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HomeMy WebLinkAboutJanuary 12, 2015 (Joint) City o� Joint Planning & Development & Executive Committee Meeting = Agenda PICKERING Monday, January 12, 2015 Council Chambers 7:00 pm Chair: Councillor Ashe Part "A" Planning & Development Reports Pages 1. Director, Corporate Services & City Solicitor, Report LEG 01-15 1-3 2016508 Ontario Limited, Plan of Subdivision 40M-2261 -Final Assumption of Plan of Subdivision Recommendation 1. That the works and services required by the Subdivision Agreement within Plan 40M-2261, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance, save and except for Blocks 2 and 4; and 2. That the Subdivision Agreement and any amendments thereto relating to Plan 40M-2261 be released and removed from title. Part "B" Executive Committee Reports Consultant/Staff Delegation Paula Jesty, Deloitte LLP on Report FIN 02-15 2. Director, Corporate Services & City Solicitor, Report FIN 02-15 4-27 2014 Year End Audit Recommendation For information related to accessibility requirements please contact Accessible • Linda Roberts P I C K E P I N G Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 '► Email: Iroberts @pickering.ca • Cat/ Joint Planning & Development & Executive Committee Meeting Agenda PI KERIN Monday, January 12, 2015 Council Chambers 7:00 pm Chair: Councillor Ashe 1. That Report FIN 02-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Audit Plan as submitted by Deloitte LLP, included as Attachment 1 to this report be received for information; and, 3. That the Chief Administrative Officer and the Division Head, Finance & Treasurer be authorized to sign the Auditor's Engagement Letter on behalf of the City. 3. Director, Corporate Services & City Solicitor, Report FIN 01-15 28-32 2015 Interim Levy and Interim Tax Instalment Due Dates Recommendation 1. That Report FIN 01-15 of the Director, Corporate Services and City Solicitor be received; 2. That an interim property tax levy be adopted for all realty property classes for 2015; 3. That the interim property tax levy tax instalment due dates be February 27 and April 27, 2015; 4. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 4. Director, Corporate Services & City Solicitor, Report FIN 03-15 33-63 Tender/Contract Approval • -Approvals During Council Recess 2014 Recommendation 1. That Report FIN 03-15 of the Director, Corporate Services & City Solicitor regarding tender and contract approvals during Council Recess be received; and, Cat/ 00 Joint Planning & Development & Executive Committee Meeting Agenda PI KERING Monday, January 12, 2015 Council Chambers 7:00 pm Chair: Councillor Ashe 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Councils' recess being, Tender No. T-16-2014, Brick Cladding & Masonry Repairs, Quotation No. Q-42-2014 One New Latest Model Year, Four Wheel, Pure Vacuum Multi Functional Street Sweeper, and Quotation No. Q-51-2014, Seniors and Person with Disabilities Snow Clearing Program. 5. Director, Engineering & Public Works, Report ENG 01-15 64-101 Review of Accessible Parking Space Requirements for the City of Pickering Recommendation 1. That Report ENG 01-15 of the Director, Engineering & Public Works regarding the review of accessible parking space requirements in the City of Pickering, be received; 2. That City Council authorize staff to initiate a public consultation process on the proposed amendments to By-law 6604/05 regarding accessible parking space requirements in the City of Pickering, as outlined in this report, including consultation with the Accessibility Advisory Committee, business owners, and other stakeholders; and 3. That following the receipt of comments, staff prepare a draft by-law with final recommendations for Council's consideration. 6. Director, Corporate Services & City Solicitor, Report CLK 01-15 102-105 Amendment to Procedural By-law to Provide for 2015 Committee and Council Meeting Schedule Change Recommendation 1. That Report CLK 01-15 of the Director, Corporate Services & City Solicitor, regarding an amendment to Procedural By-law 7212/12 be received; 2. That the draft amendment by-law to Procedural By-law 7212/12, to provide for a revised Standing Committee Meeting as noted in Attachment#1 be approved; and 4 Joint Planning & Development & Executive Committee Meeting Agenda PhC K ERIN Monday, January 12, 2015 Council Chambers 7:00 pm Chair: Councillor Ashe • 3. That the 2015 Standing Committee and Council Meeting calendar included as Attachment#2 be approved. • (II) Other Business (III) Adjournment • City o0 Report to Planning & Development Committee PICKERING Report Number: LEG 01-15 Date: January 12, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2016508 Ontario Limited, Plan of Subdivision 40M-2261 - Final Assumption of Plan of Subdivision - File: 40M-2261 Recommendation: 1. That the works and services required by the Subdivision Agreement within Plan 40M-2261, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance, save and except for Blocks 2 and 4; and 2. That the Subdivision Agreement and any amendments thereto relating to Plan 40M-2261 be released and removed from title. Executive Summary: The City entered into a Subdivision Agreement with the above-noted developer for the development of the lands within Plan 40M-2261. As all works and services within this plan have been completed to the satisfaction of City staff, it is appropriate to assume the works and services within this plan (save and except for Block 2, now in the ownership of TRCA and Reserve Block 4 in the City's ownership) under the jurisdiction of the City and to release the developer from the provisions of the Subdivision Agreement. Financial Implications: Not Applicable Discussion: The City entered into a Subdivision Agreement with the above-noted developer for the development of the lands within Plan 40M-2261. As the developer has now completed all of the works and services to the satisfaction of City staff, it is appropriate to assume the works and services within Plan 40M-2261, save and except for Blocks 2 and 4. Block 2 is an open space block in the ownership of TRCA and Block 4 is a reserve block in the City's ownership that is not to be established as public highway. As the works and services within Plan 40M-2261 have been completed to the satisfaction of the City, it is now appropriate to release the developer from the 1 Report LEG 01-15 January 12, 2015 Subject: Final Assumption of Plan of Subdivision 40M-2261 Page 2 provisions of the Subdivision Agreement with the City and any amendments related thereto. The Subdivision Agreement will also be released from open space Block 2 as well as from reserve Block 4. Attachments: 1. Location Map - Plan 40M-2261 Prepared By: App • ed/Endorsed By: Denise Bye, Supervisor, Paul :4i Property & Development Services Director, ■ o 'orate Services & City Solici • DB:bg Recommended for the consideration of Pickering City Council pee., l<o 2014 Tony Prevedel, P.Eng. • Chief Administrative Officer Recommendation approved: Chief Administrative Officer per: Director, City Development per: , Director, Corporate Services & City Solicitor per: Director, Culture & Recreation per: SKI Director, Engineering & Public Works per: City Clerk per: CORP0227-07/01 revised 2 ■ ATTACHMENT. t TO REPORT# LC, G- 0 i -/ 5 di, I (4 L: 1 DMI 11\vw I - I 1 / w o cc I o ► SLANDST I cc R _ H____ JS Hgcl i . PPP Q CRESCENT I I�I I r�� E Co m 11111111 JUE FINCH AVENUE ROAD J 1 DURHAM , REGIONAL / ` POLICE - • 25th l DIVISION LI cc J � � o \ 1 w o TD_ 0 it— w CD— p Z ' o / —a= z_1 " O E 0 1 J , ]— BAINBRIDGE DRIVE `•---�-1 1 11- o ,_ w U ��vv COURT w Vi R • III `` w . • limm: - Y w f ���� \ X ' DRIVE �� IS mT�° N O Location Map (el ' FILE No:Subdivision Completion and Assumption -- - APPLICANT: Various Cei�� �4 0C PROPERTY DESCRIPTION:Blocks 1 and 3, 40M-2261 City Development DATE Oct 31,2014 Department p,Ce Sources: BTetanal Four deee No. and Its appOera. MI righto Reserved. Not a plan of survey. SCALE 1.5,000 PN-9 2073 MPAC d Its supptsrs. Mll rights Reserved. Not a plan of Sarvey. 3 City 00 i Report to -� - = Executive & Committee PI KERING Report Number: FIN 02-15 Date: January 12, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2014 Year End Audit Recommendation: 1. That Report FIN 02-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Audit Plan as submitted by Deloitte LLP, included as Attachment 1 to this report be received for information; and, 3. That the Chief Administrative Officer and the Division Head, Finance & Treasurer be authorized to sign the Auditor's Engagement Letter on behalf of the City. Executive Summary: In accordance with generally accepted auditing standards, the Audit Plan is prepared to communicate the auditor's approach and reporting responsibilities to the Executive Committee, who has oversight responsibility for the financial reporting process. This plan is submitted prior to the commencement of the year end audit. Financial Implications: The base audit fee, for City & Library, of$68,600 remains the same as the prior year. Sufficient provision is available in the budget. Discussion: In the Committee's role as the body responsible for oversight of the financial reporting process, the Committee is to review the Audit Plan for the 2014 year end audit. The Audit Plan includes the scope of the audit services to be provided, the auditor's reporting responsibilities and an outline of the audit approach. It is included as Attachment 1 to this report. At the Council meeting of June 13, 2011, Resolution 122/11 appointed Deloitte LLP as the City's external auditors for a period of 5 years from and including 2011-2015. However, Deloitte LLP requires an annual Engagement Letter to be executed prior to each audit which summarizes their role as external auditor, management's 4 Report FIN-02-15 January 12, 2015 Subject: 2014 Year End Audit Page 2 responsibilities and the estimate of the audit fees. The Engagement Letter is included as Attachment 2 to this report. Attachments: 1. Audit Plan 2. Engagement Letter Prepared By: Approved/Endorsed By: Kristine Senior Stan Karwowski Manager, Accounting Services Divisio .ead, Finance &Treasurer Paul Bigio Director, o po te Services & City Solicitor Recommended for the consideration of Pickering City Council (7, 2o(4- Tony Prevedel, P.Eng. Chief Administrative Officer • 5 ATTACHMENT#,_, ..__TO REPORT# rlti oa- i 5 Deloltte. The Corporation of the City of Pickering 2014 Audit service p lan 1nsl1IFng To be presented-to esented 10 the Executive Committee confidence January 12, 2015 6 Deloitte. Deloitte LLP 5140 Yonge Street Suite 1700 Toronto ON M2N 6L7 Canada Tel:416-601-6150 Fax:416-601-6151 www.deloitte.ca December 17, 2014 • Private and confidential To the Members of the Executive Committee of The Corporation of the City of Pickering 1 The Esplanade Pickering ON L1V 6K7 Dear Executive Committee Members: 2014 Audit service plan We are pleased to present our 2014 audit service plan for The Corporation of the City of Pickering("the City"),which describes our audit scope and strategy, our audit approach and our planned communications with you. Our audit will include: • An audit of the City of Pickering's consolidated financial statements(the"Financial Statements")for . the year ending December 31,2014 prepared in accordance with Canadian Public Sector Accounting Standards("PSAS"); • An audit of the City of Pickering Public Library Board's financial statements for the year ending December 31,2014 prepared in accordance with Canadian PSAS;and • An audit of the Trust Funds of the City of Pickering's financial statements for the year ending December 31,2014 prepared in accordance with Canadian Accounting Standards for Not-for-Profit Organizations. We are providing this audit service plan to the Executive Committee("the Committee")on a confidential basis.It is intended solely for the use of the Committee and the Board of Directors to assist you in discharging your responsibilities with respect to the Financial Statements and is not intended for any other purpose.Accordingly,we disclaim any responsibility to any other party who may rely on it. We look forward to discussing our audit service plan with you and answering any questions you may have. Yours truly, LLP Chartered Professional Accountants,Chartered Accountants Licensed Public Accountants • 7 Table of Contents At a glance 1 Risk assessment 3 Audit scope 6 Appendices Appendix 1 —The Deloitte risk-based audit approach Appendix 2—Communication requirements Appendix 3—The Deloitte client service commitment • 8 ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan i At a glance As your auditor, we understand that you require Deloitte to perform a high-quality, proactive audit that is delivered with integrity, objectivity and independence. Our audit addresses financial statement risks through targeted procedures that are responsive to the nature of these risks, including changes in the City and the business environment. Our procedures include identifying and analyzing issues and facts relevant to our audit conclusions and providing objective challenges to management's judgments and assumptions. Our audit approach involves consideration of the following: Audit scope and terms The audit service plan considers several factors which are discussed in detail in the of engagement body of the report including: • Risk assessment • Internal control matters • Use of the work of experts The terms and conditions of our engagement are included in the engagement letter, which is to be signed on behalf of Council and management. Independence We have developed important safeguards and procedures to protect our independence and objectivity. If,during the year,we identify a breach of independence,we will communicate it to you in writing.Our communication will describe the significance of the breach,including its nature and duration,the action taken or proposed to be taken,and our conclusion as to whether or not the action will satisfactorily address the consequences of the breach and have any impact on our ability to serve as independent auditors to the City. We are independent of the City and we will reconfirm our independence in our final report to the Committee. Materiality We are responsible for providing reasonable assurance that your Financial Statements as a whole are free from material misstatement. Materiality levels will be determined as follows: • Consolidated financial statements for the City-approximately 2.5%of budgeted expenses; • City of Pickering Public Library Board-approximately 3%of budgeted expenses; • City of Pickering Trust Funds-approximately 3%of fund balances. We will report to the Committee all uncorrected misstatements greater than a clearly trivial amount(5%of materiality)and any misstatements that are, in our judgment, qualitatively material. In accordance with Canadian Generally Accepted Auditing Standards(GAAS),we will request that misstatements, if any, be corrected. Audit risks We have identified the following areas of significant risk for our 2014 audit. • Revenue recognition • Accounting estimates(assessed based on significance of estimate) • Management override of controls See the Risk assessment section for further discussion of identified risks of material misstatement and related audit responses. ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 1 9 Group Audit When designing our audit strategy,we also consider: • The financial significance or relative importance of the consolidated entities or any government business enterprises accounted for on a modified equity basis; • The complexity and nature of the operations, internal controls and accounting issues at each consolidated entity;and • The degree of centralization or decentralization of processes and controls. • We intend to use the work of the auditor of Veridian Corporation (Veridian)in our testing of the City's investment in Veridian.We will complete all required communications with the component auditor,ensure that the accounting for the City's share of Veridian's net income is appropriate and ensure the disclosures in the Financial Statements is adequate. Audit team The roles and responsibilities of the individuals who lead our audit team are: Paula Jesty Engagement.Partner 416-643-8787 pjesty @deloitte.ca Andrew Mifsud Manager 416-601-4674 amifsud @deloitte.ca Elena Stepanov Senior 416-874-3692 estepanov @deloitte.ca Complete engagement Upon the satisfactory completion of our audit, including the receipt of written reporting representations from management,we will provide you with an audit report on your Financial Statements. We will also issue other reports to assist you in fulfilling your responsibilities,as required by applicable auditing standards.Appendix 2 summarizes the required communications between Deloitte and the Committee. 1 0 ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 2 Risk assessment We compile information from a variety of sources, including discussions with management and the Committee, to identify risks to the City's financial reporting process that may require attention. Our preliminary risk assessment took into account: • Key business developments and transactions(internal and external) • Current business, regulatory and accounting pronouncements and developments • Key management strategies and business plans • Prior years' audit results • Results of procedures relating to internal control, and • Areas of significant judgment and risk Our audit planning activities and our preliminary identification of audit risks enables us to set the scope of our audit and to design audit procedures tailored to the identified risks to financial reporting. The table below sets out significant risks to financial reporting that we identified during our preliminary planning activities. The table also includes our proposed response to each risk. Our planned audit response is based on our assessment of the likelihood of a risk's occurrence, the significance should a misstatement occur, our determination of materiality and our prior knowledge of the City. • The results of our audit planning and risk assessment drive the scope and timing of the audit procedures. ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 3 Areas of significant risk for 2014 Revenue recognition Audit risk Assurance standards include the presumption of a fraud risk involving improper revenue recognition. (Revenue/deferred revenue). Our proposed audit • Significant revenue streams are a presumed area of audit risk.We will test the design response and implementation of controls in these revenue streams and perform substantive analytic procedures and detailed testing in these areas. • Substantive testing to determine if restricted grants/contributions(i.e.,development charges,gas tax,etc.)and government transfers have been recognized as revenue in the appropriate period. Risk of management override of controls Audit risk Assurance standards include the presumption of a significant risk of management override of controls. Management is in a unique position to perpetrate fraud because of management's ability to directly or indirectly manipulate accounting records and prepare fraudulent financial statements by overriding controls that otherwise appear to be operating effectively. Our proposed In testing for management override of controls we will: audit response • engage in periodic fraud discussions with certain members of senior management,internal counsel and others • consider the potential for bias in judgments and estimates, including performing retrospective analysis of significant accounting estimates • evaluate the business rationale for any significant unusual transactions • evaluate the City's fraud risk assessment and consider entity-level internal controls and internal controls over the closing and reporting process • test journal entries that exhibit characteristics of possible management override of controls,identified using manual techniques. Accounting estimates Audit risk Estimates require management judgments(i.e., allowance for significant property tax appeals,contingent liabilities,estimated accrued liabilities,etc.) Our proposed • Obtain documentation on management's controls over the development of accounting audit response estimates for any significant management estimates and assess risk • Focused review of calculations and support • Discussions with management • Analytic review of related accounts • • Assess outcome of retrospective review of estimates from prior years As we perform our audit procedures, we will separately communicate any significant changes to the significant risks listed above and the reasons for such changes. III it 12 Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 4 Consideration of fraud Misstatements in the financial statements can arise from either fraud or error. The distinguishing factor between fraud and error is whether the underlying action that results in the misstatement of the financial statements is intentional or unintentional. The following table explains our respective responsibilities towards fraud. Your responsibilities Our responsibilities • The primary responsibility for the prevention and • We are required to obtain representations from detection of fraud rests with management(with management regarding internal controls,assessment oversight from the Committee), including the of risk and any known or suspected fraud responsibility for establishing and maintaining or misstatement. internal controls over the reliability of financial • As independent auditors,we will obtain reasonable, reporting,ensuring the effectiveness and but not absolute,assurance that the financial efficiency of operations,the identification of fraud statements as a whole are free from material risks and compliance with applicable laws misstatement,whether caused by fraud or error. and regulations In determining our audit strategy to address the assessed risks of material misstatement due to fraud, we will: • Assign and supervise personnel, taking into account the knowledge, skill and ability of individuals with significant engagement responsibilities and our assessment of the risks of material misstatement due to fraud for the engagement. • Evaluate whether the City's selection and application of accounting policies, particularly those related to subjective measurements and complex transactions, may be indicative of fraudulent financial reporting resulting from managements effort to manage results. • Incorporate an element of unpredictability when selecting the nature, timing and extent of our audit procedures. We will inquire directly of the Committee regarding: • Its views about the risk of fraud, • Whether it has knowledge of any actual or suspected fraud affecting the city and . • The role it exercises in the oversight of fraud risk assessment and the establishment of mitigating controls. We will also inquire if the Committee is aware of tips or complaints regarding the City's financial reporting and, if so, the committee's responses to such tips and complaints. If we suspect fraud involving management,we will communicate these suspicions to the Committee and discuss the nature, timing, and extent of audit procedures necessary to complete the audit. ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 5 1 3 Audit scope Designed to obtain reasonable assurance and address the risks of material misstatements An audit is designed to search for potential misstatements that, individually or collectively, are material. This is done by determining a specific threshold for each engagement and considering other qualitative factors. The threshold amount is also used to evaluate the significance of uncorrected misstatements that are noted during the audit. The audit enables us to express an opinion on whether the Financial Statements are fairly presented, in all material respects, in accordance with PSAS. The audit also includes evaluating the appropriateness of accounting policies and the reasonableness of accounting estimates made by management, and evaluating the overall presentation of the Financial Statements:Our report on the Financial Statements and communications required by Canadian generally accepted auditing standards (Canadian GAAS)will be in accordance with our findings. An audit is designed to search for potential misstatements that, individually or collectively, are material. Some of the factors we consider in determining the audit scope include: • The existence of significant risks • A consideration of significant accounts and disclosures using materiality levels that are appropriate to support our audit opinion on your Financial Statements • The complexity and nature of the operations, internal controls and accounting issues • The degree of centralization or decentralization of processes and controls, including the extent of relevant enterprise-level controls, and • The extent and nature of internal control deficiencies and financial statement misstatements identified in current and previous periods. Based on our analysis of these risks, we have determined the scope of work we consider necessary to provide an appropriate basis for our audit opinion on the Financial Statements. Internal control matters We will inform the Committee and management of any significant d eficiencies that are identified in the course of conducting the audit. Reliance on service organizations The City employs ADP Canada Co. ("ADP")for payroll-related services.We intend to rely on reports issued by ADP Canada's external auditors. As part of our assessment, we will consider the City's internal controls related to the information provided by these organizations. If our assessment of these reports does not provide us with sufficient appropriate audit evidence, we will be required to perform additional audit procedures to address the risks of material misstatements in the Financial Statements. 1 4 ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 6 • Use of Specialists We intend to use the work of the City's actuary in their determination of the City's post employment and workers' compensation benefits.We will review and test any data and assumptions used, ensure the disclosure in the financial statements is adequate and the actuary is in good standing with the Canadian Institute of Actuaries. Audit scope uncertainty Our audit service plan is based on several assumptions. Circumstances may arise during the engagement that could significantly affect the scope and the extent and timing of our audit procedures. . These circumstances may include, but are not limited to: • A deterioration in the quality of the City's accounting records during the current year engagement compared to the prior-year engagement • The identification of significant deficiencies in the City's internal control that result in the expansion of our audit procedures • The identification, during our audit, of a significant level of proposed audit adjustments • The occurrence of significant new issues or changes, such as: — New accounting issues — Changes in accounting policies or practices from those used in prior years — Events or transactions not contemplated in our budget — Changes in the City's financial reporting process or IT systems — Changes in the City's accounting personnel, their responsibilities, or their availability — Changes in auditing standards — Changes in the City's use of experts or the specialists and/or their work product does not meet the qualifications that Canadian GAAS require for us to be able to use their work • Changes in the audit scope caused by events that are beyond our control. If any of these or similar such circumstances arise during the course of our audit we will discuss them on a timely basis with management and provide the Committee with a report regarding the impact on our audit at its next scheduled meeting. Matters that we consider to be significant and that may be sensitive from a reporting timing perspective will be communicated immediately to the Committee. • ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 7 1 5 • Appendix 1 — The Deloitte risk-based audit approach• • A consistent approach that supports a dynamic environment Deloitte's audit approach is a systematic methodology that enables us to tailor our audit scope and plan to address the unique issues facing the City. Our tailor audit approach _____________ �.- Weil a xmmereert t smile en ._.r` oncomprona4gy nigt to et of pr ot-..ssanai. wx}' r'c. ar4s-f. L / and teChni�IWa�y , Driven.cy our partne a e1C.iiente and , th&detain knowledge of an ,_ organi=a`ipa rvdh signficantpathier nnut al al stapes of the aUfdsl . :_ '--..DEvalopingand ' _--- . aryd . iagentatiigpe 17 T' .iissessing iol:- -(tidal . ni rtskcfsna ] rnisrst ry -- Tainted m respond to Fix�t f - cSan imp'cecurrstancee "9y idendlyirg and design'srg appropriate eu^_a procedures Bmt:0mson rsts to the soda .process forsgnifcan:achunts,tansedirns and discbsures as well as malaria! adssiaierrertis'a the rnencaIetatementh These steps are not necessarily sequential nor are they mutually exclusive. For example, once we've developed our audit plan and the audit is being performed,we may become aware of a risk that was not identified during the planning phase. Based on that new information, we would reassess our planning • activities and adjust the audit plan accordingly. 1 6 ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan • 1. Initial planning Understanding your business and accounting processes Our audit will take into account specific items of particular interest raised by the Committee as well as areas of concern identified by the Committee or management. 2. Assessing and responding to engagement risk Our audit approach combines an ongoing identification of risks with the flexibility to adjust our approach when additional risks are identified. Since these risks may impact our audit objectives, we consider materiality in our planning to focus on those risks that could be significant to your financial reporting. Risk assessment The risks that we have identified to date, and which will be addressed when conducting the audit, are summarized in the Risk Assessment section. As we perform our audit, we will update our risk assessment and will inform the Committee and management of any significant changes to our risk assessment and any additional risks that are identified. Consideration of the risk of fraud Fraudulent acts include the deliberate failure to record transactions, forgery of records and documents, and intentional misrepresentations made to our audit engagement team. Fraud may include intentional acts by management or employees acting on behalf of the City, as well as employee fraud if management or employees are involved in actions that defraud the City. Deloitte does not assume that management is dishonest nor do we assume unquestioned honesty. Rather, in accordance with Canadian GAAS, we exercise professional skepticism and recognize that the conditions we observe and evidential matter we obtain, including that obtained from prior audit engagements, need to be objectively evaluated to determine whether the Financial Statements are presented fairly in all material respects. Maintaining an attitude of professional skepticism means that we carefully consider the reasonableness of the responses we receive to our inquiries from those charged with governance, and evaluate other information obtained from them in light of the evidence we obtain during the audit. When we identify a misstatement or control deficiency, we consider whether it may be indicative of fraud and what the implications of fraud and significant error are in relation to other aspects of the audit, particularly the reliability of management representations. Because of the inherent limitations of internal control over financial reporting (ICFR), including the possibility of collusion or improper management override of controls, it is possible that material misstatements due to error or fraud may not be prevented or detected on a timely basis.Accordingly, the assurance an auditor provides concerning the lack of misstatements arising from fraud is necessarily lower than the assurance provided concerning those arising from an error. Information technology An important part of our audit planning process involves gaining an understanding of: • The importance of the computer environment relative to the risks to financial reporting • The way in which that environment supports the control procedures we intend to rely on when conducting our audit, and • The computer-based information that supports our substantive procedures. The objective of our review of computer controls is to identify potential areas of risk and assess the relevance, reliability, accuracy and completeness of the data produced by the systems. To accomplish this, we gain an up-to-date understanding of your organization's computer processing environment and ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 1 7 our understanding of the relevant general computer controls. We then test the design and implementation of controls considered relevant to the audit. We will assess the design and implementation of general computer controls in the following areas: • Data centre and network operations • System software acquisition, change and maintenance • Program change • Access security, and • Application system acquisition, development, and maintenance. This testing is performed on a rotational basis. 3. Developing and executing the audit plan The performance of an audit includes evaluating the design and determining the implementation of internal controls relevant to the audit, testing the operational effectiveness of the controls we intend to rely on, and performing substantive audit procedures. Audit procedures The timing of our audit procedures is dependent upon a number of factors including the need to coordinate with management for the provision of supporting analysis and other documentation. Generally, we perform our audit procedures to allow us sufficient time to identify significant issues early, thereby allowing more time for analysis and resolution. For example, we anticipate performing audit procedures on account balances and disclosures involving significant and complex transactions, or adoption of new accounting pronouncements, as they occur. Tests of controls As part of our audit, we will review and evaluate certain aspects of the systems of Internal Control over Financial Reporting to the extent we consider necessary in accordance with Canadian GAAS. The main objective of our review is to enable us to determine the nature, extent and timing of our audit tests and establish the degree of reliance that we can place on selected controls. An audit of the financial statements is not designed to determine whether internal controls were adequate for management's purposes or to provide assurance on the design or operational effectiveness of internal control over financial reporting. The extent to which deficiencies in internal control may be identified through an audit of financial statements is influenced by a variety of factors including our assessment of materiality, our preliminary assessment of the risks of material misstatement, our audit approach, and the nature, timing and extent of the auditing procedures that we conduct. Accordingly, we gain only a limited understanding of controls as a result of the procedures that we conduct during an audit of financial statements. We will inform the Committee and management of any significant deficiencies that are identified in the course of conducting the audit. Substantive audit procedures Our substantive audit procedures consist of a tailored combination of analytical procedures and detailed tests of transactions and balances. These procedures take into account the results of our controls tests and are designed to enable us to obtain reasonable assurance that the Financial Statements are free from material misstatements. To obtain this assurance, misstatements that we identify while performing substantive auditing procedures will be considered in relation to the Financial Statements as a whole. Any misstatements that we identify, other than those that are clearly trivial (the threshold has been set at 5% of materiality), will be reported to management and the Committee. In accordance with Canadian GAAS, we will request that misstatements be corrected. 1 8 ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan • 4. Reporting and assessing performance Perform post-engagement activities We will analyze the results of the audit procedures performed throughout the year and, prior to rendering our report, we will conclude whether: • The scope of the audit was sufficient to support our opinion • The misstatements identified during the audit do not result in financial statements being materially misstated. Complete engagement reporting After the satisfactory completion of appropriate audit Deloitte enjoys a solid reputation for procedures, we will provide an audit report on your our commitment to quality. Key Financial Statements. factors supporting that reputation include: We also provide reports to the Committee to assist it in fulfilling its responsibilities as required by applicable • A strong tone at the top auditing standards. Appendix 2 summarizes the required • A comprehensive ethics and communications between Deloitte and the Committee. compliance program • An uncompromising approach to Deloitte's client service principles include providing quality in client service management and the Committee with insights into the • Communication of and adherence to condition of the business and offering meaningful professional standards and client suggestions for improvement. We will report these insights service principles and suggestions to the appropriate members of • A mature client feedback program management and/or the Committee for their consideration. • A multifaceted approach to monitoring independence To enable us to determine how well we have achieved our • A robust technical consultation client service objectives, including an assessment of the approach quality of our audit engagement, we actively solicit • National office consultation on areas feedback from our clients. This feedback will be obtained of high risk or that require significant either through meetings with members of the Committee' judgment and management or their completion of questionnaires. • Technical training for our • professionals Your feedback enhances our understanding of your • An annual internal inspection expectations of us through your evaluation of our process for audit engagements, performance. The information you provide helps us refine • Continuous improvement based on our client service objectives to ensure that we remain lessons leamed and client feedback. focused, responsive and proactive in meeting your needs while fulfilling our professional responsibilities. • ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 19 Appendix 2 — Communication requirements Required communication 1. Fraud or possible fraud identified through the audit process 2. Our responsibilities under Canadian GAAS 3. An overview of the overall audit strategy,addressing: • Timing of the audit • Significant risks,including fraud risks • Nature and extent of specialized skill or knowledge needed to perform the planned audit procedures related to significant risk 4. Significant accounting policies, practices,unusual transactions,and our related conclusions • Alternative treatments for accounting policies and practices that have been discussed with management during the current audit period 5. Our responsibility for other information in documents containing audited Financial Statements,any procedures performed,and the results 6. Consultation outside the engagement team regarding difficult or contentious matters that we believe are relevant to the audit committee's oversight 7. Matters related to going concern 8. Management judgments and accounting estimates, 9. Significant transactions outside of the normal course of business, including related party transactions 10.Significant difficulties,if any,encountered dealing with management related to the performance of the audit, 11.Material written communications between management and us, including management representation letters 12.Other matters that are significant to the oversight of the financial reporting process 13.All relationships between the City and us that, in our professional judgment, may reasonably be thought to bear on independence 14.A statement that, in our judgment,the engagement team and others in our firm and,when applicable, network firms have complied with relevant ethical requirements regarding independence 15.Modifications to our opinion(s) 16.Our views of significant accounting or auditing matters for which management consulted with other accountants and about which we have concerns 17.Major issues discussed with management prior to our retention 18.Illegal or possibly illegal acts that come to our attention 19.Significant deficiencies in internal control,if any,identified by us in the conduct of the audit of the financial statements 20.Uncorrected misstatements and disclosure items 21.Breach of independence 20 Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan Appendix 3 — The Deloitte client service commitment • Our approach to client service excellence At Deloitte, our objective is to execute our audit in a way that meets our professional standards and also creates a positive client experience. Our client service principles provide the framework for guiding and coaching members of our engagement team, and identifying our clients' unique preferences regarding the ways they want to work with us. These principles enable our engagement teams to focus on client service excellence. Our client service principles We will: ✓ make and meet our commitments to you by... • Working with you to clearly define your expectations . • Delivering what is agreed upon • Being easily accessible to you • Providing valuable responses to all your inquiries • Ensuring timeliness and accuracy in our billings ✓ understand your business and what is important to you by... • Anticipating your needs • Understanding the unique characteristics of your business industry and operating circumstances ✓ provide value and build trust through technical competence and consistent results by... • Instilling confidence and trust in the quality of our work • Providing you with up-to-date professional expertise • Providing value to your enterprise • Providing insights into the condition of the business and meaningful suggestions for improvement ✓ demonstrate professionalism through effective interaction and communications by... • Keeping you informed of project status • Performing as a well organized team • Working collaboratively with you ✓ provide a no surprises experience by... • Proactively addressing issues • Providing timely communication of changes to fees • Effectively managing changes to the service team At the conclusion of our audit, or at any time during the engagement,we invite'you to assess our performance against these principles through our client feedback process. ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Audit Service Plan 21 • • • ` www.deloitte.ca Deloitte,one of Canada's leading professional services firms,provides audit,tax,consulting,and financial advisory services. Deloitte LLP,an Ontario limited liability partnership,is the Canadian member firm of Deloitte Touche Tohmatsu Limited. Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited,a UK private company limited by guarantee,and its network of member firms,each of which is a legally separate and independent entity.Please see www.deloitte.com/about for a detailed description of the legal structure of Deloitte Touche Tohmatsu Limited and its member firms. 22 ©Deloitte LLP and affiliated entities. ATTACHMENT# c2 TO REPORT# ►rLD,:)-- I Deloittea Deloitte LLP 5140 Yonge Street Suite 1700 Toronto ON M2N 6L7 Canada Tel:416-601-6150 Fax:416-601-6151 www.deloitte.ca November 3,2014 Private and confidential Mr.Tony Prevedel Chief Administrative Officer • The Corporation of the City of Pickering 1 The Esplanade Pickering ON L1V 6K7 Mr. Stan Karwowski Division Head,Finance and Treasurer The Corporation of the City of Pickering 1 The Esplanade Pickering ON L1V 6K7 Dear Mr.Prevedel and Mr.Karwowski: You have requested that Deloitte LLP("Deloitte"or"we"or"us")audit the consolidated financial statements(the"Financial Statements")of The Corporation of the City of Pickering(the"the City")as at and for the year ending December 31,2014.In addition,we will perform a financial statement audit of the City of Pickering Public Library Board and of the City of Pickering Trust Funds.Ms. Paula Jesty will be responsible for the services that we perform for the City. We are pleased to confirm our acceptance and our understanding of this engagement by means of this letter. Deloitte and the City agree that the executed engagement letter dated October 22,2012 as well as its accompanying appendices(collectively,the"Prior Engagement Letter")apply to the services under this engagement for the year ending December 31,2014 and that the provisions of the Prior Engagement Letter,except for the General business terms attached thereto, are hereby incorporated by reference into this letter. We estimate that our total fees for this audit will be $63,000 for the City Consolidated Financial Statements and$5,600 for the Library Board, plus reasonable expenses and applicable taxes(such as Harmonized Sales Tax). These fees are based upon our understanding of the unchanged engagement scope outlined within the Prior Engagement Letter.All invoices shall be due and payable when rendered. 23 The Corporation of the City of Pickering November 3,2014 Page 2 Please sign and return the attached copy of this letter to indicate your acknowledgement that it is in accordance with your understanding of the arrangements for our audit of the Financial Statements for the year ending December 31,2014. Yours truly, Chartered Professional Accountants,Chartered Accountants Licensed Public Accountants Enclosure The services and terms set forth in and incorporated into this contract are accepted and agreed to'by The Corporation of the City of Pickering: Signature Signature Title Title • Date Date 24 Appendix A General business terms The Corporation of the City of Pickering December 31,2014 The following general business terms(the"Terms")apply to the engagement except as otherwise provided in the specific engagement letter agreement(the"engagement letter")between Deloitte LLP ("Deloitte")and The Corporation of the City of Pickering(the"City")to which these Terms are attached. 