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Home My WebLink AboutMay 19, 2009 Citq o~ Council Meeting Agenda Tuesday, May 19, 2009 Council Chambers 7:30 pm IN CAMERA MEETING OF COUNCIL HAS BEEN SCHEDULED FOR 7:00 PM 1) INVOCATION Mayor Ryan will call the meeting to order and lead Council in the saying of the Invocation. 11) DISCLOSURE OF INTEREST III) ADOPTION OF MINUTES PAGE In Camera Council Minutes, April 20, 2009 Under Separate Cover Council Minutes, April 20, 2009 1-22 Planning & Development Committee Minutes, 23-27 May 4, 2009 28-41 Executive (Budget) Minutes, May 7, 2009 42-50 Executive Committee Minutes, May 11, 2009 IV) PRESENTATIONS V) DELEGATIONS 51 VI) CORRESPONDENCE 52-74 VII) COMMITTEE REPORTS 75-89 a) Report PD 2009-06 of the Planning & [development Committee b) Report EC 2009-05 of the Executive Committee VIII) REPORTS - NEW AND UNFINISHED BUSINESS 90-191 IX) MOTIONS AND NOTICE OF MOTIONS 192 X) BY-LAWS 193-202 XI) OTHER BUSINESS Accessible, For information related to accessibility requirements please contact p I C G Linda Roberts G R L!G Phone: 905.420.4660 ext nsion 2928 TTY: 905.420.1739 Email: IrobertsO-citvofgickorinq.com X11) CONFIRMATION BY-LAW FOR INFORMATION ONLY • Minutes of the Pickering Museum Village Advisory Committee, February 19, 2009 • Minutes of the Committee of Adjustment, March 25, and April 15, 2009 • Minutes of Pickering Blooms Advisory Committee, April 17, 2009 • Minutes from Sustainable Pickering Advisory Committee, April 23, 2009 • Minutes from Heritage Pickering Advisory Committee, April 28, 2009 • Minutes of the Taxicab Advisory Committee, April 30, 2009 • Minutes of the Pickering Advisory Committee on Race Relations & Equity, May 7, 2009 Crr/ eq Council Meeting Minutes Monday, April 20, 2009 7:30 PM Council Chambers PRESENT: Mayor David Ryan COUNCILLORS: D. Dickerson R.Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T. Melymuk - (Acting) Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development D. Wilcox - City Clerk K. Senior - Manager, Accounting Services D. Shields - Deputy Clerk (1) INVOCATION Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (11) DISCLOSURE OF INTEREST No disclosures of interest were noted. (III) ADOPTION OF MINUTES Resolution # 79/09 Moved by Councillor Dickerson Seconded by Councillor Littley 1 Council Meeting Minutes F1CKEMG Monday, April 20, 2009 7:30 PM 02 Council Chambers Council Minutes, March 23, 2009 Planning & Development Committee Minutes, April 6, 2009 Executive Committee Minutes, April 14, 2009! CARRIED (IV) PRESENTATIONS 1. Presentation of Street Sign to the Family of the late William Jackson Heritage Naming of William Jackson Drive (formerly Old Taunton Road) [Refer to Report PD 15-091 Mayor Ryan and Councillor Johnson presented the family of the late William Jackson a street sign in recognition of the heritage naming of Old Taunton Road to William Jackson Drive. The heritage naming signifies the family's roots to the Pickering area. (V) DELEGATIONS 1. Roger Anderson Chair, Region of Durham Re: Annual Address Roger Anderson, Regional Chair for the Regional Municipality of Durham appeared before Council to give his annual address to the City of Pickering. Mr. Anderson highlighted the 2008 successes that showed the scope and scale of Regional activities. Some of those accomplishments included Environmental Awards, increased Durham Region Transit ridership, a successful emergency management exercise throughout the 8 area municipalities and a variety of infrastructure projects. Mr. Anderson noted that the 2009 budget has been increased approximately 2.2% which will allow for the additional hiring of police and ambulance staff. He also noted that in 2009 there Would be two additional ambulance stations, one being in Pickering and a new police station in Clarington. The planned expenditure on roads in 2009 is approximately 52 million. Mr. Anderson noted that Seaton was progressing and that the natural heritage system had been released and the EA for infrastructure would soon by underway. He :also stated that the Region would continue to advocate for a "jobs first" approach to the development of this new community. Mr. Anderson stated that the Region's objective was to continue to support a healthy, safe and caring community. 2 C*W Council Meeting Minutes Monday, April 20, 2009 7:30 PM Council Chambers 03 2. Margaret Lazarus Tiera Dookhie Advisory Committee on Race Relations & Equity Re: 2009 Annual Work Plan & 2008 Annual Report (Refer to CORR. No Margaret Lazarus and Tiera Dookhie of the Advisory Committee on Race Relations & Equity appeared before Council to present the Committee's 2009 Annual Work Plan and update Council on the Committee's 2008 initiatives. 3. Gordon Willson Re: Whitevale United Church Gordon Willson appeared before Council as the representative of the Whitevale Untied Church. Mr. Willson noted that the church was built in 1864 and remains virtually unaltered and a good example of Gothic Revival architecture. He explained to Council that the York Presbytery has confirmed a decision to sell the church and noted that the Whitevale Community would like to purchase the church and retain it as a public space for the community of Pickering. The Whitevale Community has created a committee "Save the Village Church" to gather information, explore possible options and look for partners to assist in this endeavor. Mr. Willson noted that at this time they were looking for support from the City of Pickering in their endeavors and also requested financial assistance from the City to help with overhead expenses and the offset of taxes. A question and answer period ensured. Resolution #80/09 Moved by Councillor Dickerson Seconded by Councillor Littley That the rules of procedure be suspended in order to introduce a Motion with respect to a Grant in the amount of $20,000.00 to the Whitevale "Save the Village Church" Committee. CARRIED ON A 2/3 MAJORITY VOTE 3 i C-ry eq ~ Council Meeting- Minutes ANON Monday, April 20, 2009 7:30 PM 04 Council Chambers. Resolution #Q1/09 Moved by Councillor Dickerson Seconded by Councillor Littley 1. That the Corporate Grants policy be waived; 2. That a grant of $20,000 be provided to the Whitevale Community Association for the purpose of assisting with the operating costs of the Whitevale United Church; 3. That the Whitevale Community Association provide written confirmation for the request of $20,000 upon the successful purchase of the Whitevale United, Church; and 4. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. CARRIED UNANIMOUSLY ON A RECORDED VOTE 4. Peter Derus Re: Economic and Environmental Benefits Of Electric Vehicles Peter Derus, an astrophysics graduate from) York University appeared before Council to give a presentation on the economic and environmental benefits of electric vehicles. Mr. Derus noted that over the past year he has been meeting with MP's, MPP's, Regional Councils and Municipal Councils in an effort to expedite the Canadian market arrival of electric vehicles. He noted that we cannot continue to rely on a single source of energy for cars and that we have an abundant supply of electricity that we could be using. He stated that electricity can be generated on home land, using completely toxic emission !free sources of energy such as wind, geothermal, photovoltaic, hydro and nuclear.. He stated that we needed to act today and focus on implementing readily available: alternatives in order to keep the transport industry and a large part of our economy alive. Mr. Derus requested Council's support by signing his petition which asks the federal government to do everything it can to expedite the arrival of electric cars to the Canadian market. A question and answer period ensued. 4 Cyr A Council Meeting Minutes PICKE1UNG Monday, April 20, 2009 7:30 PM Council Chambers 05 Resolution #02/09 Moved by Councillor McLean Seconded by Councillor Dickerson That the rules of procedure be suspended in order to introduce a Motion with respect to the support of a petition for electric cars. CARRIED ON A 2/3 MAJORITY VOTE Resolution #813/09 Moved by Councillor McLean Seconded by Councillor O'Connell That Pickering Council support and sign the petition asking the Federal government to do everything it can to expedite the arrival of electric cars into the Canadian market. CARRIED (VI) CORRESPONDENCE 1. CORR. 40-09 DEBBIE ROBERTSON, CLERK MUNICIPALITY OF GREY HIGHLANDS 206 Toronto St. S., Unit 1 Markdale. ON NOC 1 HO Resolution #84/09 Moved by Councillor Johnson Seconded by Councillor Dickerson That CORR. 40-09 from Debbie Robertson, Clerk, Municipality of Grey Highlands, requesting Council's endorsement of a resolution passed at a meeting held March 9, 2009 with respect to the Province undertaking a comprehensive review of the potential health and land use impacts associated with the placement of all Renewable Energy Facilities and review the proposal to remove local land use planning controls under the Planning Act through Bill 150 be endorsed. MOTION DEFEATED 5 i I C,tyoo All Council Meeting Minutes PICXEFING Monday, April 20, 2009 7:30 PM 0 Council Chambers Resolution #8§/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell That CORR. 40-09 from Debbie Robertson, Clerk, Municipality of Grey Highlands, requesting Council's endorsement of a resolution passed at a meeting held March 9, 2009 with respect to the Province undertaking a comprehensive review of the potential health and land use impacts associated with the placement of all Renewable Energy Facilities and review the proposal to remove local land use planning controls under the Planning Act through Bill 150 be received for information. CARRIED 2. CORR. 41-09 LINDA VAN ALSTINE, CLERK TAY VALLEY TOWNSHIP 217 Harper Rd., R.R. #4 Perth. ON K7H 3C6 Resolution # 8§/09 Moved by Councillor Johnson Seconded by Councillor Dickerson That CORR. 41-09 from Linda Van Alstine, Clerk, Tay Valley Township, seeking Council's support by forwarding a letter to the, Ministry of Natural Resources requesting the Ministry postpone the implementation of fishing limits on sunfish and further request that the Ministry of Tourism conduct a study to determine the impact a pan fish limit would have on the American tourism indgstry be endorsed. CARRIED 3. CORR. 42-09 LINDA ROBERTS COMMITTEE COORDINATOR WATERFRONT COORDINATING COMMITTEE Resolution # 87x/09 Moved by Councillor O'Connell Seconded by Councillor Dickerson 6 City Council Meeting Minutes PICXERING Monday, April 20, 2009 7:30 PM Council Chambers 07 That CORR. 42-09 from Linda Roberts, Committee Coordinator, on behalf of the Waterfront Coordinating Committee, requesting Council's endorsement of a resolution passed by the Committee at a meeting held on March 19, 2009 concerning the costing out, approval and delivery of funds for the agreed modifications to the Eastern part of Pickering's Waterfront Trail as a condition to Pickering's continued permission for York Regions' work on its sewage project, and that this process be completed by the end of April, 2009 be endorsed. CARRIED 4. CORR .43-09 ANDY SANDERS 307 TOMLINSON COURT Pickering. ON Resolution # 8P/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell That CORR. 43-09 from Andy Sanders, 307 Tomlinson Court, Pickering, with regards to addressing the safety aspects to residents;in,the area of Tomlinson Court, as a result of the road works project of Altona Road be referred to the Director, Operations & Emergency Services to report. CARRIED 5. CORR. 44-09 ROBERT A. DRAGICEVIC SENIOR PRINCIPAL. WALKER, NOTT, DRAGICEVIC ASSOCIATES LIMITED 90 Eglinton Avenue E., Suite 701 Toronto. ON M4P 2Y3 Resolution # 89/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell 7 eq A Council Meeting Minutes P1CXFRNG Monday, April 20, 2009 7:30 PM Council Chambers 08 That CORR. 44-09 from Robert A. Dragicevic, Senior Principal, Walker, Nott, Dragicevic Associates Limited with respect to Information Report No. 05-09 regarding Duffins Heights Neighbourhood Environmental Servicing Plan be received for information and referred to the Director, Planning & Development. CARRIED 6. CORR. 45-09 MARISA CARPING SUPERVISOR, CULTURE & RECREATION CITY OF PICKERING Resolution # 90/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell That CORR. 45-09 from Marisa Carpino, Supervisor, Culture & Recreation, submitting the 2008 Year End Report and 2009 Work Plan on behalf of the Pickering Advisory Committee on Race Relations and Equity be received for information. CARRIED 7. CORR. 46-09 JIM WATSON, MPP MINISTRY OF MUNICIPAL AFFAIRS & HOUSING 777 Bay Street, 17th Floor Toronto, ON M5G 2E5 Resolution # 91/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell That CORR. 46-09 from Jim Watson, MPP, Minister, Ministry of Municipal Affairs & Housing with regards to the Ministry's review of the City of Pickering's financial affairs be received for information. CARRIED 8 C.-tty A Council Meeting Minutes PICKERING Monday, April 20, 2009 7:30 PM Council Chambers 09 8. CORR. 47-09 MICHAEL WAGLE, P. ENG OPERATIONS MANAGER, ENBRIDGE 1350 Thorton Road South Oshawa, ON L1 J 8C4 Resolution # 92/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell That CORR. 47-09 from Enbridge Gas Distribution advising that on October 9, 2010 the Franchise Agreement between the City of Pickering and Enbridge will expire. In accordance with the Municipal Franchise Act, the following resolution is hereby approved; 1. That this Council approves the form of draft by-law (including the franchise agreement forming part thereof) attached hereto and authorizes the submission thereof to the Ontario Energy Board for approval pursuant to the provisions of Section 9 of the Municipal Franchises Act; and, 2. That this Council requests the Ontario Energy Board to make an order dispensing with the assent of the municipal electors of the attached draft by-law (including the franchise agreement forming part thereof) pursuant to the provisions of Section 9(4) of the Municipal Franchises Act. CARRIED 9. CORR. 48-09 LINDA ROBERTS COMMITTEE COORDINATOR HERITAGE PICKERING ADVISORY COMMITTEE Resolution # 9/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell That Council endorse the recommendation of the Heritage Pickering Advisory Committee; 9 i C"q Council Meeting Minutes PICKERMG Monday, April 20, 2009 7:30 PM 10 Council Chambers 1. That the Heritage Pickering Advisory Committee endorse the petition received from The Renaissance Society of St. Theresa Catholic Secondary School to include a mandatory Canadian history course at the grade 12 level and that the Chair sign the petition on behalf of the Committee; 2. That a copy be forwarded to Council for their endorsement; and, 3. That a copy be forwarded to the Minister of Education and Durham District School Boards. CARRIED 10. CORR. 49-09 WILLIAM STRATTON, CHAIR DAY OF MOURNING COMMITTEE DURHAM REGION LABOUR COUNCIL 115 Albert Street Oshawa ON L1 H 4R3 Resolution # 94/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell That CORR. 49-09 from William Stratton, Chair, Day of Mourning Committee, Durham Region Labour Council requesting the City of Pickering proclaim April 28, 2009 as National Day of Mourning, and also requesting flags be lowered be declared. CARRIED 11. CORR. 50-09 LYNN JOHNSTON, CAE CANADIAN SOCIETY FOR TRAINING AND DEVELOPMENT members(cD-cstd.ca Resolution # 95/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell 10 I Crr# Council Meeting Minutes Monday, April 20, 2009 7:30 PM Council Chambers 1 1 That CORR. 50-09 from Lynn Johnston CAE President Canadian Society for Training and Development, requesting the City of Pickering proclaim September 21 - 25, 2009 as Learn @ Work Week be declared. CARRIED (VII) COMMITTEE REPORTS a) REPORT PD 2009-05 OF THE PLANNING DEVELOPMENT COMMITTEE 1. Director, Planning & Development, Report PD 12-09 Silver Lane Estates Inc. Plan of Subdivision 40M-2119/Plan 40R-21358 Final Assumption of Plan of Subdivision COUNCIL DECISION 1. That Report PD 12-09 of the Director, Planning & Development regarding the Final Assumption of Plan of Subdivision, 40M-2119 be received; 2. That the highways being Strouds Lane, Treetop Way, Calvington Drive and Tilson Court within Plan 40M-2119 be assumed for public use; 3. That the services required by the Subdivision Agreement relating to Plan 40M-2119, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance, save and except from Blocks 35, 39, 46, Plan 40M-2119 and Parts 1 and 2, Plan 40R-21358, which lands were required to extend Calvington Drive and Treetop Way sufficient to provide frontage to Lots within Plan 40M-2339; and 4. That the Subdivision Agreement and and amendments thereto relating to Plan 40M-2119, save and except from Blocks 35, 39 and 46, be released and removed from title. 2. Director of Planning & Development; Report PD 15-09 Street Name Change of (Old) Taunton Road east of Brock Road to William Jackson Drive COUNCIL DECISION 11 Council Meeting Minutes Monday, April 20, 2009 7:30 PM 1 2 Council Chambers 1. That Report PD 15-09 of the Director, Planning & Development regarding the street name change of (Old) Taunton Read east of Brock Road, legally described as: Firstly: Regional Road #4, being Part Lots 17 and 18, Concession 3, as in Highway Plan 538 and Part Lot 17, Concession 3, as in C0212542 & C0213985, except Parts 1 and 2, Plan 40R-24188; Secondly: Part Lot 16, Concession 3, Part Lot 16, Concession 4 and part of the Road Allowance between Concessions 3 and 4, designated as Part 1, Plan 40R-23354; and Thirdly: Part Lot 16, Concession 3, designated as Parts 1 to 5, Plan 40R-15548, to William Jackson Drive be received; 2. That Council authorize the payment of $175.00 to each household having a municipal address on (Old) Taunton Road to help offset any inconvenience and out-of-pocket expenses they will incur as a result of this name change; and 3. That Council enact a by-law formally changing the name of the above-noted portions of (Old) Taunton Road east of Brock Road to William Jackson Drive. 3. Director, Planning & Development, Report PD 16-09 Official Plan Amendment Application OPA 08+002/P Amendment 17 to the Pickering Official Plan Informational Revision 14 City Initiated: Complete Applications and Pre-Submission Consultations City of Pickering Pickering Official Plan Review ■ COUNCIL DECISION 1. That Report PD 16-09 of the Director, Planning & Development on Official Plan Amendment Application OPA 08-002/P, Amendment 17 to the Pickering Official Plan, and Informational Revision 14 City Initiated: Complete Applications and Pre-Submission Consultations be received; 2. a) That Official Plan Amendment Application OPA 08-002/P, initiated by the City of Pickering, to set out the req{uirements for complete applications for official plan amendments, zoning amendments, approval of draft plans of subdivision and condominium, and, approval of site plans, and to require 12 Ctq 00 Council Meeting Minutes Monday, April 20, 2009 7:30 PM Council Chambers 13 pre-submission consultation by applicants with City staff as set out in Appendix I to Report PD 16-09, be approved; b) That the Draft By-law to adopt Amendment 17 to the Pickering Official Plan, to implement the complete application and pre-submission consultation requirements, as set out in Appendix I to Report PD 16-09, be forwarded to Council for enactment; 3. That Council adopt Informational Revision 14 as set out in Appendix II to Report PD 16-09 for inclusion in the Pickering Official Plan; 4. That the Draft By-law to require that applicants consult with City staff prior to submission of applications for official plan amendments, zoning amendments, approval of draft plans of subdivision and condominium, and site plans, as set out in Appendix III to Report PD 16-09, be forwarded to Council for enactment; 5. That Council endorse the responses to 4omments received respecting the proposed draft official plan amendment contained in Appendix IV - Table 1 - Responses to Comments Received on the Proposed Official Plan Amendment; 6. That staff: a) revise planning application forms to include an acknowledgement by applicants of the obligation to pay for peer review of technical studies, should the City so require; and b) update the City's Tariff of Fees Bylaw to add peer review costs to the list of charges for planning applications; 7. That Council endorse the Procedures for Pre-Submission Consultation Meetings detailed in Appendix V of Report PD 16409; and 8. Further, that the City Clerk forward a copy of Report PD 16-09 and Council's resolution on the matter to the Region of Durham, the Toronto Region Conservation Authority, the Central Lake Ontario Conservation Authority, the City of Toronto, the Region of York, the Towe of Markham, the Township of Uxbridge, the Town of Whitchurch-Stouffvjlle, the Township of Scugog, the Town of Whitby and the Town of Ajax and to each person or public body that provided written or verbal comments at the Open House, the Public Meeting, the Planning & Development Committee or City Council Meeting. Resolution # 86/09 13 A Council Meeting Minutes FKKERUSIG Monday, April 20, 2009 7:30 PM 14 Council Chambers Moved by Councillor O'Connell Seconded by Councillor Littley That the Report of the Planning and Development Committee PD 2009-05, dated April 6, 2009, be adopted. CARRIED b) REPORT EC 2009-04 OF THE EXECUTIVE COMMITTEE 1. Director, Operations & Emergency Services, Report OES 03-09 Supply & Delivery of Extrication Equipment fqr Heavy Rescue Vehicle COUNCIL DECISION 1. That Report OES 03-09 of the Director, Operations & Emergency Services regarding the supply and delivery of Hurst Extrication Equipment be received; 2. That Council confirm the quotation dated March 18, 2009 from Code.4 Fire & Rescue (sole source) for the supply and, delivery of Extrication Equipment in the amount of $164,397.45; , 3. That the total gross project cost of $1641'397.45 (GST included) and the total net purchase cost of $156,569.00 be approved; 4. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. 2. Director, Operations & Emergency Services, Report OES 13-09 Pickering Potter's Studio -Licence Renewal Agreement COUNCIL DECISION 1. That Report OES 13-09 of the Director, Operations & Emergency Services be received; and 2. That the Mayor and the Clerk be authoriZ-ed to execute a licence renewal agreement to which the Pickering Potter"s Studio will be permitted to continue to operate pottery programs at the Pickering Recreation Complex from April 1, 2009 to March 31, 2012, that is in the form and substance acceptable to the Director, Operations & Emergency. Services and the Chief Administrative Officer. 14 Council Meeting Minutes Monday, April 20, 2009 PICKERING 7:30 PM Council Chambers 1 5 3. Director, Operations & Emergency Services, Report OES 15-09 Fire Services -Uniform and Bunker Gear Acquisition COUNCIL DECISION 1. That Report OES 15-09 of the Director, Operations & Emergency Services regarding Fire Services Uniform and Bunker Gear Acquisition be received; 2. That Council approve single sourcing of! this acquisition through Starfield Lion Ltd.; and 3. That the appropriate City of Pickering officials be authorized to take any actions necessary to give effect thereto. 4. Director, Operations & Emergency Services, Report OES 18-09 Winter Control Operations COUNCIL DECISION That Report OES 18-09 of the Director, Operations & Emergency Services be received for information. 5. Director, Corporate Services & Treasurer, Report CS 06-09 Statement of the Treasurer Respecting 2008 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Other Bodies COUNCIL DECISION - That Report CS 06-09 of the Director, Corporate Services & Treasurer regarding Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2008 be received for information. 6. Director, Corporate Services & Treasurer, Report CS 07-09 Cash Position Report as at December 31, 2098 COUNCIL DECISION That Report CS 07-09 of the Director, Corporate Services & Treasurer regarding the Cash Position of the City as at December 31, 2008 be received for information. 15 Otv°o Council Meeting Minutes PICKERING Monday, April 20, 2009 7:30 PM 16 Council Chambers 7. Director, Corporate Services & Treasurer, Report CS 08-09 Revised Fence.By-law and Proposed Fence Cost Sharing By-law COUNCIL DECISION 1. That Report CS 08-09 of the Director, Corporate Services & Treasurer be received; 2. That the updated Fence By-law, included as Attachment 1, providing regulations for fences erected within the City of Pickering, be enacted; 3. That the draft Fence Cost Sharing By-law, included as Attachment 2, providing regulations for the sharing of costs of division fences be enacted; and 4. That the appropriate staff of the City of Dickering be given the authority to give. effect thereto. Resolution # 97/09 Moved by Councillor Pickles Seconded by Councillor Johnson That the Report of the Executive Committee EC 2009-04, dated April 14, 2009, be adopted. CARRIED (VIII) NEW AND UNFINISHED BUSINESS 1. Canada and Ontario Launch Intake 2 of BCIF Communities Component and Application Process for Infrlastructure Stimulus Fund Application Deadline of May 1. 2009 i Resolution # 08/09 Moved by Councillor Pickles Seconded by Councillor O'Connell 1. That Council support the following applications for funding including the required one-third municipal contribution as applicable: 16 Council Meeting Minutes PICKERING Monday, April 20, 2009 7:30 PM Council Chambers 17 a) For project funding through the Infrastructure Stimulus Fund for the following; i) Highway 401 Pedestrian Bridge Project at an estimated project cost of $10 million; ii) Grind and overlay project for Glenanna Road (from Pickering Parkway to Fairport Road) at an estimated cosh of $750.000; iii) Whitevale Bridge Rehabilitation at an estimated project cost of $800,000; and b) For project funding through Intake 2 of the BCF Communities Component for the following; i) Toy Avenue - Storm Sewer installation & road reconstruction (if eligible) at an estimated project cost of $1,050,000; ii) West Shore Boulevard - Storm Sewer installation & road improvements (if Toy Avenue is not eligible) at an estimated project cost of $500,000. 2. That the appropriate officials of the City of Pickering be given authority to give effect thereto. CARRIED (IX) NOTICE OF MOTION INCREASING ORGAN DONATIONS - SAVING LIVES Resolution # 99/09 Moved by Councillor Pickles Seconded by Councillor Littley WHEREAS according to media reports there are nearly 1,700 Ontarians waiting for organ transplants; and WHEREAS according to media reports, there are about 4,000 Canadians waiting for organ transplants; and WHEREAS according to media reports, 140 to 250 people die each year in Canada awaiting organ transplants; and WHEREAS according to the Canadian Medical Association Journal presumed consent, making every eligible person automatic organ donor upon death unless they specifically opt out ahead of time, is practiced in various forms in Europe in countries such as Belgium and Spain; and 17 Council Meeting Minutes PKKERESIG Monday, April 20, 2009 7:30 PM 18 Council Chambers WHEREAS the current system in Ontario requires persons who want to donate their organs to fill out a donor card to notify family members who are then asked to provide final consent even if the donor filled out an organ donor consent card; and WHEREAS many good organs that could be donated are being buried or cremated. rather than harvested for those in great need or even dying on waiting lists; and WHEREAS a recent Toronto Star - Angus Reid poll has found that 64% of Ontarians support provincial legislation that would make everyone an automatic organ donor unless they explicitly opt out amongst other options; and WHEREAS such legislation would cut a long standing chronic shortage of organ donors across the province and save many lives. NOW THEREFORE BE IT RESOLVED THAT The City of Pickering encourage and support provincial legislation for making every eligible person an automatic organ donor upon death unless they specifically opt out ahead of time to address the chronic shortage of organ donations and saving many lives. . This motion be forwarded to the Canadian Transplant Association, the Trillium Gift of Life, all municipalities in Durham Region, Regional Health & Social Services Committee, Ontario Municipal Association, and MPP's for Ajax-Pickering and Scarborough East-Pickering. CARRIED WILDLIFE HUNTING Resolution # 1 p0/09 Moved by Councillor O'Connell Seconded by Councillor McLean WHEREAS fish .and wildlife are important to Ontario as these natural resources are an important part of the Province's biodiversity that provide us with ecological, social and economic benefits; and WHEREAS legal hunting can play a role in maintaining an abundant population within the carrying capacity of its habitat, however illegal hunting can endanger species as well as endanger the safety and well being of the public atlarge; and 18 i i C-ly Council Meeting Minutes PlCKERING Monday, April 20, 2009 7:30 PM Council Chambers 19 WHEREAS the Ministry of Natural Resources' Conservation Officers enforce the Province's hunting regulations to safeguard the public interest and ensure the protection of our wildlife and residents; and WHEREAS illegal hunting and poaching has recently been reported within the Rouge Park where hunting is not permitted and is considered a sanctuary for nature and the human spirit; and WHEREAS illegal hunting has been reported in the City of Pickering. In addition, traps/equipment has been found in the City of Pickering where hunting is not permitted as well as being found outside of the Province's open hunting seasons, which is a violation of Ontario's Hunting Regulations; NOW THEREFORE BE IT RESOLVED THAT The Council for the City of Pickering requests the Honourable Donna Cansfield, Minister of Natural Resources to commence an investigation into these illegal acts and establish a coordinated protocol leading to enhanced enforcement; That a copy of this resolution and supporting documentation be sent to the Rouge Park Alliance and its members for endorsement; That a copy of this resolution and supporting documentation be sent to the City of Toronto, Town of Markham, Town of Richmond Hill and Town of Whitchurch-Stouffville for endorsement; And Further, that a copy of this resolution and supporting documentation be sent to MPP Joe Dickson (Ajax-Pickering), MPP Wayne Arthurs (Pickering-Scarborough East), MPP Bas Balkissoon (Scarborough--Rouge River) Honourable Brad Duguid (Scarborough Centre) and MPP Dr. Helena Jaczek (Oak Ridges-Markhaim). CARRIED UNANIMOUSLY ON A RECORDED VOTE (X) BY-LAWS 6939/09 Being a by-law to appoint an Animal Services Officer and a Parking Control Officer as Municipal Law Enforcement Officers for the purpose of enforcing the by-laws of the Corporation of the City of Pickering. 6940/09 Being a by-law to change the name of the road allowances described herein to "William Jackson Drive" in the City of Pickering. 19 Council Meeting Minutes Monday, April 20, 2009 7:30 PM 20 Council Chambers 6941/09 Being a by-law to adopt Amendment 17 to the Official Plan for the City of Pickering (OPA 08-002/P) 6942/09 Being a by-law to require consultation with the City prior to submission of applications for official plan amendments, zoning by-law amendments, site plans, plans of subdivision and plans of,condominium. 6943/09 Being a by-law to regulate fences and swimming pool enclosures. 6944/09 Being a by-law to determine cost-sharing for division fences. THIRD READING: Councillor Dickerson, seconded by Councillor Johnson moved that By-law Number 6939/09 to 6944/09, be adopted, and the said by-law be now read a third time and passed and that the Mayor and Clerk sign the same and the seal of the Corporation be affixed thereto. CARRIED (XI) CONFIDENTIAL MATTERS In accordance with Procedural By-law 6746/07 a0d.the provisions of the Municipal Act, an In Camera meeting of Council was held prior to tho regularly scheduled meeting. Resolution #191/09 Moved by Councillor Dickerson Seconded by Councillor O'Connell That Council go In Camera in accordance with the jprovisions of the Municipal Act for the purpose of dealing with matters relating to the receliving of advice that is subject to solicitor- client privilege and personal matters about an identifiable individual, including municipal or local board employees. CARRIED a) Zoning By-law 6906/08 (Zoning By-law Amendment) Dalar Properties Limited 1050 Squires Beach Rod. Pickering 20 Council Meeting Minutes PXKEREKG Monday, April 20, 2009 7:30 PM Council Chambers 21 Refer to the In Camera minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Moved by Councillor Johnson Seconded by Councillor Littley That the recommendation as contained in the In Camera minutes of April 20, 2009 be adopted. CARRIED ON A RECORDED VOTE AS FOLLOWS YES NO Councillor Johnson Councillor Dickerson Councillor Littley Councillor McLean Councillor Pickles Councillor O'Connell Mayor Ryan The City Clerk clarified that a vote could be taken during the In Camera portion of the meeting on a matter authorized to be in a closed session as the vote was to give directions/instructions to officers of the municipality, which was in accordance with the Municipal Act. b) Confirmation of the Appointment to the Durhaim Region Transit Advisory Committee Resignation of T. Paterson. Ajax Pickering Bgard of Trade Appointments to Boards and Committees Refer to the In Camera minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Moved by Councillor Johnson Seconded by Councillor Dickerson That the following appointment be confirmed thereto for a term to expire on November 30, 2010: 21 C-ty A Council Meeting Minutes PKIKERENG Monday, April 20, 2009 , 7:30 PM 22 Council Chambers i) Durham Region Transit Advisory Committee Paul Przybylo CARRIED (XII) CONFIRMATION BY-LAW By-law Number #6945/09 Councillor Johnson, seconded by Councillor O'Connell, moved for leave to introduce a By-law of the City of Pickering to confirm those proceedings. of the Council of The Corporation of the City of Pickering at its Regular Meeting of April 20, 2009. CARRIED .(X111) ADJOURNMENT Moved by Councillor Dickerson Seconded by Councillor O'Connell That the meeting be adjourned at 10:05 pm. CARRIED DATED this 20th day of April, 2009 N MAYOR DAVID RYAN DEBI A. WILCOX CITY CLERK 22 City Planning & Development Committee Meeting Minutes Monday, May 4, 2009 7:30 pm - Council Chambers Chair: Councillor O'Connell 23 PRESENT: COUNCILLORS: D. Dickerson B. Littley B. McLean J. O'Connell D. Pickles ABSENT: Mayor Ryan R. Johnson ALSO PRESENT: T. Melymuk - (Acting) Chief Administrative Officer N. Carroll - Director, Planning & Development C. Rose - Manager, Policy R. Starr - Manager, Development Control L. Taylor - Manager, Development Review G. McGregor - Principal Planner, Policy R. Pym - Principal Planner, Development Review D. Shields -Deputy Clerk (1) PART W- PLANNING & DEVELOPMENT REPORTS 1. Director, Planning & Development, Report PQ 17-09 Official Plan Amendment Application OPA 009-001/P Amendment 18 to the Pickering Official Plan Informational Revision 15 City Initiated: Council's Recommendations of October 20, 2008 respecting the Duffin Heights Neighbourhood Environmental Servicing Plan Part of Lots 15 to 24, Concession 3 City of Pickering Grant McGregor, Principal Planner, Policy, appeared before the Committee to give a presentation and update on Official PI n Amendment Application OPA 009-001/P, Amendment #18. Mr. McGregor outlined the recommendations before the Committee and displayed examplos of Cities with a similar concept to the Duffin Heights Development Guidelines. 1 C`ty Planning & Development Cjommittee Meeting Minutes Monday, May 4, 2009 24 7:30 pm - Council Chambers Chair: Councillor O'Connell Gerry McCoy, 2538 Tillings Road, appeared before the Committee stating his objection to the Natural Heritage designation on his property and requested that it remain Agricultural. Mr. McCoy noted that he has made numerous requests that his property be left Agricultural and stated that the Natural Heritage designation would decrease the value of his property and impede future development if he chose to develop the property at a later date. Owen Brett, 688 Taunton Road West, appeared before the Committee stating his objection to the Greenspace designation of his property and noted that he would like it designated Prestige Employment. Mr. Brett stated that he felt he could develop the land better if it was designated Prestige Employment. Roger Miller of Matamy Homes appeared before the Committee and noted his concerns with the guideline that states there should be sidewalks on both sides of local streets. Mr. Miller stated that he felt, sidewalks on both sides of the street were not required on all local streets and that it should be determined through the subdivision process. Ms. Edwards appeared before the Committee on behalf of the Tayyer family and asked whether there was any additional information regarding the trespassing that occurred on the Tayyer property. Tanya Cattely of Pickering appeared before the Committee and questioned when the work would begin on the sewer lines. The Director, Planning and Development suggested that they contact the Region of Durham for the information on start times. A question and answer period ensued. RECOMMENDATION Moved by Councillor Dickerson Seconded by Councillor McLean 1. That Report PD 17-09 of the Director, Planning & Development on Official Plan Amendment Application OPA 09-001/P, Amendment 18 to the Pickering Official Plan, and Informational Revision 15 be received; 2. a) That Amendment 18 to the Pickering Official Plan, initiated by the City of Pickering, to implement Councill's Recommendations respecting the Duffin Heights Environmental Servicing Plan, by: • refining the Open Space System - tural Areas to reflect an expanded natural heritage system; 2 1 C*rq Planning & Development Committee Meeting Minutes Monday, May 4, 2009 7:30 pm -Council Chambers Chair: Councillor O'Connell 25 • replacing Urban Residential Areas * Low Density Areas designation with the Urban Residential Areas - Medium Density Areas designation for lands west of Tillings Road; • replacing the Urban Residential Areas - Low Density Areas designation with the Urban Residential Areas -;Medium Density Areas designation and Open Space System - Natural Areas designation for lands south of Old Taunton Road; • replacing the Employment Areas - Prestige Employment designation with the Open Space System - Natural Area designation for lands north of Taunton Road; • adding the Open Space System - Active Recreational Areas in recognition of the Pickering Golf Course; • deleting the future Type "C" arterial road crossings of the Ganatsekiagon Creek and Urfe Creek; • realigning the configuration of the future extension of Valley Farm Road, a Type "C" arterial road, easterly to connect to Brock Road; • replacing the future Type "C" arterial road network with a collector road network; and • revising policy 11.17- Duffin Heights Neighbourhood policies by: deleting redundant policies; adding minimum building height requirements; adding monitoring, compensation/restoration, sustainability and cost sharing policies; and revising the Duffin Heights Neighbourhood population target from 9,500 to 2,500 persons at 2016; as set out in Attachment #1 to Appendix I to Report PD 17-09, be approved; b) That the Draft By-law to adopt Amendment 18 to the Pickering Official Plan, to implement Council's Recommendations respecting the Duffin Heights Environmental Servicing (Plan as set out in Appendix I to Report PD 17-09 be forwarded toCouncil for enactment; 2. That Council adopt the Duffin Heights Neighbourhood Development Guidelines, as set out in Appendix II to Report PD 17-09, as the City's strategy for detailed land use, urban design, transportation and stormwater in Duffin Heights; 3. That Council adopt Informational Revision 15 to Map 25 - Neighbourhood 15: Dutfin Heights and Neighbourhood Population Projection updating roads, schools, parks and population, as set out in Appendix III to Report PD 17-09 for inclusion in the Pickering Official Plan; 3 c,Planning & Development Committee Meeting Minutes Monday, May 4, 2009 2 6 ! 