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HomeMy WebLinkAboutApril 14, 2014 Cal 4 Executive Committee Meeting Agenda Monday, April 14, 2014 PI KERING Council Chambers 7:00 pm Chair: Councillor Rodrigues (I) Disclosure of Interest Pages (II) Delegations • 1. Janet McNeill Durham Nuclear Awareness (DNA) Re: Correspondence Regarding Pickering Nuclear Generating Station (III) Matters for Consideration 1. Chief Administrative Officer Report CAO 02-14 1-14 Ice Storm (2013) Update Recommendation That Report CAO 02-14 of the Chief Administrative Officer be received. 2. Director, Corporate Services & City Solicitor, Report CLK 01-14 15-90 Revision to Records Management By-law 6835/08 Recommendation 1. That Report CLK 01-14 of the City Clerk be received; 2. That the Draft By-law to amend By-law 6835/08 Records Management for the City of Pickering, included as Attachment No. 1 to this Report, be approved; and 3. That the City Clerk forward the approved by-law to the City's Auditors, Deloitte and Touche LLP, for certification. 3. Director, Corporate Services & City Solicitor, Report CLK 02-14 91-94 2014 Municipal Elections Recommendation • Accessible For information related to accessibility requirements please contact p I C U E N G Linda Roberts r t�C F Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Iroberts( Dickerina.ca City o0 Executive Committee Meeting Agenda i Monday, April 14, 2014 PI KERIN Council Chambers • 7:00 pm Chair: Councillor Rodrigues 1. That the Report CLK 02-14 regarding the 2014 Municipal Elections be received; 2. That the draft by-laws (Attachments 1 and 2) to provide for reduced hours of voting in;institutions and retirement homes and advance voting days be enacted; and 3: That the appropriate officials of the City of Pickering be given authority to take any necessary action to give effect thereto. 4. Director, Corporate Services & City Solicitor, Report CLK 03-14 95-102 Establishment of a Compliance Audit Committee under the Municipal Elections Act, 1996, as amended Recommendation- 1. That a Compliance Audit Committee be established in accordance with the provisions of the Municipal Elections Act, 1996, as amended; 2. That the Compliance Audit Committee be delegated full authority to exercise all powers and functions related to compliance audit applications; 3. That the Compliance Audit Committee be comprised of three members with credentials and expertise suitable to consider matters related to the election campaign finance provision of the Municipal Elections Act, 1996; 4. That the terms of reference for the Compliance Audit Committee including the remuneration for Committee members be adopted; 5. That the City Clerk recruit and recommend three qualified individuals for appointment to the Committee; 6. That the draft by-law attached to Report CLK 03-14 be enacted; and 7. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. 5. Director, Culture & Recreation, Report CR 04-14 103-129 Community Association Agreements Facility Partnerships & Community Grant Policy Cite/ o0 Executive Committee Meeting Agenda Monday, April 14, 2014 PI KERING Council Chambers 7:00 pm Chair: Councillor Rodrigues Recommendation 1. That Report CR 04-14 regarding Community Association Agreements be received; 2. That Council authorize staff to prepare a written facility agreement with each of Brougham Recreation Association (Brougham Hall), Greenwood Recreation Association (Greenwood Community Centre), Mt. Zion Community Centre Association (Mt. Zion Community Centre) and Whitevale & District Residents' Association(Whitevale Community Centre) enabling each association to operate City-owned facilities; with each such agreement to be brought back to Council for consideration and approval. 3. That Council authorize staff to continue to operate under the terms and conditions of the existing written facility agreements with Canadian Progress Club Durham South (Front Street Centre) and Claremont Lions Club (Claremont Community Centre). 4. That Council authorize staff to prepare written facility agreements with 856 Air Cadets (East Shore Community Centre), Claremont Seniors Club (Claremont Community Centre), Pickering Lawn Bowling Club (East Shore Community Centre), South Pickering Seniors Club (East Shore Community Centre), • Rouge Hill Seniors Club (Petticoat Creek Community Centre), Rebekah Lodge (Petticoat Creek Community Centre), The Youth Centre (Petticoat Creek Community Centre) regarding exclusive and/or regular use of City owned and operated facilities; with each such agreement to be brought back to Council for consideration and approval. 5. That Council authorize staff to waive the rental fees otherwise chargeable to Pickering East Shore Community Centre (PESCA) for its monthly meetings and Annual General Meeting in a meeting room at the East Shore Community Centre. 6. That Council authorize staff to negotiate the terms of a new licence agreement with the Gingerbread Cooperative Nursery School for regular use of the West Shore Community Centre; such agreement to be brought back to Council for consideration and approval. 00 Executive Committee Meeting Agenda Monday, April 14, 2014 PI KERIN Council Chambers 7:00 pm Chair: Councillor Rodrigues 7. That Council authorize staff to terminate the verbal facility agreement with the Toronto and Region Conservation Authority and their use of East Shore Community Centre. 8. That Council authorize staff to revise the existing City of Pickering Community Grant Policy that requires qualified community associations to submit a request for financial support of community events, programs and initiatives, and to present a revised Grant Policy for Council consideration. 9. That Council authorize staff to prepare a written lease agreement with each of Amberlea Tennis Club, Dunmoore Tennis Club, Glendale Tennis Club, Greenwood Tennis Club, Maple Ridge Tennis Club, Rosebank Tennis Club and Sandy Beach Tennis Club; such lease agreements to be brought back to Council for consideration and approval. 10. That Council authorize staff to enter into a new written lease agreement with Pickering Italian Social Club for exclusive use of Centennial Park Building and Bocce Courts; such lease agreement to be brought back to Council for consideration and approval. 11. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. 6. Director, Culture & Recreation, Report CR 08-14 130-181 Advancing Access to Affordable Recreation in Durham Region and City of Pickering Access to Recreation Policy Recommendation 1. That Council receives the Advancing Access to Affordable Recreation in Durham (AAARD) Report as information; 2. That Council approves the signing of the AAARD Charter; 3. That City of Pickering staff be authorized to pursue the avenues of advancing affordable access to recreation to Pickering residents; 4. That Council approve the City of Pickering Access to Recreation Policy; and Cali o� Executive Committee Meeting Agenda Monday, April 14, 2014 PI KERIN Council Chambers 7:00 pm Chair: Councillor Rodrigues 5. That appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. 7. Director, Corporate Services & City Solicitor, Report FIN 06-14 182-190 Statement of the Treasurer Respecting 2013 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation It is recommended that Report FIN 06-14 of the Director, Corporate Services & City Solicitor regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2013 be received for information. 8. Director, Corporate Services & City Solicitor, Report FIN 08-14 191-195 Section 357/358 of the Municipal Act—Adjustment to Taxes Recommendation 1. That Report FIN 08-14 of the Director, Corporate Services & City Solicitor 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. 9. Director, Engineering & Public Works, Report ENG 08-14 196-208 Asphalt Resurfacing on Various City Streets and Parking Lots -Tender No. T-7-2014 Recommendation 1. That Report ENG 08-14 of the Director, Engineering & Public Works regarding the tender for Asphalt Resurfacing on Various City Streets and Parking Lots be received; 2. That Tender No. T-7-2014 submitted by Furfari Paving Company Limited in the amount of$669,286.75 (HST included) be accepted; City o� Executive Committee Meeting Agenda Monday, April 14, 2014 PI rKERIN Council Chambers 7:00 pm Chair: Councillor Rodrigues 3. That the total gross project cost of$827,439.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $745,134.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the project by transferring the total sum of$745,134.00 from Federal Gas Tax Reserve Fund, Property Taxes, Third Party Contribution, Capital Works Reserve Fund, Provincial Grant and the Rate Stabilization Fund, as provided for in the 2014 approved Capital Budget; and 5. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 10. Director, Engineering & Public Works, Report ENG 09-14 209-218 Artificial Turf Field and Site Improvements -Beverley Morgan Park -Tender No. T-5-2014 Recommendation 1. That Report ENG 09-14 of the Director, Engineering & Public Works regarding Tender No. T-5-2014 for Artificial Turf Field and Site Improvements in Beverley Morgan Park be received; 2. That Tender No. T-5-1014 as submitted by Latitude 67 Ltd. in the total tendered amount of$1,321,423.70 (HST included) be accepted; 3. That the total gross project cost of$1,593,031.00 (HST included), including the tendered amount and other associated costs and the total net project cost of$1,434,574.00 (net of HST rebate) be approved; 4. That Council authorizes the Division Head, Finance & Treasurer to finance the project in the amount of$1,434,574.00, to be funded from other revenue York Region (Southeast Collector Enhancements); and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. off► Executive Committee Meeting Agenda Monday, April 14, 2014 PI rKERIN Council Chambers 7:00 m p Chair: Councillor Rodrigues 11. Fire Chief, Report FIR 01-14 219-231 Hazardous Goods Transported by Rail in Pickering Recommendation 1. That Report FIR 01-14 of the Chief Administrative Officer be received; 2. That Fire Services staff and the Community Emergency Management Coordinator (CEMC) be directed to continue participation in training and familiarization related to dangerous goods response and rail safety initiatives; and 3. That Fire Services staff and the Community Emergency Management Coordinator continue to meet with representatives from CN Rail, CP Rail and Durham Emergency Management Office to explore training opportunities, ensure preparedness and to foster a cooperative relationship that will benefit all parties; and 4. That the appropriate officials be authorized to take the necessary actions to give effect hereto. (IV) Other Business (V) Adjournment City,00 - Report to • Executive Committee I KERIN Report Number: CAO 02-14 Date: April 14, 2014 From: Tony Prevedel Chief Administrative Officer Subject: Ice Storm (2013) - Update - File: 0-2040 Recommendation: That Report CAO 02-14 of the Chief Administrative Officer be received. Executive Summary: The December 2013 Ice Storm had a severe impact on the City of Pickering community and the City's resources. This report will provide an overview of our successes and lessons learned, including a relevant status update. Financial Implications: On January 13, 2014, Pickering Council passed Resolution #157/14 declaring the City a "Disaster Area"for the purpose of being eligible for the Ontario Disaster Relief Assistance Program (ODRAP). Staff have been providing current and estimated ice storm recovery updates to the Province on a weekly basis. The following is a summary of the City's estimated costs: Description Cost Estimate 2013 Emergency Response $ 115,580 2013/14 Clean-up 414,264 Tree Canopy Restoration 1,831,680 Total Estimated Costs To-Date $ 2,361,524 On February 26, 2014, the Province announced that the ice storm costs would be eligible for Provincial assistance. It is our understanding that those costs included in the Emergency Response and Clean-up ($529,844) will be eligible for the funding program. It should be noted that the program details have not yet been released by the Province. It appears that the tree canopy replacement costs will not be funded, which will become a 2015 to 2018 budget pressure. 1 Report CAO 02-14 April 14, 2014 Subject: Ice Storm 2013 Page 2 Discussion: The ice storm that started December 21, 2013 created very difficult conditions throughout the Greater Toronto Area (GTA). This storm hit Pickering in full force, causing treacherous winter conditions, and significant tree damage which caused widespread power outages, transportation hazards and safety issues for our community. Public safety and effective emergency response resulted from a collaborative approach with other agencies, strong communication, and the effective deployment of resources to address issues on a priority basis. Staff carried out an effective emergency response and recovery process to ensure the safe use of our roads, sidewalks, and facilities. This included hazard and debris removal from roads, sidewalks, and facilities. We have made great strides in our debris removal, which includes parks and trails. Staff continue efforts on tree debris management, maintenance and a tree replacement plan. The following will provide an overview of staffs actions with respect to managing the storm, challenges and opportunities for improvement. 1. Emergency Management The ice storm that occurred overnight on December 21, 2013 was one of the most severe and widespread weather events that have occurred in the GTA in many years. The storm caused severe damage to the electrical grid across the region and it left approximately 10,000 homes in Pickering without power; some for as long as 7 days. The storm was not only a test for staff involved in emergency response, winter control and dealing with the thousands of downed and damaged trees and branches, it was also a test for our emergency management program. There was no formal activation of our Municipal Emergency Operations Centre (MEOC), but the Public Information Centre (Customer Care Centre) and key staff were in place to communicate with our community and Veridian immediately on the morning of December 22, 2013. Debriefing Sessions - During the storm and the days that followed, staff communicated throughout to ensure the most effective community response. During this time, we made note of our successes and areas that required additional review and improvement. Ongoing discussions and decisions were made with a core staff team throughout the week. Once we were in recovery mode, a debriefing session was held with key staff. During that time, we made note of the issues and successes of the community response for future consideration. Some of the immediate issues required funding and through Council's support, approval was received in the 2014 Budget. CORP0227-07/01 revised 2 Report CAO 02-14 April 14, 2014 Subject: Ice Storm 2013 Page 3 The following highlights those initiatives, and implementation is ongoing: • new diesel powered generator for Fire Hall 2 • upgrade to generator circuits at City Hall, Recreation Complex and Fire Hall 5 • new radio system for Operations vehicles • enhanced WiFi at City Hall • tablets and laptop computers for key staff in the Municipal Emergency Control Group (MECG) Veridian Connections — Naturally, communication with Veridian Connections was key during this time. Our Community Emergency Management Coordinator (CEMC), worked closely with key Veridian staff to be kept apprised of progress related to power restoration. Obtaining timely information from Veridan was a challenge for City officials and our community. Designating specific communication contacts is key to ensure coordinated and consistent messaging. Veridian staff worked diligently to update City staff, and stakeholders, however their resources were taxed as they provided • services to three municipalities. A debriefing session was held on February 20, 2014 to discuss feedback and future plans to enhance responsiveness to our community. The meeting was very productive, generating some ideas for implementation and future exploration such as: • enhancing tree maintenance within easements on private property • developing a tree trimming standard/plan (urban, rural, private property) • providing the City with a plan outlining Veridian's infrastructure • the City will provide Veridian with information related to emergency management, and training contacts • providing Veridian with access to refuel their fleet at the City's Operations Centre to alleviate the need to return to their depot during emergency situations • establishing areas for mobile devices to be re-charged during lengthy power outages • Veridian will schedule annual meetings with Community Emergency Management Coordinators to review emergency plans/procedures, evacuation centre locations, and key contacts Overall, the Community Emergency Management Plan worked very well. Ongoing training and review of procedures with staff and affected agencies will support and enhance our emergency management responsiveness. 2. Roads & Parks Operations As there was some advance notice of severe weather conditions, Operations staff prepared for the storm by ensuring there was an adequate supply of salt, additional tire chains for salt trucks, and chains available for graders. The Forepersons and Lead Hands were briefed on Friday, December 20, 2013 regarding the potential for CORP0227-07/01 revised 3 Report CAO 02-14 April 14 2014 Subject: Ice Storm 2013 Page 4 having to exceed the stipulated 7-day/70 hour work cycle, due to potentially hazardous situations predicted by the impending freezing rain and ice storm. Due to the effects of the storm, City crews performed winter control practically nonstop from Friday, December 20 at 3:30 am until approximately 3:30 pm Monday, December 23. All available staff were deployed and responded well to the conditions; including those that were scheduled to be on vacation. One of the biggest constraints was the severity and magnitude of trees and branches that were damaged, and blocking roads, driveways and sidewalks. Removing tree branches from roads was a number one priority. City staff using chainsaws, gradall excavators and other means available, commenced tree clearing operations immediately. The City's tree maintenance contractor had a crew available and commenced clearing trees on Sunday, December 22 until Tuesday, December 24, and continued with the immediate cleanup response on Thursday, December 26 and Friday, December 27. The devastation of trees and their impact on neighbourhood streets was significant. Early reports estimated that there were 1,500 street trees of various sizes and species damaged by the storm, and needed to be dealt with. Additional resources were required, so for the months of January and February additional contracted services were retained, resulting in two bucket truck crews and three brush chipping crews being deployed. An additional chipper was rented, allowing two City chipping crews to assist as well. With the amount of snow that continued to accumulate in January and February, clearing all brush from the boulevards was impeded. To date, approximately 95% of all City streets have been visited once to remove dangerous/broken branches and to chip brush. Another round of chipping will be required to clear the remaining debris this spring. Although the immediate clean-up needs on the roads has been addressed, there are many trees that will need to be removed in their entirety, as they are no longer healthy, or are vulnerable in the event of another significant storm. The cost to complete this is significant, and staff need to determine if these costs will be eligible for Provincial assistance. Due to limited access during winter months, the tree damage in our parks and open spaces has not been fully assessed, and only partially cleaned up. An initial estimate of 300 trees damaged by the storm has been made. Watercourses and culverts were inspected for brush debris and cleaned up where required to prevent potential flooding. Monitoring is ongoing as the spring melt occurs, since branches may get carried downstream and jammed at culvert locations. While staff have made significant progress, Operations staff continue to monitor areas and address the needs of the storm clean up. CORP0227-07/01 revised 4 Report CAO 02-14 April 14, 2014 Subject: Ice Storm 2013 Page 5 3. Warming Centre Pickering City Hall and the Pickering Recreation Complex were considered priority areas for power restoration. This was extremely helpful allowing us to designate the. Recreation Complex as a Warming Centre on Monday, December 23, 2013. This was an excellent facility for this purpose since there are so many amenities and room options including showers, kitchen, secure area for pets, smaller meeting rooms for cots and the banquet halls for dining and watching movies. The Claremont Community Centre was also available during the storm to area residents and officially operated as a Warming Centre for one day. Over the course of the week, more than 647 residents took advantage of the Warming Centre, and either stayed for the night, received a hot meal and/or came in to warm up, refresh, charge phones/computers and receive updates. This could not have been achieved without the assistance and coordination of key community partners such as: • Durham Region Social Services & Public Health • Canadian Red Cross • Ontario Volunteer Emergency Response Team (OVERT) • St. John Ambulance • Salvation Army We were also very pleased to receive food and refreshment donations from local restaurants and stores. This was particularly helpful and appreciated due to the fact that this occurred over the Christmas week. The success of our Warming Centre could not have been achieved without the endless support of our staff. Many staff graciously accepted the opportunity to work over the Christmas Holidays putting aside their personal holiday plans in order to ensure the needs of our residents were met. 4. Communication The most critical observation was communication issues, and how to improve community engagement moving forward. This included call centre staffing, coordinated and timely messaging utilizing numerous service channels (telephone, social media, email, website updates and media updates). It was certainly recognized that we need more media exposure for our citizens to receive updates, particularly through larger media outlets. Communication during such an event is always a difficult challenge. Providing a central source for timely and consistent information and messaging was key. The following will provide an overview of communication initiatives, challenges and new opportunities. CORP0227-07!01 revised 5 • Report CAO 02-14 April 14, 2014 Subject: Ice Storm 2013 Page 6 Customer Care Centre (Public Information Centre) - The central point of communication was by telephone through our Customer Care Centre not only related to winter control, but in response to providing power outage updates. Veridian lines were taxed, and we were able to support those communication efforts. On December 22, 2013 we partially activated our Public Information Centre at City Hall. We experienced a few barriers given that initially power was out at City Hall, and we were operating on our backup generators, which only provided coverage in certain areas. Staff were able to address these issues, and open the Customer Care Centre to field calls. We have reviewed requirements, and funding was included in the 2014 Budget to increase back up power coverage within City Hall, as well as increased WiFi capability. This is particularly important should such an event extend over a longer period of time, and additional staff be required to carry-on City business. We have procedures in place to activate an expanded Call Centre and call-in staff in other areas to assist if need be. However, in this instance we were able to work within our existing staff complement. Available Customer Care staff were called in from their vacations, and were willing to assist and provide the necessary support. We also relied on our After-Hours Call Centre to field calls when required. We had constant contact with them through email and by telephone to share information received, and to refer people to our website and social media channels for updates as well. This proved to be very successful. Walk-in traffic was minimal. This is likely due to the fact that the initial effects of the storm started on a Sunday, and carried on through the week of Christmas. We monitored residents' enquiries and issues, and did not feel it was necessary to extend hours at City Hall, since we were able to field calls, and provide updates through social media, website, emails and media releases. Residents did have the opportunity to attend the Recreation Complex Warming Centre for updates if desired. Signage - The LED sign at the Recreation Complex would have been helpful to promote its use as a Warming Centre, and a source for updates, however due to a programming glitch we were unable to use it. This has since been resolved. Through the debriefing sessions we learned that the City has 2 solar powered sign boards that could have assisted in such situations. This will be noted in our listing of resources for future reference. Additional signage at City Hall and all facilities will be part of our enhancements moving forward. Other Key Communication Channels - Other key communication channels were through social media, email, website updates, and media releases. Through our efforts: • we reached almost 16,000 people through facebook • used twitter • posted media releases received by Veridian and issued 4 from Pickering • posted storm updates and public service messaging on our website CORP0227-07/01 revised 6 Report CAO 02-14 April 14, 2014 Subject: Ice Storm 2013 Page 7 We linked to Veridian's website 19 times from our home page and social media sites to share their daily, hourly updates during the week of the storm. The general subject matter release was also modified several times to reflect updates from our Operations staff, Customer Care staff, and Veridian and included general subject matter such as: • current number of customers out • notifications of newly energized areas • Warming Centre details, plus number of individuals utilizing it • safety messaging, including road safety (lights out), fire safety, downed wires, spoiled food, and waste • other City facilities that remained opened • contact information encouraging people to call/email our Customer Care, Veridian, and follow us on social media for regular updates to their phone • links to third party websites, including Veridian and the Region of Durham During the week of the storm, we received 1,088 comments on our public Facebook wall, pictures, status updates, and 592 shares (people sharing content directly to their profiles from ours). We estimate that between December 21 and December 28, City staff provided approximately 110 Facebook updates. Twitter was updated less as we did not have as much traffic/engagement. As a result, our Facebook traffic has increased significantly, and more people are relying on us as a central source of communication. Media Coverage - Even though we reposted Veridian's media releases through our communication channels, and issued our own media releases, we were not receiving coverage specifically related to Pickering. Unfortunately, we cannot dictate what the media chooses to report. This concern has been raised to our Members of Provincial Parliament, asking that the Province enact legislation that Toronto media report updates on all GTA municipalities, and not just Toronto, Peel Region and York Region under such circumstances. It is interesting to note that several News Advertiser reporters follow the City's social media channels, meaning they would receive instant updates anytime something was • posted on Facebook or Twitter. 2-Way Communication Radios - Communication Radios and GPS systems installed within the City fleet were not reliable during the event, causing difficulty to confirm which winter control routes were complete. The 2014 Capital Budget included funding for"public works grade" mobile radios for the NexGen radio system. This is the Region's new interoperable radio system which will be utilized by Durham Regional Police, all 8 Regional Fire Departments, Region Works, and other municipal • CORP0227-07/01 revised 7 Report CAO 02-14 April 14, 2014 Subject: Ice Storm 2013 Page 8 works and parks departments as well as Durham Region Transit in the future. This interoperable feature will be invaluable in emergency situations. Mobile Phones - Many of our Operations staff had recently been assigned smart phones. Even though cell service at times during this particular storm event was intermittent, overall it provided the opportunity to update corporate communications during storm events to ensure staff can communicate with the Customer Care Centre, After-Hours Call Centre, and update social media. Favourable comments have been received related to our responsiveness. Emergency Preparedness Communication - In our efforts to enhance communication, particularly related to emergency preparedness, we have been sharing media releases/public service announcements over Facebook/Twitter and City App with additional promotions using the hash tag #BePrepared. This messaging includes planning for safety during severe weather (including flooding and power outages). Our messaging over social media has potentially reached thousands of followers based on others sharing our messages (including Durham Regional Police, Red Cross and other Firefighter Associations). Social media efforts will continue regularly, and will include our website pickering.ca/BePrepared as a resource once the content has been refreshed. Currently online, we have an emergency preparedness video and other resources including public education tools from Emergency Management Ontario and tips from the Region of Durham covering winter weather preparedness, power outages, nuclear public safety, and the 72-hour Be Prepared kit While we understand that not everyone has access to social media, we have to use various communication channels to get information to the public. This can be quite a challenge during a storm or any emergency, given that telephone lines and power are often challenged. City staff will continue to engage the public and enhance our emergency preparedness messaging and public information plans to meet the diverse needs of our community. This is also done in consultation with resources from Durham Emergency Measures and Emergency Management Ontario. Corporate Communications - Through the realignment of staff resources, we were able to formalize a Corporate Communications Section reporting through the Office of the CAO. This provides an opportunity to dedicate resources to enhance our communication initiatives, ensuring consistent key corporate messages are relayed to our community. This is particularly important during any emergencies or special circumstances such as the Ice Storm in December 2013. As we move forward, this will allow us to educate our community on emergency preparedness, provide information related to resources, and tools to keep and sources to receive updates on matters that may affect them (winter storms, flooding, CORP0227-07/01 revised 8 Report CAO 02-14 April 14, 2014 Subject: Ice Storm 2013 Page 9 power outages etc). We will continue to promote our Customer Care Centre, website and social media as key resources. 5. Financial Impacts The financial impacts of the storm and related issues can be broken down into three distinct areas: emergency & clean-up costs, tree canopy restoration financial implications and financial planning for severe weather related events. i. Emergency & Clean-Up Costs An important step was the application for the Ontario Disaster Relief Assistance Program (ODRAP). City staff were quickly able to pull together all of the information required to apply for ODRAP under very tight timelines for Council Approval. At a Special Meeting of Council on January 13, 2014, Pickering Council passed Resolution #157/14 declaring the City a "disaster area" for the purpose of being eligible for the Ontario Disaster.Relief Assistance Program ODRAP. A copy of the completed application is included as (Attachment 1). The City has received confirmation that it is eligible for some of the ODRAP funding. It is our understanding that the emergency and clean up costs currently estimated at $529,844 will be 100% funded by the Province. Staff have made this assumption based on the Provincial Government's announcement of February 26, 2014 (Attachment 2). The Provincial Government announcement did not reference the tree canopy replacement costs. It should be noted that the program details have not yet been released by the Province. Once the details are known, Finance staff will be able to confirm the actual reimbursement amount. At this current time, there is a possibility that the cost estimate could be higher once we have an opportunity to start working in City parks and open spaces, watercourses and culverts. There is a potential financial risk to the City if the Provincial program has a fixed end date and not all of the clean-up work has been completed by this date. Under this scenario, the City would probably have to finish the clean-up work and this cost would be funded by a transfer from the rate stabilization reserve as per Recommendation #12 (Budget Report FIN 05- 14). ii. Tree Canopy Restoration and Financial Implications The preliminary estimate for the removal and replacement of the City's damaged tree canopy is $1.8 million ($1.5 m street trees and $300,000 park trees). This cost is based on replacing 1,800 trees with an average tree replacement cost of $1,000. It is estimated that approximately $750 of this cost is for removing the remainder of the tree, and stump removal. The residual amount reflects the CORP0227-07!01 revised 9 Report CAO.02-14 April 14, 2014 Subject: Ice Storm 2013 Page 10 replacement tree cost. There is a very slight chance that the Province may announce a tree canopy funding program in its upcoming budget. The absence of senior government funding will translate into a financial challenge to the City during the next few years. Without this funding, the City would focus on replacing only "street trees". The $1.5 million cost allocated over four years would represent an additional cost of$375,000 per year or a 0.75% levy increase per year. At this current time, staff are not recommending increasing the 2015 budget. The preliminary financing strategy is to use some of the annual tree maintenance funds to remove the ice storm damaged street trees. Staff have estimated that there may be up to $100,000 available from the tree maintenance program to be re-directed towards the tree canopy replacement program. Under this scenario, it would take many years to replace the tree canopy. Over the next few months, staff will be exploring alternative financing strategies including an "Adopt a Tree" program that would provide an income tax charitable receipt for making a donation to the City tree canopy replacement program. iii. Financial Planning for Severe Weather Related Events Although the majority of the response planning for the next severe weather event is mainly in other City areas such as Engineering & Public Works, Facilities and Emergency Management; Finance also plays an integral role. The City's insurance program ensures that the City's assets are financially protected. The 2014 Capital Budget included additional funding for enhanced emergency response. During the year, further reviews will be conducted, and if required additional resources will be identified in the 2015 budget. The ice storm event demonstrates the need for the Corporation to ensure that it has adequate financial resources to meet the financial challenges under such circumstances. Pickering has one major financial resource and/or reserve (Rate Stabilization Reserve) that can be used during such situations. At the end of 2014, this reserve will still have a projected healthy balance. The key challenge is to ensure that this reserve maintains its healthy balance measured against the many cost pressures or project spending demands of the corporation. Conclusion The 2013 Ice Storm was one of the most severe and widespread weather events that impacted our community in many years. Through the efforts and team work of many we were able to provide an effective response to our community. Naturally, there are lessons to be learned, with some changes and adjustments required to our procedures. Staff will continue to review and make modifications along the way, working with other agencies as deemed necessary. The clean-up and restoration will continue for many CORP0227-07/01 revised 10 Report CAO 02-14 April 14, 2014 Subject: Ice Storm 2013 Page 11 months to come. Financial impacts and cost recovery will continue to be monitored, and included in our financial strategy. Attachments: 1. ODRAP Completed Application (Municipal Disaster Information) Form 2. Ministry of Municipal Affairs & Housing Press Release (February 26, 2014) "Province to Cover Ice Storm Recovery Costs" Prepared By: Approved/Endorsed By: AA° odgso J•hn H.gg Division Head, City Administration Fire Chief/Community Emergency Management Coordinator L.AI:10% Ric and Hol Worn Dctor, Engineering & Public Works Marisa Carpinoi Director, Cultur- • Recreation • Stan Karwowski Division Head, Finance &Treasurer Recommended for the consideration of Pickering Ci Counc/', // Vadzot 20/4 Tony Prevedel, P.Eng. • Chief Administrative Officer CORP0227-07/01 revised 11 • ATTACHMENT# I TOREPORT#(Po o a-iu- 1 a>% MUNICIPAL DISASTER INFORMATION City of Pickering PART A General Information r Date/Time Emergency Declared under EMCPA: Date of disaster assistance resolution: N/A January 13,2014 Type of Disaster(for example flood,snow storm) Comments(details of the event): Winter ice storm A winter ice storm on December 21st/22nd caused widespread power outages and damage to trees resulting in transportation hazards and safety issues for our residents. On Sunday, December 22"d,the City of Pickering officially opened two warming , centres for its residents,one of which remained open until Friday, December 28d'. As a result of the transportation hazards and • warming centres,the City incurred unplanned labour costs, overtime and other expenses to ensure the comfort and safety of the City's residents. The City will also incur substantial costs going forward for the continued cleanup of trees and branches,as well as the costs for tree replacement. • Impacted Area(Name of municipality and specific neighbourhood,if applicable): Entire geographical area of the City of Pickering • Characteristics of impacted area(population,community characteristics—dense urban aiea/farm community/cottages,conservation area, river,park): Population:95,000 Community Characteristics: Urban,Rural,Parks and Greenspace PART B_:.Contacts,..; • Municipal Representative(Name&Title) Phone Nun?ber Stan Karwowski,Division Head,Finance&Treasurer 905-420-4640 Emergency Management Ontario Officer . Phone Number JoAnn Kroph-Hedley,EMO,Sevem Sector Field Officer 905-377-1648 PART C-Personal Injury:and Loss _. , Did an evacuation occur? Anticipated length: Are there serious in juries to Are there any fatalities? people? Yes No >14 days If yes approximate number <14 days_ of people? Yes No ' Yes No Estimated Cost of Evacuation:$ Types,of eligible costs incurred costs incurred to operate shelter(s):$ Estimated Cost of Shelter:$ PART D-Private Property Damage ,,,; -, .