HomeMy WebLinkAboutMay 9, 2011 (Joint)PI CKERIN
Joint Planning & Development &
Executive Committee Meeting
Agenda
Monday, May 9, 2011
Council Chambers
7:30 pm
Chair: Councillor McLean
Part A"
Information Reports Pages
Information Report No. 10-11 1 -10
Subject: Zoning By-law Amendment Application A 4/11
Motorsports Pickering on behalf of Khan Auctions Ltd.
2695-2699 Brock Road
(Part Lot 1, Concession 3), City of Pickering
Information Report No. 11-11 11 - 29
Subject: Draft Plan of Subdivision SP-2011-01
Draft Plan of Condominium CP-2011-01
Zoning By-law Amendment Application A 3/11
Emery Homes Glendale Ltd.
1880, 1876 & 1872 Liverpool Road and
1863, 1865, 1871, 1875, 1871 & 1881 Glendale .Drive
(Lots 19, 20, 21, 33, 34, 35, 36, 37 & 38, Plan 492), City of Pickering
Part "B"
Executive Committee Reports Pages
Director, Corporate Services & Treasurer, Report CST 12-11 30 -36
Commodity Price Hedging Agreements
Ontario Regulation 291/09, Municipal Act, 2001
Recommendation
That Report CST 12-11 of the Director, Corporate Services & Treasurer regarding
Commodity Price Hedging be received for information.
Accessible ~ For information related to accessibility requirements please contact
PICKER N G Linda Roberts
Phone: 905.420.4660 extension 2928
TTY: 905.420.1739
Email: Iroberts(Wcitvofpickerina.com
caq o0 Joint Planning & Development &
Executive Committee Meeting
Agenda
PICKERIN Monday, May 9, 2011
Council Chambers
7:30 pm
Chair: Councillor McLean
2. Director, Corporate Services & Treasurer, Report CST 15-11 37-39
Section 357/358 of the Municipal Act - Adjustment to Taxes
Recommendation
1. That Report CST 15-11 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.
3. Director, Corporate Services & Treasurer, Report CST 16-11 40 - 48
Statement of the Treasurer Respecting 2010 Remuneration and Expenses of
Members of Council and Council Appointees to Boards, Agencies and
Other Bodies
Recommendation
That Report CST 16-11 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 2010 be received.
4. Director, Corporate Services & Treasurer, Report CST 17-11 49 - 53
Formal Quotations - Quarterly Report for Information
Recommendation
That Report CST 17-11 of the Director, Corporate Services & Treasurer regarding
Formal Quotations - Quarterly Report for Information be received for information.
5. Director, Corporate Services & Treasurer, Report CST 18-11 54 - 63
Cash Position Report as at December 31, 2010
Recommendation
That report CST 18-11 from the Director, Corporate Services & Treasurer
regarding Cash Position as at December 31, 2010 be received for information.
Citq oo Joint Planning & Development &
Executive Committee Meeting
Agenda
PICKERING Monday, May 9, 2011
Council Chambers
7:30 pm
Chair: Councillor McLean
6. Director, Corporate Services & Treasurer, Report CST 19-11 64 - 75
Tender No. T-3-2011
Supply and Delivery of Computer and Network Equipment
Recommendation
1. That Report CST 19-11 regarding the supply and delivery of computer and
network equipment as provided for in the approved 2011 Capital and Current
Budgets be received;
2. That Tender No. T-3-2011 submitted by Venture Computers for Server
Option Model 2 ($8,830), Server Memory ($2,456) and VMware Enterprise
Server Software ($5,936) for a total cost of $17,222.00 plus HST be
approved;.
3. That Tender No. T-3-2011 submitted by. Ederick Associates Inc. for PC
(Optional Model 2) ($41,841.80) and SAN Tape Backup ($16,065.89) for a
total cost of $57,907.69 plus HST be approved;
4. That Tender No. T-3-2011 submitted by Acrodex Inc for Laptop and Docking
Stations for a total cost of $18,661.56 (includes an additional Notebook and
Docking Station and Toughbook and Port Replicator) plus HST be approved;
5. That Tender No. T-3-2011'submitted by Conpute for PC Workstations
($5,443.80), ViewSonic LED ($3,769.66) and Cisco Switches ($92,490.38
includes an additional switch) at a total cost of $101,703.84 plus HST be
approved;
6. That the total gross project cost of $220,909.45 (HST included) and the total
net project cost of $198,935.81 (after HST rebate) be approved;
7. That Council authorizes the Director, Corporate Services & Treasurer to
finance the project from the approved Information Technology 2011 Capital
and Current Budgets from property taxes; and,
8. That the appropriate officials of the City of Pickering be authorized to take
necessary action to give effect thereto.
City oo Joint Planning & Development &
Executive Committee Meeting
Agenda
PICKERIN Monday, May 9, 2011
Council Chambers
7:30 pm
Chair: Councillor McLean
7. Director, Corporate Services & Treasurer, Report CST 20-11 76 - 85
Investment Portfolio Activity for the Year Ended December 31, 2010
Ontario Regulation 292/09 under the Municipal Act, 2001
Recommendation
That Report CST 20-11 of the Director, Corporate Services & Treasurer regarding
Investment Portfolio Activity for the Year Ended December 31, 2010 be received
for information.
8. Director, Corporate Services & Treasurer, Report CS 21-11 86 - 88
2010 Building Permit Stabilization Reserve Fund
Recommendation
That Report CST 21-10 from the Director, Corporate Services & Treasurer
regarding the 2010 Building Permit Stabilization Reserve Fund be received for
information.
9. Director, Corporate Services & Treasurer, Report CST 22-11 89 - 95
2011 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
That Report CST 22-11 of the Director, Corporate Services & Treasurer be
received;
2. That the 2011 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 29, 2011 and
September 29, 2011 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 and 3 above, be read three times and
approved;
C[ry o~
PI CKERI G
Joint Planning & Development &
Executive Committee Meeting
Agenda
Monday, May 9, 2011
Council Chambers
7:30 pm
Chair: Councillor McLean
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.
10. Director, Corporate Services & Treasurer, Report CS 18-11 96 - 106
Tender No. T-4-2011
Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and
Luna Court
Recommendation
That Report CS 18-11 of the Director, Community Services regarding the
tender for Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach
Road and Luna Court be received;
2. That Tender No.T-4-2011 submitted by Four Seasons Site Development
Limited in the amount of $194,497.63 (HST included) and a net cost of
$175,151.14 (net of HST rebate) be approved; .
3. That the total gross project cost of $250,850 (HST included), including the
tender amount and other associated costs, and the total net project cost of
$225,898 (net of HST rebate) be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to
finance the project as follows:
a) the sum of $89,318 be funded from Federal Gas Tax Reserve Fund, as
provided for in the 2011 approved Roads Capital Budget for Toy Avenue
and Luna Court;
b) the sum of $14,533 be funded from Move Ontario Reserve, as provided for
in the 2011 Roads Capital Budget for Sandy Beach Road;
c) the sum of $20,862 be funded from the Invest in Ontario grant for plantings
and associated costs for Sheppard Avenue;
Citq 0~ Joint Planning & Development &
Executive Committee Meeting
_ Agenda
PICKERIN Monday, May 9, 2011
Council Chambers
7:30 pm
Chair: Councillor McLean
d) the sum of $24,185 be funded from Property Taxes, as provided for in the
2011 Roads Capital Budget, which includes an additional $3,718 required
for Sandy Beach Road;
e) the sum of $77,000 as provided for in the 2011 Roads Capital Budget for
Sheppard Avenue from Rosebank Road to Altona Road be financed by the
issuance of debentures by the Regional Municipality of Durham over a
period not to exceed five (5) years, at a rate to be determined;
f) the annual repayment charges in the amount of approximately $18,000 be
included in the annual Current Budget for the City of Pickering
commencing in 2012, continuing thereafter until the loan is repaid and any
financing cost to be paid out of the Current Budget;
g) the Director, Corporate Services & Treasurer has updated the City's 2011
Annual Repayment Limit and certified that this loan and the repayment
thereof falls within the City's Annual Repayment Limit for the 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;
h) the Treasurer is authorized to take any actions necessary in order to effect
the foregoing;
5. That the draft by-law attached to this report be enacted; and
6. That the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto
11. Chief Administrative Officer'.s Report, CAO 08-11 107-111
Animal Licence Fee Discount - New Residents
Recommendation
That Report CAO 08-11 requesting a one time licence fee discount for new
residents be received.
2. That the request to provide a one time animal licence fee discount for new
residents be approved and the appropriate officials of the City of Pickering be
authorized to take the necessary actions to give effect thereto.
Cary o¢
PICKERIN
Joint Planning & Development &
Executive Committee Meeting
Agenda
Monday, May 9, 2011
Council Chambers
7:30 pm
Chair: Councillor McLean
(II) OTHER BUSINESS
(III) ADJOURNMENT
Crry Information Report
Report Number: 10-1.1
For Public Information Meeting of
PICKERING Date: May 9, 2011
In Accordance with the Public Meeting Requirements
of the Planning Act, R.S.O. 1990, chapter P.13
Subject: Zoning By-law Amendment Application A 4/11
Motorsports Pickering on behalf of Kahn Auctions Ltd.
2695 - 2699 Brock Road
(Part Lot 1, Concession 3)
City of Pickering
1.0 Property Location and Description
• the subject lands are located on the east side of Brock Road, north of the
Hydro corridor and south of Old Taunton Road in the Duffin Heights
Neighbourhood (see Location Map - Attachment #1)
• the lands currently support the Kahn Auction Barn, an 850 square metre
commercial building located in the eastern portion of the property
• the majority of the property is covered with a gravel parking lot; a wide
landscaped area along the Brock Road frontage previously supported a
detached dwelling and contains some remnant landscaping and trees from
the former residential use
• the property also contains a telecommunication (cell) tower located in the
northeast corner of the property
• the site's topography is relatively flat
• surrounding land uses are:
north - a contractor's yard
south - a vacant residential property
east lands for the future extension of William Jackson Drive and a
future school block
west - vacant land and residential properties across Brock Road
2.0 Applicant's Proposal
the applicant has requested approval of a zoning by-law amendment to permit
a recreational vehicle sales and service establishment (e.g. snowmobiles,
ATV and motorcycles) on the property for a period of three years
the applicant proposes to use the existing property in its current condition
without any significant change to the site layout or the exterior of the building
(see Applicant's Submitted Plan - Attachment #2)
01
Information Report No. 10-11
0
3.0
3.1
3.2
Official Plan and Zoning
Durham Regional Official Plan
Page 2
the Regional Plan designates the subject property "Urban System - Regional
Corridor and Living Area"
"Regional Corridors" are to be planned and developed as mixed-use areas,
including residential, commercial and service areas with higher densities and
achieving a mix of commercial, residential, employment and institutional uses
while supporting higher order transit services and pedestrian oriented
development
Regional Official Plan Amendment No. 128 (ROPA 128), which implements
the Provincial Growth Plan, contains provisions that require significantly
higher densities for identified portions of Regional Corridors; the amendment
is currently under appeal
Pickering Official Plan
• the subject lands are within the Duffin Heights Neighbourhood of the
Official Plan and are designated "Mixed-Use Areas - Mixed Corridors"
• the "Mixed Corridor" designation is intended primarily for residential, retail,
community, cultural and recreational uses at a scale serving the community
• the designation provides for a range of commercial uses and residential
development at a density of over 30 units up to and including 140 units per
net hectare to a maximum floor space index (FSI) of 2.5
• the Duffin Heights Neighbourhood policies for the Mixed Corridor designation
require new development to provide a strong and identifiable urban image by'
establishing buildings closer to the street, providing safe and convenient
pedestrian access, and requiring all buildings to be multi-storey
• Schedule II - Transportation Systems designates Brock Road where it abuts
the subject lands as a "Type A - Arterial Road" and a "Transit Spine" and
designates the proposed abutting north-south road to the east (William
Jackson Drive), as a "Collector Road"
• Transit Spines are recognized corridors where higher level of transit service is
to be encouraged
• the application will be assessed against the policies and provisions of the
Pickering Official Plan during further processing of the applications
3.3, Duffin Heights Neighbourhood Development Guidelines
the approved Duffin Heights Neighbourhood Development Guidelines (NDG)
provide design objectives for the neighbourhood
the subject property is delineated as Brock Road Streetscape on the Tertiary
Plan which encourages higher density, mid-rise and mixed use buildings with a
high level of architectural quality
the Tertiary Plan also shows a future east-west road through the property that
will connect Brock Road with the future William Jackson Drive
Information Report No% 10-11 Page 3
03
• the future east-west road will create a corner property along Brock Road;
corner properties are intended to be developed as focal points for the
neighbourhood and should provide, at minimum, three functional floors with a
four story massing located in close proximity to the street in order to establish
the.desired pedestrian-oriented community
3.4 Zoning By-law 3036
• the subject lands are currently zoned "A"- Rural Agricultural, by Zoning
By-law 3037 as amended by By-law 2005/85
• the existing zoning permits a variety of agriculture related uses as well as an
auction warehouse
• an amendment to the zoning by-law is required to allow a recreational vehicle
sales and service establishment on a temporary basis
3.5 Temporary Use By-laws
• the Official Plan provides for temporary use zoning by-laws to permit the use
of land, buildings or structures on a temporary basis, whether or not the use
conforms to the Official Plan
• temporary use zoning by-laws can be considered under the following
circumstances:
• when a use is intended only for a limited time
• to monitor a use for a temporary period prior to it being considered
permanent, and
• to allow a use to exist for a temporary period within an area that is
undergoing a land use study, without influencing the outcome of that study
in considering a temporary use by-law, Council shall be satisfied that:
• the site can accommodate the proposed use in terms of site layout,
building design, parking, traffic circulation, access, landscaping and
servicing
• the use will be compatible with, and not adversely affect, any surrounding
land uses that currently exist; and
• the use will not prejudice the future development of the lands and the
surrounding area
temporary use by-laws may be approved for a period which shall not exceed
three years; but may be extended by Council by granting further periods of
not more than three years
4.0 Results of Circulation
4.1 Resident Comments
• none received in response to the circulation to date
4.2 Agency Comments
• Toronto and Region Conservation Authority (see Attachment #3)
• no objection given the interim nature of the use, lack of proposed
significant changes to the site and the context of the lands
Information Report No. 10-11
a
4.3 Staff Comments
Page 4
• the following matters have been identified by staff for further review and
consideration:
• compliance with the City's Official Plan and Development Guidelines
• the appropriateness of the proposed temporary use given the
development vision for the Duffin Heights Neighbourhood as a residential
community with higher density, pedestrian-related mixed use development
along the Brock Road corridor
• ensuring that the proposed use is compatible with, and sensitive to,
adjacent existing and proposed development (including visual and noise
impacts)
• ensuring that the proposed development does not impact the ability of
abutting properties to develop in accordance with the Official Plan and
Duffin Heights Neighourhood tertiary plan, and does not preclude or delay
the future road connection between Brock Road and William Jackson
Drive
• proposed sustainable development components
• ensuring that technical submissions and reports meet City standards
5.0 Procedural Information
• written comments regarding this proposal should be directed to the Planning
& Development Department
• oral comments may be made at the Public Information Meeting
• all comments received will be noted and used as input to a Planning Report
prepared by the Planning & Development Department for a subsequent
meeting of Council or a Committee of Council
• any member of the public who wishes to reserve the option to appeal
Council's decision must provide comments to the City before Council adopts
any by-law for this proposal
• any member of the public who wishes to be notified of Council's decision
regarding this proposal must request such in writing to the City Clerk
6.0 Other Information
6.1 Appendix No. I
• list of neighbourhood residents, community associations, agencies and City
Departments that have commented on the applications at the time of writing
this report
Information Report No. 10-11
Page 5
05
6.2 Information Received
• full scale copies of the plans and studies listed below are available for viewing
at the offices of the City of Pickering Planning & Development Department:
• copy of the existing site plan for the property
• Planning Rationale Letter
• Sustainability Letter
6.3 Owner/Applicant Information
• the owner of the subject lands is Kahn Auctions Ltd.