1. Timely performance-Deloitte will not be liable for failures or delays in performance that arise from causes beyond Deloitte's control,including the untimely performance by the City of its obligations as set out in the engagement letter. 2. Right to terminate services-If the City terminates the engagement or requests that Deloitte resign from the engagement prior to its completion,the City will pay for time and expenses incurred by Deloitte up to the termination or resignation date together with reasonable time and expenses incurred to bring the services to a close in a prompt and orderly manner.Deloitte will not be responsible for any loss,cost or expense resulting from such termination or resignation. Should the City not fulfill its obligations set out herein or in the engagement letter,and in the absence of rectification by the City within thirty(30)days of notification in writing by Deloitte,upon written notification Deloitte may terminate its services immediately and will not be responsible for any loss,cost or expense resulting from such early termination. 3. Fees and taxes-Any fee estimates take into account the agreed-upon level of preparation and assistance from City personnel.Deloitte undertakes to advise management of the City on a timely basis should this preparation and assistance not be provided or should any other circumstances arise which cause actual time to exceed that estimate.The City is responsible for the payment of any applicable federal,provincial or other goods and services or sales taxes, or any other taxes or duties, in connection with the services provided by Deloitte. 4. Expenses-In addition to professional fees,the City will reimburse Deloitte for its reasonable out-of- pocket expenses including travel,meals and hotels incurred in connection with this engagement. 5. Billing-Invoices will be rendered periodically as agreed in advance.All invoices shall be due and payable when rendered.Interest shall be calculated at a simple daily rate of 0.0493%(equivalent to 18%per annum). Interest shall be charged and payable at this rate on any part of an invoice which remains unpaid from thirty(30)days after the invoice date to the date on which the outstanding invoice is paid. To the extent that as part of the services to be performed by Deloitte as described in the engagement letter,Deloitte personnel are required to perform the services in the United States of America("U.S.Business"),the City and Deloitte agree to assign performance of the U.S.Business to Deloitte Canada LLP;an affiliate of Deloitte.All services performed by Deloitte Canada LLP shall be performed under the direction of Deloitte which shall remain responsible to the City for such services. Deloitte Canada LLP shall invoice the City with respect to the U.S.Business and Deloitte will invoice for services performed in Canada("Canadian Business"). Payment for U.S.Business and/or Canadian Business can be settled with one payment to Deloitte. 6. Governing law-The engagement will be governed by the laws of the Province where Deloitte's principal office performing the engagement is located and all disputes related to the engagement shall be subject to the exclusive jurisdiction of the courts of such Province. 7. Working papers-All working papers, files and other internal materials created or produced by Deloitte related to the engagement are the property of Deloitte. In the event that Deloitte is requested by the City or required by subpoena or other legal or regulatory process to produce its files related to this engagement in proceedings to which Deloitte is not a party,the City will reimburse Deloitte for its professional time and expenses,including legal fees, incurred in dealing with such matters. 25 Appendix A Page A-2 8. Privacy-Deloitte and the City acknowledge and agree that,during the course of this engagement, Deloitte may collect personal information about identifiable individuals("Personal Information"), either from the City or from third parties.Deloitte's services are provided on the basis that the City has obtained any required consents for collection,use and disclosure to us of Personal Information required under applicable privacy legislation.The City and Deloitte agree that Deloitte will collect, use and disclose Personal Information on behalf of the City solely for purposes related to completing this engagement,related engagements,or providing services to the City and Deloitte shall not collect, use and disclose such Personal Information for Deloitte's own behalf or for its own purposes. 9. Third parties-Deloitte's engagement is not planned or conducted in contemplation of or for the purpose of reliance by any third party(other than the City and any party to whom Deloitte's audit report is addressed)or with respect to any specific transaction. Therefore, items of possible interest to a third party will not be addressed and matters may exist that would be assessed differently by a third party,possibly in connection with a specific transaction. 10. Confidentiality-To the extent that,in connection with this engagement,Deloitte comes into possession of Personal Information or any proprietary or confidential information of the City (collectively,"Confidential Information"),Deloitte will not disclose such information to any third party without the City's consent,except: (a) as may be required or permitted by legal authority,the rules of professional conduct/code of ethics; (b) to Deloitte Entities(as such term is defined below),component auditors and permitted subcontractors; or (c) to the extent that such information shall have otherwise become publicly available. Except as instructed otherwise in writing,each party may assume that the other approves of properly addressed fax,e-mail(including e-mail exchanged via internet media)and voice mail communication of both sensitive and non-sensitive information and other communications concerning this engagement,as well as other means of communication used or accepted by the other. 11. Assignment-Except as provided below in paragraph 12,no party may assign,transfer, or delegate any of its rights or obligations relating to this engagement without the prior written consent of the other parties. 12. Subcontracting-Deloitte may use the services of any of its affiliates or any member firm of Deloitte Touche Tohmatsu Limited("DTTL")and its respective subsidiaries and affiliates,including those operating outside Canada("Deloitte Entities"),component auditors or,with the consent of the City,of any other party.Deloitte remains responsible to the City for services performed by Deloitte Entities under this engagement.Each member firm of DTTL is a separate and independent legal entity operating under the names"Deloitte","Deloitte&Touche","Deloitte Touche Tohmatsu"or other related names; and services are provided by member firms or their subsidiaries or affiliates and not by D'1°l'L. 13. Survival of terms-The agreements and undertakings of the City contained in the engagement letter, together with the appendices to the engagement letter including these Terms,will survive the completion or termination of this engagement. • 14. Proportionate liability-The City and Deloitte acknowledge where the audit is conducted pursuant to a statute governing the City that contains proportionate liability provisions that apply to an auditor, such as the Canada Business Corporations Act,the terms of the statute shall apply to this engagement. In the event that the City and Deloitte are not subject to such statutory provisions regarding proportionate liability,the City agrees that in any action,claim, loss or damage arising out of the engagement,Deloitte's liability will be several and not joint and several and the City may only claim payment from Deloitte of Deloitte's proportionate share of the total liability based on the degree of fault of Deloitte as fmally determined by a court of competent jurisdiction. 26 Appendix A Page A-3 15. Client misrepresentation-Deloitte shall not be liable to the City, and the City releases Deloitte, for all liabilities,claims,damages,costs, charges and expenses incurred or suffered by the City related to or in any way associated with the engagement that arise from or are based on any deliberate misstatement or omission in any material information or representation provided by or approved by any member of management of the City,officer of the City or member of the board of directors of the City. 16. Qualifications-Notwithstanding anything herein to the contrary,Deloitte may use the name of the City,refer to this engagement and the performance of the services in marketing,publicity materials and other material,as an indication of its experience,and in internal data systems. • 27 City :I „i.., ICI Report to ' Report FIN 01-15 January 12, 2015 Subject: 2015 Interim Levy and Interim Tax Instalment Due Dates Page 2 Discussion: In accordance with the Municipal Act, 2001, as amended, the City issues Interim property tax bills based on the previous year's annualized taxes. A Province-wide re-assessment is not taken into consideration when calculating the interim taxes payable. For those property owners whose assessment increases or decreases, the impact of the assessment change will be reflected on the 2015 Final tax bill, which has two instalment dates. If a property experienced an assessment increase in 2014 due to an additional supplementary or omitted assessment, or a decrease in assessment due to an appeal, demolition or class change, the 2015 interim levy would be based on the adjusted annualized 2014 taxes. Those taxpayers that utilize the City's Pre-authorized Tax Payment plan (PTP) will have the benefit of spreading any potential tax increase due to re-assessment over the five instalments that occur after the City's budget has been passed and after the Province sets the 2015 (final) education tax rates. The City currently has approximately 9,000 ratepayers using the PTP program. Taxpayers who have taxes included with their mortgage payments pay their taxes over a 12-month period and also do not experience the impact of re-assessment to the same extent as a taxpayer who pays their taxes on the four regular instalment due dates. Attachments: 1. By-law to establish the 2015 Interim Instalment Due Dates Prepared By: Approved/Endorsed By: Donna DeLong Stan Karwowski Supervisor, Taxation Divis.• ead, Finance &Treasurer L Paul Bit i•'v i Directo C•rpo ate Services & City Solicitor • Recommended for the consideration of Pickering City Council ((9,%/e1 • f7 zor4- Tony Prevedel, P.Eng. Chief Administrative Officer 29 The Corporation of the City of Pickering By-law No. Being a by-law for the collection of taxes and to establish the instalment due dates for the Interim Levy 2015. Whereas Section 317, of the Municipal Act, 2001, S.O.2001, c.25, as amended, provides that the council of a local municipality may, before the adoption of the estimates for the year, pass a By-law levying amounts on the assessment of property, in the local municipality ratable for local municipality purposes; and Whereas, the Council of the Corporation of the City of Pickering deems it appropriate to provide for such an interim levy on the assessment of property in this municipality. Now therefore, the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. The amounts levied shall be as follows: a. For the residential, pipeline, farmland and managed forest property classes there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total annualized taxes for municipal and school purposes levied in the year 2014. b. For the multi-residential, commercial and industrial property classes there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total annualized taxes for municipal and school purposes levied in the year 2014. c. For the payment-in-lieu property classes, there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total annualized taxes for municipal and where applicable for school purposes, in the year 2014. 2. For the purposes of calculating the total amount of taxes for the year 2015 under paragraph one, the Treasurer has the authority to prescribe the percentage for the calculation of the interim taxes, and if any taxes for municipal and school purposes were levied on a property for only part of 2014 because assessment was added to the collector's roll during 2014, an amount shall be added equal to the additional taxes that would have been levied on the property if taxes for municipal and school purposes had been levied for the entire year. 3. The provisions of this By-law apply in the event that assessment is added for the year 2014 to the collector's roll after the date this By-law is passed and an interim levy shall be imposed and collected. 30 By-law No. Page 2 4. Taxes shall be payable to the Treasurer, City of Pickering. 5. When not in default, the payment of taxes, or any instalment thereof, may also be made at any financial institution permitted by Subsection 346 (2) of the Municipal Act, 2001, S.O. 2001 c. 25, as amended. 6. The Treasurer may mail, or cause to be mailed, all notices of taxes required in accordance with the provisions of the Municipal Act, 2001, S.O. c. 25, as amended, to the address of the residence or place of business or to the premises in respect of which the taxes are payable unless the taxpayer directs the Treasurer in writing to send the bill to another address, in which case it shall be sent to that address. Notices will not be mailed to tenants. It is the responsibility of the person taxed to notify and collect taxes from tenants or other persons. 7. The Treasurer is hereby authorized to accept part payment from time to time on account of any taxes due, in accordance with the provisions of subsection 347 (1) and (2) of the Municipal Act 2001, S.O. c.25 as amended, and to give a receipt for such part payment under Section 346 (1) of the Municipal Act 2001, S.O. c.25, as amended. 8. The Treasurer is hereby authorized to prepare and give one separate tax notice for the collection of 2015 taxes, one notice being an INTERIM notice, with two instalments under the provisions of Section 342 of the Municipal Act 2001, S.O. 2001, c.25 as amended, as follows: Interim Tax Notice - Due date of the first instalment February 27, 2015 - Due date of the second instalment April 27, 2015; or either date adjusted by the Division Head, Finance & Treasurer. 9. Section 8 of this by-law does not apply to those taxpayers who participate in the City's monthly Pre-authorized Tax Payment plan (PTP). 10. Except in the case of taxes payable in respect of assessments made under Sections 33 and 34 of the Assessment Act, R.S.O. 1990, c.A31, as amended, the late payment charge of one and one-quarter percent for non-payment of taxes and monies payable as taxes shall be added as a penalty to every tax or assessment, rent or rate of any instalment or part thereof remaining unpaid on the first day of default and on the first day of each calendar month thereafter in which such default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S.O. c.25 as amended. The Treasurer shall collect by distress or otherwise under the provisions of the applicable statutes all such taxes, assessments, rents, rates or instalments or parts thereof as shall not have been paid on or before the several dates named as aforesaid, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.O. c.25 as amended. 31 By-law No. Page 3 11. In the case of taxes payable in respect of assessments made under Sections 33 and 34 of the Assessment Act, R.S.O. 1990, c.A.31, as amended, the late payment charge of one and one-quarter percent for non-payment of taxes and monies payable as taxes shall be added as a penalty to every tax so payable remaining unpaid on the first day after twenty-one days from the date of mailing by the Treasurer of a demand for payment thereof and on the first day of each calendar month thereafter in which default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S.O. c.25 as amended. It shall be the duty of the Treasurer immediately after the expiration of the said twenty-one days to collect at once by distress or otherwise under the provisions of the applicable statutes, all such taxes as shall not have been paid on or before the expiration of the said twenty-one day period, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.O. c.25 as amended. 12. Nothing herein contained shall prevent the Treasurer from proceeding at any time with the collection of any rate, tax or assessment, or any part thereof, in accordance with the provisions of the statutes and By-laws governing the collection of taxes. 13. Where tenants of land owned by the Crown or in which the Crown has an interest are liable for the payment of taxes and where any such tenant has been employed either within or outside the municipality by the same employer for not less than thirty days, such employer shall pay over to the Treasurer on demand out of any wages, salary or other remuneration due to such employee, the amount then payable for taxes under this By-law and such payment shall relieve the employer from any liability to the employee for the amount so paid. 14. If any section or portion of this By-law is found by a court of competent jurisdiction to be invalid, it is the intent of Council for the Corporation of the City of Pickering that all remaining sections and portions of this By-law continue in force and effect. 15. That this By-law is to come into effect on the 1st day of January, 2015. By-law passed this 19th day of January, 2015. David Ryan, Mayor Debbie Shields, Clerk 32 00 _L Report to 6 z s Executive Committee PICKERING Report Number: FIN 03-15 Date: January 12, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Tender/ Contract Approval - Approvals During Council Recess 2014 Recommendation: 1. That Report FIN 03-15 of the Director, Corporate Services & City Solicitor regarding tender and contract approvals during Council Recess be received; and, 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Councils' recess being, Tender No. T-16-2014, Brick Cladding & Masonry Repairs, Quotation No. Q-42-2014 One New Latest Model Year, Four Wheel, Pure Vacuum Multi Functional Street Sweeper, and Quotation No. Q-51-2014, Seniors and Person with Disabilities Snow Clearing Program. Executive Summary: Council is required to approve contracts awarded by the Chief Administrative Officer during recesses of Council. The tender and contract approvals contained in this report were approved by the Chief Administrative Officer during Council's recess this year. They met the City's Purchasing Policy and were within the approved Budget. Financial Implications: The capital projects listed and described in this report are being funded from various sources as approved by Council in the Capital Budget. The service program for snow clearing will be funded from property tax, as approved in the 2014 current budget and the proposed 2015 current budget. No. T-16-2014 Net Project Costs under (over) Approved Funds $95,000.00 No. Q-42-2014 Net Project Costs under (over)Approved Funds $51,422.00 No. Q-51-2014 Net Project Costs under (over)Approved Funds $ 546.00 33 Report FIN 03-15 January 12, 2015 Subject: Tender/Contract Approval Page 2 - Council's Recess 2014 Discussion: Purchasing Policy Item 07 authorizes the Chief Administrative Officer to act on behalf of Council in approving an award of a project, and the Treasurer is authorized to approve financing for same, during any recess, break or absence of City Council, on the condition that: (a) The project is in a budget approved by Council; • (b) Such actions are in compliance with the Purchasing Policy and the Financial Control Policy; (c) The project is not debt financed; and (d) A report respecting those approvals is subsequently submitted to Council. The circumstances were such that two quotations and one tender required approval by the Chief Administrative Officer during Council's 2014 recess. It is recommended that Council receive this Report for information and ratify the approval of Tender No. T-16-2014, Brick Cladding & Masonry Repairs, Quotation No. Q-42-2014, One New Latest Model Year, Four Wheel, Pure Vacuum Multi Functional Street Sweeper, and Quotation No. Q-51- 2014, Seniors and Person with Disabilities Snow Clearing Program. Therefore, pursuant to the Purchasing Policy, the following was approved by the Chief Administrative Officer during the "recess" of Council. Tender No. T-16-2014 Brick Cladding & Masonry Repairs The low bid submitted by Brook Restoration Ltd. for Tender No. T-16-2014 in the amount of$128,946.45 (HST included) be approved. Financial Implications: 1. Tendered Amount Tender No. T-16-2014 $114,111.90 HST 13% 14,834.55 Total $128.946.45 34 Report FIN 03-15 January 12, 2015 Subject: Tender/Contract Approval Page 3 - Council's Recess 2014 2. Estimated Project Cost Summary Central Library Civic Complex Tender Amount T-16-2014 $79,559.00 $34,553.00 $114,112.00 Miscellaneous Costs 3,486.00 1,514.00 5,000.00 Consulting Fees 17,430.00 7,570.00 25,000.00 Project Contingency 13,944.00 6,056.00 20,000.00 Total Project Costs 114,419.00 49,693.00 164,112.00 HST (13%) 14,874.00 6,460.00 21,334.00 Total Gross Project Cost 129,293.00 56,153.00. 185,446.00 HST Rebate (11.24%) (12,861.00) (5,585.00) (18,446.00) Total Net Project Cost $116,432.00 $50,568.00 $167,000.00 3. Approved Source of Funds Civic Complex and Library Capital Budget Location Project Code Source of Funds Budget Required Library 5800.1406.6181 Internal Loan 5 year $192,000.00 $116,000.00 5800.1406.6181 Property Taxes 0.00 432.00 Civic 5700.1401.6250 Prov. Grant— Invest 70,000.00 50,568.00 Complex in Ontario Total Funds $262,000.00 $167,000.00 Project Cost under (over) approved funds by $95,000.00 Quotation No. Q-42-2014 Supply and Delivery of One New Latest Model Year, Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper The Quotation No. Q-42-2014 in the amount of$276,035.38 (HST included) submitted by Amaco Construction Equipment Inc. be accepted; Financial Implications: 1. Quotation Amount Quotation No. Q-42-2014 $244,279.10 HST 13% 31,756.28 Total $276,035.38 35 Report FIN 03-15 January 12, 2015 Subject: Tender/Contract Approval Page 4 - Council's Recess 2014 2. Estimated Project Cost Summary Quotation No. Q-42-2014 Four Wheel, Pure Vacuum, Multi- $244,279.00 Functional Street Sweeper HST 13% 31,756.00 Gross Project Cost 276,035.00 HST Rebate (11.24%) (27,457.00) Total Net Project Cost $248,578.00 Project Cost under (over) approved funds by $51,422.00 3. Approved Source of Funds . Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper Description Account Code Source of Funds Budget Required Quotation No. 5320.1403.7610 RF-DC Roads $270,000.00 $223,720.00 Q-42-2014 & Related 5320.1403.7610 Rate , 30,000.00 24,858.00 Stabilization Reserve Total Funds $300,000.00 $248,578.00 Quotation No. Q-51-2014 Seniors and Persons with Disabilities Snow Clearing Program The low quotation submitted by Gray's Landscaping & Snow Removal Inc. for Quotation No. Q-51-2014 for Year 1 of the 3-year Seniors and Persons with Disabilities Snow Clearing Program in the amount of$11,701.72 (HST included) be approved. Financial Implications: . Quotation Amount Quotation No. Q-51-2014, Year 1 $10,355.50 (per snow clearing and salting service) HST 13% 1.346.22 Total 0 $11,701.72 (12 callouts X $11,701.72 = $140,421.00) • 36 Report FIN 03-15 January 12, 2015 Subject: Tender/Contract Approval Page 5 - Council's Recess 2014 1. Estimated Project Cost Summary Quotation No. Q-51-2014 Seniors and Person with Disabilities Snow $124,266.00 Clearing Program, Year 1 (based on 12 call outs) HST 13% 16,155.00 Gross Project Cost 140,421.00 HST Rebate (11.24%) (13,967.00) Total Net Project Cost $126,454.00 Project Cost under (over) approved funds by $546.00 2. Approved Source of Funds Seniors and Persons with Disabilities Snow Clearing Program Description Account Code Source of Funds Budget Required No. Q-51-2014 Seniors and Persons with 2132.2482.0000 Property Taxes $127,000.00 $126,454.00 Disabilities Snow Clearing Program Total Funds $127,000.00 $126,454.00 Based on the results of the quotation, the anticipated number of clearings required in Year 1, and the expansion of the program to 440 participants, the 2015 Current Budget will reflect a cost of$127,000.00 for this program. Attachments: • 1. Supply & Services Memorandum dated August 6, 2014 2. Culture & Recreation Memorandum dated August 15,2014 3. Supply & Services Memorandum dated October 2, 2014 4. Engineering & Public Works Memorandum dated October 8, 2014 5. Supply & Services Memorandum dated October 30, 2014 6. Supply& Services Memorandum dated October 31, 2014 7. Engineering & Public Works Memorandum dated November 4, 2014 37 • Report FIN 03-15 January 12, 2015 Subject: Tender/Contract Approval Page 6 - Council's Recess 2014 Prep ed By: Approved/Endorsed By: Vera A. Felgemacher Stan Karwows C.P.P., CPPO, CPPB, C.P.M.,CMM III Division Head, Finance & Treasurer Manager, Supply & Services Paul Bigio Director, ( s‘so -te Services &City Solicitor Recommended for the consideration of Pickering City Council / /i /471 ZD/¢ Tony Prevedel, P.Eng. Chief Administrative Officer • • 38 • ;TTACE-HMENT#�_TO REPORT# L 3, r1; (' °ie CULTURE&RECREATION DIVISION RECEIVED switimaiiiii PICKERING ABEY TO Memo ❑FWD ❑COPY O Ci:�Cll T CAO COUNCIL 111 • CLERK To: Marisa Carpino ' � � August 6, 2014 Director, Culture & Recreation ■ HUMAN RESOURCES- N1PE OPS CENTRE . FAC OPERATIONS .OFFICE SUSTAIN 1111111 From: Vera A. Felgemacher C&R SUPERVISORS .PLAN&DEV Manager, Supply & Services Copy-. Manager, Facilities Operations • Subject: Tender No. T-16-2014 • Tender for Brick Cladding and Masonry Work - File: F-5400-001 Tenders have been received for the above project. An advertisement was placed In the.Daily . Commercial News and on the City's website inviting companies to download the tendering documents for the above mentioned tender.A mandatory site visit was held on Thursday, July 24, 2014. Six companies attended the site visit of which five 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 90 days after the official closing date and time. Purchasing Policy 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 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 and you will see Unit Prices for Additional Work are shown in Table 1, Table 2, Table 3 and Table 4. . Summary Harmonized Sales Tax Included Bidder Total Tendered Amount Total Tendered Amount Base Bid$ Optional Price$ - After After Calculation Calculation Check Check Brook Restoration Ltd. 89,901.56 89,901.56 39,044.89 39,044.89 Clifford Restoration Limited 99,948.50 99,948.50 43,674.50 43,674.50 Colonial Building Restoration 124,808.50 124,808.50 51,132.50 51,132.50 Wall Savers Ltd. 133,624.76 133,624.76 - 90,927.71 90,711.88 - LOMAX Management Inc. Automatic rejection—substitution for Agreement to Bond in the form of a certified cheque, bank draft or money order or • irrevocable letter of credit were not provided. Reference: • • • Purchasing Policy No. PUR 010, Item 23.02- 10 (c). Information to Bidders Item 9, 12, 26, 27, 28, 55, Tendering _ Specifications Item 8 and 9. • 39 • Pursuant to Information to Bidders Item 29, the following will be requested of the low bidder, Brook Restoration Ltd. for your review during the evaluation stage of this tender call, subject to your request. Please advise if you would like us to proceed with this task. (a) a copy of the currently dated and signed Health & 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 Certificate of Clearance issued by Workplace.Safety & Insurance Board; (d) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates for every worker and supervisor who will be working on this project; (e) the City's certificate of insurance completed by the.bidder's agent, broker or insurer; (f) list of Sub-Contractors in accordance with General Conditions Item 30; and (g) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 22. WSP Canada Inc. as the consultants on this project will be reviewing submissions and making recommendations to you. The consultant should also review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing during the evaluation, please contact a member of Supply & Services as soon as possible. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as explained below excludes HST. In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the estimated total purchase price is over$75,000 and up to $125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer and the•CAO. • As such, the low bid submitted by Brook Restoration Ltd.for the base bid of$79,558.90 and the optional price of$34,553.00 for a sub total of$114,111.90 plus HST may be approved by the Manager for this dollar limit, subject to the approval of the Director, Treasurer and the CAO. Please include the following items in your memorandum: 1. if Items (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety; 2. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable; 4. if the Waste Management Plan is acceptable; 5. any past work experience with the low bidder Brook Restoration Ltd. including work location; • 6. without past work experience, if reference information is acceptable; 7. the appropriate account number(s)to which this work is to be charged;" August 6, 2014 Tender No. T-16-2014 Page 2 Tender for Brick Cladding and Masonry Repairs 40 he budget amount(s) assigr,_J thereto; 9. reasurer's confirmation of funding; 10. related departmental approvals; and 11. related comments specific to the project. An approved requisition will also be required. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the public tender opening. Bidders will be advised of the outcome in due course. , If you require further information, please feel free to contact me or a member of Supply & Se ices. VAF Attachments • • August 6, 2014 Tender No. T-16-2014 Page 3 Tender for Brick Cladding and Masonry Repairs 41 --:-' \l I I I I V c . 0 • ca L C U 15 C N a)m N i c c• o o a O r c L. 'L O Wz � °—" M ,rj 'V C C o -- o r * ' 2 M V' T- - • E .� I-- 69- 69- 69. 699 69- a� U o ,,. L < o V v°, a9 a) 0 ca -°act CN ' O ) C o. O - o • cQ . — °— O L ` 69- 69• 69• 69- 64-. • C o = a) a) ci 'a V L, "I- E • 2 C , • \_, 1- 2 1 14 Fillilb- > U L ca ca 4 ca o ts o C---- 0 1 rg \ cc c 54" mQ. 0J `J 2 -a c,i 0 �n� .� x U\ c +1 N OL N U co a . o. Q m I•-- - -Q s as C °3 c a3 >, >. >, >, >, E• - Q a y i Q t U c NA .co Q E -+ Ers c -0 C d C .L as f�6 p '. -r-+ N y .. 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TO REPORT# - Cal a - • �:� Memo liCet_40E411111111 • To: Tony Prevedel August 15, 2014 Chief Administrative Officer From: Marisa Carpino Director, Culture & Recreation cITY R OF PICKERIN'G ECEIVED Copy: Director, Corporate Services &City Solicitor AUG 1 6 2014 Division Head, Finance & Treasurer Chief Administrative Officer, Pickering Public Library SUPPLY AND SERVICES Manager, Facilities Operations Manager, Supply & Services • - (Acting) Supervisor, Facilities Operations • Subject: Tender No. T-16-2014 Brick Cladding & Masonry Repairs - File: A-1440-001-14 Overview: The Brick.Cladding & Masonry Repairs at the Central Library and at the Civic Centre were approved in the 2014 Capital Budget in the amount of$192,000.00 and $70,000.00 respectively. Bids have been received and acceptance of the low bid submitted by Brook Restoration Ltd. in the amount of$128,946.45 (HST included) is recommended. In accordance with Purchasing Policy Item 06.12, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable, and the estimated total purchase price is over$75,000.00 and up to $125,000.00, the Manager may approve the award . subject to the approval of the Division Head, Finance &Treasurer and the CAO. Recommendation: 1. That Tender No. T-16-2014 submitted by Brook Restoration Ltd. in-the amount of $128,946.45 (HST included) be accepted; 2. That the total gross project cost of$185,446.00 (HST included) and a net project cost of $167,000.00 (net of HST.rebate) be approved; 3. That the Division Head, Finance &Treasurer be authorized to finance the project in the amount of$167,000.00 as follows: • 44 • • • a. the sum of$116,000.00 by undertaking a five-year internal loan at a rate to be determined for the Central Library component; b. the balance of$432.00 to be funded from property taxes for the Central Library component; c. the sum of$50,568.00 to be funded from Provincial Grant-Investing in Ontario for the Civic Complex component. 4. Further that the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. • Executive Summary: The Central Library and Civic Complex, built in 1990, had remedial exterior envelope repairs • completed in 2013 as Phase One of the recommended work identified in the Genivar Inc. consultants report dated October 14, 2011. Phase Two of the work was approved in the 2014 Capital Budget and was scheduled to be completed in the late summer of 2014. This Tender No. T-16-2014 will complete the outstanding work and complete the remedial work identified in the original report. Bids have been received and acceptance of the low bid in the amount of$128,946.45 (HST included) submitted by Brook Restoration Ltd. is recommended. Financial`Implications: 1. Tender Amount T-16-2014 $114,111.90 HST 13% 14,834.55 Total 128,946.45 2. Estimated Project Cost Summary Central Library Civic Complex Tender Amount T-16-2014 $ 79,559.00 $ 34,553.00 $ 114,112.00 Miscellaneous Costs $ 3,486.00 $ 1,514.00 $ 5,000.00 Consulting Fees $ 17,430.00 • $ 7,570.00 $ 25,000.00 Project Contingency $ 13,944.00 $ 6,056.00 $ 20,000.00 • Total Project Costs $ 114,419.00 $ 49,693.00 $ 164,112.00 HST (13%) 14,874.00 6,460.00 21,334.00 Total Gross Project Cost $ 129,293.00 $ 56,153.00 $ 185,446.00 HST Rebate (11.24%) (12,861.00) (5,585.00) (18,446.00) Total Net Project Cost $116,432.00 $50,568.00 $167,000.00 August 15, 2014 Page 2 Tender No. T-16-2014 Brick Cladding & Masonry Repairs at the Central Library & Civic Complex 45 t i • 3. Approved Source of Funds Civic Complex and Library Capital Budget Location Project Code Source of Funds Budget Required Library 5800.1406.6181 Internal Loan 5 year $192,000.00 $116,000.00 5800.1406.6181 Property Taxes $0.00 $432.00 Civic 5700.1401.6250 Prov. Grant— Invest $70,000.00 $50,568.00 Complex in Ontario Total Funds $262,000.00 $167,000.00 Project Cost under (over) approved funds by $95,000.00 Discussion: The Brick Cladding & Masonry Repairs at the Central Library& Civic Complex were approved in the 2014 Capital Budget in the amount of$192,000.00 and $70,000.00 respectively. This project is Phase Two of the project. Phase One was completed in 2013. The Central Library and Civic Complex, built in 1990,,have both experienced masonry problems in the form of delamination of the through wall flashing at lower roof/exterior wall interfaces and around windows. Localized mortar joint repairs, precast stone masonry unit repairs and sealant replacement are also needed to resolve these issues and prevent continuing deterioration. The City of Pickering retained the services of Genivar Inc. to complete an Exterior Wall Investigation and received their report dated October 14, 2011. After reviewing the report, staff accepted the recommendation of Genivar Inc. (now known as WSP Canada Inc.) to implement a phased repair of the areas identified in the report. Phase One was successfully completed in 2013. The remaining work, identified as Phase Two, formed the scope of work of Tender T-16- 2014. • Bids have been received to the tendering call, which closed on Wednesday, August 6, 2014 for the Brick Cladding & Masonry Repairs at the Central Library& Civic Complex. An advertisement was placed in the Daily Commercial News and on the City's website. A mandatory site visit was held on Thursday, July 24, 2014 and six bidders attended of which five bidders responded and submitted a tender for this project. The low bid was submitted by Brook Restoration Ltd. August 15, 2014. Page 3 Tender No. T-16-2014 • Brick Cladding & Masonry Repairs at the Central Library & Civic Complex 46 The Health and Safety Policy, Ministry of Labour Awareness Training, Clearance Certificate issued by the Workplace Safety and Insurance Board (WSIB), and a current WSIB Workplace • • Injury Summary Report, as submitted by Brook Restoration 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 previous work experience, check of references and bonding available on this project, the tender is deemed acceptable. • Upon careful examination of all tenders and relevant documents received, the Culture & Recreation Department recommends the acceptance of the low bid submitted by Brook Restoration Ltd. for Tender No. T-16-2014 in the amount of$128,946.45 (HST included) and that the total net project cost of$167,000.00 be approved. Attachments: • 1. Supply & Services Memorandum dated August 6, 2014 • • • • • • August 15, 2014 Page 4 Tender No. T-16-2014 Brick Cladding & Masonry Repairs at the Central Library & Civic Complex • 47 C 1 Prepared By: Approved/Endorsed By: . Brian J. D ie d. Marisa Carpino, MA Manager,facilities Operations Director, Culture & Rec dr ion Vera A. Felgemacher Stan Karwowski, MBA, CPA, CMA • C.P.P., CPPO, CPPB, C.P.M., CMM Ill Division Head, Finance &Treasurer Manager, Supply & Services • Caryn Kong, CPA, CGA Cathy Grant Senior Financial Analyst— Capital Chief Executive Officer, Pickering Public Library & Debt Management 4,„",/gii J Paul Bigioni Director, Corporate Services & City Solicitor :mc • Approval / I °v, Zo r Tony Prevedel, P.Eng. Chief Administrative Officer August 15, 2014 Page 5 Tender No. T-16-2014 Brick Cladding & Masonry Repairs at the Central Library & Civic Complex 48 ATTACHMENT#,`TO REPORT# • QV, "CM�. Memo iirAffe_3 1 it1i ' To: Richard Holborn October 2, 2014 Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Bob Kuzma Supervisor, Public Works Administration Subject: Quotation No. Q-42-2014 Quotation for Supply and Delivery of One New Latest Model Year, Four Wheel, Pure Vacuum, Multi Functional Street Sweeper Closing Date: August 26, 2014 - File: F-5300-001 Further to the memo dated September 2, 2014, four quotations proceeded to Stage II of the evaluation process. Stage II consists of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference and Governing Law, the top-ranked respondent as established under the evaluation will be selected to enter into a contract for the provision of the Deliverables. An Evaluation Committee meeting was held by Public Works staff on Monday, September 29, 2014 and each member of the Evaluation Committee has completed evaluating the two quotations. A combined average score for each quotation was determined, completing Stage II of the evaluation process. Amaco Construction Equipment Inc. is the highest ranking respondent. The total purchase price is $244,279.10, HST extra. In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the total purchase price is over $125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer CAO and Council. An approved "on-line" requisition will be required to proceed after receiving requisite approvals noted above. Please do not disclose pricing to enquiries. Calls can be redirected to Supply & Services. Respondents will be advised of the outcome in due course. If you require further information or assistance, please contact me or a member of Supply & Services. VAFIjg Attachments 49 A f t CI-iIIENT.#-.: TO REPORT#. -1 D -i S` caq = Office of the CACMemo att._ atileC Received O CT 2 1 2014 File Fol■ow l}i., To: Tony Prevedel Mayor Corn Sery Y October 8, 2014 • Chief Administrative Officer Council I C&R _ Directors Eng Services From: Richard Holborn ._ SMT j _-, Oper & Fac Director, Engineering & Public Works _ Clerk ;Corp Services _ Fire Ot`ice Sustain Copy: Division Head, Finance &Treasurer Human Res Plan & Dev Manager, Supply& Services Legal & LS I • (Acting) Manager, Operations & Fleet Services Supervisor, Public Works Administration Subject: Quotation No. Q-42-2014 Quotation for the Supply and Delivery of One New Latest Model Year, Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper File: A-1440 • Overview: The supply and delivery of a new Street Sweeper was approved by Council in.the 2014 Roads Capital Budget. Two quotations were.received and the highest ranking respondent Amaco Construction Inc. in the amount of$244,279.10 (HST extra) is recommended; in accordance with Purchasing Policy, Item 06.12, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the estimated purchase price is over$125,000 the Manager, may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Recommendation: 1. That Quotation No. Q-42-2014, in the amount of$276,035.38 (HST included) submitted by Amaco Construction.Equipment Inc. be accepted; 2. That the total gross project cost of$276,035.00 (HST included) and the total net project cost of$248,578.00 (net of HST rebate) be approved; 3. That the Division Head, Finance &Treasurer be authorized to fund the project as follows; a) That the sum of$248,578.00 (including net HST) be funded from the Rate Stabilization reserve (10%) and the DC Roads & Related reserve (90%) as identified in the 2014 Roads Capital budget; and 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. • 50 Financial Implications.:- 1. Request foratiotatkons Amount Quotation No :Q-42-2014 Four Wheel;-Pure Vacuum;Multi-Functional Street Sweeper:. _ _ __.. _...._ -...... $244,279.10 HST 13%-""..--: . _ - 31,756.28 Gross Quotation Amount $276,035.38 2. Approved Source of Funds _ • Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper Description . _ Account Code Source of Funds Budget Required Four Wheel, Pure . Vacuum, Multi-Functional 5320.1403.7610 RF DC-Roads & $270,000.00 $223,720.00 Street Sweeper Related 5320.1403.7610 Rate Stabilization 30,000.00 24,858.00 Reserve Total Funds $300,000.00 $248,578.00 3. Estimated Project Cost Summary • Quotation No. Q-42-2014 Four Wheel, Pure Vacuum, Multi-Functional $244,279.00 Street Sweeper HST 13% 31,756.00 Gross Project Cost 276,035.00 HST Rebate (11.24%) (27,457.00) Net Project Cost $248,578.00 Project Cost under(over) approved funds by $51,422.00 Discussion: A new, Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper was identified and approved in the 2014 Roads Capital Budget. Specifications for this purchase were based on efficient and effective street sweeper technologies. An advertisement was placed on the,City's website inviting companies to download the quotation document. Two companies responded by the closing date and time. . October 8, 2014 Page 2 of 4 Quotation No. Q-42-2014 - - Four Wheel, Pure Vacuum, Multi-Functional Street 0 Sweeper 51 An Evaluation Committee consisting of Engineering & Public Works staff met on-September 29, 2014 where each committee member evaluated the two quotations. A combined average score for each quotation was determined as part of Stage II of the evaluation process, After careful review of all submissions received, the Evaluation Committee and the Engineering & Public Works Department recommends acceptance of the quotation submitted by Arnaco Construction Equipment in the amount of$276,035.38 (HST included), and that the total net cost for this quotation in the amount of$248,578.00 (including net HST) be approved. • In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council in approving an award of a project, and the Treasurer is authorized to approve financing for same, during any recess, break or absence of Council on conditions that have been met for this project. Attachments: 1. Supply& Services Memorandum dated October 2, 2014 . Prepared By: Approved/Endorsed By: / �► •Bob }ku ma, CSCMP,A.M.C.T. Richard HollocIrn, P. Eng. uervisor, Public Works Administration Director, Engineering & Public Works Stan Karwowski, MBA Division Head Head Finance &Treasurer • •'L'Vera A. Felgemathr • C.SCMP, CPPO, CPPB, G.P.M., CMM III Manager, Supply&Services October 8, 2014 Page 3 of 4 Quotation No. Q-42-2014 Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper • 52 Approval I ,;7 ,- 7 z-D 4 c.. Tony Prevedel, P.Eng. Chief Administrative Officer • • October 8, 2014 Page 4 of 4 Quotation No. Q-42-2014 Four Wheel, Pure Vacuum, Multi-Functional Street • Sweeper 53 aO ATTACHMENT# TO REPORT# - , Memo To: Richard Holborn October 30, 2014 Division Head, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: (Acting) Manager, Municipal Operations & Fleet Services Subject: Quotation No. Q-51-2014 Seniors and Persons with Disabilities Snow Clearing Program Closing Date: October 21, 2014 - File: F-5300-001 Quotations have been received for the above project. An advertisement was posted on the City's website inviting companies to download the quotation document. One post closing addendum was issued. Two companies submitted a quotation for this work. There are 2 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the quotation document. Stage I, determines which submissions satisfy all the mandatory requirements and provides the companies the opportunity to rectify any deficiencies. None were required. Two quotations will proceed to Stage_II which consists of scoring each qualified quotation on the basis of the rated criteria outlined in Part 2 of the quotation document. Health & Safety documentation has been reviewed by the Coordinator, Health & Safety and a score out of 8 points has been applied to the evaluation form. Insurance documentation has been reviewed by the Manager, Budgets & Internal Audit and a score out of 2 points has been applied to the evaluation form. Pricing has been evaluated and a score out of 30 points has been applied to the evaluation form. Please refer to Part 2, Item 2.2.4, Page 6 for instructions on how each of the quotations are to be evaluated by the Evaluation Committee members. The following list of attachments has been provided to assist the committee members in completing the evaluations: 1. Stage II — Evaluation of Rated Criteria; 2. Evaluation Form (to be used by Evaluation Committee Members); 3. Copies of the quotations received; and 4. Copy of Request for Quotation Document. Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation committee. Each member should review the submissions carefully according to the criteria before the meeting time. 54 • Request for Quotation for Seniors and Persons with Disabilities Snow Clearing Program Q-51-2014 Stage II - Evaluation of Rated Criteria Stage II will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference and Governing Law, the top-ranked respondent as established under the evaluation will be selected to enter into a contract for the provision of the Deliverables. The selected respondent will be expected to enter into a contract within the timeframe specified in the selection notice. Failure to do so may, among other things; result in the disqualification of the respondent and the selection of another respondent, or the cancellation of the RFQ. The following is an overview of the categories and weighting for the rated criteria of the RFQ. • 2.2 Mandatory Requirements 2.2.1 Submission and Rectification Date Other than inserting the information requested on the mandatory submission forms set out in the quotation, a respondent may not make any changes to any of the forms. Respondents submitting quotations that do not meet the mandatory requirements will be provided an opportunity prior to the Rectification Date to rectify any deficiencies. 2.2.2 Quotation Form Each quotation must include a Quotation Form (Appendix B) completed and signed by the respondent. • 2.2.3 Other Mandatory Criteria The Company shall submit a list of tentative sub-contractors (Appendix G) that may be used to supplement their own forces in performance of the work. The City reserves the right to review and approve each sub-contractor. Sub-contractors not approved by the City will not be permitted to perform work on City property in fulfillment of this Contract. The Company shall submit the following documents with their quotation submission: (a) a copy of the City's Health & Safety Policy Regulations form currently signed and dated (form attached); (b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (d) Provide a signed and dated Ministry of Labour-Worker/Supervisor Safety Awareness training certificate (information regarding this request is available at http://www.labour.gov.on.ca/english/hs/training/index.php); and (e) a certificate of insurance completed by the Company's agent, broker or insurer (City form is attached). 2.2.4 Rated Criteria Price and Non-Price Factors 55 Stage II will consist of an evaluation of the quotation to determine the high score based on the following criteria: Rated Criteria Category W(Peighting -. oints) Price 30 • Vehicles and Equipment 10 Reference Checks 10 Health & Safety Documentation 10 Total Points 60 • Price Evaluation = 30 Points Each respondent will receive a percentage of 30 of the total possible points allocated to the price by dividing that respondent's average total—Appendix B, Schedule A (Year 1 +Year 2 + Year 3) plus Average Total—Appendix B, Schedule B (Year 1 + Year 2 +Year 3) from the lowest Average Total —Appendix B, Schedule A (Year 1 + Year 2 +Year 3) plus Average Total Appendix B, Schedule B (Year 1 +Year 2 +Year 3) submitted by any respondent and multiplying by the total available points allocated to Price. In the event of a tie score, the selected respondent will be determined in accordance with the City's Purchasing Procedures. Vehicles and Equipment= 10 Points All proposed vehicles and equipment to be used on this project as stated in Appendix D —Vehicle and Equipment List are considered acceptable to the City. Lower scores will be assigned to Companies relying on aged equipment, or lacking the diversity of equipment required to best perform the full scope of work identified herein. Reference Checks = 10 Points The City will verify some or all of the listed references, at its discretion, in order to assess satisfaction with services provided. Similarity in scope and value of listed references will be considered. Past performance on work performed for the City of Pickering will be given consideration for scoring in this category. Health & Safety Documentation = 10 Points All health & safety documentation and Insurance certificate stated in Item D, Other Mandatory Requirements, provided, current and valid. 2.2.5 Reference Form (Appendix C) Each respondent must complete the Reference Form (Appendix C) and include it with the quotation submission. 2.2.6 Appendix D — Equipment List(Appendix D) Each respondent must complete the Equipment List (Appendix D) and include it with the quotation submission. 56 2.2.7 Appendix E — Certificate of Insurance Each respondent must provide a certificate of insurance completed by the Company's agent, broker or insurer and include it with the quotation submission. 2.2.8 Appendix F — Health and Safety Regulations Each respondent must provide a copy of the City's Health & Safety Policy Regulations form currently signed and dated and include it with the quotation submission. • • • • • 57 M. To c- o a CD. E ca L O C) L a co CO N C W a) I0 cn = E =`oo m ca ea = = a) CD a) v1 C) ;;? a +, I 0 :-: a - a - .0 Cu = CO_ a) a a) co 0 4 t - C Y .0 :I"' U) i O N a) -n. L c ° E tV c ra N C O O _s) i U. V) O a Cr - - C C co 0 . ca 7 N -- c E u) Ti d Q �O: O W v .3 a• :c" a o 'c a) W r v) - C d a a 7 M . L a) E co a) Z d 'a I CL o C U (B C - -o > co U a) N a): C O J _ a> J `C E W _$ co CO O -2 - - CO O > D) a) L C C 0 co w . E E O• U 58 ATTACHMENT# 6r TO REPORT# PIA! 03-i5 • _ Memo itortnimEl • To: Richard Holborn October 31, 2014 • Director, Engineering & Public Works • • From: Vera A. Felgemacher - Manager, Supply & Services • Copy: (Acting) Manager, Municipal Operations & Fleet Services • Subject: Quotation No. Q-51-2014 Quotation for Seniors and Persons with Disabilities Snow Clearing Program - File: F-5300-001 Further to the memo dated October 30, 2014, two quotations proceeded to Stage II of the evaluation process. Stage II consists of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference and Governing Law, the top scoring respondent as established under the evaluation will be selected to enter into a contract for the provision of the Deliverables. An Evaluation Committee meeting was held by City staff on Friday, October 31, 2014 and each member of the Evaluation Committee has completed evaluating the two quotations. A combined average score for each quotation was determined, completing Stage II of the evaluation process. Gray's Landscaping & Snow Removal Inc. is the highest ranking respondent. The estimated Year 1 cost for the Seniors and Persons with Disabilities Snow Clearing Program is expected to exceed $125,000.00, HST extra. In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the total purchase price is over $125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer CAO, and Council. Refer to Item 07.01 of the Purchasing Policy for approvals during Council recess. An approved "on-line" requisition will be required to proceed after receiving requisite approvals noted above. Extending the blanket order for Year 2 and Year 3 is not automatic and is subject to satisfactory service and performance evaluations. Please do not disclose pricing to enquiries. Calls can be redirected to Supply & Services. Resp dents will be advised of the outcome in due course. If you require further information or assist nce, please contact me or a member of Supply &Services. 4 VAFTjg • Attachments - 59 . in • o v v = . m v �,. o 5' n o C) - m CA 0 C 3 (Q' < o n) o c . cn. IQ CD � 4 3 v 4P 0' = Ep n o 0 CD c0 5 Q- c a) . 5 = N (D CQ -I- rt CD Q° o • 0 c o m m CD o �' o 3 3 c CT 3 °)*. o 4j C 3 Cl) -10 0 0 0 • 3 rn o 0 3 C 3 3 rt c ca . % CD 1 0•CD cD c Ao . 3 � c N.0 3 IV N N O rr % (D ''' 0 CA) CD A) < CD K ca C) . cu o CD 0 . 3 3 CD N m 3 0 Cn rt. o CD . . m ca • C) CD • ID -, —I 3� a 0 cQ O a, - . 0 . c0 a) • 3 71 . a) r. a) LI • CD 2, , ..i 60 • ;TTACHMENT#--Z._TC REPORT#Ii& 3-l� s (';tq ° . - :-Eti=vgititri.7! ,�JIt41 [ Memo To: Tony Prevedel November 4, 2014 Chief Administrative Officer From: Richard Holborn Director, Engineering& Public Works Copy: Division Head, Finance &Treasurer Manager, Supply &Services Supervisor, Parks Operations Supervisor, Public Works Administration • Subject: Quotation No. Q-51-2014 Seniors and Persons with Disabilities Snow Clearing Program File: A-1440 Overview Council approved by Resolution 283/14, Report PW-03-14 of the Director, Engineering & Public Works requesting an expansion of the 2014-2015 Seniors & Persons with Disabilities Snow Clearing Program, from 350 to 375 participants to accommodate program growth and residents in the Hamlets of Brougham, Claremont, Greenwood, and Whitevale. At the time of the report, staff were unable to confirm the number of participants. Registration took place from September 10, 2014 to October 24, 2014, resulting in 440 approved applications. A lottery system was to take place in order to bring the applications down to 375, but staff are recommending that all 440 applications be approved, which is an increase of 65 applications. Quotation Q-51-2014 closed on October 21, 2014 and two companies submitted a quotation by the closing date and time. An evaluation committee consisting of the Director, Engineering & Public Works, Supervisor, Public Works Administration, Foreperson, Parks Operations'and Buyer, Supply & Services met on Friday, October 31, 2014 to review and evaluate the submissions. A combined average score for each quotation was determined as part of Stage II of the evaluation process. The highest ranking respondent was Gray's Landscaping & Snow Removal Inc. Year 1 of a 3- year quotation for the winter season (November 2014—April 2015) is expected to exceed $125,000.00, HST extra, based on increasing the number of applications to 440. In accordance with Purchasing Policy, Item 06.12, where the compliant quotation or tender meeting. specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is over$125,000.00, the Manager, may approve the award, subject to the approval of the Director, Treasurer, CAO and 61 • Council. During Council recess, the Chief Administrative Officer is authorized to act on behalf of Council in approving an award of a project, and the Treasurer is authorized to approve financing for same, during any recess, break or absence of Council. Financial Implications The cost to expand the snow clearing program to the Hamlets and increase the number of approved applications to 440 is expected to exceed $125,000.00, HST extra, in year 1 of a 3-year contract. Funding for this program is provided for in the Property Maintenance,account 2132.2482.0000 of the current,budget. The Engineering and Public Works Department is recommending that an increase in funding be included in the 2015 budget to accommodate all 440 applicants. Staff have also increased the estimated number of snow fall events requiring services to reflect the average number of snowfalls over the past two years. It is estimated that the program funding requirements will increase by approximately 12% to meet the additional needs, as well as the projected increase in winter snow events. As previously indicated, staff are exploring the possibility of including a pay for service program for the 2015/2016 season program, and will be providing a report for Council's consideration prior to the 2015 budget process and be proposed in the 2015 Summary of Fees & Charges to be in effect for the 2015/2016 program. Recommendations After careful review of all submissions received, the Evaluation Committee and the Engineering & Public Works Department recommends acceptance of the quotation submitted by Gray's Landscaping &Snow Removal Inc. for Quotation No. Q-51-2014 for year 1 of the 3-year Seniors and Persons with Disabilities Snow Clearing Program. Attachments: 1. Supply & Services Memorandum dated October 31, 2014 November 4, 2014 Page 2 of 3 Quotation No. Q-51-2014 Seniors and Persons with Disabilities Snow Clearing Program . • 62 Prepared By: Approved/Endorsed By: • •1;.?/ , �, i _ _ Richrd Holbo'r'n, P. Eng. Stan Karwowski, MBA CPA, CMA Director, Engineering & Public Works Division Head, Finance &Treasurer -3l Vera Felgemacher CSCMP, CPPO, CPPB, CPM, CMM HI • Manager, Supply & Services • RH:ds Approval Tony PrevgeI�P' �Chief Administrative Officer • • • November 4, 2014 Page 3 of 3 Quotation No. Q-51-2014 Seniors and Persons with Disabilities Snow Clearing Program 63 °g Report to Executive Committee -: _,:,:,, PI KERIN Report Number: ENG 01-15 Date: January 12, 2015 From: Richard Holborn Director, Engineering & Public Works Subject: Review of Accessible Parking Space Requirements in the City of Pickering - File: A-1440 Recommendation: 1. That Report ENG 01-15 of the Director, Engineering & Public Works regarding the review of accessible parking space requirements in the City of Pickering, be received; 2. That City Council authorize staff to initiate a public consultation process on the proposed amendments to By-law 6604/05 regarding accessible parking space requirements in the City of Pickering, as outlined in this report, including consultation with the Accessibility Advisory Committee, business owners, and other stakeholders; and 3. That following the receipt of comments, staff prepare a draft by-law with final recommendations for Council's consideration. • Executive Summary: On March 25, 2013, the Accessible Advisory Committee presented correspondence to City Council outlining their request to increase the requirements for all accessible parking spaces within the City of Pickering to 15 percent of the total available parking spaces. City Council passed Resolution #45/13 requesting staff to review accessible parking space requirements in the City of Pickering to better meet the needs of persons with a disability. In response to the above noted resolution, City staff have undertaken a review of the accessible parking requirements as part of an ongoing effort to ensure that all accessible parking spaces in the City of Pickering are appropriately provided, marked and maintained. Staff are proposing three amendments for public consultation and input, respecting the total number of accessible parking spaces provided, the dimension and design of accessible parking spaces, and the pavement marking requirements for accessible parking spaces. The proposed amendments are consistent with the requirements of The Accessibility for Ontarians with Disabilities Act (AODA), which was enacted by the Province in 2005. Engineering & Public Works and City Development staff therefore recommend that Council authorize staff to initiate public consultation on the proposed amendments regarding the accessible parking space requirements in the City, including consultation 64 Report ENG 01-15 January 12, 2015 Subject: Review of Accessible Parking Space Requirements in the City of Pickering Page 2 with the Accessibility Advisory Committee, business owners, and other stakeholders. At the conclusion of the public consultation process, recommended amendments to the Traffic and Parking By-law 6604/05 with respect to accessible parking spaces will be prepared for City Council's consideration. Financial Implications: The recommendations in this report do not present any financial implications. Discussion: At the March 25, 2013 Council meeting, the Accessibility Advisory Committee presented Correspondence 10-13 (see Attachment#1) and requested that By-law 6604/05, which regulates traffic and parking on highways, private property and municipal properties in the city, be amended to increase the number of required accessible parking spaces in the City of Pickering to 15 percent of the total number of available parking spaces. Pickering Council passed Resolution #45/13 (see Attachment#2) requesting that staff review the accessible parking space requirements within the City, to better meet the needs of persons with a disability. In response to Resolution #45/13, staff have undertaken a review of the accessible parking requirements as part of an ongoing effort to ensure that all accessible parking spaces in the City of Pickering are appropriately provided, marked and maintained. Based on staffs review, the following amendments are being proposed: • increase the minimum number of off-street accessible parking spaces required on public and private properties • improve the pavement marking detail required for accessible parking spaces • introduce two types of off-street accessible parking spaces All suggested modifications to accessible parking space requirements contained within this report are consistent with The Accessibility for Ontarians with Disabilities Act and the Highway Traffic Act. A City-wide adoption of 15 percent for accessible parking spaces is not recommended The correspondence submitted by the Accessibility Advisory Committee, Correspondence 10-13 (see Attachment#1), recommended that the City increase its by-law provision for accessible parking spaces to 15 percent of the total parking spaces required. In support of this recommendation, the Committee cited Statistics Canada CORP0227-07/01 revised 65 • Report ENG 01-15 January 12, 2015 Subject: Review of Accessible Parking Space Requirements in the City of Pickering - Page 3 findings that 34.6 percent of the population report a disability, and that 14.5 percent of those people report a disability associated with mobility impairment. It should be noted, however, that the Statistics Canada findings do not support an accessible parking standard of 15 percent. Instead, these findings suggest that approximately 5.0 percent of the population (i.e. 14.5 percent of 34.6 percent) report a disability associated with mobility impairment. Furthermore, as of April 30, 2014, the Accessible Parking Permits Office of Service Ontario reports that there are 4,108 accessible parking permits issued within the City, representing approximately 4.5 percent of the City's population (based on an estimated population of 91,333 persons). The City has been implementing new parking requirements at municipal facilities as required by the Accessibility for Ontarians with Disabilities Act The accessible parking requirements for municipal facilities has recently been legislated through the enactment of The Accessibility for Ontarians with Disabilities Act (AODA). The AODA is applicable to the Government of Ontario,the Legislative Assembly and every designated public sector organization that provides goods and services or facilities to the public or other third parties. The implementation of the Act respecting accessible parking is being phased in for public sector organizations, such as the City of Pickering, to commence on January 1, 2016, when building new or making major changes to existing parking spaces. The requirements for accessible parking according to the AODA are presented in detail in Attachment#3. The AODA requirements, on average, double the existing requirements for accessible parking in the City of Pickering. Recent observations indicate that accessible parking spaces at City facilities are well used To determine if existing accessible parking spaces at City facilities are being well used, staff completed observations at the Pickering Recreation Complex and the Pickering Civic Complex between June and July 2014, in the morning, afternoon and evening hours. Both of these facilities have accessible parking sections, which exceed what is required in the AODA. The Pickering Recreation Complex has 13 accessible parking spaces for the main entrance fronting Valley Farm Road (AODA requires 7 accessible spaces). The Pickering Civic Complex has 5 accessible spaces in the parking lot off of The Esplanade South and 2 accessible spaces in the loop at the front of the Civic Complex off of Glenanna Road for a total of 7 accessible spaces (AODA requires 6 accessible spaces). CORP0227-07/01 revised 66 Report ENG 01-15 January 12, 2015 Subject: Review of Accessible Parking Space Requirements in the City of Pickering Page 4 During the review of the accessible parking spaces at the Pickering Recreation Complex, it was noted that they were well used, having an average of approximately 4 vehicles on-site at the times surveyed. However, spaces in the Civic Complex parking lot off of The Esplanade South were not as well used, having only one vehicle using the accessible spaces provided during the times surveyed. In contrast, the front loop at the Civic Complex, is well utilized due to location and convenience. However, these spaces are not used for long periods of time as most use it to quickly visit City Hall or to drop- off/pick-up at the library. A City-wide adoption of the minimum accessible parking space requirements as presented in the Accessibility for Ontarians with Disabilities Act is recommended Based on observations of accessible parking spaces at City facilities, the request for additional accessible parking spaces by the Accessibility Advisory Committee, and the increased accessibility demand, especially for medical office and related uses, staff suggest that the minimum accessible parking space requirements based on the AODA be adopted city-wide for all properties subject to the City's Traffic and Parking By-law. As stated previously, the AODA requirements, approximately double the existing requirements for accessible parking within the City of Pickering. The suggested requirements for accessible parking according to the AODA are presented in detail in Attachment#3. Similar to the existing requirements, these parking requirements shall not apply to residential developments consisting of less than 10 dwelling units and, for the purpose of required accessible parking spaces for multi-unit residential developments consisting of 10 or more dwelling units, the minimum accessible parking requirements shall only apply to residential visitor parking. Pavement marking for accessible parking spaces is recommended to consist only of the International Symbol of Accessibility with a blue background The City's current pavement marking standard for accessible parking spaces requires a designated space to be hard surfaced and the entire space to be painted with non-slip paint in bright blue, with the universal symbol of access overlaid in white or yellow paint. A review of surrounding municipalities and current best practices indicate that painting the entire parking space blue is not necessary to convey the message of an accessible parking space. Painting the entire space is also costly and if not painted periodically, the paint will crack and fade. CORP0227-07101 revised 67 Report ENG 01-15 January 12, 2015 Subject: Review of Accessible Parking Space Requirements in the City of Pickering Page 5 Therefore, City staff recommend that the pavement marking for accessible parking spaces be modified so that it consists of only the.International Symbol of Accessibility painted in white or yellow paint overlaid on a bright blue background with a white or yellow border, with a total minimum size of 1.4 metres in width and 1.4 metres in length. Different types of accessible parking spaces are recommended The City currently only allows for one type of accessible parking space, which must have a minimum width of 4.0 metres, and a minimum length of 5.3 metres. The AODA requires the establishment of two types of parking spaces for the use of persons with disabilities, as