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HomeMy WebLinkAboutMay 12, 2014 Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 1 Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O’Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation R. Holborn - Director, Engineering & Public Works J. Hagg - Fire Chief S. Karwowski - Division Head, Finance & Treasurer M. Gadzovski - Division Head, Water Resources & Development Services D. Shields - City Clerk D. Selsky - Manager, Capital Projects & Infrastructure A. Mostert - Senior Coordinator, Landscape & Park Development L. Harker - (Acting) Supervisor, Legislative Services (I) Disclosure of Interest No disclosures of interest were noted. The Chair recognized the Director, Corporate Services & City Solicitor regarding Report ENG 06-14. The Director, Corporate Services & City Solicitor advised the Committee that Report ENG 06-14 was being withdrawn at this time. (II) Delegations 1. Tomislav Hrkac and Grant Robinson The Regional Municipality of York Tomislav Hrkac, York Region, appeared before the Committee to provide a construction update of the Southeast Collector Trunk Sewer Project. Mr. Hrkac advised the Committee that the tunnel progress and the excavation of all shafts has Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 2 been completed, with the exception of Shaft 13C. Restoration of the sites is underway and the forecasted start of sewer operation is December 2014. Moved by Councillor Rodrigues Seconded by Mayor Ryan That the rules of procedure be suspended in order to extend the 10 minute delegation time. Carried Grant Robinson, York Region, appeared before the Committee to provide an overview of the Complaint Management System. Mr. Robinson provided statistics of complaints received, and advised the Committee that the System worked well for receiving and tracking complaints. A question and answer period ensued with the Committee seeking clarification with respect to efforts made to reduce noise and vibrations. The Committee questioned how odour would be controlled and confirmed that the disruption to residents during the remainder of construction would be minimal. 2. Rob Amos Aquafor Beech Limited Rob Amos, Aquafor Beech Limited, appeared before the Committee to provide an overview of the Amberlea Creek Erosion Control Project. Mr. Amos outlined all of the current risks to public safety and the environment, including slope erosion, channel degradation, deteriorated infrastructure and noted the urgency of the project. The proposed construction date is Winter 2014/2015. A question and answer period ensued. Moved by Councillor O’Connell Seconded by Mayor Ryan That the rules of procedure be suspended in order to bring forward Report ENG 11- 14 to be considered first. Carried 4. Director, Engineering & Public Works, Report ENG 11-14 Amberlea Creek Erosion Control Project -Single Source of Construction and Restoration Works Recommendation Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 3 Moved by Councillor Ashe Seconded by Councillor O’Connell 1. That Report ENG 11-14 of the Director, Engineering & Public Works regarding the construction of the Amberlea Creek Erosion Control Project be received; 2. That Council approve the hiring of Toronto and Region Conservation Authority (TRCA) as a single source in accordance with the City’s Purchasing Policy 09.03 and 09.09; 3. That the quotation as submitted by the Toronto and Region Conservation Authority (TRCA) for the construction and restoration of the Amberlea Creek Erosion Control Project in the total amount of $1,946,642.58 (HST included) be accepted; 4. That the total gross project cost of $2,335,971.00 (HST included) including the quoted amount and other associated costs and the total net project cost of $2,103,614.00 (net of HST rebate) for the construction of the Amberlea Creek Erosion Control Project be accepted; 5. That Council authorize the Division Head, Finance & Treasurer to finance the total net project cost of $2,103,614.00 as follows: a) That the debt-financing approved in the 2010 Capital Budget for this project be revised to an internal loan for the sum of $1,678,000.00 over a period not to exceed ten years; b) That the sum of $270,074.00 be funded from the Development Charges Reserve Fund-Stormwater; c) That the sum of $154,812.00 be funded by a contribution from the Regional Municipality of Durham; d) That the sum of $728.00 to be funded from property taxes; e) That the annual repayment charges in the approximate amount of $200,000.00 be included in the annual Current Budget for the City of Pickering commencing in 2015 and continuing thereafter until the internal loan financing is repaid; 6. That a copy of this report be forwarded to the Regional Municipality of Durham; and Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 4 7. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried Unanimously (II) Delegations (cont.,) The Chair noted that Matthew Richardson a delegation registered for tonight’s meeting was unable to attend but, requested that it be noted that he was in support of the Skateboard Facility. 