•i, Number of primary residences Nature of Damage(i.e.sewage back-up,roof Estimated value of the damage: damaged: shingles,flooded basements): $ N/A Number of damaged properties with insurance coverage: Number'of small businesses Nature of Damage(including inventory): Estimated value of the damage: damaged: • $ N/A Number of damaged properties with insurance coverage: Number of Farms damaged: Nature of Damage: Estimated value of the damage: N/A $ Number of damaged properties with • insurance coverage: • DRU/MICL-2010 1 2 C:\Users\mdonaldson\AppData\Local\Microsoft\Windows\Temporary Internet Files\ContentOutlook\500DBQ3C\Attachment One ice storm rptdoc ATTACHMENT# f TO REPORT#CAO oo2-I11-- or<a ?PARTsE° Municipal Pro`pert i Damage t' ` :`. k = .t f Municipal Facilities damaged: Nature of Damage: Estimated value of the damage: $ • N/A Municipal facilities with insurance coverage: Is there damage to roads and Nature of Damage: Estimated value of the damage: bridges? . Yes No Other municipal infrastructure Nature of Damage: Estimated value of the damage: damaged? N/A Which of these assets are covered by • insurance? Other municipal assets Nature of Damage: Estimated value of the damage: damaged? $2,125,390.50 Tree canopy Broken and fallen trees and/or branches Which of these assets are covered by insurance? None Other Costs incurred by Nature of costs(e.g.sandbagging,equipment Estimated Costs: Municipality: use;water,food for volunteers) 1. Protective/Preventative $5,898.18 measures Food,supplies,answering service 2. Extraordinary,incremental Labour and overtime for tree branch salaries/wages removal and warming centres $117,955.87 PARTTF-Other.PropertyDamar,e r3 � � :°,7 ,X31 _ x , What Non-Profit organizations Nature of Damage: Estimated value of the damage: sustained property damage(e.g. church,rotary club)? Which of these properties are covered N/A by insurance? • • Other . Is there a need for early financial assistance? If yes why? • NO Note: This form,along with documentary evidence such as media clippings,photographs,and any other information which the council may ' consider pertinent,should accompany your resolution. DRU/ IICL-2010 13 C:\Users\mdonaldson\AppData\Local\Microsoft\�Vindows\Temporary Internet Files\Content.Outlook\500DBQ3C\Attachment One ice storm rptdoc ATTACHMENT# TO REPORT# � O o - "i t+ VOntario NEWS Ministry of Municipal Affairs and Housing Province to Cover Ice Storm Recovery Costs Ontario Providing Assistance to Impacted Municipalities • NEWS February 26, 2014 Ontario is helping municipalities affected by the December 2013 ice storm by working with the federal government to fund 100 per cent of their eligible recovery costs through a one-time Ice Storm Assistance Program. While program details are still being finalized, eligible costs may be as much as $190 million based on estimates from municipalities. It is anticipated that the program would cover costs related to the immediate emergency response, such as setting up warming centres, and the subsequent cleanup of debris necessary to protect public safety. Costs incurred by the province for a natural disaster of this size qualify for federal government assistance under the Disaster Financial Assistance Arrangements program. Ontario intends to seek federal reimbursement for costs under this program. As many municipalities continue to clean up, the province is working with them to assess the damage and determine the full extent of ice storm related costs. QUOTES "Ontario is stepping up to the plate and supporting our cities and towns with the costs incurred in the aftermath of the December ice storm. Our new program will provide the financial support the affected communities need to fully recover from this significant event." — Linda Jeffrey, Minister of Municipal Affairs and Housing QUICK FACTS • The December 2013 ice storm caused widespread damage and blackouts across southern,western and eastern Ontario. • At the peak of the ice storm, over 800,000 hydro customers were without power. • The province has previously supported municipalities with one-time programs, including tornado assistance for Leamington and Midland in 2011, and the 1998 ice storm assistance program. LEARN MORE • December 2013 Ice Storm • Mike Maka, Minister's Office,416-585-6842 ontario.calmunicipal-news May Nazar, Communications Branch, 416-585-7066 Disponible en frangais 14 Hy co- Report to g. Executive Committee PICKERING G . Report Number: CLK 01-14 Date: April 14, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor • Subject: Records Management By-law Amendment - Revision to Records Management By-law 6835/08 - File: A-3500 Recommendation: 1. That Report CLK 01-14 of the City Clerk be received; 2. That the Draft By-law to amend By-law 6835/08 Records Management for the City of Pickering, included as Attachment No. 1 to this Report, be approved; and 3. That the City Clerk forward the approved by-law to the City's Auditors, Deloitte and Touche LLP, for certification. Executive Summary: As part of the regular review process, the Records Retention By-law has been updated as deemed necessary based on administrative and legislative requirements. The City Clerk determines the appropriate classification and destruction date of records, taking into account legal, financial, administrative, operational and historical values of each record. Financial Implications: There are no financial implications. Discussion: On February 19, 2008, City Council approved By-law 6835/08, a by-law to establish retention periods for records of the Corporation of the City of • Pickering. The By-law was revised on April 18, 2011, with amended by-law 7127/11. As Departments have now been working with the current schedule for over five years, it is timely to review the Corporate Records Retention Schedule to ensure it continues to reflect the ongoing needs of each Department within the Corporation. Departments were canvassed for their input, and the following recommendations have been made. 15 Report CLK 01-14 April 14, 2014 Subject: Records Management By-law Amendment Page 2 File Code Description Retention Change Type Period A-1440-003 Department Reports P Change to title City Development A-2710-004 Advertising 2 Delete News Clippings A-4560-002 Performance Management— General C + 6 - Change to title Vision Awards D-1000-001 City Development—General C + 6 Change to title Records relating to development and planning that cannot be classified elsewhere. D-1520-001 Business Records S Change to title Records relating to all Pickering based and description businesses. D-1521-001 Investment Enquiries S Change to title Records relating to parties interested in locating and description to Pickering. D-1522-001 Corporate Calling Programs/Company Visits S Delete Records relating to staff visits to businesses located within the City of Pickering. D-1523-001 Company Profiles S Delete Records relating to all businesses located within the City of Pickering. D-4010-001 Pool Enclosure Permits C + 6 File Code Records relating to Pool Enclosure Permits that Addition cannot be classified elsewhere. D-5110-001 Fire Prevention Permits P Delete Records can be found In S-5110-001 D-5300-001 Building Documentation/Forms S File Code Records related to Building Services standard Addition forms. D-5400-001 Geotechnical Reports P File Code Records related to soil information for various • Addition locations in Pickering. D-5500-001 Certified Model Information S File Code Records related to pre-certification associated Addition with, and in advance of, building permits. D-5600-001 Builders (Subdivision) C + 10 File Code Records related to subdivision documentation, Addition excluding agreements. D-7000-001 General C + 6 File Code Records relating to the Sustainable Pickering Addition program that cannot be classified elsewhere. 16 Report CLK 01-14 April 14, 2014 Subject: Records Management By-law Amendment Page 3 D-7001-002 . Programs & Special Project C + 6 File Code Records relating to Sustainable Pickering Addition studies, research, and general education and awareness, in su pp ort of sustainability planning . and activities. D-7002-003 Events C + 6 File Code Records relating to'Sustainable Pickering Addition events, and associated promotion and • marketing, for corporate and community sustainability engagement. D-7003-001 Advertising & Promotion C + 6 File Code Records relating to Sustainable Pickering Addition corporate and community advertising and promotional channels, including paid media, eNewsletters, and more. F-3320-001 Year End C + 6 File Code Records relating to the year end closing of the Addition books and records for the City which includes various working papers, schedules and reports. May include schedules pertaining to other annual reporting requirements. F-3800-001 Sales Tax C + 6 Change to title Records relating to individual quarterly filings as and description well as a copy of the original return as filed and any supporting documents. May include correspondence on interpretations and rulings. F-4150-001 Pension Financial Reporting C + 6 File Code Records relating to pension remittances, Addition leave/part-time calculations and annual reporting requirements. F-4160-001 Benefit Remittances C + 6 File Code Records relating to monthly remittances. Addition F-4170-001 Employee Payroll Calculations—General C + 6 File Code Records relating to various payroll calculations Addition and general correspondence. L-2110-001 Road Dedication By-laws C + 6 File Code Records relating to road dedication by-laws. Addition L-2120-001 Part Lot Control By-laws C + 6 File Code Records relating to part lot control by-laws. Addition L-4110-001 Noise Agreement P File Code Records relating to legal documents entered into Addition by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). • 17 • Report CLK 01-14 April 14, 2014 Subject: Records Management By-law Amendment Page 4 L-4120-001 Release of Agreements P File Code Records relating to release of legal documents Addition entered into by.the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). L-4620-001 Easements P File Code Records relating to legal documents entered into Addition by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). L-4630-001 Leases/Licenses P File Code Records relating to legal documents (leases / Addition licenses) entered into by the City and another - Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). L-4640-001 Right of Re-Entry T + 21 File Code Records relating to legal documents entered into Addition by the City and another Party or Parties, executed and signed by the City Clerk and Mayor (or their designates). 0-1000-001 Engineering & Public Works C + 6 Change to title Records relating to engineering and public works that cannot be classified elsewhere. 0-3000-001 Public Works — General C + 6 Change to title Records relating to public works that cannot be classified elsewhere. 0-9100-001 Energy Management C + 10 File Code Includes records relating to the energy Addition management that cannot be classified elsewhere. Records may include copies of reports and correspondence. Attachments: 1. Draft By-law 2. Corporate Records Retention Schedule Prepared By: Appr' - •/Endorsed By: Debbie Shields Paul Big o i City Clerk Director, C. pot:te Services & City Solicitor DS:lh 18 Report CLK 01-14 April 14, 2014 Subject: Records Management By-law Amendment Page 5 Recommended for the consideration of Pickering City •uncil Tony Prevedel, P.Eng. Chief Administrative Officer 19 Attachment#1 The Corporation of the City of Pickering By-law No. **/14 Being a by-law to establish retention periods for records of the Corporation of the City of Pickering_ Whereas subsection 254(1) of the Municipal Act, 2001 (the "Act") provides that a municipality shall retain and preserve its records in a secure and accessible manner; And Whereas subsection 255(3) of the Act provides that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which its records must be retained and preserved; And Whereas subsection 255(2) of the Act provides that a municipality's records may be destroyed if a retention period for the record has been established and the retention period has expired. Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. In this by-law, (a) "active storage" means the internal departmental storage of records that are in regular day-to-day use by a department; (b) "City" means the Corporation of the City of Pickering; (c) "City Clerk" means the Clerk of the Corporation of the City of Pickering (or designate); (d) "inactive storage" means the external departmental storage of records that are referred to infrequently by a department; (e) "record" means information however recorded or stored, whether in printed form, on film, by electronic means or otherwise, and includes documents, financial statements, minutes, accounts, correspondence, memoranda, plans, maps, drawings, photographs and films made or received by the City; (f) "responsible department" means the office or department with primary responsibility for retaining a record; 20 2 (g) "retention period" means the period, expressed in years, in which a record shall be kept by the Municipality; (h) "retention schedule" means the schedule prescribing retention periods for records as set out in Schedule "A" to this by-law; (i) "signing authority" means the division head or director of the responsible department, or his or her designate; and, (j) "transitory record" means a record, including an e-mail, voice mail or text message, having only temporary value and which is not required to meet statutory obligations, set policy, establish guidelines or procedures, certify a transaction, become a receipt or provide evidence of legal, financial, operational or other decisions for the City, including a record that is: i) retained solely for convenience of reference; ii) of insignificant value in documenting the business transactions of the City; iii) required solely for the completion of a routine activity, or the preparation of another record; iv) not related to the business of the City; v) not an integral part of the City record; vi) . a miscellaneous notice or memorandum of a minor administrative nature; vii) a duplicate copy of a document such as a report or memorandum, retained only for distribution or convenience; ix) a publication, telephone directory, catalogue, pamphlet or periodical that does not form part of any other record; x) one of a number of multiple copies of a record such as minutes or reports or agendas; xi) unsolicited advertising information; xii) a preliminary draft of a letter, memorandum or report, or informal notes that do not represent significant steps in the preparation of a final document; or • xiii) a tape or notes from a meeting for which the minutes or reports have been adopted or finalized. 21 • 3 2. This by-law shall not apply to transitory records and such records may be destroyed at any time. 3. Any record in a category set out in Schedule "A" shall be retained for the period set out opposite such category and may thereafter be destroyed. 4. The City Clerk (or designate) shall determine the appropriate classification of records, taking into account the legal, financial, administrative, operational and historical values of each record. 5. The following principles shall govern the destruction of records: • (a) a record of a municipality or a local board may be destroyed if the • record has been classified and the retention period established according to Schedule "A" of this by-law; (b) the retention period has expired; or (c) the record is a copy of the original record; (d) all records shall be destroyed in a manner that preserves the confidentiality of any information contained in such records; and (e) any record pertaining to pending or actual litigation or investigation or a request under any privacy legislation shall not be destroyed until such record Is no longer required for such purpose. 6. Where any record may be destroyed under this by-law, the following procedure shall apply: (a) where the record has been retained in the custody of the responsible department, the signing authority shall notify the City Clerk in writing of the scheduled destruction of the record, including the scheduled destruction date, and identify the record to be • destroyed; . (b) where the record has been retained in the.custody of the City Clerk, the City Clerk or designate shall notify the signing authority in writing of the scheduled destruction of the record, including the scheduled destruction date, and identify the record to be destroyed. 7. Where a record is retained for a further period after the destruction date, the following procedure shall apply: (a) the signing authority shall notify the City Clerk in writing, before the scheduled destruction date, if in his or her opinion any record • 22 4 included in the notice should be retained for a further period, and the rationale for further retention; (b) if, in the opinion of the City Clerk, circumstances warrant retention of the record for a further period, the destruction of the record shall be postponed for up to one year and for such further periods as may be determined by the City Clerk, in consultation with the signing authority; (c) if no notice is received before the scheduled destruction date, the record shall be deemed to be authorized for destruction. 8. The City Clerk or designate shall: (a) ensure that all reasonable measures are implemented to promote the preservation, security and destruction of records in accordance with this by-law and any legislative requirements; (b) ensure that reasonable measures are implemented to protect the City's records from inadvertent destruction or damage, taking into account the nature of the record to be protected, including the creation of new classification codes and retention periods pending Council approval. 9. This by-law shall be referred to as the Records Retention By-law. 10. By-law No. 6835/08 and No. 7127/11 is repealed. 11. This by-law shall come into force and take effect upon the passing thereof and at such time as approved by the Municipal auditors. By-law passed this 24th day of March, 2014. 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Q ++ mix _ co 0_.4+ (1 ~ G) cB Un d Q'Cc V p C +L O Q) d y i �- C a) U C N 2 y ° -o ° o cz E L (a N (B L a) „la c a o. „. , 0 (a C� o >C CD `� •= U (9 t . co a) O' O y-• o N o 'E E o 0 3 13 EVE d L C U )( 0 00 Q G) .� U xNM d re H c . , 0 0 0 Q W W C Ll1 p0 0p > °F T T T CC a) 0 O O To • .'C > • O' O O O 0 t in ti GO Q N N N 11 I.L.: H I— I- Q 90 0400 g Report to Executive Committee PICKERING Report Number: CLK 02-14 Date: April 14, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2014 Municipal Elections - File: A-2000 Recommendation: 1. That the Report CLK 02-14 regarding the 2014 Municipal Elections be received; 2. That the draft by-laws (Attachments 1 and 2) to provide for reduced hours of voting in institutions and retirement homes and advance voting days be enacted; and 3. That the appropriate officials of the City of Pickering be given authority to take any necessary action to give effect thereto. Executive Summary: In accordance with the Municipal Elections Act, 1996, Section 46(3), a by-law is being recommended to provide for early voting and reduced hours of voting in institutions and retirement homes on advance voting days. In accordance with the Municipal Elections Act, 1996, Section 43(1), a by-law is being recommended to provide for advance voting to be held on Wednesday, October 15, 2014 between the hours of 3:00 pm to 8:00 pm, Thursday, October 16, 2014 between the hours of 3:00 pm to 8:00 pm, Friday, October 17, 2014 between the hours of 3:00 pm to 8:00 pm and Saturday, October 18, 2014 between the hours of 9:00 am to 6:00 pm. Financial Implications: Each year, the General Government Section of the current budget includes funding or a provision for the Municipal Elections that is transferred to the Election Reserve fund. By employing this strategy, the cost of the election is spread over four years. This eliminates a large cost increase in the year of the election. Discussion: The Municipal Elections Act, 1996, provides that voting must be provided on the premises for institutions for the reception, treatment or vocational training of members or former members of the Canadian Forces, institutions in which 20 or more beds are occupied by persons who are disabled, chronically ill or infirm and retirement homes in which 50 or more beds are occupied. We refer to these locations 91 Report CLK 02-14 April 14, 2014 Subject: 2014 Municipal Elections Page 2 as special voting locations. Council may pass a by-law providing for reduced hours of voting for these special voting locations. Voting hours per location are based on the analysis of time required to process electors at each location, and have been established in co-operation with the administrative staff at each facility. Section 43(1) of the Municipal Elections Act, 1996, requires the City to pass a by-law at least 30 days before Voting Day, establishing one or more dates for advance voting and the hours during which voting places shall be open on the advance voting date(s). In the 2010 City of Pickering election, four days were provided for advance voting. Due to the success of those advance voting days, the City recommends maintaining the four days to provide numerous opportunities to vote. The Pickering Civic Complex has traditionally been used as the location for advance voting due to its immediate proximity to the Pickering Town Centre, the Pickering Recreation Complex and the Pickering Public Library. As well, the Pickering Civic Complex has sufficient parking and is easily accessible on the public transit route. The City is required to enact a by-law to provide for advance voting. Attachments: 1. Draft by-law for Special Voting Locations 2. Draft by-law for Advance Voting Dates and Times Prepared By: Approve• ndorsed By: . 1.. 11/, Debbie Shields Paul Bigio i _ City Clerk Director, C,rporate Services & City Solicitor PB:ds Recommended for the consideration of Pickering City ouncil / ‘/ a,. Zlo( Zof4 Tony Prevedel, P.Eng. Chief Administrative Officer 92 CORP0227-07/01 revised • The Corporation of the City of Pickering By-law No. xx/14 Being a by-law to provide for early voting and reduced hours of voting in institutions and retirement homes on advance voting days. Whereas Section 46(3) of the Municipal Elections Act, 1996, S.O., provides that a municipal council may pass a by-law providing that specified voting places shall be open for reduced voting hours in voting places in retirement homes or those institutions as defined in Section 45(7) of the said Act, where the voting place is only for the use of its residents; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: That the voting places listed below shall be open during the dates and times specified: Voting Place Dates and Times of Voting • Village Retirement Centre Thursday, October 16, 2014 1955 Valley Farm Road 1:00 pm — 3:00 pm Pickering, ON L1V 3R6 Bay Ridges LTCC Friday, October 17, 2014 900 Sandy Beach Road • 10:00 am — 12:00 pm Pickering, ON L1W 1Z4 Abbeylawn Manor Thursday, October 16, 2014 534 Rodd Avenue, 10:00 am — 12:00 pm Pickering, ON L1W 2B2 By-law passed this 22nd day of April, 2014. David Ryan, Mayor Debbie Shields, City Clerk 93 The Corporation of the City of Pickering By-law No:xx/14 Being a by-law to provide for advance votes to be held prior to the 2014 Voting Day. Whereas Section 43 (1) of the Municipal Elections Act, 1996, S. 0., provides that a municipal Council shall pass a by-law establishing one or more dates for an advance vote and the hours during which voting places shall be open on that date or dates; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. An advance vote shall be held on Wednesday, October 15, 2014 between the hours of 3:00 pm to 8:00 pm at the Pickering Civic Complex, One The Esplanade. 2. A second advance vote shall be held on Thursday, October 16, 2014 between the hours of 3:00 pm to 8:00 pm at the Pickering Civic Complex, One The Esplanade. 3. A third advance vote shall be held on Friday, October 17,.2014 between the hours of 3:00 pm to 8:00 pm at the Pickering Civic Complex, One The Esplanade. 4. A fourth advance vote shall be held on Saturday, October 18, 2014 between the hours of 9:00 am to 6:00 pm at the Pickering Civic Complex, One The Esplanade. By-law passed this 22"d day of April, 2014. David Ryan, Mayor • Debbie Shields, City Clerk 94 call 00 Report to ' ' Executive Committee PICKERING • Report Number: CLK 03-14 Date: April 14, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Establishment of a Compliance Audit Committee under the Municipal Elections Act, 1996, as amended - File: A-2000 Recommendation: 1. That a Compliance Audit Committee be established in accordance with the provisions of the Municipal Elections Act, 1996, as amended; 2. That the Compliance Audit Committee be delegated full authority to exercise all powers and functions related to compliance audit applications; 3. That the Compliance Audit Committee be comprised of three members with credentials and expertise suitable to consider matters related to the election campaign finance provision of the Municipal Elections Act, 1996; 4. That the terms of reference for the Compliance Audit Committee including the remuneration for Committee members be adopted; 5. That the City Clerk recruit and recommend three qualified individuals for appointment to the.Committee; 6. That the draft by-law attached to Report CLK 03-14 be enacted; and 7. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. Executive Summary: An elector who is entitled to vote in an election and believes on reasonable grounds that a candidate has contravened a provision of the Municipal Elections Act, 1996 (MEA) relating to election campaign finances may apply for a compliance audit of the candidate's election campaign finances. In this regard, the MEA requires that all municipal councils and local boards must appoint a Compliance Audit Committee before October 1, 2014, to address applications requesting a review of a candidate's campaign finances. The City Clerk.is responsible for the recruitment of the Committee and also responsible for the establishment of administrative practices and procedures for the Committee and 95 Report CLK 03-14 April 14, 2014 Subject: 2014 Municipal Election — Compliance Audit Committee Page 2 shall carry out any other duties required under the MEA to implement the Committee's decisions. The Municipality is responsible for paying all costs in relation to the Committee's operations and activities. Financial Implications: Factors involved. in determining Compliance Audit Committee costs include the number of compliance audit applications that might be received, the number of meetings that are required to be held and the complexity of the audits that may need to be conducted. The Municipality is responsible for any costs resulting from the review of applications p Y p Y 9 pp submitted to the Municipal Election Compliance Audit Committee. These costs include: - Costs related to the Committee's operations and activities - Auditors' costs to perform an audit if required - Legal costs related to an appeal to the Ontario Court of Justice with respect to a decision of the Committee - Legal costs to undertake legal action against the candidate for violations of the election finance provisions of the MEA - Costs related to the recovery of auditor costs where the auditors report indicates that there was no apparent contravention and the Committee finds that there were no reasonable grounds for the application. Suggested costs per Compliance Audit Committee member, within the terms of . reference for Council approval are: - $250.00 retainer fee - $200.00 per meeting fee Staff are recommending that the retainer fee for three members be taken from the 2014 Election budget. If any requests for Compliance Audits for the 2014 election are received, they would occur in 2015 and the appropriate budget amount would be reviewed and included in the 2015 Budget. Discussion: The MEA now requires that every municipality appoint a Compliance Audit Committee prior to October 1, 2014. The MEA enables a qualified elector who believes on reasonable grounds that a candidate has contravened the election campaign finance provisions of the MEA to apply to the Clerk in writing requesting a compliance audit of the candidate's election campaign finances. The following is a brief overview of the compliance audit application and review process: - an application must be made within 90 days of a candidates' financial statement filing deadline, it must be made in writing and it must"set out the reasons for the elector's belief; - within 30 days of receiving an application, it must be decided whether to grant or reject the application; 9 6 CORP0227-07/01 revised Report CLK 03-14 April 14, 2014 Subject: 2014 Municipal Election — Compliance Audit Committee Page 3 - within 15 days after the decision is made, it may be appealed to the Ontario Court of Justice and the Court may make any decision that the local authority could have made; - if the request is granted, an auditor licensed under the Public Accounting Act, 2004, shall be appointed to conduct the compliance audit. The auditor is granted broad powers for the purpose of conducting the audit and the auditor's costs are paid by the municipality; - the auditor shall conduct the audit and prepare a report which outlines apparent contraventions, if any; - the auditor's report shall be considered within 30 days and legal proceedings to address any apparent contraventions may be commenced against the candidate; and - if the auditor's report indicates that there have been no apparent contraventions and it is determined that there are no reasonable grounds for the application, the auditor's costs may be recovered from the applicant. Committee Structure The MEA provides that the Compliance Audit Committee must consist of a minimum of three to a maximum of seven members. Staff are recommending a three member Committee. The Committee cannot include Council Members or City Staff and must be established prior to October 1, 2014. The recruitment process, selection criteria, terms of reference and compliance audit processes are outlined below. Recruitment of Compliance Audit Committee Members Compliance Audit Committee members must possess an in-depth knowledge of the campaign financing rules of the MEA. If not, they will not be in a position to reach an independent decision on the merits of the application. As.the Committee will operate as a quasi-judicial Committee, prior experience on a Committee, task force or tribunal would also be an asset from a meeting management perspective. To ensure a fair, open and transparent process, staff recommend that the recruitment process for the City of Pickering include an advertisement in the local newspaper and on the municipal website detailing the selection criteria. The following selection criteria are recommended: - the individual's knowledge of the campaign financing rules of the MEA; - proven analytical and decision making skills; - experience working on a committee, task force, disciplinary committee, or a similar body; - availability and willingness to attending meetings; and - excellent oral and written communication skills. To avoid a conflict of interest, care must be taken that any auditors or accountants appointed to the Compliance Audit Committee do not audit or prepare the financial statements of any candidate running for office on City Council: Accordingly, any auditor CORP0227-07/01 revised 97 Report CLK 03-14 April 14, 2014 Subject: 2014 Municipal Election — Compliance Audit Committee Page 4 or accountant appointed to the Committee will have to agree in writing to not'undertake the audits or preparation of the financial statements of any candidates seeking election on City of Pickering Council. It is recommended, at the close of the application period, that all applications meeting the minimum qualifications be forwarded to Council for consideration, selection and appointment. Terms of Reference The mandate for the Compliance Audit Committee is outlined in section 81 of the MEA. The term of the Committee is the same as the term of office of Council (2014-2018). The City Clerk will act as the main contact between the Compliance Audit Committee and Council. Staff administration support to the Committee would be supplied by the City Clerk. A detailed Terms of Reference for the Compliance Audit Committee is included as Attachment 2 to this report. Attachments: 1. Draft By-law 2. Terms of Reference Prepared By: Approve,d/Endorsed By: Debbie Shields Paul Bigio City Clerk Director, Co et . - Services & City Solicitor PB:ds Recommended for the consideration of Pickering City Council /,/ fiat. 3 Zo14 Tony Prevedel, P.Eng. Chief Administrative Officer 98 CORP0227-07/01 revised ATrAcHKENT,r� J_TO REPO.T# The Corporation of the City of Pickering CA— C�3�� By-law No. /14 Being a by-law to establish a Compliance Audit Committee for each Term of Council. Whereas section 81 of the Municipal Elections Act, 1996, as amended, requires the Council to establish a Compliance Audit Committee, before October 1 of an election year for the purposes of section 81 of the Act; and Whereas the City of Pickering is committed to ensuring a consistent, open and transparent process for receiving and processing compliance audit applications. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. A Compliance Audit Committee consisting of three (3) members with full delegation of the permitted authority be established under the provisions of the Municipal Elections Act, 1996, as amended. 2. That the "Terms of Reference" attached as Schedule A and forming part of this by-law, shall guide the structure and responsibilities of the Compliance Audit Committee. 