follows: • AODA Type 'A': parking space which has a minimum width of 3.4 metres for-vehicles that require space for the use of a wheelchair • AODA Type 'B': parking space which has a minimum width of 2.4 metres for persons with a disability that do not require the extra space for a wheelchair Access aisles may be shared by two parking spaces for the use of persons with disabilities in an off-street parking facility and, according to the AODA, must meet the following requirements: • a minimum width of 1.5 metres • extend the full length of the parking space • be marked with diagonal lines, which discourages parking in them, where the surface is asphalt, concrete or some other hard surface Staff recognize the benefit of having different types of accessible parking spaces as not all persons with a disability will require a larger parking space intended for wheelchair access. Staff support the use of Type 'A' and Type 'B' accessible parking spaces and also propose an alternate Type 'A' Shared space to be used in the City. Currently, the City's current minimum widths for both an accessible parking space and a standard parking space exceed what is proposed for a Type 'A' and Type 'B' accessible parking space width in the AODA. Therefore, it is proposed that the City retain the existing widths and further proposes the following types of accessible parking spaces to be used within the City. • Pickering Type 'A': an accessible parking space that has a minimum width of 4.0 metres, which is equivalent to the City's existing standard (shown in Attachment#4). No access aisle is required for a Type 'A' space CORP0227-07/01 revised 68 Report ENG 01-15 January 12, 2015 Subject: Review of Accessible Parking Space Requirements in the City of Pickering Page 6 • Pickering Type `A' Shared: two accessible parking spaces that have minimum widths of 3.25 metres, and share an access aisle with a minimum width of 1.5 metres. This design may be used in place of two Type 'A' spaces (shown in Attachment#5) • Pickering Type 'B': an accessible parking space that has a minimum width of 2.6 metres, which is equivalent to the width of a standard parking space within the City (shown in Attachment#6) A length of 5.3 metres, equivalent to the current City standard, is recommended for all accessible parking spaces. The Type 'A', Type 'A' Shared with shared access aisles and Type 'B' accessible parking spaces supported by City staff are to be used together with the proposed suggestions in Attachment#3 for the total number of required accessible parking spaces. Staff request authorization to initiate public consultation on the draft amendments Engineering & Public Works and City Development staff recommend that Council authorize staff to initiate public consultation on the proposed amendments to the accessible parking space requirements in the City of Pickering as presented in this report. Comments will be invited from the public, the Accessibility Advisory Committee, business owners, and other stakeholders. Consultation would be completed by various means including, but not limited to: • City of Pickering website • contacting business owners and community residents' associations through regular mail • posting at community centres and other City facilities • newspaper ad • open house At the conclusion of the consultation process, recommended changes to the Traffic and Parking By-law 6604/05 with respect to accessible parking spaces will be prepared for City Council's consideration. Attachments: 1. Correspondence 10-13, Accessibility Advisory Committee 2. Directive Memorandum, Resolution #45/13, City of Pickering Parking By-law CORP0227-07/01 revised 69 Report ENG 01-15 January 12, 2015 Subject: Review of Accessible Parking Space Requirements in the City of Pickering Page 7 3. Suggested Accessible Parking Requirements in the City of Pickering, Accessibility for Ontarians with Disabilities Act 4. Accessible Parking Signage & Pavement Marking Detail for Type A parking spaces 5. Accessible Parking Signage & Pavement Marking Detail for Type A Shared parking spaces 6. Accessible Parking Signage & Pavement Marking Detail for Type B parking spaces Prepared By: Approved/Endorsed By: Ki../ ie. el I Nathan Emery Rich rd Holborn, P. Eng. . _nator, Traffic Operations Dir ctor, Engineering & Public Works ca. G. �, -r Barnett Thomas Melymu , M IP, RP Seni„r Plan er—Site Planning Director, City Devel ment �,� ►v , Ni - h rti, CIP, RRP Manager, Development Review & Urban Design • NE:ds Recommended for the consideration of Pickering City Council 6aceeid Dja .. X7, 20(4 Tony Prevedel, P.Eng. Chief Administrative Officer . CORP0227-07/01 revised 70 ATTACHMENT#_.1..,_TOREPORT# CUG = Jt-tC /. of a 0,0 Tom.w - r py .4_. . . Memo i To: Prem Noronha-Waldriff March 26, 2013 Coordinator, Community Recreation Programs From: Debbie Shields City Clerk • Copy: • • Subject: Accessibility Advisory Committee Parking By-law • -. File: A-1410-005-13 • The Council of the Corporation of the City of Pickering considered the above matter at a meeting held on March 25, 2013, and referred your correspondence to staff for further review and report to Council. Should you require further information, please do not hesitate to contact the undersigned at 905.420.4660 extension 2019. Debbie Shields • - - i - i 71 f YACHMENT# TO REPORT#. LNG 0/-15 2-of ,0� � .. _ • Memo • To: Mayor Ryan and • March 19, 2013 Members of Council From: 'Prem Noronha-Waldriff Coordinator, Community Recreation Programs . Copy: Accessibility Advisory Committee Subject: Parking By-law - File: A-1410-006-13 At the November 28, 2012 meeting of the Accessibility Advisory Committee, staff was directed to present a motion to Council for endorsement with respect to Parking • By-law 6604/05. The following motion is presented for endorsement. That the City of Pickering By-law 6604/05 Section 24.(5) be amended to reflect the percentage of persons with a disability as per statistics Canada reports. Presently the bylaw requires-1 parking bay to be accessible in 50 parking bays (less than 5 percent). Statistics Canada reports that 34.6 percent of the.population report disability and 14.5 of those report disability associated with mobility impairment it is • therefore recommended that.the bylaw requirement be increased to 15 percent. . /pnw ' • • • • • . 72 ATTACHMENT# I TOREPORT# EuG of!s of -2-G Rational for amending by-law 6604/05 Information gathered below from the Health and Activity Limitation Survey 1991.: Institutional Component(HALS): • Survey conducted and analyzed by Statistics Canada 1991. Data collected August to October 1991 • Survey was administered by stats Canada staff trained in interview skills and followed up by senior staff with respondents' interviews done in person, with efforts made to reduce errors and misinterpretations. Stats Canada maintained confidentiality and did not release names of persons, businesses or organizations • Excerpts relevant to this motion: • More women than men reported total disability. Women more likely to be accessing retail outlets. • • Prevalence of disability increases with age-will need regular review of bylaw and possible amendments. • Highest levels of disability reported in impaired mobility and agility. Less able to walk to entrances with less agility to manage entrances or distance • Canada has an ageing population therefore there will be an increased level of disability as time goes on • • more than 7 out of 10 persons with a disability have disability related to mobility • at time of 2001 survey 34.15% have a mild degree of disability • • disabilities reported included those easily observed and those hidden • 26.95%.of people with a disability reported severe activity limitations • 14.5% reported very severe disability Ontario Statistics: •, Total population - 11,192,900 • Total population with a disability- 1,514,380 = 13.5% • Motion reflects percentage plus allowance for ageing population, and the fact that 14.5% reported very severe disability. • 73 TACHMENT#_I TOREPORT# 01-15 • Personal Activity Limitation Survey, 2001 -largest percentage of disability related to mobility,12.2% followed b agility11.4% and thirdly by pain11.0% = 34.6% of population • Other factors: • Accessible parking spaces are already being abused -used by able bodied persons. • Anecdotal evidence from AAC members and some Councillor Members • • who have heard from residents that there are not enough accessible • parking spaces • Over the past month I have been unable to secure accessible parking at the Pickering Town Centre, Starbucks and the Walmart Shopping Center • Distance is a major factor for many persons with a disability and regular • parking spaces are too narrow to afford safe and easy access to vehicle- side ramps driver and passenger doors cannot be opened fully • Highest level of disability is reported in mobility • Highest level of disability reported by women. This group is likely the group most often accessing retail outlets. Easy access by this group supports economic growth and sales • Presently there is no accessible parking standard across Durham Region. Pickering can be a leader and set the bar in developing an.adequate standard by understanding and acknowledging the needs of residents and visitors to the City. Please see attached package for more details. Susan Wilkinson Pickering Accessibility Advisory Committee. • • • 74 "'%r:CH TENT# �,.a_TO REPORT# NG, 01-i•• of 2L- RATIONALE BYLAW 6604/05 • Hals health activity survey 1991 • Conducteand analyzed by statistics Canada 1991 • Data collected august 1991 to October 1991 Administered by stats Canada staff trained in interview skills and followed up by senior staff with respondents' interviews done were in person,with efforts made to reduce errors and misinterpretations Stats Canada maintained confidentiality and did not release names of persons,businesses or organizations • Excerpts relevant to motion More women than men reported totaldisability9 more lamely to be accessing retail outlets° Prevalence of disability increases with age 9 will need regular review of bylaw and possible amendment° highest levels of disability reported in impaired mobility and agility9 less able to walk to entrances with less agility to manage entrances or distances ccanaria has an ageing population therefore here will be an increased level of disability as • time goes on more than 7 out of 10 persons with a disability have disability related to mobility at time of 2001 survey 34:1 5 have a mild degree of disability disabilities reported included those easily observed and those hidden 26.95 of people with a disability reported severe activity limitations • 14.5 reported very severe disability ONTARIO Total population 11,19290 • TOTAL POPULATION WITH DISABILITY1,514380 =13.5 . MOTION.REFLECTS PERCENTAGE PLUS ALLOWANCE FOR AGEING POPULATION AND THOSE UNDER 15,for further discussion with committee re above 14.5 % reported very severe disability • • • • 75 ATTACH MENT#_J TO REPORT#_E1LL. O 1-15 4 of • PALS (PERSONAL ACTIVITY LIMITATION SURVEY 2001) Largest percentage of disability related to mobility,12,2 followed b agilify11.4 and thirdly - by pain11.0totatling 34.6%of population • • SEE PACKAGE FOR MORE DETAILS Other factors • Accessible paerknng bays are already abused Anecdotal evidence some councilors have heard from residents that there are not enough accessible parking bays Over the past month I have been unable to secure accessible parking at the town centre, starbucks and the walmart shopping center Distance is a major factor for many persons with a disability and inaccessible parking . bays are too narrow to afford safe and easy access to vehicle-side ramps driver and passenger,doors cannot be opened fully Highest level og disability is reported in mobility • Highest level of disability reported by women.This group is likely the group most often accessing retail outlets.Easy access by this group supports economic growth and sales Presentlyy no standard across Durham.Pickering can be a leader in the availability of accessible parking and drive Durham to a better understanding of needs and the need to develop a standard Pleae review package for more details • • • • 76 ;.TACkMENT# I TOREPORT# 1?N6, 01-15 • 7 o �f, • • •tieatrii and Activity Limitation Survey:ins itationat Component(HALS) Page I of 4 • • • I+1 Staff-stirs Stai;stique • t.r�a A ' Canada Canada U1 • • Home >Definitions, data sources and methods > • • Health and Activity Limitation Survey : Institutional " Component (HALS) • Status: Inactive Frequency: Quinquennial (5 year) • Record number: 3252 This was a post-censal disability survey used to identify the numbers and distribution of disabled persons In Canada residing In health related non-penal institutions and the barriers experienced by them. • Detailed information for 1991 • Data release- August 1994 • ■ Description • • • Data sources and methodology • • • Data accuracy • ■ Documentation • Data file • Description • • • This was a post-censal disability survey used to identify the numbers and distribution of disabled . persons in Canada residing In health related non-penal institutions and the barriers experienced by them. • • The Health and Activity Limitation Survey : Institutional Component was discontinued after the ' 1991 reference period. • • • Subjects Disability Equity and inclusion Health • Society and community • Data sources and methodology - ■ Target population • •• Samplinq • ■ Data sources ■ Error detection • ■ Imputation -- ■ Estimation • • ■ Disclosure control Target population • • • The target population of HALS consisted of all persons with a physical or psychological disability who were living In Canada at the time of the Census, including residents of the Yukon and the http:/lwww23.statcan.gc.ca:81/nndb/p2SV.pl?Function=getSurvey&SDDS=3252&lang—e.:. 6/27/2012 • • 77 "'r.<r,l MENT# TOREPORT# EWA 01-i5 riealtri and Activity Limitation Survey: institutional Component(FIA.LS) Page 2.of 4 Northwest Territories, and permanent residents of most collective dwellings and health care institutions. Indian reserves were covered by the Aboriginal Peoples Survey also conducted by Statistics Canada. Persons excluded for operational reasons were residents In penal institutions, correctional facilities, military camps, campgrounds and parks,soup kitchens, merchant and coast guard ships and children's group homes. . Sampling This is a sample survey with a cross-sectional design. The 1991 Census of Population provided the list of institutions,which was used in the first stage of selection for the institutions survey. From this list,six types of institutions were Included in HALS. They were: *nursing homes *residences for senior citizens *hospitals: general, maternity, etc. • *chronic care hospitals *psychiatric institutions *treatment centres and institutions for the physically handicapped Institutions were grouped into three categories by size: small, medium and large.These size categories were based on the number of each Institution's permanent residents-those who spent a continuous period of six months or longer in an institution. However,the categories'Ismail, • medium and large'were determined using different numbers in different provinces. A sample of institutions was selected based on type and size. All large institutions were included In the survey,while samples of institutions were taken from the small and medium sub-groups. . The administrator of each institution was asked to provide a list of all residents aged 15 and over who on February 1, 1992, had spent a continuous six months or more in an institution. A sample of residents were selected form this list. A maximum sample of 5 residents was taken from small institutions, 10 from medium-sized institutions and 30 from large institutions. Because of their small size,a census of Institutions and their eligible residents was carried out in the Yukon and Northwest Territories. Data sources • Data collection for this reference period: August 1991 —October 1991 ' • Responding to this survey is mandatory. Data are collected directly from survey respondents. All interviews were done in person and,whenever possible,with the selected individual. However, • due to their conditions, many residents were Unable to answer the questions themselves. In these cases the Interviews were conducted with the help of the institutional staff or next-of-kin. For persons Included in the Institutions Survey,there were no corresponding Census data available, because these persons were selected from lists provided by institutions rather than from the Census database. Basic demographic information was collected as part of the Institutions Survey. . Error detection Data capture for the households and institutional surveys were done in Statistics Canada regional offices. After data capture was completed,the data were transmitted and the questionnaires http://www23.statcan.gc.ca:81/imdb/p2SV.p1?Fraction getSurvey&SDDS=3252&fang--e... 6/27/2012 • 78 I:T TACHMENT#1 TO REPORT# Uir 01-15 9 of���. Participation and Activity Limitation Survey(PALS) Page 3 of 5 Sample distribution was performed in a way that, for each domain, a minimum proportion with a maximum coefficient of variation (CV) of 16.6% (16.6% corresponds to the upper limit of a CV in order to be able to effectively qualify the corresponding estimate) could be estimated. Among children aged 0 to 14 years,the minimum proportion to estimate was set at 8.5%.Among adults aged 15 to 64 years,this proportion was set at 9%, and for adults aged 65 and older,the proportion was set at 11%. Sample size The total size of the'PALS 2006 sample is around 47,500: 8,500 children (persons under 15 years of age) and 39,000 adults(15 years of age and over). Data sources • Data collection for this reference period: 2006-10-30 —2007-02-28 Responding to this survey Is voluntary. • Data are collected directly from survey respondents. The interviews were conducted by telephone with the interviewers completing a computer-assisted questionnaire. Interviews by proxy were allowed. In some special cases, face-to-face interviews were carried out. The Interviews for the children's questionnaire were conducted with the parent or guardian of the child. View the Questionnaire(s) and reporting guide(s) • Error detection • The first phase of error detection will be done during the data collection. At that stage,the interviewer's supervisors will review the completed questionnaires. Observed inconsistencies will be discussed with the Interviewer who conducted the interview and the respondent will be called back if required. The second phase of error detection will be conducted during data processing which will be made up of many steps.The•first step will be the data validation where,among other actions, multiple responses will be blanked out and processed with the other missing responses.The second step of the data processing will be the editing. Edit rules will be.developed to identify and correct inconsistencies between responses within each section of the adults and children's questionnaires. For most of the situations corresponding to inconsistencies an automated correction was specified, as discussed in the IMPUTATION Section. Once this step is completed, a macro verification will be done by analyzing frequency distributions to identify anomalies,for example missing categories or unusually large frequencies. - Imputation 0 For PALS, a valid response will be deterministically imputed for the missing responses If suffident information is available in the related questions. Otherwise, it will be coded to "Not stated". In addition, the questions that were not to be asked will be coded to "Valid skip". If a question with a Missing answer(coded to "Not stated")should have been used to determine if subsequent . questions were to be asked, these subsequent questions will be set to "Not asked",because it was not possible to determine whether or not they should have been asked. However, non-response will not be permitted for the demographic information required for weighting, namely the age and sex of the respondent.This information will be asked at the ' beginning of the interview to make sure the selected person has been reached.These two http://www23.statcan.gc.ca:81/imdb/p2SV.pl?Function=getSurvey&SDDS=3251&lang=e... 6/27/2012 • 79 TTACHMENT#.__L TO REPORT# ENO% 01-15 1i).of 261 Participation and Activity Limitation Survey(PALS) Page 4 of 5 variables will be imputed from the census if they were missing or invalid.In particular,an age will be considered invalid if it was not consistent with the questionnaire used. Estimation In a sample survey, each respondent represents not only himself/herself,but also other persons that were not sampled. Consequently, a weight is associated to each respondent to indicate the number of persons that this respondent represents.This weight must be used for all estimations. The weight is calculated in a three-stage process.The FIRST stage is the assignment of an initial weight based on the sampling design. The initial weight is the inverse of the inclusion probability. For the 2006 PALS,the initial weight is the product of the Census weight and the subsampling weight (the inverse of the sampling fraction in the second phase). The SECOND stage of the weighting process is the adjustment for non-respohse. More specifically, two adjustments are done since there are-two groups of non respondents with very different • characteristics: persons who were not contacted and persons who were contacted but did not respond. Weights are first adjusted for non-contacts and then for non-response,As the adjustment method is the same for both types of non-respondents, it is described here only for non-response. With the help of a logistic regression model,we estimate the response probability for an individual (respondent or non respondent to the PALS) based on his characteristics (also called explanatory variables). Many explanatory variables are available since we have access to all the Census long form information each Individual. We then divide individuals in ten classes based on the size of the their predicted response probability.The inverse of the weighted response rate in a class is used as the weighting adjustment factor for that class and the Initial weights of the respondents within the class are adjusted accordingly. Note that separate models are used for adults and children. The THIRD stage of the weighting adjustment is the post-stratification.This adjustment ensures that the sum of the final weights for the respondents is equal to the population counts obtained from the census.This adjustment is done for groups (called post-strata) defined by the combinations of different variables for which this adjustment is important for the survey (province, gender, age group and severity of the limitation reported in the census).The weights corrected for non-response are then adjusted using the ratio of the census count to the sample count for each post-stratum. 