• Henry Kahn is the principal of Kahn Auctions Ltd.
• the application has been submitted by Motorsports Pickering, the proposed
users of the property
• Rick Hunter is a principal of Motorsports Pickering
Ross Pym, MCIP, RP
Principal Planner - Development Review
RP:ld
Attachments
. 0i at'om.
Marg Wouters, MCIP, RPP
Manager, Development Review &
Urban Design
Copy: Director, Planning & Development
06
Commenting Residents and Landowners -
(1) none received to date
Commenting Agencies
(1) Toronto and Region Conservation Authority
Commenting City Departments
Appendix No. I to
Information Report No. 10-11
(1) none received to date
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PROPERTY DESCRIPTION
Part of Lot 18 Concession 3.
OWNER Kahn Auctions Ltd.
DATE Mar. 23, 2011
DRAWN BY JB
FILE No. A 4/11
SCALE 1:10,000
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Planning Information Services Division Mapping And Design, Mar. 23, 2011
ATTACHMENT#I LTO
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Information Compiled from
Applicant's Submitted
Elevation Plan
A 4/11
Kahn Auctions Ltd.
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Planning Information Services Division Mapping And Design, Mar. 23, 2011
ATTACHMENT# 3 TO o AA
TORONTO AND REGION .-v,
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10 for The Living City
April 13, 2011
VIA MAIL AND EMAIL (rpym(c)cityofpickering.com)
Mr. Ross Pym, MCIP RPP
City of Pickering
1 The Esplanade
Pickering ON L1 V 6K7
Dear Mr Pym:
CFN 45112.03
RECEIVED
APR 18 20` 14
CITY OF PICKERING
PLANNING & DEVELOPMENT
DEPARTMENT
Re: Zoning By-law Amendment Application A 4/11
On lands municipally kncvvrr as 2695-2699 Brock Road, Part of Lot 1, Con. 3
(Motorsports Pickering on behalf of Kahn Auction Ltd.)
Staff at the Toronto and Region Conservation Authority (TRCA) have now had an opportunity to
review the application captioned above and wish to provide the following comments:
Purpose of the Application
We understand that the purpose of the application is to amend Zoning By-law 3037, as.
amended, to permit a temporary zoning permission for up to three years to allow a small vehicle
sales and service establishment as a permitted use. We further understand that the proposed
use is to take place within the existing building and property without any `significant' changes.
Environmental Setting
The subject lands are located to the west of the Urfe Creek and valleylands. There. are no
TRCA Regulated Areas pursuant to Ontario Regulation 1.66/06 located on the property.
Recommendation
Given the interim nature of the use, the lack of `significant' changes and the context of the lands
to the west of Urfe Creek, TRCA staff have no objection to the application.
Please contact me if you have any questions or concerns with respect to this letter.
Yours truly,
Chris Jones, MCIP, PP_
Senior Planner
Planning and Development
Extension 5718
CJ/
cc: Steve Heuchert, TRCA (via email only: sheuchert@trca.on.ca)
F:\Home\Pubtic\Development Services\Durham Region\Pickering\2695_2699 Brock Road_1.wpd
Member of Conservation Ontario
5 Shoreham Drive, Downsview, Ontario M3N 1S4 (416) 661-6600 FAX 661-6898 www.trca.on.ca
Cif Information Report
Report Number: 11-11
For Public Information Meeting of
PICKERING Date: May 9, 2011
11
In Accordance with the Public Meeting Requirements
of the Planning Act, R.S.O. 1990, chapter PA3
Subject: Draft Plan of Subdivision SP-2011-01
Draft Plan of Condominium CP-2011-01
Zoning By-law Amendment Application A 3/11
Emery Homes Glendale Ltd.
1880, 1876 & 1872 Liverpool Road and
1863, 1865, 1871, 1875, 1871 & 1881 Glendale Drive
(Lots 19, 20, 21, 33, 34, 35, 36, 37 & 38, Plan 492)
City of Pickering
1.0 Property Location and Description
• the subject lands are located on the west side of Liverpool Road, south of
Glenanna Road and east of Glendale Drive (see Location Map - Attachment #1)
• the subject lands consist of nine residential lots with a total area of
approximately 1.24 hectares
• the lands have frontage on Liverpool Road, Glenanna Road and Glendale Drive
• the subject lands are currently occupied with nine single detached dwellings
and numerous accessory structures
• a number of mature trees are situated on the lands
• surrounding land uses are:
north - single detached residential uses across Glenanna Road
south - single detached residential uses, and a veterinary clinic
east - townhouse condominium development across Liverpool Road
west - single detached residential uses across Glendale Drive
2.0 Applicant's Proposal
• the applicant is proposing a 67-unit common element condominium
development consisting of 3-storey townhouses on the subject lands (see
Attachments #2 & #3)
• access for the majority of the proposed development is from two driveways off
Glendale Drive; a number of units are proposed to have direct access from
Glendale Drive
• the applicant has submitted draft plan of subdivision, draft plan of
condominium, and zoning by-law amendment applications in support of the
proposed development, all of which require a public information meeting
• the applicant has also submitted a site plan application for the proposed
development
Information Report No. 11-11
3.0 Official Plan and Zoning
3.1 Provincial Growth Plan
Page 2
the Provincial Growth Plan for the Greater Golden Horseshoe (Places to
Grow) guides infrastructure planning and strategic investment decisions to
accommodate forecasted population and employment growth within
municipalities
the Growth Plan requires intensification of land uses within a municipality's
built-up area
3.2 Durham Regional Official Plan
• the Regional Plan designates the subject property as "Living Areas"
• the predominant use of lands in this designation is to be housing, but limited
retailing of goods and services in appropriate locations may also be permitted
• the Plan also states that Living Areas shall be developed in compact form
through higher densities and by intensifying and redeveloping existing areas,
particularly along arterial roads
• the applicant's proposal appears to meet the intent of the Durham Regional
Official Plan
3.3 Pickering Official Plan
• the subject lands are within the Liverpool Neighbourhood and are designated
"Urban Residential Areas - Medium Density Areas" in the Official Plan
• permissible uses within the designation include, among others, residential
uses, community, cultural and recreational uses, and limited office
commercial uses
• residential development is permitted at a net density of over 30 and up to and
including 55 units per net hectare
• Schedule II - Transportation Systems designates Liverpool Road as a "Type
B Arterial Road", Glenanna Road as a "Type C Arterial Road" and Glendale
Drive as a "Local Road"
3.4 Zoning By-law 3036
• the subject lands are currently zoned "R3" - Third Density Residential by
Zoning By-law 3036
• the existing zoning permits single detached dwellings on lots with a minimum
lot frontage of 18.0 metres
• an amendment to the zoning by-law is required to allow the proposed
townhouse development
4.0 Results of Circulation
4.1 Resident Comments
0 none received in response to the circulation to date
Information Report No. 11-11 .
Page 3
4.2 Agency Comments
the following agencies or departments advised they have no objections to the
applications (see Attachments #4 to #8):
• Canada Post
• Rogers Cable
• Durham Catholic District School Board
• The Durham District School Board, and
• Veridian Connections
4.3 City Department Comments
Development Control
• comments pertain to grading, access, snow storage, street tree
replacement, stormwater management, road width, and other technical
issues (see Attachment #9)
4.4 Staff Comments
• the following matters have been identified by staff for further review and
consideration:
• compliance with the City's Official Plan
• ensuring that the proposed development is compatible with and sensitive
to the existing surrounding neighbourhood
• reviewing the site plan to ensure appropriate site layout, building design
and landscaping design, including appropriate lot and block widths,
pedestrian permeability, minimizing the number of driveways on Glendale
Drive, provision of private amenity space, tree preservation, and the
provision of adequate visitor parking
• consistency with the City's urban design objectives
• proposed sustainable development components
• compliance of submitted studies/plans with City standards
5.0 Procedural Information
• written comments regarding this proposal should be directed to the Planning
& Development Department
• oral comments may be made at the Public Information Meeting
• all comments received will be noted and used as input to a Planning Report
prepared by the Planning & Development Department for a subsequent
meeting of Council or a Committee of Council
• any member of the public who wishes to reserve the option to appeal
Council's decision must provide comments to the City before Council adopts
any by-law or approves the draft plan of subdivision or draft plan of
condominium for this proposal
• any member of the public who wishes to be notified of Council's decision
regarding this proposal must request such in writing to the City Clerk
Information Report No. 11-11
Page 4
Z4
6.0 Other Information
6.1 Appendix No. I
• list of neighbourhood residents, community associations, agencies. and City
Departments that have commented on the applications at the time of writing
this report
6.2 Information Received
full scale copies of the plans and studies listed below are.available for viewing
at the offices of the City of Pickering Planning & Development Department:
• Applicant's Submitted plan
• Planning Rationale Report
• Sustainable Development Report
• Environmental Noise Assessment
• Traffic Impact Study
• Tree Preservation Report
• Phase 1 Environmental Site Assessment
• Functional Servicing Report, and
• Conceptual Site Servicing Plan
6.3 Owner/Applicant Information
• the owner of the subject lands is Emery Homes Glendale Ltd.
• the applications have been submitted by Dayna Gilbert of Sernas Associates
on behalf of Emery'Homes Glendale Ltd.
Mila Yeung
Planner I
• UJ Qumd)
Marg Wouters, MCIP, RPP
Manager, Development Review &
Urban Design
MY:ld
Attachments
Copy: Director, Planning & Development
15
Commenting Residents and Landowners .
(1) none received to date
Commenting Agencies
(1) Canada Post
(2) Rogers Cable
(3) Durham Catholic District School Board
(4) The Durham District School Board
(5) Veridian Connections
Commenting City Departments
Appendix No. I to
Information Report NO. 11-11
(1) Development Control
ATTACHMENT#--LTO
INFORMATION REPORT#
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City of Pickering
Planning & Development Department
PROPERTY DESCRIPTION Plan 492 Lots 19-21, 33-38
OWNER Emery Homes Glendale Ltd.
DATE Mar 4, 2011
DRAWN BY JB
FILE No. SP 2011-01, CP 2011-01 & A003/11
SCALE 1:5,000
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THIS MAP WAS PRODUCED BY 7HE CITY OF PICKERING
PLANNING & DEVELOPMENT DEPARTMENT,
INFORMA77ON & SUPPORT SERNCES,
APRIL 18, 2011.
18
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INFORMATION COMPILED FROM APPLICANT'S
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FULL SCALE COPIES OF THE APPLICANT'S
SUBMITTED PLAN ARE AVAILABLE FOR VIEWING AT
THE CITY OF PICKERING PLANNING & DEVELOPMENT DEPARTMENT.
THIS MAP WAS PRODUCED BY THE C17-Y OF PICKERING
PLANNING & DEVELOPMENT DEPARTMENT,
INFORMATION & SUPPORT SERVICES,
APRIL 8, 2011.
6417°0 MUIT# °O
19
Delivery Planning PH (416) 751-0160 ext 2018
1860 Midland Ave FX (416) 755-9800
Scarborough On M1 P 5A1
March 31, 2011 I V
City of Pickering MAR 3 1 2011
Planning & Development Department Cary OF PICKERII O
1 The Esplanade PLANNING DEVELOPMENT
DEPARTM
Pickering On L1V 6K7
Attn: Mila Yeung, Planner
Re: Draft Plan of Subdivision SP-2011-01, Draft Plan of Condominium
C P-2011-01
Zoning By-law Amendment Application A 03111
Emery Homes Glendale Ltd.
1872,1876,1880 Liverpool. Rd & 1863,1865,1871,1875,1877,1881
Glendale Dr
(Lot 19,20,22„33,34,35,36,37 & 38, Plan 492)
City of Pickering
Thank you for the opportunity to comment on the above noted application.
As a condition of draft approval, Canada Post requires that the owner/developer
comply with the following conditions:
- The owner/developer agrees to include on all offers of purchase and sale, a
statement that advises the prospective purchaser that mail delivery will be from a
designated Community Mailbox.
- The owner/developer will be responsible for notifying the purchaser of the exact
Community Mailbox locations prior to the closing of any home sale.
- The owner/developer will consult with Canada Post Corporation to determine
suitable locations for the placement of Community Mailbox and to indicate these
locations on the appropriate servicing plans.
The owner/developer will provide the following for each Community Mailbox site
and include these requirements on the appropriate servicing plans:
- An appropriately sized sidewalk section (concrete pad) as per municipal
standards, to place the Community Mailboxes on.
A5 IAUNMENT#-# To
20
- Any required walkway across the boulevard, as per municipal standards.
- Any required curb depressions for wheelchair access.
- The owner/developer further agrees to determine and provide a suitable
temporary Community Mailbox location(s), which may be utilized by
Canada Post until the curbs, sidewalks and final grading have been
completed at the permanent Community Mailbox locations. This will
enable Canada Post to provide mail delivery to the' new residences as
soon as the homes are occupied.
Should you require further information, please do not hesitate to contact me at
the above mailing address or telephone number.
Sincerely,
Dr4 Cyxmvood
Debbie Greenwood
Delivery Planner
Canada Post
0 RO G E RSw RINFO3'T~~b Ci~3v3 ~i41"
March 31, 2011
Ms. Mila Yeung
Planning and Development Department
City of Pickering,
Ontario L1V 6K7
Dear Mila:
RECEIVED
APP 0 6 2011
CITY OF PICKERING
PLANNING & DEVELOPMENT
DEPARTMENT
Re: Draft Plan of Subdivision SP-2011-01, Draft Plan of Condominium CP-2011-01
(Emery Homes Glendale Ltd.)
Rogers Communications ("Rogers") has reviewed the application for the above
Condominium and has determined that it intends to provide cable and
telecommunications services. Accordingly, we request that municipal approval
be granted subject to the following conditions:
(1) Prior to registration of the plan of Condominium, the Developer/Owner will,
at its own cost, grant all necessary easements and maintenance
agreements required by those CRTC-licensed telephone companies and
broadcasting distribution companies intending to serve the Condominium
(collectively, the "Communications Service Providers"). Immediately
following registration of the Plan of Condominium, the Developer/Owner
will cause these documents to be registered on title.
(2) Prior to registration of the plan of Condominium, the Developer/Owner will,
with consultation with the applicable utilities and Communications Service
Providers, prepare an overall utility distribution plan that shows the
locations of all utility infrastructure for the Condominium, as well as the .
timing and phasing of installation.
It appears from the plan, that there may be insufficient space available for
utility service equipment. i.e. enclosures etc.
In addition, we kindly request to, where possible, receive copies of the following
documents:
(1) the comments received from any of the Communications Service
Providers during circulation;
(2) the proposed conditions of draft approval as prepared by municipal
planners prior to their consideration by Council or any of its committees;
and
(3) the planners' report recommending draft approval before it goes to Council
or any of its committees.
