HomeMy WebLinkAboutSeptember 8, 2008
Executive Committee Meeting
Agenda
Monday, September 8,2008
7:30 pm
Council Chambers
Chair: Councillor Dickerson
(I) MATTERS FOR CONSIDERATION
PAGES
1. Director, Corporate Services & Treasurer, Report CS 22-08
APTA Wrap-up - Financial Implications
1-3
RECOMMENDA TION
1. That Report CS 22-08 of the Director, Corporate Services & Treasurer be
received;
2. That Council authorize the Director, Corporate Services & Treasurer
(Treasurer of APTA) to close the accounting books of APTA in the manner
indicated in this report, or as may be satisfactory to the Treasurer and
proceed with closing APTA's bank account once all final entries are settled;
3. That Council terminate the Merger Agreement dated August 8, 2001 between
Pickering and Ajax with regard to Transit Services to officially dissolve APTA;
and,
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions to give effect thereto.
2. Director, Corporate Services & Treasurer, Report CS 23-08
APT A Wrap-up - City's Financial Implications
4-6
RECOMMENDATION
1. That Report CS 23-08 of the Director, Corporate Services & Treasurer be
received;
2. That Council authorize the Director, Corporate Services & Treasurer to settle
all financial matters between APT A and the City of Pickering in the manner
indicated in this report, or as may be satisfactory to the Treasurer; and,
3. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions to give effect thereto.
Executive Committee Meeting
Agenda
Monday, September 8, 2008
7:30 pm
Council Chambers
Chair: Councillor Dickerson
3. Director, Corporate Services & Treasurer, Report CS 35-08
7-9
Formal Quotations - Quarterlv Report for Information
RECOMMENDATION
That Report CS 35-08 of the Director, Corporate Services & Treasurer regarding
Formal Quotations - Quarterly Report for Information be received for information.
4. Director, Corporate Services & Treasurer, Report CS 37-08 10-13
Implementation of Frenchman's Bav - West Shore Neiqhbourhood Watch
RECOMMENDATION
1. That the letter from the Durham Regional Police Service dated July 7, 2008
endorsing the establishment of the Frenchman's Bay-West Shore
Neighbourhood Watch, Pickering be received; and,
2. That the Council of the Corporation of the City of Pickering hereby endorse
the Frenchman's Bay-West Shore Neighbourhood Watch, Pickering and
approves the installation of Neighbourhood Watch signs at the entrances to
the subject area.
5. Director, Corporate Services & Treasurer, Report CS 38-08 14-48
Municipal Performance Measurement Program - Provincially Mandated
Public Reportinq of Performance Measures
RECOMMENDATION
That Report CS 38-08 of the Director, Corporate Services & Treasurer be received
for information.
6. Director, Corporate Services & Treasurer, Report CS 39-08
2008 Final Tax Due Dates for Commercial, Industrial, and
Multi-Residential Realtv Tax Classes
49-54
RECOMMENDATION
Executive Committee Meeting
Agenda
Monday, September S, 200S
7:30 pm
Council Chambers
Chair: Councillor Dickerson
1. That Report CS 39-08 of the Director, Corporate Services & Treasurer be
received;
2. That the Director, Corporate Services & Treasurer be authorized to issue the
final 2008 Tax Bills for Commercial, Industrial and Multi-residential
properties with a due date of October 15th, 2008;
3. That the Director, Corporate Services & Treasurer be authorized to make any
changes or undertake any actions necessary, including altering the due date,
in order to ensure the tax billing process is completed and in order to comply
with Provincial Regulations;
4. That the draft By-law attached to this report be enacted; and,
5. That the appropriate City of Pickering officials be authorized to take the
necessary actions to give effect hereto.
7. Director, Corporate Services & Treasurer, Report CS 41-08
Cash Position Report as at June 30, 2008
55-65
RECOMMENDATION
That Report CS 41-08 of the Director, Corporate Services & Treasurer be received
for information.
8. Director, Operations & Emergency Services, Report OES 25-08 66-77
Tennis Court Roof Replacement - Pickering Recreation Complex
-Tender No. T-15-08
RECOMMENDATION
1. That Tender Report T-15-2008 regarding the Tennis Court Roof
Replacement -Pickering Recreation Complex be received;
2. That Tender T-15-2008 submitted by Triumph Aluminum and Sheet Metal
Inc., at a cost of $184,590.00 (GST and PST included) be accepted;
3. That the cost of providing a 25 year warranty as noted above, in the amount
of $5,716.36 (GST included) be added to the contract;
Executive Committee Meeting
Agenda
Monday, Septem ber 8, 2008
7:30 pm
Council Chambers
Chair: Councillor Dickerson
4. That the total gross project cost of $215,505.36 (GST included) and a net
project cost of $205,243.20 including the tender amount and other associated
costs be approved;
5. That Council Authorize the Director, Corporate Services and Treasurer to
finance the project as follows;
a) the sum of $100,000.00, as provided for in the 2007 approved Capital
Budget, to be financed by the issue of debentures through the Regional
Municipality of Durham, over a period not exceeding (5) five years, at a
rate to be determined;
b) the additional sum of up to $105,000.00, as provided for in the 2008
approved Capital Budget to be financed by the issue of debentures
through the Regional Municipality of Durham, over a period not exceeding
(5) five years, at a rate to be determined;
c) the balance amount of $243.20 to be funded from the 2008 Current
Budget;
d) the annual repayment charges in the amount of approximately $46,700.00
included in the annual Current Budget for the City of Pickering
commencing in 2009, continuing thereafter until the loan is repaid, and
any financing cost to be paid out of the Current Budget;
e) the Director, Corporate Services & Treasurer has updated the City's 2008
Annual Repayment Limit and certified that his loan and the repayment
thereof falls within the City's Annual Repayment Limit for debt and
financial obligations, as established by the Province for municipalities in
Ontario and would not cause the City to exceed the updated Limit, and
therefore, Ontario Municipal Board approval is not required prior to City
Council's authorization;
f) The Treasurer is authorized to take any actions necessary in order to
effect the foregoing; and
6. That the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto.
(II) OTHER BUSINESS
(III) ADJOURNMENT
REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 22-08
Date: September 8, 2008
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From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
APT A Wrap-up - Financial Implications
Recommendations:
1. That Report CS 22-08 of the Director, Corporate Services & Treasurer be
received;
2. That Council authorize the Director, Corporate Services & Treasurer (Treasurer of
APT A) to close the accounting books of APT A in the manner indicated in this
report, or as may be satisfactory to the Treasurer and proceed with closing
APTA's bank account once all final entries are settled;
3. That Council terminate the Merger Agreement dated August 8, 2001 between
Pickering and Ajax with regard to Transit Services to officially dissolve APTA; and,
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions to give effect thereto.
Executive Summary: Further to report CS 28-07 and report CS 16-08 this report
provides the summary of the final entries to be recorded for the wrap-up of all financial
matters related to APT A and to close the accounting books and formally dissolve
APTA.
Financial Implications: As indicated in this report. In addition, the financial impact
of dissolving APTA on the City of Pickering and the Town of Ajax will be addressed
separately by the Treasurers of each municipality. This final wrap-up of APTA's
financial affairs is contingent upon Region of Durham agreeing to the settlement
matters discussed in Report CS 16-08.
Sustainability Implications:
implications.
This report does not contain any sustainability
Report CS 22-08
Date: September 8, 2008
t.
Subject: APTA Wrap-up - Financial Implications
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Page 2
Background: Further to report CS 28-07 and report CS 16-08, which provided
updates on APT A's financial matters resolved and staff's position on those still
outstanding at that time, this report provides a summary of the financial impact of the
resolution of all outstanding matters pertaining to the transfer of transit services to the
Region on January 1 , 2006.
Normally this report would be presented to the APT A Board for approval however no
appointees were made to the Board after the election in 2006 since transit services had
been transferred to the Region. Therefore, any final decisions pertaining to APT A
requires the agreement of Council.
It is to be noted that the financial transactions summarized below are the normal course
of business when closing the accounting books and dissolving an entity. Although
negotiations with the Region have been challenging, these items have been resolved to
ensure the municipal partners' interests were best protected and to facilitate finalizing
all related financial matters that has taken a very long time in resolving.
APTA's Wrap-up
Write-off Prepaid Expenses
Write-off Inventory
Cancel Promissory Notes
Cancel Promissory Notes interest
Recognize Cumulative Deficit
Total
$156,364
536,894
(1,020,565)
(53,531 )
337,940
Distribution to Municipalities *
(42,898)
Payment to Region for Unfunded Liabilities
$210,700
* It is anticipated the Region will pay approximately $39,500 of the prepaid balance
therefore the distribution represents this amount in addition to the balance in the bank
account of approximately $3,300 as at December 31,2007.
The above table summarizes the final entries required for the settlement of APT A's
assets, liabilities and unfunded liabilities. This net cost will be shared 50/50 by both
Pickering and Ajax per the termination clause in the Merger Agreement dated August 8,
2001. The financial impact of the wrap-up of APTA to the Town of Ajax and City of
Pickering individually will be addressed separately by the Treasurers of the two
municipalities.
Once all transactions have been settled then the Director, Corporate Services &
Treasurer of Pickering will proceed with closing the bank account as APT A ceases to
exist. Any future settlement of outstanding insurance claims will be funded directly by
Pickering and Ajax per the cost sharing agreement in place as at December 31, 2005
which was Pickering at 55% and Ajax at 45%.
Report CS 22-08
Date: September 8, 2008
Subject: APTA Wrap-up - Financial Implications
Page 3
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Attachments:
None
Prepared By:
Prepared I Approved I Endorsed By:
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ristine Senior
Manager, Accounting Services
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Gillis A. Paterson
Director, Corporate Services & Treasurer
GAP:vw
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering Cit ~
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 23-08
Date: September 8, 2008
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From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
APTA Wrap-up - City's Financial Implications
Recommendation:
1. That Report CS 23-08 of the Director, Corporate Services & Treasurer be
received;
2. That Council authorize the Director, Corporate Services & Treasurer to settle all
financial matters between APT A and the City of Pickering in the manner indicated
in this report, or as may be satisfactory to the Treasurer; and,
3. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions to give effect thereto.
Executive Summary: This report provides the summary of the financial cost to the
City for the final accounting of APT A in accordance with the recommendations and
resolutions provided in reports CS 28-07, CS 16-08 and CS 22-08.
Financial Implications: As indicated in this report and contingent upon Region of
Durham agreeing to the settlement matters discussed in Report 16-08.
Sustainability Implications:
implications.
This report does not contain any sustainability
Background: Further to report CS 28-07 and report CS 16-08 which provided
updates on APT A's financial matters resolved and staff's position on those still
outstanding at that time, this report provides a summary of the financial impact to the
City with the resolution of all outstanding matters pertaining to the transfer of transit
services to the Region on January 1 , 2006.
Report CS 23-08
Date: September 8, 2008
Subject: APT A Wrap-up - City's Financial Implications
Page 2
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The amounts provided herein are based on the assumption that all matters are resolved
as outlined in report CS 16-08, which provides the most recent update, and the
approval of CS 22-08.
The financial transactions are summarized below. Although negotiations with the
Region have been challenging, these resolutions were made to ensure the City's
interests were best protected and to resolve a matter that has taken a very long time in
resolving.
APT A's Wrap-up - Financial Impact on City of Pickerinq
Forgive APT A's Promissory Note to City
Forgive Interest on Promissory Note
Write-off City Share of OTVP
$569,177
29,514
58,054
656,745
City Share of Distribution of APT A
Allowance Provided by the City for uncollectibility
Transit Reserve
( 21,449)
(653,727)
(120,999)
(139,430)
City Share of Post Employment Benefits
105,350
Net Surplus to the City
$( 34.080)
The above amount represents a net surplus to the City for the settlement of APT A's
assets, liabilities and unfunded liabilities. The cost of $656,745 to the City has a
minimal impact on the current year results since it is offset by the Transit Reserve
money and the provision provided in the City's books over the last two years for the
potential write-off. Over the last two years as negotiations were ongoing with the
Region, it was in the City's best interest to provide for the possibility that these amounts
may not be settled in accordance with the proposed recommendations. As the City's
financial situation became more challenging, it was prudent to provide for these costs
when the City had surpluses rather then wait for the final settlement and take a
significant write off in a year where a surplus may not be available.