7:30 pm - Council Chambers Chair: Councillor O'Connell 4. That Council endorse the staff responses to comments received respecting the proposed draft Official Plan amendment and draft Development Guidelines contained in Appendix IV -Table 1 - Responses to Comments Received on the Proposed Official Plan Amendment and Draft Development Guidelines; 5. That the Planning & Development Department in conjunction with the Municipal Property & Engineering Division prepare a detailed boulevard design for Brock Road through the Duffin Heights Neighbourhood including cost estimates and report back to Council to allow for consideration in the 2010 budget preparation; and 6. Further, that the City Clerk forward a copy of Report PD 17-09 to the Region of Durham, the Town of Ajax, the Toronto and Region Conservation Authority, and the Duffin Heights Landowners Group. CARRIED LATER IN THE MEETING (See Following Motion) Moved by Councillor Littley Seconded by Councillor Dickerson That Recommendation #2 to the main motion be amended to include the following; That the minimum height be changed from 3 functional storeys to 4 functional storeys. MOTION DEFEATED The main motion was then CARRIED. OTHER BUSINESS 1. Councillor O'Connell gave the Chair to Councillor Pickles. Moved by Councillor O'Connell Seconded by Councillor Dickerson That the rules of procedure be suspended in order to introduce a Motion with respect to 618 Chiron Crescent and a decision of the Committee of Adjustment. CARRIED ON A 2/3 MAJORITY VOTE 4 C` °0 Planning & Development Committee Meeting Minutes Monday, May 4, 2009 7:30 pm - Council Chambers 2 7 Chair: Councillor O'Connell Moved by Councillor O'Connell Seconded by Councillor Dickerson That the Council of the City of Pickering instruct,the City Clerk to appeal the decision of the Committee of Adjustment from April 15, 2009 to the Ontario Municipal Board where approval was granted for relief from Zoning By-law 3036 to permit the parking of a vehicle 3.2 metres high and 8.0 metres long whereas the By-law permits a maximum vehicle height of 2.6 metres and 6.7 metres long. CARRIED 2. Councillor McLean gave notice that he wound be bringing forth a Notice of Motion pertaining to the harmonization of the GST and PST. 3. The Acting Chief Administrative Officer was irequested to action the following: a) Councillor Littley requested the City Clerk to investigate best practices related to a public engagement policy. b) Councillor Pickles requested staff to send a letter to the City of Toronto with a list of venues the City of Pickering has that could be used for the 2015 Pan Am Games bid. c) Councillor O'Connell requested staff to investigate whether other municipalities allow the paving of front lawns and if not how they enforce it. (II) ADJOURNMENT The meeting adjourned at 10:50 pm. i 5 Executive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 28 PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T. J. Quinn - Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development T. Melymuk - Director, Office of Sustainability G. Paterson - Director, Corporate Services i& Treasurer A. Allison City Solicitor B. Douglas - Fire Chief R. Holborn - Division Head, Municipal Property & Engine ,ring S. Karwowski - Manager, Finance & Taxation C. Mearns - CEO, Library T. Prevedel - Division Head, Facilities Operations S. Reynolds - Division Head, Culture & Recreation D. Wilcox - City Clerk C. Grant - Deputy Chief Executive Officer, Library (1) PRESENTATION Mayor Ryan welcomed everyone and, thanked staff for all of the hard work that was completed with respect to the preparation of the 2009 Current and Capital budgets. He noted that the budget was very thorough and with these hard economic times, the key was to balance asimany needs as possible. He outlined the proposed schedule for the budget review, noting that delegations would be heard first, followed by a presentation, consideration of the capital budget followed by the current budget. 1 Exec tive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 29 (II) DELEGATIONS Mr. Aghla AI-Joundi, 5025 Sideline 14, appeared before the Committee on behalf of the residents of Sideline 14, and with the aid of a handout and video presentation, outlined concerns with Sideline 14. He noted that Sideline 14 is pot holed, disheveled and in a state of requiring constant fill and grading. In summary, he stated that the residents major concerns are safety; access and response times of emergency vehicles; vehicular control in avoiding the pot holes and not ending up in the ditch; along with dust being a constant nuisance, which contributes to pulmonary concerns of the residents. He provided a petition to the City Clerk, signed by the five residents of Sideline 14. (III) PRESENTATION T. J. Quinn, Chief Administrative Officer thanked the Members of Council and advised that the Department Heads worked very thoroughly through the budget process this year. He thanked Council for their continued support and was very pleased with the budget being presented to Council for their consideration. G. Paterson, Director, Corporate Services Treasurer outlined in detail the contents of the 2009 Current and Capital Bjudgets, and a financial overview for 2009-2011 and 2012-2015. The Director, Corporate Services & Treasurer, provided a detailed overview of the 2009 Current and Capital budget, and a financial overview for upcoming years with the aid of a powerpoint presentation. The Director noted that the 2009 submitted Capital budget did not include several projects funded by the grants announced last week, however, that ' the budget being presented for Council approval on May 19, 2009 would include the projects with the grant funding. A detailed question and answer period ensued. The Committee recessed at 10:20 am and reconvened at 10:35 am. (IV) MATTERS FOR CONSIDERATION 1. REVIEW AND RECOMMENDATION OF THE 2009 CAPITAL BUDGET Mayor Ryan guided the budget discussion meeting and introduced the budgets for discussion purposes. 2 i Exec tive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 30 Moved by Councillor Dickerson That the Summaries of the 2009 Capital Budget be approved. CARRIED a) Mayor, Council & Council Support The capital budget of the Mayor, Council & Council Support was presented by Mayor Ryan. Moved by Councillor McLean That the 2009 Capital budget for the Mayor, Council & Council Support, be approved and presented to Council on May 19, 2009. CARRIED b) Administration (Office of the CAO/Human ResourceWLegal Servicesl The capital budget of the Administration Department was presented. Moved by Councillor O'Connell That the 2009 Capital budget for the /Administration Department be approved and presented to Council on May 19, 2009. CARRIED c) Office of Sustainability The capital budget of the Office of Sustainability was presented. Moved by Councillor Johnson That the 2009 Capital budget for the Office of Sustainability be approved and presented to Council on May 19, 2009. CARRIED 3 Executive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 31 d) Corporate Services [Clerks Division/Finance & Treasury $ervices Division/Corporate Support Services The capital budget of the Corporate Services Department was presented. A question and answer period ensued. Moved by Councillor Pickles That the 2009 Capital budget of the Clerks Division be approved and presented to Council on May 19, 2009. CARRIED Moved by Councillor Littley That the 2009 Capital budget for the Finance & Treasury Services Division be approved and presented to Council on May 19, 2009. CARRIED Moved by Councillor Pickles That the 2009 Capital budget for the Corporate Support Services Division be approved and presented to Council on May 19, 2009. CARRIED e) Operations & Emergency Services [Fire Services Division/Municipal Property & Engineering Division/Culture & Recreation Division The capital budget for the Operations I& Emergency Services Department was presented. A question and answer period ensued. Moved by Councillor Dickerson 4 Execu ive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am 3 2 Main Committee Room That the 2009 Capital budget for the l=ire Services Division be approved and presented to Council on May 19, 2009. CARRIED Moved by Councillor Johnson That the 2009 Capital budget for the Municipal, Property & Engineering Division be approved and presented too Council on May 19, 2009. CARRIED LATER [See Following Motion] Moved by Councillor Johnson That the gravel and surface treatment for Sideline 14 be lifted from the deferral list and included within the 2009 Capital budget, at a cost to be determined by staff. MOTION DEFEATED During the discussion of the above motion, the Director, Operations & Emergency Services clarified that the,cost for gravel and surface treatment for Sideline 14 would be $1$15,000. Moved by Councillor Dickerson That the resurfacing of Gablehurst Crescent be lifted from the deferral list and included within the 2009 Capital budget, at a cost of $80,000. MOTION DEFEATED Moved by Councillor Johnson That the top surfacing of William Street in Claremont be lifted from the 2010 budget and included within the 21009 Capital budget, at a cost of $130,000. MOTION DEFEATED 5 C*t# Exec tive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 33 The main motion of Councillor Johnson with respect to the 2009 Capital budget for Municipal Property & Engineering was then CARRIED. Moved by Councillor McLean That the 2009 Capital budget for the Culture & Recreation Division be approved and presented to Council on May 19, 2009. CARRIED Q Planning & Development [Administration/Planning/Building Services/Development Control/External Subdivision Works] The capital budget of the Planning & Development Department was presented. Moved by Councillor McLean That the 2009 Capital budget for the Planning & Development Department be approved and presented to Council on May 19, 2009. CARRIED g) Libraries The 2009 capital budget for the Picketing Public Library was presented. Moved by Councillor O'Connell That the 2009 Capital budget for the Flickering Public Library be approved and presented to Council on May 19, 2009. CARRIED The Committee recessed at 12:08 pm and reconvened at 1:00 pm. 6 Exec ive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 34 2. REVIEW AND RECOMMENDATION OF IHE 2009 CURRENT BUDGET a) General Government The current budget for General Government was presented. A question and answer period ensued. Moved by Councillor O'Connell That the City of Pickering provide a 2009 grant to the Pickering Rotary Club for the 2009 Ribfest in the amount of $10,000. TABLED [TO BE DEALT WITH LATER IN THE MEETING] Moved by Councillor Dickerson That the 2009 Current budget for General Government and Summaries be approved. CARRIED b) Mayor. Council & Council Support [Mayor/Council/Council Support] The current budget of the Mayor, Council & Council Support was presented. Moved by Councillor Littley That the budget for Councillor Littley be reduced in account 1800 by $500.; in account 2131 by $2,000.; in account 2140 by $380.; in account 2365 by $1,500.; in account 2394 by $3,300 and account 2399 by $4,000; for a total reduction of $11,680. CARRIED 7 C*tq °o Executive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 35 Moved by Councillor Pickles That the budget for Councillor Pickles be reduced in account 1800 by $1,000.; in account 2131 by $400.; in account 2140 by $420.; in account 2365 by $750.; in account 2394 by $1,500.; and in account 2399 by $3,300 for a total reduction of $6,570, CARRIED Moved by Councillor O'Connell That the 2009 salary for the Mayor and Members of Council be frozen and that the 3% increase for 2009 be, deleted. MOTION DEFEATED Moved by Councillor O'Connell That the budget for Councillor O'Connell be reduced in account 2394 in the amount of $2,000 and in account 2399 by $1,300. For a total reduction of $3,300. CARRIED Moved by Councillor McLean That the budget for Councillor McLeao be reduced in account 2365 by $6,000; in account 2394 by $2,000 and in account 2399 in the amount of $4,000. for a total reduction of $12,5010. CARRIED Moved by Councillor O'Connell That the previous motion with respect;to the grant for Ribfest be lifted from the table. CARRIED The previous motion, reflected earlier in the meeting was before the Committee, which is noted as follows: 8 Exec ive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am 3b Main Committee Room Moved by Councillor O'Connell That the City of Pickering provide a 2009 grant to the Pickering Rotary Club for the 2009 Ribfest in the amount of $10,000. MOTION AMENDED [See Following] Moved by Councillor Dickerson That the main motion of Councillor O'Connell be amended by deleting $10,000. and inserting $5,000. CARRIED The main motion of Councillor O'Connell was then CARRIED AS AMENDED. c) Administration Department [Office of the Chief Administrative Officer/Human Resources Division/Legal Services Division/Office of Sustainability] The current budget of the Administration Department was presented. A question and answer period ensued. Moved by Councillor O'Connell That the 2009 Current budget for the Office of the Chief Administrative Officer be approved and presented to ',Council on May 19, 2009. CARRIED Moved by Councillor Littley That the 2009 Current budget for the Human Resources Division be approved and presented to Council on May 19, 2009. CARRIED 9 °o Executive (Budget) Committee AUKONA. Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 37 Moved by Councillor Dickerson That the 2009 Current budget for the Legal Services Division be approved and presented to Council on May 19, 2009. CARRIED Moved by Councillor Dickerson That the 2009 Current budget for the Office of Sustainability be approved and presented to Council on May 19,'2009. CARRIED LATER [See Following] Moved by Councillor Dickerson That the 2009 Current budget for the Office of Sustainability be amended to reflect an increase in the conference budget of $10,000. MOTION DEFEATED Moved by Councillor Dickerson That the 2009 Current budget for the Office of Sustainability be amended to reflect an increase in the conference budget of $5,000. CARRIED The main motion of Councillor Dickerson was then CARRIED AS AMENDED. d) Corporate Services [Clerks Division/Finance & Treasury Services/Corporate Support Services Division] The current budget of the Corporate Services Department was presented. A question and answer period ensued. 10 i Cut °0 Exec ive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 38 Moved by Councillor Johnson That the 2009 Current budget for the Clerks Division be approved and presented to Council on May 19, 2009. CARRIED Moved by Councillor Johnson That the 2009 Current budget for the ;Finance & Treasury Services Division be approved and presented to Council on May 19, 2009. CARRIED Moved by Councillor McLean That the 2009 Current budget for the Corporate Support Services Division be approved, and presented to Council on May, 19, 2009. CARRIED e) Operations & Emergency Services' [Fire Services Division/Municipal Property & Engineering Division/Culture & Recreation Division] The 2009 current budget for the Operations & Emergency Services Department was presented. A question and answer period ensued. Moved by Councillor McLean That the 2009 Current budget of the Operations & Emergency Services Division be approved and presented to Council on May 19, 2009. CARRIED Moved by Councillor Dickerson That the 2009 Current budget of the Fire Services Division be approved and presented to Council on May 19, 2009. CARRIED 11 T 10 Executive (Budget) Committee Meeting Minutes Thursday, May 7, 2009. 9:00 am Main Committee Room 39 Moved by Councillor Littley That the 2009 current budget of the Municipal Property & Engineering Division be approved and presented to Council on May 19, 2009. CARRIED Moved by Councillor Littley That the 2009 Current budget of the Culture & Recreation Division be approved and presented to Council on May 19, 2009. CARRIED AS AMENDED [See Following] Moved by Councillor O'Connell That the 2009 Current budget of the Culture & Recreation Division be amended by reducing the Canada Day budget in the amount of $10,000. MOTION DEFEATED There was a general discussion on the 2009 Bicentennial funding and it was decided to refer the matter to the forthcoming Workshop being arranged by the CAO.. Q Planning & Development [Planning & Development - Administration (Planning, Building Services, Development Control, and Committee of Adjustment)] The 2009 current budget for the Planning & Development Department was presented. 12 i 4 Execu ive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am 4 0 Main Committee Room Moved by Councillor Dickerson That the 2009 Current budget for the Planning & Development Department be approved and presented to. Council on May 19, 2009. CARRIED g) External Agencies [Heritage Pickering] The 2009 current budget for the Heritage Pickering Advisory Committee was presented. Moved by Councillor Littley That the 2009 Current budget for Heritage Pickering be approved and presented to Council on May 19, 2009. CARRIED h) Libraries The 2009 current budget for the Libraryy was presented. Moved by Councillor O'Connell That the 2009 Current budget for the Dickering Public Library be approved and presented to Council on May 19, 2009. CARRIED 3. REVIEW OF PROPOSED FEES AND CHARGES BY-LAW Moved by Councillor Littley That the summary of fees and charges as presented be approved and presented to Council on May 19, 2009. CARRIED 13 I i Executive (Budget) Committee Meeting Minutes Thursday, May 7, 2009 9:00 am Main Committee Room 41 (V) OTHER BUSINESS There were no items of Other Business presented. (VI) ADJOURNMENT The meeting adjourned at 2:45 pm. 14 Chi Executive Committee Meeting Minutes Monday, May 11, 2009 7:30 pm - Council Chambers .42 Chair: Councillor Johnson PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T. Melymuk - (Acting) Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services G. Paterson - Director, Corporate Services & treasurer R. Holborn - Division Head, Municipal Property & Engineering M. Pelzowski - Coordinator, Traffic Operations D. Shields - Deputy Clerk (1) DELEGATIONS 1. Jim Simpson, Chair Heritage Pickering Advisory Committee Re: Report CS 13-09 Historical/Architectural Designation -Greenwood Schoolhouse. 3540 Westney Road Jim Simpson, Chair, Heritage Pickering Advisory Committee appeared before the Committee in support of Report CS 1309. Mr. Simpson advised that he was in attendance to answer questions or concerns regarding the designation of the Greenwood Schoolhouse. 2. Charlotte Sheardown Re: Report OES 26-09 Fairport Road Traffic Calming Plan -Implementation of Staff Generated Plan 1 Executive Committee Meeting Minutes Monday, May 11, 2009 7:30 pm - Council Chambers Chair: Councillor Johnson 4 3 Charlotte Sheardown, 954 Mountcastle Crescent, appeared before the Committee in opposition to the amount of signage in the Fairport Road Traffic Calming Plan and the speed limit for Fairport Road. Ms. Sheardown stated that Fairport Road is a Class C road which is;supposed to move traffic and that the 40 km speed limit is too slow for this Class of road. She requested that Council look at reinstating the 50 km speed limit for this road. 3. Ian Cumming Re: Report OES 26-09 Fairport Road Traffic Calming Plan -Implementation of Staff Generated Plan Ian Cumming, 1899 Fairport Road, appeared before the Committee in support of the plan but still had concerns. Mr. Cumming noted that he felt the proposal for road markings at Bonita instead of a stop sign was not enough. He felt that if there were only markings on the road it would be a safety issue for children because it would give them a false sense of security when crossing the road. He also noted that he would like to see a jstop, sign at Dunbarton Road and that the stop sign at the new subdivision should be at Welrus Street. Mr. Cumming asked that Council consider the amendments that the Committee had sent to them previously. (11) MATTERS FOR.CONSIDERATION 1. Director, Corporate Services & Treasurer, Report CS 13-09 Historical/Architectural Designation -Greenwood Schoolhouse. 3540 Westnev Road RECOMMENDATION Moved by Councillor Littley Seconded by Councillor McLean 1. That Report CS 13-09 of the Director, Corporate Services & Treasurer be received; 2. That Council endorse the recommendaltion of Ithe Heritage Pickering Advisory Committee for designation of the Greenwood Schoolhouse; 3. That the City Clerk be authorized to begin procedures to have the Greenwood Schoolhouse municipally known as 3540 Westney Road, designated under Part IV of the Ontario Heritage Act; 2 I Cty °o Executive Committee Meeting Minutes Monday, May II, 2009 7:30 pm - Council Chambers 44 Chair: Councillor Johnson 4. That the City Clerk draft and forward an appropriate 'Notice of Intent to Designate' to the owners of the property, the Ontario Heritage Foundation, and the local newspaper; and 5. Further, that the City Clerk be directed! to draft the necessary by-law together with the reasons for designation for Council approval. CARRIED 2. Director, Operations & Emergency Services!, Report OES 26-09 Fairport Road Traffic Calming Plan -implementation of Staff Generated Plan A question and answer period ensued. RECOMMENDATION Moved by Councillor Littley Seconded by Councillor Pickles 1. That Report OES 26-09 of the Director, Operations & Emergency Services be received; 2. That Council recognize that the compromised solution presented by representatives from the Citizens Group for Traffic Calming on Fairport Road and a group representing the residents in opposition was not a consensus solution which meets the needs of all residents; 3. That Council approve the staff recommended traffic calming plan for Fairport Road as set out in Attachment #3 to thjis report and direct staff to notify residents on the project mailing list; anO 4. That Council authorize staff to implement the staff recommended plan in 2009. CARRIED LATER IN THE MEETING (See Following Motion) Moved by Councillor Littley Seconded by Councillor Dickerson That the main motion be amended by adding the following as Item 4 and renumbering Item 4 to 5. 3 i C*t# 00 Executive Committee Meeting Minutes Monday, May 11, 2009 7:30 pm - Council. Chambers Chair: Councillor Johnson 45 That the recommended traffic calming plan set out as Attachment #3 be amended to include flashing beacon lights to be added to signage at the pedestrian crossing located near the park and that two additional road watch logos and signs be included in the plan. CARRIED The main motion was then CARRIED. 3. Director, Operations & Emergency Services, Report OES 17-09 Corporate Energy Management Program -Status Report on Current and Planned Initiatives RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report OES 17-09 from the Director, Operations & Emergency Services be received for information; 2. That staff be directed to continue their offorts towards developing a long term Corporate Energy Management Strategy; 3. That staff further be directed to continue their efforts towards implementation of energy savings measures as identified din the audit of the Recreation Complex undertaken by I. B. Storey & Associates; 4. That staff make arrangements to underftake, additional energy audits at all main City facilities to best determine future potential energy savings measures; 5. That the above works be undertaken with appropriate budget approvals as required; and 6. That staff report back to Council on a regular basis to provide status updates on progress. CARRIED 4. Director, Operations & Emergency Services,! Report OES 19-09 Gingerbread Co-operative Nursery School (Dickering) Inc. -Licence Agreement Renewal RECOMMENDATION 4 Executive Committee Meeting Minutes Monday, May 11, 2009 7:30 pm - Council Chambers 46 Chair: Councillor Johnson Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report OES 19-09 of the Director, Operations & Emergency Services be received; and 2. That the Mayor and City Clerk be authorized to execute a Licence Renewal Agreement to which the Gingerbread Co-operative Nursery will be permitted to continue to operate a cooperative nursery program at Westshore Community Centre from April 1, 2009 to March 31, 2012, that is in the form and substance acceptable to the Director, Operations i& Emergency Services and the Chief Administrative Officer. CARRIED 5. Director, Operations & Emergency Services; Report OES 20-09 The Claremont Lions Club -Management Agreement Renewal RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report OES 20-09 of the Director, Operations & Emergency Services be received; and 2. That the Mayor and Clerk be authorized to execute a management agreement renewal to which the Claremont Lions Club will be permitted to continue to provide certain management services to the City at the Claremont Community Centre from April 1, 2009 to March $1, 2012, that is in form and substance acceptable to the Director, Operations & Emergency Services and the Chief Administrative Officer. CARRIED 6. Director, Operations & Emergency Services,11 Report OES 21-09 Horizon House, Where Heaven and Earth Meet -Lease Renewal Agreement RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson 5 Executive Committee PICKER Meeting Minutes Monday, May 11, 2009 7:30 pm - Council Chambers Chair: Councillor Johnson 47 1. That Report OES 21-09 of the Director, Operations & Emergency Services be received; and 2. That the Mayor and the Clerk be authorized to execute a lease renewal agreement to which Horizon House will be permitted to continue to use the Greenriver Community Centre for the purposes of a church., church socials and religious education from April 1, 2009 to March 31, 2010, that is in the form and substance acceptable to the Director, Operations & Emergency Services and the Chief Administrative Officer. CARRIED 7. Director, Operations & Emergency Servicesa Report OES 23-09 All-Way Stop Controls, Front Street at Comr0erce Street -Amendment to By-law 6604/05 RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report OES 23-09 of the Director„ Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and 2. That the attached draft by-law be enacted to amend Schedules "6" and 7" to By-law 6604/05 to provide for the regulation of traffic on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering. CARRIED 8. Director, Operations & Emergency Services, Report OES 25-09 No Parking By-law, Sandy Beach Road -Amendment to By-law 6604/05 RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report OES 25-09 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and 6 c,ty 00 Executive Committee Meeting Minutes Monday, May 11, 2009 .7:30 pm - Council Chambers 48 Chair: Councillor Johnson 2. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation of parking on highways or.. parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. CARRIED LATER IN THE MEETING (See Following Motion) That Recommendation #2 to the main motion be amended from No Parking to No Stopping; 2. That the attached draft by-law be enocted to amend Schedule "1" to By-law 6604/05 to provide for the regulation of stopping on highways or parts of highways under the jurisdiction of the, Corporation of the City of Pickering and on private and municipal property. CARRIED The main motion was then CARRIED. 9. Director, Corporate Services & Treasurer, Report CS 04-09 2009-2011 Internal.Audit Work Plan RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson That Report CS 04-09 of the Director, Corporate Services & Treasurer regarding the 2009 - 2011 Internal Audit Work Plan be received for information. CARRIED 10. Director, Corporate Services & Treasurer, Report CS 09-09 2008 Building Permit Stabilization Reserve and RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson 7 ~w °o ~11 kl Executive Committee PICKER Meeting Minutes Monday, May 11, 2009 7:30 pm - Council Chambers Chair: Councillor Johnson 49 That Report CS 09-09 of the Director, Corporate Services & Treasurer regarding the 2008 Building Permit Stabilization Reserve Fund be received for information. CARRIED 11. Director, Corporate Services & Treasurer, Report CS 10-09 Investment Portfolio Activity for the year Enged December 31, 2008 RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson That Report CS 10-09 of the Director, Corporate Services & Treasurer regarding Investment Portfolio Activity for the year ended December 31, 2008 be received for information. CARRIED 12. Director, Corporate Services & Treasurer, Report CS 11-09 2009 Annual Repayment Limit for Debt and Financial Obligations RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson That Report CS 11-09 of the Director, Corporate Services & Treasurer regarding the 2009 Annual Repayment Limit for Debt and Financial Obligations be received for information: CARRIED 13. Director, Corporate Services & Treasurer, Report CS 12-09 Section 357/358 of the Municipal Act - Adjustment to Taxes RECOMMENDATION Moved by Councillor O'Connell Seconded by Councillor Dickerson 1. That Report CS 12-09 of the Director, Oorporate Services & Treasurer be received; 8 Executive Committee PICKER Meeting Minutes Monday, May 11 2009 7:30 pm - Council Chambers so Chair: Councillor Johnson 2. That the write-offs of taxes as provided) under Section 357/358 of the Municipal Act, 2001 be approved; and 3.. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. CARRIED (III) ADJOURNMENT The meeting adjourned at 8:45 pm. 9 ~ttl o~ i II May 19, 2009 51 PIC DELEGATIONS 1. Kalyani Nathan Durham Tamil Association Re: Maior Humanitarian Crisis 2. Janice Frampton Re: Report CS 15-09 2009 Current and Capital Budgets 3. David Steele Re: Report CS 15-09 2009 Current and Capital Budgets 4. Darlene Mourao Re: Report CS 15-09 2009 Current and Capital Budgets 5. Wayne Gibson Re: Report OES 26-09 Fairport Road Traffic Calming Plan -Implementation of Staff Generated Plane 6. James McLaughlin Re: Report OES 26-09 Fairport Road Traffic Calming Plan -Implementation of Staff Generated Play 7. Cindy Wang Re: Report OES 26-09 Fairport Road Traffic Calming Plan -Implementation of Staff Generated Play 8. Ian Cumming Re: Report IDES 26-09 Fairport Road Traffic Calming Plan -Implementation of Staff Generated Plane 9. Kevin Dove Re: Report OES 26-09 Fairport Road Traffic Calming Plan -Implementation of Staff Generated Plan --r too II 52 PIC May 19, 2009 CORRESPONDENCE Pages 1. CORR. 51-09 Motion for Direction PAUL HOLBROUGH, MAYOR 54 TOWN OF INGERSOLL 130 Oxford Street Ingersoll. ON N5C 2V5 Letter received from Paul Holbroughi, Mayor, Town of Ingersoll, requesting Council support with respect to a resolution passed by the Town of Ingersoll on April 14, 2009 regarding Bill 221, Workplace Safety and Insurance Amendment Act (Presumptions for Firefighters), and that those ministries noted in the correspondence be notified of Council'$ support. 2. CORR. 52-09 Motion for Direction JENNIFER HALEY, CHAIR 55-56 HOMEGROWN ONTARIO STEERINQ COMMITTEE 39 William Street Elmira, ON N313 1 P3 Letter received from Jennifer Haley, Chair, Homegrown Ontario Steering Committee, seeking Council support with respect to a motion to purchase locally produced meat and poultry products produced by Ontario farmers as the preferred local sustainable procurement practice. 3. CORR. 53-09 Motion for Direction HAZEL MCCALLION, MAYOR 57-60 CITY OF MISSISSAUGA 300 City Centre Drive Mississauga, ON 1-513 3C1 Letter received from Hazel McCallioni, Mayor, City of Mississauga, seeking Council support of a resolution passed at a meeting held April 22, 2009 regarding fairness in provincial funding to allow for the improvement of timely and local access to hospital care in the City of Mississauga and across high growth communities in Ontario. 4. CORR. 54-09 Receive for Information LUCILLE KING, MPA 61-62 TOWN CLERK TOWN OF AURORA 1 Municipal Drive, Box 1000 Aurora, ON L4G 6J1 5 3 Letter received from Lucille King, Town Clerk, Town of Aurora, advising that at a meeting held on April 14, 2009, a resolution was passed regarding hospital funding capital projects. 5. CORR. 55-09 Receive for Information P.M. MADILL, REGIONAL CLERK 63-71 REGION OF DURHAM 605 Rossland Road East Whitby, ON L1 N 6A3 Letter received from P.M. Madill, Regional Cleric, Region of Durham advising that at a meeting of the Finance and Administration Committee held on April 22, 2009, the Council adopted a recommendation with respect to outstanding transit transition issues. 6. CORR. 56-09 Receive for Information THE HONOURABLE MICHAEL CHAN 72 MINISTER, MINISTRY OF CITIZENSHIP AND IMMIGRATION 6th Floor, 400 University Avenue Toronto, ON M7A 2R9 Letter received from the Honourable Michael Chan, Minister, Ministry of Citizenship and Immigration advising that nominations for the Ontario Medal for Good Citizenship are now being accepted. 7. CORR. 57-09 Motion to Declare JOAN BOOTH, EXECUTIVE DIRECTOR 73 SPINA BIFIDA & HYDROCEPHALUS ASSOCIATION OF ONTARIO 555 Richmond Street West Box 103, Suite 1006 Toronto. ON M5V 3131 Letter received from Joan Booth, Executive Director, Spina Bifida & Hydrocephalus Association of Ontario requesting the City of.Pickering proclaim June, 2009 as Spina Bifida and Hydroclephaulus Awareness Month. 8. CORR. 58-09 Motion to Declare M. AILEEN CARROLL, MINISTER 74 MINISTER RESPONSIBLE FOR SENIORS 5th Floor, Mowat Block 900 Bay Street Toronto. ON M7A 1 L2 Correspondence received from M. Aileen Carroll, Minister Responsible for Seniors requesting the City of Pickering proclaim June, 2009 as Seniors' Month. Co~R S►-0 A&h 54 April 29, 2009 To whom it may concern: Re: Bill 221, Workplace Safety and Insurance Amendment Act (Presumptions for Firefighters) On April 14, 2009 the Council of the Town of Ingersoll passed a resolution requesting the Government of Ontario act immediately to include Volunteer and Part time Firefighters with the same Presumption W.S.I.B. coverage afforded to full time firefighters. Please join the Council of the Town of Ingersoll in supporting the nearly 20,000 volunteer and part time firefighters who respond -every day to emergencies in our communities putting their lives and health at risk on behalf of the residents of Ontario. We request that supporting resolutions and letters be forwarded to Ontario's Premier Dalton McGuinty, Minister of Labour the Honourable P. Fonseca, Minister of Community Safety and Correctional Services the Honourable R. Bartolucci, your local M.P.P., the Leader of the Progressive Conservative, Party of Ontario, the Leader of the New Democratic Party of Ontario, all Ontario Municipalities, the Association of Municipalities of Ontario (AMO). Together we can eliminate this discrimination and prove all firefighters in the Province of Ontario the support so richly deserved. Paul Holbrough Mayor, Town of Ingersoll _ 130 Oxford Street Ingersoll, ONN5C 2V5 519-485-0120 www.in ersoll.ca fY1 Support Ontario,, i Local HgMEG0.0WN ONTARIO homegrownontario.ca 55 39 William St., Elmira, Ontario, N3B 1P3 Phone (519) 669-3350 Fax: (519) 669-3826 0--012P. d~-O -May 5, 2009 RECEIVED Mayor David Ryan CITY OF PICKERING 1 The Esplanade MAY 12 2009 Pickering ON L IV 6K7 Durham Region CLERK'S DIVISION Dear Mayor Ryan : Homegrown OntarioTM is an alliance of Ontario Pork, the Ontario Veal Association, the Ontario Sheep Marketing Agency, Turkey Farmers of Ontario and the Ontario Independent Meat Processors. Homegrown OntarioTm is a brand that allows Ontario consumers to support Ontario farmers by purchasing Ontario produced meat and poultry. At the same time, the Homegrown Ontario program can truly provide the integrity and assurance Ontarians are looking for through our strict processor and supplier agreements. . Research from Canada's leading survey-based marketing research firm, Ipsos Reid, clearly indicates that Ontario consumers are eager to support Ontario farmers and the local economy by choosing meat and poultry products produced in Ontario. With the Homegrown Ontariom brand and logo, the five associations are making it easy for consumers to do just that. We gratefully acknowledge town and city councils who are trying to encourage the purchase of locally-produced food as it contributes to the creation of a sustainable environment. The Homegrown Ontaribm partners whole heartedly believe that the purchase of locally produced meat and poultry should be identified as a local sustainable procurement practice. That is why we are respectfWly asking that the City of Pickering consider supporting the Motion we put forth as attached. Although your community may not purchase meat and poultry products for municipally-run institutions, we are hoping municjipalities across the province support the Motion in principle which will benefit producers, processors, retailers anO consumers alike. You can trust that Ontario farmers adhere to the highest quality standards set forth by the Canadian provincial and federal government regulatory boards. If you have any questions about the attached Motion or about Homegrown OntarioTM in general, please feel free to contact me for more information. We also request that you let us know if the motion is passed by your Council or whetherother action is taken as we would like to track response to our request. Thank you in advance for your support and I look forward to hearing from you soon. Sincerely, ORIGINAL TO: UJ oP"~ 1MAY±;h,$ e CIRCULATE 3(3: Jennifer Haley, Chair COUNCIL Homegrown Ontario Steering C mmittee OFFICE susT ti iV CLERK ; t0ERG LEGAL Attachment --~W C HUMAN RES CORR. PILE CUST CARE MGRCUST&ADM e TAKE APPR. ACTiCt~t V "RE 56 MOTION Whereas the City of Pickering supports practices that contribute to the creation of a sustainable environment; AND whereas Homegrown Ontaridrm is a brand that) allows Ontario consumers to support Ontario farmers by purchasing Ontario produced moat and poultry; AND whereas Ontario farmers adhere to the highest quality standards set forth by the Canadian provincial and federal government regulatory boards; THEREFORE be it resolved that the procurement pr*ctice of purchasing meat and poultry products produced by Ontario farmers be indentifie4 as the preferred local sustainable procurement practice. BE it further resolved that the purchase of all Ontario produced meat and poultry sourced locally requires the burning of less fossil fuel than food trucked or even flown in from hundreds, or even thousands of miles away. .2 y OF MISS/,s~ AP ,4 X'ag -CiRCULATETO: COUNCIL ~09p0 RATEa `a OFFICE SUSTAIN OFFICE OF THE MAYOR CLERK LEGAL a HUMAN RES April 23, 2009 ` us-- r CAI?