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HomeMy WebLinkAboutMay 11, 2015 City o� Executive Committee Meeting Agenda Monday, May 11, 2015 PICKERING Council Chambers 2:00 pm Chair: Councillor Cumming (I) Disclosure of Interest Pages (II) Delegations (III) Matters for Consideration 1. Fire Chief Report FIR 01-15 1-2 EpiPens — Fire Services Department Recommendation • That Report FIR 01-15 by the Fire Chief be received for information purposes only. 2. Director, Culture & Recreation, Report CR 03-15 3-18 Gingerbread Co-operative Nursery School (Pickering) Inc. -Amending Licence Agreement Recommendation 1. That Report CR 03-15 of the Director, Culture & Recreation be received; 2. That the amendment of the existing Licence Agreement for Gingerbread Co-operative Nursery School (Pickering) Inc., to permit operation of the cooperative nursery program, for 5 half days per week at a reduced licence fee of$435 including HST per month from January to June 2015 inclusive be approved; 3. That the Mayor and City Clerk be authorized to execute an Amending. Licence Agreement with the Gingerbread Co-operative Nursery School (Pickering) Inc. in the form included as Attachment 1, subject to minor changes acceptable to the Director, Culture & Recreation and Director, Corporate Services & City Solicitor; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Accessible , For information related to accessibility requirements please contact Linda Roberts I\C Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Iroberts @pickering.ca Cliq o Executive Committee Meeting Agenda Monday, May 11, 2015 PI rKERING Council Chambers 2:00 pm Chair: Councillor Cumming 3. Director, Culture & Recreation, Report CR 05-15 19-28 Whitevale & District Residents' Association -Request to repurpose the former Whitevale Library Recommendation 1. That Report CR 05-15 of the Director, Culture & Recreation regarding the Whitevale & District Residents' Association be received; and 2. That Council authorize staff to prepare a Lease Agreement pursuant to which the Whitevale & District Residents' Association will be permitted to repurpose the former Whitevale Library into the Whitevale Arts & Cultural Centre to operate arts and cultural community programs; such agreement to be brought back to Council for consideration; or 3. If Council does not authorize staff to prepare a Lease Agreement with the Whitevale and District Residents' Association, that Council hereby declares the said property as surplus to the needs of the City and hereby authorizes staff to sell the said property subject to the requirements of the City's Acquisition and Disposal of Land Policy (ADM 130); and 4. That appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. 4. Director, Engineering & Public Works, Report ENG 02-15 29-38 Roads Not Receiving Winter Maintenance Recommendation 1. That Report ENG 02-15 of the Director, Engineering & Public Works regarding roads in the City of Pickering that do not receive winter maintenance be received; and 2. That the attached draft by-law be enacted to provide that no winter maintenance will be performed from November 1 to April 30 annually on the following five roads in the City of Pickering: Sideline 20 north of Highway 7, Sideline 20 north of Ninth Concession Road, Sideline 22 north of Taunton Road, North Road (Sideline 30) north of Seventh Concession Road and Old North Road south of Highway 407. Cali o� Executive Committee Meeting Agenda Monday, May 11, 2015 PICKERING Council Chambers 2:00 pm Chair: Councillor Cumming 5. Director, Engineering & Public Works, Report ENG 07-15 39-52 Tender for Dunbarton Road Culvert Replacement -Tender No. T-6-2015 and Consulting & Professional Services Recommendation 1. That Report ENG 07-15 of the Director, Engineering & Public Works regarding Tender No. T-6-2015 and Consulting & Professional Services for Dunbarton Road Culvert Replacement be received; 2. That Tender No. T-6-2015 as submitted by Esposito Bros Construction Ltd. In the total tendered amount of$1,594,998.64 (HST included) be accepted; 3. That the total gross project cost of$1,987,319.00 (HST included), including the tender amount and other associated costs, and the total net project cost of$1,789,642.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the net project cost of$1,789,642.00 from the Rate Stabilization Reserve as approved in the 2015 Roads Capital Budget; 5. That Council approve the hiring of Chisholm Fleming and Associates for consulting and professional services during construction in accordance with Purchasing Policy 10.05, as the assignment is expected to be more than $30,000; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 6. Director, Engineering & Public Works, Report ENG 08-15 53-64 Licence Agreement with the Region of York and Region of Durham -Waterfront Trail and Washroom Facility Recommendation 1. That Report ENG 08-15 of the Director, Engineering & Public Works regarding a Licence Agreement with the Region of York and Region of Durham for the Waterfront Trail and Washroom Facility be received; and 2. That the Mayor and City Clerk be authorized to execute a Licence Agreement with The Regional Municipality of York and The Regional C 00 Executive Committee Meeting Agenda Monday, May 11, 2015 PI KERIN Council Chambers 2:00 pm Chair: Councillor Cumming Municipality of Durham, for public use of the Waterfront Trail and Washroom Facility that reside on Regional lands, in a form satisfactory to the Director, Corporate Services & City Solicitor. 7. Director, Engineering & Public Works, Report ENG 09-15 s 65-71 Heathside Crescent and Autumn Crescent, Proposed Stopping and Parking Restrictions -Amendment to By-law 6604/05 Recommendation 1. That Report ENG 09-15 of the Director, Engineering & Public Works regarding the proposed stopping and parking restrictions on Heathside Crescent and Autumn Crescent be received; 2. That the attached draft by-law be enacted to amend Schedule "1" and Schedule "2" to By-law 6604/05 to provide for the regulation of stopping and parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to address the proposed installation of stopping restrictions on sections of Heathside Crescent and parking restrictions on sections of Autumn Crescent. 8. Director, Corporate Services & City Solicitor, Report FIN 11-15 72-81 2015 Tax Rates and Final Tax Due Dates for all Realty Tax Classes, Except for Commercial, Industrial and Multi-Residential Realty Classes Recommendation 1. That Report FIN 11-15 of the Director, Corporate Services & City Solicitor regarding the 2015 tax rates be received; 2. That the 2015 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3.. That the tax levy due dates for the Final Billing be June 25, 2015 and September 25, 2015 excluding the industrial, multi-residential and commercial realty tax classes; 4. That for the year 2015, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student Cliq o� Executive Committee Meeting Agenda Monday, May 11, 2015 PI KERIN Council Chambers 2:00 pm Chair: Councillor Cumming enrolled in the University or College, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1st ; 5. That the attached By-law be approved; 6. That the Division Head, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 9. Director, Corporate Services & City Solicitor, Report FIN 12-15 82-97 Investment Portfolio Activity for the Year Ended December 31, 2014 Ontario Regulation 438/97 under the Municipal Act, 2001 Recommendation It is recommended that Report FIN 12-15 of the Director, Corporate Services &City Solicitor regarding Investment Portfolio Activity for the Year Ended December 31, 2014 be received for information. 10. Director, Corporate Services & City Solicitor, Report FIN 13-15 98-105 Development Charges Reserve Fund — Statement of the Treasurer for the Year Ended December 31, 2014 Recommendation That Report FIN 13-15 of the Director, Corporate Services & City Solicitor respecting the Development Charges Reserve Fund be received for information. 11. Director, Corporate Services & City Solicitor, Report FIN 14-15 106-115 Cash Position Report as at December 31, 2014 Recommendation That Report FIN 14-15 from the Director, Corporate Services & City Solicitor be received for information. �'fts Executive Committee Meeting Agenda Monday, May 11, 2015 PI KERIN Council Chambers 2:00 pm Chair: Councillor Cumming 12. Director, Corporate Services & City Solicitor, Report CLK 03-15 116-146 Council Compensation Policy Recommendation 1. That Report CLK 03-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Council Compensation Policy, included as Attachment No.1 to this report be approved; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 13. Chief Administrative Officer, Report CAO 01-15 147-155 Pan American (Pan Am) and Parapan Am Games -Potential Impacts to Pickering Recommendation That Report CAO 01-15 of the Chief Administrative Officer regarding potential impacts to Pickering related to the Pan Am and Parapan Am games be received for information. 14. Director, Corporate Services & City Solicitor, Report LEG 05-15 156-206 Duffin Heights Neighbourhood -Second Amendment to the Duffin Heights Developers Group Cost Sharing Agreement Recommendation 1. That Report LEG 05-15 of the Director, Corporate Services & City Solicitor be received; 2. That the second amendment to the Duffin Heights Developers Group Cost Sharing Agreement respecting the provision of infrastructure in the Duffin Heights Neighbourhood be approved; 3. That the Mayor and City Clerk be authorized to execute the second amendment to the Duffin Heights Developers Group Cost Sharing 1'. Executive Committee Meeting Agenda Monday, May 11, 2015 PICKERIN Council Chambers 2:00 pm Chair: Councillor Cumming Agreement as set out in Attachment 1 to this Report, subject to minor revisions agreeable to the Director, Corporate Services & City Solicitor; 4. That the Director, Corporate Services & City Solicitor and the Division Head, Finance & Treasurer be authorized to make any changes to the agreement, as amended, or subsequent agreements, to protect the financial interests of the City and to sign any subsequent agreements and amendments; 5. That the appropriate City officials be authorized to undertake the actions required to implement the above recommendations; and 6. That a copy of this Report be forwarded to the Trustee of the Duffin Heights Developers Group for information. (IV) Other Business (V) Adjournment • (ill/o0 Report to Executive Committee • PICKERING Report Num ber: FIR-01-15 • Date: May 11, 2015 - From: John Hagg Fire Chief • Subject EpiPens — Fire Services Department - File: A=1440-001-15 • Recommendation: 1. That report FIR-01-15 by the Fire Chief be received for information purposes only. Executive Summary: Pickering Fire Services Department crews are increasingly called upon to respond to a wide variety of medical emergencies. Our commitment to intensive ongoing training on new protocols and equipment ensures that our firefighters can keep pace with the growing needs and expectation's of our community. • One of those community expectations is that first responders are trained'and equipped to treat a patient experiencing a severe allergic reaction (anaphylaxis). Over the next few months our firefighters will receive training on recognizing and treating anaphylaxis. Once the training is completed the EpiPen auto injector treatment will be carried,on our fire trucks. The introduction of this tool will allow us to provide a potentially life-saving drug to patients. Financial Implications: The addition of EpiPens and the training of fire crews will be managed within the 2015 current budget. . • Discussion: The EpiPen auto injector is a disposable, pre-filled automatic injection device that administers epinephrine in the event of a severe allergic reaction. Epinephrine is a medication that can help to decrease a patient's allergic reaction by relaxing the muscles in the airways to make breathing easier. In cases of anaphylaxis seconds count, Fire Services are strategically positioned in the community and crews can respond quickly for 911 calls, having EpiPens on the fire trucks with trained firefighters ensures patients are given the best possible chance for recovery from a severe allergic reaction. . Other Greater Toronto Area fire departments have recently begun carrying these devices. Mississauga Fire Department reports having saved four_lives in the first year of • 1 • • FIR-01-15 May 11, 2015 • Subject: EpiPens— Fire Services Department Page 2 • supplying their fire crews with EpiPens. Here in Durham, Clarington Fire Department recently outfitted their fire crews. This program will ensure.that Pickering Fire Services Department can provide quick, safe and effective anaphylaxis treatment to members of our community. Prepared By: Approved/Endorsed By: Fred Hyland John Hagg Deputy Fire Chief Fire Chief • • JH:nrm Recommended for the consideration. of Pickering City Council 0°/ ,,/ / /7,Z0/5 Tony Prevedel, P.Eng. Chief Administrative Officer • • • • • • • CORP0227-07/01 revised 2 • City 00 Report to Executive Committee PICKERING Report Number; CR 03-15 Date: May 11, 2015 From: Marisa Carpino Director, Culture & Recreation Subject: Gingerbread Co-operative Nursery School (Pickering) Inc. - Amending Licence Agreement - File: A-1440 Recommendation: 1. That Report CR 03-15 of the Director, Culture & Recreation be received; . 2. That the amendment of the existing Licence Agreement for Gingerbread Co- operative Nursery School (Pickering) Inc., to permit operation of the cooperative nursery program, for 5 half days per week at a reduced licence fee of$435 including HST per month from January to June 2015 inclusive be approved; 3. That the Mayor and City Clerk be authorized to execute an Amending Licence Agreement with the Gingerbread Co-operative Nursery School(Pickering) Inc. in the form included as Attachment 1, subject to minor changes acceptable to the Director, Culture & Recreation and Director, Corporate Services & City Solicitor; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Executive Summary: Gingerbread Co-operative Nursery School (Pickering) Inc. has an existing Licence Agreement with the City of Pickering to provide a cooperative nursery program at West Shore Community Centre, for up to 5 half days per week from September to June annually at West Shore Community Centre, for a 5 year term beginning September 1, 2014 and ending June 30, 2019. Gingerbread Co-operative Nursery School (Pickering) Inc. has requested to amend the existing Licence Agreement to which Gingerbread Co-operative Nursery School (Pickering) Inc. will be permitted to operate the cooperative nursery program 5 half days per week at the same licence fee as 3 half days per week for the period of January to June 2015 inclusive. As per the existing agreement, the licence fee is $435 including HST per month for 3 half days per week, $580 including HST per month for 4 half days per week and $725 including HST per month for 5 half days per week. Amending the Licence Agreement as per their request will represent a total reduction in licence fees of $1,740 including HST over this 6 month period (January 2015 to June 2015 inclusive). 3 • CR 03-15 May 11, 2015 Subject: Gingerbread Co-operative Nursery School (Pickering) Inc. Page 2 The Culture & Recreation Department recommends that the Amending Licence Agreement be initiated with Gingerbread Co-operative Nursery School (Pickering) Inc. in the form included as Attachment 1. Financial Implications: Based on 5 half days per week, the revenue to be generated • in 2015 from the Gingerbread Co-operative Nursery School (Pickering) Inc. under the amending agreement, will be $5,550 including HST as per the following breakdown: • January 1, 2015 to June 30, 2015: $2,610 incl. HST ($435 incl. HST per month) • September 1, 2015 to December 31, 2015: $2,940 incl. HST ($735 incl. HST per month) Based on 5 half days per week, the revenue to be generated from the Gingerbread Nursery School (Pickering) Inc. under the existing agreement in 2015 was to be $7,290 including HST, as per the following breakdown: • January 1, 2015 to June 30, 2015: $4,350 ($725 incl. HST per month) • September 1, 2015 to December 31, 2015: $2,940 incl. HST ($735 incl. HST per month) This represents $1,740 in reduced licence fees in the year 2015, which will be payable to the City of Pickering by Gingerbread Co-operative Nursery School (Pickering) Inc. Discussion: On July 14, 2014, Council approved the Resolution # 260/14 authorizing the execution of a Licence Agreement with the Gingerbread Co-operative Nursery School (Pickering) Inc. for the purposes of operating a cooperative nursery program for 3 half days per week from September to June annually at West Shore Community Centre, fora 5 year term beginning September 1, 2014 and ending June 30, 2019. As per section 5 of the existing Licence Agreement.in Attachment 2, Gingerbread Co-operative Nursery School (Pickering) Inca is required to pay the City of Pickering $435 per month including HST from January to June 2015 and $445 per month including HST from September 1, 2015 to December 31, 2015. At the request of the Gingerbread Co-operative Nursery School (Pickering) Inc., on September 16, 2014 the Licence Agreement was revised to provide the school with the option to operate the Gingerbread Nursery School for 2 additional half days per week at an additional prorated cost of$145 per month including HST, for each additional day. Accordingly, section 7 (d) was added to the existing Licence Agreement in Attachment 2, indicating that in the event that the school elects to operate for more than three days per week during the term of the agreement, they were required to pay the City of Pickering an additional prorated fee of$145 per month (including HST) for each additional day of operation (over and above the minimum of three days per week). CORP0227-07/01 revised 4 CR 03-15 May 11, 2015 Subject: Gingerbread Co-operative Nursery School (Pickering) Inc. Page 3 As per their letter dated March 1, 2015, Gingerbread Co-operative Nursery School (Pickering) Inc. is now requesting full or partial relief of$290 per month for the period of January to June 2015. Although the school is currently providing nursery programs to their clients for 5 half days per week (which is above the 3 half day minimum outlined in the licence agreement), they identify insufficient registration to pay for these additional half days from January to June 2015. The Director, Culture & Recreation recommends that the Amending Licence Agreement, which provides the school with 5 half days per week at no additional prorated licence fees for the period of January to June 2015 as specified in section 7 (d), be initiated with Gingerbread Co-operative Nursery School (Pickering) Inc. in the form included as Attachment 1. Attachments: 1. Draft Amending Licence Agreement for Gingerbread Co-operative Nursery School (Pickering) Inc. dated June 1, 2015. 2. Existing Licence Agreement for Gingerbread Co-operative Nursery School (Pickering) Inc. dated July 18, 2014. 3. Letter from Gingerbread Co-operative Nursery School (Pickering) Inc. dated March 1, 2015. Prepared/Approved/Endorsed By: Marisa Carpino Director, Culture & Recreation :mc Recommended for the consideration . of Pickering City Council /4 . 2_3 i Z06 Tony Prevedel, P.Eng. • Chief Administrative Officer CORP0227-07/01 revised 5 ATTACHMENT# I TO REPORT#_ CAQ 5 • This Amending Licence Agreement is made as of June 1, 2015 Between: The Gingerbread Co-operative Nursery School (Pickering) Inc. (the "School") - and - The Corporation of the City of Pickering (the "City") Whereas the City owns the community centre known as the West Shore Community Centre at 1011 - 1015 Bayly Street in the City of Pickering (the "Community Centre"); and Whereas the School wishes to use the Community Centre and associated facilities for the purpose of operating a co-operative nursery school; and Whereas the City is prepared to grant a licence to the School to permit the School to use the Community Centre and associated facilities for such purpose; Now Therefore the City and the School agree as follows: Licence 1. The City grants to the School a licence to occupy and use the Community Centre and associated facilities for the purpose of operating a co-operative nursery school on the terms and conditions set out in this Licence. 2. The School shall also be permitted to use the Community Centre one evening or weekend day in each year of the term for fundraising efforts. These dates must_ be requested in writing and are subject to availability. Term • 3. The term of this Licence shall be five (5) years commencing September 1, 2014 and ending June 30, 2019 unless terminated earlier in accordance with the provisions of this Licence. 4. Either the School or the City may terminate this Licence without cause prior to the expiry of the term by giving 90 days written notice to the other. 6 Gingerbread Licence Page 2 Fees • 5. During the first year of the term, the School shall pay to the City the fixed sum of $4,350.00 (including HST) in 10 equal monthly payments of $435.00 (including • HST) payable on the 1st day of every month except July and August. During each subsequent year of the term, the School shall pay to the City the fixed sums listed below in 10 equal monthly payments payable on the 1st day of every q YP Y month except July and August. Year Two (September 1, 2015 - June 30, 2016) $4,450.00 (including HST) Year Three (September 1, 2016 -June 30, 2017) $4,550.00 (including HST) Year Four (September 1, 2017- June 30, 2018) $4,650.00 (including HST) Year Five (September 1, 2018 -June 30, 2019) $4,750.00 (including HST) 6. The School shall provide ten post-dated cheques prior to the start of each school year, payable to the City, in the amounts set out in Section 5. Operation 7. The School shall, (a) comply strictly with all applicable laws, by-laws, rules and regulations governing the operation of the School; (b) operate the school for minimum of three days and a maximum of five days per week from 8:00 am to 12:30 pm during the months of September through June; (c) prior to September 1st each year of the term of this Licence Agreement, notify the City in writing of which three to five days of the week it will operate during the ensuing school year; . (d) in the event that the School elects to operate for more than three days per week within a given year during the term hereof, to pay an additional fee of $145 per month (including HST) for each additional day of operation (over and above the minimum of three days per week) excluding the period of January 1-to June 30, 2015 inclusive, during which time the maximum of five days per week will be provided to the school at no additional cost (over and above the licence fee payable for three days per week); S (e) only operate the school Monday, Wednesday and Friday from 8:00 am to 12:30 pm and only during the months of September through June; 2 7 Gingerbread Licence Page 3 (f) ensure that its operations conclude by 12:30 pm Monday, Wednesday and Friday to facilitate the use of the Community Centre and associated facilities for other purposes; provide and pay for all personnel and supplies required for its purposes; (g) p p Y p Pp q (h) obtain all necessary permits, licenses and approvals that may be required • in connection with the operation of the school; and (i) maintain the Community Centre in a clean, sanitary and attractive condition satisfactory to the City throughout the term and, at the end of the term, repair or replace any damages to the Community Centre save and except reasonable wear and tear. • 8. The City shall provide, (a) all necessary electrical power, heat and other utilities; (b) equipment storage cupboards; and (c) a kitchenette facility for the purpose of providing light snacks for School staff and children. 9. The City assumes no responsibility to the School for the temporary or unavoidable interruption of the supply of electrical power, heat or other utilities due to any cause whatsoever. The City shall use reasonable diligence to restore any such services whenever they are interrupted. Insurance 10. The School, at its own expense, shall provide, (a) comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, tenant's legal liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the.business carried on at the Community Centre and the School's use and occupancy of the Community Centre, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City in respect of claims by the School as if the City was separately insured; and (b) a certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 3 8 • Gingerbread Licence Page 4 11. The School shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, the School shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Community Centre, the School shall forthwith remedy or rectify • such use or occupation upon being requested to do so in writing by the City and if the School shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the School and the School shall immediately vacate the Community Centre. Liability and Indemnification 12. The City shall not be liable to the School for any loss of or damage to the Community Centre or any equipment or inventory in it, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence of the City, its servants, agents or employees. 13. The School shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of School's use and occupation of the Community Centre. Default 14. If at any time the School is in default in the performance of any of the obligations under this Licence and such default continues for 15 days after the receipt by the School of notice from the City setting out the particulars of such default, the City shall have the right to terminate this Licence forthwith and thereupon all the rights of the School under this Licence shall immediately cease and the City shall not be liable for payment to the School of any moneys whatsoever by reason of such termination. General - 15. The City shall have the right to enter the Community Centre at any time for any reason provided all reasonable efforts are made to minimize any disruption to the School's use of the Community Centre. • 16. The School shall not exhibit or allow to be exhibited on the exterior of the Community Centre any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 17. The School shall not alter, add to or vary in any way any part of the Community Centre without the prior approval of the City. 4 9 • Gingerbread Licence Page 5 18. This Licence shall not be assignable by the School without the consent of the City, which consent may be arbitrarily refused. 19. This Licence shall enure to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 20. No amendment to this Licence shall be effective unless it is in writing and signed by both parties. (1) Any notice to the City under this Licence shall be in writing and shall be delivered to the following address: • Pickering Civic Complex One The Esplanade • Pickering, Ontario L1 V 6K7 • Attention: City Clerk (2) Any notice to the School under this Licence shall be in writing and shall be delivered to the following address: 1011 Bayly Street Box 427 Pickering, ON L1V 2R7 Attention: Ashley Corcoran, President (3) Notice shall be sufficiently given if delivered in person or sent by registered mail or sent by facsimile transmission during normal business hours on a business day. (4) Each notice sent shall be deemed to have been received on the day it- was delivered or on the third business day after it was mailed. (5) The parties may change their address for notice by giving notice to the other in the manner provided in this Section. In Witness Whereof the City and the School have signed this Licence. Gingerbread Co-operative Nursery School (Pickering) Inc. 5 10 • Gingerbread Licence Page 6 Ashley Corcoran, President Howard Daniels, Secretary The Corporation of the City of Pickering David Ryan, Mayor Debbie Shields, City Clerk 6 11 A TAClii`yI�� Ji # Z-- E '' FOCI 7i, • This Licence Agreement is made as of July 18, 2014 Between: • The Gingerbread Co-operative • • • • Nursery School (Pickering) Inc. (the "School") • • - and - • The Corporation of • the City of Pickering (the "City") Whereas the City owns the community centre known as the West Shore Community Centre at 1011 - 1015 Bayly Street in the City of Pickering (the"Community Centre"); and • Whereas the School wishes to use the Community Centre and associated facilities for the purpose of operating a co-operative nursery'school; and Whereas the City is prepared to grant a licence to the School to permit the School to use the Community Centre and associated facilities for such purpose; • Now Therefore the City and the School agree as follows: • . Licence 1. The City grants to the School a licence to occupy and use the Community Centre - and associated facilities for the purpose of operating a co-operative nursery • school on the terms and conditions set out in this Licence. 2. The School shall also be permitted to use the Community Centre one evening or weekend day in each year of the term for fundraising efforts. These dates must be requested in writing and are subject to availability. Term 3. The term of this Licence shall be five (5) years commencing September 1, 2014 and ending June 30, 2019 unless terminated earlier in accordance with the • provisions of this.Licence. 4. Either the School or the City may terminate this Licence without cause prior to the expiry of the term by giving 90 days written notice to the other. . 12 • • Gingerbread Licence Page 2 , Fees • • • 5. During the first year of the term, the School shall pay to the City the fixed sum of $4,350.00 (including HST) in 10 equal monthly payments of$435.00 (including HST) payable on the 1st day of every month-except July and August. During each subsequent year of the term, the School shall pay to the City the fixed sums listed below in 10 equal monthly payments payable on the 1st day of every month except July and August. Year Two (September 1, 2015 -June30, 2016) $4,450.00 (including HST) - Year Three (September 1, 2016 -June 30, 2017) $4,550.00 (including HST) Year Four(September 1, 2017 - June 30, 2018) $4,650.00 (including HST) Year Five (September 1, 2018 -June 30, 2019) ..$4,750.00 (including HST) 6. The School shall provide ten post-dated cheques prior to the start of each school . year, payable to the City, in the amounts set out in Section 5. Operation . . ' • • 7. The School shall, • • (a) comply strictly with all applicable laws, by-laws, rules and regulations • governing the operation of the School; (b) operate the school for minimum of three days and a maximum of five days per week from 8:00'am-to 12:30 pm during the months of September through June; . • • (c) prior to September 1st each year of the term of this Licence Agreement, notify the City in writing of which three to five days of the week it will operate during the ensuing school.year; (d) in the event that the School.elects to operate for more than three days per week within_a given year during the term hereof, to pay an additional fee • .of$145 per month (including HST) for each additional day of operation . (over and above the minimum of three days per week); • (e) only operate the school Monday, Wednesday and Friday from 8:00 am to 12:30 pm and only during the months of September through June; (f). ensure that its operations conclude-by 12:30 pm Monday, Wednesday and Friday to facilitate the use of the Community Centre and associated facilities for other purposes; . (g) provide and pay for all personnel and supplies required for its purposes; .2 13 • • • Gingerbread Licence Page 3 (h) obtain all necessary permits, licenses and approvals that may be required in connection with the operation of the school; and • (i) maintain the Community Centre in a clean, sanitary and attractive condition satisfactory to the City throughout the term and, at the end of the term, repair or replace any damages to the Community Centre save and except reasonable wear and tear. 8. . The City shall provide, (a) all necessary electrical power, heat and other utilities; (b) equipment storage cupboards; and • (c) 'a kitchenette facility for the purpose of providing light snacks for School staff and children. 9. The City assumes.no responsibility to the School for the temporary or • unavoidable interruption of the supply of electrical power, heat or other utilities due to any cause whatsoever. The City shall use reasonable diligence to restore • any such services whenever they are interrupted. Insurance 10. The School, at its own expense, shall provide, • . (a) • comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, tenant's legal liability, non-owned automobile liability, death,and property damage, on an occurrence basis with respect to the business carried on at the Community Centre and • the School's use and occupancy of the Community Centre, with coverage for any one occurrence or claim of not less than $5,000,000, which insurance shall protect the City,in respect of claims by the School as if the City was separately insured; and (b) a certificate of insurance coverage in a form satisfactory to the City, • • which insurance coverage shall.be kept in full force and effect • throughout the term. • 11. The School shall not do or omit or permit to be done anything that causes any insurance premium of the City to.be increased, and if-any insurance premium shall be so increased, the School shall pay to the City forthwith upon demand-the • amount of such increase. If notice of cancellation or lapse shall be given • respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Community Centre, the School shall forthwith-remedy or rectify 14 3 • • Gingerbread Licence • - Page 4 . such use or occupation upon being requested to do so in Writing by the City and • if the School shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the School and the School shall immediately vacate the Community Centre.' Liability and Indemnification 12. The City shall not be liable to the School for any loss of or damage to the Community Centre or any equipment or inventory in it, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence of the City, its servants,,agents or employees.. 