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HomeMy WebLinkAboutJune 9, 2014 '' of Executive Committee Meeting Minutes CO ME Monday, June 9, 2014 7:00 pm - Council Chambers Chair: Councillor O'Connell 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 T. Melymuk - Director, City Development J. Hagg - Fire Chief S. Karwowski - Division Head, Finance & Treasurer M. Gadzovski - Division Head, Water Resources & Development Services G. McGregor - Manager, Sustainability & Economic Development K. Senior - Manager, Accounting Services G. Boehm - Supervisor, Energy Management L. Harker . - (Acting) City Clerk L. Roberts - Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations 1. Bryce Phillips OPG Annual Update Bryce Phillips, Senior Vice President, Pickering Nuclear, appeared before the Committee to provide 2013 highlights from the Pickering Station. He outlined industry safety performance, noting 14 million hours worked with no lost time accidents. He also noted a positive report was received from CNSC, and that the request to remove the hold point had been approved. He indicated that they plan to have a decommission draft plan complete by the end of 2015. Mr. Phillips also 1 o0 Executive Committee '_ Meeting Minutes SN NIZE Monday, June 9, 2014 7:00 pm - Council Chambers Chair: Councillor O'Connell noted their commitment to transparency in communications, with plans for annual public meetings. A question and answer period ensued with Mr. Philips, along with Kevin Powers responding to numerous questions raised regarding types of uses for end of life, public consultation, dry storage and timelines, emergency preparedness, as well as economic benefits when decommissioning takes place. 2. Glenn Brown Re: City of Pickering Cultural Strategic Plan Glenn Brown appeared before the Committee in support of the City of Pickering Cultural Strategic Plan. He noted he had attended the public open house, stating his support of intensification efforts in the downtown core. He supported the need to have a central place for the community to share in cultural experiences, noting that in past years, support for this had been lacking. Mr. Brown also noted that the proposal to have staff monitor and identify the cultural opportunities would be beneficial. A discussion period ensued. (III) Matters for Consideration 1. Director, Corporate Services & City Solicitor, Report FIN 12-14 2013 Year End Audit Paula Jesty, Deloitte LLP, appeared before the Committee to present the results of the 2013 Year End Audit. In summarizing the report, she indicated there were no significant deficiencies identified with regards to internal controls. She noted that conclusions were all satisfactory, but did note one recommendation with respect to reviewing and updating information technology policies on a regular basis. Ms. Jesty noted she was available to answer any questions. A question and answer period ensued with Ms. Jesty along with staff providing clarification as required. Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report FIN 12-14 of the Director, Corporate Services & City Solicitor be received; 2 cat, 4 •Executive Committee Meeting Minutes Monday, June 9, 2014 7:00 pm - Council Chambers Chair: Councillor O'Connell 2. That the Year-end Communication Report as submitted by Deloitte LLP (Deloitte) be received for information; and, 3. That the 2013 draft Audited Consolidated Financial Statements for the City of Pickering be approved. Carried 2. Director, City Development, Report PLN 12-14 Corporate Energy Management Plan A discussion period ensued with respect to the possibility of implementing the • Corporate Energy Management Plan immediately in order to realize savings sooner. While the importance of efficient technology was recognized, it was noted that staff resources, as well as the timeframes required to complete studies were factors in determining immediate implementation. Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report PLN 12-14 of the Director, City Development regarding the Corporate Energy Management Plan be received; and 2. That Council receive the Corporate Energy Management Plan for the City of Pickering prepared by IndEco Strategic Consulting as set out in the Executive Summary Excerpt in Appendix Ito Report PLN 12-14; and direct staff to use this Plan as a basis for making future corporate energy management decisions, recommendations and budget submissions. Carried 3. Director, Culture & Recreation, Report CR 02-14 City of Pickering Cultural Strategic Plan Recommendation • Moved by Councillor Pickles Seconded by Councillor Dickerson • 1. That Report CR 02-14 of the Director, Culture & Recreation regarding the City of Pickering Cultural Strategic Plan be received; 3 CLtq 4 Executive Committee _- } 3 1 Meeting Minutes l Monday, June 9, 2014 7:00 pm - Council Chambers Chair: Councillor O'Connell 2. That Council receive the City of Pickering "Cultural Strategic Plan, Final Report — June 2014" and "A Cultural Map of Pickering: Background Information, Final Report—June 2014" and direct staff to use the plan as the basis for future corporate decisions, recommendations and budget submissions; and 3. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 4. Director, Culture & Recreation, Report CR 03-14 2013 Accessibility Progress Report - 5 Year Accessibility Plan 2012-2016 Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson That Report CR 03-14 of the Director, Culture & Recreation regarding the 2013 Accessibility Progress Report be received. Carried 5. Director, Culture & Recreation, Report CR 10-14 Request for Proposal for Advertising at City Facilities -Request for Proposal No. RFP-5-2014 -Agreement with Boardview Advertising Inc. Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CR 10-14 of the Director, Culture & Recreation regarding the Licence Agreement for Advertising at City Facilities be received; 2. That proposal No. RFP-5-2014 submitted by Boardview Advertising Inc. be accepted; 3. That the Mayor and City Clerk be authorized to execute the Licence Agreement pursuant to which Boardview Advertising Inc. will be permitted to install and maintain advertising in various City Facilities, in the form included as 4 C o! Executive Committee Meeting Minutes Monday, June 9, 2014 7:00 pm - Council Chambers Chair: Councillor O'Connell Attachment 1, subject to such revisions as are acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; and 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 6. Director, Culture & Recreation, Report CR 11-14 Tender for Back Up Chiller at the Pickering Recreation Complex -Tender No. T-2-2014 Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CR 11-14 of the Director, Culture & Recreation regarding the Back Up Chiller for the Pickering Recreation Complex be received; 2. That Tender No. T-2-2014 submitted by Canadian Tech Air Systems Inc. in the amount of$217,864.00 (HST included) be accepted; 3. That the total gross project cost of$308,038.00 (HST included), including the amount of the tender and other associated costs, and the total net project cost of$277,398.00 (net of HST rebate), be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the project as provided for in the 2013 Recreation Complex - Core Capital Budget in the amount of$277,398.00 from the Federal Gas Tax Reserve Fund; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Carried 7. Director, Culture & Recreation, Report CR 15-14 Pickering Recreation Complex Detailed Engineering Study -Funding Agreement and Consulting Services Recommendation 5 Executive Committee ,_. , Meeting Minutes I1 \[ Monday, June 9, 2014 7:00 pm - Council Chambers Chair: Councillor O'Connell Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report CR 15-14 of the Director, Culture & Recreation regarding the Pickering Recreation Complex Detailed Engineering Study funding agreement and consulting services be received; 2. That the Mayor and Clerk be authorized to execute the funding agreement with Veridian Connections Inc. pursuant to which I.B. Storey will be authorized to complete the Detailed Engineering Study of the Pickering Recreation Complex, in the form included as Attachment 1, subject to such revisions as are acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 3. That Council authorize staff to engage the services of I.B. Storey Inc. as the consultant responsible to complete the Detailed Engineering Study as described in their Project Briefing and Proposal set out in Attachment 2; and 4. Further that the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried 8. Director, City Development, Report BLD 02-14 Building By-law Amendment under the Building Code Act Discussion ensued with respect to enhancing the minimum standards with respect to snow fences. It was requested staff look into a future amendment for snow fencing to provide a higher standard which would be enacted through a by-law. It was noted that this should be considered as a separate amendment, providing staff with time to do a more thorough review. Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson That the City's Building By-law 7137/11, as amended, which provides for the administration and enforcement of the Building Code Act, 1992 within the City of Pickering, be repealed and replaced with the new City Building By-law, as set out in Attachment 1 to Report BLD 02-14. Carried 6 o0 A Executive Committee - '- � Meeting Minutes Monday, June 9, 2014 7:00 pm - Council Chambers Chair: Councillor O'Connell 9. Director, Corporate Services & City Solicitor, Report FIN 13-14 Investment Portfolio Activity for the Year Ended December 31, 2013 Ontario Regulation 292/09 under the Municipal Act, 2001 Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson It is recommended that Report FIN 13-14 of the Director, Corporate Services & City Solicitor regarding Investment Portfolio Activity for the Year Ended December 31, 2013 be received for information. Carried 10. Director, Corporate Services & City Solicitor, Report FIN 14-14 Municipal Funding Agreement with AMO- Federal Gas Tax Revenues Recommendation Moved by Councillor Pickles Seconded by Councillor Dickerson 1. That Report FIN 14-14 of the Director, Corporate Services & City Solicitor be received; 2. That the Mayor and the City Clerk be authorized to execute the Municipal Funding Agreement (MFA) with the Association of Municipalities of Ontario (AMO), for a period of ten years from 2014 to 2024; and 3. That the appropriate officials be authorized to take the necessary actions to give effect thereto. Carried (IV) Other Business 1. Councillor Rodrigues questioned how the Natural Heritage System would be protected once construction commences for the Seaton properties. He requested that demarcations be used for clear identification of boundaries. (V) Adjournment The meeting adjourned at 8:42 pm. 7 •