-E 11QRCUST&ADM p The Honourable Dalton McGuinty ' Premier of Ontario Queen's Park R E F D IVE Room 281, Main Legislative Building I~KERtNG CITY OF: Toronto, Ontario M7A !A4 MAY 12 20099 Dear Mr. Premier: CLEWS DIVIS101y Re: Health Care and Social Services Growth Plan for High Growth Communities in Ontario The Council of the Corporation of the City of Mississauga at its meeting on April 22, 2009, adopted the enclosed Resolution 0090-2009 in response to a deputation made by the Growing Communities Healthcare Alliance to Council on April 22, 2009. The presentation made by the Growing Communities Healthcare Alliance whose partners include the Region of Peel and the United Way, outlined the hospital, health care and social services funding situation in the GTA 905 area noting that the high growth communities of the GTA/905 area are receiving less funding per resident than other areas of the Province. The Council of the City of Mississauga urges you to support fairness in provincial funding to allow for the improvement of timely and local access to hospital care in the City of Mississauga and across high growth communities in Ontario. On behalf of Mississauga Council, your favourable consideration of the enclosed resolution is requested and I look forward to receiving your reply. oR;G€rr:_ Since ely, TO: COPY TO: HAZEL McCALLION, C.M. MAYOR CORR. arMMISSISSAUGA Leading today fot tomorrow TAKE APPR k1r a t0,*s THE CORPORATION OF THE CITY OF MISSISSAUGA r 300 CITY CENTRE DRIVE, MISSISSAUGA, ON L5B 3C1 C~ AC~~n G TEL: 905-896-5555 FAX: 9 5-896-5879 CC~~ mayor@mississaug .ca nn ~ G~ O ►J 40, f lr~0c1^ ) i 58. -2- cc: The Honourable David Caplan, Minister of Health and Long-Term Care The Honourable Dwight Duncan, Minister of Finance Mississauga and Region of Peel MPPs Region of Peel High Growth Community.Mayors and Chairs Mississauga-Halton LHIN Municipal Services Office, Ministry of Municipal Affairs and Housing, Central Region Tariq Asmi, Executive Director, Growing Communities Healthcare Alliance Enc. i Mas' c~► . , , 5 9 RESOLUTION 6090-2009 adopted by the Council of The Corporation of the City of Mississauga at its meeting on April 22, 2009 Moved by: N. Iannicca Seconded by: K. Mahoney Whereas Ontarians believe in the principle of fairness; that fairness defines who we are and how we live; ' Whereas the high growth communities in Ontario grow at more than twice the rate of the provincial population growth rate and are aging at twice the provincial rate; Whereas population growth in these regions will further intensify due to Ontario's 25-year growth plan, Places to Grow; Whereas as of 2008/09 Ontarian's residing in the Local Health Integration Networks (LHINs) with high growth communities are receiving $255 less per resident in provincial funding for local hospital services compared to residents in other LHINs in Ontario, which translates into a $1.4 billion annual operating funding gap for local hospital services - and these provincial funding gaps are worsening each year; Whereas residents of the City.of Mississauga, as part of the Mississauga-Halton LH1N, are receiving $272 less per resident in provincial funding for local hospital services compared to the average Ontarian, which translates into a $272 million annual operating funding gap for local hospital services; Whereas Ontarians living in high growth communities of the GTA/905 are receiving $193 less per resident for provincially funded local social services when compared to the average Ontarian, which translates into a $641.9 million annual operating funding gap for local provincially funded social services - and these provincial funding inequities also worsening each year; continued Page 2 6 0 Whereas the Government of Ontario has acknowledged the growing funding gaps for hospital services in high growth communities by committing during the 2007 provincial election to provide $100 million in additional annual operating funding to high growth hospitals; Whereas the provision of $30 million in hospital growth funding for 2008/09 still means that the provincial funding gap for hospital care continues to widen in high growth communities; Whereas the Government of Ontario has announced that it is developing and will implement a new Health Based Allocation Model (HBAM) to allocate new health care resources to Local Health Integration Networks based on patient care needs and to address health care funding inequities in Ontario; Whereas the Government of Ontario has successfully secured from the federal government greater fairness for Ontario resulting in additional funding for Ontario through the Canada Health Transfer; Be it resolved that in order to improve timely and local access to hospital care in the City of Mississauga and across high growth communities in Ontario, the Council of the City of Mississauga asks the Government of Ontario to: 1. Speed up implementation of the $100m hospital growth funding commitment ensuring that growth funding is targeted to high growth hospitals and provide growth funding for social services, 2. Quickly implement "Health BasedAllocation Model" (HBAM) i.e., population-needs-based funding for provincial hospital and health care services and develop a population-needs based funding formula for social services, and, 3. Develop a health care and social services growth plan for Ontario high growth communities to complement Places to Grow, And that this resolution is forwarded to the Premier of Ontario, the Minister of Health and Long-Term Care, the Minister of Finance, the MPP's for Mississauga and Peel Region, High-Growth Communities Mayors and Chairs, and the Mississauga-Halton LHIN Carried FA.05.Hea ' Office of the Clerk Lucille King, Town Clerk AuRo , 905-727-3123 ext. 4771 Iking@e-aurora.ca ,yo" re uv good Cowpa.,~ APR 4 V Town of Aurora L _ 1 Municipal Drive, C7 tJL I T Pox 100/0. Aurora. ON L4G 6J1 acv V CLERK "OVIERG LEGAL April 23, 2009 ~ I~E HUMAN RES C03-C09-10 COST CARE ?,r! PE MGR CUST & ADiN Mr. Bill Fisch, Chair & CEO Region of York 17250 Yonge Street Newmarket, ON UY 6Z1 Dear Mr. Fisch: Re: Hospital Funding Capital Projects Please be advised that this matter was considered by Council at its meeting held on Tuesday, April 14, 2009. In this regard, Council adopted the following resolution: THAT, in order to improve timely and local access to hospital care in Aurora and across high growth communities in Ontario, the Town of Aurora asks that the Government of Ontario: 1. Speed up implementation of hospital growth funding commitment, ensuring that $100 million in growth funding is targeted to high growth hospitals and provide growth funding for social services; and 2. Quickly implement "Health Baked Allocation Model" (HBAM), i.e. population-needs-based-funding for provincial health care funding and develop a population-needs-based-funding formula for social services; and 3. Develop a health care and social services growth plan for Ontario to complement "Places to Grow"; and THAT this resolution be forwarded to the Premier of Ontario, the Minister of Health and Long-Term Care, the Minister of Finance, the MPP for Newmarket- OORIGINAL Aurora, or Region Chair and CEO, the Town of Newmarket, High Growth coPV Mayors and Chairs, and the Central LHIN. TO. CORK =:L TAKEAPPr2.FGrav;: y _ ~r•n q- L C1 ' G r~c~ c~ Commun, 62 The above is for your information and any attention deemed necessary. Yours truly, Lucille King, MPA Director of Co orate Services/Town Clerk LK/cc Copy: Premier Dalton McGuinty The Honourable David Caplan, Minister of Health and Long-Term Care The Honourable James M. Flaherty, Minister of Finance Mr. Frank Klees, MPP Newmarket-Aurora Ms Anita Moore, Town Clerk, Town of Newmarket High Growth Communities - Mayors & Chairs Central LHIN (Local Health Integration Network) ti s r Page 2 of 3 Community . 63 ~012~5s-o9 Apr►123, Zoos R E C VED CITY OP DICKERING -00 • Ms. D. Wilcox, Clerk City of Pickering CLERKS DIVISION One The Esplanade Pickering, ON The Regional, L1.V-6K7 Municipality of Durham RE: OUTSTANDING TRANSIT TRANSITION ISSUES (2009-F-37) Clerk's Department (OUR FILE: T05) 605 ROSSLAND RD. E. PO Box 623 Please be advised that the Financeiand Administration Committee of WHITBY ON L1N 6A3 CANADA Regional Council considered the above matter and at a meeting held on soy-s6s-~»> April 22, 2009; Council adopted the (following recommendations of the 1-800-372-1102 Committee: Fax: 905-668-9963 E-mail: clerks@region.durham.on.ca a) THAT in accordance with the Region of Durham Transit By-law #85- www.region.durham.on.ca 2004 that indicates, `Any matters not agreed to within (3)' months of the Pat M. Madill, a M.c.T., cmm Effective Date may, at. the request of the Region or a lower tier Regional Clerk municipality, be determined by: arbitration under the provisions of the Ontario Arbitrations Act", the Region requests employee related unfunded liabilities in the amount of $8.9 million (as at December 31, 2005) from the former Oshawa Transit Commission be referred to a third party independent arbitrator within the next 90 days, acceptable to all parties involved, to determine funding responsibility and an appropriate longer, term funding formula, and b) THAT the Minutes of Settlement (Attachment #1 to Report #2009-F-37) with the City of Pickering and the Region,. which formalizes the terms and conditions of the various transit issues of the transfer as negotiated with City of Pickering and Regional staff, be confirmed. Attached for your reference is a copy of Report #2009-F-37 of the ) Commissioner of Finance. T -4 P.M. Madill, A.M.C.T., CMM 11~" I~ Regional Clerk s PMM/np d c. R.J. Clapp, Commissioner of finance "Service Excellence T. Galinis General Manger, Durham Regi(o; T; insit forourcommunifies„ 100% Post Consum8r 4/ y t The Regional Municipality of Durham Report to: Finance and Administration Committee From: R.J. Clapp, Coy; missioner of Finance 64 Report No.: 2009-F-37 Date: April 15, 2009 SUBJECT: Outstanding Transit Transition Issues RECOMMENDATION: THAT the Finance and Administration Committee] recommends to Regional Council that: 1.. In accordance with the Region of Durham Transit By-law #85-2004 that indicates, "Any matters not agreed to within (3) months of the Effective Date may, at the request of the Region or a lower tier municipality, be determined by arbitration under the provisions of the Ontario Arbitrations Acr,;the Region requests employee related unfunded liabilities in the amount of $8.9 million (as at December 31, 2005) from the former Oshawa Transit Commission be referred to a third party independent arbitrator within the next 90 days, acceptable to all parties involved, to determine funding responsibility and an appropriate longer term funding formula, and 2. The Minutes of Settlement (Attachment #1) with the City of Pickering and the Region, which formalizes the terms and conditions of the various transit issues of the transfer as negotiated with City of Pickering and Regional staff, be confirmed. REPORT: 1.0 PURPOSE • The purpose of this report is to provide a summary of the outstanding issues related to the transfer of transit services to the Region from the former local transit agencies and area municipalities on January 1, 2006. 2.0 BACKGROUND • The Region of Durham Transit By-law #165-2004, which received triple majority approval, provided speck terms and conditions for the transfer of transit service to the Region. 41 REPORT NO: 2009-F-37 2. 65 • The successful and smooth transfer': of transit to the Region entailed the completion of many transition tasks since 2005 in accordance with the Region of Durham Transit By-law #85-2004. Regional Finance and Transit staff met with all the Area Municipal staff numerous times during this transition period to negotiate and finalize the terms of the transition. This co-operation between Regional and Area Municipal staff was a key factor in the smooth and successful transfer of transit to the Region. • There were some complex issues that required ongoing discussions and negotiations between the Region and the Area Municipalities. • While most issues have been resolved„ there is still one main outstanding issue that remains unresolved and requires Regional Council direction. This includes unfunded employee related liabilities from the City of Oshawa. 3.0 OUTSTANDING TRANSIT TRANSITION ISSUES 3.1 Unfunded Employee Related Liabilities • The Region of Durham Transit By-law x#85-2004 stipulates that, "The amount and future payments of any unfunded #abilities existing at the Effective Date shall be determined through negotiations between the. Region and the lower tier municipalities." • Regional Finance staff met with local area municipal finance staff and identified that the former Oshawa Transit Commission (OTC) and Ajax Pickering Transit Authority (APTA) were the only two former local transit systems that have transit employee related unfunded liabilities. • In the case of the former OTC, both Regional Finance staff and City of Oshawa Finance staff agreed that the dotal amount of employee related unfunded liabilities as of December 31„2005 per the 2005 OTC Financial Statements is $8.9 million. • Similarly, in the case of the former APTA, both Regional Finance and Town of Ajax Finance staff agree that the total amount of employee related unfunded liabilities as of December 31, 2005 per the 2005 APTA Financial Statements was $210,700. • The City of Pickering and Ajax staff have agreed to transfer their share of funding to the Region to cover the former APTA employee related unfunded liabilities but have stipulated that the funds must be returned with interest if the Region does not receive payment from the City of Oshawa for employee unfunded liabilities. This is part of the signed Minutes of Settlement between the City of Pickering and the Region of Durham. 42 REPORT NO: 2009-F-37 3. 66 • While Regional Finance staff believe toat the discussions leading up to the transfer of Transit to the Region were clear and are reflected in the Transit by-law, the staff of the City of Oshawa do not agree. • The assumption of these unfunded liabilities was a major discussion point during transit negotiations with the area municipalities. However, as a result of lengthy discussions at the time of the transit transfer, Regional Council directed as per the Region of Durham Transit By-law#85-2004, that the amount and future payments of any unfunded liabilities existing at the effective date shall be determined through negotiations between the Region and the lower tier municipalities. • Since Regional and City of Oshawa staff are not in a position to agree on this issue, it is recommended thajt Regional Council refer this issue to an independent third party Arbitraltor within the next 90 days, acceptable to all parties, in accordance with the Region of Durham Transit By-law #85-2004, to determine the extent of the liability and the related funding responsibility. 3.2 Transfer of Transit Phvsical Assets and! Lease of Transit Facilities • The Region of Durham Transit By-law #85-2004 stipulates that, "All physical assets used for public transportation systems shall be transferred to the Region without compensation as of theEffective Date. Assets shall include, but not limited to vehicles and equipment; lands and premises including garages, terminals and shelters; and other transit amenities." • All of the transit vehicles, inventory, fuel and equipment have been transferred to the Region, without any issues. Transit offices and garages were in use in Ajax, Oshawa, and Pickering. • On September 17, 2008, Regional Council approved the following recommendations regarding the transit garages; o The Region enter into a long term lease (25 years) with automatic renewal for a nominal fee ($1) with the Town of Ajax for the Transit Ticket Terminal in Ajax, with a commitment! to assist with the location of a replacement facility in the event of redevelopment in Ajax, o The Region. enter into a long term lease (25 years) with automatic renewals fora nominal fee ($1) with the City of Oshawa for the former Oshawa Transit Facility in Oshawa. 143 REPORT NO: 2009-F-37 4. 67 The Region enter into a Memorandjum of Understanding with City of Oshawa, on behalf of the Region, fir the City of Oshawa to provide use of a crew room and adjacent bus stop$ in the Downtown Oshawa Terminal on a long term basis with automatic renewals to the Region and a commitment to assist with the location of a replacement facility if redevelopment in Oshawa occurs, o The Region enter into a multi year lease with options for renewals with the City of Pickering for the continued 33% use of the Pickering Operations Centre, subject to the terms of the lease allowing Durham Region Transit (DRT) to use the facility as long as Pickering occupies it and should the lease be terminated, Pickering would provide sufficient notice for relocation and best efforts to assist iin securing another site for DRT, amenable to all parties; and o The Regional Solicitor prepare the recommended agreements and the Regional Chair and Clerk be authorized to execute the agreements. • The leases for the Pickering Operatigns Centre and Ajax Ticket Terminal have been signed by the parties involved, and the ownership of the former APTA Facility has been transferred to the Region. Regional and City of Oshawa staff are working on finalizing a transfer arrangement which may include either an outright transfer of the facility or a lease agreement for the former OTC facility and a MOU for use of the downtown Oshawa Terminal 3.3 Provincial Gas Tax Funding for Transit • The Region of Durham Transit By-law #85-2004 requires that, "After the Effective Date, all Provincial and Federal transit related funding received by the lower tier municipalities shall be transferred to the Region, including but not limited to funds received from such programs as the Ontario Transit Vehicle Program (formerly the Transit Renewal Program), the new Provincial Gas Tax Funding program for public transit and potential federal programs such as Federal Gas Tax." • The Region received all surplus Provincial Gas Tax funding for transit from all area municipalities. These amounts were confirmed by Area Municipal Finance staff as well as by Regional Finance Staff review of area municipal and former local transit systems annual jbudgets, audited financial statements, and Provincial Financial Information Returns. 3.4 Transit Development Charaes • The Region of Durham Transit By-law "5-2004 requires that, "All transit related development charge and other non discretionary reserve funds shall be transferred to the Region." 4: REPORT NO: 2009-F-37 5. 8 • The Area Municipalities transferred all'their transit development charges to 6 the Region, which were used in DRT annual budgets for growth related capital expenditures in the area municipalities in which they were generated and collected and applied in accordance with their respective DC Background Studies and by-laws. • On January 1, 2008, a new Regional Transit Development Charge took effect, with replaced the existing local area municipal transit development charges. 3.5 2005 Regional Transit Funding and Othgr Transit Related Reserve and Reserve Funds • The Region of Durham Transit By-law #85-2004 requires that, "Discretionary transit related funds including reserves and reserve funds existing on the Effective Date shall be transferred to the Region. " • Regional Finance staff met with all the Area Municipal Finance staff numerous times and confirmed the amounts of Regional Transit Funding received in 2005, its use, and any remaining transit related reserve balances that could be transferred to the Region In accordance with the Region of Durham Transit By-law. Regional Finance staff also reviewed the area municipalities and former local transit operator's annual budgets, audited financial statements, and Provincial Financial Information Returns. • On April 13, 2005, Regional Council approved the 2005 Regional Transit Levy with funding to the Area Municipalities of $5,148,750. Further, on March 23, 2005 Regional Council also approved the following resolution regarding the use of the 2005 Regional Transit Levy: "That the area municipalities be advised that the share of the Regional Tax Levy for transit purposes is to be utilized to continue with the capital acquisition programs as defined in the local municipal transit forecasts." • All of the area municipalities either spent the funding in accordance with the Regional Council direction or transferred any unspent balances to the Region. • The resolution of transit transition issues were resolved in slightly different ways by each area municipality. In the case of the City of Pickering, Minutes of Settlement approved by City of Pickering Council was required to be signed by the Region and City of Pickering and as a result, requires confirmation as part of the final transit transition recommendation. 45 REPORT NO: 2009-F-37 6. 69 4.0 CONCLUSION • Regional Finance and Transit staff have corresponded closely and met with all the area municipalities numerous times (during this transition period to negotiate and finalize the transition. While many'i transition tasks have been completed resulting in a successful and smooth transition to Regional Transit, there is one outstanding transition issue that requires Regional Council direction to resolve, being the employee related unfunded liabilities from the former Oshawa Transit Commission (OTC). This report has been reviewed and concurred by the Region's Legal Department. R.J. Clapp, CA Commissioner of Finance Recommended For Presentation To Committee Attachments: Attachment #1: Minutes of Settlement With City of Pickering and Region of Durham 46 Attachment #1, PS 1 of 2 MINUTES OF SETITLEMENT 70 Between: THE REGIONAL MUNICIPALITY OF DURHAM (the `Region") - and - THE CORPORATION OF THE CITY OF PICKERING ("Pickering' WHEREAS pursuant to Regional By-law No. 85-12004, all transit-related services transferred to the Region effective January 1, 2006; and were WHEREAS the Region and Pickering wish to enter into these Minutes of Settlement in order to resolve all outstanding issues relating to the transfer of all transit-related assets and liabilities between them. NOW THEREFORE the Region and Pickering agree as follows: 1. Unfunded Liabilities Pickering, on behalf of APIA, shall pay the Region the amount ($210,00.00 id by the Region as em 1 ) entified P off-related unfunded liabilities .as of December 31, 2005. However, if the Region .does not receive PeYment. from Oshawa for all amounts identified -by the Region as employee-related unfunded liabilities payable by Oshawa ($8.9 million as of December 31, 2005) on or before the end of the current term Regional Council, then the Region shall refund-such amount with interest to the date of repayment. -N'the Region only receives a portion of the amount owed by Oshawa, then the Region's refund shall be adjusted accordingly. - 2. Provincial as Tax The Region acknowledges that Pickering has paid gas tax reserve fund. the Region its share of the Provincial reason the P The Region agrees to ' mnify Pickering if, for whatever rovince attempts to recover any of the FProvinaal gas tax funds. 3. Pickerina Operations Centre The Region and Pickering shall enter into a lease in the torn attached to these of Settlement as Schedule "A". Minutes 47 Minutes of Settlement Huacnment ; j, r9 [ or Page 2 4. POS and Rights-of-W w Agreements Pickering hereby withdraws its request to (hermit COA recycling bins on Re i 9 onal Roads. Pickering agrees to sign the ROW Agreements. 5. Pre-Paid EwenseS The Region shall repay APTA pre-paids totalling $39,568.00. 6. Funding Under Former OTVP for Three Specialized* Buses APTA-accepts responsibility for 100% of this cost ($116,107.77). 7. Release Subject to any claims arising under paragraph,, 1 or 2 of these Minutes of Settlement and any on-going insurance claims. the Regibn and Pickering hereby release each other from all claims respecting the transfer of all transit-related matters assets and liabilities. IN WITNESS WHEREOF the parties have executed these Minutes of Settlement October 1, 2008, as of THE REGIONAL; MUNICIPALITY OF DURHAM PER: R r elrson, Regional' Chair PER: P. M. Madill,, Regional Clerk THE CORPORATION OF THE CITY OF PICKERING PER: David n, yor PER: Debi A. Who . City Clerk 48 Ministry of Citizsnemp Ministi►e des Aftairss civiquss and Immlostion N do I'Nranigration 72 q Minister Ministre -U / e Floor Be stage 400 University Avenue 400, avenue University anr OF PK Toronto ON M7A 2R9 Toronto ON WA 2R9 ~pTY r7 t C K ~ R t N G Tat.: (416) TOL: (416) 325-6200 Fax: (416) 325.6 T 616c.: (416) 325-6195 M Ay 1 2 2009 May, 2009 CLERK'S DIVISION Re: Ontario Medal For Good Citizenship Dear Friends: I am pleased to let you know that nominations for the Ontario Medal for Good Citizenship are now being accepted. Established in 1973, the Ontario Medal for Good! Citizenship honours Ontarians, who through exceptional, long-term efforts, have made outstanding contributions to life in their communities. I am pleased to invite you to participate by nominating a deserving citizen. Recipients will be presented with their medal by the Lieutenant iGovemor of Ontario at a special ceremony at Queen's Park in the Fall of 2009. Nomination forms are now available on-line on tote Ministry of Citizenship and Immigration's website at www.ontario.caihonoursandawards. You can submit your nomination online by choosing the "Electronic Nomination" option. If you require a hard copy of the form to be sent to you or for any further information, please contact the Ontario Honours and Awards Secretariat at 416 314-7526. Nominations must be received by August 17, 2009. I encourage you to take the time to nominate a deserving citizen in your community for an Ontario Medal for Good Citizenship. The men and women we honour stand as shining examples to us all. Yours t OOIG,INA The Honourable Michael Chan Minister v°pV C =OR R 1 Ft LE ,o-,o► M0. io I R -A C~e vzC C:I C-~O, VS ) .73 S04L RECEIVED CITY OF IDMKERING May 1, 2009 MAY - ~ 2009 Mayor David Ryan City of Pickering CLERK'S DIVISION One the Esplanade Pickering, ON L1 V 6K7 Dear Mayor Ryan: In 2008, the City of Pickering graciously proclaimed June as Spina Bifida and Hydrocephalus Awareness Month. We would like to thank you for helping raise awareness of these life long, complex conditions. The Spina Bifida and Hydrocephalus Association of Ontario (SB&H), a registered charity, has been making a positive difference in the lives of individuals affected by spina bifida and/or hydrocephalus (sb/h) for over 35 years. Our programs and services respolid to the unique needs and many challenges brought on by these serious, disabling conditions. We are requesting that the City of Pickering once again declare June as Spina Bifida and Hydrocephalus Awareness Month. We enclose a sample declaration for your convenience. Again, thank you for making a difference through your proclamation and for considering this year's request. Sincerely, TO. Joan Booth , coQy 1 TO: Executive Director Encl. ~ f. CORR. FILE TAKE APPR. ACTION m0. ~C1 A~,e Spina Bifida & Hydrocephalus Association of Ontario 555 Richmond Street West, P.O. Box 103, Suite 1006, Toronto, Ontario. M5V 3B1 Phone 416-214-1056 . 800-387-1575 Fax 416-214-1446 E-mail: provincial@sbhao.on.ca • www.sbhao.on.ca • Char able Registration #10799 9310 RR0001 Minister Minlstn "6gu6s Responsible for aux Affaires des seniors personnes.igdes RECEIVED 74 CITv OF c PICKERING 5'" Floor, Mowat Bock 5' Stage, 8difice Mowat TToorrontS street WO, o ON M7A 1 L2 onto (Orttario) M7A 1 L2 MAY 12009 Tei: (416) 325-1660 T61: (416) 325-1660 Fax: (416) 325-1726 T616c: (416) 325-1726 Ontario CLERK'S DIVISION Dear Friend: June 2009 marks the 25'h anniversary of Seniors' Month in Ontario. This year's theme is "Creating Age-Friendly Communities". The theme celebrates Ontario's seniors and recognizes the tremendous contributions they make to our communities. Teamwork by local businesses, non-profit groups, municipalities and individual residents assists the creation of Age-Friendly Communities. To find out more about making your community age- friendly, please visit the Ontario Seniors' Secretariat website at www.ontarioleniors.ca. I encourage you to honour local seniors by attending and hosting events in your communities. Please let us know how you are planning to celebrate Seniors' Month so we can promote your event on our website calendar. You will find an Event Notice Form on our Seniors' Month 2009 pages at www.ontarioseniors.ca. Please also mark your calendars for June 15: World Elder Abuse Awareness Day. By wearing something purple that day, we will demonstrate that we are united in the belief that elder abuse cannot be tolerated. For more information,i visit the International Network for the Prevention of Elder Abuse website at www.inoea.n&"aad.html. The Ontario government is proud to celebrate 25 years of honouring our seniors. I look forward to hearing about the many ways you are celebrating seniors in your community this June. Thank you for your interest in honouring Ontario's seniors. Yours truly, ORIGINAL TO: . Aileen Carroll O: Minister FILE TAi;c APPR. AG 110N C) V-\. ~o Oec`a,cc i II 75 PICKER May 19, 2009 COMMITTEE REPORTS a) REPORT PD 2009-06 OF THE PLANNING &DEVELOPMENT COMMITTEE P & D Pages Blue 1. Director, Planning & Development, Report PD 17-09 1-130 Official Plan Amendment Application OPA 009-001/P (see attached memo from Amendment 18 to the Pickering Official Flan Director, Planning Informational Revision 15 & Development) City Initiated: Council's Recommendations of October 20, 2008 respecting the Duffin Heights Neighbourhood Environmental Servicing Plan Part of Lots 15 to 24, Concession 3 City of Pickering At the May 4, 2009 meeting of the Planning & Development Committee, several matters were raised relating to pedestrian connectivity, snow removal from rear lanes and undergrounding of hydro services. Please see attached memorandum from the Director, Planning & Development. (Refer to Council Agenda pages 78- 84) RECOMMENDATION 1. That Report PD 17-09 of the Director, Planning & Development on Official Plan Amendment Application OPA 09-0011P, Amendment 18 to the Pickering Official Plan, and Informational Revision 15 be received; 2. a) That Amendment 18 to the Pickering Official Plan, initiated by the City of Pickering, to implement Council's Recommendations respecting the Duffin Heights Environmental Servicing Plan, by: • refining the Open Space Systemj- Natural Areas to reflect an expanded natural heritage system; • replacing Urban Residential Areas - Low Density Areas designation with the Urban Residential Areas - Medium Density Areas designation for lands west of Tillings Road; • replacing the Urban Residential Areas - Low Density Areas designation with the Urban Residential Areas - Medium Density Areas designation i 76 and Open Space System - Natural Areas designation for lands south of Old Taunton Road; • replacing the Employment Areas - Prestige Employment designation with the Open Space System - Natural Area designation for lands north of Taunton Road; • adding the Open Space System- Active Recreational Areas in recognition of the Pickering Golf Course; • deleting the future Type "C" arteolal road crossings of the Ganatsekiagon Creek and Urfe Creek; • realigning the configuration of the future extension of Valley Farm Road, a Type "C" arterial road, easterly to connect to Brock Road; • replacing the future Type "C" arterial road network with a collector road network; and • revising policy 11.17- Duffin Hefghts Neighbourhood policies by: deleting redundant policies; adding minimum building height'requirements; adding monitoring, compensation/restoration, sustainability and cost sharing policies; and revising the Duffin Heights Neighbourhood population target from 9,500 to 2,500 persons at 2016; as set out in Attachment #1 to Appendix I to Report PD 17-09, be approved; b) That the Draft By-law to adopt Amendment 18 to the Pickering Official Plan, to implement Council's Recommendations respecting the Duffin Heights Environmental Servicing Plan as set out in Appendix I to Report PD 17-09 be forwarded to Council for enactment; 2. That Council adopt the Dufn Heigh, is Neighbourhood Development Guidelines, as set out in Appendix II to Report PD 17-09, as the City's strategy for detailed land use, urban design, transportation and stormwater in Duffin Heights; 3. That Council adopt Informational Revision 15 to Map 25 - Neighbourhood 15. Duffin Heights and Neighbourhood Population Projection updating roads, schools, parks and population, as set out in Appendix III to Report PD 17-09` for inclusion in the Pickering Official Plan; 4. That Council endorse the staff re$ponses to comments received respecting the proposed draft Official Plan amendment and draft Development Guidelines contained in Appendix IV - Table 1 - Responses to Comments Received on the Proposed Official Flan Amendment and Draft Development Guidelines; 5. That the Planning & Development Department in conjunction with the Municipal Property & Engineering Division prepare a detailed boulevard design for Brock Road through the puffin Heights Neighbourhood including 77 ~ouncil cost estimates and report back to to allow for consideration in the 2010 budget preparation; and 6. Further, that the City Clerk forward a copy of Report PD 17-09 to the Region of Durham, the Town of Ajax, the Toronto and Region Conservation Authority, and the Duffin Heights Landowners Group. 2. Committee of Adjustment Decision of April 15, 2009 Re: 618 Chiron Crescent RECOMMENDATION That the Council of the City of Pickering; instruct the City Clerk to appeal the decision of the Committee of Adjustment from April 15, 2009 to the Ontario Municipal Board where approval was granted for relief from Zoning By-law 3036 to permit the parking of a vehicle 3.2 metres high and 8.0 metres long whereas the By-law permits a maximum vehicle height of 2.6 metres and 6.7 metres long. I Call O~ I I i=KERI MEMO CAO To: Thomas E. Melymuk REcElveo ay 14, 2009 (Acting) Chief Administrative Officer FILE =oLLOw uP From: Neil Carroll FWD COPY CIRCULATE TO _ I Director, Planning & Development MAYOR COUNCIL 1 COUNCIL PKG CAO MGMT COM Copy: Chief Administrative Officer DIRECTORS OFFICE SUSTAINA Manager, Development Review I CORP SERV CLERK Principal Planner - Policy PLAN & DEV HUMAN RES OPER&EMERG I CUL & REC CU r Subject: Clarification Requests from the May 4, 2009 i` rfRe Planning & Development Committee meeting _MPEu , Amendment 18 to the Pickering Official Plan Revised Duffin Heights Guidelines The purpose of this Memorandum is to address several matters raised at the May 4, 2009 Planning & Development Committee meeting related to pedestrian connectivity, snow removal from rear lanes and undergrounding of hydro services. Further, subsequent correspondence from Duffin Moadows Cemetery and Sernas Associates has been received requesting changes to the policies in Amendment 18 for Duffin Heights. This memorandum also addresses the comments contained in those correspondences. Pedestrian Connectivity The Council endorsed Environmental Servicing Plans recommended designing collector and local roads using sustainable criteria (accommodating pedestrian, bike, and sidewalks on reduced rights-of-way where appropriate) to minimize the impacts on the natural heritage system and to increase land efficiencies. The recommended network of roads, sidewalks and multi-use trails is designed to: • maximize street connectivity within the neighbourhood; • minimize the use of cul-de-sac or crescent streets; • enhance pedestrian connectivity through the!Wmmunity and functionally connect residential areas to the Brock Road.Corridor, and • provide direct linkages to the neighbourhood. park, village greens, open space areas and future transit stops. In keeping with the neighbourhood objective of pedestrian connectivity, all streets are to accommodate sidewalks on both sides, except in limited circumstances. At the Special Planning & Development Committee Meeting last February, the road profiles that where shown had sidewalks on both sides. The 15.5 metre road profile was the exception as the reduced road width could not accommodate a sidewalk on both sides. The use of this road profile in Duffin Heights is expected where subdivision plan design, street function and abutting development justify the provision of a sidewalk on one side only, ~uch as a cul-de-sac or a short, secondary local street. 79 Correspondence dated May 13, 2009 was received from Mr. Bryce Jordan of Sernas Associates, on behalf of Mattamy Development Limited, requesting that sidewalks not be required on both sides of local streets as recommended in both thO Amendment and Development Guidelines. (see Attachment #2) In Mr. Jordan's opinion, sidewalks on both sides of the street do not encourage pedestrian movement any more than a sidewalk on one side) and the second sidewalk only serves to increase land consumption, development cost, long term replacement costs and stormwater runoff without measurable benefit. We have considered the comments made by Mr. Roger Miller at the Planning & Development Committee meeting and these comments and continue to strongly support the recommended policy that sidewalks be accommodated on both sides of local streets except in limited circumstances where justified. Such circumstances will be determined through the subdivision review process. Therefore, no changes to section 11.17(k)(viii) and section 11.17(k)(vi) are recommended. Snow Removal from Rear Laneways Residential developments with laneways are being proposed in Duffin Heights. The laneways will be reduced public right-of-ways whose primary purpose is to provide vehicular access to dwelling unit parking areas. The laneway right-of-way will be 8.5 metres with a travelled width of 5.5 metres. Municipal Property & Engineering advise that snow clearing and removal from laneways will require equipment and methods that are unconventional to the City's current practice on other City streets. Nonetheless, staff are prepared to clear and remove snow from laneways. Initial plowing will be accomplished by using the City's fleet of % ton pick-up trucks with plows. Staff will determine whether a "V" plow or conventional angle plow is most suitable. A reverse "V" plow may also be considered, and would have to be purchased. Snow would also have to be removed from laneways using either a front-end loader or snow blowers and dump trucks. Snow that is removed from the laneways would be sent to a snow storage area either within the subdivision or off-site. Undergrounding of Hydro Services - Staff has reviewed the request made at the Planning & Development Committee to consider revising section 11.17(k)(xiii) to require electrical transmission lines along Brock Road to be located underground. In considering this request, staff reviewed the provincial Electricity Act, 1998. Section 41(1) of that Act specifies that, "a transmitter or distributor may, over, under or on any public street or highway, construct or install such structure, equipment and other facilities as is considers necessary for the purpose of its transmission or distribution system including poles and lines". Accordingly, any City policy compelling the burial of hydro transmission lines under public roads would not be enforceable. While staff fully concur with the concept and action of burying transmission lines on Brock Road, in view of the legislation, staff do not recommend any changes to section 11.17(k)(xiii). May 14, 2009 Page 2 Clarification Requests From P & D Committee 80 Duffin Meadows Cemetery Correspondence dated May 1, 2009 was received from Bob Dragicevic on behalf of the Duffin Meadows Cemetery regarding Report PD 17-09. Ai copy of the correspondence was circulated to Council for information. Staff met with Mr. Dragicevic on May 12, 2009 to discuss the following issues with respect to the recommended Amendment and revised Development Guidelines: • a separate land use category or site-specific recognition for the cemetery lands in the proposed Official Plan amendment; • the deletion of section 2.1.9.3 in the revised puffin Heights Development Guidelines dealing with a potential public trail on the cerlnetery lands; and • treatment of the north edge conditions to the cemetery (in relation to abutting development). Upon further review of the comments provided and to avoid a potential Ontario Municipal Board hearing, staff is recommending that Council adopt a new policy exception to the Open. Space System - Natural Areas designation to recognize the Duffin Meadows Cemetery (see Attachment #1). A further policy revision is being recommended to enhance protection of existing properties from new development proposals, at edge conditions. Staff does not support the inclusion of specific protection policies referencing the Duffin Meadows Cemetery. There are other properties in Duffin Heights such as the Devi Mandir Temple that also require consideration. Consequently, staff is recommending a more general revision to enhance section 11.17(k)(i) to ensure that impacts from new development on existing development are minirnized through the use of other Planning Act tools such as site plan review and plan of subdivision approval (see Attachment #1). After further discussion with Mr. Dragicevic, the request to delete section 2.1.9.3 regarding trails through the cemetery lands in the revised Development Guidelines has subsequently been withdrawn. Should Council concur with staff's recommended policy revisions to Amendment 18 to the Pickering Official Plan, the following motion needs to be moved: that PD 17-09 be pulled; and - that Council endorse Attachment 1 to the Memorandum from Director, Planning & Development, dated May 14, 2009. GM:ld J:Vmc9r*WIEast Damn Area%amndm urinal amendmerAW@motoCAO - msy=91.doc Attachments May 14, 2009. Page 3 Clarification Requests From P & D Committee I I 81 ATTACHMENT 1 That Council add a new Section 11.17(o) and renumber the remaining sections as follows: "(o) despite section 3.5 (a) and Table 3 of Chapter 3, permit the establishment of a cemetery, mausoleum, columbarium, visitation centre, chapel and reception facility, funeral establishment, crematorium, and related buildings and structures for the existing zoned Duffrn Meadows Cemetery located east of Brock Road that are designated Open Space System - Natural Areas;" That Council revise Section 11.17(k)(i) as follows: "(i) where development proposals abut existing uses expected to remain in the long-term, the following matters shall be addressed: • mitigation measures such as gradiog, tree preservation and edge protection; • implementation of the above measures through conditions of draft plan approval, zoning bylaw amenglments, site plan approvals and other Planning Act tools, and • consultation with the adjacent landowner(s) prior to approval of the implementation measures set out above;" ,I I Attachment ~ Z SWRNAS ASSOCIATES A Member of The Sera; Group inc. 110 Scotia Court T-905.686.6402 Unit 41 F-905.432.7877 Whitby, ON sernas.com Lt N 8Y7 May 13, 2009 City of Pickering 1 The Esplanade Pickering, Ontario L1 V 5K7 Attention: Mr. Grant McGregor, MCIP, RPP Principal Planner - Policy Municipal Engineering Services ❑ear Sir: Land Development Planning Development Management Re: Official Plan Amendment File OPA 09-001/P Duffin Heights ESP Implementation Water Resources Management Comments on Behalf of Acoustical Engineering Mattamy Development (Brock Road) Limited Geomorphic & Environmental Sciences City of Pickering Transportation Planning Our Proiect No. 04566 On April 13, 2009 we provided, by letter, a number of comments on the Draft Official Plan Amendment (OPA) for the subject file. We subsequently received from your department, via fax, a summary chart of " all comments received to the OPA (including ours) with a description of how Staff had addressed them in the revised OPA document. We are appreciative of the effort taken by Staff to 'eep us informed. However, we were not in a position to review all of the precise wording changes to the proposed policies until the full report was published last week. Now that we have been able:to complete such a review, we have become aware that former policy 11.17 (h) (iii) dealing with local street right-of-way widths less than 20.Om has been completely re-written. The new policy (11.17 (k) (vi) and (vii)) now addresses local street widths by reference to the number of sidewalks on the street. When read in conjunction with the Duffin Heights Development Guidelines, the policy will permit a 17.0m local street right-of- way with sidewalks on both sines of the street and a 15.5m local street right- of-way with a sidewalk on only one side of the street. This is in accordance with our understanding of the recommendations of the Environmental Servicing Plan. The intent regarding local street cross-sections has not changed from the Draft OPA phesented at the Public Meeting. What has changed is a new policy direction that local streets accommodate sidewalks on both sides of the, street and that sidewalks on one side may be permitted only "in limited circumstances... where justified by the design plan, street function and abutting development." 