AT iAUNMEEN fro
22
Page 2
Should you require further information or have any questions, please do not
hesitate to contact me at 905 436 4136. (bernie.visser@rci.rogers.com)
Sincerely,
AL- , ~
System Planner
copy: OPE Manager
ATTAC'°iMENT4-k -
Durham Catholic District School Board
April 1, 2011
Mila Yeung
Planner I
Planning & Development Department
City of Pickering
One The Esplanade
Pickering, Ontario. L1 V 6K7
RECEIVED
APR 0 6 2011
CITY OF PICKEING
PLANNING & DEVELOPMENT
.DEPARTMENT
RE: DRAFT PLAN OF SUBDIVISION SP-2011-01,
DRAFT PLAN OF CONDOMINIUM CP-2011-01
ZONING BY-LAW AMENDMENT APPLICATION A 03/11
EMERY HOMES GLENDALE LTD.
1872, 1876 & 1880 LIVERPOOL ROAD AND
1863,1865,1871,1875,1877 & 1881 GLENDALE DRIVE
(LOT 19, 20, 22, 33, 34, 35, 36, 37 & 38, PLAN 492)
CITY OF PICKERING
\G 0 I5 I RICTSc
~ do
o
2
a °
~o oa
Please note that the above noted Draft Plan of Subdivision and Condominium will
be forwarded to the Durham Catholic District School Board's Board of Trustees
on May 2, 2011 for consideration. The Board of Trustees' official comments will
be sent to your department after May 2, 2011.
Planning staff at the Durham Catholic District School Board have "NO OBJECTION"
to the above noted plans.
Please notify me if you.have any questions or concerns.
Sincerely yours,
Jody'Dale
Assistant Planner,
Durham Catholic District School Board
Telephone: 905-576-6707
1-877-482-0722 ext. 2211
C.c. Gerry O'Neill, Manager Planning & Admissions
650 Rossland Road West, Oshawa, Ontario LU 7C4
Tel 905 576-6150 Toll Free 1 877 482-0722
. www.dcdsb.ca
Paul Pulla B. Sc., B. Ed., MSc. Ed. Director of Education / Secretary / Treasurer
A
2
April 7, 2011
ATT; HIM,FHT g
RECEIVED
THE
DURHAM
DISTRICT
SCHOOL
BOARD
Facilities Services .
400 Taunton Road East
Whitby, Ontario
L 1 R 2i<6
Tele ie: (905) 666-5500
1-800-265-3968
Fax: (905) 666-6439
The City of Pickering.
Planning Dept., Pickering Civic Centre
One The Esplanade
Pickering, ON
L1 V 6K7
Attention: Mila Yeung
RE: Draft Plan of Subdivision SP-2011-01
Draft Plan of Condominium CP-2011-01
APR 12 201
CITY OF PICKERING
PLANNING & DEVELC3PMENT
DEPARTMENT
Zoning By-law Amendment Application A03/ 11
Emery Homes Glendale Ltd.
1872, 1876 & 1880 Liverpool Road and
1863, 1865, 1871, 1875, 1877 & 1881 Glendale Drive
(Lot 19, 20, 22, 33, 34, 35, 36, 37 & 38, Plan 492)
City of Pickering
Staff has reviewed the information on the above noted and has the following
comments:
Approximately 34 elementary pupils could be generated by the
above noted application.
2. It is intended that any pupils generated by the above noted plan be
accommodated within an existing school facility.
3. Under the mandate of the Durham District School Board, staff has
no objections.
Yours truly,
k_
Christine Nancekivell,
Senior Planner
0:I PROPLAMDATA I PLNGI SUBISP2011-Ol.doc
ti e a~L~ l ,~~tf --Flo el fY s.
VEBMIA.N
C.ON N°ECTION S
-
CITY F I'NC CERIV
P-LM41N11"Ga a 0EV:L6PfV'E
.,iRTMENT
DEVELOPMENT APPLICATION REVIEW
Q PROJECT NAME: Emery Homes Glendale Ltd.
I ADDRESS/PLAN: 1872,1876 & 1880 Liverpool Road & 1863, 1865, 1871,1875, 1877 & 1881 Glendale Drive I
MUNICIPALITY,
Pickering
1 REF NO.: SP-2011-01 CP-2011-01 & A
SUBMISSION DATE: March 29, 2011
03/11
The following is an overview of the general requirements the Applicant is likely to meet in order to obtain a complete
electrical power supply system to this site and within the site where subdivision in some form is involved. The
comments below are based on preliminary information only and are subject to revision. In all cases Veridian's standard
Conditions of Service document sets out the requirements, terms and conditions for the provision of electric service.
This review does not constitute an Offer to Connect.
1. Electric service is currently available on the road allowance(s) directly adjacent to this property.
Servicing will be from Glendale Drive and Veridian's supply voltage will be at 13.8kV.
Within residential developments all such expansions are underground.
2. Individual metering at each unit is required.
3. A high voltage concrete encased ducted loop underground cable system is required from the designated supply
point(s) at Glendale Drive to a transformer location(s) on the property, all'at the Applicant's cost.
4. The Applicant must make direct application to Veridian for electrical servicing as soon as possible. A written
request will permit Veridian to begin the work necessary to identify specific requirements and arrangements and
related work for this project, and to make an Offer to Connect. The applicant is cautioned that tenders,
contracts, or work they may initiate prior to obtaining an Offer to Connect from Veridian may create conflicts
with the route of and details of the electrical servicing set out in the Offer to Connect for which Veridian can
bear no responsibility.
5. A Servicing Agreement must be signed with Veridian in order to obtain servicing for this site.
6. The electrical installation from the public road allowance up to the service entrance and all metering
arrangements must comply with Veridian's requirements and specifications and may also be subject to the
requirements of the Electrical Safety Authority.
7. The Applicant will be required to grant to Veddian a standard occupation easement, registered on title, for
high voltage cable, low voltage cable and transformers.
8. Prior to obtaining a building permit, the Municipality may require the Applicant to provide evidence of having
obtained and accepted an Offer to Connect.
25
9. Where cranes or material handling equipment or workers must work in proximity to existing overhead wires,
where there is risk of contact or coming within the limits of approach, the Applicant shall pay all costs for the
temporary relocation, burial, or other protection of the wires, or whatever other action is deemed necessary by
Veridian to provide for worker safety and the security of the electrical system.
26
10. Landscaping, specifically trees, shrubs, other should be located/relocated away from Veridian's transformer to
avoid interference with equipment access.
11. Veridian will not attend scheduled City of Pickering DART Meeting for this Development.
12. Veridian has no objection to the proposed development. Please direct the Applicant to contact Veridian as soon
as servicing is contemplated. Municipality, please forward a copy of first submission civil design to Veridian.
Please note that an Offer to Connect must be completed at least six (6) months prior to the required electrical
servicing date.
Technical Representative: Fred Raininger, C.E.T.
Telephone: Ext. 3255
PP/df
P:\dfrizzell\Development Application Review\Pickering\2011 \Emery Homes Glendale Ltd - Liverpool Road &
Glendale Drive.doc
Page 2 of 2 Form #E00002
Veridian Connections Development Application Review Rev. Date -July 15, 2008
K.
0 0
DICKERING
Memo
To: Mila Yeung
Planner I
From: Robert Starr
Manager, Development Control
Copy: Coordinator, Development Approvals
Coordinator, Engineering Design & Systems
Subject: Draft Plan of Subdivision SP-2011-01
Draft Plan of Condiminium CP-2011-01
Zoning By-law Amendment Application A 03/11
Emery Homes Glendale Limited
1872, 1876 & 1880 Liverpool Road and
1863, 1865, 1871, 1875, 1877 & 1881 Glendale Drive
(Lot 19, 20, 22, 33, 34, 35, 36, 37, & 38, Plan 492)
City of Pickering
April 12, 2011
We have reviewed the documents submitted in support of the above noted application and provide
the following comments:
Draft Plan of Subdivision
1. Provide a corner rounding at the intersection of Glendale and Glenanna..
Draft Plan of Common Elements Condominium
1. Parcel 9 and Parcel 12 have very narrow road frontage. It may be difficult to safely
maneuver a vehicle in and out of the property.
General Comments
1. The applicant will be required to enter into a Subdivision Agreement with the City to
address any offsite works, road restoration, land transfer, easements, utility relocation, cost
sharing, grading, drainage, securities, insurance, etc.
2/
2. A Construction Management Plan will be required, during Site Plan review, that addresses
such items as road cleaning, mud/dust control, sedimentation and erosion control, hours of
work, vehicle parking, equipment and material storage, a spill response plan, etc.
4r) 0
3. 'fie City of Pickering's Fill & Topsoil By-law prohibits soil disturbance, removal or
importation to the site unless a permit has been issued. No on-site works prior to Site Plan
Approval is permitted without a permit. A copy of the By-law and Permit Application is
attached and should be forwarded to the applicant.
4. A Geotechnical Report will be required as part of the Site Plan Application. The report
should comment on the permeability of existing soils as it relates to any proposed
infiltration measures for stormwater management. The report is also to provide an asphalt
design including subgrade make up.
5. A Utility Coordination Plan will be required as part of the Site Plan application. Provision for
. a community mailbox will need to be addressed on this plan as well.
6. The proposed south entrance indicates the entrance opening encroaching on the lot to the
south. This is not acceptable. Revising the curb-line as per comment #3 (Conceptual
Grading Plan) should address this issue.
7. The vet clinic to the south has recently constructed a wood privacy fence. Coordinate the
installation of the retaining wall and a fence with the vet clinic.
8. It appears that no provision for snow storage has been provided. This is a particular
concern at the south limit of the lane between Block 1 and Block 8. The lane should be a
minimum 3m from the property line to address grading and constructability.
Landscaping/fencing will need to address vehicle lighting on to the adjacent property. One
less unit on Block 8 may be necessary..
9. Replacement of the trees on Liverpool Rd and the provision of boulevard trees on Glendale
. Dr. needs to be addressed.
Conceptual Grading Plan
1. 'Grading is to be designed so as to allow the rear of the blocks fronting the existing roads to
drain across the sidewalk to the existing curb and gutter.
2. Should the requirement for a retaining wall be determined, it is to be of precast concrete
only and will be required to be installed a minimum of 0.6m inside the property line.
Construction of the wall, including excavation for the foundation of the wall, is not to disturb
the adjacent property to the south. This will need to be detailed on the engineering plans
during Site Plan Application.
3. The internal roadway could be narrowed to the minimum 6.5m width with the proposed
visitor parking spaces designed as a lay-by so that there is a mountable curb and gutter at
the minimum width. It appears that there is the potential for a collision with parked cars
should an approaching vehicle cut the turn too sharply when entering the development.
There is also a concern where the road swings to the east between Block 6 and Block 7..
Emery Homes Glendale Ltd. Page 2
Zoning By-law Amendment Application A03/11
Conceptual Servicing Plan
24
1. The connection of the infiltration gallery to the Glendale storm sewer should, be designed so
that there is only on maintenance hole required to be installed in the roadway. The pipe
from MH6 could be rerouted to discharge into MH2 thus eliminating the need for MH15.
2. Pipe crossing information will be required with the detailed design.
3. The existing Fire Hydrant on Glendale Drive appears to be close to a proposed driveway
for Block 4. Driveways must be clear of all utilities by 1.0m or the utility will have to be .
relocated at the developer's cost.
Emery Homes Glendale Ltd. Page 3
Zoning By-law Amendment Application A03/11
City o¢
PICKERING
Report To
Executive Committee
Report Number: CST 12-11
Date: May 9, 2011
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Commodity Price Hedging Agreements
Ontario Regulation 291/09, Municipal Act, 2001
Recommendation:
That Report CST 12-11 of the Director, Corporate Services & Treasurer regarding
Commodity Price Hedging be received for information.
Executive Summary: The Commodity Price Hedging Policy under the Municipal Act,
Regulation 291/090, approved by Council per Resolution #88/10, requires the Director,
Corporate Services & Treasurer to report to Council, at least once each fiscal year,
regarding any and all commodity price hedging agreements.
The report shall contain, at a minimum, all requirements as set out in O. Reg. 291/09.
(as it exists from time to time) and shall include:
A statement about the status of the agreements during the period of the report,
including a comparison of the expected and actual results of using the
agreements.
2. A statement by the Treasurer indicating whether, in his or her opinion, all of the
agreements entered into during the period of the report are consistent with the
municipality's statement of policies and goals relating to the use of financial
agreements to address commodity pricing and costs.
3. Such other information as Council may require.
4. Such other information as the Treasurer considers appropriate to include in the
report.
The City has entered into hedging agreements for Natural Gas and Electricity
Procurement through Local Authority Services Ltd. (LAS) which is a wholly owned
subsidiary of the Association of Municipalities of Ontario (AMO).
Financial Implications: The LAS Natural Gas Procurement Program hedged
purchase price has resulted in a stable annual price of 22.9¢/m3. The market rate for
natural gas as of December 30, 2010 is 15.4¢/m3. Although this rate is currently lower
than the current LAS program rate, it is expected that as current reserves are used up,
30
Report CST 12-11
May 9, 2011
Subject: Commodity Price Hedging Agreements Page 2
Ontario Regulation 291/09, Municipal Act, 2001
31
the market prices will start to rise to 20¢ - 25¢ /m3. It is anticipated that over the long
term, this contract will prove financially beneficial.
In addition, LAS continues to operate a program reserve fund. Member remittances,
beyond supply and program administration costs, are held in the reserve and rebated
back to members via an annual distribution; in August 2010 a rebate of $9,657.41 was
issued to the City for 2009 and the City expects a similar 2010 rebate as well. These
rebates lower the City's annual costs.
The Las Electricity Procurement Program hedged purchase price has resulted in a
stable annual price of 3.82¢/kWh plus the Provincial Benefit Charge of 2.80¢/kWh which
is lower than the new Regulated Price Plan (RPP) price of 7.4¢/kWh, even with the
average Provincial Benefit factored into the cost. LAS has also hedged a block of off-
peak power for municipal streetlight accounts that may realize up to 10% - 15% in
annual savings compared to current market rates.
Sustainability Implications: By joining the LAS programs, the City will reduce its
energy costs that in-turn will continue to assist the City in maintaining its financial
sustainability objectives.
Background:
LAS Natural Gas Program - Enrolled April - 2006
Commodity Expenditure - 2010 - $394,466
Current Contract Price - November 1, 2010 - October 31, 2011 - 22.9¢/m3
Hedged Volume - 70%
The current LAS Natural Gas Program price represents an 11.5% cost decrease for the
City from the previous LAS program price of 25.9 ¢/m3. LAS has also leveraged low
natural gas prices in 2010 to make additional purchases for the November, 2011 to
October, 2012 program year. With approximately 70% of the volume hedged for this
future period, LAS anticipates a program price of approximately 23¢/m3.
The LAS strategy for natural gas continues to be established with a view towards longer
term predictability and stability for budgeting. To ensure these objectives are met, LAS
continues to operate within a three year purchasing window, and has already purchased
25% of total requirements for the November 2012 period.
LAS Electricity Procurement Program - Enrolled January - 2011
Commodity Expenditure - 2010 - $1,668,000
Current Contract Price - January 1, 2011 - December 31, 2011 - 3.82¢/kWh plus
Provincial Benefit Charge of 2.80¢/kWh = 6.62¢/kWh
Hedged Volume - 70%
Report CST 12-11
May 9, 2011
Subject: Commodity Price Hedging Agreements Page 3
Ontario Regulation 291/09, Municipal Act, 2001
LAS has hedged 70% of our municipal electricity requirements at the above price and
the remainder of our consumption to spot market prices for this purchase term. This
spot market exposure currently provides cost savings to the City compared to the
current RPP, in addition to the price stability provided by the hedge purchase.