13. The School shall indemnify the City and each of its servants, employees•and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of School's use and occupation of the Community Centre. Default • 14, If at any time the School is in default in the performance of any of the obligations • under this Licence and such default continues for 15 days after the receipt by the School of notice from the City setting out the particulars of such default, the City • shall have the right to terminate this Licence forthwith and thereupon all the rights of the School under this Licence shall immediately cease and the City shall . not be liable for payment to the School of any moneys whatsoever by reason of such termination. . • General • 15. The City shall have the right to enter the Community Centre at any time for any reason provided all reasonable efforts are made to minimize any disruption to - the School's use'of the Community Centre. -16. The School shall not exhibit or allow,to be exhibited on the exterior of the Community Centre any sign, notice, notice board, painting, design or advertisement'without the prior consent of the City. - 17. The School shall not alter, add to or vary in any way any part of the Community Centre without the prior approval of the City. 18. This Licence shall not be assignable by the School without the consent of the • City, which consent may be arbitrarily refused. 19. This Licence shall enure to the benefit of and be binding upon the parties and their respective-successors and permitted assigns. 4 15 • Gingerbread Licence Page 5 20. No amendment to this Licence shall be effective unless it is in-writing and signed by both parties. • (1) Any notice to the City under this Licence shall be in writing and shall be , . delivered to the following address: • Pickering Civic Complex • One The Esplanade - Pickering, Ontario L1V 6K7 Attention: City Clerk • (2) Any notice to the School under this Licence shall be in writing and shall be delivered to the following address: • 1011 Bayly Street Box 427 • • Pickering, ON L1V 2R7 • Attention: .Ashley Corcoran, President • (3) Notice shall be sufficiently given if delivered in person or sent by • registered mail or sent by facsimile transmission during normal business hours on a business day. • • • (4) Each notice sent shall be deemed to have been received on the day it • was delivered or on the third business day after it was mailed. (5) The parties may change their address for notice by giving notice to the other in the manner provided in this Section. In Witness-Whereof the City and the School have signed this Licence. • Gingerbread Co-operative Nursery • School (Pickering) Inc. • • • Ashle Corran, Preside • Howard Daniels, Secretary • • • 16 • - 5 • Gingerbread Licence - Page 6 , • The Corporation of the City of Pickering • David Ryan, i • Debbie Shields, City Clerk • • • • • • • • • • • • • • • 6 • 17 A MEi.., :.. ,3 TO REPORT#Cif 03� /S 'J f fT ,JCS '`�sl F March 1st,2015 Marisa Carpino Director,Culture&Recreation City of Pickering Subject:Gingerbread Co-Operative Nursery-Request for Relief/Concessions We appreciate and thank you for the allowing Gingerbread Co-Operative to continue to operate at West Shore Community Centre in the City of Pickering through to June 2019. At the next City Council meeting we are hopeful that the City Council can make the following concession regarding additional charges for the use of West Shore Community Centre for 2 additional days per week under the following: Gingerbread License Agreement Section—Operation Sub Section 7(d) As you know,Gingerbread Co-Operative Nursery School has been operating as a 3 day per week half-day Nursery School for many years. This year,with the large initial enrollment,the board and teaching staff decided to expand our offering and operate as a 5 day per week half-day Nursery School. The additional 2 days of operations has increased our Lease costs by$290 per month. We are currently running an operational deficit of approximately$690/month, as the up to 5 day offering has only created an additional$800 in monthly revenue and our fixed costs have risen$1490(salary and lease)for the 2 additional days per week. We hope to grow the enrollment to make up for the shortfall,but we are concerned that we will utilize our small reserve and not have any flexibility for future planning,growth,supplies,etc. We would like to continue to operate 5 days per week for the balance of the school year(end of June 2015)so as to not upset the families currently enrolled in the 4/5 day programs,but would ask that you provide relief for the additional lease costs outlined on the License Agreement For the record,we have paid the additional costs of$290 for October, November and December of 2014. We are asking the Pickering City Council for ALL or Partial Relief of the$290 per month additional charge for January to June 2015 inclusive. Again we appreciate your continued partnership and look forward to many years of success together. • Sincerely, CULTURE& EATQO,. DIMS!* RECEIVED I B11.. FILE PO. 1 Ashley Corcoran Howard Daniels ABEY TO j President Treasurer 0 FWD 0 CIRCULATE MAYOr? i Cr PS CIL CAO i i CLERK -' CUL&REC I CORP SERVICES MPE HUMAN RESOURCES MPE OPS CENTRE I-�LEGAL 1 8 FAC OPERATIONS OFFICE SUSTAIN i C&R SUPERVISORS; 1PLAN&DEV Cat/oso Report to "' ; ; = Executive Committee PTA- PICKERING Report Number: CR 05-15 Date: May 11, 2015 From: Marisa Carpino Director, Culture & Recreation Subject: Whitevale & District Residents' Association - Request to repurpose the former Whitevale Library - File: A-1440 Recommendation: 1. That Report CR 05-15 of the Director, Culture & Recreation regarding the Whitevale & District Residents' Association be received; and • 2. That Council authorize staff to prepare a Lease Agreement pursuant to which the Whitevale & District Residents' Association will be permitted to repurpose the former Whitevale Library into the Whitevale Arts & Cultural Centre to operate arts and cultural community programs; such agreement to be brought back to Council for consideration; or 3. If Council does not authorize staff to prepare a Lease Agreement with the Whitevale and District Residents' Association, that Council hereby declares the said property as surplus to the needs of the City and hereby authorizes staff to sell the said property subject to the requirements of the City's Acquisition and Disposal of Land Policy (ADM 130); and 4. That appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto.' Executive Summary: The Whitevale Arts & Cultural Centre Committee of the Whitevale & District Resident's Association (WDRA) have requested that the municipality approve the repurposing of the former Whitevale Library into the Whitevale Arts & Cultural Centre. As per their proposal dated March 31, 2015, this new centre will showcase arts and culture in the,heritage village of Whitevale and will be operated by their committee. The former Whitevale Library is currently not open to the public. Under the authority of the Public Library's Act, the Pickering Public Library Board voted to remove funds for the Whitevale Library in the 2013 Current Budget and terminate service delivery at this branch as of January 1, 2013. Since that time, the facility has remained vacant and is under the authority of the Culture & Recreation Department. 19 CR 05-15 V May 11, 2015 Subject: Whitevale & District Residents' Association Page 2 As per the proposal of the Whitevale Arts & Cultural Centre Committee in Attachment 1, the Whitevale Arts & Cultural Centre will provide: • meeting space for local and regional residents, arts and cultural groups • display space to showcase local artists and their works • workshop space for arts and cultural education programs • facility space for media borrowing program • focal point to enhance visitor experience to the Hamlet of Whitevale The City of Pickering is already engaged in a verbal agreement with the Whitevale & District Residents' Association with respect to the Whitevale Community Centre. The agreement for the Whitevale Arts & Cultural Centre (WACC) would mirror the same partnership model holding the association responsible to manage the facility.and its programs, conduct all facility cleaning, remove snow from walkway, purchase/install any required facility furniture, fixtures and equipment and perform any leasehold improvements required for the operation of said services. In turn, the City of Pickering would be responsible for hydro, general maintenance, pest control, water systems and testing, and capital repairs due to aging facility conditions. The City's annual cost to reopen the former Whitevale Library is estimated to be $6,525 and excludes any ongoing capital repairs the aging facility may require as none are identified at this time. The purpose of this report is to seek Council approval to authorize staff to prepare a written lease agreement with the Whitevale & District Residents' Association that would repurpose the former Whitevale Library into the Whitevale Arts & Cultural Centre. Should Council not approve this partnership opportunity, staff recommends that the former Whitevale Library located at 475 Whitevale Road be sold. Financial Implications: The City of Pickering's annual general maintenance and operating costs to reopen the former Whitevale Library is estimated to be $6,525. Hydro $1,475.00 Water testing &supplies $1,350.00 Septic Maintenance $1,100.00 Pest Control $ 500.00 General Maintenance $1,500.00 Contingency $ 600.00 Total $6,525.00 Please note that these costs exclude facility cleaning and leasehold improvements which would be the responsibility of the Whitevale & District Resident's Association. The City's costs also exclude any capital repairs (due to conditions of an aging facility) because none have been identified at this time as an immediate need. CORP0227-07/01 revised 20 CR 05-15 May 11, 2015 . Subject: Whitevale & District Residents' Association Page 3 Discussion: As President of the Whitevale & District Residents' Association, • Scott Finlayson submitted a letter to the City of Pickering dated March 31, 2015 (as per Attachment 2) requesting that the municipality approve the repurposing of the former Whitevale Library into a Whitevale Arts & Cultural Centre that their committee will operate. As per the WDRA membership meeting of February 18, 2015, the Whitevale & District Residents' Association unanimously endorses the proposal of the Whitevale Arts & Cultural Centre Committee. The former Whitevale Library is located at 475 Whitevale Road and has remained vacant since its closure effective January 1, 2013. Pickering Public Library staff worked with the community to implement programs and collections but the community size could not sustain the service in a manner that was in compliance with the Ontario Public Library Guidelines. Under the authority of the Public Library's Act, the Pickering Public Library Board voted on November 22, 2012 to remove funds for the Whitevale Library in the 2013 Current Budget and terminate service delivery at this branch as.of January 1, 2013. At that time, the Culture & Recreation Department assumed responsibility for the Whitevale Library as part of their inventory facilities. As per the proposal of the Whitevale Arts & Cultural Centre Committee in Attachment 1, the Whitevale Arts & Cultural Centre will provide: • meeting space for local and regional residents, arts and cultural groups • display space to showcase local artists and their works • workshop space for arts and cultural education programs • facility space for media borrowing program • focal point to enhance visitor experience to the Hamlet of Whitevale Since 2013, the Whitevale & District Residents' Association has used the former Whitevale Library to host an art show during their annual Whitevale Spring Festival. The association has perceived this to be a positive experience that is well received by the public and would like to pursue this facility model more permanently. An "operational committee" of local residents would be responsible to manage on site activities, marketing and promotions, maintaining volunteer network and generating revenues to offset the day to day operating costs and/or required leasehold improvements. Although the terms of the lease agreement are yet to be confirmed, it is envisioned that the City of Pickering would be responsible for the general maintenance and operating costs of the facility and capital repairs(related to aging facility conditions). This partnership model mirrors the verbal agreement currently in place between the Whitevale & District Residents'.Association and the City of Pickering regarding the use of the Whitevale Community Centre. In this case, the association is responsible to clean the facility at their expense and coordinate all facility rentals keeping 100% of rental revenue, which totalled $2,005 (from April 2014 to April 2015). The City of Pickering is responsible for all general maintenance and operating costs of the CORP0227-07/01 revised 21 CR 05-15 May 11, 2015 Subject: Whitevale & District Residents' Association Page 4 Whitevale Community Centre which include utilities, water testing, pest control, and capital repairs (due to conditions of an aging facility). The estimated annual cost to the City of Pickering to reopen the former Whitevale Library is $6,525. Capital repairs are dependent on the condition of the facility and, at this time, no capital upgrades have been identified. But as the facility ages, capital repairs will be required to keep the facility operational and suitable for public use. The Whitevale & District Residents' Association will be responsible for day to day operating costs, programming costs, snow removal from walkway, facility fixtures, equipment, furniture deemed necessary to repurpose this facility for their use and capital renovations contemplated for their operation (subject to the approval of the City). As per their proposal, WDRA estimate $18,545 in annual costs to operate WACC of which $2,120 will be offset by general revenues, $9,900 will be offset by in kind services from WDRA, and the balance of$6,525 would be offset by the City of Pickering in annual general operating/maintenance costs. The Whitevale Arts & Cultural Centre Committee proposes that the centre operate approximately 12 hours per week from Thursday, Friday and Saturdays annually and provide media borrowing, storefront art displays and teaching/workshop space with member artists and literary activities for the community. As per their proposal, WDRA estimate $2,200 in annual revenues generated by the WACC which include workshop fees, membership fees and benefactors. The purpose of this report is to seek Council approval to authorize staff to prepare a written lease agreement with the Whitevale & District Residents' Association that would repurpose the former Whitevale Library into the Whitevale Arts & Cultural Centre that would be brought back to Council for consideration. In principle, staff support the proposal endorsed by WDRA as it addresses the need for more small venues to support cultural activities in Pickering. This need has been identified in the newly adopted City of Pickering's Cultural Strategic Plan (Council _ Resolution #247/14) within strategic direction #2 to "Build a Strong and Collaborative Cultural Sector". ,It also goes further to partner the municipality with a local community organization to showcase and support local artists and engage/educate the next generation of artists and art enthusiasts as per strategic direction # 6 "Cultivate Opportunities for the Creation, Education and Enjoyment of the Arts". Should Council not authorize staff to prepare a written lease agreement with the Whitevale and District Residents' Association for said property, staff recommends that the former Whitevale Library located at 475 Whitevale Road be sold. CORP0227-07/01 revised 22 CR 05-15 May 11, 2015 Subject: Whitevale & District Residents' Association Page 5 • Attachments: 1. Whitevale Arts & Cultural Centre Committee proposal dated March 31, 2015 2. ' Whitevale & District Residents' Association letter dated March 31, 2015 • 3. Location Map Prepared/Approved/Endorsed By: Marisa Carpino Director, Culture & Recreation :mc • Recommended for the consideration of Pickering City Council • • • op,tiveili 2-7. 204.5 Tony Prevedel, P.Eng. Chief Administrative Officer • • CORP0227-07/01 revised 23 AT ACH'i`MENT# RE oaT # C? OE--; 1 s - - — --- +=— f -- - March 31st,2015 • WHITEVALE ARTS AND CULTURE CENTRE Objective To repurpose the former City of Pickering Whitevale Library Branch Building at 475 Whitevale Road in the Hamlet of Whitevale so that it can re-establish its role as an invaluable cultural resource in the heart of our community. Rationale To create a dedicated space and secure facility for activities that cannot take place in the community centre,which is available to be rented to the community and is therefore not suitable for the following activities: • • local book and media exchange,requiring permanent storage and display • art(multimedia) display space for local artists • workshop space for art and culture programs,requiring storage of some supplies and equipment Organization • The WDRA(Whitevale Residents and District Association)will oversee the operation of this facility • Leadership will be provided by the existing working group (Don Anderson, Patricia Lowe, Betty Michaud and Brigitte Sopher) representing the WDRA. • The working group or Whitevale Art and Culture Centre Committee will be responsible for implementing the proposed business plan and providing in-kind interior and exterior maintenance services including security,waste management,shovelling,housekeeping,operating hours,fundraising activities and minor facility upgrades. • A Whitevale Arts and Culture Centre membership program will be initiated giving members access to the facility, programs and resources. Proposed Operations(1st year will be a pilot year and operations may be adjusted to community use/needs) • Open Thursday,Friday(2PM-5PM) and Saturday(10AM-4PM)providing access to media borrowing/art displays. • Operate a storefront art display and space for small group activities (art talks,workshops on knitting,sketching or drawing).Volunteer presenters work pro bono in first year (possibly for% of fee later on,with surplus going to WDRA). • Host literary activities,such as book and film dubs,readings and writing workshops. Budget The facility will operate on a fee for service model to ensure that the day to day operating and program costs are cov- ered at no additional cost to the City above the general building operating costs approximated in this report. 24 Whitevale Arts and Culture Centre 2015 Expenditures Cash($) In-kind Comments ($) Insurance Liability covered under WDRA insurance/art work covered by artists Promotion 150 300 Facebook Page,Web Page,Newsletter,Sign Water Cooler,food service 150 150 Donation of coffee maker,etc... Cleaning Supplies 100 Cleaning Costs 500 Provided by volunteers Furnishing 250 Donations from residents Lighting,displays 400 Program operations/ 7200 Provided by volunteers($12.00 x 12 hrs x 50 weeks) supervision Internet and phone 1320 Note:based on 2011 costs of$1,248 adjusted to inflation -could be run for first year from volunteer home at no cost Media materials 1500 Donations of heritage resources,books and DVD's Building Operations $6525 Operating costs provided by City of Pickering $2120 $16425 Revenue Membership 400 20 family memberships @$20 Workshop Fees. 900 3 workshops given pro bono by volunteers with 6 participants @ $50(as a start for year 1).Goal is to give presenter a percentage of fees in year 2 Benefactors ' 500 Secure$100 from 5 benefactors Financial Donations 100 Donation Box to be used at openings and workshops Seed Money from WDRA 300 To be reimbursed to WDRA when program is well established $2200 • 25 Measurement of Success • use of book and media borrowing program will be 20/week by December 31, 2015 • number of memberships will reach 20 by December 31, 2015 • number of participants in workshops (minimum of 6) and visitors at art shows (75 visitors for each) • financial self-sufficiency • Benefits to Pickering Community • historical building is used, maintained and showcased • book and media exchange • variety of cultural community events offered in Whitevale • • support local community This proposal has been prepared by the Whitevale Arts and Culture Centre Committee (D.Anderson, P.Lowe, B.Michaud and B. Sopher) 26 ATTACHMENT#-,. - TO&PPORT# OS -,1 City ty o f Pickering Marisa Carpino Director, Culture &Recreation I Culture&Recreation Department One The Esplanade Pickering ON L 1 V 6K7 • • March 31, 2015 • Dear Ms. Carpino: Thank you for the opportunity of submitting this business plan proposal on behalf of the Whitevale and District Residents' Association for the re-purposing of the Whitevale Library, located at 475 Whitevale Road. As part of our commitment to - preserving the heritage of our community and providing inclusive activities for res- idents and visitors to our village,we are confident we can work together on this ex- citing initiative. At our residents' meeting on Wednesday February 18th, 2015, the proposal was presented to the members and fully endorsed to be moved forward through this submission. Our Association will also contribute seed funding to assist with the start-up costs and cover the liability insurance needs. We plan to have a book and media borrowing program as well as art workshops and exhibits,run by volunteers. We see an opportunity to provide a secure environment for this type of activity that will draw from artists across Durham Region. We are looking to confirm the commitment and interest from the City in keeping the Whitevale Library at the heart of our village. Please do not hesitate to contact us at your convenience to discuss this collaboration with the City of Pickering. Sincerely, Scott Finlayson • President, WDRA(Whitevale&District Resident's Assoc) 27 ATTACHM ENT#.`3 TO REPORT# ('S- 1 S r ITE\ AlE a ice_ • 1 1 IP FZGH�\N till I 1 1111 2 4\ GNV �20v . 1 �cn O) RG pp . (D v PLC 11 �N��E ivy SUB BUILD Cr7O N t )2 C--p j (4 . ENGINEERING&PUBLIC ATTACHMENT FOR CULTURE & �,`_ WORKS DEPARTMENT City°¢ CAPITAL PROJECTS& RECREATION REPORT CR 05-15 �_ _,_i ,_,;__ INFRASTRUCTURE WHITEVALE&DISTRICT RESIDENTS' � : N.T.S April 20/2015 ASSOCIATION M A/4 1 28 i Report to ° Executive Committee PICKERIN Report Number: ENG 02-15 Date: May 11, 2015 From: Richard Holborn Director, Engineering & Public Works Subject: Roads Not Receiving Winter Maintenance - File: A-1440 Recommendation: 1. That Report ENG 02-15 of the Director, Engineering & Public Works regarding • roads in the City of Pickering that do not receive winter maintenance be received; and 2. That the attached draft by-law be enacted to provide that no winter maintenance will be performed from November 1 to April 30 annually on the following five roads in the City of Pickering: Sideline 20 north of Highway 7, Sideline 20 north of Ninth Concession Road, Sideline 22 north of Taunton Road, North Road (Sideline 30) north of Seventh Concession Road and Old North Road south of Highway 407. Executive Summary: During the winter control season, typically from November 1 to April 30, the City of Pickering does not provide any winter maintenance to the following roads because they are no exit, low volume roads that do not have any residences or businesses on them, and because they do not include sidewalks or provide any pedestrian access. . • Sideline 20, north of Highway 7 . • Sideline 20, north of Ninth Concession Road (Regional Road 5) • Sideline 22, north of Taunton Road (Regional Road 4) • North Road (Sideline 30), north of Seventh Concession Road • Old North Road, south of Highway 407 Engineering & Public Works staff recommend that Council enact the attached draft by- law to provide that winter maintenance will not be performed on the above-noted roads. Financial Implications: The recommendations in this report do not present any financial implications. As winter control is not currently being provided, there are no cost savings or efficiencies to be recognized. 29 ENG 02-15 May 11, 2015 Subject: Roads Not Receiving Winter Maintenance Page 2 Discussion: During the winter control season, typically from November 1 to April 30, the City of Pickering currently does not provide any winter maintenance, including snow clearing, sanding and salting, on the following five roads in the northern section of the City (north of Taunton Road): 1. Sideline 20, north of Highway 7 2. Sideline 20, north of Ninth Concession Road (Regional Road 5) 3. Sideline 22, north of Taunton Road (Regional Road 4) 4. North Road (Sideline 30), north of Seventh Concession Road 5. Old North Road, south of Highway 407 The maps for these locations can be seen in Attachments 1 through 5. City staff have installed `No Exit' signs , F ' a, # -;-: � �` at the entrance to these roads as well ; _ F i r } as signs indicating that they receive no � > . `` a " winter maintenance (as shown to the : ,.a.*':' it '' '�- ' 1r right). No further public notification is `�4 - '4„¢ _' •' ', j L required since none of these roads ;*Ira., t �` , -., have any residences, businesses, ` - - ' ' f f sidewalks or pedestrian access. Traffic ,kd, � � �� � volume on these roads is minimal, with , x3 h ;. , c t ., mainly farming vehicles using them to ; , „ - )# . ' gain access to farmlands between May . .. sl '' : ;:k i'� --f a t . r y and October. -�, � � L Therefore, the Engineering & Public z - :1 t# ' Y ”- Works Department recommends that City Council enact the attached draft by-law to provide that winter maintenance will not be performed on the above-mentioned roads annually from November 1 to April 30. The proposed by-law is presented in Attachment 6. • r Attachments: 1. Sideline 20, north of Highway 7 2. Sideline 20, north of Ninth Concession Road (Regional Road 5) 3. Sideline 22, north of Taunton Road (Regional Road 4) 4. North Road (Sideline 30), north of Seventh Concession Road 5. Old North Road, south of Highway 407 6. Draft By-law, Roads Not Receiving Winter Maintenance CORP0227-07/01 revised 30 • ENG 02-15 May 11, 2015 Subject: Roads Not Receiving Winter Maintenance Page 3 • rep, red By: Approved/Endorsed By: Darr' I Selsky, CET, CMM II Ric and Holborn, P. Eng. • Manager, Capital Projects ` Infrastructure 'rector, Engineering & Public Works Don Woolley, CRS I (Acting) Manager, Municipal Operations & Fleet Services Nathan Emery Coordinator, Traffic Operations NE:mjh Recommended for the consideration of Pickering City Council (Paw • 0+1 .2_0 a / 5 Tony Prevedel, P.Eng. Chief Administrative Officer • . I CORP0227-07/01 revised • 31 A {ACHiviENT#`_ O R PORT#. 02- -I .L.of I -r�� 0 s � • tf • y BROUGHAM Lie Z SUBJECT AREA HIGHWAY 7 Ftl W ORCHARD HEIGHTS DR I • ENGINEERING&PUBLIC Obi°¢ WORKS DEPARTMENT Location Map Sideline 20 north of Highway 7 r NrL SCALE: N.T.S. DEC/2014 I�h. NVi 1C DATE 32 ATTACI-:MD,IT# 2-__ -OUPORT,-t-t. 6..-NEI b - J ' 1. ,, I 4 2 Ik 0 ,-- --: , -A' 4.3 11111% Livl 1 . g er If- 0 '`. il .1.. N, A, SUBJECT AREA I • li .311 C" :AA A- ,.--, --1 GIONAL ROAD 0. 5 W. C: NTRAL 111 , N I) , LAREA401.6NT .'' BLIC SCHOOL ,,7 ifillifirillir AVIIIIII---"uilleirir 4, .- a 3 - 0-- ,81■ ' \<1/4 ikt CORN ENGINEERING&PUBLIC Location Map WORKS DEPARTMENT Sideline 20 north of -1-i-x;p__FD ALL DATE N.T.S. DEC/2014 Ninth Concession Road (Regional Road 5) ti NM 61910C 33 lb. • .,..--:t-r-P-'-'=-1.1—• 3 ----,-.• CNC-1 02,- 1S 1 . • . i • s • i . . , c , cv,.,e . . • / . k .. . .• . ..- . • A . • ' 4 • • SUBJECT AREA . 0 • ,, . • . . _-.., . ,--4 . 111461 LIJ— . 0 . 18 M. P ..---• -- ,;---t1 44„,i,:_,—,. • TAUNTC12 ROAD . • • . . • . . ...000001le . . ./ . • • ENGINEERING&PUBLIC Location Map obi 4 WORKS DEPARTMENT , Sideline 22 north of '774:Z,Vt=1 —Fl—eamj SCALE DAN.T.S. DEC D /2014 Taunton Road (Regional Road 4) tiCeiNE41171( . 34 • • i1 ATTACHMENT# `� TO REPORT# CN• ( D Z`IS i • - 4 SUBJECT AREA • 0 z o. . CC SEVENTH CONCESSION ROAD z�s —,^Gr 0 • F- CC 0 ENGINEERING&PUBLIC Location Map Ciff o¢ WORKS DEPARTMENT —_ �;,_� ,; North Road (Sideline 30) north of =� , 1- N.T.S. DA DEC/2014 Seventh Concession Road 11( 35 • ir7ACI- MENT# .5- TO RE PO RTtz1 0 i- 1 5.--- ) ,of 1 • HIGHWAY f-/---) J . 7 . . . . , L / . . • . ,D HIGHWAY 407 II . . ii P • W. 1-- 4-4 ,. . IV < SUBJECT AREA • 0 cc I . I- ce , o z 1 1 . • " \ ENONEERING&PUBLIC Location Map Cifq o# -i-- WORKS DEPARTMENT Old North Road south ALE DATE: N.T.S. DEC/2014 of Highway 407 ;ii CO N at4roc .3 b The Corporation of the City of Pickering • By-law No. • Being a by-law to regulate that winter maintenance will not be performed on • portions of five highways under the jurisdiction of the City of Pickering. Whereas it is deemed expedient to establish a by-law to regulate that winter maintenance will not be performed on five highways within the City of Pickering, specifically on portions of Sideline 20, Sideline 22, and North Road annually from November 1 to April 30. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the following five highways in the jurisdiction of the Corporation of City of Pickering will not receive winter maintenance - Highway Limits (From/To) Sideline 20 Highway 7 to 1260 meters north thereof Sideline 20 From Ninth Concession Road to 1400 metres north thereof Sideline 22 Taunton Road to 950 metres north thereof North Road Seventh Concession Road to 200 metres north thereof North Road (Old) North Road to 300 metres north thereof (South of Highway 407) 2. This By-law shall come into force on the day that it is approved by the Council of . the City of Pickering. 37 ArT,Ac.iqvIENT# -1.-twFp0,-T:47 _,FN1.6-? 02--1( By-law No . Page 2 By-law passed this day of , 2015. David Ryan, Mayor Debbie Shields, City Clerk 38 City Report to Executive Committee PICKERING Report Number: ENG 07-15 Date: May 11, 2015 From: Richard Holborn Director, Engineering & Public Works • Subject: Tender for Dunbarton Road Culvert Replacement - Tender No. T-6-2015 and Consulting & Professional Services - File: A-1440 Recommendation: 1. That Report ENG 07-15 of the Director, Engineering & Public Works regarding Tender No. T-6-2015 and Consulting & Professional Services for Dunbarton Road Culvert Replacement be received; 2. That Tender No. T-6-2015 as submitted by Esposito Bros Construction Ltd. In the total tendered amount of$1,594,998.64 (HST included) be accepted; 3. That the total gross project cost of$1,987,319.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $1,789,642.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the net project cost of$1,789,642.00 from the Rate Stabilization Reserve as approved in the 2015 Roads Capital Budget; 5. That Council approve the hiring of Chisholm Fleming and Associates for consulting and professional services during construction in accordance with Purchasing Policy 10.05, as the assignment is expected to be more than $30,000; and 6. That the appropriate officials of the City of Pickering be authorized to take the • necessary actions to give effect thereto. Executive Summary: As part of the 2015 Roads Capital Budget, Dunbarton Road Culvert Replacement was approved as a construction project. Tender No. T-6-2015 was issued on Thursday, March 5, 2015 and closed Thursday, March 26, 2015 with four bidders responding. The low bid in the amount of$1,594,998.64 (HST included), submitted by Esposito Bros Construction Ltd. is recommended for approval. The total gross project cost is estimated at $1,987,319.00 (HST included) and the total net project cost is estimated at $1,789,642.00 (net of HST rebate). 39 Report ENG 07-15 May 11, 2015 Subject: Tender for Dunbarton Road Culvert Replacement Page 2 Tender No. T-6-2015 and.Consulting & Professional Services Originally Chisholm Fleming and Associates were hired by the City to undertake the detail design and approvals for the Dunbarton Culvert Replacement. Staff are recommending that this firm undertake the contract administration, field inspection and certification for a fee proposal in the amount of$44,702.80 (HST included). Financial Implications: 1. Tender Amount Tender No. T-6-2015 $1,411,503.22 HST (13%) . 