3. That the Compliance Audit Committee's authority shall extend only to applications made with respect to candidate campaign finances related to the current Municipal Election. By-law passed this day of , 2014. • David Ryan, Mayor Debbie Shields, City Clerk • 99 City of Pickering Election ATrACwttiaEAT 1'C REPORT* Compliance Audit Committee C.Lj< OS_I Lt- Terms of Reference Name: The name of the Committee is the "City of Pickering Election Compliance Audit Committee" (the Committee). Mandate: The powers and functions of the Committee are set out in Section 81 of the Municipal Elections Act, 1996. - Within 30 days of receipt of an application requesting a compliance audit, the Committee shall consider the compliance audit application and decide whether it should be granted or rejected; - If the application is granted, the Committee shall appoint an auditor licensed under the Public Accounting Act, 2004 to conduct a compliance audit; - The Committee will review the auditor's report within 10 days of receipt and decide whether legal proceedings should be commenced; and - If the auditor's report indicates that there were no apparent contraventions and if there appears there were no reasonable grounds for the application, the Committee shall advise Council accordingly. Reporting and Functional Relationships: The City Clerk will act as the main contact between the Committee and Council and will report on Committee activity as required to the appropriate individuals and Council. Committee Membership: The Committee shall consist of three members appointed by the Council of the City of Pickering. The City Clerk will recruit and recommend three qualified individuals for appointment to the Committee. The following persons are not eligible for appointment to the Committee: - Employees or officers of the City of Pickering - Members of Council - Any candidates running in the election for which the Committee is established All Committee Members must agree in writing that they will not work/volunteer for any candidate, provide advice to., prepare or audit the election financial statements of any candidate for office on the City of Pickering Council or become a candidate in the current Municipal Election and any by-elections during Council's term, if they do, their appointment will be terminated. 1 100 All Committee Members must have the ability to understand and apply the election campaign finance provisions of the Act and should be considered impartial with respect to their ability to fulfill their responsibilities. Preference shall be given to candidates that have applicable experience in accounting, law, law enforcement and academics from related fields. Remuneration to appointed members will be as follows: - $250.00 retainer fee (includes compensation for review of any background materials) - $200.00 per meeting Membership Selection Criteria: The recruitment process shall include an advertisement in the local paper and on the municipal website detailing the selection criteria. All applicants will be required to complete an application form outlining their qualifications and experience. All applications will be forwarded to Council for consideration and appointment. The selection process will be based upon clearly understood and equitable criteria. Members will be selected on the basis of the following: - demonstrated knowledge and understanding of municipal election campaign financing rules; - proven analytical and decision-making skills; - experience working on a committee, task force or similar setting; - availability and willingness to attend meetings; and - excellent oral and written communication skills; Meeting Structure: The Committee will be called to order when an application for a compliance audit has been received. The date and time of the meeting will be determined by the City Clerk and communicated directly to the committee members. All time frames outlined in the Act and regulations will be adhered to. Committee activity will be determined primarily by the number and complexity of applications for compliance audits that may be received. The frequency and duration of Committee meetings will be determined by the Committee in consultation with the City Clerk. An agenda shall be prepared for each Committee meeting. Minutes of each meeting shall outline the general deliberations and specific actions and recommendations that result. 2 101 The Committee members will select a Chair from amongst its members at its first meeting. The Committee will conduct its meetings in public, subject to the need to meet in closed session for a purpose authorized by section 239 of the Municipal Act, 2001. The City's web site will be used to communicate meeting notices, agendas and decisions. Conflict of Interest: Members of the Committee must abide by the Municipal Conflict of Interest Act. Members shall not use their status on the Committee for personal or political gain. Term of the Committee: The mandate of the City of Pickering Election Compliance Audit Committee will be considered complete at the end of the four year term of Council, at which time, a successor committee shall be appointed. Exception —Any outstanding applications that have not yet been completed at the end of the four year term shall be completed by the Committee which first accepted the application. 3 102 Report to � �- - Executive Committee I KERIN Report Number: CR 04-14 Date: April 14,.2014 From: Marisa Carpino Director, Culture & Recreation Subject: Community Association Agreements • - Facility Partnerships & Community Grant Policy - File: A-1440 Recommendation: 1. That Report CR 04-14 regarding Community Association Agreements be received; 2. That Council authorize staff to prepare a written facility agreement with each of Brougham Recreation Association (Brougham Hall), Greenwood Recreation Association (Greenwood Community Centre), Mt. Zion Community Centre Association (Mt. Zion Community Centre) and Whitevale & District Residents' Association (Whitevale Community Centre) enabling each association to operate City-owned facilities; with each such agreement to be brought back to Council for consideration and approval. 3. That Council authorize staff to continue to operate under the terms and conditions of the existing written facility agreements with Canadian Progress Club Durham South (Front Street Centre) and Claremont Lions Club (Claremont Community Centre). 4. That Council,authorize staff to prepare written facility agreements with 856 Air Cadets (East Shore Community Centre), Claremont Seniors Club (Claremont Community Centre), Pickering Lawn Bowling Club (East Shore Community Centre), South Pickering Seniors Club (East Shore Community Centre), Rouge Hill Seniors Club (Petticoat Creek Community Centre), Rebekah Lodge (Petticoat Creek Community Centre), The Youth Centre (Petticoat Creek Community Centre) regarding exclusive and/or regular use of City owned and operated facilities; with each such agreement to be brought back to Council for consideration and approval. 5. That Council authorize staff to waive the rental fees otherwise chargeable to Pickering East Shore Community Centre (PESCA) for its monthly meetings and Annual General Meeting in a meeting room at the East Shore Community Centre. 6. That Council authorize staff to negotiate the terms of a new licence agreement with the Gingerbread Cooperative Nursery School for regular use of the West Shore Community Centre; such agreement to be brought back to Council for consideration and approval. 103 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 2 7. That Council authorize staff to terminate the verbal facility agreement with the Toronto and Region Conservation Authority and their use of East Shore Community Centre. 8. That Council authorize staff to revise the existing City of Pickering Community Grant Policy that requires qualified community associations to submit a request for financial support of community events, programs and initiatives, and to present a revised Grant Policy for Council consideration. 9. That Council authorize staff to prepare a written lease agreement with each of Amberlea Tennis Club, Dunmoore Tennis Club, Glendale Tennis Club, Greenwood Tennis Club, Maple Ridge Tennis Club, Rosebank Tennis Club and Sandy Beach Tennis Club; such lease agreements to be brought back to Council for consideration and approval. 10. That Council authorize staff to enter into a new written lease agreement with Pickering Italian Social Club for exclusive use of Centennial Park Building and Bocce Courts; such lease agreement to be brought back to Council for consideration and approval. 11. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: The City of Pickering has both written and verbal facility agreements with various Pickering community associations. In most cases, these facility agreements hold community associations responsible to conduct the general maintenance and cleaning of the facility at their expense. In return, community associations are provided free use of the municipally owned facility for their association activities and are entitled to keep all or a percentage of the total revenue they collect through facility rentals. Council received Report CAO 02-13 at the February 25, 2013 Council Meeting which summarized the existing partnerships between the City of Pickering and participating community associations. By Resolution #31/13, staff have reviewed all existing written agreements and/or verbal arrangements with community associations with the intent of normalizing all such existing agreements to a fair and equitable base, and report back to Council with a proposed protocol. As a result of this review, staff propose a number of recommendations regarding agreements/arrangements with community associations that are outlined in this report. The report also proposes a Community Grant Policy and application form so that requests from the community can be considered in a standard and more comprehensive manner. 104 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 3 Financial Implications: Facility Operation: Should the City assume the facility operation and permitting of those municipal facilities currently being operated and permitted by participating community associations, the cost to the City of Pickering will be approximately $55,050 per year. The City of Pickering would collect 100% of the permitted rental revenue and that is projected to be $18,597_per year resulting in a net loss of$36,453. • Should the City continue with the existing arrangements of facility use by community associations as is recommended by City staff, the City of Pickering would continue to collect approximately $1,183 per year from the Claremont Community Centre in revenue sharing. Grants: In the 2014 Grants Budget, $306,925 has been approved for various community projects. Each year, the Division Head, Finance & Treasurer will recommend to Council an annual grants budget allocation which will maintain the 2014 grant funding level. Discussion: The City of Pickering has both written and verbal facility agreements with various Pickering community associations. In most cases, these - facility agreements require community associations to conduct the general maintenance and cleaning of the facility at their expense. In return, community associations are provided free use of the municipally owned facility for their association activities and are entitled to keep all or a percentage of the total revenue they collect through facility rentals. Council received Report CAO 02-13 at the February 25, 2013 Council Meeting which summarized the existing partnerships between the City of Pickering and participating community associations. By Resolution #31/13, staff have reviewed all existing written agreements and/or verbal arrangements with community associations with the intent of normalizing all such existing agreements to a fair and equitable base, and report back to Council with a proposed protocol. As a result, staff have completed a review of all community associations and separated the review into the following categories: A. Community Associations that permit and operate a municipal facility on behalf of the City of Pickering. This review includes: • Brougham Recreation Association • Canadian Progress Club Durham South • Claremont Lions Club • Greenwood Recreation Association • Mt. Zion Community Centre Association • Whitevale & District Residents' Association 105 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 4 B. Community Associations that are regular permit holders and/or have exclusive use of designated areas of city owned and operated facilities. This review includes: • 856 Pickering Air Cadets • Claremont Seniors Club • Greenwood Seniors Club • Pickering Italian Seniors Club • Pickering Lawn Bowling Club • Rebekah Lodge • • Rouge Hill Seniors Club • South Pickering Seniors Club • Durham West Arts Centre Foundation • Durham West Arts Centre Incorporated • Pickering East Shore Community Association • Pine Ridge Arts Council • Pickering Museum Village Foundation • The Youth Centre • Toronto and Region Conservation Authority • Gingerbread Cooperative Nursery School • C. Community Associations that operate tennis programs at city owned tennis courts. This review includes: • Amberlea Tennis Club • Dunmoore Tennis Club • Glendale Tennis Club • Greenwood Tennis Club • Maple Ridge Tennis Club • Rosebank Tennis Club • Sandy Beach Tennis Club D. Community Associations that own and operate their own facilities and activities on city owned property. This review includes the Pickering Ajax Italian Social Club. E. Community Associations and Sport User Groups that operate their activities in city owned parks. Review Findings: A. Community Associations that permit and operate a municipal facility on behalf of the City of Pickering. 106 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 5 Brougham Recreation Association has a verbal facility agreement with the City of Pickering for the Brougham Community Hall. The facility is used at no cost by a local church group for special events, Boy Scouts for annual sleep over and Land over Landings for their monthly meetings. The Brougham Hall is permitted for a fee for Gun Safety Programs, Backwood Players for rehearsals and productions, and various private functions such as Showers, Anniversaries and Christmas Parties. The association is responsible to clean the facility at their expense and coordinates all facility rentals keeping 100% of rental revenue which totals $2,500 in 2013. The annual expenses of the Brougham Recreation Association totaled $890 in 2013 and included cleaning supplies, cleaning services, ladder replacement and insurance. The association maintains general commercial liability insurance of$1 million. The City of Pickering is responsible for all maintenance and operating costs of the facility which include utilities, landscaping, snow removal and capital upgrades. Canadian Progress Club Durham South has a 3 year lease agreement from February 1, 2012 to January 31, 2015 with the City of Pickering for the Front Street Centre. Canadian Progress Club Durham South use the facility to host association meetings twice per month. They also permit the facility to various community organizations including the Rod and Gun Club (monthly meetings), Pickering Softball Association (once a month from September to December), Special Olympics (regular committee meetings) and Dragon Boat Club (summer camps). Canadian Progress Club Durham South is responsible for facility cleaning, sidewalk snow removal, and the coordination of all facility rentals keeping 100% of rental revenue which totalled $917 in 2011 (2012 and 2013 figures are not currently available due to a change in the club's executive). Their expenses include cost of cleaning supplies and insurance. The association is responsible to maintain general commercial liability insurance of$5 million. The City of Pickering is responsible for all maintenance and operating costs of the facility which include utilities, landscaping, parking lot snow removal and capital upgrades. Claremont Lions Club has a 3 year lease agreement from April 1, 2012 to March 31, 2015 with the City of Pickering for the Claremont Community Centre. Claremont Lions Club use the community centre to host their weekly meetings. They also provide the facility at no cost to various Claremont community associations that include Claremont District Community Association, Claremont Garden Club, Claremont Scouts, Life Centre Claremont Church Group and District Al 6 Lioness Club. Any member of the Claremont Lions Club can permit the Lions Meeting Room and/or the hall at no charge. The club permits the facility for a fee to individuals that run activities such as the motorcycle club, volleyball, fitness, softball and to residents that host private functions (wedding, shower etc). 107 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 6 The association is responsible for facility cleaning and the coordination of all facility rentals keeping 100% of rental revenue not held on Saturdays, which totals approximately $7,000 to $10,000 annually. Twenty-five percent of rental revenue on Saturdays are paid to the City of Pickering which totals $1,183 in 2013. The club earns additional revenues through donations, bar sales and club membership fees. The Club's financial statement for 2013 is not readily available since there has been a change in the executive but in the club's 2013 fourth quarter financial report, their expenses are slightly less than their revenues. Club expenses include Lions International membership dues, hall cleaning, donations, advertising and bar expenses. The club is responsible to maintain general commercial liability insurance of$2 million. The City of Pickering is responsible for all maintenance and operating costs of the facility which include utilities, landscaping, parking lot snow removal and capital upgrades. Greenwood Recreation Association has a verbal agreement with the City of Pickering for the Greenwood Community Centre. The association uses the facility to host a variety of community events such as Summer Kick Off BBQ, Tennis Lessons, Driftwood in the Park and Christmas Pot Luck. The association permits the facility for a fee to a. Karate group and for various private rentals. The association is responsible to clean the facility at their expense and coordinates all facility rentals keeping 100% of rental revenue which totals $3,000 in 2013. The association received a further$1,993 through their Karate program. The annual expenses of the Greenwood Recreation Association totaled $7,077 in 2013 and included cleaning supplies, cleaning services, community events and insurance. The association maintains general commercial liability insurance of$2 million. The City of Pickering is responsible for all maintenance and operating costs of the facility which include utilities, landscaping, snow removal and capital upgrades. Nit. Zion Community Centre Association has a verbal agreement with the City of Pickering for the Mt. Zion Community Centre. Mt. Zion Community Centre Association use the community centre to host association meetings. They also provide free use of the community centre when the activity is for community use (i.e. craft and bake sale, funeral). The association is responsible to clean the facility at their expense and coordinates all facility rentals keeping 100% of rental revenue which totals $910 in 2013. The annual expenses of the Mt. Zion Community Centre Association totalled $1,392 in 2013 and included cleaning services and coffee. The association does not currently maintain general commercial liability insurance. The City of Pickering is responsible for all maintenance and operating costs of the facility which include utilities, landscaping, snow removal and capital upgrades. 108 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 7 Whitevale & District Residents' Association (WDRA) has a verbal agreement with the City of Pickering for the Whitevale Community Centre. The Whitevale & District Residents' Association use the community centre to host monthly association meetings (10 per year), committee meetings (6 per year), and host various community activities such as owl prowl, community BBQ and quilting club. They also permit the community centre at no cost to Natureways for various programming and to the City of Pickering for summer camp field trips. WDRA is responsible to clean the facility at their expense and coordinates all facility rentals keeping 100% of rental revenue which totals $1,270 in 2013. WDRA collect additional revenues from their Spring Festival and other miscellaneous projects totaling $3,657. The annual expenses of the Whitevale & District Residents' Association totaled $2,626 in 2013 that covered costs for their spring festival, rink flooding and insurance. The association maintains general commercial liability insurance of$1 million. The City of Pickering is responsible for all maintenance and operating costs of the facility which include utilities, landscaping, snow removal and capital upgrades. B. Community Associations/Ratepayers that are regular permit holders and/or have exclusive use of designated areas of city owned and operated facilities. 856 Pickering Air Cadets has a verbal agreement with the City of Pickering for exclusive use of a meeting room, office and three storage rooms located on the second floor of the East Shore Community Centre at no cost. They are regular permit holders of the gymnasium, community room, room 2 and room 4 for their activities. The City of Pickering covers the cost for all maintenance and operating costs of the facility which include utilities, landscaping, snow removal and capital upgrades. 856 Pickering Air Cadets are also permit holders of Pickering Recreation Complex Banquet Halls, Don Beer Arena Banquet Hall and West Shore Community Centre for occasional activities. They are charged permit fees by the City of Pickering for these rentals with the exception of their 2 Tag days per year at ESCC. The City received $11,275 from 856 Pickering Air Cadets in 2013 permit fees. Claremont Seniors Club has a verbal agreement with the City of Pickering to have exclusive use of a community room equipped with a kitchen at the Claremont Community Centre at no cost to the Claremont Seniors Club. The City of Pickering is responsible for all maintenance and operating costs of the facility which include utilities, landscaping, parking lot snow removal and capital upgrades. City of Pickering provides an annual grant of up to $1,100 to the Claremont Seniors Club for club bus trips. Greenwood Seniors Club use the Greenwood United Church and not a municipal facility for their social activities. Pickering Italian Seniors Club are regular paying permit holders of Petticoat Creek Community Centre. The club uses the Franklin and Paris Halls every Wednesday evening for social activities and host approximately 5 special events per year. The City 109 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 8 received $2,011 from the Pickering Italian Seniors Club in 2013 permit fees. City of Pickering is responsible to provide meeting room set up and supervision. Pickering Lawn Bowling Club has a verbal agreement with the City of Pickering to have exclusive use of the Lawn Bowling Room & Greens at the East Shore Community Centre at no cost. The Lawn Bowling Room includes a main hall, kitchen, office, pantry and washrooms and the outdoor grounds include 16 lawn bowling greens with covered seating area and a fully enclosed storage facility. City of Pickering covers the cost for all facility maintenance and operating costs, light fees, grass cutting and snow ploughing. The City of Pickering is also responsible for capital upgrades to the facility and the greens. Rebekah Lodge has a verbal agreement with the City of Pickering to permit the Paris Hall & Kitchen at the Petticoat Creek Community Centre at no cost for their lunch and lodge meeting every 2nd and 4th Thursday of the month from 10 am to 4 pm. Rebekah Lodge has dedicated storage in the kitchen and in the coat closet located in the Franklin Room. City of Pickering covers the cost for all facility maintenance and operating costs and provides meeting room set up and supervision. Rouge Hill Seniors Club (RHS) has a verbal agreement with the City of Pickering to permit the Franklin and Paris Halls, Youth Room and Counsellor Room at the Petticoat Creek Community Centre at no cost for activities such as cards, darts, carpet bowling and meetings. The RHS Seniors also have dedicated storage space in the Paris Hall storage room and the kitchen. The City of Pickering covers the cost for all maintenance and operating costs of the facility which include utilities, landscaping, snow removal and capital upgrades. The City of Pickering is also responsible for capital expenses. City of Pickering provides an annual grant of up to $1,500 to the Rouge Hill Seniors Club for club bus trips. South Pickering Seniors Club (SPSC) has a verbal agreement with the City of Pickering to have exclusive use of the billiards room, seniors' office, computer lab, main hall, millennium room, kitchen, barroom, washrooms and storage rooms at the East Shore Community Centre at no cost for their activities such as cards, darts, carpet bowling and meetings. SPSC also permit the Rec. Complex banquet hall for their annual Christmas Dance (at no charge to the SPSC). The City of Pickering is responsible for the facility maintenance and operating costs which includes utilities, heating, snow ploughing and exterior landscaping. The City of Pickering is also responsible for capital upgrades to the facility. City of Pickering provides an annual grant of up to $4,500 to SPSC for club bus trips. Durham West Arts Centre Foundation (DWAC Foundation) permits meeting room space at the Pickering Recreation Complex approximately 6 times per year at no cost to DWAC Foundation. City of Pickering has a staff representative present at their meetings. City of Pickering provides meeting room set up and supervision. The City of Pickering has provided DWAC Foundation with an annual grant of$20,000 since 2011. 110 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 9 Durham West Arts Centre Incorporated (DWAC Incorporated) has a licence 2019 with the City of Pickering to operate the agreement from April 1, 2014 to March 31, 20 y g p Pottery Studio at the Pickering Recreation Complex. This includes the pottery classroom, glaze room and kiln room. DWAC Inc. is responsible for all personnel and supply costs and to maintain pottery facilities in a clean, sanitary and attractive condition. DWAC Inc. is also responsible to provide the City of Pickering with $2 million in comprehensive general liability insurance. City of Pickering collects $820 per month (pls. HST) from April 1, 2014 to March 31, 2015; $840 per month (pls. HST) from April 1, 2015 to March 31, 2016; $860 per month (pls. HST) from April 1, 2016 to March 31, 2017; $880 per month (pls. HST) from April 1, 2017 to March 31, 2018; and $900 per month (pls. HST) from April 1, 2018 to March 31, 2019. The City of Pickering is responsible for all utility costs. The City of Pickering has provided DWAC Inc. with an annual grant of$10,000 since 2003. Pickering East Shore Community Association (PESCA) permits a meeting room at the East Shore Community Centre to conduct their monthly meetings and annual AGM at no cost to PESCA. City of Pickering provides meeting room set up and supervision. • PineRidge Arts Council (PRAC) permits meeting room space at the Pickering Recreation Complex approximately 11 times per year at no cost to PRAC. City of Pickering sends a staff representative to their meetings. City of Pickering provides meeting room set up and supervision. PRAC contributes approximately $300 each year to offset volunteer and artist refreshments at the annual Artfest on the Esplanade event. Pickering Museum Village Foundation (PMV Foundation) are provided free meeting room space at Pickering City Hall for their monthly meetings and the Pickering Recreation Complex meeting rooms for their annual general meeting. City of Pickering sends a staff representative to their meetings. City of Pickering provides meeting room setup and supervision. The purpose of the Pickering Museum Village Foundation is to assist the Pickering Museum Village in major restoration projects, to assist with the acquisition, restoration, maintenance, recording and care of all artefacts of the site, to generate an endowment fund to support the future restoration, research and display needs of the Pickering Museum Village, and to assist the Pickering Museum Village in the development and presentation of Education Programs. As such, PMV Foundation has contributed hundreds of thousands of dollars to the City of Pickering over the past several years on various museum projects most notably the restoration of the Temperance House, Peturbough School House and Chapel. . The Youth Centre has a verbal agreement with the City of Pickering to use the Counselling Room at the Petticoat Creek Community Centre at no cost. The counseling room is used once per week (Mondays) to offer their youth services at a Pickering satellite location. This arrangement has been in place since the facility opened in 2001. In 2013, the City of Pickering equipped the room as a computer programming room for seniors and youth and the Youth Centre practitioners have adjusted to the space by utilizing just the desk area for their counseling activities. 111 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 10 Toronto Region Conservation Authority (TRCA) has a verbal agreement with the City of Pickering to have exclusive use of a meeting room at East Shore Community Centre. This was arranged approximately 10 years ago when their staff were relocated from an office space at City Hall to East Shore Community Centre. The room was occupied by TRCA staff on a full time basis but in recent years is only frequented approximately twice a month by their staff. • Gingerbread Cooperative Nursery School has an expired Licence Agreement (beginning September 1, 2010 and ending June 30, 2012) to use the West Shore. Community Centre from Monday to Friday between 8:30 am to 12:30 pm during the months of September to June only to operate their nursery school. The current schedule of the Nursery School is Monday, Wednesday, and Friday only. Their fee to the City of Pickering is $416 including HST per month ($4,160 including HST for 10 months). Gingerbread Cooperative Nursery School is responsible to cover the costs of all personnel, supplies and license fees associated to their operation. The school has dedicated storage at the West Shore Community Centre to store their supplies. The school is responsible to maintain commercial general liability insurance of$2 million. The City of Pickering is responsible for facility cleaning, storage cupboards, utilities and general facility maintenance including snow removal. C. Community Associations/Ratepayers that operate Tennis programs at city owned tennis courts. ' There are 7 not-for-profit community tennis clubs that have long standing partnership agreements with the City of Pickering to organize and operate tennis programs and activities. Tennis Club Name Location 2013 Pickering Non- Members Resident Resident Amberlea Shadybrook Park 66 60 (91%) 6 (9%) (2 courts) Dunmoore Dunmoore Park 370 355 (96%) 15 (4%) (4 courts) Glendale David Farr Memorial 595 439 (74%) 156 (26%) (4 courts) Park Greenwood Greenwood Park 27 24 (89%) 3 (11%) (2 courts) Maple Ridge* Maple Ridge Park 70 65 (93%) 5 (7%) (2 courts) Rosebank* Rick Hull Park 188 188 (100%) 0 (0%) (2 courts) Sandy Beach Kinsmen Park 121 . 50 (41%) 70 (58%) (4 courts) Note: *2012 rates are shown 112 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 11 Community Tennis Clubs pay the City $200 per tennis court each year for hydro use (Amberlea $400, Dunmoore $800, Glendale $800, Maple Ridge $400, Sandy Beach $800). Greenwood and Rosebank fees have been waived due to low number of family members and the membership revenue generated. These tennis courts are exclusively used by members of the respective tennis club. The membership fees are nominal and used to enable the Community Tennis Club offset their operating and program costs. Glendale Tennis Club (GTC) is the only tennis club that had a written lease agreement (expired September 30, 2012). GTC applied for an Ontario Trillium Foundation Grant for funding to improve existing tennis facilities. One of the conditions of the grant required GTC to enter into a 5 year agreement with the City of Pickering for use of tennis facilities. The City of Pickering offers two tennis courts that are available to the general public at no cost and they are Village East Park and Claremont Park. D. Community Associations/Ratepayers that own and operate their own facilities on city owned property. Pickering Ajax Italian Social Club has an expired licence agreement with the City of Pickering for exclusive use of the building and bocce courts at Centennial Park. The club is the sole owner of the portable building which has been placed in Centennial Park. This building is for the purpose of storing their equipment and providing a meeting place for members using the bocce courts. The City of Pickering is the owner of the permanent building that was added to this location after the agreement expired in 2003. The permanent building features washrooms, kitchenette, storage room and utility room. The City maintains the public washrooms portion and the social club maintains and has exclusive use of the rest of the building for their activities. According to the expired licence agreement, Pickering Ajax Italian Social Club are responsible to supply their own power supply and heat to their portable unit at their expense but that has not been the practice since a single meter was installed in the permanent building. The club is, however, responsible to clear snow from the walkway leading to portable at their own expense. The club is responsible to maintain general liability insurance of$1 million. The City of Pickering is responsible for grounds upkeep, washroom maintenance, parking lot maintenance, light fees and garbage pick up. E. Community Associations and Sport User Groups that operate their activities in city owned parks. A variety of community associations and sport user groups permit city owned parks to operate their activities. In all cases, these groups are subject to applicable permit fees as specified in the City of Pickering user fee schedule approved annually by Pickering Council. Community associations and sport user groups are also subject to equipment rental fees should they request additional picnic tables and garbage bins for special events/tournaments. Once again, these groups are subject to City of Pickering user fee schedule approved annually by Pickering Council. Revenue for park, tennis lighting, and equipment fees totaled $29,482 in 2013. 113 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 12 Recommendations: A. Community Associations that permit/operate a municipal facility on behalf of the City of Pickering. Facility Operation: Should the City assume the facility operation and permitting of those municipal facilities currently being operated and permitted by participating community associations, the cost to the City of Pickering will be approximately $55,050 per year (for additional staffing costs). The City would collect 100% of the permitted rental revenue and that is projected to be $18,597 per year resulting in a net increase in cost of$36,453 ($55,050 - $18,597) per year. Facility Projected Projected Projected Projected Projected Name Cleaning Permitting Facility Annual City Annual Rental Cost Cost Coordinator Expenses Revenue* Cost Brougham $2,350 $250 n/a $2,600 $2,500 Hall Front Street $2,450 $300 n/a $2,750 $917 Centre Claremont $22,000 $2,000 $15,675 $39,675 $10,000 Community Centre Greenwood $2,800 $250 n/a $3,050. $3,000 Community Centre Mt. Zion $1,400 $175 n/a $1,575 $910 Community Centre Whitevale $4,800 $600 n/a $5,400 $1,270 Community Association Total $35,800 $8,975 $15,675 $55,050 $18,597 *projected annual rental revenue is based on 2013 actuals collected by community organizations at their standard rental rate. It does not consider potential rental revenue should the existing community organizations that manage the facility begin to pay rental fees for their use. With all written and verbal facility agreements for the above facilities, the community associations relieve the responsibility of managing the day to day activities and cleaning of the facility from the City of Pickering. The City's costs to resume facility operations would exceed any rental revenue the facility would generate. In this way, the rental revenue collected by the community associations makes for a fair funding model. These community organizations are providing an important service to the City of Pickering in exchange for the rental revenue they collect from that facility. That said, a written facility agreement specifying a term limit and specifying terms and conditions should be applied to all participating community associations. 