With this final accounting completed, all assets will have been transferred and financial
obligations met for the transfer of transit services to the Region.
Attachments: None
Report CS 23-08
Date: September 8, 2008
6Subject: APTA Wrap-up - City's Financial Implications
Page 3
Prepared By:
Prepared I Approved I Endorsed By:
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Kristine Senior
Manager, Accounting Services
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Gillis A. Paterson
Director, Corporate Services & Treasurer
GAP:vw
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Co il
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 35-08
Date: September 8,2008
,: 7
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Formal Quotations - Quarterly Report for Information
Recommendation:
That Report CS 35-08 of the Director, Corporate Services & Treasurer regarding
Formal Quotations - Quarterly Report for Information be received for information.
Executive Summary: Council approved the Purchasing By-law on November 5,
2001 which includes a request to have a summary of contract awards arising from
the formal quotation process be forwarded to Council as information only on a
quarterly basis. This report is for the period April 1 , 2008 to June 30, 2008.
Financial Implications: Not applicable
Sustainability Implications: The City's participation In cooperative purchasing
initiatives reduces paper and administrative costs.
Background: In accordance with Purchasing Policy Item 04.06, a summary of
contract awards arising from the formal quotation process is provided herein for the
information of Council.
Report CS 35-08 September 8, 2008
U 8 Subject: Formal Quotations - Quarterly Report for Information Page 2
Formal Quotations Summary
April 1 , 2008 to June 30, 2008
PST Included / GST Extra (unless stated otherwise)
Reference No. Description Award Status
Award Date
Cooperative tender for Supply,
Delivery & Application of Calcium
Magnesium Chloride
Host: Town of Whitby
Participants: Durham, Oshawa,
W02-2008 Ajax, Whitby, Pickering, Ongoing
Clarington, Scugog Various unit operating
April 29, 2008 Vendor for Flake Calcium pnces costs 2008-
Chloride: Glen Chemicals 2009
Vendor for Liquid Magnesium
Chloride: Miller Paving
May 1,2008 to April 30, 2009 -
Year 1 of possible 2 year
contract
Cooperative tender for
Catch basin Cleaning
Host: Region of Durham
Participants: Durham, Ongoing
T207 -2006 Pickering, Clarington, Scugog, Various unit operating
Brock, Uxbridge
May 5, 2008 Vendor: Superior Catch Basin prices costs 2008-
Services 2009
May 1, 2008 to April 30,2009 -
Year 2 of possible 3 year
contract
Cooperative Quotation
for Supply of Aggregate
Materials
Host: Municipality of Clarington Ongoing
Q2008-1 Participants: Durham, Oshawa, Various unit operating
May 5, 2008 Whitby, Ajax Pickering, prices costs 2008-
Clarington
Vendor: T.H. Forsythe Haulage 2009
May 1,2008 to April 30, 2009 -
Year 1 of possible 3 year
contract
PCPG - CA discount Two (2) Chev Impala Police
as quoted by GM for
Ontario Shared Package $53,840.24 Complete
Services Vendor: Sheridan Chev
Q-15-2008 Security Services Various hourly Ongoing
April 8, 2008 Vendor: Securitas Canada Inc rates operating cost
2008-2009
Report CS 35-08
September 8, 2008
Subject: Formal Quotations - Quarterly Report for Information
Page 3
',,19
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Reference No. Description Award Status
Award Date
0-19-2008 Supply & Delivery of PCs $715.00/unit, Complete
May 9, 2008 Vendor: Thinq Technologies taxes extra
0-23-2008 Telescopic Boom Excavation Ongoing service
Services $60,000.00
May 30,2008 Vendor: 0 & R Gradall Rental provided
0-24-2008 Canada Day Sound and Lighting $7,525.00 Complete
June 30, 2008 Vendor: Metal Works
0-25-2008 Fireworks - Canada Day, 2008
June 26, 2008 Vendor: David Whysall $18,976.96 Complete
International
0-27 -2008 Three (3) One Ton Dump Trucks $139,673.16 Complete
May 21,2008 Vendor: Formula Ford Sales
0-28-2008 Arena Refrigeration Maintenance Various hourly Ongoing
June 16, 2008 Vendor: Cimco Refrigeration rates operating cost
2008-2009
0-33-2008 Summer Camp & Program Ongoing service
Transportation $62,096.00
June 25, 2008 Vendor: Stock Transportation provided
0-35-2008 Four (4) Rotary Mowers $31,860.00 Complete
June 12, 2008 Vendor: Walker Equipment Ltd.
0-39-2008 One (1) Ford F250 Pickup Truck $31,622.40 Complete
June 19, 2008 Vendor: Formula Ford Sales
Attachments:
Not applicable
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Prepared ~y:
Approved / Endorsed By:
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Vera A. Felgerflacher
Manager, Supply & Services
C.P.P., CPPO, CPPB, C.P.M., CMM III
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~-_./~.__. '. -----~~
Gillis A. Paterson
Director, Corporate Services & Treasurer
Copy: Chief Administrative Officer
Recommended for the consideration of
PiCke~ing City ~
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Thomas J. Quinn, RDMR., CMM
Chief Administrative Officer ~
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 37-08
Date: September 8, 2008
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Implementation of Frenchman's Bay-West Shore Neighbourhood Watch
Recommendation:
1. That the letter from the Durham Regional Police Service dated July 7, 2008 endorsing the
establishment of the Frenchman's Bay-West Shore Neighbourhood Watch, Pickering be
received; and
2. That the Council of The Corporation of the City of Pickering hereby endorse the
Frenchman's Bay-West Shore Neighbourhood Watch, Pickering and approves the
installation of Neighbourhood Watch signs at the entrances to the subject area.
Executive Summary: To endorse the establishment of the Frenchman's Bay-West Shore
Neighbourhood Watch, Pickering and to direct staff to erect the Neighbourhood Watch signs at
the entrances to the subject areas.
Financial Implications: None.
Sustainability Implications: Not applicable.
Background: Please find attached to this report a letter from the Durham Regional
Police Service dated July 7, 2008 advising of their endorsement of the Frenchman's Bay-West
Shore Neighbourhood Watch, Pickering. A map of the areas served for this Neighbourhood
Watch location is attached to the letter from the Durham Regional Police Service.
By endorsing this Neighbourhood Watch request, Council is giving permission to the
installation of seven (7) signs to be placed at the entrances to the subject area. The
Report CS 37-08 Date: September 8,2008
Subject: The Implementation of a Community Neighbourhood Watch Page 2 1
Neighbourhood Watch will purchase the signs, however, City staff will undertake the
installation.
Attachment:
1. Correspondence from Durham Regional Police Service
Prepared By:
Approved I Endorsed By:
Debi A. Wilcox
City Clerk
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Gillis A. Paterson
Director, Corporate Services & Treasurer
DAW:ks
Attachment
Copy:
Chief Administrative Officer
Director, Operations & Emergency Services
Recommended for the consideration ,of
Pickering City Council
Thomas J. Quinn, RDMR., CMM III
Chief Administrative Officer
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I ATTACHMENT # __L
DURHAM REGIONAL POLICE SERVICE"
Leaders in Community Safety
605 ROSSLAND ROAD EAST, P. O. Box 911, WHITBY, ONTARIO, L 1 N OB8
Oshawa (905) 579-1520 1-888-579-1520 Toronto (905) 683-9100 Fax (905) 721-4214
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· Mike Ewles - Chief of Police · Chuck Mercier & Sherry Whiteway - Deputy Chiefs of Police
Monday, July 07, 2008
Ms. Debi Wilcox, Clerk,
City of Pickering,
I The Esplanade
PICKERING, Ontario
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To the Goveming Municipal Body:
RE: THE IMPLEMENTA TlON OF A COMMUNITY NEIGHBOURHOOD WA TCH
"Frenchman's Bay-West Shore Neighbourhood Watch, Pickering"
Through the implementation of Crime Prevention Programs, dedicated community volunteers work with police to
help reduce crime in their communities. One such "Citizen Involved" Crime Prevention Program is Neighbourhood
Watch. It is a program which employs an elegantly simple technique of"neighbours looking out for neighbours" to
reduce threats of crime against potential victims.
This letter is to introduce you to a group of concerned citizens who want to be involved in this program. Through
persistence, devotion and hard work, these people have made an honourable effort to fonn a Neighbourhood Watch
within their community. They have met all criteria as set out in the Durham Regional Police Service's
"Neighbourhood Watch Guidelines" and have received a commitment from their fellow neighbours of at least 75%
participation. In so doing, they have demonstrated their understanding that Crime Prevention is not just ajob for a
few professionals. Rather, the attitude and involvement of these citizens proves their genuine concern to work
together to make our community a better place to live.
The Durham Regional Police Service endorses this new organization as an official Community Neighbourhood
Watch. It is recommended that they be granted permission to erect approved Neighbourhood Watch signs in their
area as a crime deterrent. A map outlining proposed sign locations is enclosed for your consideration. Thank you in
advance.
Sincerely,
2:;/1 ')
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Morgen Do~on, #1 ISO, P.C. Paul Hawrychuk, #702
Regional Neighourhood Watch Coordinator Community Services & Crime Prevention Coordinator
Cc: Ward I Councillors Bonnie Littley & Jennifer O'Connell
Ms. Shawna Mutton, Coordinator, Community Capacity Building
Insp. Steve Ross, DRPS Ajax-Pickering
S/Sgt Mitch Colling, DRPS Ajax-Pickering
Cst. Dave Morton, DRPS Ajax-Pickering
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REPORT TO
EXECUTIVE COMMITTEE
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Report Number: CS 38-08
Date: September 8, 2008
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Municipal Performance Measurement Program - Provincially Mandated
Public Reporting of Performance Measures
Recommendation:
That Report CS 38-08 of the Director, Corporate Services & Treasurer be received
for information.
Executive Summary: The City is mandated by the Province of Ontario to report on
Performance Measures for specific key service areas. The collection and reporting of
these measures is derived from the Financial Information Return filed by the City with
the Ministry of Municipal Affairs and Housing. These measurements are being
submitted and reported by the Treasurer under the direction of Provincial authority.
Attached are the Municipal Performance Measurement Program (MPMP) results for
2007 together with a supplemental information package which will be provided on the
City's website. Also included is a comparison to the 2006 Measures and a copy of the
Public Notice that will appear in the News Advertiser at the end of September.
Financial Implications: None
Sustainability Implications:
sustainability.
This report contains no information pertaining to
Background: Attachment 1 is the information mandated by the Province to be
reported to the public by September 30, 2008. Comments pertaining to the compilation
and interpretation of the data have been included to aid in the explanation and
understanding of what is being reported. The Province has made provision for these
comments and encourages their inclusion, as many municipalities do.
Report CS 38-08
Date: September 8, 2008
Subject: Municipal Performance Measurement Program - Provincially
Mandated Public Reporting of Performance Measures
Page 2
/1 ~;
Even though this is the eighth year of Performance Measurement reporting, these
measures continue to evolve with new ones being added as feedback from
municipalities are received and are taken into consideration by the Province. In
addition there are continual refinements to the way measures are defined and
calculated especially in the Parks and Recreation area, where new and modified
measures are being reported within the last few years. Municipalities also continue to
improve on their methods of data collection in attempts to ensure consistency with
reporting. This leads to improving the measures to better serve the interests of the
public and municipal needs for evaluating the efficiency and effectiveness of the
services we provide in the municipality. However, I must still caution against
municipality-to-municipality comparisons due to the fact that no two municipalities are
identical in their geography, rural vs. urban mix or the level of service provided.
It will only be through continuing efforts, ongoing experience, further clarifications from
the Province and consistent reporting formulas that year-to-year comparisons within the
municipality and across municipalities will become meaningful.