Treasurer's Statement:
The objectives of the LAS bulk hedging programs are generally synonymous with our
municipal objectives:
a. Facilitates Budgeting - purchasing blocks of energy commodities will produce stable
prices for budgeting
b. Competitive Pricing - provide savings on required purchases
c. Maximize Purchasing Power - pooling requirements can leverage better
pricing than individually.
The LAS Natural Gas and Electricity Procurement Program has provided the City a
sound commodity hedging strategy for natural gas and electricity, which benefits us as
much as possible from falling market prices and protects us as much as possible when
prices are rising. Excellent program administration utilizing industry experts provides a
reliable energy supply with the price benefits of bulk procurement. Annual price
stabilization and long term price predictability, along with individualized support, advice
and consumption data reports, provides the City a means to monitor our usage and
accurately forecast our annual utility budget.
Attachments:
32
Commodity Price Hedging Policy
Report CST 12-11 May 9, 2011
Subject: Commodity Price Hedging Agreements Page 4
Ontario Regulation 291/09, Municipal Act, 2001
33 Prepared By: Approved/Endorsed By:
r
B. uz4:hing Gillis A. Paterson
Senior Analyst Director, Corporate Services & Treasurer
copy: Uniet Haministrative urncer
Recommended for the consideration
of Pickering Ck Council„
Zro, _0 tl
Tony Prevedel, P.Eng.
Chief Administrative Officer
caw o~
PICKERING
ATTACHMENT #_l _Tp REPORT#.
City Procedure
34
Procedure Title: Commodity Price Hedging Procedure
Procedure Number:
FIN 060-001
Reference:
Date Originated:
Date Revised:
April 28, 2010
Approval: Chief Administrative Officer
Point of Contact: Director, Corporate Services &
Treasurer
v
Procedure Objective ~~G• Z
To provide procedures for the provision of Commodity Price Hedging Agreements
where applicable.
Index
01 Definitions
02 Delegation of Responsibilities
03 Procedure
01 Definitions
01.01 City - The Corporation of the City of Pickering.
01.02 Treasurer - the Chief Financial Officer and Treasurer of The
Corporation of the City of Pickering.
01.03 Authority - the Treasurer or designate.
01.04 Contract Agent - means an individual or organization acting on
behalf of the City as an independent contractor, external to the City
to provide advice on a price hedging strategy and/or to execute
agreements and transactions to acquire a Commodity.
01.05 Commodity means, whether in the original or a processed state,
an agricultural product, a forest product, a product of the sea, a
mineral, a metal, a hydrocarbon fuel, electricity, a precious stone or
1
35
i) evaluate the financial and other risks to the municipality that would
exist with the use of such an agreement and determine if such risk
would be lower than the financial and other risks to the municipality
that would exist without such an agreement;
j) use best judgment to determine that the agreement contains adequate
risk control measures;
k) ensure ongoing monitoring with respect to the commodity price
hedging agreements; and
1) report to Council at least once each fiscal year with respect to any and
all commodity price hedging agreements in place. The report shall
contain, as a minimum, all Provincial Government requirements as set
out in legislation and regulations of the Municipal Act and contain the
following information and documents:
• a statement about the status of the agreements during the period of .
the report, including a comparison of the expected and. actual results of
using the agreements;
• a statement by the Treasurer that all of the agreements entered
during the period of the report are consistent with the municipality's
statement of policies and goals relating to the use of Commodity
Hedging Price Agreements; and
• such other information as Council may require.
Procedure Title: Commodity Hedge Pricing Procedure Page 3 of 3
Procedure Number: FIN 060-001
36
other gem and other physical goods but does not include chattel
paper, a document of title, an instrument, money or securities.
01.06 Price Hedging Agreement - means a financial agreement to
provide price stability and/or minimize the cost, financial and other
risks associated with the procurement of a Commodity.
02 Delegation of Responsibility
The. Treasurer, or designate, is authorized to enter into contracts for the purpose of
engaging a Contract Agent in accordance with the City's Purchasing Policy.
The Contract Agent will only be authorized to act within the scope of their specific authority
under any executed Contract and/or Agency Agreement with the City and shall, in
accordance with such a Contract or Agreement, provide services to the City.
03 Procedure
Any Commodity Price Hedging opportunities shall be submitted in writing, to the
Treasurer or designate, including an explanation and justification for the request. The
Treasurer for the City is the designated person responsible for administrative matters
pertaining to commodity price hedging. The Treasurer will:
a) determine whether a particular commodity price hedging agreement is
advantageous for the City;
b) determine if the request conforms to the Statement of Commodity
Price Hedging Policies and Goals;
c) determine if the request conforms to the definition of Commodity in
accordance with the Commodity Price Hedging Policy;
d) refer the request to a Contract Agent or appropriate City staff to
provide advice on a price hedging strategy and/or to execute
agreements and transactions to acquire the commodity;
e) delegate certain administrative duties and responsibilities to internal staff
and or external contract agents;
f) review any and all commodity purchases for which' commodity price
hedging agreements will be appropriate;
g) ensure that either the financial position of the City will be enhanced by
virtue of the use of such an agreement or guarantee supply of the
commodity will be achieved by virtue of the use of such an agreement;
h) ensure that the all-inclusive contracted price and cost to the City of the
.associated commodity will be lower or more stable than it would be
without the agreement;
Procedure Title: Commodity Hedge Pricing Procedure Page 2 of 3
Procedure Number: FIN 060-001
PICKERING
37
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Report To
Executive Committee
Report Number: CST 15-11
Date: May 9, 2011
Subject: Section 357/358 of the Municipal Act- Adjustment to Taxes
Recommendation:
That Report CST 15-11 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.
Executive Summary: Not Applicable
Financial Implications: If approved, the write-off of taxes as contained in this report
represents a gross cost of $91,246.29 with a net cost to the City of approximately
$19,031.14, the balance being charged back to the Region of Durham and the School
Boards. Pickering's share of the costs will be charged to the 2011 Current Budget
allocation under General Government - Provision for Uncollectable Taxes. The 2011
budget provision is $356,244 and $54,991 including the above has been spent to date.
Sustainability Implications: This report does not contain any sustainability
implications.
Background: The Municipal Act provides the Treasurer with various tax tools
regarding the administration and collection of property taxes. Under the provisions of
Section 357 of the Municipal Act, reduction of taxes due to fire, demolition, exemption,
assessment change or error is allowed. Change in realty tax class can translate into
lower property taxes if the property went from industrial to commercial tax class or
commercial to residential tax class. Demolitions, and other physical.changes to a
property, such as removing or filling in a swimming pool, or damage caused by fire or
flooding result in a reduction in assessment and a corresponding reduction in property
taxes.
Report CST 15-11 May 9, 2011
Subject: Section 357/358 of the Municipal Act -Adjustment to Taxes Page 2.
Three properties reflect a "no recommendation" in their property taxes which is shown
as having zeros in the corresponding columns. In general, "no recommendation" means
that either a reduction in assessment was not warranted or further property tax
reduction was not necessary as per the Assessment Act. In other words, these
applicants were reviewed by the Municipal Assessment Corporation (MPAC) and MPAC
has determined that these applications are not eligible for relief. If the property owner
does not agree with MPAC's recommendation, they have the right to appeal to the
Assessment Review Board under subsection 7 of the Municipal Act, 2001.
Section 358 of the Municipal Act, allows the taxpayer through the Taxation Section to
appeal assessment as provided by (MPAC) where they believe that they have been
overcharged due to a gross or manifest clerical error on the part of MPAC. They are
allowed to appeal the current, plus two years in which the application is made. This
section of the Act, allows for the reduction of taxes due to such errors once confirmed
by the Regional Assessment Office of MPAC.
The purpose of Sections 357/358 is to allow the municipality and MPAC to quickly
rectify assessment classification changes, and prior year's errors quickly without having
the property owner having to go through the formal assessment review process.
Attachments:
Section 357/358 Adjustment to Taxes - Taxable
Prepared By:
Karen Uphoff
Tax Analyst
GAP:ku
Coav: Chief Administrative Officer
Approved / Endorsed By:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Recommended for the consideration of
Pickering 'ty Council
a7, 2Or~
Tony r vedel, P.Eng.
Chief Administrative Officer
38
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Report To
Executive Committee
Report Number: CST 16-11
Date: May 9, 2011 40
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Statement of the Treasurer Respecting 2010 Remuneration and Expenses
of Members of Council and Council Appointees to Boards, Agencies and
Other Bodies
Recommendation:
That Report CST 16-11 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'2010 be received.
Executive Summary: Section 284(1) of the Municipal Act 2001 states in part that
the Treasurer of every municipality shall, in each year, submit to the Council of the
municipality, an itemized statement of the remuneration and expenses paid to each
Member of Council. The statement must also include. remuneration and expenses paid
to any other person who has been appointed by Council to serve as a member of any
body.
Financial Implications: This report contains no new financial implications as the
expenditures were provided for in the 2010 Current Budget approved by Council.
Sustainability Implications: This report contains no information pertaining to
sustainability.
Background: Over the last few years, this report has evolved to include various
categories of expenditures that have been interpreted to be required under the
Municipal Act and/or financial reporting requirements of the Province of Ontario and
professional accounting bodies.
The reference in the Act to "...expenses paid ...to has been interpreted to also
include expenses paid on behalf of a Member of Council or appointee. For example,
assume two Councillors incur the same registration expense to attend the same
conference. One puts it on his charge card and seeks reimbursement from the City
while the other has the City billed directly. There should be no difference in the
Report CST 16-11 Date: May 9, 2011
Subject: Statement of the Treasurer Respecting 2010 Remuneration Page 2
and Expenses of Members of Council and Council Appointees
41 to Boards, Agencies and Other Boards
reporting treatment due to the method of payment and this interpretation will accomplish
that. It also complies with what staff believe is the intent of the legislation. The report
excludes expenditures that are corporate in nature, for example Council receptions,
Committee meeting expenses and City Hall administration and overhead expenses.
Remuneration and expenses paid by Veridian Corporation to Pickering Council
appointees to the Board have been included. The Act stipulates that any body to which
a Council appointment is made must provide the municipality with a statement of
remuneration and expenses paid for the year, and this information must be included in
the Treasurer's report to Council.
Several other bodies to which Council makes appointments have also been included as
an "other body" as required under the Act. However, the many community committees
and groups that Councillors are appointed to have been excluded as, to the best of
staff's knowledge, no remuneration or expenses are paid.
The amounts paid by the Region of Durham to Regional Councillors are not included in
this report.
Attachments:
1. Remuneration and Expenses of Members of Council
2. Detailed Breakdown of 2010 Expenses
3. Remuneration and Expenses Paid by Veridian Corporation to Council Appointees
4. Remuneration and Expenses of Council Appointees
Prepared By: Approved / Endorsed By:
Avril Payne Gillis A. Paterson
Audit Analyst Director, Corporate Services & Treasurer
uopv: (.Inlet Aaministrative umcer
Recommended for the consideration
of Pickering y Cou c'
27, 20/!
Tony Prevedel, P. Eng.
Chief Administrative Officer
ATTACHMENT#J_TO REPORT #-L_1.,t-f I
42
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ATTACHMENT# 3 TO REPORT# elr /6-//
STATEMENT OF TREASURER
COUNCIL APPOINTEES
2010 REMUNERATION AND EXPENSES
Remuneration Expenses (3)
$
$
Veridian Corporation (1,2)
Board of Directors
D. Ryan (4)
-
-
D. Dickerson (4)
20,500
5,958
B. McLean (4,7)
26,100
4,010
D. Pickles (4)
13,000
1,692
R. Sutton (5)
16,000
8,924
S. Trepanier (6)
16,000
1,125
91 600
21,709
NOTES TO VERIDIAN CORPORATON BOARD OF DIRECTORS:
Total
$
26,458
30,110
14,692
24,924
17,125
113,309
44
(1) The above information was provided by the Vice President, Corporate Affairs,
Veridian Corporation
(2) Remuneration and expenses are paid by Veridian Corporation as may be
established by the Board of Directors. The term of office for the Board follows the
calendar year therefore, the above expenses are for 12 months ending December
31, 2010
(3) Expenses include conferences, meals and mileage
(4) Appointed by Council under City of Pickering By-law 6213/06
(5) Appointed by Council under City of Pickering Resolution #23/07
(6) Appointed by Council under City of Pickering Resolution #46/07
(7) Appointed by Council under City of Pickering Resolution #46/07 as Mayor's
representative
ATTACHMENT#.'.TO REPORT#
45 STATEMENT OF TREASURER
COUNCIL APPOINTEES
2010 REMUNERATION AND EXPENSES
Remuneration Expenses (4) Total
Committee of Adjustment (1,2,3)
K. Ashe (5,13)
T. Copeland (6)
D. Johnson (5,6)
S. Kular (5)
E. Newton (5,6)
W. Utton (6)
S. VanSteen (6)
K. Wilkinson (5)
Property Review Committee
K. Bannister (5) '
A. Burtney (5)
T. Calandra (5)
P.. Dickson (5,6)
R. Farrell (5,6)
G. Fernandes (5,6)
R. Fleming (5)
C. Lavoie (6) ,
M. O'Connor (5)
J. Singleton (6)
960
48
1,008.
1,120
66
1,186
400
32
432
1,040
55
1,095
960
194
1,154
4,480
395
4,875
100
- 100
50
- 50'
200
- 200
250
- 250
250
- 250
850
- 850
STATEMENT OF TREASURER
COUNCIL APPOINTEES
2010 REMUNERATION AND EXPENSES
Heritage Pickering Advisory
Committee (1,2)
T. Arvisais (5,6)
T. Besso (6)
M. Cassidy (5,9)
G. Clow.(6)
K. Falconer (5)
S. Gardner (5,9)
J. Glasser (5,10)
C. Gonsalves (6)
W. Jamadar (5,6)
C. Julien (6)
R. Lawson (5)
R. Moreno (11,12)
D. Quaife (6)
P. Rodrigues (5,13)
D. Rundle (7)
M. Sawchuck (6)
S. Sheehan (6)
J. Simpson (5,8)
L. Svekis (7)
M. Woods (5)
Livestock Valuers (1,2)
J. Laider (5,6)
Remuneration Expenses (4) Total
46
153 153
153 153
320 14 334
47
STATEMENT OF TREASURER
COUNCIL APPOINTEES
2010 REMUNERATION AND EXPENSES
Pickering Public Library Board
(1,2)
M. Anderson (5,6)
B. Clifford (6)
0. Chaudhry (5)
R. Coelho (11,6)
B. James (6)
C. Julien (6)
J. Lucas (5)
A. Naqvi (5,6)
J. Sabean (5,6)
P. Savel (5)
A. Shanahan (6)
S. Van Steen (5)
Remuneration Expenses (4) Total
650 650
650 650
NOTES TO COUNCIL APPOINTEES:
All payments are authorized under Council's adoption of the 2008 Current Budget.
(1) Authority: By-law 6713/06
Municipal Act, 2001 Section 283
(2) Authority: By-law 7095/10
Municipal Act, :2001 Section 283
(3) Authority: By-law 5242/98
Municipal Act, 2001 Section 283
(4) Expenses include conferences, travel and meeting expenses
(5) Council appointees for a term ending November 30, 2010
(6) Council appointees for new term commencing December 1, 2010
(7) Resolution #13/11; Council appointees for a term to expire. November 30, 2014
(8) Resigned January, 2010
(9) Resigned March, 2010
NOTES TO COUNCIL APPOINTEES Continued.......