114 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 13 • It should also be noted that these community associations would experience hardship should they be required to pay rental fees for the facility space they currently use on a regular basis at no cost and/or if they cannot collect the rental revenue currently being provided through existing facility agreements. This decision would significantly impact their ability to continue to operate within our community. As such, it is recommended that staff be authorized to prepare written facility agreements with participating community associations before the end of 2014. These agreements will require community associations to provide the City of Pickering with $2 million commercial general liability insurance. It will also require the community associations to ensure that all permit holders using the city facility they manage have insurance and this will be achieved through compliance with the Culture & Recreation Department Insurance Program. Written facility agreements that are currently in place with Canadian Progress Club Durham Region South (Front Street Centre) and the Claremont Lions Club (Claremont Community Centre) are recommended to continue under existing terms and conditions. Canadian Progress Club Durham Region South already ensure that permit holders have insurance. The Claremont Lions Club will be asked to do the same. B. Community Associations that are regular permit holders and/or have exclusive use of designated areas of city owned and operated facilities. Exclusive Use of Municipal Facilities at No Cost: Pickering Lawn Bowling Club and South Pickering Seniors Club have exclusive use of designated space at the East Shore Community Centre at no cost. Similarly, Claremont Seniors Club have exclusive use of designated space at the Claremont Community Centre at no cost. These community organizations have a long standing partnership with the City of Pickering, provide a valuable service to our community and relieve the City of Pickering from the responsibility of managing the day to day activities of the club. Moreover, they would experience hardship should they be required to pay rental fees and the operation of their club would be in jeopardy. As such, City of Pickering staff recommends that these no charge facility arrangements continue but that written facility agreements be initiated before the end of 2015. TRCA have exclusive use of a meeting room at East Shore Community Centre. This inwritten arrangement should be terminated as the space is used very infrequently by TRCA and is in need for storage and/or office space by city staff. Regular Facility Users of Municipal Facilities at No Cost: Rouge Hill Seniors, Rebekah Lodge and The Youth Centre are regular facility users at the Petticoat Creek Community Centre at no cost but do not have exclusive use of designated space within the community centre (besides storage cupboards). This arrangement has been in place since the opening of the facility in 2001. These groups would experience hardship should they be required to pay rental fees and their operation would be in jeopardy impacting the residents they serve. City of Pickering • 115 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 14 staff recommends that the permits for these groups continue to be arranged by City of Pickering staff at no cost. Similarly, Pickering East Shore Community Centre are monthly facility users at the East Shore Community at no cost but do not have exclusive space within the community center. Free monthly meeting room space has been provided to PESCA for many years and as such City of Pickering staff recommends that this arrangement continue. Lastly,the City of Pickering is a partner of DWAC Foundation, PRAC Inc. and PMV Foundation attending their regular meetings and as such their permits should continue to be arranged by City of Pickering staff at no cost. Facility Users with Permits: 86 Air Cadets have exclusive use of an office space on the second floor of the East Shore Community Centre but they pay rental fees for all regular permits (except their tag days which occur twice per year). The Pickering Italian Social Club is a traditional facility renter at Petticoat Creek Community Centre and as such pays the applicable rental fee as specified in the City of Pickering user fee report. These community associations are subject to the terms and conditions set out in the City of Pickering's permit agreement. Staff recommends that this arrangement continue but that a written facility agreement be put in place before the end of 2015 for the exclusive use of office space by 856 Air Cadets. • License Agreements: DWAC Inc. has an existing lease agreement with the City of Pickering which serves the community with arts programming but also generate revenue for the City of Pickering. This agreement is recommended by staff to continue. Gingerbread Cooperative Nursery School has an expired licence agreement with the City of Pickering and staff recommend this to be renewed subject to an inflationary increase made to the annual fees. Corporate Grants: DWAC Foundation and DWAC Inc. have been approved for annual grants by Pickering Council during the budgeting process. Similarly, there are many other Pickering community associations that wish to seek financial support from the City of Pickering for their community events, programs and activities. The City's existing Grant Policy does not afford such requests to be considered by Council. In an effort to develop a fair funding model for all Pickering community associations that permit city facilities, City staff proposes a revised Community Grant Policy that includes a provision to accept grant requests from qualified organizations for initiatives that better serve the community. The policy will require such funding requests to be submitted to the City of Pickering by November 14th each year. Staff will then include such requests in a report to Council for consideration prior to budget deliberations. In this way, Pickering Pickerin community associations will have equal access to financial support from the City of Pickering for community events, programs and initiatives. 116 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 15 Please note that the City of Pickering affords all qualified community associations to free printing (up to 2,500 copies per year) and meeting room space in order to conduct their monthly meetings (12 meetings at $133 pis. HST or$30.81 pis. HST for one meeting from Monday to Thursday with a maximum of 4 hours per meeting). These privileges will continue to be provided to these groups and City of Pickering staff will heighten the promotion of such supports. City of Pickering also provides community organizations with in kind support of events they host in municipal parks. This support includes promotions in municipal facilities and the city's website. The use of picnic tables, garbage cans and other parks related support are offered at a nominal charge as set in the City of Pickering Approved User Fee Report. C. Community Associations/Ratepayers that operate Tennis programs at city owned Tennis courts. With each verbal facility agreements of city-owned tennis courts, Pickering Tennis Clubs. relieve the responsibility of managing the tennis programming from the City of Pickering. The benefit of the arrangement with the City of Pickering is that tennis programs are offered by community organizations at a grass roots level thereby optimizing community engagement. These are not for profit organizations that apply nominal membership fees and provide organized tennis programming such as leagues, clinics, lessons, etc. In exchange for this volunteer service, the City of Pickering maintains the tennis courts. In this way, the existing arrangement with Tennis Clubs rental makes for a fair community partnership. That said, a written facility agreement specifying a term limit and specifying terms and conditions should be applied to each participating tennis club. As such, City of Pickering staff will work to prepare written facility agreements with participating community associations before the end of 2015. These agreements will require community associations to provide the City of Pickering with insurance. D. Community Associations/Ratepayers that operate their own facilities on city owned property. Pickering Ajax Italian Social Club has approximately 100 members. The club provides valuable recreation and social activities for their membership and maximizes use of Centennial Park. City staff recommends that the licence agreement be renewed with the Pickering Ajax Italian Social Club and increase the insurance requirement to $2 million. City of Pickering staff recommends that 10 picnic tables be provided to the site but any additional tables be subject to the applicable delivery fee as is applicable to all other user groups. E. Community Associations and Sport User Groups that operate their activities in city owned parks. Currently, community associations and sport user groups pay applicable park permit and equipment fees to the City of Pickering. City of Pickering staff recommends that 117 Report CR 04-14 April 14, 2014 Subject: Community Association Agreements Page 16 this process proceed unchanged and that all requests to waive the applicable fee be denied. Those groups that experience financial hardship and need financial relief of equipment fees must submit a grant request for such matters. Attachments: 1. Proposed Community Grant Policy &Application Form 2. City of Pickering Facility Inventory Prepared By: Approved/Endorsed By: Marisa Carpino Stan Karwowski Director, Culture & Recreation Divisio -ead, Finance & Treasurer Paul Big'. i Director, Corporate Services & City Solici • • 'chard Holborn Director, Engineering & Public Works MC:Ig Recommended for the consideration of Pickering Ci Counc' d3r, 1o14 Tony Prevedel, P.Eng. Chief Administrative Officer 118 ATTACHMEN # 1 TO REPORT#C� v4- - I T' Lk 00 ._ City Policy PICKE ING Policy Title: Community Grant Policy Number FIN 040 Reference Date Originated (mld/y) Date Revised (m/d/y) Pages Res. #11/83, Item #10 February 7, 1983 January 2008 3 By-law 6750/07 April 14, 2014 Res. #..../14 Approval: Chief Administrative Officer Point of Contact Division Head, Finance &Treasurer • Policy Objective The objective of this policy is to define policy guidelines for responding to organizational requests for grant money. Index 01 Definitions 02 Eligibility Criteria • 03 Procedures 04 Appendices 01 Definitions 01.01 Not-for-Profit—community organizations that operate with controlling members • or boards to fulfill a mandate that serves to better a specific group within the community or the general community at large. Not-for-Profit organizations can be incorporate but are not required to be under this policy. 02 Eligibility Criteria 02.01 To be eligible for a grant pursuant to this Policy, an organization must be a community association, service club and/or sport group: (i) that is not-for-profit; (ii) that serves, in whole or in part, the residents of the City of Pickering; and (iii) at least 80% of whose members reside in the City. 119 A regionally-based organization may be considered for grant funding if it can demonstrate that its services will directly benefit the residents of the City. Organizations with a political mandate, such as ratepayers' associations or tenant/landlord associations are not eligible for grants pursuant to this Policy. Individuals are not eligible for grants pursuant to this Policy. 02.02 To be considered for funding, a grant application by an organization must meet the following criteria: (i) the grant must be used to fund activities, programs or initiatives that serve the residents of the City or that provide an economic benefit to the City or to a local community within the City, or that create a positive image of the City; (ii) the grant must be used to fund activities, programs or initiatives that take place within the municipal boundaries of the City; (iii) the grant must be used to'fund activities, programs or initiatives that are not provided by any level of"government; (iv) the grant must not be used to;;offset administrative costs of the organization or for debt repayment, and'_" (v) the grant must not be used to fund'donations made by the organization. 03 Procedures 03.01 Organizations wishing to request a grant Must complete a Community Grant Application''form (See Appendix 1) in full with required attachments and must submit same to the Division Head, Finance &Treasurer by November 14th for funding in the:`following.;year. Late submissions will not be considered. 03.02 The Division Head,-Finance &Treasurer will review the Community Grant Application to ensure that it meets;the Eligibility Criteria. Organizations that are not in good standing with the City of Pickering and/or have overdue amounts owing to the Citbof Pickering will not be considered. 03.03 Once the Division Head, Finance & Treasurer has determined that a Community Grant Application is eligible for funding under this Policy, it will include the Community Grant Application in a report to Council to be received for information prior to budget deliberations. 03.04 City Council will consider all Community Grant Applications and approve or deny such requests during the annual City Budget approval process. The City's Division Head, Finance & Treasurer will recommend to Council the total grant funding allocation for each calendar year. Community Grant Page 2 of 3 1AIN040 03.05 The Division Head, Finance &Treasurer will confirm in writing the status of each community grant application with the respective applicant within 14 days of the approval of the City Budget by Council Resolution. 03.06 Organizations will receive a cheque for the approved grant amount within 30 days of the approval of the City Budget by Council Resolution, unless required that the grant be funded on a different date. 03.07 Grant recipients will be required to acknowledge the support of the City in all advertising, publicity, programs and signagefor which the funds were granted. The recipient may not represent the City as:partner or hold the City responsible for any obligations related to the grant 03.08 A grant in any year is not to be considered as commitment by the City to continue with such assistance in future years. 03.09 The Division Head, Finance & Treasurer will refuse all grant requests that require funding within,the same calendar year in which the request is made, unless the grant is fora function being conducted by an organization to aid City residents who are stricken by personal tragedy or disaster and are in need of financial assistance. In such cases, the Community Grant Application shall be completed in full and will b subjectio Council approval in the same year the application is made. 03.10 The Division Head, Finance &Treasurer will refuse all requests to waive rental fees for City facilities and park/equipment fees for City parks unless the fees 4pplytoAa function conducted solely to aid City residents who are stricken by personal tragedy or disaster and are in need of financial assistance. In such cases, the Community Grant Application shall be completed in full and will be subject to Council approval in the same year the application is made. Appendices Appendix 1 city-of Pickering Community Grant Application Form • Community Grant Page 3 of 3 FIN040 121 cut oi Community Grant Application gi[INEON/Oh.0 Note: Application Deadline - November 14, 2014 Prior to completing this application form, please review the Community Grant Policy. Completed applications with supporting documentation should be forwarded to City of Pickering, Division Head, Finance & Treasurer, One The Esplanade, Pickering, ON LIV 6K7 or by email to corpsery @pickering.ca or by fax to 905.420.5313. The following are to be included with this application ❑ Constitution/mission statement/or statement of purpose ❑ Copy of the most recent audited Financial Statements (if grant request is $10,000 or more) ❑ Copy of the most recent Financial Statements (if grant request is less than $10,000) ❑ Copy of the minutes of the meetings where the Executive approved the application Organization/Association Name Tel. No. Address Municipality Province Postal Code Contact Information • Name Email Tel. No. Organization Information What year was your organization formed? J Where is your organization based? ❑ City of Pickering ❑ Region of Durham ❑ Yes ❑ No . Is your Organization incorporated as non-profit? If yes, please provide date of incorporation Date of Annual Meeting Personal information contained 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 applying for grant: Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. 122 V Page # of## Cite/ 4 Community Grant Application OIL opio ti _I Please include current executive list Describe your organization's typical activities (eg. programs, activities, events, services) (200 words or less). • What is the totat program registration or association membership in your organization? What percent are Pickering residents? Do you charge a fee for membership or any of the services you provide? List the programs/services provided by your Organization that benefit Pickering residents. Personal information contained 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 applying for grant. Questions about this _ collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. Page# of 343 city 4 Community Grant Application , • ice,l r'!Ar% ._ ..i NOINSWIlla Financial Assistance Amount Requested Amount Received in Previous Years (insert dollar figure) (insert dollar figure) if applicable Please describe how the grant funds will be spent and how it will benefit the Pickering community. Successful organizations may be required to supply evidence that the funds were spent as described. What additional funding or sponsorship have you applied for and/or successfully received in the past 2 years? Year Source Purpose Amount Applied Amount Successfully For$ Received $ • • 6 • Personal information contained 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 applying for grant. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. 124 • Page # of## city off' • Community Grant Application Declaration & Acceptance of Conditions :ICON Niel The Corporation of the City of Pickering (hereinafter called the "City" Name of the Organization (herein after called the "Organization" 1. The Organization confirms that the representations contained in the application for assistance are true and correct in every respect and that in the event that the funds are not used for the project or programs as described in the application, or if there are misrepresentations in the application, the full amount of the assistance will be payable to the City. 2. That the Organization will make or continue to make attempts to secure funding from other sources as indicated in its application. 3. That the Organization will keep proper books of accounts of all receipts and expenditures, relating to the program, services or project. 4. That the Organization will retain and make available for inspection by the City or its auditors all records and books of accounts of the Organization upon request from the City which may be made within 2 years of the grant award. 5. That if the programs or services proposed in the Organization's application are not commenced, or are not completed and there remain City funds on hand, or are completed without requiring the full use of the . City funds, such City funds will be returned to the City. 6. That the program or services not be represented as a City program or service, and that the Organization does not have the authority to hold itself out as an agency of the City in anyway, the only relationship being that the City has approved and granted financial assistance to the Organization. 7. That should the Organization receive grant funding and subsequently disband, the Organization must dispose of their assets in a responsible manner that meets with the approval of the City. 8. That the Organization recognizes the City's contribution as outlined in the Community Grant Policy. 9. If there are any changes in the funding of the services, event or project from that contemplated in the application, the Municipality will be notified of such changes through the Culture & Recreation Department. 10. The applicant agrees to provide the Municipality a year end summary confirming the financial assistance provided by the Municipality was used for the services, event or project as described in their application. Failure to provide such documentation will rule them ineligible for further financial assistance under this program. Personal information contained 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 applying for grant. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON LIV 6K7, 905.420.4611. Page # ofd obi zug _`¢_ Community Grant Application . ,_ Declaration & Acceptance of Conditions r . NINE4R11111,1 Certification We certify that to the best of our knowledge, the financial and descriptive information provided is accurate and is endorsed by the Organization we represent. Name (please print) Name (please print) Authorized Signing Officer#1 Authorized Signing Officer#2 Signature Signature • Position with Organization/Association Position with Organization/Association Date Date S ibm t by Email Personal information contained 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 applying for grant. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. 126 Page # of## ATTACHMENT# L TO REPORT#_S b� — I City of Pickering Facility Inventory (Community Centres only) Name Address Description Operated By Rental Rates Brougham Hall 3545 Brock 2,400.square Brougham Small Group: Road, feet consisting Recreation $50 event rate Brougham of main hall, Association kitchen, stage, Large Group: storage $200 event rate Claremont 4941 Old Brock 12,909 square Claremont Lions Room: Community Road, feet consisting Lions Club $35 per hour Centre Claremont of gymnasium, stage, kitchen, Gymnasium: seniors centre, $600 non library resident event (excluding Fire rate Hall) $350 resident event rate $300 seniors resident event rate Kitchen: $50 event rate (without kitchen contents) $100 event rate (with kitchen contents) Don Beer 940 Dillingham 90,868 square City of Banquet Hall: Arena Road, Pickering feet consisting Pickering Resident: of 3 rinks, $50 per hour snack bar, $540 per day changerooms, . office, main . Non-resident hall, kitchen $55 per hour $570 per day 127 Name Address Description Operated By Rental Rates Greenwood 3551 5,400 square Greenwood $75 resident Community Greenwood feet consisting Residents event rate • Centre Road, of main hall, Association Greenwood youth room, $100-$200 quilting room, non profit event kitchen rate $350 non resident event rate Petticoat Creek 470 Kingston 17,190 square City of Paris or Franklin Community Road, Pickering feet consisting Pickering Room: Centre of Paris Room, Resident: Franklin Room, $46 per hour kitchen, youth $360 per day counseling room, youth Non-resident: room, library, $80 per hour study room, $545 per day and staff office Paris and Franklin Rooms: Resident: $80 per hour $655 per day Non-resident: $115 per hour $850 per day • 128 • • Name Address Description Operated By Rental Rates Pickering 1867 Valley 243,880 square City of West or East Recreation Farm Road, feet consisting Pickering Salons: Complex Pickering of tennis, pool Resident: square, fitness, $690 flat rate 4 meeting rooms and Non-resident: Banquet Halls $900 flat rate 3 Leased Banquet Halls: spaces include Resident: Spa, Wellness $1,280 flat rate Clinic and Pottery Studio Non-resident: $1,665 flat rate Meeting Room: Resident: $30 per hour $155 per day Non-resident: $43 per hour $200 per day Mt. Zion 4230 Sideline 6 2,150 square Mt. Zion $190 for new feet consisting Community bookings of main hall and Centre kitchen Association $90 for meeting rentals West Shore 1011-1015 7,500 square City of Resident: Community Bayly Street, feet consisting Pickering $690 flat rate Centre Pickering of kitchen, mail • hall, storage. Non-resident: $900 flat rate Whitevale 405 Whitevale 2,120 square Whitevale $50 half day Community Road, feet consisting District & event rate Centre Whitevale of lower level Residents' and upper level Association $75 resident common event rate spaces $100 non resident event rate 129 City Report to Executive Committee PI GOMMI Report Number: CR 08-14 • Date: April 14, 2014 From: Marisa Carpino Director, Culture & Recreation Subject: Advancing Access to Affordable Recreation in Durham Region and City of Pickering Access to Recreation Policy - File: A-1440 Recommendation: - 1. That Council receives the Advancing Access to Affordable Recreation in Durham (AAARD) Report as information; 2. That Council approves the signing of the AAARD Charter; 3. That City of Pickering staff be authorized to pursue the avenues of advancing affordable access to recreation to Pickering residents; 4. That Council approve the City of Pickering Access to Recreation Policy; and 5. That appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: Despite the availability of subsidies, low-income residents living within the Region of Durham do not register in recreation services at the same rate as compared to the general population. In order to address this gap, the Advancing Access to Affordable Recreation in Durham (AAARD) Committee was established in 2012. With the participation of over 22 municipal (including the City of Pickering) and not-for- profit organizations, the Committee is working together to increase access to registered recreation services and programs for low-income residents. In fact, AAARD has conducted research related to barriers that prevent individuals from accessing recreation programs and developed guiding principles to assist in addressing these gaps. In order to gain commitment from the AAARD partners to work collaboratively to advance access to affordable recreation in Durham, and clarify what each partner is committing to, a charter has been developed. This report is being provided to Council as an update on the progress of the AAARD Committee to date, as well as recommendation that members of Regional Council 130 Report CR 08-14 • April 14, 2014 Subject: Advancing Access to Affordable Recreation in Durham Region Page 2 support and sign the AAARD Charter at an event hosted by the AAARD Committee at the Durham Region Headquarters in May or June of 2014. The signing of a charter demonstrates a promise from municipal and community partners to commit to examining their own policies and practices to examine what we can each do to improve affordable access to recreation in our community. Finally, this report requests Council support for the City of Pickering's Access to Recreation Policy which was created to reflect the principles of the Charter and the standard operating practices of city staff. Although the City of Pickering offers excellent subsidy programs to eligible residents, a formal Policy must be established to govern practices. Financial Implications: In 2012, the City of Pickering contributed $27,664 in program subsidies to eligible Pickering residents. The City's contribution grew to $29,852 in 2013. The funds contributed by the City of Pickering are not charged to the clients and therefore the revenue is not realized within the respective program revenue accounts. In 2014, funding for the Access to Recreation program was approved in the Current Budget (Grants Section: Account 2195.2712) and serves to not only reflect Pickering's contributions but to also allow staff to transfer grant monies to the respective program revenue accounts. This demonstrates the City's commitment to Access to Recreation while realizing full program revenues. The Access to Recreation program grant will be included annually in the City's budget in order to support the City of Pickering Access to Recreation Program. The recommendations within the AAARD report will not directly result in increased usage of the City of Pickering subsidy program but rather lead to improved efficiencies that assist both the participant and the municipality. Discussion: In November 2011, a presentation was made to the Region of Durham Council on the status of access to affordable recreation by low-income residents in the Durham Region. Regional staff were directed to partner with municipal recreation providers and organizations to develop a workshop and planning meeting to discuss the current state and make recommendations to improve affordable access to recreation. In early 2012, Community Development Council of Durham (CDCD) hosted focus groups with residents from low-income backgrounds to determine the strengths and weaknesses of the current systems and recommendations that would assist in greater access to recreation programs. A workshop was held in June of 2012, funded through a Trillium Grant, that included representatives from all related and allied agencies that could lend their expertise to discussing the issue of affordable access to recreation. Representatives from the school 131 Report CR 08-14 April 14, 2014 Subject: Advancing Access to Affordable Recreation in Durham Region Page 3 boards, public health, social services, non-profit agencies, municipal recreation providers and academics were in attendance. The workshop served to share recent research, best practices and discuss the strengths and challenges within the current delivery system in order to increase affordable access to recreation. Committee Formation One of the positive results of this workshop was the formation of a region wide committee of recreation, health and social service practitioners to further the work of increasing the number of low-income Durham residents who are able to access recreation services. The Committee is called Advancing Access to Affordable Recreation in Durham. Members include all recreation departments from Durham Region municipalities (including a City of Pickering representative), Regional representatives as well as numerous not-for-profit organizations, and school boards. Benefits of Recreation The members of this Committee are committed to working together to increase the number of residents who can experience the benefits of recreation. We commit to working together because the benefits to individuals and communities are positive and worth our joint efforts. Research dictates that the provision of parks, recreation and cultural opportunities is an essential service that enhances individuals and the community alike. Recreation is essential to personal health, key to human development and essential to a high quality of life. Research also found that participation in recreation reduces anti-social behaviour, builds families and communities, and reduces crime and social dysfunction. Since the initial call for Regional Staff to further investigate the issue of affordable recreation.in Durham, the Region's Health and Social Services Committee has received two reports on the progress of the AAARD Committee. The Health'and Social Services committee reports, received on January 26, 2012 and February 14, 2013, are attached for your reference and include updates on the committees guiding principles, municipal efforts, vision statement, and recommended next steps. Consultation Findings Since June 2012, the AAARD Committee has been meeting on a monthly basis and has undertaken the completion of two surveys completed by municipal recreation departments and agencies providing recreational opportunities to determine the number of residents that are participating, barriers that clients are experiencing, and any current policies that are in place to reduce barriers to participation. An important part of moving forward to ensure recreation programs and services are available to all residents is to recognize the barriers that were highlighted by low-income residents that prevent them from participating and taking advantage of subsidy programs. 132 Report CR 08-14 April 14, 2014 Subject: Advancing Access to Affordable Recreation in Durham Region Page 4 The main barriers that are highlighted in the AAARD report are: • Program Knowledge: The lack of awareness regarding programs that are available. • Facilities: A perceived lack of places for informal and structured programs, as well as the barrier of added transportation costs to those facilities. • Affordability: The cost of programs prohibit low-income residents from trying to register, with transportation and equipment requirements adding further barriers. The stigma associated with applying for subsidy and having to provide proof of income. • Capacity: Low-income residents feel that they do not have a voice to change access policies and address affordability issues. • • Accountability: With no central coordinating body where residents can access recreation programs, with many points of entry which make it difficult to navigate. Respondents to the AAARD survey also identified strategies that could be pursued in Durham to help address the gaps and barriers identified. Some strategies highlighted include: • A consistent region wide policy/standard/procedure on subsidy programs. • Regional cooperation/leadership in developing a consistent funding formula and providing region wide research and pilot programs. • Expanded funding for subsidy programs. • Program fees for low-income residents might be based on income or adjusted on a sliding scale. • Training programs for staff who work in recreation programs to help them better serve low-income clients. • Centralized information source for recreation programming. • Cross-promotion between municipalities and organizations offering programming for low-income residents. While the survey highlighted the gaps and barriers within the existing subsidy programs across Durham Region, it also highlighted promising practices that exist within established programs, including: • Partnerships with Canadian Tire Jumpstart and Regional Social Services for program delivery and access. • Quick subsidy approval process, third party billing. • Service providers are making an effort to foster social inclusion. • Partnerships for fundraising. • Good quality outdoor facilities are available at no cost. Community Need According to the 2011 census data, in Durham 149,315 people were reported to be living below the Low-Income Measure (LIM). In 2012, 3,617 individuals accessed recreation fee subsidy programs in Durham from municipal, regional and Canadian Tire 133 Report CR 08-14 - April 14, 2014 Subject: Advancing Access to Affordable Recreation in Durham Region Page 5 Jumpstart funding. This equates to approximately 2.5% of individuals living below the LIM receiving funding for recreation programs. On average 20% of the population participates in registered recreation programs. This research indicates that there is a need to address affordable access to recreation in Durham. With the low percentage of people living below LIM participating in registered recreation programs compared to the average 20% participation rate of the rest of the population, AAARD would like to aim to increase the participation of low- income persons from 2.5% to 6%. This target should be achieved in a timeline of five years ideally. Next Steps of the AAARD Committee Currently the AAARD committee is working to move forward with their recommendations to help further access to affordable recreation. Community consultation was conducted through an online survey and the results were reviewed and summarized by the Community Development Council of Durham. The community consultation demonstrated that the initiatives outlined in the AAARD Report are supported by the community. The next steps for the committee are as follows: • A launch is proposed to garner signatures of commitment of all regional partners on a Charter to Advance Affordable Access to Recreation in Durham Region. •. A communications plan be developed to promote awareness of the opportunities within each municipality. • Attempts be made to bring opportunities to neighborhoods to reduce transportation barriers. • Training sessions to be coordinated with social service providers, educators and service clubs to provide a tool kit that can be given to at risk and low-income clients. • Research be conducted to build the business case for recreation subsidization and other supports in reducing reliance on social assistance and health care. • Research, train and pilot an integrated approach in an at risk area within the region. • Develop a centralized tracking tool to compare successes year over year. AAARD is proposing an event at Regional Headquarters on May 14, 2014 or June 4, 2014 in which the Region of Durham and Municipal Councils and not-for-profit Boards sign the proposed Charter to Advance Affordable Access to Recreation in Durham Region. Council and Board members would be invited to attend this event and the Mayor/Chair, or designate would be asked to sign the charter on behalf of their organization. A Charter to Advance Affordable Access to Recreation in Durham Region would serve to demonstrate the commitment that program and service agencies have in including more residents in recreation. The charter would serve to solidify one vision for the 134 • Report CR 08-14 April 14, 2014 Subject: Advancing Access to Affordable Recreation in Durham Region Page 6 region and indicate that each organization is willing to play its part in a coordinated fashion. Agreeing to the charter would indicate that the partner organizations would be willing to support the following vision to further accessible recreation in Durham: "All residents of Durham Region have the right to access affordable recreation, culture and sport within their communities due to the economic, social, mental, physical and spiritual benefits that participation brings to individuals and to the community." Subsidy Programs The City of Pickering does not have a formal Access to Recreation Policy. Pickering does however participate in three main recreation subsidy programs that include: Regional, Municipal and Canadian Tire Jumpstart. Regional Program: The Region of Durham provides subsidy to low-income residents through their Social Services Certificate Program. Municipalities are provided funds from the Social Services Department to offset the costs of providing recreation opportunities to Ontario Works clients. The Region pays 50% and the remaining 50% is absorbed by the participating municipality. Some municipalities also have a Day Care Fee Assistance Program agreement where the Region provides funding for children to attend municipal camp programs through subsidized child care funds. In 2012, 600 children across Durham Region for a value of$104,022 received funding for recreation programs through the Region of Durham's Social Services Certificate .Program. In 2012, 124 Pickering children received funding from the Region of Durham's Social Services Certificate Program for a total value of$7,208 in subsidized recreation programming. In 2013, 104 Pickering children received funding from the Region of Durham's Social Services Certificate Program for a total of$6,565. In 2012, a,portion of these 600 children who received Durham Region funding was for camp programs through the Day Care Fee Assistance Program. Based on the municipal best practices among AAARD partners, the City of Pickering would like to investigate and pursue a Day Care Fee Assistance Agreement with the Region of Durham so that more Pickering children living in low-income households can participate in Pickering's summer camp program. Municipal Program: Although the City of Pickering does not have formal Access to Recreation Policy, staff follow standard operating procedures to implement Pickering's municipal Access to Recreation subsidy programs. The City of Pickering considers requests for program subsidies by applicants that meet the following eligibility criteria: 1. Qualified Pickering residents that present a Durham Region Social Assistance Card are entitled to participate in one program per session to a maximum of $340/session (same as regional program described above). 