Attachment 2 provides a comparison of the results for the two years. However, note that
as reported measures evolve, some from prior years may not be comparable to the
cu rrent.
The information will be posted on the City's website, as was the case in past years, and
a notice to this effect, per Attachment 3, will be included in the "Community Page" of the
local newspaper. The information will also be available to anyone wishing to pick up a
copy at City Hall.
Attachments:
1. 2007 Provincial Performance Measurement Program - Public Reporting
2. Comparison of 2007 and 2006 Performance Measures
3. Public Notice to be included in the Community Page of the News Advertiser
Report CS 38-08
Date: September 8, 2008
Subject: Municipal Performance Measurement Program - Provincially
,/' Mandated Public Reporting of Performance Measures
10
Page 3
Prepared By:
Approved I Endorsed By:
;/
/..t:J_:(;-~/;I>--:} ')-z,(_
i 6: . /
1/, '..{r. t-.
\...~._. ,.- v"
~c~~.:.>-
Gillis A. Paterson
Director, Corporate Services & Treasurer
Dennis Arboleda
Supervisor, Accounting Services
GAP:da
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
//
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT 7
-TI\CHMENT#LTOREPOR, {')x
OVERVIEW
As required by the Ontario Government's Municipal Performance Measurement
Program (MPMP), the Treasurer of the City of Pickering, as part of its 2007 Financial
Information Return (FIR) package, has submitted financial and related service
performance measurements to the Province.
This program was announced in 2000 by the Ontario Government, which requires
municipalities to collect data on measures of effectiveness and efficiency in key service
areas and report these measures to the Province and the Public.
The objective of the Province is: to enhance accountability by reporting to taxpayers; to
increase taxpayer awareness on service plans, standards and costs; and to improve
local service delivery by sharing best practices with comparable municipalities. As
municipalities change and grow, its citizens expect to receive quality, cost effective
services. Performance measurements are a means of benchmarking these services
that will allow the City to review and improve their delivery.
In reporting the results to the public, each measure is accompanied by comments
regarding aspects of the measurements. The comments are an integral part in the
interpretation of the performance measure results. These results should not be
compared across municipalities without consideration of the comments that impact on
interpreting and understanding the results. In addition, influencing factors in the
collection of data or refinements while the measures are still evolving could affect the
results and year over year comparability.
For measures that use population count in the computation, comparative 2006 results
have been restated to reflect an adjusted count of 91,466 from 94,700. The higher
count used in prior year was based on 2001 Census data estimated annually thereafter
using population growth assumptions. The adjusted count is more accurate as it uses
2006 Census data as a base. Population for 2007 was estimated at 91,892. Adjusted
results are identified by an asterisk (*) beside them with notations under the
corresponding Detailed Comments section.
'i 8..
I
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
GENERAL GOVERNMENT
1.1 OPERATING COSTS FOR GOVERNANCE AND CORPORATE
MANAGEMENT
2007
7.00%
Efficiency Measure
Operating costs for governance and corporate management as a percentage of total
municipal operating costs.
2006
10.00%
Objective
To determine the efficiency of municipal management.
General Comments
The following factors can influence the above results:
. The extent that cost centers within municipalities directly relate to the functions
included under the governance and corporate management categories.
. The level of service provided to the corporation and the public.
Detailed Comments
Calculation of this measure includes governance, corporate management and
related allocation from program support expenditures over total municipal operating
costs.
The decrease in 2007 costs from prior year was expected given that there were non-
recurring year over year costs in 2006 that included the following:
1. Election related expenditures increased the operating costs for reporting year
2006;
2. Transfer of transit services to the Region in 2006 decreased the total
municipal operating costs (denominator) thereby increasing the 2006
measure; and
3. Recovery of a large account receivable previously classified as uncollectible
and other one time corporate costs affected the computation of the 2006
measure.
With these 2006 non-recurring costs, the 2007 measure is not comparable.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
:9
FIRE SERVICES
2.1 OPERATING COSTS FOR FIRE SERVICES
2007 2006
$1.33 $1.19
Efficiency Measure
Operating costs for fire services per $1,000 of assessment.
Objective
Provide efficient municipal fire services.
General Comments
The following factors can influence the above results across municipalities:
. Emergency response times
. Number and location of fire halls
. Urban/rural mix of properties as well as density of buildings
. Geographic size of municipality
Detailed Comments
Assessment value does not necessarily correlate to operating cost for fire services.
The higher the assessment value, the lower the cost per $1,000 assessment.
Conversely the urban/rural mix of the community affects the results as the size and
type of commercial/industrial establishments.
Number of households, response time and urban/rural mix of the municipality are
factors that determine the need for fire services and not necessarily the property
value.
For 2007, the operating costs per $1,000 of property assessment increased by
11.8% from 2006 largely in part from retroactive salaries and wages paid out to staff
during the year per collective bargaining agreement by the City with the Firefighters
Association. The 1.3% increase on property assessment value in 2007 from 2006
had a minimal impact on the resulting measure.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
:) IJ
: - I..
ROAD SERVICES
4.1 OPERATING COSTS FOR PAVED ROADS
2007 2006
$857.16 $700.44
Efficiency Measure
Operating costs for paved (hard top) roads per lane kilometer.
Objective
Provide efficient maintenance of paved roads.
General Comments
The following factors can influence the above results across municipalities:
. Use of the roads by heavy equipment.
. The municipality's standard for road conditions in comparison with comparable
municipalities.
. Kilometers of paved roads in the municipality.
. The method of allocating overhead costs (such as office supplies, telephone,
advertising, subscriptions, insurance, general repairs and maintenance, other
indirect costs) used in the determination of the numerator when there is not a
separate cost centre.
Detailed Comments
Paved (hard top) roads include roads with asphalt, concrete and composite surfaces.
The City of Pickering maintains separate accounts to track material costs related to
roads. However, the costs for administration and other indirect costs have been
allocated to the cost for paved roads based on management's best estimate of the
proportion of responsibility dedicated to the road functions such as maintenance of
paved and unpaved roads and winter control.
The identified costs attributable to this function include employee wages & benefits,
asphalt, program support, rental of heavy equipment and shoulder maintenance.
In 2007, there were more sections of road requiring rehabilitation due to potholes
and repairs, thus increasing labour costs, materials (asphalt) and contracted services
for major patching/repair. These increased total materials cost by 8.5% due to
volume and price changes from 2006. Cost of contracted services increased by
56.4% from 2006. Overhead costs also increased in 2007 due to the allocation
methodology used.
Overall, the 2007 total operating cost per lane kilometer of paved road increased by
22.4% from prior year
The City maintained 686 lane km of paved roads In 2007, the same amount as
reported in 2006.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
,'; ,1
, I
/ I
ROAD SERVICES
4.2 OPERATING COSTS FOR UNPAVED ROADS
2007 2006
$3,993.81 $3,879.91
Efficiency Measure
Operating costs for unpaved (loose top) roads per lane kilometre.
Objective
Provide efficient maintenance of unpaved roads.
General Comments
The following factors can influence the above results across municipalities:
. Use of the roads by heavy equipment.
· The kilometres of unpaved roads in the municipality in comparison with
comparable municipalities.
. Locations of the unpaved lanes.
. The method of allocating overhead costs (that includes office supplies, telephone,
advertising, subscriptions, insurance, general repairs and maintenance, other
indirect costs) used in the determination of the numerator when there is not a
separate cost centre.
Detailed Comments
Unpaved (loose top) roads include roads with gravel, stone or other loose surface.
The City of Pickering maintains separate accounts to track material costs related to
roads. However, the cost for administration and other indirect costs have been
allocated to the cost for unpaved roads based on management's best estimate of the
proportion or responsibility dedicated to the road functions such as maintenance of
paved and unpaved roads and winter control.
The operating cost of maintaining the City's unpaved roads includes employee
wages & benefits, granular materials, administering calcium programs, program
support, rental of heavy equipment, grading, wash out repair and shoulder
maintenance.
The impact of winter and spring conditions on gravel roads varies from year to year.
Increased plowing removes gravel that needs to be replaced, as does spring wash
outs. Increased traffic volumes on gravel roads also affected maintenance costs
which resulted in a higher volume of materials purchased in 2007. There was also an
increase in overhead cost in 2007 due to the allocation methodology used.
In 2007, overall increase in operating cost for unpaved roads per lane kilometer
increased by 2.9%. The City maintained 232 kilometers of unpaved road in 2007, the
same amount as reported in 2006.
CITY OF PICKERING
) 2 YEAR 2007 PERFORMANCE MEASUREMENT REPORT
ROAD SERVICES
4.3 OPERATING COSTS FOR WINTER MAINTENANCE OF ROADS
2007 2006
$1,434.59 $579.28
Efficiency Measure
Operating costs for winter maintenance of roadways per lane kilometre maintained in
winter.
Objective
Provide efficient winter control operation.
General Comments
The following factors can influence the above results:
. The municipality's standard service levels for road conditions.
. The kilometres of paved and unpaved roads in the municipality in comparison with
comparable municipalities.
. The method of allocating overhead costs (that includes office supplies, travel,
telephone, advertising, subscriptions, insurance, general repairs and maintenance,
other indirect costs) used in the determination of the numerator when there is not a
separate cost centre.
Detailed Comments
Since 2004 the City of Pickering has maintained a separate account to track material
costs that are directly related to winter control. The costs for administration and other
indirect costs have been allocated to the cost for winter control based on
management's best estimate of the proportion of responsibility dedicated to the road
function of winter control.
The operating cost of the City's winter control maintenance includes employee wages
& benefits, salt, sand, program support, equipment rental and culvert thawing.
The high operating cost, relative to 2006, is due to a severe winter experienced in
2007, specifically in November and December. The City responded to 53 winter
events in 2007 compared to only 22 in 2006. The result was increased expenditures
in 2007 for salaries, wages, overtime and benefits by 247.3% as well as increased
sand/salt material purchases by 113.8% from 2006.
Overhead costs were also higher in 2007 because of the allocation methodology used.
The overall increase in operating costs for winter maintenance of City roads in 2007
was 147.6% from 2006.
This year's performance measure result for 2007 is comparable to 2005 when there
was 51 events responded to. The City maintained 918 lane km in 2007, the same as in
2006.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
-7
)j
ROAD SERVICES
4.4 CONDITION OF PAVED ROADS
2007
84.00%
Effectiveness Measure
Percentage of paved lane kilometres where the condition is rated as good to very good.
2006
83.80%
Objective
Provide a paved lane system that has a pavement condition that meets municipal
standards.
General Comments
The following factors can influence the above results:
. The municipality's standard service levels for road conditions.
. The kilometres of paved and unpaved roads in the municipality in comparison with
comparable municipalities.
. Amount of traffic.
Detailed Comments
The City's staff uses their best estimates to establish the percentage of roads that are
rated as good. The City's road patrols, the public, employees and the recent Roads
Needs Study (2005 Update) are other sources providing feedback on road conditions.
As existing roads are reconstructed and rehabilitated the rating will move up to a higher
level.
In 2007, more rehabilitation work was completed on paved roads to fix potholes and
other necessary repairs resulting to improved roads condition around the City. Overall
paved road condition this year is slightly better than in 2006.
CITY OF PICKERING
:) 4 YEAR 2007 PERFORMANCE MEASUREMENT REPORT
ROAD SERVICES
4.5 WINTER EVENT RESPONSE
2007
100%
Effectiveness Measure
Percentage of winter events where the response met or exceeded locally determined
road maintenance standards.
2006
100%
Objective
Provide an appropriate response to winter events.
General Comments
The following factors can influence the above results:
. The municipality's standard service levels for road conditions.
. The frequency and severity of the winter weather.
. The kilometres of paved and unpaved roads in the municipality in comparison with
comparable municipalities.
. Hours of Service regulations under the Highway Traffic Act.
Detailed Comments
Roads are cleaned and cleared usually within 24 hours of a snowfall when adequate
resources are available in accordance with hours of service regulations. The City did
not experience a winter event which staff was not able to meet or exceed road
maintenance standards.