183,495.42 Total Gross Tender Cost $1,594,998.64 2. Estimated Project Costing Summary Tender No. T-6-2015 $1,411,503.00 Associated Costs Miscellaneous 5,000.00 Consultant Fees (Contract Administration) 39,560.00 CN Rail Permit & Flagging 5,326.00 Materials Testing 15,000.00 Project Contingency (20%) 282,300.00 Total $1,758,689.00 HST (13%) 228,630.00 Total Gross Project Cost $1,987,319.00 HST Rebate (11.24%) (197,677.00) Total Net Project Cost $1,789,642.00 3. Source of Funds-Roads Capital Budgets: 5320.1513.6250 Funding Source Available Budget Required 1 Rate Stabilization Reserve _ $1,800,000.00 $1,789,642.00 Total Funds $1.800.000.00 $1.789.642.00 Net Project Costs under (over) Approved Funds $10,358.00 CORP0227-07/01 revised 40 Report ENG 07-15 May 11, 2015 Subject: Tender for Dunbarton Road Culvert Replacement Page 3 Tender No. T-6-2015 and Consulting & Professional Services Discussion: As part of the 2015 Roads Capital Budget, Dunbarton Road Culvert Replacement was approved as a construction project. Tender No. T-6-2015 was issued on Thursday, March 5, 2015 and closed Thursday, March 26, 2015 with four bidders responding. The low bid in the amount of $1,594,998.64 (HST included), submitted by Esposito Bros Construction Ltd. is recommended for approval. The total gross project cost is estimated at $1,987,319.00 (HST included) and the total net project cost is estimated at $1,789,642.00 (net.of HST rebate). Esposito Bros Construction Ltd. is currently working on City Tender No. T-8- 2014 Whitevale Bridge Replacement and their work is deemed satisfactory. Chisholm Fleming and Associates, consultant for the Dunbarton Road Culvert Replacement, and the Manager, Capital Projects & Infrastructure, have reviewed the tenders received and recommend the low bid from Esposito Brothers Construction Ltd. The consultant's letter of recommendation is included as Attachment 4. The Health & Safety Policy, proof of Confined Space Entry Procedure and a list of employees trained, a current WSIB Workplace Injury Summary Report, Certificate of Clearance issued by the Workplace Safety & Insurance Board and copies of the CN Contractor Orientation Railroad Course certificates for every worker and supervisor who will working on this project as submitted by Esposito Bros Construction Ltd. have been reviewed by the Coordinator, Health & Safety, and 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 and bonding available on this project, the tender is deemed acceptable. In accordance with Purchasing Policy 10.05 where the project or annual cost of a consulting or professional service assignment is expected to be more than $30,000.00 and the initiating Director intends to acquire the services without obtaining written proposals, the Director shall submit a Report to Council to obtain approval to engage the services of a particular consultant. Staff are recommending Council approval of the fee proposal submitted by Chisholm Fleming and Associates for contract administration, field inspection and certification in the amount $44,702.80 (HST included). Chisholm Fleming and Associates were previously hired by the City to undertake the detail design and approvals for this project. This consulting firm should also be retained to inspect the installation of the works and certify that the works are carried out in accordance with the approved drawings and specifications for the project. Upon careful examination of all tenders and relevant documents received, the Engineering & Public Works Department recommends acceptance of the low bid submitted by Esposito Bros Construction Ltd. for Tender No. T-6-2015 in the amount of $1,594,998.64 (HST included), and that the total net project cost of$1,789,642.00 be approved. • The Engineering & Public Works Department recommends the fee proposal submitted by Chisholm Fleming and Associates for contract administration, field inspection and certification in the amount of$44,702.80 (HST included) be approved. CORP0227-07/01 revised 41 • Report ENG 07-15 May 11, 2015 Subject: Tender for Dunbarton Road Culvert Replacement Page 4 Tender No. T-6-2015 and Consulting & Professional Services Attachments: 1. Supply & Services Memorandum with dated March 30, 2015 2. Record of Tenders Opened and Checked T-6-2015 3. Chisholm Fleming and Associates Fee Proposal Letter dated March 10, 2015 4. Chisholm Fleming and Associates Tender Review & Recommendations Letter dated April 8, 2015 5. Location Map Prepared By: Approved/Endorsed By: r u /- Da el Selsky, CET, CMM III Rich rd Holborn, P.Eng. Manager, Capital Projects & Infrastructure Director, Engineering & Public Works Vera A. F gemacher Stan Karwowski, MBA, CPA, CMA CSCMP, CPPO, CPM, CMM III Division Head, Finance & Treasurer Manager, Supply & Services DS:mjh Recommended for the consideration of Pickering City Council ' If - 27 20/.5/ / Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 42 C;fq 4 c ATTACHMENT# L TOREPORT# �►J( U - I .411h, mita PICKERING Memo To: Richard Holborn March 30, 2015 Director, Engineering.& Public Works From: Vera A. Felgemacher Manager, Supply & Services • Copy: Manager, Capital Projects & Infrastructure Subject: Tender No. T-6-2015 Dunbarton Road Culvert Replacement File: F-5400-001 Tenders have been received for the above project. An advertisement was placed on the City's website inviting companies to download the tendering documents for the above mentioned tender. Four bids were received. • A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been done. • All deposits other than the low three bidders may be returned to the applicable bidders as 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 tenders are attached for your review and copy of the Record of Tenders Opened and Checked is attached. Summary HST included .. .....: .... er--. •a _ = mou'" ..:....... . '... ... ......... .�:.--•...._..:....:.._._...,:�:.: ._. :... -:...: Check=��;�:-�;�t�:. `-. Esposito Bros Construction Ltd. $1,594,998.64. $1,594,998.64 Coco Paving Inc. $1,858,034.22 $1,858,034.22 • Blackstone Paving Construction Ltd. $1,969,607.15 $1,969,607.15 Trisan Construction $2,861,566.57 $2,861,566.57 Pursuant to Information to Bidders Item 27, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report 43 - document, a copy of the current CAD 7, NEER, or MAP reports may be - submitted); . • (c) A copy of the current Clearance Certificate issued by Workplace Safety& Insurance Board; (d) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used • . on this project; - - (e) A list of employees trained in the confined space entry procedure who will be working on this project; (f) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates for every worker and supervisor who will be working on this project; (g) Copies of the CN Contractor Orientation Railroad Course certificates for every worker and supervisor who will be working on this project; (h) The City's certificate of insurance or approved alternative form shall be completed by the Bidder's agent, broker or insurer; (i) Such further information, as the City may request in writing. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out 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 $125,000; the Manager may approve the award, subject to approval of the Director, Treasurer, CAO and Council. Please include the following items in your Report to Council 1. • if Items (a) through (h) 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 Esposito Bros Construction 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; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; 10. related departmental approvals; and 11. related comments specific to the project. • After Council approval, an approved "on-line" requisition will be required to proceed. Enquiries can be directed 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 yclu require further information, please feel free to contact me or a member of Supply & Ser ices. p • • v t n VAF • Attachments . 44March 30, 2015 Tender No. T-6-2015, Dunbarton Road Culvert Replacement • Pan= ATTACHMENT# y TOREPORT# 1NC) Lam- ISM _I__of I . ' • • 4111. 1" • c •• 0 vi o v a) -ocici) ca c co k A'-\. . O to 1 C a) V 1 S, CB 1� �� �. O _ `Ln I1' U C C `q �, � ;,-) 0 • E as 's- a) c = V — .� '- .�Y d H E ` Z3 cx- O •MINI CD c . U CLT 0 d O - \ :4= I— is a) > 0 e ms cn tn NIII,d V • o a m �, LO ;= Q 1;ip ▪> CD N Ti = mod. N ° o C -I aM . O. L.- 0_ . G o o j.-o � Q 0 0 �J ce 2 Lo m O LO N \ ▪- al o \ ? > \ N i L- • ........../ a) C O = !�. Q• a I- I-- Q a) c + ?' O O • V . o co 2 J j ca J a.a CA d, O c °- C C)) d ,cn a. .L .a C m .2 N .o. N o o Z3 v c U > d o N .. U o2 o � c� L , d O m !r v7 N �- d. ai L L 'sue 0 o CO o c-- "• CD °' I-- •W U m o • U cq 0 co c 1 • E-- 0 I= v ' 1-- 45 . — — AT E'ACF MENT ToREPORT#=6 1S. -- Chisholm, Fleming and Associates tonal fenglt t' 317 Renfrew Drive,Suite 301,Markham,ON L3R 9S8 Tel:905-474-1458 Fax 905-474-1910 E-mail:cfa @ChisholrnFlemina.com Serving our Clients for over 50 years March 10, 2015 Our Project No. 246-6 The Corporation of the City of Pickering Engineering &Capital Works }>n One The Esplanade Pickering, Ontario L1V 6K7 Attention: Darrell Selsky, C.E.T., CMM III Supervisor, Municipal Works RE: Fee Proposal for Contract Administration and Resident Inspection Dunbarton Road Culvert Replacement Dear Sir: Further to your request as per your voicemail for Bob Chisholm of our office, we •would like to'submit this proposal to complete the Contract Administration and Resident Inspection of the Dunbarton Road Culvert replacement. A critical component of any project is competent on-site supervision and contract administration during construction,to ensure that proper construction procedures are . followed and that the intent of the design is achieved. In response to this need, Chisholm, Fleming offers the services of construction personnel who are well qualified in this area, as well as a design team who takes an active part through the construction phase to ensure successful completion. Competent. and thorough contract supervision is imperative to ensure compliance with the specifications as well as monitoring construction methods and general practices. In this way you can rest assured that the intent of the design is carried out. CFA will provide the necessary Contract Administration, starting from tender recommendation through to as-constructed drawing submission. It is our intention to assign an experienced Contract Administrator and a knowledgeable and experienced Construction Inspector, as his designate in the field for routine inspection requirements. Both the Contract Administrator and Inspector would attend biweekly meetings and any other meetings required throughout construction. Once the tenders have been submitted, the Project Manager'will review the tenders for completeness and provide a tender recommendation to the City for inclusion in the Tender Report. Any tender discrepancies will be noted and corrected accordingly. .. • Upon award of the contract, CFA will arrange for a pre-construction meeting and ensure that all parties are invited.. An agenda will be prepared and circulated in • advance of the meeting and minutes circulated after the meeting to all attendees and interested parties. Special attention will be taken to review the Contractor's construction schedule and to confirm that the appropriate resources are allocated to the project from the onset. During construction, CFA will provide the contract administration functions required . to ensure that the project is completed successfully for the City; including preparation 46 of Progress Payment Certificates, co-ordinate and minute biweekly progress meetings, review and track the Contractor's schedule and performance, inspection ____�:__ _r_. ,,,..�.��,.+�.a .,,,+o� and nhntnnranhir Inn maintananr.P of ATTACH �_�� �NC-� 4�-�t -RT • • Page 2 To City of Pickering Attn: Darrell Selsky • - �' Date: March 10, 2015 • inspection records, and preparation and circulation of construction updates to interested/affected parties. Additionally, we have added time for dealing with the CN Rail Work Permit per your email. Field Inspection - Construction Inspection services will be provided and coordinated with the Contractor so that our inspector is on site for the critical phases of construction. CFA will maintain detailed records and photographic log of construction progress. Field Inspection services will expressly include: • Review of the Contractor's work to ensure compliance with the plans and specifications; • Monitor and advise the City that the Contractor has obtained all necessary approvals and documentation before commencing the Project. Provide technical assistance, including review of shop drawings and alternate procedures proposed by the Contractor. • Maintain contact with agencies and utilities. • Provide on-site inspection and liaison with agencies. • Monitor the Contractor's schedule of work and advise the City of the Contractor's progress. • Document Contractor's activities and quantity measurements. • Coordinate the testing of concrete and asphalt materials with the City's material • testing contractor and review the test results for conformance to specifications. • Prepare monthly Progress Payment Certificates for the City's approval and processing. • Review Contractor's requests for extra work and time extensions, and provide recommendations to the City. • Confirm that the Contract records are being kept in accordance with standard practices. • • Provide"as-built"drawings. . • Formal inspection at substantial completion, conclusion of construction and at the end of the maintenance/warranty period. - CFA will undertake an inspection of the Contract work at the conclusion of the contract and immediately prior to the expiration of the two year maintenance period, as required for final acceptance of the work. A report will be provided summarizing the findings of the inspections. 47 -- TO REPORT# 1 oer- 1 ATTACHMENT of_ • • • Page 3 • yam, 1 To: City of Pickering • Attn: Darrell Selsky 4: =g" .= Date: March 10, 2015 Our proposed fee for the Contract Administration and part-time Resident Inspection of the Dunbarton Road Culvert replacement, is $39,560.00 + HST, and is inclusive of disbursement costs. The preparation of this fee letter assumes an estimated 9 weeks for construction. However, given the complexity of the proposed work, the • City may wish to consider full-time inspection of the culvert replacement. We would be happy to discuss this option with you. If you have any questions, please do not hesitate to contact this office. - Yours very truly, CHISHOLM, FLEMING AND ASSOCIATES Per: - • • Tim Camp ell, P. ng. . Senior Structural Engineer Encl. • • • • • • 4 8 Y:\246-6 Dunbarton Culvert\Fee Proposal-Update\Pee Proposal-Contract Admin-Update 10-Mar-2015.docx 1 . - Ai11ACHMENT4 ?rIREPORT-- t(\I L l 6 1 14 • y :o . • i 00000000 :;:>-=t; o . :.^ ': I- 0 0 0 0 o 0 O c . :";'_- o 0 0 N O td CO N m S m I- CO CA CI:.a- N r_ Cn - N 0 N N r ,- cr =_ _ CI erZ 0 00 Cp O oC Oto ..'st° 0 6. E o N e- v _ 1. 0 Eft Eft 64.EA M} s,,-,.....r.. U' • 0 0 0 0 0 0 0 0 :„��; V 0 0 0 O O 0 C C F:; ...=`., ft .ti N a- { q%' _ as •W . 69. E9 69• Eft EA- E9 Cfl M.:=.;',..7.21-..;:.... .; 3 _ _ ■ 0V CD m N O N CO V a '''?_, , W • c° 0 1 M at O °- 0 m as v E9 w O O 8 O ° N m Q' CO m Cb o o N 0 OD _ C m 69 M O O L • O O O CO • C C N O O CO CO CO O f• N a 0 E a M. M. I. 0 0 0 0 0 0 mea. LLD • 0 m iri 0 V V u c it w E9 Ca 6. 4aly a . i Z (-4. 0 w = a 9 0 co E Z 2 m M W mw . o = d' . Z o m P. H �C a� o ' MOB a m o m 2 . fO v > o , Z E • Sc, • aN � . °—r E o; Q . • w 3 W ° m m m p i- P.,1 � • a „ c cn 2 F 17- e a ro o a Z m c =a: o Ti. . m= ; C n c y e c 9 co o m E Ze V Z @ o o o E c - o o m E m m . Cl rt . o` o o V m :„ I¢+: 1 u ” _ o u � • • 49 • Z -m cc m m E CO . z; O '.o Z o o m m c Ca ATTACH ME NT# _ To REPO,T a - ,S� J Chisholm, Fleming and Associates consulting engineers 317 Renfrew Drive,Suite 301,Markham,ON L3R 9S8 Tel:905-474-1458 Fax:905-474-1910 E-mail:cfa@ChisholrrFleminq.com April 8, 2015 Our Project No. 246-6 City of Pickering One The Esplanade • Pickering,ON L1V 6K7 Attention: Mr. Darrell Selsky, C.E.T., CMM III Manager, Capital Works and Infrastructure Capital Works and Infrastructure Section RE: Dunbarton Road Culvert Replacement Tender No T-6-2015 Dear Sir: • Tenders for Replacement of the Dunbarton Road Culvert were received and opened by the City of Pickering on Thursday, March 26, 2015. The following four (4)tenders were received: TOTAL TENDERED CORRECTED TENDERER AMOUNT TENDERED AMOUNT (INCLUDING HST) (INCLUDING HST) Esposito Bros Construction Ltd. $1,594,998.64 $1,594,998.64 Coco Paving Inc. $1,858,034.22 $1,858,034.22 Blackstone Paving $1,969,607.15 $1,969,607.15 Construction Ltd. Trisan Construction $2,861,566.57 $2,861,566.57 The City's personnel have examined all tender submissions and found the tenders to be complete and complying with the general tendering requirements. The lowest bid is by Esposito Bros Construction Ltd., at a price of $1,594,998.64, including HST. We have reviewed the information provided by the City of Pickering; including the Form of Tender for the low bidder and no mathematical errors were found. The unit prices of the low bid have been analyzed and there is no evidence of unbalancing in this bid. Based on the analysis and discussions above, and provided that all of the information specified in Item 28 of the Information for Bidders is provided and meets the City's requirements, the tender received from Esposito Bros Construction.Ltd. meets the requirements of the tender call. Esposito Bros Construction Ltd. has submitted the lowest bid, and if their submission meets the requirements of the tender call, it is our recommendion that Esposito Bros Construction Ltd. can be awarded the contract. • 50 • ATTACHMENT# -- s:. REPORT : >; I & Or — I S 2 of. Page 2 To City of Pickering Attn: Darrell Selsky Date: April 8, 2015 Please advise if you require additional information to supplement the above report. Please contact the undersigned if you have any questions in the above regards. Yours very truly, CHISHOLM, FLEMING AND ASSOCIATES Per: C-7421," Tim Campbell, P.Eng. 51 AT rACHMENT# 5 __ O REPORT# Y N 1 OR-- I S Cali cIO .. _. ..of 1 Az'� '°-c- - Engineering & Public Works • Department Attachment for Tender T-6-2015 Replacement of the Dunbarton Road Culvert 00 \ / °R-1 �OVO° E ct e o 0 R� GO\-'° Zit- GO� O. o R S 9 O p.A Rp oN 2 ou p� GP G's X c Q � O -P P J O ,f- O N-c04 0 .q- 0 4, Rv' � Z O 0 J �O k RoP° -IS�a SUBJECT no cD AREA 'w nir...aumuumi CC DUNBgRTON O r -4 5"0-( • ► GNI AGNUIRANG �\G� °r EEK -cod vvE „i ' GR \ \ Gs co' KIRE Location Map Proposed Construction Includes: . Dunbarton Road Culvert (Bridge ID 1007) - located on Dunbarton Road at a Dunbarton Creek road crossing. The proposed works to include the replacement of existing culvert. 52 • Cali 00 Report to Executive Committee PI KERING Report Number: ENG 08-15 Date: May 11, 2015 From: Richard Holborn Director, Engineering & Public Works Subject: Licence Agreement with the Region of York and Region of Durham - Waterfront Trail and Washroom Facility - File: A-1440 • Recommendation: 1. That Report ENG 08-15 of the Director, Engineering & Public Works regarding a Licence Agreement with the Region of York and Region of Durham for the • Waterfront Trail and Washroom Facility be received; and 2. That the Mayor and City Clerk be authorized to execute a Licence Agreement with The Regional Municipality of York and The Regional Municipality.of Durham, for public use of the Waterfront Trail and Washroom Facility that reside on Regional lands, in a form satisfactory to the Director, Corporate Services & City Solicitor. Executive Summary: As part of the Duffin Creek Water Pollution Control Plant, Stage 3 Process Expansion Project, the Regional Municipalities of Durham and York agreed to provide the City of Pickering with a number of site improvements within the area around the Plant. These included upgrades to the Waterfront Trail and relocation and upgrades to the Linton Farmhouse, a heritage building that was relocated to the east side of Montgomery Park Road, adjacent to the Waterfront Trail. Although a number of site improvements have not yet been completed as agreed to in the Memorandum of Understanding provided by the Regions, upgrades to the Linton Farmhouse in the form of a washroom addition are nearing completion and ready for occupancy. The City of Pickering has been requested to enter into a Licence Agreement with the Regions, to formalize the public's recreational use of these facilities and the City's maintenance obligations of them. • 53 ENG 08-15 May 11, 2015 Subject: Licence Agreement with the Region of York and Region of Durham Page 2 Waterfront Trail and Washroom Facility Financial Implications: Under the terms of the agreement, the City is responsible for the full cost to maintain the Waterfront Trail and Washroom Facility including the normal day-to-day expenses of grass cutting and garbage removal along the Trail, and inspecting, cleaning and stocking the Washroom Facility. Discussion: In order to accommodate the expansion of the Duffin Creek Water Pollution Control Plant, a number of City road allowances were required to be transferred to the Regions of Durham and York. In exchange for the conveyance of these lands, the Regions agreed to provide the City with various works, including the • implementation of a "Greening and Biodiversity Plan", upgrades to local roads, realignment of sections of the Waterfront Trail, further trail enhancements, and the relocation and upgrades to the Linton Farmhouse. The agreed enhancements were outlined in a Memorandum of Understanding (MOU), dated.June 18, 2007. The Regions have completed a number of the improvements, including the implementation of the "Greening and Biodiversity Plan", realignment of sections of the Waterfront Trail and relocation and upgrades to the Linton Farmhouse. Renovation to the Linton Farmhouse included an addition to the west side of the building for the purpose of a public washroom facility along the Waterfront Trail, and the replacement of the roof, windows, doors, fascia, and eaves trough of the original structure, as.well as repainting of the woodwork. The interior of the original structure was not modified as no public use was identified at the time of construction. A parking • area that provides 16 spaces, located on the north and east side of the building was paved and the site re-graded and sodded. An asphalt path was also constructed to connect the facility to the Waterfront Trail. With the exception of the connection of the electrical services, the washroom facility is completed and ready to open. Prior to handing the facility over to the City of Pickering, the Regions have requested that the City enter into a Licence Agreement. As the Waterfront Trail also crosses - through Regional lands south of the Duffin Creek Water Pollution Control Plant and no formal agreement was ever put in place for its public use, it has been included in the Licence agreement as well. The Director, Corporate Services & City Solicitor and the Director, Engineering & Public Works have reviewed the proposed Licence Agreement and recommend that it be executed. Attachments: 1. Draft Licence Agreement 2. Location Map . CORP0227-07/01 revised 54 ENG 08-15 May 11, 2015 Subject: Licence Agreement with the Region of York and Region of Durham Page 3 Waterfront Trail and Washroom Facility Prepared By: Approved/Endorsed By: i Arnold Mostert, OALA Rich d Holborn, P. Eng. Senior Coordinator Di tor, Engineering & Public Works Landscape & Parks Development AM:am Recommended for the consideration of Pickering City Council • °°//111"-6C- Aet":"27, 2OlS Tony Prevedel, P.Eng. Chief Administrative Officer • • CORP0227-07/01 revised 55 This LICENCE AGREEMENT dated this • Between and among: THE REGIONAL MUNICIPALITY OF YORK("York") • -and- THE REGIONAL MUNICIPALITY OF DURHAM("Durham") - and- THE CORPORATION OF THE CITY OF PICKERING("Pickering') RECITALS: A. A trail is located on lands co-owned by York and Durham for the Duffin Creek Water Pollution Control Plant. B. Pickering wishes use the trail for public.recreational purposes. • C. York and Durham have agreed to grant Pickering a licence to use the trail subject to the provisions contained in this Agreement. The parties agree as follows: 1. Definitions • In this Agreement, (a) "Lands" means the lands co-owned by York and Durham for the Duffin Creek Water Pollution Control Plant as more particularly described in Schedule A. (b) "Trail" means the trail located on the Lands as illustrated in the sketch attached. as Schedule B and more particularly described as meaning the paved area of the trail now existing plus an additional two metres on each side of the pavement calculated from the pavement's edge. • (c) "Washroom Facilities" means the washroom facilities located in the Linton House, a heritage building located on the Lands adjacent to the Trail as illustrated on the sketch attached as Schedule B, inclusive of driveway entrance, parking area and walkway connecting to Trail. 2. Use • 2.1 York and Durham grant Pickering a licence to use the Trail for public recreational purposes only. 2.2 York and Durham grant Pickering a licence to use the Washroom Facilities to facilitate the use of the Trail by the public. • 2.3 Pickering shall use the Trail for public recreational purposes only. 56 � I L �` -Y .�-�...eN q o5- ''C �n.{.r. i. i •� 2Vi -2- i 2.4 Pickering shall comply with all governmental requirements with respect to the use of the Trail and the Washroom Facilities. 2.5 Pickering shall not make any alterations to the Trail or the Washroom Facilities, including the installation of any facilities or improvements, without the prior written consent of York and Durham,which consent may be unreasonably withheld. 2.6 Pickering shall not interfere in any way with or cause any change to any works of either York or Durham now existing or hereinafter constructed on the Trail. 2.7 York and Durham may, from time to time, restrict access to one or both of the Trail and the Washroom Facilities including all or part of the Trail or the Washroom Facilities, upon delivering notice to Pickering thirty (30) days prior to restricting access. The notice shall set out the reason that access is to be restricted, the area of the Trail or the Washroom Facilities affected and the length of time during which access is to be restricted. Entry onto one or both of the Trail and the Washroom Facilities by York or Durham shall not rescind or suspend this Agreement and its obligations hereunder. 2.8 This Agreement does not create right, title, or interest in the Lands. 3. Termination 3.1 York, Durham, or Pickering may terminate all or part of this Agreement by giving the other parties sixty (60) days notice of termination subject to the terms and conditions of this Agreement. or part of this Agreement has been terminated by any of the parties, York 3.2 Where all o p gr y y p , or Durham shall not be obligated to continue to operate, maintain, or make available to the public any part of the Trail or the Washroom Facilities, including any installations or improvements on the Trail or the Washroom Facilities which Pickering previously maintained, operated, or made available to the public as a result of or in any way connected to this Agreement. 3.3 Upon termination of all or part of this Agreement, York or Durham may require Pickering, at Pickering's cost and expense, to remove any of its installations and improvements on the Trail and restore the Trail to a condition reasonably • satisfactory to York and Durham. 4. Maintenance of the Trail and Washroom Facilities • 4.1 Pickering shall, at its cost and expense, maintain the Trail and the Washroom Facilities, including any of Pickering's installations and improvements on the Trail or to the Washroom Facilities. 4.2 Pickering shall, at its cost and expense, carry out the normal day-to-day maintenance _ activities of the Trail, including but not limited to snow clearing, grass cutting and garbage removal. 4.3 Pickering shall, at its cost and expense, carry out the normal day-to-day maintenance activities of the Washroom Facilities, including but not limited to inspecting and 57 TT y I - : . El OS- ►s - 3 - cleaning the Washroom Facilities and stocking the Washroom Facilities with the necessary supplies and equipment. 4.4 Pickering shall not pile snow on any of the adjoining lands owned by York and/or Durham or pile snow on or adjacent to the Trail which would interfere in any way with any works of either York or Durham on the Lands. 4.5 If York or Durham is of the opinion that Pickering is not properly maintaining one or both of the Trail and the Washroom Facilities, then York or Durham may give notice to Pickering to that effect. If the condition is not remedied within thirty (30) days, the party giving notice to Pickering may, without further notice, enter upon one or both of the Trail and the Washroom Facilities for the purposes of maintaining it and any costs incurred by such party by reason of doing so shall be paid to such party by Pickering forthwith upon demand. Such entry by York or Durham shall not be deemed to constitute a rescission or suspension of this Agreement. 5. Assignment 5.1 Pickering may permit members of the public to use the Trail and the Washroom Facilities for public recreational purposes, but Pickering shall not assign this Agreement, or any portions of this Agreement, without the prior written consent of York and Durham, which consent may be arbitrarily or unreasonably withheld. 6. Indemnification 6.1 Pickering shall assume all liability and obligation for any and all loss, damage, injury, including death, to persons or property that happens as a result of or arises out of the use and occupation of the Trail and the Washroom Facilities by Pickering or members of the public. 6.2 Pickering shall at all times indemnify and save harmless York, its officers, Council members,partners, agents, and employees from and against all such loss, damage, or injury and all actions, suits, proceedings, costs, charges, damages, expenses, claims, or demands arising from or connected with the use and occupation of the Trail and the Washroom Facilities by Pickering or members of the public provided that Pickering shall not be liable under this Section to the extent to which such loss, damage, or injury is caused by the negligence of York or those for whom York is in law responsible. 6.3 Pickering shall at all times indemnify and save harmless Durham, its officers, Council members, partners, agents, and employees from and against all such loss, damage, or injury and all actions, suits, proceedings, costs, charges, damages, expenses, claims, or demands arising from or connected with the use and occupation of the Trail and the Washroom Facilities by Pickering or members of the public provided that Pickering shall not be liable under this Section to the extent to which such loss, damage, or injury is caused by the negligence of Durham or those for whom Durham is in law responsible. 7. Insurance 7.1 During the Term of this Agreement, including any renewals, Pickering shall obtain and maintain in full force and effect,the following insurance coverage taken out with 58 ATTACH E N E#.�--��. S4:R.:.F f i E;LiJ V c6f ' - 4- insurance companies licensed to transact business in the province of Ontario.and in all respects shall be satisfactory to York and Durham's respective Insurance and Risk Managers: (a) Commercial General Liability Commercial General Liability ("CGL") insurance shall include York and Durham as additional insureds with limits of not less than Five Million Dollars ($5,000,000.00) inclusive per occurrence for bodily and personal injury, death, and damage to property including loss of use hereof. Should such policy have a General Aggregate, the minimum acceptable aggregate shall be ten million ($10,000,000.00). CGL insurance shall include cross liability & severability of interest clauses, products & completed operations coverage, sudden & accidental pollution liability, and standard non-owned automobile endorsement including standard contractual liability coverage. (b) Automobile Liability Automobile Liability insurance in respect of licensed vehicles shall have limits of not less than two million($2,000,000.00) inclusive per occurrence for bodily injury, death and damage to property. Coverage shall be in the form of a Standard owner's form automobile policy providing third party liability and accident benefits insurance and covering licensed vehicles owned,leased or operated by or on behalf of Pickering. York and Durham shall accept in place of the above-mentioned insurance coverage, a combination of primary liability limits and umbrella insurance or excess liability limits which meet the CGL, General Aggregate and Automobile Liability coverage • limits noted above. Pickering shall provide proof of such insurance coverage to York and Durham,prior to or upon execution of this Agreement,and upon request by York or Durham thereafter. Such proof shall be evidenced on York's and Durham's respective Certificate of Insurance forms. Pickering shall also ensure that all of its contractors, and any other third party for whom Durham is in law responsible relating to this Agreement, shall obtain and maintain in full force and effect the insurance coverages required in this Section 7.1 and shall provide proof of such insurance coverage to York and Durham, upon request, on York's and Durham's respective Certificate of Insurance forms. 8. Notice 8.1 Any notice or communication to be given in connection with this Agreement shall be given in writing and shall be given by personal delivery, registered mail, or facsimile addressed as follows. (a) to York: , The Regional Municipality of York 17250 Yonge Street Newmarket, ON L3Y 6Z1 Attention: Mike Rabeau,Director, Capital Planning and Delivery 59 5 • (b) to Durham: The Regional Municipality of Durham 605 Rossland Road East Whitby, Ontario L1N 6A3 Attention: John Presta, Director of Environmental Services (c) to Pickering: The Corporation of the City of Pickering Pickering Civic Complex One The Esplanade Picking, Ontario L1V 6K7 Attention: Richard Holborn, Director, Engineering&Public Works • 8.2 Any party may change its address for service by notice in writing to the other parties. 8.3 Any communication shall be conclusively deemed to have been given on the day it is delivered in the case of personal delivery, on the actual date of receipt in the case of registered mail, and on the next Business Day after the day on which it is sent in the case of facsimile transmission. 9. General 9.1 Time shall be of the essence. 9.2 This Agreement shall be binding on and enure to the benefit of the parties and their respective permitted successors and assigns. 9.3 This Agreement shall be construed in accordance with the laws of the Province of Ontario. • 9.4 This Agreement shall be subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act,R.S.O. 1990, c.M.56, as amended. 9.5 This Agreement may be executed in counterparts, each of which shall be deemed to be an original and all of which taken together shall be deemed to constitute one and the same instrument. Counterparts shall be accepted in original, electronic, or • facsimile form, and the parties to this Agreement adopt any signatures received by receiving facsimile or electronic mail as original signature of the parties. (The remainder of this page is intentionally left blank) 60 A T T A C H -. -)F'.%:PO=_.,..#_ _-NI V D'15 of S _ 6_ This LICENCE AGREEMENT is effective on the date written above. Authorized by: THE REGIONAL MUNICIPALITY OF YORK Report of the.Chief Administrative Officer, adopted by Regional Council June 24, 2010. Name: Erin Mahoney Title: Commissioner of Environmental Services Approved . by Solicitor: THE REGIONAL MUNICIPALITY OF DURHAM Name: Title: • Name: Title: I/We have authority to bind the corporation. THE CORPORATION OF CITY OF PICKERING Name: Title: Name: Title: I/We have authority to bind the corporation. YORK#2975905 61 ATTACH €EN€f _. :ITP CNC7 08-- 5 Schedule"A" Legal Description of the Trail PIN NO. 26328-0015 Lots 1-11, P1 440;Lots 1-11, P1 422;Pickering PIN NO. 26328-0028 Lots 12-34, P1 422;Pickering PIN NO. 26328-0034 Lots 14-18, 46-60 and Block C,Plan 406;Pickering • PIN NO. 26328-0030 Blocks A&B, Plan 422;Pickering PIN NO. 36238-0023 Lots 12-17, 20-22 and Block A;Pickering PIN NO. 26328-0016 • Lots 18 and 19, Plan 440;Pickering PIN NO. 26328-0004 Part Lot 17, Range 3, Con Broken Front Pickering,Pts 1, 2, 3, 4, & 5, Exprop P1 278 Except Pt 1 40R3162;Pickering PIN NO. 26328-0006 Part of Lot 16, Range 3, Con Broken Front Pickering, Pt 6 Exprop P1 278 Except Pts 1, 2, 3 &4, 40R2576;Pt Lt 15, Range 3, Con Broken Front Pickering, Pt 6 40R2576;Pickering PIN NO. 26328-0012 Part of Lt 16, Range 2,Broken Front Pickering, Pts 3, 4, 5, 6, 7, 8 &9, Exprop P1 279;Pickering • 62 - • ATT.ACts-f-nr:NT# 1 , . RFP0274, i'-?t\IQ) °8....IC' N e rr......., - . 0 ••■.... a.-...C4.......12■... • . ' . Schedule"B" . . Sketch of the Trail • . • - .. . • • -.•— . . . • • . . . 09 t Mc-KAY ROAD \. 4 • •-o—%. ... .. . . • ' 1..,alit....; PARK ROAD /". • , . . . . . . . . C . • • . . . . . ' . .• . 0 0 • • • .. . 0 ' -' ' D 0•" -s 0 ,-t•A"A- . 00 .. , . R. 3 <2,• ca . . . . • -- g4 11 -T3 0 - •.- • . . • •• tt': c) ■ - • x . . . • . c") 0 › . • -. -.,. - • • - ,- . 9, fil. c . -‹ . . . , „... . • . . • . -, -4... . 0. . . , • . . . . • . . • \'''', IOU . . 0 . .: .. - ‘,-• . .., - • ••• -..c2-6. . :1 • . ). 0 . • . . . . • . - •• - • . ,- . --. ••• • • II-cst _ , 0:".,..3 - • . • . - . - -. . • - , IN' 0 C:f • • . - . .. . ' -' • ' . . ' (''''.• 2 .. . . • • •• • , .. .. . . -:. . . . . . • — - .- ' . 0_01 iREGION fg-.-- . .• . .: ' • • 1r- •0, i •04022(TRA) • 1. E,C- . : - .. ' . '' . • ' .-. • . .,-, . . . ' .• .-., X FRISCO ROAD: ' -..-:: .':-.. • . • ' . _F--.' • • - . • ,. . . -- • . . , • • . - - .• I , . -1 • i'l.• . '. .• .. , -:13akki - ©•I •• : .. .. .- .. • . • - • . ••4, • • • • • • • . • • • 63 • • City 00 A -AChilviENT# OS - / r / Engineering & Public Works entuar Department • Attachment for Report ENG 08-15 Waterfront Trail Construction FELDSPAR ) bJ COURT McPHERSON COURT r) 0 o / - /0 = ,M c KAY ROAD 0 0 cr■ 0 York-Durham >- Duffin Creek Water Pollution %o CO Control Plant .4-1N-111‘4, MONK 0 MERY 2/E trZ 1115 VE=4 WI KC ZES sitg. PARK-ROAD ROAD >1 0 CC 0 0 2 0 0 o CC Linton Farmhouse 0 Washroom Facilities 0 2 I • •1/4 NN al 0"*, L, PICKERING 4r*t GENERATING STATION 6 40114.10. ita tr, &wt. (OPG) •al 0°# -Waterfront Trail LAKE ONTARIO Location Map 64 X00 Report to Executive Committee PICKERING Report Number: ENG 09-15 • Date: May 11, 2015 • From: Richard Holborn Director, Engineering & Public Works Subject: Heathside Crescent and Autumn Crescent, Proposed Stopping and Parking Restrictions - Amendment to By-law 6604/05 - File: A-1440 Recommendation: 1. That Report ENG 09-15 of the Director, Engineering & Public Works regarding the proposed stopping and parking.restrictions on Heathside Crescent and Autumn Crescent be received; 2. That the attached draft by-law be enacted to amend Schedule "1" and Schedule "2" to By-law 6604/05 to provide for the regulation of stopping and parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to address the proposed installation of stopping restrictions on sections of Heathside Crescent and parking restrictions on sections of Autumn Crescent. Executive Summary: In response to traffic concerns by area residents, and after review and a consultation process, Engineering & Public Works staff are proposing stopping restrictions on both sides of Heathside Crescent from Glenanna Road to Longbow Drive, and parking restrictions on sections,of Autumn Crescent. Financial Implications: The installation of 'No Stopping' and 'No Parking' signs and posts can be accommodated within the 2015 Roads Current Budget. Discussion: . In response to traffic concerns by area residents, Engineering & Public Works staff are proposing the following updates to the Traffic and Parking By- law 6604/05. • Stopping Restrictions are proposed on Heathside Crescent • Engineering & Public Works staff have received concerns from area residents regarding vehicle access and sightlines on Heathside Crescent from Glenanna Road to Longbow Drive due to on-street stopping and parking of vehicles during pick-up and drop-off times at William Dunbar Public School. In response to these concerns Engineering & Public Works staff investigated potential on-street stopping restrictions on Heathside 65 ENG 09-15 May 11, 2015 Subject: Heathside Crescent and Autumn Crescent Proposed Stopping and Parking Restrictions Page 2 Crescent, particularly from Glenanna Road to Longbow Drive. A letter was sent to the 17 residents on Heathside Crescent that would be affected asking for their input on . potential stopping restrictions. The letter to area residents generated five replies with only 1 resident opposed. Staff contacted the resident opposing the restrictions and indicated that because of the grade and curve on Heathside Crescent just south of Glenanna Road, the stopping restrictions would be recommended to Council as indicated. Based on the investigation and consultation, Engineering & Public Works staff propose stopping restrictions on both sides of Heathside Crescent, between Glenanna Road and Longbow Drive. It is proposed that the stopping restrictions be from 7:30 am to 9:30 am and again from 2:30 pm to 4:30_pm, Monday to Friday. The proposed restriction can be found in Attachment 1. Parking restrictions are proposed on Autumn Crescent Engineering & Public Works staff have received concerns from area residents regarding on-street parking on Autumn Crescent, specifically with respect to sightline concerns on the curves near the westerly intersection of Pineview Lane and the curve on the southeastern corner of the roadway. City staff investigated potential parking restrictions on Autumn Crescent and sent a letter to the 15 affected residents asking for their input. Three residents provided a response of which two responses were in favour of the parking restrictions and one was opposed. The resident opposing the restrictions was later contacted and City staff agreed to minimize the restriction as much as possible on the most southeastern corner of Autumn Crescent. Therefore, based on the results of the investigation and consultation, Engineering & Public Works staff recommend parking restrictions on Autumn Crescent at the following locations: • Southeast corner of the intersection of Autumn Crescent and Pineview Lane (westerly intersection) • West side of the most southeastern corner of Autumn Crescent The proposed parking restrictions can be found graphically in Attachment 2. Draft amendments to the Traffic and Parking By-law 6604/05 are provided in 'Attachment 3. Attachments: 1. Proposed Stopping Restrictions, Heathside Crescent 2. Proposed Parking Restrictions, Autumn Crescent 3. Proposed By-law 6604/05 Amendment— Schedule 1, No Stopping and Schedule 2, No Parking CORP0227-07/01 revised 66 ENG 09-15 May 11, 2015 Subject: Heathside Crescent and Autumn Crescent - Proposed Stopping and Parking Restrictions Page 3 Prepared By: Approved/Endorsed By: .fid Nathan Emery Ri and Holborn, P. Eng. Coordinator, Traffic Operations • Director, Engineering & Public Works Darrell Selsky, CET, CMM III Manager, Capital Projects & Infrastructure NE:mjh Recommended for the consideration of Pickering City Council jytj z7. 2O/5 Tony Prevedel, P.Eng. Chief Administrative Officer • CORP0227-07/01 revised 67 I ATTACH MENT#____L,TO REPORT#_EN o --I I or....._1 • • • . • • - -------...--..... - - '..:4-. .t."*.-"' . . ..f--.-",....;.-- - - . 'if .. —Ira it .. 4. 7K, ,-.. - , ',...fa,..*,'It-_‘•r..„--,,,..7,r.. • 4... ' '-, .,-. . .; ''-.,,...; - '6..,'4. ,,,,_:•, .,. ,:i. -.. •_ .:- ..:•. --.= ,••,:,...--.474;•xl-,-711---.4 43'10- ...',a'It..' -3;"' V' ''.,'' o-,_-••:::-',,,,t. •,, •;.,' : -,-0,, '.. ..i,;,:‘,,,,:,.. .10tr -•:,,, - , .,1i,.z,-,,:pr.--.A.,7.-7;T-1. . -' 4/'_n-,". - - ,- .4.-;.:e'r .-1'..,;,... ;4.,. . .", A : f.:,..;:<''' '' - .' 7...';-. •;.,;. 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'...-:- •,,-41:li-;'-,' -4,;-4,4:41":4 - ,, ,.„,,,-- ..-:: ,14,--41.,.,E,..:.' .,__... \,.. • K 4.'V,:•;14,6,-,,,., .-:,;.?,:-Ie-,',":4t*L-,s,:r,,,'",:-...''''V,.„,.,'....;.:',:•---.-,-' ,:i„.-. .,.i...0-?4,0,,,,,' ' ;., . % .; ..T.,:,,,,,,,,,,,,i4. . ,.',4h-r.'-., %-.-..,,,.;';-. ...„0.:,..._:-.......ts., -..„.- .. ,- . . -..-..,-..,..-,..,.....:,..... ,..-tr,- ..4...,.,.,,c7.3.i.....:.'.. #V Stopping Restrictions _ - ,, , .1 .,...4_,...„.. .,e,,, ,1 :'' Monday -Friday .4.::,- ----:, , - _. -, -- j,,.. -.-:., - .. - : ,, ....-1,4'..;--.'f'••-<„,,;;,,,4 ( ,1 '44‘1' 7:30 am - 9:30 am ,._._ . , ---i 2.30 pm - 430 pm .,--, - ‘,. . .-_, ...i. ;.-. ..- ,-, 4 .,,::,4‘,--N3/4-;,--,.. --- '-'',--•,-.-'=--.-------,'•,', --1.- ..,4_,„.. .,,,,,,...„ r,...;,... -.... . .,,... ,,,... - r\ .,--r. ,,,,,,,,i.-•,-;,.,-,.,0 -','-'-'44:-,--.'..--;---.:.,-4.4:44,-u-,..1- 1 -'-iii:•..•,• ':',.-",--:If .,..--' .4,,--.'•.-..--. <,•,-,•,„.L'i:-.--_--...07-04 - e.-••,-3' . 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"6 9 rIP • • 3 eNiel 09- 1 s" The Corporation of the City of Pickering • By-law No. Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. Whereas, By-law 6604/05, as amended, provides for the regulating of traffic and parking on highways, private property and municipal property within the City of Pickering, and Whereas, it is deemed expedient to amen Schedule 1 and Schedule 2 to By-law 6604/05 to establish "No Stopping" zones on a portions of Heathside Crescent and "No Parking" zones on portions of Autumn Crescent. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: • 1. Schedule 1 to By-law 6604/05, as amended, is hereby further amended thereto by the following: Schedule 1 • No Stopping Column 1 Column 2 Column 3 Column 4 .Highway Side Limits (From/To) Prohibited Times or Days Add Heathside West Glenanna Road to 7:30 a.m. to 9:30 a.m. Crescent 95 metres south 2:30 p.m. to 4:30 p.m. thereof Monday to Friday Heathside East Glenanna Road to 7:30 a.m. to 9:30 a.m. Crescent 110 metres south 2:30 p.m. to 4:30 p.m. thereof Monday to Friday • 70 ATTACHMENT# TOREPORT# NCB 09- 15 .of Page 2 BY-LAW NO 2. Schedule 2 to By-law 6604/05, as amended, is hereby further amended thereto -by the following: Schedule 2 - No Parking Column 1 Column 2 Column 3 Column 4 . Highway Side . Limits (From/To) * ° Prohibited Times • or Days Add Autumn • East Pineview Lane Anytime Crescent • (west intersection) to • 25 metres south thereof Autumn West 60 metres south of Anytime Crescent Pineview Lane (east intersection) to 80 metres south of Pineview Lane (east intersection) 3. This By-law shall come into force on the date that it is approved by the Council of the City of Pickering and when signs to the effect are installed. By-law passed this 19th day of May, 2015. David Ryan, Mayor Debbie Shields, City Clerk • 71 City 00 Report to FA5 Executive Committee PICKERING Report Number: FIN 11-15 Date: May 11, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2015 Tax Rates and Final Tax Due Dates for all Realty Tax Classes, Except for Commercial, Industrial.and Multi-Residential Realty Classes Recommendation: 1. That Report FIN 11-15 of the Director, Corporate Services & City Solicitor regarding the 2015 tax rates be received; 2. That the 2015 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 25, 2015 and September 25, 2015 excluding the industrial, multi-residential and commercial realty tax classes; 4. That for the year 2015, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the University or College, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1St ; 5. That the attached By-law be approved; 6. That the Division Head, Finance &Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Adoption of the above Recommendations and the attached By-law provides for the approval of tax-rates required to raise the levy approved in the 2015 Current Budget of the City of Pickering and to levy taxes for School Boards and for the Region of Durham. This is for all realty tax classes except for commercial, industrial and multi-residential which will be dealt with later this year. 72 FIN 11-15 May 11, 2015 Subject: 2015 Tax Rates and Final Tax Due Dates for all Realty Tax Classes, Page 2 Except for Commercial, Industrial and Multi-Residential Realty Classes Financial Implications: Adoption of the recommendations and passing the By-law will allow staff of the Finance Division to bill the Final 2015 levy for all properties except for the industrial, commercial and multi-residential tax classes which will be dealt with later this year. Passing of the by-law will assist the City of Pickering to meet its financial • obligations and reduce any borrowing costs. This levy also raises taxes for the Region of Durham and the School Boards. Discussion: The 2015 final tax billing process will consist of two separate components: 1. Residential and residential-related (farm, managed forest) properties; and, 2. Commercial, industrial and multi-residential realty classes. Later this year, a report will be presented to Council asking for Council's approval to bill the non-residential tax classes. The non-residential tax classes are subject to tax capping and Pickering's staff, in conjunction with the other lower tier municipal tax staff and the Region's finance staff, will be working on the tax capping calculations during the next few months. Implementation of New Property Tax System On May 1st, the City implemented its new property tax system. The new system will accommodate the planned population growth of Seaton (60,000) and downtown intensification (8,500). The new property tax system offers greater functionality and capacity and should automate many previously manual processes, creating additional processing capacity. Taxation staffing resources are applied to maintain the existing property tax system and service levels/collections in an environment where staffing levels have been frozen for over 16 years and the property tax"customer" database has increased by over 14.5% during this same period. (Taxation staff have over 10,000 direct customer contacts per year (phone and counter). The City currently offers two Pre-Authorized Payment Plans or (PAP): 11 month and due date. Effective, June 1St, the City will be offering two new PAP programs and changing the 11 month program to a 12 month program. The PAP plan changes are a result of numerous request from Pickering residents. On a daily basis, taxation staff receive queries regarding a 12 month PAP program. The proposed new PAP changes are: move to a 12 month plan, introduce amid-month PAP and add a PAP date that more closely follows the date of government deposits (pension cheques). With introduction of the new property tax system and its expected efficiencies, taxation - staff believe that the PAP changes should be promoted and offered at the same time. The advantage of this approach is that it avoids confusion. Currently, the City offers an eleven month PAP program with funds being withdrawn on the first day of the month 73 • FIN 11-15 May 11, 2015 Subject: 2015 Tax Rates and Final Tax Due Dates for all Realty Tax Classes, Page 3 Except for Commercial, Industrial and Multi-Residential Realty Classes from January 1st up to and including November 1st. The month of December was used as an administrative "clean-up the paper work" month. With the new system, the amount of"paper work clean up"will be reduced and therefore, the City can now offer a 12 month PAP program. Many individuals are paid on a semi-monthly basis. To accommodate this, Taxation staff will now offer a mid-month PAP program with a withdrawal date of the 16th of each month. This new program will make it more convenient for these individuals to join a PAP. Many pensioners are paid on the first or second day of the month. Sometimes the pension deposit may arrive a day or two late, especially if the recipient does not use a major Canadian financial institution. Therefore, staff are introducing a PAP program with a withdrawal date of the 8th of each month. Every existing PAP account will automatically be transferred to the 12 month program. The property taxpayer will have to contact taxation staff if they would like to participate in the pension (8th day) or semimonthly plan. The PAP taxpayer will receive a special brochure with their final property tax bill that will outline the various PAP options. These new customer service initiatives should result in more individuals participating in the PAP program. The new taxation system enables the City to set up a PAP plan for any day of the month up to the 30th City's Net Tax Levy and Tax Rate Increase The City's 2015 budget provided for an average property tax increase of 3.79% and was adopted by Council through Corporate Services Report FIN 07-15. The 2015 Council approved budget levy of$55,336,613 plus assessment growth of$449,000 translates into the total property tax levy of$55,785,613. The Region's tax increase for Pickering is 0.56% and the School Board increase is zero, resulting in a total average residential increase of approximately 1.65%. The property tax rates are calculated based on the respective municipality's budgets (Pickering and Durham Region). The tax rate itself is defined under section 306 of the Municipal Act and it is to be calculated to eight decimal points. The City's 2015 residential tax rate is the lowest of all of the Durham Lakeshore municipalities and Pickering has had the lowest the tax rate for 18 years. Tax Due Date Instalments Recommendation 3 provides for the due dates for the payment of residential taxes being June 25, 2015 and September 25, 2015. The table below lists the tax instalment due dates for the last three years. 74 FIN 11-15 May11, 2015 Subject: 2015 Tax Rates and Final,Tax Due Dates for all Realty Tax Classes, Page 4 Except for Commercial, Industrial and Multi-Residential Realty Classes Year 1st Instalment 2nd Instalment 2015 June 25, 2015 September 25, 2015 2014 June 26, 2014 September 26, 2014 2013 June 27, 2013 September 27, 2013 • 2012 June 27, 2012 September 27, 2012 Communication Strategy In addition to mailing the tax bills, the City will advertise the tax instalment due dates on the City's webpage, the Pickering News Advertiser and any other communication' channels as deemed appropriate, prior to each tax due date. Other Recommendations 2 and 3 provide for the levying of all tax rates on all classes of property, except for the non-residential properties where the tax rates and the property taxes will be billed at a later date, because the "claw back" percentages have not yet been determined. Therefore, staff will bring a separate report to Council for the non- residential billing in May or June. Staffs preliminary estimate for the final non-residential due date is September 25, 2015. Recommendation 4 provides for the levying of an annual tax for institutions designated under section 323 of the Municipal Act. In the fall of 2013, the Ministry of Training, Colleges & Universities (MTCU) implemented a new enrolment system for colleges, which resulted in Durham College of Applied Arts and Technology (CAAT) being reported under the City of Pickering. Each year the Ministry of Municipal Affairs and Housing (MMAH) provides a listing of institutions and their respective capacity figures as of December 31st of the prior year. The Minister of Training, Colleges and Universities prescribes the amount to be levied for each full-time student enrolled in the college. The institution is billed directly, and levies are payable on or after July 1st each year. It is estimated that the gross billing under recommendation 4 is approximately $9,750. Changes to the Billing Schedule Recommendation 5 will allow the Division Head, Finance &Treasurer some latitude, limited by.Provincial legislation, in effecting whatever changes may be necessary in order to ensure that the taxes are billed properly and in a timely fashion. Recommendation 5 will be used only if required to meet Provincial legislative requirements, such as the requirements in subsection 343(1) of the Municipal Act that property owners must have at least twenty-one days notice to pay their taxes. A further report to Council will be prepared if there is any substantial change proposed to the billing of the final taxes. 75 FIN 11-15 May 11, 2015. Subject: 2015 Tax Rates and Final Tax Due Dates for all Realty Tax Classes, Page 5 Except for Commercial, Industrial and Multi-Residential Realty Classes Attachments: 1. By-law to Establish the 2015 Tax Rates and Final Instalment Due Dates for All Realty Classes Except Non-Residential Prepared By: Approved / Endorsed By: :\C'Lr U(01-crfr Karen Uphoff Stan Karwowski (Acting) Supervisor, Taxation Division d, Finance & Treasurer Paul Big' i Director C rp ate Services & City Solicitor Recommended for the consideration of Pickering City Council Aptii/J1/ / 27, zoos Tony Prevedel, P.Eng. • Chief Administrative Officer • 76 ATTACHMENT#, d TO REPORT#f'lhs )I-tS The Corporation of the City of Pickering By-law No. Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2015 and to establish the Tax Rates necessary to raise such sums and establish the final due dates for the residential, pipeline, farm and managed forest realty tax classes. Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c25, as amended, to pass a By-law to levy a separate tax rate on the assessment in each property class; and, Whereas the property classes have been prescribed by the Minister of Finance under the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and, Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, to levy on the whole ratable property according to the last revised assessment roll for The Corporation of the City of Pickering the sums set forth for various purposes in Schedule "A", for the current year; and, Whereas the Regional Municipality of Durham has passed By-law No. 13-2015 to establish tax ratios, and By-law.15-2015 to adopt estimates of all sums required by The Regional Municipality of Durham for the Durham Region Transit Commission, and By-law 16-2015 to set and levy rates of taxation for Regional Solid Waste Management, and By- law No. 14-2015 to set and levy rates of taxation for Regional General Purposes and set tax rates on Area Municipalities; and, Whereas the Province of Ontario has provided the 2015 education tax rates for the realty classes; and, Whereas sub section 342(2) of the Municipal Act, 2001, S.O. 2001, c25, as amended, permits the issuance of separate tax bills for separate classes of real property for 2015; and, Whereas an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law No..7401/15 before the adoption of the estimates for the current year); Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. For the year 2015, The Corporation of the City of Pickering (the "City") on March 23, 2015, approved Council Report FIN 07-15 and corresponding schedules and attachments as presented, resulting in a taxation levy of$55,785,613. • • 77 By-law No. Page 2 2. For the year 2015, the City shall levy upon the Property Classes set out in Schedule "A", the rates of taxation as set out in Schedule "A", for the City of Pickering, the Region of Durham and for Education purposes on the current value assessment as also set out in Schedule "A". Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3. The levy provided for in Schedule "A" shall be reduced by the amount of the interim levy for 2015. 4. The Tax Levy due dates for the Final Billing be June 25, 2015 and September 25, 2015 for all classes excluding the non-residential tax classes (commercial, industrial and multi-residential). 5. The Treasurer is hearby authorized to accept twelve monthly electronic payments commencing January 1st and ending December 1st inclusive. Failure by the taxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 6. The Treasurer is hearby authorized to accept twelve monthly electronic payments commencing January 8th and ending December 8th inclusive. Failure by the taxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 7. The Treasurer is hearby authorized to accept twelve monthly electronic payments commencing January 16th and ending December 16th inclusive. Failure by the taxpayer to pay any one monthly part payment, will invoke the late payment charges as outlined in the Municipal Act and confirmed by the City through By-law every year. 8. For the year 2015, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the university or college, as determined by the Minister of Training, Colleges, and Universities, payable on or after July 1st in accordance with section 343 of the Municipal Act. 9. If any section or portion of this By-law or of Schedule "A" 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 and of Schedules "A" continue in force and effect. • -10. This By-law comes into force on the date of its final passing. 78 By-law No. Page 3 By-law passed this 19th day of May 2015. 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X C . 'C CO C L J a ' N C • a a • 9� a •0 a) N a) CL .2 _1 -6 -0 c co co co _, Cn . co m 0 F- N U C co a) a) •C C ■ m. C m L N Uxx w N -� a) L X 'C C Y V U) as E L to F- ELL ro > c 1- (n m 2 3 :° c c L to F- c CA C C C G C m = L N • F-- J N C C m m • o. U m a) 5 c - m z a) 6 0 a) m u w F- C c c m a; a) U o F- 0u_ Hliu. u_ 0u_ 0C9 � v)= — � 3 X >m m o m m m m m m m 'o Li LL m Cn m w > U` z N a a m m m m m .co I •I ° •I •� 4 0 '� a0i a) = v , 'a ••o o• o C C C C F- m a) a`) a) a`) a`) a) 0) m - - () w c C c C F- ti vvv EEEEEEEEmu) inwu)Smdda) Li- ca 'o to C o w w € E E E E E E E E E 0 0 7 7 D) o) O 2) :a c a) a) m a) co m o 0 0 0 0 0 0 0 •0 '0 -o 'o '0 m m m m 0 ' E C e C e Ce Ce rJ.. Li U U U U U C) U U O C C C C C J J J J F C7 I-- LL C_ CD SLL aa2 Cl- CD > 3> N -, S = a.YC'J � Y - cAZ • a' a a a a L L Ll U U C) U U U U U � J J J J 81 C` 00 Report to = - Executive Committee PICKERING Report Number: FIN 12-15 Date: May 11, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Investment Portfolio Activity for the Year Ended December 31, 2014 Ontario Regulation 438/97 under the Municipal Act, 2001 Recommendation: It is recommended that Report FIN 12-15 of the Director, Corporate Services & City Solicitor regarding Investment Portfolio Activity for the Year Ended December 31, 2014 be received for information. Executive Summary: The following report and attachments represent a summary of the investment activity and year end balance in the portfolio. Investment activity for the year 2014 totaled approximately $260.4 million with a year end balance in the portfolio of approximately $102.7 million. Current Fund investments are limited to one year or less and Reserve Funds to 10 years or less under the Council approved policy. As discussed below, overall returns on the City's portfolio remain low due to continued low interest rates during 2014, however, the returns still compare favourably to market benchmarks. Over the last decade, the City's returns have generally exceeded comparative benchmarks. Financial Implications: Total investment income, including bank account interest for 2014 was $1.45 million (2013 - $1.37M) of which $530,000 (2013 - $222,000) was for Current (Operating) Funds. The balance of the income was allocated to the various reserve funds. Discussion: The City's investment portfolio is comprised of two main components: (i) Reserve Funds; and (ii) Balances available in the Current Fund, when not required to meet current operating expenditures. This latter balance can vary greatly depending upon many factors including the timing of the receipt of property taxes and levy payments to the School Boards and the Region. • 82 • FIN 12-15 May 11, 2015 Subject: Investment Portfolio Activity for the Year Ended December 31, 2014 Page 2 Ontario Regulation 438/97 under the Municipal Act, 2001 Investments are undertaken as one consolidated pool of funds and interest earned is credited back to the appropriate funds. The Treasurer of the City of Pickering is required under Provincial Regulation 438/97 to report certain information and opinions to Council. The schedules to this report are included as part of that Regulation's information requirements. The portfolio balance at December 31, 2014 of$102.7 million (2013 - $86.4M) is higher than the prior year. Sale of land in Duffin Heights at end of October, debt proceeds in July and supplementary tax due dates at the end of November and the end of December all contributed to the increase in the investment portfolio balance over 2013. This led to a short-term investment balance at the end of 2014 of$49.5 million (2013 - $47.2M) and an increased long-term investment balance of$49.2 million (2013 - $36.2M). The portion of the investment portfolio invested with TD Wealth primarily consists of Guaranteed Investment Certificates (GIC). The interest rates ranged from 1.25% to 1.71% which is higher than the interest rates for Banker's Acceptances or Deposit Notes, however, GIC's are less liquid than these other investment instruments. The net performance on TD Wealth's portion of the portfolio is 1.45% The return on the portfolio maintained with Nesbitt Burns increased slightly in 2014 with a weighted yearly rate of return of 1.51% (2013— 1.23%) on the combined short-term and long-term investments. This was primarily a result of a slight increase in rates from the beginning to the end of the year combined with a larger amount of funds available to invest in the portfolio from the land sale and debt proceeds. Investment parameters are much narrower for the City than permitted for money market funds due to the Municipal Act and Regulations limiting the selection of qualified investments for municipal entities. Furthermore, staffs approach tends to be conservative, given that they are investing public money. Notwithstanding these restrictions, the annual returns from both Nesbitt Burns and TD Wealth outperformed the annual returns for the CIBC World Markets 91-Day T-Bill Index (0.91%) and the Morningstar Canadian Money Market Mutual Fund Index (0.57%). These indices are deemed to be comparative benchmarks for reviewing the portfolio's performance and are considered the standard for analysis of investment funds in the industry. The average return on interfund investments (internal loans) was 2.7% (2013- 2.7%). At year end 2014, the total portfolio of approximately $102.7 million, consisted of . approximately $49.2 million or 47.9% in external long-term investments and approximately $4.0 million or 3.9% in Interfund Investments (Internal Loans). The balance of approximately $49.5 million is short-term investments of 90 days or less. All investments were made in accordance with the Investment Policy approved by Council. 83 FIN 12-15 May 11, 2015 Subject: Investment Portfolio Activity for the Year Ended December 31, 2014 Page 3 Ontario Regulation 438/97 under the Municipal Act, .2001 Attachments: 1. Investment Activities for 2014 2. Outstanding Investments as at December 31, 2014 3. Portfolio Performance- Correspondence from TD Wealth 4. ' Portfolio Performance Review- Correspondence from BMO Nesbitt Burns Prepared By Approved/Endorsed By: Kristine Senior Stan Karwowski Manager, Accounting Services Divis'a Head, Finance &Treasurer Paul Bi•,.: Direcisr, or.irate Services & City Solicitor Recommended for the consideration _ of Pickering City Council diji 2.3 20 is Tony Prevedel, P.Eng. 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Ko-m • mom cD ID • CD Doom rF 897 ATTACHMENT lit 4 TO REPORT# 1 Ia-IS BMO 0Nesbitt Burns - Private Client Division • Mr.Stan Karwowski April 10,2015 Division Head,Finance and Treasurer Corporate Services Department,City of Pickering 1 The Esplanade,Pickering ON L1V 6K7 Dear Stan, • Account Reference: The Corporation of the City of Pickering (A/C#365-13206-10) • The following is an overview of City of Pickering Account at BMO Nesbitt Burns.The review includes the rates of return for the account for Calendar 2014 as well as historical annual rates of return for the previous 9 years dating back to 2004.Additionally I have also included both Economic and Capital Markets commentary for 2014 and comments and discussion looking forward in 2015 from some of BMO Nesbitt Burns top analysts and strategists. 5 Big Surprises from 2014 and 5 Big Trends for 2015 Douglas Porter CFA-Chief Economist 19 Dec 2014 This year saw a swirling assortment of financial market concerns,culminating in mildly disappointing global growth yet again.We started the year with the Canadian dollar tumbling out of the gate,repeating that act late in 2014,and posting one of its deepest annual declines on record.Sliding global bond yields, largely dragged down by persistent Euro Area woes and Russia's belligerence,dominated the late winter and spring.Then,a resurgent U.S.dollar, led by divergence between the U.S.economy and the rest of the world, prompted a new set of global concerns.Through the Fall,the dramatic plunge in oil looked to be the story for the year,and the most important development heading into 2015. Russia's turmoil had the final say,with the steep drop in the ruble threatening not just its economy but some temporary spillover to other emerging markets.Amid those many moving parts, here are what could be considered the five biggest surprises,or most unusual economic stats,for an interesting year. 1. Oil prices suffered one of their largest annual declines on record, after holding up surprisingly well in the first half of the year.WTI and Brent plunged more than 40%,with only 2008 posting a deeper full-year drop(Chart 1). Everyone seems to have their favourite theory as to why prices fell so fast.But, abundant North American supplies, Libya's export resumption,the end of QE,growth concerns in Europe,Japan and China,and OPEC's blatant unwillingness to support the market all fit the bill. In other words,a bit of demand weakness,and a lot of supply strength.Another commodity surprise:gold managed to hold almost steady in a year of broad resource price weakness, US$strength,and concerns over low inflation. 90 Oil Plite-Svkilti West Texas Intermediate (yly chs r ng) Crude Oil Prices 167 OPEC =_ Asian naradal Market Crisis Wreck -Crisis 123 Share I J War 53 I i I -43 "-al- , latest -y5 90 95 00 05 10 15 Shading indicates p-aric s of U.5_recession 2..Ten-year U.S.Treasury yields fell more than 80 basis points for the year,almost the opposite of what the consensus expected.This took yields back to levels before the taper tantrum in May 2013—even as tapering unfolded exactly on schedule(Chart 2).The gravitational pull from sliding European yields was probably the biggest surprise,and easily offset a stronger U.S.economy. By year's end,Germany was paying just 0.6%for 10-year money,France 0.9%,Spain 1.7%and Italy 1.9%,all making the U.S.offer of 2.2%look good by comparison.Canada's outmatched the Treasury yield drop which,itself,was a mild surprise,and reflected a persistently dovish Bank of Canada stance.Greece was the outlier(of course)as its yields rose on late-year political uncertainty. than Up then,.�€i3R(1l = — - (percent) 10-year(iovernment Band Yields 325 • 4 3.03 2.75 2 50 7 Canada az 2.00 F' 7.75 Taper Tantrum begins latest 150 13 14 91 3. Defying ongoing calls of an imminent correction (or worse), Canadian housing surprised to the high side,yet again.Perhaps the strangest stat of the year is that Canadian home prices rose—from what were already widely seen as overvalued levels— by more than U.S. home prices in 2014. Perhaps most surprising,Toronto posted the largest annual increase in average transaction prices(+8%)among the largest 26 cities in Canada.Thus,the city that was often cited as being the most overbuilt and the most vulnerable was,in fact,the hottest market in the country. Notably,its condo vacancy rate fell to 1.3%and rents picked up while starts eased further,suggesting a correction is not around the corner in the closely watched market.Calgary may be another story... 4. Canada went from one of the lowest inflation rates in the world in 2013,to one of the highest among industrial economies in 2014. BoC Governor Stephen Poloz suggested at the start of the year that too-low inflation was his biggest concern,after a year when CPI rose just 0.9%.But,a tumbling loonie,solid consumer activity and some special factors quickly drove Canadian headline and core inflation above the 2% target by late 2014.This is not a bad thing,as most major central banks are grappling with inflation that's too low for comfort(notably the ECB)and would love to have Canada's current 2%inflation rate.The emerging markets had the opposite problem,(outside of China),as Russia,Turkey, Brazil, India and South Africa are all running with inflation of between 5%and 10%.Thus,for the oil importers,the slide in crude prices is a windfall. 5.The strongest significant stock market in the world was...Argentina,despite its second default since 2002.Aside from that inflation juiced oddity,most major markets more or less followed the lead from their domestic economy(surprisingly).The strongest growing economies,China and India,also had two of the best performing markets,while the two BRICs in or on the verge of recession, Russia and Brazil,were the weakest markets(Chart 3).Within industrial economies, most stuck close to home in 2014,with the S&P 500 near the top amid a solid U.S.recovery. For the TSX,it was a tale of two halves—Toronto was a world leader in the first half of the year,and then was just hanging on to a small annual gain by year's end,skewered by the 40% plunge in oil. Eight of the 10 TSX sectors were in the green for the year, but heavyweights materials and energy were not, largely offsetting healthy gains almost everywhere else. Major Equity Markets (year-to-date+fa change) China __== 45_7 inara 793 Nasdaq 14.0 5U 500 _= 110' Japan =- 83 DJIA =: 7 A - 1s = 58 Germany = 26 Australia -ti_ UK 3_© <; &a?il -43 Russia -4Ez8 4_ _ -60 -40 -20 .0 20 40 60 Scp o we Blca_rrtherg 'as cf 11:00 am, IlEcc-.raivar 19,201.9 92 Given those surprises,one would be forgiven for taking any forecast with a hefty dose of salt. But, here are five major trends we see developing over the course of the next year: 1.The U.S.will be the fastest growing major economy in the world in 2015. While that seems to be a safe call, note that we(and many others)made a similar declaration last year,only to see Canada at least match the U.S. pace,and Britain outdo it. But we look for the U.K.to cool a tad next year,and Canada to be weighed down by the slide in oil(and oil production is four times more important to the economy in Canada than in the U.S.).In fact,we expect Canada's economy to cool slightly to around a 2%growth rate in 2015 even as the U.S. accelerates to a 3%pace—its best in a decade. Not coincidentally,we also look for the widest U.S.-Canada growth gap since 2003,and quite possibly 1996 if Canada weakens a touch further. It's all about oil. 2.The Fed will raise rates in 2015,the first rate move in Obama's presidency and the first hike in more than nine years.Even with much of the rest of the world in flux,we expect the U.S.economy to forge ahead, prompting the Fed to finally move away from the emergency low setting for overnight rates. However, the tightening will be gradual,"as we are calling for a quarter-point hike per calendar quarter through the second half of 2015 and into 2016.If industrial world central banks make a mistake,it's that they will stay too long at the party. In a similar vein,the Bank of Canada may very well do nothing yet again in 2015. 3.The US$will be the strongest currency in the world,again. One would be hard-pressed to find any major or emerging market currency that managed to rise against the mighty greenback in 2014,and that may be the case again next year(Chart 4).The U.S.economy is diverging from much of the rest of the world,and the Fed looks set to diverge from most other major central banks,and the dollar will see the effects. Meantime,we look for some further sag in the Canadian dollar,even after it fell more than 8%in 2014,challenging for its one of the weaker years on record (but doubtful anything will match the 23%drop seen in 2008).Sagging commodity prices and a resurgent US$are all the reasons one would need to look for a lower loonie,but the added weight of perceptions that the Bank of Canada favours a weaker currency is also playing a role. lit - Aazffig Race to the Bono if Major Currencies vs. US$ (year-to-date change) Chinese Yuan 2.7 .._w Soh Korean Wan 7 British Pound -5.6 Canadian Dollar -B.4 .. Australian Dollar -8.6 Swiss Franc South African Rant, -9.4 Mexican Peso 10] Euro 10.8 Brans ian Real -109 japane5e Yen 11.5 :°"":"" s` 5s dash Krona Russian Ruble-445 1 �r -50 -25 -20 -15 -10 -5 0 Sainte Bloomberg(as of 11:00 am_.0ecemer•19,2014) 4.The U.S.jobless rate will drop below Germany's and may push below 5%.While the drop in the U.S. jobless rate from its 10%peak in late 2009 was driven by a declining participation rate early on,that was much less the case recently.In fact,this year's job growth has been the strongest by some measures since 2000.And, over the past four years,the unemployment rate has dropped at a steady pace of 1 percentage point per year— if that's maintained in 2015,which is no stretch with GDP growth picking up to 3%,we could see an • 93 unemployment rate with a 4-handle by late next year.That would be back close to pre-recession lows,and Y Y p , would take it below Germany's rate(Chart 5).The headline rate is already below Canada's,and the similarly measured rates are now almost on top of each other. (percent) Unemployment Rates 12 ice? s� U.5. .Pug. \'\\, Canada Germany 4 'I i 1 ..I......,..' r 1 1 i DS 0- 07 03 09 10 11 12 13 14 Shi di o ia-la cites period of US.r_cessfGrt 5. Regional growth in Canada will shift, possibly dramatically.After a decade of outperformance by Western Canada,the plunge in oil has levelled the playing field, if not even tilted it in Central Canada's favour. Stronger U.S.growth,a weaker loonie,and lower oil prices are all helpful for Ontario and Quebec.We look for Ontario to outpace the national average growth rate for the first time since 2002(when the loonie first started its long ascent).On the flip side,Alberta will see a rare spell of below-average growth.We look for B.C.to quietly climb to the top of the growth ladder, largely unaffected by lower oil prices,and supported by a sound fiscal backdrop.The U.S.will also witness a big switch in regional growth,with the previously piping hot oil-producing states(North Dakota,Texas,Colorado)all coming down to Earth,while the industrial belt benefits from lower oil prices, reviving auto sales and a firming housing market. Bonus call:Same as last year—somebody,somewhere will call for a crash in the Canadian housing market,and they will be disappointed. Canadian Outlook Hinges on U.S. Economy and Oil Benjamin Reitzes-Senior Economist 12 Dec 2014 The Canadian economy performed admirably in 2014,surprisingly outperforming the U.S.with an expected 2.4% expansion.The rotation to exports solidified,with net trade consistently adding to GDP growth.The other parts of the rotation didn't quite turn out as expected. Business investment was weak and is poised to contract after a relatively soft 2013.And,don't look for a near-term turnaround,as the steep drop in oil and base metal prices will weigh heavily on investment—those sectors account for about 30%of private-sector investment. Indeed, while a weaker loonie and stronger U.S.demand(resulting in firmer exports)are significant offsets to the drop in commodity prices,they take time to evolve,and the fall in capital spending is likely to be more immediate. The other half of the rotation is a shift away from consumption and housing. Both sectors were much stronger than anticipated in 2014.Consumption zoomed about 2.7%,driven by record auto sales.We're looking for auto sales to stay near record levels,but that means modest growth in durables spending.And, broader consumer 94 demand will likely grow in line with incomes,as elevated debt burdens will restrain borrowing.Tax cuts from the federal government and lower gasoline prices will provide some spending fuel,allowing consumption growth to keep pace with overall economic growth.The housing market was surprisingly strong again in 2014,continuing to defy calls for a crash or at least a slowdown.Sales activity is on pace for the best year since 2007,and prices keep marching higher.The housing story has been driven by Vancouver,Toronto and Calgary.The latter will see some deceleration in 2015,as the big drop in oil prices cools momentum.With interest rates expected to trend modestly higher through next year,and BoC tightening expected to start late in 2015,housing will likely slow somewhat. On the inflation front,look for some deceleration in early 2015 due to lower energy prices and favourable comparables. However,the projected weakness in the Canadian dollar will provide some offset, pushing import prices higher.That will likely keep core inflation above the Bank of Canada's 2%target early in the year before underlying price pressures ease modestly.Given the economic backdrop,inflation isn't likely to push the BoC into moving earlier. Overall,the Canadian economy will face a significant challenge.in 2015 from the sharp decline in oil prices,with the risks to our call for 2.2%GDP growth tilted to the downside.Growth prospects are dependent on a firming U.S.economy and some upturn in oil prices.The financial backdrop should remain supportive,with only modest policy tightening expected near the end of the year. Lower oil Prices +e 0,'0141rawth Canada phi dho) Real GDP Quarter/ Quartes (LE) y 3 Ft' g E 3 F Year/ Year -O 07 03 C..,9 10 11 12 13 14 15 Chart 4 Provincial GDP Real GDP Growth (permit) Ix4msRdiand Canada 2013 20 and tabradar E R 2@13::.33 • 4 1013 72 2014 '10 2015'- 2013 1.9 r 'Cl!. 23 rn 3 q v J S 2013 2.4 u-3il6e'rm ?97ja!' a a Pri CE Edward 2013 -.- Vµ 2013 21 0 -@34 Wand 2013 2_0 1 X615 �3 c'073 4xx {hit3no -- asmaanwan M Z 2013 13 y 2 013 a0 L�-�, ;:ZD'34 �7-:z ..- New Nava 201 3 .s `-2015 Bainswirk Sorta 2013 -0.5 2013 03 S:T `=2014=-,13 2014 - 1. 2014-2015 from BM0 Capital k ar s Er.on6nlirs torP_nss c'� 3@15::°'1.E 2015:?'=21_:z 95 Commodities Earl Sweet—Senior Economist 12 Dec 2014 Resource markets have reeled in the face of the rising U.S.dollar and investor concerns about the global recovery. BMO Capital Markets'Commodity Price Index has fallen 32%from its post-recession peak in the spring of 2011,led by crude oil(-41%) but also weighed down by metals&minerals(-29%) and agricultural products (-28%). Forest products bucked the trend,rising 7%over that period, bolstered by rising U.S. housing starts. Unless OPEC cuts production,the global oil market will likely continue to face excess supply through 2015,even given our macro outlook that Europe and Japan avoid recession,China's economic expansion remains around 7%, and U.S.economic momentum strengthens to 3%. Investor selling of long positions in oil will keep downward pressure on pricing through the first half of 2015. Low prices will eventually slow the growth of oil output,though this process will be delayed while hedges remain in place and due to the lag between capital expenditures and production.We now expect U.S. benchmark WTI prices to average $63jbarrel in 2015.With the price impacts on supply and demand taking fuller effect by 2016 and global growth maintaining its momentum,we project WTI to rise into the$70 range. Natural gas will face opposing forces over the next year. Some refocusing of drilling by oil and gas companies on natural gas could accelerate supply. However,the boost to U.S.economic growth from lower oil prices will raise the demand for natural gas by industry and power generation.Overall,our projection for U.S.benchmark Henry Hub is largely unchanged in the mid-US$4 range. Precious metals are likely to face further downward pressure from a rising U.S.dollar.Although copper has already fallen significantly,it will likely have to decline further to inhibit supply growth and balance the market, particularly with infrastructure construction moderating in China. Industrial metals should receive support from stronger global economic growth due to lower oil prices.Aluminum and zinc have already rallied in 2014 and should be able to consolidate those gains in 2015. Nickel saw moderate gains through much of 2014,with a setback during the fourth quarter.Stronger global growth and the ban on exports of ore by Indonesia should see nickel register a more meaningful advance in 2015. Crop prices are.expected to pull away from current lows,assuming a return to more normal growing conditions and yields.However,the upswing will unfold gradually,as excess stockpiles from two consecutive bumper crops will take time to work down.Cattle prices should hold near current records during the first half of 2015, but could subsequently lose ground as herd expansion begins to yield animals mature enough to market.Hog prices have already returned to more moderate levels after soaring to record highs in response to the PED virus earlier in 2014. Market conditions look more constructive for wood products in 2015,after a year of false starts,as rising employment and still-accommodative interest rates reinforce the upturn in U.S.housing construction. meanwhile,pulp has outperformed on robust demand and capacity reductions. Newsprint could see some upward pressure as capacity shutdowns outpace the structural decline in demand. Portfolio Performance Review For comparison purposes we have included the following benchmarks that provide the closest representative return data.There are three separate issues that should be taken into consideration when comparing the representative rates of return. First,the guidelines set out in the Municipal Finance Statutes governing your investment policy prohibit you from owning any fixed income investments that are not either government guaranteed or issued by a major Canadian Chartered Bank.Canadian money market funds used to construct the Morningstar Canadian Money Market Index contain a high percentage of higher yielding money market products including investments such as asset backed securities,some of which your investment policy prohibits you from holding.Secondly,your portfolio has a smaller percentage of qualified fixed income investments that are slightly longer than the 1 year maturity period that typically defines money market investments. 96 Finally,in a lower interest rate environment,the portfolio may hold"Step-up Bond"investments which are laddered coupon bonds that have an annual maturity, but are both extendible,and redeemable at the issuer's option on the annual anniversary date.As such these investments can be classified as short term or longer term using the longest final maturity date as the determinant. Annual.Account Return Benchmark Comparisons* nurBMO-NesbittBurns =CIBCWorid Marke#s : 1Vlom�ngstarCanad�an 3 CalendarVear = lcioun3 Return44 B1Day Bill r dex** honey 1til9arke3 lVlutua7 2014 1.51%::.::::::: 0.91% 0.57% 2013 1.23% 0.97% 0.56% 2012 1.37% 0.93% 0.59% 2011 2.49% 0.96% 0.63% 2010 1.25% 037% 0.28% 2009 1.54%::: 0.52% 0.50% 2008 4.92% 3.13% 2.81% 2007 . :::::. 4.27%;: : : ; 4.29% 3.80% 2006 3.81% 3.84% 3.21% 2005 2.51%.: 2.48% 1.87% 2004 4.39%. : 2.27% 1.51% * Return Comparisons are derived from separate third party sources which are believed to be accurate but are not guaranteed by BMO Nesbitt Burns Inc. **Comparative benchmarks have been selected that are most reasonable to use for comparison purposes but are not 100%specific to the investment guidelines followed by the representative account in question. ***The Morningstar Fund Indices are the best available representation of the performance of aggregate dollars actually invested,currently and historically,in Canadian money market mutual funds and/or segregated funds. The indices measure the dollar weighted return of assets in Canadian funds.The return calculation does not suffer from survivorship bias,as the impact of returns with funds that are no longer active are retained. Funds that report returns before fees are excluded from Morningstar Fund Indices.Returns are rounded to 2 decimal places. Sincerely, Amor-reint R. aedof es, Andrew R.Geddes PM,CIM,FCSI Vice President,Portfolio Manager BMO Nesbitt Burns Inc.,Private Client Division 97 City °0 Report to > =; .ai - —1-== Executive Committee y )..�_:c�a: ,—, — x`3.71=i PICKERING Report Number: FIN 13-15 Date: May 1.1, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Development Charges Reserve Fund — Statement of the Treasurer for the Year Ended December 31, 2014 • Recommendation: That Report FIN 13-15 of the Director, Corporate Services & City Solicitor respecting the Development Charges Reserve Fund be received for information. Executive Summary: Section 43 of the Development Charges Act, 1997 (the "Act") requires that the Treasurer provides Council with a financial statement relating to the development charges,by-law and reserve fund established for each service as established under Section 33 of the Act. The enclosed Attachments 1 to 5 provide details of the activity of the Development Charges Reserve Fund for the year ended December 31, 2014 in the manner prescribed by the Act. Section 43(3) of the Act requires that the Treasurer forward a copy of this same statement to the Minister of the Municipal Affairs and Housing (MMAH) within 60 days of 1 • 'providing the statement to Council. Effective 2012, the Treasurer's Statement is submitted to the MMAH through the annual Financial Information Return submission process. Financial Implications: Starting from 2011, and continuing into 2014, the new development in the Duffin Heights neighbourhood has resulted in a spike in development charges revenues. The 10-year chart presented on Attachment 2 shows the spike from 2011-2014. Development charges revenues collected in 2014 were $2,894,922. This represents a 20% decrease from the amount collected in 2013 ($3,601,539), an indication that Duffin Heights development has peaked, and will gradually decline. The Reserve Fund remains at a healthy balance of approximately $39 million pending future use of funds for qualified projects. The funds are well managed with investment returns consistently exceeding market indicators. Investment income is added to the balance of each fund as such income is earned. • 98 FIN 13-15 May 11, 2015 Subject: Development Charges Reserve Fund —Statement of the Page 2 Treasurer for the Year Ended December 31, 2014 Discussion: Funds are not transferred out of the Development Charges Reserve Fund for projects until the funds are actually needed, as required by applicable accounting rules. This ensures that the Reserve Fund continues to earn interest income on the unspent monies until such time as actual expenses are incurred. Attachment 1 shows the total Reserve Fund balance of$39,024,698 prior to "Budget Commitments". Taking into account the "Budget Commitments" as at December 31, 2014 of$22,085,408 the fund balance available for future expenditures is $16,939,290. The development charges collected in 2014 were $2,894,922. Starting from 2011 and continuing into 2014, the new development in the Duffin Heights neighbourhood has resulted in a spike in development charges revenues with an average annual receipts of $3.5 million compared to the average annual receipts of$1.6 million for the 5-year period leading up to 2010. Attachment 2 provides a chart showing the 10-year historical pattern of development charges collected. The cumulative total collected for this 10-year period was approximately $24 million. Attachment 3 provides information on 2014 Budget approved capital and current projects. • Attachment 4 provides a summary of the project expenditures funded by development charges and other sources as prescribed by Ontario Regulation 82/98,Section 12(3). The "Total Funds" presented on Attachment 4 is related to total actual expenditures incurred in 2014. The expenditures incurred in 2014 that were funded from development charges reserve fund's share were $3,943,368. These projects were approved from 2000 to 2014. Attachment 5 provides detailed information on repayments pertaining to outstanding internal loans undertaken as required by O.Reg. 82/98, Section 12(2) 3, 4 and 5. The principal and interest paid in 2014 pertaining to loans undertaken from the period of 2007 to 2013 was $802,818, and was funded from.property taxes. Two internal loans were undertaken in 2014 from the Development Charge Reserve Fund in the total amount of$1,710,000. These two loans are related to Amberlea Creek • Storm Water Management and Museum-Oddfellows Hall. Repayment of the 2014 internal loan will commence in 2015. As of December 31, 2014, the amount owing to the Development Charges Reserve Fund for outstanding internal loans is $4,015,538. 99 • • FIN 13-15 May 11, 2015 Subject: Development Charges Reserve Fund — Statement of the Page 3 Treasurer for the Year Ended December 31, 2014 Attachments: • 1. 2014 Annual Statement of Development Charges Reserve Fund 2. Development Charges Collected 2005 —2014 3. Projects Approved in 2014 to be Funded from Development Charges Reserve Fund 4. 2014 Actual Capital and Current Expenditures Summarized by Project 5. Development Charges Reserve Fund Internal Loans - Annual Repayment for the • year ended December 31, 2014 Prepared By: Approved/Endorsed By: Caryn Kong, CPA, CGA Stan Karwowski, CPA, CMA, MBA Senior Financial Analyst— Capital & Division Head, Finance &Treasurer Debt Management • , Pau Big'. i Dire tor, e s rp irate Services & City Solicitor Recommended for the consideration of Pickering City Council Aid Cad,(1 3rz©l Tony Prevedel, P.Eng. Chief Administrative Officer 100 ATTACHMENT# I TO REPORT#-t'---f IJ 1 'I S N Cn w c0 N n 0) CO A CO CO CD O • V' N N CO s- N CO O 0 0) m O O O) c0 •V N CO CO [T N ' `r ~ N CO 0) CO A '0 Ns:. X' N 0) co am V CO LO O W ••••°W O 0 O�� 0 0) N Vi c) (4 0) N c0 to tv) () r EA ER EA m L 05 y 0 CD U y lC 00) 000O) C CO CO m CO CO a. O N-O ' ' ' V E ..0 w w Chi C')C') CO C•7 O J 'cj . c0 •s.— N N O 0 m CS s- N N m LL . 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YYdY ; =0. ,1; ❑ ❑ WF- NV)o_ :3 — I IJ. c-0M . 103 ATTACHMENT# .21 TO REPORT# rnll3-IS 2014 Actual Capital and Current Expenditures Summarized by Project O.Reg.82/98 Section 12(3). • D.C.-City's GL Dev Charges Share • Fed Gas Property Description Account Reserve Fund Reserve Tax Taxes Other Total Funds Capital Budget Operations Centre Consulting&Design-new Operations Centre 5315.1201 $811 $40,001 a $40,812 Total Operations Centre $811 $40,001 $40,812 External Subdivision Works 0 ES 2000 WO-2 SS 5321.0019 $117 $0 $188 b $306 W-6(Partial)Amberlea Creek. Erosion Control EA, Design, and Construction 5321.1005 23,357 171,286 0 194,643 D-5 Welrus St-Sprucehill Rd to Fairport Rd. Reconstruct to urban standard including sidewalk and storm sewer 5321.1103 4,025 12,074 0 16,099 Rougemount Dr to Rosebank Rd Reconstruction and urbanization 5321.1305 44,717 134,152 0 178,869 V-4 Kingston Rd.-North Side. Brock Rd to Bainbridge Drive. 5321.1308 4,673 4,673 0 9,346 • Total Ext Subdivision $76,889 $322,184 $0. $0 $188 $399,262 Fire Services • 0 Regional Radio Project-Phs Il 5340.1404 $542,398 $28,547 $570,945 Total Fire Services $542,398 $28,547 $0 $0 $0 $570,945 • Storm Water Mgmt(SWM) 0 Pine Creek Sanitary Sewer 5410.0906 $9,285 $68,089 • $77,374 Total SWM $9,285 $0 $68,089 $0 $0 $77,374 Recreation Facilities 0 . Indoor Soccer Facility- Architecture Fees 5719.1307 $14,019 $16,946 $30,965 Indoor Soccer Facility and -Land-Design&Construction 5719.1401 3,166,551 0 3,430,430 ° 6,596,981 Total Recreation Facilities $3,180,570 $16,946 $0 $0 $3,430,430 $6,627,946 Parks-Duffins Heights(DH) 0 DH-(Mattamy)New Park Construction 5780.1211 $76,775 $256,823 $333,598 DH-Village Green(Mattamy) 5780.1220 35,470 . 133,434 168,904 DH-Village Green(East) 5780.1420 2,149 293° 2,442 Total Parks $114,394 $390,257 $0 $0 $293 $504,944 Total-Capital Budget $3,924,347 $757,934 $68,089 $0 $3,470,912 $8,221,283 Current Budget-Studies 0 Library Strategic Plan 1920.2745 $19,021 $9,158 $28,179 Total-Current Budget $19,021 . $0 $0 $9,158 $0 $28,179 Grand Total-Capital &Current $3,943,368 $757,934 $68,089 . $9,158 $3,470,912 $8,249,462 Proceeds from sale of Duffins Height lands b Internal Loan Debt °Paridand Reserve Fund • 104 • • ATTACHMENT# S TORE ORT# 13— IC C N w N NNN Mel (A � M - 00 V- , rn Q p �_ Oa) 0 tt) N N N • M f6 U " [A� COO (A N CO � � O .CO tT O U C C f CL, I- a • • o (n .+ 0 0 h a0 MOW 00000 C` ' T , CON-t.-co O ' h tO C) 0 N . `1 O v O M N. 0) 0) N- - CC) CO O N 69 N N N r- C•) C') N CO c C co ER a) C) nt 000,(0 OC` 0 Nr- 0000 W C d 0 EA ()) CO 7 cc00 .- 0 0 M p. 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Executive Committee PICKERING Report Number: FIN 14-15 Date: May 11, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Cash Position Report as at December 31, 2014 Recommendation: That Report FIN 14-15 from the Director, Corporate Services & City Solicitor be received for information. Executive Summary: The attached schedules present the City of Pickering's cash position, continuity of taxes receivable, outstanding investments, development charges collected and other development contribution information for the six months ended December 31, 2014. The 2014 "cashflow" key indicators are presented below: • The City share of development charges collected is down by about 19% or $0.7M from $3.6M to $2.9M, but still ranks as one of the top eight highest collections.in 23 years. • The total number of building permits issued is down by about 15% or 128 from 861 in 2013 to 733 in 2014. • Total tax arrears is likewise down by about 10% or$1.6M from $16.3M in 2013 to $14.7M in 2014. Financial Implications: The financial position of the Corporation for the six months ended December 31, 2014 was a net increase in cash of$4,511,857 from $6,463,115 to $10,974,972. Sources of Funds totaled $122,081,290 and Uses of Funds totaled $117,569,433., • 106 FIN 14-15 May 11, 2015 Subject: Cash Position Report as at December 31, 2014 Page 2 Discussion: This report presents a six-month period of activity ending in December 31, 2014 with some annual comparison of performance between 2014 and 2013. Statement of Cash Position: Attachment 1 reflects the City's sources and uses of funds for the second half of 2014. Subcategories have been identified to emphasize those cash transactions that are material in nature. This schedule summarizes the increase in cash of$4,511,857 over the last six months of the year. It is important to note that periodic comparison may not be useful in this case due to timing differences of receipts and disbursements throughout each reporting year. Therefore, this increase does not imply that the City was in a better cash position at the end of 2014 compared to six months ago. Continuity of Taxes.Receivable: Attachment 2 summarizes all tax related transactions from July 1 to December 31, 2014. It also provides the outstanding taxes receivable as at December 31, 2014. The total receivable includes all three levels of taxes billed for the City, Region and School Boards. Note that periodic totals vary because of the timing differences in due dates and amounts of supplementary billings issued in the reporting year. The current year's taxes receivable of about $5.6M is approximately 2.9% (2013 - 7.1%, 2012- 3.7%, 2011 -7.9%, 2010 -3.9%, 2009-4.8%) of the $193.2M total taxes billed in 2014 and about 38.1% (2013-80.4%, 2012-37.5%, 2011 -74.3%, 2010 -38.8%, 2009 -45.6%) of the $14.7M total receivable at the end of 2014.. Outstanding Investments: Attachment 3 presents the short- and long-term investments for both Current and Reserve Funds outstanding as at December 31, 2014. The total investment portfolio as at December 31, 2014 is $103.4M with $4.0M from internal loans and.$99.4M from general investments. This shows an increase of about$16.3M or 18.7% from prior year's $87.1 M total portfolio. Total investments vary from year to year depending on the timing of collection and remittance of development charges and • supplementary taxes. Interest rates in general on both short- and long-term investments show slight increases in 2014 relative to prior years. Development Charges Collected: The City is responsible for the collection of development charges on behalf of all levels of government. Attachment 4 shows the total amounts collected for the City, Region and School Boards. Compared to 2013, 2014 collection is down by about$0.7M or 19.4%from $3.6M to $2.9M. Note that the total collection for the Region and School Boards do not match the remittance amounts under the Uses of Funds indicated in Attachment 1. This variance is a result of the timing differences in payments to the Region and School Boards as monies become due 25 days following the month of collection. . Other Development Contributions: Attachment 5 is provided to show other significant development contributions received in 2014. 107 FIN 14-15 May 11, 2015 Subject: Cash Position Report as at December 31, 2014 Page 3 Multi Year Receipts: The balance of the Attachments shows multiyear receipts of the City's portion of development charges presented on a bar chart. Total collection for the first and second halves of 2014 was $1.3M and $1.6M respectively for a total of$2.9M. This is the eight highest annual collection in the last 23 years. Total collection in 2011 of$4.3M.remains the highest on record followed by $3.7M in 2004 and $3.6M in 1994. Total building permits of 733 issued in 2014 is lower by 128 or about 15% from 2013's 861. The total building permit issued in 2013 is the highest ever recorded since 2000. Attachments: 1. Statement of Cash Position 2. Continuity of Taxes Receivable 3. Outstanding Investments 4. Development Charges Collected • 5. Other Development Contributions 6. City's Portion of Development Charges Collected 7. Building Permits Issued Prepared By: Approved/Endorsed By: 7' "?? ? f - Dennis P. Arboleda, CPA, CMA Stan Karwowski, CPA, CMA, MBA Supervisor, Accounting Services Division Head, Finance &Treasurer IP 4` Paul Bigi•'. Direct. , C u rip.rate Services & City Solicitor Recommended for the consideration of Pickering City Council cgie0e 27, 20(,S Tony Prevedel, P.Eng. Chief Administrative Officer 108 ATTACHMENT# / TO REPORT#. .J+ i City of Pickering Statement of Cash Position • for six months ending December 31, 2014 Sources of Funds: Accounts Receivable collected $ 807,432 Development charges collected* 3,562,001 Operating 34,323,743 Grants-in-lieu: Federal 1,222,143 Provincial 1,174,514 Ontario enterprises 4,036,155 Municipal enterprises 1,762,053 Linear Properties 451,516 Federal specific grants 19,205 Ontario specific grants 202,712 Interest Income 282,267 Sale of land - Tax payments received 74,095,466 • POA Revenue 142,083 Total $ 122,081,290 Use of Funds: Operating and Capital Expenditures $ 38,600,442 Payroll 20,019,314 Region Levy 33,244,888 Regional portion of Dev. Charges 2,357,759 School Board Levies 20,761,967 School Board portion of Dev. Charges 325,465 Debenture payment to Region S 2,259,598 Total $ 117,569,433 Net Cash Increase(Decrease) $ - 4,511,857 FINANCIAL POSITION Bank Balance Net Cash Bank Balance July 1,2014 Provided (Used) December 31,2014 Current Fund $ 6,463,115 $ 4,511,857 $ 10,974,972 TOTAL $ ' 6,463,115 $ 4,511,857 $ 10,974,972 Includes City,Region and School Boards 109 • ATTACHMFNT#. i._TO REPORT#EAU4't- CF) d d' co N- O CO 0 rn N CO CO N- CD _ _ - et .Q 0 0 CO rn 0 ca M N N 1T r- LO NI" V co •L' 'a — co co- ca- co �t N N ,E as C6 N - OD M CC) CO N C*) C)) — M N- 1. > U Y > l6 co co O) N- C' d• N op '— CO C N CD V V M el d - CC) O) C� co i d d L d v C 0 C O co) co o ° a, r = _ c) � N .0 c 0 U) 0 Q �+ d F C o L co co L471- X CD V V M O O O — d O O O .c o y. Q a C N C N ti O N- N CO )M O -CO O) O N ()fl) O O N 0 CO CCf C CC) ti O Cp N CD CO CA N CD v— 0) N N- — 0 Iv C.C) CD 0) N _ '� E co co co N v N - N N CI = d U) 0 ti +:+ O ›+ 'a = co Q as, I- O .0 U 4-, _ c 0 ,� D O C70 In ti N M !C) .D. 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That Report CLK 03-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Council Compensation Policy, included as Attachment No.1 to this report be approved; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: The Council Compensation Policy provides consistent rules and guidelines for Members of Council and City Staff with respect to salary, expenses and communications of elected officials. A review of the Council Compensation Policy is required every term of Council. The draft policy attached includes additions and deletions to previous policies, clarifications, updated terminology and formatting changes. Financial Implications: The attached draft Policy has been prepared in accordance with the Council approved Current and Capital budgets. The proposed dollar changes will be reflected in the 2016 Budget. Discussion: In accordance with the existing policy, a review of the Council Compensation Policy is undertaken every four years following the general municipal election. Changes to the Policy have been made in order to provide clarification, to update information, to reallocate items into accounts allotted for specific expenditures and to update terminology. Staffs review of the existing Policy has resulted in a number of changes to wording and formatting. The following list of revisions reflect the major changes to the Policy. 116 CLK 03-15 May 11, 2015 Subject: Council Compensation Policy Page 2 Additional changes not included in the list are minor, in order to provide clearer language and incorporate formatting changes. Attachment No. 2 to this report is the 2010 —2014 Council Compensation Policy for comparison purposes, with additional commentary on the changes made for the 2014—2018 Council Compensation Policy. Change Section Rationale for Change New/Old Policy Addition of Principles, 02 - New Added to the Policy so the public has a Council-approved statement that Members of Council are the stewards of City resources and are ultimately accountable to the public and their constituents for the type and level of expenses they incur. Health Plan Change - 07.01 b) - Changes to Extended Health, Dental and Increase in age from 70 to New Vision Care Benefit Plans -The Corporation 75 with a 10 year time shall pay 100% of the premium costs of the limited Extended Health, Dental and Vision Care Benefit Plans for 10 years after they have left office or until the Member attains age 75. Removal of Outside 08 - Old The Outside Agency Services account was Agency Support created to provide Members of Council with a budget for services not provided by staff Council support. Since the introduction of this expenditure, Members of Council have the availability of 3 Council Support staff hired by the City. Also this account has been used for web maintenance and Council constituent conducted events (ie. seniors safety seminar, local government educational seminars) In order to correctly reflect the allocation of these expenditures, funds will be moved to Promotions, Receptions and Communications and the Outside Agency Services account will be deleted. Clarification for Vehicle 08.01 b) - Clarification that mileage is not paid until the Allowance New outgoing and return trip exceeds 100 kilometres. The first 100 kilometres is covered under the Vehicle Allowance. 117 CLK 03-15 May 11, 2015 Subject: Council Compensation Policy Page 3 Title Change from 09 —New Title Change to include additional professional Conventions/Conferences and business development opportunities to Professional and related to City Business. Business Development 09.05— Removal of a daily per diem rate, New reimbursement for actual costs with supporting documentation Additional requirements for events outside of 09.08— North America. New Meals, Receptions, 11 - New Increased budget to provide for outside service Promotions & providers, individual ads and an additional Special/Community Events ticket for a spouse or guest at a social event where the Member of Council is attending in their capacity as an elected official and the event relates to City/Constituent business. Communications 12.01 - Clarification in wording. New Addition - Communications 12.02 — New Title— Returning of Equipment— New Clarification on wording and additional option for request and consideration to purchase equipment if Member of Council is not returning to office. Reimbursement of 12.03 - Deletion of reimbursement for home phone phone/internet usage New and cottage lines. -The City will reimburse for smart phones, iPad plans and home internet plans relating to City Business.These expenses adequately allow for off-site communications, access to emails and scheduling/calendar planning. The City will no longer reimburse for home phone lines unless the total costs are associated with City business. Members of Council must obtain appropriate voice and data plans when traveling outside of Ontario. The City will not reimburse a Member of Council for roaming charges where a device has been accidentally turned on or left on. 118 CLK 03-15 May 11, 2015 Subject: Council Compensation Policy Page 4 Constituent " 13.01 - The 4th year budget for Constituent Communications New Communications has been reduced to $2,000 for website expenditures only. As of January 1st, "In An Election Year"the preparing, printing and mailing of generic newsletters, neighbourhood letters and cooperative letters will not be reimbursed by the City. Addition of Website 14 - New Addition of wording for websites that Members Section of Council develop for constituent information and communication and that the Member requests reimbursement for. Additional information — In 15 — New The City cannot provide a subsidy to any An Election Year candidate in a municipal election campaign. Clarification has been added to the Policy regarding expense reimbursement that could be considered as a subsidy to an incumbent or promotional opportunities that incumbents have over other candidates. The Changes that have been made to the Policy assist with compliance with the Municipal Act, Municipal Election Act and the Council Code of Conduct. These changes will help Council provide an accountable and transparent municipal government. Members of Council are stewards of the taxes collected by the City from the public and are ultimately accountable to the public for the type and level of expenses they incur. Attachments: 1. Draft Council Compensation Policy 2. Existing Council Compensation Policy, as approved by Resolution # 54/11 Prepared By: Ap• • ed/Endorsed By: Debbie Shields Paul Biglen City Clerk Dire or, Core orate Services & City Solicitor 119 CLK 03-15 May 11, 2015 Subject: Council Compensation Policy Page 5 Approved/Endorsed By: Stan Karwowski Division Head, Finance &Treasurer Recommended for the consideration of Pickering City Council / �, zz, ZrD 5 Tony Prevedel, P.Eng. Chief Administrative Officer 120 Cal/ ATTACHMEitiTt TO E. CI.,K 03 -i5 City Policy PICKERING Policy Title: Council Compensation Policy Policy Number ADM 190 Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages Resolution #73/05 May 2, 2005 January 15, 2007 14 Resolution #12/07 November 19, 2007 Resolution #214/07 March 21, 2011 Resolution #54/11 September 19, 2011 Resolution #152/11 Approval: Chief Administrative Officer Point of Contact Director, Corporate Services & City Solicitor Policy Objective The objective of this Policy is to: 1. Provide consistent rules and guidelines for the Mayor and Members of Council. with respect to salary, expenses and communications of elected officials; and 2. Provide guidelines to staff to ensure all expenses are submitted and approved in accordance with the established parameters of the policy. Index 01 Definitions 02 Principles 03 Responsibilities . 04 General 05 Accounting Procedures 06 Salary 07 Benefits 08 Vehicle Allowance • 09 Professional and Business Development • 10 Councillors Stationary and Office Supply Budget 11 Meals, Receptions, Promotions & Special/Community Events 12 Communications 13 Constituent Communications• 14 Websites 15 In An Election Year 121 01 Definitions 01.01 Allowable or Eligible Expense—shall mean an expense that is provided for in this .olic p Y 01.02 Cooperative Letter- shall mean a letter or other printed document that contains information of interest to residents in more than one ward and which shall be mailed or distributed beyond a ward boundary. 01.03 Councillor—shall mean all Members of Council, excluding the Mayor. • • 01.04 Ineligible Expense—shall mean an ejnse that is not provided for in this policy. 01.05 Members of Council - shall inct_=the Mayor nd all Members of Council. _ 01.06 Neighbourhood Letter- shalrniean a document thatIti.Tafepared on letterhead and/or signed by a Membera nuncil and Se to a defined . neighbourhood o gonmunity of inest=within the constituency of a Member of Council_ _ _— 01.07 Newsletter- shall mean=a docent that rs anted on both sides and shall c_c a informationit# intere t_ta the constituents of a Member of CoWM ___ = - _ 01.08 Telecommunications Equipment- shall include all equipment capable of ransmitttn aovffril n_es anal;wireless modes =MD9 We i shall can a site_ory he World Wide Web that shall contain informs ionkof infelest to the constituents of a Member of Council. 02 Pri febles — When in pteting this Iolicy, the following principles should be kept in mind: Autonomy of =o _n_it — City Council, as the decision-making body of the City, is separate and cI1 itnct from the City administration. Integrity of Council —The integrity of City Council as a whole and the Office of the Members of Council must be protected. The interest of City Council as a whole takes precedence over the personal interests of individual Members of Council. Accountability—Since Members of Council use public funds when they perform their duties, the public expects public funds to be used prudently. Policy Title: Council Compensation Policy Page 2 of 14 Pciligt Number: ADM 190 Members of Council are the stewards of City resources and are ultimately accountable to the public and their constituents for the type and level of expenses they incur. Members of Council expenses must be reasonable and reflect what the public expects of an elected official. Transparency-The public has a right to•know how public funds allocated to • Members of Council are spent. The public's right to Council expense information rust be balanced against the need to protect privacy and personal informationd allow time for proper accounting and reconciliation of expenses. Responsibilities = • 03.01 Members of Council to: _ - • • a) adhere to and support OW-Council Qmpensati olicy; b) approve am _ents as prey me#-by the Chief Adrr►nistrative Officer; c) meet all financiaregal, dncomeTTx=obligations; and d) tay witfl udget guidelir4eisranA=expend ture categories. 03.02 Chief ministr tie Officer)_ �uppo-rte-Courrco�rnpersation Policy. 'BM City Cle.k=o: a) approve-any expreliditures in accordance with the policy; b dvise NLejnbers of Council of the status of their budgets; c) adv e=J embers of Council if any item appears to breach the Cou I-Compensation Policy; and d) make sure that supporting documentation is in place, and that expenditures conform with the policy. 04 General 04.01 This Policy shall be reviewed every four years prior to the budget meetings that follow the general municipal election. Policy Title: Council Compensation Policy Page 3 of 14 Policy Number: ADM 190 1 23 04.02 When a vacancy occurs and is subsequently filled, compensation, benefits and allowances shall be pro-rated to the term of office. 04.03 Items purchased for and expense reimbursements by the City and provided to a Member of Council will be charged to the Member's budget. 04.04 Reimbursement or payment by the City will not be made if it is not specifically provided for in this policy. 04.05 No budget amount shall be provided to a new Member of Council in an election year. 04.06 No remaining current budget allocat 0-n-sTgar:allowances can be carried forward into future years. 04.07 Individual Members of CoLifidg-hall not use CitTftnds to make individual grants or donattars_to organizations orp-ofsons for any form of sponsorship or fundraisin 04.08 Members of Counotwill not be rerrilltimed for expenditut‘s purchased through the use 6f-M-Wial-ds or poinniriagrams. - _ 04.09 Detailed listings of Cdfincil expenses areTrepared on a monthly basis for eas-ITMAnkber of Council andwalicly dalbsed on the City's = = 05 Accounting PWifeeduret'l fila0t7=-31ITmber oTetitiTicil-MWst=for rienses must follow basic accounting and dit p a) expenwes muNMate to the business of the City of Pickering; completetiages of all documentation pertinent to the expenditure must be attached to the expense reimbursement form. c) M-eml_DW--of Council must incur the expenses. Expenses incurred by tlIM'parties cannot be claimed; d) Members of Council must provide proper documentation, including detailed original receipts, invoices or e-bills, for all expense claims. Credit card receipts or statements alone are not sufficient and will not be accepted. In the case of any Internet online purchases, a copy of the confirmation is not enough for reimbursement the credit card statement must also accompany the documentation; Policy Title: Council Compensation Policy Page 4 of 14 Pcplg Number: ADM 190 e) invoices must include a description of the goods purchased or services rendered, the cost, applicable taxes and HST Registration Number; f) original signatures are required on all expense forms and invoices. Documentation with only signature stamps or electronic signatures will not be accepted; g) expenses must be submitted for reimbursement within 60 days of the expenditure; and h) Members of Council who charge fo=g x is against the current year must have received the goods a .6-arservices from the vendor before December 31st of the yfiaT 05.02 Reimbursement of expenses mst be competed by filling out the designated form, submit 1lnvoices with original signatures and appropriate authorization accounting Services=byt 2:00 noon on Wednesday in order for it to 37&processed in that wk's cheque run. 05.03 External Service '-aviders— payne _t call be made direetly by the City to the service provi =ern submisse of an original detailed invoice. An invoice for exterV 1 senvikes must contain, in addition to the name, address, date and aff-tionalVatails of'semijes provided such as itemiz rs by day;-1HST bun ssregisI on number and deo—A- l n e ork prov d . E nvo ce equire sign off by the Coeillor to in-deate that-Bites were received prior to authorization, and Wore payr nt can be cessed. 06 Solar—=— __ --'0W1 The rem rerumberationvayable tofhe Mayor shall be: a) $82,271 8 per ail um effective January 1, 2015; and b—every Jatry 1st thereafter the annual salary of the Mayor shall be nerease t the same rate/percentage provided to those en p es covered by the Collective Agreement for CUPE Local 1291 April 1st of the immediate preceding year. 06.02 The remuneration payable to a Councillor shall be: a) $34,280.64 per annum effective January 1, 2015; b) every January 1st thereafter the annual salary of a Councillor shall be increased at the same rate/percentage provided to those employees covered by the Collective Agreement for CUPE Local 129 on April 1st of the immediate preceding year; Policy Title: Council Compensation Policy Page 5 of 14 Policy Number: ADM 190 125 c) a Councillor shall be paid a per diem rate of 1.0% of their annual salary to cover attending a full day meeting, workshop, seminar or convention; and d) per diem payments payable to Councillors shall be paid monthly. Per diem payments shall cease on the last day that the Councillors remain in office and shall be pro-rated accordingly. 06.03 Remuneration payable to Members of Council shall be based on an annual rate and paid bi-weekly. Remuneration to Members of Council shall cease on the last day that the Member remains on the Council of the City of Pickering. =- 06.04 One-third of the remuneration li . embers of Council and local boards of the municipality is de fined _s=expenses incident to the discharge of their duties s=Members ofluncil or the local board. 07 Benefits: -- -=- 07.01 Health Plan =-- a) An Exten_del ealth Plan as a_provided to the non-union employeeshallevailableomll Members of Council and their families vhic Mal _des a p?ascription and dental plan, vises care plaTLand s prAvate l jspital coverage. L - For Member of- ourncil who s completed sixteen years of continuous service nand cease to be a Member for the reasons j t Qutjh-'ection 07=_Q_4 a), the Corporation shall pay 100% of _—__ =—=_ th°e_p_remium ci stof the=Extended Health, Dental and Vision _ Car • Renefit Plans-MA-the earlier of `l)= th _ate which is 10 years after the Member has left -- _—* officer ii) -__the date on which the Member attains the age of 75. Fing a Council member's death while in service, the Grporation shall continue to pay 100% of the premium costs flf-the Extended Health, Dental and Vision Care Benefit Plans in respect of a Member's surviving spouse and dependents for up to twelve (12) calendar months. _ 07.02 Members of Council, up to age 70, shall be provided a Term Life Insurance Policy in the following amounts: a) Mayor- $200,000 b) Councillor- $100,000 • Policy Title: Council Compensation Policy Page 6 of 14 Pcplre Number: ADM 190 c) Accidental death and dismemberment insurance coverage 07.03 A Member of Council may maintain a Registered Retirement Savings Plan (RRSP), either own or spousal, under Federal legislation to which the Corporation shall contribute a maximum of 13% of the Member's earned salary each year. a) To have the City make the contribution or reimburse for the contribution, the Member of Council must provide: i written confirmation that aw- mber has sufficient contribution room, as provad the Canada Revenue Agency on their notice- f_as-Qssment, to accommodate the City's contribution,sI J e prt €ied to the Treasurer no later than Decer _1 1st in any _'en year and the City's contribution st made directijr#oie RRSP no later than January _of the next calendai r; OR —_ ii evidence of a conttbon-br =Member towards an RRSP shall WW_--_--_puovided to thes asurer no later than December 31st in n n year. I_ ember will then be reimbursed for the corttrib cowto a maT num of 13% of the Member's earned sai r_y, n o a er than January 31st of the next calendar =dear. NW For thepurpose o -aleulating the f3% RRSP contribution amount-Me word "smeary" shall mean the annual base salary, pTO_ra o m.Membeinot holding office for an entire calendar year 1 he Mayar,andouncillors and it excludes all taxable -= benefits and allowari es c) T--af—e--contrib ron to an RRSP is a taxable benefit regardless of whet7ler it is p-a-rd to the Member of Council or the financial institafon. d)=L -ity shall make its contribution only in the month of January off-----fie next calendar year regardless of when the Member of Council made a contribution, except when a Member of Council ceases to hold office during the year, in which case a whole or partial contribution will be made in that year. 07.04 a) A Member of Council, with service of more than four consecutive years, may, upon written application to the Treasurer by the Member, or by a representative appointed in writing by the Member, receive severance remuneration upon ceasing to be a Member by reason of: Policy Title: Council Compensation Policy Page 7 of 14 Policy Number: ADM 190 1 27 i) election defeat; ii) resignation; iii) election to another government body; or iv) dying while in office if the Member is 70 years of age or over and not eligible to receive benefits under the City's group life insurance program. b) No Member of Council shall be entitled to receive severance remuneration if he or she ceases to be a Member by reason of resignation which is a result of or given in anticipation of: i) removal from office by,Witial process; or ii) notwithstanding the aye, disqualification under or by operation of any/ f tbb_Parliament of Canada or the Legislature of tbesovince ff Ontario. c) Severance remurWation shall be eqnlilo one month of salary for a Member ofi ncil, times the nurriWir==of years of • consecutive, uninti pted fullzervice of thekLlember, to a maximum amount payable of_ months rem-Nife.ration. Severn to amuneration rare calculated from the day the Membef glace to theLiay that the Member ceases to hold officer d °=f ritten apphc_ation for e erancem rnuneration must be received by the re rer withi T ix calendar months of a MemWt of Cour lmwasing to—e=a Member; otherwise any _entitle�rfent to severance remuneration shall be forfeited. -Up_ax _apprav_al of tl-e1_pplication by the Treasurer, a payment arrangement-Tbf�-_--rail bet-4- reed to that does not extend beyond four rears. Interest-4s not earned on the severance =_ .r mune` Lion if a payment arrangement is agreed on 08 Vehicfe_Allowance 08.01 A vehicle allovyapce is provided for in the annual Cu rrent Budget on a monTkr-basito°each Member of Council. • a) The ehicle allowance shall be deemed to provide for all travel and travel-related expenses less than 50 km one way from the Civic Complex and shall include but not be limited to fuel, parking, highway tolls, taxi fares, public transportation fares and valet services. b) Travel of more than 50 km one way from the Civic Complex shall be paid for the outgoing and return trip in excess of 100 kilometres at the per kilometre rate of reimbursement approved by Council or economy class return air fare between Toronto and the destination, whichever is the lesser. Policy Title: Council Compensation Policy Page 8 of 14 Pmfd$ Number: ADM 190 09 Professional and Business Development • 09.01 A budget of$12,000 per term for each Member of Council shall be provided. This will be an allocation of$3,000 per Member of Council in each annual budget for pro fessional and business development related to City Business. 09.02 Members of Council may attend the following programs that are relevant to a Member of Council's role/duties and relates to City Business: a) conferences and seminars; b) professional education and d e opinent programs; c) skills development programs; —_ d) business developme rade missions, resea h/study trips; and e) other City business or othertrave =quested by Council. 09.03 Expenses shall inc lude teal accommodation costs, registration costs, travel if applicable, hofel i it net/telephWa charges and meals if not provided by conference=-even c , here Midi are not otherwisemiAlmed or paid-or by ailMiller per perMitor body. 09.04 Accae nodation xpenses sa l be at the event headquarters and if not availabhen at fie nearest suitable hotel, motel, etc. and at a single occupancy oo = e= ll expenses over a single occupancy room rate = v lLbe the res Or sibilit -o_k-t-he Member of Council. 1135 Travel neeessar7 rofessio al and business development in excess of 50 kilomefine way_100 kilometres return from the Civic Complex, —shall be paidt_the per_ lometre rate of reimbursement approved in the Mrrent Budgr economy class return air fare between Toronto and theme--- stinatiorhichever is the lesser. Other travel related expenses such ?arl vehicle rentals, taxi fares, public transportation fares and highra=tolls incurred for travel beyond 50 kilometres one way, 100 Kilometre— turn shall also be reimbursed upon presentation of receipts. 09.06 Lost receipts will not be reimbursed. 09.07 Councillors must have Council approval in order for expenses to be reimbursed for any event outside of North America, unless the Mayor has delegated his authority under section 226.1 of the Municipal Act to represent the City in his place to the Deputy Mayor or a Councillor, if the Deputy Mayor cannot attend. Policy Title: Council Compensation Policy Page 9 of 14 Policy Number: ADM 190 1 29 10 Councillors Stationery and Office Supply Budget 10.01 An annual budget of$750.00 is provided for each Councillor for office supplies used for City business such as; personalized letterhead, business cards, toner cartridges, Commissioner Stamps, publications/books relating to City business. 10.02 All letterhead and business cards must comply with the City's template guidelines. 11 Meals, Receptions, Promotions & Special/Community Events 11.01 An annual budget of$5,000.00 is provigt dffor each Councillor for meals, individual ads, receptions, promotion t d pecial events where the Member of Council is required to ate in 5-1-Official capacity and the event relates to City/Constituer iciness. 11.02 Where an invitation is extentfezto a Member of Courwc ,to attend a function in his or her capacity assn electeeLofficial, th ember may request reimbursement for one aadit4pna et for a spouse=or guest, where appropriate en easonable -__ 11.03 Individual ads (i.e. neuuaperds, busi ess=card ads) must be placed in news or advertising media cireulate_d_withiri e_City of Pickering. Copies of print___alisviiiiist be provided with aLoice 11.04 The kflavill not reimburse a-:eni er of Co ncil for the mailing/distribution of any pfomotionahtem. Met_Reim-bursem764- -1IQ4 Reimbu-rsment shall be provided to Members of Council for the cost of =___= meals attefde_d fort e-purpose of discussing matters of City business as follows: a) -reburserret shall only be provided for reasonable food and alcohol expenses pon submission of the original restaurant bill providing details lepurchase and the HST number. The attendees and the reverse side of the bill; -= meeting is to be noted on the reve , - the meet purpose-oft g b) reimbursement for alcohol alone is not allowed; and c) Members of Council will not be reimbursed for any food, drink or alcohol for any social meal/event when taking City/Regional Staff or Advisory Committee/Board members out (ie. lunches, retirement functions, Holiday lunches). Policy Title: Council Compensation Policy Page 10 of 14 P1a6Y Number: ADM 190 12 Communications 12.01 A capital,budget of$10,000 per term, per Member of Council, shall be provided for the acquisition of computer hardware/software and telecommunications equipment. a) Expenditures of this allocation shall only be made in the first three years of office following a general election. b) No replacement computer hardware/software, telecommunications equipment or smart phones shall bukhased or leased for Members of Council unless it is Ic r' stolen, or no longer operates and cannot be repaired to its •® 1 A j_erating specifications. The old equipment must be returned, /or affidavit that the equipment has been lost or stolen mustuabmitted. - replacement equipment purchased under this St fron will be chargatto the Councillor's Budget. c) Following a general munic-p_ak le. n°; by-election -appointment, the new Mer-a-Er sJ of CoundirOalbe contacted by"sfaff to determine thate-erls, MembertCouncil may choose to be supplied with egpmerecommetcled by City staff or they may choose to be sup ed with*quipmeriffi-o_ktheir choice. The Ma I. T must erconsur o-verifYa_ompatibility and to clarify E ppar o_pportun fes _ prim-base. At the point of delivery of to equipr� t, Members-m Council all be required to sign a li Equipment Agreement which shall set out the equipment that — has e_enAa_p_iii d_to theNtember and the conditions under which it =`- -- as been pplie�i-7 121.32== Returning-WIE_quipnot by Members of Council: the equipent issued to Members of Council remains the property f the Cind shall be returned on completion of the term of office; b) eve _ember of Council who does not continue to hold municipal officehall return all computer hardware/software, telecommunications equipment and any other equipment purchased or leased on their behalf to the City by November 30th following a general municipal election or within 21 days of ceasing to hold office; c) notwithstanding section 12.02 b), an outgoing Member may request the purchase of such equipment. The Treasurer shall consider each request when submitted, taking into consideration the age of the equipment, its market value and any licensed software on equipment; Policy Title: Council Compensation Policy Page 11 of 14 Policy Number: ADM 190 131 • d) a Member of Council will be provided with the opportunity to purchase City owned equipment if he or she: - Has held office for at least one full term; - Is not standing for re-election; or - Has been unsuccessful in seeking re-election; e) the opportunity to purchase will not be available to a Member of Council who is disqualified or dismissed from holding office; and f) in the event the above-noted items arg not returned or purchased by the said date, the matter shall bfrred to the Director, Corporate Services & City Solicits pursue recovery. 12.03 The City will reimburse each memb-e_r=of Concil for phone/internet usage as follows: _ c). a newsletter, neighbourhood letter, cooperative letter, City-funded website or other communications media shall not contain information that would promote any candidate in an election; d) a newsletter, neighbourhood letter, cooperative letter, City-funded website or other communications media shall not contain advertising that would promote a product or service of a company, organization or individual; e) a Member of Council shall only be reimbursed for communication expenses relating to City business iffared through media that have general circulation in the City ofzing, such as a newspaper, radio or television station; anckf f) in the third calendar yea-� =term of of all communications must be delivered to t gjailing address-by cember 31st in order to be reimbursed by t ?uity. --- 14 Websites The City will reimburse MeiTibTersioiCouncil for t-- -e cost associated with development, licensing and F ain an a websit s follows: 14.01 a link t tfe=o_uncillor's ty-funcUO=:ansstitueht website will only be prov irrom _City of _tkea-=we= ender the Councillor's profile link; 14.02--Members _Coa ct Maianot co _ert an existing Councillor's City-funded _ ;io _s #uent-wsite to a-ofectioiampaign website; Q3 the City l reimb rse for the purchase of one domain name registration, web hosting ees an—g7hiebsite maintenance fees; 14.04 -1Mfe nbers of O ncil's City-funded constituent websites will be hosted ouftde of they's internet URL address and are entirely the resp.oaslbilit =Members of Council; 14.05 City staffbnnot provide any advice related to these external sites, including wording for disclaimers; 14.06 the City recommends that Members of Council choose a web-hosting company operating in Canada to reduce the risk of breaching the privacy of constituents under conditions of the United States Patriot Act, 14.07 use of the City logo and symbols must comply with all applicable City policies; Policy Title: Council Compensation Policy . Page 13 of 14 Policy Number: ADM 190 133 14.08 Members of Council's City-funded constituent websites cannot advocate for a political party, other levels of government, for-profit organizations or individuals not related to the business of the City, or for candidates in any municipal, provincial, federal election or by-election, or promote consent or rejection of a question on a ballot that has been submitted to electors; • and 14.09 Members of Council's City-funded constituent websites cannot contain advertising that would promote a product or service of any company, organization or individual. 15 In An Election Year 15.01 The Municipal Elections Act, 1996 sthat the City cannot provide a subsidy to any candidate in a munierp-ffa elect n campaign. Therefore, special conditions for expense TelMursementfoldVlembers of Council apply during an election year-` 15.02 In an election year the following onditionsshall apply=eftective January 1 Si: a) no Member of Cog_r-_cil _hall use thcilities, equipment, supplies, services, staff or of er rem:times of th-rr_unicipality for any election campaign or campairrelaedtivities; ATFACHK.91ro. TO REPORT* CLK 03 -1, 5 Cali 00 City Policy PICKERING Policy Title: Council Compensation Policy Policy Number: ADM 190 Reference: Date Originated: Date Revised: Resolution#73/05 May 2, 2005 January 15, 2007 Resolution#12/07 November 19, 2007 Resolution#214/07 March 21, 2011 Resolution #54/11 September 19, 2011 Resolution#152/11 Approval: Point of Contact: Chief Administrative Officer Director, Corporate Services &Treasurer Policy Objective The objective of this Policy is to: 1. Provide consistent rules and guidelines for the Mayor and Members of Council with respect to salary, expenses and communications of elected officials; and 2. Provide guidelines to staff to ensure all expenses are submitted and approved in accordance with the established parameters of the policy. Index 01 Definitions 02 General 03 Accounting Procedures 04 Responsibilities 05 Salary 06 Benefits 07 Vehicle Allowance 08 Council Support Services • 09 Conventions/Conferences 10 Meal Reimbursement 11 Councillors Stationary & Office Supply Budget 12 Communications 01 Definitions Added definition for Allowable or Eligible Expense 01.01 Cooperative Letter- shall mean a letter or other printed document that contains information of interest to residents in more than one ward and which shall be mailed or distributed beyond a ward boundary and may involve the participation of a community group. 135 • 01.02 Councillor—shall mean all Members of Council, excluding the Mayor. Added definition for Ineligible Expense 01.03 Members of Council—shall include the Mayor and all Members of Council. • 01.04 Neighbourhood Letter- shall mean a document that is prepared on letterhead and/or signed by a Member of Council and sent to a defined • neighbourhood or community of interest within the constituency of a Member of Council. 01.05 Newsletter- shall mean a document that is printed on both sides and shall contain information of interest to the constituents of a Member of Council. 01.06 Telecommunications,Equipment- shall include all equipment capable of transmitting over landlines and/or wireless modes such as-landline • telephones, cell phones, PDA's (Personal Digital Assistant), pagers, facsimile equipment or any hybrid of these items. 01.07 Website—shall mean a site on.the World Wide Web that shall contain information of interest to the constituents of a Member of Council. The website may be hosted on any server external to the City. New Section called "Principles" 02 General Changed location of this section and added one new point see 04.09 In new draft Policy. 02.01 This Policy shall be reviewed every four years prior to the budget meetings that follow the general municipal election. 02.02 When a vacancy occurs and is subsequently filled, compensation, benefits and allowances shall be pro-rated to the term of office. 02.03 Items purchased for and expense reimbursements by the City and provided to a Member of Council will be charged to the Member's budget. 02.04 Reimbursement or payment by the City will not be made if it is not specifically provided for in this policy. 02.05 No budget amount shall be provided to a new Member of Council in an election year. 02.06 No remaining Current budget allocations or allowances can be carried forward into future years. Pain Title: Council Compensation Policy Page 2 of 12 Policy Number: ADM 190 02.07 Individual Members of Council shall not use City funds to make individual grants or donations to organizations or persons for any form • of sponsorship or fundraising. 02.08 Members of Council will not be reimbursed for expenditures purchased through the use of rewards or point programs. 03 Accounting Procedures Changed location of this section and.added new points 03.01 Member of Council claims for expenses must follow basic accounting and audit principles: a) expenses must relate to the business of the City of Pickering; • Additional point added see 05.01 b) b) Members of Council must incur the expenses. Expenses incurred by third parties cannot be claimed; c) . Members of Council must provide proper documentation, including detailed original receipts, for all expense claims. Credit card receipts or statements alone are not sufficient and will hot be accepted. In the case of any internet online purchases, a copy of the confirmation must be printed and attached to the claim; d) invoices must include a description of the goods purchased or services rendered, the cost, applicable taxes and HST Registration Number; e) Members of Council must sign off all,receipts or invoices with original signatures. Documentation with only signature stamps or electronic signatures will not be accepted; f) expenses must be submitted for reimbursement within 60 days of the expenditure; and g) Members of Council who charge for goods against the current year must have received the goods and or services from the vendor before December 31st of the year; 03.02 Payment procedures for reimbursement of expenses must be completed by filling out the designated form and submitting with all invoices and original signatures to the Corporate Services Department by 12:00 noon on Wednesday in order to receive payment in that week's cheque run. Policy Title: Council Compensation Policy Page 3 of 12137 Policy Number: ADM 190 Additional point added on External Service Providers —see 05.03 draft policy 04 Responsibilities Changed location and cleaned up wording 04.01 Members of Council to: a) adhere to and support the Council Compensation Policy; and b) approve amendments as presented by the Chief Administrative Officer and/or Director, Corporate Services &Treasurer. Additional points added 03.01 c) and d) 04.02 Chief Administrative Officer to: a) support the Council Compensation Policy. 04.03 Clerk to: a) approve, in consultation with the Chief Administrative Officer any expenditures in accordance with the policy. Clarified City Clerks responsibilities—additional points 05 Salary Updated remuneration amounts 05.01 The remuneration payable to the Mayor shall be: a) $77,700 per annum effective January 1, 2011. b) Every January 1st thereafter the annual salary of the Mayor shall be increased at the same rate/percentage provided to those employees covered by the Collective Agreement for CUPE Local 129 on April 1st of the immediate preceding year. 05.02 The remuneration payable to a Councillor shall be: a) $32,367 per annum effective January 1, 2011. b) Every January 1st thereafter the annual salary of a Councillor shall be increased at the same rate/percentage provided to those employees covered by the Collective Agreement for CUPE Local 129 on April 1st of the immediate preceding year. c) A Councillor shall be paid a per diem rate of 1.0% of their annual salary for a total of ten days for attending a full day meeting, workshop, seminar or convention. PIIn Title: Council Compensation Policy Page 4 of 12 Policy Number: ADM 190 d) Per diem payments payable to Councillors shall be paid monthly. Per diem payments shall cease on the last day that the Councillors remain in office and shall be pro-rated accordingly. • 05.03 Remuneration payable to Members of Council shall be based on an annual rate and paid bi-weekly. Remuneration to Members of Council shall cease on the last day that the Member remains on the Council of the City of Pickering. 05.04 The one-third of the remuneration paid to Members of Council and local boards of the municipality is deemed as expenses incident to the discharge of their duties as Members of Council or the local board. 06 Benefits: • 06.01 Health Plan a) An Extended Health Plan as is provided to the non-union employees shall be available to all Members of Council and their families, which includes a prescription and dental plan, vision care plan and semi-private hospital coverage. b) For Members of Council who have completed fifteen years of continuous service and cease to be a Member for the reasons set out in Section 06.04 a), the Corporation shall pay 100% of the premium cost of the Extended Health, Dental and Vision Care Benefit Plans until the Member attains age 70. Increased age from 70 to 75 with a 10 year limit, so ten years or age 75. c) Following a Council member's death while in service the Corporation shall continue to pay 100% of the premium costs of the Extended Health, Dental and Vision Care Benefit Plans in respect of a Member's surviving spouse and dependents for up to twelve (12)'calendar months. 06.02 Members of Council, up to age 65, shall be provided a Term Life Insurance Policy in the following amounts: Updated to age 70 as per info from HR. a) Mayor-$200,000 b) Councillor- $100,000 c) Accidental death and dismemberment insurance coverage Policy Title: Council Compensation Policy Page 5 of 121 39 Policy Number: ADM 190 06.03 A Member of Council may maintain a Registered Retirement Savings Plan (RRSP), either own or spousal, under Federal legislation to which the Corporation shall contribute a maximum of 13% of the Member's earned salary each year. a) To have the City make the contribution or reimburse for the contribution, the Member of Council must provide: i Written confirmation that a member has sufficient contribution room, as provided by the Canada Revenue Agency on their notice of assessment, to accommodate the City's contribution shall be provided to the Treasurer no later than December 31st in any given year and the City's contribution shall be made directly to that RRSP no later than January 31st of the next calendar year. Or ii Evidence of a contribution by a Member towards an RRSP shall be provided to the Treasurer no later than December 31st in any given year. The member will then be reimbursed for the contribution, to a maximum of 13% of the Member's earned salary, no later than January 31St of the next calendar year. b) The word "salary" shall mean the annual base salary, pro- rated for a Member not holding office for an entire calendar year, of the Mayor and.Councillors and it excludes all taxable benefits and allowances. The contribution to an RRSP is a taxable benefit regardless of whether it is paid to the Member of Council or the financial institution. c) The City shall make its contribution only in the month of January of the next calendar year regardless of when the Member of Council made a contribution, except when a Member of Council ceases to hold office during the year, in which case a whole or partial contribution will.be made in that year. 06.04 a) A Member of Council, with service of more than four consecutive years, may, upon written application to the Treasuer by the Member, or by a representative appointed in writing by the Member, receive severance remuneration upon ceasing to be a Member by reason of: i) election defeat; ii) resignation; iii) election to another government body; or P4149 Title: Council Compensation Policy Page 6 of 12 Policy Number: ADM 190 iv) dying while in office if the Member is 65 years of age or over and not eligible to receive benefits under the City's group life insurance program. b) No Member of Council shall be entitled to receive severance remuneration who ceases to be a Member by reason of, or by resignation which, is a result of or given in anticipation of: i) removal from office by judicial process; or ii) notwithstanding the above, disqualification under or operation of any Act of the Parliament of Canada or the Legislature of the Province of Ontario. c) Severance remuneration shall be equal to one month of salary for a Member of Council, times the number of years of consecutive, uninterrupted full service of the Member, to a maximum amount payable of 24 months remuneration. Severance remuneration shall be calculated from the day the Member took office to the last day that the Member ceases to hold office. d) A written application for severance remuneration must be. received by the Treasurer within six calendar months of a Member of Council ceasing to be a Member; otherwise any entitlement to severance remuneration shall be forfeited. Upon approval of the application by the Treasurer, payment arrangement shall be agreed to that does not extend beyond three years. - 07 Vehicle Allowance Clarification in wording regarding mileage reimbursement only after 100 kilometres 07.01 A vehicle allowance is provided for in the annual Current Budget on a monthly basis to each Member of Council. a) The vehicle allowance shall be deemed to provide for all travel and travel-related expenses less than 50 km one way from the Civic. Complex and shall include but not be limited to fuel, parking, highway tolls, taxi fares, public transportation fares and valet services. b) Travel of more than 50 km one way from the Civic Complex shall be paid for the outgoing and return trip at the per kilometre rate of reimbursement approved by Council or economy class return air fare between Toronto and the destination, whichever is the lesser. 08 Council Support This section has been removed and included within other sections. Budget will be reduced in 2016 Budget Policy Title: Council Compensation Policy Page 7 of 12141 Policy Number: ADM 190 08.01 Council support services shall reflect the following: a) An annual budget of$4,800 is provided for each Councillor to provide services beyond those services provided by the Council support staff at the Civic Complex. b) The support staff assigned to the Councillor's Office are available to assist a Councillor, however, no other City staff shall be involved and any specialty work that is required shall be charged to the budget prescribed for communication media or the Allowance for Outside Secretarial Services. c) Payment shall be made directly by the City to the service provider upon submission of an original detailed invoice. An invoice for external services would contain, in addition to the name and address, additional details of services provided such as itemizing hours by day, HST business registration number and description of work provided. All invoices require sign off by the Councillor to indicate the services were received prior to authorization and before payment can be processed. 09 Conventions/Conferences This section has been renamed to allow for additional opportunities for professional and business development. Daily per diem rates have been removed must provide receipts for expenses and Council approval is required for Members of Council to go outside of North America. 09.01 A budget of$12,000 per term for each Member of Council shall be provided. This will be an allocation of$3,000.00 per Member of Council in each annual budget for conventions. Any over expenditure in the beginning year(s) of the term shall be deducted from the amount provided in the final year(s). a) For the purposes noted above, the word "convention/conference" 1. shall include seminars and workshops as provided in the annual 2. budget and excludes conferences/conventions paid by other 3. agencies such as the Region, Veridian, etc. b) Conference/convention expenses shall include actual accommodation costs, registration costs, and travel and meal costs. c) Accommodation expenses shall be at the convention headquarters and if not available, then at the nearest suitable hotel, motel, etc. and at a single occupancy room rate. All expenses over a single Pa142 Title: Council Compensation Policy Page 8 of 12 Policy Number: ADM 190 occupancy room rate will be the responsibility of the Member of Council. d) Travel necessary for conventions/conferences of more than 50 kilometres one way from the Civic Complex and shall be paid at the per kilometre rate of reimbursement approved in the Current Budget or economy class return air fare between Toronto and the destination, whichever is the lesser. Other travel related expenses such as parking, vehicle rentals, taxi fares, public transportation fares and highway tolls incurred for conventions beyond 50 kilometres one way shall also be reimbursed upon presentation of receipts. e) $90.00 per diem has been removed must provide receipts for reimbursement and some wording within this parg. has been moved, see 09.04 of new draft policy. An allowance of a maximum of$90.00 per day may be paid for ancillary expenses such as meals, taxi fares, parking, and telephone and hotel intemet charges where such expenses are not otherwise claimed or paid for by another person or body. This allowance shall be pro-rated for conventions that are less than one day. This per diem payment is • intended to cover out-of-pocket expenses for City business only. Additional points have been added see 09.07 and 09.08 of new draft policy. 10 Meal Reimbursement Changed title and added some Outside Support criteria and broke down areas in order to detail expenses better. Added eligible reimbursement for 1 additional ticket for a spouse to attend event with Member of Council- see 11.02. 10.01 Reimbursement shall be provided to Members of Council in the annual current budget for Receptions, Promotions and Special Events for the cost of meals to discuss matters of City business or attending functions that are connected to the business of the City as follows: a) Reimbursement shall only be provided for reasonable food and liquor expenses upon submission of the original restaurant bill providing details of the purchase and the HST number. The credit or debit card transaction slip may also be submitted. The.number of persons attending and the purpose of the meeting is to be noted on • the reverse side of the bill or slip. • • 11 Councillors Stationary and Office Supply Budget Policy Title: Council Compensation Policy Page 9 of 14 43 Policy Number: ADM 190 11.01 An annual budget of$750.00 is provided for each Councillor for office supplies used for City business such as; toner cartridges, stationary, Commissioner Stamps, publications/books relating to City business. 12 Communications 12.01 A capital budget of$10,000 per term, per Member of Council, shall be provided for the acquisition of computer hardware/software and telecommunications equipment. a) Expenditures of this allocation shall only be made in the first three years of office following a general election. Any acquisitions made following an election or appointment and prior to the approval of the following year's budget, shall be charged to this allocation. b) No computer hardware/software or telecommunications equipment shall be purchased or leased for Members of Council after January 1St in the year of a general municipal election unless it is lost or stolen, or no longer operates and cannot be repaired,to its initial operating specifications. The old equipment must be returned, and/or affidavit that the equipment has been lost or stolen must be submitted. Any replacement equipment purchased under this Section will be charged to,the Councillor's Budget. c) Following a general municipal election, by-election or appointment, the new Member(s) of Council shall be contacted by staff to determine their needs. Members of Council may choose to be supplied with equipment recommended by City staff or they may choose to be supplied with equipment of their choice. The Manager, IT must be consulted to verify compatibility and to clarify IT support opportunities before purchase. At the point of delivery of the equipment, Members of Council shall be required to sign the Home Equipment Agreement which shall set out the equipment that has been supplied to the Member and the conditions under which it has been supplied. • d) Every Member of Council who does not continue to hold municipal office shall ensure that all computer hardware/software, telecommunications equipment and any other equipment purchased or leased on their behalf by the City is returned to the City by November 30th following a general municipal election or within 21 days of ceasing to hold office. Added a new point so if a Member of Council wishes to purchase they can. PGI4¢Title: Council.Compensation Policy Page 10 of 12 Policy Number: ADM 190 In the event the above noted items are not returned by the said date, the matter shall be referred to the Chief Administrative Officer (CAO) to pursue recovery. 12.02 New wording for eligible reimbursement and to clarify that all Members of Council have communication devices that allow them to receive calls, emails and scheduling on the smart phones that the City reimburses for, . reimbursement for home phone lines or cottage lines are no longer eligible. The City will reimburse each member of Council for telecommunication charges as follows: a) Long distance, airtime, voice &data and other charges that are incurred for City purposes by Members of Council. b) Charges for the use of an Internet Service Provider by Members of Council for two locations, with an Internet Stick being deemed as one location. . 12.03 It is recognized that there are many various methods of communications media in order for Members of Council to communicate with their constituents, including newsletters,neighbourhood letters, cooperative letters and websites. Final year reduced to $2,000.00 for websites expenses only no reimbursements for newsletters or neighbourhood letters in an Election Year will be eligible. See new draft policy section "In An Election Year". A budget of$7,500 for the first, second and third calendar years.and $6,000 for the final calendar year of a term will be provided to each Councillor for these items. The City shall cover the.cost of preparing, printing and mailing newsletters, neighbourhood letters and cooperative letters as well as the cost of creating and maintaining a website as follows: . a) A newsletter shall not be mailed or otherwise distributed beyond the boundaries of the constituency of a Members of Council except where postal walks cross beyond the boundaries of their ward. In instances where Members of Council are assigned or appointed to additional duties, which may require some cross-ward boundary communication, exceptions may apply as determined by the City Clerk. These cross-ward mailings to fulfill additional duties shall not exceed 500 homes into a ward not represented by a Councillor and Policy Title: Council Compensation Policy Page 11 of 12145 • Policy Number: ADM 190 shall not occur after January 1st in the year of a general municipal election. b) New Section in draft Policy, see Websites 14 A link to the Councillor's City-funded website may only be provided from the City of Pickering website under the Councillor's profile link. c) The following conditions shall apply to the preparation/distribution of newsletters, neighbourhood letters, cooperative letters, websites and other forms of communication: i) On or after July 1 in the year of a general municipal election, no mailing or distribution of a newsletter, neighbourhood letter or cooperative letter shall occur where the costs shall be borne by the City. ii) On July 1 in the year of a general municipal election, the link from the City's website to any Members of Council's City- ' funded or personal website shall be severed until after the election. All expenses related to the personal website will not be reimbursed from July 1St to December 1st. iii) A newsletter, neighbourhood letter, cooperative letter, City- funded website or other communications media shall not contain information that would promote any candidate in an election. iv) A newsletter, neighbourhood letter, cooperative letter, City- funded website or other communications media shall not contain advertising that would promote a product or service of•a company, organization or individual. v) A Member of Council shall only be reimbursed for communication expenses relating,to City business incurred through a media that has general circulation in the City of Pickering, such as a newspaper, radio or television station. New section in draft Policy for"In an Election Year"- section clarifies what will not be reimbursed and what can be done with City funded websites. P$141:0 Title: Council Compensation Policy Page 12 of 12 Policy Number: ADM 190 Cat/ Report to Executive Committee PI KERING Report Number: CAO 01-15 Date: May 11, 2015 From: Tony Prevedel Chief Administrative Officer Subject: Pan American (Pan Am) and Parapan Am Games • - Potential Impacts to Pickering - File: S-4000 Recommendation: That Report CAO 01-15 of the Chief Administrative Officer regarding potential impacts to Pickering related to the Pan Am and Parapan Am games be received for information. Executive Summary: The Pan Am Games will be the largest event ever hosted in Canada. Although we are not hosting an event in Pickering, we have considered potential impacts, and have provided an update on information we have received to- date; along with Pickering's participation in select programs and activities. Staff will continue to pursue information, and monitor any additional adjustments that may have to be made prior to, or during, the games., Financial Implications: Not applicable • Discussion: The Pan Am and Parapan Am Games are the world's third largest international multi-sports Games. In 2015, Toronto will be the Host City of the Pan Am (July 10-26) and Parapan Am (August 7-15) Games. Athletes from across Latin America, South America, the Caribbean and North America will compete in 36 Pan Am sports, and 15 Parapan Am sports at the TORONTO 2015 Pan Am/Parapan Am Games. It is anticipated that this will draw more than 10,000 athletes and officials, 250,000 visitors and 4,000 media to Toronto and the Greater Golden Horseshoe region. This will be the largest event ever hosted in Canada, including the Olympics. Therefore, it is important to recognize that it will not be business as usual during the games. It is anticipated that these games will draw 160,000 visitors and participants to Durham Region. 147 CAO01-15 May 11, 2015 Subject: Pan Am & Parapan Am Games Page 2 Venues in Durham Region include: Pan Am Games —July 10-26, 2015 Location Sport Anticipated Based on Local Number of Area Traffic Athletes & Plans/Study Visitors provided by PAN Am Transportation (daily estimate) Spectators Auto Trips President's Choice Ajax Pan Am Baseball 125,000 5,600 1,610 Ballpark (July 11-26) Softball 2001 Audley Road North, Ajax Oshawa Sports Centre (July 11- Weight 35,000 2,400 565 15, 18-25) Lifting • 99 Athol Street East, Oshawa Boxing Para Pan Am Games (August 7-15) Abilities Centre Judo 4,800 600 175 55 Gordon Street, Whitby, ON Boccia While the City of Pickering is not hosting any games, we felt it prudent to consider the potential impacts to our community. Particularly as it relates to the influx of people to the Region and potential impacts to transportation, emergency services, programs and services. Transportation To plan and deliver transportation for the Games, the Province is working with partners across the general Pan Am'Games regions which include representatives from the following: • • Toronto 2015 • Metrolinx • the Accessibility Directorate of Ontario • 15 municipalities • 8 regional governments • 12 transit agencies • security planners • CORP0227-07/01 revised 1'48 • CAO 01-15 May 11, 2015 Subject: Pan Am & Parapan Am Games Page 3 Transportation impacts are one of the key issues that are being considered by the organizing agencies. It is understood that not all spectators will travel by car to the games, and that many will carpool or take transit as described in the sections that follow. Pan Am has provided anticipated daily auto trip numbers in their Local Area Plans, which are shown in the previous table. Overall, according to Pan Am's Local Area Plans and Parking Study, a maximum of 3,200 spectators are estimated to be in the Ajax ball park at a time (800 day passes plus 2,400 game tickets). There will be excess seats since adjacent ball diamonds are not always active. In Oshawa, the maximum capacity includes only a portion of the seats in the GM Centre, for a maximum venue capacity of 2,400. This venue regularly holds larger events such as concerts and hockey games that have far greater numbers of spectator trips than they anticipate for the Pan Am Games. Whitby will host the Para Pan Am Boccia and Judo competitions during the period of August 8th - 14th. This event is not anticipated to generate the same traffic as the Ajax or Oshawa competition for the Pan Am Games. It was expressed that the majority of automobile trips through Pickering are expected to be confined to Highway 401 through Pickering for the following reasons: • there are no games venues in Pickering • the games venues in Ajax and Oshawa will very rarely have concurrent start times, resulting in less games traffic on Highway 401 at the same time • few games occur in the morning and afternoon peak hours when commuter traffic is at its heaviest • transit costs for spectators are included in the event ticket price, which includes a bus shuttle service • transit will be more frequent to and from event venues • accessibility enhancements around event venues Note: City staff have expressed their concerns related to the impacts to roads in Pickering in the event that alternative routes through Pickering may be used due to issues on Highway 401. This is of particular concern to us for traffic on Brock Road and along Taunton Road as an alternative route to the Ajax ball diamonds. The Region has assured us that they have measures in place to monitor this (as described further in the report). However, a letter will be sent to the Premiere's Office expressing concerns that potential impacts to Pickering have not been adequately considered. Additional way finding signage to events will be installed There will be signs added on Highway 401 and on select roadways in Ajax, Whitby and Oshawa to help spectators find their way to and from events. No additional signage will be placed in Pickering from the Pan Am Transportation team aside from on Highway-401. The use of electronic message boards along Highway 401 will also be used to inform motorists of changing traffic conditions, if necessary. CORP0227-07/01 revised 149 CAO01-15 May 11, 2015 Subject: Pan Am & Parapan Am Games Page 4 Temporary High Occupancy Vehicle (HOV) lanes on Highway 401 tO Westney Road The median lane, in each direction on Highway 401 from the Don Valley Parkway to Westney Road will be marked as a High Occupancy Vehicle (HOV) lane to allow for easier travel for the athletes and spectators to and from the games, as well as any carpoolers that travel on Highway 401. The HOV lanes will operate from 5 am to 11 pm and will allow for the following vehicles: ' • Games vehicles • emergency vehicles • electric vehicles with gredn license plates • public transit • taxis • any vehicle that has 3 or more occupants from June 29 to July 27 • any vehicle that has 2 or more occupants from July 28 to August 18 The Ministry of Transportation of Ontario (MTO) has stated that the use of the HOV lanes will be strictly enforced for the duration of the games. The Pan Am Games & the impact on Regional Services in Pickering Regional services such as waste collection will not be impacted by the Pan Am. Games. Also, no road closures or additional restrictions in Pickering have been proposed as a result of the games. There will be a road closure in Ajax on Audley Road north of Rossland Road strictly for the games; however, they believe this closure should not affect Pickering roads: All Regional construction activities that are expected to interfere with the games will be placed on hold for the duration. The Pan Am Games representatives are also aware of the road closures from the construction of the Highway 407 extension, and do not anticipate Highway 407 construction to interfere with traffic from the games. On behalf of the Region of Durham, the MTO will be administering a construction contract on Brock Road between Bayly Street and Pickering Parkway, including works on the bridge structure over Highway 401. Construction is anticipated to commence after Victoria Day and will involve traffic sequencing including.nightly lane closures, and restricted through and turning movements. Some movements that will be restricted include southbound Brock Road to eastbound.Highway 401, and eastbound Highway 401 to northbound Brock Road. At this time it is not known if any restrictions will be at a time of day that would impact travel to and from Pan Am Games venues. • The City is also considering allowing off-peak deliveries for Pickering businesses so that trucks do not have to travel Highway 401 in peak hours. As this may impact the City's noise by-law, additional information is currently being sought. CORP0227-07/01 revised 150 • CAO01-15 May 11, 2015 Subject: Pan Am & Parapan Am Games Page 5 Durham Region staff will be monitoring traffic throughout the Region for the Duration of the games Regional traffic staff will monitor traffic throughout the region at the Durham Regional Traffic Management Centre from 6 am to midnight during the games, and will be able •to respond in real time to any changes in traffic patterns through the modification of signal timings: The Region of Durham has traffic cameras at most major intersections • and will be adding new cameras to many others in time for the games, particularly on Brock Road, Bayly Street, Taunton Road and Kingston Road. To provide for the best possible level of service, the Ministry of Transportation (MTO) • will also have access to the Durham Regional Traffic Management Centre cameras and traffic related data. This will allow