50% of the, 135 Report CR 08-14 April 14, 2014 Subject: Advancing Access to Affordable Recreation in Durham Region Page 7 program fee is paid by the Region of Durham and 50% of the program fee is absorbed by the City of Pickering. There are four program sessions in a year (winter, spring, summer and fall). The City's contribution totalled $6,565 in 2013. 2. Qualified Pickering residents that present an Ontario Disability Support Program (ODSP) or Ontario Works Card are entitled to 50% off one program per session to a maximum of$200/session. 50% is paid by the patron and 50% is absorbed by the City of Pickering. There are four program sessions in a year (winter, 'spring, summer and fall). The City's contribution totalled $9,512 in 2013. 3. Qualified residents that present a government issued identification confirming the age of 65 years or older, or confirm a permanent disability (at any age), are entitled to 50% off the non discounted memberships and programs. The patron pays 50% and 50% is absorbed by the City of Pickering. There are four program sessions in a year (winter, spring, summer and fall). The City's contribution for 2013 programs totalled $13,775. 4. Qualified residents with 3 or more children in the same family participating in the same program receive 50% off the registration fee of the 3rd child. This discount is absorbed by the City of Pickering and totalled $6,270 in 2013. Funding for the Access to Recreation program has been approved in the 2014 Current Budget (Grants Section: Account 2195.2712) so that funds can be transferred to the appropriate program revenue accounts. The third child subsidy program is currently under review by City Staff and is not considered in the Grants Budget Account (2195) as part of the Access to Recreation Program. Canadian Tire Jumpstart: The Canadian Tire Jumpstart program subsidizes the cost of recreation programs for children 4 to 18 years of age. Canadian Tire Jumpstart allocates their total budget to "Chapters" across the country. In each municipality, a Chapter Member is established to ensure the funds are distributed effectively to children residing in their municipality. Funding for this program can be provided two times per" year to a child for a maximum of$200 per application period. Each municipality is given an allotted amount of funds to use for municipal and local recreation and sports for qualifying children. Some municipalities serve as the Chapter Member to approve and request funds for the community at large. In other municipalities, not-for-profit organizations serve as the Chapter Member and fulfill this role. In 2012, Canadian Tire Jumpstart provided funds to 1,371 children who live in the Durham Region for a total value of$172,623. The City of Pickering serves as the Chapter Member and approves funds for all City of Pickering residents for children's physically active programs and is designated a funding budget annually by the Canadian Tire Corporation to approve and allocate towards community group sport organizations' programs. In 2012, 328 Pickering children received funding from the Canadian Tire Jumpstart program for a total value of$28,322. In 2013, the total Canadian Tire Jumpstart program contribution was $20,169, 136 Report CR 08-14 April 14, 2014 Subject: Advancing Access to Affordable Recreation in Durham Region Page 8 accounting for 187 children. Every year, Canadian Tire Jumpstart funds dedicated to the City of Pickering is completely utilized. Not-for-Profit Programs: Many not-for-profit organizations offer their own subsidization program including the Abilities Centre, Boys and Girls Club, Girls Incorporated of Durham, Grandview Children's Centre and the YMCA. Each of these organizations have various programs that promote affordable access to recreation for children, youth, adults and seniors. These organizations are generally taking a mixed approach, providing both free programming as well as subsidy or fee-reduction programs for members of the community who demonstrate financial need. They also work closely with existing programs, such as Canadian Tire Jumpstart, to promote affordable access to all those who wish to participate in their programs and services. The research that AAARD has completed has greatly assisted each municipality and partner organization in understanding the strengths and weaknesses of their funding sources and subsidy processes available to residents of their municipality. Through the examination of trends and best practices, each municipality and partner organization will be able to highlight areas where changes can be made to strengthen these programs and services. City of Pickering Access to Recreation Policy The City of Pickering subsidy program is an effective and well used program within our community. Specific changes or enhancements to the City's approach are not needed at this time, however through the AAARD research, modifications to the application process to remove stigma and increase accessibility could be explored. For example, developing the ability for individuals who have been approved through the subsidy program to register online would help to reduce the stigma associated with applying for subsidy. That said, a formal Access to Recreation Policy does not exist within the City of Pickering. As such, the Access to Recreation-Policy is attached for Council's consideration and approval. Conclusion The City of Pickering is committed to fostering healthy, vibrant and safe communities for all its residents. The City of Pickering Access to Recreation Policy will provide a framework by which recreation will be affordable and accessible to residents of all ages and income levels. Moreover, the City of Pickering's signing of the AAARD Charter reflects our commitment to a regional vision for accessible recreation for all regional residents. 137 Report CR 08-14 April 14, 2014 Subject: Advancing Access to Affordable Recreation in Durham Region Page 9 Attachments: 1. Advancing Access to Affordable Recreation in Durham (AAARD) Report— December 2013 2. Advancing Access to Affordable Recreation in Durham (AAARD) Charter 3. City of Pickering Program Subsidy Chart—2012 &2013 4. City of Pickering Access to Recreation Policy (Draft) 5. Regional Municipality of Durham Health & Social Services Committee Report 2012-IES-03 6. Regional Muncipality of Durham Health & Social Services Committee Report 2013-GEN-03 . Prepared By: Approved/Endorsed By: t vir- 1 Sharon ilton Marisa Carpino Supervisor, Recreation Programs • Director, Culture & Recreation MC:Ig Recommended for the consideration of Pickering City Council / /% / 0.& 2-9' 20/4 Tony Prevedel, P.Eng. Chief Administrative Officer 138 � `i CHM Nii 4_wI._....TO REPORT#CR- O — ILA • j• `,j73 yam' ' rJ P { e t H �.. . • o. Advancing Access to Affordable Recreation in Durham December 2013 • • • • 5" e: t'y x_ §T' uate.P - . TUCKER-REID&ASSOCIATES t<. 13 9 Advancing Access To Affordable Recreation In Durham The Advancing Access to Affordable Recreation in Durham Committee wishes to extend its appreciation to the Trillium Foundation and the Region of Durham for providing funding and support in order to complete research and develop recommendations on this worthwhile initiative. Thanks are also extended to our local partners and stakeholders. Our Partners Abilities Centre Boys and Girls Club of Durham Brock Community Health Centre Brock Physical Activity,Network Canadian Tire Jumpstart City of Oshawa City of Pickering Municipality of Clarington Community Development Council Durham Durham District School Board Girls Inc. Durham Grandview Children's Centre Region of Durham - Social Services Region of Durham - Health Department Their Opportunity n Town of Ajax Town of Whitby Township of Scugog Township of Uxbridge Tucker-Reid &Associates YMCA- Oshawa TUCKER-REID&ASSOCIATES 140 • Advancing Access To Affordable Recreation In Durham Table Of Contents Section One: What Exists - Current State of Affordable Access to Recreation in Durham Region 4 1.0 Introduction 4 1.1 Study Process 4 1.2 Report Organization 5 1.3 Critical Research —Making the Case for Affordable Access to Recreation 6 1.4 Demographics and Socio-Economics in Durham 7 1.5 How Service Providers are Reducing Barriers to Access to Affordable Recreation8 1.6 Municipal, Canadian Tire Jumpstart (CTJS) and Region of Durham Affordable Access Programs and Results 10 1.6.1 Regional Programs 10 1.6.2 Municipal Programs 10 1.6.3 Canadian Tire Jumpstart 11 1.6.4 Number of Participants with Lower Incomes Funded Through Municipalities, CTJS and the Region of Durham —2011 and 2012 11 1.7 Barriers and Gaps 12 1.7.1 Program Knowledge 12 1.7.2 Facilities 12 1.7.3 Affordability 12 1.7.4 Capacity 12 1.7.5 Accountability 12 1.8 Client Input 14 1.9 Promising Practises 15 Section Two: "What Could Exist" A Framework to Advance Access to Affordable Recreation 16 2.1 Strengths, Challenges and Opportunities 16 2.2 A Regional Vision and Guiding Principles 18 2.3 Guiding Principles ' ' 18 2.4 Targets 18 2.5 A Charter to Advance Affordable Access to Recreation in Durham Region 19 TUCKER-REID&ASSOCIATES 2 141 Advancing Access To Affordable Recreation In Durham 2.6 A Framework to Increase Access to Affordable Recreation 21 2.7 Our Partners 21 2.8 Recommendations 22 TUCKER-REID&ASSOCIATES 3 142 • Advancing Access To Affordable Recreation In Durham Section One: What Exists - Current State Of Affordable Access To Recreation In Durham Region 1.0 Introduction Recreation opportunities in Durham Region are provided by the municipalities, not for profit sector and the private sector. The Region of Durham does not have direct responsibility for the provision of recreation services but provides funding to assist with recreation and sport opportunities for persons from low income backgrounds. There is broad range of recreational and sport opportunities within Durham and great efforts are made to ensure that barriers are removed to achieve affordable access. Both levels of government as well as non-profit and private sectors support full access due to the benefits that participation in recreational pursuits brings to both the individual and communities alike. The 2006 Canada Census data indicates that 27% or 146,000 residents in Durham live at or below the Low Income Measure. Reports from the local municipalities and not for profit agencies that provide recreational opportunities have shown that a small percentage of residents from low income backgrounds are actively engaged in recreational pursuits due to the barriers that they experience (knowledge of opportunities, costs, transportation, equipment etc.) A collective of these regional agencies and recreational departments have engaged in research and a planning exercise to determine how many low income residents are engaged in recreational pursuits, what barriers they are experiencing, what initiatives could reduce these barriers and strategies to increase participation by these residents. 1.1 Study Process The process to date has included: o A report was presented to the Region of Durham Council in November of 2011 on the status of access to affordable recreation by low income residents in the region. The Region of Durham directed regional staff to assist recreation agencies and departments to develop a workshop and a planning meeting to discuss the current state, issues involved with affordable access to recreation and a request to report back on the findings. o Two surveys were sent to municipal recreation departments and agencies providing recreational opportunities to determine the number of residents that are participating, barriers that clients are experiencing, and any current policies that are in place to reduce barriers to participation. • o Focus groups were held with residents from low income backgrounds to determine what was helpful in getting them involved in recreational experiences and further the barriers that they were experiencing as well as any recommendations for greater access that they might suggest. TUCKER-REID&ASSOCIATES 4 143 Advancing Access To Affordable Recreation In Durham o A facilitated workshop was conducted in June of 2012, funded through a Trillium • grant that included representatives from all related and allied agencies to lend their expertise to discussing the issue of affordable access to recreation. • Representatives from the school board, public health, social services, recreation departments, the Y, non-profit agencies, municipal recreation practitioners and academics participated in this workshop. The workshop served to share recent research, best practises and discuss the strengths and challenges within the current delivery system in increasing affordable access. o One of the positive results of the workshop on advancing affordable access to recreation was the formation of a region wide committee of recreation, health and social service practitioners to further the work of increasing the number of Durham residents who are able to access recreational pursuits. The Committee is called Advancing Access to Affordable to Recreation in Durham (AAARD). o Surveys were conducted with low income residents to ensure that the objectives of the AAARD Committee were supported by low income residents. 1.2 Report Organization The summary report on the status of access to affordable recreation for low income residents will set about to provide a summary of what exists currently to support access and what could exist in the future to strengthen access. The first section will provide background information, define the issue and a look to what is provided in other jurisdictions. o A description of the study to better understand the number of residents from low • income backgrounds and the numbers that are participating in recreational programs in Durham o A summary of relevant demographics and socio-economics in Durham Region o A description of what municipal and non-profit providers of recreation have in place to decrease barriers to participation o A description of the barriers that low income residents are facing o An understanding of the policies that exist to remove barriers to participation o A summary of the research that supports investing in recreation for residents from low income backgrounds o A summary of best practices that are in place in other jurisdictions The second section speaks to what can be done collectively to advance affordable access and concludes with some go forward recommendations. • o An analysis (strengths, challenges and opportunities) with respect to affordable access to recreation in Durham o A vision for the future access and guiding principles TUCKER-REID&ASSOCIATES 5 144 Advancing Access To Affordable Recreation In Durham o Suggested standardized provision targets for access o A charter to advance affordable access to recreation in Durham for all allied parties to sign o A framework to advance affordable recreation o A summary of recommendations and next steps 1.3 Critical Research — Making the Case for Affordable Access to Recreation At the June 2012 workshop, Dr. Gina Browne, who is the Founder and Director of the Health and Social Services Utilization Research at McMaster University, gave an overview of her research with respect to interventions for persons and families receiving social assistance. Essentially Dr. Browne's research included providing supports • (counselling, medical interventions and recreational pursuits) to families. Her systems— linked research is captured in a document entitled "When the Bough Breaks" which concludes that there is a business case to be made for investing in recreation and other interventions (social, health and recreational supports) in order to reduce the number of clients receiving Ontario Works. Dr. Gina Brown's prominent research found the following statistics regarding social assistance clients across Ontario: r , o 50% are sole support parents _ _vim o 45% of sole support parents are depressed ; ' •r o 60.4% have 2 or more mental health F`' ,, problems o 33.3% of children have behavior disorders o 29.3% live with pain which limits activities o 38.8% have 2 or 3 health problems 4 o 61.0% have children over 7 years Dr. Browne's research demonstrated that there a positive cost/benefit effect by subsidizing recreation services pays for itself from an overall social services perspective as the provision of recreational services results in a significant reduction of other services such as specialists, Children's Aid Services, occupational therapists, physiotherapists, psychologists, social workers, probation officers, chiropractors and emergency services required by families on social assistance. Beyond the economic advantages, regular participation in recreation services benefits children by increasing their academic, social and interpersonal competence and benefits parents by decreasing their nervousness, anxiety, sleep problems and use of food banks. TUCKER-REID&ASSOCIATES 6 145 Advancing Access To Affordable Recreation In Durham 1.4 Demographics and Socio-Economics in Durham Recent data from the 2011 Census, released by Statistics Canada in early 2012, indicates that the population in the Region of Durham continues to grow at steady rate. Between 2006 and 2011 the population of Durham increased by 8.4% to 608,124; since 2001 the population in Durham has increased by 101,223 or 20%; in the 20 year period between 1991 and 2011 the population in Durham has increased by nearly 50%. Below is a breakdown of the 2011 demographics of Durham pertinent to the affordable access to recreation issue: o In 2011, there were 113,030 children under 15 years in Durham, there were an additional 47,025 youth between the ages of 15 and 19 years in Durham in 2011; children and youth represent 26% of the population. o In 2011, there were 87,810 couple families (married and common-law) with children in Durham; of these families 35.7% had one child, 45.4% had 2 children, and 18.9% had 3 or more children. o In 2011, there were 30,830 lone-parent families in Durham, of which 79.5% were lone-female parent families. Of these lone female parents, 55.1% had 1 child, 32.2% had 2 children, and 12.6% had 3 or more children. Based on the 2006 Census Data, in Durham, 149,315 individuals (26.6% of the population) reported income below the Low Income Measure. The Low Income Measure (LIM) was set as the official measure of poverty in Ontario in the 2009 Poverty Reduction Act. Of these individuals 63.4% (or 94,750 individuals) were women. o 18.6% of lone female parent families in Durham live in poverty (LIM), compared to 5.7% of couple families o 25% of recent immigrants in Durham live in poverty (LIM) o 15% of children in Durham live in poverty (LIM) o As of December 2012, there were total of 21,445 individuals in Durham receiving Ontario Works (OW) and 22,500 on the Ontario Disability Support Program (ODSP). The Ontario Works Caseload has almost doubled in the past five years. o The February 2013 unemployment rate for the Oshawa CMA is 9.6%. The information on residents living on lower incomes in Durham Region serves to develop the case to increase the call to action to include these residents in gaining access to recreational pursuits. TUCKER-REID&ASSOCIATES 7 146 Advancing Access To Affordable Recreation In Durham • 1.5 How Service Providers are Reducing Barriers to Access to Affordable Recreation The role of local non-profit organizations in the promotion and delivery of affordable recreation programming in Durham - Prepared by: B. Earle, CDCD In assessing local infrastructure that supports access to affordable recreation, we need to consider the role of local not-for-profit organizations. These organizations provide a variety of programs and services that provide affordable sport and recreation options for all members of our community. This section provides a snapshot of these services in Durham, identifying local assets as well as the gaps that exist in local programming. There are several local not-for-profit organizations (see Table 1 for examples) that provide sports and recreation programming to the community. Each of these organizations have various programs that promote affordable access to recreation for children, youth, adults and seniors. These organizations are generally taking a mixed approach, providing both free programming as well as subsidy or fee-reduction programs for members of the community who demonstrate financial need. They also work closely with existing programs, such as Canadian Tire Jumpstart, to promote affordable access to all those who wish to participate in their programs and services. Affordable recreation is also promoted by local sports clubs and leagues. Although a comprehensive survey of these organizations and their approach to affordable access is difficult, many do provide or support financial aid programs for their participants. Further, many local sports leagues promote and support equipment exchange programs, helping parents to access affordable options for their children's equipment. Finally, the local faith community promotes multiple youth, adult and seniors recreation programs, ranging from sports leagues and tournaments, to camps, and other recreation programs. These programs are often organized within a single faith institution or between a few partnering institutions, and provide free or low-cost recreation options for members of the community. In dialogue with local non-profit organizations, it was identified that a comprehensive and coordinated affordable access strategy should include programming offered by local community organizations. Often these organizations have developed detailed and goal oriented programming and have many years of experience in the delivery of accessible programming for local residents. However, they often struggle to resource these programs and therefore their ability to promote affordable access is reduced. The following chart shows select local non-profit organizations that provide recreation programs and their subsidy programs. TUCKER-REID&ASSOCIATES 8 147 Advancing Access To Affordable Recreation In Durham Organization Organization Description Promoting Affordable Access Abilities Centre Abilities Centre is a The Abilities Centre has a charitable organization that Membership Assistance delivers enriching sports, Program for those who arts, music, and life skills demonstrate a financial opportunities for all ages need. The program and abilities within a assesses individuals on a 125,000 square foot, state- per-case basis through an of-the-art facility. application process. Boys and Girls Club of The Boys and Girls Club of The Boys and Girls Club Durham Durham provides safe and offers many programs that accessible programming for are free of charge, children and youth in the promoting access for low- community. In addition to income children and youth providing recreation in the community. The programming, the Boys and organization will also Girls Club offers various consider waiving workshops, clinics and membership fees on a programs focusing on case-by-case basis based issues that are present on family need. concerns of children and youth in our community. Girls Inc. Girls Inc. inspires all girls to Girls Inc. maintains an be strong, smart, and bold application based subsidy through life-changing program. Depending on programs and experiences need, the organization will that help girls navigate waive part or all of a gender, economic, and program fee to promote social barriers. access. The organization will work with other subsidy programs to reduce fees for eligible participants. Grandview Children's Grandview Children's Therapeutic Recreation Centre Centre is a fully accredited programs are offered for Children's Treatment children and youth living in Centre. Grandview Durham Region with provides a range of special needs. Programs specialized paediatric are offered at a nominal habilitation and cost due to support from rehabilitation services and the Grandview Children's supports for children and Foundation and youth living in Durham government grants. Region who have special needs. TUCKER-REID&ASSOCIATES 9 148 Advancing Access To Affordable Recreation In Durham Organization Organization Description Promoting Affordable Access YMCA Greater Toronto The YMCA focuses on The YMCA provides a programming that promotes combination of free community support and programming and development. YMCA subsidized fee programs to health, fitness and support affordable access recreation programs helps to their programs and all members of the services. Subsidy programs community to live active, are available based on meanin•ful lives. financial need. 1.6 Municipal, Canadian Tire Jumpstart (CTJS) and Region of Durham Affordable Access Programs and Results The municipalities within Durham have worked collectively with the Region of Durham and Canadian Tire Jumpstart to coordinate affordable access to recreation and,sport. 1.6.1 Regional Programs The Region of Durham provides subsidy to low income residents through their Social Services Certificate Program' and their Day Care Fee Assistance Program. Municipalities are provided funds from the Social Services Department to offset the costs of providing recreation opportunities to Ontario Works clients. Some municipalities also have a Day Care Fee Assistance Program agreement where the Region provides funding for children to attend municipal camp programs through subsidized child care funds. In 2012, 613 children across Durham Region for a value of $110,200 (funding rounded to 100) received funding for recreation programs through the Region of Durham's Social Services Certificate Program. 1.6.2 Municipal Programs Many Durham municipalities have a municipal subsidization policy to provide funding to low income residents to access recreation programs. In 2012, 1,608 individuals across Durham were able to access recreation programs as a result of municipal subsidization programs. This equated to a value of $211,200 in subsidized programs. TUCKER-REID&ASSOCIATES 10 149 Advancing Access To Affordable Recreation In Durham • 1.6.3 Canadian Tire Jumpstart The Canadian Tire Jumpstart program subsidizes the cost of recreation programs for children 4 to 18 years of age. Canadian Tire Jumpstart allocates their total budget to "Chapters" across the country. In each municipality, a Chapter Member is established to ensure the funds are distributed effectively to children residing in their municipality. Each municipality is given an allotted amount of funds to use for municipal and local recreation and sports for qualifying children. In some municipalities, the Municipal Recreation Department serves as the Chapter Member to approve and request funds for the community at large. In other municipalities,not for profit organizations serve as the Chapter Member and fulfill this role. In 2012, Canadian Tire Jumpstart provided funds to 1,371 children who live in the Durham Region for a total value of$172,600. The municipalities have access policies in place or seek out local funders that can assist with fees or equipment. Canadian Tire Jumpstart provides funding for residents from low income backgrounds in order for them to participate in recreation or sport opportunities. The Region of Durham does not provide any direct programming but provides funding in order for agencies and municipalities to offer programs and camps. This approach has worked effectively and recent discussions by all of the part ies is beginning to target programs and funding where they are most critically needed. 1.6.4 Number of Participants with Lower Incomes Funded Through Municipalities, CTJS and the Region of Durham —2011 and 2012 This table demonstrates that efforts to reduce barriers and increase funding to ensure greater access to affordable recreation has proven a successful tactic. Each organization has increased the number of residents that can now participate with an overall increase from 2011 to 2012 of 19%. Recipients (all ages) 2011 2012 Percentage Increase Municipal Funding 1158 1608 38% Canadian Tire 1330 1371 3% J um•start Re.ion Of Durham 649 767 18% Total 3137 3746 19% TUCKER-REID&ASSOCIATES 11 150 Advancing Access To Affordable Recreation In Durham 1.7 Barriers and Gaps Barriers faced by low income residents were investigated through research and consultation conducted at the provincial and national level over the past several years. In a recent consultation with local Durham Region clients and service providers, similar barriers were identified. The five main barriers identified by low income clients and recreation providers include programs, facilities, affordability, capacity and accountability. 1.7.1 Program Knowledge There is a lack of awareness of the programs and services available to low income residents and especially how to access programs at a reduced and affordable rate. There may be a lack of parental distrust of gaining access for their children and there is a perceived lack of structured, culturally sensitive and accessible programs. 1.7.2 Facilities Transportation provides another barrier to low income residents as taking public transit add costs and time to attend a program. There is a perceived lack of places for informal and structured programs. 1.7.3 Affordability The cost of programs prohibits low income residents from trying to register while equipment and transportation costs add to the difficulty. There is also a stigma attached to applying for a subsidy as proof of income is often a requirement. 1.7.4 Capacity Low income residents feel that they do not have a voice in order to change access policies and address affordability issues. 1.7.5 Accountability There is no central coordinating body where residents can access recreation programs; there are many points of entry which leaves navigating an often complex system a challenge for low income residents. Source: Adapted from the. Every One Plays: Affordable Access to Recreation for Ontarians TUCKER-REID&ASSOCIATES 12 151 Advancing Access To Affordable Recreation In Durham AAARD conducted a survey in November 2012 with eight local municipalities as well as six local and not-for profit recreation service providers. One of the questions asked about the primary barriers faced by individuals and families in accessing local recreation programming. The three most common barriers included cost, knowledge of existing programs and transportation. The following chart lists all the identified barriers: 1 I Cost 13 Transportation 9 Accessible Facilities Q Accessible Programming 3 Knowledge of Existing Programs 10 Appropirate/Knowledgeable Staff. 2 Funding for Accessible Program. 5 Lack of Interest 2 • Other Q . While low income residents were identified as experiencing many of these barriers to accessing recreation programs and services, additional barriers may also be present for newcomers, individuals with special needs, children, youth and seniors. When Durham Region low income families were asked about the gaps in accessible recreation opportunities through focus groups, they identified the following areas: o Program and subsidy availability awareness o Lack of collaboration/connection and similarities in approach across municipalities and with community organizations o Some areas are well-served by subsidies; others lacking o Subsidies based on previous year's income, not current year data o Assistance is needed for equipment costs as well as program access Recreation service providers identified the following gaps in accessible recreation opportunities for individuals and families through the AAARD survey: o Lack of awareness about subsidy programs for sport and recreation o Lack of long term sustainable funding for programs o Lack of funding for subsidy for non-municipal programming o Lack of accessible recreation programming overall o As subsidy programs tend to be municipally managed, there is a lack of equitable access across the Region (Jumpstart helps fill this gap) o Lack of activities that are of interest to diverse cultural communities TUCKER-REID&ASSOCIATES 13 152 Advancing Access To Affordable Recreation In Durham Respondents identified several strategies that could be pursued in Durham to help address the gaps and/or barriers identified above, including: o A consistent region wide policy/standard/procedure on subsidy programs o Regional cooperation/leadership in developing a consistent funding formula and providing region wide research and pilot programs o Expanded funding for subsidy programs o Program fees for low income residents might be based on income or adjusted on a sliding scale o Training programs for staff who work in recreation programs to help them better serve clients with disabilities o Centralized information source for recreation programming o Cross-promotion between municipalities and organizations offering programming for low income residents 1.8 Client Input The Community Development Council of Durham (CDCD) conducted a survey in the spring of 2012 seeking low income resident's input regarding subsidized recreation programming. The results of this survey have been included within the barriers, gaps and promising practices sections of this report. Overall, the feedback from the clients was to continue what is working well and strive to eliminate barriers to access, improve awareness of what exists and how to access and '°'F- enhance collaboration across municipalities and sectors. Some of the specific recommendations included: o The provision of transportation subsidies o A link to recreation programs on the Immigration Portal o Changes to application forms—simplify o Raise awareness of what already exists by , .r improving promotion and outreach efforts ° o List benefits of each program and subsidies available, in all marketing material ` o Seek business/corporate sponsors o Host information sessions at Welcome Centres — include tours of recreation centres, sign-up process, free passes to increase comfort level o Investigate the potential of developing a Newcomer Action Pass TUCKER-REID&ASSOCIATES 14 153 Advancing Access To Affordable Recreation In Durham Clients also indicated that improvements to reduce the administrative approval process and the potential stigma associated with the approval process would be beneficial.. Some recommended actions included: o Providing opportunities for online registration o Determine criteria for people with special needs (currently only based on financial) o Entrust subsidy approval and set-up process to more staff members o Continuous updating of staff training o Use of Community Leader reference letters in place of some forms — faster and more respectful o Collaboration with community organizations that serve similar clientele — avoid taking same information from client (internal confirmation between orgs, on client's behalf when they sign up) o Making vouchers the same everywhere to avoid stigma • 1.9 Promising Practises Low income residents across the Region of Durham have indicated that there are a number of programs and services that provide affordable and accessible recreation opportunities. Some of the most common promising practices include: o Partnerships with Canadian Tire Jumpstart and Regional Social Services for program delivery and access o Quick subsidy approval process, third-party billing o Programs making efforts to foster social inclusion o Partnerships for fundraising o Outdoor facilities popular (no cost and good quality) In summary the recreation program and service providers within Region of Durham are experiencing: o A growing demand for no cost/low cost programs and services for residents from low income backgrounds o A need to gain long term commitment for funding from all levels of government o A need to work collectively with agencies serving low income clients to better promote access to affordable recreation o A continued need to reduce the barriers to affordable access to recreation in Durham Region o Increased promotion of activities and opportunities o An opportunity to set targets and measure the effectiveness of improved communications, funding and outreach. TUCKER-REID&ASSOCIATES 15 • 154 Advancing Access To Affordable Recreation In Durham Section Two: "What Could Exist" A Framework To Advance Access To Affordable Recreation 2.1 Strengths, Challenges and Opportunities The baseline data articulated in section one of this report demonstrates that there has been recognition of this issue, policy development and action taken at the regional level of government, within the municipalities and agencies involved with direct service provision. Determining the strengths, challenges, opportunities and threats will serve to identify where future efforts and resources could be directed. Strengths In Addressing Affordable Challenges In Addressing Affordable Access Access o There is a strong belief that o Costs, transportation and knowing recreation provides all residents about opportunities are the greatest with a better quality of life barriers to participation in Durham o A strong desires exists to o Lack of data regarding the coordinate efforts with regional, percentage of low income residents municipal and not for profit taking advantage of subsidy and organizations are underway to access programs better include persons with low o Awareness of subsidy programs incomes Inconsistent approach across the o There is a recognition that costs are region to provide recreation not the only barriers and that efforts opportunities to low income need address multiple barriers residents o There are policies and funding o process is cumbersome and mechanisms in place in most sometimes humiliating municipalities o A business case is needed to o The Canadian Tire Jumpstart demonstrate that Ontario Works Program has filled a large gap in clients reliance can be reduced • the region and provides for a private through coordinated and consistent partner to assist supports Y r.v ...4.:14.