4. Mary Lloyd Re: Report ENG 12-14 Mary Lloyd, 1384 Old Forest Road, appeared before the Committee in opposition to the proposed Skateboard Facility. Ms. Lloyd expressed concern with the nearby gas station, suggesting that it would encourage teens to stay out after hours at the skate park as they could access the gas station for food and washrooms. Ms. Lloyd suggested that an indoor skate park would be better and it could also provide revenue to the City. 5. Justin Yeung Re: Report ENG 12-14 Justin Yeung, President, Pac4 Teens, appeared before the Committee in support of the proposed Skateboard Facility. Mr. Yeung expressed Pac4 Teens support for this project, as it would provide a positive outlet for teens. 6. Katherine Kisielowski Re: Report ENG 12-14 Katherine Kisielowski, 1405 Old Forest Road, appeared before the Committee in opposition to the proposed Skateboard Facility. Ms. Kisielowski noted the lack of greenspace in the location and that the Skateboard Facility might encourage loitering, partying and littering. She also expressed concern about the safety of children in the area and the increased noise. Ms. Kisielowski suggested that Steeple Hill Park or Amberlea Park might be more appropriate for a skate park and suggested the City investigate those locations. 7. Norm Miller Re: Report ENG 12-14 Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 5 Norm Miller, 1448 Old Forest Road, appeared before the Committee in opposition to the proposed Skateboard Facility. Mr. Miller noted that the proposed budget seemed rather large and that it was a waste of taxpayers dollars. 8. Sergio Bendana Re: Report ENG 12-14 Sergio Bendana, 11 Kennedy Street, Whitby, appeared before the Committee in support of the proposed Skateboard Facility. Mr. Bendana summarized the benefits of a Skateboard Facility, including encouraging more physical activity, keeping teens out of trouble and the reduction of teens skating on the streets. He also noted that the current skate park is deficient and not in a very safe area. He stated that most skateboarders choose to go to other municipalities rather than skate at the Pickering location. Mr. Bendana also stated that he believed $200,000 was not sufficient funding for a decent skate park. A question and answer period ensued. 9. Jim Dike Re: Report CAO 03-14 Jim Dike, AFBA President, appeared before the Committee in support of Report CAO 03-14. Mr. Dike noted the baseline studies being conducted and provided an overview of the proposed Management Plan for controlling the Eurasian Water-Milfoil aquatic weed in Frenchman’s Bay. (III) Matters for Consideration 1. Chief Administrative Officer Report, CAO 03-14 Eurasian Water-Milfoil Weed – Frenchman’s Bay A question and answer period ensued. Discussion ensued with respect to the overall management plan and concerns were noted that clarification needed to be provided regarding the grant in the amount of $21,875. from the City of Pickering and that it was to be used for the purchase of weevils only. Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report CAO 03-14 of the Chief Administrative Officer regarding Eurasian Water-Milfoil Weed – Frenchman’s Bay be received; Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 6 2. That staff be directed to provide Allies of the Frenchman’s Bay Association with funding for Eurasian Water-Milfoil Weed control in the form of a grant to a maximum of $21,875; and 3. That staff report back to Council annually regarding the status of the milfoil weed presence in Frenchman’s Bay. Referred Later in the Meeting [Refer to following motion] Moved by Councillor O’Connell Seconded by Councillor Rodrigues That Report CAO 03-14 be referred back to staff to clarify that the $21,875 is being allocated for the purchase of milfoil weevils to control the weed. Carried on a Recorded Vote as Follows: Yes No Councillor O’Connell Councillor Pickles Councillor Rodrigues Councillor Ashe Councillor McLean Councillor Dickerson Mayor Ryan 2. Director, Culture & Recreation, Report CR 01-14 Fire Alarm Panel Upgrade for Pickering Civic Complex No. RFP-3-2014 Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report CR 01-14 of the Director, Culture & Recreation regarding the Fire Alarm Panel Upgrade for Pickering Civic Complex be received; 2. That proposal No. RFP-3-14 submitted by Vickery Electric Contracting Ltd. in the amount of $125,769.00 (HST included) be accepted; 3. That the total gross project cost of $188,484.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of $169,736.00 (net of HST rebate), be approved; Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 7 4. That Council authorize the Division Head, Finance & Treasurer to finance the projects as follows: a) the sum of $169,000.00, as provided for in the 2013 Civic Complex Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed five years; b) the balance amount of $736.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $38,000.00 be included in the annual Current Budget for the City of Pickering commencing 2015, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 3. Director, Engineering & Public Works, Report ENG 10-14 Whitevale Bridge Replacement -Tender No. T-8-2014 A question and answer period ensued. Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report ENG 10-14 of the Director, Engineering & Public Works regarding the Whitevale Bridge Replacement be received; 2. That Tender No. T-8-2014 as submitted by Esposito Bros. Construction Ltd. in the total tendered amount of $2,049,712.40 (HST included) be accepted; 3. That the total gross project cost of $3,003,315.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of $2,704,578.00 (net of HST rebate) be approved; Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 8 4. That Council authorize the Division Head, Finance & Treasurer to finance the net project cost in the amount of $2,704,578.00 as follows: a) The sum of $1,400,000.00 be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) The sum of $1,100,000.00 to be funded from the Federal Gas Tax Reserve Fund as provided for in the 2012 and 2014 Roads Capital Budgets and that $104,578.00 surplus Federal Gas Tax Reserve Fund from the 2014 asphalt resurfacing tender project (T-7-2014) be re-allocated as additional funds to this project; c) That the sum of $100,000.00 to be funded from the Rate Stabilization Reserve as provided for in the 2014 Roads Capital Budget; d) The annual repayment charges in the amount of approximately $106,000.00 be included in the annual Current Budget commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; 4. That the draft by-law attached to this report be enacted; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Carried Unanimously on a Recorded Vote 5. Director, Engineering & Public Works, Report ENG 12-14 Proposed Skateboard Facility at Petticoat Creek Community Centre Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report ENG 12-14 of the Director, Engineering & Public Works regarding the proposed Skateboard Facility at Petticoat Creek Community Centre be received; 2. That Council approve East Woodlands Park, located adjacent to the Petticoat Creek Community Centre as the location for the new skateboard facility; and Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 9 3. The staff be directed to proceed with the design and tender of a skateboard facility at this location. Referred Later in the Meeting [Refer to following motion] Moved by Mayor Ryan Seconded by Councillor McLean That Report ENG 12-14 be referred back to staff to review park design, facility design and site locations. Carried on a Recorded Vote as Follows: Yes No Councillor Dickerson Councillor Ashe Councillor McLean Councillor O’Connell Councillor Pickles Councillor Rodrigues Mayor Ryan 6. Director, Corporate Services & City Solicitor, Report FIN 07-14 Commodity Price Hedging Agreements Report Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues That Report FIN 07-14 from the Director, Corporate Services & City Solicitor regarding commodity price hedging agreements be received for information. Carried 7. Director, Corporate Services & City Solicitor, Report FIN 09-14 Cash Position Report as at December 31, 2013 Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 10 That Report FIN 09-14 from the Division Head, Finance & Treasurer be received for information. Carried 8. Director, Corporate Services & City Solicitor, Report FIN 10-14 Development Charges Reserve Fund – Statement of the Treasurer for the Year Ended December 31, 2013 Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues That Report FIN 10-14 of the Director, Corporate Services & City Solicitor respecting the Development Charges Reserve Fund be received for information Carried 9. Director, Corporate Services & City Solicitor, Report FIN 11-14 2014 Tax Rates and Final Tax Due Dates for All Realty Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Recommendation Moved by Councillor Pickles Seconded by Councillor Rodrigues 1. That Report FIN 11-14 of the Director, Corporate Services & City Solicitor regarding the 2014 tax rates be received; 2. That the 2014 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2014 and September 26, 2014 excluding the industrial, multi-residential and commercial realty tax classes; 4. That for the year 2014, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 11 enrolled in the university or college, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1st ; 5. That the attached By-law be approved; 6. That the Division Head, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto Carried Councillor Ashe left the meeting. (IV) Other Business 1. Councillor McLean requested that staff advise Council what the City’s advertising budget is for the “Retail News” newspaper. 2. Councillor Rodrigues requested that staff look into the costs for acquiring an electronic sign board for displaying the speed of motorists. 3. Councillor Rodrigues requested that staff look into additional signage for the Pickering Museum Village. Councillor O’Connell suggested staff look into additional signage on the 401. (V) Adjournment The meeting adjourned at 9:30 pm. Executive Committee A Meeting Minutes Monday, May 12, 2014 7:00 pm - Council Chambers Chair: Councillor Dickerson 12