48
(10) Moved August, 2010
(11) Resolution #12/10; Councilappointee for a term to expire November 30, 2010
(12) Notified Council not renewing appointment August, 2010
(13) Term as Citizen appointee ended November 30, 2010
CiN Report to
Executive Committee
PICKERING Report Number: CST 17-11
49 Date: May 9, 2011
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Formal Quotations - Quarterly Report for Information
Recommendation:
That Report CST 17-11 of the Director, Corporate Services & Treasurer regarding
Formal Quotations - Quarterly Report for Information be received for information.
Executive Summary: Council approved the Purchasing By-law on November 5,
2001 which includes a request to have a summary of contract awards arising from the
formal quotation process be forwarded to Council as information only on a quarterly
basis.
Financial Implications: Not applicable
Sustainability Implications: The City's participation in cooperative purchasing
initiatives reduces paper and administrative costs.
Background: In accordance with Purchasing Policy Item 04.06, a summary of
contract awards arising from the formal quotation process is provided herein for the
information of Council.
Report CST 17-11
May 9, 2011
Subject: Formal Quotations = Quarterly Report for Information Page 2
50
Formal Quotations Summary
January 1, 2011 to March 31, 2011
HST extra (unless stated otherwise)
Reference No.
Description
Award
"Status
Award Date
Co-operative tender for
Asphalt Registry
Host: City of Oshawa
Participants: Region of
Various unit
C2010-116
Durham, Pickering,
prices
Ongoing
January 19, 2011
Clarington, Oshawa, Whitby,
operating costs
Scugog
2011
Vendor: Coco Paving &
Innovative Surface Solutions
Year 1 of 1
Co-operative tender for
Armoured Car Services
Host: Town of Whitby
Participants: Whitby,
Clarington, Durham Non-
Ongoing
T-530-2010
Profit Housing, Pickering,
Various unit
operating costs
January 26, 2011
Lakeridge Health, Oshawa,
prices
2011
Durham College &-UOIT,
Region of Durham
Vendor: GARDA Cash in
Transit Corporation
Year 1 of 3
Electrical Repair Services 'as
required'
Various unit
Ongoing
,February ary 1.5
2011
Vendor: MDK Electric Ltd.
prices
operating costs
,
Vendor: Vickery Electric
2011
Contracting Ltd.
Report CST 17-11
May 9, 2011
Subject: Formal Quotations - Quarterly Report for Information Page 3
Reference No.
Description
Award
Status
Award Date
Co-operative tender for
Supply & Delivery of
Duplicating Paper and
Coverstock
Host: Whitby
Participants: Region of
Ongoing
W01-2009
Durham, UOIT/Durham
Various unit
operating costs
February 23, 2011
College, Durham Non-Profit
prices
2011/2012
Housing, Ajax, Whitby,
Oshawa, Pickering,
Clarington, Scugog, Uxbridge
Vendor: Ariva/AKA Buntin
Reid Paper
Year 3of3
Plumbing Repair Services 'as
Q-4-2011
required'
Vendor: GTA Plumbing Ltd.
Various unit
Ongoing
operating costs
February 28, 2011
Vendor: Don Valley
prices
2011
Mechanical ltd.
Dog Waste Removal &
February 21,
Q-7-2011
Disposal
$15
110.00
2011 to
February 15, 2011
Vendor: Pawticular Paws
,
December 31,
Year 1 of 3
2011
Supply & Delivery of Ready
Ongoing
Q-18-201.1
Mix Concrete
Various unit
operating costs
March 31, 2011
Vendor: Miller Concrete Ltd..
prices
2011
Year 1 of 2
Co-operative quotation for
Supply of Aggregate Road
Materials
Host: Municipality of
Q-2011-02
Clarington
Various unit
Ongoing
2011
March 17
Participants: Clarington,
prices
operating costs
,
Ajax, Pickering, Oshawa,
2011
Region of Durham
Vendor: T. H. Forsythe &
Vicdom
Year 1 of 3
Report CST 17-11
May 9, 2011
Subject: Formal Quotations - Quarterly Report for Information Page 4
52
Reference No.
Description
Award
Status
Award Date
Co-operative tender for
Supply & Delivery of Gas &
Diesel Fuel
Host: Region of Durham
Participants: Region of
Ongoing
T-257-2008
Durham, Ajax, Whitby,
Various unit
operating costs
March 30, 2011
Oshawa, Pickering Uxbridge,
prices
2011/2012
Clarington, Lakeridge Health,
Durham Police Services
Vendor: Suncor Energy
Products Partnership
Year 3 of 5
Co-operative tender for
Supply & Delivery of
Domestic Furnace Oil
Host: Region of Durham
T-257A-2009
Participants: Region of
Various unit
Ongoing
2011
March 30
Durham, Whitby, Pickering
prices
operating costs
,
Uxbridge, Clarington,
2011H2012
Lakeridge Health, Durham
District School Board
Vendor: Ultramar Ltd.
Year 3 of 5
Cooperative quotation for
Catch Basin Cleaning
Services
Host: Region of Durham
Q-207-2009
Participants: Region of
Various unit
Ongoing
.
2011
March 31
Durham, Pickering,
prices
operating costs
,
Clarington, Brock, Scugog,
2011
Uxbridge
Vendor: Superior Catch
Basin Services
Year 3 of 3 .
Report CST 17-11
Subject: Formal.Quotations - Quarterly Report for Information
Attachments
Prepared By:
Not applicable
Vera A. Felgemacher
Manager, Supply & Serv ces
CSMSP, CPPO, CPPB, C.I.M., CMM III
Copy: Chief Administrative Officer
Approved/Endorsed By:
May 9, 2011
Page 5
Gillis A. Paterson
Director, Corporate Services & Treasurer
Recommended for the consideration
of Pickerin ity Cou it
Tony Prevedel, P. Eng.
Chief Administrative Officer
PICKERING
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Report To
Executive Committee
Report Number: CST 18-11
Date: May 9, 2011
Subject: Cash Position Report as.at December 31, 2010
Recommendation:
That report CST 18-11 from the Director, Corporate Services & Treasurer regarding
Cash Position as at December 31, 2010 be received for information.
Executive Summary: The attached schedules provide the City of Pickering's cash
position, continuity of taxes receivable, outstanding investments, development charges
collected and other development contribution information for the six months ended
December 31, 2010.
The cash position of the Corporation for six months ended December 31, 2010 was a
net increase in cash of $9,519,792 resulting in a bank balance of $7,198,973. Sources
'of Funds totalled $121,787,941 and Uses of Funds totalled $112,268,149.
In summary, 2010 has shown moderate improvements in most of the key indicators:
• Tax arrears decreased slightly by 0.36% over 2009 to $6.6 million.
• Development charges collected are up by 26% over the same period in 2009.
• Building permits issued in 2010 are likewise up by 40% compared to 2009 but
remain below previous years.
The City's investment portfolio remains well balanced with a slight increase in interest
rates on both short and long term investments over 2009.
In summary, the City's cash position remains strongly positive as it has been in previous
years reflecting sound financial management practices.
Financial Implications: This report does not contain any financial implications.
Report CST 18-11
Date: May 9, 2011
Subject: Cash Position Report as at December 31, 2010 Page 2
5
Sustainability Implications: This report does not contain any sustainability
implications.
Background: This reportpresents a six-month period of activity ending December
31, 2010. The discussion below describes the purpose and provides summary
information contained in each of the attached schedules.
Statement of Cash Position: Attachment 1 reflects the City's sources and uses of funds
for the second half of 2010. Subcategories have been identified to highlight those cash
transactions that are material in nature or with large dollar values for the City. This
schedule summarizes the increase in cash of $9,519,792 over the last six months of the
year. Although the 2010 year end balance of $7,198,973 is approximately $831,582
less than the 2009 year end balance, year to year periodical comparison may not be
useful due to the timing differences of receipts and disbursements.
Continuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions
from July 1 to December 31, 2010 and provides the outstanding taxes receivable as at
December 31, 2010. This balance represents all three levels of taxes billed for the City,
Region and School Boards. Year to year totals vary because of timing differences in
due dates and amounts of supplementary billings.
Current year's taxes receivable of about $6.6 million is approximately 3.9% (2009 -
4.8%, 2008 - 4.4%, 2007 - 4.3%, 2006 - 4.2%) of the $168.1 million total taxes billed
as at December 31, 2010 and 38.8% (2009 - 45.6%, 2008 - 47.6%, 2007 - 49.6%,
2006 - 50.9%) of the $17.-OM total receivable.
Outstanding Investments: Attachment 3 reflects the short- and long-term investments
for both Current and Reserve Funds outstanding as at December 31, 2010. Total
investments vary from year to year depending on the timing of collection and remittance
of development charges and supplementary taxes. Total investment portfolio as at
December 31, 2010 increased approximately $7.2M or 11.6% from 2009. This is
primarily a result of the receipt of Gas Tax and debenture proceeds in the fall of 2010.
Development Charges Collected: As the City is responsible for the collection of
development charges on behalf of all levels of government, Attachment 4 shows the
total amounts collected for the City, Region and School Boards. Compared to 2009,
2010 collection is up by 26% or $544,588 from $2,094,665 to $2,639,253.The total
collection as reported under the Sources of Funds on Attachment 1 does not match the
remittance amounts to the Region and School Boards indicated under the Use of Funds
also in Attachment 1. This variance is a result of timing differences in payments to the
Region and School Boards as monies become payable to these bodies 25 days
following the month of collection by the City.
Report CST 18-11 Date: May 9, 2011
Subject: Cash Position Report as at December 31, 2010 Page 3 5
Other Development Contributions: Attachment 5 is provided to show other significant
development contributions received in 2010.
Multi Year Receipts: The balance of the Attachments shows multi year receipts of the
City's portion of development charges as presented on a linear chart. Collections in
2010 increased by 49.6% or $548,202 from $1,104,861 in 2009 to $1,653,063 in 2010.
This increase shows a positive indicator of recovery following the recent economic
downturn.
Similarly, building permits issued in 2010 increased by 40% or 160 from 404 in 2009 to
564 in 2010. Again, a positive indicator of economic growth in the City.
Attachments:
1. Statement of Cash Position
2. Continuity of Taxes Receivable
3. Outstanding Investments
4. Statement of Development Charges Collected
5. Other Development Contributions
6. Building Permits Issued 2000- 2010
7. City Portion of Development Charges Collected 1991-2010
Prepared By:
Dennis P. Arboleda
Supervisor, Accounting Services
DA:da
Copy: Chief Administrative Officer
Approved / Endorsed By:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Recommended for the consideration of
Pickering Cou it
~f 201l
Tony P edel, P.Eng
Chief Administrative Officer
ATTACHMENT #-t-TO REPORT # "S'r If-))
57 City of Pickering
Cash Position Statement
for six months ending December 31, 2010
Accounts Receivable collected
Development charges collected '
Operating
Grants-in-lieu:
Federal
Provincial
Ontario enterprises
Municipal enterprises
Linear Properties
Federal specific grants
Ontario specific grants
Interest Income
Sale of land
Tax payments received
POA Revenue
$
796,520
2,639,253
49,636,099
Total
)t Funds:
Operating and Capital Expenditures
Payroll
Region Levy
Regional portion of Dev. Charges
School Board Levies
School Board portion of Dev. Charges
Debenture payment to Region
Total
Net Cash Increase (Decrease)
FINANCIAL POSITION
991,230
60,636
2,471,366
719,664
504,875
14,919
255,153
187,525
63,416.,123
94,578
$ 121,787,941
$ 40,194,912
18,535,919
28,820,192
2,351,212
20,871,383
117,840
1,376,691
$ 112,268,149
$ 9,519,792
Bank Balance Net Cash Bank Balance
July 1, 2010 2 Provided (Used) December 31, 2010
Current Fund $ (2,320,819) $ 9,519,792 $ 7,198,973
I TOTAL Is (2,320,819) $ 9,519,792 $ 7,198,973
Includes City, Region and School Boards
2 Adjusted to include levy and debenture payments to the Region
issued in June 2010 but post dated to July 2010 in the amounts
of $16,531,253.17 and $631,179.48 respectively.
Report CST 18-11
Date: May 9, 2011
Subject: Cash Position Report as at December 31, 2010 Page 2
5
Sustainability Implications: This report does not contain any sustainability
implications.
Background: This reportpresents a six-month period of activity ending December
31, 2010. The discussion below describes the purpose and provides summary
information contained in each of the attached schedules.
Statement of Cash Position: Attachment 1 reflects the City's sources and uses of funds
for the second half of 2010. Subcategories have been identified to highlight those cash
transactions that are material in nature or with large dollar values for the City. This
schedule summarizes the increase in cash of $9,519,792 over the last six months of the
year. Although the 2010 year end balance of $7,198,973 is approximately $831,582
less than the 2009 year end balance, year to year periodical comparison may not be
useful due to the timing differences of receipts and disbursements.
Continuity of Taxes Receivable: Attachment 2 summarizes the tax related transactions
from July 1 to December 31, 2010 and provides the outstanding taxes receivable as at
December 31, 2010. This balance represents all three levels of taxes billed for the City,
Region and School Boards. Year to year totals vary because of timing differences in
due dates and amounts of supplementary billings.
Current year's taxes receivable of about $6.6 million is approximately 3.9% (2009 -
4.8%, 2008 - 4.4%, 2007 - 4.3%, 2006 - 4.2%) of the $168.1 million total taxes billed
as at December 31, 2010 and 38.8% (2009 - 45.6%, 2008 - 47.6%, 2007 - 49.6%,
2006 - 50.9%) of the $17.-OM total receivable.
Outstanding Investments: Attachment 3 reflects the short- and long-term investments
for both Current and Reserve Funds outstanding as at December 31, 2010. Total
investments vary from year to year depending on the timing of collection and remittance
of development charges and supplementary taxes. Total investment portfolio as at
December 31, 2010 increased approximately $7.2M or 11.6% from 2009. This is
primarily a result of the receipt of Gas Tax and debenture proceeds in the fall of 2010.
Development Charges Collected: As the City is responsible for the collection of
development charges on behalf of all levels of government, Attachment 4 shows the
total amounts collected for the City, Region and School Boards. Compared to 2009,
2010 collection is up by 26% or $544,588 from $2,094,665 to $2,639,253.The total
collection as reported under the Sources of Funds on Attachment 1 does not match the
remittance amounts to the Region and School Boards indicated under the Use of Funds
also in Attachment 1. This variance is a result of timing differences in payments to the
Region and School Boards as monies become payable to these bodies 25 days
following the month of collection by the City.
Report CST 18-11 Date: May 9, 2011
Subject: Cash Position Report as at December 31, 2010 Page 3 5
Other Development Contributions: Attachment 5 is provided to show other significant
development contributions received in 2010.
Multi Year Receipts: The balance of the Attachments shows multi year receipts of the
City's portion of development charges as presented on a linear chart. Collections in
2010 increased by 49.6% or $548,202 from $1,104,861 in 2009 to $1,653,063 in 2010.
This increase shows a positive indicator of recovery following the recent economic
downturn.
Similarly, building permits issued in 2010 increased by 40% or 160 from 404 in 2009 to
564 in 2010. Again, a positive indicator of economic growth in the City.