The City responded to 53 winter events in 2007 compared to 22 in 2006.
CITY OF PICKERING ,) 5
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
STORM WATER MANAGEMENT
7.1 OPERATING COSTS FOR URBAN STORM WATER MANAGEMENT
2007 2006
$759.56 $762.43
Efficiency Measure
Operating costs for urban storm water management (collection, treatment, and
disposal) per kilometre of drainage system.
Objective
Provide efficient storm water system.
General Comments
The following factors can influence the efficiency rate of urban storm water
management:
. The geography of the City
. The extent and age of the drainage system
. The inventory of pipes in the Municipality
Detailed Comments
The measure identifies direct costs such as contracted services and materials, storm
pipe cleaning, flushing, video inspection, catch basin/manhole repairs, storm pipe
repairs, cleaning of specialized oil and grit separators.
Storm water management is increasingly important as the City continues to develop
and intensify pressures that are put on watercourses and Frenchman's Bay.
The City maintained 298 km of urban drainage system in 2007, the same length as in
2006. In 2007, the City continued its program of cleaning and flushing of existing
storm sewers and catch basins to meet its service responsibilities.
The total operating costs per kilometer of drainage system in 2007 was slightly lower
than in 2006 due to the less use of contracted services and fewer materials
purchased.
CITY OF PICKERING
) 6 YEAR 2007 PERFORMANCE MEASUREMENT REPORT
STORM WATER
7.2 OPERATING COSTS FOR RURAL STORM WATER MANAGEMENT
2007
$2,117.96
Efficiency Measure
Operating costs for rural storm water management
disposal) per kilometre of drainage system.
2006
$1,839.00
(collection, treatment, and
Objective
Provide efficient storm water system.
General Comments
The following factors can influence the efficiency rate of urban storm water
management:
. The geography of the City, size and nature of the rural area.
. Land erosion control.
. The frequency and time devoted to the maintenance of the rural drainage system.
Detailed Comments
This measure includes Storm Water Management and the accounts were structured to
more accurately identify direct costs such as contracted services and materials, storm
canal dredging, culvert repairs and maintenance, ditching and other day-to-day
maintenance measures.
Storm water management is increasingly important as the City continues to develop
and intensify supports from pressures on watercourses and Frenchman's Bay.
The City maintained a total of 348 km of rural drainage system in 2007, the same
length as in 2006.
In 2007, the City experienced several third party material spills in its rural storm water
system, requiring expensive clean-up operations that resulted to an 88.7% increase in
contracted services cost contributing 41.3% increase in total operating costs.
Total operating costs in 2007 for rural storm water management per kilometer of
drainage system increased by 15.2% from 2006. The City maintained 348 kilometers
of storm water system, the same length reported in 2006.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
) 7
PARKS AND RECREATION
10.1 OPERATING COST FOR PARKS PER PERSON
2007 2006
$34.54 $31.26*
Efficiency Measure
Operating costs for parks per person.
Objective
Provide efficient operations of parks.
Detailed Comments
The City efficiently maintains the parks on a daily basis in the summer. Grass is
scheduled for cutting on a 5 to 10 day cycle so as to control growth and keep the park
available and safe for public use at all times during the summer months. However, the
grass cutting cycle is directly affected by the amount of precipitation received during this
time.
Total grounds maintenance costs increased in 2007 due to more emphasis on parks'
horticultural areas for the City's participation in Communities in Bloom, affecting salaries,
wages and benefits and the purchase of planting materials.
An increase in contracted services related to electrical plumbing, fencing and playground
equipment due to damage and vandalism increased the operating costs in 2007.
*Adjusted population count increased the operating cost for parks per person from $30.19
as previously reported to $31.26.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
)g
PARKS AND RECREATION
10.2 OPERATING COSTS FOR RECREATION PROGRAM PER PERSON
2007 2006
$39.88 $38.23*
Efficiency Measure
Operating costs for recreation programs per person.
Objective
Provide efficient operation of recreation programs.
Detailed Comments
Included in this measure is the cost of wages, benefits and operating costs for the operation of
a broad range of recreational programs and activities. This year's result is relatively
comparable to the prior year's measure using the adjusted population count.
*Adjusted population count increased the operating cost for recreation programs per person
from $36.92 as previously reported to $38.23.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
~) 9
PARKS AND RECREATION
10.3 OPERATING COSTS FOR RECREATION FACILITIES PER PERSON
2007 2006
$71.66 $67.35*
Efficiency Measure
Operating costs for recreation facilities per person.
Objective
Provide efficient operation of the City's recreation facilities.
Detailed Comments
Included in this measure is the cost of wages, benefits and operating costs for community
recreation facilities. General increase in the cost of maintaining the facilities In 2007
contributed to the 6.4% overall increase on the resulting measure from 2006.
*Adjusted population count increased the operating cost for recreation facilities per person
from $65.05 as previously reported to $67.35.
CITY OF PICKERING
,j U YEAR 2007 PERFORMANCE MEASUREMENT REPORT
PARKS AND RECREATION
10.4 OPERATING COSTS FOR RECREATION PROGRAMS AND RECREATION
FACILITIES PER PERSON (SUBTOTAL)
2007 (New)
$111.54
Efficiency Measure
Operating costs for recreation programs and recreation facilities per person.
Objective
Provide efficient operation of the City's programs and recreation facilities.
Detailed Comments
Included in this measure is the cost of wages, benefits and operating costs for the operation of
recreational programs and facilities. This subtotal is new for this reporting year to emphasize
the relationship of costs in the administration of recreation programs and facilities.
Previous years reporting included expenditures for parks in the subtotal. For comparison
purposes, the subtotal for the operating costs for recreation programs and recreation facilities
per person in 2006 was $105.58 taking into consideration the adjusted population count.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
7, 1
. ,
PARKS AND RECREATION
10.5 TOTAL KILOMETRES OF TRAILS AND TOTAL KILOMETRES OF
TRAILS PER 1,000 PERSONS
2007 2006
0.424 KM 0.394 KM*
Effectiveness Measure
Kilometres of trails per 1,000 persons
Objective
Measure the effectiveness of trails in the City that provide recreation opportunities.
Detailed Comments
Total kilometres of trails owned by the City and third parties per every 1,000 resident were
used in the calculation of this measure. This includes all trails that fall under the City's
responsibility or control.
The addition of the Duffin Creek trail to the inventory provided for an overall increase of 3 km
of trail to the network.
*Adjusted population count increased the total kilometers of trails per 1,000 persons from
0.380 km as previously reported to 0.394 km.
7. 2.
._)
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
PARKS AND RECREATION
10.6 HECTARES OF OPENS SPACE AND HECTARES OF OPEN SPACE PER 1,000
PERSONS
2007 2006
7.726 HA 7.762 HA*
Effectiveness Measure
Hectares of open space per 1,000 person.
Objective
Measure the adequacy of open space for the population.
Detailed Comments
Hectares of municipally owned open space per 1,000 person in the City were used in this
calculation. Open space includes all outdoor open spaces that provide opportunities and
benefits for active, passive and programmed community recreation and leisure that are
accessible to the public.
Total hectares of open space reported in 2007 were the same as in the previous year.
*Adjusted population count increased the total hectares of municipally owned open space per
1,000 persons from 7.497 ha as previously reported to 7.762 ha.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT ./) ,~
PARKS AND RECREATION
10.7 TOTAL PARTICPANT HOURS FOR RECREATION PROGRAMS PER 1,000 PERSONS
2007 2006
15,432 HRS 15,261 HRS*
Effectiveness Measure
Total participant hours for recreation programs per 1,000 persons.
Objective
Measure the effectiveness of programs provided by the City.
Detailed Comments
Total participant hours for every 1,000 person in the City, registered, drop-in and permitted
recreation programs and activities was used in this calculation. Participant hours are based
only on the number of active registrants or participants in a program. Hours for special events
are not included in the measure. The result for this measure in 2007 is comparable with the
adjusted 2006 result.
*Adjusted population count increased the total participant hours for recreation programs per
1,000 persons from 14,740 hrs as previously reported to 15,261 hrs.
.~ 4 CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
PARKS AND RECREATION
10.8 SQUARE METERS OF INDOOR RECREATION FACILITIES AND SQUARE METERS
OF INDOOR RECREATION FACILITIES PER 1,000 PERSONS (MUNICIPALLY OWNED)
2007 2006
441.181 SQM 443.236 SQM*
Effectiveness Measure
Square meters of indoor recreation facilities per 1,000 persons.
Objective
Determine the adequacy of indoor recreation facility space available to the public.
Detailed Comments
Indoor recreation facilities include 40,541 square meters of City owned enclosed structures
used for the purposes of community recreation and leisure. This is the same size as reported
the pr~vious year. The difference in the measure this year as compared to the prior year is a
result of the slight increase in population count (denominator) used in the computation.
*Adjusted population count increased the square meters of municipally owned indoor
recreation facilities per 1,000 persons from 428.099 sqm as previously reported to 443.236
sqm.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
55
PARKS AND RECREATION
10.9 SQUARE METERS OF OUTDOOR RECREATION FACILITY SPACE AND SQUARE
METERS OF OUTDOOR RECREATION FACILITY SPACE PER 1,000 PERSONS
(MUNICIPALL Y OWNED)
2007 2006
318.428 SQM 319.911 SQM*
Effectiveness Measure
Square meters of outdoor recreation facility space per 1,000 persons.
Objective
Determine the adequacy of outdoor recreation facility space available to the public.
Detailed Comments
Total area in square metres of municipally owned outdoor recreation facility space with
controlled access and electrical or mechanical functions was used in this calculation.
The size of outdoor recreational facility space at 29,261 square meters did not change in 2007.
However, the resulting measure is affected by the increase in population (denominator), hence
the slight decrease in outdoor facility space per 1,000 persons in 2007.
*Adjusted population count increased the square meters of municipally owned outdoor
recreation facility space per 1,000 persons from 308.986 sqm as previously reported to
319.911 sqm.
CITY OF PICKERING
~. /
,') b YEAR 2007 PERFORMANCE MEASUREMENT REPORT
LIBRARY SERVICES
11.1 OPERATING COSTS FOR LIBRARY SERVICES PER PERSON
2007 2006
$53.25 $51.18*
Efficiency Measure
Operating costs for library services per person.
Objective
Provide efficient library services to the public.
Detailed Comments
The City has five locations servicing its residents. The cost of all five locations is included in
the calculation of this measure. It includes wages, benefits and all other operating costs.
Rural libraries, of which the City has three, are more costly to operate on a per person basis.
The 4.0% increase over the prior year's measure is largely due to the increase in expenditures
on a variety of items including insurance, travel, utilities, repair and maintenance of aging
facilities and legal costs related to contract negotiations. In addition, while the library was able
to purchase more books and other materials due to the strength of the Canadian dollar, the
increase in number of items purchased meant a corresponding increase in processing cost
(which is unit-based).
*Adjusted population count increased the operating costs for library services per person from
$49.43 as previously reported to $51.18.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
7, 7
,-.1 .'
LIBRARY SERVICES
11.2 OPERATING COSTS FOR LIBRARY SERVICES PER USE
2007 2006
$1.83 $1.87
Efficiency Measure
Operating costs for library services per use.
Objective
Provide efficient library services to the public.
Detailed Comments
The City has five locations servicing its residents. The total operating costs for all five locations
and the total library uses was included in the calculation of this measure.
Total operating costs (numerator) for Library services in 2007 increased by 4.5% from 2006
but was totally offset by the increase in the total Library uses (denominator) of 6.8% resulting
to an overall decrease of 2.1 % on the 2007 measure.
, . 1 ,
!) 8
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
LIBRARY SERVICES
11.3 LIBRARY USES PER PERSON
2007 2006
29.017 27.297*
Effectiveness Measure
Library uses per person.
Objective
Increased use of library services.
General Comment
Although population changes impact the resulting measure, it does not necessarily affect the
level of service provided. Just a change in usage alone is a satisfactory indicator of service
levels.