-.),... .A.,,7 's,.„- 44,3', , " " P , l'"4:-4.—;',-,'i.',.i 4..,..,ii.i. ii A + t- r#=.,V `4., Ott- ', ' - ‘", '. ' ,,, i ' 1 N '4« •- ' ' �� 't -lir . •f . `` is iy� ; ,ice->. TUCKER-REID&ASSOCIATES 16 155 Advancing Access To Affordable Recreation In Durham Future Opportunities Possible Threats o Demonstrate the collective o Inconsistent funding for subsidy commitment by asking all programs governments and agencies to sign o Competing priorities for funding and a Charter that commits to resources advancing access to affordable o Capping of tax funded programs recreation in Durham Region and services o Inventory all available opportunities within a municipalities and increase awareness opportunities such as training social service and health workers to provide guidance to clients about recreation opportunities and subsidies o Communication and promotion in predominant languages o Provide vouchers or a credit on a family's personal identification number(computerized registration systems) o Providing localized no cost and low cost opportunities o Include information on related websites such as the Immigration Portal, Library websites etc. o Work with the Board of Education to provide information to potential participants. o Completing research that will provide a business case for consistent funding (decrease reliance on OW funding) • o Pilot efforts to provide coordinated supports in an at risk area o Track the percentage of engaged participants year over year TUCKER-REID&ASSOCIATES 17 156 • Advancing Access To Affordable Recreation In Durham 2.2 A Regional Vision and Guiding Principles It is clear that greater efforts need to centre on further research, better communication of opportunities, working more effectively together to reduce duplication and tracking participation. The following vision has been created to offer a picture of a brighter future that we can all work toward. "All residents have the right to participate recreation, culture and sport in Durham Region due to physical, social, mental, economic, and spiritual benefits that participation brings to individuals and to the community." 2.3 Guiding Principles The following guiding principles will guide our work as we develop tools and mechanisms to advance affordable access to recreation in Durham Region. 1. All strategies to provide equitable access to affordable recreation, sport and culture will be client focussed and respect the dignity of participants. 2. All residents feel included within their communities regardless of their background; access to recreation is barrier free. 3. Related practitioners and agencies will work collectively under one framework to ensure equitable access to recreation, culture and sport. 4. A simple and seamless approach to approving clients for access is paramount to the success of the program. 5. Identifying and addressing barriers to accessing programs and services will assist in achieving our vision of full and equitable access to recreation culture and sport. 6. The business case (the savings generated by the number of participants exiting Ontario Works) will be developed and results reported out to partners and stakeholders. 7. Building capacity and developing partnerships will ensure that there is a sustainable program over time. 8. Equitable access to recreation, sport and culture is a shared responsibility in Durham Region between government, related agencies, for profit and not for profit organizations. 2.4 Targets It is important to quantify what our common participation targets are in order to better coordinate programs and opportunities with like partners. Setting regional targets with localized coordinated service delivery will provide opportunities where people live and will provide local contacts and support. TUCKER-REID&ASSOCIATES 18 157 Advancing Access To Affordable Recreation In Durham • Our target is to provide: 1. Daily recreation opportunities to all residents through the provision of open spaces, trails and other unstructured, non-fee based recreation opportunities. 2. The opportunity for low income residents to participate on a regular basis in an organized recreation program that may include, but is not limited to camps, learn to swim or leadership training opportunities. 2.5 A Charter to Advance Affordable Access to Recreation in Durham Region The development of a Charter to Advance Affordable Access to Recreation in Durham Region will serve to demonstrate the commitment that program and service agencies have in providing recreation opportunities to all residents. The charter will serve to solidify one vision for the region and indicate that each organization is willing to play its part in a coordinated fashion. TUCKER-REID&ASSOCIATES 19 158 Advancing Access To Affordable Recreation In Durham Charter To Advance Access To Affordable Recreation In Durham Region The Rights of all Durham Region Residents in Accessing Parks and Recreation 'Services. Durham Region, Durham Municipalities and allied organizations are committed to providing each and every citizen with safe and enjoyable recreational experiences and believe that each citizen has the right in accessing recreation services. This Charter to Advance Access to Affordable Recreation in Durham Region describes these basic rights and the collective responsibility in working to ensure equitable access for all residents regardless of their status and background. We believe that every citizen in Durham Region should have access to: o Participation: Participate in quality, safe, affordable recreation and culture programs that are in harmony with the diversity of the community. o Equity: Be encouraged to join in regardless of one's background and ability to pay. o Active Living: Be physically active through participation in both organized and informal sports, recreational, and cultural activities. o Access to Nature & the Outdoors: Experience nature and to access open spaces within their communities. o Enriching Experiences: Experience the arts, culture, heritage, sports and recreation. o A Welcoming & Inclusive Community: Be included in activities that build strong communities, engaged citizens and healthy family life. o Engagement: Be engaged in the planning of recreation, parks, and culture in their communities and to participate in volunteer activities. We will work together with all of our community partners to: o Understand the barriers to participation in recreation and address them through policies, programs and our inclusive actions o Educate residents as to the importance of participating in recreation and the benefits to the individual, families and communities o Provide a balance of fee based and no cost/low cost opportunities that are accessible to all residents o Subsidize residents who are in need to assist them in participating in the activities of their choice o Measure our success and report out to the community and partners Source:Adapted from the Charter for Recreation and Parks in Ontario We commit to working together because the benefits to individual and communities are positive and worth our joint efforts. Research dictates that the- provision of parks, recreation and cultural opportunities is an essential service that enhances individuals and the community alike. Recreation is: ✓ Essential to Personal Health ✓ Key to Human Development TUCKER-REID&ASSOCIATES 20 159 Advancing Access To Affordable Recreation In Durham ✓ Essential to the Quality of Life ✓ Reduces Anti-Social Behaviours ✓ Builds Families and Communities ✓ An Investment in Community's Future Source— CPRA— The Benefits of Parks and Recreation We, the undersigned strive to work better together to include all residents facing barriers to participation in recreational pursuits. 2.6 A Framework to Increase Access to Affordable Recreation It will take coordinated and continued efforts to increase access to affordable recreation in Durham Region. Collectively, we can move the bar if everyone is committed to a vision, can offer some resources, is kept informed and can play their part. The following framework demonstrates that many agencies and organizations do provide recreational opportunities and also provide residents with greater access; but coordinated efforts will use community resources more effectively and reduce duplication. Regional Coordination A Regional Coordinating Team made up of all agencies and municipalities will meet regularly to coordinate research, communications, and advocate, track participation, form new partnerships, increase opportunities, and provide an annual forum with new and existing partners at a minimum. Municipal Delivery Delivery at the municipal level will provide low income residents with local contacts and support. Communications at the local level will be the key to providing easy navigation through the service delivery system. Local providers will need to understand local issues and develop programs and initiatives that use resources wisely and maximize participation. 2.7 Our Partners The following diagram demonstrates that there are a significant number of agencies and organizations that have an interest in contributing resources and time to increase participation in recreational pursuits. It also demonstrates how difficult the system might be to navigate for a resident or family from a low income family. A seamless "one stop shopping" approach would serve to ease entry into recreation opportunities. TUCKER-REID&ASSOCIATES 21 160 Advancing Access To Affordable Recreation In Durham Regional Funding &Immigration Portal Social Service Public Health Unit Agencies • Municipalities and Service Clubs and the Library Community nd Recreation Sport System and Recreation Low Income Organizations Participants and Families kolf ISA Not For Profit Businesses and Organizations � Foundations The Education • System and Local Police Services Schools • • 2.8 Recommendations: The recommendations build on the research and actions that have been obtained through local research and a comparison to best practices in other jurisdictions. It is recommended that a presentation be made to both levels of government (regional • and municipal) and the boards of like-minded agencies and organizations on the findings housed in this report and recommendations to advance access to affordable recreation in Durham Region; 1. A launch is proposed that garners signatures of commitment of all regional partners on a Charter to Advance Affordable Access to Recreation in Durham Region; 2. A communications plan be developed to promote awareness of the opportunities .within each municipality, while agencies and organizations to work to get the right information in the right hands (translation in predominant languages); 3. Attempts be . made to bring opportunities to neighbourhoods to reduce transportation barriers; TUCKER-REID&ASSOCIATES 22 161 Advancing Access To Affordable Recreation In Durham 4. Training sessions be coordinated with social service providers, educators, service clubs, to provide a tool kit that can be given to at risk and low income clients; 5. Research be conducted to build the business case for recreation and other supports in reducing reliance on social assistance and health care putting the investment where it belongs (reliant on funding); 6. Research, train and pilot an integrated approach in an at risk area within the region; 7. Develop a centralized tracking tool to compare successes year over year; and, 1 8. The Regional Coordinating Team be directed to provide information on multi-year funding requirements and options to see the work plan through. *1. d a 1 1 .* , r.` , I'- .---'4' -144 lit' . .•},i v yyn�1 5 I a `-s: 1 TUCKER-REID&ASSOCIATES 2✓ 162 • AF.�tACHNEN t 3 ! i1EPO I �-l~ Charter To Advance Access To Affordable Recreation In Durham Region The Rights of all Durham Region Residents in Accessing Parks and Recreation Services. Durham Region, Durham Municipalities and allied organizations are committed to providing each and every citizen with safe and enjoyable recreational experiences and believe that each citizen has the right in accessing recreation services. This Charter to Advance Access to Affordable Recreation in Durham Region describes these basic rights and the collective responsibility in working to ensure equitable access for all residents regardless of their status and background. We believe that every citizen in Durham Region should have access to: • Participation: Participate in quality, safe, affordable recreation and culture programs that are in harmony with the diversity of the community. • Equity: Be encouraged to join in regardless of one's background and ability to pay. • Active Living: Be physically active through participation in both organized and informal sports, recreational, and cultural activities. • Access to Nature &the Outdoors: Experience nature and to access open spaces within their communities. • • Enriching Experiences: Experience the arts, culture, heritage, sports and recreation. • A Welcoming & Inclusive Community: Be included in activities that build strong communities, engaged citizens and healthy family life. • • Engagement: Be engaged in the planning of recreation, parks, and culture in their communities and to participate in volunteer activities. We will work together with all of our community partners to: • Understand the barriers to participation in recreation and address them_ through policies, programs and our inclusive actions • Educate residents as to the importance of participating in recreation and the benefits to the individual, families and communities • Provide a balance of fee based and no cost/low cost opportunities that are accessible to all residents 163 • Subsidize residents who are in need to assist them in participating in the activities of their choice • Measure our success and report out to the community and partners Source: Adapted from the Charter for Recreation and Parks in Ontario We commit to working together because the benefits to individual and communities are positive and worth our joint efforts. Research dictates that the provision of parks, recreation and cultural opportunities is an essential service that enhances individuals and the community alike. Recreation is: ✓ Essential to Personal Health ✓ Key to Human Development ✓ Essential to the Quality of Life ✓ Reduces Anti-Social Behaviours ✓ Builds Families and Communities ✓ An Investment in Community's Future Source — Charter for Parks and Recreation in Ontario —The Benefits of Parks and Recreation We, the undersigned strive to work better together to include all residents facing barriers to participation in recreational pursuits. • 164 a .�..1ACHENT rf TO REPORT # C O — 1 1+ i I • • v CO Li) N ti M LO Ca 0 U O Ca 1- a OO o0 co �_ N N Ca ..r 69 EA 00 N- C ca L M D: d) 'U f E ca = CL. Z t N Co O f` >+ O Q O ti V Ca N M E Q r r us U/) ( CADo EA 69 E �, O Lf) O O• L • O' tU i U I a E a) C' = 0_'z Y O O C) O N_ w- N J O 0 O a) 'O o O u) a 69 69 • .r c Q a) U .0 f E Ca O CL O O O_ O O C3) O O O O CD L V N LC) E ti O To N O E O O N co CM L CAQa6F} 6F? N • a N N O) 165 ATTACHMENT - 'FO REPORT# C R o - (4 City Policy PI ERING Policy Title: Access to Recreation Policy Number: ADM Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages Resolution # /14 April 22, 2014 4 Approval: Point of Contact Chief Administrative Officer Director, Culture & Recreation Policy Objective • The City of Pickering recognizes and promotes the full participation of all Pickering residents in recreational programs and services regardless of financial.circumstances. Programs and services will be planned, delivered and evaluated to ensure they are affordable, inclusive and responsive to the community need. Access to recreation is an important issue for children, parents of low income families and seniors as it is tied to their health, well-being and sense of municipal belonging. Index 01 . Definitions 02 General 03 Responsibilities 04 Program Guidelines 05 Conclusion 01 Definitions 01.01 Recreation Program - activities of a recreation, sport, art or cultural nature that may be self-directed or instructional, providing skill development in a particular leisure pursuit. Programs may be introductory and are of an ongoing nature. User fees are often charged to offset the costs associated with the provision of the activity. 01.02 Services - refers to recreational and membership services available through the purchase of membership and pay-as-you-go activities including but not limited to Fitness, Aquatics, and Skating. 166 01.03 Financial Assistance - refers to an approved reduction in user fees charged by the Culture & Recreation Department for participation in a recreation/leisure program or service. 01.04 Region of Durham Social Services Financial Assistance Programs - includes, but is not limited to, Ontario Works, and Ontario Disability Support Program.. Funding is administered by the Region based on an eligibility criteria set out in provincial legislation and by Regional Council. 01.05 Canadian Tire Jump Start Program - subsidy program for children 4 to 18 years of age participating in introductory level recreation programs. Canadian Tire Jumpstart allocates funding to Chapters across the Country. In each municipality, a Chapter is established to ensure funds are distributed to children residing within the municipality. The City of Pickering is a designated Chapter. 01.06 Low Income Cut Off(LICO) - refers to income thresholds (determined by analyzing family composition and expenditure data) below which families will devote a larger share of income to the necessities of food, shelter and clothing ' than the average family would. Data provided by Statistics Canada. 02 General 02.01 The City of Pickering provides program subsidies to low income residents through the Access to Recreation Policy/Program. Eligibility to receive subsidization is based on financial need under one of the following three categories: a) Pickering residents receiving Durham Region Social Assistance: Qualified Pickering residents that present a Durham Region Social Assistance Card are entitled to participate in one program per session to a maximum of$340/session. The Region pays 50% of the program fee, and the remaining 50% is absorbed by the City of Pickering. b) Pickering residents whose total family income is below the Low- Income Cut-Off: Ontario Disability Support Program (ODSP) or Ontario Works Card are entitled to 50% off one program per session to a maximum of$200/session. The patron pays 50% and the remainder is absorbed by the City of Pickering. c) Canadian Tire Jump Start Program: Qualified Pickering children between the ages of 4 to 18 are entitled, up to a maximum of$200, to participate in physically active recreation programs (twice per year). This means $400 maximum in a calendar year. The. City of Pickering approves funds for all Pickering residents for children's physically active programs and is designated as a funding budget annually, by the Canadian Tire Corporation to approve and allocate towards the City of Pickering, and community group sport organizations' programs. Access to Recreation Page 2 of 4 ADM XXX 167 02.02 Pickering residents age 65 and older Qualified residents that present a government issued identification confirming the age of 65 years or older, or confirm a permanent disability (at any age), are entitled to 50% off the non discounted memberships and programs. The patron pays 50% and the remainder is absorbed by the city of Pickering. . 03 Responsibilities It is the responsibility of the Supervisor, Recreation Services to oversee this process. The policy extends to eligible programs and services directly offered by the Culture & Recreation Department. All requests and completed forms should be directed to the Supervisor, Recreation Services. This policy will be reviewed on an annual basis to ensure the needs of the community are addressed effectively as the City's population and composition continues to change. 04 Program Guidelines 04.01 User Fees: Recreation programs and services will be priced according to the Council approved "Summary of Fees and Charges", which requires a market rate analysis to help determine fees. User fees are intended to recover the direct operating costs of a program/service. Programs offered at a subsidized fee, or at no cost to participate are traditionally recreational. 04.02 Partnerships: The City will directly deliver programs, and seek out and maintain partnerships with community agencies to deliver partnership programs in order to retain and enhance universal recreational opportunities primarily for children, youth and families. 04.03 Promotion: The availability of financial assistance will be communicated to residents via the City of Pickering Leisure Guide Brochure and the City of Pickering Website. The process of obtaining financial assistance will be non- intrusive, eliminate stigma, and respect a person's dignity and confidentiality. An Access to Recreation Standard Operating Procedure will outline the process for residents and staff to follow to request, review, approve or decline a request for financial assistance in a manner which is fair and equitable. Staff will receive training on the administration of financial assistance. 04.04 Eligibility and Criteria: The Supervisor, Culture & Recreation has the authority to review, approve and decline requests in accordance with the Access to Recreation Policy and Standard Operating Procedure. Approval for financial assistance is based on an income threshold below which financial assistance will be considered. The threshold will be established annually using the greater value between Statistics Canada's LICO, and the median income for households approved for financial assistance in the previous year. Access to Recreation Page 3 of 4 1 _ADM )00( City approved financial assistance is to a maximum of 50% of a program's fee with balance paid by the client. Where discounts already apply, financial assistance will not be available. Requests will be assessed on a case by case basis. Staff will discuss options with any individual experiencing difficulty paying the non-subsidized portion of the user fee. Options may include staggered payments and/or a referral to external agencies (e.g., Canadian Tire Jumpstart, Region of Durham). Documentation identified in Section 2 (General) of this policy must be presented by the client. 04.05 Staff Training and Development: The Supervisor, Recreation Services will provide the necessary training and tools to assist staff in the development of programs as set out by this policy. 04.06 Monitoring and Evaluation: The Supervisor, Recreation Services will undertake an evaluation of the Access to Recreation Policy annually after it is fully implemented to assess its effectiveness. Staff will measure the utilization of financial assistance rates annually to assist with revenue forecasting. Subsidy levels will be reviewed annually and will be established based upon Culture & Recreation's operating budget capacity. 05 Conclusion The City of Pickering's Access to Recreation Policy provides equal opportunity for all Pickering residents to participate in its recreational programs. This Access to Recreation Program eliminates the financial-barrier to participation while balancing the financial constraints of the municipality and continuing to meet the recreation needs of the overall community. • Access to Recreation Page 4 of 4 ADM XXX 169 ATTACHMENT# 5 TO REPORT# CR. og- • The Regional Municipality of Durham Report to: The Health and Social Services Committee From: Dr. Hugh Drouin, Commissioner of Social Services Report No.: 2012-IES-03 DURHAM Date: January 26, 2012 REGION SUBJECT: • • Community Access to Recreation Programs in Durham Region RECOMMENDATION: THAT this the Health and Social Services committee receive this report for information. 1.0 BACKGROUND At the November 24, 2011 meeting of the Health and Social Services Committee a presentation was made by Mr. Howie Dayton, the Director of Recreation and Culture for the Town of Ajax. Mr. Dayton presented on the topic of"Access to Recreation Programs in Durham". • 1.2 As a result of Mr. Dayton's presentation Committee directed staff to draft a report . regarding information and options for moving forward with an inclusion strategy. Social Services Department staff from the Income and Employment Support and Children's Services Divisions have met with staff from the Health Department, Mr. Dayton and Ms. Tracey Vaughan-Barrett,the Executive Director of the Community Development Council Durham regarding this issue and to contribute to this report. 1.3 An interesting piece of information to note is-that an IPSOS Reid poll in 2009 found that 1 in 3 Canadian families cannot afford to enroll their children in sport and recreation activities. . 2.0 CURRENT REGIONAL ENVIRONMENT 2.1 An examination of access to recreation and the Region's possible role can be. guided by referring to Durham's Strategic Plan 2009—2014. Strategic Theme#4 is"Promote a safe, healthy, caring, inclusive community". Goal 4.1 states "Strengthen accessibility to appropriate services which respond to the needs of our diverse community, including children, youth and the aging population". 2.2 In addition the Local Diversity and Immigration Partnership Council (LDIPC),a committee of Regional Council, has among it's Guiding Principles and Beliefs: • 34 170 Report No.: 2012-IES-03 Page No: 2 • All residents have the right to fully participate in their community • It is the collective responsibility of the residents of Durham Region to effect the needed change required to support inclusive communities and improve the settlement and integration experience of all residents 2.3 The Social Services Department has provided funds to the eight lower tier municipalities specifically to fund Ontario Works clients access to recreation programs. For 2009, 2010 and 2011 a total of$137,000 was provided for OW clients to access programs. These funds were contained in the Social Investment Fund which is approved by Regional Council as part of the annual budget process. Appendix"1"and Appendix"2" provide details of the SIF and recreation funding. In 2011 a total of 1,005 OW clients were able to access municipal recreation programs. 2.4 The Children's Services Division has three Fee Subsidy Purchase of Service agreements with recreation providers: the YMCA, the Town of Ajax and Eastview Boys and Girls Club. In 2011, 174 were placed, primarily in summer programs with these service providers. The total cost of subsidy for the three providers was $188,654 which was cost shared 80/20. 3.0 LOCAL MUNICIPALITIES' EFFORTS 3.1 Lower tier municipalities have responsibility for recreation and culture and as a • result the Region can play a role in the community's access to recreation programs but it is not appropriate for the Region to play a lead role. 3.2 In the process of gathering information for this report a short survey to assess various approaches taken to address affordable access for vulnerable/low income residents was sent to the eight local municipalities in Durham Region. 6 of 8 responded. Affordable Access to Recreation Policies and/or formal subsidy programs for residents in financial need exist in 5 of the 6 municipalities responding to the survey. Cost-share Agreements for"Regional clients"exist in 5 of the 6 municipalities responding to the survey. 3.3 Free programming is offered to targeted populations (i.e. youth) in all municipalities. 4.0 BENEFITS OF ACCESS TO/INCLUSION IN RECREATION PROGRAMS • 4.1 According to the Ontario Public Health Standards (Ontario 2008), "the health of individuals and communities is significantly influenced by complex interactions between social and economic factors, the physical environment, and individual behaviours and conditions. These factors are referred to as the determinants of health, and together they play a key role in determining the health status of the population as a whole." Determinants of health include the following: 35 171 Report No.: 2012-IES-03 Page No: 3 • Income and Social Status • Personal Health Practices & Coping • Social Support Networks Skills • Education and Literacy • Healthy Child Development • Employment/Working Conditions Health Services • • Gender • Social Environments Physical Environments • Culture • • Biology&Genetic Endowment 4.2 The Health Disparities Task Group of the Federal/Provincial/Territorial Advisory Committee on Population Health and Health Security (2004, p. iv) states, "Canadians are among the healthiest people in the world, but some groups of Canadians are not as healthy as others. Major health disparities exist throughout the country. These health disparities are not randomly distributed; they are differently distributed among specific populations (e.g. Aboriginal peoples) by gender, educational attainment and income, and other markers of disadvantage or inequality of opportunity." • 4.3 There is a strong inter-relationship between the determinants of health and priority populations. Priority populations are those population groups at risk of socially produced health inequities and may include individuals living in poverty, people with less access to education or employment, and groups that are marginalized due to language, culture or social status. Priority populations are deprived in some way of the determinants of health and this deprivation has an obvious impact on well-being. For example, low income families are at greater risk for mental health problems, issues related to obesity, suffer more physical violence, and have poorer academic outcome (Totten, 2007). The "denial of opportunity for full participation and engagement brings,effects of insecurity, anxiety and lack of social integration.•Health and well-being are compromised by this lack of inclusion" (The Ontario Prevention Clearinghouse, 2006, p.5). 4.4 Supportive environments can add resources to an individual's repertoire of strategies to cope with changes and foster health (Public Health Agency of Canada of Canada 2001). Protective factors such as self-esteem, self efficacy, self-determination and control, access to supportive relationships, involvement in a community, and group activities leads to improved physical health, less stress and anxiety, less substance misuse and enhanced skill levels (Keleher& Armstrong, 2005; Canadian Institute for Health Information, 2008; Harrop, Addis, Elliott, &Williams, 2009). Protective factors can be enhanced at an early age through social inclusion of children in the community (Totten, 2007). Greater recreation access for priority populations has many positive outcomes in addition to the well-known benefits of physical activity (Parks and Recreation Ontario 2008). Structured recreation activities provide an opportunity for children to develop skills, relationships with peers, and mentorship with adults. They provide positive social and psychological experiences through physical activity 172 36 • Report No.: 2012-IES-03 Page No: 4 and protect against mental illness and stress (Totten, 2007; Keleher& Armstrong, 2005). 4.5 For a community to be healthy, creative partnerships that provide equitable access to determinants of health for priority populations can be achieved through coordinated efforts that recognize inclusion as a starting point where all citizens of a community are engaged. This inclusion enhances protective factors at the individual level, which in turn, builds resiliency in the individual and within the community(Harrop et al. 2009). 4.6 Addressing the determinants of health and health disparities affects the whole community directly and indirectly. "In addition to the excess burden of illness on those who are already disadvantaged, health disparities threaten the cohesiveness of community and society, challenge the sustainability of the health system and have an impact on the economy. These consequences are avoidable and can be successfully addressed" (The Health Disparities Task Group of the Federal/Provincial/Territorial Advisory Committee on Population Health and Health Security, 2004, p.3). 5. OTHER JURISDICTIONS 5.1 Discussions at the November 24, 2011 Health & Social Services Committee meeting included references to programs and practices in Peel and York Regions. A York Region program is the Community Development and Investment Fund (CDIF). The CDIF has three priority funding areas: 1) Employment Supports: address barriers to employment and increase access to jobs for low income families in York Region 2) Family & Children's Services: help prevent and reduce child poverty, promote attachment to the workforce or provide families and children with access to family-centered supports 3) Homelessness Programs: help people get off the streets, prevent homelessness or help those in emergency hostels move to permanent housing. • In 2011 there were 32 projects funded for 1 year for a total of$3,075,750 and 11 renewable projects funded for a total of$1,400,000. The grand total of CDIF funding for 2011 was $4,475,750. There were four"recreational" programs funded for 1 year for a total of$280,975 under CDIF. The CDIF of York Region is funded 86%through the Regional tax levy. 5.2 Peel Region has two programs of note. The first program is the Community Investment Strategy. This program builds capacity in vulnerable residents, strengthens families and supports neighbourhoods. Peel Region funds this 37 • 17 3 Report No.: 2012-I ES-03 Page No: 5 strategy and $2.8 million was distributed in 2010. Funding priorities are shared with the United Way. 5.3 The second program in Peel Region is the Families First Program. This program was launched in late 2000 at Ontario Works in Peel. Based on Previous , research by Gina Browne, the Families First Program is a unique study. The program provides intensive case management supports to sole support parents and their children through a collaborative partnership between Peel Health, Peel Children's Services and Ontario Works in Peel. Supports include: • Recreation for children • Employment services and supports • Public Health Nurse supports • Subsidized childcare 5.4 As well as the physical benefits, children involved in recreation have the opportunity to develop social skills. Overall, Families First interventions result in greater self-reliance and a reduced level of reliance on income supports. Participants experience improved social, physical and mental health and a reduced reliance on social and health services. There is less reliance on public and social supports as participants gain in the areas of family health, functionality and independence. Both parents and children experience gains in social, physical and mental health as a result of recreation interventions. 