Attachments:
1. Statement of Cash Position
2. Continuity of Taxes Receivable
3. Outstanding Investments
4. Statement of Development Charges Collected
5. Other Development Contributions
6. Building Permits Issued 2000- 2010
7. City Portion of Development Charges Collected 1991-2010
Prepared By:
Dennis P. Arboleda
Supervisor, Accounting Services
DA:da
Copy: Chief Administrative Officer
Approved / Endorsed By:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Recommended for the consideration of
Pickering Cou it
~f 201l
Tony P edel, P.Eng
Chief Administrative Officer
ATTACHMENT #-t-TO REPORT # "S'r If-))
57 City of Pickering
Cash Position Statement
for six months ending December 31, 2010
Accounts Receivable collected
Development charges collected '
Operating
Grants-in-lieu:
Federal
Provincial
Ontario enterprises
Municipal enterprises
Linear Properties
Federal specific grants
Ontario specific grants
Interest Income
Sale of land
Tax payments received
POA Revenue
$
796,520
2,639,253
49,636,099
Total
)t Funds:
Operating and Capital Expenditures
Payroll
Region Levy
Regional portion of Dev. Charges
School Board Levies
School Board portion of Dev. Charges
Debenture payment to Region
Total
Net Cash Increase (Decrease)
FINANCIAL POSITION
991,230
60,636
2,471,366
719,664
504,875
14,919
255,153
187,525
63,416.,123
94,578
$ 121,787,941
$ 40,194,912
18,535,919
28,820,192
2,351,212
20,871,383
117,840
1,376,691
$ 112,268,149
$ 9,519,792
Bank Balance Net Cash Bank Balance
July 1, 2010 2 Provided (Used) December 31, 2010
Current Fund $ (2,320,819) $ 9,519,792 $ 7,198,973
I TOTAL Is (2,320,819) $ 9,519,792 $ 7,198,973
Includes City, Region and School Boards
2 Adjusted to include levy and debenture payments to the Region
issued in June 2010 but post dated to July 2010 in the amounts
of $16,531,253.17 and $631,179.48 respectively.
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PICKERIN
Report To
Executive Committee
Report Number: CST 19-11 64
Date: May 9, 2011
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Tender No. T-3-2011
- Supply and Delivery of Computer and Network Equipment
Recommendations:
That Report CST 19-11 regarding the supply and delivery of computer and
network equipment as provided for in the approved 2011 Capital and Current
Budgets be received;
2. That Tender No. T-3-2011 submitted by Venture Computers for Server Option
Model 2 ($8,830), Server Memory ($2,456) and VMware Enterprise Server
Software ($5,936) for a total cost of $17,222.00 plus HST be approved;
3. That Tender No. T-3-2011 submitted by Ederick Associates Inc. for PC (Optional
Model 2) ($41,841.80) and SAN Tape Backup ($16,065.89) for a total cost of
$57,907.69 plus HST be approved;
4. That Tender No. T-3-2011 submitted by Acrodex Inc for Laptop and Docking
Stations for a total cost of $18,661.56 (includes an additional Notebook and
Docking Station and Toughbook and Port Replicator) plus HST be approved;
5. That Tender No. T-3-2011 submitted by Conpute for PC Workstations
($5,443.80), ViewSonic LED ($3,769.66) and Cisco Switches ($92,490.38
includes an additional switch) at a total cost of $101,703.84 plus HST be
approved;
6. That the total gross project cost of $220,909.45 (HST included) and the total net
project cost of $198,935.81 (after HST rebate) be approved;
7. That Council authorizes the Director, Corporate Services & Treasurer to finance
the project from the approved Information Technology 2011 Capital and Current
Budgets from property taxes; and,
8. That the appropriate officials of the City of Pickering be authorized to take
necessary action to give effect thereto.
Report CST 19-11
May 9, 2011
Subject: Tender No. T-3- 2011
65 Supply and Delivery of Computer and Network Equipment Page 2
Executive Summary: This tender includes the majority of the 2011 Information
Technology Capital Budget items as approved by Council. The majority of the
equipment is to be considered replacements for existing equipment at the end of their
life cycles. Tender No. T-3-2011 was issued on Wednesday, March 2, 2011 and closed
on Wednesday, March 16, 2011 with nine (9) bidders responding. The total gross
project cost is estimated to be $220,909.45 (including HST) and a total net project cost
of $198,935.81 (net of HST rebate). _ .
The tender allows for acceptance in whole or in part, by items, or in groups of items to
one or more bidders. Therefore, in order to maximize the best pricing, the lowest bid
per item is recommended -for acceptance. This approach has resulted in additional
savings to the City..
The City's Purchasing Policy requires staff to report to Council on the results of a public
tender. In accordance with Purchasing Policy Item 04.07 (revised 2007) a public tender
exceeding $108,000 is subject to Council approval.
The tender includes funds to replace 50 PCs, which translates into a PC replacement
cycle of 5 years. Based on a recent survey of surrounding municipalities this cycle is on
the outer edge of the typical replacement cycle. However, to ensure the City is
maximizing its resources, a committee has been formed to undertake a review of the
PC replacement cycle to determine if an adjustment is required. The review is expected
to be completed by the fall in time for the 2012 budget. In the meantime, the tendered
replacements are required to ensure the ongoing operation of City business.
Report CST 19-11 May 9, 2011
Subject: Tender No. T-3- 2011
Supply and Delivery of Computer and Network Equipment Page 3
66
Financial Implications:
1. TENDER AMOUNT
A summary of the computer and network equipment to be supplied by the four bidders is as
follows:
T-3-2011 Supply and Delivery of Computer and Network Equipment
Ederick
Venture Associates
Description Computers Inc. Acrodex Inc. Conpute
Server Option Model 2
Server Memory
VMware Enterprise Server
Software
PC (Optional Model 2)
Laptop and Docking
Stations
PC Workstation
ViewSonic LED
Cisco Switches (1+4)
including an additional
switch
SAN Tape Backup
Total
HST (13%)
Gross Costs including
HST
Less HST Rebate (11.24%)
Net Cost to City
8,830.00
2,456.00
5,936.00
41, 841.80
18,661.56
5,443.80
3,769.66
Total
8,830.00
2,456.00
5,936.00
41,841.80
18,661.56
5,443.80
3,769.66
92,490.38
92,490.38
16,065.89
16, 065.89
17,222.00
57,907.69
18,661.56
101,703.84
195,495.09
2,238.86
7,528.00
2,426.00
13,221.50
25,414.36
19,460.86
65,435.69
21,087.56
114,925.34
220,909.45
(1,935.75)
(6,508.82)
(2,097.56)
11,431.51
21, 973.64
17.525.11
58.926.87
18.990.00
103.493.83
198.935.81
Report CST 19-11 May 9, 2011
Subject: Tender No. T-3- 2011
67 Supply and Delivery of Computer and Network Equipment Page 4
9 APPROVFn SOURCE OF FUNDS
Information Technology-Capital and Current Budgets
Source of Funds -
Property Taxes
Project Code
Description of Projects
Budget
Required
Capital
5206.1103.6175
Server & VMware Server Software
$20,000
$15,025.88
5206.1101.6175
PC
43,250
42,578.22
5206.1107.6190
PC AutoCAD (1)
32,600
5,539.61
5206.1106.6177
Cisco Switches (2)
80,000
94,118.21
5206.1105.6175
SAN Tape Backup
24,000
16,348.65
Current
2196.5975.0000 Server Memory (3) $15,500 $2,499.23
2196.5975/5978 Laptop and Docking Stations 19,800 18,990.00
2196.5975.0000 ViewSonic LED 5,500 3,836.01
Total 124Q.650
Note:
(1) The PC AutoCAD system used by the City has a hardware and software component. The
tender price referenced above is for hardware only and the software purchase will be made later
this year for an estimated additional cost of $24,422.
(2) The City uses eight switches to maintain its network infrastructure. There are to be two
Cisco switches for every electrical closet. As a result of unanticipated favourable pricing and
overall savings, the number of switches was increased from three to four with the balance to be
included in the 2012 budget.
(3) There may still be additional upgrades required to the server memory after the project is
complete. The estimated cost of these upgrades are not expected to exceed $9,900.
Report CST 19-11 May 9, 2011
Subject: Tender No. T-3- 2011 68
Supply and Delivery of Computer and Network Equipment Page 5
3_ ESTIMATED PROJECT COSTING SUMMARY
T-3-2011
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$195,495.09
25,414.36
220,909.45
(21,973.64)
$198,935.81
Net project cost under (over) approved funds, after inclusion of additional purchases
identified in notes, is estimated to be $7,393.
Sustainability Implications: This report does not contain any sustainability
implications.
Background: As part of the normal computer equipment maintenance cycle,
Tender No. T-3-2011 was issued on Wednesday, March 2, 2011, and closed on
Wednesday, March 16, 2011, with nine (9) bidders responding. The tender was for the
supply and delivery of computer and network equipment. Four suppliers were chosen
to provide the replacement equipment, based on lowest bid per item. They are Venture
Computers of Canada Inc., Ederick Associates Inc., Acrodex Inc. and Conpute.
Fifty-five (55) PCs are being purchased, with five (5) of these being directed to new
hires. The fifty PCs constitutes a replacement of approximately 20% of the installed PC
base. In addition, due to lower than expected costs and savings identified, the original
estimate for 3 Cisco switches was increased to 4 to accommodate replacement for 2
electrical closets. Additionally, it is projected that $7,393 will remain unspent once the
replacement exercise has been completed.
Installation of the equipment will be performed by Information Technology staff.
Upon careful examination of all tenders and relevant documents received, the
Corporate Services Department recommends the acceptance of the low bids as
submitted by Venture Computers of Canada Inc., Ederick Associates Inc., Acrodex Inc.
and Conpute for Tender No. T-3 -2011. The total gross cost in the amount of
$220,909.45 (HST included) and that the total net project cost of $198,935.81 be
approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Report CST 19-11 May 9, 2011
Subject: Tender No. T-3- 2011
69 Supply and Delivery of Computer and Network Equipment Page 6
Attachments:
1. Supply & Services Summary memo dated March 22, 2011
J2
=:e 114
4nCa Kong, CGA
Senior Financial Analyst -
Capital & Debt Management
Copy: Chief Administrative Officer
Prepared By:
Jon S rms
Manger, Information Technology
Approved / Endorsed By:
Gillis A. Pat son
Director, Co orate Services & Treasurer
Vera A. Felgeri~&her
CSCMP, CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
Recommended for the consideration
of Pickering City/jouncil A
Tony Prevedel, P.Eng.
Chief Administrative Officer
W/ 26, 2.o r/
PicKERING
1811 BICENTENNIAL 2011
AT YACrif j iti i4-J- i U i\'CEPORT 7`.~q,.JJ
?O
To: Gil Paterson
Director, Corporate Services & Treasurer
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Information Technology
Subject: Tender No. T-3-2011
Tender for Supply and Delivery of Computers & Network Equipment
Closing: Wednesday, March 16, 2011
- File: F-5400-001
Memo
March 22, 2011
Tenders have been received for the above project. Sixteen (16) bidders were invited to
participate and an advertisement was posted on the City's website. Nine (9) bidders
responded and submitted a tender for this project. One (1) addendum was issued on 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 60 days after the official closing date and time.
Copies of the tenders are attached for your review along with the summary of costs. Pricing
shown on the summary is exclusive of taxes.
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.
The following clauses in the tendering instructions were utilized in reviewing the bids.
Reference: Information-to Bidders Item No. 5:
The bidder may bid on any or all sections - Section 1, Section 2, Section 3, Section 4, and/or
Section 5 as stated on Specification pages 14 to 18 - but the Section(s) must be bid
completely - or the bid will be rejected.
March 22, 2011
Tender for Supply and Delivery of Computers &
Page 1
Network Equipment
71
Reference: Information to Bidders Item No. 22:
Substitutions within the same brand based on product changes are allowed subject to City's
approval and all requests for substitutions must be explained in writing and submitted by
facsimile to 905.420.5313 to the attention of Supply & Service before 12:00 noon local time
Thursday, March 10, 2011. The City's decision to allow or not allow the substitution(s) will be
stated in an ADDENDUM within approximately 2 days. The City's decision will be final.
There were no substitutions requested by bidders by the deadline and, therefore, no
substitutions allowed by the City in Addendum No. 1.
BIDDER
Reference
GenX Solutions
Automatic rejection - Addenda not acknowledged. Reference:
Purchasing By-law No. 5900-01, Procedure No. PUR 010-001,
10.04, Items 7-(12), Information to Bidders - Item 3(b), 16, 17,
18, 26, 27, Addendum #1, Advertisement and Website.
NCI (Net Cyclops Inc.)
Automatic rejection - Addenda not acknowledged. Reference:
Purchasing By-law No. 5900-01, Procedure No. PUR 010-001,
10.04, Items 7-(12), Information to Bidders - Item 3(b), 16, 17,
18, 26, 27, Addendum #1, Advertisement and Website.
Conpute
Section 3, Item No. A, B and D - rejected - equivalent product
part/model number (substitution) stated without approval by the
City. Reference: Purchasing By-law No. 5900-01, Procedure No.
PUR 010-001, 10.04, Items 7-(7), 7-(15), - Information to
Bidders, Item 3(b), 16, 23, 24, 25; Specifications, Item 1 b
MIAD Information
Section 3, Item No. B - rejected - equivalent product part/model
number (substitution) stated without approval by the City.
Reference: Purchasing By-law No. 5900-01, Procedure No.
PUR 010-001, 10.04, Items 7-(7), 7-(15), - Information to
Bidders, Item 3(b), 16, 23, 24; 25; Specifications, Item 1 b
Venture Computers of
Section 3, Item No. D - rejected - equivalent product part/model
Canada Inc.
number (substitution) stated without approval by the City.
Reference: Purchasing By-law No. 5900-01, Procedure No.
PUR 010-001, 10.04, Items 7-(7), 7-(15), - Information to
Bidders, Item 3(b), 16, 23, 24, 25; Specifications, Item 1 b
March 22, 2011 Page 2
Tender for Supply and Delivery of Computers &
Network Equipment
Reference: Information to Bidders - City's Rights - Item 17 includes: 72
The City reserves the right to:
(e) accept the tender in whole or in part, by items, or in groups of items to one or more
bidders,
As the tendering document allows entire sections to be awarded separately, the most cost
effective award would be:
Section 1:
Venture Computers of Canada Inca- (Models 1 & 2)
Section 2:
Venture Computers of Canada Inc. - (Server License and Software)
Section 3:
Ederick Associates Inc. - (PC - Optional Model 1, PC Workstation, ViewSonic,LED)
Ederick Associates Inc. - (PC - Optional Model 2)
Acrodex Inc. - (Laptop and Docking Station)
Section 4:
Conpute - (Cisco Switches)
Section 5:
Ederick Associates Inc. = (SAN Tape Backup)
Please include the following items in your Report to Council:
(a) without past work experience, if reference information is acceptable;
(b) the appropriate account number(s) to which the.equipment is to be charged;
(c) the budget amount(s) assigned thereto;
(d) Treasurer's confirmation of funding;
(e) related departmental approvals;
(f) any reason(s) why the low bids are not acceptable; and
(g) related comments specific to the project.
March 22, 2011 Page 3
Tender for Supply and Delivery of Computers &
Network Equipment
73
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.
r
VAF/jg
Attachments
March 22, 2011 Page 4
Tender for Supply and Delivery of Computers &
Network Equipment
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PICKERING
Report To
Executive Committee
Report Number: CST 20-11
Date: May 9, 2011
76
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Investment Portfolio Activity for the Year Ended December 31, 2010
Ontario Regulation 292/09 under the Municipal Act, 2001
Recommendation:
That Report CST 20-11 of the Director, Corporate Services & Treasurer regarding
Investment Portfolio Activity for the Year Ended December 31, 2010 be received for
information.
Executive Summary: The following report and attachments represent a summary
of the investment activity and year end balance in the portfolio. Investment activity for
the year 2010 totaled approximately $210.6 million with a year end balance in the
portfolio of approximately $68.6 million. Current Fund investments are limited to one
year or less and Reserve Funds to 10 years or less under the Council approved policy.
As discussed below and as confirmed by the attached Performance Report from BMO
Nesbitt Burns, the return on the City's portfolio has slightly declined from prior year.
However, returns compare favourably to market benchmarks. Over the last decade, the
City's returns have generally exceeded, sometimes significantly, comparative
benchmarks.
Financial Implications: Total investment income, including bank account interest
for 2010 was $1.1 million (2009 - $1.6M) of which $208,000 (2009 - $171,000) was for
the Current (Operating) Funds. The balance of the income was allocated to the various
reserve funds.
Sustainability Implications: This report does not contain any sustainability
implications.
Background: The City's investment portfolio is comprised of two main areas:
Reserve Funds and balances available in the Current Fund when not required to meet
current operating expenditures. This latter balance can vary greatly depending upon
many factors including the timing of the receipt of property taxes and levy payments to
the School Boards and the Region. Investments are undertaken as one consolidated
pool of funds and interest earned is credited back to the appropriate funds.
sport CST 20-11 Date: May 9, 2011
Subject: Investment Portfolio Activity for the Year Ended Page 2
December 31, 2010
Ontario Regulation 292/09 under the Municipal Act, 2001
The.Treasurer of the City of Pickering is obligated to report certain information and
opinions under Provincial Regulation 292/09 to Council. The attached schedules are
also included as part of the information requirements. The portfolio balance at
December 31, 2010 of $68.6 million (2009 - $62.1 M) is higher than the prior year
primarily due to the receipt of debenture proceeds of just over $4.0 million received in
the middle of October. These funds were for a number of projects that were already
underway or completed and had resulted in a reduction in the short-term funds
available for investing while awaiting the Region to go to market. The further increase
in the overall balance is due to the timing of the receipt and use of funds related to the
Federal Gas Tax instalment of $1.3 million received in the middle of November and
supplementary tax billing of $1.6 million due October 28 & 29, November 29 & 30 and
December 15. This resulted in a short-term investment balance at the end of 2010 of
$34.0 million (2009 - $27.6M). The overall increase in the Reserve Fund balances of
approximately $2.3 million contributed to an increased long-term investment balance of
$33.4 million (2009 - $32.2M).
The return on the portfolio slightly declined in 2010 with a weighted yearly rate of return
of 1.25% (2009 - 1.54%) on the combined short-term and long-term investments
excluding interfund investments. The economy continued to be sluggish during 2010
which kept the average short-term rate of return below 1.0%. The City's portfolio was
somewhat protected by having a favourable mix between the short-term (highly liquid)
and longer term investments, in addition to taking advantage of selling some bonds
early when they were selling at a premium and recognizing a monetary gain.
Investment parameters are much narrower for the City than permitted for money
market funds due to the Municipal Act and Regulations limiting the selection of qualified
investments for municipal entities. However, notwithstanding these restrictions, the
annual return of 1.25% still out performed the annual returns for the CIBC World
Markets 91-Day T-Bill Index (0.4%) and the Morningstar Canadian Money Market
Mutual Fund Index (0.3%). These returns are deemed comparative benchmarks for
reviewing the portfolio's performance and considered the standard for analysis of
investment funds in the industry.
The average return on interfund investments was 3.7% (2009 - 3.5%).
Of the year end total portfolio of some $68.6 million, approximately $33.4 million or
48.7% were external long-term investments and approximately $1.1 million or 1.6%
were Interfund Investments (Internal Loans). The balance of approximately $34.0
million is short-term investments of 90 days or less.
All investments were made in accordance with the Investment Policy approved by
Council.
Report CST 20-11 Date: May 9, 2011
78
Subject: Investment Portfolio Activity for the Year Ended. Page 3
December 31, 2010
Ontario Regulation 292/09 under the Municipal Act, 2001
Attachments:
1. Investment Activities for 2010
2. Outstanding Investments as at December 31, 2010
3. Correspondence dated March 31, 2011 from BMO Nesbitt Burns
Prepared By:
ristine Senior
Manager, Accounting Services
Approved /Endorsed By:
Gillis A. Paterson
Director, Corporate Services & Treasurer
KS:vw
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering Cji~ Counci
Tony Prevedel, P.Eng
Chief Administrative Officer
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PICK. RING
86
Report To
Executive Committee
Report Number: CST 21-11
Date: May 9, 2011
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: 2010 Building Permit Stabilization Reserve Fund
Recommendation:
That Report CST 21-11 from the Director, Corporate Services & Treasurer regarding
the 2010 Building Permit Stabilization Reserve Fund be received for information.
Executive Summary: Section 7(4) of the Building Code Act requires that "every 12
months each principal authority shall prepare a report... of building fees and related
costs." This report provides this information.
Financial Implications: This report contains information pertaining to the financial
status of the Building Permit Stabilization Reserve Fund as at December 31, 2010.
Provincial legislation requires an annual report on this fund be presented to Council.
Sustainability Implications: This report does not contain any sustainability
implications.
Background: In December 2005, Council approved report PD 41-05, which enacted
a new building permit process and fees under the Provincial Building Code Statue Law
Amendment Act or Bill 124. The premise of Bill 124 was the requirement that
municipalities will no longer be able to subsidize planning services or other City areas
through building permit fees. C.N. Watson was retained to undertake a comprehensive
analysis of all Planning & Development service costs fees and legislative requirements
and to develop an Activity Based Costing (ABC) model for the City. Using this
information, the consultant recommended a small increase in building permit fees to
provide for cost recovery and to establish a building permit stabilization reserve fund.
The purpose of this reserve fund is to provide a source of funds during an economic
downturn to offset lower building permit revenues. Without such a reserve fund,
R8eDort CST 21-11 Date: May 9, 2012
Subject: 2010 Building Permit Stabilization Reserve Fund Page 2
reduced growth and permit volumes during a downturn could result in severe budgetary
pressures.
The Building Code Act requires that an annual report be prepared including total fees
collected in the previous 12 month period, a summary of indirect and direct costs of .
delivering the service.
The following statements indicate that expenses exceeded revenues and therefore
there was no transfer to the reserve fund as required by the Act. Due to the relatively
low rate of development since the fund was established in 2006, the accumulated
shortfall for this reserve fund is approximately $2.7 million.
Annual Report - Building Permit Fees
For the year ended December 31, 2010
Building Permit Revenue
Costs:
$1,074,592
Direct Costs $(1,162,411)
Indirect Costs (232,105) (1,394,516)
Excess (Shortfall) Revenue Over Costs
$(319,924)
Building Permit Stabilization Reserve Fund
Opening Balance, January 1, 2010 $ -
2010 Contribution
Closing Balance, December 31, 2010 $ -
As part of the 2011 Current Budget, Council approved the undertaking of a study to
review building permit fees and the status of this reserve fund. The firm of Watson &
Associates will be retained to assist staff in completing the study. It is anticipated a
report will be presented to Council late in 2011.
Attachments: None
Report CST 21-11
Subject: 2010 Building Permit Stabilization Reserve Fund
Page 3 88
Prepared By:
Approved / Endorsed By:
Stan Karwowski Gillis A. Paterson
Manager, Finance & Taxation Director, Corporate Services & Treasurer
S K/vw
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering 'ty Council
26t L011
Tony Prevedel, P.Eng.
Chief Administrative Officer
Date: May 9, 2012
City o~ .
PICKERING
89
Report To
Executive Committee
Report Number: CST 22-11
. Date: May 9, 2011
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: 2011 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:
That Report CST 22-11 of the Director, Corporate Services & Treasurer be
received,
2. That the 2011 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 29, 2011 and September
29, 2011 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 and 3 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
2011 Current Budget of the City of Pickering and to levy taxes for School Boards and for
the Region of Durham.
Report CST 22-11 Date: May 9, 2010
Subject: 2011 Tax Rates for all Classes of Property and Final Page 2
Tax Due Dates for All Realty Tax Classes Except 90
for Commercial, Industrial & 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 2011 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 its financial sustainability objectives.
Background: The 2011 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 Levy and Tax Rate Increase
The 2011 budgetary increase of 2.99% was adopted by Council through Corporate
Services Report CST 14-11. That report approves a budgetary tax levy of $45,399,720
and includes assessment growth of $525,130. For taxation billing purposes, the
assessment growth is added to the budgetary levy to arrive at the total property tax levy
of $45,924,850.
Tax Due Date Instalments
Recommendation 3 provides for the due dates for the payment of residential taxes
being June 29, 2011 and September 29, 2011. The table below lists the tax instalment
due dates for the last three years.
Year
15 Instalment
2" Instalment
2011
June 29, 2011
September 29, 2011
2010
June 28, 2010
September 28, 2010
2009
June 26, 2009
September 28, 2009
2008
Jul 9, 2008
September 26, 2008
9 deport CST 22-11 Date: May 9, 2010
Subject: 2011 Tax Rates for all Classes of Property and Final Page 3
Tax Due Dates for All Realty Tax Classes Except
for Commercial, Industrial & Multi-Residential Realty Classes
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 prior to each tax due date.
Pre-Authorized Payment Plans (PAP)
The City offers two Pre-Authorized Payment Plans (PAP): monthly and installment
based. The monthly plan consists of eleven payments starting on January 1St of each
month. The monthly plan has approximately 7,100 participants resulting in a monthly
cash flow of approximately $3.5 million. The installment based (introduced last year)
has 150 participants and is based on debiting the property tax payer's bank account on
the due date. Taxation staff advertise these two plans on the City's website and in the
property tax brochures that are mailed with the tax bills.
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 billing for Council's June meeting. Staff's preliminary
estimate for the final non-residential due date is October 14, 2011.
Changes to the Billing Schedule
Recommendation 6 and 7, 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 6 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
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:
By-law to Establish the 2011 Tax Rates and Final Instalment Due Dates for All
Realty Classes Except Non-Residential
Report CST 22-11 Date: May 9, 2010
92
Subject: 2011 Tax Rates for all Classes of Property and Final Page 4
Tax Due Dates for All Realty Tax Classes Except,
for Commercial, Industrial & Multi-Residential Realty Classes
Prepared By:
Approved / Endorsed By:
Sta arwowski
Manager, Finance & Taxation
Copy: Chief Administrative Officer
Gillis A. Paterson
Director, Corporate Services & Treasurer
Recommended for the consideration of
Pickering City Counc'I
Z7, Zoo/
Tony revedel, P. Eng.
Chief Administrative Officer
ATTACHMENT #.L_T0REPORT#O Z11
93 The Corporation of the City of Pickering
By-law No.
Being a by-law to adopt the estimates of all sums required to be
raised by taxation for the year 2011 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. 0. 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. 20-2011 to
establish tax ratios and By-law 18-2011 to adopt estimates of all sums required by The
Regional Municipality of Durham for the Durham Region Transit Commission and By-
law 19-2011 to set and levy rates of taxation for Regional Solid Waste Management and
By-law No. 17-2011 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 2011 education tax rates for the
realty classes; and,
Whereas sub section 342(2) of the Municipal Act, 2001, S. 0. 2001, c25, as amended,
permits the issuance of separate tax bills for separate classes of real property for 2010;
and,
Whereas an interim levy was made by the Council of The Corporation of the City of
Pickering (pursuant to By-law No. 7103/11 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
follows:
For the year 2011, The Corporation of the City of Pickering (the "City") on April 4,
2011, approved Council Report CST 14-11 and corresponding schedules and
attachments as presented resulting in a taxation levy of $45,924,850.
By-law No. Page 2
94
2. For the year 2011, 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 Schedule "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 2011.
4. The Tax Levy due dates for the Final Billing be June 29, 2011 and September
29, 2011 for all classes excluding the non-residential tax classes (commercial,
industrial and multi-residential).
5. If any section or portion of this By-law or 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 date of its final passing.
By-law read a first, second and third time and finally passed this 16th day of May 2011.
David Ryan, Mayor
Debbie Shields, Clerk
95
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Cary o¢ICKERIN
From: Everett Buntsma
Director, Community Services
Report To
Executive Committee
Report Number CS 18-11
Date: May 9, 2011
96
Subject: Tender No. T-4-2011
Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road
and Luna Court
- File: A-1440
Recommendation:
That Report CS 18-11 of the Director, Community Services regarding the tender
for Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road and
Luna Court be received;
2. That Tender No.T-4-2011 submitted by Four Seasons Site Development Limited
in the amount of $194,497.63 (HST included) and a net cost of $175,151.14 (net
of HST rebate) be approved;
3. That the total gross project cost of $250,850 (HST included), including the tender
amount and other associated costs, and the total net project cost of $225,898
(net of HST rebate) be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a. the sum of $89,318 be funded from Federal Gas Tax Reserve Fund, as
provided for in the 2011 approved Roads Capital Budget for Toy Avenue
and Luna Court;
b. the sum of $14,533 be funded from Move Ontario Reserve, as provided
for in the 2011 Roads Capital Budget for Sandy Beach Road;
c. the sum of $20,862 be funded from the Invest in Ontario grant for
plantings and associated costs for Sheppard Avenue;
d. the sum of $24,185 be funded from Property Taxes, as provided for in the
2011 Roads Capital Budget, which includes an additional $3,718 required
for Sandy Beach Road;
~rrt CS 18-11
May 9, 2011
Subject: Tender No. T-4-2011
Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road
and Luna Court
Page 2
e. the sum of $77,000 as provided for in the 2011 Roads Capital Budget for
Sheppard Avenue from Rosebank Road to Altona Road be financed by
the issuance of debentures by the Regional Municipality of Durham over a
period not to exceed five (5) years, at a rate to be determined;
f. the annual repayment charges in the amount of approximately $18,000 be
included in the annual Current Budget for the City of Pickering
commencing in 2012, continuing thereafter until the loan is repaid and any
financing cost to be paid out of the Current Budget;
g. the Director, Corporate Services & Treasurer has updated the City's 2011
Annual Repayment Limit and certified that this loan and the repayment
thereof falls within the City's Annual Repayment Limit for the 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;
h. the Treasurer is authorized to take any actions necessary in order to effect
the foregoing;
5. That the draft by-law attached to this report be enacted; and
6. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: As part of the 2011 Roads Capital Budget, asphalt overlays
for Sheppard Avenue from Rosebank Road to Altona Road, Toy Avenue, Sandy Beach
Road and Luna Court were approved as construction projects. Tender No.T-4-2011
was issued on Wednesday, March 23, 2011 and closed Thursday, April 7, 2011, with
seven bidders responding. The low bid of $194,497.63 (HST included) submitted by
Four Seasons Site Development Limited is recommended for approval. Also included
as part of project costs is boulevard plantings on Sheppard Avenue to.be undertaken by
a separate contractor through a separate quotation. The Total Gross project cost is
estimated at $250,850 (HST included) with an estimated total net project cost of
$225,898 (net of HST rebate).
The City's Purchasing Policy requires staff to report to Council on the results of a public
tender. In accordance with Purchasing Policy Item 04.07 (revised 2007), a tender
exceeding $108,000 is subject to Council approval.
CORP0227-07/01 revised
Report CS 18-11 May 9, 2011
Subject: Tender No. T-4-201.1 98
Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach'Road
and Luna Court
Page 3
Financial Implications:
1. Tender Amount
Tender No. T-4-2011
$172,121.80
HST (13%)
22,375.83
Sub-Total
194,497.63
HST Rebate (11.24%)
(19,346.49)
Total
$175,151.14
2. Approved Source of Funds
Roads Capital Budclet
Location Project
Code
Sheppard Avenue 5320.1109
5320.1109
Toy Avenue 5320.1107
Sandy Beach Road 5320.1108
Sandy Beach Road 5320.1108
Luna Court 5320.1111
Source of Funds Budget Required
Debt Financing-5 Year
$175,000
$77,000
Invest in Ontario
-
20,862
Federal Gas Tax
90,000
75,904
Move Ontario Reserve
14,533
14,533
Property Taxes
20,467
24,185
Federal Gas Tax
20,000
13,414
$320,000
$225,898
3. Estimated Project Costing Summary
Tender No. T-4-2011 - Tender for Asphalt Overlay for Sheppard
Avenue, Toy Avenue, Sandy Beach Road and Luna Court
Sheppard Avenue Plantings
Associated Costs
Materials Testing
Miscellaneous Costs
Construction Contingency
Sub Total -Costs
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$172,122
19,869
8,000
2,000
20.000
221,991
28,859
250,850
2~ 4,952)
Net Project Costs over under Approved Funds $94,102
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and financing of the expenditures contained in this report and concurs.
CORP0227-07/01 revised
f3e~ort CS 18-11 May 9, 2011
Subject: Tender No. T-4-2011
Asphalt Overlay for Sheppard Avenue, Toy Avenue, Sandy Beach Road
and Luna Court
Page 4
Sustainability Implications: This project will allow for improving the roadway and
vehicular flow in this area. The new road works will reduce maintenance costs for the
next several years.
Background: As part of the 2011 Roads Capital Budget, asphalt overlays for
Sheppard Avenue, Toy Avenue, Sandy Beach Road and Luna Court were approved as
construction projects. Tender No. T-4-2011 was issued on Wednesday, March 23,
2011 and closed Thursday, April 7, 2011, with seven (7) bidders responding. The low
bid submitted by Four Seasons Site Development Limited is recommended for approval.
Also included in the project costing summary was boulevard planting on Sheppard
Avenue, to be undertaken by a separate contractor at a estimated cost of $19,869 plus
HST.
The Total Gross project cost is estimated at $250,850 (HST included) with an estimated
total net project cost of $225,898 (net of HST rebate). Four Seasons Site Development
Limited has previously worked for the City on Tender No. T-11-2010, Full Depth Asphalt
Removal and Replacement On William Street and Sixth Concession Road and Asphalt
Overlay on Sideline 4 and is deemed acceptable by the Supervisor, Engineering &
Capital Works. The Health & Safety Policy, proof of Confined Space Awareness
Training and a list of employees trained, a current WSIB Workplace Injury Summary
Report and Certificate of Clearance issued by Workplace Safety & Insurance Board as
submitted by Four Seasons Site Development Limited, have been reviewed by the
Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has
been reviewed by the Manager, Finance & Taxation and is deemed acceptable. In
conjunction with staff's review of the contractor's previous work experience, check of
references submitted and the bonding available on this project, the tender is deemed
acceptable.
Upon careful examination of all tenders and relevant documents received, the
Community Services Department, Engineering Services Division recommends
acceptance of the low bid submitted by Four Seasons Site Development Limited for
Tender No. T-4-2011 in the amount of $194,497.63 (HST included) and that the total net
project cost of $225,898 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
CO.RP02 M7/01 revised
Report CS 18-11
Subject: Tender No. T-4-2011
Asphalt Overlay for Sheppard Avenue,
and Luna Court
May 9, 2011
100
Toy Avenue, Sandy Beach Road
Page 5
Attachments:
1. Location Map
2. Supply & Services Memo Dated April 8, 2011
3. By-law to authorize the issuance of debentures in the amount of $77;000 for
Asphalt Overlay for Sheppard Avenue from Rosebank Road to Altona Road in
the City of Pickering
Prepared By: Approved/Endorsed By:
D rr II Selsky -iy Everett ;sma
Supervisor, Engineering & Capi I Works Director, Community Services
Vera A: elgemacher
CSCM , CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
Kris ine Senior, CA
Manager, Accounting Services
DS:ds
Copy: Chief Administrative Officer
Gillis Paterson, CMA
Director, Corporate Services & Treasurer
Richard Holbo/n, P. Eng.
D' ision Head, Engineering Services
Recommended for the consideration
of Pickering CA CoungW
Tony Prevedel, P.Eng.
Chief Administrative Officer
Z!, 20/
CORP0227-07/01 revised
City v~ +0 R'EPORT#~ 1x-11
PICKE ENGINEERING SERVICES DIVISION
1 Attachment for Tender T-4-2011
Asphalt Overlay on Sheppard Avenue,
Toy Avenue, Sandy Beach Road and Luna Court
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Proposed Construction:
SHEPPARD AVENUE The proposed works to include final lift of asphalt and
pavement markings from east of Altona Road to Rosebank Road.
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Proposed Construction:
TOY AVENUE - The proposed works to include final lift of asphalt and pavement
markings.
ENGINEERING SERVICES DIVISION 10' 2
Attachment for Tender T-4-2011
Asphalt Overlay on Sheppard Avenue,
Toy Avenue, Sandy Beach Road and Luna Court
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Proposed Construction:
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Proposed Construction:
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pavement markings.
103
PICKERING
11311 BICENTENNIAL 2oit
To: Richard Holborn
Division Head, Engineering Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Memo
April 7, 2011
RECEIVE
APR 8 2011
CITY OF PiCKEI ING
ENGINEERING SERVICES
Subject: Tender No. T-4-2011
Tender for Asphalt Overlay Sheppard Avenue, Toy Avenue, Sandy Beach Road and
Luna Court.
- File: F-5400-001
Tenders have been received for the above project. An advertisement was placed in the Daily
Commercial News and on the City's website inviting companies to download the tendering
documents for the above mentioned tender. Seven (7) bidders submitted a tender for this
project.
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.
Copies of the tenders are attached for your review along with the summary of costs.
. SUMMARY -
Harmonized Sales Tax Included
Bidder
Total Tendered Amount
After Calculation Check
Four Seasons Site Development
Ltd.
497.63
$194,
$194,497.63
IPAC Paving Ltd.
$209,997.78
$209,997.78
D. Crupi & Sons Ltd.
$219,016.60
$219,016.60
Furfari Paving
$239,361.91
$239,361.91
COCO Paving
$254,502.93
$254,502.93
C.Valley Paving
$259,815.59
$259,815.59
[Ashland Paving Ltd.
$301,008.99
$301,008.99
;V7-\4 j p .r iC_ I U 1
1 0 4
Pursuant to Information to Bidders Item 24, 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;
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) Proof of compliance with amended Confined Space Entry Regulations
(September 30, 2006). Copies of certified Training and Procedures to be used
on this project;
e) A list of employees trained in the confined space entry procedure who will be
working on this project; and
f) The. City's certificate of insurance or approved alternative form shall be
completed by the bidder's agent, broker or insurer.
Please include the following items in your Report to Council
(a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health &
Safety;
(b) if item (f) - Insurance - is acceptable to the Manager, Finance &Taxation-,
(c) any past work experience with the low bidder including work location
(d) without past work experience, if reference information is acceptable;
(e) the appropriate account number(s) to which this work is to be charged;
(f) the budget amount(s) assigned thereto;
(g) Treasurer's confirmation of funding;
(h) related departmental approvals; and
(i) related comments specific to the project..
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 &
Ser ices.
VAF/jg
Attachments
April 7, 2011
Tender No. T-1-2011
Tender for Asphalt Overlay Sheppard Avenue,
Toy Avenue, Sandy Beach Road and Luna Court
Page 2
t' The Corporation of the City Of Pickering
By-law No.
Being a by-law to authorize the Asphalt Overlay for
Sheppard Avenue, from Rosebank Road to Altona Road
in the City of Pickering and the issuance of debentures
therefor in the amount of $77,000
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 proceed with Asphalt Overlay for Sheppard
Avenue, from Rosebank Road to Altona Road; and
Whereas before authorizing to proceed with the Asphalt Overlay for Sheppard Avenue,
from Rosebank Road to Altona Road 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 CS 18-11 on the date hereof and awarded
Tender No. T-4-2011 for the Asphalt Overlay for Sheppard Avenue, from Rosebank
Road to Altona Road.
% -pop
Page 2
By-law No.
106
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 "Asphalt Overlay for Sheppard
Avenue, from Rosebank Road to Altona Road",
2. That the estimated costs of the project in the amount of $97,862 be financed as
follows:
a) That the-sum.of $77,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five (5) years;
b) That the sum of $20,862 be funded from Invest in Ontario Grant;
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 2012 and continuing
thereafter until the loan is repaid.
By-law read a first, second and third time and finally passed this 16th day of May, 2011.
David Ryan, Mayor
Debbie Shields, City Clerk
Report To
Executive Committee
Report Number:. CAO 08-11
Date: May 9, 2011
From: Debbie Shields
City Clerk
Subject: Animal Licence Fee Discount - New Residents
Recommendation:
1. That Report CAO 08-11 requesting a one time licence fee discount for new
residents be received.
2. That the request to provide a one time animal licence fee discount for new
residents be approved and the appropriate officials of the City of Pickering be
authorized to take the necessary actions to give effect thereto..
Executive Summary:
Each year, Animal Services review their operating documents for legislative changes
and opportunities to improve processes. A large aspect of Animal Services is the
licensing component. The more successful we are in licensing animals, the more
efficient and successful we are in returning pets to their owners. This year, we would
like to investigate targeting those residents who are new to Pickering, as we have found
that our licencing numbers fluctuate each year due to people leaving or coming into the
Municipality. We are looking at creating a welcome package for new residents that will
include educational information on Animal Services. As an extra incentive to increase
animal licence compliance, staff are proposing a one time discount of $5.00 off each
animal licence sold. This initiative will help educate new residents to Animal Services
and our licensing requirements of pets. Once the licensing information is in the system,
it becomes easier for Animal Service staff to find pet owners and, licence renewal
information is then automatically sent out to the owner every year.
Financial Implications: If by investing time into informing new residents of the
Animal Licence requirements and '/4 of those new residents had a pet and purchased a
licence at the discounted rate, the City could see an increase in licensing revenue of
approximately $4,500.
Report CAO 08-11
May 9, 2011
Subject: Animal Licence Fee Discount - New Residents Page 2
Sustainability Implications:
Keeping in line with the Corporate Financial Management Priority, offering an incentive
such as a $5 discount to pet owners for licensing their pet will help residents and
businesses appreciate that paying their taxes is a direct investment in our community's
high quality of life.
Background:
As part of our yearly review of the Animal Services licensing database, it has come to
our attention that it is not uncommon to have upwards of 1800 new residents move into
Pickering each year. It is fair to say that some of these residents will own animals and,
may or may not be aware of our animal licensing requirements, or that Animal Services
even exists.
As a way of educating new residents about our services, staff are preparing to deliver a
welcome package to each new resident to Pickering. Animal Services staff felt that with
the welcome package and as an incentive for residents to license their pets, the City
could offer a one-time $5 discount off the purchase of an animal licence.
The program would work as follows:.
A letter would go out to all new residents with educational information enclosed
and an animal licence application.
- Animal Service staff will visit the new resident a couple of months after the letter
goes out to see if the. resident has additional questions or requires any
assistance with the licencing of their pet.
- If the new resident receives the letter and has no pet they have the option of
calling or emailing us to let us know they do not have a pet and staff will not visit
their house.
Attachments:
1. Letter to new residents
108
CORP0227-07/01 revised
1 O ~ort CAO 08-11
Subject: Animal Licence Fee Discount - New Residents
May 9, 2011
Page 3
Prepared By:
6 "
Lindsey Narraway
Supervisor, Animal Se ices
LN:ln
Copy: Chief Administrative Officer
Approved/Endorsed By:.
Debbie Shields
City Clerk
Recommended for the consideration
of Pickering PIW Council
Tony Pt6 edel, P.Eng.
Chief Administrative Officer
x. t6' z 0/
CORP0227-07/01 revised
BICKERING
1811 BICENTENNIAL 2011
The Corporation of the City of Pickering
Pickering Civic Complex
ATTACHMENT#_J_Ta REPORT# CAd 00.11 One The esplanade
Pickering, ON L1V 6K7
cityofpickering.com
Administration Department
Legal & Legislative Services Division - Clerk's Office
T.
905.420.4611
Toll Free
1.866.683.2760
TTY
905.420.1739
Fax
905.420.9685
Email
clerks@cityofpickering.com
110
May 9, 2011
The City of Pickering, Animal Services Section would like to take this opportunity to congratulate
you on your recent move into Pickering!
We understand that moving into a new home affects everyone in the family, even your pets. We
would like to help make this transition as smooth and as stress free as possible.
Within the next few months an Animal Services Officer will be visiting your home to introduce
themselves and assist you in purchasing your yearly animal licence. As a new resident, you will also
receive a $5 discount off the purchase of your new licence. Please note this discount is only
available within 6 months of receiving this letter.
If you do not own a pet, please contact us at 905.683.7575 or by emailing us at
animalservices@cityofpickering.com and we will ensure that an officer does not visit your
home.
Should you prefer to purchase your licence yourself, please complete the application form on the.
reverse side of this form and bring in or mail it to-
Pickering Civic Complex
One The Esplanade
Pickering, ON L1 V 6K7
Attention: Clerk's Office - Animal Services,
If mailed, payment must be submitted by cheque. Please make cheques payable to the "City of
Pickering". NSF cheques will be invalid and you will be billed an extra fee. Once we receive your
completed application, a tag and receipt will be mailed out to you.
Licence Fees are indicated below:
❑ Unsterilized Dog/Cat
$50.00
❑ Unsterilized Dog/Cat Microchipped*
$40.00
❑ Sterilized Dog/Cat*
$20.00
❑ Sterilized/Microchipped*
$15.00
❑ Replacement Tag
$ 5.00
If you qualify for a rebate, please
include a copy of the microchip
and/or sterilization certificate with
the completed application form.
❑ New Resident Discount ($5 off each licence) Move in date:
If you have any questions, please feel free to contact us at 905.683.7575 or visit our website at
cityofpickering.com/animals.
amity OT rlcKering Animal Licence
Responsible Pet Ownership By-law 6811107
PI CKERING
This application is to b Ic WletF, ,,.by those persons wishing to obtain an Animal Licence. Please ensure that
all information on this form .fs`Cam fete and legible.
l Owner Details !
Issued to owner First an Last name require
Address
Postal Code
Home one
or
ternate
Animal Information 1
Tag Number
Spay/Neutered?
Microchip/ attoo
Valid Vaccines?
❑Dog
❑Male
❑Cat
❑Female
❑ Yes ❑ No
❑ Yes
❑ Yes ❑ No
❑ No
Animal's Name
breed
Go lour
e erinary inic ame
ee
Animal Information 2
ag um er
pay eutere ?
icroc ip attoo
Valid Vaccines?
❑Dog
❑ Male
❑Cat
❑Female
❑ Yes ❑ No
❑ Yes
❑ Yes ❑ No
_
❑ No
Animal's NaFFe
breed
Go lour
Veterinary Clinic Name
e
Animal Information 3
ag um er
❑Dog
❑ Male
pay eutere
icroc ip attoo
a i accines.
❑Cat
❑Female
❑ Yes ❑ No
❑ Yes
❑ Yes ❑ No
❑ No
pima s Name.
breed
0 our
Veterinary Clinic Name'
Fee
By signing below I hereby consent to the City of Pickering to release the information contained on this
application form to anyone who finds my pet.
(signature)
Disclaimer
I hereby certify that the information provided in this application is true, correct and complete to the best of my knowledge
and belief. False or deceptive statements herein may result in the non-issuance or cancellation of the licence. Personal
information on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and
will be used for the purpose of responding to your request. Questions about the collection of this information should be
directed to the City Clerk, One The Esplanade, Pickering, Ontario, L1V 6K7, 905.420.4611.