Detailed Comments
Total library uses from all five locations together with the total population of the City were used
in the calculation of this measure. Total usage per person for 2007 increased by 6.3% from
prior year mainly coming from a 27.1 % increase in electronic usage and 4.9% increase in
materials circulation.
* Adjusted population count increased the total library uses per person from 26.365 as
previously reported to 27.297.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
"79
"
,.1 .
LIBRARY SERVICES
11.4 ELECTRONIC LIBRARY USES AS A PERCENTAGE OF TOTAL LIBRARY USES
2007 2006
27.2% 22.8%
Effectiveness Measure
Electronic library uses as a percentage of total library uses.
Objective
Effectiveness of information on library usage.
Detailed Comments
The percentage of electronic uses includes data from the five library locations. Uses include
the number of people using on-site library computers, number of times electronic databases
are accessed, number of electronic reference transactions and number of electronic visits to
the library.
In 2007, there were significant increases in electronic uses on all parameters mentioned above
which collectively resulted in a 19.3% change from 2006. The target marketing program
implemented in 2007 aimed at teens to enhance research skills and delivered in the classroom
helped a lot in achieving this increase.
I n CITY OF PICKERING
4 Ij YEAR 2007 PERFORMANCE MEASUREMENT REPORT
LIBRARY SERVICES
11.5 NON ELECTRONIC LIBRARY USES AS A PERCENTAGE OF TOTAL LIBRARY USES
2007 2006
72.8% 77.2%
Effectiveness Measure
Non-electronic Library uses as a percentage of total library uses.
Objective
Effectiveness of information on library usage.
Detailed Comments
The percentage of non-electronic uses includes data from five library locations. Uses included
total annual circulation, program attendance, in-library materials, number of standard
reference transactions and number of in-person visits to the library.
The overall non-electronic usage of library services slightly increased by 15,475 in 2007 from
2006. However, this increase was much less in comparison to the significant increase of
154,350 electronic uses. Therefore, the total non-electronic uses in proportion to the total
(electronic & non-electronic) library uses decreased by 5.7% in 2007.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
I; 1
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LAND PLANNING USE
12.1 PERCENTAGE OF NEW RESIDENTIAL UNITS LOCATED WITHIN
SETTLEMENT AREAS
2007 (New)
99.3%
Effectiveness Measure
Percentage of new residential units located within settlement areas.
Objective
New residential development occurring within settlement areas.
Detailed Comments
The number of new residential units in detached houses, semi-detached houses, row
houses/town houses and apartments/multiple unit buildings within the settlement areas
are used for the calculation of this measure as a percentage of the total number of new
residential units within the entire City.
Settlement areas include areas within the City which has been designated for
development in an approved municipal plan.
'2
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CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
LAND PLANNING USE
12.2 PRESERVATION OF ARGICUL TURAL LANDS
2007 2006
100% 100%
Effectiveness Measure
Percentage of land designated for agricultural purposes which was not re-designated for
other uses during 2007.
Objective
Preservation of agricultural lands.
Detailed Comments
The City of Pickering did not re-designate any agricultural lands in the reporting year 2007.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
I; 3
I.t
LAND PLANNING USE
12.3 PRESERVATION OF AGRICULTURAL LAND RELATIVE TO 2000
2007 2006
99.80% 99.80%
Effectiveness Measure
Percentage of land designated for agricultural purposes which was not re-designated for other
uses relative to the base year of 2000.
Objective
Preservation of agricultural lands in 2007.
Detailed Comments
Total hectares of land designated for agricultural purposes in the Official Plan as of 2007 and
the total hectares of land designated for agricultural purposes in the Official Plan as of 2000
are used in the calculation of this measure.
CITY OF PICKERING
/1, 4 YEAR 2007 PERFORMANCE MEASUREMENT REPORT
LAND PLANNING USE
12.4 HECTARES OF AGRICULTURAL LAND WHICH WAS REDESIGNATED FOR
OTHER USES DURING REPORTING THE YEAR
2007 2006
0 0
Effectiveness Measure
Number of hectares of land originally designated for agricultural purposes which was re-
designated for other uses during 2007.
Objective
Preservation of agricultural land.
Detailed Comments
No agricultural lands were re-designated to other uses during 2007.
CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
, r~
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LAND PLANNING USE
12.5 HECTARES OF AGRICULTURAL LAND WHICH WAS REDESIGNATED FOR
OTHER USES SINCE 2000
2007 2006
15 15
Effectiveness Measure
Number of hectares of land originally designated for agricultural purposes which was re-
designated for other uses since January 1, 2000.
Objective
Preservation of agricultural land.
Detailed Comments
These lands were redesignated during 2000.
TTACHMENT#~ TO REPORT # ( )0'
/t 6 CITY OF PICKERING PERFORMANCE MEASUREMENT
COMPARISON OF 2007 & 2006 MEASURES
Performance Measurements 2007 2006
General Government - Efficiency
Operating costs for governance and corporate management 7.00% 10.00%
as % of total municipal operating costs
Protection Services - Fire Services Efficiency
Operating cost for fire services per $1 ,000 of assessment $ 1.33 $ 1.19
Transportation Services - Roadways Efficiency
Operating cost for paved roads per lane kilometer $ 857.16 $ 700.44
Operating cost for unpaved roads per lane kilometer $ 3,993.81 $ 3,879.91
Operatinq cost for winter control maintenance per lane kilometer $ 1,434.59 $ 579.28
Tranportation Services - Roadways Effectiveness
Percentage of paved lane kilometer rated good to very good 84.00% 83.80%
Percentage of winter event response that met or exceeded 100.00% 100.00%
municipal road maintenance standards
Environmental Services - Storm Water System Efficiency
Operating costs for urban storm water management (collection, treatment $ 759.56 $ 762.43
and disposal) per kilometer of drainage system (URBAN)
Operating costs for rural storm water management (collection, treatment $ 2,117.96 $ 1,839.00
and disposal) per kilometer of drainaqe system (RURAL)
Parks & Recreation - Operation of Parks Efficiency
Operatinq cost for parks per person $ 34.54 * $ 31.26
Recreation Programs - Operation of Recreation Programs Efficiency
Operatinq cost for recreation proqams per person $ 39.88 * $ 38.23
Recreation Facilities - Operation of Recreation Facilities Efficiency
Operaing cost for recreation facility per person $ 71.66 * $ 67.35
Parks, Recreation Programs & Recreation Facilities - Operations of Parks,
Recreation Programs and Recreation Facilities Efficiency
Operating cost for parks, recreation programs and recreation
facilities per person (subtotal) * $ 136.84
Operating costs for recreation programs and recreation facilities per
person (subtotal) NEW $ 111.54
Participant Hours for Recreation Programs - How Effective the City
is in servicing the needs of residents for Recreation Programs
Total participant hours for recreation proqrams per 1,000 person 15,432 hrs * 15,261 hrs
Trails - To provide recreational opportunities
Total kilometers of trails per 1,000 person 0.424 km * 0.394 km
Parks & Recreation - Open Space is adequate for population
Hectres of Open Space per 1,000 person 7.726 ha * 7.762 ha
Recreation Facility Space - Recreation facility space is adequate for
population (municipally owned)
Square metres of indoor recreation facility space per 1,000 person 441.181 sq m. * 443.236 sqm
Square metres of outdoor recreation facility space per 1,000 person 318.428 sq m. * 319.911 sqm
Library - Library Services Efficiency
Operatinq cost for library service per person $ 53.25 * $ 51.18
Library Services - Library Services Efficiency
Operatinq cost for library service per use $ 183 $ 1.87
Library Services - Library Services Effectiveness
Library uses per person 29.019 * 27.297
Percentage of Electronic Library uses 27.20% 22.8%
Percentage of Non - Electronic Library uses 72.80% 77.2%
CITY OF PICKERING PERFORMANCE MEASUREMENT
COMPARISON OF 2007 & 2006 MEASURES
Performance Measurements 2007 2006
Planning and Development - land Use Planning - Effectiveness
Percentage of new lots approved which are located in settlement areas 99.10%
Percentage of new residential units located in settlement areas NEW 99.30%
Percentage of lands designated for agricultural purposes which was not
re-designated for other uses during the reporting year 100.00% 100.00%
Percentage of land designated for argicultural purposes which was not
re-designated for other uses relative to the base year of 2000. 99.80% 99.80%
Number of hectares of land originally designated for agricultural purposes
which was re-designated for other uses during the reporting year 0 0
Number of hectares of land originally designated for agricultural purposes
which was re-designated for other uses since January 1, 2000. 15 15
* Revised figures based on adjusted population of 91 ,466 from 94,700 as originally reported.
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CITY OF PICKERING
YEAR 2007 PERFORMANCE MEASUREMENT REPORT
The Performance Measures required to be reported publicly under the Provincially
mandated Performance Measurement Program will be available on the City of
Pickering's website cityofpickerinq.com as of September 30, 2008 or available at the
Corporate Services Department, 2nd Floor, Pickering Civic Complex.
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 39-08
Date: September 8, 2008
/.' C,'-)
'..to 7
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
2008 Final Tax Due Dates for Commercial, Industrial and Multi-
Residential Realty Tax Classes
Recommendation:
1. That Report CS 39-08 of the Director, Corporate Services & Treasurer be
received;
2. That the Director, Corporate Services & Treasurer be authorized to issue the final
2008 Tax Bills for Commercial, Industrial and Multi-residential properties with a
due date of October 15th, 2008;
3. That the Director, Corporate Services & Treasurer be authorized to make any
changes or undertake any actions necessary, including altering the due date, in
order to ensure the tax billing process is completed and in order to comply with
Provincial Regulations;
4. That the draft By-law attached to this report be enacted; and,
5. That the appropriate City of Pickering officials be authorized to take the necessary
actions to give effect hereto.
Executive Summary: Adoption of the above recommendations and passing the
attached By-law provides for the final 2008 tax billing for non-residential tax classes
(commercial, industrial and multi-residential). During the last few years, the City has
billed the final non-residential taxes separately mainly due to the additional steps that
are required as a result of the capping legislation. If Members of Council approve this
report at the Executive Committee, the outside printer will be given direction to start
the printing of the tax bills in order to have the bills mailed earlier and received sooner
by the various businesses. This will provide more lead time for businesses and
improve customer service.
Report CS 39-08
Date: September 8, 2008
Subject: 2008 Final Tax Due Dates for Commercial, Industrial and Multi-
SO Residential Realty Tax Classes
Page 2
Financial Implications: The attached By-law is for the final billing of 2008 property
taxes for commercial, industrial and multi-residential properties. This billing of final
property taxes will raise approximately $20.8 million for the City, Durham Region and
School Boards. Tax bills for the Residential tax classes were mailed on June 18, 2008
with due dates of July 9th and September 26th.
Sustainability Implications: Passing the attached By-law will allow the City to obtain
the funds required to maintain its financial sustainability objectives as provided for in the
2008 Current Budget. It also provides for the raising of property taxes for the Region of
Durham and the school boards.
Background: In 1998, the Province introduced Current Value Assessment or CV A
on a Province wide basis to replace the old patch quilt system (throughout the Province)
where each municipality used a different base year for assessment purposes. The end
result of CV A was the fact that some businesses were experiencing property tax
increases well above 100%. To reduce the property tax increases, the Province
introduced capping legislation in 1998.
The City of Pickering will soon be in a position to issue the final 2008 property tax bills
in accordance with the capping provisions of Bill 140, Continued Protection for Property
Taxpayers Act, passed by the Province on December 4, 2000 and implemented
through various Regulations. (Bill 140 replaced the original capping legislation of Bill 79
introduced and approved in 1998). This legislation was put in place to limit assessment
reform related increases to 5% per year on commercial, industrial and multi-residential
properties. Under this legislation, property owners facing increases due to property
assessment reform had their increases "capped" (reduced). Conversely, those
properties experiencing decreases were limited to that permitted under the legislation.
This meant that taxes have to be "clawed back" from those experiencing decreases to
fund the loss of revenue resulting from the capped increases.