21 i 83 City of Pickering . Mr. Grant McGregor, MCIP, RPP May 13, 2009 Page 2 In our opinion, the priority should be given to sidewalks only on one side of local streets. Sidewalks are omly needed on both sides of a local street where: (1) traffic volume is so high as to make crossing the street to and from the sidewalk at least uncpmfortable (this typically is only on arterials and collectors); or (2) where the intensity of land uses abutting the street requires sidewalks on both sides. In all other cases the provision of sidewalks on both sides of the street do not encourage pedestrian movement any more than a sidewalk on one side. Furthermore, the second sidewalk only serves to increase land consumption, development costs, long term replacement costs and stormwater runoff without any measurable benefit. Although we believe there should be a priority placed on sidewalks on one side of a local street over twos sides, we would suggest that the determination of this matter should be on a case-by=case basis through the subdivision approval process. The Official Plan should provide the basis for making such decisions at the subdivision approval stage. In this regard we agree with the criteria to be applied as set in the current policy. It is our recommendation that policy 11.17 (k) (vii) be deleted and the third bullet under 11.17 (k) (vi) be rOplaced with the following: the street width acpcommodates the appropriate number of sidewalks (i.e. on either one side or both sides bf the street) based upon the design of the plan, street function and abutting development' In order to provide consistency between planning documents, the Duffin Heights Development guideline should also be amended by deleting the third paragraph in Section 5.0 (page 31). ...3i Attachment f ~ 84 City of Pickering Mr. Grant McGregor, MCIP, RPP May 13, 2009 Page 3 Should you have any questions, please do not hesitate to contact the undersigned. Yours truly, SERNAS ASSOCIATES r rdan, M , RPP Principal, Plan g Manager BLJ/br cc: City of Pickering, Attn: Ms. C. Rose, Ms. L. Taylor Mattamy Development (Brock Road) Limited, Attn: Mr. R. Miller i I I i I o~ 8-5- May 19, 2009 COMMITTEE REPORTS b) REPORT EC 2009-05 OF THE EXECUJIVE COMMITTEE Executive Pages Buff 1. Director, Corporate Services & Treasurer, Report CS 13-09 1-79 Historical/Architectural Designation -Greenwood Schoolhouse. 3540 Westney Road RECOMMENDATION 1. That Report CS 13-09 of the Director, Corporate Services & Treasurer be received; 2. That Council endorse the recommendation of the Heritage Pickering Advisory Committee for designation of the Greenwood Schoolhouse; 3. That the City Clerk be authorized to begin procedures to have the Greenwood Schoolhouse municipajlly known as 3540 Westney Road, designated under Part IV of the Ontario Heritage Act; 4. That the City Clerk draft and forwa(d an appropriate `Notice of Intent to Designate' to the owners of the property, the Ontario Heritage Foundation, and the local newspaper; and 5. Further, that the City Clerk be directed to draft the necessary by-law together with the reasons for designation for Council approval. 2. Director, Operations & Emergency Services, Report OES 26-09 80-87 Fairport Road Traffic Calming Plan -Implementation of Staff Generated Plan RECOMMENDATION 1. That Report OES 26-09 of the Director, Operations & Emergency Services be received; 2. That Council recognize that the compromised solution presented by representatives from the Citizens Croup for Traffic Calming on Fairport Road and a group representing the residents in opposition was not a consensus solution which meets the needs of all residents; 86 3. That Council approve the staff-recommended traffic calming plan for Fairport Road as set out in Attachment #3 to this report and direct staff to notify residents on the project mailing list; 4. That the recommended traffic calming plan set out as Attachment #3 be amended to include flashing beacon lights to be added to signage at the pedestrian crossing located near the park and that two additional road watch logos and signs be included in the plan; and 5. That Council authorize staff to impllement the staff-recommended plan in 2009. 3. Director, Operations & Emergency Services, Report OES 17-09 88-102 Corporate Energy Management Progranfi -Status Report on Current and Planned I1nitiatives RECOMMENDATION 1. 'That Report OES 17-09 from the Director, Operations & Emergency Services be received for information; 2. That staff be directed to continue their efforts towards developing a long term Corporate Energy Management Strlategy; 3. That staff further be directed to continue their efforts towards implementation of energy savings measures as identified in the audit of the Recreation Complex undertaken by I.B. Storey Associates; 4. That staff make arrangements to uodertake additional energy audits at all- main City facilities to best determine future potential energy savings measures; 5. That the above works be undertaken with appropriate budget approvals as required; and 6. That staff report back to Council on a regular basis to provide status updates on progress. 4.. Director, Operations & Emergency Services, Report OES 19-09 103-109 Gingerbread Co-operative Nursery School (Pickering) Inc. -Licence Agreement Renewal RECOMMENDATION 1. That Report OES 19-09 of the Director, Operations & Emergency Services be received; and 87 2. That the Mayor and City Clerk be uthorized to execute a Licence Renewal Agreement to which the Gingerbread Co-operative Nursery will be permitted to continue to operate a cooperative nursery program at Westshore Community Centre from April 1, 20109 to March 31, 2012, that is in the form and substance acceptable to the Director, Operations & Emergency Services and the Chief Administrative Officer. 5. Director, Operations & Emergency Services, Report OES 20-09 110-124 The Claremont Lions Club -Management Agreement Renewal RECOMMENDATION 1. That Report OES 20-09 of the Director, Operations & Emergency Services be received; and 2. That the Mayor and Clerk be authorized to execute a management agreement renewal to which the Claremont Lions Club will be permitted to continue to provide certain management services to the City at the Claremont Community Centre from April 1, 2009 to March 31, 2012, that is in form and substance acceptable to the Director, Operations & Emergency Services and the Chief Administrative Officer. 6. Director, Operations & Emergency Services, Report OES 21-09 125-135 Horizon House, Where Heaven and Earth Meet -Lease Renewal Agreement RECOMMENDATION 1. That Report OES 21-09 of the Director, Operations & Emergency Services be received; and 2. That the Mayor and the Clerk be authorized to execute a lease renewal agreement to which Horizon Houses will be permitted to continue to use the Greenriver Community Centre for the purposes of a church, church socials and religious education from April 1;, 2009 to March 31, 2010, that is in the form and substance acceptable to the Director, Operations & Emergency Services and the Chief Administrative Officer. 7. Director, Operations & Emergency Services, Report OES 23-09 136-141 All-Way Stop Controls, Front Street at Commerce Street -Amendment to By-law 6604/05 RECOMMENDATION s II ~ 88 1. That Report OES 23-09 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and 2. That the attached draft by-law be enacted to amend Schedules "6" and `7" to By-law 6604/05 to provide for the regulation of traffic on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering. 8. Director, Operations & Emergency Services, Report OES 25-09 142-147 No Stopping By-law, Sandy Beach Road (See revised by-law -Amendment to By-law 6604/05 page 199-200) RECOMMENDATION 1. That Report OES 25-09 of the Director, Operations & Emergency Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and 2. That the attached draft by-law be enacted to amend Schedule "1" to By-law 6604/05 to provide for the regulation of stopping on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. 9. Director, Corporate Services & Treasurer, Report CS 04-09 148-155 2009-2011 Internal Audit Work Plan RECOMMENDATION That Report CS 04-09 of the Director, Corporate Services & Treasurer regarding the 2009 - 2011 Internal Audit Work Plan be received for information. 10. Director, Corporate Services & Treasurer, Report CS 09-09 156-158 2008 Building Permit Stabilization Reserve Fund RECOMMENDATION That Report CS 09-09 of the Director, Corporate Services & Treasurer regarding the 2008 Building Permit Stabilization Reserve Fund be received for information. 11. Director, Corporate Services & Treasurer, Report CS 10-09 159-168 Investment Portfolio Activity for the yeariEnded December 31, 2008 RECOMMENDATION That Report CS 10-09 of the Director, Corporate Services & Treasurer regarding Investment Portfolio Activity for the yearlended December 31, 2008 be received for information. j 89 12. Director, Corporate Services & Treasurejr, Report CS 11-09 169-175 2009 Annual Repayment Limit for Debt and Financial Obligations RECOMMENDATION That Report CS 11-09 of the Director, Corporate Services & Treasurer regarding the 2009 Annual Repayment Limit for Debt and Financial Obligations be received for information. 13. Director, Corporate Services & Treasurer, Report CS 12-09 176-178 Section 357/358 of the Municipal Act - ustment to Taxes RECOMMENDATION 1. That Report CS 12-09 of the Director, Corporate Services & Treasurer be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. i qty o~ , 90 May 19, 2009 NEW AND UNFINISHED PAGES 1. Director, Corporate Services & Treasurer, iReport CS 15-09 100-135 2009 Current and Caoital Budgets RECOMMENDATION 1: That Report CS 15-09 of the Director, Corporate Services & Treasurer be approved; 2. a) That the 2009 Current Budget expenditure for personnel expenditures, consisting of salaries and wages (Account 1100), overtime (Account 1200) and employer contribution1 (Account 1400), in the total amount of $39,915,363 be approved; b) That the 2009 Gross Current Budget expenditures for City purposes in the amount of $31,314,541 (that' excludes personnel expenditures and includes capital expenditures from current revenues in the amount of $2,484,452); less estimated current operating revenues of $25,969,347 and transfer from the Rate StaOilization Reserve of $2,912,338 and transfer from the Economic Sttabilization Reserve of $405,000 be approved; c) That *the total levy under a) and b) above which results in a net overall levy for City Operations of $41,943,218 which is approximately a 3.53% increase over 2009, be approved; 3. a) That Council approve the revised financing for Toy Ave. by cancelling the unspent funds previously approved in the 2007 and 2008 capital budgets (Account 5320.0824 and 5410.0703) and costs incurred and funding of approximately $9,500 be transferred to the 2009 project (Account 5320.0910); b) That contingent upon the Intake Tiwo (BCF - Communities Component) application for Toy Ave. filed May 1, 2009, being accepted, Council approve the gross expenditure of $1,050,000 with financing from Federal and Provincial Governments of $350,000 each and the remainder from Federal Gas Tax Reserve Fund ($175,000) and Move Ontario Reserve ($175,000); i 91 i 4. That Council approve,the more detailed prdject scope for Frenchman's Bay Master Plan - Phase One by cancelling thle 2008 capital project (Account 5410.0805) and approving the 2009 project (Account 5410.0905); 5. a) That the 2009 Capital Budget as submitted to the Executive Committee meeting of May 7, 2009 be amended to reflect the addition of the following capital projects: Costs Fundino 401 Ped. Bridge $10,000,000 Fed./Prov. $10,000,000 Glenanna Rd. 850,0100 Fed./Prov. 566,950 Debt 283,050 Whitevale Bridge 800,000 Fed./Prov. 533,600 Debt 266,400 Accessibility Improvements 17,400 Fed. 17,400 Total 11.667.4 b) That the 2009 Capital Budget as submitted to the Executive Committee meeting of May 7, 2009 be amended to provide for the following two projects, totalling $2,820,000, being advanced from the future concept planning phase to construction by adding them to the 2009 Capital Budget, dependent upon Federal (RInC) andi Provincial (Ontario REC) funding: Don Beer Arena Rehabilitation and Q=0001 Refurbishment with funding as follows: Federal/Provincial RInC Grants $1,680,000 Federal Gas Tax Reserve Fund 420,000 Community Contribution (Don Beier Res.) 100,000 Debt. 320,000 Total Funding $2,520,000 Kinsmen Park Field House with funding as $300,000 follows: Federal Grants $100,000 Provincial Grants 100,000 Provincial Grant - Invest in Ontario 50,000 Federal Gas Tax 50,000 Total Funding $300,000 c) That the 2009 Capital Budget for the,, City of Pickering with a Gross Expenditure of $16,955,617 be amended to reflect the additional capital budget projects in recommendation $a) of $11,667,400 and 5b) of $2,820,000 for a revised capital budget of $31,443,017, be adopted as amended; 92 d) That the following capital financing ;sources be approved as presented in the amended 2009 Capital Budget: Transfer from Current Fund to Capital Fund $2,484,452 Transfers from Reserves: - Don Beer Arena (7033) 118,000 - Rec Complex Pool Reserve (7035) 12,500 - Move Ontario Reserve (7043) 300,000 - Cap Mtce and Mgmt Systems(7045) 60,000 Transfers from Reserve Funds - Development Charges 1,267,800 - Parkland Development (75012) 30,000 - Federal Gas Tax Funds (7505) 2,532,000 - City Share Dev. Charges Projects (7022) 714,365 -Third Party Contribution (7501) ` 200,000 - Storm water (7611) 46,000 Debt - 5 yr 495,000 Debt -10 yr 6,639,450 Federal and Provincial Grants - 401 Bridge 10,000,000 Federal and Provincial Grants - Don Beer Arena Rehabilitation - (RInC) & (Ont Rec) 1,680,000 Federal and Provincial Grants - Kinsmen Park Field House - (RInC) & (Ont Rec) 200,000 Federal Grant (1610) 845,275 Federal Grant - Enabling Access, 17,400 Provincial Grants (1623) 3,103,275 Waterfront Toronto 500,000 Donations (1592) 197,500 TOTAL 31.443.017 e) That total external debt financing of $7,134,450 for the projects identified in the 2009 Capital Budget, and as indicated in this report, in the amount of $495,000 for a period not to exceed 5 years and $6,639,450 for a period not to exceed 10 years; i 93 f) That projects identified in the 2009 apital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financing by Council; g) That any debt repayment, interest or financing provisions contained in the annual Current Operating Budget not used in the current year's payments requirements may, at the discretion of the Director, Corporate Services & Treasurer, be used to apply towards additional principal repayment, outstanding loan or debt charges or to reduce debt, internal loans or any other amounts to be financed; h) That all Capital expenditures or portions thereof, approved in the 2009 Capital Budgets to be financed through the issuance of debt, may, at the discretion of the Director, Corporate !Services & Treasurer, be financed through internal loans, dealer financing, current or capital funds or a combination thereof; i) That the Director, Corporate Services & Treasurer be authorized at his discretion to apply any excess funds raised from completed internal loans projects to first repay the original internal loans, and secondly to reduce or replace budgeted internal loans or debts; j) That the Director, Corporate Services & Treasurer be authorized at his discretion to apply any excess funds'through the issuance of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; 6. That the Director, Corporate Services & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 in the following ratio: 30% to the Rate Stabilization Reserve and 70% to the City Share DC Projects Reserve; b) Any funds necessary from the Rate Stabilization Reserve in order to ensure that the Current Budget results in a year end surplus of no less than $125,000; c) Any portion of the annual Veridian Dividend not required to be recognized in revenue to meet expenditures be transferred to the Economic Stabilization Reserve; 7. a) That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, in order to ensure that the budget plan accommodates any ireallocation of 2009 current operating expenditures and revenues resulting from any reorganization and any adjustment in taxes or tax rates due: to Provincial and Regional tax policy changes; i 94 b) That any new additional Provincial and Federal Government funding announcements for municipalities in the form of grants or new taxing authority/powers be applied to future Current and Capital budgets unless otherwise approved by Council; 8. That any under expenditures from projects funded from Federal or Provincial Grants may be used to fund over expenditures for approved projects funded from the same source(s); 9. a) That Council approve the establishment of the Operations Centre Reserve Fund where all proceeds from future land sales associated with Duffin Heights be allocated to this reserve fund and all expenditures associated with the establishment of the new operations centre be funded from this reserve fund; b) That Council pass the attached by-law to give effect to the foregoing; c) That any revenue resulting from the disposition of land or buildings, other than Duffin Heights, be transferred to the Capital Equipment Reserve; 10. That the Director, Corporate Services & Treasurer be authorized at his discretion to close any prior year's capital project accounts, and to first apply any excess funding to any over expenditure in other capital accounts and to secondly transfer any remaining excess funding back to the original source of the funds; 11. That the Director, Corporate Services & Treasurer be authorized to: a) Undertake transactions in the spot or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; b) Enter into leases or rental agreements for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periodls of increased need (eg. Inclement weather); 12. That Council pass the attached General Municipal Fees and Charges By-law which provides for the fees and charges that are incorporated into the 2009 Current Budget; 13. That the Director, Corporate Services & Treasurer be authorized to adjust, where appropriate, the per kilometre travel expense reimbursement rate during the year in order to maintain a reasonable level of reimbursement with any increase in cost being met from under expenditures in other accounts; 95 14. That Council adopt the following Budget Guidelines for the development and presentation of the 2010 budget; a) That there be no new full or part-time positions, or increase in part-time hours unless these additional c9sts are offset by additional program revenues, reduced expenditures or is mandated by Federal or Provincial legislation, or additional staffing is due to health and safety or LTD accommodations; b) That there may be no new, enhanced or expanded current or capital budget programs; c) That the 2010 budget be developed based on a "restricted use of debt;" 15. That the Director, Corporate Services & Treasurer be authorized to initiate any assessment appeals necessary to protect the assessment base of the City; 16. That the Director, Corporate Services i& Treasurer be authorized to execute the buy out provision in the lease for the Trackless sidewalk snow plough as provided for in the 2009 Capital Budget for Property Maintenance (Account 5311.0901); and, 17. That the appropriate staff of the City of Pickering be given authority to give effect thereto. 2. Director, Corporate Services & Treasurer, Report CS 19-09 136-143 2009 Tax Rates for all Classes of Property and Final Tax Due Dates for all Realty Tax Classes Except for Commercial; Industrial & Multi-Residential Realty Classes RECOMMENDATION 1. That Report CS 19-09 of the Director, Corporate Services & Treasurer be received; 2. That the 2009 Residential tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2009 and September 28, 2009 excluding the industrial, multi-residential and commercial realty tax classes; 4. That the attached By-law providing for the imposition of the tax rates approved under Recommendation 1 above, be read three times and approved; i 96 5. That the Director, Corporate Services Treasurer be authorized to make any changes or undertake any actions necessary, including altering due dates, in order to ensure the tax billing process is completed; 6.. That the Director, Corporate Services & Treasurer be authorized to make any changes to the final tax rates to comply with Provincial regulations; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 3. Director, Operations & Emergency Service, Report OES 10-09 144-157 Information Technology (IT) Server Room -HVAC Upgrades - Pickering Civic Complex -Tender No. T-5-2009 RECOMMENDATION 1. That Report OES 10-09 of the Director,i Operations & Emergency Services regarding Tender No. T-5-2009 for the Information Technology (IT) Server Room HVAC Upgrades, Pickering Civic Complex be received; 2. That Tender No. T-5-2009 submitted b~ Mack Mechanical Solutions, Inc. in the total tendered amount of $138,957.00 (GST included) be accepted; 3. That the total gross project cost of $170,467.00 (GST included) and a net project cost of $162,340.00 including thle total tendered amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to fund the project in the amount of $162,340.00 by a transfer from the Federal Gas Tax Reserve Fund; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 4. Director, Operations & Emergency Services,Report OES 27-09 158-164 Quotation No. Q-12-2009 -Quotation for Drainage Improvements on ftilington & Victoria Street RECOMMENDATION 1. That Report OES 27-09 of the Director,' Operations & Emergency Services regarding the Drainage Improvements on Wellington & Victoria Street be received; 97 2. That Quotation Q-12-2009 submitted Icy Elirpa Construction & Materials Limited for the Drainage Improvements On Wellington & Victoria Street in the amount of $87,495.80 (GST included) be accepted; 3. That the total gross project cost of $105,000 (GST included) including the quotation amount and other associated costs and the total net project cost of $100,000 be approved; 4. That the total net project costs of $100;000 be funded from the Federal Gas Tax Reserve Fund; 5. That Council authorize the Director, Corporate Services & Treasurer 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 hereto. 5. Director, Operations & Emergency Services, Report OES 16-09 165-174 Tender no. T-6-2009 -Tender for Waterfront Trail - Western Gateway Project RECOMMENDATION 1. That Report OES 16-09 of the Director,: Operations & Emergency Services regarding the Waterfront Trail - Western Gateway Project be received; 2. That Tender T-6-2009 submitted by Pacific Paving for the Waterfront Trail- Western Gateway Project in the amount of $836,653.12 (GST included) be accepted; 3. That the total gross project cost of $1,061,550 (GST included) including the tender amount and other associated costs and the total net project cost of $1,011,000, which includes prior years design cost of $86,000, be approved; 4. that Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of up to $500,000 by a contribution from the Waterfront Toronto; b) the sum of $85,000 to be funded from property taxes; c) the sum of $340,000 to be funded from a transfer from the Federal Gas Tax Reserve Fund; d) any unfunded balance be financed from current funds; 5. That Council authorize the Director, Corporate Services & Treasurer to take any actions necessary in order to effect the foregoing; and 98 6. That the appropriate City of Pickering ~fficials be authorized to take necessary action to give effect hereto. 6. Director, Operations & Emergency Services; Report OES 29-09 175-183 Quotation No. Q-23-2009 Supply & Delivery of Articulated Variable Hqrse Power Motor Grader RECOMMENDATION 1. That Report OES 29-09 of the Director, Operations & Emergency Services be received; 2. That Q-23-2009, as submitted by Nortrox for the supply and delivery of (1) one 2009 John Deere 870G Articulated Motor Grader.in the amount of $258,736.10 (PST and GST included) be accepted; 3. The total gross purchase cost of $258,736.10 (GST & PST included) and net purchase cost of $247,287.60 be approved; 4. That council authorize the Director, Corporate Services & Treasurer to finance the supply and delivery of the articulated Motor Grader in the amount of $247,287.60 as follows: a) that the sum of $ 245,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed (5) five years, at a rate to be determined b) the balance sum of $2,287.60 to be funded from the 2009 Current Budget c) the annual repayment charges in the amount $ 55,035 be included in the annual Current Budget for the City of Pickering, commencing in 2010 and continuing thereafter until the loan is repaid; and any financing cost to be paid out of the Current Budget; d) the Director, Corporate Services & Treasurer has updated the City's 2009 Annual Repayment Limit and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario and would not cause the City to exceed the updated limit, and therefore, Ontario Municipal Board approval is not required prior to City Council's authorization; e) undertake the financing of this project or portions-thereof that cannot be accommodated through the foregoing through internal loans, Infrastructure Ontario - OSIFA Loan Program, or a financial institution offering long term financing under similar terms and conditions; f) the Treasurer be authorized to take any actions necessary to effect the foregoing i j 99 5. That the Director, Corporate Services Treasurer be authorized to apply any excess proceeds raised to other capital projects for which long-term financing is required, as is permitted under the Municipal Act, 2001; 6. That the draft by-law attached to this report be enacted; and 7. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. 7. Director, Operations & Emergency Services, Report OES 30-09 184-191 Pickering Museum Village -Brougham Central Hotel Restoration -Tender No. T-9-2009 RECOMMENDATION 1. That Report OES 30-09 of the Director,; Operations & Emergency Services regarding Tender No. T-9-2009 for the Pickering Museum Village, Brougham Central Hotel Restoration be received; 2. That Tender 'No. T-9-2009 submitted by Nashid Construction Corp. in the total tendered amount of $189,000 (GST included) be accepted; 3. That the total gross project cost of $243,600 (GST included) and a net project cost of $232,000 including the total tendered amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to take any actions necessary in order to effect; the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. i i cay REPORT TO COUNCIL PICKERING, Report Number: CS 15-09 Date: May 19, 2009100 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2009 Current and Capital Budgets Recommendation: 1. That Report CS 15-09 of the Director, Corporate Services & Treasurer be approved; 2. a) That the 2009 Current Budget expenditure for personnel expenditures, consisting of salaries and wages (Account 1100), overtime (Account 1200) and employer contributions (Account 1400), in the total amount of $39,915,363 be approved; b) That the 2009 Gross Current Budget expenditures for City purposes in the amount of $31,314,541 (that excludes personnel expenditures and includes capital expenditures from current revenues in the amount of $2,484,452); less estimated current operating revenues of $25,969,347 and transfer from the Rate Stabilizk tion Reserve of $2,912,338 and transfer from the Economic Stabilization Reserve of $405,000 be approved; c) That the total levy under a) and b) above which results in a net overall levy for City Operations of $41,943,2181 which is approximately a 3.53% increase over 2009, be approved; 3. a) That Council approve the revised financing for Toy Ave. by cancelling the unspent funds previously approved in the 2007 and 2008 capital budgets (Account 5320.0824 and 5410.0700) and costs incurred and funding of approximately $9,500 be transferred to the 2009 project (Account 5320.0910); b) That contingent upon the Intake Two (BCF - Communities Component) application for Toy Ave. filed May 1., 2009, being accepted, Council approve the gross expenditure of $1,050,000 with financing from Federal and Provincial Governments of $350,000 each and the remainder from Federal Gas Tax Reserve Fund 75,000) and Move Ontario Reserve ($175,000) ; Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 2 4. That Council approve the more detailed project scope for Frenchman's Bay Master Plan - Phase One by cancelling the 2008 capital project (Account 5410.0805) and approving the 2009 project (Account 5410.0905); 5. a) That the 2009 Capital Budget as submitted to the Executive Committee meeting of May 7, 2009 be amended to reflect the addition of the following capital projects: Cogs Funding 401 Ped. Bridge $10,001,0,000 Fed./Prov. $10,000,000 Glenanna Rd. 8510,000 Fed./Prov. 566,950 Debt 283,050 Whitevale Bridge 800,000 Fed./Prov. 533,600 Debt 266,400 Accessibility Improvements 17,400 Fed. 17,400 Total 11.667.400 $11.667.400 b) That the 2009 Capital Budget as submitted to the Executive Committee meeting of May 7, 2009 be amended to provide for the following two projects, totalling $2,820,000, being advanced from the future concept planning phase to construction by adding them to the 2009 Capital Budget, dependent upon Federal (RInC) and Provincial (Ontario REC) funding: Don Beer Arena Rehabilitation and 2 2 Refurbishment with funding as follows: Federal/Provincial RInC Grants $1,680,000 Federal Gas Tax Reserve Fund 420,000 Community Contribution (Don Beer Res.) 100,000 Debt 320.000 Total Funding $2,520,0Q0 Kinsmen Park Field House with funding as $0 QQ follows: Federal Grants $100,000 Provincial Grants 100,000 Provincial Grant - Invest in Ontario 50,000 Federal Gas Tax 50.000 Total Funding $30T c) That the 2009 Capital Budget for the City of Pickering with a Gross Expenditure of $16,955,617 be amended to reflect the additional capital budget projects in recommendation 5a) of $11,667,400 and 5b) of $2,820,000 for a revised capital budget of $31,443,017 be adopted as amended; Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 3 d) That the following capital financing sources be approved as presented in the amended 2009 Capital Budget: Transfer from Current Fund to Capital Fund $2,484,452 Transfers from Reserves: - Don Beer Arena (7033) 118,000 - Rec Complex Pool Reserve) (7035) 12,500 Move Ontario Reserve (7040) 300,000 - Cap Mtce and Mgmt Systems(7045) 60,000 Transfers from Reserve Funds - Development Charges 1,267,800 - Parkland Development (7502) 30,000 - Federal Gas Tax Funds (7505) 2,532,000 - City Share Dev. Charges Projects (7022) 714,365 - Third Party Contribution (7501) 200,000 - Storm water (7611) 46,000 Debt - 5 yr 495,000 Debt - 10 yr 6,639,450 Federal and Provincial Grants 401, Bridge 10,000,000 Federal and Provincial Grants - Don Beer Arena Rehabilitation - (RInC) & (Ont Rec) 1,680,000 Federal and Provincial Grants - Kinsmen Park Field House - (RInC) & (Ont Rec) 200,000 Federal Grant (1610) 845,275 Federal Grant - Enabling Access. 17,400 Provincial. Grants (1623) 3,103,275 Waterfront Toronto 500,000 Donations (1592) 197.500 'TOTAL 31.443.017 e) That total external debt financing of $7,134,450 for the projects identified in the 2009. Capital Budget, and as indicated in this report, in the amount of $495,000 for a period not to exceed 5 years and $6,639,450 for a period not to exceed 10 years; Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 4 f) That projects identified in the 2000 Capital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financingiby Council; g) That any debt repayment, interest ' or financing provisions contained in the annual Current Operating Budget.not used in the current year's payments requirements may, at the discretion of the. Director, Corporate Services & Treasurer, be used to apply towards additional principal repayment, outstanding loan or debt charges or to reduce debt, internal loans or any other amounts to be financed; h) That all Capital expenditures or portions thereof, approved in the 2009 Capital Budgets to be financed through the issuance of debt, may, at the discretion of the Director, Corporate Services & Treasurer, be financed through internal loans, dealer financing, current or capital funds or a combination thereof; i) That the Director, Corporate Services & Treasurer be authorized at his discretion to apply any excess funds raised from completed internal loans projects to first repay the original internal loans, and secondly to reduce or replace budgeted internal loans oridebts; j) That the Director, Corporate Services & Treasurer be authorized at his discretion to apply any excess funds through the issuance of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; 6. That the Director, Corporate Services & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 in the following ratio: 30% to the Rate Stabilization Reserve and 70% to the City Share DC Projects Reserve; b) Any funds necessary from the Rats Stabilization Reserve in order to ensure that the Current Budget results in a year end surplus of no less than $125,000; c) Any portion of the annual Veridian Dividend not required to be recognized in revenue to meet expenditures be transferred to the Economic Stabilization Reserve; 7. a) That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, in order to ensure that the budget plan accommodates any reallocation of 2009 current operating expenditures and revenues resulting from any reorganization and any adjustment in taxes or tax rates duo to Provincial and Regional tax policy changes; i Report CS 15-09 May 1,9, 2009 Subject: 2009 Current and Capital Budgets Page 5 104 b) That any new additional Provincial and Federal Government funding announcements for municipalities in the form of grants or new taxing authority/powers be applied to future Current and Capital budgets unless otherwise approved by Council; 8. That any under expenditures from projects funded from Federal or Provincial Grants may be used to fund over expenditures for approved projects funded from the same source(s); 9. a) That Council approve the establishment of the Operations Centre Reserve Fund where all proceeds from future land sales associated with Duff in Heights be allocated to this reserve fund and all expenditures associated with the establishment of the new operations centre be funded from this reserve fund; b) That Council pass the attached by+law to give effect to the foregoing; c) That any revenue resulting from the disposition of land or buildings, other than Duff in Heights, be transferred to the Capital Equipment Reserve; 10. That the Director, Corporate Services & Treasurer be authorized at his discretion to close any prior year's capital project accounts, and to first apply any excess funding to any over expenditure in other capital accounts and to secondly transfer any remaining excess funding ba0k to the original source of the funds; 11. That the Director, Corporate Services & Treasurer be authorized to: a) Undertake transactions in the spot,or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; b) Enter into leases or rental agreements for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (eg. Inclement weather), 12. That Council pass the attached General Municipal Fees and Charges By-law which provides for the fees and charges that are incorporated into the 2009 Current Budget; 13. That the Director, Corporate Services & Treasurer be authorized to adjust, where appropriate, the per kilometre travel expense reimbursement rate during the year in order to maintain a reasonable level of reimbursement with any increase in cost being met from under expenditures io other accounts; Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 6 10 14. That Council adopt the following Budget Guidelines for the development and presentation of the 2010 budget; a) That there be no new full or part-tiime positions, or increase in part-time hours unless these additional costs are offset by additional program revenues, reduced expenditures or is mandated by Federal or Provincial legislation, or additional staffing is due to health and safety or LTD accommodations; b) That there may be no new, enhanced or expanded current or capital budget programs; c) That the 2010 budget be developed based on a "restricted use of debt;" 15. That the Director, Corporate Services & Treasurer be authorized to initiate any assessment appeals necessary to protect the assessment base of the City; 16. That the Director, Corporate Services & Treasurer be authorized to execute the buy out provision in the lease for the Trackless sidewalk snow plough as provided for in the 2009 Capital Budget for Property Maintenance (Account 5311.0901); and, 17. That the appropriate staff of the City of Pickering be given authority to give effect thereto. Executive Summary: Not applicable Financial Implications: At the Executive Committee meeting on May 7, 2009, the following changes were made to the draft Current and Capital Budgets: i Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 7 106 Current Budget Changes General Government Section Grants: Ribfest Event $5,000 Current Budget Reductions Regional Councillor B. Littley's budget (11,680) Regional Councillor B. McLean's budget (12,500) City Councillor J. O'Connell's budget (3,300) City Councillor D. Pickle's budget (6,570) Office of Sustainability: Increase in conferences 5,000 Total Net Current Budget Changes ($24,050) The 2009 budgetary levy increase has been reduced from 3.59% to 3.53% as a result of the reductions made by the 3.53% Councillors noted above. The 2009 Current and Capital Budgets, if adopted as amended, will result in a tax levy increase of 3.53 % over last year's average property tax bill (excluding any Provincial tax policy changes). On a single detached home assessed at $289,400 the total tax levy proposed increase for the City equates to $1.30 per week. Sustainability Implications: The 2009 Current and Capital Budgets contain a number of projects and expenditures that will contribute to environmental sustainability. Background: The Recommendations put forth are those necessary to adopt and provide authority and direction for the 2009 Current and Capital Budgets of the City of Pickering and to provide direction regarding the development of the 2010 Budgets. In April 2008, Council was presented with a forecasted need of a tax increase of approximately 6% to 7% to meet expenditures. At that time the decline in the economy, at least not to the current extent and degree, was not apparent. The first "draft" of the 2009 Current Budget resulted in a tax increase of approximately 12.0% which staff knew was unacceptable. Under the Chief Administrative Officer and senior management's team direction, expenditures were reduced and then reduced again and again. When you review the individual cost centres, you will notice that many of the accounts are at 2008 levels that in-turn means that inflationary cost pressures were absorbed by the departments. i Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 8 User fees were reviewed in the context of increasing them taking into consideration the current economic environment. By reviewing expenditures and revenues, a net change of $2.5 million or 6.3% was removed from the final draft. One of the most direct and visible effects of the recession on the City is the significant decline in investment income for the current fund from $1.6 million in 2007 to $1.1 million in 2008 to a forecasted $650,000 in 2009. This is primarily due to the steep decline in interest rates from about 4% to