allow for Council or staff to allow variances to any requirement of the By-law. Pickering's Fence By-law only allows variances to be allowed for fences constructed on corner lots where the fence along the side yard of the property abutting the road must be only 42 inches in height. Staff are allowed to provide a variance so that such a fence can be constructed up to six feet in height on condition that the fence will not interfere with traffic sight lines. Any decision of staff is appealable to Council, however, although staff have approved a large number of these height variances, none have been appealed to Council. I would recommend that the section that allows variances be expanded to allow staff to approve minor variances to the Fence By-law on condition that the proposed height is reasonable and does not contravene the purpose and intent Report CL 15-03 Subject: Fence By-law Date: May 13, 2003 Page 3 of the Fence By-law. Such an amendment to the Fence By-law would allow staff to approve Mr. Stewart's fence because the swale is only about two feet deep and it was a requirement of the Subdivision Agreement that the swale be provided. I have. attached a draft by-law to amend the Fence By-law that will allow staff to approve minor variances to the Fence By-law and that the decisions of staff continue to be appealable to Council. Attachments: 1. Draft by-law to amend the Fence By-law Prepared By: ~ruce Taylor, AMCT, CMM City Clerk Attachment Copy: Manager, By-law Enforcement Services Recommended for the consideration of Pickering City Council Tl~rn~a~ J.-Q L[i~, Chi ~Ad mi n~ Oft~cer ~_ ~. THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to amend By-law Number 425/76 respecting residential fences and swimming pool enclosures in the City of Picketing. WHEREAS the Council of the Corporation of the City of Pickering enacted By-law Number 425/76 on July 5, 1976 respecting residential fences and swimming pool enclosures in the City of Picketing; and · WHEREAS it is deemed expedient to amend that By-law to allow staff to approve variances to any section of that By-law; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: Section 10(1) of By-law Number 425/76 is hereby deleted and the following is substituted therefore: 10(1) Any person, being the occupier or owner of land in the City of Pickering, may apply to the Municipal Law Enforcement Officer of the City for permission to exceed any of the requirements set out in this By-law, and if the Officer is satisfied that the proposed application is reasonable and does not contravene the purpose and intent of the provisions of this By- law, then the Officer may grant such permission, in whole or in part, conditionally or unconditionally, as is deemed adviseable. BY-LAW read a first, second and third time and finally passed this 2nd day of June, 2003. Wayne Arthurs, Mayor Bruce Taylor, Clerk 15 RECOMMENDATION OF THE FINANCE & OPERATIONS COMMITTEE DATE MOVED BY SECONDED BY It is recommended that Report CS 06-03 of the Director, Corporate Services & Treasurer concerning Lease Financing Policy, be received; and That the attached Lease Financing Policy, be approved effective immediately; and That the appropriate officials of the City of Pickering be authorized to give effect thereto. 16 PICKERING REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: CS 06-03 Date: May 14, 2003 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Lease Financing Policy Recommendation: 1. It is recommended that Report CS 06-03 of the Director, Corporate Services & Treasurer be received and that: 2. the attached Lease Financing Policy be approved effective immediately; and, 3. the appropriate officials of the City of Pickering be authorized to give effect thereto. Executive Summary: The Province of Ontario recently passed Ontario Regulation 401/02, under the Municipal Act, 2001, as amended, which deals with financing leases for municipal capital facilities. A "financing lease", as defined under the Regulation, is a lease allowing for the provision of municipal capital facilities if the lease may or will require payment by the municipality beyond the term for which the Council was elected. "Municipal capital facilities" include land, as defined in the Assessment Act, works, equipment, machinery and related systems and infrastructures. The Regulation specifies that Council must adopt a statement of lease financing policies and goals before Council enacts a by-law authorizing a financing lease. To ensure compliance with the Regulation, attached Policy on Lease Financing has , been prepared for Council's approval. Financial Implications: This policy is required to be approved by Council under the MunicipalAct, 2001 as amended and Regulations thereunder before any leases can be entered into. While none are forthcoming at this time, it is prudent to have this policy in place now, before any need is identified. Report CS 06-03 Subject: Lease Financing Policy Date: May 14, 2003 Page 2 t? Background: This policy is subject to the Legislation and Regulations of the Province of Ontario including but not limited to the Municipal Act, 2001, as amended and Ontario Regulation 401/02 and any amendments thereto. The proposed policy states that the City of Pickering is committed to the philosophy whereby City facilities and infrastructure are not built unless City funding is available, including, internal loans and/or debt financing. However, the City also recognizes that there may be circumstances when leasing an asset is preferred over purchasing it outright. It is the City of Pickering's intent to use lease financing where in the opinion of the Treasurer, it is financially advantageous over other forms of financing or it provides a benefit in the acquisition or use of an asset. The purpose of the policy is to establish a framework and outline requirements for entering into leases of municipal capital facilities, and for reporting such leases to Council. All lease payments are a long-term financial obligation and shall form part of the Annual Repayment Limit as established annually by the Ministry of Municipal Affairs and Housing and the Treasurer shall update the amount approved under this Limit and provide such certification as required. The policy identifies types of financing leases which will not typically result in a material impact for the City. These include but are not limited to: Any lease entered into in accordance with the City's Budgets, By-Laws and Policies consisting of: · Office equipment; · Vehicles; · Information technology infrastructure, hardware, and software; and · Communications equipment; in such cases materiality, financial or otherwise, becomes the determining factor in considering lease financing for the above capital expenditures as may be approved by Council in the annual current or capital budgets. 2. Any leases in place at the time of Council approval of the attached policy. The attached policy also defines "material impact" as 10% of the annual Debt and Financial Obligation Repayment Limit for the City of Pickering or a lease that extends beyond 5 years. The City's Annual Repayment Limit (ARL) is approximately $11.2 million for 2003 of which approximately $9.5 million remains uncommitted. The Lease Financing Policy also identifies types of leases which are expected to have no material impact on the municipality. 18 Report CS 06-03 Subject: Lease Financing Policy Date: May 14,2003 Page 3 This policy is being presented to Council prior to receiving input from the Policy Review Committee in order to have it in place prior to a need arising. This Committee's review may result in some changes to wording to ensure consistency with other City policies. Attachments: 1. Lease Financing Policy Prepared / Approved / Endorsed By: GAP:vw Attachment Copy: Chief Administrative Officer Gillis A. Paterson Director, Corporate Services & Treasurer Recommended for the consideration of Pickering City Council ::Pl~o~s-J. Quir~, Chief ~minis~~ PICKERING CITY POLICY/PROCEDURE 19 Approval: Date Originated: Chief Administrative Officer Reference: Date Revised: Policy Number: Classification: FIN Category: Subject: 001 Policy Title: LEASE FINANCING POLICY POLICY STATEMENT: This policy constitutes the statement of the City of Pickering's lease financing policies and goals under Ontario Regulation 401/02, to the Municipal Act, 2001, as amended. POLICY OBJECTIVE: The City of Pickering is committed to the philosophy whereby City facilities and infrastructure are not built unless City funding is available, including, internal loans and/or debt financing. However, the City also recognizes that there may be circumstances when leasing an asset is preferred over purchasing it outright. It is the City of Pickering's intent to use lease financing where in the opinion of the Treasurer, it is financially advantageous over other forms of financing or it provides a benefit in the acquisition or use of an asset. The objective of this Policy is to ensure that prior to entering into any lease agreement the details are reviewed and approved by the Director, Corporate Services & Treasurer and that the full disclosure of all details, terms and conditions of all leases which, in the opinion of the Treasurer, may or will have a material financial impact on the City are provided to Council prior to the lease agreement being approved. When considering a financing lease the Council and the Treasurer must take into consideration financial and other risks associated with this type of financing including but not limited to: costs of arranging and entering into a lease; term; annual and total payments; buy-out provisions; costs of termination; cost of ownership of the asset at the end of the lease; restrictions or covenants on use and maintenance of the facility during the term of the lease; useful life of the facility being leased; other forms of acquiring and financing the use of the facility; budgetary implications and the residual value of the asset. Page 1 of 1 2¸0 CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Reference: Date Originated: Date Revised: Policy Number: Classification: FIN Category: Subject: 001/001 Policy Title: LEASE FINANCING POLICY GENERAL: 01 Definitions 01.01 01.02 01.03 01.04 01.05 01.06 Combined Material Impact - The costs or risks of a proposed Non- Material Lease which, when combined with all other Non-Material Leases entered into or proposed to be entered into in a particular year by the municipality, would result in a Material Impact. .Financing Lease - A lease allowing for the provision of Municipal Capital Facilities (Capital Lease) or services (Operating Lease) if the lease may or will require payment by the municipality beyond the term for which Council was elected. There are two categories of Financing Lease: Material and a Non-Material Lease. Material Impact- Costs or risks that significantly affect, or would reasonably be expected to have a significant effect, on the municipality's Debt and Financial Obligation Annual Repayment Limit prescribed under Ontario Regulation 799/94, as amended, in the amount of 10% or greater, or the lease extends or can be extended beyond a five year term. Material Lease -- A Financing Lease which would result in material financial impact for the municipality. Municipal Capital Facilities -- Includes land, buildings, works, equipment, machinery and infrastructures and related systems used in the course of City business. Non-Material Lease - A Financing lease which would not result in a Material Impact or a Combined Material Impact for the municipality or those leases included under Non-Material Leases (Refer to Section O9). Page 1 of 7 PICKER1NG CITY POLICY/PROCEDURE 21 Approval: Chief Administrative Officer Reference: Date Originated: Date Revised: Policy Number: Classification: FIN Category: Subject: 001/001 Policy Title: LEASE FINANCING POLICY 02 02.01 02.02 02.03 02.04 Responsibilities: Council to: (a) Approve this policy. (b) Actively support the Lease Financing Policy. Chief Administrative Officer to: (a) Actively support the Lease Financing Policy. Department/Division Heads/Manaqers to: (a) Actively support the Lease Financing Policy. Director, Corporate Services & Treasurer to: (a) Implement, oversee and interpret the Lease Financing Policy. (b) Approve amendments to this policy which are minor in nature and which do not result in a material change to the intent of the policy. (c) Actively support the Lease Financing Policy. 03 Authority 03.01 Subject to this Policy and subject to Legislation and Regulations the Director, Treasurer is authorized to: applicable Provincial Corporate Services & Page 2 of 7 22 CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Reference: Date Originated: Date Revised: Policy Number: Classification: FIN Category: Subject: 001/001 Policy Title: LEASE FINANCING POLICY 04 (a) determine which leases are Material or Non-Material and administer the review and approval of the leases accordingly; (b) enter into leases for the acquisition of municipal capital facilities. Classes of Municipal Facilities Financing lease agreements may be entered into for the provision of the following classes of municipal capital facilities: facilities used by council facilities used for the general administration of the municipality municipal roads, highways and bridges municipal local improvement and public utilities, except facilities for the generation of electricity municipal facilities related to the provision of telecommunications, transit and transportation systems municipal facilities for water, sewers, sewage, drainage and flood control municipal facilities for the collection and management of waste and garbage municipal facilities related to policing, fire-fighting and by-law enforcement municipal facilities for the protection, regulation and control of animals municipal facilities for public libraries parking facilities ancillary to facilities described above municipal community centers and ancillary parking facilities municipal facilities used for cultural, recreational or tourist purposes and ancillary parking facilities municipal general parking facilities Page 3 of 7 PICKERIN CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Reference: Date Originated: Date Revised: Policy Number: Classification: FIN Category: Subject: 001/001 Policy Title: LEASE FINANCING POLICY O5 O6 Required Contents Every Financing Lease must include a schedule of all amounts of payment, required under the lease and that may be required under any possible termination, extensions or renewals of the lease. Process for Approval of a Material Lease 06.01 Treasurer's Report Before entering into a Material Lease, the Director, Corporate Services & Treasurer shall prepare a report to Council assessing the costs and financial and other risks associated with the proposed Material Lease, including any possible extensions or renewals. The report will include: (a) a comparison between the fixed and estimated costs and the risks associated with the proposed Material Lease and those associated with other methods of financing; (b) a statement summarizing, as may be applicable, the effective rate or rates of financing for the Material Lease, the ability for lease payment amounts to vary, and the methods or calculations, including possible financing rate changes, that may be used to establish that variance under the lease; (c) a statement summarizing any contingent payment obligations under the lease that, in the opinion of the Director, Corporate Services & Treasurer, would result in a Material Impact for the municipality, including lease termination provisions, equipment loss, equipment replacement options and guarantees and indemnities; Page 4 of 7 24 PICKERING CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Reference: Date Originated: Date Revised: Policy Number: Classification: FIN Category: Subject: 001/001 Policy Title: LEASE FINANCING POLICY 07 (d) a summary of the assumptions applicable to any possible variations in the lease payment and contingent payment obligations; and (e) any other matters the Director, Corporate Services & Treasurer or Council considers advisable. 06.02 As part of the consideration of any lease including those requiring Council's approval, the Director, Corporate Services & Treasurer is authorized to obtain such legal and financial advice, as is considered necessary. Council's Role 07.01 Council is responsible for determining whether the costs of financing for the proposed Financing Lease are lower than other methods of financing available to the municipality, and whether the risks associated with the Financing Lease are reasonable. 07.02 In considering the report and recommendation from the Director, Corporate Services & Treasurer, Council is responsible for ensuring that legal and financial advice has been obtained, and must consider whether the scope of the proposed lease warrants further legal or financial advice from an independent source. 07.03 Prior to entering into the lease, Council must advise the Region of Durham, in writing, of the proposed Financing Lease. 07.04 If Council decides to approve entry into the Financing Lease, such approval shall be by by-law. Page 5 of 7 CITY POLICY/PROCEDURE 25 Ap p rova I: Chief Administrative Officer Reference: Date Originated: Date Revised: Policy Number: Classification: FIN Category: Subject: 001/001 Policy Title: LEASE FINANCING POLICY O8 09 10 Change in Circumstances 08.01 If, at any time after a report is made, but before the Financing Lease is entered into, the Director, Corporate Services & Treasurer becomes of the opinion that a changed circumstance with respect to the proposed lease may result in a Material Impact or a Combined Material Impact for the municipality, the report must be updated as soon as is reasonably possible and presented to Council. Non-Material Leases 09.01 The following types of Financing Leases will not result in a Material Impact for the municipality and are therefore deemed Non-Material Leases: (a) Any lease entered into in accordance with the City's By-laws and Policies including, but not limited to, leases of: office equipment; vehicles; information technology infrastructure, hardware and software; communications equipment; machinery and equipment; (b) Any leases in place at the time of Council approval of this policy. Meaning of Combined Material Impact 10.01 A proposed Non-Material Lease would have a Combined Material Impact if the total value of all such Non-Material Leases were greater than 10% of the City's Annual Repayment Limit. The proposed Non- Material Lease is to be reported and reviewed by Council as if it were a Material Lease under this policy. Page 6 of 7 CITY POLICY/PROCEDURE Approval: Chief Administrative Officer Reference: Date Originated: Date Revised: Policy Number: Classification: Category: Subject: Policy Title: LEASE FINANCING POLICY FIN 001/001 11 10.02 Where such total value is less than 10%, a proposed Non-Material Lease is not required to be reported to and reviewed by Council under this policy. Annual Report to Council 11.01 Once in every fiscal year, the Director, Corporate Services & Treasurer shall provide a report to Council containing the following: (a) a description of the estimated proportion of the total financing arrangements of the municipality that is undertaken through Financing Leases to the total long-term debt of the municipality; (b) a description of the change, if any, in that estimated proportion since the previous year's report; (c) a statement by the Director, Corporate Services & Treasurer as to whether, in his/her opinion, all Financing Leases were made in accordance with this policy; (d) any other information that my be requeSted by Council or that, in the opinion of the Director, Corporate Services & Treasurer, should be recorded. Page 7 of 7 27 RECOMMENDATION OF THE FINANCE & OPERATIONS COMMITTEE DATE MOVED BY SECONDED BY That Report CS 19-03 of the Director, Corporate Services & Treasurer, concerning Adjustment of Taxes, be received; and That the write-off of taxes as provided under Section 357/358 of the Municipal Act, 2001, be approved; and That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: CS 19-03 Date: May 8,2003 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Section 357/358 of the Municipal Act, 2001, as amended - Adjustment to Taxes Recommendation: 1. It is recommended that Report CS 19-03 of the Director, Corporate Services & Treasurer be received and that: 2. the write-off of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. the appropriate officials of the City of Pickering be authorized to take the necessary action to give.,effect hereto. Executive Summary: Not Applicable Financial Implications: If approved, the write-off of taxes as contained in this report represents a gross cost of $26,727.01 with a net cost to the City of approximately $5,234.77, the balance being charged back to the Region of Durham and the School Boards. Pickering's share of the costs will be charged to the 2003 Current Budget allocation under General Government - Provision for Uncollectable Taxes. Background: The Municipal Act provides the Treasurer with various tax tools regarding the administration and collection of property taxes. Under the provisions of the new Municipal Act, 2001, as amended, Section 357 of the Act (formerly Section 442) provides for the reduction of taxes due to fire, demolition, exemption, assessment change or error and the tax reduction is applicable to the current year only. Section 358 of the Act, (formerly Section 443) allows for the reduction of taxes due to assessment error and this section can be applied to property taxes for the two preceding years (2001 & 2002). Report CS 19-03 Date: May 8, 2003 Subject: Section 357/358 of the Municipal Act- Adjustment to Taxes Page 2 MPAC clerical errors are the result of incorrect assessment values being placed on a property at the beginning of the year, or an incorrect assessment value placed on a supplementary assessment notice, issued later in the year. When the City of Pickering acquires property, the property becomes exempt from taxation and therefore, the taxes have to be cancelled, as reflected in the attached report. Demolitions, and other physical changes to a property, such as removing or filling in a swimming pool, result in a reduction in assessment and taxes. Attachments: 1. Section 357/358 Adjustment to Taxes Prepared By: Approved / Endorsed By: St~san Aitken~ead "'" Coordinator, Taxation Se~ices Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vw Attachment Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council Tho"rr4'~ 3. Qd, l'nn, Ch~'ef Ad~~ ATTACHMENT# TO R,,EPOR,T #~ ~"~-0~ CITY OF PICKERING SECTION 357/358 ADJUSTMENTS TO TAXES April, 2003 APP # NAME REASON FOR ADJUSTMENT YEAR ROLL NUMBER CITY REGION EDUCATION TOTAL 72/02 McLean, Floyd & Nlarilyn 73~02 McLean, Floyd & Marilyn 71/03 Sanders, Juliette 71/02 Zhuan, Xiaoxin & Duan, L/Ii 74/03 Riley, Frederick & Borja, Genia 74/02 McLean, Floyd & Marilyn 76~03 City of Picketing · 35/02 City of Pickering 72/03 City of Pickering 70/02 Kyle, C. & Benevides, A. 64/02 McHale, Brian 69/02 Glen Rouge Homes Inc. 68~02 Mol/nato, Marlo & Vincenzina Gross/Manifest Clerical Error (MPAC) 2000 Gross/Manifest Clerical Error (MPAC) 2001 Gross/Manifest Clerical Error (MPAC) 2001 Gross/Manifest Clerical Error (MPAC) 2001 demolition 2002 Gross/Manifest Clerical Error (MPAC) 2002 Became Exempt 2002 Became Exempt 2002 Became Exempt 2001 swimming pool filled in 2002 GrosslManifest Clerical Error (MPAC) 2002 Gross/Manifest Clerical Error (MPAC) 2002 GrosslManifest Clerical Error (MPAC) 2002 010-019-44851 10.62 22.14 12.42 45.18 010-019-44651 13.87 28.21 14.92 57.00 020-025-50124 371.44 755.28 399.43 t,526.15 020-025-50138 223.98 455:44 240.86 920.28 0t0-019-33900 319.22 621.27 317.05 1,257.54 0'10-019-44651 15.02 29.24 14.92 59.18 0'10-019-18705 702.30 1,366.79 697.51 2,766.60 010-030-02250 1,298.49 2,527.10 4,212.34 8,037.93 010-030-02250 1,08'1.22 2,285.11 3,969.11 7,335.44 010-026-24400 13.25 25.79 13.16 52.20 030-00429200 97.65 190.04 96.97 384.66 010-021-03475 657.23 1,279.08 652.75 2,589.06 010-021-12228 430.48 837.77 427.54 1,695.79 5,234.77 10,423.26 11,068.98 26,727.01 Note: MPAC is The Municipal Property Assessment Corporation 3! RECOMMENDATION OF THE FINANCE & OPERATIONS COMMITTEE DATE MOVED BY SECONDED BY That Report CS 22-03 of the Director, Corporate Services & Treasurer, concerning Formal Quotations - Quarterly Report for Information, be received and forwarded to Council for information. 32 PICKERING REPORT TO FINANCE & OPERATIONS COMMMITTEE Report Number: CS 22-03 Date: May 12, 2003 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Formal Quotations - Quarterly Report for Information Recommendation: It is recommended that report CS 22-03 of the Director, Corporate Services & Treasurer be received and forwarded to Council for information. Executive Summary: Council approved the Purchasing By-law on November 5, 200t which includes a request to have a summary of contract awards arising from the formal quotation process be forwarded to Council as information only on a quarterly basis. Financial Implications: Not applicable Background: In accordance with Purchasing Policy Item 04.06, a summary of contract awards arising from the formal quotation process is provided herein for the information of Council. Formal Quotations Summary January 1, 2003 to March 31, 2003 Reference Description Vendor Pricing Date No. Awarded Q-40-2002 Printed Envelopes Supply& Metro Various unit Jan. 9/02 delivery of Envelope prices various printed envelopes Q-42-2002 Coffee Services Provision of Seiena Coffee Various unit Jan. 10/03 coffee services Service prices Report CS 22-03 Subject: Formal Quotations - Quarterly Report for Information Date: May 12, 2003 Page 2 Reference Description Vendor Pricing Date No. Awarded Q-43-2002 Pickering Museum Relocation of Claremont $8,900 Feb. 17/03 Shed Relocation Shed located at Snow Removal the Picketing Service, o/a Museum Village 1185497 Ontario Ltd. Q-1-2003 Preventative Provision of Eastern Various unit Mar. 8/03 Maintenance/Ove maintenance Overhead prices rhead Door and repair Door Repair Service service to overhead door systems QWC-06-2003 Bedding Plants Supply of Pistritto Farm $7,557.75 Mar. 27/03 bedding plants (includes and bulbs for PST&GST) 2003 season Q-1-2002 I Heating & Air Provision of Advantage Air Various unit Jan. 1/03 Conditioning heating and air Tech prices Repair Service conditioning service Q-1-2002 Heating & Air Provision of Air Con Various unit Jan. 1/03 Conditioning heating and air prices Repair Service conditioning service Q-2-2002 Electrical Repair Provision of MDK Electric Various unit Jan. 1/03 Service electrical prices service Q-2-2002 Electrical Repair Provision of RPG Electric Various unit Jan. 1/03 Service electrical 2rices service Q-3-2002 Plumbing Repair Provision of Don Valley Various unit Jan. 1/03 Service plumbing Mechanical ~rices service Q-3-2002 Plumbing Repair Provision of One Step Various unit Jan. 1/03 Service plumbing Plumbing prices service Q-4-2002 Glass Repair Provision of Lake Ontario Various unit Jan. 1/03 Service glass repair Glass prices service 34 Report CS 22-03 Subject: Formal Quotations - Quarterly Report for Information Date: May 12,2003 Page 3 Reference Description Vendor Pricing I Date No. Awarded Q-4-2002 Locksmith Provision of Lockshop Various unit Jan. 1/03 Service locksmith prices i service W03-2003 i Co-op Tender for Provision of Unisource Various unit Feb. 1/03 Duplicating Paper duplicating prices paper W01-2002 Co-op Tender for Provision of treeCressman Various unit Feb. 1/03 Tree Services pruning, Tree prices removal, hydro Maintenance line clearing & services Landscaping Q-17-2002 Fire Safety Provision of fireELS Limited Various lump Jan. 1/03 Maintenance safety sum pricing maintenance Q2003-2 Cooperative Supplyand LaFarge Various unit Apr. 1/03 Tender for delivery of Asphalt pricing Various various Aggregates aggregate materials Q-16-2002 Materials Testing Provision of AGS & Assoc Est. $6,000 Apr. 1/03 materials testing services Q-16-2002 Materials Testing Provision of AMEC Earth Est. $6,000 Apr. 1/03 materials testingEnvironmental services Q-16-2002 Materials Testing Provision of Trow Est. $6,000 Apr. 1/03 materials testingConsulting services %207~2003 Cooperative Provision of Superior Various unit May 5/03 Tender for catchbasin Catchbasin pricing Catchbasin cleaning Cleaning Cleaning W020-2002 Cooperative Supply and Miller Paving Various unit May 1/03 Tender for Liquid delivery of liquid Ltd. pricing Calcium Chloride calcium chloride W02-2002 Cooperative Supply and Anco Various unit May 1/03 Tender for Flake delivery of flakeChemicals pricing Calcium Chloride calcium chloride Report CS 22-03 Subject: Formal Quotations - Quarterly Report for Information Date: May 12, 2003 Page 4 Not applicable Approved / Endorsed By: Attachments: Prepared By: Vera A. Fel~~~"7 Manager, Supply & Services Gillis A. Paterson Director, Corporate Services & Treasurer Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council 36 RECOMMENDATION OF THE FINANCE & OPERATIONS COMMITTEE DATE MOVED BY SECONDED BY That Report CS 20-03 of the Director, Corporate Services & Treasurer, concerning 2002 Pre-Audit Balances of Reserves and Reserve Funds, be received; and That the Pickering Baseball Association Reserve Fund be closed and the attached by-law be read three times and passed; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. PICKERING REPORT TO FINANCE & OPERATIONS COMMMITTEE Report Number: CS 20-03 Date: May 12, 2003 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2002 Pre-Audit Balances of Reserves and Reserve Funds Recommendation: 1. It is recommended that Report CS 20-03 of the Director, Corporate Services & Treasurer be received; and that: 2. the Pickering Baseball Association Reserve Fund be closed and the attached By-law be read three times and passed; and, 3. the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: Based on the preliminary 2002 results, we can now report on the pre-audit actual activities within the Reserves and Reserve Funds for 2002. The "purpose" and the "recommended maintenance level" for each Reserve and Reserve Fund are set out in Appendices B and C respectively. The Pickering Baseball Association Reserve is recommended to be closed as it has served its purpose and no funds remain to be spent. Financial Implications: Not applicable Background: As in previous reports filed over the last four years, this report provides specific information on each of the City's Reserves and Reserve Funds, including year-end balances. The 2002 pre-audit Reserves and Reserve Funds balance of $33,033,125 is one of the highest balances ever reported in Pickering. Please bear in mind that this balance is not fully available for use due to the outstanding appeal of assessment of properties belonging to Ontario Power Generation (OPG) and commitment of funds not yet spent. 38 Report CS 20-03 Date: May 12, 2003 Subject: 2002 Pre-Audit Balances of Reserves and Reserve FundsPage 2 In 2001, there was a receipt of $3,750,000 from OPG and in 2002 an amount of $1,544,967 was received bringing the combined value of $5,294,967 credited to the Reserve for Contingencies pending final result of appeal. Thus, at this juncture we are unable to confirm the availability of these monies for corporate purposes. With regards to unspent commitments for capital projects, we are continuing last year's practice of not booking any current or prior year's commitments until they are incurred. This procedure allows the reserve funds to earn interest income as long as funds are still in the fund's custody. The combined unspent commitments for all reserve funds are $1,981,081. The total of these unspent commitments together with the funds received and set aside pertaining to the assessment appeal funds amount to $7,276,048, bringing the balance of Reserves and Reserve Funds available for use to $25,757,077 as of December 31,2002. The City established two new Reserves this year: Transit Reserve and Continuing Studies and Consulting Reserve. The purpose of these Reserves are discussed further in Appendix B. As a requirement of Provincial funding received for purchase and refurbishment of APTA vehicles, the City was also required to establish the Ontario Transit Renewal Reserve Fund. Future pressure on these balances will be experienced as the trend to keep up with the replacement costs and construction of infrastructure to keep pace with the growth of the City. Also, declining developer contributions and lower interest income based on current economic conditions, all contribute to an ever challenging financial picture. Interest earned on loans represents amounts earned on 2001 internal borrowings. Repayment for 2002 internal borrowings will commence in 2003 and interest earned will be reflected accordingly. Attachments: 2. 3. 4. Appendix A Summary of Reserves and Reserve Funds Appendix B Description of Reserves Appendix C Description of Reserve Funds By-law to repeal By-law 5761/00 Report CS 20-03 Date: May 12, 2003 Subject: 2002 Pre-Audit Balances of Reserves and Reserve Funds Page 3 39 Prepared By: Approved / Endorsed By: Caryn I~ong, Senior Financial Analyst ~ A. Paterson, Director, Corporate Services & Treasurer GAP:vw Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City.Council , ~~J. Q~Y~'n, Chef Admi ' " APPENDIX A SUMMARY CITY OF PICKERING SUMMARY OF RESERVE AND RESERVE FUND PRE-AUDIT BALANCES DECEMEBER 31,2002 Pre-Audit Balances Appendix B Summary Reserves 2002 2001 2000 1999 $ $ $ $ 4610 Working Funds 400,000 4611 Replacement Capital 1,083,837 4612 Contingencies (2) 5,277,795 4613 Self-Insurance (2) 972,489 4619 Rate Stabilization 2,104,410 4620 Develop.Charges-City's Share (2) 2,765,000 4621 Transit (2) new 4622 Continuing Studies & Consulting (2) new Total Reserves 400,000 841,350 841,350 615,800 2,153,816 2,521,806 6,791,047 1,371,295 1,381,295 949,106 776,410 713,080 2,421,910 249,139 2,981,232 2,812,214 1,889,000 1,208,882 - 67,400 - 15,266,359 12,603,531 7,281,010 8,438,763 Appendix C Summary of Reserve Funds 2002 2001 2000 1999 4225 Community Facilities 69,102 4227/4229 Development Charges (1)(2) 10,393,615 4228 Capital Works 499,540 4230 Parkland (1) (2) 2,622,150 4232 Public Works 1,365,285 4233 Pickering Baseball Assoc. (2) 1,228 4234 Workers Safety Insurance Brd (2) 7,232 4236 Ontario Transit Renewal (1) new Total Reserve Funds 352,423 282,569 219,209 12,866,749 (3) 7,586,550 6,744,603 516,013 850,630 826,082 2,017,875 (3) 3,875,813 4,242,340 1,400,169 1,304,410 1,194,655 - 60,789 176,974 - 436,563 - 17,766,766 14,958,152 13,960,761 13,226,889 33,033,125 27,561,683 21,241,771 21,665,652 Total Reserves & Reserve Funds Notes H) Obligatory (2) Committed (3) 2001 Balance different from that reported in prior year's report due to year end audit adjustments APP£ND~X B (P~ge i} RESERVE ~OR WORKING ~UND$ 4~i0 Actual Balance December 31, 2001 Transfers into the Reserve Transfers out of the Reserve $400,000 Pre-Audit Actual Balance December 31, 2002 $400~000 Purpose of this Reserve: The reserve for working funds is used to provide operating cash to assist in avoiding short term interest expenses incurred on operations, typically during the first months of the year prior to tax billing and at other times when cash inflows and outflows do not match as occurs in any corporation. The interest income on this fund form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of the Reserve: It is recommended as a "rule-of-thumb" that this reserve be 2% to 3% of total revenues. APPENDIX B (Page 2) RESERVE FOR REPLACEMENT OF CAPITAL EQUIPMENT G/L 4611 Actual Balance December 31, 2001 Transfers into the Reserve Various Recreation Revenues (Budget Provision) Fire Communication System Don Beer Arena Transfers out of the Reserve Transfer to Capital Fund for Corp. Efficiency, Fire, Roads, Municipal Garage Pre-Audit Actual Balance December 31, 2002 100,000 176,000 193,000 $1,083,837 469,000 (937,037) $615,800 Purpose of this Reserve: The purpose of this reserve is to reduce the need to levy for the full cost of majOr equipment in the year of acquisition. The reserve acts as a stabilization factor and helps to avoid both tax rate fluctuations and the issuance of long term debt or other means of financing. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: This reserve should be kept at a level which is equivalent to the replacement cost of the assets for which they were established. The reserve balance has fluctuated from the Iow of $1,829,610 as at December 31, 1998 to a high of $2,521,806 as at December 31, 1999. The draw of $937,037 in the current year has caused a significant decline in the balance of funds as at December 31, 2002. Other than capital levies collected for the purpose of financing long-term debt related to the capital purchase of Fire Communication Dispatch System and the construction of Don Beer Arena-Third Ice pad, there has been no large contribution to this reserve for several years. This account continues to be under funded. Major additional contributions will be required in future years. APPENDIX B (Page 3) RESERVE FOR CONTINGENCIES G/L 4612 43 Actual Balance December 31, 2001 Transfers into the Reserve OPG Revetment Wall & Supps Funding for Elections (Budget Provision) Transfers out of the Reserve Transfer to Capital Fund Pre-Audit Actual Balance December 31, 2002 $5,277,795 $ 1,544,967 71,500 1,616,467 (103,215) $6,791,047 Purpose of this Reserve: Like the capital equipment replacement reserve, this reserve acts in a tax stabilization capacity. It was established in anticipation of unknown, unusual or extraordinary expenditures which occur from time to time. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: The funds received from Ontario Power Generation (OPG) in the amount of $1,544,967 for the current year is the revetment wall and supplementary taxes for properties currently under an assessment appeal. This amount plus last year's contribution of $3,750,000 for a combined total of $5,294,967 are still pending appeal. Caution should be used with regards to the availability of these funds as the appeal is outstanding. Staff continue to monitor the balance of this reserve. APPENDIX B (Page 4) RESERVE FOR SELF INSURANCE G/L 4613 Actual Balance December 31, 2001 Transfers into the Reserve Transfers out of the Reserve Excess Insurance Claims Pre-Audit Actual Balance December 31, 2002 $972,489 (23,383) $949~106 Purpose of this Reserve: This reserve was established as a necessary form of asset protection. Specifically, it is to cover insurance claims resulting from the increase in deductible levels. The higher deductible reduced insurance premiums. Significant savings can be realized through reduced premium costs and staff analyze the costs/benefits of such actions on an annual basis. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: This reserve should be maintained at a level to ensure that the funding is adequate to meet future liabilities. This situation is analyzed by staff on a regular basis. In 2002, actual insurance claims exceeded the budget by $23,383 and a draw from this reserve was necessary to meet the over-expenditure. APPENDIX B (Page 5) RESERVE FOR RATE STABILIZATION G/L 4619 Actual Balance December 31, Transfers into the Reserve Excess Surplus Contribution 2001 Transfers out of the Reserve Pre-Audit Actual Balance December 31, 2002 $2,104,410 317,500 $2,421~910 Purpose of this Reserve: The purpose of this reserve is to act as a tax rate stabilization factor for annual current budget funding. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: The fund balance should be maintained at a level of 3 to 5 per cent of tax revenues to provide tax rate stabilization for annual current budgeting purposes. 50% of 2002 operating surplus of $317,500 has been transferred to this reserve, resulting in a pre-audit balance of $2,421,910. APPENDIX B (Page 6) RESERVE FOR DEVELOPMENT CHARGES - CITY SHARE GIL 4620 Actual Balance December 31, 2001 Transfers into the Reserve 2002 Current Budget Provision Transfers out of the Reserve Transfer to Capital Fund: Economic Development Roads External Subdivision Pre-Audit Actual Balance December 3t, 2002 (1,686) (56,000) (695,100) $2,765,000 800,000 (752,786) $2~812~214 Purpose of this Reserve: This reserve has been established to set aside funds for projected growth in the City. From the 1999 Development Charges Study it was approved that a Reserve Fund be established for the City's share i.e. the non-development charge portion, of the costs of services included in the Development Charges study and that contributions be included in the annual Current Budget for consideration by Council. For the City to meet its obligations for the various capital projects an annual contribution of $2.4 million is required. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: Funds continue to be budgeted in the Current Budget to build up this reserve fund to fund future capital growth of the City. Since it's inception in 2000, this is the first year draws were being made to finance 2002 capital projects. This reserve should be maintained at a level to ensure that the funding is adequate to meet future capital growth in the City. APPENDIX B (Page 7) TRANSIT RESERVE - G/L 4621 Actual Balance December 31, 2001 Transfers into the Reserve GO Transit Funding from Region Transfers out of Reserve APTA Current Expenditures APTA Capital Expenses Pre-Audit Actual Balance December 31, 2002 $(124,401) (296,317) nil 1,629,600 (420,718) $1,208~882 Purpose of this Reserve: This reserve was established in 2002 to capture funds raised for transit purposes and not immediately required and such other funds as Council may approve from time to time. Any grant funding received by the City of Pickering or Ajax Pickering Transit Authority (APTA) will go towards the applicable capital or current expenditure with any resultant surplus from City of Pickering budget funding being transferred to the Transit Reserve to assist in funding future year's APTA budgets. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: Transfer into Reserve represents funding of $1,629,600 received from the Region of Durham. Transfers were made out of this reserve to finance the 2002 Current & Capital operations of Ajax Pickering Transit Authority (APTA). This included $124,401 for transitional and additional requirement expenses and $296,317 for capital purposes bringing the net funds available of $1,208,882 as at year-end December 31,2002. APPENDIX B (Page 8) RESERVE FOR CONTINUING STUDIES & CONSULTING- G/L 4622 Actual Balance December 3'1,200'1 Transfers into the Reserve Transfers out of the Reserve Pre-Audit Actual Balance December 31, 2002 nil 67,4OO $67,400 Purpose of this Reserve: This reserve was established in 2002 to capture any unspent annual Current Budget provisions related to consulting, continuing studies, professional and legal fees. Under Generally Accepted Accounting Principles, the approval to expend funds for these efforts ceases at year-end, however work may continue beyond that date. The establishment of this fund enables the transfer of unspent funds into future year and accommodates this frequent timing difference between the approval and the expenditure. The interest income on these funds form part of the annual Current Budget General Government Revenue. Recommended Maintenance Levels of this Reserve: There would be no recommended maintenance levels. Funds transferred to this reserve will be used to fund the balance of the expenditures still to be incurred for incomplete studies or consulting contracts. APPENDIX C (Page 1) RESERVE FUND FOR COMMUNITY FACILITIES G/L 4225 Actual Balance December 3'1,200'1 Transfers into the Reserve Fund Excess Surplus Contribution Capital Fund- return to source Interest Earned on External Investments Transfers out of the Reserve Fund Transfer to Capital Fund: - Parks - Community Centres Pre-Audit Actual Balance December 3'1, 2002 $ 317,500 433 2,410 $(7,125) (29,897) $ 69,102 320,343 (37,022) $352~423 Purpose of this Reserve: This is a "discretionary" reserve fund established by Council to attempt to avoid both tax rate fluctuations and the need for issuing long term debt for major expenditures required for community facilities. The interest income on these funds form part of the Reserve Fund as per the Municipal Act. Recommended Maintenance Levels of this Reserve: The balances of this fund have fluctuated from the 2001 year Iow of $69,102 to the high in 1998 of $773,483. Due to it's Iow fund balance, 50% of 2002 operating surplus of $317,500 was transferred in to build up the fund balance in the 2002 year. Expenditures are transferred out of reserve funds only when incurred, therefore the amount committed but not incurred at end of 2002 is $23,223. Taking these commitments into consideration, the uncommitted balance of funds available is $329,200. Additional amounts must be allocated to this fund. 5O APPENDIX C (Page 2) RESERVE FUND FOR DEVELOPMENT CHARGES G/L 4227/4229 Actual Balance December 31, 2001 Transfers into the Reserve Fund External Net Developer Contributions Interest Earned on External Investments Interest earned on 2001 Internal Loans Transfers out of the Reserve Fund Transfer to Capital Fund - Parks - Petticoat Creek Bridge - Parks - Front Street - Corp Service - Master Financing Plan - External Subdivision Pre-Audit Actual Balance December 31, 2002 $ 2,340,780 174,650 356,540 $(312,782) (22,456) (13,796) (49,802) $10,393,615 2,871,970 (398,836) $12;866,749 Purpose of this Reserve: This is an "obligatory" reserve fund and as such is governed by Provincial legislation, regulation, City by-Law or agreement and requires revenue received for the special purposes to be segregated from the general revenues of the municipality. Obligatory reserve funds must be created whenever a statute requires revenue received for a special purpose to be segregated from the general revenues of the municipality and the revenue is to be used solely for the purpose prescribed by statute, i.e. in this case the monies charged to developers must be held and used to fund capital services required for new growth. The interest income on these funds form part of the Reserve Fund as per the Municipal Act, Recommended Maintenance Levels of this Reserve: In accordance with development charge legislation, all development charge revenue must be held within separate reserve funds and can only be used for the financing of growth-related projects. As such, no reserve fund limits are appropriate for development charge reserve funds because they are tied to growth-related capital requirements. This reserve fund has unspent commitments of $1,657,789. The pre-audit actual balance of $12,866,749 would be reduced by $1,657,789 to reflect balance of funds available of $11,208,960. APPENDIX C (Page 3) RESERVE FUND FOR CAPITAL WORKS G/L 4228 Actual Balance December 3'1,200'1 Transfers into the Reserve Fund Interest Earned on External Investments Transfers out of the Reserve Fund Transfers to Capital Fund - Recreation Complex Core Pre-Audit Actual Balance December 31, 2002 $499,540 17,410 (937) $516,013 Purpose of this Reserve: This Fund is a "discretionary" one and was established pursuant to subsection 163(2) of the Municipal Act for specified purposes by Council related to the acquisition of assets. The interest income on these funds form part of the Reserve Fund as per the Municipal Act. Recommended Maintenance Levels of this Reserve Fund: Between the years of 1998 to 2000, the balances have been maintained at $600,000 to $800,000. In 2001, there was a 50% draw on this fund balance without a corresponding contribution to this fund. Again, in 2002 no provisions were made to contribute to this fund. The value of the unspent commitments at end of 2002 is $13,823. The pre-audit actual balance of $516,013 will be reduced to $502,190 to reflect balance of funds available. Major additional contributions will be required in fu.ture years. 52 APPENDIX C (Page 4) RESERVE FUND FOR PARKLAND G/L 4230 Actual Balance December 31, 2001 Transfers into the Reserve Developers Contributions Interest Earned on External Investments Interest Earned on Internal Loans Transfers out of the Reserve Fund Transfer to Capital Fund - Parks Development - Playground Equipment - Purchase of Land -"option lands" Pre-Audit Actual Balance December 31, 2002 $ 178,526 67,200 49,975 $(246,062) (464,098) (189,816) $2,622,150 295,701 (899.976) $ 2~017,875 Purpose of this Reserve Fund: This is an "obligatory" reserve fund and it was established pursuant to section 163(2) of the Municipal Act as required by subsections 42(1 ), (5), (6), (7), (8) and (9) of the Planning Act. This fund is governed by legislation, regulation or agreement and requires revenues received for the special purposes to be segregated from the general revenues of the municipality. Obligatory reserve funds must be created whenever a statute requires revenues for a special purpose to be segregated from the general revenues of the municipality and the revenue is to be used solely for the purpose prescribed by statute. The interest income on these funds form part of the Reserve Fund as per the Municipal Act. Recommended Maintenance Levels of this Reserve Fund: Due to the obligatory nature of this fund, there are no limits on this fund. The value of the unspent commitments at end of 2002 is $208,247. The pre-audit balance of $2,017,875 will have to be reduced by the unspent commitment to reflect an uncommitted balance available of $1,809,628 as at December 31, 2002. APPENDIX C (Page 5) RESERVE FUND FOP, PUBLIC WORKS G/L 4232 53 Actual Balance December 31, 2001 Transfers into the Reserve Fund Interest Earned on External Investments Developer Contributions Transfers out of the Reserve Fund Pre-Audit Actual Balance December 31, 2002 $47,650 8,092 $1,365,285 55,742 (20,858) $1~400~169 Purpose of this Reserve Fund: This fund was established by Council pursuant to subsection 163(2) of the Municipal Act. The purpose of the reserve fund is to acquire fixed assets, e.g. storm sewers, without the need to fund on a long term nature through the issue of debentures. The main purpose at this time is to fund the City's share of the cost of subdivision works committed to under various subdivision agreements. The interest income on these funds form part of the Reserve Fund as per the Municipal Act. Recommended Maintenance Levels of this Reserve Fund: The "average" annual balance of this fund over the last four years has been approximately $1.25 million. This reserve fund should be kept at least at this level in the future. Staff will periodically review the need for this level with the requirements contained in the capital budget and four year program and report any different findings to Council. The value of unspent commitments for 2002 are $60,000. The pre-audit balance of $1,400,168 reduced by the unspent commitment will provide an uncommitted balance available of $1,340,168. 54. APPENDIX C (Page 6) RESERVE FUND FOR PICKERING BASEBALL ASSOCIATION GIL 4233 Actual Balance December 31, 2001 Transfers into the Reserve Fund Interest Earned on External Investments Transfers out of the Reserve Fund Transfer to Capital Fund - Cost of Construction Pre-Audit Actual Balance December 31, 2002 $1,228 43 (1,271) $ - Purpose of this Reserve Fund: This Reserve Fund has been established for the construction of the Brockridge Park Clubhouse. The funding for this Reserve Fund was initially by contribution from the Pickering Baseball Association, and thereafter from any other donors or contributors or from such funds as the Council of the City of Pickering may from time to time approve. The interest income on these funds form part of the Reserve Fund as per the Municipal Act. Recommended Maintenance Levels of this Reserve Fund: Funds collected for this reserve fund together with the City's contribution were used towards the cost of construction of the clubhouse. The construction was completed in 2001. The balance of funds was used to pay for remaining unpaid invoices in 2002. This reserve fund will be closed out in 2003 as it has served it's intended purpose and project is completed. APPENDIX C (Page 7) RESERVE FUND FOR WORKERS SAFETY INSURANCE BOARD G/L 4234 Actual Balance December 31, 2001 Transfers into the Reserve Fund Contribution from Current Fund Interest Earned on External Investments $ 272,107 1,611 $ 7,232 273,718 Transfers out of the Reserve Fund - Claims and Other Related Costs -Insurance Costs -Contribution to Health & Safety Program (Budget Provision) Pre-Audit Actual Balance December 31, 2002 $ (46,092) (37,884) (20,000) (103,976) $ 176,974 Purpose of this Reserve Fund: This Reserve Fund has been established to provide for the annual costs of insurance coverage, contributions towards the health and safety program, and the payment of claims and other related costs now the City is a Schedule 2 employer. This Reserve Fund was created in 2001 further to the recommendation passed in Council Resolution#127/01 and in compliance with Workplace Safety & Insurance Act. The interest income on these funds form part of the Reserve Fund as per the Municipal Act. Recommended Maintenance Levels of this Reserve Fund: 2002 is the second year after the transfer from Schedule 1 to 2 and has resulted in savings of $176,974 being accumulated in the Reserve Fund. Projected savings generated by the transfer to Schedule 2 are estimated to be in excess of $190,000 per annum for 2003 and beyond. As Schedule 2 operates on the self-insured principle, the savings in 2003 and beyond will be transferred to this reserve fund to build up the fund balance in the event of any catastrophic claim-related costs, which may occur. APPENDIX C (Page 8) ONTARIO TRANSIT RENEWAL RESERVE FUND G/L 4236 Actual Balance December 31, 2001 Transfers into Reserve Fund Contribution from Ministry of Transportation Transfer out of Reserve Fund Pre-Audit Balance December 31, 2002 nil 436,563 $436,563 Purpose of this Reserve Fund: This is an obligatory Reserve Fund established to capture funding received from Ministry of Transportation for the sole purpose of funding acquisition of APTA vehicles or for any major .vehicle refurbishment. This Reserve Fund was newly created in 2002 further to the recommendation passed in Council Resolution #110/02, per Report to Council CS 16-02. The interest income on these funds form part of the Reserve Fund as per the Municipal Act. Recommended Maintenance Levels of this Reserve Fund: No reserve fund limits are appropriate for this fund as availability of funds is dependent on amount of grant received net of its application. $436,563 represents 50% of City of Pickering's share of the grant received from Ministry of Transportation. The remaining 50% belongs to the Town of Ajax bringing a total funding of $873,126 under the Ontario Transit Renewal Program. ATTACHHENT # '~ TO REPORT#_~ THE CORPORATION OF THE CITY OF PICKERING 57 BY-LAW NO. /03 Being a by-law to repeal By-law no. 5761/00 which was to establish and maintain a Reserve Fund for the construction of the Brockridge Park Clubhouse. WHEREAS the City of Pickering passed By-Law 5761/00 to establish and maintain a Reserve Fund for the construction of the Brockridge Park Clubhouse. WHEREAS the construction of the clubhouse is completed, there are no monies remaining in the Reserve Fund and the Reserve Fund has served its intended purpose and can now be closed. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: That the Reserve Fund to be known as the Brockridge Park Clubhouse Trust be closed. 2. That By-law 5761/00 be repealed. That this By-law shall come into effect upon the date of the final passing thereof. BY-LAW read a first, second and third time and finally passed the 2nd day of June, 2003. Wayne Arthurs, Mayor Bruce Taylor, Clerk RECOMMENDATION OF THE FINANCE & OPERATIONS COMMITTEE DATE MOVED BY SECONDED BY That Report CS 23-03 of the Director, Corporate Services & Treasurer concerning Cash Position Report as at March 31, 2003, be received for information. REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: CS 23-03 Date: May 12, 2003 59 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Cash Position Report as at March 31,2003 Recommendation: It is recommended that Report CS 23-03 from the Director, Corporate Services & Treasurer be received for information. Executive Summary: Section 286(1) of the Municipal Act, 2001 provides that cash position statements may be prepared by the Treasurer for the information of Council. The attached schedules provide the City of Pickering's cash position, continuity of taxes receivable, outstanding investments, development charges collected and other development contribution information for the three months ended March 31,2003. Financial Implications: The cash position of the corporation ended March 31, 2003 was a net increase in cash of $6,169,201. totalled $44,256,083 and Use of Funds totalled $38,086,882. for three months Sources of Funds The large bank balance at March 31, 2003 arose as a result of timing differences between the receipt and disbursement of funds, particularly in regards to the first quarter payment of PIL revenues to the Region and taxation revenue to the School Boards. Approximately $5 million of this was invested in short-term investments in early April. Background: The discussion below describes the purpose and .the information contained in each of the attached schedules. Statement of Cash Position: Attachment 1 reflects the sources and uses of funds for the first quarter of 2003. Subcategories have been identified to highlight those cash transactions that are significant in nature or large dollar value transactions for the City of Pickering. Continuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions to March 31, 2003 and provides the outstanding taxes receivable as at March 31,2003. This balance represents all three levels of taxes billed, such as City, Region and School 6 i-'Report-i CS 23-03 Subject: Cash Position Report as at March 31,2003 Date: May 12, 2003 Page 2 Boards. The significant outstanding balance arises due to timing between the billing date and tax installment dates. The interim billing was issued February and 50% of this amount is not due until April 28. Outstandinq Investments: Attachment 3 reflects the short-term and long-term investments for both the Current Fund and the Reserve Funds outstanding as at March 31,2003. Development Charqes Collected: Attachment 4 indicates the total development charges for the City, Region and School Boards, as the City is responsible for collecting development charges on behalf of all levels of government. The total amount collected of $1,556,506 agrees with the balance indicated under Sources of Funds on Attachment 1. However the remittance of development charges to the Region and School Boards indicated under the Use of Funds is different than the total collected on Attachment 4. This variance is a result of timing differences because payments to the Region and School Boards are due 25 days following the month collected. Other Development Contributions: Attachment 5 is provided to show other significant development contributions that have been received. Attachments: 2. 3. 4. 5. Statement of Cash Position Continuity of Taxes Receivables Outstanding Investments Statement of Development Charges Collected Other Development Contributions Pre~ Avril I:¢~'~'"ne Audit Analyst APpro ~ Gillis A. Paterson Director, Corporate Services & Treasurer Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council 6! ATTACHMENT #.L___TO ~~ ,c ...... ~'"~ R~- #.~..~_~. ~2~ City of Pickering Cash Position Statement for the three months ending March 31, 2003 March, 2003 Sources of Funds: Accounts Receivable collected $ 308,700 Development charges collected 1,556,506 Operating 5,137,172 Grants-in-lieu: Federal 335,182 Provincial 359,962 Ontario enterprises 3,696,813 Municipal enterprises 102,124 Linear Properties 176,274 Federal specific grants Ontario specific grants 9,648 Interest Income Sale of land 140,656 90,170 Tax payments received 32,113,876 POA Revenue 229,000 Total $ 44,256,083 Use of Funds: Operating and Capital Expenditures $ 7,015,121 Payroll 6,745,455 Region Levy 13,263,450 Regional portion of Dev. Charges 797,181 School Board Levies 10,027,906 School Board portion of Dev. Charges 173,643 APTA Funding 64,128 Total $ 38,086,882 Net Cash Increase (Decrease) $ 6,169,201 FINANCIAL POSITION Bank Balance Net Cash Bank Balance Jan. 1, 2003 Provided (Used) Mar. 31, 2003 Current Fund $' 1,408,681 $ 6,169,201 $ 7,577,882 TOTAL $ 1,408,681 $ 6,169,201 $ 7,577,882 Note: Includes City, Region and School Boards Cash Position 1st quarter 2003.xIsNET CHANGES G2 ~, TACHMENT #~TO REPORT #,,Cs' 9,3--o,~ LU n' LU × -m .o 0 ^TTACHMENT# ii ~ TO REPORT# CS ~.3.- ~:~5 qqqqqqqq qq%qqqqq 0000 0000 0~00 ~000 ~000 ~000 0~ g ,A'ITACHMEN ~ #_df__._. ~0 REPORT# I.- Z City of Pickering Other Development Contributions For three months ending March 31, 2003 CONTRIBUTIONS: Cash - In - Lieu of Parkland TOTAL CASH-IN-LIEU OF PARKLAND $58,400 $58,400 Cash Position 1st quarter 2003.xlsOther Dev. Contrbtns RECOMMENDATION OF THE FINANCE & OPERATIONS COMMITTEE DATE MOVED BY SECONDED BY That Report OES 26-03 regarding a proposed amendment of the parking by- law #2359/87 be received; and That the attached draft by-laws be enacted to amend Schedule 'B' to By-law 2359/87 to provide for the regulating of parking, standing, and stopping on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. PICKERING REPORT TO THE FINANCE & OPERATIONS COMMITTEE Report Number: OES 26-03 Date: May 9, 2003 From: Richard W. Holborn, P. Eng Division Head, Municipal Property & Engineering Subject: Amendment to By-law 2359/87, Parking File: Wildwood Crescent, Liverpool Road, Vistula Drive, and Annland Street Recommendations: That Report OES 26-03 regarding a proposed amendment of the parking by-law #2359/87 be received; and That the attached draft by-laws be enacted to amend Schedule 'B' to By-law 2359/87 to provide for the regulating of parking, standing, and stopping on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. Executive Summary: In order to improve visibility, traffic flow and safety on Wildwood Crescent, Liverpool Road, Vistula Drive, and Annland Street, an amending by-law is being proposed, which prohibits on-street parking along specific sections of each street. A Community Outreach Letter and Map were distributed to residents that were affected by the amending by-law. Results indicate that the public support these proposed no-parking restrictions. The attached by-laws, once adopted, must be enforced on a regular basis to be effective. Financial Implications: The manufacture and installation of parking signs, costing approximately $2,000.00 can be accommodated within the Roads current budget account 2320-2409. Background: Wildwood Crescent On many occasions, vehicles have been observed parking on specific corners of Wildwood Crescent in such a manner to create unsafe conditions, visibility problems and potential collisions. The proposed parking by-law would be beneficial to improve visibility on corners and reduce the possibility of vehicular, pedestrian or cyclist collisions on Wildwood Crescent. Report OES 26-03 Subject: Parking By-law Amendment Date: May 9, 2003 Page 2 As a recommended practice, a Community Outreach program has been initiated to inform affected residents of a proposed by-law. The residents have the opportunity to support or oppose the by-law by completing the letter request form. Four (4) letters were distributed and three (3) were returned from residents of Wildwood Crescent. Results of the survey were three (3) in support and one (1) not returned. Comments received were positive and in support of the proposed no-parking by-law on Wildwood Crescent. As a means to better regulate on-street parking, it is recommended that the attached draft by-law be approved. The by-law, as proposed, will effectively prohibit parking along the east side of Wildwood Crescent between 104 meters southwest of Major Oaks Drive to 143 meters southwest of Major Oaks Drive, and 87 meters east of Wildwood Crescent to 118 meters south of Wildwood Crescent, and 218 meters southeast of Wildwood Crescent to 245 meters east of Wildwood Crescent, and 308 meters east of Wildwood Crescent to 398 meters northeast of Wildwood Crescent. If approved, these by-laws must received regular enforcement to be effective. Liverpool Road Recently staff investigated neighbourhood concerns about the presence of on-street parking along Liverpool Road north of Bushmill Street/Linwood Street to the south limit of the Hydro Corridor. In order to improve the level of safety on Liverpool Road, an amending by-law is being proposed, which if passed, will prohibit on-street parking on the east side of Liverpool Road, 7:30 a.m. to 4:30 p.m., Monday to Friday, September 1st to June 30th. The current by-law restricts parking during the hours of 8:00 - 9:00 a.m. and 3:00 - 4:00 p.m., Monday to Friday, being the terms of school starts/ends, but does not properly reflect the months that school is in session. As a recommended practice, a Community Outreach program has been initiated to inform affected residents of a proposed by-law. The residents have the opportunity to support or oppose the by-law by completing the letter request form. Five (5) letters were distributed and four (4) were returned from residents on Liverpool Road. Results of the survey were two (2) in support and two (2) opposing the proposed by-law. Although the survey split is half in support and half opposes the proposed by-law change, amending the monthly prohibition would be beneficial to the neighbourhood community by improving the level of safety and would be similar to reflect the present school by-law restrictions across the City. If approved, these by-laws must received regular enforcement to be effective. Vistula Drive Recently staff investigated neighbourhood concerns about the presence of on-street parking along Vistula Drive east of West Shore Boulevard. In response to these concerns, observations have confirmed that on-street parking creates sightline visibility problems, which may affect the safe movement of vehicles and pedestrians at the intersection of Vistula Drive at West Shore Boulevard. As a recommended practice, a Community Outreach program has been initiated to inform affected residents of a proposed by-law. The residents have the opportunity to Report OES 26-03 Subject: Parking By-law Amendment Date: May 9, 2003 Page 3 support or oppose the by-law by completing the letter request form. Two (2) letters were distributed and two (2) were returned from residents on Vistula Drive. Comments received were positive and support the proposed no-parking by-law on Vistula Drive. In order to improve the level of safety on Vistula Drive, an amending by-law is being proposed, which if passed, will prohibit on-street parking on the north and south sides of Vistula Drive, 20 meters east of West Shore Boulevard. If approved, these by-laws must receive regular enforcement to be effective. Annland Street In response to a request from the Ajax/Pickering Transit Authority (APTA), Municipal By-law Enforcement Staff recently investigated and evaluated transit operations on Annland Street. Site visits from Municipal Property and Engineering Staff confirm that transit vehicles are experiencing difficulty traveling along Annland Street when vehicles are parked on the west and north sides of the street south of Broadview Street. Annland Street is classified as an urban collector roadway with a pavement width of 8.5 meters, provides transit services, and carries an annual average daily traffic volume of approximately 400 vehicles. Currently, parking prohibitions on Annland Street provide no-parking on the east and south side of Annland Street from Krosno Boulevard to a point 230 meters east of Liverpool Road and on the north side of Annland Street from Liverpool Road to a point 200 meters east of Liverpool Road. The by-law amendment, as proposed, will prohibit parking along the north and west side of Annland Street from Broadview Street to a point 200 meters east of Liverpool Road. Prohibiting on-street parking in the aforementioned area will improve sightlines, not only for transit vehicles, but also for neighbourhood traffic. As a recommended practice, a Community Outreach program has been initiated to inform affected residents of a proposed by-law. The residents have the opportunity to support or oppose the by-law by completing the letter request form. Eight (8) letters distributed and seven (7) were returned from residents of Annland Street. Results of the request were as follows: five (5) in support and two (2) opposed of the by-law. Based on these results, the no-parking by-law on Annland Street was well received and supported by the public. If approved, these by-laws must received regular enforcement to be effective. It should be noted that as of January 1, 2003, all new municipal traffic movement by-laws are not required to be submitted to the Regional Council for approval since the new Municipal Act for the Province of Ontario Regulation 239/02 has came into effect. Attachments: 1. Location Maps 2. Draft By-law Amendments Report OES 26-03 Subject: Parking By-law Amendment Date: May 9, 2003 Page 4 Prepared By: Richard W. HCborn ~Unicipal Property & Engineering Approved / Endorsed By: Director, Operations & Emergency Services RH:ds Attachments Copy: Chief Administrative Officer City Clerk Manager of By-law Enforcement Services Supervisor, Roads Recommended for the consideration of Pickering.4¢~., City~. ~;homas J. Qu~"'nn, Chief Administrative Officer ? /-- PROPOSED ' ,/ LOCA T/ON Ooo SQUARE ~IRCLE'~ PARKDALE AVENUE FINCH l:4000MUNIOIPALPROPER~&, 10/2002 . TRAFFIC REPORT ENGINEERING DIVISION I ~,OT~6 ~ LOCATION OF PROPOSED NO PARKING ZONE J OLD ORCHARD AVE. MONICA COOt<1 PL_ACE LUNA CR~. BOULEVARD 'LO NA PARK ROAD COMMERCE AN N LAN D WHARF OPERATIONS & EMERGENCY SERVICES DEPARTMENT MUNICIPAL PROPERTY & 1:4009 I DEC 04/2002 ×OLOFE STREET BROADVIEW STREET STREET STREET AVEN U E ~.~D RIVE SHEARER LAN E I-PROPOSED NO PARKING LOCATiON TRAFFIC REPORT LOCATION OF PROPOSED NO PARKING ZONE GREENIvlOUNT' ~ROPOSED ~--/~ // \ \ \ . 0 0 CRT. , S:O ,/7 PROPOSED ~-- ~ ~ 0 PARKING OPE~ONS & EMERGENCY ~,~,~,~o~ TRAFFIC REPORT ~,'~MPand~Themof/~ Mocp~Mqps~Mp~E ~ro/fc~4t~¢c,~men~ for ~eoorl _.-~-~__~-%~_ ~ /--- PROPOSED ~'-~~ sx~ ~ ~. .,~ · NO PARKING HANWORTH [ i~ :~ ' ( ~~ ] L _ ,~ BAYSHORE) 'REDA AVENUE ' ;~TTA AVE~U~ ~ :" >, M ] I ~~ , t /~~// VIC~I 0 ~Rlhl~ ] . ~ s~v~c~s ~e~m~ .u.,c,.A.-o...w~ T~FFlC REPORT ENe~EE~.e D~WS~ON '~: ~ ...... ~, LOCATION OF PROPOSED NO PARKING ZONE 1:4ooo I DEC 19/2002 ATTACHHENT#~, TOREPORT# (~""="-~,,-.~..., ~ ~ ,-~2 THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law "to amend By-law 2359/87 regulating parking, standing and stopping on highways and on private and municipal property". WHEREAS, pursuant to the Municipal Act, R.S.O. 1990, chapter M.45, sections 218.52, 210.73, 210.123-126, 210.131,310,314.7 and 314.8, the Council of the Corporation of the City of Pickering enacted By-law 2359/87 regulating parking, standing and stopping on highways and on private and on municipal property; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: Schedule B to By-law 2359/87, as amended, is hereby amended by deleting therefrom the following items: Highway Side Liverpool Road East Between/And Bushmill Street/Linwood Street and south limit of Ontario Hydro Corridor Prohibited Times and Days 8:00 a.m. to 9:00 a.m. and 3:00 p.m. to 4:00 p.m., Monday to Friday Annland Street East and Liverpool Road and Krosno See Note 1 North Boulevard Schedule B to By-law 2359/87, as amended, is hereby amended by adding thereto the following items: Highway Side Between/And Prohibited Times and Days Wildwood Crescent East and 104 meters southwest to 143 See Note 1 South meters southwest of Major Oaks Drive, South and 87 meters east of Wildwood See Note 1 West Crescent to 118 meters east of Wildwood Crescent, East and 218 meters southeast of See Note 1 North Wildwood Crescent to 245 meters southeast of Wildwood Crescent, North and 308 meters southeast of See Note West Wildwood Crescent to 398 meters southeast of Wildwood Crescent Liverpool Road East Bushmill Street/Linwood Street and south limit of Ontario Hydro Corridor 7:30 a.m. to 4:30 p.m., Monday to Friday, September 1st to June 30th Vistula Drive North and West Shore Blvd to 20 See Note 1 South meters east of West Shore Blvd Annland Street North and Liverpool Road to Broadview See Note 1 West Street Annland Street East 230 meters east of Liverpool See Note 1 Road to Krosno BIvd BY-LAW read a first, second and third time and finally passed this 2nd day of June 2003. Wayne Arthurs, Mayor Bruce Taylor, Clerk