The funding of the capping protection is "paid for" on a Region wide basis. The Region
of Durham acts like a banker in this process. In other words, the total cost of the
capping protection for example, the commercial tax class is paid for by the other
commercial properties throughout the Region by having a portion of their related
property tax decrease withheld (clawed back). As part of the Region wide process, the
City of Pickering uses a Provincial database program called "Online Property Tax
Analysis" (OPT A) to verify non-residential assessment data. Every municipality within
Durham Region uses the OPTA system. Assessment Review Board decisions and
Minutes of Settlement decisions have been incorporated into the capping calculations
up to the "freeze" date of June 4, 2008.
Report CS 39-08
Date: September 8, 2008
Subject: 2008 Final Tax Due Dates for Commercial, Industrial and Multi-
Residential Realty Tax Classes
Page 3
I:) 1
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Bill 83 - LeQislative ChanQes to CappinQ LeQislation
In 2004, the Province passed Bill 83 (An Act to Implement Budget Measures), which
provided for various optional tax tools that could be used for the non-residential tax
class. In a two tier municipal government structure, the upper tier has the option to
select all or some of the tax tools. These tax tools consisted of the following options:
1. The assessment related increase cap was increased from 5% to 10%.
2. Minimum annual threshold increase of 5% of total CV A property taxation.
3. A "billing" threshold be established whereby a property who is within the $250 of its
CV A based taxation would be required to pay its full CV A property taxes.
4. The minimum CV A for new construction properties was 60% in 2006. For 2008,
these properties (new construction) are now fully phased-in.
The purpose of these tax tools is to accelerate the movement of non-residential
taxpayers to full CV A taxes (where taxes are calculated using Current Value
Assessment multiplied by the corresponding tax rate). The Region of Durham adopted
all of the tax tools referenced above.
Under the Municipal Act, Subsection 343 (1), the tax bills have to be mailed 21 days
before the due date. Taxation staff are cognizant of this legislative requirement and
design the tax billing process to meet this requirement. However, there have been a
few requests from the taxpayers for a longer period of time ( beyond the 21 day period).
If the report is approved at the Executive Committee level, the outside printer will be
given direction to start printing and mailing the tax bills and therefore, provide a
longer notification period that in-turn is meeting some of the customers requests.
In 2008, the City of Pickering issued an interim tax bill to all property owners in all tax
classes with two instalment dates of February 28th and April 28th. The proposed final
instalment due date of October 15th for all properties in the Non-Residential tax classes,
provides these tax classes with some additional time to pay their tax bill. Table One
below illustrates the final billing due dates for the non-residential tax classes from 2004
to 2008.
Report CS 39-08
Date: September 8, 2008
Subject: 2008 Final Tax Due Dates for Commercial, Industrial and Multi-
::) '2 Residential Realty Tax Classes
Page 4
Table One
Non-Residential Final Billing Dates
Year
Number of
Instalments
Date
2004
2005
2006
2007
2008
One
One
One
One
One
October 15,2004
October 14, 2005
October 13, 2006
October 12, 2007
October 15, 2008
As Table One indicates, the proposed 2008 final due date closely follows the pattern
established since 2004. The one instalment due date will assist the City in managing its
cash flow.
Attachments:
1. By-law to Establish the 2008 Final Tax Instalments and Due Date for the
Commercial, Industrial and Multi-Residential Tax Classes.
Prepared By:
Approved I Endorsed By:
~~~
Stan Karwowski
Manager, Finance & Taxation
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Gillis A. Paterson . .-...,.------
Director, Corporate Services & Treasurer
GAP:tp
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
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1 ATTACHMENT I I TO REPORT' c I
THE CORPORATION 0 .. I He '-', , y ur- r-ICK~1'I1146
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WHEREAS it is necessary for the Council of The Corporation of the City of Pickering,
pursuant to the Municipal Act, 2001, S.O 2001, c.25 as amended, to pass a By-law to
levy a separate tax rate on the assessment in each property class; and,
WHEREAS the property classes have been prescribed by the Minister of Finance under
the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and,
WHEREAS it is necessary for the Council of The Corporation of the City of Pickering,
pursuant to the Municipal Act, 2001, S.O 2001, c.25, to levy on the whole rateable
property according to the last revised assessment roll for The Corporation of the City of
Pickering; and,
WHEREAS the Regional Municipality of Durham has passed By-law No. 13-2008 to
establish tax ratios and By-law No. 12-2008 to adopt estimates of all sums required by
The Regional Municipality of Durham for the purposes of the Durham Region Transit
Commission and By-law No. 11-2008 to set and levy rates of taxation for Regional Solid
Waste Management and By-law No. 10-2008 to set and levy rates of taxation for
Regional General Purposes and set tax rates on Area Municipalities; and,
WHEREAS it is necessary for the Council of The Corporation of the City of Pickering
pursuant to the Municipal Act, to levy on the whole rateable property according to the
last revised assessment roll for The Corporation of the City of Pickering for the current
year; and,
WHEREAS an interim levy was made by the Council of The Corporation of the City of
Pickering (pursuant to By-law No. 6821/07) before the adoption of the estimates for the
current year; and,
WHEREAS sub section 342 (2) of the Municipal Act, 2001, S.O 2001, c.25 as
amended, permits the. issuance of separate tax bills for separate classes of real
property for year 2008.
NOW THEREFORE THE COUNCil OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOllOWS:
1. For the year 2008, The Corporation of the City of Pickering (the "City") shall levy
upon all Property Classes (Residential, Commercial, Industrial and Multi-
residential) as set out in By-law No. 6865/08 of Schedule A, the rates of taxation,
for the City of Pickering, the Region of Durham and for Education purposes on
the current value assessment.
2:,:.) 4 Where applicable, taxes shall be adjusted in accordance with Bill 140, as
, amended and its Regulations.
3. The levy provided for shall be reduced by the amount of the interim levy for
2008.
4. The 2008 final tax calculations for the industrial, commercial and multi-residential
realty tax classes is based on a freeze date of June 4, 2008.
5. The decrease retained percentage for the realty class is outlined below:
Multi residential
Commercial
Industrial
82.2992%
26.3304%
1.7323%
6. The 2008 taxes owed for the commercial, industrial and multi-residential
assessed properties shall be due in one instalment on October 15 2008, or as
adjusted by the Treasurer.
7. Except in the case of taxes payable under Section 33 and 34 of the Assessment
Act, R.S.O. 1990, c.A31, as amended, the percentage charge as a penalty for
non-payment of taxes and monies payable as taxes shall be added to every tax
or assessment, rent or rate of any installment or part thereof remaining unpaid
on the first day of default and on the first day of each calendar month thereafter
in which such default continues pursuant to subsections 345 (1), (2) and (3) of
the Municipal Act 2001, S.o. c.25 as amended. The Treasurer shall collect by
distress or otherwise under the provisions of the applicable statutes all such
taxes, assessments, rents, rates or installments or parts thereof as shall not
have been paid on or before the several dates named as aforesaid, together with
the said percentage charges as they are incurred pursuant to sections 349, 350
and 351 of the Municipal Act 2001, S.o. c.25 as amended.
8. If any section or portion of this By-law is found by a court of competent
jurisdiction to be invalid, it is the intent of Council for The Corporation of the City
of Pickering that all remaining sections and portions of this By-law continue in
force and effect.
9. Taxes shall be payable to the Treasurer, City of Pickering.
10. This By-law comes into force on the date of its final passing.
BY-LAW read a first, second and third time and finally passed this 15th day of
September 2008.
David Ryan, Mayor
Debi Wilcox, City Clerk
CilJI 0#
REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 41-08
Date: September 8, 2008
.""" 5
I ~
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Cash Position Report as at June 30, 2008
Recommendation:
Th~t Repo~ CS 41-08 of the Director, Corporate Services & Treasurer be received
for information.
Executive Summary: The attached schedules provide the City of Pickering's cash
position, continuity of taxes receivable, outstanding investments, development charges
collected and other development contribution information for the six months ended June
30, 2008.
Financial Implications: The cash position of the Corporation for six months ended
June 30, 2008 was a net increase in cash of $4,616,927 to $7,965,887. Sources of
Funds totalled $114,194,202 and Uses of Funds totalled $109,577,275.
Mid-year cash balances and future revenues are set to meet the cash requirements for
the second half of 2008. The positive net cash balance shows the City is in a sound
financial position vis-a.-vis the 2008 budget.
Sustainability Implications: This report does not contain any sustainability
implications.
Background: This report presents a six-month period of activity ending June 30,
2008. The discussion below describes the purpose and the information contained in
each of the attached schedules.
Statement of Cash Position: Attachment 1 reflects the sources and uses of funds for
the first half of 2008. Subcategories have been identified to highlight those cash
transactions that are significant in nature or large dollar value transactions for the City
Report CS 41-08
Date: September 8, 2008
Subject: Cash Position Report as at June 30, 2008
Page 2
i.~~ r;
of Pickering. This schedule summarizes the increase in cash of $4,616,927 over the
first six months. The 2008 mid-year balance is approximately $291,000 less compared
to 2007. However, year to year periodical comparisons may not be useful due to timing
of receipts and disbursements.
Continuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions
from January 1 to June 30, 2008 and provides the outstanding taxes receivable as at
June 30, 2008. This balance represents all three levels of taxes billed, such as City,
Region and School Boards. This has increased over the past several years but may
vary where due dates and amounts for supplementary billings change from year to
year.
Current year's taxes receivable of $59.1 million is approximately 43.8% of the $134.8
million total taxes billed as at June 30, 2008. This percentage is comparatively high as a
large portion of the current year's taxes due on July 9, 2008 are reported as outstanding
as at June 30, 2008.
Of the total outstanding $68.2 miilion taxes receivable, $59.1 million or 86.7% are from
the current year and $9.1 million or 13.3% are from prior years.
Outstandinq Investments: Attachment 3 reflects the short-term and long-term
investments for both the Current Fund and the Reserve Funds outstanding as at June
30, 2008. Investments vary within every year depending on the timing of the collection
and remittance of development charges and supplementary taxes. Total investment
portfolio as at June 30, 2008 is $50.4 million with $4.2 million coming from internal
loans and $46.2 million from general investments.
Development Charqes Collected: Attachment 4 indicates the total development
charges for the City, Region and School Boards, as the City is responsible for collecting
development charges on behalf of all levels of government. The total amount collected
of $4,903,931 agrees with the balance indicated under Sources of Funds on
Attachment 1. However the remittance of development charges to the Region and
School Boards indicated under the Use of Funds is different than the total collected on
Attachment 4. This variance is a result of timing differences because payments to the
Region and School Boards are due 25 days following the month collected.
Development charges collected in the first six months of 2008 is approximately $3.2
million or 190.7% higher than the amount collected over the same period in 2007.
Other Development Contributions: Attachment 5 is provided to show other significant
development contributions that have been received.
Multi year Receipts: The balance of the tables shows multi year receipts. The first half
of 2008 total collections of the City portion of development charges are up over the
same period last year and the highest over the same period from 2003. This is
Report CS 41-08
Date: September 8, 2008
Subject: Cash Position Report as at June 30, 2008
Page 3
:' '7
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consistent with the 383 Building Permits issued this year compared to 287 issue over
the same period last year, an increase of 33%.