less than 1 Another effect of the recession is the impact on Building Permit revenues which have declined from $936,519 in 2007 to forecasted revenue of $550,000 in 2009. Even the 2009 forecasts for these two significant sources of revenues may prove overly optimistic. After reducing expenditures, reviewing revenues and absorbing the negative impact of the recession through lower investment incomeand building permit revenues there were only two remaining ways for the City to reduce the budgetary increase: reduce services and/or increase the draw from the Rate Stabilization Reserve. Proposing to reduce services in 2009 without prior discussion with Council was deemed not appropriate. In terms of the Rate Stabilization Reserve, the budget includes a proposed additional draw of $426,000 (1%) increasing the 2009 draw to $2.9 million. Furthermore, a draw of $405,000 (1 of the Special Veridian dividend was needed to reach the 3.59% increase being proposed. In other words, the City is using $3.3 million of one time funds to reduce the tax levy. The reductions made by Councillors to their individual budgets at the Executive Committee Meeting of May 7, 2009 further reduced the budgetary increase to 3.53%. City's Budgetary Increase Summary 2009 Projection (Spring 2008) 6.0 to 7.0% First Draft (January 2009) 9.8 to 10.8 Reduced Revenue from: Building Permit & Invest Income 1.6 Sub-Total 11.4 to 12.4% Staff Budgetary Review & Reductions (6.3)% Special (One Time) Veridian Dividend (1.0) Additional Draw - Rate Stabilization 1.0 Proposed Budgetary Increase 3.59% After Executive Committee meeting of Mjay 7, 2009 3.53% Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 9 108 Special Veridian Dividend Veridian approved a special dividend for 2009 for the shareholders. Pickering's share of the special dividend, to be paid quarterly, will be approximately $1.8 million, effectively doubling the City's dividend for 2009L This amount will be placed in a new Reserve called Economic Stabilization Reserve to assist the City's budget process during the next few years. For the 2009 budget, $405,000 has been drawn from this reserve to reach the proposed tax increase of 3.59%, that was further reduced to 3.53% after the Executive Committee meeting of May 7, 2009. The current fiscal strategy is to draw $405,000 for the next four years (2009 to 2012) to partially offset loss of income.related to the recession. Reserves and Reserve Funds The City is using approximately $3.3 million to deduce the current budget tax levy. As indicated in the annual reports filed by the Treasurer, the majority of the City's Reserve and Reserve Funds can be classified as non-discretionary. In other words, there is a specific purpose, intent or condition on the use of the funds. The December 31, 2008 non-discretionary uncommitted balance is $33.2 million with the Development Charges Reserve Fund having an uncommitted balance of $23.1 million. Some other larger non- discretionary Reserve or Reserve Fund balances include Third Party/Developer Contributions, Parkland, Worker's Compensation, Federal Gas Tax, City Share DC Projects and Self Insurance. The December 3f, 2008 discretionary Reserve and Reserve Fund balance is $19.2 million. The Rate Stabilization Reserve is the largest component of the discretionary funds of which $2.9 million is being used this year to reduce the 2009 tax levy. Use of One Time Funding $4,500,000 $4,000,000 $3,500,000 $3, 000, 000 $2,500,000 $2,000,000 $1,500,000 2007 2008 2009 2010 2011 oActuals ®Budget 0Forecast Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 10 189 As the above chart indicates, over the next two;years (2009 and 2010) the City will be drawing over $7.3 million from the Reserves to lower the tax rate due to the recession. The 2010 preliminary draw does not consider any of the potential financial impacts associated with the harmonization of the GST and PST. After 2010, the City does not have sufficient funds to maintain drawing from this reserve at this current rate and other sources of revenues or expenditure reduction will have to be identified. Therefore, starting in 2011, this draw will have to be reduced. Debt and Debt Charges $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 -*-Principal & Interest --f-2009 & 2010 CaplitaI Budgets Estimated This year's capital budget utilizes $7.1 million in debt. As of December 31, 2008, the City has approved $20.5 million in debt financed projects and this amount will increase to $27.6 million as a result of the 2009 capital budget. However, it should be noted that the City is using approximately $870,000 in debt! to fund its share of the recently announced Federal and Provincial grant funded projects. In addition under "Intake Two = BCF Communities Component' (Toy Ave. project), if the City is successful, the City will reduce its use of debt by $325,000. This year, the City is expected to pay $4.2 million in interest and principle payments to service the City's debt. The $4.2 million is equivalent to 10.6% of the budgetary tax levy. In other words, if Pickering had no outstanding debt, the City would have almost 10% more flexibility. It should be noted that the 2009 debt financed projects will translate into approximately 2.0% budgetary increase for 201.0. Report CS 15-09 May 19', 2009 Subject: 2009 Current and Capital Budgets Page 11 110. Table Ome " External Debt and Internal Financing of Capital Projects City of Pickering 5 and 10 Year Debt Financing 2009 Capital Bud et Capital Project Code Debt - 5 Description Years $ 5320.0902 195,000 Four Ton Dump Truck 5731.0903 300,0 Road Grader Total Five Year Debt 495,000 Capital Project Code Debt -10 Description Years $ 5320.0910 325,00 To Ave. 5320.0914 283,05 Glenanna Road 5320.0915 266,40 Whitevale Bridge 5321.0901 680,00 RU-3 Sideline #4 5321.0905 165,00 BR-3 Brock Rd 5321.0910 1,034,00 BI-20 Krosno Creek Storm Water Facility 5321.0910 * 716,000 1 BI-20 Krosno Creek - DC Portion 5340.0913 850,00 Fire - Pumper Rescue 5410.0904 2,000,000 Duff in Heights Pond #4 5715.0903 320,00 Don Beer Arena Rehabilitation Total Ten Year Debt 6,639,450 DC portion be funded from debt until Development Charges are collected. 2009 Current Budget Estimates As in previous years, the City's budget includes components that are based on estimates or best known information when the budget is developed. The 2009 current budget for building permit fees has been decreased to reflect the current economic environment. Presented below is the summary of activity for building permit fees. 2009 Draft Current Budget Building Permit Revenue 2907 2i~1Q$ 2UOS ° 2009 Ac~ tual Actual Bt~ ddet Decrease Draft Budget $536,519 $614,756 $850,00 ($300,000) $550,000 While the 2009 budget has been decreased, these is a possibility that building permit revenue may be lower than what is anticipated fdr this year. In comparing the building Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 12 -permit revenues for 2007 with 2009, the large swing is an indication of the uncertainty and the element of risk associated with budgeting for this type of revenue source. 2009 Draft Current Budget Investment Income Revenue 2007 2008 2000 2009 Actual Actual t Decrease Draft Budget $1,632,872 $1,101,238 $1,050,000 ($375,000) $675,0000 I The investment income has been revised downwards to reflect the current interest rate policy of the Bank of Canada as it attempts to fight the recession. In comparing the 2007 actuals with the proposed 2009 budget - there is a decrease in revenue of approximately $1.0 million or 2.46% change in the budgetary levy. Tax Rates As has been the case for the last few years, the 2009 Property Tax Rates and Levy By- law will be presented later in this agenda. 2009 User Fees and Charges Schedule Every year, the City increases its user fees mainly for various recreational and cultural programs to partially reflect the cost of delivering the various programs. Council passed Resolution #149/03 confirming the City's existing user fees through by-law. This By-law is updated every year as part of the budget process. In order to have the new user fees become effective, Council will be required to approve the 2009 User Fee By-law, (as required under Section 391 of the Municipal Act, 2001, as amended) which is included in this report. The Municipal Act, 2001 as amended through Bill[ 130, no longer requires municipalities to maintain a formal list of fees and charges. StOff, however, have decided to maintain the fee list due to the fact that it provides Councill and the general public an opportunity to review the fees and provide any comment or input. In addition, having the fee list approved via the budget process allows general jpublic comment and provides for a more open access and transparent government process. Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 13 X12 Capital Budget The 2009 capital budget proposes expenditures in the amount of $31.4 million. The high capital budget is mainly due to the recent funding announcements which are summarized in Table Two. The 2010 capital budget, (excluding any grant funding announcements) will be approximately in the $8.0 to $10.0 million range with the largest source of financing being debt. Table Summary of Capital Budget Changes due to Recent Funding Anr12uncements 2009 Capital Budget as submitted to the Executive $16,955,617 Committee of May 7, 2009 Add: Infrastructure Stimulus Fund (3 Projects): $10,000,000 401 Pedestrian Bridge 850,000 Glenanna Rd. 800,000 11,650,000 Whitevale Bridge Accessibility Improvements 17,400 Recreational Facilities (RInC) & Ontario REC (2 Projects): Don Beer Arena 2,520,000 Kinsmen Park Field House 300.000 2,820,000 Proposed 2009 Capital Budget 31.443.017 As Members of Council are aware, the City can only afford these types of expenditures by using debt financing. Infrastructure Stimulus Fund (Three Projects) Project Gross Cost Federa rovincial Municipal Cost Share h 401 Pedestrian $10,000,000 10,000,000 $0 Bridge Glenanna Road $850,000 $566,950 $283,050 - debt financed Whitevale Bride $800,000 ! $533,600 $266,400 - debt financed Report CS 15-09 May 19,.2009 Subject: 2009 Current and Capital Budgets Page 1.4 The application due date for the Infrastructure Stimulus project submission was May 1, 2009. As stated in the May 7th presentation, the 401 Pedestrian Bridge project will only proceed if both Federal and Provincial levels of ;government provide 100% project funding. Without this funding, the City is not in as financial position to contribute on a go 'forward basis towards the capital cost of this project. The Glenanna Road project involves grinding the existing asphalt pavement in the preparation of a 40mm asphalt overlay (2.9 km in length). The Whitevale Bridge involves the following work: rehabilitation of the bridge deck by waterproofing and paving the bridge deck, replacing deck joints and repairing the.concrete curb and sidewalk. Small Proiects Enabling Accessibility Application On May 8, 2009, the City submitted an application for the "Enabling Accessibility Fund" program. The City applied to have accessible doors installed at the following locations: Claremont Community Centre, West Shore Community, Pickering Civic Complex and the Redman House at Pickering Museum Village. The total grant funding requested is $17,400. Recreational Infrastructure Canada (RInQ &-(00t REM Program (Two Projects) Project Gross Cost FederaVProvincial Municipal Cost Share Don Beer Arena - $2,520,000 $1,680,000 $320,000 debt Rehabilitation $100,000 Don Beer. Res. $420,000 FGT Kinsmen Park $300,OOOJ $200,000 $50,000 FGT Field House $50,000 Invest in Ontario On Tuesday, May 12th, the Federal and Provincial, Governments announced a new funding program for the renewal of recreational facilities. The deadline for the submission is May 29, 2009. It appears that there will be funding available over the next two years and staff anticipates that there will be another funding or program announcement sometime next year. Toy Ave. (Recommendation 3) Toy Ave. was previously budgeted for in years 2007 and 2008 but not constructed. Additional funding was required for 2009 due to change of the project's scope (adding the north part of the road). Therefore, the entire ;project is being rebudgeted in 2009 as one complete project to assist with the required documentation for debt financed projects. The additional cost for 2009 is $325,000 to be debt financed. Toy Ave. road construction project has been submitted by the City as its application for the recently. announced "Intake Two - Building Canada Fund Communities Component" grant funding with an application deadline of May 1, 2009. The table below summarizes the two different financing options as it relates tothis project. i Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 15 114 Table ThLee Comparison of Fundiba for Toy Ave. 2009 Capita Budget Intake Two BCF Project If Approved Gross Cost 1.050.000 $1,050,000 Provincial - BCF (350,000) Federal - BCF (350,000) Federal Gas Tax (FGT) (250,000) (175,000) Move Ontario (300,000) (175,000) Invest in Ontario ,(175,000) Debt - 10 year (325,000) Total Funding $(1,050,00911 $(1,050,00011 If the City is successful in obtaining "Intake Two" funding, the City will eliminate the use of debt and reduce the amount of Federal Gas Tax and Move Ontario funds. Establishment of Operations Centre Reserve Fgnd (Recommendation 9) Recommendation 9 provides for the establishment of the Operations Centre Reserve Fund where future. City owned Duffin Heights land sales net proceeds will be transferred and any interest earned on these funds will be credited to this Reserve Fund. This reserve fund will be used to finance those costs associated with the construction of the new operations centre including land costs, soil testing, surveys and legal fees. The By-law to establish this Reserve. Fund is attached. Multi-Year Financial Strategic Plan Last year, staff presented to Council a multi-year financial plan for the years 2008 to 2015. At the Executive Committee meeting of May 7, 2009 staff presented a strategic financial plan based on the years 2010 to 2018 reflecting various assumptions regarding the future economic environment. A Rey component of the plan is the assumption that the economic environment will improve starting in 2012 with the City benefiting from assessment growth. Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 16 a City of Plickpring Multi-Year Financial Strategic Plan 2010 to 2011 2012 to 2914 2015 to 2018 Economy Recession/Zero growth Economy begins to grow Economic growth above 1 % per ear 3.0% Assessment Growth 0.5% per year Increases by 0.5% per 3% per year year Service Levels Maintain Existing Levels Maintain Existing Levels Limited expansion of services to meet public demand/need Staffing Frozen, except for H&S and Maintain Existing Staffing Limited staff increase to LTD accommodations Levels meet public demand for services Debt Strategy Restricted use of debt City use of debt is, capped Decrease use of debt. City moves to "Pa as you o" Reserve Draws City continues to use Rate Decrease use of Rate City no longer uses Rate Stabilization Reserve Stabilization Reserve Stabilization Reserve Assessment growth used to reduce Rate Stabilization draw and debt As the multi-year plan indicates, the financial strOtegy has been adjusted to reflect the current economic environment. Starting in 2011, the following actions must occur: • Staffing levels continue to be frozen except for H&S and LTD accommodations. • Use of debt has to continue to be restricted. Even with the above noted actions, the projected 2011 levy increase will be approximately 8.0 to 9.0%. These projections do not include any costs impact that may be associated with the harmonization of the GST with the PST. Property Assessment Database Management Recommendation 15 provides the Treasurer with the authority to initiate any necessary assessment appeals to protect the property assessment database of the City. Staff have been advised by our consultants that due td recent court decisions a formal By-law is required authorizing City officials to file ;assessment appeals. A report with a corresponding By-law will be prepared for Council's consideration in the near future. I Report CS 15-09 May 19, 2009 Subject: 2009 Current and Capital Budgets Page 17 116 Trackless Sidewalk Snow Plough The 2009 Capital Budget provides for the acquisition of a Trackless sidewalk snow plough. In January, 2009 the existing Tracklessi broke down and winter demands necessitated immediate replacement while repairs were being completed. A replacement was located from the only supplierwho had one available at that time. As a new unit was proposed in the 2009 Budget, allease to buy option was explored. Rather than renting it for several months, it was; leased with 80% of the monthly cost '($9,000) being applied to the potential purchase. Exercising this option reduces the purchase price from $129K, as included in the Capital Budget, to $93K which is a reduction of approximately $36K. Upon approval of the 2009 Capital Budget and Recommendation 16, the buy out provision will be exercised. Attachments: 1. By-law to Confirm General Fees and Charges, 2009 2. By-law to Provide for the Establishment of an Operations Centre Reserve Fund 3. Budget Presentation Slides, May 7, 2009 Prepared By: Prepared / Approved / Endorsed By: Stan Karwowski Gillis A. Paterson Manager, Finance & Taxation Director, Corporate Services & Treasurer SK:vw Copy: Chief Administrative Officer Recommended for the consideration of Pickering City C r /9 r_1 T J. Quinn, R. MM Chief Administrative O er ATTACHMENT #TO REPORT #_CjLS'- 0 9 7 THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Xoood09 Being a by-law to amend By-law Number 6191/03 to confirm General Municipal Fees WHEREAS the Council of the Corporation of the City of Pickering enacted By-law Number 6191/03, as amended, on October 14, 2003 to confirm general municipal fees. AND WHEREAS Schedule I to By-law 6191/03 was updated and replaced under By-law, 6338/04, By-law 6519/05, By-law 6652/06, By-law 6677/06, By-law 6748/07 and By-law 6857/08; NOW THERFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. Schedule "I" to By-law Number 6191/03, as amended, is hereby deleted and Schedule "I" attached hereto is substituted therefore. By-law read a first, second and third time and finally passed this 19th day of May, 2009. David Ryan, Mayor Debi Wilcox, Clerk ATTACHMENT#cq TO REPORT vg THE CORPORATION OF THg CITY OF PICKERING 118 BY-LAW NO. XXXX/09 Being a by-law to provide for the establishment of a Reserve Fund to be known as the Operations Centre Reserve Fund WHEREAS under the Municipal Act, S.O., 2001 as amended, Section 11, the Council of the City of Pickering may establish and maintain a reserve fund for any purpose for which it has authority to expend funds. WHEREAS the Council of the City of Pickering approved Council Report CS 15-09 endorsing the establishment of an Operations Centre Reserve Fund to provide a source of funds for the new Operations Centre. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS, 1. The establishment of a reserve fund to be known as the Operations Centre Reserve Fund is hereby authorized. 2. The net proceeds from the sale of land in the area known as Duffin Heights and other funds as may be approved by Council shall be deposited into this Reserve Fund. 3. The purpose of this fund is to provide funds for the costs associated with the establishment of the new Operations Centre. These include costs for disposal and acquisition of land, legal fees, surveys, soil tests, engineering design, construction costs, debt charges and, if available, any equipment and furniture required for the new facility. 4. Interest earned on the investment of fund; balances shall form part of this reserve fund. 5. This By-law shall come into force on the date of its enactment. By-law read a first, second and third time and finially passed the 19th day of May, 2009. David Ryan, Mayor Debi A. Bentley, City Clerk i ATTACHMENT #_TO REPORT # 1S'~ 09 119 2009 Current & Capital Budgets A Financial Overview 2009 - 2012 201 2 - 2015 Executive Commidee May 7, zoos The Need for Financial Planning • Financial Sustainlbility • Current Economic; Environment • Revenue Challenges • Expenditure & Debt Pressures • Lack of Assessment Growth • City's infrastructure - current pressures (repairs & replacement) & growth related pressures (Duffin Heights & Seaton) 2 1 120 2009 Budget Objectives CAO and Department Heads • Undertook a review of all cost centres' expenditures. • Limited number of new positions. • Capital Budget focused primarily on replacement or repair of City's existing assets. 3 Pickering's Financial Background Over the last 35 years, senior government indecision regarding withholding vast parcels of land from economic development (assessment growth) has created a financial challenge to the City. By withholding these lands from !economic development, the City has been denied assessment growth that translates into additional property tax revenues. Pickering's Lakeshore Neighbo* have over the last eight years been in a financial position to experience strong assessment growth providing them with the opportunity to develop their reserves and reduce the use of debt. a 2 121 Pickering's Financial Background Pickering enters the economic recession in a unique financial position due to upper level government's indecision and inaction regarding "Provincial & Federal Pickering Lands." Pickering's Lakeshore Neighbours (through assessment growth) have built-up financial strength to weather the financial challenges of the current economic climate. 5 i Pickeringq s Finoncial Background What our Municipal Neighbours are doing today - Reviewing Expenditures and Revenues line by line - Pickering has been doing fQr several years. Every year, expenditures increase due to: core inflationary pressures, increased costs associated with Government regulations and higher repair and replacement costs of the capital infrastructure. Consumer Price Index or CPI is currently 1.9% and reflects more a family household. Municipal inflation is between 3,5 to 4.0% due to the fact municipal operations are more like a commercial or industrial enterprise. s 3 1 2-2 2009 Budgetary Levy 2009 Projection (Spring 2008) 6.0-7.0% First Draft (January 2009) 9.8-10.8% Reduction in Building Permit Rev. & Interest 1.6% Sub-Total 11.4-12.4% Staff Budgetary Review and Reductions (6.3)% Special (One Time) Veridiah Dividend (1.0)% Additional Draw from Rate Stabilization 1.0 Proposed City Levy 3.59% 7 Budgetary Levy Increases 2001'. to 2009 12.0 10.0 8.0 6.0 4.0 2.0 - _ 0.0 N M 'Cr 10 (0 r Co rn N N N ';N N N N N N LOVY 8 4 1 23 Where Do Yoyr Tax dollars Go? city 271% Region 54.8% School Boards. 18.1% 9 Total Property fax Bill Summary What will the residential taxpayer see on their tax bill? 2008 2009 Increase % City/Region Sch Brd. $ 3,961.59 $ 4,030.07 $68.48 1.73% Assess. 280,000 289,400 9,400 3.36% 2009 is a re-assessment year that resulted in assessment shifts: For Pickering, commercial assessment class increased at a higher rate then residential causing al tax shift resulting in more tax dollars now being paid within the commercial class. Therefore, your residential tax payer will be paying less. 10 5 i 12 4 How Does Pickering Compare with Other Durham Lakeshore Munipipalities Municioality Budgetary Avg. Region Property Inc.% Assessment Taxes Pickering 3.59 $289,400 1,092 Ajax 3.00 $289,400 1,125 Whitby 2.90 $289,400 1,246 Oshawa 3.30 $289,400 2,145 Clarington 2.22 $289,400 1,229 11 2009 DRAFT CAPITAL BUDGET 12 6 ti 125 2009 Submitted Capital Budget S mma kwj~ n Mayor, Council & Council Support Admin. Dept. Office of Sustainability Corporate Services $733,990 $(256.128) $477,802 Operations & Emergency Services 10.308.580 643,720 10,952,300 Planning & DevetOpnlBnt 2,945,400 1,831.765 4,777.165 External Agencies - - Libraries 288.900 459,450 748,350 Rec. Complex Expansion 4,500,000 (4,500, 0 Total $18,776,810 $(1,821,193) $10.955,sn 13 2009 Revised Capital Budget Summary to Reflect 2009 Funding Announcements 2M t fit? BUDOU T Mayor, Council & Council Support Admin. Dept. Office of Sustainability Corporate Services $733,930 $(258.128) $477,802 Operations & Emergency Services - 10,308,560 2,293,720 12,602.300 Planning $ Development 2,945,400 1.831,765 4,777,165 External Agencies - - Libraries 288.900 459,450 748.350 Rec. Complex Expansion 4,500,000 (4,500,000) o 401 Pedestrian Bridge 10,000,000 10 000 000 T $10.778 M0 x,628,607 $26,605,617 14 7 126 Capital Budget Summary 1995 to 2009 $30,000,000 2009 Grant Announcement $25,000,000 Rec. Complex Expansion $20,000,000 COMRIF Bridge Third Ice Pad Projects $15;000,000 $10,000,000 A A $5,000,000 1995 1997 1999 !2001 2003 2005 2007 2009 15 City of Dickering Annual Debt Chajrges 2001 to 2015 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 "p, Ob 01 OCb ~N ry0 ry0 ry0 ~O ry0 ry0 ry0 ry0 Prinjeipal & Interest -2009 & 2010 Capital Budgets Estimated 10% of the City's tax levy Is being used for debt payments. For every dollar collected ten cents goes towards 16 Servicing the City's debt. i 127 External Government Grant Funding Used for 2009 Capital Budget Federal Gas Tax Funds $2,062,000 Provincial Grants-Invest in Ontario 2,193,000 Provincial Grants-Ministry Natural Res. 15,000 BCF Grant Funding: (Federal S Provincial) 590,000 Waterfront Toronto 500,000 Move Ontario 300,000 Total $5,660,000 17 2009 Significant Green Proiects Duffin Heights Storm Water Mgmt Pond $2,000,000 Krosno Creek Storm Water Mgmt Pond 1,750,000 Western Gateway 925,000 Pine Creek, Sanitary Crosr0ng 350,000 Frenchman's Bay Phase 1 330,000 Trees (Replacement) 75,000 Total $5,430,000 The City's net cost is $2.2 Million. 18 9 2009 Capital Budget Other Major Projects Toy Ave (Partially budgeted in prior years) $1,050,000 Museum Hotel Restoration Project 895,000 Sideline#4 870,000 Pumper / Rescue Vehicle 850,000 Fire Dispatch Communication Sys. 444,000 Road Grader 300.000 Total $4,409,000 The City's net cost is $2.9 million. 19 2009 Capital Budget Funding Announcements Additions to the Budgets • Building Canada Fund Communities Component Intake Two - One Application Due date:- May 1, 2009 • Infrastructure Stimulus Fund Three Applications Due date;- May 1, 2009 • Enabling Accessibility Fund One Application Due date May 8, 2009 20 10 129 Buildings Canada Fund Communities Component Intake Two Project Toy Ave $1,050,000 Cost Sharing: Federal $350,000 Provincial 350,000 700,000 City Share $350,000 City Share would be funded by Federal Gas Tax and Reserves (Move Ontario) 21 2009 Funding Announcements Infrastructure,,Stimulus Funds Gross Fed/Prov. Municipal Cost Share Share 1.401 Ped. Bridge $10.0 M $10.0 M $0.0 2.Glenanna Road 850,000 566,950 283,050 3.Whitevale Bridge 800,000 533.600 266.400 Total $11.65 M1 $11.10 M $549,450 Budget report will include recommendations regarding approvals and debt funding of above projects. 22 11 Financial Sustainability 23 City of Pickering Multi-Phased Financial Strategic Plan 2010 to 2011 2012 to 2014 2015 to 2018 Econorn Recession/ Zero Economy begins to Economic growth growth grow (1 % per year) above 3.0% Assessment growth 0.5% per year Increases by 0.5% per 3% per year year 24 12 131 City of Pickering Multi-Phased Financial Strategic Plan 2010 to 2011 2012 to 2914 2015 to 2018 Service Levels Maintain Maintain Existing Limited expansion of Existing Levels services to meet public Levels demand/need Staffing Frozen, except Maintain Limited staff increase for H+S and LTD Existing Staffing to meet public demand accommodations Levels for services 05 City of Pickering Multi-Phased Financial Strateaic Plan 2010 to 2011 2012 to 2014 2015 to 2018 Debt Strategy Restricted use of debt. City use of debt: is Decrease use of capped debt. City moves to Reserve Draws "Pay as you go" City continues to use Rate Stabilization Decrease use of Rate City no longer uses Reserve Stabilization Reserve Rate Stabilization Reserve Assessment growth used to reduce Rate Stabilization draw and , debt 26 13 132 Financial Projections 2009 2010 2011 2012 Submitted Proforma Proforma Proforma Budget Budget Budget Budget 3.59% 3.5-4.5% 8.0-9.0% 7.5-8.5% 2013 2014 2015 2016 Proforma Proforma Proforma Proforma Budget Budget Budget Budget 5.5-6.5% 4.5-5.5% 3.0-4.0% 3.0-4.0% 27 Current Budget Reserve Draws 2097 to 2011 $4,5W ,ON S4,000,000 S3„io0,009 53,000,000 52-W,000 52,000,000 $i,soe,ooe 2007 2008 2009 2010 2011 AMp14 Budget • Fore . Total draw (2009 & 2010) is $7.1 million 2011 draw has to decrease because there are less 28 funds available. 14 133 Discretionary Reserves & Reserve Funds 1999 - 2014 25 y 20 e 15 10- 5 0 Kear 29 Financial $ustainability Future Years Revenues Continue to maximize revenue sources. Expenditures Minimize expenditures. Services & Programs Review service delivery options. 30 15 134 2009 Budwt Outstanding Item Late Grant Submission: • Ribfest - Request for $10,000 To be discussed at the General Government - Grants Section of the budget review 31 Proposed Draft 2010 Budget Draft Current Budget • The 2010 draft current budget has been developed for the various cost centres / departments. • This budget draft incorporates the principles of the financial strategic plan outlined earlier in this presentation. • The draft 2010 current budget forecast is found on the summary page for each cost centre (far right column). Draft Capital Budget • Due to the City's financial situation, the capital budget will be based on a maintenance philosophy. 32 16 1 3 3 2010 Proposed Draft Budget Timetable 1. Budget package to be mailed out first week of February, 2010. 2. Budget Committee meetings proposed for February, 2010 3. Council adopts 2010 Budget prior to March Break. 33 Conclusion The City's future looks positive with the perspective development of Duffin Heights and Seaton. These projects will change the City's position among its Lakeshore Neighbours and within the GTA. The challenge to the City is to manage its finances through the current economic environment to better position itself for the future. 34 17 C&I 00 REPORT TO COUNCIL EIR I MN' Report Number: CS 19-09 Date: May 19, 2009 136 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2009 Tax Rates for all Classes of Property and Final Tax Due Dates for All Realty Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Recommendation: 1. That Report CS 19-09 of the Director, Corporate Services & Treasurer be received; 2. That the 2009 Residential tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2009 and September 28, 2009 excluding the industrial, multi-residential and commercial realty tax classes; 4. That the attached By-law providing for the imposition of the tax rates approved under Recommendation 1 above, be read three times and approved; 5. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering due dates, in order to ensure the tax billing process is completed; 6. That the Director, Corporate Services & Treasurer be authorized to make any changes to the final tax rates to comply with Provincial regulations; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Adoption of the above recommendations and the attached By-law provides for the approval of tax rates required to raise the levy approved in the 2009 Current Budget of the City of Pickering and to levy taxes for School Boards and for the Region of Durham. Report CS 19-09 Date: May 19, 2009 Subject: 2009 Tax Rates and Final Tax Due Dates for All Page 2 Realty Tax Classes Except for Commercial, Industrial, 37 & Multi-Residential Realty Classes Financial Implications: Adoption of the recommendations and passing the By-law will allow staff of the Corporate Services Department to bill the Final 2009 levy for all properties except for the industrial, commercial and multi-residential tax classes. Passing of the by-law will assist the City of Pickering to meet its financial obligations and reduce any borrowing costs. Sustainability Implications: Passing the attached By-law will allow the City to obtain the funds required to maintain it's financial sustainability objectives. Background: The 2009 final tax billing process will consist of two separate components: 1. residential and residential related (farm, managed forest) properties; and, 2. commercial, industrial and multi-residential realty classes. Later this year, a report will be presented to Council asking for Council's approval to bill the non-residential tax classes. The non-residential tax classes are subject to tax capping and Pickering's staff in conjunction with the other lower tier municipal tax staff and the Region's finance staff will be working on the tax capping calculations during the next few months. City's Net Tax Lew and Tax Rate Increase The 2009 budgetary increase of 3.53% was adopted by Council through Corporate Services Report CS 15-09. That report approves a budgetary levy increase of $41,943,218 and includes assessment growth of $200,991. For taxation billing purposes, the assessment growth is added to the budgetary levy to arrive at the total property tax levy of $42,144,209. Tax Due Date Instalments Recommendation 3 provides for the due. dates for the payment of residential taxes being June 26, 2009 and September 28, 2009. The table below lists the tax instalment due dates for the last four years. Year 1$ Instalment 2" Instalment 2009 June 26, 2009' September 28, 2009 2008 Jul 9, 2008 September 26, 2008 2007 Jul 11, 2007 September 27, 2007 2006 Jul 7, 2006 September 28, 2006 Report CS 19-09 Date: May 19, 2009 Subject: 2009 Tax Rates and Final Tax Due Dates for All Page 3 Realty Tax Classes Except for Commercial, Industrial, & Multi-Residential Realty Classes 138 During the last few years, taxation staff have noticed that there has been a substantial request for tax bill reprints around the June 30th date due to number of homes being sold at this time. (Home owners select this date of June 30th to accommodate the ending of the school year.) Last year, taxation staff reprinted approximately 365 tax bills between June 15 to July 15 mainly due to sales transactions. Taxation staff have adjusted the tax billing due date to assist thosehome owners who are selling their home at or around the June 30th date. This change will also assist in accommodating homeowners' monthly budgeting by being at the end of the month. Communication Strategy In addition to mailing the tax bills, the City will advertise the tax installment due dates on the City's webpage and in the Pickering News advertiser newspaper prior to each tax due date. New Service Taxation staff have received numerous requests to implement a pre-authorized payment plan based on the property tax instalment/due dates. (Currently the City offers an eleven month payment plan). Majority of requests have come from seniors or frequent travelers who may not be available during the tax billing cycle to pay their bills. The new plan will be available for the September 2009 tax due date. We will continue to explore other means of improving service delivery and accommodating taxpayers. Other Recommendations 2 and 3 provide for the levying of all tax rates on all classes of property except for the non-residential properties where the tax rates and the property taxes will be billed at a later date because the claw back percentages have not yet been determined. Staff have received advice that the claw back percentages should be included in the billing By-law.. Therefore, staff will bring a separate report to Council regarding the non-residential tax rates and tax (billing hopefully for Council's summer meeting. Staff's preliminary estimate for the final non-residential due date is October 14, 2009. Changes to the Billing Schedule Recommendation 5 and 6, will allow the Director, Corporate Services & Treasurer some latitude, limited by Provincial legislation, in effecting whatever may be necessary in order to ensure that the taxes are billed properly and in a timely fashion. It was always staff's understanding that Recommendation 5 would be used to change the due dates by a few days in order to meet Provincial legislation requirements. (Section 343, subsection one of the Municipal Act states the property owner must have at least Report CS 19-09 Date: May 19, 2009 Subject: 2009 Tax Rates and Final Tax Due Dates for All Page 4 Realty Tax Classes Except for Commercial, Industrial, 139 & Multi-Residential Realty Classes twenty-one days to pay their taxes.) A report would be prepared to Council if there was a substantial delay in the billing of the final taxes. Attachments: 1. By-law to Establish the 2009 Tax Rates and Final Instalment Due Dates for All Realty Classes Except Non-Residential Prepared By: Approved / Endorsed By: racy Parsons Gillis A. Paterson Acting, Coordinator, Taxation Services Diroctor, Corporate Services & Treasurer GAP:tp Copy: Chief Administrative Officer Recommended for the consideration of Pickering City ou Tho as J. Quin D CMM Chief Administra ive cer ATTACHMENT# I TO.REPORT#.LLq-09 THE CORPORATION OF THg CITY OF PICKERING 140 ' BY-LAW NO. Being a By-law to adopt the estimates of all sums required to be raised by taxation for the year 2009 and to establish the Tax Rates necessary to raise such sums and establish the final due dates for the residential, pipeline, farm and managed forest realty tax classes. WHEREAS it is necessary for the Council of The Corporation of the City of Pickering,. pursuant to the Municipal Act, 2001, S.O. 2001, c25, 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, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering the sums set forth for various purposes in Schedule "A", for the current year; and, WHEREAS the Regional Municipality of Durham has passed By-law No. 13-2009 to establish tax ratios and By-law 12-2009 to adopt estimates of all sums required by The Regional Municipality of Durham for the Durham Region Transit Commission and By- law 10-2009 to set and levy rates of taxation for, Regional Solid Waste Management and By-law No. 8-2009 to set and levy rates of taxation for Regional General Purposes and set tax rates on Area Municipalities; and, WHEREAS the Province of Ontario has provided the 2009 education tax rates for the realty classes; and, WHEREAS sub section 342(2) of the Municipal Act, 2001, S.O. 2001, c25, as amended, permits the issuance of separate tax bills for separate classes of real property for 2009; and, WHEREAS an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law No. 6924/08 before the adoption of the estimates for the current year). NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWSa 1. For the year 2009, The Corporation of the City of Pickering (the "City") on May 19, 2009, approved Council Report CS 115-09 and corresponding schedules and attachments as presented resulting in a taxation levy of $42,144,209. i 1 41 2. For the year 2009, the City shall levy upon the Property Classes set out in Schedule "A", the rates of taxation as set out in Schedule "A", for the City of Pickering, the Region of Durham and' for Education purposes on the current value assessment as also set out in Schiedule "A". Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3. The levy provided for in Schedule "A",shall be reduced by the amount of the interim levy for 2009. 4. The Tax Levy due dates for the Final filling be June 26, 2009 and September 28, 2009 for all classes excluding the non-residential tax classes (commercial, industrial and multi-residential). 5. If any section or portion of this By-law pr of Schedule "A" 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 and of Schedules "A" continue in force and effect. 6. This By-law comes into force on the data of its final passing. BY-LAW read a first, second and third time and;finally passed this 19th day of May 2009. 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L2 >>33 8 m a y m o f0 l0 l0 N 7 J LL LL y'A tll w 1 ' _ DZ C C C C N Gf Gi N W m x f~A - N N C C C J v32 M E E E E E E E0/ v,ww y y---- m a Z O O m € € E EEp EcQE EE QE EE .6 > > p>> > > ~~pya ((ppi e s Qe fq Q-'~d'~LLLL~U~ S88cg a~ C~c C C C `J J-A i°- REPORTTO COUNCIL APICKAft.3 Report Number: OES 10-09 Date: May 19, 2009 144 From: Everett Buntsma Director, Operations & Emergency Services Subject: Information Technology (IT) Server Room - HVAC Upgrades - Pickering Civic Complex - Tender No. T-5-2009 - File: A-1440 Recommendation: 1. That Report OES 10-09 regarding Tender No. T-5-2009 for the Information Technology (IT) Server Room HVAC Upgrades, Pickering Civic Complex be received; 2. That Tender No. T-5-2009 submitted by Mack Mechanical Solutions, Inc. in the total tendered amount of $138,957.00 (GST included) be accepted; 3. That the total gross project cost of $170,457.00 (GST included) and a net project cost of $162,340.00 including the total tendered amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to fund the project in the amount of $162,340.00 by, a transfer from the Federal Gas Tax Reserve Fund; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. i Executive Summary: This matter has been reviewed and approved previously by Council when Report OES 28-08 (copy attached) was submitted to Executive Committee on October 14, 2008. At that time, Council directed staff to proceed w th a formal tendering process for the provision of ventilation and air conditioning in the Information Technology Server Room. Bids have been received, and acceptance of the low bid submitted by Mack Mechanical Solutions Inc. is recommended. Report OES 10-09 May 11, 2009 Information Technology (IT) Server Room - HVAC Upgrades - Pickering Civic Complex - Tender No. T-5-2009 Page 2 Financial Implications: The funds originally budgeted in 2008 in the amount of $20,000.00 have been fully spent in 2008 on temporary air conditioning units, which will now be used elsewhere in the City. At this time, the City has received confirmation!. from AMO that this project is deemed eligible to be funded from the Federal Gas Tax. 1. TENDER AMOUNT T-5-2009 $110,340 Cash Allowance 22,000 GST 6,617 Sub-Total $138,957 GST Rebate (6,617) Total $132,340 2. APPROVED SOURCE OF FUNDS O & ES Capital Budget Location Project Code So4rce of Funds Budget Required Pickering Civic 5700.0903.7505 Federal Gas Tax Complex - Air Conditioning Unit FUNDS AVAILABLE $200,000 $162,340 for Information Technology Server Room 3. ESTIMATED PROJECT COSTING SUMMARY T-5-2009 5700.0903.6178 $132,340 Consultant Fees 10,000 Contingency 20.000 Total $162,340 GST 8,117 Total Gross Project Cost $170,457 GST Rebate (8,117) Total Net Project Cost 62 4 Under /Over Budget $37,660 CORP0227-07/01 revised Report OES 10-09 May 11, 2009 Subject: Information'Technology (IT) Server Room 146 - HVAC Upgrades - Pickering Civic Complex - Tender No. T-5-2009 Page 3 Sustainability Implications: At present, the internal remedial measures being used to cool the Server Room are not energy or cost effective. They are only a short term, temporary aid, not a solution. If a properly designed upgrade is constructed, the climate control will once again fall within the City's Sustainability Guidelines. Adequate ventilation and ducting will reduce the energy requirement for cooling the area thus reducing the carbon footprint. In addition, the potential loss of network time is in itself not sustainable due to loss of productivity and customer service. Background: The consulting firm of AECOM was retained to provide tendering specifications and technical support for the required HVAC upgrades to the Information Technology (IT) Server Room. Bids have been received to the tendering call, which closed on Wednesday, April 15, 2009. Ten (10) companies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's website. A mandatory site visit held on Monday, April 6, 2009 and sixteen (16) companies attended of which ten (10) bidders responded and submitted a bid for this project,. No addenda was issued during this tender call. The low bid was submitted by Mack Mechanical Solutions Inc. This company's references have been checked and are deemed acceptable by the consultant (AECOM) and the Division Head, Facilities Operations. The Health & Safety Policy, Confined Space Entry Procedure, List of Employees Trained in Confined Space, Workplace Injury; Summary Report, WSIB Clearance Certificate and Certificate of Insurance submitted by Mack Mechanical Solutions Inc. have been deemed acceptable by the Coordinator, Health & Safety. In conjunction with staffs review of the contractor's previous work experience and the bonding available on this project, the tender is deemed acceptable, Upon careful examination of all tenders and relevant documents received, the Facilities & Operations Division recommends the acceptance of the low bid submitted by Mack Mechanical Solutions Inc. for Tender No. T-5-2009 in the amount of $138,957 (GST included) and that the total net project cost of $162,340 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. CORP0227-07/01 revised Report OES 10-09 May 11, 2009 Subject: Information Technology (IT) Server Room - HVAC Upgrades - Pickering CiVic Complex 147 -Tender No. T-5-2009 Page 4 Attachments: 1. Report OES 28-08 2. Supply & Services Memorandum dated April 17, 2009 3. Record of Tenders Opened and Checked 4. AECOM letter of recommendation Prepared By: Approve d By: Tony Prevedel Brett Buntsma Division Head, Facilities Operations Director, Operations & Emergency Services Ap roved/Endorsed By: Approved/Endorsed By: i Vera . Felgemacher illis Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III 'rector,, Corporate Services & Manager, Supply & Services T easurer TP:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council C Thomas T Q ' n, RDMR, CMM III Chief Admini ative Officer CORP0227-07/01 revised i ATTACHMENT# TO REPORT#LQE of Ca` REPORT TO At d- EXECUTIVE COMMITTEE 1 $ Report Number: OES 28-08 Date: October 14, 2008 From: Everett Buntsma Director, Operations & Emergency Services Subject: Information Technology (IT) Server Room - Ventilation and Air Conditioning, Civic Complex - File: A-1440 Recommendation: 1. That Report OES 28-08 regarding the Ventilation and Air Conditioning (HVAC) requirements for the Information Technology (IT) Server Room in the Civic Complex be received; 2. That staff be directed to proceed with a formal tender process for the provision of ventilation and air conditioning in the Information Technology Server Room. Executive Summary: The IT Server Room on the second floor of the Civic Complex is experiencing serious climate control problems. Three factors were identified that necessitated the HVAC be upgraded within the computer room during 2007: the first being additional hardware being aOded during the past several years to accommodate network growth; the second to compensate for the warming of the Civic Complex's air conditioning system that the computer room partially depends upon; and the third to replace the roof-mounted unit that vas installed approximately five years ago that is now insufficient to meet demand. i The 2008 Capital Budget included a $20,000.00 Olowance for the IT computer room air conditioning replacement; however, the total .cost based on informal quotations received on the Consultant's design is estimateid to be approximately $175,000.00, therefore, it was decided to re-submit this project in the 2009 Capital Budget and implement a temporary solution until then. However, during mid-July, a temporary unit was i stalled within the computer room to assist with rising temperatures, but during the n ght of September 4, 2008, the unit failed resulting in a complete shutdown of the computer room servers as a result of temperatures reaching 108 degrees Fahrenheit; The shutdown of the computer network resulted in the lost productivity of one-hal ' f day for most employees, and a full day for others, depending on the application systerh, accessed. The ability of the City to provide the expected level of customer service to its residents also was impacted. As this failure could occur again at any time, staff .are seeking authorization to proceed through the formal tendering process now. -149 a r Report OES 28-08 October 14, 2008 Subject: IT Server Room ? Ventilation and Air Conditioning Page 2 Financial Implications: The 2008 Capital Budget included a $20,000 allowance for IT Server Room air conditioning, but the total cost based on quotations received is estimated to be approximately $ 175,000.00. This is the realistic cost for a long-term solution. Funding for the expenditure, if approved by Council after the results of the Tender Call are known, will be provided from the 2008 Current Budget Contingency Account and/or Federal Gas Tax Funds and therefore, will not increase the total approved Budgets for 2008. Sustainability Implications: At present, the internal remedial measures being used to cool the Server Room are not energy or cost effective. If a properly designed upgrade is constructed, the climate control will once again fall within the City's Sustainability Guidelines. Adequate ventilation and ducting will reduce the energy requirement for cooling the area thus reducing the carbon footprint. In addition, the potential loss of network time is in itself not sustainable due to loss of productivity and customer service. Background: The need for upgraded ventilation and climate control in the IT Server Room, on the second floor of the Civic 0omplex was recognized in 2007 and budgeted for as a capital item in the 2008 Capital Budget for a total amount of $20,000.00. This budget estimate was originally based on an assumption that additional compressor units could simply be addeO to the roof. Engineering consultants (TSH) were commissioned to provide working sketches and specifications for the required upgrades in spring of 2008. During this process, it became evident that the required modifications would exceed the original budget estimate, as the ducting and ventilation was considered to be inadequate for a simple fix. Therefore, it was decided to defer the pfoject until 2009, and during 2008, implement a temporary solution using a portion of the $20,000.00. As stated, the temporary solution failed causing a complete shutdown in the City's computer network. Informal quotations from a list of qualified contractors were requested in July 2008 and site meetings were arranged by staff with each of t~e contractors. CORP0227.07/01 revised - -S D -0 of Report OES 28-08 October 14, 2008 150 Subject: IT Server Room Ventilation and Air Conditioning Page 3 i3 Quotations were received from three qualified contractors and ranged from $140,000.00 to $175,000.00. These quotations were based on detailed working sketches and a site visit. Details of the actual bids are not included due to confidentiality issues. As the prices greatly exceeded budget, it was decided to defer this project to the 2009 Capital Budget. In consultation with the Manager of Information Technology, an interim solution involving portable air conditioners was agreed upon in July 2008. However, because of the ducting limitations only one air conditioner could be operating and it was the only solution available within the budget restraints. On September 4, 2008, the temporary system failed. While it is unknown how long the computer room was without air-conditioning, it is known that at 8:10 am, the temperature within the computer room was 108 degrees Fahrenheit and metal components were hot to the touch. The following identifies both the known impact of this equipment failure, as well as the potential impact. Known 1. The City as a whole suffered a minimum of four and one-half hours of lost productivity, as the network was known to be inoperative from 7:00 am to 11:30 am. 2. Most servers went into thermal mode and shut down to protect against the extreme heat. The newer servers did not shut down, but powered down the processing capacity to reduce the heat output and power requirements. 3. The server hosting the financial, budget, customer care and property systems failed to start at 11:30 am, most likely as a result of heat damage. HP was called and according to the maintenance contract, the server was operational by 5:00 pm. Potential 1. It is quite possible the City will experience computer equipment failure(s). within the next three to five weeks. The result will be lost productivity. 2. It is possible that components of the telephone system could fail within the coming weeks due to the extreme heat experienced. If that were to occur, the City would be unable to respond to incoming telephone' calls, or to place outgoing calls. A system identified as the Corporation's most important system would be unavailable for an unknown time period. CORP0227-07/01 revised 151 of Report IDES 28-08 October 14, 2008 Subject: IT Server Room 4 Ventilation and Air Conditioning Page 4 3. It is possible that components of the email system could fail within the coming weeks due to the extreme heat experienced. If that were to occur, the City would be unable to send emails, and incoming empils could be lost. Staff have set up two portable air conditioning units to maintain an appropriate temperature in the Server Room. However, this solution is not effective in the long term. At present, hot air discharging from the Server Room is increasing the cooling load demand and creating a static air pressure prpblem in the entire Civic Complex. It is therefore recommended that staff be authorized to proceed with a formal tender process. Once completed, the results, together with financing will be presented to Council for approval in 2008. Attachments:. Not applicable Prepared By: Approved/Endorsed By: Tony revedel Everett unts Division Head, Facilities Operations Director, Operations & Emergency Services Prepared By: Approved/Endorsed By: Jory.Storms Gillif, AWinager, Information Technology Director, Corporate Services & Treasurer TP:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council T J. Quinn, M , CMM II Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# TO REPORT# ~ E, of 3 Cal, o 1 5 2 PIC I MEMO To: Tony Prevedel April 17, 2009 Division Head, Facilities Operations From: Vera A. Felgemacher Manager; Supply & Services Copy: Supervisor, Facilities Operations Subject: Tender No. T-5-2009 Tender for IT Server Room HVAC Upgrades - Pickering Civic Complex . Closing: April 15, 2009 Tenders have been received for the above project. Eight (8) companies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website. A mandatory site visit was held on Monday, April 6, 2009, Sixteen (16) bidders attended of which ten (10) bidders responded and submitted a tender for this project. A copy of the Record of Tenders Opened and Chocked 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). Three (3) bids have been retained for review at this time. SUMMARY PST & GST included Bidder Total Tendered Amount $ After Calculation ;Check $ Mack Mechanical Solutions Inc. $138,9517.00 $138,957.00 Superior Boiler Works and $142,666.55 $142,666.55 Welding Ltd. Prairie Plumbing & Heating $157,290.00 $157,290.00 Snyder Construction $177,643.94 $177,643.94 ATTACHMENT# oZ.__ 4-OREPORT#61CS 153 a of Plan Group Inc. $179,550.00 $179,550.00 Bomben Plumbing & Heatin $183,750.00 $183,750.00 Canadian Tech Air Systems $219,450.00 $219,450.00 Gimco Ltd. $220,500.00 $220,500.00 Nekison Engineering & Construction Ltd. $304,500.00 $304,500.00 Automatic rejection - Agreement to bond submitted not in the amount of 100% of principal's bid amount for Performance and 100% of Pro 1 Group Ltd. principal's bid amount for Labour and Materials Payments. Reference: Purchasing By-lawn No. 5900-01, Procedure No. PUR 010-001, 10.04, Ftem 9 (c), 1 B Item 17, 18, 19, and Agreement to Bond Form AB-1 Pursuant to Information to Bidders Item 21, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) a copy of the Health and Safety Policy to be used on this project, currently dated and signed; (b) ! Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project; (c) A list of employees trained in the confined space entry procedure who will be working on this project; (d) a copy of the current Cost and Frequency Report issued by Workplace Safety & Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (e) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board (received with tender submission); (f) the City's certificate of insurance completed by the bidder's agent, broker or insurer (received with tender submission); (g) list of sub-contractors in accordance with GC Item 33, Form SCL-1 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 Mack Mechanical Solutions 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 Mack Mechanical Solutions Inc. is not acceptable; and (i) related comments specific to the project. April 16, 2009 Tender No. T-5-2009 Page 2 Tender for IT Server Room HVAC Upgrades - Pickering Civic Complex ATTACH MENT# a TOREPORT# 6=0~G of 154 AECOM 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. 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 & Servic S, Vera A. elgemacher VF/jg Attachments April 16, 2009 Tender No. T-5-2009 Page 3 Tender for IT Server Room HVAC Upgrades - Pickering Civic Complex _ ATTACH MENT#-.,:3 TOREPORT# 155 _ of j The following unofficial Bid results as read out at the public tender opening April 15, 2009 for: 1 Subject Tender No. T-5-2009 IT Server Room HVAC Upgrades - Pickering Civic Complex E Bidder Total Tendered Amount Snyder Construction $177,643.94 Bomben Plumbing & Heating $183,750.00 Plan Group Inc. $179,550.00 Canadian Tech Air Systems $219,450.00 Prairie Plumbing & Heating $157,290.00 Nekison Engineering & Construction Ltd. $304,500.00 Superior Boiler Works and Welding Ltd. $142,666.55 Pro 1 group Ltd. $211,680.00 Mack Mechanical Inc. Solutions $138,957.00 Ltd. $220,500.00 The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications r -2UUU Hl Ug: H AM AECOM FAX NO. 905 668 0221 P. 02 ATTACHMENT# _z4 i`0 REPORT#b 0 - (5 AECOM of 156 300 Water Street Whitby. Ontario, Canada .LIN 912 (905) 668-9363 Fax: (905) 668-0222 April 24, 2009 Mr. Tony Prevedel Division Head, 11acilities Operations Division, City of Pickering One The Esplanade Pickering, Ont, LIV 6K7 Dear Mr. Prevedel: Re: Civic. Centre . I.T. Server Room HVAC Upgrades, Pickering Civic Complex, Tender T-5-2009 . AECOM Project No. 22-14562 We reviewed the docLainents received from your office: identifying the three low bidders who submitted quotations: 'Mack Mechanical Solutions Inc. "Mack Mechanical") $138,957.00, GST included Su erior Boiler Works and Weldin Limited "Su riot") $142,666.55, GST included Prairie Pl umbin and Heatin "Prairie PIumbin a d Hearin " $157 290.00, G 3T included For each of the bids: a) The quotation form does not appear to have mat6matical errors nor does it appear informal. b) Bid Bonds and Agreement to Bond forms were provided. c) Three reference projects were provided. d) It is assumed that corporate seals are affixed on the original documents as the seals are not visible on the copies reviewed. Only the Superior Boiler Works and Welding Limited tender included an insurance form and WSM sheet. These documents are not required at the time of the bid submission. There does not appear to be any non-conformity in any of the tender documents; the three low bidders' documents are compliant. The project budget estimate was $160,000 and all three of the low bids were below the budget estimate for the project. We note that the there is a substantial difference in the years of experience between the three low bidders as follows: Mack Mechanical 3 ears Su erior 46 ears Prairie Plumb in and Heatin 21 ears APR-24-2009-FRI 0917 AM AECOM FAX NO. 905 668 0221 P. 03 aTTAc lriPty `r0REP0RT#,.810C, lVlr. Prevedel, City of Pickering of 1 5j4 6124, 2009 None of the bidders identified any past experience with: the City of Pickering. We contacted the references listed by each of the three bidders to review their previous work performance: a) Prairie Plumbing and Heating had reasonable reports from two of three references that we contacted. A project for one of the references included services for a small computer room. The third reference has not responded to date. Prairie Plumbing and Heating has also satisfactorily completed a number of other projects in the Durham Region with AECOM however none, of the projects involved a computer room. b) Mack Mechanical received positive reports regarding their work and dealings from all of their referenced projects. The references contacted advised us that they were impressed with Mack Mechanical's professionalism, administration abilities and timely completion of the projects. There was a computer room involved in two of the three referenced projects. c) We attempted to contact the three references for Superior. The telephone numbers for two of the references were no longer in service, however, new numbers were discovered and contact was made. The contact names identified were no longer employed at the listed agencies. The thud reference advised us that they were completely satisfied with Superior's performance, capabilities and organization on the listed project, as well as on a number of other projects. Please note that none of the projects referenced actually relate to computer room installations. Since this project involves confined space entry requirements, as defined by the City of Pickering, the selected successful bidder should be required. to produce the proper confirmation documents for the personnel anticipated to be assigned to this project in order to confirm compliance to the OSHA procedures. In conclusion, the lowest compliant bidder is Mack Mechanical with a quotation of $138,957.00 GST included). Superior's quotation is second at $142,666.55 (GST included) and Prairie; Plumbing and Heating's quotation is third at $157,290.00 (GST included). We trust the aforementioned is satisfactory. Yours truly, AECOM Canada Ltd. Mark A. Benedet P.Eng. Manager -Mechanical Engineering MAB REPORT TO COUNCIL PIC Report Number: OES 27-09 Date: May 19, 20091 58 From: Everett Buntsma Director, Operations & Emergency; Services Subject: Quotation No. Q-12 -2009 Quotation for Drainage Improvements on Wellington & Victoria Street File: A-1440 Recommendation: 1. That Report OES 27-09 of the Director, Operations & Emergency Services regarding the Drainage Improvements on (Wellington & Victoria Street be received; 2. That Quotation'Q-12-2009 submitted by Elirpa Construction & Materials Limited for the Drainage Improvements On Wellington & Victoria Street in the amount of $87,495.80 (GST included) be accepted; 3. That the total gross project cost of $105,000 (GST included) including the quotation amount and other associated costs and the total net project cost of $100,000 be approved; 4. That the total net project costs of $100,000 be funded from the Federal Gas Tax Reserve Fund; 5. That Council authorize the Director, Corporate Services & Treasurer to take any actions necessary in order to effect the foregoing; and 6. That the appropriate City of Pickering officials ials be authorized to take necessary action to give effect hereto. Executive Summary: As part of the 2007 and 2009 Storm Water Capital Budget, Drainage Improvements On Wellington and Victoria Street Project was approved as a construction project. Quotation Q-12-2009 was issued on Friday, March 20, 2009 and closed on Monday April 20, 2009 with 3 bidders responding. The total net project cost is estimated to be $100,000 to the City (net of GST rebate). The City's purchasing policy requires staff to Report to Council on results of the quotation and financing in order to proceed with this project in a timely manner. Report OES 27-09 May 19, 2009 Subject: Drainage Improvements on Wellington & Victoria Street Page 2 59 Financial Implications: 1. QUOTATION AMOUNT Q-12-2009 83,329.33 GST 4,166.47 Sub-Total 87,495.80 GST Rebate (4,166.47) Total $83,329.33 2. APPROVED SOURCE OF FUNDS Storm Water Capital Budget Location Project Code Sourceof Funds Budget Required Wellington 5410.0702.7505 Federal Gas Tax $60,000. $60,000 Street 5410.0901.7505 Federal Gas Tax 40,000 40,000 FUNDS AVAILABLE $100,000 $100,000 3. ESTIMATED PROJECT COSTING SUMMARY Q-12-2009 - Quotation for Drainage Improvements On Wellington & Victoria Street 5410.0702.6181 $83,329 Associated Costs Materials Testing 2,500 Consultant Fees 5,800 Miscellaneous Costs 1,000 Contingency 7,371 Total 100,000 GST 5,000 Total Gross Project Cost 105,000 GST Rebate (5,000) Total Net Project Cost $100,000 The Director, Corporate Services & Treasurer hias reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. CORP0227-07/01 revised i Report OES 27-09 May 19, 2009 Subject: Drainage Improvements on Wellington & Victoria Street Page 3 160 Sustainability Implications: The construction of the drainage improvements on Wellington and Victoria Street will improve the drainage in this area of Claremont and also the water quality. Background: As part of the Storm Water Capital Budget for 2007 and 2009, Drainage Improvements on Wellington & Victoria Street was identified as a construction project. In 2008 Quotation Q-12-2008 was called on August 7, 2008 and closed on August 19, 2008 with four bidders responding. The low bid submitted by Serve Construction Limited exceeded the funding available for this project which was $60,000. The project was then deferred until 2009 and additional funding was requested under the Storm Water Capital Budget. Quotation Q-12-2009 was issued on Tuesday, March 31, 2009 and closed on Monday, April 20, 2009 with three bidders responding. The low bid was submitted by Elirpa Construction & Materials Limited in the amount:of $87,495.80 (GST included). The total gross project cost is estimated to be $105,000 ibr an estimated net cost to the City of $100,000 (net of GST rebate). References for Elirpa Construction & Materials Limited have been checked and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, list of employees trained in Confine Space Entry Procedure, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as submitted by Elirpa Construction & Materials; Limited have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. In conjunction with staffs review of the contractor's previous work experience check of references submitted and the bonding available on this project, the quotation is deemed acceptable. Upon careful examination of all quotations and relevant documents received, the Operations & Emergency Services Department,; Municipal Property & Engineering Division recommends the acceptance of the IoW bid submitted by Elirpa Construction & Materials Limited for Quotation Q-12-2009 in the amount of $87,495.80 (GST included) and that the total net project cost of $100,000 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Location Map 2. Supply & Services Memorandum dated April 21, 2009 CORP0227-07/01 revised Report OES 27-09 May 19, 2009 Subject: Drainage Improvements on Wellington & Victoria Street Page 4 161 Prepared By: Approved/Endorsed By: Darrell Selsky Everett Buntsma Supervisor Director Engi eering & Capital Works Operations & Emergency Services Vera A. elgemacher Caillis A. ~n~~~~ C.P.P., CPPO, CPPB, C.P.M., CMM III girector Manager, Supply & Services Corporate Services & Treasurer Vnicipal d W. Ho orn n Head Property & Engineering DS:nw Copy: (Acting) Chief Administrative Officer Chief Administrative Officer Recommended for the consideration ofPickerin City Council 01-C Thomas J. uin, RDMR, III Chief Administrative Officer CORP0227-07/01 revised ` aq 00 ATTACHMENT#-1...._ '°i O REPORT# dt-S a7-69 II 0i I 162 MUNICIPAL PROPERTY & ENGINEERING Attachment for Quote Q-12-2009 DRAINAGE IMPROVEMENTS ON WELLINGTON & VICTORIA STREETS (CLA,~REMONT) CENTRAL L]L STREET 5 V) Z o V' u~i o vi Q WELLI GT N ST. J 1 0 0 M CE o S JECT Qz EA U > Z O ACORN LANE Z ~ > ~Q J TRANS CANADA Y PIPELINE U BOVIN DON 0 P CE m A 0~ ~l LOCATION! MAP PROPOSED CONSTRUCTION INCLUDES: Installation of a new boulevard drainage system which also includes; • Drainage improvements were necessary Complete boulevard restoration (fine grading and sodding where required) • to all areas affected by construction -ATTACH MENT#~- TOREPORT# OES 01-09 1 6 3 of Crry o¢~ I ER MEMO To: Darrell Selsky April 21, 2009 Supervisor, Engineering & Capital Works From: Jim Gill Buyer Copy: Division Head, Municipal Property & Engineering Subject: Q-12-2009 Drainage Improvements on Wellington & Victoria Street Quotations were invited from nine (9) companies of which three (3) have responded by the closing date and time. Quotations shall be irrevocable for 60 days after the official closing date and time. SUMMARY PST/GST Included A copy of the quotations are attached for your review along with the following summary of costs: Bidder Total Amount $ After Calculation Agreement to Check $ Bond VBryRon struction & $87,495.80 $87,495.80 Yes Ltd. ry MacEwen $98,460.89 $98,460.89 Yes ontracting $93,773.93 $93,773.93 Yes * P lease Note: Montgomery MacEwen Contracting insetted a statement within their submission that suggests an equivalent product(s). Please review. and advise if your department approves of the product(s) mentioned. Elirpa Construction & Materials Ltd. has submitted the lowest bid. Please advise as soon as possible, if -the quotation submitted by Elirpa Construction & Materials Ltd. will be considered in order that documentation as specified in Standard Quotation Terms and Conditions Item 24 can be received and reviewed during the evaluation phase of the quotation call. (a) a copy of the Health & Safety Policy.to be used on t 1:0s project; EMOMMMMMp- ATTACHMENT#---,21- TOREPORT#-D8, 2 164 (b) a copy of the current Workplace Injury Summary Report issued b Workplace Insurance Board (in lieu of the Workplace Injury Summary Report d document, Safety & the current CAD-7, NEER, or MAP reports may be submitted);ocuent a copy of (c) a copy of the current Certificate of Clearance issued by Workplace Board; Safety & Insurance (d) the City's certificate of insurance shall be completed by the bidder's agent, insurer; broker or Please review the copies of the bids. Include the following items i in your response: (a) if items (a). through (c) noted above, are acceptable to the Co-or Safety; dinator Health & (b) any past work experience Elirpa Construction & Materials Ltd. including (c) without past work experience, if reference information is acceptable; work location; (d) related departmental approvals; . (e) any reason(s) why the low bid of Elirpa Construction & Materials Ltd. and is not acceptable; related comments specific to the project. Please do not disclose any information to enquiries. Bidders will be adsed in due course. If you require further information, please feel free. to contact mef the outcome Jim Gill /jg Attachment City REPORT TO COUNCIL Report Number: OES 16-09 165 Date: May 19, 2009 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender No.T-6-2009 -Tender for Waterfront Trail - Western Gateway Project -File: A-1440 Recommendation: 1. That Report OES 16-09 of the Director, Operations & Emergency Services regarding the Waterfront Trail - Western Gateway Project be received; 2. That Tender T-6-2009 submitted by Pacific Paving for the Waterfront Trail- Western Gateway Project in the amount of $836,653.12 (GST included) be accepted; 3. That the total gross project cost of $1,061,550 (GST included) including the tender amount and other associated costs and the total net project cost of $1,011,000, which includes prior years design cost of $86,000, be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of up to $500,000 by a contribution from the Waterfront Toronto; b) the sum of $85,000 to be funded from property taxes; c) the sum of $340,000 to be funded from a transfer from the Federal Gas Tax Reserve Fund; d) any unfunded balance be financed from current funds; 5. That Council authorize the Director, Corporate Services & Treasurer 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 hereto. Executive Summary: As part of the 2009 Parks Capital Budget, Waterfront Trail - Western Gateway Project was approved as a construction project. Tender T-6-2009 was issued on Friday, March 20, 2009 and closed on Wednesday April 15, 2009 with six Report OES 16-09 May 19, 2009 Subject: Tender for Waterfront Trail - WesteMj Gateway Project Page 2166 bidders responding. The total net project cost is estimated to be $1,011,000 to the City (net of GST rebate) inclusive of the $86,000 spent in 2002 on the design. The City's purchasing policy requires staff to Report to Council on results of the tender and financing in order to proceed with this project in a timely manner. Financial Implications: 1. TENDER AMOUNT T-6-2009 $796,812.50 GST 39.840.62 Sub-Total 836,653.12 GST Rebate (39,840.62) Total $196,812.50 2. APPROVED SOURCE OF FUNDS Parks Capital Budget Location Proiect Code Source of Funds Budget Required Waterfront 5780.0902.1640 Revenue Other Trail- Western Municipalhty $500,000 $500,000 Gateway 5780.0902.2823 Property Taxes 85,000 85,000 Project 5780.0902.7505. Federal Gas Tax 340,000 340,000 5780.0209.1700 Debt 10Year 60,000 60,000 5780.0209.2823 Current Funds Prior 26,000 26.000 Years FUNDS AVAILABLE $1,011,000 $1,011,000 3. ESTIMATED PROJECT COSTING SUMMARY T-6-2009 - Tender for Waterfront Trail. - Western Gateway Project 5780.0902.6129 $796,813 Associated Costs Consultant Fees - Detail Design Budgeted & Undertaken in 86,000 2002 Materials Testing 10,000 Consultant Fees - Contract Administration 30,000 Miscellaneous Costs 1,500 Contingency 86 687 CORP0227-07/01 revised i Report OES 16-09 May 19, 2009 ect: Tender for Waterfront Trail - Western Gateway Project Page 3 Total $1,011,000 GST 50.550 Total Gross Project Cost $1,061,550 GST Rebate (50,550) Total Net Project Cost $1,011,000 The financial contribution from the Waterfront Toronto will be 50% of the costs, to a maximum of up to $500,000. Further background information on this project has been provided for under Report to Council OES-12-09. The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Sustainability Implications: The construction of the Western Gateway Project will provide improved accessibility to the waterfront trail system and will encourage and promote walking and cycling activities along the Pickering waterfront. The tree, shrub and ground cover plantings proposed will provide additional stability of the east bank of the Rouge River, provide a buffer between the waterfront trail and the CN Rail lines and increase the urban forest cover in the Rosebank Neighbourhood. Background: In 2002 the City approved funds for the Detail Design of the Western Gateway Project which has since been completed. As part of the Parks Capital Budget 2009, Waterfront Trail - Western Gateway Project was identified as a construction project. Tender T-6-2009 was issued on Friday, March 20, 2009 and closed on Wednesday, April 15, 2009 with six bidders responding. The total gross project cost is estimated to be $1,061,550 for an estimated net cost to the City of $1,011,000 (net of GST rebate). References for Pacific Paving have been checked and are deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, current WSIB Council Amendmenjt to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety & Insurance Board and Certificate of Insurance as submitted by Pacific Paving have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. In conjunction with staffs review of the contractor's previous work experience check of references submitted and the bonding available on this project, the tender is deemed acceptable. CORP0227-07/01 revised i Report OES 16-09 May 19, 2009 Subject: Tender for Waterfront Trail - Western Gateway Project Page 4 168 Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the low bid submitted by Pacific Paving for Tender T-6-2009 in the amount of $836,653.12 (GST included) and that the total net project cost of $1,011,000 be approved inclusive of the $86,000 approved in 2002 for the detailed design. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Location Map. 2. Supply & Services Memorandum dated April 17, 2009. 3. Correspondence from the Toronto & Region Conservation Authority dated May 5, 2009 4. Correspondence Johnson Sustronk & Weinstein Letter of Recommendation for the low bid dated May 5, 2009. Prepared By: Approved/Endorsed B Arnold Mostert, Coordinator (Everett Buntsma, irector Landscape & Parks Development Operations & Emergency Services Darrell Selsky, Supervisor is rd Holbor , Division Head Engineering & Capital Works icipal Property & Engineering LI Vera A. Fe emacher Gillis A. Paterson, Director C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer Manager, Supply & Services DS:nw CORP0227-07/01 revised, Report OES 16-09 May 19, 2009 Subject: Tender for Waterfront Trail - Western Gateway Project Page 5 169 Copy: (Acting) Chief Administrative Officer Chief Administrative Officer Recommended for the consideration of Pickering City Council r?+ Thomas J. ui RD MM III Chief Adminis tive Officer CORP0227-07/01 revised Call 00 ATTACHMENT# TOREPORT#=16-01 of 170 MUNICIPAL PROPERTY & ENGINEERING Attachment for Tender T-06-2009 WESTERN GATEWAY CONSTRUCTION =DRIVE KIMTON COURT ~P j Q N MA U~ BOO O 0 R~AD 22~~ P Z J Y PETTICOAT CREEK now QZ CONSERVATION AREA 0 • M o ~P o o O ` RODD AVENUE 4 • Pc' SU ECT ~PO j O G eE4~ ~O VISTA O 1i LAKE ONTARIO LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: The installation includes the replacement of the ;pathway stairs, construction of a pedestrian bridge with lookout, asphalt waterfront trail and parking lot on Bella Vista Drive. ATTACH MENT# Z._ TOREPORT#5, a 171 1 a, o~ Cal PICK., RI MEMO To: Richard Holborn April 17, 2009 Division Head, Municipal Property & Engineering From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Subject: Tender No. T-6-2009 Tender for Waterfront Trial - Western Gateway Project Closing: April.15 2009 Tenders have been received for the 'above project. Eight (8) companies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website. A mandatory site visit was held on Monday, April 6, 2009, Nineteen (19) bidders attended of which six (6) bidders responded and submitted a tender for this project. A copy of.the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 90 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). Three (3) bids have been retained for review at this time. SUMMARY PST & GST included Bidder Total Tendered iAmount $ After Calculation Check $ Pacific Paving $836,653.12 $836,653.12 Rutherford Contracting Ltd. $850,66737 $850,667.37 Maram Building Corp. $894,600,00 $894,575.62 Di =Con International Ltd. $1,018,981.86 $1,018,981.86 Elirpa Construction & Materials $1,316,86$.89 $1,316,865.89 Ltd. Civil Underground & Excavating $1,374,840.29 $1,374,840.29 Company Ltd. ATTACH, MEN T4--2,*' ► O REPORT# oeS i c6-oq of172 Pursuant to Information to Bidders Item 21, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task.' (a) a copy of the current and dated Health and Safety Policy to be used on this project; (b) a copy of the current Workplace Injury Summary Report issued by 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 & Insurance Board; (d) the City's Certificate of Insurance shall be completed by the bidder's agent, broker or insurer; Include the following items in your Reportto Council: (a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health & Safety .(b) any past work experience Pacific Paving Limited 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 Pacific Paving Limited is not acceptable; and (i)` related comments specific to the project. JSW & Associates 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. . 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 y u require further information, please feel free to contact me or a member of Supply. & Serv es. Vera A. elgemacher VF/jg Attachments April 16, 2009 Tender No. T-6-2009 Page 2 Tender for Waterfront Trial = Western. Gateway Project TORONTO AND REGION )Conservation A i• ACHMENT#t._ 3._ i O REPORT# es I(,'~ for The Living City 173 May 5, 2009 Mr. Everett Buntsma . Director, Operations and Emergency Services !Department Municipal Engineering Division City of Pickering One the Esplanade Pickering, Ontario L1 V 61<7 Dear Mr. Buntsma: Re: Waterfront Trail, Western Gateway Project File: Tender No. T-6-2009 Thank you for your correspondence dated April! 27, 2009 regarding the tender summary for the Waterfront Trail -Western Gateway Project. TRCA has reviewed the tender summary provided for T-6-2009 Waterfront Trail, Western Gateway Project and the procurement practices of the City and find that they are in keeping with the requirements of the Toronto Waterfront Revitalization Corporation and the Toronto and Region Conservation Authority. Thank you for providing this information to us, We look forward to working with you and your selected contractor. If you have any questions or require additional information, please do not hesitate to call. Yours truly, Nancy Gaffney, B.Sc. Waterfront Specialist Watershed Management Division Tel: (416) 661 6600 ext. 5313 Fax: (416) 661 6898 Email: ncgaffnevCa~trca on ca cc: Arnold Mostert, OALA, Coordinator, Landscape and Parks Development Member of Conservation. Ontario 5 Shoreham Drive, Downsview, Ontario M3N 1S4 (416) 61-6600 FAX 661-6898 www.trca.on.ca t Aw'± ATTACHMENT#--- TOREPORT# DES ~(•-O`~ of I ` Consulting Engineers 1 7 4 Landscape Architects Planners Johnson Sustronk Weinstein + Associates 09-14 May 5, 2009 City of Pickering Operations and Emergency Services Department One The Esplanade Pickering, Ontario. L1 V 6K7 Attn: Mr. Arnold Mostert Co-ordinator, Landscape and Parks Department Municipal Property and Engineering Division Re: Letter of Recommendation - Waterfront Trail - Westgrn Gateway Project Tender No. T-6-2009 Dear Amold: The three lowest bids that have been provided by your office for this project were reviewed in detail. The three bidders are: 1. Pacific Paving S 836,653,12 2. Rutherford Contracting Limited S 850,667.37 3. Maram Building Corporation S 894,600,00 While irregularities were noticed in the Maram Building Corp. tender numbers, the two low bidders calculations appeared correct and in order.. The key element in this project package involves the construction of a significant structural pier and elevated walkway. Since no advice on the intended structural sub-contractor has been requested in the tender package request, we had advised the City in our tender analysis memo of April 22, 2009 to investigate both the structural capability of the primary contractor and his structural sub-contractor. If positive feedback has been provided to City staff in this regard, we would see no reason not to accept the low bidder, Pacific Paving, We trust this letter of recommendation is acceptable. Yours very truly, far A LA, MC11P, RPP Principal GLH/slv c.c. Ron Bemasch (JSW+) 20 Mural Street; Unit 10 • Richmond Hill, Ontario • 1461 K3 • T 1905-889-8100 • Fax 905-889-6616 • design@jsw.co REPORT TO COUNCIL PIC Report Number: OES 29-09 Date: May 19, 2009 175 From: Everett Buntsma Director, Operations & Emergency Services Subject: Quotation No. Q-23-2009 Supply & Delivery of Articulated Variable Horse Power Motor Grader File: A-1440 Recommendation: 1. That Report OES 29-09 of the Director, Operations & Emergency Services be received; 2. That Q-23-2009, as submitted by Nortrax for the supply and delivery of (1) one 2009 John Deere 870G Articulated Motor Grader in the amount of $258,736.10 (PST and GST included) be accepted; 3. The total gross purchase cost of $258,736.10 (GST & PST included) and net purchase cost of $247,287.60 be approved; 4. That council authorize the Director, Corporate Services & Treasurer to finance the supply and delivery of the Articulated Motor Grader in the amount of $247,287.60 as follows: (a) that the sum of $ 245,000 be financod by the issue of debentures by The Regional Municipality of Durham over a period not to exceed (5) five years, at a rate to be determined (b) the balance sum of $2,287.60 to be funded from the 2009 Current Budget (c) the annual repayment charges in the amount $ 55,035 be included in the annual Current Budget for the City of'Pickering, commencing in 2010 and continuing thereafter until the loan is repaid; and any financing cost to be paid out of the Current Budget; (d) the Director, Corporate Services & Treasurer has updated the City's 2009 Annual Repayment Limit and the repayment thereof falls within the City's Annual Repayment Limit for debt andi financial obligations, as established by the Province for municipalities in Ontario and would not cause the City to exceed the updated limit, and therefore, Ontario Municipal Board approval is not required prior to City Council's authorization; (e) undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, Infrastructure Ontario - OSIFA Loan Program, or a '.,financial institution offering long term financing under similar terms and conditions; Report OES 29-09 May 19, 2009 Subject: Articulated Variable Horse Power Motor Grader Page 2 176 (f) the Treasurer be authorized to take any actions necessary to effect the foregoing 5. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised to other capital projects for which long-term financing is required, as is permitted under the Municipal Act, 2001; 6. That the draft by-law attached to this report be enacted; and 7. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. Executive Summary: The City of Pickering currently utilizes two motor graders to maintain approximately 220 lane kilometers of ravel surface road. This maintenance encompasses road surface conditioning as wel?as winter control. The replacement of the oldest machine, a 1999 Champion 740 has been identified in the 2009 Capital Budget. Financial Implications: 1. Approved Source of Funds 2009 Capital Budget Debt (5 years) Item Proiect Code Source of Available Required Fun s Variable Horse 5320.0903.1701 Debt $300,000 $247,287.60 Power Motor Grader 2. Estimated Project Costing Summary Quotation Amount 5320.0903.6178 Q-23-2009 $269,970.00 Trade in Credit (41,000) GST 11,448.50 PST 18.317.60 Total Gross Project Cost 258,736.10 GST Rebate (11,448.50) Total Net Project Cost $247,287.60 CORP0227-07/01 revised I Report OES 29-09 May 19, 2009 Subject: Articulated Variable Horse Power Motor Grader Page 3 Project cost under (over) the approved funds by $52,712.40 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditure contained ',in this report and concurs. Sustainability Implications: The engine powering this piece of equipment meets the Environmental Protection Agency's Tier III regulation for emission standards. This standard significantly reduces the amount of harmful emissions produced by the operation of the grader. As well, product improvements such as "on ground" refueling and maintenance check points which do not require the operator to climb on the machine provide for a safer work environment. Background: The purchase of an Articulated Motor Grader was identified and approved by Council in the 2009 Capital Budget. This vehicle will replace City Unit #107, a 1999 Champion, 740 VHP Motor Grader. This machine, which was refurbished in the year 2006 has experienced a catastrophic failure of the transmission during winter control operations in early 2009. Since that time a rental machine has been utilized to maintain service levels. Specifications for a replacement were compiled using information from a previous new equipment purchase in 2002, on-site demonstrations and attendance at this year's Municipal Equipmeent Tradeshow in February 2009. At the tradeshow, staff were able to visit displays and equipment from three major manufacturers; Caterpillar, Volvo and John Deere. The Caterpillar machines are all joystick controlled and the demonstration simulotor made it evident that this is not a good choice for the type of work we perform. During and after the tradeshow, arrangements were made to demonstrate a John Deere 870D (2008 model) with a 9 litre engine. Subsequently, John Deere made their 870G (2009 model) available and both were used on City roads in late February/March 2009. Volvo did not make a unit available for demonstration. On April 18, 2009 request for quotations were released and Supply & Services invited three vendors to participate in the bidding process, of which two have responded. The low bid submitted by Strongco/Volvo for a 2009 Volvo G940 deviates from the 9 litre minimum specification for engine size but has been evaluated. The engine powering the machine being offered by Strongco/Volvo is a 7.2 litre engine, producing only 754 foot pounds of torque at 1550 RPM. The City's existing motor grader being replaced utilizes a 10.8 litre engine producing approximately 875 foot pounds of torque, has been very effective in heavy snow conditions experienced during the past two seasons of Winter Control and has accumulated 12,000 hours of running time. Approximately 80% of our grader needs are for heavy work requiring larger torque, such as snow clearing, regrading and overturning gravel roads, and spreading fresh gravel. It is the opinion of the Municipal Property & Engineering Division that an engine not meeting the minimum CORP0227-07/01 revised Report OES 29-09 May 19, 2009 Subject: Articulated Variable Horse Power Motor Grader Page 4 178 9 litre specification and not producing high torque output at a relatively low RPM would experience a shortened life cycle when required to perform this type of work. The bid submitted by Nortrax for a 2009 John Deere 870G has a 9 litre engine, and although smaller in size than the City's existing motor graders, it produces 949 foot pounds of torque at 1000 RPM. The Municipal Property & Engineering Division therefore recommends acceptance of the bid submitted by Nortrax, which has met all specifications set in Q-23-2009 in the amount of $258,736.10 (GST & PST included) and that the net purchase cost of $247,287.60 be approved. Attachments: 1. Supply & Services Summary Memorandum 2. By-law to confirm the authorization of the Issuance of debentures in the amount of $245,000 for the supply and delivery of Articulated Variable Horse Power Motor Grader Prepared By: Approved/Endorse By: Ric rd Holbor verett sm D' sion Head ~irector Municipal Property & Engineering Operations & Emergency Services Grant Smith illis Paterson Supe isor, Fleet Operations Director Corporate Services & Treasurer Vera A. F gemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services GS:cr Attachments CORP0227-07/01 revised I Report OES 29-09 May 19, 2009 Subject: Articulated Variable Horse Power Motor Grader Page 5 1 Copy: (Acting) Chief Administrative Officer Chief Administrative Officer Recommended for the. consideration of Pickering City Council Thomas J. ui v , RDM , CMM II Chief Administ ative Officer CORP0227-07/01 revised I ATTACHMENT# TO REPORT# Cif of _ 29-.0 y PIC E MEMO To: Richard Holborn, April 24, 2009 Division Head, Municipal Property & Engineering RECEIVED From: Bob Kuzma Senior Purchasing Analyst APR 2 4.2009 CITY OF PICKERIN Copy. M NICPALPRO RT &ENG!NEERINNGG Subject: Quotation-for Supply & Delivery of Articulated Variable Horsepower Motor Grader -Quotation No. Q-23- 2009 Quotations have been received for the above project. Three. (3) companies were invited to participate of which two (2) responded. Quotations shall be irrevocable for 60 days after the official closing date and time. Copies of the.quotations are attached for your review along with the summary of costs. Each line item provides a space for the vendor to indicate ,a "Yes, No, Specify" to provide the City with information and details to subjectively review each line item and the sum total of all specifications. Specifications item #4 (b) states: A mark in the "no" space shall mean a deviation from the specification and must be further detailed in the SPECIFY space. Deviations will be evaluated and acceptance of these deviations is within the discretion of the City of Pickering. The quotation submitted by Strongco/Volvo the total amount of $250,408.00, taxes included, is the low quotation, subject to further evaluation of the vehicle's specifications. Please advise with your recommendation any reason the low bid from StrongcoNolvo is not acceptable. SUMMARY Taxes included After Trade in Vendor Amount Sub Total G.S.T P.S.T. Total Calculation (Credit) Check Strongco/ $256,600.00 35,000.00 221,600.00 $11,800.00 $17,728.00 $250,408.00 250,408.00 Volvo Nortrax $269,970.00 1,000.00 228,970.00 11,448.50 18,317.60 258,736.10 $258,736.10 i ATTACHMENT# 4-rte TOREPgRT# DES ~-Dl Z- P o ' 'on is made in Supplementa~rms and Conditions to arrange for demonstrations. Pursuant to Standard Quotation Terms and Conditions, item 4 - Samples: Samples shall also mean demonstration of vehicle and/or equipment being quoted upon, including provision for City staff to operate the vehicle being quoted upon. This award is subject to Council approval. Include in your report to Council: 1. the appropriate account number(s) to which this work is to be charged and the budget amount(s) assigned thereto 2. Treasurer's confirmation of funding 3. related departmental approvals 4. any reason(s) why the low-bid of SrongcoNolvo is not acceptable, and 5. related comments specific to this acquisition Bidders will be advised of the outcome. Please do not disclose pricing to enquiring bidders. Subject to Council approval, an approved "on-line" requisition will also be required to proceed. If you require further information or assistance during the evaluation phase of this quotation call, contact me at extension 2131. April 24, 2009 Page 2 Q-23-2009 Supply & Delivery of Road Grader THE CORPORATION OF THE CITY OF PICKERING 8 2 BY-LAW NO. Being a by-law to authorize the Supply & Delivery of Articulated Variable Horse Power Motor Grader and the issuance of debentures therefore in the amount of $245,000 WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower- tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, WHEREAS Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, WHEREAS The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, WHEREAS the Council of the City wishes to projceed in respect of the Supply & Delivery of Articulated Variable Horse Power Motor Grader; and, WHEREAS before authorizing the project to proceed in respect of the Supply & Delivery of Articulated Variable Horse Power Motor Grader 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 29-2009 on the date hereof for the Supply and Delivery of Articulated Variable Horse Power Motor Grader and awarded Quotation Q-23-2009 for the Supply & Delivery of the Articulated Variable Horse Power Motor Grader project. i By-Law No. Page 2 183 NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. That the City proceed with the project referred to as "Supply & Delivery of Articulated Variable Horse Power Motor Grader"; 2. That the estimated costs of the project in the amount of $247,287.60 be financed as follows: a) That the sum of $245,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed (5) five years; b) That the sum of $2,287.60 be funded from'the 2009 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 2010 and continuing thereafter until the loan is repaid. BY-LAW read a first, second and third time and finally passed this 19th day of May 2009. David-Ryan, Mayor Debi A. Wilcox, City Clerk i city °o REPORT TO IF 01C K0 COUNCIL Report Number: OES 30-09 Date: May 19, 2009 184 From: Everett Buntsma Director, Operations & Emergency 6ervices Subject: Pickering Museum Village - Brougham Central Hotel Restoration - Tender No. T-9-2009 - File: A-1440 Recommendation: 1. That Report OES 30-09 regarding Tender No. T-9-2009 for the Pickering Museum Village, Brougham Central Hotel Restoration be received; 2. That Tender No. T-9-2009 submitted by Noshid Construction Corp. in the total tendered amount of $189,000 (GST included) be accepted; 3. That the total gross project cost of $243,600 (GST included) and a net project cost of $232,000 including the total tendered amount and other associated costs be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The City of Pickering Was successful in obtaining project funding from the Building Canada Fund - Communities Component for the restoration of the Brougham Central Hotel at Pickering Museum Village. Staff have proceeded with a formal tendering process. Bids have been received, and upon subsequent review and investigation as well as reference checks. Report OES 30-09 May 19, 2009 Subject: Pickering Museum Village 185 - Brougham Central Hotel Restoration - Tender No. T-9-2009 Page 2 Financial Implications: 1. TENDER AMOUNT T-9-2009 $155,000 Cash Allowance 25,000 GST 9,000 Sub-Total $189,000 GST Rebate (9,000) Total $180,000 2. APPROVED SOURCE OF FUNDS O & ES Capital Budget Location Project Code Source of Funds Budget Required Pickering Museum 5744.0901 Grant Funding Village Brougham Central FUNDS.AVAILABLE $665,000 $232,000 Hotel Restoration 3. ESTIMATED PROJECT COSTING SUMMARY T-9-2009 $180,000 Miscellaneous & Tender Costs 2,000 Contingency 50,000 Total $232,000 GST 11,600 Total Gross Project Cost $243,600 GST Rebate (11,600) Total Net Project Cost Under /Over Budget $433,000 Sustainability Implications: In order to maintain the City's cultural heritage, it is imperative to undertake life cycle rehabilitation and maintenance of heritage structures. With the proposed restoration work of the Brougham Central Hotel at Pickering Museum Village, the City will be fulfilling its mandate to preserve a sustainable heritage community facility. CORP0227-07/01 revised Report OES 30-09 May 19, 2009 Subject: Pickering Museum Village 186 - Brougham Central Hotel Restoration - Tender No. T-9-2009 Page 3 Background: John Rutledge Architect was retained by the Pickering Museum Foundation to provide tendering specifications for the restoration of the Brougham Central Hotel at Pickering Museum Village. Phase One of the restoration, that being the provision of a solid concrete foundation, was completed in 2008. Bids have been received to the tendering call for (Phase Two, which closed on Wednesday, April 29, 2009. Seven (7) companies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website. A mandatory site visit was held on Thursday, April 16, 2009. Seventeen (17) bidders attended of which eleven (11) bidders responded; and submitted a bid for this project. No addenda was issued during this tender call. The Health & Safety Policy, Workplace Injury Summary Report, WSIB Clearance Certificate and Certificate of Insurance submitted by Nashid Construction Inc.. have been deemed acceptable by the Coordinator, Health & Safety. In conjunction with staffs review of the contractor's previous work experience, the tender is deemed acceptable. Upon careful examination of all tenders and relev4nt documents received, the Facilities & Operations Division recommends the acceptance of the low bid submitted by Nashid Construction Corp. for Tender No. T-9-2009 in the amount of $189,000 (GST included) and that the total net project cost of $232,000 be approved. This report has been prepared in conjunction withi the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Summary Memorandum from Supply & Services dated April 29, 2009 CORP0227-07/01 revised Report OES 30-09 May 19, 2009 Subject: Pickering Museum Village 1-87 - Brougham Central Hotel Restoration - Tender No. T-9-2009 Page 4 Prepared By: Ajpproved/E ors By: Tony Prevedel E ere untsma Division H d, Facilities Director, Operations & Emergency Services I Vera . Felge acher G Ilis Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Manager, Supply & Services Treasurer TP:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council T omas J. 046n, RDM M III Chief Admini rative Officer i CORP0227-07/01 revised ATTACHMENT#~ TOREPORT#~36-09 _..L_ of 4:t_ 188 Crr~ o~ I+KERI MEMO To: Tony Prevedel April 29, 2009 Division Head, Facilities Operations From: Vera A. Felgemacher .Manager, Supply & Services Copy: Supervisor, Facilities Operations Subject: Tender No. T-9-2009 Tender for Pickering Museum Village Brougham Central Hotel Restoration CONSTRUCTION PHASE 2 Closing: April 29, 2009 Tenders have been received for the above project. Seven (7) companies were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's Website. A mandatory site visit was held on Thursday, April 16, 2009, Seventeen (17) bidders attended of which eleven (11) bidders responded. A copy of the Record of Tenders Opened and Checked used at the public tender opening is. attached. Tenders shall be irrevocable for 60 dayo 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 tmen 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). Three (3) bids have been retained for review at this time. SUMMARY PST & GST included Bidder Total Tendefied Amount After Calculation Check $ Nashid Construction Corp. $189,000.00 $189,000.00 Masoud Construction Inc. $279,300.00 $279,300.00 Heritage Restoration Inc.. $281,177.40 $281,177.40 RusCan General Contracting Inc. $291,115.50 $291,175.50 ATTACFiMENT# 'TO REPORT# v -3_09 189 - 9 of Gary Brown Mason $302,212.58 $302,212.58 Phoenix Restoration $34%650.00 $349,650.00 Colonial Building Restoration $519„750.00 $519,750.00 Ross Clair (R.O.M.) Contractors $6510711.00 $051,711.00 Inc. Rutherford Contracting Unable to bid D.J. McRae Contracting Ltd. Unable to bid Automatic rejection - Bid Bond submitted not in the amount of 10% ofthe tendered amount. Reference: Snyder Construction Purchasing sy-law No. 5900-01, Procedure No. PUR 010-001, 10.104, Item 9(d), 1 B Item 17, 18, 19, and Tendering Specification Item 3 Pursuant to Information to Bidders Item 21, the following will be requested of the low bidder for, your review during the evaluation stage of this tender call. Please advise.when you wish us to proceed with this task. (a) a copy of the Health and Safety Policy to be used on this project, currently dated and signed; (b) a copy of the current Cost and Frequency Report issued by Workplace Safety•& Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or. MAP reports may, be submitted); , (c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board (d) the City's certificate of insurance completed by the bidder's agent, broker or insurer.(); (e) list of sub-contractors in accordance with GC Item 31, Form Page 86 Include the following items in your Report to Council: (a) if items (a) through (d) noted above, are acceptable to the Co-ordinator, Health & Safety; (b)' any past work experience Nashid Construction Corp.including work location; (c) without past work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) . any reason(s) why the low bid of Nashid Construction. Corp. is not acceptable; and. (i) related comments specific to the project. John Rutledge as the consultant. on this project will be reviewing submissions and making recommendations to you. The consultant should al$o review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing April 29, 2009 Tender No. T-9-2009 Page 2 Tender for Pickering Museum Village Brougham Central Hotel Restoration CONSTRUCTION PHASE 2 1 ATTACHMENT#-Z., - TOREPORT# 6~S c ~ _ of 190 during the evaluation, please contact a member of Supply & Services as soon as possible. Duplicate copies of the bids are attached for the consultant's use. 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/jg Attachments April 29, 2009 Tender No. T-9-2009 Page 3 Tender for Pickering Museum Village Brougham Central Hotel Restoration CONSTRUCTION PHASE 2 ATTACHMENTS R=PORT~~S ,3G -0 191 0 -0 (n X M o Z) CD (/1 1 ~ uNi a n O _O ° C cn x' n o. ° a," o m. ° 0 G C n - N- N 7 y m 0 CT CD 5i CA 0:) O c cc o o a .n. n v a m O O' C) O m m =3 n = ~ m > y z 0. o. =3 z v 5 °1 -1 0 3 fD 0 0 ~ 5 aCD m a L1 m m z v o M. v * o CD (D to vmi ai tmn (Di < W 2 ;fl D m ai to S (D oN o ? o O C° ~7 p p o •~1 q o d o co Dm a O O a m m C) O p k4) a ° D Z p Q~ ch, Q M N CD CD O - ~ 3 Q C O mn ;rs O 0 W 6> 1► ti ~o D m Zm b ~D = E -a o m 22 2 a - c 0z n V a v m D rv cn y .G7 3 (o Er a) p O e o VJ Q O Z v► o d c 0 r Oo O m n m . _ n o m °mM CD o ~ O Z °x p' _ =3 z N C) O CT m y 'o N 0 O VU > Z m A 4 192 May 19, 2009 NOTICE OF MOTION Councillor McLean and Councillor O'Connell gave notice that they will at this meeting of Council be presenting a motion as follows: PROVINCIAL HARMONIZED SALES TAX WHEREAS the economy in Canada and in the Province of Ontario is faced with an unstable climate and high unemployment rates; and WHEREAS peoples savings and portfolios have been drastically affected by the world economic condition; and WHEREAS the Provincial Government recently announced the harmonization of the 5% GST and the 8% PST; and WHEREAS this harmonized sales tax will negatively impact all consumers, young and old, married or single, by implementing the proposed harmonized tax to almost all goods and services that were previously exempt from PST; and WHEREAS the 8% PST will be added to items such as, but not limited to, gasoline, home heating fuel, water, hydro, used cars, real estate commissions, home renovations, personal services, chiropractor, massage therapy, consultants, lawyers fees, prescriptions, registration fees and memberships for recreational services used by seniors and children. THEREFORE BE IT RESOLVED that we, The Council of the City of Pickering, appeal to the Province of Ontario to stop the implementation of the proposed Provincial Harmonized Sales Tax until more public consultation and input is received; and BE IT FURTHER RESOLVED that we, The Council of the City of Pickering, request that AMO lobby the Province of Ontario on our behalf; and that a copy of this resolution be sent to all municipalities in Ontario requesting their support. ~ity o~ 193 May 19, 2009 BY-LAWS 6946/09 Being a by-law to exempt Lot 6, Plan 40M-1827, Pickering, from part lot control. (By-law attached) 6947/09 Being a by-law to adopt Amendment 18 to the Official Plan for the City of Pickering (OPA 09-001/P)[Refer to Planning page 15] 6948/09 Being a by-law to amend By-law 6604/05 providing for the regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. (By-law attached) 6949/09 Being a by-law to appoint By-laWv Enforcement Officers for the purpose of enforcing parlging restrictions in private property. (By-law attached) 6950/09 Being a by-law to authorize the supply & delivery of Articulated Variable Horse Power Motor Grader and the issuance of debentures therefore in the amount of $245,000 [Refer to New and Unfinished Business pages 6951/09 Being a by-law to amend By-law Number 6191/03 to confirm General Municipal Fees. [Refer to Report CS 15-09] 6952/09 Being a by-law to adopt the estimates of all sums required to be raised by, taxation for the year 2009 and to establish the Tax Rates necessary to raise such sums and establish the final due dates for the residential, pipeline, farm and managed forest realty tax classed. [Refer to Report CS 19- 09] 6953/09 Being a by-law to amend By-law 6604/05 providing for the regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. [Refer to Executive pages 140 & 1411 i 194 6954/09 Being a by-law to provide for the establishment of a Reserve Fund to be known as the Operations Centre Reserve Fund. [Refer to Report CS 15-09] 1 `LN 00 ► ► 195 MEMO To: Debi Wilcox April 28, 2009 City Clerk From: Denise,Bye Supervisor, Property & Development Services Copy: Director, Planning & Development Subject: Request for Part Lot Control By-law Owners: Gaspare & Anna Maria Latona Lot 6, Plan 40M-1827, City of Pickering (Parts 5, 6 and 20, Plan 40R-17710) File: PLC.40M-1827.2 Plan of Subdivision 40M-1827 was registered in 1995. In 1997, Reference Plan 40R-17710 was registered providing for the development of four quadruplex dwellings on Lot 6, Plan 40M-1827. At that time a part lot control. by-law was enacted and registered to exempt Lot 6 from the part lot control provisions of the Planning Act, however oneof the parts lying within Lot 6 was conveyed into separate ownership after the part lot control by-law expired effectively making the Transfer in contravention of the Planning Act. The solicitor for the owners of this part of Lot 6 is requesting that another part lot control by-law be enacted for a period of three months in an effort to rectify the title to the property and bring it into compliance with the Planning Act: Attached hereto is a location map and a draft by-law, enactment of which will exempt Lot 6, Plan 40M-1827, Pickering, from the part lot control provisions of the Planning Act, thus allowing a legal Transfer to be effected in accordance with the Planning Act. This draft by-law is attached for the consideration of City Council at its meeting scheduled for May 19. 2009. DB:bg Attachments I 196 FINCH AVENUE FINCH AVENUE N 2 0 D Q 0 O O ~ PLACE ~R\oOR C-7) ~~RO Q J 0 ~ V U SPARROW F~ Y CRFSC ~ cr f NT z ° CL O w a CHICKADEE Z PROPERTY N Q MELDRON N o 0 m a ~JF V) S PINE GROVE P W w ' b WO City of Pickering Planning & Development Department PROPERTY DESCRIPTION LOT 6, PLAN 40M-1827, PICKERING OWNER VARIOUS DATE APR. 29, 2009 DRAWN BY JB 07\ FILE No. PART LOT CONTROL SCALE 1:5000 CHECKED BY DB N a a acre..: Teranst Enterpfeae In 1... nd 't' euppliere. All right■ Reserved. NotSurva / a pion of ■urvey. PN-10 2005 MPAC and its supliers. All rl hte Reserved. Not a lo. o . THE CORPORATION OF THE CITY OF PICKERING 197 BY-LAW NO. AM.~'F,T Being a By-law to exempt Lot 6, Plan 40M-1827, Pickering, from part lot control. WHEREAS pursuant to the provisions of section 50 of the Planning Act, R.S.O. 1990, chapter P.13, the Council of a municipality may py By-law provide that section 50(5) of the Act does not apply to certain lands within a plan of subdivision designated in the By-law; NOW THEREFORE, the Council of The Corporation of the City of Pickering HEREBY ENACTS AS FOLLOWS: 1. Section 50(5) of the Planning Act, R.S.O. 1990, chapter P.13, does not apply to the lands described as follows: Lot 6, Plan 40M-1827, Pickering. 2. This By-law shall remain in force and effect for a period of three months from the date of the passing of this By-law and shall expire on August 19, 2009. BY-LAW read a first, second and third time and finally passed this 19th day of May, 2009. David Ryan, Mayor Debi A. Wilcox, City Clerk PLC.4OM-,887.2 CU# MEMO 198 To: Debbie Shields May 12, 2009 Deputy Clerk From: Mike Pelzowski, CET Coordinator Traffic Operations Copy: Division Head, Municipal Property & Engineering Supervisor, Engineering & Capital Works Subject: By-law amendment - OES Report 25-09 No Stopping - Sandy Beach Road As requested, please find attached the revised By-Ww to OES report 25-09. The draft By-law is amended to indicate the No Parking to No Stopping conversion as per Executive Committee direction on May 11, 2009. Mp/mp THE CORPORATION OF THE CITY OF PICKERING 199 BY-LAW NO.! /09 Being a By-law to ame d By-law 6604/05 providing for the regu acing of parking, standing and stopping o highways or parts of highways under the ju sdiction of the City of Pickering and on private and municipal property. WHEREAS, By-law 6604/05, as amended, p ovides for the regulating of traffic and ,parking on highways, private property and municipal property within the City of Pickering; and WHEREAS, it is deemed expedient to amend By-law 6604/05 to establish additional "No Stopping" zones on Sandy Beach Road. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. Schedule 1 to By-law 6604/05, as amended, is hereby further amended thereto by the following: SCHEDULE 1 NO STOPPING COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 HIGH WAY SIDE LIMITS (FROMlTO) PROHIBITED TIMES OR DAY DELETE Sandy Beach West Bayly Street Anytime Road to 55 metres south thereof ADD Sandy Beach East Bayly Street Anytime Road to 100 metres north of Streamside Court 2 0, 0 Sandy Beach West Bayly'Street to Anytime Road 180 metres south of Bayly Street; and 325 metres south of Bayly Street to Parkham Crescent 2. This By-law shall come into force on the date that it is approved by the Council of The City of Pickering and when signs to the effect are erected. BY-LAW read a first, second and third time and finally passed this day of 2009. David Ryan, Mayor Debi A. Wilcox, City Clerk 201 THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. 6949/09 41: ;4> Being a by-law to appoint By-law Enforcement Officers for the Purpose Enforcing Parking Restrictions on Private Property WHEREAS pursuant to section 15(I) of the Police Services Act, R.S.O. 1990, c.P.15, as amended, a municipal council may appoint persons to enforce the by-laws of the municipality; and WHEREAS pursuant to section 15(2) of the said Act, municipal by-law enforcement officers are peace officers for the purpose of enforcing municipal by-laws; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. That the following people be hereby appointed as municipal law enforcement officers in and for the City of Pickering in order to ascertain whether the provisions of By-law 2359/87 are obeyed sand to enforce or carry into effect the said By-law and are hereby authorized to enter at all reasonable times upon lands municipally known as: a) 1210 & 1235 Radom St., 1310 , Fieldlight Blvd., 1915 Denmar Rd., 1331,1350, 1360 and 1885 Glenanna Rd., 1958 and 1975 Rosefield Rd., 1525/35 Diefenbaker Court, 1530/40,1625 and 1635 Pickering Parkway, 1000/1400 The Esplanade Casitas Millenium, 925 Bayly St., 1650 and 1865 Kingston Road 1775 Valley Farm Road, 1995 Pinegrove, 76-1555 Finch Avenue, 1295 Wharf Street, 1867 Kingston Road and 1100 Begly Street. Daniel Shohdy William Brooks 2. The authority granted in section 1 hereto is specifically limited to that set out in section 1, and shall not be deemed, at any time, to exceed the authority set out in section 1. 3. This appointment shall expire upon the person listed in section 1 a) ceasing to be an employee of Group 4 Securicor or upon Group 4 Securicor ceasing to be agents for 1210 & 1235 Radom St., 13110 Fieldlight Blvd., 1915 Denmar Rd., 1331,1350, 1360 and 1885 Glenanna Rd., 1958 and 1975 Rosefield Rd., 1525/35 Diefenbaker Court, 1530/40,1625 and 1635 Pickering Parkway, 1000/1400 The Esplanade Casitas Millenium, 925 Bayly St., 1650 and 1865 Kingston Road 1775 Valley Farm Road, 1995 Pinegrove, 76-1555 Finch Avenue, 1295 Wharf Street,1867 Kingston Road and 1100 Begly Street whichever shall occur first 202 By-law No.. 6949/09 Continued Page 2 4. The provisions of this by-law shall come into force and take effect on the day of the final passing thereof. BY-LAW read a first, second and third time and finally passed this 19th day of May, 2009. David Ryan, Mayor Diebi A. Wilcox, City Clerk APAIftN Minutes / Meeting Summary Pickering Museum Village Advisory Committee February 19, 2009 7:00 pm Pickering Civic Complex Attendees: Laura Drake, Chair, Pickering Museum Village Advisory Committee Rose Cowan, Pickering Museum Village Advisory Committee Pat Dunnill, Pickering Museum Village Advisory Committee Rhonda Lawson, Pickering Museum Village Advisory Committee Bill McLean, Regional Councillor - Ward 2 Paul Savel, Pickering Museum Village Advisory Committee Bill Utton, Pickering Museum Village Advisory Committee Bill Weston, Pickering Museum Village Advisory Committee Leigh Gardner, Administrative Assistant I (Recording Secretary) Absent: Carol Brown, Pickering Museum Village Advisory Committee Suzanne Primrose, Pickering Museum Villsige Advisory Committee Staff Stephen Reynolds, Division Head, Culture.& Recreation Present: Marisa Carpino, Supervisor, Culture & Recreation Katrina Pyke, (Acting) Education & Collections Officer Mandy Smiles, (Acting) Volunteer & Program Coordinator .:r ' i 1. Welcome and Int o0 s Steve welcomed attendees and thanked everyone for 2008 contributions. • Good news. Received letter approving funding from Federal and Provincial government for up to $295,000 each for the Restoration & Upgrade Project ($885,000). • Project to take place over 2009!- 2010 • Councillor McLean thanked the, Foundation for their patience and hard work. Oity is working on getting land to.the west of the site. Very optimistic. Would be a good addition to the Museum • Pat Dunnill also thanked everyone for their hard work and is excited and looking; forward to the work ahead. Page 1 CORP0228-2102 • Laura asked Councillor McLean to advise Council of the Committee's thanks for all of Council and staff's hard work on the grant application. 2. Selection of Committee Chair Motion: Moved by Bill Utton Seconded by Paul Savel That Laura Drake be elected Chair of the 2009 Pickering Museum Village Advisory Committee. CARRIED 3. Approval of ►d Mln Motion: Moved by Bill Utton Seconded by Rhonda Lawson That the agenda of February 19, 2009 and the minutes of October 16, 2009 be approved CARRIED 4. Ad Hoc Corn Discussion on Pickering Museum Village Advisory Committee Rhonda to revise to Duties and Responsibilities separate Committee • Mandate was updated responsibilities from • New sub-committees created; Special individual member Events/Volunteer Activities Committee; responsibilities Collections Committee; Restoration and Capital Expenditure Committee • Number of events attended may be too specific • Sub-committees are to meet and report back to PMVAC 6 Updates Budget • Currently being reviewed by senior staff before going to Council (scheduled early May) • Capital will be revised to reflect. Building Canada Fund - Pickering Museum Village Restoration and Upgrade Project grant • Current - proposed additional hours for Museum Program Assistant and Collections staff was deferred to 2010 Page 2 CORP0228-2/02 Foundation • Pat Dunnill advised no Foundation items to raise at this time • Confirmed $180,000 commitment to restoration Cultural Plan • Marisa provides an update of the City's Cultural Strategic Plan • Initiative between stakeholders and staff • Meetings have taken place • There are 6 sections in the plan, written by staff • Staff to review draft of the first $ sections in March • Draft will be finalized for stakeholders to review by April/May • Consultation phase (sections 44 5), with summary and results by the fall; (pending budget approval for consulting fees (approx. $30,000) Annual Workplan • 2006-2010 workplan (2008 Status Report) Members to get any handed out by Marisa comments back to • Katrina completed the status column Marisa by March 2nd • To go to Council in May as a Committee Report for approval for 2008 • 2009 - collections should be first priority Marisa to email format • Each sub-committee to set respective goals for to committee members 2009 and discuss at next Committee meeting • Councillor McLean commented, that he is Next meeting April 15th concerned the Region of Durham is not promoting the Museum as much as they should Katrina Pyke to call be Pat Olive at Durham Region regarding museum promotion 0., Overview Promotional Plan 2009 • Mandy reviewed Marketing Plan handout • Promotions by mail drop, post cards, LED, media releases etc VIV Night • Wednesday, April 22"d (also Eajrth Day) • Invitations will go out closer to the date Page 3 CORP0228 -2/02 j Education & Public Programming • Christmas craft very successful, 4 kids craft clubs. Four Saturdays leading iup to Christmas were sold out (minimum of 19 kids at each session) • Education tours down last year. (great the year before) • Christmas in the Village has gone down as well as outreach • Successful PA Day Camp on February 13th • Will try to do cooking workshops in the fall 7. Other Business & AdIper tent` _ • Staff are keeping track and providing information with the widening of Hwy 7 • Museum sign and bell tower is responsibility of province. • Katrina Pyke setting up binders with dividers for Would appreciate PMVAC to be consistent with Ministry of Culture feedback from Museum standards. committee members Mandy provided handouts of promotional materials. Posters can be posted wherever members choose. She can send more if required. • Dine & Safe Program discussed by Rose. She has a package for the Museum' • Volunteers should keep track of hours (could be a 2009 objective in the annual workplan). Council would be interested in this information • Katrina Pyke discussed the Trillium Grant received by Gas & Steam Barn Volunteers. Harold needs to do an unveiling to recognize the project. Will be having a Grand Whistle during the Steam Up event in 2009. S. Next Meeting Thursday, May 14th at 6pm at the Pickering Museum Village (on site meeting, dress appropriately). Thursday, August 13th and Thursday, OctoboIr 15th at 7pm at Pickering Civic Complex Tower Room). Meeting Adjourned: 9:15 pm Copy: City Clerk Page 4 CORP0228-2/02 Committee of Adjustment q Meeting Minutes Wednesday, March 25, 2009 ty 00 7:00 pm P10CERING Main Committee Room PRESENT: Kevin Ashe David Johnson - Chair Susan Kular Keith Wilkinson ALSO PRESENT: Ross Pym, Secretary-Treasurer Jean Finn, Assistant Secretary-Treasurer ABSENT: Eric Newton (1) ADOPTION OF AGENDA Moved by Keith Wilkinson Seconded by Susan Kular That the agenda for the Wednesday, March 25, 2009 meeting be adopted. CARRIED UNANIMOUSLY (II) ADOPTION OF MINUTES Moved by Kevin Ashe Seconded by Keith Wilkinson That the minutes of the 3rd meeting of the Committee of Adjustment held Wednesday, March 4, 2009 be adopted. CARRIED UNANIMOUSLY 1 Committee of Adjustment Meeting Minutes Citq o~ Wednesday, March 25, 2009 PI 7:00 pm Main Committee Room (III) REPORTS 1. (Deferred at the March 5, 2009 meeting) P/CA 05/09 - D. Munch & J. Rauh-Munch - AMENDED 509 Marksbury Road (Part of Lots 10, 11, 12, Plan 270 Parts 1 - 6, 40R-24840) City of Pickering The applicant requests relief from Zoning. By-law 2511, to permit a 6.0 metre front yard depth to a proposed two-storey detached dwelling with an attached garage, and a 5.4 metre front yard depth to a covered porch, whereas the by-law requires a minimum front yard depth of 7.5 metres. The applicant requests approval of these variances in order to obtain a building permit. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval of the application subject to conditions. Written comments were received from the City's Manager, Development Control expressing no concerns. Written comments were also received from Jasmin Rauh-Munch and Dome Munch of 509 Marksbury Road, C. & C. Bamford of 528 Marksbury Road, Peter Barton of Avtech Design and from Debbie & Alan May of 511 Marksbury Road in support of the application`'. Jasmin Rauh-Munch, owner, was present to represent the application. No further representation was present in favour of or in objection to the application. The Secretary-Treasurer explained that the applicant submitted a letter and a revised plan to amend the application. Jasmin Rauh-Munch *explained the amended application. Moved by Kevin Ashe Seconded by Susan Kular That the amended application P/CA 05/09 by D. Munch & J. Rauh-Munch, be APPROVED on the grounds that the proposed 6.0 metre and a 5.4 metre front yard depth to a proposed two-storey detached dwelling with an attached garage are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 2 Committee of Adjustment Meeting Minutes Caq o~ Wednesday, March 25, 2009 7:00 pm Main Committee Room PICKERING 1. That these variances apply only to the proposed dwelling with a covered front porch that provides a front yard depth; of 6.0 metres and 5.4 metres respectively, as generally sited and outlined on the applicant's most recently submitted site plan with this application. 