The URL can be used to link to this page

Home My WebLink AboutFebruary 19, 2007 Council Meeting Agenda Monday, February 19, 2007 Council Chambers 7:30 pm IN-CAMERA MEETING OF COUNCIL HAS BEEN SCHEDULED FOR 7:00 pm I) INVOCATION Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation. II) DISCLOSURE OF INTEREST III) ADOPTION OF MINUTES PAGE Council Meeting of February 5, 2007 1-14 Executive Committee meeting held February 12, 2007 15-17 In Camera meeting of February 5,2007 Under Separate Cover Audit Committee Meeting of February 12, 2007 18-21 IV) PRESENT ATIONS V) DELEGATIONS 22 VI) CORRESPONDENCE 23-38 VII) EXECUTIVE COMMITTEE REPORT 39-40 Report EC 2007-03 of the Executive Committee held on February 12, 2007 VIII) REPORTS - NEW AND UNFINISHED BUSINESS 41-42 IX) MOTIONS AND NOTICE OF MOTIONS 43-44 X) BY-LAWS 45 XI) OTHER BUSINESS XII) CONFIRMATION BY-LAW XIII) ADJOURNMENT . Minutes from the Accessibility Advisory Committee of January 24, 2007 . Minutes from the Committee of Adjustment January 24, 2007 . Minutes from the Race Relations & Equity November 2,2006 and February 1, 2007 Council Meeting Minutes Monday, February 5, 2007 7:30 PM PRESENT: pn '; ~IUJ_ Mayor David Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: E. Buntsma N. Carroll G. Paterson D. Bentley D. Shields - Director, Operations & Emergency Services - Director, Planning & Development - Director, Corporate Services & Treasurer - City Clerk - Deputy Clerk (I) INVOCATION Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (II) ADOPTION OF MINUTES Moved by Councillor Dickerson Seconded by Councillor Johnson Regular Council Meeting of January 15, 2007, Special Council Meeting of January 22, 2007, Executive Committee Meeting of January 22, 2007, in Camera Meetings of January 15, 2007 and January 22, 2007. CARRI ED (III) DELEGATIONS 1. Regional Chair Roger Anderson Region of Durham Re: Annual Address to the City of Pickerinq Council Meeting Minutes "\ fO\ 1)1 t: \..J .,y Monday, February 5, 2007 7:30 PM Roger Anderson, Regional Chair for the Regional Municipality of Durham appeared before Council to give his annual address to the City of Pickering. Mr. Anderson stated that 2006 was a very busy but successful year for the Region of Durham and noted that 2007 was brimming with opportunity due to the potential Provincial and Federal elections. He noted accomplishments in the Durham Transit sector, transportation infrastructure and waste management and water and sewer projects. He also noted that conservation would have a Regional focus in 2007. Mr. Anderson stated that Durham municipalities are moving at light speed and that we can be proud of our accomplishments and service to our communities. He stated that he would like to proceed with an issues list for all of Durham Region and noted that we needed to promote our accomplishments and our needs jointly to the senior governments in the pre-budget and pre-election periods and felt that a united front would be more productive. 2. Jeff Wood, 856 Air Cadets Public Affairs Officer 856 Air Cadets Squadron Re: Appreciation/thanks to the City of Pickering Jeff Wood and Major Frank Charbonneau appeared before Council to thank the City of Pickering for their generous sponsorship over the years. Major Charbonneau noted that the squad had received Top Squad again this year and that there were over 100 squads in Ontario to choose from. He stated that the Air Cadet Squadron enjoyed contributing their time to many community events and appreciated the City of Pickering's support. 3. Pasquale Malandrino Re: Siqnaqe - Bay Ridqes Plaza Pasquale Malandrino appeared before Council to question what was happening with the signage at the Bay Ridges Plaza. He stated that he felt the signs were too big and did not conform to the sign by-law. He also stated that he felt the signs led people to believe there were no businesses operating out of the plaza. He noted that many businesses were closed or had moved but, there were still a few in operation. Mr. Malandrino requested clarification on what was happening with the signage. Councillor McLean stated that he was willing to meet with Mr. Malandrino to discuss his concerns. Council Meeting Minutes Monday, February 5, 2007 7:30 PM ,"'.. ,- t"'-"'I l. ~ ~ ~. '.,,:' .vd (IVI) CORRESPONDENCE 1. CORR. 06-07 MARTHA A. PETTIT, MANAGER OF LEGISLATIVE SERVICES/DEPUTY CLERK TOWN OF AJAX 65 Harwood Avenue South Aiax, ON L 1 S 2H9 Resolution #25/07 Moved by Councillor McLean Seconded by Councillor Johnson That CORR. 06-07 from Martha Pettit, Manager of Legislative Services/Deputy Clerk advising that at the Ajax Town Council meeting held on January 22, 2007, the Council of the Town of Ajax adopted a resolution with respect to the approval of Bill 172, the Municipal Amendment Act (Direct election of Durham Regional Council Chair), be received for information. CARRIED ON A RECORDED VOTE YES NO Councillor Johnson Councillor Littley Councillor McLean Mayor Ryan Councillor Dickerson Councillor O'Connell Councillor Pickles 2. CORR. 07-07 LORI RIVIERE, PROJECT MANAGER, PLANNING STAFF LIAISON TO DEAC REGION OF DURHAM PLANNING DEPARTMENT 605 Rossland Road East, 4th Floor Whitby. ON L 1 N 6A3 Resolution #26/07 Moved by Councillor McLean Seconded by Councillor Johnson Council Meeting Minutes "\ r ", U ',j 1.1 Monday, February 5, 2007 7:30 PM That CORR. 07-07 from Lori Riviere, Planning Department, Region of Durham attaching a nomination form for the 2007 Environmental Achievement Awards, to be submitted by March 2nd, 2007 be received for information. CARRIED (V) REPORTS a) Executive Committee Report, #EC 2007-02 1. Chief Administrative Officer, Report CAO 01-07 Highway 401 Pedestrian Bridge Project - Status Update and Proposed 2007 Work Proqram 1. That Report CAO 01-07 of the Chief Administrative Officer concerning the Highway 401 Pedestrian Bridge project be received; 2. That staff be requested to file the Highway 401 Pedestrian Bridge Environmental Study Report with the Ministry of the Environment; 3. That staff be requested to proceed with the proposed 2007 work program for the Highway 401 Pedestrian Bridge project as outlined in this Report; 4. That the appropriate City officials be authorized to seek any necessary approvals and enter into any necessary agreements with the Province, CN Rail, GO-Transit, Pickering Town Centre /20 Vic Management or others as may be required to facilitate the development of this project; 5. That staff be requested to continue working cooperatively with Pickering Town Centre /20 Vic Management on coordinating the design and timing of the bridge and abutting office tower and on marketing and promoting the office tower; 6. That staff be requested to further investigate and report back to Council with respect to the cost of the Highway 401 Pedestrian Bridge, including any potential additional funding opportunities, sources or partners; 7. That the construction of the Highway 401 Pedestrian Bridge be undertaken only in association with the northerly abutting office tower to be constructed by others on the Pickering Town Centre shopping mall site; and, CiUI 0# Council Meeting Minutes Monday, February 5, 2007 7:30 PM '" r '1:1:"'" ;.. -t r...-. UUd 8. That a copy of this Report be forwarded to the Ministry of Transportation, the Ministry of Public Infrastructure Renewal, the Region of Durham, C.N. Rail, GO-Transit, Pickering Town Centre / 20 Vie Management, M.P.P Wayne Arthurs, M.P. Dan McTeague and M.P. Mark Holland. 2. Director, Planning & Development, Report PO 02-07 Garthwood Homes Limited, Plan of Subdivison 40M-2023 Final Assumption of Plan of Subdivision 1. That Report PO 02-07 of the Director, Planning & Development regarding the Assumption of Plan 40M-2023, be received; 2. That the highway being Spartan Court within Plan 40M-2023 be assumed for public use; 3. That the services required by the Subdivision Agreement relating to Plan 40M-2023, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance, save and except from Blocks 25, 32 and 33; 4. That the Subdivision Agreement and any amendments thereto relating to Plan 40M-2023 be released and removed from title; 5. That By-law 1416/82 (Places of Amusement) be amended to include the road being Spartan Court within Plan 40M-2023 ; and, 6. That Council enact a by-law to dedicate Block 31, Plan 40M-2023 as public highway. 3. Director, Operations & Emergency Services, Report OES 02-07 No Stopping By-law, Liverpool Road & Sandy Beach Road Amendment to Bv-Iaw 6604/05 1. That Report OES 02-07 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal Traffic By-law 6604/05 be received; and Council Meeting Minutes '.', (':. c." l: 'J I.) Monday, February 5, 2007 7:30 PM 2. That the attached draft by-law be enacted to amend Schedules '1" and '2' to By-law 6604/05 to provide for the regulating of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. 4. Director, Operations & Emergency Services, Report DES 04-07 No Stopping By-law, Pickering Parkway Amendment to By-law 6604/05 1. That Report OES 04-07 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal Traffic By-law 6604/05 be received; and 2. That the attached draft by-law be enacted to amend Schedule "2" to By- law 6604/05 to provide for the regulation of parking on Highways or parts of Highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. 5. Director, Operations & Emergency Services, Report DES 05-07 Speed Limit By-law, Sideline 16 Amendment to By-law 6604/05 1. That Report OES 05-07 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal Traffic By-law 6604/05 be received; and 2. That the attached draft by-law be enacted to amend Schedule "9" to By- law 6604/05 to provide for the regulation of vehicular maximum rates of speeds on Highways or parts of Highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. 6. Director, Operations & Emergency Services, Report DES 08-07 Pesticide Use on Municipal Property Annual Update 1. That Report OES 08-07 of the Director, Operations & Emergency Services regarding Pesticide Use on Municipal and Private Property be received; 2. That City of Pickering staff continue to review the effectiveness of educational programs pertaining to pesticides and their use and investigatE:! the potential for further development of community awareness and report the results on an annual basis, and Council Meeting Minutes Monday, February 5, 2007 7:30 PM f', r'. t~(;~ 1...: U 3. That City of Pickering staff continue to investigate and evaluate alternative options to pesticides for pest control on municipal properties, and report the results on an annual basis. 7. Director, Corporate Services & Treasurer, Report CS 08-07 Final Approval for Financing of Council Approved Capital Projects - External Borrowino Throuoh the Issuance of Debentures 1. That Report CS 08-07 of the Director, Corporate Services & Treasurer be received; 2. That the Director, Corporate Services & Treasurer be authorized to: a) undertake long term financing through the issuance of debentures through the Regional Municipality of Durham up to a maximum amount of $2,340,000 for the projects listed on Attachment 1 in the indicated amounts, for the following terms; Terms Amount 5-Year $ 520,000 10-Year 890,000 20-Year 930,000 Total $ 2,340,000 b) undertake the financing of any projects or portions thereof that cannot be accommodated through the foregoing through internal loans or a financial institution offering long term financing under similar terms and conditions; c) finance any capital expenditures currently financed through internal loans, should the need for funds arise, through the Regional Municipality of Durham or through a financial institution; d) make any changes, adjustments, revisions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; 3. That the costs of undertaking the financing, currently estimated at up to approximately $24,000, be charged to the 2007 Current Budget, General Government Loan Repayment; Council Meeting Minutes Monday, February 5, 2007 :\ C, (1 7:30 PM \., u () 4. That the annual repayment costs of principal and interest, amounting to approximately $310,000 be included in the 2007 Current Budget and thereafter until the loan is repaid; 5. That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debentures or long term financing arrangements, through the Regional Municipality of Durham, a financial institution, internal loans or whatever means necessary at the discretion of the Treasurer; 6. That the Director, Corporate Services & Treasurer be authorized to engage the services of any individual or firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an undertaking and any other aspects in regards to the financing of capital projects; 7. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised to other capital projects for which long-term financing is required, as is permitted under the Municipal Act, 2001; 8. That the attached draft by-laws, providing for the authorization for the issuance of debentures, be enacted; and, 9. That the appropriate officials of the City of Pickering be given authority to give effect thereto. Resolution #27/07 Moved by Councillor Johnson Seconded by Councillor Dickerson That the Report of the Executive Committee EC 2007-02, dated January 22, 2007, be adopted. CARRI ED Council Meeting Minutes Monday, February 5, 2007 7:30 PM 1''' r'_"< l:0;J (VI) REPORTS - NEW AND UNIFINISHED BUSINESS a) Follow Up to CAO 02-0'7, Report of the Chief Administrative Officer Advisory Committee Appointments Resolution #28/07 Moved by Councillor Johnson Seconded by Councillor Littley That the Council appointments for the C.A.V.E. Advisory Committee and Seaton Net Benefits Advisory Committee be referred to the Council Strategy Session scheduled for February 8, 9, 2007. CARRIED (VII) NOTICES OF MOTION 1. Benchmarkinq/Sustainable Pickerinq Resolution #29/07 Moved by Councillor Johnson Seconded by Councillor McLean That the Notice of Motion with respect to Benchmarking/Sustainable Pickering be tabled. MOTION DEFEATED Resolution #30/07 Moved by Councillor O'Connell Seconded by Councillor Dickerson WHEREAS a Benchmarking/Sustainable Pickering committee was endorsed by the Council for the City of Pickering to create, throughout the entire municipal structure, a culture whereby all actions and programs could be evaluated through the consideration of the environmental, social and economic factors; and Council Meeting Minutes Monday, February 5, 2007 7:30 PM " ."r" ,-\ l' J, I WHEREAS Council, by appointing three members of Council, provided the necessary leadership dynamics to move this new attitude forward; and WHEREAS through its mandate the City of Pickering has adopted various reports and plans for implementation; and WHEREAS the work of Sustainable Pickering is an ongoing process NOW THEREFORE the Council for the City of Pickering reaffirms its commitment and role of leadership to the goals of sustainability and appoints the following 3 Councillors for this term of Council: Councillor Dickerson Councillor Pickles Councillor O'Connell CARRIED LATER IN THE MEETING (See Following Motion) Resolution # 31/07 Moved by Councillor Littley Seconded by Councillor Johnson That clause 1 and 2 of the main motion be amended as follows: "WHEREAS a Benchmarking/Sustainable Pickering committee was endorsed by the Council for the City of Pickering to create, throughout the entire municipal structure, a culture whereby all actions and programs could be evaluated through a set of measurable and accountable environmental, social and economic standards; WHEREAS Council, will appoint three members of Council and at least 4 or more community and agencies to form an advisory board to provide the necessary leadership dynamics to move this new attitude forward; " MOTION DEFEATED The main motion of Councillor O'Connell and Councillor Dickerson was then put to a vote and CARRIED. Council Meeting Minutes Monday, February 5, 2007 7:30 PM C 1 ~i (VIII) BY-LAWS 6724/07 6725/07 6726/07 6727/07 6728/07 6729/07 6730/07 6731/07 6732/07 6733/07 Being a by-law to dedicate that part of Lot 3, Concession 6, Pickering, designated as Part 4, Plan 40R-23226, as public highway (lKinsale Road Being a by-law to exempt Lots 1,2,3 and Blocks 4,5,6,7,8,9, 10, 11, 12, 13 and 15, Plan 40M-2339, Pickering, from part lot control. Being a by-law to appoint By-law Enforcement Officers for the purpose of enforcing parking restrictions on private property. Being a by-law to confirm the authorization of the issuance of debenture!s in the amount of $170,000 for the supply and delivery of a 4 Ton Dump Truck in the City of Pickering. Being a by-law to confirm the authorization of the issuance of debenture!s in the amount of $240,000 for the supply and delivery of a Street Sweeper project in the City of Pickering. Being a by-law to confirm the authorization of the issuance of debentures in the amount of $110,000 for supply and delivery of a Multipurpose Single Person Refuse Packer in the City of Pickering. Being a by-law to confirm the authorization of the issuance of debentures in the amount of $175,000 for the supply and delivery of a 4 Ton Dump Truck in the City of Pickering. Being a by-law to confirm the authorization of the issuance of debentures in the amount of $715,000 for the Sandy Beach Road Bridge Replacement and Road Reconstruction project in the City of Pickering. Being a by-law to confirm the authorization of the issuance of debentures in the amount of $930,000 for the Addition to Fire Services Division Headquarters project in the City of Pickering. Being a by-law to amend By-law 6604/05 providing for the regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. Council Meeting Minutes " 1 ,~\ \",' (;" Monday, February 5, 2007 7:30 PM 6734/07 Being a by-law to amend By-law 6604/05 providing for the regulating or parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. 6735/07 Being a by-law to amend By-law 6604/05 to provide for the regulation of vehicular maximum rates of speeds on Highways or parts of Highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. 6736/07 Being a by-law to dedicate Block 31, Plan 40M-2023, Pickering as public highway. THIRD READING: Councillor Pickles, seconded by Councillor O'Connell, moved that By-law Numbers 6724/07 through 6736/07 be adopted and the said by-laws be now read a third time and PASSED and that the Mayor and Clerk sign the same and the seal of the Corporation be affixed thereto. CARRIED (IX) OTHER BUSINESS 1. The Chief Administrative Officer was provided direction on the following: a) Councillor Pickles informed Council that he would be giving a notice of motion at the February 19, 2007 meeting of Council with regards to accessible parking spots. b) Councillor O'Connell requested a report from staff regarding the Sheppard "sidewalk" installation initiative. Councillor O'Connell requested information on what had been done to date, what still needs to be done, the associated costs, timelines, could the work be phased and what is the most logical order of phasing, are there any grants or Regional funds available for the project and whether the sidewalk work could be phased as a separate project without urbanizing the road. Council Meeting Minutes Monday, February 5, 2007 7:30 PM :~ 1 ' , i... .J (X) CONFIDENTIAL MATTERS In Camera Meetinq of Council In accordance with the In Camera provisions of the Municipal Act, a meeting was held prior to the regularly scheduled meeting. Refer to the In Camera minutes for further information. Resolution #32/07 Moved by Councillor Johnson Seconded by Councillor Littley a) Appointments to the Heritaqe Pickerinq Advisory Committee That the following persons are appointed thereto for a term to expire on November 30,2008: Theresa Lynn Abernethy Karen Lynne Emmink Shawna Foxton Pamela Ann Fusl311i Jim Simpson Arthur Zimmerman; and That Councillor Johnson be appointed the interim Chair of the Heritage Pickering Advisory Committee. CARRIED (XI) CONFIRMATION BY-LAW By-law Number 6737 /06~ Councillor Johnson, seconded by Councillor Dickerson, moved for leave to introduce a By-law of the City of Pickering to confirm those proceedings of the Council of The Corporation of the City of Pickering at its In Camera and Regular Meeting of February 5, ~W07. CARRIED Council Meeting Minutes Monday, February 5, 2007 7:30 PM " 1 '..' l' q. (XII) ADJOURNMENT The meeting adjourned at 9:35pm. DATED this 5th day of February, 2007 MAYOR DAVID RYAN DEBIA.BENTLEY CITY CLERK Executive Committee Meeting Minutes Monday February 12, 2007 7:30 pm - Council Chambers Chair: Councillor McLean PRESENT: "'1,.d l,t . ~~) Mayor Ryan COUNCILLORS: O. Dickerson R. Johnson B. McLean J. O'Connell O. Pickles ABSENT: Councillor Littley ALSO PRESENT: E. Buntsma N. Carroll G. Paterson O. Bentley - Director, Operations & Emergency Services - Director, Planning & Development - Director, Corporate Services & Treasurer - City Clerk (I) MATTERS FOR CONSIDERATION 1. Director, Planning & Development, Report PO 05-07 John Phillips Bryant/Marjorie Bryant/Ian Alastair Morrison McCully Plan of Subdivision 40M-1456 Final Assumption of Plan of Subdivision Moved by Councillor Johnson Seconded by Councillor Pickles 1. That Report PO 05-07 of the Director, Planning & Development regarding the Assumption of Plan 40M-1456, be received; 2. That the highway being Trimble's Lane within Plan 40M-1456 be assumed for public use; (\ 1 C" .... U Executive Committee Meeting Minutes Monday February 12, 2007 7:30 pm - Council Chambers Chair: Councillor McLean 3. That the services required by the Subdivision and Development Agreement relating to Plan 40M-1456, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 4. That the Subdivision and Development Agreement and any amendments thereto relating to Plan 40M-1456, be released and removed from title; and, 5. That By-law 1416/82 (Places of Amusement) be amended to include the road being Trimble's Lane within Plan 40M-1456. CARRIED 2. Director, Operations & Emergency Services, Report OES 10-07 Toronto & Region Conservation Authority (TRC) Request Fundinq for Healthy Neiqhbours Proqram Moved by Councillor Dickerson Seconded by Mayor Ryan That Report OES 10-07 of the Director, Operations & Emergency Services be referred to the 2007 budget discussions. CARRIED 3. Director, Operations & Emergency Services, Report OES 12-07 Reduced Load Highways Amendment to the Municipal Traffic & Parkinq By-law 6604/05 Moved by Councillor Johnson Seconded by Councillor Dickerson 1. That Report OES 12-07 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and, 2. That the attached draft by-law be enacted to amend Schedule "12" to By-law 6604/05 to provide for the regulation of reduced load periods on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering. CARRIED Executive Committee Meeting Minutes Monday February 12, 2007 7:30 pm - Council Chambers Chair: Councillor Mclean 1\17 '- . 4. Director, Operations cSt Emergency Services, Report OES 13-07 No Parking By-law Erin Gate Boulevard, Ridgewood Court and Melman Street - Amendment to By-law 6604/05 Moved by Councillor Johnson Seconded by Councillor Dickerson 1. That Report OES 13-07 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and, 2. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. CARRIED 5. Director, Corporate Services & Treasurer, Report CS 11-07 Formal Quotations - Quarterly Report for Information Moved by Councillor Johnson Seconded by Councillor Dickerson That Report CS 11-07' of the Director, Corporate Services & Treasurer concerning Formal Quotations - Quarterly Report be received for information. CARRI ED II) OTHER BUSINESSS 1) The Chief Administrative Officer was provided direction on the following: a) Further to the Council Strategy Session, it was the consensus of Council that the City Clerk proceed with the Governance Structure change through resolution of Council at the February 19, 2007 meeting. III) ADJOURNMENT The meeting adjourned at 7:40 pm. C'13 Audit Committee Meeting Minutes Monday, February 12, 2007 Main Committee Room 4:30 PM PRESENT: Mayor David Ryan Councillor Dickerson Councillor McLean Councillor O'Connell ALSO PRESENT: G. Paterson J. Halsall K. Senior D. Shields A. Payne - Director, Corporate Services & Treasurer - Manager, Internal Audit & Control - Manager, Accounting Services - Deputy Clerk - Audit Analyst GUESTS: P. Jesty, Deloitte & Touche P. Colavecchio, Deloitte & Touche (I) ELECTION OF CHAIR Moved by Councillor Dickerson That Councillor McLean be appointed as Chair of the Audit Committee. CARRIED (II) ADOPTION OF MINUTES Moved by Mayor Ryan That the minutes of the meeting held on Tuesday, October 3,2006 be adopted. CARRIED - 1 - Audit Committee Meeting Minutes Monday, February 12, 2007 Main Committee Room 4:30 PM '\ 1 "'.' ..' \.. " (III) PRESENTATIONS 1. Audit Plan for Year Endinq December 31. 