Attachments:
1 . Statement of Cash Position
2. Continuity of Taxes Receivable
3. Outstanding Investments
4. Statement of Development Charges Collected
5. Other Development Contributions
6. Building Permits Issued 2000 - 2007
7. City Portion of Development Charges Collected 2003 - 2007 (Semi-annual)
8. City Portion of Development Charges Collected 1991-2007
Prepared By:
Approved I Endorsed By:
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Gillis A. Paterson
Director, Corporate Services & Treasurer
Dennis P. Arboleda
Supervisor, Accounting Services
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Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Co "I _\
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TTACHMENT#-LTOREPORTh .,~ <-/1' ,
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City of Pickering
Cash Position Statement
for six months ending June 30, 2008
Sources of Funds:
Accounts Receivable collected $ 2,924,839
Development charges collected 4,903,931
Operating 2,024,907
Grants-in-lieu:
Federal 802,387
Provincial 338,681
Ontario enterprises 4,034,893
Municipal enterprises 651,457
Linear Properties -
Federal specific grants 10,935
Ontario specific grants 1,117,742
Interest Income 867,271
Sale of land -
Tax payments received 96,495,652
POA Revenue 21,507
Total $ 114,194,202
Use of Funds:
Operating and Capital Expenditures $ 29,575,317
Payroll 16,366,530
Region Levy 40,565,449
Regional portion of Dev. Charges 1,699,726
School Board Levies 20,808,126
School Board portion of Dev. Charges 163,170
Debenture payment to Region 398,957
Total $ 109,577,275
Net Cash Increase (Decrease) $ 4,616,927
FINANCIAL POSITION
Bank Balance Net Cash Bank Balance
January 1, 2008 Provided (Used) June 30, 2008
Current Fund $ 3,348,960 $ 4,616,927 $ 7,965,887
TOTAL $ 3,348,960 $ 4,616,927 $ 7,965,887
Note: Includes City, Region and School Boards
Cash Position June 2008NET CHANGES
City of Pickering
Continuity of Taxes Receivable
for six months ending June 30, 2008
Dec 31/07 Penalty and Taxes Supplementary Tax Payments and Jun 30/08
Receivable Interest Added Billed Taxes Billed Write Ofts Adjustments Receivable
$ $ $ $ $ $ $
Current Year
Taxes 134,792,915 (43,535) (75,618,140) 59,131,240
Penalty and Interest 251,584 (134,107) 117,477
2007
Taxes 6,465,409 (265,461 ) (2,322,972) 3,876,976
Penalty and Interest 353,262 414,708 (367,776) 400,194
2006
Taxes 2,682,996 (79,739) (766,598) 1,836,659
Penalty and Interest 357,171 175,215 (205,635) 326,751
2005
Taxes 1,011,874 (276) (338,751) 672,847
Penalty and Interest 252,683 86,386 (125,223) 213,846
Prior Years
Taxes 1,734,472 (323,711) 1,410,761
Penalty and Interest 279,700 64,579 (147,536) 196,743
TOTAL 13,137,567 992,472 134,792,915 - (389,011 ) (80,350,449) 68,183,494
2008 Tax installment due dates:
Commercial (February 28 & April 28, 2008)
Residential (February 28, April 28, July 9, September 26, 2008)
Tax Write Offs reflects "Minutes of Settlement", Assessment Review Board Decisions and Council approved adjustments under
Section 357 & 358 of the Municipal Act, 2001.
Cash Position June 2008TAXES RECVBL
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City of Pickering
Outstanding Investments
as at June 30, 2008
Name of Financial Purchase Maturity Interest Principal Interest #of Days Value at
Security Institution Date Date Rate Amount Payable OIS Maturity
SHORT TERM INVESTMENTS
Current & Reserve Fund Investments
Nesbitt Burns BNS BA 24-Apr-08 23-Jul-08 3.00% 3,026,589.85 22,410.15 90 3,049,000.00
Nesbitt Burns BNS BON DISCOUNT NOTE 14-May-08 14-Aug-08 3.00% 2,999,304.78 22,695.22 92 3,022,000.00
Nesbitt Burns BNS BON DISCOUNT NOTE 23-May-08 25-Aug-08 2.94% 3,039,004.38 22,995.62 94 3,062,000.00
Nesbitt Burns FIRST BANK BA 03-Jun-08 02-Sep-08 2.87% 4,831,451.40 34,548.60 91 4,866,000.00
Nesbitt Burns BNS BON DISCOUNT NOTE 12-Jun-08 17 -Sep-08 2.95% 4,274,483.76 33,516.24 97 4,308,000.00
Nesbitt Burns BNS BON DISCOUNT NOTE 26-Jun-08 25-Sep-08 3.00% 1,195,066.32 8,933.68 91 1,204,000.00
Nesbitt Burns BNS BON DISCOUNT NOTE 26-Jun-08 25-Sep-08 3.00% 3,234,818.22 24,181.78 91 3,259,000.00
TOTAL SHORT TERM INVESTMENTS $ 22,600,718.71 $ 169,281.29 $ 22,770,000.00
LONG TERM INVESTMENTS
Current & Reserve Fund Investments
Nesbitt Burns PROVINCE OF ONTARIO 09-May-06 19-May-09 4.00% $ 616,251.64 SEMI-ANNUAL (MAY 19 & NOV 19) $ 619,000.00
Nesbitt Burns CANADA HOUSING TRUST 02-Aug-06 15-Sep-09 4.65% 3,930,566.75 SEMI-ANNUAL (MAR 15 & SEP 15) 3,883,000.00
Nesbitt Burns BNS DEPOSIT NOTES 18-Mar-08 18-Feb-08 3.93% 1,276,697.70 SEMI-ANNUAL (FEB 18 & AUG 18) 1,266,000.00
Nesbitt Burns CANADA HOUSING TRUST 01-May-08 15-Mar-10 3.75% 2,624,132.73 SEMI-ANNUAL (MAR 15 & SEP 15) 2,589,000.00
Nesbitt Burns CANADA HOUSING TRUST 01-May-08 15-Sep-10 3.55% 2,986,422.15 SEMI-ANNUAL (MAR 15 & SEP 15) 2,957,000.00
Nesbitt Burns ALBERTA DEPOSIT NOTES 22-Apr-08 01-Jun-11 4.10% 3,059,400.00 SEMI-ANNUAL (JUN 1 & DEC 1) 3,000,000.00
Nesbitt Burns CANADA HOUSING TRUST 18-Mar-08 15-Sep-11 4.60% 2,584,568.25 SEMI-ANNUAL (MAR 15 & SEP 15) 2,475,000.00
Nesbitt Burns PROVINCE OF ONTARIO 22-Apr-08 02-Dec-11 4.40% 3,087,900.00 SEMI-ANNUAL (JUN 2 & DEC 2) 3,000,000.00
Nesbitt Burns BANK OF MONTREAL 26-Feb-08 26-Feb-14 4.05% 2,000,000.00 SEMI-ANNUAL (FEB 26 & AUG 26) 2,000,000.00
Nesbitt Burns BANK OF MONTREAL 25-Jun-08 25-Jun-12 4.60% 1,620,000.00 SEMI-ANNUAL (MAY 19 & NOV 19) 1,620,000.00
TOTAL LONG TERM INVESTMENTS $ 23,785,939.22 $ 23,409,000.00
TOTAL INVESTMENTS $ 46,386,657.93 $ 46,179,000.00
Internal Investments to Capital Projects Yield: 3.67 - 4.70% $ 4,184,100.00 Term: 3 - 10 years
Cash Position June 2008SECURITIES
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Development Charges Collected
for six months ending June 30, 2008
Durham District Durham Catholic
City's Portion Region of Durham School Board School Board Total
$ $ $ $ $
AMOUNT COLLECTED
January 232,314 752,715 3,832 1,348 990,209
February 54,672 5,115 6,706 2,359 68,852
March 840,647 898,069 103,464 36,396 1,878,576
April 0 1,321 0 0 1,321
May 91,586 26,596 3,832 1,348 123,362
June 671,184 1,059,057 82,388 28,982 1,841,611
TOTAL 1,890,403 2,742,873 200,222 70,433 4,903,931
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Other Development Contributions
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CONTRIBUTIONS:
Cash - In - Lieu of Parkland $446,900
TOTAL CASH-tN-LIEU $446,900
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 25-08
Date: September 8, 2008
I .1 ,
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Tennis Court Roof Replacement - Pickering Recreation Complex
Tender No. T-15-08
File: A-1440
Recommendation:
1. That Tender Report T-15-2008 regarding the Tennis Court Roof Replacement -
Pickering Recreation Complex be received;
2. That Tender T-15-2008 submitted by Triumph Aluminum and Sheet Metal Inc., at a
cost of $184,590.00 (GST and PST included) be accepted;
3. That the cost of providing a 25 year warranty as noted above, in the amount of
$5,716.36 (GST included) be added to the contract;
4. That the total gross project cost of $215,505.36 (GST included) and a net project
cost of $205,243.20 including the tender amount and other associated costs be
approved;
5. That Council Authorize the Director, Corporate Services and Treasurer to finance
the project as follows;
a) the sum of $100,000.00, as provided for in the 2007 approved Capital
Budget, to be financed by the issue of debentures through the Regional
Municipality of Durham, over a period not exceeding (5) five years, at a
rate to be determined;
b) the additional sum of up to $105,000.00, as provided for in the 2008
approved Capital Budget to be financed by the issue of debentures
through the Regional Municipality of Durham, over a period not exceeding
(5) five years, at a rate to be determined;
c) the balance amount of $243.20 to be funded from the 2008 Current
Budget;
d) the annual repayment charges in the amount of approximately $46,700.00
included in the annual Current Budget for the City of Pickering
commencing in 2009, continuing thereafter until the loan is repaid, and
any financing cost to be paid out of the Current Budget;
e) the Director, Corporate Services & Treasurer has updated the City's 2008
Annual Repayment Limit and certified that his loan and the repayment
thereof falls within the City's Annual Repayment Limit for debt and
financial obligations, as established by the Province for municipalities in
Ontario and would not cause the City to exceed the updated Limit, and
Report OES 25-08
September 8, 2008
Subject:
Tennis Court Roof Replacement
Tender No. T-15-08
Page 2
! i I
/7
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therefore, Ontario Municipal Board approval is not required prior to City
Council's authorization;
f) The Treasurer is authorized to take any actions necessary in order to
effect the foregoing; and
6. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: The Tennis Court Roof Replacement - Pickering Recreation
Complex was approved by Council in the 2007 Capital Budget for the amount
$100,000.00. Additional funds in the amount of $120,000.00 were approved in the
2008 Capital Budget in order for this construction project to proceed. Amounts
budgeted in both 2007 and 2008 are to be debt-financed for a (5) five-year term.
The existing roof structure has reached the end of its useful life cycle, and currently is
experiencing failure in several key areas. Replacement of the roof will resolve the
leakage issues, resulting in the reduction of maintenance costs as well as improving the
insulation factors.
Financial Implications:
1.
TENDER AMOUNT
T -15-2008
25 Year NDL Warranty
Sub Total
GST
Total including GST
GST Rebate
Total
$175,800.00
5,443.20
181,243.20
9,062.16
190,305.36
(9,062.16)
$181,243.20
2.
APPROVED SOURCE OF FUNDS
Recreation Com lex Ca ital Bud et
Location Proiect Code
I Tennis Court 5731.0706.6181
Roof 5731.0816.6181
Replacement
Pickering
Recreation
Complex
Source of Funds
5 year Debt
5 year Debt
Current Funds
Budget
$100,000.00
120,000.00
Required
$100,000.00
105,000.00
5,243.20
FUNDS AVAILABLE
$220,000.00
$205,243.20
CORP0227-07/01 revised
Report OES 25-08
September 8, 2008
Subject:
, I)
h ()
Tennis Court Roof Replacement
Tender No. T-15-08
Page 3
3.
ESTIMATED PROJECT COSTING SUMMARY
Associated Costs
T -15-2008
25 Year Warranty
Consultant Fees
Tender & Miscellaneous Costs
Construction Contingency
Total Project Costs
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
$175,800.00
5,443.20
17,000.00
2,000.00
5,000.00
205,243.20
10,262.16
215,505.36
(10,262.16)
$205.243.20
4.
Project Cost under (over) Approved Funds
$14,756.80
Sustainability Implications: The existing roof structure reached the end of its
useful life cycle, and currently is experiencing failure in several key areas.
Replacement of the roof will resolve the leakage issues, resulting in the reduction of
maintenance costs as well as improving the insulation factors.
Background: Tenders have been received which closed on Wednesday, July 30,
2008 for the replacement of the Tennis Court Roof at the Recreation Complex. Seven
(7) bidders were invited to bid, and six (6) bidders submitted a tender for this project, of
which two (2) were rejected for failing to comply with the tender provisions.
Prospective bidders were requested to provide prices for two different roof systems,
one as a base bid utilizing a rubberized membrane (EPDM) and one as an alternate bid
using a Modified Bitument product.