2. That the applicant provides a minimum of 6.0 metres for a vehicular entrance. 3. That the applicant obtains a building permit for the proposed construction within two years of the date of this decision; or this decision shall become null and void. CARRIED UNANIMOUSLY 2. P/CA 10/09 - P. & T. Hackett 1942 Calvington Drive (Plan 40M-2339 Pt Blk 5, Now 40R-2546$ Part 10) City of Pickering The applicants request relief from Zoning:By-law 3036, as amended by By-law 6585/05 to permit a 0.5 metre side yard width and a 4.0 metre rear yard depth to a proposed raised deck, whereas the by-law requires a minimum side yard width ` of 1.2 metres and a rear yard depth of 6.0 metres. The applicants request approval of these variances in order to obtain a building permit. The Secretary-Treasurer outlined comme is received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Written comments were received from the City's Development Control Manager and the Toronto and Region Conservation Authority, both expressing no concerns. Written comments were also received from Councillor Rick Johnson in support of the application. Paul Hackett, owner, was present to repr sent the application. No further representation was present in favour of or in objection to the application. Paul Hackett explained the application. 3 Committee of Adjustment Meeting Minutes qty o~ Wednesday, March 25, 2009 i i 7:00 pm Main Committee Room PICKERING. Moved by Keith Wilkinson Seconded by Susan Kular That application P/CA 10/09 by P. & T. Hackett, be APPROVED on the grounds that the 0.5 metre side yard width and the 4.0 metre rear yard depth to a proposed raised deck, are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That these variances apply only to thei proposed raised deck, as generally sited and outlined on the applicant's plans submitted with this application. 2. That the applicants obtain a building permit for the proposed construction within two years of the date of this decision, or this decision shall become null and void. CARRIED UNANIMOUSLY 3. P/CA 11/09 -1608204 Ontario Limited 168 Twyn Rivers Drive (Part of Lot 1, Plan 282, Part 2, 40R-235319) City of Pickering The applicant requests relief from Zoning By-law 3036, to permit a lot frontage of 13.7 metres, an east flankage side yard with of 4.0 metres and a west interior side yard width of 1.2 metres to a proposed one storey dwelling, whereas the by- law requires a minimum lot frontage of 15.10 metres, a minimum flankage side yard width of 4.5 metres and an interior si0e yard width of 1.5 metres. The applicant requests approval of these variances in order to obtain a building permit. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval subject to conditions. Charlie Modica, owner, was present to represent the application. No further representation was present in favour of or in objection to the application. Charlie Modica explained the application and responded to questions related to noise attenuation and CN requirements. 4 Committee of Adjustment Meeting Minutes Wednesday, March 25, 2009 7:00 pm Main Committee Room Moved by Kevin Ashe Seconded by Susan Kular That application P/CA 11/09 by 1608204 Ontario Limited, be APPROVED on the grounds that the a minimum lot frontage of 13.7 metres, a flankage side yard width of 4.0 metres and an interior side yard width of 1.2 metres are minor variances that are desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and the Zoning By-law, subject to the following conditions: 1. That these variances apply only to the, proposed one storey detached dwelling, as generally sited and outlineld on the applicant's submitted plans with this application. 2. That the applicant obtains a building permit for the proposed construction within two years of the date of this decision, or this decision to recognize the reduced flankage side yard and interior side yard width shall become null and void. 3. That the owner supplies certification to the City of Pickering based on Addendum #1 to 2"d Update Environmental Noise Assessment to the Noise Study dated February 27, 2009. 4. That the owner ensures the proposed privacy fence complies with the requirements set out in the Municipal Fence By-law. CARRIED UNANIMOUSLY 5 Committee of Adjustment CP1HA Meeting Minutes Wedne sday, March 25, 2009 7:00 pm Main Committee Room (IV) ADJOURNMENT Moved by Susan Kular Seconded by Keith Wilkinson That the 4th meeting of 2009 the Committee of Adjustment be adjourned at 7:17 pm and the next meeting of the Committee of Adjustment be held on Wednesday, April 15, 2009. CARRIED UNANIMOUSLY Cha As tant Secretary-Treasurer 6 Committee of Adjustment itrf Meeting Minutes Wednesday, April 15, 2009 7:03 pm Main Committee Room PRESENT: Kevin Ashe David Johnson - Chair Susan Kular Eric Newton - Vice-Chair Keith Wilkinson ALSO PRESENT: Ross Pym, Secretary-Treasurer Lesley Dunne, Assistant Secretary-Treasurer (1) ADOPTION OF AGENDA Moved by Eric Newton Seconded. by Keith Wilkinson That the agenda for the Wednesday, April 15, 2009 meeting be adopted. CARRIED UNANIMOUSLY (II) ADOPTION OF MINUTES Moved by Susan Kular Seconded by Keith Wilkinson That the minutes of the 4th meeting of the Committee of Adjustment held Wednesday, March 25, 2009 be adopted as amended. CARRIED UNANIMOUSLY 1 Committee of Adjustment Meeting Minutes ~ Wednesday, April 15, 2009 7:03 pm PIM Main Committee Room (III) REPORTS j 1. P/CA 12/09 - M. & D. Holland 618 Chiron Crescent (Plan 40M-1282 Part Block 14 Now 40R-81099) City of Pickering The applicants request relief from Zoning By-law 3036 to permit the parking of a vehicle 3.2 metres high and 8.0 metres long on the driveway in the front yard, whereas the by-law permits a maximum vehicle height of 2.6 metres and a maximum length of 6.7 metres. The parking of the vehicle in this location will also result in an encroachment into the driveway portion of the City's boulevard. The applicants request approval of this variance in order to obtain zoning compliance. The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recdmmending refusal of the application. Written comments were received from the 'City's Development Control Manager and the City's Engineering and Capital Works Supervisor, not in support of the encroachment agreement. A form letter signed by 24 surrounding neighbours, in support of the application. Mark Holland, owner, was present to represent the application. Stephen Antler of 612 Chiron Crescent was present in favdur of the application if appropriate conditions of approval are included. Mark Holland advised he had approached the surrounding neighbours which have signed a form letter indicating they ane.in support of the application. Mark Holland also stated that widening the driveway will give him the opportunity to accommodate the trailer so it will not encroach onto the City's boulevard. Stephen Antler stated he supports the application however he would like to have detailed timelines as to when the trailer could be parked on the driveway in the front yard. In response to questions from a Committee Member, the Secretary-Treasurer explained the by-law definition for a vehicle and indicated the Committee is able to grant seasonal variances. 2 i Committee of Adjustment Meeting Minutes C ty v~ Wednesday, April 15, 2009 ' .7:03 pm Main Committee Room Moved by Kevin Ashe Seconded by Susan Kular That application P/CA 12/09 by M. & D. Holland, be APPROVED on the grounds that the request to permit the parking of a vehicle 3.2 metres high and 8.0 metres long on the driveway in the front yard is a minor variance that is desirable for the appropriate development of the land, and in keeping with the general intent and purpose of the Official Plan and Zoning Bye-law, subject to the following conditions: 1. That this variance applies seasonally from April 1 to October 31 and only to the specified vehicle that is subject to this application, and that 2. The applicant enters into an appropriate encroachment agreement with the city. CARRIED Vote Kevin Ashe in favour David Johnson in favour Susan Kular in favour Eric Newton opposed Keith Wilkinson in favour 2. P/CA 13/09 - C. DeGraauw 661 Pleasant Street (Part of Lot 1, Plan 65, Block D) City of Pickering The applicant requests relief from Zoning Py-law 2511, to recognize an existing lot frontage of 12.0 metres, an existing lot area of 370 square metres, to permit a flankage side yard width of 3.0 metres, a side yard width of 0.6 metres and a rear yard depth of 5.4 metres to a proposed three-storey addition, whereas the by-law requires a minimum lot frontage of 15.0 metres, a minimum lot area of 460 square metres, a minimum flankage side yard width of 7.5 metres, a minimum side yard width of 1.5 metres and a minimum rear yard depth of 7.5 metres. The applicant requests approval of these variances in order to obtain a building permit. 3 Committee of Adjustment 00 Meeting Minutes ~tq Wednesday, April 15, 2009 7:03 pm Main Committee Room The Secretary-Treasurer outlined comments received from the City of Pickering Planning & Development Department recommending approval for existing variances and refusal for proposed variances. Written comments were received from the City's Development Control Manager indicating the applicant must ensure that a driveway can and will be installed and that it provides sufficient parking outside the limits of the road allowance. Written comments were received from Councillor Rick Johnson in support of the application. Written comments were also received from J. Milroy of 616 Annland Street, W. & A. Callaghan and J. Markowiak of 665 Pleasant Street in objection to the application. . J. Milroy outlined his correspondence and expressed several concerns with the height and proposed flankage side yard width of the proposed addition and the addition will minimize the view of Frenchmen's Bay from his dwelling and will overshadow his property. W. A. Callaghan outlined their correspondence and expressed several concerns with decrease in property value, loss of natural sunlight on the south and west sides of their dwelling. Correspondence received from J. Markowiak expressed several concerns with increased hydro bills due to loss of natural! sunlight during the day, proposed extension is too close to fence line which will infringe on their property to allow room for scaffolding to complete the work, and a decrease in property value. C. DeGraauw, owner, was present to repreisent the application. Garry Free of 1207 Monica Cook Place and Chris DeGraaauw of 1883 Kingston Road were present in favour of the application. John Reeves of 667 Pleasant Street, J. & C. Milroy of 616 Annland Street and Winnifred Callaghan of 665 Pleasant Street were present in objection to the application. C. Degraauw outlined the application, provided pictures for the Committee to review of the proposed addition and noted other dwellings in the surrounding area are three-storey dwellings. Garry Free explained the history and the development direction the neighbourhood is taking. A number of properties in the surrounding area are large dwellings. John Reeves advised he is not opposed to new construction however feels the subject property will be overdeveloped with, proposed addition and provided pictures to the Committee explaining the surrounding already looks congested. 4 Committee of Adjustment Meeting Minutes Cart 00 Wednesday, April 15, 2009 7:03 pm Main Committee Room Chris DeGraauw acknowledges the Planning & Development Department recommendation to amend the application to a two-storey addition however feels the height and size is acceptable. In response to a question from a Committee Member, the Secretary-Treasurer explained the height and massing for a two-storey and a three-storey dwelling. Moved by Eric Newton Seconded by Keith Wilkinson That application P/CA 13/09 by C. DeGraauw, be DEFERRED until the next meeting in order to give the Committee Members an opportunity to visit the site and to provide an opportunity for the applicant to meet with neighbours and staff. CARRIED UNANIMOUSLY (IV) ADJOURNMENT Moved by Susan Kular Seconded by Keith Wilkinson That the 5th meeting of 2009 the Committee of Adjustment be adjourned at 8:04 pm and the next meeting of the Committee of Adjustment be held on Wednesday, May 6, 2009. CARRIED UNANIMOUSLY 0 r Assistant Secretary-Treasurer 5 00 Minutes / Meeting Summary i Pickering Blooms Advisory Committee April 17, 2009 10:00 am TJR Main Committee Room Attendees: Dave Ryan, Mayor - City of Pickering (Co-Chair) Bill McLean, Regional Councillor, Ward 2 - City of Pickering (Co-Chair) Tom Melymuk, (Acting) Chief Administrative Officer - City of Pickering Lynn Winterstein, Manager, Marketing & Business Development - City of Pickering Judy Hodgson, Manager, Customer & Administrative Services - City of Pickering Rob Gagen, Foreperson, Parks & Property - City of Pickering Donald Igbokwe - Multi-Faith Group Jim McCafferty - Durham Catholic District School Board Kathy McKay - Ajax-Pickering Board of Trade Gail Lawlor - Durham Sustain Ability Larry Noonan - Altona Forest Stewardship Committee Sigrid Squire - Pickering Horticultural Society Heather White - Pineridge Arts Council Marla Shim, Executive Assistant, Councillors' Office - City of Pickering (Recording Secretary) Presenter: Tanya Ryce, Marketing, Promotions/Graphic Designer - City of Pickering Absent: John Hannah, Superintendent, Municipal Operations - City of Pickering Allan Arsenault - Pickering Town Centre Lorna Murphy - Pickering Town Centre Mike Bender - Toronto Region Conservation Authority Chris Braney - Durham District School Board Julie Oakes - Bloomers & Britches (siummmy (i s 1 Welcome and Introductions Mayor Ryan welcomed everyone to the meeting and thanked committee members for taking the time to participate once again this year. He noted that the program has changed from Communities in Bloom to Pickering Blooms. Councillor McLean also welcomed members back for this year's new program and expressed his appreciation for all of the work that they have done in previous years. Mayor Ryan passed regrets for members that were unable to attend today's meeting. Page 1 cor2P022a--2/02 i 2. Pickering Blooms Program • Garden Showcase and Mentorship Program will be added to the current program: adopt-a-park, community beautification and eco schools • The focus will on community involvement and commitment to the program • L. Winterstein advised that our in-house communications designer, T. Ryce, is responsible for preparing the marketing program • L. Winterstein introduced T. Ryce, who showed a PowerPoint presentation of the program and its new graphic • General discussion ensued, with some comments/ suggestions: - S. Squire suggested that the Echinacea flower in the graphic is not native to Ontario and that consideration be given to changing to a different flower that will tie-in with our heritage - L. Winterstein advised that the Echiniacea flower was chosen because it is highly recognized by most people and gives an image that will identify the healthy community that we are trying to portray • A suggestion was made to retouch the flower in the -graphic Staff will review 3. Community Outreach $ Promotlorm Copies of the Outreach & Promotions schedule were distributed to members • Pickering Blooms decals will be provided to participating businesses • Will advertise on durhamregion.com • Seed packages of our icon graphic will be distributed to the community T. Ryce will add the • It was suggested that landscape and marsh photography photography and also be added to the Pickering Blooms website send buttons (links) to • Community partners are being asked to participate and members for their will be advised that the new program is no longer being websites. judged • J. Hodgson noted that although there will be no judging, participants will still be recognized through garden signage, the website, etc. • This year's program will assist in preparing for the Nationals, should it be determined that we will participate in the future Page 2 CORP0228-2102 4 Garden Showcase • Rob advised that the main goal of the Garden Showcase is to encourage community participation • Focus is on beautification • J. Oakes and S. Squire have taken a lead role and have organized a mentorship workshop for May 21st • A special award will be recommended by the mentorship group 3. Other Busi;neas • The following organizations are listed in the Pickering Blooms Registration Brochure: Horticultural Society, Bloomers & Britches, Claremont Garden Club, Valley Plentiful Community Gardens and Altona Forest Environmental Stewardship • Brochures will be mailed to past participants and will also be posted on the website for the May 8th launch • Brochures will also be provided to members and staff for distribution to residents • S. Squire advised that Horticultural Society members will assist in distributing the brochures • G. Lawlor informed members that in order to encourage new schools to participate, Rosebank Public School will be hosting an eco school event on May 13th from 3:45 pm to 5:30 pm • To date, four Separate and eight Public schools have registered to participate • The City will have a display table and has donated the grand prize (a one-hour gardening consultation and $200 worth of gardening supplies) • Businesses, schools and organizations Dan participate in the garden showcase and mentorship program, without participating in the eco program 6. NSM, Nlmthv Data M. Shim to advise date To be determined. of next meeting. Meeting Adjourned: 10:55 am Copy: City Clerk Page 3 CORP0228-2/02 AP14* Minutes / Meeting Summary Sustainable Pickering Advisory Committee April 23, 2009 10:00 am Main Committee Room Attendees: Doug Dickerson, City Councillor, Ward 2 (Chair) Jennifer O'Connell, City Councillor, Ward I (Vice-Chair) Tom Melymuk, (Acting) Chief Administrative Officer Neil Carroll, Director, Planning & Development Lynn Winterstein, Manager, Marketing & Business Development Chantal Whitaker, Coordinator, Sustainability Catherine Rose, Manager, Policy Lynda Taylor, Manager, Development Review, Robert Starr, Manager, Development Control Tim Moore, Chief Building Official Ross Pym, Principal Planner - Development Review Grant McGregor, Principal Planner - Policy' Marilee Gadzovski, Stormwater & Environmental Engineer Jack McGinnis - Durham Sustain Ability Marla Shim, Executive Assistant, Council (Recording Secretary) Absent: David Pickles, City Councillor, Ward 3 1. erne-& Introdogl ris Councillor Dickerson welcomed everyone to the meeting and passed along regrets from Councillor Pickles who is away on Provincial business. 2. Sustainable Deve Copies of the Sustainable Development Guideline 2: Subdivisions, Rezonings, Site Plans & Building Permits and Summary of Scoring for Mattamy's Duffin Heights June 2008 Plan - January 2009 were distributed to atten0ees. • Planning & Development staff gave an ovorview of the Planning & guidelines and the scoring system Development staff • Mattamy's draft plan was used as an example to illustrate will prepare a the scoring second edition of the • General discussion ensued regarding possible Sustainable improvements to the guidelines Development Guidelines. Page 1 CORP0228-2/02 J 3. Eastern Power Copies of Eastern Power - Brock West Biomass Proposal were distributed to members. • J. McGinnis advised that additional comments/questions were received from the public, with a mixture of approval and opposition • It is felt that Eastern Power did not provide enough details of their program • Eastern Power has made it clear that they will no longer ask for public input and are hoping to receive "formal support" from the Committee and the City for the project • It was suggested that the Committee subunit a report to J. McGinnis and staff Council noting that they do not object to the process, but are will prepare a Council not willing to support it prematurely report, in consultation • Will need to get consensus from Council with Councillors • Councilor O'Connell informed members that she strongly Dickerson, O'Connell opposes biomass and will not support it. She does not want and Pickles. Pickering to be the guinea pig and feels that too much extra land will be used for the project • It was discussed and agreed that the Council report should Staff will assist note that they do not have a consensus preparing a letter from • Add a condition that if the trial were to go ahead, it will be Councillor Dickerson to necessary to receive input from an outsid$ agency Eastern Power asking for more clarity. 4. Sustainable Ow, ft- Copies of the new Sustainable Pickering Logm were distributed to members. • C. Whitaker advised that the logo was unanimously selected by staff, who worked with an award winning company to design the logo • The website will articulate the meaning. of the logo and explain how the branding is portrayed • It is unique to Pickering and integrates all of the concepts that we are trying to promote 5. Sustainable • The new site will be WX compliant; it will Mink to the A meeting will be held corporate site with IT staff to discuss • The new website will allow several options] for refreshing enhancements, pages including adding Flickr • Will promote sponsors (corporations) by having a special to the City's website. feature page with their bios • The home page will have an ambassador's component to encourage additional people to participate jin the program Page 2 CORP0228-2/02 i 6. Firth Hour - U ate • Prizes were donated by TRCA, OPG and Pickering Town Centre • A Media Release was sent out to recognize participants and winners • Ajax-Pickering Board of Trade has already posted the photographs on their website 4r •B~aines~ : _ _ • T. Melymuk advised that a motion was passed by Council Planning & for the Sustainable Committee members to comment on Development staff to the pros and cons of Bill 150 draft a report on Bill • Planning & Development staff will prepared a draft and 150 for discussion with report back to the Committee. At that timo, the the Sustainable Sustainable Committee will decide if the comments Committee. should be in the form of a letter and sent directly to the Province, or whether the report will be forwarded to the Planning & Development Committee and Council for endorsement and submission to the Province • J. McGinnis distributed a drawing depicting a Renewable Energy TrainingNisitor Centre • Investigating the opportunity to have a solar farm/ demonstration site and interpretative centre in a speck . location in Pickering • J. McGinnis noted that a presentation was made to Council last September and he has been (having regular discussions with Veridian staff • C. Whitaker commented that some of the new revolving solar technologies allow for increased performance and multiple land use. z ^h. -nC May 26th at 2:00 pm. Meeting Adjourned: 12:55 pm Copy: City Clerk Page 3 CORP0228-2/02 Czry Minutes / Meeting Summary i i Heritage Pickering Advisory Committee April 28, 2009 7:00 pm Main Committee Room Attendees: Jim Simpson, Chair Terence Arvisais Keith Falconer Susan Gardner Joanne Glasser Rhonda Lawson Gordon Zimmerman Debi A. Wilcox, City Clerk Linda Roberts, (Recording Secretary) Absent: Richard Fleming, Vice-Chair Councillor Johnson Kelly McLean Item / Details & Discussion & Conclusion Action Items / Status Ref # (summary of discussion) (include deadline as appropriate) 1.0 Welcome J. Simpson welcomed everyone to the meeting and informed the members that Gordon Willson would be addressing the Committee tonight with respect to the Whitevale United Church and the Whitevale Spring Festival. 2.0 Approval of Minutes All G. Zimmerman noted the following amendment to the minutes; Item 5.2 under Other Business - Growing Durham -"Clarks and Rogers farms" should read "Clarkson Rogers farm". Moved by K. Falconer Seconded by G. Zimmerman That the minutes of the March 31st meeting be approved, as amended. CARRIED 3.0 Delegations Gordon Willson appeared before the Committee and provided an overview of the history of the Whitevale United Church, Page 1 CORP0228-2/02 Item / Details & Discussion & Conclusion Action Items / Status Ref # (summary of discussion) (include deadline as appropriate) which is designated under the Whitevale Co servation District. He noted the Church is currently up for sale and in dire need of repairs. Other comments noted as follows: • Building has amazing acoustics • Would be very suitable for a performing arts centre • Plan is to keep as a public space • Service to the community • Looking to expand on what was started 4 years ago • May be eligible for grant through Ontario Heritage Society A brief discussion ensued with respect to available grants. G. Willson noted there is a strong community support for the Church and indicated they have until May 2 to make an offer. It was also noted that Council approved $20,000.00 to assist with the operating costs. A question and answer period ensued. G. Zimmerman noted the following: • How applicable is the Whitevale Heritage Conservation District Guide to the Church • Review statement of designation, Committee needs to be precise on the wording for designation to ensure Debi to action proper protection - strong wording is needed. D. Wilcox noted she would ask T. Moore, Chief Building Official to assist with this. Whitevale Spring Festival: G. Willson provided the Committee with information on the upcoming Whitevale Spring Festival: • To be held Saturday, May 23 from 9:30 am to 3:30 pm • Event is a low key family event • Hoping to include a tour of the Church' J. Simpson encouraged all committee members to attend and also requested assistance from the membership to help out with a booth(similar to what was done on Heritage Day) as well as provide manpower for the tour of the Church. Assistance would be required from 10:00 am to 3:00 pm. Please advise D. Wilcox, L. Roberts or J. Simpson if you are available to help Page 2 CORP0228-2/02 Item / Details & Discussion & Conclusion Action Items / Status Ref # (summary of discussion) (include deadline as appropriate) out. J. Simpson questioned whether we could ha*e the Display Board at the event. D. Wilcox indicated we could have staff provide assistance in delivering and picking up-the board for the Debi to action day of the event. G. Willson questioned the Committee's assistance in preparing a more compact booklet of the Whitevale United Church to hand out during the Whitevale Spring Festival. G. Willson Debi to action indicated an approximate budget of $150.00 would be required. S. Gardner questioned whether the Committee had a CD on the Church. J. Simspon indicated one had been done on the Jim to action history of Whitevale and noted he would make it available at the next meeting. 4.0 New and Unfinished Business All 4.1) Greenwood Schoolhouse (Library) Report D. Wilcox provided an update on the Greenwood Schoolhouse (Library) Report. She noted a report would be going forward at Debi/Jim to action the May 11, 2009 Executive meeting to be held in the Council Chambers at 7:30 pm. J: Simpson will meet with D. Wilcox to prepare a formal presentation. 4.2) 20 day Notification The Committee was provided with informabonrn on a public information meeting to be held on May 4, 20019 at 7:30 pm in the Council Chambers with respect to the city initiated revisions to the Duffin Heights Neighbourhood Development Guidelines. This was received for information purposes. 4.3) Draft Plans of Subdivision: Draft plans of subdivision were received by the Committee for review and comments: A 01/09 - Part of Lot 25 to 28. Concession 5 • Provide status update on the Committee's previous request for the realignment of Sideline 26 • Maintain site lines of the district - provide a buffer • Observe cultural landscape and heritage conservation Page 3 CORP0228--2/02 Item / Details & Discussion & .Conclusion Action Items /Status Ref # (summary of discussion) (include deadline as appropriate) • Will definitely impact existing designated heritage homes - strong concerns with respect to this • Please clarify what Blocks 345 and 346 are A 02/09 - Part Lot 25 to 28. Concession 4 • Provide status update on the Committee's previous request for the realignment of Sideline! 26 • Application definitely impacts heritage,properties, in particular House #53 - 3185 Sideline ~6, north part of Lot 26, Concession 4 • Maintain site lines of the district - provide a buffer • Observe cultural landscape and heritage conservation • Will definitely impact existing designated heritage homes • Please clarify meaning of medium density in Blocks 376 and 373 A 03/09 Part Lot 24 and 25. Concession 5 No comments at this time. A 04/09 - Part Lot 24. Concession 5 • Request that Planning review the plans to ensure they Debi/Linda to action are being sympathetic to the requirements of the Whitevale Heritage Conservation District. 4.4) Properties for review: 3280 Sideline 16 1710 Whitevale Road 1740 Concesson 5 J. Simpson showed maps of where the above properties are situated through a power point presentation. He noted they are all owned by the ORC and are not currently on any lists. He requested that the City respond back to Ellen iKowalchuk at ORC to confirm whether these properties were included in the Debi to action proposed extension of the Whitevale Heritage District beyond Whitevale Road. He also requested the Committee obtain a status update from the Planning department With respect to the Committee's previous request for pursuing the extension of the Whitevale Heritage District. 4.5) Highway 7 through Kinsale Page 4 CORP0228-2102 ! Item / Details & Discussion & Conclusion Action Items / Status Ref # (summary of discussion) (include deadline as ~ appropriate) Discussion ensued with respect to the Ministry's comments on the above. R. Lawson provided background information on a number of properties and also provided pictujres. J. Simpson thanked Rhonda for all the research done on this Rhonda to action and requested that she prepare a summary and forward this to the Director, Planning & Development. He also asked that the properties which have already been disposed of be included as well and that a copy be forwarded to D. Wilcox in order to have the information forwarded on to the Committee. 4.6) 2009 Budget Update D. Wilcox provided an update on the revised budget, a copy of which was provided to members. She noted ra student from the University of Toronto should be available to the Committee at no cost. She also noted areas of concern in the budget and indicated she would be meeting with Councillor Johnson in order to note these concerns. It was also noteed that Council had approved the Committee's 2009 work plan. 4.7) 2009 Work Plan J. Simpson noted the need to look at our work plan again, as we have had two resignations from the Committee. The work plan will be discussed further at our next meeting. He requested that the members email him as they complete items on the work plan in order for him to keep it upL to date. 5.0 Correspondence All 5.1) Resignations J. Simpson informed the Committee that resignations had been received from D. Panesar and S. Curran. D. Wilcox advised the Committee that the ad should be appearing in the next issue of Pickering News Advertiser for the two vacancies. 6.0 Other Business All 6.1) G. Zimmerman noted that he would be attending the CHO Conference in Peterborough. 6.2) J. Simpson informed the Committee of the fire which had taken lace at 2710 Brock Road, a City owned designated Page 5 CORP0228-2/02 i Item / Details & Discussion & Conclusion Action Items /Status Ref # (summary of discussion) (include deadline as appropriate) property. D. Wilcox will request an update regarding the City's position with respect to repairs of the property, as well as Debi to action insurance. 6.3) Accessibility Training - J. Simpson informed the Committee we had received a request to have someone in attendance at a Heritage Pickering meeting for approximately Linda to action one hour to provide mandatory accessible customer service training to all members. It was suggested a summer meeting for this, possibly the July meeting. 6.4) K. Falconer - noted today has been proclaimed as National Day of Mourning. D. Wilcox informeq the Committee that the City of Pickering had acknowledged (National Day of Mourning at the City of Pickering today. 6.5) R. Lawson - noted she had done a walk around the Salem Church, located just south of Salem and Highlway 7. She noted the Highway 7 extension would impact the Church, but that it was not identified anywhere. J. Simpson explained the process and requested members to inform the Committee as you become aware of properties, so that the process can be started. G. Zimmerman can provide information on the steps involved. It was questioned how to obtain the property Owner's information. J. Simpson noted members could email L. Roberts and she could provide this information as regyested. R. Lawson also questioned the availability of Vests to wear when inspecting the properties. D. Wilcox noted these could be made available as required. Simply email Iroberts(&-cityofpickering.com once you have the dates they will be needed, and we will obtain them for you. 6.6) Display Board - L. Roberts noted the lobby has. been booked for the month of May. J. Simpson regiuested the members be notified once the board has been erected in the lobby. It was suggested Snap Pickering be contacted to take Richard to action pictures of the display board at the May meeting. 7.0 Next Meeting: May 26, 2009 Page 6 CORP0228-2/02 Item / Details Discussion & Conclusion Action Items / Status Ref # (summary of discussion) (include deadline as appropriate) 8.0 Adjournment Moved by R. Lawson Seconded by T. Arvisais That the meeting be adjourned. CARRIED The meeting adjourned at 9:36 m Copy: City Clerk Page 7 CORP0228-2/02 i CI,l Minutes / Meeting Summary i Taxicab Advisory Committee i April 30, 2009 11:00 am Main Committee Room Present: Sam Bhardwaj - Durham Rapid Taxi Glen Johnstone Carlton McKenzie Absent: Councillor McLean Mohammad Altaf Ian Louden - Blue Line Taxi Mohammad Sultan Margaret Woods Also Present: Kim Thompson, Manager, By-law Enforcement Services Linda Roberts, Recording Secretary -TL I K. Thompson, Manager, By-law Enforcement ' Services, welcomed everyone to the hearing. She informed the Committee the purpose of the meeting was to conduct am appeal hearing regarding the applicant, Hubert Miller. The meeting moved In Camera in accordance with the provisions of Procedural By-law 6746/07, as the matter elated to personal information about an individual. Refer to the In Camera minutes dated April 3Q, 2009. [The City Clerk has custody and control of the In Camera minutes]. Further to confidential deliberations, the Committee hereby recommends the following: 1. That Mr. Miller be issued a standard City of Pickering taxi license; and 2. That the Manager, By-law Enforcement Services give effect to this recommendation. CARRIED Page 1 CORP0228-2/02 Fz K. Thompson informed the Committee that under government legislation, all members are required to haveitraining in Kim to action accessible customer service. This would involve a one hour session for the training. She noted there could be another appeal hearing within the next few weeks and suggested the training could take place at that time. onized j ` 4s{t= a r K. Thompson made note of the upcoming implementation of harmonized tax and how it would affect the taxi industry. She noted the brokers should start thinking aboutjthis now. K. Thompson noted the City of Pickering would not support any fare increases at this time. K. Thompson informed the committee members of the procedures for members on committees and noted the importance of attendance due to the need for,, a quorum at the meetings. Rules of procedure dictate that thrjee consecutive missed meetings would mean the possible termination of the member. Meeting Adjourned: 11:10 am Copy: City Clerk Page 2 CORP0228-2/02 caq Minutes / Meeting Summary Pickering Advisory Committee on Race Relations & Equity Thursday, May 7, 2009 7:00 pm Main Committee Meeting Room Attendees: Councillor David Pickles, Chair Sethu Madhaven, Community Appointee Kirk Mark, Community Appointee Steve Holt, Community Appointee Tiera Dookhie, J. Clarke Richardson School Margaret Lazarus, Valley Farm Public School Absent: Devinder Panesar, Community Appointee Raymond Facey, Community Appointee Emily Honsberger, Dunbarton High School Becky George, Pickering Public Library Philip Howard, Durham District School Board Sylvie Morel-Foster, Durham Catholic District School Board 1. Weicom Councillor Pickles welcomed attendees and introductions were made. M. Carpino reviewed action items of the April 2/09 minutes. Councillor Pickles asked M. Carpino to send al letter with M. Carpino to action event photo to special guests that attended the 2009 Race Relations Forum. Agenda for the May 7, 2009 meeting was apptoved with two items added under Other Business. Kirk Mark requested that the Ontario's new Equity and Inclusive Education Strategy be added. Councillor Pickles requested that the Winning Entries Booklet also be added. 1.7 3. Corn M. Carpino reviewed the revised Community Survey and highlighted the recommended changes from the previous meeting. Further changes were noted and will be made by M. Carpino. Page 1 CORP0228-2102 M. Carpino will compile a list of 10 Pickering based cultural M. Carpino to action. organizations and email to committee'membors for review and comment. Once confirmed, M. Carping will send out the Community Survey to the 10 Pickering based cultural organizations in June 30/09 with a deadline to respond of July 30/09. 77 r. ~.r, 4. 4U n b, [YOU]nity will have another meeting before the end of the T. Dookhie to provide school year to wrap things up. At that meeti6g, they will names and contact confirm the new youth committee reps. that will attend the information to M. September 2009 committee meeting. Carpino T. Dookhie asked for funds for [YOU]nity's last get together. T. Dookhie to Councillor Pickles and M. Carpino advised thot money could coordinate with M. be provided for Pizza and Drinks at their final meeting. Carpino M. Lazarus and T. Dookhie provided the committee with an overview of the Council Presentation (of the committee's 2008 annual report) they conducted in April 2009. M. Lazarus and T. Dookhie met before hand and split up the information and spoke to their sections. The presentation went very well and took the full 10 minutes. Councillor Pickles thanked M. Lazaurus and T. Dookhie for their participation in the resentation. Job W II Donel K. Mark advised that, in April 2009, Ontario's inister of Education launched Ontario's new Equity & Inclusive Education Strategy. The document can be found at www.edu. gov.on.ca. The strategy is to look at the principals of equity and reducing the gaps in student achievement. The plan of action commences September 2009 and includes 8 areas of focus. The strategies include all aroas from employment practices, equity policies & curricolum development. This new strategy will help the committee when delivering our programs particularly the In Your Word & Expressions Contest. C. Pickles advised that he would like to look into binding the M. Carpino to action winning entries of the In Your Word & Expressions Contest. S. Holt recommended that we produce an a book. K. Mark indicated that schools would still like a hard copy. M. Carpino to investigate the possibility of creating an a book and rintin a cerlox bound copy. I Page 2 CORP0228-2/02 i i One hard copy would be provided to every s hoot in the Durham region. The inside cover of the boob will include the names of all schools that have participated in the contest to date. C. Pickles asked M. Carpino to check: a. if he can see sponsors to public the books M. Carpino to check b. if schools will accept books with sponsors listed with Debi Wilcox (perhaps certain sponsors are restricted). M. Carpino to check with school board reps. S. Madhavan asked if the committee will be replacing the Tapestry Event with a Cultural Festival in the City's downtown area this year. The committee would like to consider this type of activity, parade followedjby festival, in 2010. Committee will discuss location, activilties and cost this year to begin the process. This could be a good activity to start in 2010 and role into Pickering's Bi-Centennial in 2011. Meeting Adjourned: 8:45 pm Copy: City Clerk Page 3 CORP0228-2/02