2006 An overview of the Audit Plan for the Year Ending December 31,2006 was given by Paula Colavecchio of Deloitte & Touche. Ms. Colavecchio indicated that the financial reporting responsibilities of Deloitte & Touche are as follows: Perform a cost-effective audit in accordance with Canadian generally accepted auditing standards _ Assess accounting principles and financial statement disclosures Review key management control systems and processes and assess audit risk Report opportunities for improvements in control processes Express an opinion on the fairness of presentation of the financial statements Provide industry expertise to support the risk-basked audit approach Ms. Jesty noted that reviewing various reports and making opinions from those reports complete these actions. She also noted that if, during the course of an audit, observations are made with regard to the following they would bring it to the City's attention: Significant weaknesses in internal control relating to the preparation of the financial statements. Illegal acts Non-compliance with regulatory requirements Significant transactions inconsistent with the ordinary course of business, including fraud or possible fraud New significant accounting principles or policies and other related items Ms. Jesty noted that the rules of professional conduct requires that Deloitte and Touche maintain an Independent relationship with the City of Pickering and confirm that they continue to be independent under the Rules of Professional Conduct of the Institute of Chartered Accountants of Ontario. Discussion ensued with respect to the role and need of an Audit Committee. Based on the discussion, the Director, Corporate Services & Treasurer was Requested to provide information on how the Audit Committee was formed. - 2 - -, r, '''l l' t.:. V Audit Committee Meeting Minutes Monday, February 12, 2007 Main Committee Room 4:30 PM Moved by Mayor Ryan That the presentation from with respect to the Audit Plan for Year Ending December 31,2006 be received. CARRIED 2. Role of Internal Audit James Halsall, Manager, Internal Audit & Control provided a powerpoint presentation on the role of the Internal Auditor. Mr. Halsall noted that like the External Auditor the Internal Auditor also needed to be independent. He stated that the objective of the internal audit function was to work co-operatively with management and staff to improve the economy, efficiency, and effectiveness of risk management, control and governance processes. He stated that he reports directly to the Director, Corporate Services & Treasurer and where necessary reports directly to the Audit Committee and/or Chief Administrative Officer. Mr. Halsall noted that the Internal Audit function would follow the Standards for the Professional Practice of Internal Audit and the Code of Ethics adopted by the Institute of Internal Auditors. Questions ensued with respect to the internal audit and corresponding workplan. The Director, Corporate Services & Treasurer stated that Internal Audits have been noted on a three-year work plan and once the exercise was completed it would be presented to the Audit Committee. Based on the discussion, it was requested that the Audit Committee see updates on the work plan, specifically where we are in the plan and what we've done to date. Mr. Paterson stated that he could supply that information for the next meeting. Moved by Councillor O'Connell That the presentation of the Role of Internal Audit be received. CARRIED - 3 - Audit Committee Meeting Minutes Monday, February 12, 2007 Main Committee Room 4:30 PM t~., I'~,t ~ \.. ...:.. J.. 3. Discussion re Audit Committee This matter was discussed earlier in the meeting. (IV) OTHER BUSINESS 1. Letter from Ministry of Municipal Affairs and Housing Advisinq Mav 31.2006 Filinq Requirements Moved by Mayor Ryan That the letter from Ministry of Municipal Affairs and Housing advising of the May 31, 2006 filing requirements be received. CARRIED 2. Discussion ensued with Audit Committee members and the Auditors with respect to the reporting relationship of the Internal Auditor, specifically If the Internal Auditor should report directly to the Chief Administrative Officer instead of the Director, Corporate Services/Treasurer when completing audits on the Corporate Services Department - Finance Division. Moved by Mayor Ryan That a letter of direction regarding the reporting process for audits within the Finance Department be sent to the Chief Administrative Officer. CARRIED (V) ADJOURNMENT The meeting adjourned at 6:40 pm. - 4 - Cilq n~ DELEGA TIONS 1. Jeff Mojsovski 208 Hoover Drive, Pickering, ON Re: Notice of Motion Healthy Community. Healthy Lawns and Gardens 2. Gideon Forman Executive Director, Canadian Association of Physicians for the Environment Re: Notice of Motion Healthy Community. Healthy Lawns and Gardens February 19, 2007 f\ r: t"'; l- (., ,~:. Citlf o~ February 19, 2007 r" (~~I ('~~ t ~,] CORRESPONDENCE 1. CaRR. 08-07 KATHY STRANKS, MANAGER, CHAIR AND CAO'S OFFICE TORONTO AND REGION CONSERVATION FOR THE LIVING CITY 5 Shoreham Drive Downsview, ON M3N 1 S4 Receive for Information Advising at a meeting held on January 5, 2007 the Toronto and Region Conservation Authority (TRCA) adopted a resolution in regards to the Pickering Healthy Communities Project Update. 2. CORR. 09-07 P.M. MADILL, REGIONAL CLERK REGION OF DURHAM 605 Rossland Road East Whitby, ON L 1 N 6A3 Receive for Information Advising that at a meeting held on January 24, 2007, the Council of the Region of Durham adopted a recommendation of the Planning Committee with respect to Bill 51, pertaining to amendments related to the Planning Act. 3. CaRR. 10-07 PICKERING ADVISORY COMMITTEE ON RACE RELATIONS & EQUITY CITY OF PICKERING One The Esplanade Pickering, ON L 1V 6K7 Motion to Proclaim Memorandum received from Marisa Carpino, Supervisor, Culture & Recreation requesting the City of Pickering proclaim March 21, 2007 as International Day for the Elimination of Racial Discrimination. onserRvaNfiOn "fplf The Living City U~'1' FEBo7z001 February 3, 2007 Mr. Everett Buntsma Director Operations and Emergency Services City of Pickering Civic Complex One the Esplanade Pickering, ON L 1 V 6K7 ...07 Dear Mr. Buntsma: At Authority Meeting #10/06, of the Toronto and Region Conservation Authority (TRCA), held on January 5, 2007, Resolution #A292/06 in regards to Pickering Healthy Communities Project Update, was approved as follows: THAT Toronto and Region Conservation Authority (TRCA) continue to implement the Pickering Healthy Communities Project in partnership with Environment Canada's EcoAction Community Funding Program, the City of Pickering, the Region of Durham, Ontario Power Generation and Hydro One; AND FURTHER THA T staff report back upon completion of the project regarding the milestones and accomplishments made. Enclosed for your information and any action deemed necessary is the report as presented to the Watershed Management Advisory Board on December 8, 2006. If you have any questions or require additional information, please contact the undersigned at 416-661-6600 extension 5264 (kstranks@trca.on.ca) or Steven Joudrey at 905-420-4660 extension 2212. Sincerely e!Z:k(~ Manager, Chair and CAO's Office .......__,.,...,""'_.....~"""""'""""'!"'.",."." '_..1'" > , '::'; ;'~: ~;\ r,:, ! . ] , --'-", l)e) ..._...J ~ :, i 1 ..~tl ~ c,,"~, t".1~ ~:~:_ ~"...~_. ,.."_",,,_ 't... cc. Steven Joudrey, Frenchman's Bay Project t ~'~''';''''<"'"~-'''''''''' j fEncl. f""T-'" DISTRIBUTION LIST ~ .._",.."..m....i. E~erett Buntsm.a, Directo~, Operations and Emergency Services, ~i~e.~i~9:,,_,_,_ Kim Colevecchla, EcoActlon !I TAKE APPR i,( Alexander L. Georgieff, Commissioner, Planning Department, Regi~~ Mtlnieipality'ofO" Bob Hester, Senior Technical Officer, Ontario Power Generation Sheelagh Lawrence, Hydro One Networks Inc. Member of Conservation Ontario L ~e-.ceiVe --R:,r ((\ f D ') .".~.."-_.=,z_~-"'--;'~h.~~;h:~-~';;:;,-'l;~:~;~;:::~'~;~;i~'-~;~_.;x;;._'(~~~~)"~~;'~~'~~~--~;~., 6 61 .68 9 ~'''":::';~;;:~~ .~~~."'.'"~'"."~~'~....~m~ ('.? ":' ,-. ..... d TO: Chair and Members of the Watershed Management Advisory Board Meeting #5/06, December 8, 2006 FROM: Adele Freeman, Director, Watershed Management RE: PICKERING HEALTHY COMMUNITIES PROJECT UPDATE KEY ISSUE An update on the Pickering Healthy Communities Project. RECOMMENDATION THE BOARD RECOMMENDS TO THE AUTHORITY THAT Toronto and Region Conservation Authority (TRCA) continue to implement the Pickering Healthy Communities Project in partnership with Environment Canada's EcoAction Community Funding Program, the City of Pickering, the Region of Durham, Ontario Power Generation and Hydro One; AND FURTHER THAT staff report back Upon completion of the project regarding the milestones and accomplishments made. BACKGROUND The Pickering Healthy Communities Project (PHCP) began in October 2005 as a two-year community initiative through an EcoAction Community Funding Program grant of $70,000. The PHCP is designed to increase awareness and educate the community about environmental issues impacting the Frenchman's Bay and Petticoat Creek watersheds, while protecting, restoring and enhancing the ecological health of these watersheds through naturalization projects and stewardship activities. This project includes hands-on initiatives such as monitoring, habitat creation, watershed clean-ups and native plantings that will empower and involve the community. The main components of the PHCP include: Engaging the community and project partners at the following three community action sites (CAS) : . Site #1 - Wetland Works (Hydro Marsh/Alex Robertson Park); . Site #2 - Petticoat Environmental Junction (Petticoat Creek watershed); . Site #3 - Protecting Our Beach (Frenchman's Bay Barrier Beach West). Providing outreach and education opportunities through: . The Residential Homeowners Program; . The Corporate Challenge Program. 13 ''''---'''~_____''","C_'''''''''''''''''''''"''~'~_''''''"~~ l'\ rf"'" .::..V The PHCP has recently completed its first year and has been successful in meeting and exceeding its targets. The expected results and actual accomplishments are summarized in the following table: Expected Results Accomplishments to Date October 1,2005 to September 31,2006 October 1, 2005 to September 31,2006 Engage 500 volunteers in site restoration and Engaged 1,100 volunteers education programs Implement restoration initiatives at 2 Completed restoration initiatives at 2 community action sites community action sites Plant 500 native trees and shrubs Planted 2,740 native trees and shrubs Plant 200 native aquatic plants and Planted 1,130 native aquatic plants and wildflowers wildflowers Install 1 water quality improvement structure Installed 1 water quality improvement structure using 900 recycled Christmas trees Install 25 wildlife habitat structures Installed 47 wildlife habitat structures Remove garbage and litter from 1 km of Removed garbage and litter from 1 km of shoreline habitat shoreline habitat Enhance 5 hectares of terrestrial habitat Enhanced 7 hectares of terrestrial habitat Implement 2 residential homeowners Hosted 2 homeowner workshops information sessions/workshops Distribute 70 rain barrels to homeowners Distributed 100 rain barrels to Pickering residents Distribute 25 healthy yards toolkits to Distributed 30 healthy yards toolkits to homeowners homeowners Conduct 1 Corporate Challenge event to 1 corporate tree planting event was hosted engage local businesses for a local business DETAILS OF WORK TO BE DONE Staff will continue to work with the City of Pickering, Ontario Power Generation, Hydro One, the Region of Durham, the EcoAction Community Funding Program and community partners to implement and exceed whenever possible the 2005 expected deliverables with the addition of 2 Corporate Challenges during the second and final year of the project. FINANCIAL DETAILS To date, core funding for the PHCP has been provided by Environment Canada through the EcoAction Community Funding Program in the amount of $70,000. Additional funds supporting the project include $20,000 from the Regional Municipality of Durham through TRCA's watershed planning and implementation work and $10,000 from Hydro One. Report prepared by: Steve Joudrey, 905-420-4660 extension 2212 For Information contact: Steve Joudrey, 905-420-4660 extension 2212 Date: September 26, 2006 14 The Regional Municipality of Durham Clerk's Department 605 ROSSLAND RD. E. PO BOX 623 WHITBY ON . L 1 N 6A3 CANADA 905-668-7711 1-800-372-1102 Fax: 905-668-9963 E-mail: clerks@region.durham.on.ca www.region.durham.on.ca Pat M. Madill, A.M.C.T., CMM I Regional Clerk THIS LETTER HAS BEEN FORWARDED TO THE EIGHT AREA CLERKS C.' t) t,,,~ .j" ( January 26, 2007 e,~l!;? '/ -c -;, i*:~~ 1:: IE' VE fJ b, ,I: or,:: PIC;((~RlN'G Ms. D.A. Bentley Clerk City of Pickering 1 The Esplanade Pickering, ON t 1V 6K7 ,." :':,1 CLERK'S DIVISION RE: ONTARIO MUNICIPAL BOARD AND PLANNING ACT REFORMS: REGULATIONS UNDER THE PLANNING AND . . CONSERVA TION LAND STA TUTE LAW AMENDMENTACT 2005 (BILL 51), FILE: L14-03-03 (2007-P-5), OUR FILE: L 14 Ms. Bentley, the Planning Committee of Regional Council considered the above matter'and at a meeting held on January 24,2007 Council adopted the following recommendations of the. Committee: ' "a) THAT Report #2007-P-5 of the Commissioner of Planning be received for information; b) THAT the Planning Department be authorized to prepare the necessary amendments to the Durham Regional Official Plan to implement Bill 51 and related Council procedures, andto schedule the required public meeting to enable Planning Committee to consider these amendments at the earliest opportunity; and c) THAT a copy of Report #2007-P-5 of the Commissioner of Planning be forwarded to the area municipalities for information." Please find enclosed a copy of Report #2007-P-5 ofA.L.' Georgieff, Commissioner of Planning, for your infOrmation. ~ P.M. Madill, AMCT, CMMI Regional Clerk rSR!?7;:\;',;';- -"'c::~l'. ,~~i._i...,m.','."-~~.""'~'=. :':n)'...J.--.) ,r',;;';'?, t':. ("_" /l;~;';:,',:'~-,' 1._.'C'r-~ 61--' :;,......~;.':~:.-.. f'- n 1~.......J,.. r _ V /' PMM/tf ~)......,-'-,..,."."..-...,.,_.....................,,""...~ Enclosure rt-_.~,. c: AL Georgieff, Comm~ioner of Planni~.~~~~. ALE W . ~ !."\I\E APPR. ACTION . '."_.:;;'::'-.l3\Si~~ f1'lIWn.1lI ~ "..".. 1 00% Post Consumer r:;-' L ,t' c' 1 J-i r- Cf..) , . PC) 1-< ./ A...: F(Ti..:./r/\7h'J.- ' ------,~,''''.~'''',...,.,.,,''.......~-,'''--'''...,>'.,._.~...,,'''''"'''''....'~ nf)8'. ,. , '-'''''''' <<. The Regional Municipality of Durham To: The Planning Committee From: Commissioner of Planning Report No.: 2007-P-5 Date: January 9, 2007 SUBJECT: Ontario Municipal Board and Planning Act Reforms: Regulations under the Planning and Conservation Land Statute Law Amendment Act 2005 (Bill 51), File: L 14-03-03 RECOMMENDATIONS: a) THAT Commissioner's Report No. 2007-P-5 be received for information; b) THAT the Planning Department be authorized to prepare the necessary amendments to the Durham Regional Official Plan to implement Bill 51 and related Council procedures, and to schedule the required public meeting to enable Planning Committee to consider these amendments at the earliest opportunity; and c) THAT a copy of Commissioner's Report No. 2007-P-5 be forwarded to the area municipalities for information. REPORT: 1. BACKGROUND 1.1 On December 12, 2005, the Province introduced Bill 51, the Planning and Conservation Land Statute Law Amendment Act 2005. On July 4,2006, a series of proposed regulations were posted on the Environmental Bill of Rights Registry (EBR), to guide the intended Planning Act and OMB reforms. In both instances, the Region provided Council-endorsed comments to the Province. 1.2 Bill 51 subsequently received Royal Assent on October 19, 2006; however, its transition provisions stated that the actual changes to the Planning Act would come into force at a later time. On December 15, 2006, the Province released a set of nine regulations and announced that the majority of Bill 51's provisions 35 Report No.: 2007-P-5 Page NO.2 tt r,\ ~('1 t . /' .,... - ..... would come into force on January 1, 2007. 2. COMMENTS 2.1 The Phase 1 package of reforms to 9ntario's land use planning system have focused on increasing municipal control over land use planning decisions, strengthening municipal priorities, and implementing provincial policies. This package of initiatives includes the 2004 Provincial Planning Reform Discussion Papers (Planning Act Reform and Implementation Tools; Provincial Policy Statement; and OMB Reform), The Strong Communities Act (Bill 26), the 2005 Provincial Policy Statement (PPS), the Greenbelt Plan, and the Growth Plan for the Greater Golden Horseshoe. 2.2 Bill 51 represents Phase 2 of the provincial government's planning reform initiatives. It makes a number of changes to the Planning Act and changes the way in which appeals to the Ontario Municipal Board can be made, and handled once an appeal is filed. Of particular interest, the reforms address the "complete application" issue, promote public participation and pre-consultation early in the planning process, and make reforms to the OMB appeal and hearing process. The new legislation and regulations also create more transparency and accessibility to the land use planning process. Municipalities have been offered more flexibility to strengthen their ability to implement provincial policies and municipal priorities. Improvements to the land use planning system include: · New planning tools; · An expanded list of Provincial Interests to reinforce provincial plans/policies; · Enhanced public record requirements; and · Prescribed Official Plan and Zoning By-law updates. 2.3 Bill 51 and the new/updated Planning Act regulations complement the Phase 1 provincial planning reforms. In general, the comments that have been provided by the Region on the draft Bill and proposed regulations, have been satisfactorily addressed. 2.4 This report is intended to highlight the changes that have been made to the Planning Act, and to provide an overview of the new and amended Planning Act 36 Report No.: 2007-P-5 Page NO.3 ;" r~;\('\ \...: ~j ~J regulations under Bill 51. The report also outlines a series of action items and the associated time frames required by the Region to implement Bill 51. At the time of writing this report, the province has yet to release regulations with respect to the Development Permit System and Zoning with Conditions. These planning tools will not take effect on January 1, 2007. 3. PLANNING ACT REGULATIONS The Province has released nine new and/or updated regulations in conjunction with Bill 51. The nine regulations can generally be categorized as follows: 1. Development Application Regulations; 2. Transition Rules and Process Regulations; and 3. Planning Tool Regulations. Development Application Re~ulations 3.1 The regulations dealing with development applications include: . Official Plans and Plan Amendments (Ontario Regulation (0. Reg.) 543/06 replaces O. Reg. 198/96) . Plans of Subdivisions (0. Reg. 544/06 replaces O. Reg. 196/06) . Zoning By-laws, Holding By-laws and Interim Control By-laws (0. Reg. 545/06 replaces O. Reg. 199/96) . Requests to Amend or Revoke Minister's Zoning Orders (0. Reg. 546/06 replaces O. Reg. 151/95)) . Consent Applications (0. Reg. 547/06 amends O. Reg. 197/96) 3.2 The five development regulations have responded to the Region's previous documented concerns, such as the need for detailed background information and studies to accompany a planning application, in order for it to be considered a "complete application". The regulations provide municipalities the authority to request the necessary studies and information, provided the requirements are Report No.: 2007 -P-5 Page No.4 r'i r; .d l0J set out in their official plan. There is some urgency for the Region to prepare the necessary "complete application" official plan policies. Until these policies are approved by Council and come into effect, the existing rules regarding complete applications (which are widely regarded as being inadequate) will continue to prevail. 3.3 These development application regulations also promote earlier consultation and provide opportunities for greater public participation in the planning process. Among other things, the regulations have expanded the notice provisions for public meetings, enhanced public record provisions, and introduced the requirement for an "open house" for an official plan review. Furthermore, the regulations have introduced a municipal obligation to notify the applicant and the public when a planning application is deemed to be a "complete application". 3.4 In the case where an official plan amendment is approved, a new provision has been introduced that requires an employee of the municipality to issue a statement declaring whether Council's decision is consistent with the provincial policy statements and whether the decision conforms to, or does not conflict with, applicable provincial plan(s). The provision may be problematic in cases where the Region's professional planning staff feel that all or part of a Council adopted official plan amendment does not conform to provincial policies or plans. Should there ever be such a circumstance, staff would be unable to complete the required statement. 3.5 In the case of a zoning by-law, plan of subdivision, or consent application, additional confirmation with respect to official plan conformity is required. The regulation also requires municipalities to provide a notice of refusal for any official plan and zoning by-law amendment. Additional requirements address minimum/maximum density requirements and zoning with conditions. 3.6 The regulations have also introduced requirements for applicants to provide planning justification reports that demonstrate conformity with provincial plans and policies, for applications that involve settlement area boundary adjustments, or applications that would remove land from an area of employment. In the case of employment land conversion applications, the Region had requested that existing applications not be exempt from the new requirements; however, this Report No.: 2007-P-5 Page NO.5 r\ ':; ,~, loJ':" request was not accommodated which means that the existing, in process conversion applications, will be dealt with under the old rules and policies. 3.7 Notwithstanding the "complete application" policies contained within a municipal official plan, the regulations mandate applicants to provide servicing and hydrogeological reports on development applications that are intended to be privately serviced. Transition Rules and Process Regulations 3.8 Transitional Provisions under the Planninq Act (Ontario Requlation 548/06) With the exception of the Development Permit System and Zoning with Conditions, the new provisions of Bill 51 will apply to all new applications and matters commenced on or after January 1, 2007. Any matter commenced before January 1, 2007 will continue to be dealt with under the Planning Act regulations as they existed at the time the application was made. In general, most applications are deemed to have been commenced on the day the application is submitted. For planning applications submitted after January 1, 2007, decisions of Council and the OMB will be made based on the policy environment in effect at the time their decision is made, not when the application was filed. This provision will ensure that land use planning decisions reflect the most current provincial plans and policies. 