5.5 Appendix 3 provides comparative information on Durham's Social Investment Fund, York's Community Development and Investment fund and Peel's Community Investment Strategy. . • 6.0 COMMUNITY SUPPORTS 6.1 One source of community funding that is available is the Canadian Tire Jumpstart rt Program. The Canadian Tire corporate foundation has directed its' fundraising and funding priorities to support access to recreation and sports for low income children. 6.2 Canadian Tire Jumpstart, a registered charity, is a national program that helps financially disadvantaged children from 4 to 18 participate in organized sports and recreation. This program helps cover registration, equipment and/or transportation costs. There is a national network of 310 local chapters, including chapters in Durham Region, and chapter members are volunteers who work in partnership with other local non-profit organizations. 6.3 Jumpstart provides a grant of up to a maximum of$300 per qualifying child per session (i.e. spring/summer, fall/winter)to the non-profit or charitable 38 174 • Report No.: 2012-IES-03 Page No: 6 organization co-ordinating the sport or recreational activity. In 2011 $98,000 was distributed in Durham Region and $10.6 million distributed nationally. 7. NEXT STEPS 7.1 The Social Services Department's primary focus is always on the clients to whom it provides service. However, broader community issues are also an important area of focus and the Department is an active participant in many community initiatives. Access to recreation programs is one such community initiative. 7.2 It is important note that as recreation and culture are lower tier responsibilities Regional representation must be only as a member of any structure created and not in a leadership role. It has been recognized that there is considerable merit in creating a working group, with a broad community focus, to be tasked with examining ways to increase access to recreation programs for the community at large. 7.3 It is recommended that representation on this working group come from the community recreation network (both lower tier municipalities and community agencies), the Region, the Durham Region Police Service, Jumpstart and the Community Development Council Durham. 7.4 The initial goals of this working group are recommended to be: • Detail barriers to access to recreation programs • Identify potential solutions to identified barriers • Research best practices with a view to applicability in Durham Region 7.5 A further recommendation is that this working group organize a "visioning day" and extend invitations to additional organizations such as school boards, provincial Ministries and the faith community. 7.6 An additional recommendation is that this working group have two co-chairs; one from a lower tier municipality and one from a community agency. 7.7 Finally, it is recommended that a report be available, if at all possible, for the Health and Social Services Committee meeting of June 7, 2012 to detail progress to date of this working group and to consider any recommendations. 8. CONCLUSION 8.1 Access to recreation programs is impeded by low income as well as a number of • other factors. The many benefits of participating in these programs, especially for children, is well documented. Although recreation and culture are a lower tier municipal responsibility access to and inclusiveness of these programs are of concern and interest to the Region as precisely these points are detailed in the 39 175 Report No:: 2012-IES-03 Page No: 7 Region's Strategic Plan and the Local Diversity and Immigration Partnership Council's guiding principles and beliefs. , Partnerships between the Region's Social Services Department and local Recreation Departments have been established for Ontario Works clients to access municipal recreation programs and for subsidy through Children's Services for summer camps. There is much to be learned by exploring best practices in other jurisdictions and by creating a community working group to explore options to increase access and inclusiveness.. This report recommends such a working group be established with the Region as a participating member. An update report to the Health and Social Services Committee can be expected in June 2012. Respectfully submitted for your information. Dr. Hugh Drdjin Commission r of Social Services • 40 176 APPENDIX 1 2011 Social Investment Fund Approved Allocations EXTERNAL Community Development Council Durham $108,000 Girls Inc. $33,000 Rose of Durham $22,000 Feed the Need in Durham $35,000 $198,000 INTERNAL Children's Services Division $660,000 Family Services Division $97,290 Income & Employment Support Division $681,710 $1,439,000 TOTAL $1,637,000 APPENDIX 2 • RECREATION FUNDING 2009 2010 2011 TOTAL Ajax $12,000 $5,000 $13,000 $30,000 21.9 • Brock $4,000 $4,000 2.9 Clarington $10,000 . $1,000 $11,000 8. Oshawa $25,000 $15,000 $11,000 $51,000 37.2 Pickering $10,000 $4,000 $14,000 10.2 Scugog $4,000 $2,000 $6,000 4.4 Uxbridge $5,000 $5,000 3.7 Whitby $12,000 $4,000 $16,000 11.7 TOTAL $82,000 $20,000 $35,000 $137,000 100 41 177 M _X c Z d W z � CL O > to' O —° z J ce =r o 0 W � � EA Ea aE 0 0 . ad c m' z o, c O• .0 t= o 0 O � � ti N � o E � v ixi Y O •cm 64 EA. _ > E c E 0 C.) z . O w 0 o rt m c o_ o . ic c = c cc Q U Co °) c X o •- EA co G N m U N O 3 co 4 •c O c 'C N C N O C O O �° O LL W a' LL O r O e- O ,4'...e O C O o �N u- = 'fl = If) O SE E � = E c �a EE c ° E I It I-- ZOLL < 0 178 42 • ATTACHMENT# _,TO REPORT# S Q __ The Regional Municipality of Durham Report to: The Health and Social Services Committee From: Dr. Hugh Drouin, Commissioner, Social Services Report No.: 2013-GEN-03 DURHAM Date: February 14, 2013 REGION SUBJECT: Update Advancing Affordable Recreation Committee RECOMMENDATION: THAT, the Health and Social Services Committee receive this report for information 1. BACKGROUND: On November 24th, 2011, Mr. Howie Dayton the former Director of Parks, Recreation and Culture for the Town of Ajax provided a presentation to the Durham Region Health and Social Services Committee. Subsequent to his presentation and the discussion of this issue at Regional Council on January 26th, 2012;it was suggested that a steering committee be formed, a visioning day held and the results would be presented back to Regional Council. This report will provide an update on the activities of this committee. • Sarah Klein, Manager of Recreation with the Town of Whitby, is currently serving as the 'Chairperson of the Advancing Affordable Access to Recreation Steering Committee representing regional municipalities and not-for—profit sector recreation providers. 2. REPORT: The committee held a visioning day on Advancing Affordable Access to recreation in Durham Region at the YMCA in Oshawa on June 11th, 2012. Representatives from most municipalities in Durham attended as well as related non-profit organizations, two elected officials and respective region wide organizations and institutions. The agenda included an introduction of the affordable access to recreation issue, with presentations by Paul Cloutier, former Director of Income and Employment Supports on current demographics for Durham Region; and a presentation by Tracey Vaughan former Executive Director, Community Development Council of Durham on existing 'conditions and initiatives to better include persons with low incomes. Dr. Gina Browne spoke on "Arts and Recreation as a First Response for Mental and Physical Health Promotion, Culture and Economic Development". Panel presentations were given by the Regions of: York and Peel, the YMCA, Canadian Tire Jumpstart and the Municipality of Halton Hills. The presentations regarding the current state in Durham Region, initiatives and promising practices were very informative and helped set the stage for a planning session that followed in the afternoon. The session was facilitated by Tucker-Reid & Associates and the participants worked to develop a collective vision, guiding principles and the next steps forward in developing a region wide policy framework. 179 Report No.: 2013-GEN-03 Page No.: 2 Draft Vision Statement This committee's vision speaks to a desired future state in Durham Region; one where mechanisms are in play to advance equitable access to recreation, sport and cultural opportunities. "All residents of Durham Region have the right to access affordable recreation, culture and sport within their communities due to the economic, social, mental, physical and spiritual benefits that participation brings to individuals and to the community." Guiding Principles: The following guiding principles will guide the committee's work as they develop tools and mechanisms to advance affordable access to recreation in Durham Region. 1. All strategies to provide equitable access to affordable recreation, sport and culture will be client focussed and respect the dignity of participants. 2. All residents feel included within their communities regardless of their background; access to recreation is barrier free. 3. Related practitioners and agencies will work collectively under one framework to ensure equitable access to recreation, culture and sport. 4. A simple and seamless approach to approving clients for access is paramount to the success of the program. 5. Identifying and addressing barriers to accessing programs and services will assist in achieving our vision of full and equitable access to recreation culture and sport. 6. The business case (the savings generated by the number of participants exiting Ontario Works) will be developed and results reported out to partners and stakeholders. 7. Building capacity and developing partnerships will ensure that there is a sustainable program over time. 8. Equitable access to recreation, sport and culture is a shared responsibility in Durham Region between government, related agencies, for profit and not for profit organizations. 180 Report No.: 2013-GEN-03 Page No.: 3 Next Steps: The committee members will be working over the course of the next few months to complete the following tasks. • ➢ Continue to gather information and create a data base on current subsidy levels and usage of financial subsidy across Durham Region; • Review the "Affordable Access to Recreation for Ontarians Policy Framework" with a view to adopting it to the Durham context; > Investigate the opportunity to facilitate a business case for Durham Region to provide a greater investment in recreational opportunities for residents with a low income background; ➢ Investigate the benefits and opportunities of a municipal and community delivery organizations standardized affordable access model in Durham Region; ' > Develop a summary report to local municipalities and the Regional Council of Durham. 3. CONCLUSION It is the committee's intention to have a summary report prepared for the spring of 2013 and at that time, they would be pleased to provide an update or present to the Health and Social Services Committee once again on their progress. Respectfully submitted for your information Dr. Hugh Drouin Commissioner, Social Services 181 Ci#i,of = Report To =ice-� -= Executive Committee _ PICKERING Report Number: FIN 06-14 Date: April 14, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Statement of the Treasurer Respecting 2013 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation: It is recommended that Report FIN06-14 of the Director, Corporate Services & City Solicitor regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2013 be received for information. Executive Summary: Section 284(1) of the Municipal Act 2001 (the "Act") states in part that the Treasurer of every municipality shall, in each year, submit to the Council of the municipality, an itemized statement (the "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 2013 Current Budget approved by Council. Discussion: Over the past few years, the Statement has evolved to include various categories of expenditures that have been interpreted to be required under the Act and/or financial reporting requirements of the Province of Ontario and professional accounting bodies. The Statement also includes expenses paid on behalf of a Member of Council or appointees. This fulfils the intent of the Act by ensuring that all expenses' incurred for a Councillor's benefit are accounted for. 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 Veridian Board have been included in the Statement. The Act 182 Report FIN 06-13 Date: April 14, 2014 Subject: Statement of the Treasurer Respecting 2013 Remuneration Page 2 and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees 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 Statement. Expenses paid by several other bodies to which Council makes appointments have also been included in the Statement. The amounts paid by the Region of Durham to Regional Councillors are not included in the Statement. Attachments: 1. Members of Council, 2013 Remuneration and Expenses 2. Members of Council, Detailed Breakdown of 2013 Expenses 3. Council Appointees, 2013 Remuneration and Expenses Paid by Veridian Corporation 4. Council Appointees, 2013 Remuneration and Expenses Prepared By: Approved / Endorsed By: Avril Pay - Stan Karwowski Audit Analyst Division He_► Finance & Treasurer Paul Bigioni Director, Coro orate ,ervices & City Solicitor Recommended for the consideration of Pickering Ci -ouncil g _ / /1/1 PAC. 2-4t ZOO Tony Preve•el, P. Eng. Chief Administrative Officer 183 ATTACHMENT#, I TO REPORT# i "iJ. 0t,-i'/ COooN- r - I I p M M I I 1. 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O • Q • .o E - - ' ' N CO T.- Nd' r- 0.- 0 O) 0 d' 0) N 0) 0) O N CO CO CO � NNd• d' C 0 ' t� LI- ^ CO CO d' N + d y7 r- * U) CU C) C C E • G)• 0 . Q. LUCOd' Od• d• M 0 s- 1C d OOCON � r- N • i _ W Z ' uOOMd- N-- L() 0) = N C y y it N 4.. L 4� O C • " CO LL d 0 d ..-. CO N N c- LC) LU CO d p C ' 00000 1 E E .d C C N N - N 0 ^ r 4- d Q L ta 5 -a H Q• a) 06 a) .--- N7. CO d' Lnd' NCOO) 0 Q G) CO CO LUNNd' 0 ..- CD L (� N co 00 Nd d_ CV ONCO 0 . go C ^ c- r CO • O (A' 143 a) CO a E a -o C Cl) d' d' 0MLU0) N fa d r • 0) CO O C) - - COO) CO CO ' ' CO N • C _ c- N N C C ........ N O • N . • • 0 a) . E 0 -c . C _ Cl) . . o O cn E2 cu c N m & C o .- o o N U D Q O 2 a � U O i 0 C b CCi 0_ a . ,a O - • 2 - U • • 185 ATTACHMENT#_TO REPORT#6 4 0‘.--1+ Statement of Treasurer Council Appointees 2013 Remuneration and Expenses Paid by Veridian Corporation Remuneration Expenses (3) Total • $ $ $ Veridian Corporation (1,2) Board of Directors K. Ashe (4) 14,851 393 15,244 D. Dickerson (4) 43,487 11,183 54,670 D. Pickles (4) 23,342 566 23,908 D. Ryan (4) 15,911 1,200 17,111 R. Sutton (4) 16,971 4,873 21,844 114.562 18.215 132.777 Notes to Veridian Corporation and Board of Directors: (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, 2013. (3) Expenses include conferences, meals and mileage. (4) Appointed by Council under City of Pickering By-law 7095/10; Resolution #172/10 for a term to expire December 31, 2014. 186 ATTACHMENT# ,TO REPORT# *I Statement of Treasurer Council Appointees 2013 Remuneration and Expenses • Remuneration Expenses (4) Total $ $ $ . Accessibility Advisory Committee (1) Councillor O'Connell (5) - - - T. Arvisais (5) - - - P. Bashaw (15) - - - M. Brenner (6) - - K. Falconer (5) - - - S. Little (5) - - • - T. Logan (9) - - - P. McCafferty (13) - - - A. Heywood-Delpeache (5) - - - D. Sharma (6) - - - A. Temple (14,17) D. Tierney (5) - -, - S. Wilkinson (5) _ Advisory Committee on Diversity (1) Councillor Ashe (5) - - - O. Ekenkwo (15) - - - A. Jacobs (15) - - - K. Mark-(5) - - - C. Miller (5,19) - - M. Odle (15) - - - D. Panesar (5,19) - - - C. Reidt (5) - - - J. Yacoudmidis (5,18) _ - _ • Animal Services Appeal Committee (1) Councillor McLean (5) - - - - B. Guest (5) - ' - M. O'Brien (5) Committee of Adjustment (1,2) T. Copeland (5) 1,200 192 1,392 D. Johnson (5) 1,280 68 1,348 E. Newton (5) 1,120 52 1,172 W. Utton (5) 1,120 142 1,262 S. Van Steen (5) • 1,120 133 1,253 5.840 587 6 427 • 187 Statement of Treasurer Council Appointees 2013 Remuneration and Expenses Remuneration Expenses (4) Total $ $ $ Heritage Pickering Advisory Committee (1) Councillor Rodrigues (5) - - - T. Besso (5) - - - S. lyer (11) - - - W. Jamadar (5) - - - D. Joyce (15) - - - R. Lattouf (14,19) - - - E. Mason (6) - - - M. Munawar (11,20) - - - T. Reimer (14) - - - D. Rundle (7) - - - M. Sawchuck (5) - - - S. Sheehan (5) - - - C. Sopher (10) 30 - 30 J. Van Huss (8) 30 _ 30 60 - 60 Pickering Public Library Board (1) Councillor Ashe (5) - - - Councillor D. Dickerson (5) - - M. Anderson (5) - - - R. Coelho (5) - - - B. James (5) - - - C. Julien (5,21) = - - A. Naqvi (5) - - - J. Sabean (5) - - - A. Shanahan (5) - - - S. Van Steen (12) _ _ _ — Pickering Museum Advisory Committee (1) Councillor McLean (5) - - - K. Chalmers (5) - - - R. Cowan (5) - - - A. Doucette (15) . L. Drake (5) - - - K. Emmink (5) - - - D. Hudson(5) - - - B. James (5) - - - R. Lawson (5,16) - - - . G. Lowman (14) - - - D. Nita (5) - - - P. Savel (5) - - - S. Suckling (5,19) _ _ _ 188 Statement of Treasurer Council Appointees 2013 Remuneration and Expenses Remuneration Expenses (4) Total $ $ $ Property Review Committee (1) P. Dickson (5) 50 - 50 R. Farrell (5) 50 - 50 G. Fernandes (5) 50 - 50 C. Lavoie (5) - - - J. Singleton (5) - _ - 150 - 150 Taxicab Advisory Committee (1) Councillor McLean (5) - - - D. Bergin (5) Waterfront Coordinating Committee (1) Councillor Dickerson (5) - - - Councillor O'Connell (5) - - - J. Berry (5) - - - K. Corcoran (5) - - - J. Dike (5) - - - K. Falconer (5) - - - M. Robbins (5) - - - P. Short-Galle (5) - - - J. Veronneau (5) - - - S. Wiley (5) Livestock Valuers (1) J. Laider (5) 160 8 168 Durham Region Transit (3) P. Przybylo (7) Notes to Council Appointees: All payments are authorized under Council's adoption of the 2013 Current Budget. (1) Authority: By-law 7095/10 Municipal Act, 2001 Section 283 (2) Authority: By-law 5242/98 Municipal Act, 2001 Section 283 (3) Authority: By-law 7106/11 Municipal Act, 2001 Section 283 (4) Expenses include conferences, travel and meeting expenses. 189 Statement of Treasurer Council Appointees 2013 Remuneration and Expenses (5) Council appointees are for a new term commencing December 1, 2010 and ending November 30, 2014 under City of Pickering Resolution #172/10 for a term to expire November 30, 2014. (6) Resolution #143/11, Council appointee for a term to expire November 30, 2014 (7) Resolution #13/11, Council appointee for a term to expire November 30, 2014 (8) Resolution #172/11, Council appointee for a term to expire November 30, 2014 (9) Resolution #16/11, Council appointee for a term to expire November 30, 2014 (10) Resolution #32/12, Council appointee for a term to expire November 30, 2014 (11) Resolution #117/12, Council appointee for a term to expire November 30, 2014 (12) Resolution #162/12, Council appointee for a term to expire November 30, 2014 (13) Resolution #16/13, Council appointee for a term to expire November 30, 2014 (14) Resolution #57/13, Council appointee for a term to expire November 30, 2014 (15) Resolution #124/13, Council appointee for a term to expire November 30, 2014 (16) Resigned February, 2013 (17) Resigned July, 2013 (18) Resigned August, 2013 (19) Resigned September, 2013 (20) Removed April, 2013 (21) Removed November, 2013 190 C;ty g. Report to Executive Committee PICKERING Report Number: FIN 08-14 Date: April 14, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Section 357/358 of the Municipal Act—Adjustment to Taxes Recommendation: 1. That Report FIN 08-14 of the Director, Corporate Services &.City Solicitor 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 referred to in Attachment 1 of this report represents a gross cost of$43,605.71, with a net cost to the City.of approximately $10,921.22, 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 2014 Current Budget allocation under General Government— Provision for Uncollectable Taxes. The 2014 budget provision is $908,410.00, and $79,041.28 (including the above) has been spent to date. Discussion: 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 is moved from industrial to commercial tax class or commercial to residential tax class. Demolitions and other physical changes to a property, such as 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. Thirteen of the applications in Attachment 1 reflect the comment "razed by fire, demolition" or "unusable." Ten of these these applications were to remove older structures, and to date, building permits have been issued to replace eight of the structures with much larger ones. Three of these applications did not qualify for a tax reduction. 191 Report FIN 08-14 April 14, 2014 Subject: Section 357/358 of the Municipal Act—Adjustment to Taxes Page 2 Seventeen of the applications referred to in Attachment 1 reflect the comment "ceases to be liable for tax rate at rate it was taxed". Three of these applications had their assessment class revised to a class with a lower tax rate. Nine properties moved between taxable and PIL classes. One property had no reduction as it was previously corrected by another method. Three properties became exempt from taxation as they were transferred to the City and Ministry of Transportation, and one City-owned property reverted back to exempt status due to the termination of a lease. Section 358 of the Municipal Act allows taxpayers to have their assessments revised by MPAC where they believe that they have been overcharged due to a gross or manifest clerical error on the part of MPAC. On this basis, taxpayers are allowed to seek ' reduction of their assessments for the current year as well as the two prior years. This section of the Act allows for the reduction of taxes due to such errors, once confirmed by the Regional Assessment Office of MPAC. One of the applications in Attachment 1 reflects the comment "gross or manifest error". This property was assessed by MPAC with an incorrect supplementary effective date, and this report will adjust the related accounting transactions to reflect the correct assessments for all eligible years. The purpose of Sections 357/358 is to allow the municipality and MPAC to quickly rectify assessment classification changes, and prior years' errors quickly without the property owner having to go through the formal assessment review process. Attachments: 1. Section 357/358 Adjustment to Taxes -Taxable Prepared By: Approved / Endorsed By: 1 i Donna IeLong • tan Karw•w i Supervisor, Taxation Division Had, inance & Treasurer Paul Bigioni Director, Co por_ e `-rvices & City Solicitor • 192 Report FIN 08-14 April 14, 2014 Subject: Section 357/358 of the Municipal Act—Adjustment to Taxes Page 3 Recommended for the consideration of Pickering Ci Council / z4r204 Tony Prevedel, P.Eng. Chief Administrative Officer 193 ATTACHMENT#, 1 TO REPORT#Flns P$-111 w 0 O ++ is h r N- N- N- r O r• r` N. r` It) N. N. r rC) rC) r rC) GV CO U) O U) C)) U) U) LC) U) U) U) U) U) CC) U) U) U) U) U) U) >Q. 0) C) M 0) C1 C) co co co co co co co co co co co co co co . 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CO CIS 2222 CO 00 CO O) Cl) Ch N N Cl) Cl) . W• 3 3 3 3 3 3 CO 3 CE) Cu a) N m CU a.) W 3 9 t6 t` % % co 9 2 a @ .03 @ @ • t6 CO @ Q X X X X X X 6 6 W X X O �6 � C �6 00 @ La C o 0 0 0 0 0 0 0 o C c c 0) N a) 0 CO CU CU N O O a) N CO O � C6 f6 N 30 •0 •0 W @ CC 4 JD CU .0 .0 -0 .0 O O Q a a a 00 T 0 0 0 0 T T O O N U) .0 CI) W N cn .0 .0 CO M W a) a CU CU a> a) a a CU CU Cl) N O N co W tl) a) CU N en CO @ N CO CO CO CO N N CO CO CD a) CO O N a> a) N co CU a) # Cc) Ch cL) N N CO N N N 0. cq m . Q N CO to CD D) N 0) 19 5 Q 0 0 m 0 N N o 0 clig,00 :_ Report to Executive Committee PICKERI - Report Number: ENG 08-14 Date: April 14, 2014 From: Richard Holborn Director, Engineering & Public Works Subject: Asphalt Resurfacing on Various City Streets and Parking Lots - Tender No. T-7-2014 - File: A-1440 Recommendation: 1. That Report ENG 08-14 of the Director, Engineering & Public Works regarding the tender for Asphalt Resurfacing on Various City Streets and Parking Lots be received; 2. That Tender No. T-7-2014 submitted by Furfari Paving Company Limited in the amount of$669,286.75 (HST included) be accepted; 3. That the total gross project cost of$827,439.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $745,134.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the project by transferring the total sum of$745,134.00 from Federal Gas Tax Reserve Fund, Property Taxes, Third Party Contribution, Capital Works Reserve Fund, Provincial Grant and the Rate Stabilization Fund, as provided for in the 2014 approved Capital Budget; and 5. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: The 2014 Capital Budget includes resurfacing projects for the following Streets and Parks: Bowler Drive, Glengrove Road, Liverpool Road, Pickering Parkway, Victoria Street, Wellington Street, Claremont Community Centre Parking Lot, Creekside Park Parking Lot and East Shore Community Centre Parking Lot. Tender No. T-7-2014.was issued on Monday, February 3, 2014 with a tender closing date of Wednesday, February 26, 2014. The low bid of$669,286.75 (HST included) submitted by Furfari Paving Company Limited is recommended for approval. The total gross project cost is estimated at$827,439.00 (HST included) with an estimated total net project cost of$745,134.00 (net of HST rebate), and the project is under budget by $217,601.00. 196 Report ENG 08-14 April 14, 2014 Subject: , Asphalt Resurfacing on Various City Streets and Parking Lots Tender No. T-7-2014 Page 2 In accordance with Purchasing Policy Item 06.12, a tender exceeding $125,000 is subject to Council approval. Financial Implications: 1. Tender Amount Tender No. T-7-2014 $ 592,289.16 HST (13%) 76,997.59 Total $669,286.75 2. Approved Source of Funds Roads Capital Budget Location Project Code Source of Funds Budget Required Bowler Drive 5320.1418.6250 Federal Gas Tax $235,000.00 $194,709.00 Glengrove Road 5320.1420.6250 Federal Gas Tax 155,000.00 127,449.00 Liverpool Road 5320.1414.6250 Capital Works 140,000.00 98,513.00 Reserve Fund Pickering 5320.1413.6250 Federal Gas Tax 215,000.00 171,208.00 Parkway Victoria Street 5320.1421.6250 Federal Gas Tax 30,000.00 19,621.00 Wellington Street 5320.1422.6250 Federal Gas Tax 25,000.00 25,226.00 Claremont 5719.1403.6250 Rate Stabilization 40,000.00 28,040.00 Community Reserve Centre Parking Lot Creekside Park 5311.1403.6181 Property Taxes & 52,735.00 32,785.00 Parking Lot Third Party Contribution East Shore 5701:1401.6181 Provincial Grant 70,000.00 47,583.00 Community Centre Parking Lot $962,735.00 $745,134.00 CORP0227-07!01 revised 197 Report ENG 08-14 April 14, 2014 Subject: Asphalt Resurfacing on Various City Streets and Parking Lots Tender No. T-7-2014 Page 3 . 3. Estimated Project Costing Summary Tender No. T-7-2014 —Tender for Asphalt Resurfacing on Various City Streets & Parking Lots $592,289.00 Associated Costs Materials Testing 20,000.00 Miscellaneous Costs 1,500.00 Construction Contingency (20% ) 118,458.00 Sub Total —Costs $732,247.00 HST (13%) 95,192.00 Total Gross Project Costs $827,439.00 HST Rebate (11.24%) (82,305.00) Total Net Project Costs $745,134.00 Net Project Costs (over) under Approved Funds ($962,735-$745,134) $217,601.00 Discussion: As part of the 2014 Roads, Community Centres, Property Maintenance and Senior Citizens Centre Capital Budget, asphalt resurfacing on Bowler Drive, Glengrove-Road, Liverpool Road, Pickering Parkway, Victoria Street, Wellington Street, Claremont Community Centre Parking Lot, Creekside Park Parking Lot and East Shore Community Centre Parking Lot were approved as construction projects. Tender No. T-7-2014 was issued Monday, February 3, 2014 and closed Wednesday, February 26, 2014 with eight bidders responding. The low bid submitted by Furfari Paving Company Limited is recommended for approval. The total gross project cost is estimated at $827,439.00 (HST included), with an estimated total net project cost of $745,134.00 (net of HST rebate). As a result of the ongoing works on Pickering Parkway by Veridian Connections and Hardco Construction in late 2013, there was a severe delay in the placing of the new base asphalt under Tender No. T-1-2013. This asphalt was placed in cold conditions and as a result, there are additional rectifications required prior to placing the final lift of asphalt under Tender No. T-7-2014. Staff have also addressed concerns with possible additional curb and sidewalk rectifications due to the harsh winter encountered and subsequent deficiencies. Therefore, it is necessary to increase the construction contingency from 10% to 20% to ensure funds are available to address these issues. References for Furfari Paving Company Limited have been checked and are deemed acceptable by the Senior Coordinator, Capital Projects. The Health & Safety Policy, proof of Confined Space Entry Procedure 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 Furfari Paving Company Limited, CORP0227-07/01 revised 198 Report ENG 08-14 April 14, 2014 Subject: Asphalt Resurfacing on Various City Streets and Parking Lots Tender No. T-7-2014 Page 4 have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The certificate of Insurance has been reviewed by Manager, Budgets & Internal Audit, and is deemed acceptable. In conjunction with staffs review of the contractor's previous work experience and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering & Public Works Department recommends acceptance of the low bid submitted by Furfari Paving Company Limited, for Tender No. T-7-2014 in the amount of$669,286.75 (HST included) and that the total net project cost of$745,134.00 be approved. Attachments: 1. Memorandum from Supply & Services dated February 26, 2014 - 2. Record of Tenders Opened and Checked 3. Location Maps Prepared By: Approved/Endorsed By: Cy) --ffr AL/ Kevin Cahill, CET., CRS R' hard Ho iorn, P. Eng. Senior Coordinator, Capital Projects ►irector, Engineering & Public Works ..--..- s /4 , , ' a.1.7 oil 749:-/eZel/V - --------------- ----- [carrell Selsky, C ' . CMKII III Stan Karwowski, MBA CMA Manager, Capi al Projects & Infrastructure Division Head, Finance & Treasurer Vera A. Felgemaccl r CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services KC:ds CORP0227-07/01 revised . 199 Report ENG 08-14 April 14, 2014 Subject: Asphalt Resurfacing on Various City Streets and Parking Lots Tender No. T-7-2014 Page 5 Recommended for the consideration of Pickering City Council Ogeged, frAZ• z41zoi4 Tony Prevedel, P.Eng. • Chief Administrative Officer CORP0227-07/01 revised 200 A' A4.r7 ENT To REPORT C gme of Pickering o0 of. —_ n ring&Public Works ATTACH MENT# / TO REPORT# ENG O$-1172 g- ot0\ Pursuant to Information to Bidders Item 29, 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 currently dated and signed 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; (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) The City's Accessibility Regulations for Contracted Services form currently dated and signed; (h) list of Sub-Contractors in accordance with General Conditions Item 34; and (i) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 18. 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, Budgets & Internal Audit; (c) if Item (i) Waste Management Plan is acceptable; (d) any past work experience with the low bidder Furfari Paving Co. Ltd. including work location; (e) without past work experience, if reference information is acceptable; (f) the appropriate account number(s) to which this work is to be charged; (g) the budget amount(s) assigned thereto; (h) Treasurer's confirmation of funding; (i) related departmental approvals; and (j) 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 ou require further information, please feel free to contact me or a member of Supply & Se ices. /VAF/jg Attachments February 26, 2014 Tender No. T-7-2014 Page 2 202Tender for Asphalt Resurfacing on Various City Streets and Parking Lots • AT TAC;E1MENT#.2 ..�OREPOR i# 08.4`. 1_ of 1. • o X 4 rO*Y a) 0 - - '. c� A N 0 = X a O i Q - • a ¢I =I- *, F' � 0 c N 1'lam \ Co.. 7. "°' H E -C m ° r;15i klo f\i ■ In ri. .., 0 a. o \-11 ca O t 0 12 d o N 4 ; 'X' C4 c Ut c io£ \ 1 1 \ 1 \ p Q ai la) ,`m4 0 ‘,1■ .4,. :5 d F �F �1 °4 % a4 a d a'a O.-1 "e off, * %� Ab \rJ ip 'ON O rd+i A \ .-+ 53:,x-t;..+ , + � p, N j Q L O 4.: i0 _c.p -N fA a) z E Mss —I c E . I = L m . ( • J J o2 0 J F- - y a) •j c . = o co .r �o F 'a . co > � o N 0) to o a E ro_ > a_ :«+ C .� 06 cn �- b,mi"v d A c 0 O 2 Q 0 M-{4*• C N i .'-- `C > L a s • 0 0 O > .0 ":t,".. = N i 0 a) 0 O o O - : L 0 < ODUU) J 0 ❑ .LL ❑ C H 0 0 L Illi i as t) j V 203 ATTACHMENT# 3 TO REPORT#=°g"A7 ____Lof .5 Project Area No. 1 II VIIIWW04017 e 1 p•4 O1EFEN lig 2-_,,,•00- pnlic.*" ' I. t. 0; °,,,,,,A0,,,.19-' '')t. ,„," . O V` t, -f.„ m u SUBJECT b : G+ Wu °,-.. AREA :.;��{ o cam,,. ■ 02 �O 0 Ep`P oscE• L Ifr OS \!.5-,,.1-- _ail y'Nf O ORN :O 11 \ Location Map — Pickering Parkway Proposed Construction: Pickering Parkway—from Glenanna Road west to Liverpool Road. The proposed . works to include complete top asphalt installed and line painting work. Project Area No. 2 W AVENUE i \A ' I y > O OLD ORCHARD �I {P m � C 7> Q m ""4- m H W O AVENUE 'Ns, W MONICA COOK COURT ti0 C BOULEVAR _ IY AVE UNG PLACE 0 SHEARER FANSHAW O!• FOXGLOVE L LANE PLACE PARK D t W SIMP -^-- — ( p AVE. / BALATON AVENUE -AYVIEW A Z ROAD W Y >_ N 7 ZALATOD AVENUE STREET O g„, O W �/BL.0 WATER'OINT 1 0 L7 LL HOOL W Q p N,i COMMERCE � s STREET O S COLMAR AVENUE N, BROADVIEW' Z V PROGRESS P N W Q ZO �O FRENCHMAN'S 0� < STREET �- O m 84Y EAST '� W N /' A�i PARK J / I `Q 00 gRKEl7!' ANNLAN STREET / ow Lo SUBJECT I AREA yy�HRAF STREET n t O Location Map — Liverpool Road Proposed Construction: • Liverpool Road —from Wharf Street north to Krosno Boulevard. The proposed works to include complete top asphalt installed. • 204 ATTACkMENT#3 TO REPORT# EN6 cg-/Lt 2 ..of Project Area No. 3 j' r cis&J°ESjER Zp JO rZ° uPRE E5. M°i G■ N 5° NT GR RE °pJRtp W� ���"""" ESGE 5°V p G�,E M : V W pR r °Ntf? 7 -60,.N G�RG�E UR ° W o W� MGO�R SUBJa T ■ WY r> u W G000O >> VI. A3 6p ors W ,�O 1. 0 N Z 0 % tS ZW 0 O f- 1^Z W> fors"- 50°P315- ° S �j � O O Zip O YWW� r 6pk,<eR DRIVE m U R°pD I °W U t' �> Z N ':-.•,°F"'5 • % o' -..� N RES'` i�f0 Location Map — Bowler Drive Proposed Construction: Bowler Drive —from Kitley Avenue north to Finch Avenue. The proposed works to include complete asphalt removal and new asphalt surfacing installed. Existing concrete curb and gutter and sidewalk that are deficient will be removed and replaced as required. Project Area No.4 , `-'17s.„6, c.,:e .sio opoop fair: ‘ 00 ,Wg4 s ,,,,:° °. SUBJECT RpSEF E�° 37 AR * �$lik O.WP'RE y R°PO 'at', �, 5 ENt ,.-J� p GREc'G V U G04.5 y ••i ... 7 °s a 4�6 p`� JP,4 ® 0R00S ZW> O ° O P �` GOURT ° � . °Q Y r 6,1 a .e5 % 0%EFE49P K Location Map — Glengrove Road Proposed Construction: Glengrove Road —from Kingston Road north and east to Glenview Road. The proposed works to include complete asphalt removal and new asphalt surfacing installed. Existing concrete curb and gutter and sidewalk that are deficient will be removed and replaced as required. 205 • ATTACHMENT# - TO REPORT# EAU Off—)� 3 of_ 5_ I Project Area No.5 Y -ICJ W ��f t% H CN N 1. -1. 3o5 EpS N 7. K StRE � Y spO ST Z % � 1 d N O Pr % KQ ‘-in It �' �:� prN ill O YN N °SO SUBJECT a a° AREA h� oQ ilk 0 Z� K O r �.n O It OO 0 0 cc ©' - 0 CD y Z 0 t. 0.NE �"- Air p1- `INE N ON P°Of+ soso4.O , Pte' . Location Map —Victoria Street Proposed Construction: • Victoria Street—from Southern Terminus north to Wellington Street (Claremont). The proposed works to include complete asphalt removal and new asphalt surfacing installed. Project Area No. 6 ct ,i „ O E P N K OS Z W �N ST 0. SSREg YWW t�'1 �m N Z OpJO O O �- r K6 N m Z r�Ilk S O N J; ST. 'as J rN o li, o I:iia SUBJECT e \REA i o 7 tt El OJ "fir; --' W O \;\ w ¢ NU �'pE u0 rc p Pt. UNE jir O P°OaN B ,N'OO N0 Location Map —Wellington Street Proposed Construction: Wellington Street—Victoria Street to west Old Brock Road (Claremont). The proposed works to include complete asphalt removal and new asphalt surfacing installed. • 206 ATTACHMEN # .3_-z_ TO REPORT# EA/6 O —I9 of Project Area No. 7 O CRT. IWP CC IPIPPIPIIII ei 4o 1 ner N\GO BPYL STREET IA O POPRAD AVENUE FW SUBJE•T SANORO \ Q� AREA � TATRA LANE S / DRIVE l7 F LTMT/fAVT'c 7RE JyZ A( ,A N yz�ugron.�, -O FORDON O 9 `9p• a O m- F • STREET W j w F a 1 > LJl ¢ LN. �T J4 m N .12 a PATMORE p m W LAN: � W Q CD t�f o r'PF- O a O i _, ■O (Cis z �- W Rr z tt litl lki O Location Map — East Shore Community Centre Parking Lot Proposed Construction: East Shore Community Centre Parking Lot—The proposed works to include complete top asphalt installed and line painting work. Project Area No. 8 v r � L g �rN KA N Y ro C.rN Q N O ''O rN GSpN Eta 5 CENS% - � 06 0 0 Z C ArUT d �A V 0 ° .UBJECT : �� AREA '���% E5 CLARE ONT 2 f:% �° • w � NO ENE �I��/ K O PI_ UNE 0 ° PG O R N BOV`N4 Ot m y.CE • 1 GPOP Y ,f-° P�� ° 5 tRPN S� m Location Map — Claremont Community Centre Parking Lot Proposed Construction: Claremont Community Centre Parking Lot (Claremont) —The proposed works to include complete top asphalt installed and line painting work. • 207 ATTACHMENT4_3_ TOREPORT# Fn61 08'-11-i Project Area No. 9 o ' 0,44100*`5 • 6 S UECA T GPRp` V54'� , �1PN �pKER gtRE 101 O �•' IM c • 5 \J I Zs-c5 \"\P�\ 6pNtCoJ\"\R l SHes'N V ' P R P6M pHR V J 6RJ 1/4'1%0M st °�`_�� N.P EO P ` R 5 R U 11 ,05- ORSPN S a Location Map — Creekside Park Parking Lot Proposed Construction: Creekside Park Parking Lot—The proposed works to include complete new asphalt • surfacing installed and line painting work. • 208 (-Jig of Report to =-1-77-=-- Executive Committee• I Report Number: ENG 09-14 Date: April 14, 2014 From: Richard Holborn Director, Engineering & Public Works Subject: Artificial Turf Field and Site Improvements - Beverley Morgan Park - Tender No. T-5-2014 - File: A-1440 Recommendation: 1. That Report ENG 09-14 of the Director, Engineering & Public Works regarding Tender No. T-5-2014 for Artificial Turf Field and Site Improvements in Beverley Morgan Park be received; 2. That Tender No. T-5-1014 as submitted by Latitude 67 Ltd. in the total tendered amount of$1,321,423.70 (HST included) be accepted; 3. That the total gross project cost of$1,593,031.