0 • Since estimates are obtained from a sample as opposed to a census, estimates will vary from sample to sample (sampling error). In order to provide estimates of sampling error for statistics with PALS data,the bootstrap method is used.This method,which is a resampiing method, consists of selecting M subsamples(with replacement)from the main sample. Each subsampee Is then weighted by calculating the initial weights and applying to them the same adjustments we applied to the main sample weights, i.e. adjustments for non-response and post-stratification.The sampling error is measured and estimated by the bootstrap variance which is the empirical variance of the desired statistic calculated from the main sample and the M bootstrap subsamples. To be able to produce disability rates and that,at relatively detailed levels,a complementary file was produced containing individuals who did not report an activity limitation to the 2006 Census, and this file is available to the users.The global sample size for this complementary file was set to 131,010 comprising 107,400 adults and 23,610 children. Hence to produce disability rates,one must use this complementary file as well as the main adult or children file containing the answers to the PALS. Quality evaivation • Two types of error occur in surveys, namely sampling and non-sampling errors. As opposed to the sampling error, non-sampling errors are not explained by sample-to-sample variability.These errors can occur at any step of the survey process and actions will be taken to reduce them to a minimum. Following is a description of measures that will be put in place for that purpose. A pilot test was conducted seven months before the survey to evaluate all the survey process, http://www23.statcan.gc.ca:81/imdb/p2SV.pl?Function=getSurvey&SDDS=3251&lang--e... 6/27/2012 80 0 0 R' .µ /�p C n �y-}ms.µ �(� - `i'C {.f"i..,y l �{VTtt / TO REP 0R I #_ala. 01�IJ I' of 01 Participation and Activity Limitation Survey(PALS) Page 5 of 5 from the questionnaire content to the data processing. High response rates are essential for quality data.To reduce the number of non-response cases, the interviewers were all trained by Statistics Canada's staff, provided with detailed Interviewer Manuals, and were under the direction of Interviewer supervisors. Refusals were followed up by senior interviewers to encourage respondents to participate in the survey. In addition,some measures were taken to identify and correct errors that could result from • misinterpretation of a question by the respondent or from.a wrong flow followed in the questionnaire.The questionnaires were-first be reviewed by the interviewer's supervisor.A detailed set of edit rules were then used during data processing to identify and correct any inconsistencies between the responses provided.These edit rules were exhaustively tested before being applied to the data. Disclosure control Statistics Canada is prohibited by law from releasing any data which would divulge information obtained under the Statistics Act that relates to any Identifiable person, business or organization without the prior knowledge or the consent In writing of that person, business or organization. Various confidentiality rules are applied to all data.that are released or published to prevent the publication ordisclosure of any information deemed confidential. If necessary, data are suppressed to prevent direct or residual disclosure of identifiable data. Data accuracy The data accuracy.measure used for each table produced is the estimated standard error of the estimate (sampling error measure),which is the square root of the estimated sampling variance of the estimate. However,the estimated standard error is usually expressed relative to the estimate to.which it pertains,and the resulting measure is the estimated coefficient of.variation (CV). The estimated CV is obtained by dividing the estimated standard error of the estimate by the estimate itself and Is expressed as a percentage of the estimate. For PALS, all estimated CVs will be obtained using the bootstrap method described In the ESTIMATION Section. Data file .. Public use microdata file (PUMF): Participation and Activity Limitation Survey-2006 Date Modified: 2007-11-30 , • http//www23.statcan.gc.ca:81/imdb/p2SV.pl?Function=getSurvey&SDDS=3251&lang=e... 6/27/2012 81 I k. L.CHMENT#� TO REPORT# ENGA bI-is Prevalence of disability among adults aged 15 years and over,by type of disability and ag... Page 1 of 1 Prevalence of disability among adults aged 15 years and over,by type of disability and age, Canada, 20011 rotebaay , Pain - . Hearing . taming . 1 • P.ychCbgbal lnino . ►taQnrory 13 1524 h a � It26-44 bevebpmentaF Et 46-64 Unknown 1165+ 0 5 10 15 26 25 . 90 35 Pmentacja of total populatbn I The Lanadi fotafenliolas the Yukon,Northwest Tarry and NunavuL The sum of . the values forsach cat Ory may rf t from the fotafduefarovncfpv. =nor the type of dsabl4Ty Teeebptmental,Seat(ats shouklLv weal nth cau€icn. Scerrve: Statistics Cafiacia,ParEcipeLun andAcfrdfy Limitation$w ntey,2 0f. • • • • • • http://www.statcan.gc.ca/pub/89.577-x/c-g/4151355-eng.htm 2/15/2012 82 12,`T°s f;`. MENT#___ ,.TO REPORT#. eis(r o t - ISM Severity of disability among adults aged 15 years and over with disabilities,by sex,(Ana... Page 1 of 1 Severity of disability among adults aged 15 years and over with disabilities, by sex,Canada, 20011 • • Standard symbols used by Statistics Canada publications • • Both sexes, Men Women SeVerity of ,_ Number • I ! 100.0 1,526,9D0 1,893,440 100.0 Mild • 1,165,470 34.1 555,11.0 . 36.4 610,360 32.21 Moderate 855,330: 25.0 375,380, 24.6 479,950 25.3 Severe • 919,310 26.9 •383,570 25.1 535,740 28.3' Very severe 480,220, 14.0 212,830 13.9 267,390 14.1 • 1.The Canada total excludes the Yukon,Northwest Territories and Nunavut The sum of the values-for each category may differ from the total due to rounding. ,Source:Statistics Canada, Participation and Activity Limitation Survey,2001. • • • • • • • • • • • • • http://www.statcan.gc.ca/pub/89-577-x/t/4065015-eng.htm 2/15/2012 • 83 "ACH NT# TO REPORT# ENG, o i-is • A profile of disability in Canada,2001:Profile of disability among adults- Page 2 of 6 Memory:Limited in the amount or kind of activities that one can do due to frequent periods of confusion or difficulty remembering things.These difficulties may be associated with Alzheimer's disease,brain injuries or • other similar conditions. Developmental:Cognitive limitations due to the presence of a developmental disability or disorder,such as Down syndrome, autism or • mental impairment caused by a lack of oxygen at birth. • Psychological:Limited in the'amount or kind of activities that one can do due to the presence of an emotional, psychological or psychiatric condition, such as phobias,depression,schizophrenia,drinking or drug problems. Unknown:The type of disability is unknown if the respondent answered YES to the general questions on activity limitations,but did not provide any YES to the questions about type of disability that followed. Top of Page Disability related to mobility affects the greatest number of adults . Mobility problems are the type of disability most often reported by adults aged 15 and over. In 2001,nearly 2.5 million or 10.5%of Canadians had difficulty walking,climbing stairs,carrying an object for a short distance, standing in line for 20 minutes or moving about from one room to another. . For all age groups,women were more likely to have mobility problems than men:Indeed,among adults aged 15 and over,there was a significant difference in the overall proportion of women(122%)and men(8.6%)with a mobility-related disability:Also with respect to motor skills,activity limitations related to agility affect a substantial number of persons aged 15 and over.In all,2.3 million or 9.7%of adults reported having difficulty with . everyday activities that require these skills,such as bending down to pick up an object,getting dressed or undressed,or cutting one's food. For further Information on the different types of disabilities,see the section entitled Type of disabilities among adults. • • Prevalence of disability among adults aged 15 years and over, �11 by type of disability,Canada,2001 Table • Top of Page More than 10%of adults have activity limitations related to pain or discomfort Rather surprisingly,adults report pain-related disability almost as frequently as mobility-related disability.Some 2.4 million persons aged 15 and over (10.1%)reported having activity limitations related to chronic pain.Pain- related disability is more prevalent among women(11.4%)than among men (8.8%).This may reflect,in part,some reluctance among men to report this http://wvvw.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 2/15/2012 84 TOREPORT#.. L 01-15 ....Lc_af . A profile of disability in Canada,2001:Profile of disability among adults Page 3 of 6 • • type of limitation.It is important to note here that for the purposes of PALS, ' persons who reported having pain but did not associate it with any activity limitation were not considered to have a pain-related disability.In fact,some 3.2 million adults reported having pain,with or without limitations(data not • shown). • • A . Top of Page • One million persons aged 15 and over report having a hearing-related disability Regarding sensory type activity limitations,just over one million adults (4.4%)reported having a hearing-related disability,about 600,000(2.5%) had vision difficulties,and some 360,000 or 1.5%of persons aged 15 and over reported a speech-related disability.While a larger proportion of • •women(3.1%)than of men(2.0%)reported having vision difficulties,activity limitations related to hearing were more common among men(5.0%)than • women(3.8%).Men aged 15 and over were also slightly more likely than women to have a speech-related disability. Top of Page • A good number of adults have less visible disabilities • The 2001 PALS also sought to distinguish certain types of less visible disabilities,such as limitations related to psychological conditions or memory problems,learning difficulties and developmental disability.This distinction in no way ignores the close relationship that exists between some of these disabilities;as well,identification is always subjective,based on the respondents perception.Nevertheless,more than half a million persons aged 15 and over.(2.2%)reported having activity limitations due to emotional,psychological or psychiatric conditions.Similarly,more than 450,000 adults reported having learning disabilities,representing a proportion of 1.9%.A similar proportion of adults(1.8%)had activity limitations due to frequent memory problems or periods of confusion.Nearly • 120,000 persons aged 15 and over,had a developmental disability. Prevalence of disability among adults aged 15 years and over, • • by type of disability and sex,Canada,2001 caLd Top of Page ' • • The prevalence of most types of disabilities increases with age According to the most widely held view,the prevalence of any form of disability rises increasingly with age.The PALS findings confirm that this is http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm ' 2/15/2012 85 r-TAC:kMENT# TO LNG, Oi-i5 A profile of disability in Canada,2001:Profile of disability among adults • Page 4 of 6 true for disabilities related to mobility,agility',hearing,vision and pain.For example,while fewer than 2%of young adults aged 15 to 24 have a mobility-related disability,the rate reaches 31.5%for persons aged 65 and • over.This increase in prevalence with age is also observed, although to a lesser degree,for other problems more closely associated with aging,such as memory and speech problems. Top of Paq.e • Activity limitations related to emotional, psychological or psychiatric conditions are relatively frequent in persons aged 45 to 64 However,there are some exceptions to the rule.Thus,persons aged 45 to 64(3.3%)were more likely to have a disability related to psychological problems than persons aged 65 to 74.(2.0%),although the rate resumed its rise to 3.6%for persons 75 and over.The same is true for learning disabilities,with adults aged 45 to 64(2.3%)showing a rate higher than among adults aged 65 to 74(1.5%), but lower than that of seniors 75 years and over(2.8%).With respect to developmental disability,prevalence varies between 0.2%E and 0.7%E according to age,with young adults aged 15 to 24 showing the highest rate,and persons 65 to 74,the lowest In this regard,it is important to note that a sizable proportion of older adults with a developmental disability are institutional residents and are therefore excluded from the survey population.Younger adults are more likely to live at home and therefore be included in PALS due to the de-institutionalization that has been taking place in Canada for about 25 years. The strong predominance of some types of disabilities becomes even more obvious when we look at the proportion of persons with disabilities who have these particular typed of disabilities.More than seven of every ten persons with disabilities have difficulties related to mobility,and almost as many have pain-related disabilities.Activity limitations related to agility are also very frequent,with two-thirds of persons with disabilities reporting them.More than 30%of adults with disabilities have a hearing-related disability and 17%have vision difficulties. The results of the 2001 PALS also show how an important proportion of • adults with disabilities have activity limitations related to psychological • conditions,namely over 15%.Furthermore,some.13%of persons with disabilities aged 15 and over reported having a learning disability,with more than half(54.1%)of them having been diagnosed with learning disabilities by'a teacher,a physician or another health care professional.The approximately 420,000-persons with a disability related to memory account for 12%of all persons with disabilities.Speech difficulties,which affect at least one in ten persons with disabilities, and developmental disability (3.5%)complete the PALS profile of persons with activity limitations. However,for just under 100,000 persons reporting a disability,the type of ' disability could not be identified. Tr Types of disabilities reported by adults aged 15 years and over H'I= with disabilities,Canada,2001 V V Table • http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 2/15/2012 . • 86 V - g.._,,;t f_ill:. T# / TO REPORT# £NCB et-I5 LI_of ee22 - A profile of disability in Canada,2001:Profile of disability among adults Page 5 of 6 • Prevalence of disability among adults aged 15 years and over, by type of disability and age,Canada,2001 Chan Top of Page A large majority of persons with disabilities aged 15 and over have more than one disability. • The 2001 PALS distinctly recognizes,along with physical and sensory . disabilities,the various types of less visible disabilities(pain, psychological • problems, memory,learning and developmental disability).As a result,the survey provides a detailed profile reflecting the complexity of disability in • adults aged 15 and over.The number of disabilities reported is ample evidence to that effect Only 18.2%of persons with disabilities reported having only one disability,whereas a sizable proportion of them reported three(29.0%)or even four or five(27.7%).Indeed,just under 8%of persons with disabilities had six or more. • • • IIINumber of disabilities reported by adults aged 15 years and I over with disabilities, Canada,2001 tabra Top of Page Severity of disability in 2001: mild, moderate,severe or very severe A profile of disability in Canada would not be complete if it did not consider the degree of severity of disabilities reported.Among the 3.4 million adults with disabilities,the 2001 PALS distinguishes four levels of severity:mild, • moderate,severe and very severe.Firstly,the level of severity depends on • the frequency and intensity of limitations associated with each type of disability. For example,a person who has no difficulty walking and climbing stairs but cannot stand in line for more than 20 minutes,would have a mild mobility-related disability.A person who can only move around in a wheelchair would have their mobility more severely limited,and one who is bedridden for a long term period would have a very severe mobility-related disability.The number of disabilities also has an impact on the overall level of severity.The PALS distinguishes 10 types of disabilities among adults and the level of severity will increase with the number of disabilities affecting each individual. For furtherinformation on the development of the severity sale,see the box entitled Severity of disability. • • in 2001,one-third(34.1%)of adults with disabilities had a mild degree of • disability.At the other end of the scale,at least one in four persons with disabilities(26.9%)experienced severe activity limitations and 14.0% reported having a very severe disability.Men(36.4%)were more likely than women(32.2%)to report a mild degree of limitation.Conversely,a larger proportion of women than of men with disabilities reported a severe level of. activity limitation(28.3%compared with 25.1%).However,the proportion of http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 2/15/2012 87 uChMENT# T O REPORT# • of • A profile of disability in Canada,2001:Profile of disability among adults Page 6 of 6 • • very severe disabilities was relatively the same for the two sexes. Severity.of disability among adults aged 15 years and over with I'I I disabilities,by sex,Canada,2001 able Top of Pape Nearly 6%of Canadians aged 15 and over have a severe or very severe disability In terms of the total population aged 15 and over,5.0%of Canadians had a. mild disability,3.6%a moderate disability and 3.9%a severe disability. Again at the national level,more than 480,000 persons aged 15 and over (2.0%)reported a very severe level of disability. Severity of disability increases gradually until age 65 and then declines slightly among the 65 and overpopulation.In this regard, it is important to note the significant prevalence of less visible disabilities among the working- age population,which increases the number of disabilities reported for these adults aged 15 to 64.As well,it is generally recognized that a person is more likely to.experience the highest level of activity and the widest scope of activities during these working years(home,work, school,leisure);a person would therefore be just as likely to experience during those years,a high level of limitation in these same activities.At the same time,a sizable • proportion of elderly persons likely to have a severe or very severe disability• reside in an institution and are therefore not included in the PALS population. • • Disability rate for adults aged 15 years and over,by severity of Icl 11 disability,Canada,2001 • Table Severity of disability among adults with disabilities aged 15 • years and over, by age groups,Canada,2001 Q1.4rt • Home I Search I Contact Us I Francais X. • Date Modified:2003-04-04 imoortant Notices • • • • http://www.statcan.go.ca/pub/89-577-x/4065022-eng.him 2/15/2012 88 i.....,..,. HMENT# / . TOREPORT# ahCA 0/- Population with and without disabilities,and disability rate,by province,Canada and prov.... Page 1 of 1 - Population with and without disabilities,and disability rate,by province,Canada and provinces, - 2001! Standard symbols used by Statistics Canada publications • • Percentage of Population Population population Total without with with • 1 population disabilities disabilhies disabilities Canada 28,991,7701 25,390,510 3,601,27011 12.4 . Newfoundland and Labrador '. 492,800 i 432,310 60,5001 12.31 Prince Edward Island 132,850 113,880 18,970 14,3 Nova Scotia 888,900 736,690 152,21014 17.1 New Brunswick 712,300 609,440 102,8601 14.4 Quebec 7,052,790 V 6,457,100 595,690 V ' 8.4 • 11,192,730 • • = 1,514,380 Manitoba• 1,036,270 888,690 147,580 14.2 . 859,080 734,870 124,210 Alberta 2,830,280 354,740 • British Columbia 3,793,7701 3,263,640 530,130 14.0 • , 1.The Canada total excludes the Yukon, Northwest Territories and Nunavut.The sum of the values for each category may.differ from the total due to rounding. Source:Statistics Canada, Participation and Activity Limitation Survey;2001. • V • • • • • littp://www.statcan.gc.ca/pub/89-577-x/t/4065014-eng.htm 2/15/2012. 89 -- I A profile of disability in Canada, 2001: Profile of disability among adults Page 1 of 6 ACk MENr L. TO REPORT; EJ16 a1-I! 1Statistics Statisliqus _of ( '•' ' '1 Canada Canada i dt _.._........_..... .. •Frarirais Contact Us Help Search Canada Site Ern The Daily Canadian Community Our products Home IjM�I Census Statistics Profiles and services 'Other Links • ,.t tkiv--f r. Profile of disability among adults Type of disabilities among adults Disability related to mobility affects the greatest number of adults More than 10%of adults have activity limitations related to pain or discomfort One million persons aged 15 and over report having a hearing-related r,. "''`y disability A profile f di iti.fy A good number of adults have less visible disabilities in Canada, 2001 The prevalence of most types of disabilities increases with age Activity limitations related to emotional, psychological or psychiatric 89 577 XIE conditions are relatively frequent in persons aged 45 to 64 Pic version A large majority of persons with disabilities aged 15 and over have more than one disability F"'revaience of Severity of disability in 2001: mild, moderate, severe or very severe ca'Isabilrty in Canada Nearly 6%of Canadians aged 15 and over have a severe or very severe Pi;Mile of-�itsat lity disability among uh!1., `en Type of disabilities among adults Fr3file o sab:I tv anor ad``i` The PALS survey questions allow the identification of the following types of D:sah lily among disabilities among adults aged 15 and over: • wnY 4.1r age adults a,ed 15 tO 64) Hearing: Difficulty hearing what is being said in a conversation with one a s apalt ar'oi other person, in a conversation with three or more persons or in a telephone 1_e_•sdns u Bpd conversation. 65 and over Seeing: Difficulty seeing ordinary newsprint or clearly seeing the face of r_fati_ r?:irr ''-?'leases someone from 4 metres(12 feet). Cef`rjtrc t;5 Speech: Difficulty speaking and/or being understood. Mcr.J:.nforrniation Mobility: Difficulty walking half a kilometre or up and down a flight of stairs, about 12 steps without resting, moving from one room to another, carrying an object of 5 kg (10 pounds)for 10 metres(30 feet) or standing for long periods. Agility: Difficulty bending, dressing or undressing oneself, getting into and out of bed, cutting own toenails, using fingers to grasp or handling objects, reaching in any direction (for example, above one's head) or cutting own food. Pain: Limited in the amount or kind of activities that one can do because of a long-term pain that is constant or reoccurs from time to time, for example, recurrent back pain. Learning: Difficulty learning because of a condition, such as attention problems, hyperactivity or dyslexia, whether or not the condition was diagnosed by a teacher, doctor or other health professional. Memory: Limited in the amount or kind of activities that one can do due to frequent periods of confusion or difficulty remembering things. These 90 http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 05/12/2014 A profile of disability in Canada, 2001: Profile of disability among adults Page 2 of 6 tn.