3.9 Prescribed Time Periods for Councils to consider new information and material from the OMB (Ontario Requlation 549/06) Bill 51 aims to limit the information that may be heard at an OMB hearing, to the information that was provided to a municipality prior to the council decision. However, Bill 51 allows for new information and material to be presented at an OMS hearing involving official plans, zoning by-laws and plans of subdivision, if the Board determines that the new information could have materially affected council's decision. The Board may provide for council to reconsider its decision and provide a recommendation back to the OMS within a 60 day time period. The regulation reinforces the principle of decisions being based on complete information. 3~ Report No.: 2007-P-5 Page NO.6 fl, ') t) I.: oJ ..} PlanninQ Tool Re~ulations 3.10 Upper-Tier Community Improvement Plans (Ontario Requlation 550/06) Bill 51 permits upper and lower-tier municipalities to participate on Community Improvements Plans (CIPs). Upper-tier municipalities may designate community improvement project areas for prescribed "infrastructure" projects such as regional transportation corridors, communication systems, waste management systems and water, wastewater, stormwater and associated facilities. Infrastructure may also include land and buildings within and adjacent to existing or planned transit corridors that have the potential to provide a focus for higher density mixed-use development. The regulation also allows municipalities at each level to participate financially in the other level's community improvement plan, in accordance with previous comments and requests from the Region. The regulation will enable the Region to promote development interests involving intensification, transit supportive land uses, brownfield redevelopments, and sustainable development initiatives. 3.11 Local Appeal Bodies (Ontario Requlation 551/06) Municipalities now have the option of establishing a local appeal body (LAB). If established, LABs can hear and make decision on matters respecting minor variances and/or consent application appeals similar to the way in which these appeals would otherwise be settled by the OMB. This option of establishing a LAB applies to both lower and upper-tier municipalities. There are significant cost implications associated with LABs that the province does not intend to fund. In light of the limited number of consent appeals, the establishment of a LAB for the Region is not being recommended at this time. 4. NEXT STEPS 4.1 To implement the above-noted Planning Act and regulation reforms, a number of policy and procedural changes need to be made. They include: · Amending the Official Plan to incorporate policies to address new Planning Act requirements; fin Report No.: 2007 -P-5 C34 Page NO.7 · Amending and creating new Council adopted procedures; and · Updating application/notice requirements and forms. 4.2 The Official Plan must incorporate the provisions of Bill 51 and its regulations. Amendments to the Official Plan will be required for: · New enabling policies that will facilitate the implementation of planning tools such as an upper-tier's ability to participate in CIPs; · Policies to prescribe information and material that must be submitted in support of "complete" planning applications; and · New provisions to address the requirements for a public open house prior to a comprehensive Official Plan review. 4.3 Council adopted procedures for matters such as official plans, subdivisions, and the Region's framework for assessing site contamination will also have to be updated in accordance with the Bill 51 Regulations. Additionally, new and updated procedures will be required for: . The preparation of a statement deeming an application to be a "complete application"; . A public open houses for a comprehensive Official Plan review; · Refusal of official plan amendments; . Enhanced public record provisions including an affidavit/statement from a municipal employee declaring whether or not the decision of council is consistent with provincial plans and policies; . How and when Council is to consider new information and material that was presented at an OMS hearing and for making a recommendation back to OMS within a 60 day time frame; and . The Region's participation in CIPs. 41 Report No.: 2007-P-5 Page No. 8 :-\.r't."W" i~,~ .J ~) 4.4 Staff is seeking authorization to begin preparing the necessary Regional Official Plan amendments as outlined above. A public meeting must be held prior to the consideration and adoption of the required amendments to the Regional Official Plan. Accordingly, notification of the public meeting will be provided by publishing notices in newspapers having a general circulation within all eight area municipalities within the Region. In addition to the recommended draft amendments to the Official Plan, new and updated Council procedures will also be presented at the public meeting. Staff expects to be in a position to schedule a public meeting for consideration of the proposed amendments and procedural changes shortly. 4.5 Once Planning Committee has considered the proposed amendments, and public input has been obtained, planning staff will proceed with the preparation of the final amendments and procedural changes for a subsequent Planning Committee and Council consideration. 4.6 In the meantime, Planning staff will make the required changes to existing application forms. The changes will accommodate the new requirements of the Planning Act and its regulations for information and material to be included in support of planning applications, (e.g. provincial plan and policy conformity statements by the applicant). Additional changes will address the requirement for new and updated statements contained within municipal notices of public meetings and decisions, (e.g. updated notice statements advising individuals that the filing of any appeal will be restricted to those persons/public bodies who made oral submissions and written submissions to the municipality). 5. RECOMMENDATION 5.1 While not all of the Planning Act changes and regulations have a direct impact on upper-tier municipalities, it is important that the Region amend its Official Plan to conform with the applicabl~ provisions as soon as possible. Accordingly, the Planning Department seeks authorization to prepare the necessary ame dments and procedures to implement Bill 51 and its regulations. IV A.L. Geo ieff, M.C.I.P., R.P.P. Commissioner of Planning 40 P, rJ " C' .yO Report No.: 2007-P-5 Page NO.9 RECOMMENDED FOR PRESENTATION TO COMMITIEE Garry H. U Itt, M.S.W. Chief Administrative Officer 43 OPERATIONS & EMERGENCY SERVICES DEPARTMENT CULTURE & RECREATION DIVISION ,~tI'\ ,."1 . , ;,' -.,.,' , , VotJ't C. c.f2 f!, /t).. D7 MEMORANDUM r.. c f~ w: ~ '1/1;.:':: r;~ rn h,j '....a;! w t ~ IL6 CITY OF PIC;'{ERING t,'~ 'iliiV."? fJJ 6~Of;J# February 2, 2007 reLERK'S OIVISION"\~~'=""'". 1"'1:>5 ! g l {'>. . ".,' +........-.., , .........!-.-.--! ~.." , I ~~~.. J ~ To: Debi Bentley City Clerk From: Marisa Carpino Supervisor, Culture & Recreation ,......-."...._..""".""""...."'~....".,,...~- .. ~ L (i.... ,c.',,,,,,,;-, ,,'c;.. ~.., ......_._ '~~".,.' ,."........., .""'. ,.,..,_...~".""'.~.\"""'"..........._'"' -''''', r,-........~"._..."...~_..._-- I I Equity ( CORR. '"') FILE TAKE APPR. ACTION Subject: Pickering Advisory Committee on Race Relations _ Request to proclaim March 21 st - A-21 00-005-07 On behalf of the Pickering Advisory Committee on Race Relations & Equity, please accept this memorandum as a formal request that the City of Pickering proclaim March 21,2007 as the International Day for the Elimination of Racial Discrimination. Since 1966, March 21 st has been recognized by the United Nations as the International Day for the Elimination of Racial Discrimination in response to the killing of 70 peaceful demonstrators in Sharpeville, South Africa in 1960. On February 17, 2007, the Pickering Advisory Committee on Race Relations & Equity will commemorate Heritage Day with a lively community celebration of Pickering's rich heritage and cultural diversity. However, on this occasion, David Pickles, Chair, Pickering Advisory Committee on Race Relations & Equity and committee members would like to commemorate March 21st by way of proclamation so that our community can continue to be aware of the harmful effects of racism and discrimination and of the leadership of the municipal government to foster equality, respect and diversity. The Pickering Advisory Committee on Race Relations & Equity will also be hosting a Race Relations Forum on March 21, 2007 in Council Chambers in order to commemorate March 21st. This forum will showcase winning entries of the student writing contest about diversity, race relations and equity - an initiative presented by the Pickering Advisory Committee on Race Relations & Equity in partnership with the Durham District School Board and the Durham Catholic District School Board. The Forum will also include guest speaker Maureen Brown, President, DiversityTrainerPlus. ()1 0'+; Of') -10 Pf'Ct ID/ I'Y'\ Subject: Pickering Advisory Committee on Race Relations & Equity February 2, 2007 C.') ';"': Page 2 '-!: v' (j The winning entries of the student writing contest will be on the city's website and displayed in the lobby of the Civic Complex for the entire month of March 2007. Thank you, / '..-.'''' /,/ V,/' -'-- ...----- /'/ / \ " Marisa Carpino I :mc Copy: David Pickles, Chair, Pickering Advisory Committee on Race Relations & Equity Chief Adminstrative Officer Director, Operations & Emergency Services Department Division Head, Culture & Recreation Members of the Pickering Advisory Committee on Race Relations & Equity 0:\2007 QES Recards\A-2100 Municipal Council. Committees & Boards\A-2100.00S-07 Race Relations Commiltee\proclamalion2.dac Citq 0# tt. r.; ,,' \~; v.~1 February 19, 2007 EXECUTIVE COMMITTEE REPORT 1. EXECUTIVE COMMITTEE REPORTS Report EC 2007-03 of the Executive Committee held on February 12, 2007 1. Director, Planning & Development, Report PD 05-07 John Phillips Bryant/Marjorie Bryant/Ian Alastair Morrison McCully Plan of Subdivision 40M-1456 Final Assumption of Plan of Subdivision 1. That Report PD 05-07 of the Director, Planning & Development regarding the Assumption of Plan 40M-1456, be received; 2. That the highway being Trimble's Lane within Plan 40M-1456 be assumed for public use; 3. That the services required by the Subdivision and Development Agreement relating to Plan 40M-1456, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 4. That the Subdivision and Development Agreement and any amendments thereto relating to Plan 40M-1456, be released and removed from title; and, 5. That By-law 1416/82 (Places of Amusement) be amended to include the road being Trimble's Lane within Plan 40M-1456. 2. Director, Operations & Emergency Services, Report OES 12-07 Reduced Load Highways Amendment to the Municipal Traffic & Parkinq By-law 6604/05 1. That Report OES 12-07 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and, C{10 2. That the attached draft by-law be enacted to amend Schedule "12" to By-law 6604/05 to provide for the regulation of reduced load periods on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering. 3. Director, Operations & Emergency Services, Report OES 13-07 No Parking By-law Erin Gate Boulevard, Ridgewood Court and Melman Street - Amendment to By-law 6604/05 1. That Report OES 13-07 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and, 2. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. 4. Director, Corporate Services & Treasurer, Report CS 11-07 Formal Quotations - Quarterly Report for Information That Report CS 11-07 of the Director, Corporate Services & Treasurer concerning Formal Quotations - Quarterly Report be received for information. " 4 J! (" .. t. 1. February 19, 2007 REPORTS - NEW AND UNFINISHED 1. COMMITTEE APPOINTMENTS At the February 5, 2007 meeting of Council, the Council appointments to the Communities Against Violence Everywhere (CAVE) Advisory Committee and the Seaton Net Benefits Committee were referred to the Council Strategy session held on February 8, 9, 2007 for discussion purposes. Based on the discussion held at the Strategy Session, the following is to be confirmed by Council resolution: a) Communities Against Violence Everywhere (CAVE) Terms of Reference are to reflect that this Committee will be a staff managed advisory committee, with reporting to Council as required. b) Seaton Net Benefits Advisory Committee Councillor Johnson Councillor Littley Councillor Dickerson Alternates: Councillor Pickles Councillor O'Connell Councillor McLean c) Communities in Bloom i) That the Communities in Bloom Advisory Committee, as presented at the Council Strategy Session be approved; ii) That the following members of Council be appointed as the Council representatives on this Committee: Mayor Ryan Councillor McLean iii) That the Terms of Reference reflect that the committee appointments will be made by the members of the Communities in Bloom Advisory Committee in order to obtain the expertise required for this program. "4 ""',' '" I. \. " -' - 2. GOVERNANCE STRUCTURE At the February 8,9,2007 Council Strategy, a discussion paper on Governance Structure was presented. Based on the discussion, and further to direction from Council at the Executive Committee meeting held on February 12, 2007, the following recommendation is hereby presented. a) That the Governance Structure comprised of a Planning & Development Committee, Executive Committee followed by Council be approved; b) That the Statutory Pu blic I nformation meeting be held as part of the Planning and Development Committee and the agenda structured to clearly reflect Statutory Planning Information matters; c) That the March 5, 2007 meeting of Council be held at the regularly scheduled time, followed by the first Planning & Development Committee meeting in order to accommodate the transition to the new governance structure effective March 5, 2007; d) That the Management Forum be disbanded in its entirety; e) That Town Hall meetings be scheduled for the following dates; April 23, June 25, September 24 and November 26,2007; f) That the Audit Committee be encompassed within the responsibilities of the Executive Committee; and g) That the Chief Administrative Officer, in conjunction with the City Clerk give effect to this change. Citq ,,~ :' A''''' l.,:' 'i.j Febraury 19, 2007 NOTICE OF MOTION a) Councillor Pickles and Councillor O'Connell gave notice that they will at this meeting of Council present the following motion: HEALTHY COMMUNITY, HEALTHY LAWNS AND GARDENS WHEREAS the City of Pickering is dedicated to the health of its residents, protection of the natural environment and maintenance of a healthy ecosystem; and WHEREAS it has been reported that exposure to some types of pesticides can be linked to a host of serious health inflictions; and WHEREAS the City of Pickering promotes an integrated approach to healthy lawn, garden and property care through education and awareness initiatives so as to ensure residents are knowledgeable about alternatives to pesticides as well as the proper use, storage and disposal of pesticides should residents decide to use them; and WHEREAS the City of Pickering to date has taken an integrated pest management approach to healthy lawn and garden care on municipal properties; and WHEREAS staff are committed to a pesticide reduction program on City property, such that staff monitor the City's properties for weeds and pests, and use cultural practices such as aerating, topdressing, over seeding and fertilizing to encourage strong and healthy lawns and gardens, thus reducing the need for pesticide applications; and WHEREAS the City of Pickering staff also test various environmentally friendly products and practices where applicable and budget allows; staff also investigate up to date information and new products that will provide quality turf grass with minimal pesticide applications required; and WHEREAS the City of Pickering has significantly reduced its pesticide use by about 90% over the last several years on City owned properties; and WHEREAS the City of Pickering's commitment to a socially, economically and environmentally sustainable community is reflected the City's turf and garden maintenance practices; and '\ 4 ft C' 'i: WHEREAS over one hundred communities in Canada have already restricted the use of pesticides; the by-laws and experience of these communities would be useful in assisting the City and residents of Pickering in determing best approaches to reducing pesticide reliance and promoting alternative options. NOW THEREFORE BE IT RESOLVED THAT, 1. Staff be directed to prepare for Council's consideration prior to the summer recess of Council in 2007 a draft by-law on the use of pesticides, including insecticides, herbicides and fungicides for cosmetic use, which by-law, (a) prohibits all pesticides for cosmetic use on City-owned property effective January 1, 2008; (b) prohibits all pesticides for cosmetic use on private properties effective January 1, 2009; and (c) establishes criteria for exceptions for emergencies, infestations and agricultural use. 2. Staff be directed to continue to investigate, evaluate and utilize alternative options to pesticide use; increase the amount of promotion directed toward residents regarding integrated and healthy lawn care programs; and organize and facilitate educational workshops as appropriate for the benefit of residents so that they may increase their knowledge about the City by-law, proper lawn and garden maintenance, appropriate pesticide use, as well as alternative lawn care options; and 3. Staff be directed when presenting a draft by-law to Council to also report on a proposed approach for consulting with the public, pest control companies, pesticide retailers and specific pesticide users (e.g., golf courses) as appropriate to be undertaken in 2007 prior to Council's consideration of a final by-law. Ciltj 0# C45 February 19, 2007 BY-LAWS 6738/07 Being a by-law to amend By-law 6604/05 to provide for the regulation of reduced load periods on Highways or parts of Highways under the jurisdiction of the Corporation of the City of Pickering. [Refer to Executive Page 020 and 021] 6739/07 Being a by-law to amend By-law 6604/05 providing for the regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. [Refer to Executive Page 029 to 031] 6740/07 Being a by-law to appoint By-law Enforcement officers for the purpose of enforcing the parking restrictions on private property. (By-law attached) Cilq 0# Accessibility Advisory Committee January 24, 2007 7:00 PM CAO's Boardroom Attendees: Len Hunter, Supervisor, Facilities Operations Kelly Collins Aisha Nathifa Heywood Zoia Horne Stephen Little Councillor Bonnie Littley Lori Murray Prem Noronha Waldriff Lisa Broad (Recording Secretary) Item / Ref # Details & Discussion & Conclusion (summary of discussion) . Moved by Lori Murray . Seconded by Councillor Littley All Accessibility Advisory Committee minutes of October 25, 2006 Len Hunter - Up rades to Eas . Recent discussions have focused on how to make East Shore Community Centre accessible from the first floor to the second floor. The funds that have been carried over from the City's Approved Budget Allocation for Accessibility Issues in all City Facilities will be used towards this project. . There is a lot of work to be done on this centre, but the primary issue in this building is the existing ramp just outside the gymnasium. It does not currently meet building requirements due to the grade of the slope. One proposal was to do some lift work that will be built into the ramp and corresponding modifications to the walls and doorways. However, this would be a very costly renovation because there would be a need to redesign and reconfigure the whole area. . A proposed option would be an electric lift that would be mounted at the side of the left stairs, which would not 1 require any modifications to the stairs. This lift has been estimated at approximately $18,000 for this location. Also, adding the lift to this location (as opposed to the other stairs) would be advantageous because from these stairs it is easier to reach the meeting rooms, gym, and youth room. It also costs less money to put the lift at this location, so more can be done with the remaining money. · The intention is to leave the existing ramp where it is, because people can still use the ramp and it also doubles as a second evacuation route. · Len asked if the Committee supported this decision. If so, they will go out for formal quotations for companies to bid on. · Stephen suggested that there might be some pressure to have someone operating this machine. Len pointed out that Len to action. the lift will be located right beside the office so there will always be someone there to operate the machine or help users. · Len will get back to the Committee with pricing in a couple of months. Moved by Stephen Little Seconded by Aisha Nathifa Heywood That the Supervisor, Facilites Operations obtain approval from the Accessibility Advisory Committee to put in an electric lift in the East Shore Community Centre to create access from the first to the second floor. CARRIED · There is also the remaining issue of putting in an accessible parking space in front of the East Shore Community Center. Len is currently looking at the design however; the spot will not be in place until probably early spring. The Planning Department has two new versions of proposed accessible parking spots for this plaza. This restaurant currently has accessible spots and a ramp but they are not well located. · Eventually, the City will require the landowners to make these proposed changes, as the spots do not meet the building code. · Stephen suggested that the Committee request two new spots (as opposed to the proposed one spot) along where the ramp is beside the Pho Sai on restaurantL___ 2 Moved by Stephen Little Seconded by Aisha Nathifa Heywood . That the Coordinator, Community Recreation Programs contact the Director, Planning & Development and advise that the Committee would like to formally request two accessible spots at Pickfair Plaza. CARRIED Site Plan Review - 670 Kin . The proposal for this site is to build two buildings into this vacant space so there would be access to Kingston road and also access between the grocery store and allow connectivity amongst the stores. . Stephen had no problems with the site plan. It seemed good for accessible (and other) parking spaces, pedestrian flow, and overall traffic flow was good. . Stephen will bring the site plan to next meeting so the rest of the Committee has a chance to review. Prem to action. Stephen to action. . Prem brought in copies of the Committee's mandate and the 2006 Accessibility Plan for review for all new members. . Lori brought in her version of Ajax's "Make your Business More Accessible" and distributed to members. Suggested everyone review and bring ideas and comments to next meeting. . Councillor Littley suggested that she follow up with a member of APT A to give us some ideas at making our transit more accessible. . Lori contacted the company regarding the Kurzweil - the Word Reader machine and found that it is a rather costly item. However, Prem suggested that this might be worthwhile to purchase out of the Committee's budget and use across the City and for functions. . Prem brought up the issue that the Committee is provincially mandated to have 50% of its' members from the disabled community and suggested that everyone generate some interest from the people in their lives. . The Clerk's Division will be setting up a Community Page Advertisement and attempting to recruit members through disabled groups (i.e. the CNIB, etc.). . The Committee also discussed the Procedure By-law and All to action. Councillor Littley to action. 3 ......'"".".,~~_~....._~_~._..",..,_.~.u..,".""_,.,.".,,._,_~~,,~~..,'~"=_..'.._ about electing a Chair and Vice Chair. It was decided that if the Committee recruited new members by the meeting in February that the Chair election would be held then, and if not, the election would be held in March. · Stephen brought up an accessible taxicab, as he has heard that Pickering has accessible taxicabs and wonders why the Committee was not informed or given any opportunity for input. Suggests that someone attend the next Committee meeting to get the Committee up to speed. Clerk's Division to action. . February 28th, 2007 Moved by Aisha Nathifa Heywood Seconded by Councillor Littley CARRI ED The meeting adjourned at 8:26 pm. 4 Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room PRESENT: Kevin Ashe David Johnson - Chair Susan Kular Eric Newton Keith Wilkinson ALSO PRESENT: Ross Pym, Secretary-Treasurer Rick Cefaratti, Assistant Secretary-Treasurer Lesley Dunne, Assistant Secretary-Treasurer (I) APPOINTMENT OF CHAIRPERSON Moved by Kevin Ashe Seconded by Eric Newton That David Johnson be appointed as Chairperson for a 1 year term. CARRIED UNANIMOUSLY (II) APPOINTMENT OF VICE CHAIRPERSON Moved by Kevin Ashe Seconded by Susan Kular That Eric Newton be appointed as Vice Chairperson for a 1 year term. CARRIED UNANIMOUSLY (III) APPOINTMENT OF SECRETARY-TREASURER Moved by Eric Newton Seconded by Susan Kular That Ross Pym be appointed as Secretary-Treasurer. CARRIED UNANIMOUSLY 1 -~-'-'-~'~_.-=-w.~'_~'_"''-''_''4'''''''''''''''''' Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room (IV) APPOINTMENTS OF ASSISTANT SECRETARY-TREASURE~ Moved by Eric Newton Seconded by Kevin Ashe That Rick Cefaratti, Lesley Dunne and ..lean Finn be appointed as Assistant Secretary-Treasurers. CARRIED UNANIMOUSLY (V) APOPTION OF 2007 MEETING SCHEDULE Moved by Eric Newton Seconded by Keith Wilkinson That the Committee of Adjustment Meeting Schedule for 2007 be adopted. CARRIED UNANIMOUSLY (VI) ADOPTION OF RULES OF PROCEDURE Moved by Kevin Ashe Seconded by Eric Newton That the Rules of Procedure for the Committee of Adjustment be adopted. CARRIED UNANIMOUSLY (VII) MATTERS ARISING AND ADOPTION OF MINUTES Moved by Eric Newton Seconded by Keith Wilkinson There were no matters arising from the minutes. The minutes of the 16th meeting of the Committee of Adjustment held Wednesday, November 22, 2006, be adopted. CARRIED UNANIMOUSLY 2 Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room (VIII) ADOPTION OF AGENDA Moved by Susan Kular Seconded by Eric Newton That the agenda for the Wednesday, January 24, 2007 meeting be adopted. CARRIED UNANIMOUSLY (IX) REPORTS 1 . (Deferred from the November 22, 2006 meeting) PICA 64/06 - G. & J. Hunter 1763 Central Street (Lots 35 & 36, Plan 43) City of Pickering The applicant requests relief from Zoning By-law 3037, to permit a minimum flankage side yard width of 0.6 of a metre to a proposed accessory structure and to recognize an existing front yard depth of 2.5 metres to an existing dwelling, whereas the by-law requires a minimum flankage side yard width of 9.0 metres and a minimum front yard depth of 9.0 metres. The applicant requests approval of these variances in order to obtain a building permit to construct the proposed accessory structure and to bring an existing reduced front yard depth into compliance. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department. Written comments were also received from K. MacKay and E. Winterstein expressing no objections. G. & J. Hunter, owners, and Eric Winterstein, agent, were present to represent the application. No further representation was present in favour of or in objection to the application. Eric Winterstien provided pictures for the Committee Members to review and explained why the variance is needed. He also explained similar buildings in Claremont are located close to the road with no impact, a future garage will be on the east side of the house, the old shed was torn down approximately 10 years ago and the new storage shed will be used for storage only not as a personal vehicle garage. 3 ----....-'~.~--...,-~-~."""'_,."'"""'''~,._''_'',~.,._,."~OC__.....,',,.W>.~._~,._~.._~_..._~ Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room In response to questions from the Committee Members, Eric Winterstien stated the shed will be smaller than previous one torn down due to safety reasons, provided clarification where K. MacKay lives to subject property, the accessory structure will blend with dwelling, the owners are putting in a new septic system in the rear yard and the trees will remain. Moved by Kevin Ashe Seconded by Eric Newton That application PICA 64/06 by G. & J. Hunter, be APPROVED on the grounds that the proposed minimum flankage side yard width of 0.6 of a metre for the proposed accessory structure and the minimum front yard depth of 2.5 metres to the existing detached dwelling are minor variances that is desirable for the appropriate development of the land, and would be in keeping with the general Intent and purpose of the Official Plan and Zoning By-law, subject to the following conditions: 1. That these variances apply only to the existing detached dwelling and proposed accessory structure, as generally sited and outlined on the applicant's submitted plan with this application. 2. That the applicant obtain a building permit and construct the accessory structure within two years of the date of this decision, or this decision shall become null and void. CARRIED Vote Kevin Ashe David Johnson Susan Kular Eric Newton Keith Wilkinson in favour opposed in favour in favour opposed 4 Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room 2. (Deferred from the November 22, 2006 meeting) PICA 69/06 - BMC Bayly Park Inc. 1400 - 1420 Street, Building "C", Unit #2 (Part of Lots 21 & 22, Concession 1) (Part 1 & 2, 40R-6033, Part 1, 40R-12889) City of Pickering The applicant requests an interpretation of the provisions of Zoning By-law 2511, as amended by By-law 2188/86 to permit a retail store within Unit #2 of Building "C" on the subject property (1410 Bayly Street), whereas the by-law prohibits such a use. The applicant requests approval of this variance in order to bring the existing "Daisy Mart" convenience store into compliance with the zoning by-law. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department. Written comments were received from 840085 Ontario Limited in objection to the application. No representation was present to represent the application. Seung Jin Oh of 136-1995 Royal Road was present in objection to the application and submitted written correspondence. Written correspondence was received from Oster Wolfman representing the applicant, requesting the application to be tabled due to exploring the option of submitting a rezoning application in this matter. In correspondence received from Seung Jin Oh expressed several concerns with the safety of area residents crossing Bayly Street, convenience stores creating a lot of traffic, and stated it is unfair to give the tenant the opportunity to run the business during the process of the application. The Committee Members requested a copy of the written correspondence from Seung Jin Oh be circulated to Council and By-law Enforcement Services. Moved by Susan Kular Seconded by Keith Wilkinson That application PICA 69/06 by BMC Bayly Park Inc. be TABLED to explore the option of submitting a rezoning application. CARRIED UNANIMOUSLY 5 Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room 3. PICA 01/07 - W. Linder 1742 Spruce Hill Road (Lot 40 & 41, Plan 820) City of Pickering The applicant requests relief from Zoning By-law 3036, to permit minimum north and south side yard widths of 1.2 metres for the proposed retained parcel to be created through the severance of the subject property, whereas the by-law requires minimum side yard widths of 1.8 metres. The applicant requests approval of this variance in order to finalize the associated severance application. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department. VVritten comments were also received from the City's Development Control Supervisor expressing no concerns. W. Linder, owner, was present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Kevin Ashe Seconded by Keith Wilkinson That application PICA 01/07 by W. Linder, be APPROVED on the grounds that the proposed reduced north and south side yard widths of 1.2 metres for the proposed retained parcel is a minor variance that is desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That this variance apply only to the proposed retained parcel, as generally sited and outlined on the applicant's submitted plans with this application. 2. That the applicant finalize the associated land severance application within two years of the date of this decision, or this decision shall become null and void. CARRIED UNANIMOUSLY 6 Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room 4. PICA 02/07 - J. & L. Harold 593 Stonebridge Lane (Lot 149, Plan M-1017) City of Pickering The applicant requests relief from Zoning By-law 2511 as amended by By-laws 4354/73 and 4470/73, to permit a minimum rear yard depth of 7.1 metres, whereas the by-law requires a minimum rear yard depth of 7.5 metres. The applicant requests approval of this variance in order to recognize the existing balcony and to obtain a building permit for a proposed sunroom addition to the existing dwelling. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department. Written comments were also received from the City's Development Control Supervisor expressing no concerns. Edward Makins of 605 Stonebridge Lane telephoned to express he has no objection to the application. Addison Rauh-Wasmund, agent from Lifestyle Sunrooms Inc., was present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Kevin Ashe Seconded by Eric Newton That application PICA 02/07 by J. & L. Harold, be APPROVED on the grounds that the proposed minimum rear yard depth of 7.1 metres to be provided by the existing balcony and proposed sunroom addition is a minor variance that is desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That this variance apply only to the existing balcony and proposed sunroom addition, as generally sited and outlined on the applicant's plans submitted with this application. 2. That the applicant obtain a building permit and construct the proposed sunroom addition within two years of the date of this decision, or this decision shall become null and void. CARRIED UNANIMOUSLY 7 Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room 5. PICA 03/07 - Pine Ridge Properties Inc. 1465 Pickering Parkway Part of Lot 21, Concession 1 (Part of Blocks 1 and 2, 40M-1231) (Parts 1 to 12, 40R-12896) City of Pickering The applicant requests relief from Zoning By-law 3036, as amended by By-law 5969/02, to permit a maximum aggregate gross leasable floor area of 1100 square metres for medical office uses within the existing building on the subject property, whereas the by-law restricts the aggregate gross leasable floor area for all medical office uses to a maximum of 300 square metres. The applicant requests approval of this variance in order to lease floor space for medical office uses in excess of the zoning by-law requirements. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department. Written comments were received from the City's Development Control Supervisor expressing no concerns. Written comments were also received from the City's Economic Development in support of the application. Bob Oldman, owner, was present to represent the application. No further representation was present in favour of or in objection to the application. Moved by Eric Newton Seconded by Kevin Ashe That application PICA 03/07 by Pine Ridge Properties Inc., be APPROVED on the grounds that the proposed increase in aggregate gross leasable floor area for medical office uses to a maximum of 1100 square metres is a minor variance that is desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That this variance apply only to the existing building, as generally sited and outlined on the applicant's submitted plan with this application. CARRIED UNANIMOUSLY 8 Pending Adoption Committee of Adjustment Meeting Minutes Wednesday, January 24, 2007 7:00 pm Main Committee Room (X) ADJOURNMENT Moved by Kevin Ashe Seconded by Keith Wilkinson That the 1 st meeting of the Committee of Adjustment be adjourned at 8:01 pm and the next meeting of the Committee of Adjustment be held on Wednesday, February 14, 2007. CARRIED UNANIMOUSLY Date Chair Assistant Secretary-Treasurer 9 Cifq o~ Meeting Summary Pickering Advisory Committee on Race Relations & Equity Thursday, November 2,2006 7:00 pm Main Committee Room Attendees Councillor David Pickles, Chair Fred Gibson, PCCCA Kirk Mark, Community Appointe~ Jacqueline Moriarty, Community Appointee Margaret Lazarus, Valley Farm P.S. Ansar Siddiqui, Pine Ridge S.S. Sharon Singh, Pine Ridge S.S. Mariyah Gonzales, Dunbarton H.S. Adrian Rampersad, Dunbarton H.S. Sibhan Saravanamuttu, Dunbarton H.S. Marisa Carpino, City of Pickering Item / Ref # 1. Details & Discussion & Conclusion (summary of discussion) Welcome & Introductions A. Introductions · Councillor Pickles provided a warm welcome to our new student representatives. Councillor Pickles provided an overview of the committee. · Existing committee members introduced themselves and spoke of their experiences on the committee · Marisa Carpino provided packages about the committee to the each new student representatives and reviewed the material with them David Pickles 8. Councillor Pickles explained the survey to the new committee members. · Important to have cultural groups that have a say as to how we collect the survey information, · The plan is to have two committee members go out to organizations to administer the survey · Survey will assess trends in the City · Then we can give advice to Council to better achieve ob'ectives set out on the committee's terms of reference Survey to be administered Page 1 Item / Ref# Details & Discussion & Conclusion (summary of discussion) . Fred Gibson recommends that the make up of City staff reflect this diverse community . Marisa Carpino to provide copy of draft survey questions C. End of term report . Will help judge achievements of committee against its mandate . Councillor Pickles will submit it by the end of the year Kirk Mark asked students what issues arise at school that speak to barriers to education. Responses of student representatives included: . Faculty want an equal distribution of recognition of different cultures . Some students want the same students (already involved in diversity groups) to initiate new groups but they won't do it themselves. (ie. start a Hindu group at school) . Not a lot of job skills training for students Councillor Pickles asked students what their expectations are of the committee . They want to provide the youth perspective . They want to bring information back to our schools . They want to make students aware of what's going on in the community . They recommend that the Advisory Committee participate with MCOD (Multi Cultural organization of Durham) for their annual conference Kirk Mark asked students about the democracy of voting. Their responses included: . There is not much awareness among students . Recommend that City staff and/or candidate come to schools to talk about why voting is important. . School initiatives are needed to raise awareness Action Items / Status (include deadline as aoorooriate) 1 I Marisa Carpino to provide to students. End Term report to be submitted to Council Councillor Pickles recommends we add to the survey: Marisa to add . Do the members of your organization participate in Federal, question to survey Provincial & Municipal elections? . 2. Essay Writina Contest Marisa Carpino provided overview of essay writing contest . Committee confirmed this year's statement "I can make a difference in my community by ..." . Include new guidelines to make responses about diversity Marisa Carpino Marisa Carpino to work with Board reps. to launch this contest Page 2 Item / Details & Discussion & Conclusion Action Items / Ref # (summary of discussion) Status (include deadline as appropriate) and equity . Marisa Carpino was asked to look at changing deadline for entries to early February . Kirk Mark recommends speaker Lawrence Hill, the author for the March Forum 3. Heritaae Day Event All Marisa Carpino provided overview of event Student to . Marisa Carpino asked students for recommendations of recommend student groups for booths/performances . participants . Councillor Pickles recommends that we have a backdrop to buffer the sound from the stage. Businesses complained Marisa Carpino to about the noise last year arranQe 4. Other Business . All Councillor Pickles conveyed great appreciation to the members of this Committee's term . Councillor Pickles proposed that Council go to schools and visit grade 5 & 10 during students civic curriculum Kirk Mark recommends that we publish the essays from the essay writinQ contest 5. Adjournment .. . David Pickles Councillor Pickles reminded community appointees that they will receive an invitation to apply as community appointees for the next 4 year term. Marisa Carpino advised that, as per the City Clerk, community appointees will be selected by January 15, 2007 and there will be an orientation for all members of the committee on January 16, 2007. Next meeting of the new Advisory Committee on Race Relations & Equity will be 7 pm on Thursday, February 1, 2007. Meeting Adjourned: 9:00 pm Copy: Chief Administrative Officer City Clerk Division Head, Culture & Recreation Page 3 Clfft 0# Minutes PICKERING ADVISORY COMMITTEE ON RACE RELATIONS & EQUITY February 1, 2007 7:00 pm Main Committee Room Attendees: Councillor David Pickles - Chair Kirk Mark, Community Appointee Sethu Madhavan, Community Appointee Joanne Guindon, Durham Distrcit Catholic School Board Adrian Rampersad, Dunbarton High School Siobhan Saravanamuttu, Dunbarton High School Mariyah Gonzales, Dunbarton High School Constable Paul Hawrychuk, Durham Regional Police Services Sharon Singh, Pine Ridge Secondary School Ansar Siddiqui, Pine Ridge Secondary School Marisa Carpino, City of Pickering Linda Roberts, Recording Secretary Absent: Tanya Malika Foster Regrets: Fred Gibson, Pickering Carib Canadian Cultural Association Philip Howard, Durham District School Board Margaret Lazarus, Valley Farm Public School ec ntro uc Councillor Pickles welcomed members and guests and invited I everyone to introduce themselves and share their views. I Councillor Pickles noted that we would always try to adjourn by I 9:00 pm to allow for students requiring rides. Councillor Pickles gave a brief overview of the role of committee. Marisa went over the general roles, terms and structure of the committee. She briefly outlined the upcoming cultural events. Councillor Pickles informed the committee on additional upcoming events and stated that he would provide information on these events in order for the members to attend. Page 1 CORP0228-2/02 Kirk Mark suggested that we add another item to the agenda: Review and approval of agenda He mentioned that it was great to see the student representation. He commented on how the community is evlolving Sethu Madhaven asked if anything was being done to integrate the different communities and expose them to the various cultures. Councillor Pickles indicated that a number of communities are in fact working together, mostly in the area of artistic events. Constable Paul Hawrychuk also agreed it was nice to have the young people involved and stressed the importance of this. Council Pickles indicated that he would like to encourage the public to attend our meetings. Marisa distributed copies of the November 2,2006 minutes. Minutes of the November 2,2006 meeting were approved. Marisa outlined the details of the writing contest and passed around the flyer. "In Your Words" was the selected statement for the contest. The deadline to submit is February 5th. Winners are invited to the forum. Guest speaker has been confirmed. Last year's event was a success with over 400 submissions. Joanne mentioned there was not much feedback from the school boa rd. The winning entry will be showcased on the display board, published in the newspaper, and on the webite. Kirk Mark suggested we look into the idea of catalouging the essays. Possibly a percentage of the top entries could be put in the book, the writer could be published. This would become part of our record. He felt it was important to the students to see value through publication. He felt it was important to young people to have a record, and we could incorporate this as part O..f.J our mandate. It was confirmed that we do have approval to publish names through our policy. _______ CORP0228-2/02 Marisa/Linda to add to future meeting agendas Kirk to bring examples to next meeting Page 2 Councillor Pickles agreed it was a good idea, will check with his contact on the possibility of having such a book put together. Students thoughts on this: good idea, could increase participation. Constable Hawyrchuck suggested the possibility of having the essays in the leisure guide, which gets produced four times per year. Kirk Mark questioned whether there was a specific website for the committee, where there could be a chance for the youth to express their concerns, suggestions and comments. Discussion ensued on possibly having a separate page or a link to the existing site. Councillor Pickles suggested to the youth that they post their own thoughts to get it rolling, and come back with a possible draft to the next meeting. Suggested we could launch this on March 21? Maybe the students could speak at the launch. Herita Marissa provided schedules to date. She went over the groups who will be pariticpating at the event, and indicated that all display booths are now full, however, there will be space in the hall to accommodate any further requests. There is a good cross section of performers scheduled for the event. Councillor Pickles requested volunteers to provide coverage for the booth. Kirk Mark will attend from 1 - 3 pm and Sethu is scheduled for 11:45 a.m for an hour. Councillor Pickles asked about additional performers. Marisa I indicated they would be added on to the end of the day. Councillor Pickles also inquired about electricity needs for the day of the event. Could we confirm with the groups ahead of time as to their particular needs, i.e. microphones, etc. Marisa confirmed that all is taken care of. CORP0228-2/02 Councillor Pickles to check with his contact Marisa to look into Student representatives to prepare a draft for next Page 3 Councillor Pickles outlined the event to be held in the Pickering Museum Village in Greenwood on Saturday, June 9th. He advised the admission was free, so hopefully this would attract more people. Last year's event was excellent Asked for volunteers to participate on the day of the event as well as to act as liason/co-chair on the committee which meets once a month from now until June to assist in the planning. Councillor Pickles would make available a list of meetings so members could attend. 7. Other Business Councillor Pickles indicated that the City of Pickering had proclaimed February as Black History Month and asked for an update on the Committees work to proclaim "March 21st, International Day for the Elimination of Racial Discrimination". Marisa had planned to complete in early February as per usual. Kirk Mark · mentioned February is Black History Month · passed around a copy of Don Williams book "Who's Who in Back Canada". Suggested this as a great reference tool for organizations · listed some upcoming events; . Start of Chinese New Year · 2007 World Stage - Culture & History - this year is the bicentennial of the abolition of slave act combined with the 50th Anniversay of the Independence of Guyana · Speaker at U of T - Sylvia Wayter's Anit-Racist education · National Conference on Race & Ethnicity to be held in San Franciso, CA from May 29th - June 2,2007 Councillor Pickles talked about the Community Survey. He outlined the plan for the survey and feedback from the community to assemble a data base. Asked for participation from committee members. Councillor Pickles discussed the fact that we would be submitting an Annual Report Councillor Pickles requested clarification on whether letters of ~inda to confirm appreciation h_ad gone out to the previous member~___________~rmat Page 4 CORP0228-2/02 Everyone in agreement to continue to hold meetings on the first Thursda of each month. Linda to confirm Meeting Adjourned: 9:00 pm Copy: Chief Administrative Officer City Clerk Page 5 CORP0228-2/02