Our consultant, IRC Building Services Group Inc., has recommended the use of the
Modified Bitumen membrane system as it is more durable and can be installed to
provide a 25-year warranty. On the basis of utilizing the alternate bid prices, the
bidding summary is as follows:
CORP0227-07/01 revised
Report OES 25-08
September 8, 2008
Subject:
69
Tennis Court Roof Replacement
- Tender No. T-15-08
Page 4
Bidders Total Tendered Amount After Calculation Check
Triumph Aluminum and $184,590.00 $184,590.00
Sheet Metal Inc.
Solar Roofing and Sheet $230,790.00 $230.790.00
Metal Ltd.
Semple Gooder Roofing $269,714.55 $269,714.55
Limited
Flynn Canada Ltd. $348,264.00 $348,264.00
The cost of providing a 25 year No Dollar Limit Material, Labour and Workmanship
Warranty, as stated in the tender document, is $5,715.36 inclusive of GST.
The insurance and health & safety policies of the low tenderer are acceptable to the
Coordinator, Health & Safety.
Attachments:
1. Supply & Services Memorandum dated August 5, 2008
2. Consultants Report 9IRC) dated August 8, 2008
3. By-law to authorize the Tennis Court Roof Replacement - Pickering Recreation
Complex and the issuance of debentures in the amount of $205,000.00
4. Memo dated August 18, 2008 from Coordinator, Health & Safety
Prepared By:
APproved~~~/l1dorse~y:
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Tony brevedel, P.Eng.
Division Head, Facilities Operations
EV::~ --
Director, Operations & Emergency
Services
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---c;jllis Paterson
Director, Corporate Services & Treasurer
CORP0227-07/01 revised
Report OES 25-08
Subject:
70
Tennis Court Roof Replacement
Tender No. T-15-08
"ff j,;;:;~..' .~.
September 8,2008
TP:mld
Page 5
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering .. Council
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CORP0227-07/01 revised
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MEMO
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CORPORATE SERVICES
To:
Tony Prevedel
Division Head, Facilities Operations
From: Vera A. Felgemacher
Manager, Supply & Services
August 5, 2008
Subject: Tender No. T -15-2008
Tender for Tennis Court Roof Replacement
Pickering Recreation Complex
Tenders have been received for the above project by the closing date of July 30,
2008 and seven (7) bidders were invited to participate. An advertisement was
placed in the Daily Commercial News and on the City's Website. Seven (7))
companies picked up documents for a non-refundable fee of $75.00. A mandatory
site visit was held on Monday, July 21, 2008 and 7 bidders attended of which five
(5) bidders submitted a bid for this project and two (2) bidders are unable to bid. No
addenda were issued.
A copy of the Record of Tenders Opened and Checked used at the public tender
opening is attached. Tenders shall be irrevocable for 60 days after the official
closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking
tendered unit prices and extensions; unit prices shall govern and extensions will be
corrected accordingly, which has been done.
All deposits other than the low three bidders may be returned to the applicable
bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w).
The low three bids have been retained for review at this time.
Upon review of the bids of Solar Roofing* and Semple Gooder Roofing*, discussion
with the City Solicitor, and provisions within the Purchasing Policy, two (2) working
days is being permitted to correct the work description in their Bid Bond and
Agreement to Bond. Remittance by 4:30pm Thursday, August 7, 2008 or sooner
has been requested in writing to each bidder.
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SUMMARY - BASE BID
PST included, GST included
Bidders Total Tendered After Calculation
Amount Check
Solar Roofing and Sheet $188,055.00 $188.055.00
Metal Ltd. *
Triumph Aluminum and $190,890.00 $190,890.00
Sheet Metal Inc.
Semple Gooder Roofing $245,601.30 $245,601.30
Limited *
Flynn Canada Ltd. $315,903.00 $315,903.00
Viana Roofing and Sheet Rejected: Qualified price on page FT-1, Section:
Metal Ltd. Separate Pricing. Automatic rejection: Reference:
Purchasing By-law No. 5900-01, Procedure No. PUR
010-001, 10.04, Item 5; Information to Bidders Item IB-
15, IB-17, IB-18, IB-19.
Provincial Industrial Roofing Rejected - Partial bid. Automatic rejection.
& Sheet Metal Company Reference: Purchasing By-law No. 5900-01,
Limited Procedure No. PUR 010-001, 10.04, Item 16.
Reference: Information to Bidders Item IB-5, IB-6,
IB-17, IB-18, IB-19, Form of Tender Page FT-1.
SUMMARY - ALTERNATE BID
PST included, GST included
Bidders Total Tendered After Calculation
Amount Check
Triumph Aluminum and $184,590.00 $184,590.00
Sheet Metal Inc.
Solar Roofing and Sheet $230,790.00 $230,790.00
Metal Ltd. *
Semple Gooder Roofing $269,714.55 $269,714.55
Limited *
Flynn Canada Ltd. $348,264.00 $348,264.00
Separate pricing to increase warranty on BASE BID to a 25 year manufacturer's
no dollar limit, labour, material and workmanship system warranty is stated in
the bids.
Pursuant to Information to Bidders Item 21 and your request, the following has
been requested of the low bidder on the Base Bid for your review during the
evaluation stage of this tender call.
(a) a current copy of the Health and Safety Policy to be used on this project;
August 5, 2008 Page 2
T-15-2008 Tennis Court Roof Replacement - Pickering Recreation Complex
""[ r"" MJ:Nl"# /
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REPORT# <. t
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(b) a copy of the current Workplace Injury Summary Report issued by '7 7
Workplace Safety & Insurance Board (in lieu of the Workplace Injury . ~)
Summary Report document, a copy of the current CAD 7, NEER, or MAP
reports may be submitted);
(c) a copy of the current Clearance Certificate issued by Workplace Safety &
rnsurance Board;
(dj the City's certificate of insurance completed by the bidder's agent, broker
or insurer;
Include the following items in your Report to Council:
(a) if items (a) through (d) noted above, are acceptable to the Co-ordinator,
Health & Safety
(b) any past work. experience Triumph Aluminum and Sheet Metal Inc.
including work location;
(c) without past work experience, if reference information is acceptable;
(d) the appropriate account number(s) to which this work is to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(g) related departmental approvals;
(h) any reason(s) why the low bid of Triumph Aluminum and Sheet Metal
Inc. is not acceptable; and
(i) related comments specific to the project.
IRC Building Sciences Group Inc. as the consultant on this project will be reviewing
submissions and making recommendations to you. The consultant should also review
carefully all submittal information based on tendering instructions. If the consultant
notices any infractions or information missing during the evaluation, please
contact a member of Supply & Services as soon as possible before proceeding
further.
Please do not disclose any information to enquiries except you can direct them to the
City's website for the unofficial bid results as read out at the Public tender opening.
Bidders will be advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of
Supply & Services.
vf
Attachments
August 5, 2008 Page 3
T -15-2008 Tennis Court Roof Replacement - Pickering Recreation Complex .
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REPORT#/ {<\ l:2l> ~()
I IRe Building Sciences Group Inc.
"'-"-- 7565 Oanbro Crescent
Mississauga, Ontario, L5N 6P9
T: 905.607.7244, F: 905.607.7288
Toll Free. 1.888.607.5245
City of Pickering
Pickering Civic Complex
One The Esplanade
Pickering Ontario
L 1 V 6X7
August8,2008
Page 1 of 1
t: 905-420-4660 Ext. 2099
f: 905-424-4900
Attention:
Tender No:
Mr. Tony Prevedel, Division Head, Facilities Services
T-15-2008 - Tender Recommendations for Tennis Court Replacement - Pickering Rec Centre
Dear Mr. Prevedel,
We have reviewed the tender submission information provided the above noted Specification Document package: T-
15-2008.
The lowest overall quotation was submitted by Triumph Aluminum & Sheet Metal Inc. ( See attached spreadsheet)
We had prepared the specifications with two different roof systems, one as base bid (EPDM) and one as an alternate
(Modified Bitumen).
We would recommend that the modified bitumen membrane system be awarded based on the following:
The modified bitumen roof membrane system is considered more durable and will provide for a
better wear course surface and longer serviceable life expectancy.
The Modified Bitumen membrane system can be installed to provide a 25 year No Dollar Limit
Material, Labour and Workmanship Warranty which we have asked for as a separate price and
which we recommend be entertained upon award of the contract.
Triumph Aluminum & Sheet metal Inc. is a member of the Ontario Industrial Roof Contractors Association who's
association we recommend for minimal standards of acceptance of roofing contractors
We have contact the 3 submitted references and as yet have not had any responses to our queries for information as
to the status of the provide reference projects.
We therefore recommend that the project be awarded to Triumph Aluminum & Sheet Metallnc subject to the results
of the reference check based on the following Tender Submission breakdown.
Item Description: Provincial Roofing
Bid: $175,800.00
Alternate Bid: Roof Area 4.0 & 4.1 (Modified Bitumen Membrane GST: $8,790.00
System) Total: $184,590.00
Separate Price:
Bid: $5,443.20
Increase Warranty to 25 NDL Warranty: GST:, $272.16
Total: $5,715.36
Bid: $181,243.20
Total Tender Submission GST: $9,062.16
Total: $190,305.36
Trusting the above meets with your approval, I am,
Yours truly,
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Zen Szewczyk, Director of Sales
Providing Professional Services Across Canada Since 1983
Vancouver Calgary London Mississaug2] NiagariJ Ottawa Caymans
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THE CORPORATION OF THE CITY OF PICKERING
75
BY-LAW NO.
Being a by-law to authorize the Tennis Cou j
Roof Replacement - Pickering Recreation
Complex in the City of Pickering and the
issuance of debentures therefor in the
amount of $205,000.
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WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower-
tier municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
WHEREAS Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
WHEREAS The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
WHEREAS the Council of the City wishes construction to proceed in respect of the
Tennis Court Roof Replacement - Pickering Recreation Complex project; and,
WHEREAS before authorizing the construction to proceed in respect of the Tennis
Court Roof Replacement - Pickering Recreation Complex project on the date hereof
the Council of the City had the Treasurer update the City's Annual Repayment Limit, the
Treasurer calculated the estimated annual amount payable in respect of such project
and determined that such annual amount would not cause the City to exceed the
updated Limit and, therefore, Ontario Municipal Board approval is not required as per
Section 401 of the Municipal Act, 2001, as amended, and the regulations made
thereunder;
AND WHEREAS after determining that Ontario Municipal Board approval is not
required, the Council of the City approved Report OES 25-08 on the date hereof and
awarded Tender T-15-2008 for the Tennis Court Roof Replacement - Pickering
Recreation Complex project.
7.,
BY-lAW NO
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Page 2
"-; ,.
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NOW THEREFORE, THE COUNCil OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOllOWS:
1. That the City proceed with the construction of the project referred to as "Tennis
Court Roof Replacement - Pickering Recreation Complex ";
2. That the estimated costs of the construction in the amount of $205,243.20 be
financed as follows:
a) That the sum of $205,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five (5) years;
b) That the balance amount of $243.20 be funded from the 2008 Current Budget;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2009 and continuing
thereafter until the loan is repaid.
BY-lAW read a first, second and third time and finally passed this 15th day of
September, 2008.
David Ryan, Mayor
Debi A. Wilcox, City Clerk
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MEMO
To:
June Karas
Buyer
August18,2008
From: Michelle Montgomery
Coordinator, Health & Safety
Copy: Subject: Tennis Court roof
Replacement
Q-T-15-2008
As requested I have reviewed the following documents submitted by the above prospective
contractor:
. Health and Safety Regulations -o4SEP07
· Workplace Injury Summary Report as of -29FEB08
· WSIB Clearance Certificate 14JUL08
· Certificate of Insurance -Commercial General Liability ExpiryOl0CT08
-Automobile Liability Insurance Expiry20FEB09
From a Health & Safety perspectivel these documents are acceptable.
If you have any questions or concernsl please contact me directly at ext. 4645.
Attachments: