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Home My WebLink AboutSeptember 12, 2011 C[ O Executive Committee Meeting Minutes Monday, September 12, 2011. 7:30 pm - Council Chambers Chair: Councillor Dickerson Present: Mayor. Ryan Councillors: K. Ashe D. Dickerson B. McLean , J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer E. Buntsma - Director, Community Services N. Carroll - Direction, Planning & Development G. Paterson - Director, Corporate Services & Treasurer P. Bigioni - City Solicitor R. Holborn - Division Head, Municipal Property & Engineering B. Douglas - Fire Chief D. Shields - City Clerk (1) Disclosure of Interest No disclosures of interest were noted. (II) Matters for Consideration 1. Director, Community Services, Report CS 28-11 Tender for Supply & Delivery of One 41,000 Ib.GVW Diesel Snow Plow/Dump/Sander Truck -Tender No. T-12-2011 Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CS 28-11 of the Director, Community Services regarding the supply and delivery of one 41,000 lb. GVW Diesel Snow Plow/Dump/Sander Truck be received; 1 Czar a~! Executive Committee Meeting Minutes MCKE Monday, September 12, 2011 7:30 pm - Council Chambers Chair: Councillor Dickerson 2. That Tender No. T-12-2011, as submitted by Scarborough Truck Centre Inc. for the supply and delivery of one 41,000 lb. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $179,077 (HST extra) be accepted; 3. That the total gross cost of $203,487 and a net cost of $183,246 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows; a) the sum of $180,000 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; b) that the sum of $3,246 plus issuing costs be funded from property taxes; c) that the financing and repayment charges in the amount of approximately $41,500 be included in the annual Current Budget for the City of Pickering commencing in 2012 and continuing thereafter until the loan is repaid; d) that the Treasurer be authorized to undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, the Ontario Strategic Infrastructure Financing Authority (OSIFA) - Loan Program or a financial institution offering long term financing under similar terms and conditions; e) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and 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. Carried 2. Director, Community Services, Report CS 29-11 , Financial Partnership Land Acquisition With Toronto & Region Conservation Authority (TRCA) Lands of Joyce Andrews and Phyllis Brown Recommendation 2 cis _ Executive Committee =°4 Meeting Minutes Monday, September 12, 2011 7:30 pm - Council Chambers Chair: Councillor Dickerson Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CS 29-11 of the Director, Community Services regarding the Financial Partnership with Toronto & Region Conservation Authority regarding a land acquisition from lands of Joyce Andrews and Phyllis Brown, at a cost not exceeding 50% of the total cost of $12,850, whichever is the lowest, be received; 2. That the Director, Corporate Services & Treasurer be authorized to fund the City's share of the cost of the land acquisition as follows: $10,000 from the City's Current Budget Grants to Organizations and Individuals (account 2195- 2712) and up to $2,850 from sub account 2712 and from funds otherwise available at the end of the current year; and, 3. That the appropriate City of Pickering Officials be authorized to take necessary action o give effect thereto. Carried as amended by the following motion Moved by Councillor O'Connell Seconded by Councillor McLean That the City of Pickering receives the conveyance of the land being Part of Lot 26, Range 3, Broken Front Concession and designated as Lot 96 on Plan 345, Pickering. Carried 3. Director, Community Services, Report CS 30-11 Speed Limits By-law, Twyn Rivers Drive Community Safety Zones By-law, Twyn Rivers Drive Amendment to By-law 6604/05 Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CS 30-11 of the Director, Community Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; 3 cit ~0 _ Executive Committee Meeting Minutes Monday, September 12, 2011 7:30 pm - Council Chambers Chair: Councillor Dickerson 2. That the attached draft by-law be enacted to amend Schedule "9" to By-law 6604/05 to provide for the regulation of speed limits on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering;- and 3. That the attached draft by-law be enacted to amend Schedule "14" to By-law 6604/05 to provide for the regulation of Community Safety Zones on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering. Carried 4. Director, Community Services, Report CS 31-11 Traffic and Parking By-law, Liverpool Road Amendment to By-law 6604/05 Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1'. That Report CS 31-11 of the Director, Community Services regarding a proposed amendment to the municipal traffic by-law 6604/05 be received; and 2. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering. Carried 5. Director, Corporate Services & Treasurer, Report CST 30-11 Formal Quotations - Quarterly Report for Information i Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe That Report CST 30-11 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for Information be received for information. Carried 4 Executive Committee Meeting Minutes PIC-ICE . Monday, September 12, 2011 7:30 pm - Council Chambers Chair: Councillor Dickerson 6. Director, Corporate Services & Treasurer, Report CST 32-11 Municipal Performance Measurement Program - Provincially Mandated Public Reporting of Performance Measures Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe That Report CST 32-11 from the Director, Corporate Services & Treasurer be received for information. Carried 7. Director, Corporate Services & Treasurer, Report CST 33-11 2011 Final Tax Due Dates for Commercial, Industrial and Multi-Residential Realty Tax Classes Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CST 33-11 of the Director, Corporate Services & Treasurer be received; 2. That the Director, Corporate Services & Treasurer be authorized to issue the final 2011 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of October 14, 2011; 3. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft by-law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Carried 5 Cttqo~ _ Executive Committee Meeting Minutes Monday, September 12, 2011 7:30 pm - Council Chambers Chair: Councillor Dickerson 8. Director, Corporate Services & Treasurer, Report CST 34-11 Cash Position Report as at June 30, 2011 Recommendation Moved by Councillor. Pickles Seconded by Councillor Ashe That Report CST 34-11 from the Director, Corporate Services & Treasurer be received for information. Carried 9. Director, Corporate Services & Treasurer, Report CST 35-11 Council Compensation Policy Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CST 35-11 of the Director, Corporate Services & Treasurer be j received; 2. That the revised wording for Section 06.03 of the Council Compensation Policy, included as Attachment #1, be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect hereto. Carried 10. Director, Corporate Services & Treasurer, Report CST 36-11 Tender / Contract Approval Councils' Summer Recess 4 Recommendation i 4 Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CST 36-11 of the Director, Corporate Services & Treasurer regarding tender and contract approvals during Councils' Summer Recess be received; and, 6 I k i Executive Committee N~ Meeting Minutes Monday, September 12, 2011 7:30 pm - Council Chambers Chair: Councillor Dickerson 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Councils' summer recess being: Request for Proposal No. RFP-2-2011 - Design, Supply and Installation of two Ultra Violet Treatment Systems at two City Pools; and, Request for Proposal No. RFP-3-2011 - Redesign of Website. Carried 11. Chief Administrative Officer Report CAO 12-11 Enhancement Projects in the City of Pickering Southeast Collector Trunk Sewer Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CAO 12-11 of the Chief Administrative Officer, regarding the enhancement projects in the City of Pickering from the Southeast Collector Trunk Sewer project be received; 2. That Council approve the infrastructure, recreational and ecological III enhancement projects as set out in Attachments #2 and #3 to this Report; such that Attachment #2 sets out the enhancement projects which constitute the $8.0 million of funds that are available, and Attachment #3 sets out additional enhancement projects that could be selected should the $8.0 million limit not be reached, or additional external funding for the Frenchman's Bay Harbour Entrance project not be secured; 3. That Council authorize the Mayor and Clerk to execute a Funding Agreement with the Regional Municipality of York respecting the enhancement projects, essentially as set out in Attachment #5 to this Report, in a form acceptable to the City Solicitor and Director, Corporate Services & Treasurer; 4. That Council authorize staff to work on the implementation of the enhancement projects in the City of Pickering, as per the terms and conditions of the Funding Agreement, throughout the term of the Agreement; 5. That, notwithstanding the City's Purchasing Policy, City staff be authorized to enter into appropriate arrangements/contracts with the Toronto and Region Conservation Authority to undertake the ecological restoration enhancement projects E2, E3 and E5 at an estimated cost of $385,000, as identified in Attachment #2 to this Report; and as provided for in the approved 201-1 Parks Capital Budget, project number 5780.1114; 7 Cis Executive Committee Meeting Minutes Monday, September 12, 2011 7:30 pm - Council Chambers Chair: Councillor Dickerson 6. That the implementation of enhancement projects be approved through the annual Capital Budget process during the period 2012 to 2017 recognizing that $3.0 million has been approved in the 2011 Capital Budget for projects that may commence in 2011; 7. That Council be advised that the Frenchman's Bay Harbour Entrance Project, approved in the 2010 Capital Budget as a 100% external grant funded project, will now require contributions from both the City of Pickering and York Region, and the project and revised funding will be reintroduced in the 2012 Capital Budget; 8. That a copy of Report CAO 12-11 be forwarded to the Regional Municipality of York, the Regional Municipality of Durham, Toronto and Region Conservation Authority, Durham District School Board, and the Durham District Catholic School Board for information; and 9. Further, that the appropriate officials of the City be authorized to take the necessary action to give effect hereto. Carried 12. Chief Administrative Officer Report CAO 13-11 Animal Sheltering Services Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CAO 13-11 be received; 2. That the current lease and servicing agreement with The Dog Pad Inc. which expires on December 31, 2011, located at 15 Reesor Road not be renewed. 3. That Council provide pre 2012 Capital Budget approval for the following: a) that the Mayor and Clerk be authorized to enter into a 5 year lease, in a form acceptable to the Chief Administrative Officer, the Director of Corporate Services & Treasurer and the City Solicitor, with Transport Canada for the property located at 1688 Highway No. 7; and b) leasehold improvements, furniture and fixtures in the estimated amount of $100,000. 8 cis Executive Committee Meeting Minutes PICKTARftING Monday, September 12, 2011 7:30 pm - Council Chambers Chair: Councillor Dickerson 4. That Council authorize the Director, Corporate Services & Treasurer to the finance the project as follows: a) the estimated project cost for leasehold improvements, furniture, fixtures, and equipment through an internal loan not to exceed $100,000 at a term not to exceed five years; b) the internal loan be. undertaken from the Development Charges Reserve Funds at a rate of 2.5%; c) the loan be repaid through an annual savings in lease and service costs allocated in the current budget for Animal Services in the estimated amount including financing cost of $21,500 annually until the loan is repaid; and d) the Treasurer be authorized to make any changes, adjustments, and revisions to the amount, term, and conditions or take any actions. necessary in order to effect the foregoing; 5. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. Carried (III) Adjournment The meeting adjourned at 8:20 pm. 9