them to communicate existing and potential traffic impacts and make the necessary adjustments. Any concerns received from the City of Pickering related to traffic congestion caused from the Pan Am games will be forwarded to Durham Region staff who are working closely with MTO, Durham Regional Police Services and other related agencies. Traffic planning estimates have been based on the busiest time and day (the 11th day of the games - July 21, 2015 from 5 pm - 6 pm). The Pan Am Games Transportation Team have asked that all residents of the region participate in efforts to reduce travel demands during the duration of the games by 20 percent. If this is successful they anticipate that traffic impacts will be minimal as the traffic reduction will exceed the demand created by the games. There are numerous online resources for residents and businesses which we will assist with re-promoting through our communication channels to our community; however, we are mindful that these impacts are based on a requirement for an overall reduction in travel of 20 per cent, which is a commitment that must be made by all. understand that it won't be business as usual during the games; and we will do our part to alleviate impacts to Pickering. • Emergency Management/Fire Services Fire Services will continue to work with their Regional partners (Fire, Police, EMS and the Durham Emergency Measures Office) to ensure that we can adequately respond to and deal with emergencies that take place during the Pan Am games. Our solid partnerships and existing agreements will ensure seamless service delivery. Response zones can also be adjusted by our Dispatch Centre to accommodate traffic patterns and congestion. • CORP0227-07/01 revised 151 CAO01-15 May 11, 2015 Subject: Pan Am & Parapan Am Games Page 6 Alternative Work Arrangements We will be promoting initiatives through our Smart Commute program to encourage staff to car pool, bike, and take public transit. Alternative work arrangements will be considered for those staff who live outside of Pickering, and whose positions do not require them to be at work during specific core hours, to contribute to lessoning traffic during peak hours. • Smart Commute initiatives for our residents and businesses will also be promoted. MTO has advised that a Trip Planner App will be available in mid-May to keep visitors advised of games schedule and changes, as well as road closures and traffic implications. Businesses Businesses are encouraged to sign up for email updates related to traffic plans and impacts which provide planning tools and resources to lessen any transportation impacts during this time. Our Economic Development staff have shared this with the Ajax-Pickering Board of Trade, and to local businesses through our View on Business eNewsletter. The Economic Development Office will continue to use their business eblasts and social media channels to push out reminders of how businesses should plan for changes in transportation network services during the games. Our Customer Care Centre has also registered for the email updates on behalf of the City. Programs & Services Pan Am Path The Pan Am Path is an 84-kilometre continuous trail for walking, running, cycling and wheeling that connects Toronto from east to west. From May 16 to August 15, 2015, the Pan Am Path Art Relay will travel across Toronto, engaging with local community groups to celebrate some of Toronto's greatest assets: diversity, nature, and arts. The series of events will take place along the Path and will feature public art installations, music, performances and family-friendly festivals. On the final day (August 15th), an event is planned at the Rouge Beach from noon — 4:00 pm and 8:30 pm — midnight. The daytime program will take place along the beach promenade consisting of activations and vendors, both events will follow an aboriginal theme. This theme was inspired by the Pickering First Nations Trail. Event organizers are working with the Durham Metis Circle to assist in the operation of the daytime program. The evening program is scheduled to include the largest and most involved temporary art installation of the entire Pan Am Path: including performances by internationally acclaimed aboriginal dancers, a Juno award winning artist, major CORP0227-07/01 revised 152 CAO 01-1.5 May 11, 2015 Subject: Pan Am & Parapan Am Games Page 7 Canadian artist, and a brand new work created by a renowned Canadian composer. These works will be presented in tandem to produce one major work. While none of the actual activities or public participation will take place on Pickering lands, the organizers have requested some logistical support and permissions which impact our portion of the path, and to promote the event through various City marketing channels including social media, Destination Pickering, and notifications to area residents. Durham Festival • Durham Tourism has developed a region-wide festival to capitalize on the Parap Am Games and Pan Am Path completion. The four day festival will run August 13 — 16, 2015 and includes cultural events and activities in each municipality. Pickering will host 4 evenings of cultural performances including: Driftwood Theatre on Thursday evening performing Hamlet in Millennium Square, and Dusk dances on Friday through Sunday. Dusk dances brings contemporary dance acts who will perform throughout Alex Robertson park. The dance showcase will include a piece from a local dance school, to be selected by the Dusk Dances, artistic director. Daytime programming will feature Pickering Museum Village and sponsor activations on a small scale. The Nautical Village Business Association has committed to running an apple festival for the four days of the festival featuring arts, music, and local food vendors. Culture & Recreation staff are working with the business association to ensure permits and insurances are in place. Staff are considering securing additional parking at Father Fenelon School during this period. Tourism Spin Offs Our events are promoted in the Provincial and Regional Tourism Campaigns, and therefore we expect an increase in traffic, not only to our events, but to our businesses and restaurants. City events during the Pan Am games include: Event/Attraction Timeline Summer Concert Series Thursdays & Sundays Pickering Museum Village Kids in the Village Thursday mornings History in Action Saturdays General Tours Wednesdays through Sundays CORP0227-07/01 revised 153 CAO01-15 May 11, 2015 Subject: Pan Am & Parapan Am Games Page 8 In order to remediate potential parking issues during the Thursday evening waterfront concerts, event staff will promote off-site parking maps to advise guests of alternate legal parking locations. All other events can easily accommodate an increase in attendance. Summer Camps & Busing Since Brock Road and Taunton Road are anticipated to experience higher than usual traffic volumes due to the Pan Am Games, patrons will be notified with their camp registration confirmation that their camp pick up and drop off times may be impacted by potential traffic delays. Any camp bus trips outside Pickering will be planned with dates/times of the Games in mind to avoid high traffic times where possible. Tennis Courts as Back up to the ParaPan Wheelchair Tennis Event Pickering Recreation Complex will serve as a rain location from August 8 —.14, 2015 for the ParaPan wheelchair tennis event (University of Toronto Tennis Centre is the outdoor venue). Arrangements to use the Pickering Recreation Complex (as weather dictates) is being facilitated through Tennis Canada (national sport governing body). August is a light month for tennis bookings, and our camps use outdoor facilities. The tennis courts will be block booked for the duration of the games. The location of the tennis courts, and multiple exits provide entry for athletes and spectators with convenient access to 350 parking spaces at the rear of the facility. This facility is completely accessible, with a viewing gallery, umpire chairs, qualified first responders and meeting and change room facilities. Our tennis courts have been used for similar purposes for the Annual Children's Games, with no damage anticipated to the surface. The use of the courts is also supported by our Tennis Professional and will not interrupt any current bookings or reserved functions. - This is a great opportunity to be part of the games with minimal impact to our community and patrons. Customer Care Centre & Corporate Communications Recognizing that these games will be bigger than the Vancouver, Calgary and Montreal Olympics, we will use our communication channels to reinforce to our community that it will not be business as usual in Durham. While we are not hosting any games, we want to ensure our residents have access to relevant information which we will be. sharing through our Customer Care Centre, and through our communication channels. We will be promoting that residents should consider alternate travel arrangements, CORP0227-07/01 revised 154 . CAO 01-15 May 11, 2015 Subject: Pan Am & Parapan Am Games Page 9 related to transportation impacts and scheduling. We are preparing a contact and FAQ reference sheet for staff to respond to general enquiries if need be. Our website and social media will also be updated with the appropriate links and contact information. Attachments: Not applicable Prepared By: Approved/Endorsed By: J zo • /,l I Judy Hodgson Ric-and Holborn Division Head, City Administration Director, Engineering & Public Works Marisa rpino Director, Culture & Recreation • Recommended for the consideration of Pickering City Council - oj.4.4fix Aid Z7 w(S Tony Prevedel, P.Eng. Chief Administrative Officer • CORP0227-07/01 revised 155 Calf 00 Report to ____O___ Executive Committee 1•YrJ_� ICKERING Report Number: LEG 05-15 Date: May 11, 2015 • From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Duffin Heights Neighbourhood - Second Amendment to the Duffin Heights Developers Group Cost Sharing Agreement - File: D-1000 Recommendation: 1. • That Report LEG 05-15 of the Director, Corporate Services & City Solicitor be received; 2. That the second amendment to the Duffin Heights Developers Group Cost Sharing Agreement respecting the provision of infrastructure in the Duffin Heights Neighbourhood be approved; 3. That the Mayor and City Clerk be authorized to execute the second amendment to the Duffin Heights Developers Group Cost Sharing Agreement as set out in • Attachment 1 to this Report, subject to minor revisions agreeable to the Director, Corporate Services & City Solicitor; 4. That the Director, Corporate Services &City Solicitor and the Division Head, Finance &Treasurer be authorized to make any changes to the agreement, as amended, or subsequent agreements, to protect the financial interests of the City • and to sign any subsequent agreements and amendments; 5. That the appropriate City officials be authorized to undertake the actions required to implement the above recommendations; and 6. That a copy of this Report be forwarded to the Trustee of the Duffin Heights Developers Group for information. Executive Summary: In 2008, Council endorsed and entered into a'cost sharing agreement ("CSA") with the Duffin Heights Developers Group respecting the provision of infrastructure in the Duffin Heights Neighbourhood and front-funding the costs of specific infrastructure that benefitted the City and landowners. The City's obligation related to front-funding the costs of a stormwater management pond (SWMP #4) located north of the Third Concession Road east of Brock Road, and related infrastructure. Three years later, an amendment to the CSA was required to recognize the new owners of former Infrastructure Ontario lands and the required Brock/Dersan 156 LEG 05-15 May 11, 2015 Subject: Second Amendment to the CSA Page 2 sanitary sewer and watermain works to service the residential and mixed use lands, east of Brock Road. More recently, a second amendment to the CSA has become necessary to reflect new community servicing costs pertaining to the sanitary sewer and watermain (SSW extensions north and south of Dersan Street and the construction of primary hydro distribution systems on both sides of Brock Road. Other revisions include adding new Participating Owners to the Developers Group and deleting the two school sites from the Community Land Schedule. Based on staffs review, it is recommended that Council approve the second amendment to the CSA and authorize the Mayor and Clerk to execute the second amendment. Financial Implications: The existing limitations on the City's cost sharing obligations will remain intact. Pursuant to section 3.26 of the CSA, the proportionate share of servicing costs attributable to most of the City's lands is payable at the time that such lands are sold or developed. The City will be required to front fund servicing costs only in relation to the smaller (5.2 acre) portion of its lands purchased from Infrastructure Ontario in 2011. Discussion: In July 2010, Council agreed to execute the cost sharing agreement with the Duffin Heights Developers Group respecting the provision of infrastructure in Duffin Heights and to front-fund the costs of infrastructure relating to SWMP #4 and the Brock Road storm.sewer over-sizing. The CSA was drafted specifically to ensure that the City's obligation related to front funding the costs related to the construction of the SWMP #4 and related infrastructure only. In 2011, Infrastructure Ontario (10) sold a number of its holdings in Duffin Heights. The City purchased three 10 parcels that were strategic to its current holdings along Brock Road: Also, Council was informed of the need for a sanitary sewer and watermain crossing at the intersection of Brock Road and Dersan Street to service the lands east of Brock Road. The crossing provided the City with an opportunity to have stub connections installed in order to provide future water and sewer connections to its mixed use lands located on the west side of Brock Road, south of Dersan Street. An amendment was required to recognize the land purchases and the sanitary sewer and watermain crossings. That amendment recognized the City's preferred (limited) cost sharing status with respect to its historic landholding while requiring the City to participate fully in costs in relation to the additional lands it purchased in 2011. CORP0227-07/01 revised 157 LEG 05-15 May 11, 2015 Subject: Second Amendment to the CSA Page 3 • The second amendment (Attachment 1) includes the following: • adds Oxnard Developments Inc. and Stonepay (7603860 Canada Incorporated) as Participating Owners • adds new subsections relating to the sanitary sewer and watermain (SS/VV) extensions both north and south of Dersan Street • adds new subsections relating to the primary hydro distribution systems for both the west and east sides of Brock Road • deletes the school lands currently owned by the Province and City from the Community Land Schedule so that they are no longer considered as Community Land pursuant to the CSA While the City's mixed use lands will benefit from the sewer and water main extensions and the hydro distribution system, the City will maintain its limited cost sharing status under the CSA for all but 5.2 acres of its lands in regard to these services. This is consistent with the City's existing CSA cost sharing commitments. Servicing costs attributable to the balance of the City's lands (33.6 acres) is payable only at such time those lands are sold or developed. The second amendment provides for an equitable and proportionate distribution of the costs for required infrastructure among the landowners and incorporates new landowners for cost sharing purposes. It is recommended that Council approve the second amendment to the CSA and authorize the Mayor and Clerk to execute it substantially in the form of Attachment 1 to this Report. Attachments: 1. Second Amendment to the Duffin Heights Developers Group Cost Sharing • Agreement Prepared By: Ap -d/Endorsed By: Grant McGregor, MCIP, RPP Paul itigiin Manager, Sustainability & Direcler, •rp► ate Services & City Solicitor Economic Development CORP0227-07/01 revised 158 LEG 05-15 May 11, 2015 Subject: Second Amendment to the CSA Page 4 Approved/Endorsed By: Thomas Melym Director, City Development Richard Ho born Director, Engineering & Public Works GM:PB:ks Recommended for the consideration • . of Pickering City Council / ,,/ A �7� I Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised • 159 • • • DRAFT—For Discussion Only • March 30,2015 • SECOND AMENDMENT TO DUFFIN HEIGHTS DEVELOPERS GROUP COST SHARING AGREEMENT This AGREEMENT dated the day of April,2015. ', • BETWEEN: i TTACHMENT#k/TO REPORT# E' •MATTAMY(BROCK ROAD)LIMITED s7 5 '�� (hereafter referred to as"Mattamy"), HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF ECONOMIC DEVELOPMENT, EMPLOYMENT AND INFRASTRUCTURE AS REPRESENTED BY ONTARIO INFRASTRUCTURE AND LANDS CORPORATION (hereafter referred to as the"Province"), LEBOVIC ENTERPRISES LIMITED (hereafter referred to as"Lebovic"), 1320991 ONTARIO LIMITED (hereafter referred to as"Lebovic 2"), • COUGS(TILLINGS)LIMITED (hereafter referred to as"Cougs 1"), . • COUGS(DERSAN)LTD. • (hereafter referred to as"Cougs 2"), COUGS(BROCK ROAD)LTD. • ' (hereafter referred to as"Cougs 3"), DUFFIN'S POINT INC. V V • (hereafter referred to as"Seaton Centre"), 9004807 CANADA INC. • (hereafter referred to as"Stonepay"), THE CORPORATION OF THE CITY OF PICKERING • (hereafter referred to as"Pickering") and • • DUFFIN HEIGHTS LANDOWNERS GROUP INC. (hereafter referred to as the'Trustee") . • • RECITALS: . ' • • A. Mattamy, the Province, Lebovic, Lebovic 2, Cougs 1, Cougs 2, Cougs 3,Seaton Centre, Stonepay and Pickering are the owners of land within an area of the City of Pickering known as"Duffin Heights°,and are collectively referred to as the"Participating Owners"or the"Group",and individually referred to as a"Participating Owner°. • B. Each of the Participating Owners is a party in good standing pursuant to the Duffin Heights Developers Group Cost Sharing Agreement dated July 14,2010,as amended on June-14, 2011 (the"Cost Sharing Agreement"). , • C. The Trustee is named as the trustee of the Group pursuant to the Cost Sharing • Agreement. D. The parties wish to amend the terms of the Cost Sharing Agreement in accordance with • this Second Amendment to the Cost Sharing Agreement(the"Second Amendment"). • The parties agree as follows: • • • 160 • • 1.1 Amendments to include SS/W Extensions North and South of Dersan The Cost Sharing Agreement is hereby amended as follows: • (a) By the addition of a new subsection 1.1(q)()xiv),being a new Community Servicing Cost,which shall read as follows: • • °The total cost incurred for the construction of the SS/W Extensions South • of Dersan and the SS/W Extensions North of Dersan." • (b) By the addition of a new Section 1.1(hhh), being a new Definition entitled "SS/VV Extensions South of Dersan",which shall read as follows: ""SSNV Extensions South of Dersan" means a sanitary sewer and watermain located on the west side of Brock Road,south of Dersan Street, as depicted on Schedule.CS-22 attached to this Second Amendment at Tab"A",including layout of the work,traffic control during construction,and • restoration of all disturbed space including (but not limited to) driveways, boulevards,culverts,ditches,and roadways,•and,for greater clarity: (i) the.sanitary sewer includes a connection to the existing sanitary sewer stub from Dersan Street,construction of approximately 218 m • of 250 mm diameter sanitary sewer, approximately 290 m of 200 . mm diameter sanitary sewer,and all manholes within that span;and (ii) the watermain includes a connection to the existing watermain stub • from Dersan Street, approximately 635 m of 400 mm diameter • concrete pressure pipe watermain, approximately 14 m of 300 mm diameter watermain for a future road connection, and all hydrants, valves,and appurtenances within that span." • (c) By the addition of a new Section 1.1(iii), being a new Definition entitled "SSNV Extensions North of Dersan",which shall read as follows: ""SSNV Extensions North of Dersan" means a sanitary sewer and watermain located on Brock Road, north of Dersan Street, as depicted on Schedule CS-22 attached to this Second Amendment at Tab"A", including layout of the work, traffic control during construction, and restoration of all • disturbed space including (but not limited to) driveways, boulevards, culverts,ditches,and roadways,and,for greater clarity: (i) the sanitary sewer includes a connection to the existing sanitary • sewer stub from Dersan Street, construction of approximately 281m of 250 mm-diameter sanitary sewer, and-all manholes within that • span;and • • (ii) the watermain includes a connection to the existing watermain stub from Dersan Street, construction of approximately 300m of 400 mm diameter concrete pressure pipe watermain, and all hydrants, valves, and appurtenances within that span.Sanitary and watermain • construction for Brock Road north of Dersan Street." (d) By the addition of a new subsection 3.8(P), being a new subsection to describe the methodology for determining the Participating Owners' Proportionate Servicing Shares for the costs associated with the SSNV Extensions South of Dersan and the SS/W Extensions North of Dersan,which shall read as follows: • "SSAN Extensions South of Dersan and the.•SSNV Extensions North of Dersan: (i) Watermain components Pro rata calculation applied only to Participating Owners with Benefiting Lands based on a Participating Owner's total Developable Acreage determined to be Benefiting Lands as a percentage of all Participating Owners' Developable Acreage determined to be Benefiting Lands. • (ii) Sanitary sewer components—The apportionment of the cost among the Participating Owners shall be made based on an allocation of • that portion of the costs which are associated each length of sewer to each parcel of Benefiting Land that is owned by a Participating • 161 Owner. Such allocation shall be made on the basis of the total Developable Acreage which are tributary to, or benefit from, a particular length of sewer, manhole or other sewer facility, and the extent to which each Participating Owner's total Developable Acreage are tributary to, or benefit.from, a particular length of • sewer,manhole or other sewer facility. The Participating Owners with Benefitting Lands to a particular component of the SS/W Extensions South of Dersan or the SS/W Extensions.North of Dersan will front end the costs of such components that are attributable to Non-Participating Owners with Benefiting Lands,pro rata,on the basis of a Owner's total Developable Acreage determined to be Benefiting Lands as a percentage of all Participating Owners'Developable Acreage determined to • be Benefiting Lands. • The Benefiting Lands for the SS/W Extensions South of Dersan are depicted and labelled on Schedule CS-22 as "Sanitary Benefitting Area • (South)" and "Watermain Benefitting Area (South)°, as applicable. The Benefiting Lands for the SS/W Extensions North of Dersan are depicted and labelled on Schedule CS-22 as"Sanitary Benefitting Area (North)" and "Watermain Benefitting Area(North)",as applicable.' . (e) By the addition of a new subsection 3.24(c), being a new subsection to describe the front-ending arrangements associated with the SS/W Extensions South of Dersan,which shall read as follows: • "Participating Owners with Benefiting Lands will front end all costs • associated with the SS/W Extensions South of Dersan on a Participating Owner Proportionate Servicing Share basis. All front ended payments for any portion of the costs shall be made in the form of a certified payment.to the Trustee within thirty (30) days following receipt of a call for funds from the Trustee,as approved by the Consulting Engineer. . Seaton Centre will enter into contracts for the construction of the SS/W Extensions South of Dersan and will complete the construction of the works. Prior to doing so, Seaton Centre will provide the Consulting Engineer with all detailed plans, tender documents, descriptions and cost . estimates for the works. Prior to construction, the Consulting Engineer must confirm that all of the proposed works comply with the ESP and satisfy the servicing needs of Duffin Heights, in accordance with the duties ' of the Consulting Engineer described in Article 6. The Benefiting Lands for the SS/W Extensions South of Dersan are depicted and labelled on Schedule CS-22 as "Sanitary Benefitting Area (South)"and"Watermain Benefitting Area(South)",as applicable." (f) By the addition of a new subsection 3.24(d), being a new-subsection to describe the front-ending arrangements associated with the SS/W Extensions North of • Dersan,which shall read as follows: • "Participating Owners with Benefiting Lands will front-end all costs associated with the SS/W Extensions North of Dersan on a Participating Owner Proportionate Servicing Share basis. All front ended payments for any portion of the costs shall be made in the form of a certified payment to the Trustee within thirty (30) days following receipt of a call for funds from the Trustee,as approved by the Consulting Engineer. Lebovic will enter into contracts for the construction of the SS/W Extensions North of Dersan and will complete the construction of the works. Prior to doing so, Lebovic will provide the Consulting Engineer with all detailed plans, tender documents, descriptions and-cost estimates for the works. Prior to construction, the Consulting Engineer must confirm that all of the proposed works comply with the ESP and satisfy the servicing needs of Duffin Heights,.in accordance with the duties of the Consulting Engineer described in Article 6. The Benefiting Lands for the SS/W Extensions North of Dersan are depicted and labelled on Schedule CS-22 as "Sanitary Benefitting Area (North)"and"Watermain Benefitting Area(North)",as applicable.' • • • 162 • • • • 1.2 Amendments to include Primary Hydro Distribution System • • The Cost Sharing Agreement is hereby amended as follows: • (a) By the addition of a new subsection 1.1(q)(xxv), being a new Community Servicing Cost which shall read as follows: "The total cost incurred for the construction of the primary hydro distribution system, as depicted on Schedule B-2, Figure CS-23, attached to this • Second Amendment at Tab"B°(the"Primary Hydro Distribution System").°' • (b) By the addition of a new subsection 3.8(Q),being a new subsection to describe the • methodology for the Participating Owners to share the costs associated with the Primary Hydro Distribution System,which shall read as follows: Primary Hydro Distribution System: • (i) West of Brock Road — Pro rata calculation of the anticipated • residential demand (based upon 5 kVA per unit) and commercial demand (based on kVA) for each parcel of Developable Acreage located west of Brock Road applied to the total anticipated residential demand (based upon 5 kVA per unit) and commercial demand(based on kVA)of all Developable Acreage located west of Brock Road. .The Benefiting Lands for the Primary Hydro Distribution System west-of Brock Road are depicted and labelled on Schedule CS-23 as"West Benefiting Area". • (ii) East of Brock Road - Pro rata calculation. of the anticipated residential demand (based upon 5 kVA per unit) and commercial demand (based on kVA).for each parcel of Developable Acreage • located east of Brock Road applied to the total anticipated residential demand (based upon 5 kVA per unit) and commercial demand.(based on kVA) of all Developable Acreage located east of Brock Road. • The Benefiting Lands for the Primary Hydro Distribution System east of Brock Road are depicted and labelled on Schedule CS-23 as "East Benefiting Area"." 1.3 Amendment to clarify Development of SWM 1 • The Cost Sharing Agreement is hereby amended by the addition of a new paragraph to the end of Section 3.26 which shall read as follows: "The Participating Owners acknowledge and agree that with respect to the specific Developable Acreage that comprises the portion of the stormwater management facility that is depicted on Schedule "B-1" as SWM 1 and that was owned by Pickering as of the date of the Original Cost Sharing Agreement (i.e. exclusive of the portion of SWM 1 that was acquired from a Non-Participating Owner subsequent•to the date of the Original Cost Sharing Agreement as described in Sections 1.1(q)(xxii) and 3.8(N).of the Cost Sharing Agreement) (the"City SWM 1 • Land"), the Acreage Land Value associated with the City SWM 1 Land shall be fixed at the sum of$300,000.00 per acre, and this amount shall not be subject to any adjustment following the date of this Second Amendment (regardless of-any future adjustment to the Acreage Land Value pursuant to Section 4.11,if any), and . the City SWM 1 Land shall be treated as a distinct phase of Development pursuant to the Cost Sharing Agreement, and shall be deemed to have Developed on the date of this Second Amendment' 1.4 Amendment to remove cost sharing of school lands (a) The Cost Sharing Agreement is hereby amended by deleting all references to Schools as a shared Community Land item and Community Servicing Cost, • including the following: (i) the deletion of Section 1.1(n)(rv); • • 163 • (ii) the deletion of Section 1.1(o) and the addition of a new Section 1.1(a) which shall read as follows: • ""Community Roads" means 50% of any road that is Developable Acreage and abuts on one side or up to 100% of any road that is . Developable Acreage and abuts on both sides of Natural Heritage System Lands or Community Land including cul. de sacs which terminate at • • Community Land and Natural Heritage System Lands and, notwithstanding • the foregoing, shall also include the Local Share of any portion of William Jackson Drive(including all reserves)that is attributable to lands owned by the Province or a school board." (iii) the deletion of Section 1.1(q)(xxi);and. • • (iv) the deletion of all references to"school board'in Sections 4.6 and 4.7. 1.5 Updated Schedules • The Schedules to the Cost Sharing Agreement are hereby amended to give effect to this . Second Amendment,as follows: (a) By the deletion of Figures CS-1. and CS-16 within "Schedule "B-1" - Plans Depicting Location of Community Services", and the addition of the new Figures CS-1 and CS-16 within "Schedule "B-1° - Plans Depicting Location of Community Services" in the form attached to this Second Amendment at Tab "A" which are labelled as follows: . Figure CS-1 Community Roads Figure CS-16 School Servicing .(b) By the addition of the new Figures CS-22 and CS-23 within"Schedule"B-1°-Plans • Depicting Location of Community Services" in the form attached to this.Second Amendment at Tab"A"which are labelled as follows: • • Figure CS-22 SS/VV Extensions South of Dersan and • SS/W Extensions North of Dersan Figure CS-23 . Primary Hydro Distribution System (c) By the deletion of "Schedule °B-2" - Plan Depicting Location of Community Location°and the addition of the new"Schedule"B-2"-Plan Depicting Location of • Community Lands"'in the form attached to this Second Amendment at Tab"B"and labelled"Schedule"B-2"-Plan Depicting Location of Community.Lands". 1.6 Captions and headings • The captions and headings contained in this Second Amendment are for reference only and in no way affect this Second Amendment or its interpretation. . 1.7 Agreement may be executed in counterpart This Second Amendment may be executed in counterparts (i.e., it shall not be necessary • for all of the parties to have signed the same copy hereof), with the same effect as if all. • parties had signed the same document.All counterparts shall be construed together, and • shall constitute one and the same agreement. IN WITNESS WHEREOF the parties hereto have hereunto executed'this Amending Agreement and the other parties have hereunto set their hands and seals as of the day, month and year first above written. [REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY] • • • 164 • • • MATTAMY(BROCK ROAD)LIMITED Per. • Title: Per. Title: I/we have authority to bind the corporation • • • • • • • • • • 165 • HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF ECONOMIC DEVELOPMENT,EMPLOYMENT AND INFRASTRUCTURE AS REPRESENTED BY• • • ONTARIO INFRASTRUCTURE AND LANDS • CORPORATION Per. Title: • • _ I Per. Title: I/we have authority to bind the Province • • • • • • • • • • • • • • • • • • • I 166 . • LEBOVIC ENTERPRISES LIMITED Per. Title: Per Title: l/we have authority to bind the corporation 1320991 ONTARIO LIMITED Per Title: Per Title: • . I/we have authority to bind the corporation • • • t - 167 COUGS(TILLINGS)LIMITED Per. Title: Per. Title: I/we have authority to bind the corporation COUGS(DERSAN)LTD. Per. Title: Per. Title: I/we have authority to bind the corporation COUGS(BROCK ROAD)LTD. Per. Title: Per. 0 Title: l/we have authority to bind the corporation • • • 168 • DUFFIN'S POINT INC. . Per. • Title: • Per. • Title: I/we.have authority to bind the corporation • • • • 1 6.9 • 9004807 CANADA INC. Per. Title: Per. Title: I/we have authority to bind the corporation . • 170 THE CORPORATION OF THE CITY OF PICKERING Per. Title: Per. • • Title: I/we have authority to bind the City • • 171 • • DUFFIN HEIGHTS LANDOWNERS GROUP INC. Per. Title: Per. • Title: • . • I/we have authority to bind the corporation • • • • • • • • • • • • • • • • • • • • • ■ 172 ' TAB"A" UPDATED SCHEDULE"B-1" • • • • 173 A , t17 ii o C 5 Q Z U < t z F N aU¢ yam " ,pZ r E ..1i • _ z z z N x - °G 4' bA —t= > > >LLa Z E 0 2 L O O O 00. 1 � DD .1E11 Z co V J U Zi A� _-,, w ft- ti-, - i•O .` KEN O uxol r--- 11.T.1/47. 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