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $1,434,574.00 (net of HST rebate) be approved; 4. That Council authorizes the Division Head, Finance & Treasurer to finance the project in the amount of$1,434,574.00, to be funded from other revenue York Region (Southeast Collector Enhancements); and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The Funding Agreement for Community Enhancements in the City of Pickering between the City and the Region of York, related to the Southeast Collector Sewer Project includes the upgrading of the soccer/football field in Beverley Morgan Park to an artificial turf field. The total cost of$1,435,000 for this enhancement project, was approved by Council in the 2013 and 2014 Parks Capital Budgets. Approximately $50,000 of the budgeted amount has been committed for design consulting services and tendering to date. - Tender No. T-5-2014 was issued on Tuesday, February 25, 2014 and closed on Wednesday, March 19, 2014 with nine bidders responding. The low bid submitted by - Latitude 67 Ltd. in the amount of$1,321,423.70 (HST included) is recommended for approval. The total net project cost is estimated at $1,434,574.00 (net of the HST 209 • • Report ENG 09-14 April 14, 2014 Subject: Artificial Turf Field and Site Improvements • Beverley Morgan Park Tender No. T-5-2014 Page 2 rebate). The project is fully funded by York Region through the Community Enhancement Agreement. • Financial Implications: 1. Tender Amount Tender No. T-5-2014 $1,169,401.50 HST (13%) 152,022.20 Total Gross Tender Cost $1,321,423.70 2. Estimated Project Costing Summary Tender No. T-5-2014 for Artificial Turf Field and Site Improvements in Beverley Morgan Park $1,169,402.00 Associated Costs Geotechnical Investigations 3,900.00 Topographic Survey & Locates 3,100.00 Consulting Fees 41,450.00 Miscellaneous & Tender Costs 1,500.00 Materials Testing 15,000.00 Contingency (15%) 175,410.00 Total 1,409,762.00 HST (13%) 183,269.00 Total Gross Project Cost 1,593,031.00 HST Rebate (11.24%) 0 (158,457.00) Total Net Project Cost $1,434,574.00 3. Approved Source of Funds 2013 and 2014 Parks Capital Budget Account Source of Funds Available Budget Required 5780.1326 Region of York $100,000.00 $100,000.00 5780.1416 Region of York 1,335,000.00 1,334,574.00 Total Funds $1,435,000.00 $1,434,574.00 Net Project Cost under (over) Approved Funds $426.00 CORP0227-07/01 revised 210 Report ENG 09-14 April 14, 2014 Subject: Artificial Turf Field and Site Improvements Beverley Morgan Park Tender No. T-5-2014 Page 3 Discussion: As part of the Southeast Collector Trunk Sewer Funding Agreement for Community Enhancements in the City of Pickering between the City and the Region of York, one of the approved projects was the upgrading of the soccer/football field in Beverley Morgan Park to an artificial turf field. The total cost for this enhancement as identified in the agreement is $1,435,000. As part of the 2013 Parks Capital Budget, $100,000 of these funds were approved by Council for the completion of design drawings and tender documents of which approximately $50,000 has been committed. As part of the 2014 Parks Capital Budget, the balance of the enhancement value of$1,335,000 was approved for this project. The project includes the removal of all the natural turf and replacement with artificial turf surfacing for the football field located inside the running track and includes a subsurface drainage system, new goal posts for football/rugby and soccer, an electronic scoreboard, a new 1.5m high chain link fencing and reconstruction of the long jump facilities. Work also includes the installation of a construction access road through the hydro corridor from Liverpool Road. Upon completion of construction of the artificial turf field, the access road will be converted into an asphalt multipurpose trail and connect with the section of trail being constructed by the Toronto and Region Conservation Authority to Valley Farm Road which is also a community enhancement project funded by the Region of York. The new field will be lined for football, rugby and soccer and the electronic scoreboard will be multi-use in order to accommodate all three sports. Construction is scheduled to begin in May with completion before the end of August so that the new field is available for the fall season, when the Pine Ridge Secondary School returns from summer break. As such, most of the construction will occur during the summer months to avoid conflict with student activities. Tender No. T-5-2014 was issued on Tuesday, February 25, 2014 and closed on Wednesday, March 19, 2014 with nine bidders responding. The low bid submitted by Latitude 67 Ltd. is recommended for approval. References for Latitude 67 Ltd. have been reviewed and deemed acceptable by the Senior Coordinator, Landscape & Parks Development. Latitude 67 Ltd. has successfully completed four other municipal or institutional artificial turf fields. The Health & Safety Policy, current WSIB Injury Summary Report. The Certificate of Clearance issued by the Workplace Safety & Insurance Board, and proof of Compliance with Confined Space Entry Regulation, as submitted by Latitude 67 Ltd. have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staffs review of the contractor's references available on this project, the tender is deemed acceptable. CORP0227-07/01 revised 211 Report ENG 09-14 April 14, 2014 Subject: Artificial Turf Field and Site Improvements Beverley Morgan Park Tender No. T-5-2014 Page 4 Upon careful examination of all the tenders and relevant documents received, the Engineering & Public Works Department recommends the acceptance of the low bid submitted by Latitude 67 Ltd. for Tender No. T-5-2014 in the amount of$1,321,423.70 (HST included) and that the total net project cost of$1,434,574.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated March 20, 2014 2. Location map Prepared By: Approved/Endorsed By: Arnold Mostert, OALA Rich rd Holboin, P. Eng. Senior Coordinator Dir ctor, Engineering & Public Works Landscape & Parks Development � ` am.. A /, � �_ Darre Selsky, CET, 'MM III Stan Karwowski, MBA CMA Manage Capital Projects & structure Division Head, Finance & Treasurer Vera A. Fe = acher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services Caryn Kong, CGA Senior Financial Analyst Capital & Debt Management AM:am CORP0227-07/01 revised 212 Report ENG 09-14 April 14, 2014 Subject: Artificial Turf Field and Site Improvements Beverley Morgan Park Tender No. T-5-2014 Page 5 Recommended for the consideration of Pickering Cit Council id i a(- 2 ,2O14 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 213 Cali ATTACH MENT# T O 0 9- r� fY of Pickering i Engneering&Public Works PICKERING MAR 2 1 2014 M e m o To: Richard Holborn Received March 20, 2014 • Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure Subject: Tender No. T-5-2014 Tender for Beverley Morgan Park Artificial Turf Field and Site Improvements - 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 and drawings for the above mentioned tender. One addendum was issued. A mandatory site visit was held on Tuesday, March 4, 2014. Seventeen companies attended the site visit of which nine bidders submitted a tender. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (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 p Y pp provided for by Purchasing Procedure No. PUR 010-001, Item 13.03(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 Latitude 67 Ltd. $1,321,423.70 $1,321,423.70 Gateman Milloy Inc. $1,410,665.29 $1,410,665.29 Hawkins Contracting Services Ltd. $1,468,205.23 $1,468,148.73 WorldWide Turf Inc. $1,503,816.16 $1,517,244.22 Dol Turf Restoration Ltd. $1,597,057.00 $1,597,057.00 Rutherford Contracting Ltd. $1,606,787.23 $1,606,787.23 Hermanns Contracting Ltd. $1,624,724.83 $1,624,724.90 214 SMC Project Realization $1,774,290.40 $1,774,281.37 Automatic rejection — Bid deposit not provided. • Reference: Purchasing Policy No. PUR 010, Davan Group Inc. Procedure 23.02, Item 10 (c) and 14; Information to Bidders— Item 9, 12, 15, 27, 28 and 55, Tendering Specifications— Item 1, 2, 3. Pursuant to Information to Bidders Item 30, 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 currently dated and signed 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; (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) A listing of the key members of the Company's team including Project Manager, project construction superintendent, quality control representative and any other project participants, clearly indicating their respective experience constructing Artificial turf sports fields. The playing field • superintendent shall have installed a minimum of three (3) Artificial turf sports • fields in the last five (5) years; (h) Evidence that the Artificial Turf Manufacturer has had a minimum of fifteen (15) FIFA One (1) Star Artificial Turf product installations (worldwide) in the past five (5) years; (i) A listing of the key members of the Turf Installer's team including Project Manager, project construction superintendent, quality control representative and any other project participants, clearly indicating their respective experience constructing Artificial turf sports fields. The turf installation superintendent shall have installed a minimum of fifteen (15)Artificial turf sports fields in the last five (5) years; (j) Submit five (5) copies of the artificial turf product data (specifications and technical data) for all of the materials comprising the proposed Artificial turf system. Provide certification indicating that the Artificial turf(matting and in-fill system) meets or exceeds all requirements of a Federation Internationale de Football Association FIFA One (1) Star; (k) The City's Accessibility Regulations for Contracted Services form currently dated and signed; • (I) list of Sub-Contractors in accordance with General Conditions Item 35; and March 20, 2014 Tender No. T-5-2014 Page 2 Tender for Beverley Morgan Park Artificial Turf 215 Field and Site Improvements (m) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 18. 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, Budgets & Internal Audit; (c) if item (g) through (i) noted above are acceptable; (d) if Item (m)Waste Management Plan is acceptable; (e) any past work experience with the low bidder Latitude 67 Ltd. including work location; (f) without past work experience, if reference information is acceptable; (g) the appropriate account number(s) to which this work is to be charged; (h) the budget amount(s) assigned thereto; (i) Treasurer's confirmation of funding; (j) related departmental approvals; and (k) 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 & Se ices. VAF/jg" Attach ►ents • March 20, 2014 Tender No. T-5-2014 Page 3 21 Tender for Beverley Morgan Park Artificial Turf ield and Site Improvements r °: ;- O Q p �:. = Ph. j P N 7 r a. o "- .P- O -i _ • en v, v, m CO en en en (n ,,,,,,•,0:: • O : n•'`O -1 ($ 21 k 4 y'.:: ....=. .p ID 0 . I1\\ ` t \ C ` 'p: � 7 \ \ .:04:0 O W /� l (D. 5• I\• Nik - . 0 1 m __� Q oo w< ' 0. �' , O - `..,( .00 --, . a < 0 0 w -, . O Z? a i D z• O yA w (!t O 'i\ • 64 69- c9 Ea - . Ai U' C 0 4'10. • �`•:a.'':� 4 .z : :k 3 N-:,.: (D- (1) ‘ ‘N L ;/ . co 'rte 414 i < Eli- o o O w a rz° • kz.z. : :::.:::„..., , . • . . . _ • 217 a NI.trr...r L -.ORErORT# Eli()t. 0`I I 1 City o� I_,a'"_ I ' = . Engineering & Public Works Iltriat Department Attachment for Report to Executive Committee ENG 09-14 Artificial Turf Field and Site Improvements Beverley Morgan Park vir a ��Li 1 o,` , 0 p c�, 20 0 SUBJECT o Esc PARK 'tiT 0\-4'' P.' lit ■ -I: ;E: --/°11 1 0 -P 1 10 0 • ���i RED CDRRIDo pp' 0• FO* 0 %< pM i0 1 STREET 0 II FELDSTON ROvt AP E O � \-0°-FE� D CZ. v O m coU • 0) LE* OoL-NAP 0 O o 0, NR \' APLC S v 000 �o GOR' � cB \NO , o � N0 � CO �N ii.� t F O o S- R " iiii "CZn r■ Location Map . Proposed Construction Includes: Installation of an artificial turf field, replacement of fencing around field, reconstruction of long jump facility, installation of an electronic scoreboard, and construction of the multipurpose trail from Liverpool Road to field. 218 • C'ay 00 Report to Executive Committee PICKERING Report Number: FIR 01-14 Date: April 14, 2014 From: John Hagg Fire Chief Subject: Hazardous Goods Transported by Rail in Pickering - File: A-1440 Recommendation: 1. That Report FIR 01-14 of the Chief Administrative Officer be received; 2. That Fire Services staff and the Community Emergency Management Coordinator (CEMC) be directed to continue participation in training and familiarization related to dangerous goods response and rail safety initiatives; and 3. That Fire Services staff and the Community Emergency Management.Coordinator continue to meet with representatives from CN Rail, CP Rail and Durham • Emergency Management Office to explore training opportunities, ensure preparedness and to foster a cooperative relationship that will benefit all parties; and 4. That the appropriate officials be authorized to take the necessary actions to give effect hereto. Executive Summary: Following the tragic train derailment and fire in Lac-Megantic Quebec in July of 2013, Fire Services began an immediate review of our role in hazardous goods response with an emphasis on rail transportation: Fire Services Training Section staff were tasked with assessing our response capabilities, and also our knowledge base on this important topic. We discovered that our staff had some training in hazardous goods response, but refresher training in rail transported hazardous goods was required due to imminent changes in legislation and the materials now being shipped by rail. Fire Services began a multi faceted approach to improving our knowledge base in rail transported dangerous goods training and preparedness. From a response standpoint we undertook several training programs to increase our firefighter's response capabilities, tools, strategies and confidence. From a community emergency management perspective we began working with CN Rail, CP Rail and Durham Emergency Management Office (DEMO) to formulate strategies, build relationships and ensure that we are prepared for rail related emergencies. 219 Report FIR 01-14 April 14, 2014 Subject: Hazardous Goods Transported by Rail in Pickering Page 2 • Financial Implications: There are no additional financial implications. Any training completed was through CN Rail, CP Rail, Ontario Power Generation, Ontario Fire College and within the Fire Protection current budget. Discussion: The subject of transporting hazardous goods by rail and the safety of bringing those hazardous goods through our community is a serious safety concern for the City of Pickering. ' The derailment and tragic fire in Lac-Megantic Quebec last summer brought rail related dangerous goods, and the related safety issues to focus. Fire Services staff have always considered these type of responses, but given the significance of the Lac-Megantic event, and the changes to the commodities being transported through our community, we immediately undertook a major review of our response capabilities and preparedness levels for hazardous goods. There have been several train derailments in this City over the past decade with minimal,damage. However, the most recent one in 2010 at the GO Station did not cause the destruction and loss of life we saw in Lac-Megantic, but it definitely had the potential to cause much more damage than it did. • Once we reviewed our current response capabilities to hazardous goods; it became clear that we needed to move quickly and increase our training, education and preparedness for this type of event. The Fire Services Training Section has been very active in completing this training in a compressed time schedule. Fire Services staff have completed the following training initiatives: 1. One week Hazardous Materials Technician Course (Training Officer) . • Fire Services Training Officer is now a certified Hazardous Material Technician 2. Two day CP Rail Dangerous Goods course at the Ontario Fire College (Training Officer) • 3. Pickering Fire Services hosted several three day hazardous materials courses • Designed for first responders • Training for hazardous materials incidents that occur at fixed sites and during transport including a rail component 4. One Day CN Rail Dangerous Goods Course in York Region • Training Officer attended 5. CN Rail presented training program for first responders • CN completed training for all of our fire crews 220 CORP0227-07/01 revised Report FIR 01-14 April 14, 2014 Subject: Hazardous Goods Transported by Rail in Pickering Page 3 6. CN Rail Emergency Planning presentation at DEMO • CEMC attended The CEMC and the Fire Chief met with representatives from CN Rail on November 27, 2013 and with CP Rail on January 27, 2014. We confirmed our commitment to work with the railway companies to increase the knowledge base of our first responders and assist emergency management representatives with planning, knowledge and training. Both railway officials were very accommodating, and training sessions for fire crews were completed in March 2014. The CEMC also attended a training and information session with DEMO and all the Regional CEMC's on February 3, 2014. Transport Canada has also announced new directives requiring railways to notify municipal emergency management officials of the transport of dangerous goods occurring via rail in their community (Protective Direction No. 32 Attachment# 1). They also issued a directive to deal with safety related issues such as not leaving train cars with hazardous materials unattended (Emergency Directive Pursuant to Section 33 of the Railway Safety Act,Attachment# 2). These are both positive steps in terms of emergency planning and hazard identification in communities like Pickering. As you can see from the initiatives above, Fire Services are doing their utmost to ensure that all our personnel are fully trained, capable and ready to respond to a derailment . situation. From an emergency management perspective,we will continue to work with DEMO, CN Rail, CP Rail and our municipal partners to ensure we are prepared in the event of a derailment in our community. The City's CEMC has been enrolled with the Canadian Transport Emergency Centre (CANUTEC) and will obtain information regarding the dangerous goods transported in our community, as per Protective Direction 32. Fire Services and the CEMC are committed to ensure our City is prepared, resilient and informed about the hazards materials that are moving through our community on the rail lines and highways on an ever increasing basis. Attachments: 1. Transport Canada— Protective Direction No. 32 2. Emergency Directive Pursuant to Section 33 of the Railway Safety Act CORP0227-07/01 revised 221 Report FIR 01-14 April 14, 2014 Subject: Hazardous Goods Transported by Rail in Pickering Page 4 Prepared By: Approved/Endorsed By: Jo n Hai• • Fire of JH:nrm Recommended for the consideration of Pickering Cty Counci Tony Prevedel, P.Eng. Chief Administrative Officer • • 222 CORP0227-07/01 revised • ATTACHMENT# I TO REPORT#g1e 01- !tit I 61)-1 ,, 1 Transport Transports _ — Canada Canada Safety and Security S@curite et sfiret@ ' Transport Direction,generale du Dangerous Goods transport des marchandises Directorate . dangereuses • Tower C,Place de Ville Tour C,Place de Ville 330 Sparks Street 330,rue Sparks Ottawa,Ontario Ottawa(Ontario) • K1A ON5 K1A 0N5 PROTECTIVE DIRECTION No. 32- ORDRE PREVENTIF n° 32 I,Marie-France Dagenais,Director General Je,Marie-France Dagenais,directrice of the Transport Dangerous Goods generale de la Direction generale du Directorate,being a person designated by transport des marchandises dangereuses, a the Minister of Transport to issue titre de personne designee par le ministre Protective Directions under section 32 of des Transports pour emettre des ordres the Transportation of Dangerous.Goods preventifs en vertu de Particle 32 de la Loi Act, 1992, and considering it necessary to de 1992 sur le transport des marchandises deal with an emergency that involves a dangereuses,et I'estimant necessaire pour danger to public safety,do hereby direct - repondre a une urgence presentant une that menace pour la securite publique,ordonne par les presentes . 1) Any Canadian Class 1 railway , 1) Que toute compagnie canadienne de company that transports dangerous chemin de fer de classe 1 qui transporte goods must provide the designated des marchandises dangereuses doit Emergency Planning Official of each fournir a 1'agent designe de la . municipality through which dangerous • planifioation des mesures d'urgence de . goods are transported by rail,with chaque municipalite par laquelle des yearly aggregate information on the marchandises dangereuses sont • nature and volume of dangerous goods - transportees par chemin de fer, les the company transports by railway donnees globales annuelles sur la vehicle through the municipality, nature et le volume des marchandises presented by quarter; dangereuses que la compagnie transporte par vehicule ferroviaire a travers la municipalite,le tout presente . par trimestre; 2) Any person who transports dangerous 2) .Que toute personne qui transporte.des goods by railway vehicle,who is not a marchandises dangereuses par vehicule • Canadian Class 1 railway company, ferroviaire, qui nest pas une compagnie . • 223 ATTACHMENT# TO REPOR T# 0 i - 14 Zvu1 • must provide the designated canadienne de chemin de fer de • _. Emergency Planning Official of each classe 1, soit tenue de fournir a l'agent municipality through which dangerous design de la planification des mesures goods are transported by railway d'urgence de chaque municipalite par vehicle with: laquelle des marchandises dangereuses sont transportees par vehicule ferroviaire : a) yearly aggregate information on a) les donnees globales annuelles sur the nature and volume of dangerous la nature et le volume des I goods the person transports by marchandises dangereuses que la railway vehicle through the personne transporte par vehicule municipality;and ferroviaire a travers la municipalite; b) any significant change to the b)toute modification importante aux information provided in(a)as soon renseignements fourths au point a) as practicable after the change des que possible apres que la occurs; modification est survenue; 3) A Canadian Class 1 railway company 3) Qu'une compagnie canadienne de that transports dangerous goods and a chemin de fer de classe 1 qui transporte person who transports dangerous goods des marchandises dangereuses et by railway vehicle are not required to qu'une personne qui transporte des provide an Emergency Planning marchandises dangereuses par vehicule Official(s)withthe information in ferroviaire ne sont pas tenues de items 1 or 2 of this Protective Direction fournir a l'agent ou aux agents de la if: planification des mesures d'urgence les renseignements des points 1 ou 2 du - present ordre preventif si : (a)the Emergency Planning Official is a) l'agent de la planification des not listed on the list of Emergency mesures d'urgence ne figurent pas sur • Planning Officials maintained by la liste des agents de la planification Transport Canada,through CANUTEC, des mesures d'urgence tenue par that is provided to the railway company Transports Canada,par • or the person; 1'intermediaire de CANUTEC; fournie a la compagnie de chemin de fer ou a la personne; • (b)the Emergency Planning Official or the b) l'agent de la planification des Chief Administrative Officer of a mesures d'urgence ou l'agent municipality,by request made in writing administratif principal d'une to CANUTEC, informs CANUTEC that municipality, a la suite d'une demande it no longer wants to be provided with par ecrit a CANUTEC, informe the information; or CANUTEC qu'elle ire vent plus , 2 224 • • ATTACHMENT# ( TO REPORT#rtR 01- 14 1, recevoir les renseignements; (c)the Emergency Planning Official has c) l'agent de la planification des not undertaken or agreed to: mesures d'urgence n'a pas entrepris (i)use the information only for ou accepte : emergency planning or response; •i) d'utiliser les renseignements (ii) disclose the information only to . uniquement pour la planification des those persons who need to know for mesures d'urgence ou.l'intervention the purposes referred to in(i);and d'urgence; (iii)keep the information confidential ' (ii) de divulguer les renseignements • and ensure any person to whom the uniquement aux personnes qui • Emergency Planning Official(s)has doivent les connaitre pour les disclosed the information keeps it besoins enumeres au point i); confidential,to the maximum extent. iii)de tenir confidentiel les permitted by law. renseignements et de garantir que toute personne a.qui l'agent ou les • agents de la planification des mesures d'urgence divulguent des renseignements les tiennent confidentiels,dans les limites autorisees par la loi. • 4) A Canadian Class 1 railway company 4) Qu'une compagnie de chemin de fer who transports dangerous goods and a canadienne de classe 1 qui transporte person who transports dangerous goods des marchandises.dangereuses et une by railway vehicle must provide in personne qui transporte des writing to Transport Canada,through marchandises dangereuses par vehicule CANUTEC, contact information ferroviaire fournissent par ecrit, a including the name,title,address,e- Transports Canada,par 1'intermediaire mail address,fax number,telephone de CANUTEC,les coordonnees, number and cell phone number,of the - notamment le nom, le titre,l'adresse, person(s)who will be liaising with a l'adresse electronique,le numbro de municipality's Emergency Planning telecopieur, le numbro de telephone et Official, and must immediately notify le numbro de telephone cellulaire de la CANUTEC in writing of any changes ou des personnes qui assureront la to the contact information; liaison avec l'agent de la planification des mesures d'urgence de la municipalite, et avisent immediatement par ecrit CANUTEC de tout changement aux coordonnees; 5) A Canadian Class I railway company 5) Qu'une compagnie de chemin de fer who transports dangerous goods and a canadienne de classe 1 qui transporte person who transports dangerous goods des marchandises dangereuses et une by railway vehicle must provide any • personne qui transporte des information shared under items 1 and 2 marchandises dangereuses par vehicule to Transport Canada,through • 3 225 • ATTACHMENT# 1 TO REPORT#nC- o i-t 4 4 ryf CANUTEC. ferroviaire fournissent tous les =_= renseignements communiqués selon les points 1 et 2 a Transports Canada,par 1'intermediaire de CANU E,C. 6) A Chief Administrative Officer of a 6) Qu'un agent administratif principal municipality may request Transport d'une municipality puisse demander a Canada,through CANUTEC,that the Transports Canada,par l'intermediaire. • name of its designated Emergency de CANUTEC, que le nom de son Planning Official be added to the list of agent design de la planification.des Emergency Planning Officials referred mesures d'urgence snit ajoute a la liste to in item 3(a)by providing the des agents de la planification des following information:the name,title, mesures d'urgence mentionnee au • organization,address, e-mail address point 3a)en fournissant les fax number,telephone number and cell renseignements suivants : le nom,le phone number of the Emergency titre, l'organisation, les adresses postale Planning Official that he or she et courriel et les numeros de telephone . designated. This contact information cellulaire et telecopieur de l'agent will be shared with any Canadian Class designe. Ces coordonnees seront 1 railway company who transports communiquees a toute compagnie de dangerous goods and any person who chemin de fer canadienne de classe 1, transports dangerous goods by-railway qui transporte des marchandises vehicle. - dangereuses et toute personne qui transporte des marchandises dangereuses par vehicule ferroviaire. Pour les besoins du present ordre preventif, les informations a fournir a CANUTEC For the purposes of this Protective doivent etre envoyees a 1'adresse suivante : Direction, information to be provided to CANUTEC is to be provided to the following address: Centre canadien d'urgence transport (CANUTEC) Canadian Transport Emergency Centre Place de Ville,Tour C (CANUTEC) 330,rue Sparks, 14e etage, Place de Ville,Tower C Ottawa(Ontario) K1A ON5 330 Sparks Street, 14th Floor, A l'attention de:M.Angelo Boccanfuso, Ottawa, Ontario,K1A ON5 Directeur de CANUTEC Attention:Mr.Angelo Boccanfuso, Ou par courriel a: CANUTEC@tc.gc.ca Director of CANUTEC Or by email to .CANUT EC @tc.gc.ca • • 4 226 ATTACHMENT# I TO REPORT# QO1- it ct/ 7 This Protective Direction No.32 takes Le present ordre preventif n°32 entre en effect immediately upon signing.It remains vigueur des sa signature.Ii demeure en in effect for three years from'the date of vigueur pour une periode de trois ans de la signing or until cancelled in writing by the date de signature, ou jusqu'a ce qu'il soit • Director General of the Transport annule par avis ecrit du directeur general de Dangerous Goods Directorate,Transport la Direction generale du transport des Canada. marchandises dangereuses,Transports Canada. • SIGNED AT OTTAWA, ONTARIO,this 20th day of November 2013. SIGNE A OTTAWA(ONTARIO), ce 20'eme jour de novembre 2013. Marie-France Dagenais • Director General,Transport Dangerous Goods Directorate Directrice generale,Direction generale du transport des marchandises dangereuses • • • • • 5 227 A7TACHMENT#_i ___TO REPOR T# nZ o! - u 6, 7 • Explanatory note " For the purposes of this Protective Direction "Chief Administrative Officer"means the person holding the most senior staff position within a municipal organisational structure or band council, whether that office bears that title or an equivalent one. V "Emergency Planning Official"means the person who coordinates emergency response planning for a municipality, who may also be a First Responder for that community . "municipality"means a corporate body constituted under the applicable provincial or territorial legislation, in each province or territory,relating to the creation of municipal administrations,be they designated as cities, towns, villages, counties or by other names and includes aboriginal communities with their own First Responders. In cases where a territory is governed by two tiers of municipal administrations, the expression refers to the tier which has the primary responsibility for emergency planning,meaning either to the lower tier or the upper tier administrations but not both. The decision as to which tier is to receive the information provided under this Direction is to be made locally and the name of the appropriate designate is to be communicated in accordance with this Direction. . "nature"means class, UN number and name of the dangerous good. "volume"means the number of car loads of a dangerous good. The parties will agree between themselves prior to the exchange of information on the standard provisions governing the extent to which the information received under items 1 or 2 may be disseminated. Note explicative Pour les besoins du present ordre preventif . «agent administratif principal»signifie la personne occupant le poste de cadre " superieur dans un organigramme municipal ou un conseil de bande,que ce bureau porte ou non ce titre ou un equivalent. V . «agent de la planification des mesures d'urgence»signifie la personne qui planifie l'intervention d'urgence pour une municipality,qui peut egalement etre le premier intervenant pour cette collectivite. «municipalite»signifie une collectivite constituee en vertu de la legislation provinciale ou territoriale applicable, dans chaque province ou territoire,liee a la creation des administrations municipales,qu'elles soient designees comme etant des villes, des • 6 228 ATTACHMENT# I TO REPORT tr-H!? 61--19 _ villages,des comtes ou autres,y compris les collectivites autochtones ayant Ieurs propres premiers intervenants.Dans les cas ou un territoire est gouverne par deux ordres d'administrations municipales,l'expression renvoie a l'ordre qui assume la premiere responsabilite pour la planification des mesures d'urgence,c'est-a-dire soit l'administration deniveau inferieur,soit l'administration de niveau superieur,mais pas les deux. La decision qui determinera a qui les l les renseignements seront envoyes en vertu du present ordre preventif dolt etre prise a I'echelle locale, et le nom de la personne designee appropriee doit etre communiqué conformement au present ordre preventif. • nature»signifie la classe,le numero UN et le nom de la marchandise dangereuse. (c volume»signifie le nombre de chargements de wagons d'une marchandise dangereuse. Les parties conviendront entre elles, avant I'echange de renseignements,des dispositions normales regissant la mesure dans laquelle les renseignements regus conformement aux points 1 et2 peuvent etre diffuses. • • • • 7 229 ATTACHMENT r a REPORT # __ 01' I`f. ( csla Emergency Directive Pursuant to Section 33 of the Railway Safety Act Safety and Security of Locomotives in Canada. • To: All Railway Companies and Local Railway Companies Section 33 of the Railway Safety Act(RSA) gives the Minister of Transport the authority to issue an emergency directive to any company when the Minister is of the opinion that there is an immediate threat to safe railway operations or the security of railway transportation. Although the cause of the tragic accident in Lac-Megantic remains unknown at this time,and although I remain confident in the strength of the regulatory regime applicable to railway . transportation in Canada, I am of the opinion that,in light of the catastrophic results of the Lac- . Megantic accident and in the interest of ensuring the continued safety and security of railway transportation,there is an immediate need to clarify the regime respecting unattended locomotives on main track and sidings and the transportation of dangerous goods in tank cars using a one person crew to address any threat to the safety and security of railway operations. Pursuant to section 33 of the RSA, all railway companies and local railway companies are hereby ordered to: 1. Ensure,within 5 days of the issuance of the emergency directive,that all unattended controlling locomotives on main track and sidings are protected from unauthorized entry into the cab of the locomotives; 2. Ensure that reversers are removed from any unattended locomotive on main track and sidings; 3. Ensure that their company's special instructions on hand brakes referred to in Rule 112 of the Canadian Rail Operating Rules are applied when any locomotive coupled with one or more cars is left unattended for more than one hour on main track or sidings; 4. Ensure,when any locomotive coupled with one or more cars is left unattended for one hour or less on main track or sidings,that in addition to complying with their company's special instructions on hand brakes referred to in item 3 above,the locomotives have the automatic brake set in full service position and have the independent brake fully applied; 5. Ensure that no locomotive coupled with one or more loaded tank cars transporting "dangerous goods" as this expression is defined in section 2 of the Transportation of Dangerous Goods Act(TDGA) is left unattended on main track; and 6. Ensure that no locomotive coupled with one or more loaded tank cars transporting "dangerous goods" as this expression is defined in section 2 of the TDGA is operated on main track or sidings with fewer than two persons qualified under their company's requirements for operating employees. For the purpose of this emergency directive an"unattended locomotive"or a"locomotive coupled with one or more cars that is left unattended"means that it is not in the immediate 230 ATTACK E � ,- {{ a }SPORT# Ff2- °I-�� ZcsbZ physical control or supervision of a qualified person acting for the company operating the locomotive or cars)in the case of items 3 and 4 above or a person acting for the company operating the locomotive or car(s) in the case of items 1, 2 and 5 above. For the purpose of this emergency directive, "main track"and"sidings" do not include main track or sidings in yards and terminals. For greater certainty,nothing in this emergency directive relieves a company of the obligation to comply with Rule 112 of the Canadian Rail Operating Rules. Pursuant to section 33 of the RSA,this emergency directive takes effect immediately and is to remain in effect until 23:59 EST on December 31, 2013. • 231