`;TACK MENT# ___,._ TO REPORT# r NGG 61-I6- al of �(o difficulties may be associated with Alzheimer's disease, brain injuries or other similar conditions. Developmental: Cognitive limitations due to the presence of a developmental disability or disorder, such as Down syndrome, autism or mental impairment caused by a lack of oxygen at birth. Psychological: Limited in the amount or kind of activities that one can do due to the presence of an emotional, psychological or psychiatric condition, such as phobias, depression, schizophrenia, drinking or drug problems. Unknown: The type of disability is unknown if the respondent answered YES to the general questions on activity limitations, but did not provide any YES to the questions about type of disability that followed. Top of Page Disability related to mobility affects the greatest number of adults Mobility problems are the type of disability most often reported by adults aged 15 and over. In 2001, nearly 2.5 million or 10.5% of Canadians had difficulty walking, climbing stairs, carrying an object for a short distance, standing in line for 20 minutes or moving about from one room to another. For all age groups, women were more likely to have mobility problems than men. Indeed, among adults aged 15 and over, there was a significant difference in the overall proportion of women (12.2%) and men (8.6%)with a mobility-related disability. Also with respect to motor skills, activity limitations related to agility affect a substantial number of persons aged 15 and over. In all, 2.3 million or 9.7% of adults reported having difficulty with everyday activities that require these skills, such as bending down to pick up an object, getting dressed or undressed, or cutting one's food. For further information on the different types of disabilities, see the section entitled Type of disabilities among adults. IIIPrevalence of disability among adults aged 15 years and over, by type of disability,Canada, 2001 Table Top of Page More than 10% of adults have activity limitations related to pain or discomfort Rather surprisingly, adults report pain-related disability almost as frequently as mobility-related disability. Some 2.4 million persons aged 15 and over (10.1%) reported having activity limitations related to chronic pain. Pain- related disability is more prevalent among women (11.4%)than among men (8.8%). This may reflect, in part, some reluctance among men to report this type of limitation. It is important to note here that for the purposes of PALS, persons who reported having pain but did not associate it with any activity limitation were not considered to have a pain-related disability. In fact, some • 91 • http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 05/12/2014 A profile of disability in Canada, 200 ,Profil of disability among.adults Page 3 of 6 A.1 hMENT# l REPORT#, c Nat)1-1S • -Z(o 3.2 million adults reported having pain, with or without limitations(data not shown). Top of Page One million persons aged 15 and over report having a hearing-related disability Regarding sensory-type activity limitations,just over one million adults (4.4%) reported having a hearing-related disability, about 600,000 (2.5%) had vision difficulties, and some 360,000 or 1.5% of persons aged 15 and over reported a speech-related disability. While a larger proportion of women (3.1%)than of men (2.0%) reported having vision difficulties, activity limitations related to hearing were more common among men (5.0%)than women (3.8%). Men aged 15 and over were also slightly more likely than women to have a speech-related disability. Top of Page A good number of adults have less visible disabilities The 2001 PALS also sought to distinguish certain types of less visible disabilities, such as limitations related to psychological conditions or memory problems, learning difficulties and developmental disability. This distinction in no way ignores the close relationship that exists between some of these disabilities; as well, identification is always subjective, based on the respondent's perception. Nevertheless, more than half a million persons aged 15 and over(2.2%) reported having activity limitations due to emotional, psychological or psychiatric conditions. Similarly, more than 450,000 adults reported having learning disabilities, representing a proportion of 1.9%. A similar proportion of adults(1.8%) had activity limitations due to frequent memory problems or periods of confusion. Nearly 120,000 persons aged 15 and over had a developmental disability. Prevalence of disability among adults aged 15 years and over, by type of disability and sex, Canada, 2001 chart Top of Page The prevalence of most types of disabilities increases with age According to the most widely held view, the prevalence of any form of disability rises increasingly with age. The PALS findings confirm that this is true for disabilities related to mobility, agility, hearing, vision and pain. For example, while fewer than 2%of young adults aged 15 to 24 have a mobility-related disability, the rate reaches 31.5%for persons aged 65 and over. This increase in prevalence with age is also observed, although to a • 92 http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 05/12/2014 A profile of disability in Canada, 2001: Profile of disability among adults r Page 4 of 6 ATTACH ENT# TO//REPORT#, FN6,0 1-lb a � ,ofd lesser degree, for other problems more closely associated with aging, such as memory and speech problems. Top of Page Activity limitations related to emotional, psychological or psychiatric conditions are relatively frequent in persons aged 45 to 64 However, there are some exceptions to the rule. Thus, persons aged 45 to 64 (3.3%)were more likely to have a disability related to psychological problems than persons aged 65 to 74 (2.0%), although the rate resumed its rise to 3.6%for persons 75 and over. The same is true for learning disabilities, with adults aged 45 to 64 (2.3%)showing a rate-higher than among adults aged 65 to 74 (1.5%), but lower than that of seniors 75 years and over(2.8%). With respect to developmental disability, prevalence varies between 0.2%E and 0.7%E according to age, with young adults aged 15 to 24 showing the highest rate, and persons 65 to 74, the lowest.in this regard, it is important to note that a sizable proportion of older adults with a developmental disability are institutional residents and are therefore excluded from the survey population. Younger adults are more likely to live at home and therefore be included in PALS due to the de-institutionalization that has been taking place in Canada for about 25 years. The strong predominance of some types of disabilities becomes even more obvious when we look at the proportion of persons with disabilities who have these particular types of disabilities. More than seven of every ten persons with disabilities have difficulties related to mobility, and almost as many have pain-related disabilities. Activity limitations related to agility are also very frequent, with two-thirds of persons with disabilities reporting them. More than 30% of adults with disabilities have a hearing-related disability and 17% have vision difficulties. The results of the 2001 PALS also show how an important proportion of adults with disabilities have activity limitations related to psychological conditions, namely over 15%. Furthermore, some 13% of persons with disabilities aged 15 and over reported having a learning disability, with more than half(54.1%) of them having been diagnosed with learning disabilities by a teacher, a physician or another health care professional. The approximately 420,000 persons with a disability related to memory account for 12%of all persons with disabilities. Speech difficulties, which affect at least one in ten persons with disabilities, and developmental disability (3.5%) complete the PALS profile of persons with activity limitations. However, for just under 100,000 persons reporting a disability, the type of disability could not be identified. 117 I Types of disabilities reported by adults aged 15 years and over with disabilities, Canada,2001 Table Prevalence of disability among adults aged 15 years and over, by type of disability and age, Canada, 2001 Mart Top of Page 93 http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 05/12/2014 A profile of disability in Canada, 2001: Profile of disability among adults Page 5 of 6 E <_tz, j Q REP0 RT#g)46„0,/-6- .. _aL A large majority of persons with disabilities aged 15 and over have more than one disability The 2001 PALS distinctly recognizes, along with physical and sensory disabilities, the various types of less visible disabilities(pain, psychological problems, memory, learning and developmental disability). As a result, the survey provides a detailed profile reflecting the complexity of disability in adults aged 15 and over. The number of disabilities reported is ample evidence to that effect. Only 18.2%of persons with disabilities reported having only one disability, whereas a sizable proportion of them reported three(29.0%)or even four or five (27.7%). Indeed,just under 8% of persons with disabilities had six or more. I ' I Number of disabilities reported by adults aged 15 years and over with disabilities, Canada,2001 Table Top of Page Severity of disability in 2001: mild, moderate, severe or very severe A profile of disability in Canada would not be complete if it did not consider the degree of severity of disabilities reported. Among the 3.4 million adults with disabilities, the 2001 PALS distinguishes four levels of severity: mild, moderate, severe and very severe. Firstly, the level of severity depends on the frequency and intensity of limitations associated with each type of disability. For example, a person who has no difficulty walking and climbing stairs but cannot stand in line for more than 20 minutes, would have a mild mobility-related disability. A person who can only move around in a wheelchair would have their mobility more severely limited, and one who is bedridden for a long term period would have a very severe mobility-related disability. The number of disabilities also has an impact on the overall level of severity. The PALS distinguishes 10 types of disabilities among adults and the level of severity will increase with the number of disabilities affecting each individual. For further information on the development of the severity scale, see the box entitled Severity of disability. In 2001, one-third (34.1%)of adults with disabilities had a mild degree of disability. At the other end of the scale, at least one in four persons with disabilities(26.9%) experienced severe activity limitations and 14.0% reported having a very severe disability. Men (36.4%)were more likely than women (32.2%)to report a mild degree of limitation. Conversely, a larger proportion of women than of men with disabilities reported a severe level of activity limitation (28.3%compared with 25.1%). However, the proportion of very severe disabilities was relatively the same for the two sexes. iI Severity of disability among adults aged 15 years and over with I disabilities, by sex, Canada, 2001 Table Top of Page • 94 http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 05/12/2014 A profile of disability in Canada, 2001: Profile of disability among adults Page 6 of 6 ;4_1 To REPOR # ENG, ol-1 Nearly 6% of Canadians aged 15 and over have a severe or • very severe disability In terms of the total population aged 15 and over, 5.0%of Canadians had a mild disability, 3.6% a moderate disability and 3.9% a severe disability. Again at the national level, more than 480,000 persons aged 15 and over (2.0%) reported a very severe level of disability. Severity of disability increases gradually until age 65 and then declines slightly among the 65 and over population. In this regard, it is important to note the significant prevalence of less visible disabilities among the working- age population,which increases the number of disabilities reported for these adults aged 15 to 64. As well, it is generally recognized that a person is more likely to experience the highest level of activity and the widest scope of activities during these working years(home,work, school, leisure); a person would therefore be just as likely to experience during those years, a high level of limitation in these same activities. At the same time, a sizable proportion of elderly persons likely to have a severe or very severe disability reside in an institution and are therefore not included in the PALS population. FI T Disability rate for adults aged 15 years and over, by severity of I I disability, Canada, 2001 Table Severity of disability among adults with disabilities aged 15 years and over, by age groups, Canada, 2001 Chart • • Home I Search I Contact Us I Fran2ais • .J► Date Modified:2003-04-04 Important Notices 95 http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm 05/12/2014 • ATTACH MENT# .. 1 _,.. +OtREPORT# Gl 1 tcvat�.ttw vt utoav111ty at o_rug auulw ascu 1.)yurno auu Uvct, Uy type 01 tusa.oiu y anu se... rage 1 or 1 Prevalence of disability among adults aged 15 years and over,by type of disability and sex Canada,20011 Motility 86 --=.asfAt 122 Pah) $$ 1t4 qo� 8 ' 3 11.0 • Heating -EM - - 3.6.0 .8 SS?lno maim 2.0 31 • • Ps 1•cho becal 20 2.5 learning ®22 1.7 1.8 tulemoiy 1.8 • Spa‘wh 1.7 1.4 oevebprnenta! 0.6 04 .4 Mat Untm owit !S F•emaits 0.4 . 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Sowt e: Stat it s Canal*,Part:vineian and4cftrly L�imkatbn Survey,2001. • • • • • • • • • • http://www.statcan.gc.ca/pub/89-577-x/c-g/4065012-eng.htm 2/15/2012 96 ' E,{F#_„,;,„ €DREPO!IT ENG /-15. of Legal and Legislative Services Clerk's Office Directive Memorandum April 2, 2013 To: Richard Holborn • Director, Engineering & Public Works From: Debbie Shields City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on March 25, 2013 Corr. 10-13 City of Pickering Parking By-law Council Decision Resolution #45/13 That Corr. 10-13 received from Prem Noronha-Waldriff on behalf of the Accessibility Advisory Committee, with respect to amendments to the Parking By-law regarding accessible parking to reflect 15% of parking bays be made accessible to better meet the needs of persons with disabilities be referred to staff for further review. Please take any action deemed necessary. Debbie Shields /Ir Copy: Chief Administrative Officer City Clerk • 97 TO REPORT# EN61 G „ .,I f Suggested Accessible Parking Requirements in the City of Pickering Based on the Accessibility for Ontarians with Disabilities Act Total number of parking Required Type Required Type 'B' spaces provided 'A' Spaces Spaces 1-25 1 0 26-50 1 1 51-75 1 2* 76-100 2 2 101-133 2 3* 134-166 3 3 167-250 3 4* 251-300 4 4 301-350 4 5* 351-400 5 5 401-450 5 6* 451-500 6 6 501-550 6 7* 551-600 7 7 601-650 7 8* 651-700 8 8 701-750 8 9* 751-800 9 9 801-850 9 10* 851-900 10 10 900-950 10 11* 951-1000 11 11 1001 and over 11 spaces plus 1% of the total number of spaces (rounded up to the next whole number), to be divided equally between Types 'A' and 'B'. If an uneven number of spaces is required , the extra space may be Type 'B' *Where an uneven of accessible parking spaces are required, the extra Type 'B' space may be changed to a Type 'A' space 98 ATTACHMENT TO EPORi# tNG 01-15. • • LOCATE SIGN AT THE CENTRE OF EACH SPACE (see detail 1) o NOTE-1)A MINIMUM VERTICAL CLEARANCE OF 2.75 METRES IS REQUIRED 2)INTERNATIONAL SYMBOL OF ACCESSIBILITY AND BORDER PAINTED IN WHITE OR YELLOW PAINT OVER LAID ON A BRIGHT BLUE BACKGROUND 2 (5. 2 E _L. F. (4.6') J • '4 10cm(4") MINIMUM LINE WIDTH 4.Om(13.1') MINIMUM')LINE WIDTH • • All dimensions are in metres unless otherwise noted. • ACCESSIBLE PARKING SPACE TYPE 'A' 99 {.,6; 5 0, f P EPORT# ENU D►-)5 • LOCATE SIGN AT THE LOCATE SIGN AT THE CENTRE OF EACH SPACE CENTRE OF EACH SPACE (see detail 1) (see detail 1) T • 7 7 s . (SN. F.n � T T io E E c a (siongolso 1.4m(4.6') 1.4m(4.6') MINIMUM LINE WIDTH MINIMUM LINE WIDTH 4.Om(13.11 4.Om(13.11 3.25m(10.T) 1.5m(4.91 3.25m(10.T) L 10cm(4") 10cm(4") h +I 10cm(4") 10cm(4") MINIMUM LINE WIDTH MINIMUM LINE WIDTH MINIMUM LINE WIDTH MINIMUM LINE WIDTH NOTE-1)A MINIMUM VERTICAL CLEARANCE OF 2.75 METRES IS REQUIRED 2)INTERNATIONAL SYMBOL OF ACCESSIBILITY AND BORDER PAINTED IN WHITE OR YELLOW PAINT OVER LAID ON A BRIGHT BLUE BACKGROUND 3)ACCESS AISLE TO BE PAINTED WITH A RECOMMENDED LINE WIDTH OF 10cm AND PAINTED WITH A NON SLIP PAINT IN WHITE OR YELLOW All dimensions are in metres unless otherwise noted. ACCESSIBLE PARKING SPACE TYPE 'A' SHARED 100 �_. .OREPORT# e�IG;Of-!$ IoL • • • LOCATE SIGN AT THE CENTRE OF EACH SPACE (see detail 1) T- • NOTE-1)A MINIMUM VERTICAL CLEARANCE OF 2.75 METRES IS REQUIRED 2)INTERNATIONAL SYMBOL OF ACCESSIBILITY AND BORDER PAINTED IN WHITE OR YELLOW PAINT OVER LAID ON A BRIGHT BLUE BACKGROUND 2 2 F. E !I: (a) • {. 1.4m(4.6') .I I 10cm(4")M MINIMUM LINE WIDTH • L 2.6m(6.5') 1.10cm(4") MINIMUM LINE WIDTH • • All dimensions are in metres unless otherwise noted. ACCESSIBLE PARKING SPACE TYPE 'B' 101 Cali 00 T Report to Executive Committee I rKERING Report Number: CLK 01-15 Date: January 12, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Amendment to Procedural By-law to Provide for 2015 Committee and Council Meeting Schedule Change Recommendation: 1. That Report CLK 01-15 of the Director, Corporate Services & City Solicitor, regarding an amendment to Procedural By-law 7212/12 be received; 2. That the draft amendment by-law to Procedural By-law 7212/12, to provide for a revised Standing Committee Meeting as noted in Attachment#1 be approved; and 3. That the 2015 Standing Committee and Council Meeting calendar included as Attachment#2 be approved. Executive Summary: At a meeting of Council held on December 15, 2014, Council 9 passed a resolution requiring the City Clerk to amend section 4.5 of the Procedural By- law and to create a revised calendar reflecting changes to the Committee meeting schedules. Financial Implications: The revised calendar will result in cost savings and efficiencies due to consultants not having to attend night meetings and reduction in staff overtime. Discussion: The City of Pickering Procedural By-law governs the calling, place and conduct of meetings. In accordance with the intent of the Municipal Act, of open, transparent and accountable government, the 2015 meeting schedule is presented in order for public notification to commence. At a Meeting of Council held on December 15, 2014, Council passed a resolution requiring the Clerk to revise Procedural By-law 7212/12 to reflect a change in times and dates for the meetings of the Planning & Development Committee and Executive Committee of Council. It was approved that Executive Committee meetings would be held on the second Monday of each month at 2:00 pm and that Planning & Development Committee meetings would also be held on the 2nd Monday of each 102 CLK 01-15 January 12, 2015 Subject: Council Meeting Schedule Page 2 month at 7:00 pm. Regular Council Meetings will continue to be held on the third Monday of each month. Accordingly, Attachment#1 to this report is an amendment by- law to Procedural By-law 7212/12. It was noted that some advantages to holding the Executive Committee meeting during the day would include cost savings to the municipality due to consultants not having to attend night meetings, some reductions in City staff overtime and an additional week in between meetings for staff to prepare reports, and for Members of Council to conduct constituent business. In addition, holding the Executive Committee meeting during the day is consistent with existing practices in many other municipalities. It was also noted that the meeting times and dates would be put in place for the 2015 calendar year and, before the 2016 calendar is approved, the City Clerk will provide a report to Council with a review of the meeting schedule changes and how they affected. public input, staff efficiencies and cost savings to the City. Attachments: 1. Draft Amendment By-law 4. 2015 Standing Committee and Council Meeting Schedule Prepared By: Ap• •ved/Endorsed By: Debbie Shields Paul :,ig on' City Clerk Direct•r,�orp irate Services & City Solicitor Recommended for the consideration of Pickering City Council IP17 Tony Preve.el, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 103 , ATTACH The Corporation of the City of Pickering By-law No. Being a by-law to amend By-law 7212/12, which governs the proceedings of Council, any of its committees, the conduct of its Members, and the calling of meetings. Whereas on May 22, 2012 the Council of the Corporation of the City of Pickering passed By-law 7212/12 to govern the proceedings of Council and its committees; and Whereas Council wishes to amend By-law 7212/12. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: Section 4.5 c) and d) shall be amended to read as follows: c) The Executive Committee shall meet on the second Monday of each month at 2:00 pm in the Council Chambers. It shall be the duty of the Executive Committee to study and report to Council on matters under the jurisdiction of the Administration Department, the Corporate Services Department, the Culture & Recreation Department, and the Engineering & Public Works Department. d) The Planning & Development Committee shall meet on the second Monday of each month at 7:00 pm in the Council Chambers. It shall be the duty of the Planning & Development Committee to study and report to Council on matters under the jurisdiction of the City Development Department. By-law passed this 19 day of January, 2015. • • David Ryan, Mayor • Debbie Shields, City Clerk 104 O N r CO r LO N O) Co Ln r r C.0 CO r r N r N N r ti CO LO _C LL M r N U.. r N N 6L a r r N s9- CO F- N O O M cc.:,:,,, O ' M O ti i i_ M Or r- N M N rr r N N d i) . Q r CO r N N C7 co .- r CO d • N CA CO N CO CI ca CO (, L I- f� N N I- d N I-- r M N N CO L r CO co O N co r N CO ~ N N 2 I,R LS) N N C3) r CO OM � CO r N N Lai • ty r 00 r 00 Ln d •r N co r N N r r N ~ N co LL , CO N N LL CO r0 r N CO LL CO r N N' CD C I ca I-- i t r N I- N O r CO OM ,. I-- O r r CO ..0 1 U -- 0 �, d r. N r O r N RI 7 r r N ct O m CO O ti d r I.. df N N Z I-- M Or r N r r N CO M n N O r OM '2 co, N N N N CO 1:5 16,1 - CD r CO U) N CS) O N O CC) ° r C° r N N Q r N N r r N L O. L r CO M O N r N CO Cr)C) ti r N N O r N N CA M • ti N a as CO Cr) O ti LL Lo N 6) O LL N O CO CO OM L. Ce LL r N N r r N -0 CU �.. 0 N E _a N N 6) CO r CO LO r O LO N CA as ca. O I- L{) r r N V r r N ~ r N N• != U L E o I 0d p 0) r r r r r N a) CU S — co L[N) °C co O N' C r co O r N N 0 4... E. N -0 > O O f— co O N t O M O f_ ,.., cr3 r N M F- CO M O ti CU E r N o N Q i Cn Y E Q) "a •> _Q CIS E N . CA r co • r N N • LC) r N (U m U J I— U y U) N yr r 00 r co U) r 00 r N en ~ r N N r r N j C) N g U c Cn co Or r N z.-0- • CA N M r N co M U) r r co W (1 LL N C)) r N OM O N ?NI 'St r CO LO o- D- LL r CO N V- r r N p 0 CD O (0 N-- 1— r co U) N C) r O O ti d N N TCo r N N I-- N N N d ~ co r r N ' la 0) to r CO C L c 7 ~ r N N CC O CO N N d N O CC) M O a I as 7 E r r N CO L_ > Q I- O co O t` Cn U) N O r N N N CO I'- Lf) N I- r CO _r N N CU C It-u L L W ClI V r N M O N Co O N N U r N r N M r 105